Policies & Procedures
The Department of Defense (DoD), in collaboration with the National Center for Interstate Compacts and the Council of State Governments, has developed an interstate compact that addresses the educational transition issues of children of active duty military-connected families. Currently, all 50 states, DoDEA and the District of Columbia participate in this interstate compact, which provides uniform policy for resolving the educational challenges experienced by military-connected children as they transition between school systems.
We encourage all of our families preparing to transition, to, from or within a DoDEA and/or stateside school system to engage with the School Liaison (SLO) from the sending and receiving locations. The SLO is the local contact for schools and has valuable information about school calendars, hybrid learning, early enrollment, student services, how to manage quarantine requirements and more.
“Call your SLO before you go”
In order to prepare records for your students school transition.
A directory of School Liaisons is updated annually and can be found at: https://www.dodea.edu/education/partnership-and-resources
The Compact ensures that mobile children of military families are afforded the same opportunities for educational success as other children. States participating in the Compact work to coordinate graduation requirements, transfer of records, course placement, unique learning needs, assessments and other administrative policies.
For additional information or transition support, please contact email@example.com or call the Partnership office at 571-372-6026.
If the principal permits a school to operate a limited open forum by maintaining a practice of allowing any single non-curriculum-related student group access to school facilities, the principal shall ensure that all of such student groups (including activities of religious nature) are permitted equal access to meet on school premises and use school facilities during non-instructional time. Access to groups may be denied if the principal determines that a student or student group has or is likely to substantially interfere with good order or discipline or violate any Federal, state, or local law, or DoD or DoDEA regulation/policy.
For the protection of students and staff, all visitors must report to the school’s front office immediately upon arriving at the school. A visitor is any person (to include parents, sponsors, and legal guardians) not enrolled or assigned to the school requesting entry to the building.
Visitors must provide authorized identification to gain access to the DoDEA school. The visitor will be issued a visitor badge that must be displayed above the waist while on DoDEA school property. The school administrator has the final determination on visitors authorized to be at the school. While on DoDEA school property, visitors may go only to the approved area indicated as their destination when signing in at the school’s front office. Any change to the designated location must be approved by the school’s front office before the visitor can access a different location within the school. When leaving the school, visitors must sign out and return the visitor's badge to the school’s front office.
Parents are welcome to visit the school and classrooms to observe the school’s programs for brief periods of time that do not interfere with instruction. Approval by the school administrator is required for this type of visitation.
DoDEA school administrators, in partnership with sponsors/family members, students, and military leaders, promote communication through the establishment of advisory committees to address issues (school initiatives, procedures and policies) locally. This is a system-wide way for parents to get involved in their child’s local school. Consult your child’s school to learn more about school advisory committees.
Proof of Eligibility: The sponsor does not need to be present at registration, as long as the parent or other adult registering the child has all the necessary paperwork, in accordance with DoDEA Regulation 1342.13, “Eligibility Requirements for Education of Elementary and Secondary School-Age Dependents in Overseas Areas,” September 20, 2006, as amended, and DoD Instruction 1342.26, “Eligibility Requirements for Minor Dependents to Attend Department of Defense Domestic Dependent Elementary and Secondary Schools (DDESS),” March 4, 1997.
The following documents are necessary to complete the registration process:
- Proof of age;
- Medical records, including information on medical conditions, medications, and all dates and types of immunizations;
- Official documents to support eligibility (e.g., letter of employment, contract, permanent change of station [PCS] orders, etc.); and
- Proof of on-base residence (applies to students enrolling in DoD domestic schools).
Contact the registrar at your child’s school to update your child’s information or visit your school's registration page for more information on enrollment.
A waiver for immunization exemption may be granted for medical or religious reasons. Philosophical exemptions are not permitted. The applicable DoD Command must provide guidance on the waiver process.
A statement from the child’s health care provider is required if an immunization cannot be administered because of a chronic medical condition wherein the vaccine is permanently contraindicated or because of natural immunity. The statement must document the reason why the child is exempt. This request for immunization exemption from specific vaccines due to vaccine contraindications or natural immunity must be completed and submitted to the school at the beginning of the child’s enrollment or when a vaccine is due. Request for exemption only needs to be completed one time for the duration of the child’s enrollment at the school.
If an immunization is not administered because of a parent’s religious beliefs, the parent must submit an exemption request in writing, stating that he or she objects to the vaccination based upon religious beliefs. The immunization waiver request must be completed and submitted to the school at the beginning of every school year. For students arriving after the school year has started, this request/written statement must be submitted at the initial enrollment and at the beginning of every school year.
During a documented outbreak of a vaccine-preventable disease (as determined by local DoD medical authorities), a student who is attending a DoDEA school program under an immunization waiver for that vaccine will be excluded from attending. This is for his or her protection and the safety of the other children and staff. The exclusion will remain in place until such time that the DoD Command determines that the outbreak is over and that it is safe for the student to return to school.
Kindergarten and grade 1 placements are determined by minimum age requirements, in accordance with Enclosure 2 of DoDEA Regulation 2000.03, “Student Grade Level Placement,” March 2, 2010. A student who will reach his or her fifth birthday on or before September 1 of the school year is eligible to be enrolled in kindergarten in DoDEA. In addition, a student who will reach his or her sixth birthday on or before September 1 of the school year is eligible to enroll in grade 1 in DoDEA. Placement in grades 2–8 is predicated upon completion of the preceding year. Students entering a DoDEA school (kindergarten through grade 8) from a non-American or host nation school will be placed in the grade level corresponding to their ages, assuming yearly progression from grades 1–8.
Grade-level status (grades 9, 10, 11, and 12) will be determined by the number of course credit units earned by the student, in accordance with Section 2 of DoDEA Regulation 2000.3, “Student Grade Level Placement,” March 2, 2010. Students entering grade 9 must have successfully completed grade 8 and/or been previously enrolled in grade 9 and earned less than 6 credits. Students entering grade 10 must have successfully completed grade 9 and earned a minimum of 6 course credits. Students entering grade 11 must have successfully completed grade 10 and earned a minimum of 12 course credits. Students entering grade 12 must have successfully completed grade 11 and earned a minimum of 19 course credits.
In accordance with DoDI 1342.29, “Interstate Compact on Educational Opportunity for Military Children,” January 31, 2019, for students transitioning from a sending school system to a DoDEA school, at the time of transition and regardless of the age of the student, the DoDEA school shall enroll the transitioning student in the same grade level as the student’s grade level (i.e. in kindergarten through grade 12) in the sending state’s local educational agency. For kindergarten, the student must have been enrolled in and attended kindergarten class in order to assure continued attendance in kindergarten in a DoDEA school. Students who have satisfactorily completed the prerequisite grade level in the sending school system will be eligible for enrollment in the next higher grade level in the DoDEA school, regardless of the student’s age.
All DoDEA students, including students with disabilities, English language learners (ELLs), and students with accommodation plans, should be afforded the opportunity to participate in the standard DoDEA secondary curriculum, as appropriate, based upon their individual circumstances.
Student records and transcripts may be requested from several different sources, depending upon the student’s last date of attendance or graduation date. Parents/sponsors of current and prospective elementary/middle/high school students should contact the school’s registrar directly for assistance. For further information, please visit the DoDEA Student Records Center (dodea.edu/StudentServices/transcripts.cfm). You may also consult with the counseling department at your child’s school for issues regarding student records.
An English language learner (ELL) is a student whose first language is not English and is in the process of acquiring English as an additional language. In accordance with DoDEA Regulation 2440.1, DoDEA’s English Speakers of Other Languages (ESOL) Program is designed to teach ELLs to acquire English language and literacy proficiency through content. The ESOL Program builds students’ social, cultural, and academic skills so that identified ELLs succeed in an English language academic environment that provides equitable access to college- and career-ready opportunities as their English-speaking peers.
The ESOL Program involves teaching listening, speaking, reading, writing, and study skills at the appropriate developmental and English language proficiency levels. This is accomplished by teaching language through a standards-based, high-quality academic content that pursues the student’s orientation within the United States culture. The ESOL Program’s instruction can be delivered in a variety of settings and program configurations. The scope and amount of ESOL instruction provided is determined by the student’s age, grade level, academic needs, and an English language proficiency evaluation. DoDEA’s ELLs may receive instruction both through the ESOL Program and within the main classroom setting.
In accordance with the policy stated in DoDEA Regulation 2095.01, “School Attendance,” August 26, 2011, as amended, school attendance is mandatory. All students are required to attend school to ensure continuity of instruction and that they successfully meet academic standards and demonstrate continuous educational progress. School attendance is a joint responsibility between the parent or sponsor, student, classroom teacher, school personnel, and, in some cases, the Command. Students with excessive school absences (or tardiness) shall be monitored by the Student Support Team to assist in the completion of all required work and successful mastery of course objectives.
Daily student attendance is identified based upon a quarter of the school day formula. Students will be identified as present or absent, based on the following criteria:
- Absent up to 25% of the school day = absent one-quarter of the school day
- Absent between 26%–50% of the school day = absent one-half of the school day
- Absent 51%–75% of the school day = absent three-quarters of the school day
- Absent 76%–100% of the school day = full-day absence
DoDEA considers the following conditions to constitute reasonable cause for absence from school for reasons other than school-related activities:
- Personal illness;
- Medical, dental, or mental health appointment;
- Serious illness in the student’s immediate family;
- A death in the student’s immediate family or of a relative;
- Religious holiday;
- Emergency conditions such as fire, flood, or storm;
- Unique family circumstances warranting absence and coordinated with school administration;
- College visits that cannot be scheduled on non-school days; and
- A pandemic event.
Unexcused absences may result in school disciplinary actions. An absence from school or a class without written verification from a parent or sponsor will be unexcused. Student attendance is calculated based upon the date of enrollment in a DoDEA school, which may occur anytime during the school year. Student attendance monitoring is designed to provide a continuum of intervention and services to support families and children in keeping children in school and combating truancy and educational neglect. Parents should notify the school of their child’s absence 30 minutes after the start of the school day. Too many unexcused absences may trigger the Student Support Team to convene.
The Principal may authorize an accelerated withdrawal of a student who must withdraw from school 20 or less instructional days prior to the end of a semester, in accordance with Section 3.1.d, of DoDEA Administrative Instruction 1367.01, “High School Graduation Requirements and Policy,” [TBD]. Accelerated withdrawal will only be considered if the parent/sponsor presents PCS orders. The parent or sponsor must present verification of the date required for the student to depart from the school (e.g., PCS orders). All of the conditions of an accelerated study program outlined by the student’s teachers must be met prior to withdrawal in order for grades to be assigned and credit to be granted. Students who withdraw prior to the 20-day limitation of the accelerated withdrawal policy will receive “withdrawal” grades rather than final grades. In this case, the sponsor/parent should notify the school two weeks prior to the date of withdrawal.
DoDEA recognizes that home schooling is a sponsor’s right and may be a legitimate alternative form of education for the sponsor’s dependent(s). Home-school students who are eligible to enroll in a DoDEA-Europe, DoDEA-Pacific and DoDEA-Americas school are eligible to utilize DoDEA auxiliary services without being required to either enroll in or register for a minimum number of courses offered by the school. Eligible DoD home-school students using or receiving auxiliary services must meet the same eligibility and standards of conduct requirements applicable to students enrolled in the DoDEA school who use or receive the same auxiliary services. Any student, including eligible DoD dependent home-school students, who has not met the graduation requirements to earn a DoDEA diploma may not receive DoDEA commencement regalia, the DoDEA diploma, nor participate (walk) in a DoDEA commencement ceremony.
Students who enroll in DoDEA schools are required to meet specific immunization requirements (DoDEA Regulation 2942.01, "School Health Services," September 2, 2016). These requirements represent the minimum and do not necessarily reflect the optimal immunization status for a student. Acceptable forms of official proof of immunization status may include, but are not limited to:
- Yellow international immunization records;
- State agency-generated immunization certificates;
- School-generated immunization certificates; and
- Physician, clinic or hospital-generated immunization records.
It is the responsibility of the sponsor/parent/guardian to provide their child's most current immunization record at the time of enrollment and when immunizations are updated. Parents of incoming students are allowed up to 30 days from the date of enrollment to obtain documentation of any missing required immunization(s). If the missing required immunization is a series, then the first dose of the series must be administered, and documentation must be provided to the school within the required 30 days. Students who have immunization(s) due during the school year will have 10 calendar days from the due date to receive their vaccine(s) and to submit documentation to the school. The due date of a vaccine is on the date the student reaches the minimum recommended age for vaccine administration.
STUDENTS IN NON-COMPLIANCE AFTER 10 DAYS MAY BE DISENROLLED UNTIL PROOF OF COMPLIANCE OR APPROVED EXEMPTION IS PROVIDED.
Report Card and Testing Information
At the beginning of each course or grade level, every DoDEA teacher shall make available information regarding grading policy and course requirements to parents and students. This information will be provided to parents and students by the end of the first month of the school year or by the end of the first month of the semester in the case of a semester course.
If any student demonstrates unsatisfactory progress or achievement, teachers must notify parents with enough time to correct the deficiency. Notification must occur as soon as unsatisfactory achievement is evident, and not later than the midpoint of the nine-week grading period.
Timely and accurate reporting of student progress shall be accomplished for students in grades 4–12, using the approved DoDEA Electronic Gradebook (EGB) System. All assignments (e.g., quizzes, tests, examinations, homework, speeches, etc.) that are used to assess and report student progress shall be promptly evaluated and/or graded, posted in the EGB, and returned to the student. The normal period of evaluation and posting should be no longer than ten calendar days from the day the assignment is collected, with reasonable exceptions for large projects. At a minimum, one assignment or grade should be recorded per week in the EGB System. To create an account and access the EGB System, please visit the DoDEA SIS Gradebook for instructions.
A traditional letter grading system will be used for grades 4–12 report marks.
90 – 100
Excellent: Outstanding level of performance
80 – 89
Good: High level of performance
70 – 79
Average: Acceptable level of performance
60 – 69
Poor: Minimal level of performance
0 – 59
Failing (No credit awarded)
For purposes of calculating a student’s high school GPA, the following scales shall be used:
|Unweighted Standard Scale||Weighted Advanced Placement (with AP exam)|
In accordance with the policies and procedures in DoDEA Regulation 1377.01, “Student Progress Reports,” September 4, 2018, it is DoDEA policy to issue a progress report every 9 weeks for any student present or enrolled for at least 20 instructional days or more in a marking period. Any written comments by teachers on progress reports should be stated objectively. The comments should be based on evidence about the student and should not represent opinions that cannot be supported by evidence
Achievement codes will be given at the end of the second, third and fourth marking periods for students in grades K–1. Grades will be given at the end of each of the four marking periods for students in grades 2–12. Achievement codes or grades on report cards will be determined by the degree to which students are achieving established program objectives or standards. For students in grades K–12, unsatisfactory achievement of program objectives or standards will be reported to parents during each marking period as soon as evident, but no later than the midpoint of the nine-week grading period to allow sufficient time for a student to correct the problem.
All DoDEA schools should encourage parents to meet with their child’s teacher for parent-teacher conferences. Parent-Teacher Conferences (dodea.edu/parents/conferences.cfm) allow parents the opportunity to ask questions about their child’s classes or progress in school. Parent-teacher conferences are also a great way to discuss how parents and teachers can work together to help students perform at their best in school. Parents/sponsors who plan to attend a parent-teacher conference scheduled by the teacher or school should inquire on the amount of time allowed before attending. If more time is required or the parent/sponsor wants to meet with the teacher again, the parent/sponsor should notify the teacher at the end of the conference. Please contact your child’s school for details regarding scheduling of parent-teacher conferences. DoDEA encourages all communication to take place through official school email accounts.
All DoDEA students in grades or programs identified for system-wide assessments shall be included in the DoDEA Comprehensive Assessment System (DoDEA-CAS), in accordance with DoDEA Regulation 1301.01, “Comprehensive Assessment System,” October 4, 2018. Students who have been identified as having disabilities or are ELLs shall participate using either the standard DoDEA assessments, with or without reasonable and appropriate accommodations, or through the use of the appropriate DoDEA alternate assessment, as per their Individual Education Plan (IEP), 504 Accommodation Plan, or English Learner Plan. All assessments selected for use within DoDEA shall:
- Align to clearly defined standards and objectives within the content domain being tested
- Be valid and reliable and controlled for bias
- Be one of several criteria used for making major decisions about student performance/achievement.
The results of each assessment shall be used as one component of the DoDEA-CAS for major decisions concerning a student’s future learning activities within the classroom setting.
For more information about the DoDEA-CAS, including the testing administration matrix, test descriptions, and testing calendar, please refer to: dodea.edu/assessments.
For grades K–3, achievement codes rather than letter grades will be used.
Consistently Displayed: Student exhibits the skills/behaviors independently with minimal teacher support.
Developing/Progressing: Student exhibits the skills/behaviors with teacher guidance and support.
Not Yet Evident: Student exhibits the skills/behaviors in isolated or rare instances, or with a great deal of support. The performance is inconsistent and below the normal range of expectancy for a student at this grade level.
Not addressed: The knowledge, skills, and practices embodied in the grade-level standards were neither taught nor evaluated this marking period.
The purpose of special education is to enable students to successfully develop to their fullest potential by providing a free appropriate public education (FAPE) in compliance with the Individuals with Disabilities Education Act (IDEA).Special education is specially designed instruction, support and services provided to students with an identified disability who require an instructional program that meets their unique learning needs. The purpose of special education is to enable these students to successfully develop to their fullest potential by providing FAPE in compliance with the Individuals with Disabilities Education Act (IDEA), as implemented by DoD Manual (DoDM) 1342.12, “Implementation of Early Intervention and Special Education Services to Eligible DoD Dependents,” June 17, 2015.
In DoDEA, special education and related services are available to eligible students, ages 3 through 21 years of age. To be eligible for special education:
- The child must have an identified disability;
- The disability must adversely (negatively) affect the child's educational performance; and
- The child must require a specially designed instructional program.
If found eligible for special education and related services, DoDEA students are provided FAPE in accordance with an IEP, with services delivered in the least restrictive environment and with procedural safeguards, in accordance with the requirements of DoDM 1342.12.
Please contact your child’s school to discuss your concerns if you suspect your child may have a disability and be in need of special education services. The Case Study Committee chairperson will provide you with specific details relating to the evaluation process and can explain eligibility requirements further.
Apart from special education, a student with a disability, or who has a record of a disability, or is regarded as having a disability, shall not be excluded from participating in, or be denied the benefits of, any DoDEA education program or activity or be subjected to discrimination based solely on a disability. In accordance with DoDEA Administrative instruction 2500.14, “Nondiscrimination and 504 Accommodation on the Basis of Disability in DoDEA Conducted Education Programs and Activities,” April 29, 2009, as amended, students with disabilities shall be provided a FAPE and shall participate with students without disabilities to the maximum extent appropriate to ensure equal access to educational opportunities. This means that a student with a disability that does not require specialized instruction may be eligible for accommodations to ensure participation in school programs and activities. Please contact your child’s school for specific details.
Reporting Abuse Neglect Suicide Risk and Threats
In accordance with the policy in DoDEA Administrative Instruction 1356.01, “Family Advocacy Program Process for Reporting Incidents of Suspected Child Abuse and Neglect,” November 5, 2018, all DoDEA personnel will participate in the identification and reporting of incidents of child abuse and neglect. School personnel shall report all suspected or alleged child abuse to the local Family and Advocacy Program (FAP) office, child welfare service agency (if available) and their immediate supervisor within 24 hours. All employees shall cooperate with the FAP process. The DoD FAP provides for the identification, treatment and prevention of child abuse and neglect.
In order to prevent violence, suicide and other harmful acts among children and adults in schools, the need for reliable ways to identify persons who may require assistance is a critical step. All DoDEA employees must notify the DoDEA school administrator when a DoDEA student has made any statement or engaged in actions that may indicate threat of harm towards self or others.
Any indication of student suicidality must be immediately reported to the DoDEA school administrator. The DoDEA student who exhibits suicidal ideation or behavior, or who makes a statement or engages in actions that may indicate self-harm or suicidal thoughts, shall be immediately assessed to obtain specific information to determine the risk level. The results of that assessment shall be communicated to the DoDEA school administrator and documented. Regardless of the level of risk reported, in all cases, a DoDEA school administrator or designated member of the Case Management Team must directly notify parents or legal guardians of the concern. For additional assistance in this process, please contact the district school psychology instructional systems specialist.
If a parent or legal guardian disagrees with school recommendations for evaluation of a student’s dangerousness to self, or refuses to take parental or legal guardian responsibility for the safety of their child, the DoDEA school administrator must inform the parent or legal guardian that DoDEA policy requires that school personnel protect the safety and health of the students. Parent or legal guardian refusal to address identified medical needs may necessitate a report to the local FAP office and local Child Protective services if neglect is suspected, as outlined in DoDEA Administrative Instruction 1356.01.
When a DoDEA student makes an explicit or implicit threat, or if the student’s behavior indicates that a threat is serious and reasonably likely to be acted upon, the DoDEA school administrator shall take action based on the level of the threat. Certain types of serious threats require immediate notification to local law enforcement entities without regard to the level of threat yielded. The DoDEA school administrator shall immediately report the following student behaviors to the local law enforcement entity:
- A threat that involves stalking of any person on a school bus, on school property or at a school-sponsored activity;
- Threats to bomb, burn, kill, or harm school personnel; and
- Threats of death or bodily injury to a person or members of his or her family or threats to commit serious bodily harm to persons on school property.
The DoDEA school administrator shall also immediately report any act that may constitute a criminal offense to the parents or legal guardians of minor students involved in the act and shall report that the incident has been reported to local law enforcement, as required by Federal, state, or local law. The DoDEA school administrator may report other threats to the local law enforcement entity, as necessary and appropriate. The DoDEA school administrator shall inform the parents or legal guardians that they may contact local law enforcement for further information, as necessary and appropriate.
School Counseling Services
DoDEA school counselors provide comprehensive counseling programs to all students in grades K–12, in accordance with DoDEA Regulation 2946.1, “School Counseling Services,” July 13, 2009, and DoDEA Manual 2946.2, “Department of Defense Education Activity School Counseling Services,” January 1, 2006. Counseling programs are designed to foster a foundation for lifelong learning by removing barriers to students’ academic success. Early identification and intervention of students’ academic and social/emotional needs is essential in removing barriers to learning and promoting academic growth. School counselors provide direct and indirect student services and curricular activities to increase the knowledge, skills, and attitudes required for students to achieve their potential academically, socially, emotionally, and physically for life, college, and career readiness.
Elementary school counseling programs are crucial in supporting students’ attitudes and personal views toward school, self, peers, and social groups. In elementary grades, school counseling programs support and provide education on prevention and intervention services, promoting positive academic skills, career awareness, and social-emotional development — skills students need to be competent and confident learners.
Secondary school counseling programs are designed to meet the rapidly changing needs of students in grades 6–12, while preparing them for high school and beyond. College and career exploration and planning are emphasized at the secondary level. As middle school students learn to manage more independence and responsibilities, school counseling programs are designed to connect learning to practical application in life and work, support personal/social skills, and foster effective learning/study skills.
High school counseling programs are designed to foster student preparation and readiness for successful college and career pathways after high school. All secondary students create and manage a four- to six-year plan with their counselor. The four- to six-year plan is managed in SchooLinks and is designed to teach students how to create and attain their graduation, college, and career goals, while taking into account their interests, aptitudes, and graduation requirements.
Please contact your school counselor for additional information regarding the school counseling program.
DoDEA school psychologists provide a range of services designed to support students’ learning, growth, and development. They are experts in student mental health and learning/behavior, and they partner with various stakeholders throughout the school and community to support students’ academic and emotional needs. School psychology programs are designed to foster safe, healthy and supportive learning environments that strengthen connections between the school, home, and community. School psychologists aim to improve academic achievement, support diverse learners, promote positive behaviors and safe school climates, and strengthen school-family partnerships. Core functions of school psychologists include mental health interventions, behavior management, crisis intervention and response, assessment, and consultation and collaboration.
Please contact your school psychologist for additional information regarding the DoDEA School Psychology Program.
School Health Services
DoDEA School Health Services aims to optimize learning by fostering student wellness. The school nurse serves as the health service expert, providing health care to students/staff and implementing interventions that address both actual and potential health and safety conditions. The school nurse collaborates with the school administrator to promote the health and academic success of students and serves as the liaison between the school, community, and health care systems. This collaborative effort creates opportunities to build capacity for students' self-care, resilience, and learning.
The school nurse's responsibilities include:
- Providing leadership in promoting personal and environmental health and safety by managing communicable diseases, monitoring immunizations, and providing consultation and health-related education to students and staff to promote school health and academic success;
- Providing quality health care and intervening with actual and potential health problems through health screenings, health assessments, and nursing interventions, including the development of health care and emergency care plans to enable students to safely and fully participate in school;
- Providing case management services to direct care for students with chronic health conditions in order to ensure their safety and increase their access to the educational program; and
- Collaborating with school and community-based resources to reduce health-related barriers to student learning, improve access to health care and develop school-community partnerships to support academic achievement and student success.
As a general rule, the parent or sponsor will be notified by the school administrator or school nurse if a child has:
- Any illness or injury that causes concern or inability to participate in school activities;
- Eye, ear, or teeth injuries;
- Head injury;
- Second- or third-degree burns;
- Severe pain;
- Sprains or possible fractures;
- Temperature greater than or equal to 100 degrees Fahrenheit;
- Vomiting or diarrhea; and
- Wounds that may require stitches.
Do not send your child to school if he or she is ill. Staying home to get the proper rest, nutrition, and parental care is for your child's benefit as well as for the benefit of the other children in the school who may be unnecessarily exposed to a contagious illness. The following are examples of when a student should remain home:
- A temperature greater than or equal to 100 degrees Fahrenheit. The student must be fever-free without the use of fever-reducing medication for 24 hours (a complete school day) before returning to school.
- Actively vomiting or has diarrhea.
- An illness which presents with contagious symptoms.
- Other symptoms interfering with learning or participation, such as abdominal pain; ear ache; itchy, painful eyes; light-sensitivity; or profuse exudate from the eyes necessitating frequent wiping.
- Severe uncontrolled coughing or wheezing, rapid or difficult breathing, and coughing lasting longer than five to seven days.
- Episodes of vomiting in the past 24 hours. A student must remain home until vomiting resolves (no further vomiting for 24 hours).
- Frequent, loose or watery stools compared to the student's normal pattern; not caused by diet or medication. A student must remain home if a) he/she looks or acts ill; b) he/she has diarrhea with temperature elevation of 100°F or greater; and c) he/she has diarrhea and vomiting.
- Blister-like lesions (impetigo, including streptococci, staphylococcus, and methicillin-resistant staphylococcus aureus infections) that develop into pustules with weeping and crusting. A student must be medically evaluated, remain home for at least 24 hours after initiation of medical treatment and remain home until determined not infectious by a medical provider. Lesions must be covered for school attendance.
- Ringworm lesions must be covered for school attendance.
- Thick discharge from eye, necessitating frequent wiping and may be accompanied by pain, redness to the white part of the eye and light sensitivity. Student must remain at home until symptoms clear or completion of 24 hours of medical provider-prescribed ophthalmic treatment.
- Measles, mumps, rubella, (German measles), chicken pox, pertussis (whooping cough), and influenza. A student must remain home until determined to be not infectious by a medical care provider.
If your child becomes ill during the school day, the school nurse will contact you to pick up your child. To return to school, your child must be without symptoms for 24 hours and fever-free without fever-reducing medications for at least 24 hours.
When medication must be administered during the school day, it must be delivered to the school nurse in the original container and properly labeled by the pharmacy or primary care manager/provider, stating the name of the student, the medication, dosage, route, time of administration, and current date of issue. Contact the school nurse for the required Medication Consent Form. This form must be filled out and signed by the prescribing state licensed medical provider and also signed by the sponsor/parent/guardian. The sponsor/parent/guardian needs to bring the signed form and the medication to the school nurse. If the school nurse is not present, the signed form and medication must be presented to the school principal, acting principal, or health aide for safekeeping. It is acceptable for parents to bring in self-purchased over-the-counter medication to be kept in the health office for their child's use at school, but the medication must be accompanied by a physician's prescription and signed parental consent form.
In some rare situations, students are allowed to keep their rescue or emergency medicine with them while in school or at school-related activities. The prescribing primary care manager must provide a written statement that the student must be in control of his or her medication due to a life-threatening medical condition. The parent must provide written consent for the medication to stay with the student. See the school nurse to obtain the appropriate form for medications to be administered during school hours or for a student to self-carry emergency medication.
Please inform the school nurse of any medical condition and health concerns your child may have to better serve and protect your child's welfare in accordance with DoDEA Regulation 2720.1, "First Aid and Emergency Care," September 8, 2003.
Food allergies (including peanut/nut allergies) are a significant health concern within the school environment. Allergic reactions can range from mild symptoms to life-threatening reactions. Ensuring a safe environment for all students and visitors is a primary focus for the school administration and staff. In an attempt to raise awareness and limit unnecessary exposure during school hours, the following steps have been implemented to address food allergies:
- Notify the school nurse of ANY allergy to food, drug, insects, etc., that your child may have;
- Provide the school nurse with medication/doctor's orders/emergency care plan/parent permission form;
- Teach children at home about their food allergies and the importance of not sharing any food with others in school or elsewhere; and
- Notify the classroom teacher about your child's allergens and check with the classroom teacher prior to bringing in any food for classroom celebrations.
School personnel will administer first aid as efficiently as possible to the dependent student when needed to treat minor injury or illness, in accordance with the DoDEA Regulation 2720.1, "First Aid and Emergency Care," September 8, 2003. In accordance with Section 6 of DoDEA Regulation 2720.1, should a student sustain a more serious illness or injury, the school nurse will make a judgment call based on nursing assessment to determine if the student needs emergency medical care requiring a response by an emergency medical team (EMT) and possible transportation for treatment at a health care facility. If a student needs emergency medical care requiring an ambulance, the school will make reasonable efforts to contact the sponsor/parent/guardian or emergency contact. In the absence of a parent, a school administrator or designee may accompany the student to the medical treatment facility.
The EMT, health care facility, or attending health care provider(s) may be non-U.S. or non-military facilities or providers, especially if the dependent student is located overseas. Treatment decisions will be made exclusively by the health care provider(s) if the nature of the dependent student's injury or illness requires immediate health care, in accordance with their standard operating procedures regarding the delivery of emergency care for the dependent student.
It is very important for the school to have a current address, home phone number, mobile phone numbers, duty phone number, and the phone number of another adult to act as emergency contact in case parents cannot be contacted.
Contact your school nurse for additional information regarding the DoDEA School Health Services Program.
The DoDEA School Meals Program (SMP) supports academic achievement by providing nutritious meals to your students through the National School Lunch Program and School Breakfast Program.
- The School Meals Program is a budget friendly and convenient program for parents that can save time, energy, money and reduce stress.
- Households must reapply every school year for free and reduced-price meals, beginning no earlier than July 1st.
- All meals must be paid for in advance or at the point of sale.
- A best practice is to fund your child’s account every pay day through the next pay day.
Visit your school's School Meals Program page for more information and the latest school menus.
Student Rights and Responsibilities
Students are expected to actively participate in the educational process, including school-sponsored activities in and outside of the classroom, as deemed appropriate. Students should bring to the attention of a school employee behavior or activities that may endanger the safety and well-being of themselves or others.
- Comply with policies, procedures and standards for student behavior;
- Refrain from conduct or behavior that is disruptive;
- Respect the rights and human dignity of other students and all school employees;
- Attend school and classes regularly, and punctually and make a conscious effort in all classes;
- Participate in and take advantage of educational opportunities provided by DoDEA schools;
- Assist school employees in operating a safe school by abiding by the laws of the United States, the local military installation, the host nation, and DoDEA policies, regulations, and procedures;
- Properly maintain school property and use school property and equipment for educationally authorized purposes;
- Promptly bring to the attention of a DoDEA school employee behavior or activities that may endanger the safety and well-being of themselves or others and to cooperate with school threat assessment procedures; and
- Promptly report to the DoDEA School Principal, or another DoDEA school employee, incidents or complaints, including, but not limited to, discrimination, sexual harassment, sexual assault, or non-sexual harassment, based on race, sex, color, national origin, disability, religion, age, sexual orientation or status as a sponsor, parent or legal guardian; intimidation, hazing, bullying (including cyberbullying), or retaliation against persons who report or participate in the investigation of such incidents herein.
No DoDEA student shall be excluded from participation in, be denied the benefits of, be subjected to, or be permitted to subject others to discrimination in any DoDEA-conducted education and training programs and activities on the basis of their race, sex, color, national origin, disability, religion, age, sexual orientation, or status as a parent, which is commonly known as their protected class, in accordance with DoDEA Administrative Instruction 1443.01, Volume 1, “Executive Order 13160 Administration: Compliance Requirements and Appeals,” February 22, 2019.
Although DoDEA cannot guarantee every student a learning and activities environment free from annoyances, petty slights, or minor offenses, DoDEA is committed to creating and maintaining an environment free from unlawful discrimination and will not tolerate incidents of discriminatory unequal treatment, hostile environments (including those created by sexual assault and sexual harassment [discussed in greater detail below under “Student Conduct and Discipline”]), or impermissible disparate impact based on a student’s protected class, or retaliation against anyone because they have made a complaint, testified, assisted, or participated in any manner in an investigation related to an allegation of discrimination.
Students are responsible for their own scholastic integrity by neither giving nor receiving assistance (written, oral, or otherwise) on tests, examinations, final evaluations, or class assignments that are to be graded as the work of an individual. Any suspicion or evidence of forging, cheating, or plagiarizing the work of others will be investigated. Any student who is in violation will receive no credit. There will be an appropriate consequence for the particular assignment, and a letter will be sent home to be signed by the parents and returned to the teacher. A copy of the letter will be filed in the student’s discipline folder for the period of the school year.
According to Section 3.6 of DoDEA Administrative Instruction 1353.01, “Student Rights and Responsibilities,” April 6, 2021, students may observe religious practice in school, such as celebration of religious holidays, engaging in private prayer, saying grace before meals, and wearing yarmulkes and head scarves, as long as the practice does not violate student standards or cause substantial disruption. Students may engage in independent religious discussion to the same degree that they may engage in other types of permissible speech. The freedom to engage in religious expression in school does not include the right to compel other students to participate in religious practices or discussion. Students may express their beliefs about religion in the form of homework, artwork, presentations, and other written and oral assignments, free from discrimination by school faculty or other students based on the religious content of their submissions. Such assignments and submissions shall be assessed by curricular standards or other relevant instructional criteria in accordance with Section 4 of DoDEA Administrative Instruction 1353.01.
In accordance with DoDEA Administrative Instruction 1443.01, Volume 1, “Executive Order 13160 Administration: Compliance Requirements and Appeals,” February 22, 2019, all high school students, and middle school students in some cases, are provided the opportunity to participate in the Interscholastic Athletic Program without unlawful discrimination based on their race, sex, color, national origin, disability, religion, age, sexual orientation, status as a parent, or other factors unrelated to that participation. There are equitable uniform eligibility policies for participants in all athletic programs. Please refer to your regional Interscholastic Athletics Program policy for details relating to your school. For DoDEA-Americas schools, please consult your state of residence athletic policies and the school athletic director for specifics regarding state regulations and requirements.
Students MUST wear:
- Tops with sleeves (sleeveless tops/dresses are permitted for school sponsored formal events such as prom)
- Solid clothing (not transparent or translucent) that fully covers the top and bottom from armpit to mid-thigh
- Shoes (shoes must be safe for the school environment)
- Bedroom slippers shall not be worn, except for school activities approved by the principal
- Open toe shoes with a strap across the heel are allowed
Students CANNOT wear clothing with:
- Language or images promoting violence
- Language or images that depict, promote, or advocate the illegal use or sale of drugs, alcohol or tobacco products; violent conduct; curse words; pornography; that contain threats or expressions which are violent, discriminatory, lewd or obscene; or that advocate or promote any other illegal item or activity or the use of same
- Derogatory speech/imagery targeting groups based on race/color, ethnicity/national origin, sex/gender, sexual orientation, disability, religion, or any other characteristic protected by law
- Headgear that obscures the face (except as a religious observance or health purpose); clothing items with hoods attached can be worn but must not cover the head
* Teachers/courses can require certain attire as part of the curriculum (for example: physical education, culinary) that may include specific dress
* DoDEA issued athletic uniforms and athletic practice attire outside of the DoDEA school dress code is permitted when worn by participants during athletic practices and sports events
General, non-individualized searches of school property (e.g., desks, lockers, storage spaces, and school computers, including data and internet access records), may be conducted by the principal on a periodic or random basis. The school affords students and parents adequate prior notice of its general search policy through the issuance referenced above and this handbook. The search shall be conducted by the principal in the presence of another school employee who will serve as a witness. General searches of school spaces and property may be conducted in cooperation with the appropriate installation authorities or military police, including dogs trained to detect the presence of contraband. Evidence found during a general search, or a dog sniff, that alerts authorities to potential contraband may provide reasonable suspicion sufficient to conduct an individualized search.
Individualized, reasonable suspicion or targeted searches may be conducted by a principal of a student’s personal belongings (including bags, personalized electronic mobile devices (PEMD) and the interior of student vehicles on school property) and in a student’s desk, locker, storage space, school computer, or other property of the school when there is reasonable suspicion to believe the student possesses a prohibited item. Targeted searches may be conducted whenever the student is involved in a school-sponsored or school-supervised activity or event so long as there is reasonable suspicion to conduct the search.
A targeted search of a student’s person shall only be conducted under exigent circumstances. When possible, a targeted search of the student’s person shall be conducted in a private room, or non-public area, and by a school official of the same sex as the student. Reasonable efforts to locate the student and to notify the parent shall be made prior to a targeted search or as soon as is practicable under the circumstances.
DoDEA has implemented action-based standard response protocols (i.e., hold, secure, lockdown, evacuate, and shelter) that can be performed during any emergency incident.
Hold is used when there is a need to remain in a classroom or area, even during class transitioning. Use the mass notification system or public address system, stating: “Hold! In your room or area.” This can be used for such events as a medical emergency, unruly students in the hallway, or whenever an incident requires all students and staff to remain in their current positions. Who conducts this task will vary based upon where in the school the incident is taking place.
Secure is directed when there is a threat or hazard outside of the school. Use the mass notification system or public address system, stating: “Secure! Get inside, lock all outside doors.” Who conducts this task will vary based upon where in the school the incident is taking place.
Lockdown is called when there is a threat or hazard inside the school building. Use the mass notification system or public address system, stating: “Lockdown! Locks, Lights, Out of Sight!” Who conducts this task will vary based upon where in the school the incident is taking place.;
however, all school staff shall have the ability to call for a lockdown. Contact local emergency services, or 911, as appropriate.
An Evacuation is called when there is a need to move students from one facility to another. The action will vary based upon the type of evacuation. Other directions may be invoked during an evacuation, and student and staff should be prepared to follow specific instructions given by staff or first responders.
Shelter is called when the need for personal protection is necessary. Hazards that could generate the need to Shelter include tornado, earthquake, tsunami, and a hazardous materials incident. Use the mass notification system or public address system, stating: “Shelter [identifying the hazard]!” This command is typically called by the DoDEA designated official but may be called by st
udents, teachers or first responders.
The Standard Response Protocols are incorporated into the school’s Emergency Action Plan. For more information on the Standard Response Protocols and how they apply within DoDEA, refer to DoDEA Administrative Instruction 5205.02, Volume 6, “DoDEA Force Protection Program: Standard Response Protocols,” 27 June 2023.-
Student Conduct and Discipline
DODEA students have the Right to a discrimination-free learning environment in which no individual, on the basis of race, sex, color, national origin, disability, religion, age, sexual orientation, or status as a parent, shall be excluded from participation in, be denied the benefits of, or be subjected to, discrimination in a DoDEA-conducted or -sponsored education or training program or activity, pursuant to Executive Order 13160, DoD and DoDEA policy, and Federal law.
Students shall treat teachers, administrators, and other school staff as expected within the code of conduct, to include courtesy, fairness, and respect; and teachers, administrators, and other school staff shall treat students as expected within the code of conduct in this Issuance, to include courtesy, fairness, and respect.
Management of student behavior is a responsibility shared by students, sponsors/parents/guardians, teachers, and the military command and school communities in general, in accordance with DoDEA Administrative Instruction 1353.01, “Student Rights and Responsibilities,” April 6, 2021. Student behavioral management consists of teaching and reinforcing positive student attitudes and behaviors. Students shall treat teachers, administrators, and other school staff with courtesy, fairness, and respect; and teachers, administrators, and other school staff shall treat students with courtesy, fairness, and respect. All students will be disciplined in a fair and appropriate manner. School administrators shall operate and maintain a safe school environment that is conducive to learning. School administration will ensure prompt investigation and response to incidents or complaints involving students made by students, parents, teachers, or DoDEA staff members.
In accordance with the policy stated in DoDEA Administrative Instruction 1347.01, “Student Disciplinary Rules and Procedures,” April 7, 2021, discipline shall be progressively and fairly administered. Disciplinary actions include, but are not limited to, verbal reprimands, conferences, detention, time-out, alternative in-school placements, school service programs, community service and counseling programs. Other behavior management techniques will be considered prior to resorting to more formal disciplinary actions that remove a student from school for a suspension (short or long term). Long-term suspension or expulsion following a first offense may be considered when a student poses an immediate threat to his or her safety or the safety of others (e.g., offenses involving firearms or other weapons, fighting or violence, or the possession, use, or sale of drugs). Additional rules and procedures can be reviewed in DoDEA Administrative Instruction 1347.01.
DoDEA does not allow any form of sexual harassment, sexual assault, problematic sexual behavior in children and youth (PSB-CY) and other related abusive misconduct of, or by, employees, students, or anyone participating in DoDEA-conducted/sponsored education, training programs, and activities, committed both on and off DoDEA premises.
All DoDEA students are responsible for not committing acts of sexual harassment, sexual assault, PSB-CY, and other related abusive misconduct, in accordance with DoDEA Administrative Instruction 1443.02, “Prohibited Sexual, Sex-Based, and Other Related Abusive Misconduct Reporting and Response,” February 21, 2019 (DoDEA AI 1443.02, and for cooperating with any investigations and resolution of complaints made in accordance with this Issuance. Students who violate this policy are subject to discipline in accordance with DoDEA Administrative Instruction, “Student Disciplinary Rules and Procedures,” April 7, 2021.
The right to be free from other related abusive misconduct includes physical and/or emotional misconduct that does not qualify as sexual assault or sexual harassment, but that is still intended to make a student feel pressured, uncomfortable, physically threatened, in pain, embarrassed, or offended. It also includes the right to be free from an adult, or another student, trying to exploit their position of authority or influence over a student to force or manipulate them into an inappropriate personal and/or sexual relationship, even if the student does not think it is harmful. DoDEA does not recognize sexual or romantic interactions between any student and a DoDEA employee or volunteer to ever be consensual, even if the student is of the lawful age of consent.
Students who are experiencing sexual assault, sexual harassment, PSB-CY, or other related abusive misconduct should report it, in accordance with Sections 4 and 5 of DoDEA Administrative Instruction 1443.02, “Prohibited Sexual, Sex-Based, and Other Related Abusive Misconduct Reporting and Response,” February 21, 2019.
It is extremely important that a student not suffer in silence or be allowed to be exploited or manipulated into an inappropriate relationship. If such is happening to a student personally, or to someone they know, the student should let an adult know about it right away. The student may tell someone he/she feels comfortable with and trusts, such as their parent, teacher, nurse, or coach, or go directly to the school principal or program director, at any time. When a DoDEA employee or volunteer becomes aware of a violation of this DoDEA Administrative Instruction 1443.02, they are required to report it to their school principal or program director, with the possible exception of certain disclosures made during confidential communications not otherwise subject to mandatory reporting requirements in accordance with Issuance.
Students may visit DoDEA’s Sexual Harassment Awareness and Prevention Web page (dodea.edu/sexualharassment) to learn more.
In the wake of school violence throughout the world, it is important to analyze the causes of violence and implement preventive measures to assure that every student and adult will feel secure in the school environment. DoDEA implemented a system-wide Bully Prevention program as a part of the Safe Schools and Character Education program.
Bullying is defined as a means to have power over another and it takes many forms: physical, verbal, and indirect such as gossip and isolation. Bullying leaves long-lasting scars for its victims. Bullies have a higher incidence of antisocial behavior, domestic violence and crime as adults. Society pays a heavy toll for tolerating bullying behavior and bullies.
In DoDEA schools and community, bullying will not go unchallenged and will not be tolerated. All students, staff members, parents and the community play vital roles to ensure our children are not bullied, do not act as bullies, and will not allow others to bully. Our schools have a moral obligation to provide our students and the school community with the proper information, prevention strategies, and defenses to create a safe, accepting and caring environment for all.
Riding school buses is a privilege that may be suspended or revoked if a student does not behave in a safe and proper manner in accordance with DoDEA behavior expectations, which is in accordance with Section 7 of DoDEA Administrative Instruction 1347.01, “Student Disciplinary Rules and Procedures,” April 7, 2021.
Use of personal social media between parents/teachers/students is discouraged. The only acceptable form of social media communication between parents/teachers/students is through official school social media.
Each student, together with the student’s parent or guardian (if applicable), shall acknowledge and sign Form 700, “Use of DoDEA Internet and Use of Information Technology Resources,” before he or she is assigned a user account. In accordance with Enclosure 4 of DoDEA Administrative Instruction 6600.01, “Computer Access and Internet Policy,” February 16, 2010, the following are required of all students:
- Students shall use DoDEA information technology (IT) resources, including computers, electronic mail, and internet access, only in support of education and for research consistent with the educational objectives of DoDEA;
- Students shall respect and adhere to all of the rules governing access to, and use of, DoDEA’s IT resources;
- Students shall be polite in all electronic communication;
- Students shall use courteous and respectful language and/or images in their messages to others;
- Students shall not swear, use vulgarities, or use harsh, abusive, sexual, or disrespectful language and/or images;
- Students who misuse DoDEA IT resources are subject to disciplinary measures; and
- Students’ accounts will be deactivated upon transition out of a DoDEA school.
The signed agreement (Form 700) is to be retained in the administrative office at the student’s school for the duration of the student’s enrollment. A copy will be provided to the student and, if applicable, the student’s parent or guardian.
Student transportation is defined as the transportation of students from their assigned bus stop to school at the beginning of their school day, during the mid-day and for return to their assigned bus stop at the end of the normal scheduled school day. DoDEA principals are responsible for monitoring student loading/unloading zones when students are coming and going from school sites, including administering discipline. A school bus or any device operating to provide student transportation will function as an extension of the school. The walking distance for students in grade 6 and below should not exceed one mile from the student’s primary residence to the school or designated bus stop. Students in grades 7–12 may walk up to 1.5 miles from their primary residence to the school or designated bus stop. These distances may be slightly expanded or contracted to conform to natural boundaries such as housing areas or neighborhoods. In locations having middle schools, which include grade 6 (i.e., grades 6–8), the walking distance criteria shall be the same as the criteria for grades 7–12.
Transportation is not authorized to take students to their homes or to eating facilities for their mid-day meal. No other transportation between the assigned bus stop and the school will be charged to commuting transportation unless stated in a special education student’s IEP and/or required by Section 504 guidelines. “Curb-to-curb” only applies to students with disabilities who require such service as documented in the student’s IEP. DoDEA District Superintendents, in coordination with the District Logistics Chief and the supporting military installation commanders, will establish a commuting area to determine eligibility for transportation of dependent students.
The School Bus Office (SBO) is responsible for issuing bus passes, bus safety training and coordination of bus services. You may contact the SBO with questions by calling 476-2864 Ext. 7418 or 09662-83-2864 Ext. 7418. Riding school buses is a privilege that may be suspended or revoked if the student does not behave in a safe and proper manner. Parents are responsible for maintaining and emphasizing necessary control over their children as they ride on the bus. The administration and the SBO resolve issues involving student behavior. Corrective actions range from letters of warning to suspension of bus riding privileges. The School Bus Office investigates issues related to buses or bus drivers with the contractor. Parents and students are responsible for thoroughly reading DoDEA regulation 2051. 1 of the student school bus behavior management policy. This regulation is also available as a link on the school website.
Bus Safety Rules:
- Comply with the Behavior Standards for School Bus Students
- Board and exit the bus in an orderly, safe manner
- Present bus pass when boarding the bus and upon demand
- Remain seated while on the bus
- Talk with other passengers in a normal voice
- Keep all parts of the body inside the bus windows
- Keep aisles, steps, and empty seats free from obstruction
- Remain fully and properly clothed
- Treat the driver and fellow students with respect
- Promptly comply with the bus driver's or monitor's instructions
- Treat the bus and other private property with care
**Riding school buses is a privilege that may be suspended or revoked if a student does not behave in a safe and proper manner in accordance with DoDEA behavior expectations, which is in accordance with Section 7 of DoDEA Administrative Instruction 1347.01, “Student Disciplinary Rules and Procedures,” April 7, 2021.
Per DoDEA AI 1347.01 and 4500.02:
Riding school buses is a PRIVILEGE that may be suspended or revoked if a student does not behave in a safe and proper manner. The time students spend going to and from school is an extension of their school day. School buses are an extension of the school campus. As such, principals are equally as responsible for discipline on school buses as they are on school campuses. Principals may take disciplinary action for school bus misconduct consistent with Attachment 2 or may process them in accordance with procedures available for other school discipline. Nothing in this handbook precludes the principal from exercising appropriate discipline, including suspending the student from school or from school related activities, for misconduct on school buses.
All students are expected to adhere to the bus rider rules outlined below and throughout this Student Transportation Handbook.
A detailed plan for the evacuation of children from the buildings in the event of fire or other emergencies has been developed and will be in effect the first day of school. Regular drills are held weekly the first four weeks of school and monthly thereafter. In the event that children cannot return to their classroom, alternate indoor shelters will be assigned. Children may not be able to get to their outdoor clothing. Therefore, in the event of an extended stay outside of the school building, emergency shelters will be utilized. Should children not be able to return to the building within a reasonable time, it will be necessary to transport them to their homes. Every effort will be made to notify parents that they are on their way. The responsibility for this decision will rest with the school administrator in consultation with community military authorities and the availability of transportation. In the event of an emergency evacuation, please do not instruct your child to leave school and "come right home." Your child is safer with a teacher rather than alone on the streets. Dismissal will be in an orderly fashion under the supervision of teachers and administrators. If you come to take your child, speak to the teacher personally at the time of the pickup. Failure on your part to do so may cause undo worry on the part of the teacher and the school authorities.
The following items are not allowed at school, other items maybe added at a later date.
- Any Weapon or Toy Weapon of any kind, including Guns, Knives, Razor Blades, etc.
- Matches or lighters
The following items are discouraged at school:
- Trading cards, to include, but not limited to, Yu-Gi-Oh Pokemon cards, etc.
- Toys or other novelty items
- Gum – Candy
- Electronic items to include but not limited to cell phones, tablets, gaming devices, etc.
- In-line skates, skateboards, scooters, heelies
- Cell Phones-Students may bring cell phones to school, but they must be powered off in their backpack during school hours.
If these items are brought to school, the school will not be responsible for the loss, theft ,or damage to the item(s). If these items become a disruption a teacher / staff member may confiscate them and return to a parent.
Use of personal social media between parents/teachers/students is discouraged, other than official school social media communication.
This is one way for parents to get involved in their child’s education. Please consult your child’s school to find the schedule for School Advisory Committee (DoDEA-Europe and DoDEA-Pacific) or School Board meetings (DoDEA-Americas).
The Europe East District has implemented a one-hour early release each Thursday for Grafenwoehr-complex schools. School will be dismissed at 1:30 pm. Buses will run their normal routes and parents should pick up students in the appropriate locations each Thursday promptly at 1:30 pm.
Children and parents should check the lost and found area whenever anything is lost. Items such as watches, glasses, and money are usually turned in to the office. The lost and found will be thoroughly emptied out at the end of each quarter. Unclaimed clothing articles will be donated to charity. Unclaimed eyeglasses will be turned over to the medical clinic at the end of the school year.
Proper labeling reduces conflict and makes items easily identifiable. Students should not bring large sums of money, expensive jewelry, computer games, toys, or portable electronic devices, or cell phones to school. No items of monetary or sentimental value should be brought to school. The school cannot be responsible for lost, broken, or stolen articles.
Management of DoDEA student behavior is a responsibility shared by DoDEA students, sponsors/parents/legal guardians, teachers, and the military and school communities and consists of teaching and reinforcing positive DoDEA student attitudes and behaviors. Discipline should be progressively, equitably and fairly administered, is sequential and preplanned, and normally occurs in a hierarchy of consequences for repeated offenses of the same behavior.
A variety of after school clubs and activities may be offered, dependent upon availability of volunteers and sufficient student interest. Participation may be limited. Some special-activity clubs may incur a fee. Information and sign-up sheets for all after school clubs will be sent home twice a year: a fall sign up and a winter/spring sign up. Parents and students should carefully consider all club offerings and meeting times for the school year when signing up to participate.
Parents are responsible for transporting their child home from all after school activities. Students will be dismissed by the school sign in the bus area or in the front of the school. The front office may be closed when your child’s activity is over. Please wait outside for your child. If a child is not picked up on time, he/she may be deselected from the after school activity.
A newly released Army Europe Regulation (AER-608-18-1) assists parents in identifying what the command expectations are regarding supervision of their dependent children. You can find the new Regulation at the following link www.aepubs.eur.army.mil
This AER identifies inadequate supervision as “A type of child neglect characterized by the absence or inattention of the parent, guardian, foster parent, or other caregiver that results in injury to the child, in the child being unable to care for himself or herself, or in injury or serious threat of injury to another person because the child’s behavior was not properly monitored.
Army Community Services (ACS) under which the Family Advocacy Program (FAP) falls has partnered with Child and Youth Services to clearly outline for families stationed on Army installations in Europe the level of supervision required for children at various stages of development. The new AER contains a handy chart so parents can quickly answer questions such as “ Am I allowed to leave my fifth grader home alone after school until I get there?” “Is it okay to leave my high school student home alone while I go for a weekend trip?” And “Can my 6th grader babysit my toddler?
Students are to arrive no earlier than 0755, ten minutes before the first bell. Students are not permitted in school buildings before school hours unless they are under direct supervision for a special activity. Supervision of students does not begin until 0800 hrs. Parents will be notified if their child continues to arrive at school too early. Should the problem persist, the chain of command will be notified.
Students who do not ride the bus to school are expected to wait under the front overhang until the doors are opened. STAR behavior is expected. Students are not to play on the playground, as there is no supervision. This is for the safety of all students.
Dropping Off Students
Parents may drop off students in front of the school building on Shiloh Street. This is a 3 minute drop off area only; parents should not leave their vehicles. You may not park on the street in front of the school. You may also drop off students in the Chapel parking lot. Parents who need to enter the building before school starts must park in one of the parking lots across the street from the school.
Any changes to your student’s normal after-school routine need to be made in writing to the student’s classroom teacher. In the note indicate when you will come to take your child. Please come to the main office to sign your child out of school. To diminish interruptions to the classroom, parents are requested to wait at the office while the child is called to the office. Students will not be dismissed from school unless the office staff or the teacher has been notified. We cannot call students from class after 1415, parents must wait until dismissal time. The office will notify the student’s teacher to send the student as a parent pick up.
Please do not send end of day changes via email to the teacher or office staff after 11:00 a.m. Emails may be blocked or redirected as spam and will not reach the intended recipient. If you have not received a confirmation email from your child’s teacher or the office, please call to confirm. Dismissal changes will not be accepted after 2:00 p.m.
Students may ride bicycles to school; however, parents are ultimately responsible for their child’s safety. Students are expected to follow all safety rules, using sidewalks and staying off the grass. Bicycles must be walked and skateboards must be carried while on campus. Bicycles and skateboards should be locked and must be stored in the designated area during the school day; they are not to be brought into the building. The school may not be held responsible for stolen bicycles or skateboards. In-line skates, scooters, and heelies are not allowed at school.
Military Police Driver and Vehicle Requirements and the Installation Traffic Code for the U.S. Forces in Germany Army in Europe Regulation 190-1 5-7. BICYCLES AND SKATEBOARDS c. Safety Equipment.
(4) Bicycle operators and passengers on U.S. Forces installations must wear an approved helmet properly fastened under the chin. Helmets must meet the standards set by the American National Standards Institute, the Snell Memorial Foundation Standards, the Institut für Zweiradsicherheit e.V., or the Economic Commission of Europe for bicycle helmets.
Students are expected to follow the rules expected by the monitors on duty. Routines and procedures may vary upon grade level in the cafeteria.
Responsibly – clean up, Respect yourself, others, and the environment – hands and feet to yourself. Use STAR behavior: Safety – walk and stand quietly in line, Try your best – be polite, Act Raise your hand if your need something or have a question.
- Face forward.
- Talk quietly with your neighbor sitting next to you so that everyone enjoys his or her meal.
- Stay in your seat.
- Food is for eating and nutrition, not for playing with or throwing.
- Do not share food
- Keep your hands and feet to yourself.
- Stay off the equipment in the cafeteria.
- Quietly line up
- Severe offenses will result in an alternate seat for lunch and the school may contact parents.
In the interest of the safety of the children attending this school, the administration has established a "Closed Campus Policy." Children are not permitted to leave the school grounds on their own during the school day. The school cannot be responsible for students who violate school rules and leave school grounds without first receiving permission from the school authorities. Only in special cases, and with parental permission, are children allowed to leave school grounds during the school day. In all cases, their sponsors or their delegated representative (emergency contact on file) must sign out students leaving school. Also, non-GES students are not allowed to use the playground / facility during the school day. Students are not permitted to play on the playground during after school hours (2:40-3:30) if their parent/guardian is not present on the school grounds. The school playground is officially closed at 3:45 P.M. Our closed campus is for the safety of our students.
Any changes to your student’s normal after-school routine need to be made in writing to the student’s classroom teacher. In the note indicate when you will come to take your child. Please come to the main office to sign your child out of school. To diminish interruptions to the classroom, parents are requested to wait at the office while the child is called to the office. Students will not be dismissed from school unless the office staff or the teacher has been notified. We cannot call students from class after 2:15, parents must wait until dismissal time. The office will notify the student’s teacher to send the student as a parent pick up.
Please do not send end of day changes via email to the teacher or office staff after 11:00 a.m. Emails may be blocked or redirected as spam and will not reach the intended recipient. If, you have not received a confirmation email from you child’s teacher or the office, please call to confirm. Dismissal changes will not be accepted after 2:00 p.m.
It is important that the school have your correct contact information on file. This includes both military and civilian current local addresses and phone numbers. Parents provide duty, home, and emergency contact phone numbers at registration, but these may change. It is essential that emergency information be kept up to date, especially when sponsors receive new duty assignments, spouses change jobs, families move to permanent quarters, telephone numbers change, baby-sitters are changed, or the emergency contact moves away. The school should be informed if parents will be in the field, deployed, or traveling, and have left their children with someone else for an extended period of time. A note providing the name, unit, duty phone, quarters address, and home phone of the person(s) responsible for the child in the parents’ absence should be sent to the school office and the teacher. Alternate duty phone numbers are not an acceptable emergency contact. Failure to provide emergency contacts may result in notification to the chain of command.
Please let your child’s teacher know in advance of such trips. Assignments may be given to the child before leaving so that it can be taken on the trip. Steps should be taken to ensure that the child does not fall behind. Please plan travel to coincide with the school calendar as much as possible. These are unexcused absences.
Homework is tasks required outside of class time for the successful completion of the goals and objective of the curriculum.
At Grafenwoehr Elementary School, many educational approaches are used to assist children in their learning. The assigning, reviewing, and evaluating of homework is an integral tool used by teachers in the educational process. Homework encourages students to be self-disciplined, independent, and responsible. Homework increases students’ academic achievement. Assignments are carefully selected to supplement classroom instruction. Homework cannot be measured by the time required for its completion since different students will spend different amounts of time to complete the same assignment. Quality of homework assignments is considered to be more important than quantity and successful completion of these assignments reinforces the concepts taught in the classroom. Parental support for the value of and completion of homework is essential for students’ success in the educational process.
Homework assignments are for:
Practice: to provide students with opportunities to apply recent learning or to reinforce newly acquired skills.
Continuation: to allow students to complete classroom work.
Preparation: to allow students to obtain background information so they are prepared for the following day’s discussion.
Extension: to provide opportunities to extend a concept or skill learned to a new situation. The principle focus of extension homework is production rather than reproduction.
Creativity: to integrate many skills and concepts in producing a project.
Responsible for completing the assignment legibly, neatly, on time, and according to instruction.
Responsible for asking for assistance and/or clarification regarding homework assignments.
Responsible for having the necessary materials both in class and at home for completion of assignments.
Responsible for obtaining and completing assignments missed due to absence.
Expect homework based on the discretion of the teacher and the performance of the student, as assigned on an individual basis. If nightly homework takes an inordinate amount of time, communicate your concerns with the teacher. Parents may also send a note stating they stopped the homework due to excessive time or lack of understanding.
Provide your child with an environment and the necessary tools that promote good study habits.
Encourage your child to work independently while offering assistance. Daily leisure reading should be supported.
Enrich your child’s learning through your support and encouragement.
Please check with your child’s teacher for his / her homework policy.
It is the responsibility of the parent/guardian to call the school every time a student is absent. If you know that your child will be absent from school on a particular day, please send a note to the teacher in advance. If the absence is going to be for an extended period of time, such as emergency leave, illness, or family leave, please contact the teacher to see if it would be helpful to take any school work along. Please note that approval from the school nurse or health clinic may be required for your student to return to school. Assignments missed during an absence should be completed promptly upon return. Should you feel that your child needs to stay home because of illness, please call the school that morning and send a note as soon as he/she can return to school. You may notify the school using the attendance email box at GrafES.Attendance@eu.dodea.edu or calling the office at DSN (314)545-2061, CIV +49 (0) 6111-43-545-2061. Please do not use this email for messages unrelated to absences.
If road conditions are hazardous, school bus transportation may be delayed two hours or canceled. If school buses are delayed two hours:
- Buses will pick up students two hours later than the usual time.
- Students may not arrive prior to 1010.
- They will be tardy after 1020
If school bus transportation is canceled, there will be no school that day for all students.
The decision to delay or cancel bus transportation is made by the Garrison Commander. Late opening or cancellation is announced on AFN, ATHOC, and/or ASPEN. You may also check the following - IMCOM Europe Road Conditions (army.mil) .
School may be closed early for a number of reasons, to include an accumulation of ice or snow during the day or failure of the heating, electrical, or plumbing systems. Early closing will most likely occur between 1000 and 1300 hours and will be announced on AFN as well as sent by email. If there is early closure, all after school activities and clubs will be cancelled.
School Liaison Officer (SLO). The USAG-G SLO provides information and assistance to schools, parents, students, and commands. Contact can be made through the Headquarters at 526-9042 or 09641-70-526-0942. SLO services include information and referral, children and youth programs, home and host nation schooling, command support for education, student advocacy and transition information to and from OCONUS.
Students eat in the multipurpose room. Hot lunch is provided by AAFES, which has been appointed the “School Food Authority.” The lunch menu is also available at http://www.aafes.com/about-exchange/school-lunch-program/
Unannounced changes may occur due to lack of supplies. Students may purchase complete lunches, an additional entrée (lunch plus à only for students in grades 4 and 5), juice, extra milk, and other healthy items. Please check your student’s lunch account. Accounts may be set up to purchase lunch only or lunch and extras. Extras may also be purchased with cash.
Please check with your child’s teacher for the lunch schedule.
Due to the necessity for maximum security for our youngsters, students will not be allowed off the school grounds during the lunch period unless parents sign them out and accompany them.
Because sugar can impede students’ learning, we respectfully request parents ensure that candy and sodas are not brought to school. Milk or juice may be purchased for sack lunches. Any further questions about the meal programs should be directed to AAFES at 09641-925635.
Cafeteria SAFETY RULES & PROCEDURES include:
- Use STAR behavior: Safety – walk and stand quietly in line, Try your best – be polite, Act responsibly – clean up, Respect yourself, others, and the environment – hands and feet to yourself.
- Raise your hand if your need something or have a question.
- Face forward.
- Talk quietly with your neighbor sitting next to you so that everyone enjoys his or her meal.
- Stay in your seat.
- Food is for eating and nutrition, not for playing with or throwing.
- Do not share food
- Keep your hands and feet to yourself.
- Stay off the equipment in the cafeteria.
- Quietly line up
- Severe offenses will result in an alternate seat for lunch and the school may contact parents.
Parents and/or guardians must supply the school with a copy of any type of court order that may affect the student (e.g., who is allowed to visit the child, who has legal custody, etc.). These orders will be maintained in the student’s cumulative file. If any changes take place during the school year with the court order, the school must be notified immediately. Teachers will be notified of any restrictions that affect students in their classes.
KISS and ROLL Lane
Parents, our drop off line at the front of the school is for a quick departure. If you or your child may need a longer time to say goodbyes, gather belongings, or get mentally prepared for the school day, we encourage you to park the car elsewhere to complete your routine. We want to ensure that we have a free flowing traffic for all parents and ensure that our students can embark from cars safely.
Thank you for making this morning transition smoother for all families, including your own.
Parents, please be advised that during the morning and afternoon pick up there is no standing or parking allowed in the Kiss and Roll or along the road as indicated by the posted NO Parking signs. If your student is not available to pick up when you arrive, please drive around, and reenter the Kiss and Roll or park in the parking lot across the stand come and meet them at the front gate. At no time should a student be let out or picked up in the street.
The afternoon release is staggered based on the following schedule.
· Kindergarten -2:25 pm
· 1st Grade -2:30 pm
· 2nd Grade -2:35 pm
· 3rd Grade -2:40 pm
· 4-5th Grade -2:45 pm
Please arrive as close to the release time and not earlier.
Beginning Monday, March 14, students will be asked to wait inside the gate for release until their name is called. If the student has not been released, you will need to circle around until they are available.
Our staff that is on duty during Kiss and Roll is there to keep our students safe and we ask that you follow their guidance and respect their decisions if you are asked to move.
Thank you so much for your support!
Thank you for your understanding. Please let the GES front staff know if you have any question regarding the proper pick-up arrangement procedures for your student.
Grafenwoehr ES Front Office
Grafenwoehr Elementary School PTA is an integral facet of our school. The PTA board meets monthly. Times and locations will always be announced prior to the meetings. PTA coordinates fundraisers such as school photos, T-shirt sales, and a book fair. PTA uses the money from these activities to sponsor special projects and purchase materials for the school.
We urge you to become an active member of Grafenwoehr Elementary School PTA. Dues for membership are collected each year, and may be paid at any PTA meeting. Board members are selected each spring and assume their duties in May. Other parents are also needed to chair and facilitate a number of standing committees such as membership, T-shirt sales, school pictures, fundraisers, teacher appreciation week, field day, book fair, etc. Grafenwoehr Elementary School PTA is affiliated with the European Congress of American Parents, Teachers, and Students (ECAPTS). Become an active part of Grafenwoehr Elementary School – join PTA.
Time is set aside for reciting the Pledge of Allegiance daily and at all school – wide assembled activities. Students have the right to recite the Pledge of Allegiance and to salute the American flag, but may decline to do so as long as they respect the rights of others. Students have a responsibility to show proper respect for those who wish to participate in the Pledge of Allegiance, in flag salutes, and/or in patriotic ceremonies, and to respect the customs and flags of all nations. Parents are welcome to listen outside the building and/or request a video from the administrative team. Any student who is being recorded must have a current media release on file and videos will only be shared via student.dodea.edu account or directly to the parent’s mobile phone.
At Grafenwoehr Elementary School, we believe all children should be safe. As part of STAR, playing includes, but not limited to:
- Use STAR behavior: Safety – use equipment properly, Try your best – sportsmanship: play fair, Act responsibly – take care of equipment, Respect yourself, others, and the environment – hands and feet to yourself.
- Walk to the playground area.>;o?
- Go down the slide seated, one at a time. There should be no standing or walking on the slides.
- Climb on each area of the equipment one at a time.
- Run in areas away from the crowd and not on climbing equipment.
- Do not climb or jump over the fence.
- Sit on the swings and do not twist, spin or jump off.
- Play soccer, basketball, softball, kickball, and Frisbee in areas away from the crowd.
- No snowballs! Snow stays on the ground. Snowmen may be made with adult supervision.
- Keeping hands and feet to oneself.
Students who do not play safely may be redirected to another area.
New students will start school one day following registration if all required paperwork has been completed by 1000 hours. This will enable the teaching staff to prepare desks, chairs, textbooks, and other materials. If paperwork is completed after 1000 the student will start 2 days after registration.
Parents should request to see a counselor at the time of registration if their child has any special needs.
The following information is needed to register pupils in school at any time:
- Copy of the sponsor's current orders - including dependents name(s)
- Up-to-date immunizations
- Copy of birth certificate and current passport
- Sponsor or spouse (with military ID card) must sign the registration forms required by DoDEA
A child will not be allowed to start school unless immunized against the following or if any of the following are missing: Diphtheria, Pertussis, tetanus, polio, measles, rubella, mumps, hepatitis B series, chicken pox (or history of disease), hepatitis A series and Haemophilus influenza (Hib), Varicella series and TB test within the last five years. Immunizations must be current for a student to be able to start school.
Parents having disciplinary concerns about a student other than their own at school may speak to the administration, the teacher, or counselor. Parents may NEVER question other students at the school regarding disciplinary actions.
The Four School-Wide Rules are:
T ry my best
A ct responsibly
R espect myself, others, and the environment
When suspension from school is the consequence for any offenses of the above, the suspension will be for one half or more days, depending on the seriousness and frequency of the offense. When a suspension has previously occurred, the consequences will be increased if additional offenses occur. Students who are suspended over ten days - even if cumulative over the school year - will be sent before the disciplinary committee. The student will be expected to make up any work missed during the suspension.
The sponsor is responsible for his/her dependents' actions. When serious incidents occur, sponsors will be notified. Additionally, we have the obligation to keep the military authorities, including the Garrison Commander, informed of serious misbehavior. When children are suspended from school for any amount of time, the Office of the Bavaria Superintendent, Base Commander, Unit Commander, and School's Officer will be notified.
Administrative actions that may be taken by the Army Civilian Misconduct Action Authorities in cases of misconduct are identified in USAREUR Regulation 27-9, Misconduct by Civilians, dated September 1990. Administrative actions range from counseling to the suspension of logistic support privileges and/or removal from the host country, depending on the gravity of the misconduct. Civilian employees and their family members as well as military family members are subject to these actions.
For disciplinary infractions involving DoDEA students occurring on school grounds during the school day or while participating in DoDEA-sponsored activities, suspension or expulsion may result. Your attention in this matter is appreciated. If you have additional concerns, please contact the school principal or your Military/Security Police.
These excursions are primarily used to enrich the regular classroom instruction and to participate in Host Nation cultural activities.
Permission slips for participation in study trips are sent home by the teacher and must be signed by a parent and returned to the school. Failure to return the signed permission slip in a timely manner may mean that the child will be unable to participate in the trip. Please understand that study trips are only authorized for children attending Grafenwoehr Elementary School. If you agree to chaperone a class on a study trip, please make arrangements for other children in the family to be cared for outside the school. Preschool children or brother/sisters from other classrooms will not be allowed to accompany you on the study trips.
If a student has shown patterns of poor behavior, poor self-control, and/or the inability to follow adult directions, he/she may not be allowed to participate in the study trip or a parent may be required to chaperone to ensure the students participation on the trip. If the parent is unavailable, alternate activities may be planned for the student to remain at school.