Hohenfels ES: School Policies and Procedures

For the protection of students and staff, all visitors must report to the school’s front office immediately upon arriving at the school.  A visitor is any person (to include parents, sponsors, and legal guardians) not enrolled or assigned to the school requesting entry to the building.

Visitors must provide authorized identification to gain access to the DoDEA school.  The visitor will be issued a visitor badge that must be displayed above the waist while on DoDEA school property.  The school administrator has the final determination on visitors authorized to be at the school.  While on DoDEA school property, visitors may go only to the approved area indicated as their destination when signing in at the school’s front office. Any change to the designated location must be approved by the school’s front office before the visitor can access a different location within the school.  When leaving the school, visitors must sign out and return the visitor's badge to the school’s front office. 

Classroom Observations

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 the school administrator 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 (dodea.edu/StudentServices/Attendance)

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.

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 the DoDEA SIS Gradebook for instructions.

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

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

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

The DoDEA School Meals Program (SMP) supports academic achievement by providing nutritious meals to your students through the National School Lunch Program and School Breakfast Program.  

• The School Meals Program is a budget friendly and convenient program for parents that can save time, energy, money and reduce stress.  
• Households must reapply every school year for free and reduced-price meals, beginning no earlier than July 1st.
• All meals must be paid for in advance or at the point of sale.
• A best practice is to fund your child’s account every pay day through the next pay day.

Visit your school's School Meals Program page for more information and the latest school menus.

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.

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.

DODEA students have the Right to a discrimination-free learning environment in which no individual, on the basis of race, sex, color, national origin, disability, religion, age, sexual orientation, or status as a parent, shall be excluded from participation in, be denied the benefits of, or be subjected to, discrimination in a DoDEA-conducted or -sponsored education or training program or activity, pursuant to Executive Order 13160, DoD and DoDEA policy, and Federal law.

Students shall treat teachers, administrators, and other school staff as expected within the code of conduct, to include courtesy, fairness, and respect; and teachers, administrators, and other school staff shall treat students as expected within the code of conduct in this Issuance, to include courtesy, fairness, and respect. 

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.

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.

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.

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.

Management of DoDEA student behavior is a responsibility shared by DoDEA students, sponsors/parents/legal guardians, teachers, and the military and school communities and consists of teaching and reinforcing positive DoDEA student attitudes and behaviors. Discipline should be progressively, equitably and fairly administered, is sequential and preplanned, and normally occurs in a hierarchy of consequences for repeated offenses of the same behavior. 

The school cannot be held responsible for the loss or damage to items of personal property brought onto the premises. Students should not bring large sums of money, expensive jewelry or other expensive items to school, computer games, toys, or portable electronic devices, or cell phones to school. No items of monetary or sentimental value should be brought to school.

Students who walk or are brought to school by parents should arrive at school no earlier than 0800. There is no supervision prior to 0800. Supervision is the responsibility of the parent until 0800. Students will depart from school immediately after dismissal at the end of the day. With prior parent and teacher permission, students may stay after school for activities, detention and special events. Please notify teachers and the main office in writing if a student is deviating from the normal routine after school. Please be familiar with the bus policy.

Students begin lining up on the campus at 8:00 a.m. (9:00 a.m. on Tiger Thursdays) The first bell rings at 8:10 a.m. (9:10 a.m. on Tiger Thursdays) for students to enter the building. The tardy bell rings at 8:15 a.m. (9:15 a.m. on Tiger Thursdays) Children living within walking distance of the school should leave home in time to arrive at the school no earlier than 8:00 a.m. (9:00 a.m. on Tiger Thursdays) Parents who bring their children to school should not drop them off before 8:00 a.m. (9:00 a.m. on Tiger Thursdays) as supervision is not provided.

Dismissal

At 2:40 p.m., students are dismissed from school. Classroom teachers walk students to designated assembly areas. This includes school sponsored afterschool activities, School Age Center (SAC), walkers, parent pick-up and busses. Parents are requested to wait for their child(ren) outside the building in the parent pick-up area beside the flag poles. To ensure student safety, the classroom teachers will handoff your child after making eye contact. Arrangements for transportation must be communicated in writing to the classroom teacher. For the safety of our students, students cannot be released to individuals not listed as local emergency contacts for the student without explicit, written authorization. The person designated must bring photo identification for confirmation. Changes in bus transportation must be approved and coordinated though the school bus office.

Changes in Dismissal Routine

If there is an unexpected change in your child’s normal dismissal routine, please inform the front office and the classroom teacher prior to 2:00 p.m.

For the safety of the children, parents are asked to call the front office no later than 9:00 a.m., to inform us that your child/children will be absent from school. Always write a note to the teacher when your child returns to school to explain the absence. You may also send an email to our attendance clerk: HohenfelsES.Attendance@dodea.edu

1. Requesting Monitor Assistant:
   • Two Fingers Crossed (Hand sign language “r”) – Let monitors know you need to use the restroom.
   • Two Fingers – Let monitors know you something from the kitchen (Meal plus, ketchup, napkins, utensils, etc.)
   • Three Fingers to mouth (Hand sign language “w”) – Let monitors know you need water.
   • Raise hand (Five Fingers) – Let monitors know you need anything else.
   • Thumb Up – Let monitors know that you need to throw your trash away and/or return your tray.
2. FON (Focus on Nutrition):
   • When a monitor announces FON time, students need to change their cup to .
   • All students have 10 minutes to focus on nutrition. During FON time, students do not talk and focus on eating.
     • Students who continue to talk after a warning will lose 10 minutes of the next day’s recess.
   • Students may not dump the food tray during FON time.
3. Time for chatting:
   • When the monitor announces, students need to change cup to GREEN.
   • Students may talk using inside low voices.
   • After eating all of their food, students will give a thumb up to receive permission from the monitors to clean their eating area.
4. If noise level gets too loud, a RED CUP will be placed on the table. No talking is permitted for the rest of the lunch period.
5. Dismissal from the cafeteria to the classroom:
   • Tables and the floor have been cleaned of all trash and other items.
   • Before being dismissed, students must walk to (and wait in a straight and single file line) their designated area before leaving the cafeteria with their teacher.

If a parent intends to pick up a child before the regular dismissal time, a note should be sent to his/her teacher indicating the time the child will be picked up. The child will not be called to the front office until the parent arrives and signs the child out using our School Check-In system.

Students are expected to be properly attired when at school. A child who is “dressed to come to work” generally has the attitude that school is a place of important business. Clothing should not be a distraction in the learning environment.

Hohenfels’ weather changes at a moment’s notice. It can be sunny one minute and wet and cold the next. Since students are outside every day, they should come dressed for variable weather conditions.

• Sweat clothing and athletic shoes should be worn on PE Days.
• Students should not wear any clothing which:
  • Leaves the midriff exposed
  • Is sheer or see-through
  • Has profanity or vulgarities
  • Advertises alcohol, tobacco, or drugs, or pictures/logos related to such items.
  • Is worn out, dirty, ripped, torn or too revealing
• Clothing should be age-appropriate, and the proper size and fit for the student.
• Shorts, skorts, dresses, and skirts should be an acceptable length. The rule—with hands at the side; fingertips should reach the bottom of the hem.
• Hats, hoods, and caps are to be removed upon entering the school building.
• Spaghetti-strap shirts and dresses with straps smaller than 2 inches in width are prohibited.
• Undershirts or shirts with large open arms should not be worn.
• Saggy pants, pants worn below the natural hip, and any pant/shorts that will slide down if arms are raised above the head are prohibited.
• Make-up and fingernail accessories are not appropriate for school activities.
• It is recommended you place your child’s name on everything that belongs to them (coats, jackets, hats, lunch boxes/bags and book bags) for easy identification.

If dress and appearance guidelines are not followed, the remedy may include:  removing said item, putting on an additional layer of clothing, worn inside out, or the parent will be called to bring a change of clothing to school. The student will be given instructions to not wear the item again. The administration reserves the right to determine appropriateness of the attire and how best to address the issue.

Wet and Cold Weather Guidelines 

Students play outside every day for at least twenty minutes. Recess length may be reduced with cold temperatures and is cancelled only in extreme weather conditions. Please make sure your child is dressed appropriately for the weather. Dressing your child in layers and/or waterproof attire is highly recommended.

The following parameters are used to determine if a child is ready for outdoor play:

• At 55 degrees (F) and lower, all students must have a jacket.
• At 40 degrees (F) and lower, all students must have a winter weight jacket or coat. A fleece and/or hoodie are not considered winter weight.
• At 32 degrees (F) and lower, all students must also have gloves, hats or hoods, and be wearing socks. Socks should be high enough so that there is no exposed skin. Shoes should adequately insulate the feet from the cold pavement or snow. Ballet style slippers are not recommended in snowy or wet weather.
• Jackets and coats must have functioning zippers and/or buttons.

Footwear Guidelines 

In order to ensure all students are kept safe, appropriate footwear is required. Shoes should also be suitable to wear in any weather. Shoes deemed as inappropriate include, but are not limited to:

• Flip flops and shoes without heel straps.
• Stocking feet and bare feet
• Shoes with a heel higher than 1 inch
• Heelys (with or without the wheels)

Fire, evacuation, shelter-in-place and lockdown drills are essential and may be conducted without prior notice. Fire drills are held weekly during the first month of school and once a month thereafter. Evacuation, shelter-in-place, and lockdown drills are held at least once a year. In case of an emergency situation, the garrison will disseminate and communicate appropriate information depending on the emergency.