2012 Parent to School Communications Protocol

2012 Parent to School Communications Protocol

How To Use This Guide This guide is intended to help parents!nd resolutions to concerns and questions through a clear and communicative process. 1 2 3 4 Using the Overview page, select the category that best relates to your question or concern. EDUCATION ADMINISTRATION POLICY & PLANNING BUILDING COMMUNITY 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. Contents Whitby Communications Throughout the Year p. 3 Overview of School Areas & Topics... p. 4 Education Contact Protocol... p. 5 Education Contact Protocol, continued... p. 6 Administration Contact Protocol... p. 7 Policy Contact Protocol... p. 8 Building Community Contact Protocol... p. 8 Contact Information Listing... p. 9 2EDUCATION ADMINISTRATION POLICY & PLANNING COMMUNITY

Whitby Communications Throughout the Year 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: Weekly: Monthly: Quarterly: Annually: 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. 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. Parent Association Meetings Held on campus. Whitby WIRE enewsletter delivered via email, features updates from Administration and Board of Trustees and school news highlighting events. 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. 3EDUCATION ADMINISTRATION POLICY & PLANNING COMMUNITY

Overview of School Areas & Topics 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 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 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 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 Building Community Parents Association PA Events and Committees Classroom/Grade Events Special Visitor Days Grandparents, Mothers, Fathers and Special Friends Days Development and Giving If your question is not covered by one of these subject areas, please call the receptionist at 203 869 8464 for assistance or contact the at bnixon@whitbyschool.org. 4

Education Contact Protocol Education FIRST POINT OF CONTACT Find the list of speci!c contact names on page 9. 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 Classroom Teacher/ Advisor Classroom Teacher/ Advisor Team Leaders or Curriculum Leader Team Leaders or Curriculum Leader Assistant Head of Children s House Children s House Consultant Assistant Head of Dean of Curriculum Children s House Children s House Consultant Subject Teacher Curriculum Leader Assistant Head of Children s House Dean of Curriculum Classroom Teacher/ Advisor S.A.I.L. Teacher S.A.I.L. Coordinator Assistant Head of Children s House EDUCATION ADMINISTRATION POLICY & PLANNING COMMUNITY 5

Education Contact Protocol, continued 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 FIRST POINT OF CONTACT WECCP Coordinator Athletics Director Secondary School Placement Officer School Counselor/ Classroom Teacher/Advisor Assistant Head of Children s House Find the list of speci!c contact names on page 9. Athletics Director EDUCATION ADMINISTRATION POLICY & PLANNING COMMUNITY 6

Administration Contact Protocol 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 FIRST POINT OF CONTACT Receptionist Receptionist can direct any question to the appropriate contact. Director of Admissions & Enrollment CFO Director of Institutional Advancement Director of Development Director of Facilities School Nurse Director of Technology Find the list of speci!c contact names on page 9. Director of Institutional Advancement CFO EDUCATION ADMINISTRATION POLICY & PLANNING COMMUNITY 7

Policy & Building Community Contact Protocol 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 Building Community Parent Association PA Events and Committees Classroom/Grade Events Special Visitor Days Grandparents, Mothers, Fathers and Special Friends Days FIRST POINT OF CONTACT Receptionist School Nurse Director of Facilities Find the list of speci!c contact names on page 9. Assistant Head of Children s House Committee Chairs Class Parents Board of Trustees PA President PA Section Leaders Please see Administration>Admissions PA President EDUCATION ADMINISTRATION POLICY & PLANNING COMMUNITY Development and Giving Please see Administration>Development 8

Contact Information Listing 2012-2013 All Whitby faculty and staff email addresses are!rst initial and last name followed by @whitbyschool.org. For example: bnixon@whitbyschool.org : Bryan Nixon : Simone Becker : 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 Please refer to the Faculty/Staff Directory on Veracross Parent Portal 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 reception@whitbyschool.org 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 Please refer to the Directory on Veracross Parent Portal Board of Trustees Patricia Franklin Board Chair, Chair of 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 EDUCATION ADMINISTRATION POLICY & PLANNING COMMUNITY 9