2012 Parent to School Communications Protocol

2012

How To Use This Guide

EDUCATION

ADMINISTRATION

POLICY & PLANNING BUILDING COMMUNITY Using the Overview page,

select the category that best relates to your question or concern.

Go to the Contact Protocol page for that category. Identify the !rst point of contact for your topic of concern. Using the Contact Information Listing page, email or call the !rst point of contact.

Please allow up to 1 business day for an initial response. If the issue is not able to be resolved to your satisfaction with your !rst point of contact, continue to the next point of contact.

We hope these steps resolve your issue or answer your question, but if not, please follow the contact order until it reaches the Head of School.

This guide is intended to help parents

!

nd resolutions to concerns and

questions through a clear and communicative process.

Whitby Communications Throughout the Year

p. 3

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Overview of School Areas & Topics

p. 4

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Education Contact Protocol

p. 5

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Education Contact Protocol, continued

p. 6

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Administration Contact Protocol

p. 7

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Policy Contact Protocol

p. 8

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Building Community Contact Protocol

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Contents

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EDUC A TION ADMINISTR A TION POLIC Y & PL ANNING CO M M U

Whitby uses a variety of methods for ensuring the school community remains well informed throughout the

school year. Please use the following sources to stay informed.

Daily: Parent Portal (Veracross) Secure, personalized login provides school and teacher emailing capabilities and parent/teacher conference sign-up plus classroom and student-speci!c information including: attendance, class schedule, homework, progress reports, school/athletic/birthday calendars, student/parent and faculty/staff directories.

Email Whitby uses email as the main source of personal communications from school to home. Parents are requested to use email as the primary means of contacting the school for non-urgent matters.

Weekly: WOW (Windows on Our World) Weekly eNewsletter distributed via email on Thursday and posted on the Parent Portal. WOW lists key upcoming dates and events school-wide and by section.

TV Monitors Located at school entrances, provides recent highlights and promotes upcoming events.

Monthly: Parent Association Meetings Held on campus.

Quarterly: Whitby WIRE eNewsletter delivered via email, features updates from Administration and Board of Trustees and school news highlighting events.

Annually: Class Coffees Informal introduction to the school year with faculty, administration and class parents.

Curriculum Nights Fall evening events provides essential information to parents about the classroom and curriculum, plus an opportunity for Q&A with classroom teachers.

State of the School Corporation Meeting Annual Board of Trustees report open to all Whitby parents.

School Curriculum Guide Subject speci!c curriculum overview for Grades 5–8.

Parent/Student Handbook Compendium of school information and policies.

School Directory Faculty/staff, parent/student and class listings and as well as Parent Association directory with directions to away athletic games.

School Calendar Published on the Parent Portal. Parents can sign up for iCal data feeds and/or email alerts speci!c to class or sections.

Emergency: The Veracross Alert System relays emergency messages about school closures, delays and emergencies via email and text messages. Alerts will also be posted on the home page of website.

Whitby Communications Throughout the Year

EDUC A TION ADMINISTR A TION POLIC Y & PL ANNING CO M M U N IT Y

Administration

Admissions & Enrollment

Prospective Families

Student Transfers through Grade 6

Business Office

Financial Aid, Billing

Communications

School Calendar, Marketing & Advertising, Publications, Website

Development

Giving, Bene!t, Alumni, Yearbook

Facilities

Grounds, Event Set-Up, Parking Lot Safety

Nurse’s Office

Health Records, Illness, Medications

Technology

Internet Security, School Software & Hardware, Laptop Program, Veracross Parent Portal

Building Community

Parents Association

PA Events and Committees

Classroom/Grade Events Special Visitor Days

Grandparents, Mothers, Fathers and Special Friends Days

Policy

School Day

Hours, Attendance, Arrivals and Dismissals, Transportation, Lost & Found

Health

Food, Nutrition & Celebrations, Student Health

Safety

Campus Security, Emergency Procedures, Parking

Code of Conduct

Dress Code/Uniform Discipline

Strategic Plan

Overview of School Areas & Topics

Co-Curricular Programs

Whitby Enrichment and Co-Curricular Program for PR2 – ME Monday – Thursday 3–4 pm Friday 12:30–3:40 pm Curricular Electives/Athletics Curricular Electives Athletics

for UE–MS (Grades 5–8) Monday – Friday 3–4 pm After School Voluntary Program Monday – Friday 4–5 pm

Placement and Counseling

Secondary School Placement Transition Transcripts (UE–MS)

Counseling

Pastoral & Social Support

Class Placement

Education

Academic/Classroom Based Student Learning Student Assessment Homework Field Trips Birthday/Celebrations Schedule School Curriculum Montessori, International Baccalaureate, Language Arts, World Languages, Math, Science, Humanities, Media Literacy

Single Subjects

Music, Theatre, Art, Media Center, Physical Education, Health

S.A.I.L.

(Special Assistance in Learning) Student Support

EDUC A TION ADMINISTR A TION POLIC Y & PL ANNING CO M M U N IT Y FIRST POINT OF CONTACT Assistant Head of Children’s House

Children’s House Consultant Head of Lower School Head of Upper School

Head of School Classroom Teacher/ Advisor Team Leaders or Curriculum Leader

Education

Academic/Classroom Based Student Learning Student Assessment Homework Field Trips Birthday/Celebrations Schedule School Curriculum Montessori, International Baccalaureate, Language Arts, World Languages, Math, Science, Humanities, Media Literacy

Single Subjects

Music, Theatre, Art, Media Center, Physical Education, Health

S.A.I.L.

(Special Assistance in Learning) Student Support

Student Enrichment

Continued…

Education Contact Protocol

Classroom Teacher/ Advisor Team Leaders or Curriculum Leader Dean of Curriculum Assistant Head of Children’s House

Children’s House Consultant Head of Lower School Head of Upper School

Head of School

Classroom Teacher/ Advisor

S.A.I.L. Coordinator Assistant Head of Children’s House Head of Lower School Head of Upper School

Head of School Find the list of speci!c contact names on page 9.

Subject Teacher _{Curriculum Leader} Assistant Head of _{Dean of Curriculum} Children’s House

Head of Lower School Head of Upper School

Head of School

EDUC A TION ADMINISTR A TION POLIC Y & PL ANNING CO M M FIRST POINT OF CONTACT Head of School WECCP Coordinator Athletics Director

Education

Co-Curricular Programs

Whitby Enrichment and Co-Curricular Program for PR2 – ME

Monday – Thursday 3–4 pm Friday 12:30–3:40 pm

Curricular Electives/Athletics

Curricular Electives & Athletics

for UE–MS (Grades 5–8) Monday – Friday 3–4 pm After School Voluntary Program Monday – Friday 4–5 pm

Placement and Counseling

Secondary School Placement Transition Transcripts (Grade 7–8)

Counseling

Pastoral & Social Support

Class Placement

Education Contact Protocol,

continued

Athletics Director

Secondary School Placement Officer

Head of Upper School Head of School Find the list of speci!c contact names on page 9.

Head of School

School Counselor/

Classroom Teacher/Advisor

Head of Lower School Head of Upper School

Head of School

Assistant Head of Children’s House Head of Lower School

EDUC A TION ADMINISTR A TION POLIC Y & PL ANNING CO M M U N IT Y FIRST POINT OF CONTACT

Receptionist can direct any question to the appropriate contact. Receptionist

Administration

Reception

Admissions & Enrollment

Prospective Families

Student Transfers through Grade 6

Business Office

Financial Aid, Billing

Communications

School Calendar Marketing & Advertising Publications

Website

Development

Giving, Bene!t, Alumni, Yearbook

Facilities

Grounds, Event Set-Up, Parking Lot Safety

Nurse’s Office

Health Records, Illness, Medications

Technology

Internet Security

School Software & Hardware Laptop Program

Veracross Parent Portal

Administration Contact Protocol

Find the list of speci!c contact names on page 9.

Director of Admissions & Enrollment Head of School

CFO Head of School

Director of Institutional Advancement

Director of Development Head of School

Director of Facilities CFO

School Nurse Head of School

Director of Technology Head of School

Director of Institutional Advancement

Head of School

EDUC A TION ADMINISTR A TION POLIC Y & PL ANNING CO M M FIRST POINT OF CONTACT Receptionist

Policy

School Day

Hours, Attendance, Arrivals and Dismissals, Transportation, Lost & Found

Health

Food, Nutrition & Celebrations, Student Health

Safety

Campus Security, Emergency Procedures, Parking

Code of Conduct

Dress Code/Uniform Discipline

Strategic Plan

Policy & Building Community Contact Protocol

Find the list of speci!c contact names on page 9.

Head of School

School Nurse Head of School

Director of Facilities

Assistant Head of Children’s House Head of Lower School

Head of Upper School

Head of School Board of Trustees Head of School Committee Chairs

Building Community

Parent Association

PA Events and Committees PA President Head of School

EDUC A TION ADMINISTR A TION POLIC Y & PL ANNING CO M M U N IT Y

Contact Information Listing

2012-2013

Head of School: Bryan Nixon

Head of Lower School: Simone Becker

Head of Upper School: Jonathan Chein

Assistant Head of Children’s House: Sarah Marinelli

Children’s House Consultant: Barbara Brent

Dean of Curriculum: Nelyda Miguel

Children’s House Team Leaders

Stepping Stones: Malina Marshall Primary: Pamela Chapman

Lower School Team Leaders

Lower Elementary: Jenna Fox Middle Elementary: Alexis Ryan

Upper School Curriculum Leaders

English: Anne O’Reilly-Connerty Humanities: Andrew Greene Languages: Melinda Popiel Mathematics: Annette Osband Physical Education: Jared Trippel Science: Blake Glaeser

Technology: Leslie Perry

Visual and Performing Arts: Roxanna Zampieri

Co-Curricular Activities / Athletics & WECCP

Athletic Director: Kurt Putnam WECCP Coordinator: Jim Irzyk

Classroom Teachers / Advisors

CFO: Robert Curis

Director of Institutional Advancement: Lynne Brum

Director of Admissions & Enrollment: Nadia Meier

Director of Development: Rich Bernero

Director of Facilities: Tom Coleman

Director of Technology: Tim Schwartz

School Nurse: Judy Paton

Receptionist: Linda Hepp or [email protected]

Parents Association

President: Michelle Beck Vice President: Kristin Calve Vice President: Giri Bogavelli Treasurer: Susan Geraci

Communications Director: Anne Marie Palladino

Parents Association Committee Chairs

Community Building: Rosie Solano, Dorian Feckl Bene!t: Kimberly Fiorello & Heather Cotter Special Programs: Melinda Andrade

Host Family Program: Daryl Hulme, Susannah Hodgson Mayfair: Samantha Ashford, Andrea Mitchelson Nutrition: Louise Barfod & Kristin Calve

Staff Appreciation: Melinda Andrade, Susan Geraci Uniform Exchange: Jennifer Alves, Louise Barfod Whitby Garden: Sue Stern

Thanksgiving Feast: Laura Kletter, Anne Louise Bostock Library: Marcie McGuire

PA-Led Children’s Educational Clubs: Giri Bogavelli

Parents & Students

Board of Trustees

Patricia Franklin

Board Chair, Chair of Head of School Support & Evaluation and Legal Committees

Oktay Kurbanov

Board Vice Chair,Treasurer, Chair of Finance

Committee

Monica Green

Board Secretary

Norman Feckl

Co-Chair of Development Committee

Kathleen Hennessy

Chair of Buildings & Grounds and Space & Enrollment Planning Committees

Rich Jimenez

Deborah Linnett, Chair of Governance and Co-Chair of Development Committee

Richard Lukaj Tami McCarthy

Chair of Communications Committee

Lisa Merzon

Chair of Athletics Advisory Group

Tess Oxenstierna

Chair of Compensation Committee

Suhail Rizvi All Whitby faculty and staff email addresses are !rst initial and last name followed by @whitbyschool.org.