By signature on The Woods Academy Enrollment Agreement, parents acknowledge acceptance of the terms and policies of this handbook, the AIMS Statement herein, and the guidelines, policies, and expectations detailed on WoodsNet.
2024-2025 Leadership
Board of Trustees
Donna Byrne • Robin Clark • Marc Ferrell
Megan Ganguly • Steve Gobien
Martha Gutierrez • John Glennon, Jr. • Becky Kennedy
Mark Johnson • Alfonzo Leon
Jamaal Mobley • Alison Plotas • Liz Potarazu
Paula Pryor • Jessica Palladino • Ines Vega
David Venker • Kemba Walden
Administration
Head of School - Jessica Palladino
Assistant Head of School - Jodie Shoemaker
Director of Enrollment Management - Molly McNamara Hugo
Director of Advancement - Caitlin Chalke
Director of Finance and Operations - Hasmig Mahshigian
Director of Technology - Eric Smith
Woods Academy Parent Teacher Organization (WAPTO)
President - Megan Kane
Vice President - TBD
Treasurer - Pushpita Kotikalapudi
Volunteer Coordinator - Liliana Cross
Welcome Woods Families,
This handbook is intended to serve as a resource throughout the school year. Please review the information with your family. There are a few additional resources I would like to highlight to keep you connected to our wonderful community:
● E-Folder is a weekly email that has pertinent information relating to the school and upcoming events and initiatives.
● WoodsNet is the parent portal that connects Woods parents with the school. I strongly recommend that all parents login to their accounts and use WoodsNet on a regular basis.
● Additionally, we continue to post stories on our website, Window on The Woods, and use social media to celebrate the work of our teachers, students, and the community. Please follow us on Facebook and Instagram
I wish you all the best in the year ahead
Best,
Jessica Palladino Head of School
PURPOSE STATEMENTS
Mission Statement
The Woods Academy is an inclusive Catholic community preparing boys and girls to lead lives of significance.
Philosophy
The Woods Academy is committed to developing the minds, spirits and bodies of students in a safe, caring community that honors each student as a child of God
Inclusive Catholic The teachings and traditions of Catholicism and the values of the Judeo-Christian tradition provide the context in which each student can pursue his or her full potential. We warmly welcome students of all faiths and encourage them to share their religious history and traditions with each other. We strive to offer opportunities for all school community members of various ethnic heritages, cultures, races, faith traditions and economic backgrounds to interact with and learn from one another
Academic Excellence Students learn habits of the mind including the ability to think critically, creatively and analytically through participation in our academically rigorous program. The Montessori approach to early education lays the foundation for our Lower and Middle School academic programs which develop intellectual discipline and a life-long love of learning.
Strong Values. Students learn habits of character including faith, morality, independence, responsibility, loyalty, self-confidence, leadership, compassion, personal integrity and respect for others through the high expectations and examples of our dedicated teachers, administration and staff and through participation in school and community service activities.
Personal Health. Students develop physically, gain self-confidence, and learn healthy habits through our physical education classes and healthy competition through our interscholastic sports program.
Comprehensive and Creative. Our comprehensive program acknowledges the unique gifts of each student and nurtures and challenges them in a spirit of self-discovery and personal growth. Enriched experiences in the arts provide our students with the opportunity to explore their creativity in a risk-free environment.
Co-educational and Safe. Students learn best in a safe and caring environment. At The Woods, our faculty, administration and staff are committed to each child’s development in a setting free from harassment, bullying and prejudice. Our co-educational environment enables boys and girls to develop a strong base for positive life-long relationships with their own and the opposite gender.
Caring Community. The hallmark of The Woods is a genuine sense of community. Our small class size and close-knit environment is optimal for the personal and educational growth of students. Our faculty, administration and staff know the students well and challenge them to realize their full potential. Parents and families know and help each other and volunteer invaluable time to school activities
The Woods faculty, administration, and staff strive to lay a firm foundation in academic excellence, strong values, and physical health that will guide and support The Woods graduates throughout their lives.
Profile of a Graduate
The Woods Academy is an inclusive Catholic community preparing boys and girls to lead lives of significance.
Graduates of The Woods Academy are:
Open to growth, Willing to live their faith, Leaders in their community, Striving for a just and joyous life
Curriculum and Assessment Statements
The Woods Academy Curriculum will:
● Reflect The Woods Mission Statement and focus all areas of study on the Student Outcomes.
● Provide challenging, active learning experiences that are connected and relevant to students’ lives.
● Enable students to make connections across disciplines and see the world in an interconnected way.
● Support writing and technology integration across academic disciplines.
● Facilitate the application of skills and knowledge to higher order thinking, critical thinking and creative problem solving.
● Provide opportunities for older students to be positive models for younger students.
● Foster the development of each student's personal faith journey, rooted in the Catholic tradition, through service to others.
● Support smooth transitions between grades and on to high school and lay the foundation for success in a rigorous high school program.
● Employ a variety of assessment techniques that are authentic and promote self-assessment (including reflection and metacognition) as well as traditional tests and quizzes.
● Reflect the diversity of our society and the global community
Assessment Statement
Assessment is an essential tool for learning. It is used to give a complete, accurate, and fair picture of student learning and knowledge.
Assessment aids learning best when:
● It occurs frequently and is varied to reflect the many ways students demonstrate their growth as learners,
● Students are active and responsible partners in their learning and assessment process,
● Self-reflection is an integral component of the assessment process,
● Standards and criteria are articulated among teachers and known by students.
● The parents and community are informed about and understand assessment procedures,
● Reporting to students and parents aligns with curriculum, instruction and the school's mission.
Essential Expectations for Faulty
All faculty members at The Woods Academy are expected and required to:
1. Overtly support and act in accordance with the school’s mission.
2 Foster a safe, predictable, and supportive environment for students
3. Interact with colleagues in a respectful and collegial manner that fosters a healthy faculty culture.
4. Embrace and reflect the school’s commitment to Justice, Equity, Diversity, and Inclusion.
5. Demonstrate appropriate planning and preparation for effective instruction
6. Uphold professional standards of personal presentation, punctuality, and professional courtesy.
7. Appropriately carry out specific duties and responsibilities as assigned.
8 Maintain professional credentials, as appropriate
9. Honor the confidentiality of school, student, and family information.
10. Comply with the policies and procedures as articulated in the school’s Faculty Handbook.
11. Authentically engage in self-reflection and development of a growth and renewal plan This includes written goals and progress toward them.
Parents and Independent Schools Statement
The Board of Trustees approved the PARENTS AND INDEPENDENT SCHOOLS STATEMENT from THE ASSOCIATION OF INDEPENDENT MARYLAND SCHOOLS (AIMS) as guiding principles for parent and school community relations on July 10, 2000.
The statement is reproduced in its entirety with the permission of AIMS.
ACADEMICS
Academic Expectations
Students are expected to take increasing responsibility for their learning as they progress through The Woods. Evaluation of student progress is based upon the principles in our Assessment Statement.
Fulfilling academic requirements as well as appropriate social/emotional development are criteria for progression from one grade level to the next. If a child does not meet the academic requirements, his/her placement will be determined after consultation with parents, teachers, Division Director, and the Assistant Head. The final determination is made by the Head of School.
Homework Philosophy and Expectations
Homework is an effective tool for learning. It is used to (1) reinforce lessons introduced in class, (2) allow students to gain mastery of materials and skills, and (3) aid in the development of independent learning skills including time management and personal responsibility. The following are normal expectations of homework:
● Grades 1-4: 0.5 to 1.5 total hours per night
● Grades 5-8: 1.0 to 2.5 total hours per night
Additional homework may be necessary due to special projects and regular nighttime reading. Other than reading and make-up work, students will not be given regular weekend homework until grade five Periodically, weekend homework may be necessary to complete long-term projects.
Parents who find that their children are spending either too much or too little time with homework assignments should contact the teacher. The Woods does not seek to overwhelm a child with homework. Good communication among teacher, student, and parent can prevent misunderstandings and help students develop good study habits
Missed Assignments, Makeup Work & Planned Absences
If a student is unable to do his/her homework due to a family emergency, extraordinary commitment, or illness, parents should send a note explaining the circumstances.
If a child has forgotten to bring assignments, textbooks, class materials,
sports equipment, or a PE uniform to school, parents should never make a delivery. The Woods seeks to develop independent, self-reliant students. Delivery of items undermines this process.
A student who misses school because of illness or emergency is expected to make up missed work within three days unless special arrangements are made with the teacher. All work not completed on time or excused by a teacher will receive a reduced grade. Teachers are not required to provide school work due to vacation.
When students are absent due to illness, parents may contact the school for assignments prior to noon. Assignments will be available in the front office for pickup by 3:15 p.m. In some cases email can be used to send assignments. It may not be possible to honor requests made after 12 noon until the next day.
Extra Help and Office Hours
The Woods teachers are regularly available to meet with parents and students by appointment. Please contact your child’s teacher to arrange a meeting time. Extra help sessions do not take the place of tutoring.
Academic Accommodations
Accommodations involve changing assessment standards or classroom expectations for an individual student Accommodations, including schedule adjustments, may only be given if recommended by a qualified outside specialist in a psycho-educational evaluation or other formal testing no more than three years old. Parents must sign an acknowledgement before a child may receive significant accommodations in the classroom or be assessed using a different grading standard. These changes may be noted on the report card and transcripts with an asterisk
Tutoring Policy
The Woods recognizes that some students may desire or require additional outside academic support. Private tutoring of students should take place outside the regular school day (8:15 a.m. to 2:45 p.m.). Occasionally, a student may be identified by the Director of Teaching and Learning as needing tutoring during the school day Such tutoring may take place by a private tutor approved by The Woods Academy. The Woods Academy teachers may not tutor during the school day or tutor students they currently teach. Parents are financially responsible for the cost of the tutor.
● High Performing-- student often exceeds grade level expectations and is able to function independently.
● Appropriately Developing-- student meets grade level expectations and functions with limited prompting.
● Emerging-- student is making progress yet does not meet grade level expectations and requires frequent prompting.
● Experiencing Difficulty-- student is struggling and does not meet grade level expectations; remediation may be necessary to meet objectives. Student's effort and behavior hinders his/her learning.
Grades 5-8: A+ 97-100; A 93-96; A- 90-92; B+ 87-89; B 83-86; B- 80-82; C+ 77-79; C 73-76; C- 70-72; D+ 67-69; D 63-66; D- 60-62; F Below 59; P+ Pass Plus; P Pass; P- Minus; Fail
Seventh & Eighth Grade Honors and Awards
The following honors and awards are offered at the end of each trimester marking period and for the school year for students in grades 7-8:
● Honors with Distinction-- Students must earn at least an A in all major subjects (language arts, math, science, social studies, religion, French or Spanish). Grades in minor subjects must be passing or higher
● Honors-- Students must earn three A grades in major subjects (language arts, math, science, social studies, religion, French or Spanish). Other major subject grades must be at least a B+. Grades in minor subjects (art, music, computer and P.E.) must be passing or higher.
● Celestine Award-- Students must receive High Performing Effort in all major subject areas.
Standardized Testing
The Woods Academy annually administers the Comprehensive Testing Program (CTP) by ERB to grades 2-7 in April. In addition, the school administers a high school placement test to eighth graders.
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STUDENT CONDUCT
The Woods Academy is a Catholic Christian community of learners. The behavior of the members of this community should reflect our common goals as learners in a faith-filled setting In addition to the daily effort to live to one ’ s academic potential, membership in this community requires that one act in a considerate and responsible manner. We strive to form a community based around the ideals of respect for self, respect for others, and responsibility for actions.
Student Expectations
Members of the school community are expected to adhere to the following expectations when involved in all school-sponsored activities or when interacting with members of The Woods Community.
● We respect the rights and dignity of all persons.
● Our community is safe for all.
● We believe in honesty.
● We do not participate in self-destructive behavior.
● We practice good stewardship over things in our care, whether they belong to us, or others.
● We show pride in ourselves through our respect for our appearance, our punctuality, and our reverence.
● We are courteous
● We celebrate the successes of our peers with joy, grace, and good sportsmanship.
Student Discipline Process
The school creates a Catholic Christian environment conducive to learning in which the mutual rights and responsibilities of students and teachers are recognized and upheld. We recognize that even in a community marked by respect, good judgment, and good will, there may be occasions when these expectations are not met.
Ultimately, the goal of all student disciplinary measures is to promote self-discipline. In administering a program of discipline, the school reflects the ideals it desires to instill Fair treatment, sensitive consideration of each situation, respect, and responsibility are paramount.
The school has a policy prohibiting the Head of School, Assistant Head of School, or any other employee of the school from administering corporal punishment to discipline a student.
Minor Infractions
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Students should engage in conduct that reflects the Student Expectations listed above. They should strive to fulfill the Student Expectations, to be a positive member of the community, and to avoid interfering with the learning process.
For minor and isolated breaches of good order, teachers, staff, and administrators follow a three-step process: verbal reminder, warning, and consequence. These steps are recommended in order to ensure proper communication and understand each incident is unique.
Serious Infractions
What constitutes a “serious infraction” is ultimately the decision of the Division Director and/or the Assistant Head of School and includes but is not limited to the following items:
● Continued behavior fitting a “minor infraction.”
● Use of inappropriate language
● Plagiarism, cheating, and lying
● Harassment, bullying, and threatening behavior
● Vandalism
● Use of tobacco, alcohol, or drugs
● Violence towards others or oneself
● Possession of weapons
A student who commits a serious infraction will be dealt with according to the procedures below:
● The teacher, Assistant Head, and/or Division Director will contact the student’s parents.
● The behavior may result in a parent-teacher conference with the teacher and the Division Director and/or the Assistant Head of School to create a behavior plan, probation, or suspension.
● Serious infractions or repeat infractions may result in expulsion.
● The Head of School has the final decision in all disciplinary matters.
Social Cruelty Response
The Woods believes that every student has the right to learn in a supportive environment free from bullying. Bullying is characterized by one or more of the following:
● An imbalance of power (size, age, status in peer group, etc.)
● An intent to harm
● Chronic behavior (usually the same child is singled out repeatedly)
Bullying can be direct (physical, verbal aggression), or indirect (gossip, rumors, lies, graffiti, social exclusion, behavior designed to lower someone else’s group status).
Counselors work with the faculty and staff to prevent and respond to social cruelty issues in an appropriate manner. The program includes a set of escalating consequences administered by the Division Director and/or the Assistant Head including reflective writing, parent meetings, and ultimately, dismissal from school for students who engage in bullying behavior.
If you believe that your child is engaging in bullying behavior or being bullied, please speak to your child’s teacher or the appropriate counselor promptly.
SCHOOL POLICIES
Harassment will not be tolerated in any form. Harassment can be defined as any unwanted or uninvited behavior that may interfere with a person ’ s participation in the community This includes but is not limited to, bullying, teasing, taunting, and any form of sexual harassment (verbal or physical). Harassment encompasses cyberbullying and misuse of electronic devices and/or social media sites. Any person harassing another will face serious consequences including suspension or expulsion.
All Woods Academy faculty and staff are committed to building community as a Christian value. Discriminatory behavior divides a community and will not be tolerated in any form. Discriminatory behavior can be defined as any word, action, or attitude that creates an intimidating, hostile, or offensive school environment. This definition includes but is not limited to derogatory remarks, offensive gestures and language, and racial slurs. Any student found participating in such behavior will face serious consequences up to and including expulsion. A student who believes he/she has been subject to or witnessed any form of discriminatory or racist behavior should report that behavior to any faculty or staff member.
Protection Against Retaliation
The School will take appropriate steps to protect students from retaliation when they report in good faith, file a complaint of, or cooperate in an investigation of a violation of the School’s Harassment and Non-Discrimination policies. The School considers such reporting, inquiring, or cooperating to be protected activities in which we encourage all members of The Woods Academy community to freely engage. Protected activities include (i) reporting (whether internally or externally) or inquiring, in good faith about the suspected wrongful or unlawful activity; (ii) assisting others in making such a report; or (iii) participating in an investigation or proceeding related to the alleged illegal or wrongful activity. Threats or acts of retaliation, whether person-to-person, by electronic means, or through third parties, are serious offenses that will subject the perpetrator to disciplinary action, including suspension or expulsion.
Phones and Handheld Electronics
Students are allowed to use school phones for emergencies only. Students may not call for forgotten books, homework, lunches, sports equipment, or P.E. clothes.
As always, students are discouraged from bringing personal
communication devices to school. This policy defines personal communication devices as cellphones and smartphones (iPhone, Android, and so forth), smart watches (Apple Watch, Samsung Galaxy Watch, Google Pixel Watch, Garmin, TickTalk, Gizmo, and any similar type of watch), iPads, tablets, and AirPods Students should only be utilizing school issued devices during the school day for academic purposes. Students may not use personal communication devices on campus during the academic school day (or in Extended Day, After Care, Lower School Study Hall or Middle School Study Hall) and may have them confiscated by a teacher.
Should a student bring a personal communication device to school, the device will be turned into the student’s advisor to be stored in a secured location until dismissal. The School is not responsible for lost, stolen, or damaged devices.
Students are not allowed to use personal communication devices between 7:45 a.m. and 4:00 p.m. After these hours, students may use their devices only to communicate with parents/guardians regarding pick up times following a Woods sponsored athletic event or other extra-curricular activity.
Students may use personal communication devices with teacher’s permission during field trips. On overnight field trips, these devices will be collected by chaperones, stored in a secured location overnight, and returned to students in the morning. The School is not responsible for lost, stolen, or damaged devices. Teachers may confiscate devices improperly used.
Acceptable Use Policy
The Woods Academy Acceptable Use Policy (AUP) details the guidelines that students are expected to follow when using technology at The Woods Academy.
Use of Technology and the Internet - The Woods has a code of conduct that details appropriate school behavior, outlines rights, and sets expectations for students regarding the MSe of information technology Because computers, Chromebooks, and the Internet are integrated with the school curriculum, the school’s code of conduct applies to all computer and network activities.
Student Use:
1 The use of technology and the Internet is a privilege, not a right This
Woods Academy
privilege may be revoked if a student violates the AUP.
2. Every student is expected to act in a responsible, ethical, and legal manner and in accordance with the AUP, and the guidelines of the other networks they use, and other applicable state and federal regulations.
3 Students will agree not to give out personal information (including their, or another’s name, location, school, home, e-mail address, or telephone number) or enter into any social network site with someone outside The Woods community.
4. The student will promptly disclose to a teacher any message received that includes inappropriate content.
5 E-mail and Internet use is only allowed under direct teacher supervision for school-related projects. The school reserves the right to view, save or print any student work, electronic or otherwise, created on school property or using the school’s equipment or network infrastructure.
6. Information is a form of property. Issues of copyrighted material apply to anything posted on the Internet. Students must request permission to utilize material found on the Internet.
7. The student must understand that digital communication is a form of speech and must also understand that the student is responsible for the content of communications. “Instant messaging or texting” is not considered an academic endeavor and, as such, is not allowed during the school day.
8 Faculty, staff, and administration have the right to periodically review student browser history and files.
9. The student will agree not to download any programs or material from the Internet without prior consent of the instructor. The student will agree not to modify any hardware or software settings nor to install/uninstall any software without prior consent of the instructor.
10 Teachers may ask students to access and participate in online educational accounts (such as Discovery Education, Google Classroom, Zoom, etc.). Before students participate, parents must sign and complete the Online Educational Accounts Permission part of the Enrollment Contract. Students are expected to use all online accounts in a responsible, ethical, and legal manner.
11. Students may not use cell phones or smartwatches during the school day, as per our personal communication device policy
12. Wireless networks and personal electronic devices that are not approved by the administration or setup by the Technology Department are not allowed on The Woods Academy campus. Unapproved wireless networks on campus will be located and disabled. The owner of the wireless equipment will also be subject to suspension of network access
13. Students must agree not to tamper with or destroy other student or
staff files on the school’s network. Obtaining a password of access to another’s account on The Woods Academy network is a form of theft. Similarly, taking advantage of a user who has failed to log off a device is the same as entering a room that has been left unlocked and then stealing, reading a personal letter, or destroying property Students should not share their passwords with other students.
14. The Woods expects students to set and maintain high ethical standards in their use of social media. Students should always keep in mind that information produced, shared, and retrieved by them is a reflection on the school community and is subject to the School’s policies.
15 Processing or accessing information on school property related to “hacking”, altering, or bypassing network security policies is strictly prohibited. Students may not engage in online activity that bypasses the school’s content filter. This includes but not limited to using proxies or Youtube bypasses.
16. Students must use school digital cameras for educational purposes only. Students may not take pictures or videos of other students and staff without permission.
17. Students should not intentionally waste resources such as unnecessary printing.
Limitation of Liability - The Woods makes no guarantee that the functions or the services provided by or through the system will be error-free or without defect. The school is not responsible for the accuracy or quality of the information obtained through the system. The school will not be responsible for any damage one may suffer, including, but not limited to, exposure to inappropriate material, loss of data or interruption of service. The Woods will not be responsible for financial obligations arising through the unauthorized use of the system.
AUP Parent/Guardian Section - Student access to and use of technology and the Internet will generally be under teacher direction. The Woods, however, cannot prevent the possibility that some users may access material that is not consistent with the school’s educational mission, goals, and policies. It is possible that your child may find material on the Internet that is illegal, defamatory, inaccurate, or offensive.
By signing the Enrollment Agreement, parents release The Woods Academy, its personnel, and any institution with which it is affiliated, from any and all claims and damages of any nature arising from the student's use of, or inability to use, The Wood’s system, including, but not limited to, claims that may arise from the exposure to inappropriate material and unauthorized
use of the system to purchase products or services.
Parents agree to instruct their child(ren) regarding any restrictions against accessing material that are in addition to the restrictions set forth in the Acceptable Use Policy The privilege of accessing the Internet may be revoked if a child violates the AUP.
Artificial Intelligence Policy
This policy outlines The Woods Academy's guidelines to ensure that students use generative AI, Machine Learning systems, and AI tools including (but not limited to) Large Language Models (LLM) such as ChatGPT, Google Gemini, Microsoft Bing, and similar tools, and technology, even those that may not yet exist, safely, responsibly, and ethically.
NOTE: Each service has its own Terms of Service and Privacy Policy, which may have an age restriction as well as how the data submitted might be used for future development. Each service used must therefore be vetted and approved by the Technology Department before students are allowed to use it.
The use of any AI technology must comply with policies in the School Handbook and parameters established by teachers for a given course or assignment.
Submitting work that utilizes or benefits from technology that is unauthorized or not cited is considered plagiarism.
Students are expected to develop their own understanding of each subject matter and demonstrate their mastery of it in their own voice. Using AI tools should be for reference and idea development or feedback purposes, not as a replacement for their original ideas or thinking.
When using AI tools, students should consider the datasets that were used for training the AI. Datasets may contain biases and misinformation that may lead to the generation of biased and/or problematic content. As with any informational resource, students should always verify the information obtained while using AI tools for validity, accuracy and truthfulness
Students should never share their personally identifiable information (PII), the PII of others. The information entered into AI Programs should not be considered confidential, may be used by the AI or GenAI Programs to continue to evolve, and can be a potential target for hacking or other cyberattacks The Woods Academy 2024-2025
Parents and students are not to create deep fakes that could be used to threaten, bully, extort, harass, embarrass, damage reputation, or intentionally mislead or misinform.
Parental Concern Policy
The Woods Academy encourages constructive communication between its parents, faculty and administration, believing that open channels of communication enhance the trusting atmosphere valued by our community. In order to communicate effectively, parents should familiarize themselves with the administrative structure of the school and areas of staff responsibility.
Parents should utilize the following steps in sequence when raising a concern:
1. In the event that a parent has a concern regarding any aspect of the school, the parent should communicate that concern to the administrator, faculty or staff member most directly involved. For example, questions regarding a teacher’s classroom procedures should be raised first with the teacher; concerns regarding school-wide policies should be raised with the Assistant Head or the Head In order to ensure adequate opportunity for discussion of the concern, parents must call or email ahead to schedule an appointment. The faculty or staff member should attempt to resolve the concern or explain fully why the concern cannot be resolved as desired by the parent. The parent and faculty or staff member should strive to resolve the concern, and it is expected that most concerns will be adequately addressed at this stage.
2. If a parent is not satisfied with the response of a faculty or staff member to a concern, the parent may raise the concern with the Assistant Head or the Head. The Head of School is ultimately responsible for resolving any matter pertaining to the operation and management of the school.
3. If a parent is dissatisfied with the Head’s resolution of a concern, the parent may communicate that dissatisfaction in writing to the Head Evaluation and Support Committee of the Board of Trustees. That correspondence should state the nature of the concern, the parent’s suggested solution, the steps taken to resolve that concern, and the reasons for the parent’s continued dissatisfaction
The Committee will acknowledge receipt of the parent communication and may, if necessary, contact the parent with any questions. Neither the
committee nor the full Board will interfere with the decision of the Head in a matter that falls within the Head’s area of responsibility and authority. The committee, however, may consider the matter when evaluating the Head’s overall performance.
Supervision of Students
At The Woods Academy, we take our commitment to supervise our students seriously. Parents must support the following guidelines to ensure supervision of their children.
● Students are not to be in the building before 7:55 a.m. unless with a teacher.
● Parents must supervise their children in the building after dismissal if they are not in an organized school activity. Students will not be allowed back into classrooms after dismissal. Students on sports teams should pack their book bags before games and practice and may not be able to return to their lockers afterwards.
Pupil Records - Upon parent/guardian written request, and dependent upon approval from the business office, transcripts for students in Grades 1 - 8 will be released. These forms include trimester and yearly marks or grades, attendance records and the results of standardized tests. Copies of progress reports are released for Montessori students.
Parents/guardians have the right of access to the permanent record of their child. Parents/Guardians must schedule an appointment with the Head of School at least 24 hours in advance to view the records The Head of School will be present while the records are reviewed.
All teachers have access to all students’ records, as does the guidance counselor, the clerical staff, and the administration The State Department of Education and the local public health department have automatic access to all student files. Any other individual seeking access must have written permission from a parent/guardian and a record will be kept the same.
Attendance Policy
The Woods Academy Attendance Policy reflects the correlation between student learning and class attendance and engagement Regular school attendance is essential for a student to make the most of his or her education to benefit from teacher-led instruction and school activities, to build each day’s learning on the previous days, and to grow as an individual.
The Woods Academy 2024-2025 Parent-Student Handbook
As such, punctual daily attendance is important and expected.
Arrival Times
● Grade 1-8 students should arrive between 7:55 a.m. and 8:15 a.m. Students who are not in their classrooms by 8:15 a m are tardy
● Montessori students arriving later than 8:30 a.m. will be marked tardy.
● The back door is closed after 8:15 a.m. Montessori doors close at 8:30 a.m. Students arriving after that time must enter through the main entrance and sign in at the front office.
Tardiness- Students are sometimes tardy because of medical appointments or illness. Tardies incurred for these reasons will be marked as “Excused.” All other tardies will be entered into the permanent record as “Unexcused.” Late students who do not sign in will be marked “Unexcused.”
Absences- Absences due to illness, doctor appointments, a serious illness or death in the family, and high school visits are excused absences. Students who are absent must bring a note the next day to their homeroom teacher or advisor or their absence will be marked “Unexcused.”
In some cases, parents may choose to include their students in family trips that do not coincide with school vacations. Such absences are discouraged. In such situations, parents should notify the school of the planned absence. These absences will be recorded as “Unexcused”
If a student is absent, the parent must notify the school before 8:15 AM. The student will be assumed absent if the parent does not contact the School.
Early Dismissal & Dismissal with Another Parent - If a child is to leave school earlier than regular dismissal send a note to the homeroom teacher or advisor that morning. We require that you come into the school office and sign your child out. No child will be permitted to leave school unless picked up in the office.
A signed permission note from parents is required when children are to go home with another parent. Please send a note to your child’s teacher indicating with whom your child will be departing a day in advance Phone calls are discouraged.
Doctor Appointments and Planned Absences - Teachers value their time with your child, and request that you keep your child in school whenever possible. Doctor and orthodontist appointments should be scheduled outside of the school day whenever possible
Excessive Absences - If a student accumulates more than 5 unexcused absences, a letter of concern may be sent home from the Division Director or the Assistant Head of School. If the problem persists, or a student accumulates more than 10 absences (excused or unexcused), the parent(s)/ guardian(s) and the Division Director and/ or Assistant Head of School may meet to discuss the absences. A note from a health-care provider may be requested to excuse chronic or extended absences. Persistent attendance problems (absences or lateness) may lead to disciplinary action. The School reserves the right to not offer a contract for the following year in the case of prolonged or continued absences.
Admission and Payment Policy
Admission Decisions
Admission decisions are based on furthering the school’s mission, with special attention to the following:
Standardized Testing
Socio-economic and Ethnic Diversity Transcripts Gender Recommendations Siblings
School visits
Parent Interview Legacy Student Interview
Continuous Enrollment and Tuition - The Woods Academy’s enrollment is continuous from the initial enrollment year until the student graduates Grade 8. Upon acceptance to the school, both parents or guardians are required to complete the initial enrollment process and execute the Continuous Enrollment Agreement.
Every year, the Board of Trustees sets tuition for the following school year in January. Unless parents notify the Business Office in writing by February 15th enrollment plans have changed for their child, a non-refundable tuition deposit will be billed to the family’s FACTS account in order to hold a spot for the student for the following school year. June 1st of every year will remain as the financial binding date for the full tuition, as stated in the Continuous Enrollment Agreement, for the following school year
It is the obligation of each parent or guardian to pay all tuition and fees for the full academic year, whether or not the student completes the year, and to ensure that all tuition and fee payments are received on or before the specified date. The obligation to pay tuition and fees for the full academic year is unconditional, and after June 1 no portion of such tuition and fees will be refunded or canceled in the event of a student’s absence, withdrawal
or dismissal. A tuition refund insurance plan is available at an additional cost.
Payment Policy - The Woods Academy partners with FACTS to manage our tuition payment program and to provide parents with convenient online payment options. During the initial enrollment process parents are directed to FACTS to elect their payment plan and enter their financial account information. Payment terms selected will remain in effect for the term of the continuous enrollment agreement, unless parents request a change through the Business Office. From that point on, parents may access, view their accounts and make payments through the parent portal, WoodsNet Select Family Info and then click FACTS in the menu to view your account at any time.
FACTS fees for each payment plan are listed below. Please note that there is an additional convenience fee of 2.95% associated with the use of credit cards.
In the event a financial account is in arrears, student records will be withheld. If an account is in serious arrears, a student’s attendance may be suspended. The school reserves the right to apply a late tuition payment fee of $50.00 per month per student for all payments 30 days past due until the financial account is brought into good standing.
Payment Plans and Related FACTS Fee
1 payment - 100% paid through FACTS by ACH or Credit Card June 1, 2024
2 payments – paid through FACTS by ACH or Credit Card June 1, 2024 (60% of total tuition) & January 1, 2025 (40% - remainder of balance)
10 payments – paid monthly through FACTS by ACH or Credit Card May 2024 – February 2025
Tuition Assistance
The
$25/family
$25/family
$55/family
opportunities to students from diverse financial backgrounds. In support of the school’s mission and philosophy, tuition assistance demonstrates the school’s commitment to attract and retain students who will benefit from the educational experiences offered by the school and enhance the school community
The Board of Trustees has established a tuition assistance fund, “Sharing In Growth.” Sharing In Growth is funded by Board designated allocations through the annual budget process and/or specified fundraising events and grants and restricted gifts received for the purpose of tuition assistance. Tuition assistance is distributed from Sharing In Growth and is determined based on the needs of the school and the applicants.
The Woods Academy utilizes FACTS to collect information and assist in determining eligibility for tuition assistance. The deadline to submit financial information to FACTS is January 31 of each year. In addition, completed tax returns for the most current tax year are required in order for the tuition assistance application to be considered complete. The tax return information must be submitted by February 15. Tuition assistant applicants will receive award letters soon after, however, awards will not be finalized and granted until the required tax information is received.
The tuition assistance committee carefully considers each applicant’s financial need based on FACTS information, compares all applicants’ needs, and considers the school’s available resources.
Applications for tuition assistance will be considered annually for students who are either new or re-registered for enrollment. Applications for tuition assistance will not affect admission decisions.
All information relating to applications and awards for tuition assistance will be held by the school and shall be held by the recipient in the strictest of confidence.
Toilet Independent Policy (Montessori Program) - The Woods Academy Montessori Program requires all children to be completely potty-trained before entering school Independent toileting means knowing when they have to use the bathroom, removing necessary clothing, wiping, flushing and washing hands. There are bathrooms in each of the Montessori classrooms. At school, we expect children to need only minor assistance, if any. Children who have a bowel movement in their clothes must be picked up from school and may return the following day. After three accidents children will be required to take a minimum of two weeks off from school to become re-acquainted with all that independent bathrooming requires.
UNIFORM AND DRESS EXPECTATIONS
Parents can find the full uniform guidelines and purchasing information on our Uniform Guide found here and on WoodsNet.
Dress Expectations
Student appearance should contribute to the academic climate of the school and not distract from learning. Clothing should meet the following requirements: fit well, tucked in, buttoned appropriately, laces tied. Students may not dress in a manner that detracts from the learning environment.
Students who do not meet dress requirements may receive an appropriate consequence.
Montessori Clothing
Children should dress in play clothes and outerwear that they can easily manage Montessori children go outside every day (even on cold or wet days) so dress your child appropriately. They also go outside in the morning, so the temperature is an important consideration when selecting outerwear. When there is snow, please send mittens and boots as well as shoes. All clothing should be labeled with your child’s name.
In case of mishaps or water activities, parents must send a complete change of clothing for your child -- underwear, socks, shirts, shorts, pants -- in a plastic zip lock bag (with name) to be kept at school. This is required for all Montessori students.
Tag Day Attire
Tag Day is a non-uniform dress day. Clothing should be in keeping with The Woods’s standards of decorum Examples of inappropriate dress include: torn, worn or unhemmed clothing; ill-fitting clothing; unsuitable advertising or symbols, sleepwear, flip flops or sexualized clothing.
TRANSPORTATION
The goal of transportation at The Woods Academy is to ensure the safety of all students, faculty, staff and visitors by proactively managing parking and transportation at the school. In addition, we seek to ensure that our neighborhood retains its peaceful and safe character, and strive to minimize the school’s impact on the volume and flow of traffic on neighborhood streets. Questions regarding transportation at The Woods Academy should be directed to the School Transportation Coordinator (STC) at 301-222-0781 or jpontius@woodsacademy.org.
Objectives
● Safety of all children and adults.
● Carpooling/Trip Reduction - Mandatory carpooling to reduce vehicle traffic on campus. If you drive one (1) child, please go to the Transportation Carpool Map located on WoodsNet > Parking and Transportation page. Select Carpool Locator Map and scroll to find other families in the vicinity of your home.
● Limited Neighborhood Impact - unhindered flow of traffic and required Vehicle Registration
● Orderly Procedures for morning drop-off and afternoon pick-up.
● Driver Courtesy and obedience to all speed limits and parking ordinances.
● Education of all drivers regarding transportation goals, policies and procedures. This includes grandparents, babysitters, nannies, and visitors.
Safety Rules
● No talking on cell phones or text messaging while dropping off or picking up students.
● No ear buds.
● Use extreme caution and be alert at all times
● Do not engage faculty/staff in conversation while cars are moving.
● Ensure children do not stand in the driveway or behind cars during drop off or pick up.
● Obey 5 mph speed limit on school grounds.
● Come to a complete stop when coming from the back parking lot to the front of the school, and yield to traffic entering the lot from Greentree Road.
● Follow the arrows in the lanes and use turn signals when parking in front of the school.
● Always use the crosswalks.
● No running along sidewalks or near traffic.
Carpooling
To comply with our Montgomery County site plan requirements, The Woods requires all families with two or more Woods students to carpool; thereby limiting each family to one trip onto campus during morning and afternoon peak hours*. Families with one student are highly encouraged to form carpools with other Woods families. The school assists families in finding carpool partners through a variety of means, including the Carpool Finder Map that can be found on WoodsNet on the Parking & Transportation page.
*Peak Hours: 7:30 a.m. to 8:30 a.m. and 2:30 p.m. to 3:30 p.m.
Vehicle Registration
All family and faculty/staff drivers (including babysitters/nannies who will be transporting students) must register their vehicles on WoodsNet and obtain a registration sticker to be affixed to the outside, left hand side of the rear window. Please make any changes to your vehicle information and delete any vehicles you no longer drive
To register your vehicle:
- Login to WoodsNet and go to the Parking and Transportation page.
- Click Vehicle Registration Form and then select Web Forms.
- Select Vehicle Registration Form and enter your new information.
- Click Save to submit. Updates will not be submitted if Save is not clicked.
The STC will maintain a record of all registered drivers. Only vehicles with a registration sticker will be allowed to enter the drop off and pick up lines (except in unusual circumstances).
See Figure 1.1. The STC maintains a record of all registered drivers. Only vehicles bearing a registration sticker will be allowed to enter the drop off and pick up lines (except in unusual circumstances).
* A magnet may be requested for these special circumstances: Car Dealership, Company Rental Car or Personal Rental Car. Magnets must be placed on the rear of the vehicle, close to the license plate.
Figure 1 1
Traffic Management
General Drop-Off and Pick-Up Procedures
● Always adhere to the Safety Rules listed above.
● Display your family's name card on the passenger side dashboard.
● For Montessori and Lower School students, form a single lane along the curb in front of the school, and pull forward as far as possible. See Figures 1.2 and 1.3.
● Middle School (and Lower School siblings) should be dropped off at the rear of the school.
● Do not leave your car unattended in the “moving lane” at any time during drop-off and pick-up hours.
● Ensure car seats are installed on the passenger (right) side of cars whenever possible
● Children should buckle their own seatbelts and car seats as quickly as possible so that the car may exit safely.
● Do not block or turn around in a neighbor’s driveway at any time.
● No school-related parking, stopping, waiting, queuing, pick-up or drop-off is permitted on the adjacent residential streets.
Arrival Times
● Montessori – 8:00 a.m. Parents may park and walk Montessori children into the building. Please use the crosswalk. Montessori students arriving later than 8:30 a.m. will be marked tardy.
● Grade 1-8 - 7:55 - 8:15 a m Students who are not in their classrooms by 8:15 a.m. will be marked tardy. Students arriving at school after 8:15 a.m. must enter through the main entrance and sign in at the office.
Morning Drop-Off
Families with Lower and Middle School students may drop them off in the back of the school.
● Montessori - Grade 4 drop-off is allowed only along the blue curb in front of the school.
● Staff will be on hand to help students exit cars.
● Students should enter the building through the Montessori doors.
● For safety reasons, parents are discouraged from parking their cars and walking their children into the school.
● Grades 5 - 8 drop-off is allowed in back of the school at the fire hydrant or along the blue curb.
● Students should enter the building through the Rear East entrance.
● After dropping off and exiting the rear parking lot, come to a complete stop at the school’s stop sign prior to turning right in front of the school, and yield to cars entering the school from Greentree Road.
Dismissal Times
Pick-up time for multiple children is determined by the dismissal time of the oldest child in the group.
● Montessori
11:30 AM for half-day students without siblings in older grades
2:45-3:00 PM for full-day students without siblings in older grades
3:00-3:15 PM for full-day students with Lower or Middle School siblings
● Grades 1-4 – 3:00-3:15 PM
● Grades 5-8 – 3:15-3:30 PM
Half Days (Half-days are listed on the school Calendar in WoodsNet.)
● Montessori
○ 11:30 AM for students without siblings in older grades
○ 11:45 AM - 12:00 PM for students with siblings in Lower-school.
○ 12:00-12:15 PM for Montessori students with Middle School siblings
● Grades 1-8 – 12:00-12:15 PM
Afternoon Pick-up
Pick-up time for multiple children is determined by the dismissal time of the oldest child in the group.
● Always adhere to the Safety Rules and General Drop-Off and Pick-Up Procedures above.
● Drivers picking up only Montessori students may proceed directly to the Montessori doors.
● Remain in your car, and Montessori staff will escort children to their cars
● If your child must be dismissed quickly, we suggest you arrive early
so you will be toward the front of the dismissal line. Montessori student cars may begin to line up as early as 2:40 p.m.
● All other cars will be directed to the back parking lot to prevent queuing on Greentree Road.
● If your child is not outside by the time you reach the Lower School end of the driveway, you must exit onto Greentree Road and re-enter the dismissal line.
● Parking is extremely difficult at dismissal. Plan to arrive before 2:45 p.m. or after 3:25 p.m. if you must park for any reason.
● If you arrive after dismissal ends, you must park and come into the main office to pick up your child
● If you have picked up your children after school ends, but are still in the building on business, your children must remain under your direct supervision. Students are not permitted to be anywhere in the building unsupervised.
Dashboard Name Cards
Color coded name cards are provided by the school for the dashboard of your car(s) If you have more than one child in your family at The Woods, the name card will be by the oldest child in the family.
● Montessori: Green
● Lower School (Grades 1 – 4): Blue
● Middle School (Grades 5 – 8): Yellow
Late Pick Up
● Understandably, at times, delays at pick up are unavoidable. If you are running late, please call the school.
- Montessori students will be taken to After Care. A drop-in fee of $17 per hour will be charged and invoiced by the Business Office. Please DO NOT send in a check.
- Lower School students will be taken to Lower School Study Hall. A drop-in fee of $17 per hour will be charged and invoiced by the Business Office. Please DO NOT send in a check.
- Middle School students will be taken to Middle School Study Hall. A drop-in fee of $17 per hour will be charged and invoiced by the Business Office. Please DO NOT send in a check.
Please Note: If you are late more than three (3) times to pick up your child from After Care during the school year, you will be required to complete all required licensing forms, in addition to the hourly drop-in rate
When Plans Change
Montessori Teachers must have a written note (or email):
● Has permission to go home with another child
● Will be picked up by someone other than the usual driver, or
● Will attend After Care as a drop-in.
In an emergency, please call the office at 301-365-3080 to notify the teacher of a change in plans Written permission must be given to allow family, babysitters, or friends to pick up your child on a regular basis.
Parent and Visitor Parking
● Limited visitor and handicap parking is available in front of the school.
● DO NOT PARK IN RESERVED SPACES. These spaces are ONLY for the use of families who have purchased them at the annual Woods Academy Auction.
● Parents and visitors MUST enter through the main doors and sign in at the main office.
Event Parking
Special school events often require additional parking accommodations. All drivers, including faculty and staff, must use alternate satellite parking arrangements when requested.
First Day of School Admission Open Houses
Back-to-School Nights Arts Celebration (Spring)
Grandparents & Special Friends Day Grade 8 Graduation
Halloween Parade Montessori Graduation
Christmas Concert Last Day of School
Montessori Breakfasts
Enforcement
Pursuant to enrollment and employee contracts, family and faculty/staff drivers must obey local traffic and parking laws and must comply with The Woods Academy Transportation Management Plan.
An initial violation of these policies will result in a mandatory conference with the STC and recordation of the infraction in the STC log. A second infraction during the school year will result in written notice and a mandatory meeting with the Head of School within ten days of the infraction. A third infraction during the school year will result in a monetary fine (currently $100).
Subsequent infractions during the school year will result in the imposition of additional fines, with the dollar amount of each subsequent fine increasing (currently by $100), and/or may result in other remedial actions such as the suspension of on-site driving privileges or non-renewal of your enrollment contract(s)
Questions regarding transportation at The Woods Academy should be directed to the School Transportation Coordinator at 301-222-0781 or jpontius@woodsacademy.org.
Figure 1.2
1.3
Figure
HEALTH AND SAFETY
Child Abuse
Any teacher, counselor, or other professional employee of the school who believes or has reason to believe that a pupil has been abused is required to make a report in the form and manner required in Article 27 35A, Annotated Code of Maryland.
All teachers become familiarized with procedures included in the faculty handbook for reporting suspected child abuse at the first faculty meeting of each school year. The teacher, counselor or professional employee files the report and notifies the Head, Assistant Head or the guidance counselor.
Health Room
Required State of MD health forms must be completed and returned to the school before the school year begins. Students may not begin school until The Woods Academy receives the required forms. Please login to WoodsNet > select Health for information on how to login to your Magnus Health account to access your child(ren)’s Student Medical Record(s). All REQUIRED health requirements and forms are available here. More information is also available on how to download the Magnus Health App
All medications, whether prescription or over-the-counter, MUST be turned into the Health Room by a parent or guardian. No student will be permitted to possess any type of medications at any time including field trips (except inhalers). All medications will be administered in the health room with exception of a medical emergency. All unused medications not picked up by the parents/guardians by June 20 will be destroyed.
When your child is sick, they should stay home to decrease the risk of spreading infection Signs of illness include:
● Temperature greater than 100 degree Fahrenheit orally
● Vomiting or nausea
● Stomachae
● Diarrhea
● Persistent cough
● Thick yellow discharge from nose
● Rash or infection of the skin
● Red or Pink eyes
● Lice
If these symptoms persist more than 24 hours, you should contact your child’s physician for further instruction
Students who have a contagious condition requiring fever reducing medication or antibiotics must be kept home from school at least 24 after which they have ceased to be contagious The U S Centers for Disease Control and Prevention (CDC) recommends that individuals stay home at least 24 hours after they no longer have a fever (100 degrees Fahrenheit or 37.8 degrees Celsius) or signs of a fever (chills, feeling very warm, flushed appearance or sweating) without the use of fever-reducing medicine.
Parents are requested to share as much information as possible with the school regarding their child’s contagious and communicable disease so that we may help to assess the safety for the child and others in the school.
Asbestos
In October 1986, the U.S. Congress enacted the Asbestos Hazard Emergency Response Act (AHERA). Under this law, comprehensive regulations were developed to address asbestos problems in public and private elementary and secondary schools. These regulations require most schools to inspect for friable and non-friable asbestos, develop asbestos management plans that address asbestos hazards in school buildings and implement response actions in a timely manner.
These regulations assign schools many new responsibilities. Our program is fulfilling these responsibilities through our asbestos management plan. This plan contains information on our inspections, re-inspections, response actions and post-response action activities, including periodic surveillance activities that are planned or are in progress.
You can review this plan during normal business hours without cost or restriction.
If you have any questions about reviewing our management plan, please contact our Director of Facilities at extension 170
Students with Allergies
The Woods Academy acknowledges and respects that they enroll students who have food allergies. The Woods is committed to working in partnership with parents to ensure a safe environment for students.
The Woods makes the following accommodations for students with food allergies:
● The school nurse compiles a list of "Children with Known Allergies" each fall based on the required health forms received. The list is distributed to the faculty at the beginning of the year and is updated and re-distributed as new information becomes available.
● Following the distribution of the "Children with Known Allergies" list, homeroom teachers and advisors communicate with their parents in writing what allergies exist in their homeroom / advisory and request that parents bear this in mind when sending in food for the whole group, including field trips and special events.
● Homeroom / Advisors teachers will also contact parents of students with food allergies and request an alternative snack to be kept in the classroom to ensure students with allergies will always have an acceptable food option during times when food is brought into the classroom for special occasions.
● Faculty must communicate with substitute teachers any information on students with known food allergies.
● Children with severe (life-threatening) food allergies must provide The Woods with an EpiPen along with a MD Allergy Action Plan that is completed by the child's physician and parents. The action plan is kept with the EpiPen in the Health Room.
● As a result of the “School Access to Emergency Epinephrine Act,” the State of Maryland provides two EpiPens and 2 EpiPen Jr’s to be used for a first-time anaphylactic reaction.
● The Woods provides a table in the lunchroom (MPR) at which grade level students with allergies can elect to sit and eat their lunch. In addition, Montessori classrooms are nut free spaces, and the Flex Room where the Owls eat their lunch has a designated nut free table. Extended Day also provides a table where children with food allergies can eat during lunch.
● Students are instructed that they should never share food to prevent accidental exposure.
● Other classroom/school hazards including art/craft project supplies and toys may include allergenic foods (peanut shells for art projects, Play-Doh and wheat allergy). Faculty will refer to the “Children with Known Allergies” list during planning phases of classroom activities.
● The Woods Academy will enforce a “ no eating” policy for its grade level students on school buses (its own and those it rents) during field trips and transportation to school sporting events.
● Each fall, The Woods Academy will provide training to its faculty pertaining to best practices when dealing with students with food allergies.
● The Woods Academy stresses the idea that parents with students who have food allergies need to educate their child in the self-management of their food allergy, including:
o safe and unsafe foods
o strategies for avoiding exposure to unsafe foods
o symptoms of allergic reactions
o how and when to tell an adult they may be having an allergy-related problem
o how to read food labels (age appropriate)
Emergency Management Plan
In the event of an emergency involving the school, the following plans are to be put into effect It is understood that the plan may be modified given the details of a particular situation. The Woods Academy follows the procedures outlined by the Montgomery County Public Schools (MCPS) and the Montgomery County Police Department (MCPD) for emergency preparedness situations related to Lockdown, Evacuation and Shelter. MCPD provides training for staff on emergency plans, including Avoid Deny Defend (ADD) procedures
The Head shall have the responsibility for convening OSET (Onsite Emergency Team). The OSET team is composed of administrators, led by the Head of School, or designate, that manage the various emergency plans and procedures.
Lockdown - Lockdown is an emergency alert and response to imminent danger in the school or on campus. Students, staff, and visitors report to the nearest securable location under adult supervision An administrator ensures that 911 is called to request immediate assistance. Students, staff, and visitors remain secured, away from all windows and doors until authorities have controlled the situation. Lockdown procedures consist of:
● Notify 911 and the front office
● Immediately go to the nearest securable location*
● Sweep/scan hallways, check bathrooms**, if safe to do so
● Secure classroom and office doors
● Close blinds and cover door windows
● Turn off the lights
● Maintain silence
● Ignore alarms and bells
● Wait for further instructions
Evacuation - Evacuations are emergency alerts and responses called by an administrator when it is too dangerous to remain in the building. During a
fire evacuation, students, staff, and visitors must leave by the nearest exit and go to their assigned locations, 50 feet away from the building. In non-fire evacuations, an administrator may call a directed evacuation which requires students, staff, and visitors to move to a location that is at least 300 feet away from the building Evacuation procedures consist of:
Fire Evacuation
● Fire alarm is pulled
● Notify 911
● Students/ staff/ visitors leave the building by the nearest exit
● Everyone must evacuate at least 50 feet from the building
● Attendance is taken by school officials
Directed Evacuation
● Notify 911 and front office
● A plan of evacuation is determined by the OSET team
● Announce by PA or other form of communication, routing occupants away from danger area
● Everyone must evacuate at least 300 feet from the building, and possibly to the off-site safety center
Shelter - Shelter is an emergency alert and response called by an administrator when it is too dangerous to leave the school. There are three types of shelter alerts.
Public Safety Shelter is used if there are public safety actions occurring in the community near the school. Procedures for such an event are as follows:
● All students, staff, and visitors are brought into the main buildings
● Exterior doors are secured
● Classroom instruction continues
● Ascertain purpose of any visitors
● Public safety officials will notify the school when the situation is under control.
Severe Weather Shelter is used when a high wind or damaging storm warning has been issued for the community near the school. The staff will monitor the weather reports. Procedures for such an event are as follows:
● Bring students, staff, and visitors into main building
● Move to weather safe designated areas on the main hallway and lower school hallway.
● Bring your Emergency Folder with you.
● Take attendance.
● Wait for further instructions.
An Outside Hazardous Materials Release requires students, staff, and visitors to be brought into the main building. Procedures for such an event are as follows:
● All students, staff and visitors report into the main building.
● Maintain locked exterior doors and windows
● Shutdown the ventilation system
● Public safety officials will notify the school when the situation is under control.
Earthquake Procedures and Evacuation:
● At the first onset of an earthquake, persons should get under a heavy desk, table, and chair or under a door jamb. If in the gym or MPR, seek shelter under or between the bleachers or the tables. When possible, an announcement will be made over the loudspeaker that we are having an earthquake and all persons should take appropriate shelter
After remaining in your respective safe-place until the shaking has stopped, persons should then be prepared to evacuate the building. When possible, an announcement will be made over the PA or through assigned OSET members to evacuate the building The evacuation proceeds through pre-determined safe routes and evacuees gather outside in a safe area away from the buildings, fences, walls, electricity poles, bridges, and trees, at least 300 feet from the school building.
● At the assembly point, the evacuees are grouped in order of classrooms, departments or floors – whichever is more convenient to facilitate the next step, which is roll call.
● During the roll call, teachers, floor monitors, or others designated determine if everyone is present. In the event of a real earthquake, a search and rescue team would have to be dispatched to look for those missing.
● After the roll call, there will be an evaluation of the facility by the Director of Facilities, Director of Finance and Operations, and the Head of School to determine any damage to the facility or surrounding area. Students and faculty will remain in their roll call areas until a determination is made regarding the safety of the building.
● Remember that only by practicing will occupants of a building be reasonably sure that in the event of a serious earthquake they will be able to respond appropriately. Additionally, the OSET team will review all procedures and events after the event to see where/if the institution identifies snags in the drill, problem areas, or potential problem areas
Fire Drill/ Event Procedures - All teachers are to be acquainted with fire regulations and drill procedures for each room in the building. These procedures are to be posted by each classroom door. Fire drills may be carried out not only when class is in session, but also during assemblies, lunch, etc. Be prepared for blocked entrances. Faculty and staff in the front hallway at the time of the drill/event who are not directly supervising any students should assist Extended Care personnel with the exit of the little children.
It is important that you read the “Fire Escape Route” directions that are placed in each room.
When the fire alarm is activated:
● Close all windows and doors, including the outside doors.
● Turn off all lights
● Take the red emergency folder with you.
● Bathrooms should be checked for students.
● Take a Walkie-Talkie with you and make sure it is tuned to Channel 3.
● Students are to leave the building in a quiet and orderly manner.
● Once you have reached a safe area, check attendance.
● If there is a fire drill other than normal classroom time, for instance during lunch or changing classes, students are to leave the building by the nearest exit. Middle School students have been instructed to report to the nearest adult with a Walkie-Talkie. This adult should make a note of the students that they have in their care and when called upon by the person in charge (see below) report the names to him/her Lower School students are to remain with the adult that they are with at the time of the fire drill.
● The person in charge of communicating during the roll call (OSET Lead) will contact each team lead (Roome, Nalls, Phelps, Paoletti) requesting an accounting of the students that they have in their care. PLEASE DO NOT USE YOUR WALKIE-TALKIE UNLESS YOU ARE CONTACTED BY THE PERSON IN CHARGE
● Likewise, when you are contacted by the person in charge, report the names of any students that you would normally have in your care but you are unable to locate.
● DO NOT return to the building until you have received the “all clear” from the person in charge even if the fire alarm stops ringing. “All clear” will be announced over the Walkie-Talkies.
● Once you have received the “all clear,” have the students return to the building in a quiet and orderly manner.
Additional Guidelines:
● The last person leaving the room must close the door.
● Montessori classes exit at the rear of the room if the hallway is blocked.
● All other rooms follow exit routes posted on the back of doors.
Note: If all or part of your class is with a special teacher or in the library, the special teacher or librarian is responsible for them If a child from your class has gone on an errand for you or to the bathroom, you are responsible for the child.
Parent-Child Reunification - The Parent-Child Reunification (PCR) Process involves reuniting children with their parents/guardians in the event of an emergency or crisis at a designated location (indoor or outdoor, on-campus or off-campus) A Parent/Child Reunification Coordinator is identified in the School Emergency Plan and a staff member is responsible for the PCR Box.
In the event of a Parent-Child Reunification (PCR) Process, OSET members and additional staff will:
● Post signs on entrance doors and hallways to direct parents/guardians to the PCR area. (Chalke/ Mena)
● Ensure one-directional flow of traffic to create an orderly and efficient process. (Facilities/ Palladino)
● Sign-in parents/guardians and check identification. (Apau/ Hugo)
● Match this with the Student Emergency Information and check for any custody concerns (Apau/ Hugo/ Healy)
● Identify the current location of the student (student schedule, teacher, room number, etc.). (Shoemaker/ Ricca)
● Retrieve students and direct/escort them to the PCR area. Any faculty or staff who are not directly supervising students may be asked to join this team. (Rhein/ Mahshigian/ Smith/ Mena/ Shegerian/ Sabatano/ Pontius - Montessori)
● Release student to the authorized guardian. (Apau/ Hugo)
We will work in the safest and most efficient means to reunite students with parents in the event of an emergency that requires us to dismiss from school other than the usual time or location Parents should not come to the school during any such event until the school and/or emergency responders have determined it is safe to do so. Parents, guardians and other authorized individuals should come to the school or location only after being notified to do so by the school or authorities.
See Something Say Something - In the event that there is activity on or around school grounds that appears to be odd, individuals should:
● Contact the front office immediately by phone, 301-365-3080, or by walkie-talkie, channel 3.
● Faculty and staff may contact their Division Director, Assistant Head of School, or Head of School as well.
● If the odd or unsafe activity warrants, students should be escorted indoors to a safe, secure location.
● If imminent danger or safety is perceived, call 911 and report the activity to authorities immediately.
● Once the front office is called or an administrator is contacted, describe the activity or actions observed.
● An administrator will respond promptly and help with assessing the situation. The activity or individuals will be assessed and officials may be contacted as we investigate.
● If danger appears present, we will call 911 immediately and clear the area of people.
● We will wait for the officials to assess the situation and notify us of next steps.
● If possible, The Woods administrator(s) may approach the activity or individual(s) to further understand or address the situation.
● In a non-emergency situation, The Woods administrator(s) will investigate/monitor the situation.
● We may call the MCPD non-emergency line, 301-279-8000, to report the suspicious activity and ask for support to monitor the area in the future
Communication Guidelines - Communication during such events is essential. Communicating with staff/ faculty and students during such events will be done promptly and through the best means available given the circumstances We have many ways (loudspeaker, email, Parent Alert, classroom phones, website, social media, etc.) which can and will be enacted when necessary.
Communication with parents is essential as well. We will enact Parent Alert, our emergency communication platform, and other modes of communication as necessary (email, website, etc ) We will also communicate with our Out-of-Area Communication Center and they will be notified of news or updates. Parents will be able to call this site to get updates in the event the emergency management plan is enacted. We will work in the safest and most efficient means possible to have timely communication during any such event.
Important: In the event we have a situation that requires us to enact any of these plans, only the Head of School is authorized to speak to the media on behalf of the school.
Crisis Supplies, Shelter, and ResourcesEmergency supplies: first aid kit, water, blankets, large plastic bags, juice, snacks, diabetic needs, and gloves are on site and readied at all times.
Contact the Bethesda Police Department to Notify in an Emergency by calling 911, and in a non-emergency by calling 301-279-8000.
Out-of-Area Communication Center: Virginia Beach Friends School, 537 Laskin Rd, Virginia Beach, VA 23451, 757-428-7534. Contact: Mike Barclay
Woods Academy Security Cameras are accessed by mobile device by all administrators and shared with local law enforcement as needed.
ATHLETICS
Mascot: Mighty Owl
Colors: dark green, black, navy blue and white
Philosophy
The Woods Academy Athletic Program reinforces the goals of the school’s mission through competitive (A Team) and developmental (B Team) athletics for students in grades 5-8.
A Teams will strive to be competitive and will have roster limits. B Teams will focus on skill acquisition and development and will play competitive games as well.
Our athletic program helps to fulfill the mission of the school by teaching The Woods Academy way of competing and the Christian way of life as expressed through character, commitment, and community.
We desire that our athletic community – coaches, players and parents –participate in such a way that honors God and conveys a positive witness to those around us. We will be modest in victory and gracious in defeat. Winning on the scoreboard should be one of our goals, but losing can many times present beneficial learning opportunities.
Game schedules are developed by the Athletic Directors of each school, and are dictated by field space, weather conditions, and each school’s master calendar and schedule. Some of the schools we compete against include: Norwood, Washington Episcopal, St. Patrick’s, National Presbyterian, Mater Dei, Stone Ridge, Christ Episcopal, McLean School, Holy Child, Landon, Lowell, St. Andrew’s and Bullis.
The Woods competes in the following programs:
Junior Varsity (5th & 6th Grades)
Fall Season Boys’ Soccer
Girls’ Soccer
Boys’ and Girls’ Cross Country
Girls’ Tennis (6th only)
Girls’ Volleyball (6th only)
Varsity (7th & 8th Grades)
Boys’ Soccer
Girls’ Soccer
Boys’ and Girls’ Cross Country
Girls’ Tennis
Girls’ Volleyball
Winter Season
Boys’ Basketball
Girls’ Basketball
Boys’ and Girls’ Swimming
Boys’ and Girls’ Track
Boys’ Basketball
Girls’ Basketball
Boys’ and Girls’ Swimming Spring Season
Girls’ Softball
Boys’ and Girls’ Lacrosse
Boys’ Baseball
Boys’ Tennis (6th only)
Boys’ and Girls’ Co-ed Golf’
Team Rosters and Playing Time
Boys’ and Girls’ Track
Girls’ Softball
Boys’ and Girls’ Lacrosse
Boys’ Baseball
Boys’ Tennis
Boys’ and Girls’ Co-ed Golf’
The ideal team consists of a reasonable number of players so that each member of the team can contribute to the team’s success. When there are more players interested in participating on a team than can reasonably contribute, the Athletic Department may create B Teams. All students are given the opportunity to try out for a team. The B Teams may not mirror the A Teams in the areas of games played, uniforms, or practice time.
When there are too few players interested, the Athletic Department may choose to (1) not offer a team, (2) recruit JV players to play at the Varsity level, or (3) recruit fourth graders to compete at the JV level.
The Woods Academy cannot promise equal playing time for all members of a team. Playing time will be determined by each team’s coach and the effort and ability of the player to live up to the ideals of the Athletic Philosophy. Players who miss a practice before a game may not be permitted to start. Parents and students need to recognize that absences from practice will hinder skill development and physical conditioning as well as jeopardize team unity and affect playing time. Parents and players will sign a Woods Student Athlete Player Pledge at the beginning of the school year.
Players must be present during the school day to participate in after school athletics If a player has PE class on the same day as athletic practice or game, that player must participate in PE in order to be eligible to participate in the athletic practice or game on that day.
Participation, Transportation and Physical Form
Like all Woods Academy permission forms, the Middle School Sports Permission Slip must be completed prior to participation in the first game. Students without a form may not participate This permission slip is available in your Magnus Health account. Visit the Athletics Schedule and Information page of the for more detailed information.
Scheduling
The athletic department does its best to schedule games and practices well in advance of the season. Because we cannot control weather or changes made by an opponent when we travel to their home court/field, changes to schedules will inevitably occur
Communication
The Athletic Director sends an informational email to parents prior to the start of each season. Information will include sport-specific information, including details regarding try-outs, practice and game schedules, transportation details, equipment requirements, and introduction of the season ’ s coaches. A “This Week in Sports” email will be sent each Sunday with weekly sports details. Game schedules are shared at the beginning of each season, in the weekly email as well as the school calendar on WoodsNet.
Inclement Weather Policy/Cancellation
The Woods Academy follows the Montgomery County afternoon activities cancellation decisions. Game cancellation due to weather or any other reason will try to be announced by 12:30 p.m. An email communication will be sent by 12:30 p.m. when there is a game change.
When a game or practice is canceled students are to be picked up after school by 3:30 p m If in the event parents cannot get to their child in time because of the cancellation, students will go to the Middle School study hall (until no later than 4:30 p.m.) and be dismissed when their parent arrives.
Transportation, Pick-Up and Late Fees
Bus transportation is provided to away games. Players are expected to ride on team buses Game end and return times are a best estimate, and parents are expected to plan for on-time arrival. Parents may be asked on occasion to pick up their child at an away game. Players may leave after a game with a parent or approved driver. Players must notify the coach prior to leaving the game venue. Additional transportation details including directions for each away game will be shared in the Sunday weekly “This Week in Sports” email.
After practices and home games, athletes must be picked up in the rear of The Woods Academy by the gym. After away games, pick-up is at the front of the school; students may not be allowed to go back to the gym or their hallway locker to retrieve school gear.
Estimated return times will be shared on the Sports calendar section in the Sunday “This Week in Sports” each week. . If the team returns to school after 6:00 p.m., Study Hall is closed. Please understand that area traffic and game length play a role in return times. Coaches do remind students to call home
on the way back to school. Please be considerate of the coaches’ time in picking up your student, or arrange with another parent to pick up your child.
Captains
The method of choosing captains is made at the discretion of the team coach.
First Aid/Injuries
First Aid kits contain student emergency forms that are provided to coaches at each game
Uniforms and Game Days
The school issues team uniforms before the first game of the season. Uniforms should be handled with care washed inside out and line-dried. They must be returned promptly at the end of the season.
Every Season:
● Shirts must be tucked in
● Only tennis, basketball, or school shoes may be worn with team uniforms
● Only totally white undergarments (including bras and T-shirts) may be worn under uniforms
● Only Woods warm-ups that are purchased through the school A link will be sent three times a year to older school warm-ups.
Fall:
Soccer- Jersey, PE shorts, shin guards, black socks only
Girls Volleyball - Jersey, PE shorts
Cross Country - PE Uniform
Winter:
Basketball -: Jersey, shorts, warm-ups, socks
Swim: black, green or navy swimsuit, Woods swim cap
Spring:
Baseball: Jersey, gray baseball pants
Softball: Jersey, black PE shorts
Boys Lacrosse: Jersey, black PE shorts
Girls Lacrosse: Jersey, school uniform skirt or PE shorts
Equipment
Every piece of equipment should be labeled with the student’s name. Each player is responsible for his or her equipment. All lacrosse, baseball or softball equipment should be placed in the gym every morning prior to advisory. Due to health concerns, students must provide their own water bottles. Each bottle should be labeled with the student’s name. The Woods will provide a jug of water to replenish water bottles.
Students are required to provide the following equipment:
● Soccer: cleats and shin guards
● Girls volleyball: knee pads (optional)
● Basketball: appropriate basketball shoes and Woods warm up suit*
● Boys’ lacrosse: helmet, mouth guard, stick, cleats, arm pads, chest pads, and gloves (The Woods has some equipment to be borrowed0
● Baseball and Softball: - glove and cleats. Baseball players must purchase gray baseball pants.
* Warm-up suits should be purchased from the link sent when ordering PE uniforms in the Fall A link will be sent three times a year to place orders.
Sports Study Hall
Occasionally teams may not play or practice immediately after school. In such circumstances, a team study hall will be held to allow students time for homework. There is no fee.
Sports Assemblies and Awards
Each month, coaches and teachers identify a Mighty Owl who fits the Profile of a Woods Middle School Student Athlete. The Student Athlete of the Month is recognized at school, on social media, and pictured in the gym atrium throughout the month.
Profile of a Woods Student Athlete
A Woods Student Athlete…
● Demonstrates leadership on and off the court/field,
● Commits to school work and athletics – completes classwork and homework, attends practice and games on a regular basis,
● Puts forth 100% effort at all times, even when things get tough,
● Maintains a positive attitude – encourages classmates and teammates throughout the day,
● Is responsible and honest – someone your teachers, classmates, and teammates can count on, and
● Displays good sportsmanship.
At the end of each season the following recognitions are made:
● The Most Improved Award to the player who exhibits the most improvement in skills, personal growth and team camaraderie.
● The Hustle Award to the player who by giving 100% effort in practices and games is able to inspire and lift the performance of his/her teammates.
At the end of the year the following recognitions are made at graduation:
● The Athletic Director’s Award - recognizes model Woods Academy Athletes for outstanding academic achievement, sportsmanship, teamwork, dedication, and sacrifice for the program Recognized at 8th Grade Graduation.
● The Twelve Season Award- given to any student who has participated in The Woods Athletic program every season during their four years in the Middle School (Grades 5-8). Recognized at 8th Grade Graduation.
ADDITIONAL INFORMATION
Volunteerism and Parent Engagement
There are so many ways for you to participate in life at The Woods. We are truly a community and we encourage you to get involved in any way you can. It’s a great way to meet other Woods families, teachers and staff.
All parents and guardians are members of The Woods Academy Parent Teacher Organization (WAPTO). Your participation enriches our community. With the variety of events we sponsor, there is something for everyone! Parents are strongly encouraged to volunteer in one or more school or WAPTO sponsored activities.
Parent Ambassadors
WAPTO developed its Parent Ambassador Program to help increase outreach to all Woods parents, particularly new families, and to provide ample opportunities for all families to feel part of The Woods community. Parent Ambassadors serve in the role of spreading goodwill and supporting and celebrating the work of The Woods Academy. WAPTO relies on its ambassadors to welcome new families and share their knowledge and know-how of The Woods, while encouraging grade-level involvement in a myriad of activities throughout the year.
Solicitations and Announcements
School communications including the E-Folder and the website are intended to inform members of the school community about school programs.
Occasionally, families or organizations may want to make an announcement relating to family news or inform families about non-Woods programs. Families should contact the Director of Advancement for permission to include these types of announcements in school communications. These announcements do not represent The Woods Academy and may not be used to solicit funds or donations.
Parent Activities Involving Money
Parents may not collect or seek to collect money for school activities such as year-end class gifts, non-school sponsored sports clinics, etc., without permission from the Director of Advancement
Birthday/Event Parties
We welcome the celebration of each child's special events as arranged ahead of time with the homeroom teacher/advisor. If a private celebration is to be held at another location, invitations may not be distributed at school. Parents should consider the inclusive nature of The Woods when inviting guests to private parties.
Field Trips - Permission must be signed off by a parent/guardian in the online enrollment packets every year for the following school year Verbal approval over the phone is not acceptable.
Walking visits to McCrillis Gardens and Fernwood Park are not considered field trips. Permission to visit McCrillis Gardens is part of the enrollment agreement to The Woods.
There will be a student/chaperone ratio of at least 8-to-1 for Full Day Montessori students and grades 1 – 2; 12 to 1 in grades 3 – 8. Chaperones are to defer to teachers on all issues.
An optional, overnight or overseas trip may be offered to students. Although these trips are elective and are not part of the regular school program, school rules of conduct apply.
Rules for Field Trips:
● Permission slips must be signed prior to each trip.
● Students are expected to wear dress uniforms on all field trips unless otherwise indicated.
● All students and chaperones are to ride in school transportation.
● Chaperones are to defer to teachers on all issues
● Every effort will be made to hire bus transportation equipped with seat belts.
● Students must always remain in groups.
● All school rules will be in effect when students are away from campus.
Library Books, Textbooks and Book Bags - Textbooks and library books are school property Damage or loss will be determined by the teacher or librarian and will result in replacement fees. As with all outstanding accounts, no transcripts or report cards will be released for students with outstanding damage charges or lost book fees.
Books and bags must not block emergency exits or pose other risks.
Lost and Found - Please label all clothing and school supplies. Items in Lost and Found over six weeks may be donated to charity. All items will be given away in June.
Emergency Closings and Delayed Openings
The Woods subscribes to Parent Alert, an emergency notification service for schools. This subscription permits us to reach parents and guardians efficiently in the event of an emergency or an unanticipated event. In addition, parents are encouraged to sign up for “AlertMCPS” to receive text messages or e-mail from Montgomery County Public Schools during weather-related emergencies and other major events that impact school system operations. Alert MCPS is administered by Montgomery County Public Schools and is part of the Montgomery County Alert System
Weather Closings: During inclement weather, The Woods follows the Montgomery County Public School (MCPS) System's decisions for closings. Under normal circumstances if MCPS are closed, The Woods Academy is closed. Be sure to listen to the radio for official announcements. When MCPS schools are closed for professional days, the Woods will use ParentAlert, our emergency notification system.
Delayed Opening: The Woods follows MCPS decisions for delayed openings. For a two hour delay, supervision begins at 10:00 a.m. Montessori Morning children are welcome to attend.
Early Closing: The Woods Academy follows MCPS decisions for early closing. If a specific closing time is given, The Woods (including Extended Day, After Care, Lower School Study Hall and Middle School Study Hall) will close at that time. When afternoon activities are canceled by MCPS, After Care and Study Halls will close at 4:00 p.m.
Note: The Woods Academy reserves the right to change Weather Closing and Delay policies and make its own weather related decisions. If this is done, an all school announcement will be made to notify the community of
the change to this policy and any new procedures to follow.
Visitors
Parents and guests are required to report to the main office and sign in at the Front Office when visiting the school It is never appropriate to enter a classroom to deliver notes, lunches or books.
No Smoking Policy
Smoking is not permitted in the school building, in front of the building or in outside areas frequented by students.
First Points of Contact
Item of Interest/Concern
Admissions and Retention
Arts, Calendar, Extra-Curriculars, Liturgy
Coordinator, Prayer Partners, Service Learning, Student Council, World Language
Athletics
Attendance
Finance, Business Operations
Head of School, School Oversight
Curriculum, Learning Support, Professional Development, Standardized Tests
Development
Discipline, Duty Roster, Faculty Evaluation, Field Trips, Report Cards, Schedule
E-Folder
Emergency Management
Facility Use, Room Use
Graduation Coordinator
High School Placement
Lunch
Marketing, Communications, Alumni Relations
Medication, Health and Wellness
Technology
Transcripts/Registrar
Who to talk to First
Mrs. Molly McNamara Hugo
Mrs Jodie Shoemaker
Mrs. Erin Ricca
Mrs. Margaret Apau
Mrs. Hasmig Mahshigian
Dr. Jessica Palladino
Mrs. Kelly Nalls
Mrs. Caitlin Chalke
Mr Paul Paoletti (Middle School), Ms Katya Cunnane Pilong (Lower School), Ms Lyndsey Canter (Montessori)
Mrs. Caitlin Chalke, Mrs. Sam Gallagher
Dr. Jessica Palladino, Mrs. Jodie
Shoemaker
Mr. Gerardo Saucedo, Mrs. Hasmig Mahshigian (after-school room use & facility rentals); Mrs. Ricca (Gym)
