Department of Defense Education Activity

Diamond ES: Policies and Procedures

Community Policies

Parents should call the school front office if they know their child we be absent for the day.

Absences are based upon the amount of the school day missed. All late arrivals during the instructional day will be marked as unexcused unless the student is accompanied by a parent to sign in at the office.

  • 1-90 minutes of school missed = 1/4 day absent
  • 91-180 minutes of school missed = 1/2 day absent
  • 181-270 minutes of school missed = 3/4 day absent
  • Over 270 minutes of school missed = Full day absent

No student checkout during the last 30 minutes of the instructional day without Principal approval.

  • Early dismissals will follow the above time frames for the purpose of counting absences.
  • All students returned to the schools by the bus services (transportation) must be signed out by the parent.

Excused Absences

  • Personal illness.
  • Medical, dental, or mental health appointment.
  • Serious illness in the student's immediate family.
  • A death in the student's immediate family or of a relative.
  • Emergency conditions such as fire, flood, or storm.
  • Unique family circumstances warranting absence and coordinated with school administration.
  • College visits that cannot be scheduled on non-school days.
  • Pandemic event. Emergencies or unique circumstances, which in the judgment of the principal, constitute a good and sufficient cause of absence from school may be approved. If the principal believes the absence would be educationally harmful, the principal need not grant permission, and resulting absences will be unexcused.

Unexcused Absences

All absences will be considered unexcused until the school receives a written verification from a parent or sponsor. All excuses shall be dated and brought to the school within 3 days of the student's absence. If the reason for the absence does not meet the criteria as described above, the absence will be unexcused. Written verification can be sent to the school via email to the student's teacher or school registrar. A student who accumulates excessive absences with parent/guardian notes may be required to submit a doctor's note in order to receive an excused status.

In accordance with Installation Policy, all children and adults should present a well-groomed and acceptable appearance at school and at all school functions. Any clothing that distracts students from learning or presents a safety hazard is inappropriate for school. Students in violation of the dress code will be required to call parents for a change of clothing.

Examples of distracting or unsafe clothing include:

  • Clothes which expose the midriff
  • Clothes that are too tight or too short
  • Clothes/tattoos with offensive pictures or logos
  • Hats and bandannas
  • Pants that are excessively large or with words written across the buttocks
  • Shoes inappropriate for recess, PE, and play

*Parents can determine if clothing is too short by making sure that the clothing exceeds the length of students' fingertips when their arms are hanging by their sides. A student's waistline should not be exposed when arms are raised above the head.

The educational welfare of children is best served when there is complete understanding and cooperation between the home and school.

Grading, reporting, and conferences are used to provide parents and students with information about student progress. Information about student achievement is shared through progress reports, report cards, and individual conferences.

Evaluation Codes (Grades K-3)

  • E (Exceeds)
    The student is successfully working above grade level standards.
  • M (Meets)
    The student is working at grade level. The student masters grade level standards.
  • S (Steady Progress)
    The student is working at grade level standards. This is satisfactory performance.
  • L (Limited Progress)
    The student needs to make significant improvement toward meeting the grade level standards.

Evaluation Codes (Grades 4-6)

  • A 90 - 100%
  • B 80 - 89%
  • C 70 - 79%
  • D 60 - 69%
  • F Below 60%

GradeSpeed

Gradespeed is the DoDEA adopted program for teachers' of grades 4 through 12 to submit and post grades into the Student Information System. The Gradespeed program offers many special features, including Parent Connection for teacher reporting, and teacher‐to‐parent communications. 

The grade scale in Gradespeed is as follows:

  • A+ = 100
  • A = 96
  • A‐ = 92
  • B+ = 89
  • B = 86
  • B‐ = 82
  • C+ = 79
  • C = 76
  • C‐ = 72
  • D+ = 69

Gradespeed's Parent Connection gives parents online access to their child's grades via the web. Each parent can request his or her own account.  Students will be given a Gradespeed account by their school Educational Technologist.  Visit the DoDEA GradeSpeed page for more information about GradeSpeed and for instruction to create an account.

Parental Issues/Concerns

Parents with a grievance or concern about their child or school should take that to the teacher of the child. If the parent is not satisfied with the decision or actions of the teacher after the conference, then the parents should meet with the supervising principal of that teacher, or other person designated by the principal. If there is still no acceptable solution, the parents may arrange to meet with the superintendent of schools. In special cases where problems cannot be solved in this manner, parents will be referred to the DDESS Director

Parent-Teacher Conferences

Parent-teacher conferences are held at the end of the first grading period. Report cards are distributed to parents during the conference. Conferences to discuss concerns, questions, and student progress may be scheduled at any time during the school year. Parents are encouraged to contact their child's teacher as soon as questions arise. Requests for conferences may also be left at the school office for delivery to the teacher.

Parent-Teacher Conference Resources for Parents

Change in Student Information

It is imperative we maintain accurate, up-to-date information on each student enrolled in our school. We request parents to notify us immediately if there is a change in any of the following information:

  • Home address
  • Home telephone number
  • Work telephone number
  • Emergency contact name and/or telephone number
  • Rotation date
  • Mailing address
  • Student health concerns/allergies
  • Student's Last Name
  • Email Address

We are legally required to maintain current orders or extension to orders in order to enroll or re-enroll all students.

Court Orders

Parents and/or guardians must supply the school with a copy of any type of court order that may affect the student (e.g., who is allowed to visit the child, who has legal custody, etc.). These orders will be maintained in the student's cumulative file. If any changes take place during the school year with the court order, the school must be notified immediately. Teachers will be notified of any restrictions that affect students in their classes.

Power of Attorney

If you will be TDY or on any type of leave while your child(ren) is/are attending school, please be sure to obtain a special power of attorney to be used in case of emergency, and inform the teacher and school office of the name, address, and telephone number of the person taking care of your child. In addition, please notify the School Nurse, so they will know whom to contact in case of emergency. The School Registrar will keep a copy of the power of attorney in your child's cumulative file for emergency situations.

Access to Student Records

Release of information contained in student records is controlled by the Family Educational and Privacy Rights Act of 1974, U.S.Code Title 20, Section 1232g, and U.S. Code, Title 5, Section 552a. It is the policy of the SC/Stewart/Cuba District to follow the provisions of this and all subsequent state and federal laws that apply. Copies of the policy are available for review by parents and eligible students (those 18 and older) in the principal's office of each school building, and in the Superintendent's office.

Responsibility

The principal of each school is the primary custodian of educational records within his/her building. Personally identifiable records or files of students shall not be released without the written consent of their parents to an individual, agency, or organization, other than the following:

  • Other school officials within the present educational system of the student.
  • Officials of other school systems in which the student intends to enroll.
  • Courts when subpoenas and orders are received. In such cases, the parents shall be notified prior to compliance by sending them a copy of the order of subpoena.

Rights of Parents and Students

School officials will have access to student education records for legitimate educational purposes to carry out their responsibilities to each student. Release of information to others is strictly controlled.

  • Parents of students under the age of 18 have the right to inspect and review all official records, files and data directly related to their children, including all material that is incorporated into the student's cumulative folder, and intended for school use or to be available to parties outside the school or school system.
  • Parents have the right to examine but not copy or take away information. They have the right to information and not to property.
  • The parent or student may seek to correct parts of the record that he/she believes to be inaccurate, misleading, or in violation of the student's privacy by filing a complaint with the Superintendent. Parents shall have the opportunity for a hearing to challenge the content of their child's record by making such request in writing to the Superintendent.

Because DoDEA acknowledges that attendance is a joint effort between the school, parents, students and the community, the following guidelines will be used by the schools:

  • Absent 1 Day-Contact parents for excused and unexcused absences within first hour of school.
  • Absent/Tardy 5 Days-Letter sent to parents, possible personal contact of parents, copy of letter sent to the school liaison officer/family liaison officer, Student Education Monitoring Plan, administrative review of academic performance, and possible referral to the Student Support Team (SST).
  • Absent/Tardy 10 or more Days-School contacts command to intervene.

Educational Neglect is knowingly allowing the child to have extended or frequent absences from school, neglecting to enroll a child in school, or preventing the child from attending school for other than justified reasons.

The district utilizes One Call Now, an automated parent notification service that notifies parents/guardians when students are absent or tardy. If students are not present by 8:45, parents are subject to receive a notification from the automated service.

At least five school days notice is needed in order to have reports ready for children who transfer. Please inform the office of your departure by telephone, letter, or in person rather than sending a verbal message by your child. Permanent records will be sent to the receiving school upon request. A copy of the permanent record is also released to the parent for hand carrying to the next school. Early withdrawal date for PCS move is 20 days prior to the end of the 4th quarter. Orders are required.

Accelerated Withdrawal

The principal may authorize an accelerated withdrawal of a student who must withdraw from a school 20 or less instructional days prior to the end of a semester.  The parent/sponsor must present verification of the date required for the student to depart from the school (e.g., Permanent Change of Station orders).  All of the conditions of an accelerated study program outlined by the student's teachers must be met prior to withdrawal under the accelerated program for grades to be assigned and credit to be granted. This provision is permitted for early withdrawal with full Carnegie credit based solely on careful consideration of the unique circumstances which military families face. It recognizes that due to military requirements, families are occasionally required to make permanent change-of-station moves prior to the end of the school year, and that the school-age dependents of military sponsors should not be penalized educationally for these required moves.

The 20-day limitation provides reasonable flexibility without compromising academic standards or placing the student in an untenable position in regard to mastery of curriculum content. This policy is not intended to apply to, or be extended for, the convenience of family travel, visits, or other discretionary reasons. It is only for permanent change of station moves. Students who withdraw prior to the 20-day limitation of the accelerated withdrawal policy will receive "withdrawal" grades rather than final grades.

Region and District Policies

School attendance is important and in order to receive the best education, students need to Be Here!

Be Here

DoDEA has implemented a system-wide attendance policy for students in DoDEA schools throughout the world. This new policy is consistent with those found in many public schools throughout the United States. School attendance has been identified as a serious issue for children throughout the country and military children are no exception.

DoDEA's attendance policy provides specific guidance on attendance and identifies support services for students at-risk for not fulfilling the grade or course requirements.

Regular school attendance correlates directly with success in academic work, improves social interaction with adults and peers and provides opportunities for important communication between teachers and students. Regular attendance also has a cumulative effect of establishing life-long positive traits - responsibility, determination, respect for rules of society -- that are critical for developing career readiness skills, success in college and in life.

More about DoDEA Attendance Policy

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. NC-Camp Lejeune District Schools does implement 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 the Fort Stewart 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 insure 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's Bullying Awareness and Prevention Program

School security is a national concern. Throughout the United States, youth crime and violence threaten to undermine the safety of our students' learning environment. Since the Department of Defense Education Activity (DoDEA) represents a cross-section of Americana, all partners in our community education process must understand and support the principles underlying a safe and secure learning environment as applied to creating a safe school. The underlying principles all relate to student rights to a safe and secure learning environment free from the threat or fear of physical violence; free from drugs, alcohol, weapons and other prohibited items; free from hazing, bullying or intimidation; and free from gang or criminal activity.

The Department of Defense Education Activity (DoDEA) follows guidance for the Department of Defense and also issues instructions and policies concerning our schools. DoDEA Regulation 2051.1, Disciplinary Rules and Procedures outlines student conduct expectations and disciplinary consequences that may be invoked when the conduct of a student poses an immediate threat to his/her safety or the safety of others in the school. These student conduct expectations apply to student conduct that is:

  • related to a school activity while on school property
  • while en route between school and home, to include school buses
  • during lunch period
  • during or while going to or coming from all school-sponsored events/activities that affect the missions or operations of the school or district including field trips, sporting events, stadium assemblies, and evening school-related activities.

Violence, threats of violence, prohibited items, gang or criminal behavior, and bullying or intimidation will not be tolerated. Perpetrating a bomb threat or complicity in the act is grounds for expulsion. Additionally, local military regulations and laws may authorize criminal prosecution for such actions. Therefore, it is incumbent upon all community education partners - students, parents, military leaders, administrators, faculty and staff - to understand the serious nature of actions violating the principle student freedoms and the scope of authority over infractions as outlined in The DoDEA Disciplinary Rules and Procedures. The administration at each school is responsible for the management of student behavior.

DoDEA has mandated that any and all school personnel report suspected child abuse and neglect (DoDEA AI 1356.01). 

  • The instruction defines child abuse/neglect as:  Physical injury, sexual maltreatment, emotional maltreatment, deprivation of necessities, or combinations for a child by an individual responsible for the child's welfare under circumstances indicating that the child's welfare is harmed or threatened.
  • For further clarification outside of the DoDEA regulation, "negligent treatment" means the failure to provide, for reasons other than poverty, adequate food, clothing, shelter, or medical care so as to seriously endanger the physical health of the child (42 USC Sec.13031).
  • Neglect also includes unattended or inadequate supervision of minors and chronic deprivation of educational opportunities.
  • The term [child abuse/neglect] encompasses both acts and omissions on the part of a responsible person.
  • A "child" is a person under 18 years of age for whom a parent, guardian, foster parent, caretaker, employee of a residential facility, or any staff person providing out-of-home care is legally responsible. The term "child" means a natural child, adopted child, stepchild, foster child, or ward.
  • The term [child abuse/neglect] also includes an individual of any age who is incapable for self-support because of a mental or physical incapacity and for whom treatment in a Medical Treatment Facility (MTF) is authorized.

Our primary responsibility and concern must be for the safety and welfare of the child. The national mandate to prevent child abuse is so strong that school officials can be charged if they fail to report a suspected case of child abuse. Therefore, any and all suspected cases of child abuse/neglect are to be reported to the appropriate authorities.

Our ethical and mandated responsibilities in the DoDEA system require all staff members to report suspected cases to the appropriate school administrator and to the base or post Family Advocacy Program*(FAP). The FAP management team, composed of the military installation's medical, legal, law enforcement and social work staff, is responsible for determining if child abuse/neglect has occurred and provide appropriate services for the child and family.

Note: Individual military branches and/or installations may have additional reporting requirements, processes, or procedures. These additional responsibilities do not however, relieve a DoDEA employee from their duty to report suspected abuse to their appropriate school administrator and their Family Advocacy Program (FAP).

We are pleased to offer students access to the school-wide computer network for the Internet. Access to the Internet enables students to explore thousands of libraries, databases, and bulletin boards. We believe that the Internet provides invaluable resources to our students.

Families should be warned that some material accessible via the Internet might contain items that are illegal, defamatory, inaccurate or potentially offensive to some people. While our intent is to make Internet access available to further educational goals and objectives, students may find ways to access other materials as well.

Students, staff, and volunteers need to have training and an understanding of Internet use and responsibility before utilizing the Internet. Use of the Internet is a privilege, not a right. Visiting inappropriate sites, or downloading inappropriate files, will result in the cancellation of that privilege. Federal regulation mandates that you protect and conserve government property and not use such property for other than authorized purposes. The Internet at school is government property.

In accordance with DoDEA Administrative Instruction 6600.01 "Computer Access and Internet Policy" the parents of all students in grades K-12 are required to sign the Student Network Use Agreement whenever a student registers for school. The agreement covers the use of the school LAN, Internet, and electronic mail (e-mail). The signed agreements are maintained at the school in each student's file. Students at SCHOOL using the Internet will be under the supervision of an Internet trained teacher/information specialist, or volunteer whenever accessing the Internet. The information specialist or teacher determines permission for students to print Internet information.

DoDEA Regulation 2051.1 is the policy and procedures for disciplinary action for all students enrolled in DoDEA.  You are welcome to view the 45 page document is you wish.

The primary objective of school discipline is to maintain a safe and orderly environment that positively affects academic achievement. Discipline provides an opportunity for students to understand that inappropriate behavior results in appropriate consequences. These consequences are designed to keep the students academically involved. Exclusion from learning opportunities is a final disciplinary option. We believe it is imperative to provide students with feedback for their disruptive behavior and allow for planning to avoid future incidents of behavior.

Classroom Discipline

Each teacher has and enforces a classroom discipline plan. The steps of action are:

  1. Teacher counsels student
  2. Teacher and student conference
  3. Teacher contacts the parent
  4. Student may be  referred to the counselor
  5. Teacher and counselor may meet to develop behavior interventions
  6. Administration, teacher and counselor meet with parent and student

(Conferences, detentions, suspensions, or referrals are possible at any time depending on the disruptive behavior.)

Prohibited Items

Some items prohibited at school include, but list is not all inclusive:

  • Toys, electronics and other related toys, cards and games
  • portable communications devices
  • all audio devices including iPods and MP3 players
  • skateboards, scooters, roller blades, roller skates or heelys
  • chewing gum
  • cigarette lighters and matches
  • tobacco products; e.g., cigarettes, cigars, pipes, chewing tobacco, smokeless tobacco, snuff
  • fireworks of any type
  • weapons and/or ammo (real or pretend)
  • laser light pointers
  • any device that disrupts the classroom environment

Cell phones may be brought to school but must be turned off and stored in the backpack or locker during the school day.  In cases of emergency, students may contact their parents by using the phone if the school office.

Searches

The school has the authority to conduct random and periodic searches of school property and seize contraband items belong to students, and to search student possessions and person when there is reasonable suspicion that the student has engaged in misconduct or is in possession of items prohibited as listed above.

Student Responsibilities

Students have the responsibility for being aware of, and respecting the fundamental rights of others, and for participating in the development and observances of all applicable standards of conduct.

Surveillance

Surveillance equipment is present in the school and on the school buses. Students may be disciplined based on evidence gathered through surveillance equipment.

Weapons at School

DoDEA HAS ZERO TOLERANCE FOR WEAPONS INFRACTIONS

Inherently Dangerous items: Deadly Weapons

Weapons in this category include firearms, knives (over 2" blade), explosives, realistic replica guns, nun-chucks, ninja knives, large chains and/or other dangerous weapons of no reasonable use to the pupil at school or at a school activity.

Dangerous/Potentially Dangerous Items

This category includes items not inherently dangerous, used inappropriately to injure or with intent to injure others or instill fear at school or at a school activity including by not limited to unrealistic replica guns, laser pens, small firecrackers, small pocketknives (less than 3" blades), or other inappropriate items.

NOTE: If the school year ends before the length of the suspension/expulsion, students are eligible for re-admittance to school without serving the full length of the expulsion, unless the act occurs during the last 6 weeks of the semester, in which case, the suspension can extend to the end of the next semester.

When firearms are involved, the principal must recommend a full calendar year expulsion.

Corporal Punishment

Corporal punishment is defined as the intentional use of physical force upon a student for any alleged offense or behavior, or the use of physical force in an attempt to modify the behavior, thoughts, or attitude of a student. Corporal punishment is not practiced or condoned in DoDEA schools. Permission to administer corporal punishment will not be sought or accepted from any parent, guardian or school official.

  1. In -School Suspension (where available): Is designed to keep students in the learning environment; therefore it will be our first choice when possible. It will depend on the availability of a supervised space within the school.
  2. Shadow Suspension: When appropriate, the principal may chose to assign a "shadow" suspension where a parent spends the suspension time attending school with the student for the entire day. This involves accompanying the student to each class, and allows the student not to miss valuable instructional time. It also allows the parent to work collaboratively with the classroom teacher by assisting the child during lessons.
  3. Home Suspension: This is the traditional form of suspension where the student is sent home in the care of his/her sponsors should they be unwilling or unable to participate in the In-School Suspension. A home suspension is an unexcused absence. During the time the student is suspended, he/she may not be present at school or attend any school-sponsored activities. Student work may be made up and graded.

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