Our Lady of Grace School
Student-Parent Handbook
2015-2016
Faith, Family, Future
OUR LADY OF GRACE SCHOOL
17720 Ventura Blvd.
Encino, CA 91316
School website:
School Phone: 818 344-4126
School Fax: 818 344-1736
OUR LADY OF GRACE HANDBOOK – TABLE OF CONTENTS
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A. GENERAL INFORMATION
1. Statement of School Philosophy and Mission6
2. History of the School6
3. Accreditation7
4. School Organization7
5. Administration, Faculty, and Supportive Staff8
6. Consultative School Boards and Parent Organizations9
7. Schoolwide Learning Expectations11
8. Daily Schedule13
8a. Lunch/Snacks14
9. Dress/Uniform Code15
B. ADMISSION AND ATTENDANCE
10. Student Non-Discrimination Policy19
11. Inclusion Procedures19
12. Guidelines for Admission to Elementary Schools19
12.1 OLG Admission Policy20
13. Absence, Tardiness, & Truancy20
13.1 Absence20
13.1a Absence with Acceptable Excuse20
13.1b Extended Absences21
13.1c Leaving School Early21
13.1d Tardiness22
13.1e Truancy22
13.2 Work Permits23
13.3 Student Accident Insurance19
14. Communication Procedures23
14.1 Family Bulletin24
14.2 Parent-School Communication24
14.3 Parent-Teacher Communication24
14.4 Parent-Teacher Conferences24
14.5 Parent-Teacher e-Mail Policy24
14.6 Parent-Guardian Visits25
14.7 Parent-Guardian Messages and Telephone Calls for Students25
15. Arrival-Dismissal Procedures25
16. Security Procedures26
16.1 Closed Campus26
16.2 Earthquake/Disaster procedures26
16.3 Emergency Supplies28
17. Before and After School Care Program29
18. Health, Illness, Accident Procedures29
18.1 Emergency Card29
18.2 Examinations and Inoculations29
18.2 Illnesses/Injuries/Immunization29
18.4 Health Records30
18.5 Medical Appointments30
18.6 Medications30
18.7 Communicable Diseases30
18.8 Allergies30
18.9 Student Sexual Conduct and Pregnancy31
18.10 Research Projects and Rights of Parents31
18.11 Removal of Students from School During School Hours32
18.12 Interview and Removal from School of Students by Police Officers32
18.13a Interview of a Student During School Hours by a Police Officer32
18.13b Informing the Parent or Guardian when a Student has been Removed from School by a Police Officer32
18.14 Guidelines Related to Possession and Use of Alcohol and Controlled Substances32
18.14a Procedures in the Case of Suspected Possession or Use33
19. Privacy and Access to Records34
19.1 Pupil Records34
19.2 Directory Information34
19.3 Parent authorizaiton to use child’s personal information35
19.4s Verbal written confidences35
20. Transfer of Records35
20.1 Student Transfers, Withdrawals, and Graduation35
20.2 Withholding of Records35
20.3 Cumulative Pupil Record36
C. ACADEMICS AND CO-CURRICULAR ACTIVITIES
21. Recess/Lunch/Playground37
22. Classroom Policies38
22.1 Expected Classroom Behavior38
22.2 Supplies and Textbooks38
22.3 Lost/Damaged Books38
22.4 PurchasediPad Applications and Redemption Codes38
23. Curriculum Offerings39
24. Religion Program39
24.1 Parent Prayer Time39
24.2 Christian Service39
25. Tutoring40
26. Counseling Policy41
27. Homework41
28. Grading41
29. Academic Probation/Retention/Testing42
30. Honors and Awards43
31. Extracurricular Activities44
32. Field Trip and Excursion Policy44
33. Controversial Issues45
34. Summer School45
D. TUITION AND FEES
35. Tuition and General Fees46
36. Day Care Fees46
37. Tuition Assistance48
38. Financial Obligations48
39. Parent Volunteer and Fundraising Requirements49
E. DISCIPLINE
40. Our Lady of Grace Discipline Policy51
40.1 Philosophy51
40.2 General Behavior Code51
40.3 Consequences of Misbehavior at OLG52
40.4 Academic Dishonesty at OLG54
41. Rules and Regulations54
41.1 Maintenance of Effective Discipline54
41.2 Disapproved Disciplinary Measures54
41.3 Detention54
41.4 Suspension55
41.5 Expulsion55
41.5b Procedure for Expulsion56
41.5c Written Record56
41.5d Cases Involving Grave Offenses56
41.5e Time of Expulsion56
41.5f Reporting of Expulsions56
41.5g Right to Make Exceptions57
41.5h Home Study57
41.6 Harassment, Bullying, and Hazing Policy57
41.7 Student Threats58
41.8 School Searches59
F. ELECTRONIC USAGE POLICIES
42.1. Electronic Devices at OLG60
42.2. Guidelines for Use of Electronic Communication Systems and Devices at OLG60
42.3. Digital Citizenship at OLG61
43. Acceptable Use and Responsibility Policy for Electronic Communication
(“Archdiocesan AUP”)61
43.1 Definitions62
43.2 Electronic Communication Systems, Devices, and Materials and Users Covered62
43.3 Ownership and Control of Communications62
43.4 Guidelines for E-mail Correspondence and Other Electronic Communications63
43.5 Prohibited Practices64
43.6 Consequences of Violations of Electronic Communications Policy65
G. GENERAL ARCHDIOCESAN POLICIES
44. Code of Christian Conduct Covering Students, Parents, Guardians, and Other Responsible Adults66
45. Zero Tolerance Policy66
46. Safe Environment Training for Children and Youth67
47. Guidelines for Adults Interacting with Minors at Parish or Parish School
Activities or Events68
48. Boundary Guidelines for Junior High and High School Youth
Working or Volunteering with Children or Youth69
49. Parent/Student Complaint Review Process69
APPENDIX
Appendix A. School Map71
Appendix B. Code of Conduct for Student Workers/Volunteers72
Appendix C. Parental Release for a Child (Non-Commercial)74
Appendix D. Medical Authorization and Permission Form75
Appendix E. Counseling Permission Form (English)76
Appendix G. iPad Acceptable Use Policy77
Acceptance of Handbook80
ADMINISTRATIVE NOTE:
Our students’ interests are of primary importance and cannot be served if parents and school officials cannot work together. The principal reserves the right to interpret/amend this handbook.
Parents will be notified of significant changes through an Administrative Memo, website posting, ( or the weekly Family Bulletin.
SOURCES OF SCHOOL RULES AND REGULATIONS
The development of school policy derives from various sources. The State and the Department of Catholic Schools develop policies based on state and federal laws, and Catholic Church policies and procedures. Some policies are mandated by state law. Some policies derive from the Archdiocese of Los Angeles, either because of liability and insurance issues or because of religious concerns.
A.GENERAL INFORMATION
1. STATEMENT OF SCHOOL PHILOSOPHY AND MISSION
Mission Statement
Our Lady of Grace Parish School is committed to educating the whole child, nourishing each student’s God-given gifts to learn, love, and build God’s Kingdom.
Philosophy
At Our Lady of Grace School we believe that each person is made in God’s image and that our life task is to come to know God and to grow in love and respect for God, self, and others. At Our Lady of Grace, this learning occurs in a context of Christian community where our parents and teachers work together to model basic values of our Catholic faith and encourage a love of learning, help students develop their God-given potential, and teach them the life skills necessary to take their places in Church and society. Parents, as the primary educators of their children, cooperate with the school staff, with whom they share responsibility for the holistic development of the children. The school encourages and requires parental involvement in the integration of academic skills, faith, attitudes, the practice of prayer, Sunday worship, and Christian outreach. In this safe, supportive, and consistent environment, where home and school work together, the students internalize and act upon the values of the Catholic faith, grow in self-discipline, and learn the life-coping, academic, and social skills necessary to do their part in building God’s kingdom here on earth.
2. HISTORY OF THE SCHOOL
Located in Encino, California, Our Lady of Grace School is a Catholic elementary and middle school for transitional kindergarten through eighth grade. The Sisters of St. Joseph of Cleveland formally opened the doors of Our Lady of Grace School in 1947. Seven years later, the bishop recalled these diocesan sisters and six sisters of the Immaculate Heart of Mary arrived to staff the school. The school flourished under the administration of the Sisters of the Immaculate Heart of Mary, and a new eight-room building was constructed in 1955 in response to an ever-increasing student enrollment. Eleven Sisters of the Immaculate Heart of Mary taught in the ensuing years, and during the 1960’s the school enrollment climbed to over 1,000 students in grades one through eight.
In 1969 an Archdiocesan mandate addressed the need for smaller schools, and gradually, the class sizes were reduced. By 1976 our target enrollment was optimized at 300 students, staffed by three sisters and eight lay teachers. Four years later a kindergarten was established, and in 1994 a pre-kindergarten was opened with sixteen students.
In 1985 a sister from the Sisters of St. Louis was appointed principal, and ten years later a sister from the Sisters of St. Joseph of Carondelet became the principal of the school. Currently, there is a lay principal, and a religious community serves the school.
An after-school day care program was opened in 1985 under the auspices of the Archdiocese Adeste program, sponsored by Catholic Charities. Four years later the day care program was restructured as a school-administered program, and coverage extended to include the half-hour before school. To meet the needs of increasing day care enrollment, the school acquired a 2100-square foot portable building. The day care program now utilizes a large remodeled classroom as well as the playground for its centers of activity. OLG day care has an average daily attendance of ninety students.
Our Lady of Grace School celebrated its Golden Jubilee year in 1997–1998, with several special events and activities for students and alumni.
Our Lady of Grace School is committed to the effective integration of technology within the curriculum. Towards that end we have established a one-to-one iPad program. Every student in Kindergarten through 8th grade has been assigned an iPad with take home privileges. We have carefully studied the effective use of educational technology and are excited by its ability to challenge, support, and engage our students at all grade levels and across all content areas. As we look to the very near future, we see that tablet computing, digital textbooks, and on-line curriculum will play an increasingly important part in shaping the educational experience and success of our students. We seek to prepare them to become competent, creative, and caring citizens of the 21st Century.
3. ACCREDITATION
Our Lady of Grace School is authorized as a Catholic Elementary School by the Los Angeles Archdiocese and is under the direction and guidelines of the Department of Catholic Schools. Our school is fully accredited by the Western Association of Schools and Colleges and by the Western Catholic Educational Association.
4. SCHOOL ORGANIZATION
Our Lady of Grace School is a Transitional Kindergarten through Grade 8 School. Transitional Kindergarten through Grade 5 are self-contained classrooms. Grades 6 through 8 are departmental. The functions of the pastor, staff, and board, with limits of responsibility and authority of these groups, as well as the relationship and communication among these groups, are defined in the following chart. We are one of several ministries within the parish and are responsible to the pastor.
5. ADMINISTRATION, FACULTY, AND SUPPORTIVE STAFF
Fr. JarlathCunnaneParish Administrator
Mrs. Joyce CluessPrincipal
Mrs. Pat BakerAsst. Principal/Student Affairs
Ms. Ryan YertonAsst. Principal/Academics
Mrs. Pat BakerDirector of Development
Mrs. Maureen StottBookkeeper
Ms. Karin PetersonSchool Secretary
Mrs. Kristen DangTechnology Coordinator
Mrs. April MallareTechnology Coordinator
Ms. Ryan Yerton8th Grade
Mrs. Marisa Franchino7th Grade/Jr. High STEM
Mrs. Christina Carpenter6th Grade
Mr. John Gandara5th Grade
Mrs. Marianne Boerem4th Grade
Ms. Katie O’Halloran (substitute)3rd Grade
Mrs. Maria Muffoletto3rd Grade
Ms. Johanna Smith2nd Grade
Mrs. April Mallare1st Grade/K-5 STEM
Mrs. Lisette RomeroKindergarten
Mrs. MaryAnn IrvineTransitional Kindergarten
Mrs. Karen DzyakJr. High Math/8th Grade Language Arts
Mrs. Mimi AsmussenSTEP Program Coordinator
Mrs. Cecilia OlaguezSpanish (5th – 8th Gr)
Mrs. Caroline WilsonMusic
Mrs. Andrea FisherPE/Athletic Director
Ms. Anne NicholsonArt (1-8 Grade)/Library/STEP
Mrs. Patricia AubuchonHealth Office/Instructional Aide
Mrs. Dianne CoulsellInstructional Aide
Mrs. Sue HerbertInstructional Aide
Mrs. Gloria SwansonInstructional Aide
Mr. Simitrio LopezFacilities Manager
Mr. Gustavo RevelesDay Care Director
Mrs. Lidia DiazDay Care Aide
Mrs. Mary Ann LaccabueDay Care Aide
Mrs. Virginia RevelesDay Care Aide
Ms. Jessica RevelesDay Care Aide
Mrs. Ellie RodriguezDay Care Aide
Ms. Nina VaysmanDay Care Aide
Mr. Joe WrightDay Care Aide
6. CONSULTATIVE SCHOOL BOARDS AND PARENT ORGANIZATIONS
It is expected that each Catholic elementary school will establish a Parent Teacher Organization and a Consultative School Board. Both groups exist to support the school and are critical to the school’s viability, but they have very different functions.
Parent Organizations
The main functions of the Parent Teacher Organization are to raise funds for the school’s current operational expenses, to promote parental support for the school program, and to increase mutual understanding between school and parents. The membership of the parent teacher organization shall include the pastor, the principal, the parents or legal guardians, and the faculty of the school.
Financial operation of a parent teacher organization shall be governed by the regulations for financial operations as found in the Parent Teacher Organization bylaws.
OLG Parent-Teacher Organization
We are blessed with a dedicated and active Parent-Teacher Organization at Our Lady of Grace School. The purpose of this group is to promote a parent-teacher relationship that enhances the principles of the Catholic education process, to support general school activities, to organize and direct fundraising events for the school, and to act as liaisons between parents and school. We encourage you to contact our PTO board members if they can be of help to you in any of these areas.
PTO Meetings Schedule
PTO general meetings for all parents/guardians are held each year. One parent/guardian per family is expected to attend these meetings. Meetings are held approximately once per trimester: Back to School Night (Sept.), Information Night (Feb.), and End of Year Meeting (May). Additional meetings may be scheduled if necessary.
PTO Board meetings are held monthly. Each PTO board member is expected to attend these meetings. Parents/guardians who are not currently board members but would like to attend any of these meetings are asked to contact the PTO board president and the principal three days ahead of a scheduled board meeting.
Room Parents
Room parents volunteer time to their children’s classes to collaborate with the homeroom teacher. The room parents update their class webpage, organize social events and fundraising activities, and help with other duties as they may arise. Room parents for a new school year are selected during the summer months. If you would like to become a room parent for the following school year, please express your interest to the Room Parent Coordinator on the PTO board before the end of the current school year.
Our Lady of Grace School PTO Board 2015-2016
President:NermineYacoub
Treasurer:Natalia Arango
V.P. Volunteers/Recruiting Elizabeth
V.P. Volunteers/ReportingDawn
V.P. Fundraising/RecruitingRobin
V.P. Fundraising/PlanningJennifer
Secretary:Mary
Maintenance/Facilities Coord.:Gene
Room Parent Coordinator:Claudia
Scrip Coordinator:
Hospitality Coordinator:Erin
Carnival Encino ChairsErin
Jennifer
Alana
Stewardship ChairRose
Advisor:Erin
Parental Obligations
- To attend Mass with your children on Sundays and on Holy Days of Obligation; to worship regularly
- To financially support Our Lady of Grace Parish through the use of family offering envelopes
- To carefully read the school’s weekly family bulletins (and their attachments)
- To maintain a Catholic atmosphere in your home to help your child grow in his/her faith
- To act in a Christian manner at all school and parish activities
- To attend all required Parent-Teacher Organization meetings
- To attend a Parent-Teacher Conference in November
- To make a commitment of thirty (30) hours of school volunteer work
- To financially support our School Improvement Drive
- To fulfill the Family Fundraising Obligation Contract by designated due date
- To pay tuition through FACTS Tuition Management Co. (or pre-pay for the school year in advance)
- To attend sacramental preparation meetings, where applicable
- To attend Family Life programs, where applicable
- To support the annual school-parish fundraiser as designated each year
- To attend a VIRTUS training session within the first year of joining the school community
Consultative School Boards
The general responsibilities of the Consultative School Board are in the following areas: strategic planning; policy development; resource development; institutional advancement; advice and counsel with regard to financial planning, management, and reporting; marketing of the school; and evaluation of the board’s goals and activities.
The membership of the Consultative School Board should include the pastor, principal, parents (no more than one-third of the total membership), alumni parents, parishioners, members of the civic and local business community, and area educators. Under Canon Law and Archdiocesan guidelines (see Administrative Handbook for Bylaws), the members advise the administrative team (pastor and principal) and cannot make decisions binding for the parish education program without the approval of the administrative team (A Primer on Educational Governance in the Catholic Church, the CACE/NABE Governance Task Force, NCEA, 1998).
The regional supervisor at the Department of Catholic Schools is available to assist and guide schools in the implementation of a Consultative School Board.
7. SCHOOLWIDE LEARNING EXPECTATIONS
Primary Level: Transitional Kindergarten, Kindergarten, Grades 1, and 2
GodIs First
• I will learn about God and pray every day.
OthersCount
• I will learn about other people.
LearnAll I Can
• I will do my best in school.
I Am Special
• I will learn about who I am.
Oh! Love Art and Music
• I will make art and music.
NourishFriendships
• I will be kind to others.
StayFit
• I will learn about my body.
Intermediate Level: Grades 3, 4, and 5
Godis First
• I will learn about God and my Catholic faith.
• I will pray and go to Mass.
Others Count
• I will appreciate the differences in other people.
• I will help my neighbors.
LearnAll I Can
• I will discover and use my talents.
• I will do my best in school.
IAm Special
• I will learn how special I am (and do what is right).
Oh!Love Art and Music
• I will learn about art and music.
• I will make music and art.
Nourish Friendships
• I will get along with others.
Stay Fit
• I will take care of my body.
• I will be a good sport.
Middle School Level: Grades 6, 7, and 8
God is First
• I will have knowledge of the basic truths and doctrines of the Catholic faith.
• I will relate daily activities to living God’s way through worship and prayer, both
personally and communally.
Others Count
• I will show respect to all those around me.
• I will apply awareness of local, national, and global needs through service and outreach
activities.
LearnAll I Can
• I will be able to think critically.
• I will know where and how to gather information.
• I will be able to apply collaboration and critical thinking skills to cope with real life
situations.
IAm Special
• I will identify and use my talents and unique characteristics.
Oh!Love Art and Music
• I will know how to evaluate, create, and make art and music.
• I will know how to be a good audience member.
Nourish Friendships