Procedures

ATTENDANCE POLICY

Student attendance is a means of improving student performance and critical in raising student achievement. Parents and students are responsible for attendance, which shall be required of all students during the days and hours that school is in session. Students are expected to:

• be present at school each and every day;
• attend class as scheduled;
• arrive at school and each class on time; and ▪ demonstrate appropriate behavior and a readiness to learn.

A. Attendance Defined

1. School Attendance - Students are to be counted in attendance only if they are physically present for at least two (2) hours or engaged in a school-approved educational activity which constitutes a part of the instructional program for the student.
2. Class Attendance - Students are to be counted in attendance if they are physically present in class for at least half of the class period, have been excused by the teacher on a class-related assignment, or have been requested by a member of the school support staff for an approved school activity.
3. Tardiness – A student is considered tardy if they are not present when the school bell rings for the class assigned. Note: If a student is not present when attendance is taken but is present later in the school day, the student will be marked tardy, not absent. A student who is tardy should never remain on record as being absent.
4. Early Sign-outs - No student shall be released within the final 30 minutes of the school day unless authorized by the school principal or principal’s designee, e.g., emergency, sickness.

B. Reasonable Excuses for Time Missed at School

1. Personal illness of the student (medical evidence may be required by the principal for absences exceeding 5 consecutive days). The written statement must include all the days the student has been absent from school. If a student is continually ill and repeatedly absent from school due to a specific medical condition, he/she must be under the supervision of a health care provider in order to receive excused absences from school.
2. Court appearance of the student, subpoena by law enforcement agency, or mandatory court appearance.
3. Absence due to a medical appointment requires a written statement from a health care provider indicating the date and time of the appointment and submitted to the principal.
4. An approved school activity (absences recorded but not reported).
5. Other absences with prior approval of the principal.
6. Attendance at a center under the supervision of the Department of Children and Families.
7. Significant community events with prior permission from the principal. When more than one school is involved, the Region Superintendent determines the absence status.
8. Observance of a religious holiday or service when it is mandated for all members of a faith that such a holiday or service be observed.
9. Military Connected Students – Somerset is committed to assist students from military families and will continue to facilitate the development and implementation of policies that directly impact on children of military personnel. To ease the burden of our students who have parents that may be deployed or on “Block Leave,” schools will allow up to a total of 5 days of excused absences each academic year to allow families time together.
10. Death in the immediate family.
11. School sponsored event or educational enrichment activity that is not a school-sponsored event, as determined by the principal. The student must obtain advance written permission from the principal. Examples of special events include: public functions, conferences, and regional, state, and national competitions.
12. Outdoor suspension.
13. Individual student absences beyond the control of the parent or student, as determined and approved by the principal. The principal
14. shall require documentation related to the situation.

C. Unexcused School Absence Due To:

1. vacations, personal services, local non-school event, program, or sporting activity;
2. older students providing day care services for siblings;
3. illness of others; and
4. non-compliance of immunization requirements unless lawfully exempted.

Absences not included in the excused absences listed above shall be considered unexcused. Student absences will be marked as unexcused until the required documentation is submitted. Failure to provide the required documentation within three school days upon the return to school will result in an unexcused absence.

Unexcused absences do not require that the teacher provide make-up work for the student. A student accumulating ten (10) or more class unexcused absences in an annual course or five (5) or more class unexcused absences in a designated semester course may have quarterly, semester, and final grade(s) withheld pending an administrative screening and completion of assigned interventions by the Attendance Review Committee.

Unexcused absences shall not be grounds for suspension from school, but may result in detention, intervention strategies, or placement in alternative programs. Any student who fails to attend a regularly scheduled class and has a “no excuse” for the absence should be referred to the appropriate administrator. Disciplinary action should include notification to parents.

Chronic truancy or deliberate nonattendance more than fifteen (15) consecutive school days within a ninety-day (90) calendar period will be sufficient grounds for withdrawal of students sixteen (16) years of age or older, who are subject to compulsory school attendance under Florida Statute Section 1003.21.

EARLY DISMISSAL

• Parents/guardians must come to the reception area to request early dismissal.
• Parents/guardians must present picture identification which must be consistent with the information on the Emergency Contact Card; after a student’s 5th early dismissal, a doctor’s note will be required for make-up work to be provided.
• NO student will be released after 2:00 p.m.
• Early dismissal will count as absences and will affect the student’s attendance record for the classes missed.
• A parent/guardian must come in person to add or delete names to the Emergency Contact Card.
• No one under the age of 21 may sign-out any students.

MAKE-UP ASSIGNMENTS

Teachers are required to provide students with make-up assignments once the absence is excused; however, it is the student's responsibility to request the assignments from the teacher(s).

SEVERE CLAUSE VIOLATION

Severe Clause Violation In a severe clause violation of the Student Code of Conduct or any other school policies and procedures, the parent/guardian will pick up the student. Any infraction within the Severe Clause will result in further administrative action. Severe violations include, but are not limited to: fighting, profanity, stealing, defiance of school personnel, assault upon a staff member, continuous disruptive behavior, any posting of videos or pictures pertaining to Mater Academy’s students or faculty, as well as possession and/or use of drugs, tobacco, electronic cigarettes (vapes), alcohol, and weapons.

MEDICATION POLICY

Administering/dispensing of medicines to students by employees of the school system without specific authorization by a licensed physician and the parent of the student is forbidden. It is, therefore, recommended that parents inform their physician of their child's school hours in order to encourage the administration of medication at home whenever possible. Please keep in mind that administering medicine to your child outside the doctor's office or a health institution is a parental responsibility and should not be delegated to school personnel except under unusual circumstances. However, there are certain physical/medical conditions which require daily and periodic medication:

• When failure to do so would jeopardize the health of the student,
• The student would not be able to attend school if the medication or treatment were not made available during school hours, or
• The child is disabled and requires medication to benefit from his/her educational program. Procedures to be followed for these unusual circumstances are as follows:
• Medication shall include all medicines including those prescribed by a medical provider and any non-prescribed (over-the-counter) drugs, preparations, and/or remedies. "Treatment" refers to the manner in which a medication is administered and to health-care procedures which require special training, such as catheterization.
• Written medication authorization (Form 2702) signed by the child's medical provider and parent shall be provided before any prescribed medication or treatment may be administered to any student during school hours. Parents may administer medication or treatment. The child's medical provider and the parent must also authorize in writing any self-medication by the student such as epi-pens and inhalers.
• Medication shall not be carried on a student's person in the school except as approved by the principal. Furthermore, no student is allowed to provide or sell any type of over-the-counter medication to another student. Our school personnel will cooperate to the best of their ability within the limitations of these administrative procedures. It is suggested that you discuss your child's health problems with your health care provider and a member of my administrative staff. 70 | Page Accident/Illness Policy Accident Reports Any student, faculty or staff who witnesses an accident or is injured in school grounds MUST report it immediately to the nearest staff member. The schools’ registrar and/or school administrator will assist the person in obtaining and filling out the accident/ incident report. Illnesses A student who is not feeling well, will have a difficult time learning; as well as being a health hazard to other students. Students becoming ill will be:
• Sent to the Main Office.
• The school will not be responsible for providing medication.
• Symptoms requiring immediate attention and/or removal from school include: fever, vomiting, bleeding, fractures and broken bones, severe bumps or bruises, red watery eyes (Pink Eye), red itchy bumps all over the body (Chicken Pox/Measles), itchy head (Lice), dizziness or loss of consciousness (concussion).

HEALTH SCREENINGS

Scoliosis Screening

The Florida Legislative Statute, 381.0056 mandates scoliosis screenings to be performed annually for students in grade six. Parents will be notified of the school’s scoliosis screenings via a letter sent to parent(s)/guardian(s). Trained personnel will perform this screening on a determined date.

Vision and Hearing

Vision and hearing screenings will be performed annually for students in grade six. Parents will be notified of the school’s vision and hearing screenings via a letter sent to parent/guardian(s). Trained personnel will perform this screening on a determined date.

BMI

Conduct Growth and Development screening with Body Mass Index (BMI) will be performed annually for students in grade six. Parents will be notified of the school’s vision and hearing screenings via a letter sent to parent/guardian(s). Trained personnel will perform this screening on a determined date.

Immunizations (Requirements for School Entry)

1. A complete Florida Certification of Immunization – Blue Card Form DH 680 - according to grade level.
2. State of Florida School Entry Health Exam – Yellow Form DH 3040 - no older than 12 months.
3. Tuberculosis Clinical Screening, PPD or Chest X-ray.

Note: Student’s that do not meet these requirements must be removed from school until they are met.

School Insurance

The Student Protection Plan is designed as supplemental coverage for students to cover injuries received while participating in school sports, while traveling to and from school or when involved in accidents while the student is engaged in supervised activities on school grounds. Participation in this program is voluntary; however, all students taking part in athletic competitions must carry the student accident insurance. The school will provide 2025-2026 enrollment information to the parents.

EMERGENCY CONTACT INFORMATION

Emergency Student Data Forms are distributed during the first week of school. Students are expected to bring the forms home and present them to their parents/guardians. The form must be carefully completed and returned. The information provided on the Emergency Student Data Forms will enable school staff to contact the parent/guardian immediately in the case of an emergency. Parent/Guardian(s) that provide a cell phone number will receive text messages should an emergency arise. Students may only be released from school to the persons listed on the form after presenting a picture identification. No persons, other than school staff, will have access to the information submitted. Any divorced or separated parent contesting the information in the Emergency Student Data Form may seek assistance from the court governing their divorce, separation, or custody matters to compel the enrolling parent to revise the information.

SAFETY AND SECURITY

Code Yellow/Code Red In the event of an emergency, the primary responsibility of all school personnel is to provide for the safety of all students. In the event a school personnel announces a possible threat to students and staff safety exists within the community (Code Yellow), or an imminent threat to students and staff safety exists within the school (Code Red) students, faculty and staff will comply with all the procedures outlined in the Critical Incident Response Plan and remain on lockdown until a school administrator makes an “All Clear” announcement.

EMERGENCY OPERATIONS PLAN

Student and employee safety are a primary concern of the School. The Emergency Operations Plan (EOP) was created to provide school personnel with the necessary leadership skills and knowledge needed to respond to critical incidents or other related emergencies that may occur in our schools/community. All schools have a site-specific plan to address all types of critical incidents. These plans address the individual needs of the school, and provide guidelines for devising methods for communicating with the staff, students, parents/guardians, and the media during a critical incident or an emergency. Some of the protective action procedures include the evacuation of students/staff from the building(s), evacuation of the disabled and if necessary the relocation of students/staff from the school campus, lockdown procedures and holding/dismissing students during school and community emergencies. Some important tips for parents/guardians to remember during a Critical Incident are as follows:

• Remain calm;
• Monitor media outlets for updates and official messages from Mater Virtual Academy;
• Do not flood the school with telephone calls; and

If the school is on lockdown, wait until the lockdown is lifted before going to the school. All school administrators, Directors and all School Resource officers have been adequately trained in the school EOP and are prepared to respond immediately during a critical incident or emergency to provide safety for all children.

FIRE DRILLS

Ten fire drills will take place during the school year according to the School’s policy and emergency procedures. At the sound of the emergency bell, students must stop what they are doing and follow the teacher’s instructions. Students must clear the building promptly by the prescribed route. Any student who is in the hallway or the restroom at the sound of the emergency bell must proceed to the nearest exit and locate the teacher. Students, teachers and staff must remain outside the building until permission is given to re-enter.

EMERGENCY DRILLS

Monthly emergency drills, to include active shooter drill and one hostage situation or bomb threat drill, will take place during the school year according to Florida Senate Bill 7026, also known as the Marjory Stoneman Douglas High School Public Safety Act. One additional active shooter drill must take place within the first 30 days of the opening of schools. All emergency drills shall be conducted in accordance with the appropriate corresponding situational response as outlined in the EOP and shall include developmentally appropriate and age-appropriate procedures. Lockdown Procedures Lockdowns are utilized in response to an immediate threat posed to students and staff. Schools have successfully performed lockdowns in response to police activity adjacent to a facility and potential armed intruders onsite. Students, faculty and staff will comply with all the procedures outlined in the Schools Critical Incident Response Plan and remain on lockdown until a school administrator and/or law enforcement makes an “All Clear” announcement.

THREAT ASSESSMENTS

The School has a mandated set of procedures for threat assessment. A threat assessment is a problem-solving approach to violence prevention that involves assessment and intervention with students who have threatened violence in some way. When a preliminary determination is made, by the school administrator or designee, that a student poses a threat of violence or physical harm to him/herself or others is known, a Threat Assessment Team (TAT) shall be notified and shall convene to determine the best course of action. Authorized members of the TAT may obtain criminal history record information, if applicable. Students determined to be at-risk for violence will be referred for mental health services. Threat assessment and disciplinary procedures are separate processes. Regardless of whether a threat is determined to be transient, serious substantive, or very serious substantive, appropriate disciplinary procedures shall be followed in accordance with the Code of Student Conduct.

VISITORS

Due to legal regulations, students are not permitted to have guests attend school with them at any time. Parents/guardians are always welcome and tours may be arranged to view the school. Classroom visits require a 24-hour notice. Visitors must first register with security at the main entrance, sign-in, produce photo identification, and then proceed to register in the main office. Anyone who fails to follow these procedures will be considered a trespasser and is subject to arrest.

ZERO TOLERANCE POLICY

The Florida Department of Education Zero Tolerance Policy on school violence, crime, and the use of weapons. As an approach to reducing school violence, the intent of the policy is to provide a safe school climate that is drug-free and protects student health, safety, and civil rights.

This policy requires the school district to impose the most severe consequences provided for in the Code of Student Conduct in dealing with students who engage in violent criminal acts, such as:

• bringing or possessing a firearm or weapon to school, any school sponsored activity, or on school-sponsored transportation; shall also result in a referral for expulsion and mental health services pursuant to Section 1006.13 F.S. making a threat or false report, respectively, involving school or school personnel’s property, school transportation, or school-sponsored activity; shall also result in a referral for expulsion and mental health services pursuant to Section 1006.13 F.S.
• homicide;
• assault, battery, and culpable negligence;
• relating to kidnapping, false imprisonment, luring or enticing a child, and custody offenses;
• sexual battery;
• lewdness and indecent exposure;
• child abuse;
• robbery;
• robbery by sudden snatching;
• carjacking; and
• home-invasion robbery

A student may also be referred for mental health services if deemed necessary by the threat assessment team. The State of Florida Juvenile Justice Reform Act of 1965 requires the School District to link juvenile violent incidents to the action taken by the student’s school and the District. The District is required to collect data about violent incidents involving students during each school year and transmit a report to the state. Certain infractions in the Code of Student Conduct may result in criminal penalties as well as administrative corrective strategies