Kaiserslautern ES: Policies and Procedures

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

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 (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. 

There are times when weather or other situations could result in school being closed. During these times, notification will be made to the community through the following channels.

• ATHOC
• Facebook notification through the KES Facebook page
• AFN (105.10 FM)

Emergency Communication is provided through ATHOC and our school Facebook Page. Regular communication occurs through Facebook and our Mustang Minute https://sites.google.com/student.dodea.edu/mustang-minute/home . Each classroom/grade level team will provide weekly communication, as well.

Fire - students and staff evacuate to a designated area until the building is safe to re-enter

Lockdown- students and staff lock inside the school and remain out of sight

Evacuation- should there be a need to leave the school, the students and staff evacuate to a safe haven.

Lockout - students and staff lock inside the school and continue instruction

Study trips are a valuable part of a child’s education. Parents are encouraged to be a part of the trips when they occur.

Students are responsible for their own scholastic integrity by neither giving nor receiving assistance (written, oral, or otherwise) on tests, examinations, final evaluations, or class assignments that are to be graded as the work of an individual. Any suspicion or evidence of forging, cheating, or plagiarizing the work of others will be investigated. Any student who is in violation will receive no credit. There will be an appropriate consequence for the particular assignment, and a letter will be sent home to be signed by the parents and returned to the teacher. A copy of the letter will be filed in the student’s discipline folder for the period of the school year. 

Students are expected to dress in a manner that complies with the school’s dress code policy as directed in DoDEA Administrative Instruction 2051.02, “Students Rights and Responsibilities,” April 17, 2012. 

• Students shall dress appropriately for varied weather conditions and environment. That is, snow gear, rain gear, and safe apparel for recess and physical education. Students go outside daily throughout the school year.
• Students shall not wear shorts or skirts that extend above mid-thigh.
• Students shall not wear shirts that show the midriff or straps that expose any undergarment. 
• Students shall refrain from wearing any clothing conveying or endorsing vulgar or plainly offensive, obscene, or sexually explicit language, symbols, caricatures, drawings, or other visual, auditory, or sensory expression in any media that detracts from a positive learning environment, is inconsistent with the goal of maintaining an atmosphere of mutual respect, or undermines the mission of the school. >

School Discipline Philosophy: Each discipline issue will be used as a learning opportunity for our students and ourselves. We feel all students can grow in their ability to understand the effects of their behavior, develop empathy, repair their choices, and practice self-control. The over-reliance of punitive and/or reward based systems tends to undermine intrinsic and internal motivation. Compliance is NEVER achieved through FEAR, GUILT, or SHAME. Safety, respect, and kindness are their own and greatest rewards.

Our intention is to promote student self-reliance, self-motivation, self-regulation, and growth.>

Children should not come to school if they are ill. Staying home to get the proper rest, nutrition, and parental care is for the child’s benefit as well as for the benefit of the other children in the school who may be unnecessarily exposed to a contagious illness. The following are examples of when a student should remain home: 

• A temperature greater than or equal to 100 degrees Fahrenheit. The student must be fever-free without the use of fever-reducing medication for 24 hours (a complete school day) before returning to school.
• Actively vomiting or having diarrhea. 
• An illness which presents with contagious symptoms. 
• Other symptoms interfering with learning or participation such as abdominal pain; ear ache; itchy, painful eyes; light-sensitivity; or profuse exudate from the eyes necessitating frequent wiping. 
• Severe uncontrolled coughing or wheezing, rapid or difficult breathing, coughing lasting longer than five to seven days. 
• Episodes of vomiting in the past 24 hours. A student must remain home until vomiting resolves (no further vomiting for 24 hours). 
• Frequent loose or watery stools compared to the student’s normal pattern; not caused by diet or medication. A student must remain home if a) he/she looks or acts ill; b) he/she has diarrhea with temperature elevation of 100°F or greater; and c) he/she has diarrhea and vomiting. 
• Blister-like lesions (impetigo, including streptococci, staphylococcus, and methicillin-resistant staphylococcus aureus infections) that develop into pustules with weeping and crusting. A student must be medically evaluated, remain home for at least 24 hours after initiation of medical treatment, and remain home until determined not infectious by a medical provider. Lesions must be covered for school attendance.
• Ringworm lesions must be covered for school attendance. 
• Thick discharge from the eye, necessitating frequent wiping and may be accompanied by pain, redness to the white part of the eye, and light sensitivity. Student must remain at home until symptoms clear or completion of 24 hours of medical provider- prescribed ophthalmic treatment. 
• Measles, mumps, rubella, (German measles), chicken pox, pertussis (whooping cough), and influenza. A student must remain home until determined not infectious by a medical care provider. 

If a child becomes ill during the school day, the school nurse will contact the parent to pick up the child. To return to school, the child must be without symptoms for 24 hours and fever-free without fever-reducing medications for at least 24 hours.

When medications must be administered during the school day, the medication must be delivered to the school nurse in the original container, properly labeled by the pharmacy or primary care manager/provider, stating the name of the student, the medication, dosage, route, time of administration, and current date of issue. Medication Consent Form must be completed by the parent. This form must be filled out and signed by the prescribing medical provider and signed by the sponsor/parent/guardian. The sponsor/parent/guardian needs to bring the signed form and the medication to the school nurse. If the school nurse is not present, the signed form and medication must be presented to the school administrator/assistant administrator, acting administrator, or health aide for safekeeping. It is acceptable for parents to bring in self-purchased over-the-counter medication to be kept in the health office for their child’s use at school, but they must be accompanied by a physician’s prescription and signed parental consent form.

In some rare situations, students are allowed to keep their rescue or emergency medicine with them while in school or at school-related activities. The student’s prescribing primary care manager must provide a written statement that the student must be in control of his or her medication due to a life-threatening medical condition. The parent must provide written consent for the medication to stay with the student. The school nurse can provide the appropriate form for medications to be administered during school hours or for a student to self-carry emergency medication.

Students may not share medications (including non-prescription medications) at school or at school-sponsored events

Whether to give HW or not, is determined by the grade level teams. HW, if a grade level chooses to use, is intended to support and reinforce what has been taught in the neighborhood. Beginning in 1st grade, if HW is given, it should not exceed 10 minutes (successive per grade level), to include time spent reading outside of school. If your child is spending more time than that, please contact the grade level team to discuss. 

1st grade = up to 10 min.

2nd grade = up to 20 min.

3rd grade = up to 30 min.

4th grade = up to 40 min.

5th grade = up to 50 min.

Celebrations/Parties will be set up per neighborhood (the entire grade). If a student and their parents would like to bring food to celebrate an individual birthday with the neighborhood, approval must be given ahead of time by the teacher/administration.The food items may be passed out during the neighborhood's lunch time and there must be enough to give to each student in the neighborhood.

School breakfast and lunch programs are provided through AAFES. Students must set up an account to access meals at school. Free and reduced meals are also provided, but must follow an application and approval.

Within this pamphlet you will find all the information to help prepare you and your student for riding the bus this year.

Bus transportation is a privilege, not a right, and along with this privilege comes parental responsibility for the behavior of your Student. Students are responsible for complying with the Bus Rules and conducting themselves in a safe and proper manner. Inappropriate behavior by your Student may result in the loss of bus service which would require you to transport your child to school.

Transporting your Student in a safe and secure environment is our primary concern.  We work in partnership with parents, students, drivers, and school staff to ensure that your child’s school bus experience is a positive experience and is conducted in an appropriate environment.

We ask that you notify our office immediately or the administration office of the school if you have concerns about your Students’ bus ride. Your prompt reporting will have a great impact on our ability to address behavior or safety concerns quickly and appropriately. Please be assured that your concerns are our concerns and that we take the SAFE transportation of your children as an extremely serious and important job!

On occasions you will see an additional adult on the bus, they are not a Bus Monitor. They are Security Attendants and their duties are in Force Protection.

The bus driver is responsible for reporting discipline issues to the bus office. Bus drivers are not required to speak English. If you have any issues with a driver please do not engage with them, please report it to the bus office.

Safety Information

German Law does not require traffic to stop for a bus loading and unloading. Children should NEVER cross in front or behind the bus! They should wait until the bus has cleared the stop and if available find the closest cross walk. 
 

When taking your children to or picking them up at the bus stop: 

• Arrive at the stop at least 5 min before the bus
• Park well away from the stop itself
• Stay with your child at the stop until the bus arrives/departs
• Do not drive up or park at the stop itself
• Do not wait across the street 
• Do not chase the bus or try to flag it down

DO NOT have your child cross the street in front or behind the bus!

Occasionally, a student will miss their stop on the return run. If a student is not completely comfortable that a stop is the proper one, or they miss their normal stop remaining on the bus is the safest thing to do.

The bus company and the SBO have procedures for getting the students to the proper stop or return to the school for parent pickup.

If for your child loses his/her bus pass, please notify this office for us to regenerate a new one.

**Drivers are authorized to write a misbehavior report for a student without a pass. **
 

Is the bus late?

Delays may occur during the school year for many different reasons. In case of a delay, in excess of 20 minutes, the bus office will notify AFN “The Eagle”, the Schools, and notify the parents via email, if time permits.

If the bus hasn’t arrived after 20 minutes and you haven’t heard of a delay, please call the school. 

**Please have a plan for your children in case of extreme delays to ensure they aren’t standing in inclement weather for long periods of time. **

Inclement Weather

Weather conditions during the winter months can cause delays or cancellation of bus services.  The decision to delay the start of the school day, release schools early, or cancel the school day altogether rests with the Base Commander.   Delays are normally determined and announced via AFN stations, ADHOC and email beginning at 0630 hours.

Several villages in the KMC have stops that are often inaccessible during inclement weather even when most of the routes have no problems.  The families living in those villages receive specific information on procedures to get to an alternate bus stop during inclement weather.

*Bus Rules*

1. Obey the driver or adult.
2. Enter and exit the bus safely, and always show your bus pass.
3. Stay 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.

Special Notice

STUDENTS IN GRADES KINDERGARTEN THROUGH 2ND GRADE 
Children in Kindergarten through 2nd grade are our littlest passengers and most vulnerable to accidents going to/from and waiting at bus stops. They need your supervision to keep them safe.  

• Please take your children to the bus stop.
• Wait with them.
• Meet them when they return.

The driver will not let these students off the bus unless the child sees the parent/adult.  If no one is there to pick up the child, the bus office will try to contact you and ask to meet your child at the stop. If the bus office can’t reach you the child will be returned to the appropriate school.