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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.

Students may arrive on campus starting at 8:30 am. All students line up in front of the cafeteria by class and are escorted to their classrooms at 8:45 am.

Students are released from their classes at 3:25 pm. First Grade has parent pick-up at the morning line-up area. Grades 1-5 will be released and must proceed to the bus, SAS pick up point (outside of Front Office), meet parents or walk home.

At SHAPE Elementary, our vision is to “Educate, inspire, every day, in every way!” The DoDEA Slogan “Be Here!” emphasizes the conviction that consistent attendance is the first approach to successful educational experiences. We encourage parents to schedule outside appointments whenever possible after school hours or on days when school is not in session. It is your responsibility as a parent to ensure that your child arrives on time and is in school daily.

You can access more information regarding this new attendance policy on the DoDEA website; click on Search DoDEA, type in Attendance Policy.

Please contact the school before 10:00 a.m. if your child will be absent unexpectedly due to illness.

Email notifications, or signed and dated notes from parents, are required when a child is to be excused from school during the day or a student's absence is anticipated.

While teachers will take daily attendance for students in schools operating in-person as outlined in the DoDEA Attendance Policy, schools will take special effort to encourage families to keep sick students home to reduce spread of illness. Schools will discontinue any incentives or awards for perfect attendance. When students are absent, School Student Support Teams (SSTs) will actively reach out to students who have missed school as detailed in the DoDEA Attendance Policy. For schools that are operating under remote learning, adjustments will be made to attendance procedures. Rather than daily attendance, teachers will indicate weekly, in Aspen, if students have been attending to the learning throughout the week. The purpose of this is to ensure that SSTs can touch base with families and ensure students have the support they need to be successful. Attendance for the Virtual School will be recorded in a similar manner.

 

Enrollment

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.

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 (dodea.gradespeed.net) for instructions.

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

Grade Numerical Range Description

A

90 – 100

Excellent: Outstanding level of performance

B

80 – 89

Good: High level of performance

C

70 – 79

Average: Acceptable level of performance

D

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)

4.0

5.0

3.0

4.0

2.0

3.0

1.0

2.0

0

0

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

Code Description

CD

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

P

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

N

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.

X

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

School Health Services

Your Community School Meals Program

The DoDEA School Meals Program is dedicated to building student health and academic achievement in our communities. Daily access to nutritious foods is the foundation for students to reach their full potential.

  • Our program provides parents convenience and reduces stress by providing budget friendly meals that are nutritious, too!
  • School meals served during SY21-22 are free to all students in accordance with USDA guidance.
  • Our program is a participant of the USDA National School Lunch Program and School Breakfast Program ensuring the high standards of nutrition of served to your student.

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

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.

School Security

There are times when inclement weather, such as heavy snow or freezing rain, will result in SHAPE International Schools (SIS) closing. If SIS decides that it is not safe to operate buses or proceed with classes normally on SHAPE, schools will be closed. 

The following methods are used to inform families about school closures: 

  1. AFN SHAPE (106,5 FM) radio and RTBF HT-VIVACITE (92,3 FM) will broadcast the closures between 06.30-08.00, repeating this message every 15 minutes. 
  2. Parents can call 065/44-2000 + enter 6033 for the bus office. An automated message on their answer phone will inform you if the buses are not running. 
  3. SHAPE2DAY website will also display school closure information. 

There can be occasions when a bus could be delayed or unable to reach certain scheduled bus stops, usually resulting from heavy traffic, road work or poor weather/road conditions. If your child’s bus has not arrived within 15 minutes of the normal pickup time, you would need to make arrangements to take your child to school. 

Force Protection

SHAPE American School is in session, as follows, during United States Military Force Protection Conditions ALPHA through DELTA: 

ALPHA Regular School Day Schedule BRAVO Regular School Day Schedule CHARLIE Regular School Day Schedule 

DELTA **** Regular School Day Schedule **** See Below 

In the event that United States Military Force Protection Condition DELTA goes into effect during the school day the following school closure and evacuation plans will be carried out: School will remain in session through the remainder of the day and students will be dismissed from school at the regular time and expected to use the normally available transport systems to return to their homes. 

The School Principal will work in concert with the American Community Commander, the HSG Commander and the Commander of USAG Benelux to determine whether or not there is sufficient cause to close school earlier than the regularly scheduled time. If so, students will then 

be transported home using the regular bus program with parents being notified of the school closure via the military command structure and local AFN radio and television. 

It is important for the parents of students attending SHAPE American Schools to remember that if US Military Force Protection Condition DELTA were invoked, only the SHAPE American Schools would be affected, and not the other national school sections that make up SHAPE International School. It is also possible that during the normal school day, the SHAPE International authorities may determine that SHAPE International School (SIS) will close. In this event, school will be dismissed using the normal bus program with parents being notified of the school closure via the military command structure and local AFN radio and television. If US Military Force Protection Condition DELTA goes into effect and the American schools are closed and/or if the SHAPE International authorities decide to close all SHAPE International Schools, the duration of the closures will be determined by the events that caused the action. 

In the event that Force Protection Condition DELTA goes into effect before or after school hours, the USAG Benelux Commander, through command channels and local AFN radio and television, will announce the decision regarding the school closure. Rest assured that in the event of a school closure occurring, the decision to do so was reached as a result of close coordination and communication between the SHAPE International and American community commands. 

In summary, we are in a unique position being an American Schools on a NATO base here in Europe. We have command structures on SHAPE and the USAG Benelux Command structure and the school falls under both command structure guidelines. 

 

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.

 

  1. Be kind and show respect to others through words and gestures.
  2. Listen to and follow directions of the adult in charge.
  3. Be responsible for school materials and supplies.

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 In-School 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.

Technology

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
  • SPAMMING
  • 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.

SHAPE Common Services School Bus Office handles all transportation of students to and from SHAPE for all schools located on base. The Common Services Bus Office is responsible for the safety and well-being of students utilizing their transportation services. Since SHAPE American Schools are located on a NATO base, bus transportation is not handled by the school. Common Services’ Bus Office provides bus monitors on all buses to help ensure the conduct and safety of student’s onboard the bus is maintained. Inappropriate behavior by students while on the buses can result in suspension from utilizing the bus transportation long term. All students who ride the bus must first register with the Bus Transportation Office. Parents can contact the office at (+32) 65-44-4013 / 4365 for any questions or concerns. 

School Procedures

All students in grades 3-5 are given a planner to provide an opportunity for daily communication between parents and the school. We encourage all parents to consistently utilize the Journal / Agenda planner to maintain open home - school communications.

  • Place hand sanitizer stations at the entrance of the buildings. Use hand sanitizer products throughout the school facility with 60% alcohol or greater (touchless dispensers if possible). Ensure proper monitoring of student use.
  • Supply bathrooms and classroom sinks designated for handwashing with soap, warm water, and disposable towels (or air dryer systems).
  • Schedule handwashing for elementary students throughout the school day.
  • Prohibit student sharing of pencils, pens, and other school supplies.
  • Do not allow students to share lockers or cubbies.
  • Remove items from the classroom or hallways that are frequently touched but are not easily cleaned on a daily basis.
  • Prohibit students from bringing personal items to school from home, e.g., fuzzy toys and blankets.
  • Encourage students to bring personal headphones for classroom use.
  • Require students to bring a personal water bottle to reduce or eliminate water fountain use during the school day.
  • Educate students on viruses, mode of transmission, signs of illness, protective measures, how to wear face coverings, and appropriate social skills encouraging minimal physical contact. The school nurse and teacher should partner to develop and deliver this learning as a part of the standard start of school practice. Additional resources are available through the district and the local Medical Treatment Facility (MTF).

Students will be required to wash hands upon entering the school building in the mornings.  When students arrive inside the school building they will be directed by school personnel to a designated handwashing station.  Students are asked to use the CDC’s recommended handwashing guidance.  All students should wash their hands for 30 seconds prior to rinsing with water and fully drying their hands.  Singing the “Happy Birthday” song is a good idea to ensure this length of time.

The CDC recommends washing hands with soap and water whenever possible because handwashing reduces the amounts of all types of germs and chemicals on hands. If soap and water are not available, using hand sanitizer with at least 60% alcohol can help individuals avoid getting sick and spreading germs to others. Children with sensitive skin conditions may be adversely affected by the use of hand sanitizers.

Students will also be required to wash their hands prior to recess and following recess. 

Students will also be required to wash their hands before and after eating lunch, after using the toilet, and after blowing their nose.

 

Students will wear masks while inside the school building at all times, except during lunch.  Students will be given breaks to go outside where they may remove their mask while keeping the 6ft mandated distance in accordance with SHAPE command policy.  Parents are requested to ensure that masks are properly washed prior to wearing again.  Several masks may be needed to accomplish this task.  For proper face mask washing please visit the CDC website at: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/how-to-wash-cloth-face-coverings.html.

Parents are requested to assist their children in learning how to properly wear their mask before attending school.  They are also requested to discuss with their child the importance of wearing a mask.

“To maximize the in-school attendance of students and school staff members, DoDEA will require all personnel on a DoDEA school campus to wear a cloth face covering (as opposed to a surgical mask) when social distancing cannot be achieved, including when on DoDEA buses and at school bus stops. DoDEA has ordered two face coverings for each DoDEA employee and student with an additional supply available in each school for contingency requirements.

Wearing cloth face coverings should be prioritized when it is difficult to maintain social distancing, and schools should seek opportunities for students to remove face coverings while maintaining social distancing guidelines.”

 

Modified face coverings may be procured to meet the specific needs of students with disabilities and specified health conditions. Schools should consider the need for modified face coverings for teachers, school psychologists, and related service providers serving students with disabilities and facilitating evaluations.

Consider use of clear face coverings that cover the nose and wrap securely around the face by some teachers and staff. Clear face coverings should be determined not to cause any breathing difficulties or overheating for the wearer. Teachers and staff who may consider using clear face coverings include:

Those who interact with students or staff who are deaf or hard of hearing, per the Individuals with Disabilities Education Act.
Teachers of young students learning to read.
Teachers of students qualifying for ESOL services.
Teachers of students with disabilities.

Cloth face coverings are not face shields. CDC does not recommend use of face shields for normal everyday activities or as a substitute for cloth face coverings because of a lack of evidence of their effectiveness for source control. Some people may choose to use a face shield in addition to their cloth face covering when sustained close contact with other people is expected. Disposable face shields should only be worn for a single use. Reusable face shields should be cleaned and disinfected after each use.

Bus Service

School bus service is the responsibility of SHAPE International Headquarters and Support Command (IHSC) Transportation Branch, School Bus Section – Bldg. 710, Tel: DSN 423-4013, Comm.: 065-44-4013. Sponsors must register their children with the School Bus Section if school bus service is desired. Any problems, including discipline, should be brought to the attention of the Transportation Branch; parents are encouraged to contact the bus office, directly for any bus concerns.

Children riding the school bus will follow the safety rules distributed by the transportation office. Children must get on the buses promptly and remain seated on the buses. Parents or guardians are encouraged to walk to the curb with their children until departure and meet the children at the curb upon arrival.

In Belgium, motor vehicles are not required to stop when buses discharge passengers. Caution your child to wait until the bus has departed before he/she attempts to cross the street.

If you have any questions pertaining to the bus services, you may contact the bus office directly at DSN 423- 4013 or Comm. (32) 065-44-4013. School Bus office hours: 0915 - 1115.

1330 - 1430.; 1600 - 1700. School Bus Hotline for school or bus delays: call 065-44-2000 and enter code 6033.

Bicycles
Children riding bicycles to school will get off at the edge of the school grounds and walk them to the designated parking area. ALL BICYCLES should be placed in the rack and locked. When leaving school grounds, bicycles will be walked to the sidewalk before boarding. Bicycles are not allowed on the grounds during school or lunch hours or taken for rides during the school day.

Walking To School
Children who walk to and from school must stay on the sidewalk and cross at the corners or safety crosswalks. Walkers should not arrive at school earlier than 0830.

Appointments
Children may need to be excused from school for medical or dental appointments. Parents who desire to pick-up their child during the school day need to send a note to their child's teacher prior to the scheduled appointment. When picking up a student early, parents should sign him/her out at the front office and should not go to the classroom. Students will be called out of class upon arrival of the parent. If the child returns prior to the close of school, the parent needs to sign him / her in at the school office.

Leaving School Grounds
No child is allowed to leave the school grounds during the school day without the permission of the principal or assistant principal. NO child at any time during school hours may leave the school grounds to attend a medical appointment without being accompanied by a parent or guardian.

Children should be cautioned against accepting rides from anyone without parental permission. They should also be encouraged to go directly to their buses or to go straight home immediately at dismissal. If for any reason a child misses his/her bus or needs something from the classroom after school, the child must report to the school office. Under most circumstances, children will not be allowed to return to their classrooms after they have left the building.

Leaving Your Child(ren) Under Someone Else’s Care

The school requires from the sponsor a letter with:

  • Dates of departure and return
  • Name and phone numbers of the person(s) who will take care of your child (ren) during your absence.

 

Please see addendum for specific information regarding COVID-19 cases and suspected case in the addendum

Cancellation of School

In the interest of our children’s safety during the winter period, adverse weather or road conditions may make it necessary to cancel or delay the school bus service. The decision to cancel the school bus service will be made by the SHAPE International School or Support Command, by 0600 on the morning concerned.

Parents have five ways to know if there is school that day:

  1. Tune in to AFN SHAPE (106.5 FM) radio + RTBF HT-VIVACITE (97.1 FM) +SUD Radio (Mons 102.0 La Louviere 94.5, Mons-Borinage 94.9). They will broadcast the closure between 0630-0800, repeating this message every 15 minutes. Also check our Facebook page at https://www.facebook.com/ SHAPECS for updates
  2. Parents can call 065-44-2000 and enter 6033 for the bus office. An automated message on their answer phone will inform you if the buses are not running.
  3. The SHAPE2DAY website at http://www.shape2day.com will also display school closure information. If a school bus has not reached its pick-up point 20 min later than normally scheduled, please consider the transportation cancelled.
  4. Call the school at 065-32-6934/6935. An automated message will provide the information.
    If a school bus has not reached its pick-up point 20 minutes later than normally scheduled, please consider transportation is possibly cancelled. Parents can call 065-44-2000; enter 6033 for the bus office. An automated message on their answer phone will inform you if the buses are not running.
    There may be an occasion when the bus routes are clear in some areas and not in others. When this happens and a bus has not arrived 20 minutes after pick-up time, parents need to make their own arrangements to get their children to school.
  5. Monitor information provided by the SHAPE Notification Alert App for emergency school announcements. Please download the app to your iPhone or Android device.

Emergency School Closure

The SIS Director - General may determine the need to close school early because of weather conditions or other emergencies. It would be impossible to notify the all parents involved. If the children are unable to remain in the school building because of an emergency condition such as a bomb threat, their teachers will take them to designated safe havens until such time as it is safe to return to school or the normal end of the school day.

Parents are requested to establish a safe haven near their homes, a place where children are expected to go if their parents are unexpectedly away when they reach home.

 

Please inform your child’s teacher by email AND the school at shapees.attendance@dodea.edu if your child is:

Sick
Going to be late for school 
Has an appointment during the middle of the school day
A doctor’s note is required for days missed due to illness.  Informing the school office in advance of the day’s medical or personal appointment will help facilitate the speedy departure of you children. 
You can also call the school on DSN 366-6934 or +32 65 32 6934.

If you know in advance about a planned trip, please complete the SHAPE ES - Request for Approval of Planned Absence form. 

All absences will be approved by the front office (i.e., excused or unexcused).

Excused absences will result in the student being allowed 7 calendar days from the date of return to school to make up missed work for full credit.  Teachers will provide work to be made up UPON RETURN of the student to school.

Unexcused absences are unexcused.  Students who have unexcused absences will not be allowed to make up work for credit; however, they can make up the academic learning missed by doing the work. Teachers will provide the work missed UPON RETURN to school.

Five or more unexcused absences will trigger a parent meeting with the school’s administration.  Excessive unexcused absences beyond 10 days will be referred to SHAPE NATO leadership for assistance.

Please see School Lunch in the Addendum: COVID-19 for the most recent changes.

The food service in the cafeteria for grades K - 5 is provided under contract with AAFES. Meal accounts for full meals are available from the PX (Customer Service) and are sold daily during normal store hours.

Meal accounts for full meals can also be set at the school cafeteria between 0915 and 1030 daily. When accounts have not yet been established, students may pay with cash. Cafeteria questions may be directed to the cafeteria manager at DSN: 366-6916 or CIV: 065-32-6916. U.S. parents may qualify for free or reduced lunch. CYSS can provide information on the free and reduced lunch program. 

Students who wish to purchase lunch from the school cafeteria will need to set up an account with AAFES. School lunch applications are available at the school office.

 

 

Begins

Ends

Kindergarten

11:30

12:00

First Grade

10:50

11:20

Second Grade

10:50

11:20

Third Grade

11:30

12:00

Fourth Grade

12:10

12:40

Fifth Grade

12:10

12:40

Please Study Trips in COVID-19 Addendum for current changes

Study trips are extensions of the curriculum. Educational excursions are made to various locations of interest to enrich the curriculum and to better understand the host nation. These trips are conducted during the school day under teacher supervision and guidance. Parent participation on study trips is welcomed. However, siblings may not attend study trips.

Parents who act as chaperones will receive additional information and guidance. Parents should note that no smoking or drinking is permitted on study trips. Parents who volunteer to act as chaperones must be prepared to abide by this rule. They must also submit the complete and approved volunteer packet prior to the trip. Study trips will normally return to SHAPE prior to the departure of the school buses at 1540. Notification will be made when parent pick-up is required for late return. Study trips may be cancelled or rescheduled at any time based on threat levels, teacher absences, or general safety precautions. When the study trips are late to return, call the MP’s at 065-44-3333 for information. 

Public Law and DoD Directive, to foster the concept of participation in school affairs, establish the advisory committee by members of the school community. The committee is responsible for making recommendations and advising the principal on all matters within the jurisdiction of the SAC. These include:

  1. School policies involving students and parents
  2. Instructional programs and educational resources
  3. Allocation of resources to achieve educational goals
  4. Student services (health, special education, testing, etc.)
  5. Student conduct and discipline standards
  6. DoDEA policies and standards related to the above issues.

Unlike the PTSO, the SAC does not raise funds to procure school equipment and supplies or grant student scholarships. Elected members of the SAC include four parents and four teachers. Liaison members (without vote) include the school principal and the school liaison.

SAC meetings are the third Thursdays of each month. Parents may bring suggestions or problems before the SAC by contacting a SAC member, or attending a SAC meeting. If a parent would like to be more involved, he/she may contact the school office.

 

Individual photos are taken in the early fall of the school year, class photos in the spring. This is coordinated by the PTSO. An announcement well in advance of the date will be in the parent newsletter. Pictures are usually available within four to six weeks from the date they are taken.

Personal Items
Occasionally, a teacher may designate a “Sharing Day.” This is the only time personal items from home should be brought to school. We urge parents to exercise good judgment and caution when making a decision about personal items being brought to school. Neither the school, nor its employees shall be held accountable if a personal item is damaged or stolen. The owner is fully responsible for the personal item. Toy guns, swords, or other types of replica weapons are NOT allowed at school.

Students line up on the blue top between SHAPE Elementary School and SHAPE Middle School.  Students line up by grade level and class.  At 8:45am the school bell rings and teachers bring students into the building. 

 During inclement weather or as instructed by administration, indoor line-up may be used.  In this instance, students line up outside their classroom-seated quietly, reading a book until the bell rings.

 

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