ACTS Emergency Cell Phone Number:  987-2601

Policies

The Family Handbook contains the most up-to-date Policies of ACTS. In the event that there is a discrepancy between the policies as written on this page and in the Family Handbook, please defer to what is written in the Handbook

A.      Registration Policies

Reading Policies and Preparation: Please thoroughly read the ACTS, Inc. Philosophy and Policies (available on the website and in this handbook) before registering.  Fathers, mothers, and students must all sign the enrollment contract to verify that they have read and will abide by all the policies.   The required registration forms, the enrollment contract, and the release of liability, are found in the final pages of this handbook.  Print the Pre-Registration Checklist and check off all items before attending registration.  If forms, checks, or signatures are not complete, you will have to wait to register until they are.  The final portion of a complete registration is signing up for your required service hours.  (Those registering June through August will sign up for service hours at August orientation.)

PASS Classes:  P.A.S.S. is an acronym for Priority Academic Sequenced Scheduling; non-PASS are all other classes.  PASS classes are given priority registration to allow students currently enrolled in a qualified PASS class at ACTS to continue in sequenced academic courses.  All other courses are not assigned this priority to ensure as many families as possible benefit from the popular electives.

Examples:  Students currently enrolled in Creative Writing 4/5 may priority register for the 2^nd year of this course or for Creative Writing 6/7 the next year (if entering 6^th grade).  Students currently enrolled in Algebra I may priority register for Geometry.  Students enrolled in Biology may priority register for Chemistry. Chemistry would not be a PASS class for your child if they are not currently taking Biology at ACTS  

Needs Assessment: Every year in late January/early February ACTS conducts an online Needs Assessment (NA).  This tool is used by the Officers to predict class needs for the upcoming academic year.  It is to be completed for each student enrolled in ACTS (and/or siblings who will be joining the following year). 

Needs Assessment and PASS:  For students currently in a PASS class(es) who would like to sequence into the next level, it is VERY important that you request that class(es) on the Needs Assessment.  Priority PASS scheduling will be given to those students who list the next level class on their NA.  Those students who are currently in a PASS class and do not list the next level PASS class on their NA, will only be able to add it in after families who did. 

Registering September 1 through February 28/29th:  Registrations may not be submitted more than 30 days in advance To hold your child(ren)s spot in the desired classes, dues, tuition, and materials fees checks must be submitted along with the completed paperwork; they are due the Sunday prior to the desired start date. No March registrations.

Registration costs: 1) Dues - $62 per family,  2) Materials fees: One for each of your children’s classes.   Those registering in spring semester pay the same dues; materials fees may be reduced. (Dues and fees are not tax-deductible.)

Wait lists:  When you are on-line scheduling your children’s classes, you may discover a class is full. We recommend you schedule them to be wait-listed. If drops allow space for your child, the scheduling program will move them into the class and will send you an email notification.

Schedule Changes:  Adds/Drops/Section switches are not handled or approved by your students’ teachers, nor can they be made by you entering them into the scheduling program. You must send the Registrar a written request/notification. (email is fine) Please do not simply stop coming to a class; email the Registrar of the dropped class so a wait-listed student may join. She will consider each request in the order it was received, and will contact you with the results of your request. Any changes are due on or by the Sunday before the desired class begins on Tuesday.

Registration Exceptions:   ACTS teachers thoughtfully set the intended grade level for their course, and these levels must be respected by all members.  Because homeschooling families do not strictly follow grade levels, the minimum and maximum grades for each class are added to each course description. Parents must carefully evaluate their rationale for advancing or retaining their children in classes in which they do not meet the intended grade range. To respect one another, members must realize that granting a class exception frequently prevents a fellow student of the intended grade level from benefiting from the class. Exceptions should be requested very rarely and should be based primarily upon academic rationale and not scheduling convenience. (For p.e.  classes, physical stature rather than academic level may be appropriate rationale.)  Students who are exceptionally advanced, or those who have learning delays/disabilities may be considered appropriate for class exception requests; arranging for siblings to have the same class or scheduling preferences are not considered appropriate rationale for  exception requests. (Please refer to the exception form in this handbook).  Exception forms must have already been signed by the teacher before turning them in.  The Registrar will schedule all exceptions once they’ve been approved by the Officers.  The scheduling program is not designed for families to schedule exceptions.  

How Minimum / Maximum Ages are determined.  Public schools use September 30 to determine grade level; ACTS policy is more flexible: November 1^st is the date minimum age is determined, and August 31st is the date maximum age is determined. Rationale: many homeschooling parents base their child’s grade level on their age for most of the school year. (example: A child who turns six years old October 8^th, is six for eight of the nine months of the school year, and is a first grader);  other parents base their decision upon the child’s age by September 1^st.  The ACTS minimum and maximum requirements allow grade flexibility for Sept. 1 through Oct. 31 birth dates, and intend to promote fairness of enrollment and appropriate learning environments.

 Attendance at the Orientation Meeting is mandatory. One parent must attend, children are optional. At this meeting, parents and students meet teachers and locate classrooms, review important ACTS policies, pay tuition for September classes, and those who registered after May will sign up for their required service hours.  If you have to be out of town on this day, you may send your tuition checks with a friend. 

B.      Tuition Policies

The Board of Directors and Officers determine tuition amounts based on preparation involved, the level of academic difficulty, and the amount of reviewing and correcting of students’ papers and projects needed.  When setting fees, every effort is made to include both the aspects of appropriate compensation for faculty and affordable tuition for families.

Tuition Collection:  Tuition is not collected at registration unless you register on or after August orientation. Tuition is a yearly fee broken down into monthly installments, but, may be paid by the semester, or by the year, if a family so desires. Sept, Oct, Nov, Feb, Mar, April and May tuition checks are due on the last Tuesday of the preceding month (i.e. Oct. tuition is due the last Tuesday of Sept.) December tuition is due the 3^rd Tuesday of Nov. (except years Thanksgiving is the 3^rd Thurs.), and January tuition is due the first ACTS Tuesday of Jan.. A parent volunteer handles tuition collection, and, to respect her time and efforts, please faithfully remember tuition collection days. Parents please deliver the tuition checks personally, rather than having your students bring them. 

Late Tuition:  In the event unexpected circumstances affect timely tuition payment, parents need to communicate promptly and personally with their students’ teachers and with the tuition coordinator. If you will be absent on the day tuition is due, please mail your checks in advance to the teachers. Families will be asked to pay any bank fees associated with bank-returned checks.   If there is a pattern of late tuition payment or bank-returned checks, a family may be asked to pay the next two month’s tuition in advance.  If the problem continues, a family may be asked to pay their tuition for the remainder of the year, pay with a cashier’s check (in the case of returned checks), or may lose their membership.          

Tuition checks (no cash please, as it confuses record-keeping) should be made out directly to the teacher. Please write a separate check for each teacher.  On the memo line of each check, please include your child’s(ren’s) name(s), and the name and time of the class(es) the check covers. Tuition is based on nine months of fixed amounts regardless of the number of weeks in the month.  One exception is if a teacher has to be absent one week, and class could not be held with a qualified substitute. In this case, the following month’s tuition would decrease by one class amount. If a student has to miss a class, the tuition amount is not adjusted. Specific tuition questions should be directed to the teachers.

Families that register on the second, third, or fourth weeks of a month, must contact each teacher individually by email to learn the amount they owe for that month.  The parent should hand-deliver the tuition checks the first day the child attends class.

Families that register after September, the first month your students attend class will be considered your grace month. (ie: Enrolling in October, October is your grace month.)

Tuition as a school year obligation:  The ACTS leadership and faculty trusts that families fulfill their enrollment contract by participation in ACTS for the entire school year.  We recognize that in some cases, families have to drop classes due to unavoidable and extenuating circumstances.  In order to serve both the faculty and the families, the following policies apply to all members taking ACTS courses. In extenuating circumstances, tuition obligation will be evaluated by the Officers and teachers on a case by case basis, and tuition may be waived.

·        June-September 30^th is the grace period to drop a class.  Dropping a class during this period does not result in tuition obligation for the remaining months of the school year.  September’s tuition is due at the August Orientation, and is not refundable. Students who are enrolled as of Orientation are required to pay September’s non-refundable tuition.  Materials fees are refundable only if a) You drop the class before August 8th, or b) The class is canceled by the teacher

·        October and November: Dropping a class during these months incurs a tuition obligation of 20% of the remainder of the monthly tuition for the entire ACTS year.

·        December and January: Dropping a class during these months incurs a tuition obligation of 50% of the remainder of the monthly tuition for the entire ACTS year.

·        February through May: Dropping a class during these months necessitates paying 100% of the remainder of the monthly tuition for the entire ACTS year.

*In the unfortunate event a student must be dismissed from ACTS due to disciplinary reasons, the above tuition obligation policies will apply.

C.      Service Requirement Policies

We rely completely upon parental involvement to help ACTS function safely and responsibly.  With several hundred children spread throughout the church grounds and facilities, several parents per week are required to adequately monitor parking lots, hallways, common areas, the playground and field, study hall, and exits. At least one adult (parent or grandparent) from each family will be asked to have a background check every 4 years to be eligible to perform service hours.  Please see the background check policy page for further information.

We ask each ACTS family to contribute an equitable number of hours as safety monitors (the number of shifts is re-evaluated each year, but averages two shifts per semester) during the school year. We sign up for fall semester hours at May registration, and sign up for spring semester hours in January. Please contact the Service Scheduler if you have extenuating circumstances and are unable to cover your family’s shifts.  Please also contact the Service Scheduler if you are able to volunteer for additional shifts and can help cover for those who are unable.

 If a foreseeable conflict prevents fulfilling a scheduled service shift, it is the parent’s responsibility to switch with another qualified parent and to notify the Service Scheduler (a qualified parent is one who has been approved based on the ACTS background check procedure. The Service Scheduler and both Service Supervisors have a list of those names).  If a last-minute illness or unforeseen circumstance prevents fulfilling a scheduled service shift, the scheduled substitute will cover the shift.  The parent who missed the shift should contact the substitute and arrange to work one of their shifts.                                                                                       

We strongly encourage you not to bring your infants, toddlers, and preschoolers while you work your 2 ½ hour service shift.  Some of the positions require monitoring outside in inclement weather, and all the positions require your attention to the duties you need to fulfill.

When you report to serve, please meet with the Service Coordinator to determine which position you will fill, and to review the duties for that position.  The duties are also in the service notebook for reference.

The primary roles of the service parent are: 

·        Ensure safety of all ACTS children by monitoring exits, hall-ways, and non-classroom areas.

·        Ensure proper care of host facility

·        Keeper of the First Aid Kit and Emergency Cell Phone

Some parents may fill their service requirement by working at two of the five ACTS events (fall picnic, Christmas party, Science Fair, Dramatic ACTS, May Social).  These slots will be included on the sign up list at registration.

Parents who have arranged to be a teacher’s helper need to contact the Service Scheduler prior to registration so they can sign up for service hours that don’t conflict with the hours of the class they are assisting in.  These parents should not wait until registration to sign up for service hours, as the slots they are available for may no longer be available.

D.      Background Check Policy

Our unique structure of having all 190+ families volunteer to keep the co-op running, combined with the 400+ students attending classes each week, have led us to require a background check on at least one parent (or grandparent) as part of each family’s ACTS membership.  Many churches and schools have already implemented these checks as a prudent measure to help ensure the safety of the children.

FAQ:

·         How often will they be conducted?  every 4 years

·         How much will they cost?  $8.00 (which comes out to approximately $2.00/year).  You’ll need to write a separate check to “ACTS” at registration.  The check will be deposited within a week or two.

·         How far back do the checks go?  They will go back 7 years in the national criminal database.

·         Who should have one completed?  any adult (parent or grandparent) performing service hours.  Your family may want to consider having background checks on both parents (and/or a grandparent) so that either one is eligible to do service hours.

·         How will they be conducted?  The co-op has set up an account with Volunteer Select (a division of Choicepoint, a nationwide company used by a number of groups – the Charlottesville Catholic School, Boys Scouts of America, the Boys and Girls Clubs, etc.). You may visit their website at www.choicepoint.com .  Your background check information will be submitted online at registration.

·         Is my information secure?  The information you submit (full name, birthday, SS#) will be entered into our Volunteer Select account as you wait.  The form will then be returned to you or we will have a shredder available to destroy the paper copy. 

·         Who will see the results?  ACTS has contracted with a retired police officer to review the results.  He will only notify the ACTS leadership if there are any issues involving working with children.  None of the Officers or board of directors will see individual results.

·         Will this affect who I may ask to sub for my shifts?  Yes and no.  You may still pay someone to perform your service hours, ask a friend to switch, or arrange for someone to perform your hours if you are unable.  Just remember, that substitute must have an ACTS approved background check.  The service scheduler and service supervisors will have a list of eligible substitutes.  Please check with one of them before you make a switch.

·         What if I already know I have a red flag regarding working with children?  Please notify one of the Officers ahead of time.  In lieu of a background check, you can arrange for another qualified ACTS member to perform your service hours, pay them to work your shifts, or we will find another way for you to fulfill your service hours.

·         Will my children  be prevented from attending ACTS if I have a red flag?  No.  The results of the background check has no bearing on whether your family can participate in ACTS or not.

E.      Supervision and Discipline Policies

Sign in: Each co-op day, a parent or designated responsible adult must sign their student(s) in at the service parent positioned at the church entrance.  ALL students, except those who drive themselves, must be signed in by their parent or designated responsible adult. Student drivers must sign themselves in. Along with the student(s) name(s), parents must list their name, cell phone number and emergency back up number.  If the parent cannot be reached by phone, they must remain on campus, or, list a designated adult on campus who is responsible for their child in the event a problem arises.  ACTS parents on-site and faculty will supervise children as is feasible, but, parents remain ultimately responsible. (Please refer to the Release of Liability form.) Of utmost importance for all our children is safety in the church parking lot. Please drive with extreme caution in the parking lots; do not allow your children in the parking lots unattended; escort them to and from the building each week. 

Free Periods: ACTS can not ensure there will be space available for your students to have a class each period. It is not our mission to provide a full day of classes as would be expected in a formal school environment.  During any free period, if they are 10 or younger, they must be directly supervised by their parent or a designated responsible adult. The main lobby is available for visiting and snacking. Hallways, empty classrooms, or other areas of the church may not be used.  We have provided three supervised areas for students 11 and older: the student lounge, the main lobby, and study hall. Service parents are responsible for supervising these older students. No student of any age may be outside unless they are directly supervised by an ACTS parent at all times

Leaving campus: With the exception of the older students who drive themselves, no student, under any circumstances, may leave the campus unless accompanied by their parent or designated responsible adult.  Driving students may not transport ACTS students off campus in their cars.

Please pick your children up promptly.  We must not have unattended students waiting for their parents to arrive. Repeated failure to pick up your students promptly can result in suspension from ACTS.  ALL ACTS families and faculty must leave the church by 4:45 (with the exception of the clean-up family) to respect the time we contracted to use the facility.

Discipline Policy: We must require exemplary behavior and student accountability for behavior. If an adult corrects a student, and he/she responds respectfully and returns to appropriate behavior, no further action will be needed.  If a student responds disrespectfully and/or does not return to appropriate behavior, or if the offense is considered serious by the observant adult, the following is implemented:

First offense: The parent is contacted by the teacher for in-class offenses; by the Officers for out-of-class offenses. 

Second offense: The student is sent to the sign in desk, and their parent may be asked to return promptly to campus to sit with their student until their next class begins. (The student will remain at the sign-in desk until their next class or their parent arrives.  This policy ensures that teachers may proceed with class for the benefit of the students who are conducting themselves appropriately.) The parent is contacted by the teacher if the offense was in-class, and will be asked to sit with their student in class the following week. If the offense was out-of-class, the Officers will contact the parent to discuss remediation.

Third offense: The student is sent to the sign-in desk; their parent may be asked to return promptly to campus to sit with their student until their next class begins. Both in-class and out-of-class offenses will be directed to the Officers to determine the need for dismissal and to contact the parent. Some offenses may result in dismissal from only one class. Extreme offenses may result in immediate dismissal from ACTS entirely.  Dismissal from ACTS incurs the remaining tuition obligation as previously stated.

If a student has to be expelled from one of his/her classes, the parent must contact the Officers before enrollment in a new class at ACTS can be considered.

F.      Conduct Policies

It is very important that all ACTS members realize we represent home education, and that we should demonstrate exemplary behavior for our peers, our faculty, and for the church we’ve been so graciously allowed to use.  Please instruct your children that at all times our actions and attitudes should honor our Lord Jesus Christ. “Whatever you do in word or deed do all in the name of the Lord Jesus…” Col. 3:17. 

The following rules of conduct are required from ACTS students as we strive to be an exemplary organization. Students are to read these carefully, and sign to that effect on the enrollment contract. Parents are responsible for their own children’s behavior and must ensure that they are acting in accordance with these rules. These rules apply not only during ACTS Tuesdays, but also at those times and places that ACTS members are participating in or supporting ACTS sponsored activities.

“It is by his deeds that a lad distinguishes himself, if his conduct is pure and right.” Proverbs 20:11

To show thoughtfulness and respect for our host church:

·        Do not enter any portion of the church other than the designated ACTS area.

·        Do not use the church phone.  ACTS has a cell phone for emergencies.

·        Any trash created in the classrooms, lobby, gym, or fields must be thrown away properly.

·        Food and drink is allowed in the front lobby and outside only. Gum is not allowed.

·        Bathrooms must be kept clean. Toilet malfunction should be reported promptly.

·        Any spills or messes must be cleaned up promptly and not left for others to handle.

·        No running or loud active playing is allowed in the hallways or classrooms.

·        No dangerous or damaging items are allowed in the building (i.e. baseballs, knives, lighters, matches, water guns)

·        No heelies or other shoes with wheels

To show thoughtfulness and respect for our faculty:

·        Arrive to class on time; gather your things promptly to allow the next class to begin on time.

·        Complete your assignments as requested, and be responsible to bring them back when asked.

·        Parents will respect the teachers’ requests and will insure their requirements are honored.

·        Raise your hand rather than interrupting.

·        Listen attentively in class.  Do not visit with classmates while the teacher is speaking.

·        Inappropriate attitudes and language are not acceptable and are subject to discipline.

·        To keep the hallways quiet while classes are in session, please visit with friends in the lobby.

·        No distracting electronic games or students’ personal music may be used in the classroom.

To show thoughtfulness and respect for all participating families:

·        Conduct yourself in a way that your words and actions promote unity and encouragement.

·        Avoid disrespectful, offensive, rude, or immoral behavior.

·        Avoid gossiping about one another.  Handle conflict privately and Biblically.

·        Fulfill your required service hours faithfully, as others rely upon you to do your part.

To show thoughtfulness and respect for ACTS leadership:

·        Bring input and opinions to the Officers and coordinators in a responsible and respectful manner.

·        Handle personal conflicts privately and Biblically; avoid unnecessary gossip to leadership.

·        Recognize the leadership as voluntary and afford them a good measure of grace and gratitude.

Participation in ACTS and its associated activities is a privilege. The ACTS Officers, if faced with continuing conduct violations by a participant, can terminate the participant’s enrollment contract.

G.     General Policies

Dress and Grooming:  Students and parents please dress modestly.  The following are against our dress code: shorts shorter than fingertip, dresses/skirts shorter than the knee, tank tops, spaghetti strap tops,  clothing that reveals midriff area when either sitting or standing, sheer and skin-tight clothing, shirts with inappropriate pictures or slogans, ragged-style, visible underclothing, drastically-colored hair, pierced jewelry other than girls’/women’s earrings.

Student CD players:  In study hall and in the main lobby, students may listen to music with an ear piece only.

No E-mail Attachment Policy: To help protect every family involved with ACTS against computer viruses, it is against ACTS policy to send attachments to emails.  All information should be in the text area of the e-mail only.

Illness/Significant Allergies: Please do not bring children who have had fever or any contagious condition within the last 24 hours.  If your children have any significant allergies, please inform each of their teachers.

Medicines: ACTS participants should not assume the responsibility of dispensing medicines to any ACTS student. It is the parent’s responsibility to dispense their children’s scheduled medications or Tylenol-type medicine.  If the parent determines their children are old enough to self-administer a medication, they may take it with their parent’s permission.  Children too young to self-administer medication need to come to the service parent on duty to have their parent called to return to ACTS to given any medication (even Tylenol).  For those children who may need emergency medications such as Epi-Pen injections, inhalers etc., it is the parent’s responsibility to provide it,  make it available at all times, and to make arrangements for who is permitted to administer it in an emergency.  Please contact the Officers if you need assistance making these arrangements.

Parent Visitation: ACTS parents are free to visit any class at any time.

Visitors to ACTS: We welcome visitors to ACTS who are considering enrolling their children. Please contact an ACTS Officer if you would like to visit classes.  They will notify the teachers prior to your visit.

Inclement Weather:  When inclement weather is forecast or schools close check your email Tuesday morning.  The Officers will listen to road condition and weather updates Tuesday morning and will send an email at 8:00am.  If unpredicted or heavier than expected snow/sleet begins once ACTS has started, parents must continually check for early closing of CITY schools (1070AM radio-WINA, city school hotline for closings (245-2401), www.nbc.com.) If CITY schools post an early dismissal, return to ACTS at the end of the current class period to pick up your children.  Do not rely upon ACTS to notify you – that many calls just aren’t feasible.  DO NOT call the church staff, and avoid using the emergency phone to keep it open for true emergencies.

Homeschool Experience Requirement: Families must have completed a traditional school semester (Sept–Dec, or Jan-May) of home schooling before their children may register for ACTS classes.  We suggest this experience will have been within the past two years.

Head Lice:  Students may return to classes when they’ve had their hair properly treated with recommended products and when daily combing proves that they are nit free.

“Blessing Box”:  The ministry coordinator will place a “blessing box” at the tuition table for donations families may feel led to give to help other homeschool families with dues and tuition costs.   When financial difficulties arise, families may contact the Officers to request financial assistance. If funds are available, they will be distributed on a first come, first served basis.  Charitable contributions to our blessing box are tax-deductible.

Lost and Found: The ACTS Lost and Found can be checked on Tuesdays near the sign-in table; please do not call the church. Contact the Service Coordinator if you can not wait until Tuesday to look for a lost item.  We will periodically donate lost and found items to a local charity.  Please check the bin often!!

Notice of Intent to School District:  Please name and describe the curriculum for courses your students take at ACTS.  For example, please do not simply list  “takes science at ACTS”.

Lunchtime at ACTS:   Students who have classes 1^st (11:00) and 2^nd period (12:15)  may bring a sack lunch to eat from 11:55-12:10.  They will remain in their 1^st period classroom to eat.  PLEASE  pack non-messy (no crumbly chips or cookies or sticky, colored drinks please) food and choose food items that can be eaten quickly (not oranges to peel). Parents are welcome to pick up their child at 11:55 and eat lunch together.  We just don’t want children eating their lunch unsupervised either in the building or outside.