ARCOLA ELEMENTARY

AFTER SCHOOL ENRICHMENT

Guideline Agreement for Parents Enrolling After School Enrichment Students

The following is a list of After School Enrichment (ASE) guidelines for Parents. The guidelines are subject to change without written notice. Guidelines may be added or deleted by the PTA as needed. These guidelines are established to ensure the safety of the students and the quality of the program.

REGISTRATION: Class registration will be completed online via our ASE Customer Portal found as a hyperlink on the Arcola Elementary School PTA website. Space for each class is limited and will be filled on a first-come, first-served basis.

PAYMENT AND REFUNDS: Payment of the PTA $6 registration fee per class is made online at the time of registration. At the time of registration, there is a 24 hour grace period for dropping a class where the PTA $6 registration fee will be refunded. After the 24 hour grace period, the PTA $6 registration fee is non-refundable unless the class is canceled due to low enrollment.

No instructor payment will be accepted by the PTA. The instructor fee must be paid directly to the instructor holding the class. Parents are required to pay the instructor fee by the due date, which is the Thursday before the classes begin, to retain their student’s space on the class roster. If payment is not made to the Instructor by the due date, the student’s position on the class roster is forfeited and the space will be offered to the next student on the class wait list. No refunds of instructor fees will be given after the instructor fee due date. If a student retains a spot on the class roster at the time the class begins, payment must be made to the instructor even if the student decides not to attend the class.

CANCELATIONS POLICY: If class enrollment does not meet a minimum number of students, the PTA ASE reserves the right to cancel the class. When this occurs, the PTA ASE will notify the Parent as soon as possible. In the case of a school closing or early dismissal with all ASE classes being canceled the Instructor will reschedule the class using the make-up dates at the end of the session. If the class is canceled due to a conflict on the part of the Instructor, the Instructor must have verbal contact with the Parent as soon as possible. The Instructor will arrange for a make-up class using the designated make up dates. If the Instructor schedules a make-up class outside of the make-up dates and the student cannot attend the make-up class, the Instructor must refund the Parent for that canceled class.

STUDENT BEHAVIOR: Students are expected to be respectful at all times during the class. They must be able to work independently and follow instructions. If a student's behavior is disrupting the class:

  • 1st infraction: The Instructor should give the student a warning and discuss the disruption with the parent at the time of pick-up.
  • 2nd infraction: The Instructor should give a second disciplinary notice to the student, may excuse the student from further participation in that day's class, and escort the student to the office until parent pick-up. The Instructor should discuss the disruption with the parent at the time of pick-up. The Instructor should complete a "Notice of Incident" to be provided to the parent and to the PTA ASE.
  • 3rd infraction: The Instructor should give a third disciplinary notice to the student, may excuse the student from further participation in that day's class, escort the student to the office until parent pick-up and may choose to expel the student from the remainder of classes for this session. The expulsion must be discussed with the parents at the time of pick-up. The Instructor should complete a "Notice of Incident" to be provided to the parent and to the PTA ASE. The parent will not be reimbursed for the remaining classes due to the student's expulsion.
  • The Instructor may use the in-class phone system to contact the front office for assistance in removing the student until their parent can arrive for pick-up.

SNACKS: In accordance with the Loudoun County policy, Arcola Elementary is a nut-free environment. Instructors are not permitted to provide food items to the students. However, Instructors may make a decision to allow students to enjoy a nut-free snack brought from home prior to the class beginning.

CLASS DISMISSAL: Students must always be paired with another student if leaving the room during the class (e.g. going to the restroom or office). Instructors must dismiss each student to their parent or another person authorized by the parent. At pickup, parents must exit their vehicles and approach the instructor and students may not walk into the parking lot or bus loop alone. If the student is to be dismissed to the CASA program, the Instructor must walk these students to the cafeteria. If the parent is more than 10 minutes late to pick-up their child from class, the Instructor may charge a $10 fee, plus an additional $10 for every 10 minutes thereafter (e.g. if the parent is 22 minutes late the Instructor may charge the parent $20). Instructors should expect to collect late pick-up fees at the next class meeting. Instructor may not leave the students unattended in the classroom nor leave the classroom until all children have been dismissed.

ASE SCHOLARSHIPS: Scholarships are available to qualifying students each ASE session. Please contact the Parent Liaison, Guidance Counselor or School Principal for more information and eligibility.

PARENT RESPONSIBILITY: Parents must notify their child's homeroom teacher of any ASE plans. Parents will notify the Arcola Elementary absentee line (Mrs. Austin) of your child's absence from any ASE class. Parents must provide accurate contact information to the Instructor.

PARENT COMPLAINTS: Any Parent complaints should be directed to the PTA or ASE Board Member.