Part 2.0 Academic Success

Section 2.3 Parent Component

Paragraph 2.3.3 School Parent and Family Engagement Policy

Policy Statement:

Non-custodial parent/guardian

American Prep abides by the provisions of the Buckley Amendment with respect to the rights of noncustodial parents. In the absence of a court order to the contrary, the school will provide the non-custodial parent access to the academic records and to other school-related information regarding the student. If there is a court order specifying that there is to be no information given, it is the responsibility of the custodial parent to provide the school with an official copy of the court order.

Likewise, non-custodial parents will have access to students during school hours in the same way that custodial parents do (including picking up the student from school) unless documentation to the contrary is presented to the school. It is the responsibility of the parents to provide the school with the appropriate documentation.

Caregivers (Temporary Guardian)

If parents are going on vacation, over school days and will not be available in the case of an emergency or to pick up their student, the name of the temporary guardian and contact information must be provided to the front office and added to the student's registration card so the guardian can pick the student up from school, if necessary, while parents are away. Parents should also leave a completed medical permission to treat form with the guardian in case there is need for medical attention for the student while the parents are not available.

Visitors

Visitors are welcome at American Prep. Visitors must sign in at either the Junior High office or the High School office. Visitors must wear a Visitor's Badge while they are in the school. Visitors are welcome to visit at any time to observe the instructional process. Parents wishing to observe a class should check in with the administrator, who will take them to the classroom and ensure they have a seat and will signal to the teacher that the visitor intends to observe the class. Visitors should not involve themselves in the classroom. We ask that visitors not bring small children to observe in the classroom. Visitors who are a student from another school or a minor must be accompanied by a parent/guardian or obtain approval from the administration.

Volunteer Guidelines

American Prep asks families to provide volunteer service at the school. We consistently log impressive volunteer hours every year, thanks to our INCREDIBLE families and their generous gift of time and talents. This extraordinary service makes it possible for our students to have an outstanding educational experience, which would not be possible without our volunteers' assistance. THANK YOU, parents!!

Volunteers are needed for help in classrooms, in the offices and for special activities and programs. We encourage parents to sign up for what activities they might like to participate in each fall at Parent Orientation, where the FSO (family school organization) will have tables set up for parents to sign up. If you would like to volunteer, please contact your student's teacher or the office personnel. Some of the ways parents can volunteer:

1)      FSO (Family Student Organization) Committee - help coordinate all volunteer efforts at our campus

2)      Classroom Volunteer

a)      Librarian - helps check library books in and out to students

b)      Lunch assistant - this is particularly helpful in K-2 classrooms

c)      Correcting papers, give other support as directed by teacher

3)      Staff Appreciation

a)      Bringing meals for teachers (during Parent Teacher Conferences, Staff appreciation week, Holiday party)

b)      Activities during staff appreciation week

4)      School General Volunteer

a)      Help in curriculum room

b)      Newsletter

c)      Reading University Store

d)      Facility Support

e)      Club Coordinator

5)      School Events

a)      Spelling Bee

b)      Geography Bee

c)      Speech Festival

d)      Science Fair

e)      Veterans Day Assembly

f)       Builders Assembly

g)      Memorial Day Assembly

h)      Field Day

i)        Field Trips

6)      Community Building Events 

a)      Fall Festival

b)      Holiday Boutique

c)      Spring Fun Run

It is important that volunteers work together as team members with American Prep staff members. The following guidelines are helpful in ensuring that volunteer service is a positive experience for parents and is effective for our students.
 

• Volunteers must sign in and out at the front office, get a Visitor's badge and wear it during the time in the building volunteering.
• Volunteer Dress & Behavior – please dress appropriately. The more we show respect for our school, the more respect the students will feel toward the school. American Prep's dress code is reflective of a high level of respect. We encourage volunteers to reflect this same level of respect in their own appearance when they volunteer at the school.
• Volunteers work under the supervision of staff.
• As a matter of professional ethics, and personal privacy, volunteers should not discuss teacher, student or school information gained while volunteering with other people. It is extremely important that confidentiality be upheld at all times. Administrators have the same expectations of confidentiality from volunteers as they do from the American Prep staff.
• Volunteers may be asked to grade student papers, and it is imperative that student work is ONLY discussed with the teacher or student, if directed by the teacher, and no one else.
• For our volunteers' protection, they should avoid being alone with one or two students. If this is unavoidable, volunteers should be sure and keep the door open or move to a hallway to work.
• Student Discipline:  Volunteers have a responsibility to inform staff if there is a problem with student behavior. Volunteers should not discipline a child unless they are expressly instructed to do so by the supervising staff member.
• When volunteers are scheduled to work in the classroom with students, bringing young children is not recommended as they may become a distraction in the classroom. When coming to a meeting or a group work activity, bringing younger siblings may be acceptable. 
• Volunteers have no claim to intellectual property created during their volunteer service at American Prep.

Drivers and Chaperones

Parents may be asked to volunteer as chaperones and drivers. At APA we value our students' safety above all else. In order to make sure that our staff and parent volunteers are obeying the safety requirements set forth by APA and Utah State Law, we require anyone driving students in their personal or APA-owned vehicles to undergo a thorough driver certification process.

Certification requirements are:

1. A current copy of your driver's license

2. A current copy of car insurance card - the one you carry in your car with the expiration date in the future (must be updated before each activity)

3. An auto insurance policy declaration page ($150,000 minimum Auto Liability Limit required)

4. Fill out an Employee/Volunteer Driver Acknowledgement form (available from the office)

5. Review "Booster Seat Flyer" 

Parent to School Communication

Guidelines

Communication at American Prep, as outlined in our school vision, will be positively framed and undertaken in good faith by all parties. Anyone with a question or concern is to take it to the person most able to address it and to no one else. This allows for all members of the community to feel safe and valued, and to have confidence that all concerns will be addressed to the point of satisfaction. Feedback from all stakeholders is essential for the school to be continually engaged in a process of improvement, and feedback is more likely to be shared freely when stakeholders are confident their feedback will be carefully heard and addressed.

We acknowledge the many familial relations at American Prep. Our school was founded by a group of individuals, including family members and friends. Many of our employees have children or grandchildren who attend the school, and some of the employees are related to other employees. The advantage of having families included in our school structure is an elevated commitment level that is the result of serving our own children and the children of esteemed colleagues. Thus, the school is not just someone's "job," but is also a reflection of many family legacies and a commitment to something above and beyond the ordinary. This philosophy extends to all the families that have joined APA and brought their children, relatives and friends to invest their energies and become part of what we call the "American Prep Family." We realize that this environment may make some individuals hesitant to voice concerns. We assure you that we are dedicated to managing familial relationships professionally and addressing all concerns brought to us. We have provided a multi-level communication list with which to have your concerns addressed, so that if there is someone on the first step of the list you are uncomfortable bringing a concern to, perhaps due to a family conflict, you can move down the list to the 2nd person and start there instead. All administrators and teachers at American Prep are committed to serving our parents in an excellent way. We hope you will bring your concerns to us so that they may be speedily and effectively resolved.

Concerns must be brought by a parent about their own students or their own concerns. Due to federal privacy laws, it is often ineffective for parents to attempt to represent a group in bringing concerns to the American Prep Administration or Governing Board. Each parent's student-related concern will be initially addressed individually and confidentially In order to preserve the confidentiality of our students, group concerns will be addressed in alignment with privacy laws and should arise from individual concerns brought by parents of students.

Channels of Communication

Members of the American Prep community who have a question, concern, feedback, or a need for information will identify the person best able to answer their question or concern or most logically to hear their feedback and will approach that person in a positive manner. We have established a clear communication list through which we invite you to bring any concerns or questions you may have. The persons listed are in order of who you should address your concern to first, next, etc. If, for some reason you are not comfortable taking your concern to the teacher first, you may take it to the next person on the communication list. If you are not satisfied with the resolution at any level, you may take it to the next person on the communication list. Parents should email the staff member and make an appointment.

Refer to your Parent-Student Handbook at https://www.americanprep.org/parent-student-handbooks/, available under the Parent Resources tab.

Resolution Process

A parent would take an academic or classroom concern to the classroom teacher first, or, if they feel they can't take it to the teacher, should take it to the next person on the communication list. For example: If a parent has a question related to instruction or that relates to the classroom in any way, the classroom teacher should be the first person to whom the parent would go seeking information or resolution. If the parent does not feel their concern has been resolved by the teacher, they should ask the teacher for a meeting with an Administrator. If the parent desires, they may ask the school secretary for an appointment with the Director directly if they feel their concern would best be addressed at that level and they have already tried to address it with the teacher and are uncomfortable asking the teacher for an administrative conference. If the parent feels the Director has not sufficiently resolved their concern, they may bring their concern to the next person on the communication list. The last person on the list is the parent advocate member of the Governing Board. This may be done by emailing parentadvocate@apamail.org. 

Non-Academic School-based concerns, such as facility, safety, carpool, or any other non-academic concern

Concerns about carpool and facility safety should be brought to a school secretary. If the secretary is unable to resolve the concern, the secretary will notify whoever is best able to address the concern, or the parent may take the concern to a school administrator.

Concerns with regard to student emotional safety

At American Prep, student safety is of utmost concern to us. We have undertaken measures to ensure our students' safety and we will continue to increase our efforts in this vitally important area of school operation. If a parent has any concerns about their student's safety with regard to student relationships (bullying), they should contact the student's homeroom teacher. If they do not feel their concern is resolved satisfactorily, they should take it to the next person on the communication list above. This applies to physical safety related to anything in the physical environment, and emotional safety as well, related to relationships with peers or staff at the school.  

If a member of the community is unclear who the best person is to answer their question or concern or hear their feedback, they may ask a member of the administrative staff, beginning with one of the school secretaries.

Parent Feedback and Parent Survey

American Preparatory Academy engages in a process of continuous improvement. This process relies upon input from our school community. Parents may offer feedback at any time during the year by speaking directly with school directors, or by using the school website: www.americanprep.org. There is a confidential feedback form located under Contact Us at https://www.americanprep.org/contact/.

In addition, we solicit our parents' views on our programs and staff members through regular surveys. Families will have the opportunity to express their level of satisfaction with all aspects of American Prep's programs at least annually. It is the goal of American Prep to have 100% parent participation in the parent surveys.

School-Parent Communication

A weekly newsletter from the Director will be emailed and available as a printed copy to American Prep families. The newsletter will contain notification of important dates and events, as well as pertinent school news and information. For academic information, see Academic Policies: Academic Communication.

Parent Meetings and Events

Parents are required to attend the following:

—        Parent Orientation Night (AKA Back to School Night, first week of school)

—        Parent-Teacher Conferences (held throughout the year)

—        Celebration of Excellence Enrollment Meetings (held in the spring, usually in April and May)

—        Grade Level End- of- Year Culminating Activity for each student

Other school events parents are invited and encouraged to attend: Show What You Know Assemblies (Wednesday and Thursday mornings), Music Performances, Ambassador Events, Veterans Day and Memorial Day Assemblies (available through live-stream), Field Days, Field Trips, School Community Events, etc.

Parent-Teacher Conferences

Mandatory Parent/Teacher conferences will be held during second and fourth terms, in which academic goals are set for each student with input from parents and, at times, students. Parent-Teacher conferences are listed in the school calendar and all parents are expected to attend these conferences. A third Parent-Teacher conference is held mid-year which is an optional conference that parents or teachers may request.

Conferences may also be scheduled at any time parents or teachers feel it would be beneficial.

Financial Contributions

We appreciate the willingness of our families to generously donate to our school.   We are a qualified 501(c)(3) non-profit corporation, and donations to the school are tax deductible to the extent allowable by law. We invite families to contribute to American Prep through the American Prep Education Foundation at https://www.americanprepfoundation.org/

Please go to the APEF website and learn about how you can help APA! Thank you!

Fees

APA works hard to bring outstanding programs that provide the very best opportunities for growth and learning. APA also works hard to keep costs to families as low as possible. In order to provide some of our programs, we find it necessary to charge some school fees. There are basic fees for all 7th-12th grade students, and special fees for some classes, teams, and activities. Fees may be charged to students in 6th grade when 6th grade students are included in those activities and programs with 7th-12th grade students. The Fee Schedule clearly outlines which classes and activities have fees associated with them. These fees are established annually by the Utah Charter Academies Board in accordance with the rules and regulations set forth by the Utah State Legislature and the Utah State Board of Education. According to law, American Prep provides waivers for families who meet certain criteria. Please check USBE for latest forms and guidance at https://www.schools.utah.gov/schoolfees and the APA School Fee page: www.americanprep.org/school-fees.

American Prep's Fee Schedule and Fee Waiver Guidelines are provided to parents each year in the registration packet. The fee policy provides parents an avenue to invest in their children's school opportunities. Fees will be waived in accordance with the Utah State Board of Education standards. In addition, case-by-case determinations are made for those who do not qualify under one of the foregoing standards, but who, because of extenuating circumstances are not reasonably capable of paying the fee.

For information on Draper 3 Fee Schedules and fee waiver process, check: www.americanprep.org/school-fees. 

If a request of a fee waiver is denied, the student or parent may appeal the decision to the Administrative Director. If the administration upholds the decision to deny the fee waiver, the student or parent may appeal to the Utah Charter Academies Board. Please direct questions regarding fees or fee waivers to the office staff or school administrators.

Unauthorized Solicitation of Funds

It is not permitted for any individual (student, staff, or parent) to sell merchandise to students on school grounds, through school media sites, or during school functions, with the exception of district-approved school fundraisers.

Lost or Damaged Books

School property that is issued to students is expected to be returned in the same condition with consideration for normal "wear and tear" no later than the last school day of each school year. American Prep staff carefully records and inspects issued items, including: digital equipment, textbooks, library books, musical instruments, and other materials. When a student is issued an item during the school year, it is the family's responsibility to report any damage that may have escaped the school's notice within 2 school days. Failure to do so will result in the assumption that any damage found occurred while under the current student's care. Parents will be required to pay for all materials that are not returned, lost, or returned with damage.

Fines associated with unreturned, lost or damaged items are NOT subject to fee waivers.   APA will work with families to provide options to help with the reduction of and payment of fines, including payment plans or the school may provide for a program of work the student may complete in lieu of the payment. American Prep may withhold the issuance of an official written grade report, diploma, or transcript of the student responsible for the willful damage or loss until the fine has been resolved (53G-8-212(2)(a)). American Prep also reserves the right to seek payment through a collections agency if a fine has not been paid or resolved within 60 days of issuance for continuing students or immediately for unenrolled students.