Vilseck 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. 

Vilseck Elementary School maintains a safe, nurturing environment where all children can learn. The following are student expectations:

1. Do nothing that could cause injury to others.
2. Do nothing to disrupt the learning of others.
3. Respect community and personal property.
4. Obey all school adults promptly and respectfully.
5. Use appropriate language at all times. Inappropriate use of language relating to religion, ethnicity, age and gender will have severe consequences.
6. Students engaged in fighting or play fighting may receive disciplinary actions from detention to suspension.

Classroom Rules

Classroom rules are posted in each room and shared with students and parents at the beginning of the school year. Students are expected to become familiar with and follow these rules. Frequent reminders will be discussed in school. Normal school policies for student behavior apply to all school sponsored activities. Inappropriate behavior may also result in the loss of privileges for attending future school activities.

Vilseck Lions ROAR with Respect, Ownership, Good Attitude, Responsibility

The Europe East District has implemented a one-hour early release each Thursday for Grafenwoehr-complex schools. School will be dismissed at 1:30 pm. Buses will run their normal routes and parents should pick up students in the appropriate locations each Thursday promptly at 1:30 pm.

BELL SCHEDULE

Breakfast

AAFES offers a breakfast program that is available for $1.75. Breakfast is served from 8:00 – 8:25 daily.

Lunch Recess Time

AAFES serves a hot lunch daily for $3.25. Students are welcome to bring a sack lunch. Your child’s teacher will provide specific lunch and recess times.

Spirit Day

Every Friday is “Spirit Day” in the school. Students are asked to wear their school T-shirt, sweatshirt, or a combination of the VES colors- blue and white. The PTSA has spirit clothes available for purchase.

The School Bus Office (SBO) is responsible for issuing bus passes, bus safety training and coordination of bus services. You may contact the SBO with questions by calling 476-2864 Ext. 7418 or 09662-83-2864 Ext. 7418. Riding school buses is a privilege that may be suspended or revoked if the student does not behave in a safe and proper manner. Parents are responsible for maintaining and emphasizing necessary control over their children as they ride on the bus. The administration and the SBO resolve issues involving student behavior. Corrective actions range from letters of warning to suspension of bus riding privileges. The School Bus Office investigates issues related to buses or bus drivers with the contractor. Parents and students are responsible for thoroughly reading DoDEA regulation 2051. 1 of the student school bus behavior management policy. This regulation is also available as a link on the school website.

Vilseck Elementary School does not normally close because of snow and road conditions. However, such closings or delays may be necessary in the event of unusually severe weather. If school is delayed it will usually begin at 10:25 a.m., and bus routes will run two hours later than normal. Whenever school is delayed, the morning session of Preschool for Children with Disabilities (PSCD) is cancelled.

The garrison commander makes the decision to close or delay school. This is done at approximately 0500 hours, or as required during the school hours, after careful evaluation of current and predicted weather and road conditions. School closure and delay notices will be broadcast on AFN radio AFN Radio (FM 98.5/107.7) and the local television channel. The weather link is www.bavaria.army.mil or you may call the USAG Grafenwoehr weather line at 475-7623 or 09641-83-7623.

Early Dismissal from School Prior to 1435

In order to maximize daily learning, please do not pick-up your child between 1400 and 1435 p.m. If your child must leave school prior to the end of the school day, please notify the teacher in writing. Please indicate who will pick up your child and at what time. All children will report to the office to be signed out. The last thirty-five (35) minutes of the day brings closure to a successful day of learning. Your cooperation in scheduling appointments outside of this time is greatly appreciated. VES requests that you make any changes to your child’s pick up before 12:00.

Students are to attend school regularly and arrive on time. Upon arrival, they should proceed to the designated waiting areas, which are supervised by staff members. Chain of command and the school liaison will be contacted for students who are habitually tardy. Parents are required to sign student in at the front office tardy or late. Supervision is not provided for students on campus before 0810 or after 1445. Students should not arrive before 8:10.

ACADEMIC

There are two categories of Academic Honor Lists: PRINCIPAL’S HONOR ROLL, and HONOR ROLL. The grade point average in the core subjects (language arts, reading, mathematics, social studies, science and health) will be utilized to determine eligibility for these awards. An “Infrequently Observed” or “3” in Learning Skills makes a student ineligible for an academic honor for that quarter regardless of grade point average. Examples include: accepts responsibility for behavior, takes initiative, participates in activities, and is prepared for class.

PRINCIPAL’S HONOR ROLL

Grade point average of 4.0 and 1 or 2 in all areas of Learning Skills.

HONOR ROLL

Grade point average of 3.5 or higher and 1 or 2 in all areas of Learning Skills.

PRESIDENTIAL AWARD

Vilseck Elementary participates in the President’s Award for Educational Excellence program, which honors outstanding 5th grade students’ academic achievement. To be eligible for the award a student must earn at least a 3.5 grade point average in grades 4 and 5. In addition, students must achieve in the 85th percentile on standardized tests in math or reading. If a student has a 3.5 grade point average, but has not achieved in the 85th percentile, he/she can qualify if receiving a score between the 80th and 84th percentile on standardized tests in math or reading; and receiving a recommendation from a teacher that shows evidence of outstanding academic achievement; and receiving a recommendation from another staff member that reflects significant co-curricular contributions, achievement in the community, or demonstrates significant creativity.

DINING AT THE RITZ

A formal luncheon is held for one student from each 4th and 5th grade classroom with top academic standing and for one 4th and 5th grade student from each classroom who has most improved for the quarter.

CITIZENSHIP AWARD (LION’S PRIDE):

Students must actively demonstrate good citizenship in all classes, recess, and coming to and from school. This award is given to students in Grades K-5

SCHOOL IMPROVEMENT LEADERSHIP TEAM

The School Improvement Leadership Team (SILT) is comprised of parents, educators and administrators that help guide overall school improvement efforts and specifically with VES’ goals of reading comprehension and math reasoning/problem solving.

SCHOOL ADVISORY COMMITTEE

The Vilseck Elementary School Advisory Committee (SAC) provides a vital communication link between school, parents and the community. Four parents and four teachers are elected to two-year terms. In addition, the school’s administration and command representatives also participate. The SAC reports to the Installation Advisory Council (IAC) and the District Advisory Council (DAC).

PARENT-TEACHER-STUDENT ASSOCIATION (PTSA)

The Parent-Teacher-Student Association is an active and integral part of the school. It provides support for the programs such as student photographs, school carnival, book fairs, and our award winning Red Hot Readers program. Its main goal every year is to encourage parent involvement. Parent involvement is the participation of parents in every facet of the education and development of children’s lives. Research shows when parents are involved, students achieve more. The PTSA is a volunteer organization. It needs your help and support to make this a great school year for all of our children. You can reach the PTSA at DSN (314)545-2107, CIV +49 (0) 6111-43-545-2107 or email of vilseckptsa@gmail.com.

VOLUNTEERS

The PTSA organizes and supports the use of volunteers within the school. If you are interested in becoming a School Volunteer, please contact the school office, DSN (314)545-2107, CIV +49 (0) 6111-43-545-2107. 

Parents having disciplinary concerns about a student other than their own at school may speak to the administration, the teacher, or counselor. Parents may NEVER question other students at the school regarding disciplinary actions.

The Four School-Wide Rules are:

S afety

T ry my best

A ct responsibly

R espect myself, others, and the environment

When suspension from school is the consequence for any offenses of the above, the suspension will be for one half or more days, depending on the seriousness and frequency of the offense. When a suspension has previously occurred, the consequences will be increased if additional offenses occur. Students who are suspended over ten days - even if cumulative over the school year - will be sent before the disciplinary committee. The student will be expected to make up any work missed during the suspension.

The sponsor is responsible for his/her dependents' actions. When serious incidents occur, sponsors will be notified. Additionally, we have the obligation to keep the military authorities, including the Garrison Commander, informed of serious misbehavior. When children are suspended from school for any amount of time, the Office of the Bavaria Superintendent, Base Commander, Unit Commander, and School's Officer will be notified.

Administrative actions that may be taken by the Army Civilian Misconduct Action Authorities in cases of misconduct are identified in USAREUR Regulation 27-9, Misconduct by Civilians, dated September 1990. Administrative actions range from counseling to the suspension of logistic support privileges and/or removal from the host country, depending on the gravity of the misconduct. Civilian employees and their family members as well as military family members are subject to these actions.

For disciplinary infractions involving DoDEA students occurring on school grounds during the school day or while participating in DoDEA-sponsored activities, suspension or expulsion may result. Your attention in this matter is appreciated. If you have additional concerns, please contact the school principal or your Military/Security Police.