OFFICE PROCEDURE MANUAL - 1 -

VIEnnaChristianSChool

SECONDARY PRINCIPAL

FREQUENCY OF RESPONSIBILITIES

As Needed Responsibilities

Abuse Reporting

Administrative Door Duty

Class Advisors: Activities Approval

Departmental Budgets: Capital Expenditure Plan

Departmental Budgets: Reimbursements and Requisitions

Eagle Announcements

Field Trips

Filing System

Interviewing Prospective Families

Interviewing Prospective Staff Members

Letters of Recommendation

Meetings (Documentation) with parents, staff members, and students

School Board Reports

Staff Absence Requests

Staff Meeting Agendas

Staff Meetings

Student Discipline

Teacher Resources

Daily Responsibilities

Daily News

Email and Phone Calls

Weekly Responsibilities

Administrative Meetings

Lesson Plans

SaturdaySchool

Secondary Team Meetings

Student Discipline: Discipline Folders

Teacher Observations: Informal

Monthly Responsibilities

Quarterly Responsibilities

Academic Probation

Progress Reports (oversight)

Report Cards (oversight)

Semester Responsibilities

Yearly Responsibilities

Spiritual Emphasis Week

Summer

  • Calendar Meeting: Staff Meeting dates
  • Staff Development
  • Staff Orientation and Mentoring: Planning, Information, Mentoring

August

  • Bell Schedules
  • Class Advisors: Orientation Meeting
  • Departmental Budgets: Textbook Adoption
  • Staff Orientation and Mentoring: Classroom Guidelines/Syllabi

September

  • Back to School Night
  • Christmas Vacation: Flight Arrangements and Lesson Plans
  • Class Advisors: Senior TripMeetings
  • Departmental Budgets: Reconciliation FALL
  • Dress Code Assemblies
  • Teacher Observations: Formal (staff notification)

October

  • Departmental Budgets: Timeline
  • Special Events: Fall Festival
  • Support Staff Supervision
  • Teacher Observations: Formal

November

  • Parent Teacher Conferences

December

January

  • Class Advisors: Junior Formal
  • Departmental Budgets: Budget Proposals—Memo to Department Heads
  • Departmental Budgets: Proposals Analysis

February

  • Class Advisors: New Advisors for Upcoming Year
  • Departmental Budgets: Ordering
  • Special Events: International Family Fun Night
  • Teacher Observations: Formal

March

  • Awards and Awards Ceremony: Slide Show/Yearbooks
  • Calendar Meeting

April

  • Advanced Placement Meeting
  • Awards and Awards Ceremony: Planning
  • Gifts for Extracurricular Sponsors
  • Parent Teacher Conferences
  • Seniors: Senior Final Exams
  • Seniors: Senior Interviews
  • Student Surveys

May

  • Awards Ceremony: Eagle announcement
  • Graduation: Valedictorian and Salutatorian
  • Report Cards:Eagle announcement
  • Seniors: Final Exams
  • Seniors: Senior Checkout
  • Special Events: Family Fun Day
  • Student Withdrawal: Eagle announcement

June

  • Awards and Awards Ceremony
  • Departmental Budgets: Reconciliation SPRING
  • Graduation: Ceremony
  • Graduation: Practice
  • Graduation:Signing gifts
  • Seniors: Senior Interview Compilation

DESCRIPTIONS OF RESPONSIBILITIES (ALPHABETICAL ORDER)

Abuse Reporting

Follow the guidelines in the Faculty Handbook under “Child Protection Policy.”

Academic Probation

Information: See Student Handbook for policy

Letters: The Guidance Counselor and Secondary Secretary will work together to create and include a letter for each student who has been placed on Academic Probation.The Secondary Secretary will insure that copies of all Academic Probation Letters are to be permanently kept in the students’ CUM files.

Progress Report: A student who has two Ds, an F and a D, or two Fs at the mid-point in the quarter is sent a warning letter stating that any student with two or more Fs on their report card will be placed on Academic Probation.

Report Cards: All students (except those with special needs or ESL students) who receive two or more Fs receive a letter with their report card stating that they have been put on Academic Probation. The Guidance Counselor will keep a running list that includes all secondary students for each year in the appropriate year’s folder in G:\Secondary Office\Academic Probation.

Meeting: The Secondary Secretary sets up a meeting at which each of the members of the Academic Probation Committee (Secondary Principal, Guidance Counselor, parent, student, and teachers (at least those who gave the Fs)) can be present. The meeting time is included in the letter to the parents. Students on Academic Probation at the end of first and third quarters will have their meetings on Parent Teacher Conference day. At the meeting, the student, parents, and teachers work together to create a plan to help the student be more successful. The Guidance Counselor takes minutes on the meeting and sends a copy to all of the student’s teachers as well as the parents and the Secondary Principal to insure that everyone understands the expectations decided upon at the meeting. In addition, the Guidance Counselor places a copy of the minutes in the student’s CUM folder. The Guidance Counselor maintains primary responsibility for checking in with the student and teachers until the next grading period.

Following Grading Period: The Guidance Counselor takes note of the student’s status the following quarter when Progress Reports are turned in.

  • Students Remaining On Academic Probation:If the student is still in danger of receiving at least two Fs, the Guidance Counselor notifies the Secondary Secretary so that he/she can set up another appt. with the Academic Probation Committee. Once the meeting has been set, the Secondary Secretary generates a letter to the parents stating that the student will remain on Academic Probation and giving the time of the meeting.
  • Students Removed From Academic Probation: If a student’s grades have improved and he/she is no longer in danger of receiving two or more Fs, the Guidance Counselor notifies the Secondary Secretary and a letter is sent to the parents explaining that the student is OFF Academic Probation.

Administrative Door Duty

Purpose: Maintain building security and student safety

Schedule: See Duty Schedule (G:\All School\Duty Schedules) for the dates you have been assigned.

Responsibilities: See the Faculty Handbook for a listing of responsibilities for this duty.

Keys: The key to the Receptionist’s drawers is located in a film canister in his/her mailbox. This key unlocks the drawers immediately to the left of where the Receptionist sits. There is a key on one of the top drawers that opens the cabinet to the left of these drawers, where the computer is housed.

Switchboard: The switchboard at the receptionist’s desk should be kept locked after school and on the weekends. To lock/unlock the switchboard, locate “Lock” on the display and push the button directly underneath it. It will ask you if you want to unlock or lock the phone. Key in “1515.” It will say, “Lock Status Yes or No.” Push the button underneath the Yes or No depending on whether you want to lock it or not.

Door Buzzer: There is a door buzzer located on the floor that can be used to let people in.

Administrative Meetings

Once a week the administrators gather to discuss school-wide issues. The time and day of the week is established at the beginning of each year.

Minutes from prior years can be found in I:\1 Admin Meeting Minutes.

Topics commonly discussed are: recruiting needs, staff issues, budget planning, advertising/PR, policy/procedure review, etc. This is a time where the input of the other administrators can be sought for problematic situations.

The Director is in charge of the Administrative Meetings. The Director’s Assistant will send out a request for agenda topics a few days before the meeting.

One of the secretaries will be scheduled to be present to take the meeting minutes. At the end of the meeting the topics are reviewed. Sensitive issues are removed and then the secretary sends them out in an all staff email.

Advanced Placement Meeting

Work with the Guidance Counselor to plan a meeting for parents and students to hear about the courses and requirements for Advanced Placement the following year.

The Advanced Placement Parent Meeting document located in G:\Secondary Office\Advanced Placement contains the agenda from prior years.

Advanced Placement teachers need to turn in their syllabi in to the Secondary Principal prior to the meeting. Once the syllabi have been approved the teachers should make copies for the students and parents and bring them to the meeting. Each teacher will present an overview of the course he/she is teaching as well as any summer homework assignments.

The Guidance Counselor will provide the students and parents with a due date by when they will need to sign up for Advanced Placement courses.

Awards and Awards Ceremony

Planning: Work together with the Guidance Counselor to coordinate the event. The Guidance Counselor is responsible for coordinating all of the awards and creating the program.

Schedule: The Awards Ceremony is held on the last day of school. Students meet in homerooms from 8:30-9:30am in order to complete checkout. The ceremony is held from 9:30am until it is over. Students are dismissed at the end of the ceremony.

MS Practice: Inform all middle school homeroom teachers to bring their students out to the A.P. room at 8:45am to practice lining up, walking on stage, shaking/receiving, and returning to their seats.

Seating: Middle school students are seated together by grade level in alphabetical order. Have the Secondary Secretary make signs for each MS grade level and cordon off the rows that are needed. Signs should be made to reserve seats for HS on the sides. Parents sit at the rear.

Music:The Guidance Counselor will talk to the music teacher before hand to have him/her prepare to lead 3 praise songs with the MS and/or HS praise band.

Slide Show/Yearbooks:In March, talk to the Yearbook Teacher about having the Yearbook class create an end of the year slide show which will end the assembly. Discuss with Yearbook teacher about how he/she wants to pass out the yearbooks to Primary-12th grade on the last day of school. (Usually the Yearbooks are given to the Elementary teachers the day before to be passed out in the morning of the last day of school. The Secondary students receive their’s after the Awards Ceremony.)

Eagle Announcement: Put an announcement in the Eagle inviting parents to the Awards Ceremony.

Secondary Parents,

You are invited to celebrate the achievements of our middle school and high school students at our annual Secondary Awards Ceremony on [date] at 9:30am.

Looking forward to seeing you!

Miss Smith

Secondary Principal

Back to School Night

Schedule: All parents meet in the A.P. room at 7:15pm. Parents should pick up their child’s schedule. At 7:30pm the Secondary Principal welcomes the parents and gives a brief explanation of the evening. See G:\Secondary Office\Back To School Night\Back to School Night Agenda.

Eagle Announcement: Put an announcement in the Eagle with an overview of the night for the 2 weeks before Back to School Night. Inform parents that the students will be bringing home their schedules, which parents should bring with them to Back to School Night. Sample announcement:

Back to School Night: Next Thursday, [date], parents are invited to Back to School Night. We will meet together in the A.P. room at 7:30pm, after which you will follow your son or daughter's class schedule.This will be a wonderful opportunity for you to meet your child's teachers,hear classroom expectations, and get a quick overview of what your son or daughter will belearning in each class during thisschool year.Your time in classes will be brief,so please schedule appointmentswith specific teachers if you have questions regarding your child's progress.

High school parents are requested to meet in the rooms listed below after Back to School Night (8:55pm) for short meetings regarding fundraising and class activities for the year. I will meet with the 12th grade parents to discuss the senior trip and graduation.

9th Grade: room 201

10th Grade: room 005

11th Grade: room 203

12th Grade: room 202

Inform teachers:

  • Have handouts available for parents (Classroom Guidelines, Syllabus, etc.). This is not a time for parent conferences, have them set up a meeting if they want to discuss issues specific to their children. Try and be out of the building by 9pm.
  • If classes want to have parent meetings after Back to School Night, Class Advisors should schedule them and communicate with their students’ parents regarding time and room number where the meeting will be held.
  • Senior Advisors need to have a meeting to discuss Senior Trip Contract, finances, and Graduation. The Secondary Principal will be present to answer questions.

Schedules for Parents:

  • Update the bell schedule for Back to School Night. Have the Secondary Secretary put it in all secondary teachers’ boxes. G:\Secondary Office\Back To School Night\Back to School Night Bell Schedule.
  • A second set of schedules should be printed out by the Secondary Secretary for parents who show up without their child’s schedule. Have the Guidance Counselor and Secondary Secretary set these out on tables around the A.P. room (one grade level per table with grade level signs posted on the wall above each table). The Guidance Counselor and Dean of Students should be available at Back to School Night to help parents locate their child’s schedule, rooms, etc.

Dinner for Staff at 5pm

  • Handled by Director’s Administrative Assistant. Usually pizza ordered from Pizza Fantastica.

Bell Schedule

Day 1 and 2 of School: Update and print the [Current Year] First & Second Days of School.doc(located in G:\Secondary Office\Schedules\First & Second Days of School) Give to all staff members during All Teacher Orientation.

Year Plan Bell Schedule: Update and email [Current Year] Bell Schedule(located in G:\Secondary Office\Schedules\Bell Schedules) for the year to Wolf Paul (including the first two days of school, Back to School Night, Spiritual Emphasis Week, half days, and chapel days) so he can set up the bells.

Calendar Meeting

The Secondary Principal is responsible to lead this meeting. Bring the current year’s calendar with you as a guide.

Date: Hold meeting on the 3rd Quarter work day (usually the end of March) from 10 am-12pm.

Board Meeting Dates: Obtain the board meeting dates for the following year from the Board Secretary BEFORE the calendar meeting and put them on the calendar. Avoid drama events on those dates.

Staff to Attend: PTF President, Class Advisors, Athletic Director, Drama Director, Student Ministries, Music Teachers, Student Council Advisors, Chaplain, Guidance Counselor, Elementary Principal and anyone else who wants to schedule an event on the school calendar.

Preparation:

  • Email: Send out an all staff email including the date, time and location of the meeting.
  • Calendars: Have the Director’s Assistant print out calendars for all participants and put them in their boxes a week before so that they can chooses tentative dates. Class Advisors will need to discuss fundraisers with their classes before the calendar meeting.

Sports: Two away games per team are allowed each season. They should be scheduled on Fridays. Try to schedule them on one blue and one gold day.

Hot Lunches: Class Advisors and the PTF President stay after to plan out the hot lunch dates and menus.

Staff Meetings: Add Staff Meeting dates once the calendar is set. Meetings are held every other week on Thursday from 3:45-5:15pm.

Class Advisors

Information regarding Class Advisors and fundraising is located in G:\Secondary Office\Class Advisors. Information regarding hot lunch, Senior Store, and fundraisers from prior years are stored in this file. Direct Class Advisors to this file for ideas.

Orientation Meeting: Meet during orientation with Class Advisors to discuss specific issues for that year. Pass out Fundraising Guidelines located in G:\Secondary Office\Class Advisors. Talk with Senior Advisors about timelines, senior trip planning, Senior Trip Contract, etc. and plan to meet with sponsors, students and parents after Back to School Night to discuss all of the above. (Prior years’ meeting minutes located in G:\Secondary Office\Class Advisors\Advisor Meetings).

Activities Approval:Class Advisorsmust get approval from the Secondary Principal for any activities held on campus. Once approval has been granted, the Class Advisors need to reserve the facility with the Business Manager. The Business Manager will provide the Class Advisors with a Checklist for Facility Usage located in G:\All School\Facility\Facility Usage Doc.

Junior Formal: Schedule a meeting with the Junior Class Advisors in January to discuss guidelines for the Junior Formal. The Junior Formal is scheduled in the spring. See the Junior Formal Guidelines in G:\Secondary Office\Class Advisors.

New Advisors for the Upcoming Year: In February, determine new Class Advisors for the upcoming year’s 9th grade class as well as filling spots for Class Advisors who are leaving. Notify Class Advisors to talk to classes prior to the Calendar Meeting at the end of March to determine how many hot lunches they would like to do as well as fundraisers.