Department of Defense Education Activity

Alconbury ES: Policies and Procedures


General Information

For safety reasons, all visitors and volunteers must report to the school’s front office immediately upon entering the school.

Due to COVID-19, schools are currently minimizing volunteers/visitors in the classroom.

A visitor/volunteer is someone who is not a school employee or enrolled student and enters the school during operating hours. The school administration has the final determination on visitors/volunteers authorized to be at the school. When visiting, visitors/volunteers may go only to the approved area indicated as their destination when signing in at the front office. All visitors will receive an appropriate visitor’s badge, which is to be displayed conspicuously at all times while on school grounds. Any change to the designated location must be approved by the school’s front office before the visitor/volunteer can access a different location within the school. Upon finishing their visit, visitors/volunteers must check out at the front office, return the visitor’s badge, and exit the school. Parents are welcome to visit the school and classrooms to observe the school’s programs for brief periods of time that do not interfere with instruction. Approval by school personnel is required for this type of visitation.

Learn more about volunteering at your school's Get Involved page.

DoDEA school administrators, in partnership with sponsors/family members, students, and military leaders, promote communication through the establishment of advisory committees to address issues (school initiatives, procedures and policies) locally. This is a system-wide way for parents to get involved in their child’s local school. Consult your child’s school to learn more about school advisory committees.

Learn more about SAC's at your school's Get Involved page.


Proof of Eligibility: The sponsor does not need to be present at registration, as long as the parent or other adult registering the child has all the necessary paperwork, in accordance with DoDEA Regulation 1342.13, “Eligibility Requirements for Education of Elementary and Secondary School-Age Dependents in Overseas Areas,” September 20, 2006, as amended, and DoD Instruction 1342.26, “Eligibility Requirements for Minor Dependents to Attend Department of Defense Domestic Dependent Elementary and Secondary Schools (DDESS),” March 4, 1997. 

The following documents are necessary to complete the registration process:

  1. Proof of age;
  2. Medical records, including information on medical conditions, medications, and all dates and types of immunizations;
  3. Official documents to support eligibility (e.g., letter of employment, contract, permanent change of station [PCS] orders, etc.); and
  4. Proof of on-base residence (applies to students enrolling in DoD domestic schools).

Contact the registrar at your child’s school to update your child’s information or visit your school's registration page for more information on enrollment. 

In accordance with the policy stated in DoDEA Regulation 2095.01, “School Attendance,” August 26, 2011, as amended, school attendance is mandatory. All students are required to attend school to ensure continuity of instruction and that they successfully meet academic standards and demonstrate continuous educational progress. School attendance is a joint responsibility between the parent or sponsor, student, classroom teacher, school personnel, and, in some cases, the Command. Students with excessive school absences (or tardiness) shall be monitored by the Student Support Team to assist in the completion of all required work and successful mastery of course objectives.

Daily student attendance is identified based upon a quarter of the school day formula. Students will be identified as present or absent, based on the following criteria:

  1. Absent up to 25% of the school day = absent one-quarter of the school day
  2. Absent between 26%–50% of the school day = absent one-half of the school day
  3. Absent 51%–75% of the school day = absent three-quarters of the school day
  4. Absent 76%–100% of the school day = full-day absence

DoDEA considers the following conditions to constitute reasonable cause for absence from school for reasons other than school-related activities:

  1. Personal illness;
  2. Medical, dental, or mental health appointment;
  3. Serious illness in the student’s immediate family;
  4. A death in the student’s immediate family or of a relative;
  5. Religious holiday;
  6. Emergency conditions such as fire, flood, or storm;
  7. Unique family circumstances warranting absence and coordinated with school administration;
  8. College visits that cannot be scheduled on non-school days; and
  9. A pandemic event.

Unexcused absences may result in school disciplinary actions. An absence from school or a class without written verification from a parent or sponsor will be unexcused. Student attendance is calculated based upon the date of enrollment in a DoDEA school, which may occur anytime during the school year. Student attendance monitoring is designed to provide a continuum of intervention and services to support families and children in keeping children in school and combating truancy and educational neglect. Parents should notify the school of their child’s absence 30 minutes after the start of the school day.  Too many unexcused absences may trigger the Student Support Team to convene.

More about DoDEA Attendance Policy (

The Principal may authorize an accelerated withdrawal of a student who must withdraw from school 20 or less instructional days prior to the end of a semester, in accordance with Section 3.1.d, of DoDEA Administrative Instruction 1367.01, “High School Graduation Requirements and Policy,” [TBD]. Accelerated withdrawal will only be considered if the parent/sponsor presents PCS orders. The parent or sponsor must present verification of the date required for the student to depart from the school (e.g., PCS orders). All of the conditions of an accelerated study program outlined by the student’s teachers must be met prior to withdrawal in order for grades to be assigned and credit to be granted. Students who withdraw prior to the 20-day limitation of the accelerated withdrawal policy will receive “withdrawal” grades rather than final grades. In this case, the sponsor/parent should notify the school two weeks prior to the date of withdrawal.

Report Card and Testing Information

At the beginning of each course or grade level, every DoDEA teacher shall make available information regarding grading policy and course requirements to parents and students. This information will be provided to parents and students by the end of the first month of the school year or by the end of the first month of the semester in the case of a semester course.

If any student demonstrates unsatisfactory progress or achievement, teachers must notify parents with enough time to correct the deficiency. Notification must occur as soon as unsatisfactory achievement is evident, and not later than the midpoint of the nine-week grading period.

Timely and accurate reporting of student progress shall be accomplished for students in grades 4–12, using the approved DoDEA Electronic Gradebook (EGB) System. All assignments (e.g., quizzes, tests, examinations, homework, speeches, etc.) that are used to assess and report student progress shall be promptly evaluated and/or graded, posted in the EGB, and returned to the student. The normal period of evaluation and posting should be no longer than ten calendar days from the day the assignment is collected, with reasonable exceptions for large projects. At a minimum, one assignment or grade should be recorded per week in the EGB System. To create an account and access the EGB System, please visit Gradespeed ( for instructions.

A traditional letter grading system will be used for grades 4–12 report marks.

Grade Numerical Range Description


90 – 100

Excellent: Outstanding level of performance


80 – 89

Good: High level of performance


70 – 79

Average: Acceptable level of performance


60 – 69

Poor: Minimal level of performance

F (failing)

0 – 59

Failing (No credit awarded)

For purposes of calculating a student’s high school GPA, the following scales shall be used:

Unweighted Standard Scale Weighted Advanced Placement (with AP exam)











For grades K–3, achievement codes rather than letter grades will be used.

Code Description


Consistently Displayed: Student exhibits the skills/behaviors independently with minimal teacher support.


Developing/Progressing: Student exhibits the skills/behaviors with teacher guidance and support.


Not Yet Evident: Student exhibits the skills/behaviors in isolated or rare instances, or with a great deal of support.  The performance is inconsistent and below the normal range of expectancy for a student at this grade level.


Not addressed: The knowledge, skills, and practices embodied in the grade-level standards were neither taught nor evaluated this marking period.

Student Rights and Responsibilities

Students are expected to actively participate in the educational process, including school-sponsored activities in and outside of the classroom, as deemed appropriate. Students should bring to the attention of a school employee behavior or activities that may endanger the safety and well-being of themselves or others.

Students shall:

  1. Comply with policies, procedures and standards for student behavior;
  2. Refrain from conduct or behavior that is disruptive;
  3. Respect the rights and human dignity of other students and all school employees;
  4. Attend school and classes regularly, and punctually and make a conscious effort in all classes;
  5. Participate in and take advantage of educational opportunities provided by DoDEA schools;
  6. Assist school employees in operating a safe school by abiding by the laws of the United States, the local military installation, the host nation, and DoDEA policies, regulations, and procedures;
  7. Properly maintain school property and use school property and equipment for educationally authorized purposes;
  8. Promptly bring to the attention of a DoDEA school employee behavior or activities that may endanger the safety and well-being of themselves or others and to cooperate with school threat assessment procedures; and
  9. Promptly report to the DoDEA School Principal, or another DoDEA school employee, incidents or complaints, including, but not limited to, discrimination, sexual harassment, sexual assault, or non-sexual harassment, based on race, sex, color, national origin, disability, religion, age, sexual orientation or status as a sponsor, parent or legal guardian; intimidation, hazing, bullying (including cyberbullying), or retaliation against persons who report or participate in the investigation of such incidents herein.

Students are expected to dress in a manner that complies with the school’s dress code policy as directed in DoDEA Administrative Instruction 1353.01, “Students Rights and Responsibilities,” April 6, 2021. Please refer to your school’s Web site or school handbook for specific dress code policy.

Student Conduct and Discipline

Management of student behavior is a responsibility shared by students, sponsors/parents/guardians, teachers, and the military command and school communities in general, in accordance with DoDEA Administrative Instruction 1353.01, “Student Rights and Responsibilities,” April 6, 2021. Student behavioral management consists of teaching and reinforcing positive student attitudes and behaviors. Students shall treat teachers, administrators, and other school staff with courtesy, fairness, and respect; and teachers, administrators, and other school staff shall treat students with courtesy, fairness, and respect. All students will be disciplined in a fair and appropriate manner. School administrators shall operate and maintain a safe school environment that is conducive to learning. School administration will ensure prompt investigation and response to incidents or complaints involving students made by students, parents, teachers, or DoDEA staff members.

In accordance with the policy stated in DoDEA Administrative Instruction 1347.01, “Student Disciplinary Rules and Procedures,” April 7, 2021, discipline shall be progressively and fairly administered. Disciplinary actions include, but are not limited to, verbal reprimands, conferences, detention, time-out, alternative in-school placements, school service programs, community service and counseling programs. Other behavior management techniques will be considered prior to resorting to more formal disciplinary actions that remove a student from school for a suspension (short or long term). Long-term suspension or expulsion following a first offense may be considered when a student poses an immediate threat to his or her safety or the safety of others (e.g., offenses involving firearms or other weapons, fighting or violence, or the possession, use, or sale of drugs). Additional rules and procedures can be reviewed in DoDEA Administrative Instruction 1347.01.

It is DoDEA policy that discipline be maintained consistently and appropriately. We encourage students to grow in self-control, develop a sense of regard for fellow students, and have pride in their school community. Students have the responsibility for conducting themselves in a manner that does not violate the rights of other people. Along with staff, students share the responsibility of developing a caring climate within the school that is conducive to productive learning.

  • Show respect for the learning of others by not displaying disruptive behavior.
  • Protect others and self from danger and injury.
  • Demonstrate respect for school property.
  • Obey all school adults promptly.
  • Use appropriate language.
  • Wear appropriate attire to school.
  • Take responsibility for own actions.
  • Bring no items that could cause physical harm to oneself or others.
  • Toys and other entertainment items (electronic or otherwise) brought from home are prohibited in classrooms,common areas or on the bus or playground.

In the wake of school violence throughout the world, it is important to analyze the causes of violence and implement preventive measures to assure that every student and adult will feel secure in the school environment. DoDEA implemented a system-wide Bully Prevention program as a part of the Safe Schools and Character Education program.

Stop Bullying now

Bullying is defined as a means to have power over another and it takes many forms: physical, verbal, and indirect such as gossip and isolation. Bullying leaves long-lasting scars for its victims. Bullies have a higher incidence of antisocial behavior, domestic violence and crime as adults. Society pays a heavy toll for tolerating bullying behavior and bullies.

In DoDEA schools and community, bullying will not go unchallenged and will not be tolerated. All students, staff members, parents and the community play vital roles to ensure our children are not bullied, do not act as bullies, and will not allow others to bully. Our schools have a moral obligation to provide our students and the school community with the proper information, prevention strategies, and defenses to create a safe, accepting and caring environment for all.

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.

In order to progressively provide disciplinary responses, the Europe South & West District puts the following matrix in place to be followed by administrators:

Category I: Minor Infractions

Category I:  Minor Infractions Referral Possible sanctions for Category I infraction may include, but are not limited to, one or more of the following actions:
  • Tardiness (to class or to school)
  • General classroom misconduct
  • Failure to follow general instructions
  • Public display of affection /Improper show of affection
  • Eating/drinking in class (gum included)
  • Loitering in an unauthorized area
  • No hall pass
  • Running, playing, or horseplay (hall or grounds) that may en-danger self or others
  • Unauthorized sale of items (candy, etc,)
  • Dress code violations which the student refuses to correct
  • Minor disrespect (talking back, rolling eyes, etc.)
  • Other minor offenses
Referral 1: Warning and/or contact with the parent/guardian
Referrals 2-4: Warning, parent contact, and/or detention, Saturday School; 1 day InSchool Suspension
For Referrals 5 and each additional referral. Warning, parent contact, and/or detention, Saturday School; 1 day In or Out of- School Suspension. Once a student has accumulated a minimum of 5 referrals, a behavior plan may need to be created to address behavioral concerns.

An administrator may offer the following alternatives to Out-of-School Suspension:

  • A parent may opt to shadow his/her child for one day instead of any 1 day out of school suspension. A parent is not to be an active participant in the class and is to be an observer only.
  • The Principal at each school may limit the number of times that shadowing is allowed instead of Out of School Suspension (OSS).

NOTE: If the offense has taken place in the teacher’s classroom (with the exception of tardies), all teachers are generally expected to deal with Category I offenses in an appropriate manner prior to referring a student to an administrator (including parental contact and referral to guidance). The consequences listed above come into effect only after the student has been referred to an administrator

Category II: Serious Infractions

Category II:  Serious Infractions Referral Possible sanctions for Category II infraction may include, but are not limited to, one or more of the following actions:
  • Using portable communications devices contrary to school policy (e.g., beepers, cell phones, personal computers, Blackberry’s, iphones; other similar devices capable of receiving or transmitting audio, video, picture, or text message; portable electronic devices, including: cameras, electronic games, portable radios, compact disc players, iPods, portable DVD players, or similar devices). Such equipment and devices are subject to confiscation by school authorities. (Individual principals will determine the locale for keeping such devices during the school day.)
  • Minor Vandalism ($25 or less) (Restitution required)
  • Minor Theft ($25 or less) (Restitution required)
  • Leaving school grounds without administrative permission (also includes failure to sign out)
  • Falsifying, forging, cheating, or plagiarizing the work of others. (written or verbal)
  • Abusive, profane, or obscene language, gestures, or material (student to student): This includes, but is not limited to the following references: race, religion, gender, creed, national origin, personal or physical attributes, disability, intellectual ability, or matters pertaining to sexuality.
  • Failing to leave the school, the school grounds, the school bus, or otherwise failing to follow the instructions/directions of the principal or staff member in charge after being told to do so; or is otherwise not authorized to be present in such areas (e.g., expelled or removed).
  • Disrupting school activities or otherwise willfully defying the valid authority of supervisors, teachers, administrators, school officials, or other school personnel engaged in the performance of their duties. This provision includes not only horseplay and other forms of disorderly conduct, but also includes: lying to and/or making false statements to school personnel, and/or the violation of other rules and guidance established for an orderly educational atmosphere.
  • Possessing or using tobacco, or any product containing tobacco or nicotine products; including, but not limited to: cigarettes, cigars, miniature cigars, clove, smokeless tobacco, snuff, chew packets, and betel nut or related paraphernalia (lighters, matches, rolling paper, etc.)
  • Any activity that endangers self or others while at school
  • Violating attendance regulations or policies (i.e., truancy).
Referral 1: After School Detention
Referrals 2: Detention or Saturday School or Work Detail
Examples of work detail: working the booster tent, help setting up the football field; assisting at the track meet, etc.
Referrals 3: 1 day In or Out of School Suspension
  Referral 4: 2-3 Days of the combination of Saturday School, and/or In or Out of School Suspension
  Referral 5: 3-5 Days of the combination of Saturday School, and/or In or Out of School Suspension.

An administrator may offer the following alternatives to Out-of-School Suspension:

  • A parent may opt to shadow their child for one day instead of any 1 day out of school suspension. A parent is not to be an active participant in the class and is to be an observer only.
  • The Principal at each school may limit the number of times that shadowing is allowed instead of OSS.

Category III: Severe/Extreme Infractions

A student may be disciplined, to include removal from school (i.e., suspension, expulsion, or out of school placement) in appropriate circumstances; when a preponderance of the evidence demonstrates that the student has engaged in any of the following acts of misconduct:

  • Causing, attempting to cause, or threatening to cause, physical injury to another person; or has threatened to use or has used physical force against any person, including physical force that causes serious bodily injury to a person, as defined by section 1365(h) (3) of 18 U.S.C. (reference (k)).
  • Possessing, using, or transferring to another person any dangerous weapon (section 930(g)(2) (reference (j)), (e.g., any firearm, knife, explosive, incendiary device, or dangerous object) at the school or at a school-sponsored activity. A minimum 1-year expulsion is required for the possession of firearms.
  • Possessing, using, distributing, or the attempted possession; use; or distribution of alcoholic beverages.
  • Possessing, using, distributing, or the attempted possession; use or distribution of any illegal/controlled substance; as defined in enclosure 2. A mandatory expulsion recommendation is required for a second offense.
  • Offering, arranging, using, or negotiating to sell drug paraphernalia, or the unlawful possession of drug paraphernalia.
  • Robbing or extorting, or attempting robbery or extortion.
  • Damaging or vandalizing school, U.S. Government, contractor, or private property.
  • Stealing, wrongfully appropriating, or attempting to steal or wrongfully appropriate; or knowingly receiving stolen school, Government, contractor, or private property.
  • Gambling in any form.
  • Fighting or otherwise engaging in conduct that endangers the well-being of a student or others.
  • Bullying (including cyber bullying) another, or a group (e.g., engaging physical intimidation, taunting, hazing, name calling, insulting, cursing, gesturing, or verbally abusing any person; including, but not limited to: comments, abuse, or harassment based on that person's race, religion, gender, creed, national origin, personal or physical attributes, disability, intellectual ability; and matters pertaining to sexuality, or characteristics of another person or the associates of another person).
  • Engaging in, or attempting to engage in, acts of arson, making a threat to bomb, burn, or destroy in any manner a school building or school property, or intentionally making a false report of a bomb threat or fire (e.g., making a terrorist or bomb threat, pulling a fire alarm, etc.).
  • Possessing or using fireworks or other explosive devices.
  • Violating the terms and conditions of the DoDEA Student Computer and Internet Access Agreement, or by illegal or unauthorized means gain access to the computers, software telecommunications, and related technologies of others; engage in any willful act that causes physical or financial damage or otherwise disrupts information technology, or use a computer or communications device to communicate threatening, harassing, indecent messages; or download obscene or pornographic materials.
  • Violating any law, rule, regulation, or policy of the military installation or the school.
  • Failing to report or otherwise be complicit in the above-described acts.


Each student, together with the student’s parent or guardian (if applicable), shall acknowledge and sign Form 700, “Use of DoDEA Internet and Use of Information Technology Resources,” before he or she is assigned a user account. In accordance with Enclosure 4 of DoDEA Administrative Instruction 6600.01, “Computer Access and Internet Policy,” February 16, 2010, the following are required of all students:

  1. Students shall use DoDEA information technology (IT) resources, including computers, electronic mail, and internet access, only in support of education and for research consistent with the educational objectives of DoDEA; 
  2. Students shall respect and adhere to all of the rules governing access to, and use of, DoDEA’s IT resources; 
  3. Students shall be polite in all electronic communication;
  4. Students shall use courteous and respectful language and/or images in their messages to others;
  5. Students shall not swear, use vulgarities, or use harsh, abusive, sexual, or disrespectful language and/or images;
  6. Students who misuse DoDEA IT resources are subject to disciplinary measures; and
  7. Students’ accounts will be deactivated upon transition out of a DoDEA school.

The signed agreement (Form 700) is to be retained in the administrative office at the student’s school for the duration of the student’s enrollment. A copy will be provided to the student and, if applicable, the student’s parent or guardian.

Use of personal social media between parents/teachers/students is discouraged.  The only acceptable form of social media communication between parents/teachers/students is through official school social media.

SUBJECT: Computer Access and Internet Policy DoDEA AI 6600.01

POLICY: It is DoDEA policy that:

  1. The use of DoDEA IT resources shall be permitted for official and authorized purposes including communication, research, and educational or professional development in support of the DoDEA mission.
  2. Internet use for educational, administrative, and research purposes will be encouraged and supported in agreement with the terms and conditions contained in the DoDEA Technology user agreement policy
  3. All use of DoDEA IT resources will be accomplished through individual user accounts, except as specifically authorized by the Designated Approving Authority (DAA).

If a student violates the DoDEA Technology user agreement policy, the following actions will be imposed.

Category I: Minor Infractions Referral Possible sanctions for Category I infraction may include, but are not limited to, one or more of the following actions:
  • Misuse of email
  • Using inappropriate language
  • Being abusive or impolite
  • Contacting inappropriate persons
  • Using e-mail at inappropriate times
Referral 1: Warning, Parent contact, and/or Detention
Referral 2: Suspension of email for 10 Days
Referral 3: Termination of email for SY and Administrative Action
Referral 4: **Administrative Action
Category II: Serious Infraction Referral Possible sanctions for Category II infraction may include, but are not limited to, one or more of the following actions:
  • Sending or receiving offensive materials
  • Violating copy right
  • Using computer resources without permission
Referral 1: **Administrative Action
Referral 2: Suspension of LAN and email for 2 weeks
Referral 3: Termination of LAN & email accounts RESTRICTION of computer usage
Referral 4: **Administrative Action
Category III: Severe Infraction Referral Possible sanctions for Category III infraction may include, but are not limited to, one or more of the
following actions:
  • Damaging Hardware. Software, or network
  • Changing configurations
  • Accessing another users private Files (i.e. H:drive files)
  • Modifying using , deleting or misusing public files (K:or common drive, teacher files)
  • Using another user’s account or allowing him/her to use yours
  • Attempting to get around safety and security measures ( i.e. web filters, virus scan, etc.)
  • Sexually Offensive behavior
  • Insubordination with disrespect and profanity
Referral 1: *Suspension of LAN and email for 2 weeks
Referral 2: Termination of LAN & email accounts RESTRICTION of computer usage
Referral 3: Termination of ALL Computer privileges
Referral 4: **Administrative Action
Category IV: Extreme Infraction Referral Possible sanctions for Category IV infraction may
include, but are not limited to, one or more of the following actions:
  • Using electronic means to threatening, bullying, harassment and/or abuse others
  • Accessing restricted private data
Immediate termination of all computer privileges and suspension from school

Student Transportation

Student transportation is defined as the transportation of students from their assigned bus stop to school at the beginning of their school day, during the mid-day and for return to their assigned bus stop at the end of the normal scheduled school day.  DoDEA principals are responsible for monitoring student loading/unloading zones when students are coming and going from school sites, including administering discipline.  A school bus or any device operating to provide student transportation will function as an extension of the school.  The walking distance for students in grade 6 and below should not exceed one mile from the student’s primary residence to the school or designated bus stop.  Students in grades 7–12 may walk up to 1.5 miles from their primary residence to the school or designated bus stop.  These distances may be slightly expanded or contracted to conform to natural boundaries such as housing areas or neighborhoods.  In locations having middle schools, which include grade 6 (i.e., grades 6–8), the walking distance criteria shall be the same as the criteria for grades 7–12.  

Transportation is not authorized to take students to their homes or to eating facilities for their mid-day meal.  No other transportation between the assigned bus stop and the school will be charged to commuting transportation unless stated in a special education student’s IEP and/or required by Section 504 guidelines.  “Curb-to-curb” only applies to students with disabilities who require such service as documented in the student’s IEP.  DoDEA District Superintendents, in coordination with the District Logistics Chief and the supporting military installation commanders, will establish a commuting area to determine eligibility for transportation of dependent students.

School Policies

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.

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.

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.

There are 4 Levels to the AES Positive Disciple Plan

  • Level 1 - Low level annoying and mildly disruptive behaviors that impact the student
  • Level 2 - Low level behaviors that interfere with the learning of others
  • Level 3 - Behaviors that affect an orderly environment and that are chronic, disruptive, hurtful, and/or conflict generating
  • Level 4 - Behaviors which are harmful, dangerous, disruptive and/or unsolved. IMMEDIATE office referral.

School Advisory Committee (SAC)

The Department of Defense encourages professional employee and family participation in the formation and operation of overseas local school advisory committees. Committee members are elected from the community and the school and are responsible for advising the principal on such education-related matters as: school policies; program staffing as it relates to the instructional program; budget; facilities; maintenance; administrative procedures; pupil personnel services; educational resources; program evaluation; student standards of conduct and school meal programs. SAC members include parents and teachers. Agenda items should be emailed to

Parent Teacher Association (PTA)

Alconbury Elementary School is fortunate to have a very active PTA. They sponsor numerous
family events. The officers for 2020-2021 are:

  • President: Lynne Keeling
  • Vice President: Tiffany Cunningham
  • Secretary: Caitlin Jordan
  • Treasurer: Aaron Beil
  • Hospitality: Lindsey Richardson
  • Designer/PR: Carlina Moreland Lockley
  • Gram Coordinator: Lauren Nulf
  • Spirit Wear Chair: Tamitha Schroeder
  • Popcorn Coordinator: Lisa Keillor
  • Military Liaison: Anthony Richardson
  • Faculty Reps: Linda Harley and Marisa Pandiella

The PTA is always looking for volunteers. If you can help in anyway, please email

Arrival - At the Start of the School Day

Children may begin to gather on the playground or designated area beginning at 0810. Students may be dropped off in front of our main office. Please pull ahead as far as safe and only use the doors on the left side of the vehicle. Do not pass cars in the drop-off area. Note: This is not a parking area. If you need to park to enter the school buildings, please park in a proper parking space. While walking to school or from the parking lot, students are expected to use caution while utilizing crosswalks when crossing roads.

A warning bell rings at 0825. At this time, children may proceed to their classrooms. A child not in the classroom at 0830 is considered tardy.

During the School Day

If your child is tardy or returning from an appointment, you must bring the child to the office and sign him/her in. If your child is 6 years old or younger, you will need to sign in as a visitor and walk your child to class. Students will be given a class re-entry permit explaining the reason for entering class. This permit will be turned in to the teacher. Please do not return your child directly to the classroom without visiting the school office first.

Dismissal - At the End of the School Day

School ends at 1500 on Monday, Tuesday, Thursday and Friday and at 1420 on Wednesday. According to the 501 CSW Youth Supervision Guidelines, students younger than 6 years old  and younger are not allowed to walk to and from school alone. The following areas are designated pick-up points for students after school:

  • Children aged 6 years and younger – parents will collect students from their teachers in the area near the main doors of building 694 or in an area designated by the classroom teacher.
  • Children aged 7 years and older – parents and/or siblings can meet in front of the AES Information Center, building 677.

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. If your child is 6 years old or younger, you will need to sign in as a visitor and walk to collect your child from the classroom. The office is accountable for the whereabouts of every student during school hours. Under no circumstances are you to pick up your child without coming first to the school office.

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 verbally notified the school, or has the adult designated as an emergency contact. In such cases, ID will be requested. 

Children may ride their bikes to school; however, riding on the campus is prohibited. Students must dismount and push their bikes to the bike rack. Riding bikes in or around the buses is prohibited. It is strongly recommended that bikes be locked when not in use. AES is not responsible for lost or stolen bicycles. Skateboards, roller blades, Heelys and scooters are not allowed on campus during the school day. They pose a safety problem due to possible tripping hazards and lack of appropriate space to store.

Daily student bus transportation is a privilege provided for students not living on RAF Alconbury. Bus service is available to and from school within the school bus commuting area. If your student needs transportation, please contact the School Transportation Office (STO) before obtaining housing. After enrolling your student for school, sponsors with school age dependents living off base must personally register their students at the STO. For more information please contact the Alconbury STO at DSN 268-4313, commercial 01480-84-4313, or visit the office located in the Alconbury High School, Bldg. 691.

Dropping Off/Picking Up at Bus Stops

Parents are reminded that it is a violation of British law to park or stop in a bus lane lay-by. Please do not pull into the bus lay-by while waiting for the bus to arrive. The STO asks that students to arrive 5-10 minutes prior to the scheduled bus pick-up time. Likewise, parents should wait at least 10 minutes after the scheduled bus drop-off before contacting the STO for any issues in the bus schedule. Buses are equipped with monitoring systems which indicate times in which buses are arriving and leaving each stop. The STO requests parents give drivers a grace period for unexpected traffic or student issues. The STO will notify the principal about all disciplinary or safety issues where parents are concerned.

Late Arrival of School Bus at the Pick-up

Point Sometimes through breakdown or traffic delays, the buses may arrive late at the pickup point. In most cases it takes some time to get this information to the STO. As a general rule, parents are asked to wait at least 10 minutes after the scheduled bus arrival/departure time before contacting the STO. For students riding the bus in the morning, students are advised to remain at the pick-up point 30 minutes after the scheduled departure time. A bus WILL run, but it is uncertain how long it will take the delayed bus to reach your stop.

Bus Transportation for School Delays and Cancellations

The 501CSW/CC determines school delays and cancellations when unsafe road conditions exist, etc. Delays and cancellations are announced through unit recalls and will be posted on the 501 Combat Support Wing or 423 Force Support Squadron Facebook pages. If a two-hour Delay has been declared, students riding the school bus will be picked up two hours after the normal designated time. For example, if the bus is scheduled to depart the bus stop at 0730 hrs. The bus will depart at 0930 hrs.

Only Riders with Bus Passes Allowed

For safety and security reasons, only students with a valid bus pass may ride on their own bus. For example, a student that does not ride the daily school bus, spending the night at a friend’s house, wants to ride home on their friend’s bus. This is not allowed; spending the> night/going home with a friend is a private matter and transportation arrangements should be made between sponsors. Teachers and the school cannot accept letters from sponsors allowing their student to ride on a bus. Each rider must have a valid school bus pass and only ride on his or her assigned bus.

Seat Belts on School Buses

Our school buses are fully equipped with seat belts and students must comply with British law and DoDEA requirements by wearing their seat belts on the bus. Please tell your children about this and emphasize that wearing seat belts is for their own safety. Wearing seat belts contributes to good behavior, discipline, and the overall safety on the bus. 

Procedures for Lost Child

When your child does not arrive home at their usual time and you are concerned for their safety, you should:

  • Contact your spouse or other family members to see if the child is with them.
  • We suggest you contact neighbors and known friends of your child.
  • If you cannot locate your child, please call the School Bus Office, DSN 268-4313/4314 or 01480-84-4313/4314.
  • If you are unable to contact the STO, contact the 423 SF Military Police DSN 268-2400 or commercial 01480-84-2400.

The Alconbury STO will make every effort to locate your child as quickly as possible. You will be updated regularly; your assistance and patience will be greatly appreciated. If you should locate your child before the STO does, please notify the STO so they can terminate their efforts.

School Bus Behavior

The school bus is an extension of the school day and for their safety and security, students are expected to behave on the school bus as they do in the classroom. Sponsors are ultimately responsible for the behavior of their children walking to and from the bus stop, waiting at the bus stop, and while riding on the bus. For the most part, our children are well behaved on the school buses; however, sometimes we have to deal with misbehavior problems. The Principal works closely with the STO and is responsible for discipline as needed as a result of misbehavior. Unacceptable behavior by a student may result in a suspension as outlined in the School Bus Table of Consequences, (except when circumstances indicate that more severe action is required). Contact the STO for a copy of the School Bus Table of Consequences.


On or around school buses, students must conduct themselves in accordance with the 10 School Bus Rules:

  1. Obey the driver or additional adult on the bus.
  2. Enter and exit the bus safely and always show your bus pass.
  3. Stays properly seated and use seatbelts when available.
  4. Keep your hands, feet and other body parts to yourself.
  5. Do not throw things.
  6. Put nothing out of the window.
  7. Remain quiet and do not disturb the driver or others.
  8. No profanity, indecency, smoking, prohibited items or vandalism.
  9. Do not eat, drink, or chew gum.
  10. Be responsible. Be safe.

School Bus Suspension

Suspension from riding the school bus does not normally include suspension from school. Criminal and/or illegal acts may require school suspension/expulsion. If your child is suspended from the bus, the sponsor is responsible for getting the child to and from school. Infractions listed on the attached School Bus Table of Consequences and any other conduct prejudicial to good order and conduct may draw a suspension.

Students are allowed to bring cell phones to school as long as they do not create a distraction or disruption. To minimize interruptions to the educational environment, cell phones must be powered off during the school day. Students may not use cell phones at ANY time during the student’s school day. “Forgetting” to turn off a cell phone is not an excuse – it is the student’s responsibility to ensure the cell phone is turned off and kept out of sight. Teachers and the principal will take appropriate actions if a cell phone rings/beeps/vibrates, or a student is observed using or displaying the cell phone during the school day. Disciplinary actions may include: immediate confiscation with return only to the sponsor, a parent conference, loss of privileges, or suspension. Additionally, the student may lose the privilege to carry a cell phone at school permanently, or for a period of time as determined by the principal. Fire drills, assemblies, school evacuations and other safety drills are considered cell phone blackouts. During such times, there will be absolute zero tolerance of cell phone use. Alconbury Elementary School assumes no responsibility in any circumstances whatsoever for the loss, destruction, theft, or unauthorized use of a cell phone.

Diversity and representation of various customs and cultural experiences provide children with a well-rounded, experience-based education. Instruction in the areas of social studies, literature, art, physical education, music and host nation should incorporate knowledge of and respect for various forms of cultural expression. Rapid change and increasingly frequent contact between diverse cultures necessitates attention to these issues in the elementary school curriculum. Opportunities to share their cultural heritage and knowledge with class and school populations also enable children to experience and appreciate the varieties of American and host nation cultural traditions.

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