Department of Defense Education Activity

Alconbury ES: Policies and Procedures

Visitors and Guests

Parents are welcome to visit our school. All visitors must report to the office on arrival at school to sign in and receive a badge. If you wish to visit your child's classroom, please arrange a time and date with the teacher. This allows the teacher to tell the children about your visit, which tends to lessen the disruption to classroom routines. Classroom instructional time cannot be used for parent/teacher conferences. Any time during school hours a visitor/parent enters the school, he/she must first report to the office.


Immunization screening is a condition of attendance in DoDEA. Sponsors will be provided with DoDEA Form 21942.0-M-F1, 07 Jun 06, DoDEA Certificate of Immunization, at the time of registration. Children will not be allowed to start school without the appropriate immunizations or legal waiver thereto. Once completed, the form will be kept on file with the child's school records. This form is only required at the time of initial enrollment of the child.

Prior to enrollment, children are required to have the basic and age appropriate immunizations: Varicella, Hepatitis B, Polio, Measles, Mumps and Rubella (MMR), and Diphtheria, Pertussis, Tetanus (DPT). They must have at least 3 doses, one of which must be after the fourth birthday. (Diphtheria and tetanus immunizations are then required every 10 years. Pertussis is not required after 4 years of age.) The Meningococcal Conjugate Vaccine and Diptheria Toxoids & Acellular Pertussis Vaccine (TDAP) are required of the 11/12 age group.

Dismissal During the School Day

If a student needs to leave school at any time during the school day, certain procedures must be followed. If you are aware ahead of time that your child will be leaving school, please send a note to your child's teacher explaining the reason, time and person picking up the child if it is not you. At the designated time (even if you have written the note) you must come to the school office to sign out your child and receive a slip to give to the teacher when you pick up your child from the classroom. Under no circumstances are you to pick up your child without coming first to the office. The office is accountable for the whereabouts of every student during school time.

The school must be notified if someone other than the parent/guardian is picking up your child.  The office will not authorize release of the student unless the parent/guardian has written a note, verbally notified the school, or has the adult designated as an emergency contact. In such cases, ID will be requested.

When returning to school from an appointment, you must sign your child back into school. Your child will then be given a re-entry permit to turn into his/her teacher. Please do not return your child directly to the classroom.

Children who leave school early after 2 pm will not be logged as absent. If a child leaves school before 11 am and does not return, he/she will be registered absent for the full day. If your child leaves school after 11 and does not return, he/she will have a recorded half day absence.

Entry During the School Day

A child not in the classroom at 0830 is considered tardy. If your child is tardy or returning from an appointment, you must bring the child to the office and sign him/her in. They will be given a class re-entry permit explaining the reason for being late. This will be turned in to the teacher. Students arriving after 0930 are coded as absent for a half-day. A child leaving prior to 1400 is coded as absent for a half day. Mid- day appointments causing a child to miss more than one hour of instructional time get coded as a half-day absence.

Prohibited Items

DoDEA enforces a no weapons policy. Students and parents are hereby notified that possession of weapons (see 'Weapons' section below) or replicas of weapons can result in expulsion from school.

In addition to weapons, students are not allowed to bring knives, matches, lighters or other dangerous objects to school. Toys, electronic devices, trading cards, chains, (even on wallets or keys) CD's and water guns should not be brought, as they tend to distract children from their learning tasks. Possession of tobacco in any form and alcohol will not be tolerated. Gum is not allowed in school. This list is not all-inclusive. If you have any doubt about bringing an article to school, consult the school office. Nuisance items, which are dangerous to the safety of others or have the potential to cause damage to personal or school property such as fireworks, smoke & stink bombs, eggs and shaving cream will be confiscated and not returned. When appropriate these items will be given to the Security Police. Prohibited items will be confiscated and released only to the sponsor.

It should be noted that possession or use of a weapon or prohibited items on DoD property is a crime and will be reported to security officials. Disciplinary action may include suspension or expulsion. DoDEA supports a no tolerance policy for weapon possession.

Attendance Policy

It is the responsibility of parents to notify the school before 9:00 AM any time your child will be/is absent. The Department of Defense Education Activity (DoDEA) educational program is organized on the assumption that students will attend school regularly and punctually. Students may not leave the classroom or school grounds without permission. Regular attendance at school is critically important. The purpose of this action is to ensure the safety of the child, establish patterns of good attendance, and to ensure that students and educational programs have an opportunity to be successful. Children who are taught at home and school that punctuality and attendance are behaviors expected of responsible citizens not only do better in school, but also learn a life skill that serves them well in later years in the adult world. Attendance is taken each morning and entered into a computer program by 0900 hours daily. At that time, if a reported absence is unexcused, the office will call the parents that morning to make certain that the student is fine and accounted for. For any absence, a signed, written note from the parent of the student is needed to consider the absence "excused", without a note from the parent, the child's absence is recorded as "unexcused" by DoDEA regulation:

  1. Illness or injury to the student.
  2. Family emergency such as severe illness, injury or death.
  3. Medical or dental appointments (please schedule after hours, as much as possible).
  4. Meeting religious obligations.

To report your child(ren)'s absences please email: by 9:00 AM.

School Hours and Contacts

Office of DoDEA Policy

The Policy Team of OPLP administers and operates the DoDEA Issuance Program, the Issuance Focal Point Working Group, and facilitates DoD-level issuance coordination for DoDEA.

Policy and Legislation