Vicenza ES: Policies & 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.

The acceleration request must be initiated at least four weeks before the final school day. The Europe South District Office establishes the dates for acceleration. Students must be in attendance for the entire acceleration day.

Orders and a letter indicating the student's last day in school should be brought to the registrar. It is the student’s responsibility to take the acceleration form to teachers and complete the required work and examinations before departure.

• Three (3) days prior to the acceleration date, students will receive a clearance form from the Registrar, which must be completed by teachers and other staff members before departure and returned to the Registrar.
• Payment for books or other items must be made before clearance can be completed.
  • Parents must call ahead to arrange for records pick up.

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.

Our student transportation program's vital and overriding objective is the safety of all our student riders. This program is an extension of the school ground to your residence. Student transportation, unlike almost all other education mission activities, carries with it not only a direct responsibility for the well-being of those who receive its services, but it is also the one activity in which a failure can have immediate life and death consequences. The program's safety task is carried out by proactively identifying and then taking any action that controls and reduces the risk to students.

Much of our policies cover this critical aspect to ensure the safety, security, well-being, and comfort of our student riders. For these reasons, the safe operation of school buses is also directly proportional to the proper conduct by the students that ride on those buses. Parents and school officials are partners in providing guidance and instruction to students who will be using the school bus transportation privileges provided by DODEA-Europe.

It is vital to share with students the responsibility of student behavior on the bus. Parents must ensure that their students understand the rules for riding the school bus and that they follow those rules.

When children disobey the rules, they make the bus unsafe for every other student on that bus. Bus drivers must not be distracted from safe driving by children’s misbehavior. Students must show respect for bus personnel and follow their instructions. Additionally, parents must ensure the safety of their student to and from the bus stops and while waiting at the bus stop. Additional information regarding bus stops and operations are covered in a chapter below.

As you can imagine, we heavily rely on parents and sponsors to teach their children proper behavior and bus rules. Accordingly, bus rules will be strictly enforced. All violations of expected student behavior or school bus safety outlined in this handbook will be investigated and reported to the school’s administration, Principal or designated representative, for possible disciplinary action. Students not complying with school bus rules may have their bus riding privileges suspended or revoked. School administration will notify the sponsors by telephone and/or in writing of any action taken. If a student gets suspended from bus riding privileges parents and sponsors are required to make their own arrangements for the children to get to and from school.

COVID 19 Information:

DODEA has put in place numerous safety requirements and precautionary measures that follow CDC and DODEA guidance to ensure students are protected against and reduce the risk of COVID-19. We also follow Garrison and host nation recommendations and policies complementing DoDEA COVID-19 Operational Guidelines and Protocols for Schools. Health Protection Conditions (HPCONS) determine school environment, protection postures, and level of school activities allowed; conditions dictate measures. Social distancing, face coverings, hand sanitizing, and other health protection mitigation actions such as: bus seating assignments, seating-by-siblings or maximum allowable bus capacities are important tools that we use to protect our students against the virus and facilitate possible contact tracing actions by Public Health.

For more information on our Transportation Guidelines and our Bus Registration Form, please visit your School's Transportation Page.

Vicenza ES
Vicenza MS
Vicenza HS

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. 

At Vicenza Community Schools, we expect students to dress in weather appropriate, modest, clean clothing that is not provocative, revealing, or offensive to anyone. Students should dress in a manner that is not distracting to themselves or to others. Both boys and girls must wear clothing that covers the torso and thighs. Shirts with straps should be 2 inches in width as per the student handbook. Students must wear footwear. The final determination of whether the dress is appropriate for school rests with the principal.

DoDEA AI 5205.02, Volume 1, DODEA FORCE PROTECTION PROGRAM: ANTITERRORISM, February 11, 2019

3.2.c. (2) (FOUO). DoDEA does not have an organic capability for surveillance detection or counter surveillance as identified in Volume 1 of DoD Instruction O-2000.16 and DoD Instruction 2000.26. DoDEA relies upon the installation commanders to provide this function. As such, it is not practical to integrate counter-surveillance, surveillance detection, or counterintelligence (CI) in accordance with DoD Instruction 5240.26, and other intelligence capabilities at any DoDEA operating locations.

3.15.c. DoDEA Bus Security Attendants Program. Bus Security Attendants are specially- selected, task trained adults who are assigned to ride on designated buses that transport DoDEA students on daily commutes (home-to-school and return runs). Bus Security Attendants perform four (4) tasks: pre-run bus security inspections, en-route surveillance detection, pre-attack recognition, and en-route security emergency response and management.

DoDEA PROCEDURAL GUIDE 5760.01-01 SERIOUS INCIDENT REPORTING

PROCEDURES, August 24, 2016, Section 4: Serious Incident Report Matrix, Table 6. Security Incidents, Force Protection Issues: Requires reporting of Force Protection Issues such as suspected surveillance which constitutes a threat or potential threat to students, staff or operations – if in doubt – report it! See table below:

Report: Suspected surveillance or other suspicious activity constituting a threat or potential threat to students, staff, or operations; or any incident that has the potential to compromise existing security measures and procedures.

Be alert to signs of intelligence gathering, surveillance, collecting materials for attack, and rehearsals:

• Taking photos or videos of potential targets
• Writing notes or sketching
• Showing abnormal attention to details of security measures
• People loitering in the same general area without a recognizable legitimate reason
• Certain civilian vehicles that seem to appear repeatedly
• Utility and construction workers that do not appear to be performing a specific job
• Electronic audio and video devices in unusual places

Surveillance may be conducted over a long period of time and employ various methods:

• Stationary surveillance: a common method in which operatives observe from a fixed location.
• Moving surveillance: conducted on foot or in vehicles.
• Technical surveillance: uses electronic means to record or gain access to security information.
• Casual questioning: used to elicit security information from approachable personnel.

Description of personnel:

• Gender, Race, Height, Weight, Clothing, Accent/dialect, Tattoos, Scars, Disabilities, Peculiarities

Description of Vehicle:

• Make, model, style, color, license plate

Vicenza Elementary School (building 700) is located in the Villaggio Housing area. Grade levels are placed in close proximity grade level teams. Students have access to two art rooms, 2 music rooms, a science lab, gymnasium, nurse’s station, Information Center, Administrative/Guidance wing, and a Multipurpose room designed for lunch, assemblies and performances. 

Study trips are an important aspect of the school program. They are designed to support curricular standards and school programs or clubs. Study trips may be on or off-base, and may include walking or local host nation bus transportation. The school may also provide transportation. Parents and students are responsible for site admission fees and lunch expenses. All study trips are chaperoned with at least one adult for every ten students. All parent volunteers interested in chaperoning a study trip must complete a Volunteer Packet in advance. 

The school Secretary provides a wide range of administrative support to keep everything running smoothly.  Assistance to the Principal and Assistant Principal, scheduling meetings, admin office management, Human Resources, school calendar, newsletters, and supporting students, staff, parents, community members and guests are some of the tasks for the school Secretary to help keep everything running as smoothly as possible.

The school Registrar’s responsibilities include Student Eligibility/Enrollment and Tuition, attendance, report cards, transcripts, academic awards and programs, assistance to the Principal and Assistant Principal, and supporting students, staff, parents, community members, and guests.

The front desk Receptionist is the first-line customer support. These responsibilities include student/visitor sign-in and out, attendance, student activities calendar, assistance to the Principal and Assistant Principal, and supporting students, staff, parents, community members and guests.

The school Supply tech facilitates the school level operations of the DoDEA supply program. These responsibilities include school inventory/property, hand receipts, GPC purchases, official mail, drayage, assistance to the Principal and Assistant Principal, and supporting students, staff, parents, community members, and guests. 
 

Parents wishing to pick up their children up from school can meet their children in the area in front of the school.  All students will ride assigned buses.  Parents must meet their children at the home bus drop off point.  Any exceptions regarding the destination of students after school must be in the form of a note or an email sent early in the day notifying the child’s teacher, i.e. don’t ride the bus today, go to SAC, etc.  Without a written note, the Student will be directed to go home in the usual manner.  Phone calls will not be accepted after 2:00 p.m. unless there is an emergency.

It is the responsibility of parents to notify the school before 9:00 a.m. any time your child will be/is absent.

For security purposes, parents are required to escort their children to the office and sign them in when arriving late. Students arriving after 8:10 AM will receive a late pass to give to their teacher for admission into class. 

Quarterly Town Halls for the Vicenza Complex Schools are held together to share information with parent and community members regarding a variety of topics, to include DoDEA initiatives, standards, curriculum, programs, safety and security, as well as upcoming events. Question and Answer sessions are embedded in the Town Halls, which may be held during the school day or after-school hours.

Weather conditions during the winter months can cause delays or cancellation of school and bus services. The decision to delay the start of the school day, release schools early or cancel the school day altogether, rests with the USAG-Italy Garrison Commander and Europe South District Superintendent. The decision for a delayed start or closure is made no later than 0400 HRS the day of the occurrence.

Cancellation of school due to inclement weather is extremely rare in Vicenza. However, if it occurs, the conditions will be announced on AFN radio (FM 106.0 or 107.0) and TV, and posted at:
https://home.army.mil/roads/index.php

or on the USAG-Italy Facebook page at:
https://www.facebook.com/pages/USAG-Vicenza/510754135688016?fref=ts

Information is also available on the Info Line at 0444-61-8888.

Early release of school will be determined by the USAG-Italy Garrison Commander in coordination with the district and school administration and will be announced according to community and school procedures.

Other factors that may bring about the closing of schools are lack of water or heat, a health epidemic, military alerts that affect the community, and other emergencies that require the Garrison Commander to close the schools.

You are encouraged to visit your child’s classroom and your school. For security reasons, all visitors must sign in at the main office and obtain a visitor’s pass. At the end of the visit, the badge must be returned to the office. Persons who refuse to report to the office or refuse to identify themselves will be reported to the Provost Marshall’s Office.

Discussions with the teacher during class time should be avoided except for emergency situations; your child and others lose valuable instructional time while these unplanned conversations take place. Teachers will be happy to schedule conferences during their planning times or at some other mutually convenient time.  While we realize that you may have younger children, please do not bring them with you when you come to your child’s class.

Note: Please return your “Visitor’s Badge” to avoid a phone call from our office; we are required to keep 100% accountability of these badges.

Parents are requested not to take lunch money or lunches, permission forms, or homework directly to the classroom, but to leave such items in the main office for delivery to the classroom.