HomeMy WebLinkAbout08-21-08 Trustees Meeting Packet
WESTLAKE ACADEMY
BOARD OF TRUSTEES SPECIAL MEETING
A G E N D A
AUGUST 21, 2008
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE
MUNICIPAL COURT ROOM, SUITE 207
9:30 A.M.
1. CALL TO ORDER.
2. EXECUTIVE SESSION.
1. The Board will conduct a closed session pursuant Texas Government Code section
551.071(1) and (2) to (i) seek advice of counsel on legal matters involving pending
or contemplated litigation, settlement offers, or other legal matters not related
directly to litigation or settlement, and (ii) Consultation with attorney on matters in
which the duty of the attorney under the Texas Disciplinary Rules of Professional
Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas
Government Code-Texas Government Code 551.071(2) regarding the following:
A. Texas Education Agency ruling.
B. Westlake Academy Admission Policy.
C. Westlake Academy Charter document.
3. RECONVENE MEETING.
4. PRESENTATION, DISCUSSION AND CONSIDERATION OF A RESOLUTION
APPROVING THE UPDATED VERSION OF THE WESTLAKE ACADEMY
PARENT/STUDENT HANDBOOK FOR THE 2008-2009 SCHOOL YEAR.
Westlake Academy Board of Trustees Page 2 of 2
Regular Meeting Agenda
August 21, 2008
5. PRESENTATION, DISCUSSION AND CONSIDERATION OF A RESOLUTION
APPROVING THE WESTLAKE ACADEMY 2008-2009 PERSONNEL
MANUAL.
6. ADJOURNMENT.
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on Friday,
August 15, 2008, by 5 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code.
_____________________________________
Kim Sutter, TRMC, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town
Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you.
EXECUTIVE SESSION.
1. The Board will conduct a closed session pursuant Texas Government Code
section 551.071(1) and (2) to (i) seek advice of counsel on legal matters
involving pending or contemplated litigation, settlement offers, or other legal
matters not related directly to litigation or settlement, and (ii) Consultation
with attorney on matters in which the duty of the attorney under the Texas
Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly
conflicts with Chapter 551 of the Texas Government Code-Texas Government
Code 551.071(2) regarding the following:
A. Texas Education Agency ruling.
B. Westlake Academy Admission Policy.
C. Westlake Academy Charter document.
Westlake
Academy
Item # 2 – Executive
Session
Back up material has not
been provided for this item.
Westlake
Academy
Item # 3 –
Reconvene Meeting
Back up material has not
been provided for this item.
Westlake Academy
Memo
To: Honorable Mayor and Members of the Board of Trustees
From: Mark Rosevear, Head of School
Subject: Regular Meeting of Board of Trustees
Date: August 14, 2008
ITEM
Presentation, discussion and consideration of a resolution approving the updated version
of the Westlake Academy Parent/Student Handbook for the 2008-2009 school year.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
; We are Leaders
o Premier educational facilities and programs
o Producing well educated future leaders and thinkers
BACKGROUND
In reviewing the Parent/Student Handbook, the staff found that there were many areas
that needed updating to make it more effective and user friendly for parents, students and
staff. Although parts of the Handbook have been updated throughout the past five years,
it has not had a complete revision since it was written in 2003.
The Head of School, along with his Senior Management Team and IB Coordinators
worked together to update the Handbook and then submitted it to the Handbook
committee made up of Mayor Wheat, Trustees Carol Langdon and Rebecca Rollins and
CEO and Town Manager, Tom Brymer. The Board committee and the Head of School
and SMT met to review the recommended changes. Comments arising out of this meeting
have been added. The attached version is the final version that the committee is
submitting for Board approval.
FUNDING
This action will not have any effect on the budget.
RECOMMENDATION
Staff recommends approval
ATTACHMENTS:
Resolution No. 08-15
2008-09 Parent/Student Handbook
WESTLAKE ACADEMY
RESOLUTION NO. 08-15
AUTHORIZING THE CHANGES TO THE 2008-2009 PARENT-STUDENT
HANDBOOK.
WHEREAS, the Westlake Academy Board of Trustees finds that the changes and
additions contained in the new Parent-Student Handbook of Westlake Academy make it more
user friendly and benefit the public understanding of school policies; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts changes
to the 2008-2009 Parent-Student Handbook.
SECTION 2. That this Resolution shall become effective upon the date of its passage.
PASSED AND APPROVED ON THIS 21st DAY OF AUGUST 2008.
_________________________________________
Laura Wheat, President
ATTEST:
_________________________________ _________________________________________
Kim Sutter, Secretary Thomas E. Brymer, Chief Executive Officer
APPROVED AS TO FORM:
__________________________________
L. Stanton Lowry, School Attorney
2008-2009
Parent/Student
Handbook
2
HEAD OF SCHOOL’S MESSAGE:
Dear Students and Parents,
I am delighted to welcome you to Westlake Academy. The purpose of this handbook is to explain
some of our guiding principles, values and procedures in order to make it easier for the whole
community to live and work successfully together.
Westlake Academy is unique – it is the only open-enrolment municipally owned charter school, not
only in Texas but in the United States. We have a vision, and we will follow that vision. This
handbook is just one way we hope to make it easier to follow this vision, for every society needs
guidelines to run itself successfully. We believe those guidelines work best when a combination of
teachers, parents and students all work together. If they do, the chances of the student being
successful, happy and well rounded are much higher.
Our teachers are dedicated to ensuring that every child at Westlake Academy achieves their
maximum potential. They will follow the IB Learner Profile to become critical and compassionate
thinkers and take their place as leaders in our rapidly changing world.
Please familiarize yourself with our procedures. By doing so it might be possible to avoid some
simple misunderstandings and thus take greater steps in both your and our aim in making our
students the life-long, enquiring learners who care for other people and for their environment.
I would like to welcome you to Westlake Academy. I hope your experience with us is a happy,
enjoyable and successful one.
Mark Rosevear
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TABLE OF CONTENTS
Westlake Academy Mission Statement……………………………………..……………………….4
International Baccaureleate Mission Statement……………………………………………………..5
The School Mangement Structure………………………………………………………………......6
School Staff……………………………………………………………………………………........7
Class Schedules……………………………………………………………………………………..8
Academics………………………………………………………………………………………….9
Student Records & Parental Rights………………………………………………………………..21
Arriving and Leaving School………………………………………….…………………………...21
Attendance………………………………………………………………………………………..23
Health & Safety………………………………………………………………………………...…25
Code of Conduct……………………………………………………………………………….....26
Bullying Policy…………………………………………………………………………………….38
Parent/Student Questions and Complaints Procedures…………………………………………...40
Uniform Policy……………………………………………………………………………………40
Student Trips……………………………………………………………………………………...43
House System……………………………………………………………………………………..44
Extra-Curricular Activities………………………………………………………………………...45
Parent Involvement……………………………………………………………………………….46
Student Drivers…………………………………………………………………………………...48
Additional Information………………………………………………………………………...…49
Appendices……………………………………………………………………………………….50
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WESTLAKE ACADEMY MISSION
STATEMENT
The Westlake Academy will provide a rigorous
curriculum that is international in scope with high
expectations by sharing the responsibility of
educational development among teachers, parents,
community, and students. This will be achieved by
providing an innovative approach to education that
focuses on the needs of each student to develop a
thirst for knowledge, produce positive esteem,
encourage good citizenship and maximize individual
potential. This will prepare students to be active
participants and agents of change in a rapidly changing
environment that is global in scope.
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INTERNATIONAL BACCALAUREATE
MISSION STATEMENT
The International Baccalaureate aims to develop inquiring,
knowledgeable and caring young people who help to create a better
and more peaceful world through intercultural understanding and
respect.
To this end the organization works with schools, governments and
international organizations to develop challenging programmes of
international education and rigorous assessment.
These programmes encourage students across the world to become
active, compassionate and lifelong learners who understand that
other people, with their differences, can also be right.
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THE SCHOOL MANAGEMENT STRUCTURE
Texas law grants the Board of Trustees the power to govern and oversee the management of
Westlake Academy. The board is the policy-making body within the Academy and has overall
responsibility for the curriculum, annual budget, employment of the Head of School, facilities, and
expansions. The board has complete and final control over school matters within limits established
by state and federal law and regulations.
As the school has grown there is a need for an explanation of terms. The Head of School, has two
direct deputies, the Head of Primary and the Head of Secondary. The Head of Primary is the person
in charge of all things to do with the Primary school, which are the years from Kindergarten through
to Grade 6. The Primary school follows the IB PYP (Primary Years Programme). Apart from the
teachers themselves, the Head of Primary is aided specifically by the PYP Coordinator, who
manages the academic administration of the curriculum, and the PYP Counsellor, who serves as the
TAKS Coordinator.
The Head of Secondary is the person in charge of Secondary School, which is Grades 7 through to
12. Although this area of the school is divided into two academic programmes, the IB MYP (Middle
Years Programme) for Grades 7 to 10 and the IB DP (Diploma Programme) for Grades 11 and 12,
due to the current size of the school they will both be run by the Head of Secondary. The Head of
Secondary is aided by the MYP Coordinator, the DP Coordinator and the Secondary Counsellor.
The Head of School and the two Heads of Sections are aided by the fourth member of the
management team, the Administrative Coordinator whose role is to coordinate the non-teaching
aspects of the school.
For the 2008-9 school year, the following names will be of help to you:
School Board:
Board of Trustees President Mayor Laura Wheat
Board of Trustees Tim Brittan
Larry Corson
Carol Langdon
Don Redding
Rebecca Rollins
CEO/Town Manager: Tom Brymer
Senior Management Team (SMT):
Mark Rosevear Head of School
Robert Kai Head of Secondary
Jamie Schmitz Head of Primary
Darcy McFarlane Administrative Coordinator
Counselors:
Glynda Davis Secondary Counselor
Sundi Halbert Primary Counselor
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SCHOOL STAFF
Senior Management Team:
Mark Rosevear Head of School & Secondary History
Robert Kai Head of Secondary & Secondary English
Jamie Schmitz Head of Primary
Darcy McFarlane Administrative Coordinator
IB Coordinators:
Claudia Ourthe-Cabale DP/PYP Coordinator
Daniella Lira MYP Coordinator & Secondary Spanish/IT
Counselors:
Sundi Halbert Primary Counselor
Glynda Davis Secondary Counselor
Teaching Staff:
Cyndie Jacks Kindergarten Maria Magdelena Linan Primary/Secondary Spanish
Catherine Turnage Kindergarten Heidi Kloempken Secondary Humanities
Missy DeMoss 1st Grade Mark Garcia History/TOK/CAS/MUN
Joanna Rains 1st Grade Tracy Odom Secondary English/Drama
Sarah Stack 2nd Grade Simon Aisthorpe Secondary Maths
Emily MacFarlane 2nd Grade Ashley Swilley Secondary Maths/Science
Alison Schneider 3rd Grade David True Secondary Maths/PE
Tonja Taylor 3rd Grade Cynthia Tech Secondary Science
Emily Setford 4th Grade Kristen Jernigan Secondary Science
D’Ann Sullivan 4th Grade Mireida Rubayo Athletic Director/PE
Livia Miller 5th Grade J’Acette Aguair PE/PE Office
Tiffany DeVivo 5th Grade Gail James Secondary Art
Jean Misner-Smith 6th Grade Maria Busico-Flight Secondary IT/Info. Tech
Terri Watson 6th Grade Deborah Peebles Special Ed
Jaime Estrada Music Lisa Valentine Special Ed
Nirupama Karkhanis Primary/Secondary Art Dorothy Harwood Librarian
Maritza Jackson Primary Spanish
Administrative Support:
Daniela White School Secretary
Laura Gibbs Dining Hall/Administrative Support
Kelly Harlow Receptionist
Patty Frey Administrative Support
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PRIMARY CLASS SCHEDULE
Monday
KA KB 1A 1B2A 2B 3A 3B4A 4B 5A 5B 6A 6B
FLAG(8:00-8:10)
1st(8:10-8:55)
2nd(8:55-9:40)
BREAK(9:40-9:55)
3rd(9:55-10:40)
4th(10;40-11:25)
5th(11:25-12:10)
Lunch 11:-00-
11:30
Lunch/Recess 11:25 - 12:25
Recess/Lunch 12:10 -
13:05 11:25-12:25 Lunch
6th(12:25-1:05)
7th(1:05-1:50)
BREAK(1:50-2:00)
8th(2:00-2:45)
SECONDARY CLASS SCHEDULE
Monday
MYP MYP MYPMYPMYPMYPMYP MYP DP DP
7A 7B 8A 8B 9A 9B 10A 10B 11A11B
FLAG(8:00-8:10)
1st(8:10-9:30)
BREAK(9:40-9:55)
2nd(9:55-
11:30)
3rd(11:30-1:00)
Lunch/Break L U N C H
1:00 - 1:40 B R E A K
4th(1:40 - 3:00)
5th(3:00 - 3:45)
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ACADEMICS
The Westlake Academy curricula are extensive, well balanced, and their objectives are to cover the
various needs and to develop the abilities and skills of all our students. Westlake Academy was
established first and foremost as an IB school and this governs our mission statement and our ethos.
Westlake Academy will comply with all state, TEA and charter regulations to ensure that each
students graduates with a Texas high school diploma.
Introduction to International Baccalaureate
The International Baccalaureate Organization (IB) is a not-for-profit foundation, motivated by its
educational mission, focused on the student. Its core values include: a mission that aims to create a
better world through education; partnerships that together achieve common goals by working
together; quality – IB has a reputation for high standards; participation of the stakeholders;
international mindedness that embraces diversity.
What makes IB unique?
• It offers a continuum of education, consisting of three programs for students aged 3 to 19.
• It has a reputation for high-quality education sustained for over 35 years.
• It encourages international-mindedness in IB students. To do this, IB believes that students
must first develop an understanding of their own cultural and national identity.
• It fosters a positive attitude to learning by encouraging students to ask challenging questions,
to critically reflect, to develop research skills, to learn how to learn, and to participate in
community service.
• It ensures that the programs are accessible to students in a wide variety of schools – national,
international, public and private.
The Learner Profile is IB’s mission statement translated into a set of learning outcomes for the 21st
century. These are the values that should infuse all elements of the three programs and, therefore,
the culture and ethos of all IB World Schools.
• Inquirers – Who acquire the skills necessary to conduct purposeful, constructive
research
• Thinkers – Who exercise initiative in applying thinking skills critically and creatively to
make sound decisions and to solve complex problems
• Communicators – Who receive and express ideas and information confidently in more
than one language, including the language of mathematical symbols
• Risk-takers – Who approach unfamiliar situations without anxiety, have confidence and
independence, are courageous and articulate in defending things in which they believe
• Knowledgeable – Who have spent time in school exploring themes with global
relevance and importance, and have acquired a critical mass of significant knowledge
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• Principled – Who have a sound grasp of the principles of moral reasoning, integrity,
honesty and a sense of fairness and justice
• Caring – Who show sensitivity towards the needs and feelings of others and have a
personal commitment to action and service
• Open-minded – Who respect the views, values and traditions of other individuals and
cultures and who are accustomed to seeking and considering a range of points of view
• Balanced – Who understand the importance of physical and mental balance and
personal well-being
• Reflective- Who give thoughtful consideration to their own learning and who analyze
their personal strengths and weaknesses in a constructive manner
IB programs have been identified by the President of the United States as a model that all US
schools should hope to adopt in order to improve the quality of education in the USA. There are
currently 905 authorized IB high schools in the US and over 2,380 in 129 countries.
Introduction to the Primary Years Programme (PYP)
A commitment to structured inquiry as the ideal learning vehicle is to be found at the core of the
Primary Years Programme of the International Baccalaureate. Students will inquire, make
connections, develop conceptual understanding, think critically, work collaboratively, consider
multiple perspectives, construct meaning, reflect, and take action.
Six organizing themes help teachers and students explore knowledge in the broadest sense of the
word. Teachers and students use key questions based on concepts in order to give a structure to the
units of inquiry. They acquire and apply transdisciplinary skills, while they develop an understanding
of those important concepts at the same time.
Much of our teaching will be done through units of inquiry. Projects are transdisciplinary. A unit
on water may include elements of Language, Science, Mathematics, and Art. Units are carefully
planned to draw on children’s interests. When children are interested, they participate more actively
and learn more. Children will be encouraged to bring information or resources from home to
support the work they are doing in the classroom. Parents will be kept informed of each major
topic.
Whenever possible, cross-curricular links are made to aid children’s understanding of the
connections between themes. Some subjects, like Mathematics, Language, and Science often need
to be taught as individual subjects. In these cases, children will be taught a prepared unit of work
such as “Fractions” independently of the current classroom theme.
The IB/PYP incorporates five essential elements: concepts, skill, attitudes, actions, and knowledge
by means of the following:
• A curriculum based on inquiry conducted through a process that encourages students to
ask questions and seek answers in the world around them.
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• Wide and transdisciplinary topics based on a structure that is the expression and
extension of three questions related to one another: What do we wish to learn? Which
is the best way to learn? How will we know what we have learned?
• An integration of Science as a means to explore how the world works, Social Studies as a
way to examine and understand the manner in which human beings live and interact
amongst themselves and in relation to Earth, and Physical, Social, and Personal
Education to enable the consideration of our own welfare and that of others.
• A new integration of Mathematics, Language, and the Arts to reinforce concepts and
help students to carry out further connections.
An Introduction to the Middle Years Programme (MYP)
Westlake Academy aims to offer the Middle Years Program of International Baccalaureate
Organization. The program runs from Grades 7 through 10. Authorization was granted in 2007.
The MYP helps students to develop critical thinking skills, to become independent, to work
collaboratively and to take a disciplined approach to studying. The program also seeks to provide
students with an international perspective and to foster a commitment to service in one’s
community at the local, national and international level.
Students study all the major disciplines, including languages, humanities, science, mathematics, arts,
and physical education with an emphasis on the concepts of the subject. The framework is flexible
enough to allow a school to accommodate local curricular requirements as well as those of the MYP.
Areas of Interaction
Five areas known as the Areas of Interaction give the MYP a distinctive core and the program’s
focus on intellectual and social development. The Areas of Interaction provide common
perspectives within and across the disciplines.
The five areas of interaction are:
Approaches to Learning: teaches students ‘how to learn’ by exploring how to analyze
information, how to organize ideas, how to work independently and in collaboration with
others, how to solve problems. Students explore different learning styles and develop
effective strategies.
Community and Service: encourages students to use skills gained in the classroom to help
their communities and to reflect upon how they can make a difference.
Human Ingenuity: focuses on creation and discovery and considers the ethical dimensions
of advances in science, technology, medicine and other areas.
Environments: examines our interdependence with the environment and man’s
responsibility towards it.
Health and Social Education: increases student understanding of health issues and
develops their ability to evaluate and make decisions.
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The Personal Project
In the final year of the MYP each student must carry out an individual project on a topic that is of
particular interest to the student. It is intended to be the culmination of the student’s experience
with the five areas of interaction.
The Curriculum
All classrooms will be equipped with a range of books and didactic materials. Science and
Mathematics materials help to reinforce concrete understanding of concepts through manipulative
investigation of properties. Practical activity underpins theoretical understanding.
English
English is taught through carefully planned Language Arts and Literature lessons, which combine an
understanding of how the English language works within a literary framework. It is further enriched
by the wider curriculum taught through the medium of English. Lessons in Mathematics, Science,
and Social Studies not only develop specific skills in these subjects, but also provide authentic
language experiences, which encourage students to develop a wide and meaningful vocabulary.
Language Arts focuses on developing literacy skills through Reading, Speaking, Listening, Thinking,
and Writing. Promoting a love of books is a driving force. From Kindergarten, children are
exposed to a wide range of authors and literary genres, including stories, songs, and poems. Non-
fiction research skills are systematically developed through project-based books. Grammar and
writing skills, including spelling, are reinforced through the Language Arts component.
Westlake Academy has invested heavily in ensuring that all classrooms are equipped with a wide
range of books. Sound literacy skills are essential for reading skills. Children will read in class, small
group, and individual activities. We will inaugurate a group of parent volunteers, who together with
the teachers in Kindergarten through 2nd grade, will help ensure that each child receives
individualized attention in reading.
Spanish
Starting in Kindergarten, students receive instruction in an interactive, immersion approach to
Spanish. Emphasis on grammatical structures, verbal and writing skills, and vocabulary help
students develop the tools they need to become effective communicators. Learning an additional
language helps students understand other cultures and become more international in their outlook.
Mathematics
Mathematics is taught using a range of practical mathematical equipment ensuring ample
opportunities to develop concrete understanding of key concepts, before moving on to more
abstract skills of recording results. Equipment includes rulers, scales, and tape measures, polydron
sets for geometrical investigations; pattern blocks and tangrams for investigating shape, pattern, and
number; calibrated containers for capacity work, and a wide range of games for encouraging
mathematic thinking skills.
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Science
Science includes elements of Biology, Chemistry, Earth Science, and Physics and is taught as a
combined Science course from the first grade through the eighth grade. Emphasis is on practical
understanding and investigation. All students are encouraged to take an active role in classroom
experiments. Wherever possible, we encourage full use of the school grounds and environment so,
for example, the outdoor classrooms and playground make an ideal location for weather
experiments or investigations into shadows, while gardens are an obvious choice for work on plants
and flowers.
A wide range of practical Science equipment enables us to do any practical experiments within the
classroom. In all cases, special attention is paid to helping students become safe scientists. Children
are taught how to handle and care for equipment, as well as each other.
In addition to the formal Science curriculum, Westlake Academy promotes a range of environmental
awareness and ecology campaigns. School assemblies are also used to help broaden children’s
understanding of the role of Science in the everyday world.
Social Studies
This course helps students understand the world in which they live. It involves elements of History
and Geography, which help children develop a wider understanding of their local environment, their
family and local history, extending to the state of Texas, the United States, and the global
community as a whole.
Throughout the academy, traditions and customs are fully explored through special projects,
displays, visits, and activities. We want to help children develop an international-mindedness
promoting awareness and understanding of their culture and the culture of others.
Art
Our art program encourages appreciation of existing Art forms, as well as developing children’s own
creative skills with a range of media and techniques. Students explore their ideas in paint, pencil,
collage or three-dimensional form. Appreciation of art exhibitions by local and leading world artists
also forms an important part of our program.
Music
Starting in Kindergarten, children are given opportunities to create and appreciate music.
Contemporary and classical music will be an integral part of lessons, assemblies, songs in the
classrooms, and concerts. Whenever possible, we take advantage of outside professional musicians
to provide further variety and stimulus.
Instrumental Music
Because the Academy is committed to the Arts and believes that children should be given
opportunities in all different areas to develop their talents, students in Grades 1 through 4 will have
strings instruction as part of the regular curriculum. Once a week for an hour, students will receive
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lessons on the violin, viola, cello, or bass. Strings instruction is known to develop an excellent
musical ear, creativity and is directly related to gains in mathematics.
Physical Education
All students are encouraged to develop physical skills through games and activities, which also help
develop a sense of team spirit. Working together with their teammates, in pairs or individually,
students are helped to develop the self-discipline needed to follow instructions and game rules.
Students are introduced to specific physical, ball and control skills needed for sports such as hockey,
soccer, volleyball, baseball, and basketball.
Information Technology
In the age of technology, Westlake is committed to ensuring that all students acquire full computer
literacy at an early age. Westlake Academy’s state-of-the-art technology will be available to all
students who will be taught basic skills such as keyboard orientation, basic word processing skills,
creative graphic design, desktop publishing options, and computer management skills. Supervised
access to the Internet and e-mail will open connections with students around the world.
The State of Texas has established an aggressive set of standards for School Technology and
Readiness (StaR) and the State Board of Educator Certification Standards technology statements as
the combined foundation for the Long Range Technology Plan to be achieved by all Texas Schools
by 2010. Westlake Academy opened September 2003 meeting StaR requirements at the Advanced
level in virtually every category and Target levels in each of the most significant categories. This is
crucial to achieve the broader mission of Westlake Academy. Expansion budgeting and
replacement-cycle funding is projected from internal funds to meet or exceed StaR Target levels
within the next few years.
The Town of Westlake and Westlake Academy have established a preference for technology
solutions that are open source and/or based on open standards for compatibility across multiple
platforms and vendors. The selection of a specific end user device, such as a computer, involves
evaluation of how that device will inter-operate with established systems, and what benefits that
specific device may additionally bring to the usage model.
Apple iBook, iMac and eMac computers have been selected to support classroom instruction for the
Westlake Academy elementary grades. Windows based computers were considered, but Macintosh
computers were selected for a number of reasons, among them their strong support of multi-media
applications, general ease of use, support for Cisco’s LEAP wireless encryption standard, and a
reduced technical support burden.
Each Academy classroom teacher will be assigned an iBook laptop. Additionally, at the primary
level each classroom will be equipped with either two MacBook laptop computers or two iMac
desktop computers and a digital still camera for student use. At the secondary level students are
encouraged to have their own computer after 8th grade. Three Mobile Labs of MacBook laptops are
available for entire classroom instruction on an as-needed basis. In addition to the computer lab and
the computers in the classrooms there are eight Windows laptops available for specific activities in
the Secondary section.
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The wireless network at Westlake Academy allows access to network resources from any room.
Users have access to both black and white and color networked laser printers. Network resources
also include centralized file and application services.
Students and teachers may also make use of digital video cameras and multimedia production
workstations in the library. VCR/overhead projection media carts are available to be shared
between classrooms. Telephone service in each classroom and conference area is delivered over a
Cisco Voice over Internet Protocol (VOIP) platform utilizing advanced display phones.
Introduction to the Diploma Programme (DP)
The International Baccalaureate (IB) Diploma Programme (DP) is a challenging two-year
curriculum, primarily aimed at students in their junior and senior years (G11 and G12).
The Diploma Programme prepares students for university and encourages them to ask challenging
questions, learn how to learn, develop a strong sense of their own identity and culture and develop
the ability to communicate with and understand people from other countries and cultures.
The curriculum contains six subject groups together with a core made up of three separate parts.
Students study six subjects selected from the subject groups. Normally three subjects are studied at
higher level (courses representing 240 teaching hours), and the remaining three subjects are studied
at standard level (courses representing 150 teaching hours).
The following courses will be offered to the DP students at Westlake Academy:
GROUP 1: Language A1 GROUP 2: Second Language
English HL Spanish B SL
GROUP 3: Individuals and Society GROUP 4: Experimental Sciences
History HL Biology HL (required)
GROUP 5: Mathematics Chemistry SL
Standard Level Maths SL GROUP 6: The Arts
Math Studies SL Visual Arts SL
All three parts of the core "extended essay, theory of knowledge and creativity, action, service" are
compulsory and are central to the philosophy of the Diploma Programme, therefore all Diploma
Programme students must engage in these three activities.
English HL
Upon completion of the course it is anticipated that students will be able to construct independent
literary commentary and criticism from a personal perspective and be able to covey their thinking
with clarity, cohesiveness and fluency in both written and oral communication. Argumentation
should be well structured and devoid of logic fallacies and unnecessary hyperbole. Student’s formal
writing should encompass the principles of persuasion contained in their study of rhetoric and
contain examples from secondary and textual sources, and utilize proper MLA documentation. It is
expected that students will be able to appreciate a wide range of literature that spans cultures, time
periods, genres and original languages. The skills acquired by students during the course of study
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should permit them to present their own literary commentary on familiar or unfamiliar texts of any
genre.
Spanish B SL
Emphasis is given to the development of communications skills for which, vocabulary, spelling, and
readings are constantly implemented. The study of literature and other texts will play an important
part in this process. The main focus of this course is to further develop the students’ written and
oral conversational skills. The students reading skills will be broadened by the use of authentic
readings, such as poetry, short stories, plays, newspaper and magazine articles and selected literary
readings. Structure and grammar will be developed further through students’ compositions, essays,
summaries, dossiers and personal opinions on topics explored.
The study of a modern language, at any level, should enable students to use it spontaneously and
appropriately in unfamiliar as well as in familiar circumstances. The Spanish program promotes
international understanding, cultural awareness, and historical knowledge through cultural readings
and study of the daily life, and behaviour of people in Spanish speaking countries, and throughout
the world.
History HL
The aim of history in the DP is to explain trends and developments, continuity and change through
time and through individual events. This course is concerned with individuals and societies in the
widest context: political, social, economic, religious, technological and cultural.
The main focus of the course will be structured around the main developments in 20th Century
World History, as well as those events leading up to the century. Students will explore set topics
from various viewpoints. The History course will support IB’s Mission Statement and desire to
create international thinkers and learners, knowledgeable and aware of other cultures and respectful
of differences.
Biology HL
In this two-year course, students will learn about a broad range of topics in biology, from the
structure of molecules to the functioning of ecosystems. Students are also expected to develop their
abilities to think and communicate like scientists by developing, carrying out, and evaluating science
investigations. Students will learn a wide-range of scientific techniques and expand their
technological skills. Furthermore, this course will support the IB mission of producing caring,
knowledgeable, and globally-minded students by encouraging the students to apply and use their
knowledge to evaluate scientific theories and claims, assess the benefits and limitations of science in
addressing problems of local or global significance, and understand the moral, ethical, social, and
economic consequences of scientific developments. With its diversity of aims and objectives, the
course is designed to be enriching experience even for students whose primary interests lay outside
the field of science.
Chemistry SL
The focus of the course is an introduction to Chemistry from a practical perspective. The aim of the
course is to make students aware of how scientists work and communicate through a practical
approach allowing students to develop an ability to analyze, evaluate and synthesize scientific
information. This course is an excellent opportunity to increase students’ awareness of the moral,
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ethical social, economical and environmental implications of how scientific ideas and technologies
are implemented. The course will be a mixture of lecture, class investigation, independent learning
and laboratory experiences.
Mathematics Studies SL
This course concentrates on mathematics that can be applied to contexts related to other subjects
being studied, to common real-world occurrences and to topics that relate to home, work, and
leisure situations. The course includes project work; students must produce a piece of written work
based on personal research, guided and supervised by the teacher. The project provides an
opportunity for the students to carry out a mathematical investigation in the context of another
course being studied, a hobby, or an interest of their choice using skills learned before and during
the course. This process allows the students to ask their own questions about mathematics and to
take responsibility for a part of their own course of studies in mathematics.
The students who will most likely select this course are those whose main interests lie outside the
field of mathematics. All parts of the syllabus have been carefully chosen so that students can use
their own inherent, logical thinking skills to “discover “the mathematics; they will not need to rely
on standard algorithms and formulae.
Mathematics SL
The course focuses on introducing important mathematical concepts through the development of
mathematical techniques. The intention is to introduce students to these concepts in a
comprehensive and coherent way. Students should wherever possible apply the mathematical
knowledge they have acquired to solve realistic problems set in an appropriate context.
The internally assessed component, the portfolio, offers students a framework for developing
independent learning by engaging in mathematical investigation and mathematical modeling.
Students are provided with opportunities to take a thoughtful approach to these activities and to
explore different ways of approaching a problem. The portfolio also allows the students to work
without the time constraints of a written examination and to develop the skills they need for
communicating mathematical ideas.
Visual Arts SL
The aims of this course are to help visual arts students explore and investigate into personal, local
and global cultural influences in the visual arts and to develop an international perspective on the
arts. Visual Arts will help the student learn to respond confidently and creatively to personal and
cultural experiences. It will engage in establishing sound investigation into historical and present day
forms of arts, and engage in producing, appreciating and evaluating these. It will help develop skills
and sensitivity in responding artistically, engage in progressively more difficult challenges, and create
works that extend personal boundaries and encompass artistic risks. Students will take responsibility
for the direction of their learning and help the student develop an understanding of visual arts from
a local, national and international perspective.
Extended essay
The extended essay has a prescribed limit of 4,000 words. It offers the opportunity to investigate a
topic of individual interest, and acquaints students with the independent research and writing skills
expected at university.
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Theory of knowledge (TOK)
The interdisciplinary TOK course is designed to provide coherence by exploring the nature of
knowledge across disciplines, encouraging an appreciation of other cultural perspectives.
Creativity, action, service (CAS)
Participation in the school’s CAS programme encourages students to be involved in artistic pursuits,
sports and community service work, thus fostering students’ awareness and appreciation of life
outside the academic arena.
How are students assessed?
At the end of the two-year programme, students are assessed both internally and externally in ways
that measure individual performance against stated objectives for each subject.
Internal assessment
In nearly all subjects at least some of the assessment is carried out internally by teachers, who mark
individual pieces of work produced as part of a course of study. Examples include oral exercises in
language subjects, projects, student portfolios, class presentations, practical laboratory work,
mathematical investigations and artistic performances.
External assessment
Some assessment tasks are conducted and overseen by teachers without the restrictions of
examination conditions, but are then marked externally by examiners. Examples include world
literature assignments for language A1, written tasks for language A2, essays for theory of knowledge
and extended essays.
Because of the greater degree of objectivity and reliability provided by the standard examination
environment, externally marked examinations form the greatest share of the assessment for each
subject.
The grading system is criterion based (results are determined by performance against set standards,
not by each student’s position in the overall rank order); validity, reliability and fairness are the
watchwords of the Diploma Programme’s assessment strategy.
TAKS
Westlake Academy is an IB School but is responsible for teaching the Texas Essential Knowledge
and Skills (TEKS) as contained in 19 TAC Chapters 110-128 and participates in the state-wide
assessment program, Texas Assessment of Knowledge and Skills (TAKS), to ensure accountability
for student achievement.
In 2008 Westlake Academy was rated as an Exemplary school.
Special Education
Special Education at Westlake Academy is built on the belief that all students can and will learn. It is the
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school’s responsibility to provide appropriate learning experiences for all students, to recognize and
understand the unique nature of each student, to promote the worth and dignity of each student, and to strive
for the educational success of every student. To the extent appropriate, instruction for Special Education
students will be provided in the classroom setting.
The goals of Special Education at Westlake Academy are to:
• Ensure that all students receive a free, appropriate public education which may include special education
and related services to meet their unique needs;
• Provide a full range of educational opportunities in the least restrictive environment for each student;
• Ensure that the rights of Special Education students and their parents are protected, and
• Assess and ensure the effectiveness of efforts to provide an appropriate educational program for all Special
Education students.
Library
The Westlake Academy library/media program communicates the belief that in order for children to
achieve their full potential as active participants in our increasingly complex and technologically
driven society they must:
•think rationally and creatively
•solve problems
•access, analyze, synthesize and manage information
•communicate effectively
Therefore it is the mission of the library/media program to ensure that students and staff are
effective users of ideas and information. Achievement of this mission requires:
•intellectual and physical access to materials in all formats
•instruction which stimulates interest in reading and develops competence in accessing, analyzing,
synthesizing and managing information and ideas
•integration of the library media program into the curriculum through the cooperative efforts of
library media specialists and classroom teachers
Program Goals:
To provide physical access to information by providing a carefully selected, systematically organized,
up-to-date collection of materials on topics which reflect the information needs of students and
faculty
To provide access to contemporary technologies, software, and telecommunications
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To provide leadership, instruction, and consulting assistance in the use of instructional and
informational technology
To provide resources and activities that contribute to lifelong learning, while accommodating a wide
range of differences in teaching and learning styles and in instructional methods, interests, and
capacities
To provide a facility that functions as the information and inquiry center of the school
To provide resources and learning activities that represent a diversity of experiences, opinions, and
social and cultural perspectives.
Homework Policy
Homework is a regular part of the academic program. It serves three purposes.
• It provides additional drill, practice, and study.
• It is a vehicle for teaching and developing personal responsibility.
• Homework helps parents know what their child is learning in school.
Students who have an excused absence may request and receive homework assignments during their
absences. Students, who are absent with a medically documented illness, requiring long or frequent
periods of absenteeism, may request and receive assignments and directions for at-home-work as
medically required.
Students are responsible for making up all work missed during an absence. One day to make up
work will be given for each day of absence during the assignment. If the work is not made up
during the allotted time, a failing grade will be recorded for the assignment. Homework assigned
before an absence is due as scheduled.
Parents are encouraged to support the school’s instruction program by providing the student an
appropriate time and place in which to complete homework. Doing so will help the student take
responsibility for his or her own learning.
Report Cards
Westlake Academy will send home two report cards and two interim progress reports during the
school year on the school day following the end of the twelve weeks listed below:
Interim Progress Reports Report Cards
Issued at end of first 9 weeks Grading Period: Week 1 through 18
Issued at end of third 9 weeks Grading Period: Week 19 through 36
Parent Teacher Meetings
There are two parent/teacher conferences per year, one during the fall and a student lead conference
during the spring. Parents will meet with teachers to briefly discuss their child’s progress. Those
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parents needing a longer conference time will be asked to make an appointment with teachers at
another date. Both parents and teachers with concerns are welcome to make an appointment at any
time during the school year to request more frequent conferences.
STUDENT RECORDS & PARENTAL RIGHTS
Annual Disclosure
Access to educational records is governed by federal law (Family Educational Rights and Privacy
Act). Parents and students 18 years of age or older, have the following rights in connection with
educational records:
1. To inspect and review the student’s educational records.
2. To request amendment of the student’s educational records, ensure that the records are not
inaccurate, misleading, or in violation of student rights, including the right to a hearing, if
necessary.
3. To consent to disclose personally identifiable information contained in the student’s
educational records. Information deemed “directory information” may be disclosed without
consent unless the parent, guardian, or eligible student directs in writing that this
information not be made public without prior consent. Disclosure may also be made
without consent in certain circumstances allowed by FERPA.
4. To file complaints with the U.S. Department of Education.
Non-custodial and divorced parents have equal rights relating to student records unless the school
has been provided a court order to the contrary.
Statement of Intent to Comply
Westlake Academy affirms its intent to comply with all Federal and State laws relating to the
prevention of discrimination based upon race, color, creed, national origin, age, sex, or handicap.
This compliance is to include, but not be limited to, the regulations of the Title IX Act, which
prohibits discrimination on the basis of sex in educational programs or activities which receive
Federal funds, extending to employment in and admission to such programs and activities; and will
comply with the Education of all Handicapped Children Act, Public Law 94-142, the Americans
with Disabilities Act and Section 504 of the Rehabilitation Act.
This compliance also includes, but is not limited to the regulations of the Title VI of the Civil Rights
Act of 1964, which prohibits discrimination on the basis of race, color, creed, national origin, age,
sex, or handicap.
ARRIVING AND LEAVING SCHOOL
Westlake Academy does not provide transportation to or from school. For the safety of our
students, staff and visitors are to follow the designated traffic flow patterns and speed. Please be
extra cautious when dropping off or picking up children and be patient and courteous. Pull all the
way forward and pay close attention to those monitoring traffic. Students are not permitted to cross
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in front of traffic without adult supervision. If a meeting with the teacher is necessary, please park
in a designated spot.
Students are welcome on campus at or after 7:30 a.m. Those arriving between 7:30 a.m. and 7:50
must wait in the Commons until 7:50 a.m. when they will be allowed in their classrooms. Attendance
will be taken at 7:50 to 8:00 in the classroom. In order to not be counted tardy, students must be in
their classroom by 8:00 am. At 8:00 Students move to Flag ceremony. The first lessons start 8:10 am.
Kindergarten will be dismissed at 2:45 p.m. and all other grades will be dismissed at 3:45 p.m.
Students arriving after 8:00 a.m. are considered tardy. Parents must sign their student(s) in at the
school office to pick up a tardy pass prior to going to class. Students arriving after 10:30 am without
an acceptable excuse, such as are listed on page 33 will be considered absent and receive a 0 for that
day’s work.
Drop Off and Pick Up Procedures
Primary only cars should drop students off in the front of the main office. Cars should use the
North entrance to the parking area and loop down through the parking lot ending up at the front of
the building facing East. The first car should pull up to the sidewalk and unload students there.
Cars coming in next should pull forward and unload between the sidewalk and the front door.
Once cars are backed up to the small parking lot at the East end of the school, drivers should form a
double line and alternate entering the main lot.
Cars dropping off Secondary only or Secondary and Primary students should use the drop off area
in front of the school Dining Hall. Cars should use the North entrance and circle all the way
through the back of the parking lot and then drop off in front of the Dining Hall. Once cars are
backed up to the short drive directly before the pick up area drivers should form a double line.
Pick up will work the same as drop off for both Primary and Secondary students with the exception
of Kindergarten students who will be dismissed at the circle drive in the back of the Secondary
school building and in front of the gym. Parents should use the North driveway entrance and drive
to the Secondary pick up area to loop back and pick up students under the covered walkway section
of the circle drive.
Student drivers who will be driving siblings to school will not use the pick up and drop off lanes.
They must park in the lower parking lot behind the Dining Hall and walk into school with their
siblings.
Staff will be on hand during the first few days of the school year to help direct traffic flow.
Security
If a parent or guardian needs to pick up a child from school prior to dismissal time, the
administrative office will call for the student once the parent has arrived. Parents and/or guardians
will be required to sign out the child on the student check in/out notebook maintained in the
administrative office. Students will only be released to individuals authorized in writing by parents
and/or guardians. Those individuals will be required to show identification.
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Students are required to leave the campus immediately upon dismissal unless enrolled in a
supervised on-campus after-school activity or asked to remain by a teacher. Students may not return
to the campus unless accompanied by a parent or guardian.
ATTENDANCE
Texas Education Code §25.085 requires compulsory attendance for students who are at least six
years old as of September 1 of the applicable school year. The law requires a student to attend
public school until the student’s 18th birthday, unless the student is exempt under §25.086. This
requirement is enforced through §§25.093 and 25.094.
Developing a habit of regular and punctual attendance will help a student throughout his/her
educational experience. Poor attendance is a major cause of poor grades and other problems as well
as resulting in additional work for both the student and the teacher.
Parent Cooperation
Westlake Academy requires cooperation from parents in the matter of school attendance and
punctuality. Parents should:
• Ensure your child arrives and is picked up on time each day. Families who do not pick up
their students by 4:15 p.m. will be charged at $10.00 per late pick up after the second
offense.
• Schedule routine medical and dental appointments after school hours when possible.
• Schedule family vacations during the school’s vacation days and notify the school prior to
any planned absence.
• Inform the office of any absences.
Absences
Students are required to be in school except in cases of emergency, illness or religious observance. It
is the parents’ and/or guardians’ responsibility to inform the school of an absence.
Parents must notify the school office via signed note of the absence or it will be marked
"Unexcused.". An absence is excused under the following conditions:
1. Personal illness
2. Major religious holiday of the family’s faith
3. Emergency doctor or dental appointments which cannot be made after school
4. A death in the family or death of a close friend
5. Other necessary and justifiable reasons as excused by school administrators
Unless otherwise exempted by the Head of School, students must be present at least 90% of school
days.
When a student reaches nine (9) total absences within a six month period, or 3 days within a four
week period, a letter will be sent home to parents/guardians indicating that continued absences may
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materially affect the student’s progress and will put the parents/guardians in jeopardy of committing
an offense as designated in TEC 25.094.
When a student reaches eighteen (18) total absences, the Head of School will notify the parents in
writing of the student’s possible retention.
Teachers should be asked for make-up assignments. Assignments that are not made up will be
reflected in grades.
Unexcused absences are any absences that have not been excused as defined above and outlined by
the Texas Education Agency. Students will be required to complete make-up work.
Tardiness
Tardiness is disruptive to the learning process. It has a negative impact on the entire class. Parents
and students share responsibility for being on time to school. If your student is tardy, it is necessary
for you as the parent to come in to the office and sign the student in.
Students are allowed on campus thirty minutes before classes begin; they are allowed into the
classroom ten minutes before classes begin.
All students who arrive after 8:00 am are tardy and must report to the front office before going to
class. At that time, secondary students will sign in and receive a pass for admission to class.
Students are expected to be in class on time, failure to do so may result in a sanction by the Head of
Section.
Early Dismissals
All students are expected to remain at school until 3:45. A sanction may be given by Head of
Section for the abuse of this. Any student who leaves school early without authorization is not
eligible to participate in extra-curricular activities that day.
Truancy
Students must check out through the Administrative Office prior to leaving school during the
school day. Students who fail to properly check out will be considered truant.
Truancy is any absence without the prior knowledge and consent of the parent/guardian or which is
in violation of state law and school disciplinary procedures. Truant absences will result in a loss of
credit for class work for the hours and/or days of the truancy. In addition, parents will be notified
and the following disciplinary measures will be taken:
First offense -- The Head of Section will assign the student to Wednesday
detention and/or activities to make up the time lost.
Second offense – Action take will be the same with the addition of
parents/guardians will be notified that the next truancy offense will result in
an expulsion hearing before the school board.
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Third offense -- The student and parents are given oral and written
notification by the Head of School that the student has been referred to the
Board of Trustees for possible expulsion from Westlake Academy. The
student will be suspended pending the board hearing.
HEALTH AND SAFETY
Parents are asked to keep the school and class teachers fully informed of significant
changes to their child’s health in order to enable us to take the best possible care of
each student. When students must take medication at school, either by a physician’s
order (prescription medication) or by parent or guardian request (non-prescription
medication), the following procedure must be observed:
1. A medication consent form provided by Westlake Academy must be
completed and signed by the parent or guardian prior to dispensing any
medication, ether prescription or non-prescription. A new form is required
each year. No medication will be dispensed without parent or guardian
consent.
2. Medication must be delivered to the Nurse’s Office in the original
prescription bottle or over-the-counter container.
3. The prescription label must have the student’s name, current date, name of
medication, dosage, and the time to be given.
4. If dosages should change while the child is on prescription medication, such
changes need to be provided to the Nurse’s Office from the doctor and a
new prescription bottle must be provided with the changes listed. A new
consent form must be completed prior to the new dose being administered.
Changes will be made with a doctor’s authorization only.
5. The dosage of a non-prescription medication must be within the
manufacturer’s recommendation as printed on the label.
6. Only teachers may keep and administer medication on field trips.
7. No child may carry medicine to administer to themselves without a doctor’s
order on file in the Nurse’s Office. Inhalers and Epi Pens may be carried by
the students with parental consent. If a student carries an Inhaler or Epi Pen,
they must also bring one to leave with the nurse. Medicines brought to the
school and not meeting necessary requirements will not be dispensed by the
any school employee and will be kept in the office until a parent or guardian
verifies the medicine in written form and follows the procedure or takes it
home. Medication must be brought to the school by the parent or guardian.
Parents must pick up all medications at the end of the school year, or they will be
discarded. Parents must initial the consent form when picking up medication.
The school will contact parents directly in the event of any medical emergencies.
Please ensure that the school is kept informed of any changes of contact telephone
numbers so that this service remains efficient. If your child needs emergency
medical help, the school uses the services of Westlake Department of Public Safety.
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All teaching and administrative staff will have records of emergency medical
conditions for students.
With young children, it is very helpful to keep in close contact with the school and
classroom teachers about any health problems your child has however slight they
may seem. Even small health problems can affect a student’s behavior or
performance at this age, and it is helpful to us to be aware of any background
information, which may help us to help your child.
Health and Safety is an issue addressed throughout the school. Children are taught
safety measures in all practical activities such as Science and Physical Education. The
Science and Physical Education programs regularly focus on issues such as health,
hygiene, and nutrition. Assemblies can provide a forum for emphasizing health and
safety important to the school community as a whole.
Fire and Emergency Drills
Fire and emergency drills are held at irregular intervals throughout the school year.
When drills are held, it is important for all students, staff and visitors to:
1. Follow the instructions of the teachers.
2. Walk. Do not talk. Move quickly and quietly to the designated area.
3. Check the directions posted near each room’s exit.
Student Passes
No student may leave a classroom without the authorization of their teacher. Passes will be issued
for visits to the Nurse, Resource Room and Library.
Closed Campus
Westlake Academy maintains a closed campus. Only those students participating in off campus,
school sponsored activities are allowed to leave during the school day. Students returning to school
from a non-school sponsored activity must check in at the Administrative Office and be given a pass
to return to class.
CODE OF CONDUCT
Westlake Academy promotes integrity, truth, knowledge, trust, discipline, and respect in a safe
learning and teaching environment. The Code of Conduct applies to all students, parents, teachers,
and administrators, each of whom has the right to a safe and productive environment. With this
right comes the individual responsibility and accountability for maintaining this environment.
The underlying goal of a code of conduct is that community members develop the skills and
attitudes to become self-disciplined. At Westlake Academy we will endeavor to build an honor
system, which will actively involve community members, including students, in the development and
enforcement of discipline procedures.
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Westlake Academy policies will be disseminated to all students and parents/guardians regarding
offenses that qualify for immediate expulsion. Due process requirements will be adhered to and
parents concerned will be involved throughout the process. Those Parents will be afforded
documentation and opportunities for formal and informal appeals.
Westlake Academy Code of Conduct
1. All members of the Westlake Academy school community – the students, parents or
guardians, volunteers, teachers, staff, and administrators must observe the Code of
Conduct.
2. All members of the school community are to be treated with dignity and respect
3. Responsible citizenship involves appropriate participation in the Westlake Academy school
community. Each member accepts the responsibility to participate in a manner reflecting
dignity and respect.
4. Positive reinforcement of good behavior and recognition of a job well done are the most
effective means of promoting high standards of behavior and academic achievement.
The Westlake Academy does not employ corporal punishment and does not tolerate violent
behavior.
6. Disruptions of class impede student learning and teacher productivity. All members of the
school community are responsible for maintaining a positive learning environment.
7. All students are expected to act with integrity in regards to Academic and non- academic
contexts. The Academy will not tolerate any form of plagiarism, including downloading and
using information from the internet without quoting sources. We expect all students to be
on their honor and cheating will be dealt with severely.
Roles and Responsibility
School Board: Provides policy direction that ensures individual student opportunity, excellence, and
accountability for the Westlake Academy school community and is the ultimate Board of appeal in
the disciplinary process. The School Board will:
• Develop policies that communicate and uniformly enforce the Westlake Academy Code of
Conduct in a manner that ensures their commitment and support.
• Seek input from students, parents, and staff and review their policies regularly.
• Provide opportunities for staff to acquire the knowledge and skills necessary to maintain
excellence.
Head of School:
Makes the final decision on suspension and, is responsible for the discipline of the school. Is
responsible for providing a safe positive learning environment. Under state compliance, and the
direction of the School Board, is responsible for all daily operations of the school, including the
hiring, firing, training, curriculum development, enforcement of School Board policies and
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compliance of state and federal reporting guidelines. Develops annual budget and strategic planning
to be submitted to the Board for approval. Establishes parental participation and involvement
guidelines and regularly communicates with students, parents, Westlake Academy affiliated groups
and the school community.
Head of Section:
Is directly responsible for the organization and the administration of their section. Acts as the head
of school in his absence. Head of Section will, work in collaboration with teachers, to maintain a
positive safe learning environment in their sections.
Teachers and School Staff:
Under the leadership of the Head of Sections and Head of School, maintain order in the school and
are expected to hold everyone to the highest standard of respectful and responsible behavior. As
role models, staff upholds these high standards when they:
• Communicate regularly and meaningfully with parents when needed;
• Maintain consistent standards of behavior for all students;
• Demonstrate respect for all students, staff, and parents;
• Prepare students for the full responsibilities of citizenship.
Students are to be treated with respect and dignity. In return, they must demonstrate respect for
themselves, for others, and for the responsibilities of citizenship through acceptable behavior.
Respect and responsibility are demonstrated when a student:
• Comes to school prepared, on time, and ready to learn;
• Comes to school properly dressed in school uniform;
• Shows respect for him/herself, for others, and for those in authority;
• Refrains from bringing anything to school that may compromise the safety of others;
• Follows the established rules and takes responsibility for his or her own actions.
• Is responsible for turning in all assignments on time
Parents play a vital role in the education of their children and have a responsibility to support the
efforts of school staff in maintaining a safe and respectful learning environment for all students.
Parents fulfill this responsibility when they:
• Show an active interest in their child’s school work and progress;
• Communicate regularly with the school; following the complaint procedure in case of
grievance.
• Help their child be neat, appropriately dressed, and prepared for school;
• Ensure that their child attends school regularly and on time;
• Promptly report to the school their child’s absence or late arrival;
• Encourage and assist their child in following the rules of behavior;
• Assist school staff in dealing with disciplinary issues.
• Follows the complaint procedure in case of grievance.
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Assemblies and Events
Westlake Academy students are expected to be models of exemplary behavior at all times, including
during assemblies, performances, school visits, and school events. Exemplary behavior includes:
• Entering and exiting in a quiet and orderly manner.
• Respectful Listening
• Remaining in place unless excused with an authorized pass.
All students 8th grade and below attending after-hours events at school must be supervised by a
parent or guardian. Students in 9th Grade and above may attend without parental supervision. For
this privilege the student must inform their parents and have the their permission.
Restrooms
Do not waste time in the restrooms. Remember to keep the restrooms, including mirrors clean.
Marking on restroom facilities is not tolerated, nor is playing with restroom equipment. Keep all play
equipment out of the restroom areas and let the office know when there is a restroom problem.
Students may not use designated faculty restrooms.
The Dining Hall
• It is important that students do not shout do not engage in horseplay or dangerous activities.
• Students must be seated when eating.
• Table manners are expected to be adhered to at all times.
• Students are to clean up after themselves, checking all eating areas and throwing away trash.
• Students are not to share, trade or take other students’ food.
• Fast food (deep-fried food, McDonald’s-type hamburgers and fries, candy, gum and the like)
is not allowed in the Dining Hall.
• Carbonated and Energy beverages are not allowed in school or the dining hall.
• No one is allowed in the classrooms during lunchtime unless they have a permission from
the teacher.
Eating Outside the Dining Hall
• Students are to clean up after themselves, checking all eating areas and throwing away trash.
• Dining hall restrictions apply here.
• Students are allowed to drink water in the classroom.
• No food may be consumed during a lesson.
• All snacks may be consumed during designated times.
• Students may not eat lunch in the classrooms without teacher approval.
Playground and Athletic Fields
The playground areas and athletic fields are designed to provide Westlake Academy students with
opportunities for recreation and enhancing physical fitness. Students must observe these guidelines
to ensure safety:
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• Play in assigned areas.
• Use the play equipment properly.
• Play fairly and obey the rules of the game.
• Pushing, kicking or any form of fighting will not be tolerated.
• If you take food to the playground and athletic field students must pick up their rubbish.
• Line up when notified.
• Maintain proper behavior including respectful language.
• Do not kick or throw playground equipment over the fence. Notify staff before going after
equipment that has gone over the fence or outside the designated area. Students may not
retrieve equipment without permission or supervision.
• Please observe warning and safety fences around construction. No student, parent or staff
may cross those fences.
Lockers
Lockers are provided for the storage and convenience of personal items such as books, coats, and
other necessary belongings. The school is the owner of and has control of students’ lockers.
Following are rules and guidelines for locker use:
• The school is not obligated to issue a locker to students, nor are students required to have a
locker.
• Students must keep their lockers neat and clean.
• Students may not share their lockers with anyone, and are not to use a locker assigned to
someone else.
• Students may decorate the inside of their lockers as follows:
o Any materials used in decorating lockers must be easily and completely removable.
Stickers and other materials that cannot be completely removed without locker
defacement may not be used.
o Any expenses incurred in removing decorations will be charged to the student.
o As with any materials placed in lockers, decorations may not include displays that are
offensive in nature, including those of a sexual nature, or that display alcohol,
tobacco, firearms, drugs, etc. Students should not keep valuables in lockers they
should be secured with their Homeroom teacher.
Staff may inspect lockers for cleanliness, order and obedience to school rules without notice and
without consent. School officials will suspend locker privileges for students not complying with
locker rules.
School and Personal Property
• Personal property, such as electronic devices, is not allowed during school hours unless they
are being used for a class activity.
• All sports equipment except clothing must be taken to the gymnasium upon entrance to the
school.
• Skateboards are not allowed in school.
• If parents find it necessary to send a student with a cell phone, the phone must be turned off
and kept in the locker during school hours. After school, cell phones may be used on school
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property but not inside school buildings. Cell phones being used improperly will be
confiscated and given to Head of Section and must be reclaimed by parents. Any future
offense will be charged at $10.00 per offense and must be picked up from Head of Section
by the parent.
• Students who destroy or vandalize school property will be required to pay for loss or
damage. If school property is damaged by accident, it should be reported to the Head of
Section, teacher or school office immediately.
• All textbooks are on loan to students for use during the school year. Textbooks are to be
kept clean and handled carefully. Name and grade should be written on all book labels in
case the book is misplaced. Students are required to pay for lost or damaged books.
Students will be responsible for returning the specific books assigned to them.
• Report cards will be withheld until all Library and textbooks are returned or replaced.
• Personal belongings should have identification marks. Articles may be claimed before or
after school and during lunch only. Lost books are to be turned in or claimed in the school
office.
• Searches may be conducted when evidence indicates a student may possess items that are
detrimental to the health, safety, and welfare of themselves or others, or are illegal, stolen or
disruptive to the educational process. Items include (but are not limited to) drugs of any
type (illegal, prescription, or over the counter), tobacco in any form, alcohol and weapons.
The administration reserves the right to bring drug-sniffing canines into school at any time
to check lockers in an effort to help ensure a drug-free environment. Any illegal items will
be confiscated and turned over to the police.
Lost Property
Westlake Academy will not be responsible for the loss of student’s personal property, however every
effort will be given to return found property to the rightful owner.
Lost and Found items will be kept in designated areas in each of the three buildings. It is the
student’s responsibility to reclaim personal items from these areas. Small items turned into the
office such as watches, jewelry etc. will be kept in the main office. Students may claim these items
during class breaks and before and after school.
At the mid-year break and at the end of the school year all items remaining in the lost and found will
be donated to a local charity. In the case of unclaimed uniform items, they will be donated to the
HOC for use in uniform resale events.
Lost and Found
On occasion a misplaced item is found. The school has designated a collection box for such lost
items at the school office. Although Westlake Academy is not responsible for lost items, we will
make every effort to help locate the items reported missing. To assure that lost items are returned
promptly, students and/or parents should label all clothing and personal items with the student’s
name.
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DISCIPLINE AND DISCIPLINARY PROCEDURES
A student’s attitude toward school will play a large role in determining how well he or she does in
school. The primary purpose for coming to school should be to grow through classroom and
extracurricular activities. Students must remember that they are responsible for their own actions. If
any actions are in violation of school guidelines, consequences will have to be accepted. Students are
accountable for their behavior on the way to and from school and during any school-sponsored
activity such as but not limited to: field trips, intercultural exchanges and extracurricular activities.
We believe that students who take responsibility for their actions will develop the self-discipline
necessary for positive citizenship. Students who can reflect on their strengths and weaknesses are
better able to develop a solid understanding of the principles of moral reasoning. To that effect
students, at every stage of disciplinary action, will reflect on their actions and suggest ways to
improve and to repair the situation.
The following is a description of guidelines for student behavior. School personnel may
counsel students at any time regarding their behavior. Please accept this advice as valuable and
understand that the intent is to help students.
Our primary belief is that no student or parent/guardian has the right to impede the education of
another student. Any behavior, which is disruptive to the learning environment, will not be tolerated
and the steps described in the disciplinary process will be followed. It is important that parents strive
to work with their children and the school personnel in establishing clear expectations for student
behavior.
Staff and students will use the IB learner profile attributes as a basis for the development of a
constructive behavior environment. Every effort will be made to develop positive consequences,
which can be applied to individual students as well as classrooms. Consistency is important. This will
establish firm and consistent limits for students. The program also establishes a positive educational
environment for both the student and teacher. Generally, the following levels will be used to
determine consequences for disregarding school and classroom rules:
1. Warning from teacher or any member of school staff and reflection by
student.
2. Disciplinary action from classroom teacher or Head of Section and
reflection by student.
3. For more serious offenses, Head of Section disciplinary action and
reflection by student.
4. Serious infractions, Head of Section disciplinary action, parent
notification and reflection by student.
5. Head of School discipline, parent notification and reflection
Severe infractions of the Code of Conduct or disruption considered serious by school personnel will
warrant immediate teacher or Head of Section intervention. Parents will be notified of serious
behavior problems immediately.
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Due Process for Serious Offenses
All of Westlake Academy’s students are entitled to due process. This means that all students:
1. Must be informed of accusations against them.
2. Must have explained to them the factual basis for the accusations.
3. Must have a chance to present an alternative factual position if the
accusations are denied.
Serious offenses include:
• Defiance of authority
• Verbal or physical threat or action against another person i.e. bullying
• Fighting
• Drugs - using, possessing, giving or selling any dangerous, illegal or look-alike drugs or drug
paraphernalia,
• Students can not use, without permission, or misuse any prescription drugs or over-the-
counter medications.
• Alcohol – using, possessing, giving or selling any alcoholic or look-alike alcoholic beverages
• Tobacco – using, possessing, giving or selling any tobacco or tobacco products
• Gambling - wagering or betting money or other stakes on the outcome of any activity
• Theft - stealing property of another person or of the school
• Weapons dangerous items - bringing items to school that are considered dangerous as
decided by the Head of Section
• Willfully damaging or destroying school property
• Possession and or distribution of printed, audio or video material deemed inappropriate by
school authorities
• Downloading offensive or inappropriate material from the internet
• Visiting offensive or inappropriate sites on the internet
• The use of cell phones during school hours
• Cheating and/or plagiarism; which includes the dishonest use of electronic media.
• Three detentions
• Three yellow cards
Expulsion may result on the first offense for any of the above.
Drugs, Tobacco, Alcohol and Weapons
Per state law, Westlake Academy will report any infraction to the appropriate enforcement agency.
Possible Disciplinary Actions
The Yellow Card:
A student can be placed on a tracking card for a number of reasons, such as, but not limited to:
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Consistent lateness to class
Consistent lateness to school in the mornings
Failure to hand in homework
Poor work
Behavioural issues
Insubordination
Consistently being incorrectly dressed
Damaging or misusing school property
The reason why the student is on the card is clearly stated.
A teacher must consult with the Head of Section before recommending the student be placed on a
card. If the decision is taken to issue one, the Head of School will be informed.
The Head of Section will inform all parents if their child is placed on a card.
The card is taken to the teacher at the start of each lesson. At the end of the lesson the teacher signs
the card, adding any comments if they so wish. The student must take the card to the Head of
Section at the end of the day, and the parents must sign the card that evening.
At the end of the required time period, if the student has complied with the requirements of the
card, the Head of Section will sign the card and a copy will be given to the parents to show
completion. The Head of School will be informed. The card will then be kept by the Head of
Section.
If a child loses the card, then the length of the time originally stipulated will start again. We believe
this encourages responsibility. However, if the Head of Section believes the loss not to have been
the student’s fault, he can overrule this.
Repeated offences:
It should be understood that if a student receives three cards during an academic year they face the
danger of suspension.
Wednesday Detention
Students can be placed in a detention on Wednesday from 3.50pm until 5.00pm. This will be
decided by the Head of Section.
The teacher or the Head of Section must set appropriate work, or the student may be employed in
some form of community service. Community service served in detention cannot be used for CAS
hours.
The student must wear correct school uniform during the detention.
Parents must be notified 24 hours in advance. Thus, if a student does something to deserve a
detention on a Tuesday the detention will be served the following week. Parents will be required to
sign a form saying they have received notification of the detention.
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A student who is absent on the day of detention will serve the detention the following week. A
student who fails to appear for the detention, without prior arrangement with the Head of School
will be assigned an additional detention as well as the original detention.
Any student who is assigned two detentions will be alerted that the next offense requiring detention
will result in a suspension.
Unless given special permission by the Head of Section, detentions will take priority over all extra-
curricular events.
Short Suspension
A short suspension is the withdrawal of the right to attend Westlake Academy or participate in
extra-curricular activities for a period of ten days or less. Prior to imposing a short suspension, the
student must be notified of the behavior deemed inappropriate and that a short suspension is being
considered. The student will then be given an informal hearing before the Head of School, at which
time the student will have the opportunity to tell his or her side of the story.
If the student’s presence creates a clear and present danger, the informal hearing may be waived and
the student suspended immediately and the parents notified. As soon as the danger subsides, the due
process procedure for short suspensions will be initiated.
If, after the informal hearing, the Head of School determines that a short suspension is appropriate,
the suspension will be effective immediately, and the student’s parents or guardians will be informed
of the action by telephone and/or documented letter.
Short term suspension can be either internal or external but with either there is non-participation in
extracurricular activities.
In the absence of the Head of School the Head of Section has the power to act on behalf of the
Head of School.
Long Term Suspension
A long suspension is the withdrawal of the right to attend Westlake Academy or participate in extra-
curricular activities for a period of eleven days or more. Prior to imposing a long suspension, the
student and his or her parents or guardians must be notified of the behavior deemed inappropriate
and that a long suspension is being considered. If a parent desires, the parents will be afforded a
meeting with the Head of School.
A request for a meeting with the Head of School must be made within five days of notification of
the decision to suspend.
If the student’s presence creates a clear and present danger, the informal hearing may be waived at
the direction of the Head of School and the student suspended immediately and the parents notified.
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Students who have been suspended for any length of time will be on in-house probation for the
remainder of the school year. School authorities will meet regularly with the student and parent or
guardian to develop an action plan. Progress will determine if the student will be eligible for re-
enrollment for the following year.
Students who are suspended will receive a zero for that day but are still required to complete make-
up work.
Expulsion
An expulsion is the withdrawal of the right to attend Westlake Academy or participate in extra-
curricular activities. Prior to imposing an expulsion, the student and his or her parents or guardians
must be notified of the behavior deemed inappropriate and that an expulsion is being considered.
A parent has the right to appeal to the Board of Trustees.
Reasonable Restraint
Corporal punishment is not allowed at Westlake Academy. While acting within the scope of their
duties and responsibilities, employees may exercise the amount of physical restraint reasonable and
necessary to protect the safety of students and/or themselves.
Informal Resolution
Students and parents are encouraged to discuss concerns and complaints through informal
conferences with the appropriate teacher, principal, or other campus administrator.
It is the policy of the Westlake Academy Board to encourage early resolution of concerns at the
lowest possible staff or, if necessary, administrative level. Concerns should be expressed, informally
if possible and as soon as possible.
In that regard, Westlake Academy teachers can be contacted on a daily basis via the student planner,
e-mail or telephoning and leaving a voice mail. Teachers unable to deal with a concern may refer to:
• School counselors
• The PYP, MYP or DP Coordinator – for academic concerns
• Head of Section
• Head of School
If the informal process does not resolve the complaint the complainant may initiate the formal
complaint process. Notwithstanding any attempt to informally resolve a complaint, a formal
complaint must be initiated within 20 days of the date the complainant first knew, or with
reasonable diligence should have known of the existence of the complaint (See “Formal Complaint
Process” below).
Formal Complaint General Provisions
• “Complaints” and “Grievances” have the same meaning.
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• Complaints arising out of an event or a series of related events must be addressed in one
complaint. A student or parent may not bring separate or serial complaints arising from any
event or series of events that have been or could have been addressed in a prior complaint.
• All time limits must be strictly followed unless modified by mutual written consent and, if a
complaint or the appeal of a decision about a complaint is untimely, the complaint may be
dismissed.
• For the purpose of this policy, “days” means school business days.
Formal Complaint Process
1. Within 20 days of the date a student or parent first knew, or with reasonable
diligence should have known, of the decision or action giving rise to the complaint
or grievance, an original complaint, in writing and dated, describing the matter
complained of and the date of the occurrence or occurrences, must be presented to
the lowest level administrator whom the student or parent perceives to have
authority to remedy the concern.
2. If that administrator is unable to resolve the complaint, the administrator shall direct
the complainant, in writing, to the next level administrator who shall either resolve
the complaint or direct the complainant in writing to the next level, continuing until
the complaint reaches the Head of School.
3. A complaint reaching the Head of School’s level must be in writing, setting out all
prior attempts to resolve the complaint and the remedy requested. The Head of
School, or designee, may schedule a conference with the complainant and within ten
business days of receipt of the written complaint, shall issue a written decision.
4. If the decision is unsatisfactory to the complainant, or if the Head of School, or
designee fails to respond timely, the complainant may, within 15 days of submission
of the written complaint to the Head of School, submit a written request to the
Head of School to have the complaint considered by the Board of Trustees.
5. If Board review is requested, the Head of School shall submit the entire written
record of the complaint and any further response to the President of the Board of
Trustees who shall create an Agenda item for consideration of the complaint at the
next available regular meeting, or the next appropriate meeting thereafter. At that
meeting the Board shall, at a minimum, stop, look and listen to or consider the
written complaint, and any response thereto and may, or may not, issue a decision.
Failure of the Board to issue a decision at or before the next regular Board meeting
following the meeting at which the complaint was presented to the Board will uphold
the decision of the administration.
Parental Compliance
Westlake Academy is a school of choice. By enrolling their children in the Academy, parents agree to
the Mission Statement, policies and curricular program as defined by the Academy. No parent has
the right to impede the education and/or educational program of Westlake Academy.
Any behavior which entails:
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• disruptions to the normal running of the school
• false accusations against any member of the Westlake Academy community
• distribution of material (audio, printed, video) not previously approved by the school
authorities
• forming groups/committees/associations without approval of the school authorities
• undermining the performance of duty and authority of teachers
• discussing confidential student, parent or family information
• threatening students, staff or teachers
• derogatory and demeaning behavior aimed at students, teachers, staff or other parents
will initially result in counseling and if continued may result in expulsion from Westlake
Academy
BULLYING POLICY
Bullying of any kind is totally unacceptable and will not be tolerated.
Definition
Bullying can take many forms but is primarily physical, verbal or emotional. Bullying is behavior
which makes other people feel uncomfortable or threatened, whether this outcome is intended or
not. Bullying can take place on or off the campus, and may include but is not limited to, name
calling, teasing, physical abuse (e.g., hitting, pushing, pinching, or kicking), threats, taking of personal
possessions, sending abusive text messages, instant messages, Internet e-mails, and phone messages,
forcing others to hand over money, forcing others to do things against one’s will, ignoring or leaving
others out, attacking others in any way, hiding personal property, insulting, spreading rumors and
isolating others.
Bullying includes harassment of a racist or sexual nature.
Aims
All members of Westlake Academy community, be they staff, students or parents, wish to develop
and maintain an effective learning and friendly social environment. This should be characterized by
tolerant and friendly contact both across and within year groups and with a positive involvement
from adults. Independence of thought and action should be respected, allowing individuals to
flourish without any fear. Every student has the right to be safe and happy in the school and to be
protected from feeling vulnerable.
Possible Signs
Students who are being bullied may show changes in behavior, such as becoming shy and nervous or
feigning illness. There may also be changes in their work patterns. Their concentration may fall off,
while they do anything to avoid prominence in class. They might try to avoid certain places or
activities in school. Finally, they may try to stop coming to school.
Encouragement to Tell
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It is vital that there is an atmosphere in the school whereby any students who are being bullied, or
others who know about it, feel confident that they will be listened to and believed, and that swift,
effective and sensitive action will be taken.
Active and Passive Bullying
Since bystander support of harassment or bullying can support these behaviors, the school prohibits
both active and passive support for acts of harassment or bullying. The staff should encourage
students to support students who walk away from these acts when they see them, constructively
attempt to stop them, or report them to the designated authority.
Keeping quiet protects the bully and implies that the bullying can continue.
Prevention
Westlake Academy will prevent bullying by:
Education: an effective and sensitive educational programme on bullying, involving role-play
where appropriate, should be presented to all students. This work will be coordinated by the Heads
of Section and Counselors and could be taught through school or class assemblies, or related subject
classes.
Supporting actual or potential victims: It is often only too easy to spot an actual or potential
victim. The staff as a whole should adopt an approach seeking to involve them in group activities,
while teachers can help to make them aware of tactics to avoid becoming or continuing as a victim,
and how to avoid potential bullying situations. It must be made clear to the victim that revenge is
not appropriate.
Dealing with the bully: The bully or bullies must be left in no doubt that their behavior is
unacceptable, has caused distress and must stop immediately. This will involve informing their
parents and punishment will be carried out as stated in the parent student handbook. Counseling will
be available, and may be required.
False Accusations:
Westlake Academy prohibits any person from falsely accusing another as a means of harassment or
bullying. The consequences and appropriate remedial action for a person found to have falsely
accused another as a means of harassment or bullying may range from positive behavioral
interventions up to and including suspension.
Sharing all-school concerns: It is vital that the whole school community should tackle
bullying. Such behavior is unacceptable to everybody: staff, students and parents. Students
should know that they can turn to anybody within that community, be it teachers, fellow
students or the Counselors knowing that their complaints will be taken seriously and
sympathetically, and that the community as a whole will take active steps to support the
victim or victims. Those who receive such messages of concern or observe bullying must
accept that a failure to act appropriately will be seen as a serious misdemeanor.
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PARENT/STUDENT QUESTION AND
COMPLAINT PROCEDURES
Except as addressed by specific complaints below, this Policy applies to all complaints or grievances
from students or parents.
• Expulsion (See the Code of Conduct)
• Identification, evaluation, or educational placement of a student with a disability
within the scope of Section 504.
• Identification, evaluation, educational placement, or discipline of a student with a
disability within the scope of the Individuals with Disabilities Education Act, and the
parents’ rights handbook provided to parents of all students referred to special
education.
UNIFORM POLICY
Appropriate dress and grooming contributes to a productive academic environment in which
students can focus on learning, develop an awareness of others, develop character and good
citzenship skills, instill respect and self-discipline. Uniform standards also promote a positive image
of the school within the community and encourage students to uphold and enhance that image. All
students must wear a prescribed uniform at all times while on campus. The prescribed uniform
includes a dress uniform, a casual uniform and a gym uniform.
• All students in Grades 1 and above must purchase a dress uniform and wear the dress
uniform on days prescribed by the Head of School. Dress uniform days will be prescribed by
the Head of School in advance. Students may at their own choosing, wear the dress uniform
on any school day. There is no dress uniform requirement for Kindergarten.
• All students may purchase a casual uniform which contains several select combinations.
Casual uniforms may not be worn on dress uniform days, but may be worn at all other times.
• Starting in grade 2, all students will be required to wear the P.E. uniform which consists of
navy, mesh shorts that are no shorter than 3 inches above the knee and a light colored t-
shirt. T-shirts must have be plain or have minimal printing on them. All printing must be
appropriate for a school environment.
• Once in the school, only the school uniform may be worn. Jackets, coats or non-uniform
sweaters and sweatshirts should be left in the locker if brought to school.
The prescribed uniform must be purchased from French Toast, on-line at Frenchtoast.com (school
code: QS5LQYM) and/or from Mills (non-embroderied items only) at 1801 Eastchase Parkway, Fort
Worth, TX 76120, phone (817) 801-1629, www.millswear.com. There are no exceptions to the
uniform policy. Students wearing anything other than the prescribed uniform will be sent home.
Clothing that resembles the prescribed garments are not permitted.
Students shall be required to show proper attention to personal cleanliness, neatness, and school
standards of dress and appearance. To that effect:
When there is a doubt over the uniform policy the Head of Sections’s judgement will be final.
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1. Distracting hairstyles, haircuts or hair coloring is prohibited. Boys’ and girls’ hairstyles must
be above the eyebrow in the front and boys’ hair should be no longer than collar length in
the back.
2. Headwear other than headbands for girls is prohibited. Headbands must be white, of solid
school colors or the school plaid.
3. Only clear nail polish is acceptable. Primary girls may not wear makeup, Secondary girls may
wear makeup in natural or neutral colors only.
4. Jewelry for girls is stud earrings, a religious medal or a necklace , one bracelet, one ring, and a
basic wristwatch. Girls may not wear multiple earings or body piercings.
5. Boys may wear a religious medal, a ring, and a basic wristwatch. Boys are not allowed to
wear earings or body piercings.
6. Students may not wear heavy chains such as studded or wallet types.
7. Shoes should be clean and offer protection to the feet and must not distract from the
uniform. Dress shoes must be dark and appropriate for the dress uniform. Boys and girls
may wear boots that do not distract from the uniform when wearing casual uniform long
pants. Boots may not be worn with the dress uniform, nor with shorts, culottes, jumpers or
skirts. Mostly white tennis shoes, (secured with either laces, velcro or zippers), must be
worn with the PE uniform. Other casual footware must be solid, non distracting colors. No
shoes may be worn with open toe or open heel. Flip-flops, sandals, water shoes, platform
shoes, lace up army type boots and unstrapped shoes may not be worn. Shoe laces must be
tied. Dress shoes heels for girls may not exceed 1.5 inche.
8. Matching socks must be worn at all times. This includes ankle socks, tri-fold bobby socks,
and white tights instead of socks with the casual uniform only. Girls’ dress socks are a
required garment to be worn when in dress uniform. Boys and girls must wear white socks
when in gym uniform.
9. All students from Grade 2 and up must wear solid black or brown belts with any trousers or
shorts that have belt loops. Trousers must be pulled up and no underwear should be visible.
10. Hats or sunglasses are not permitted on campus without the Head of Section’s permission.
Such permission may be granted in religious and medical circumstances or during outside
activities
11. The dress uniform will include a navy blazer. The blazer will be optional for all
students.
12. Additional optional items will include light weight outerwear in school colors purchased
from the official supplier for Westlake Academy uniforms. This will be the only accepted
outerwear allowed on the school campus with the exception of rainwear or heavy winter
coats.
13. Official WA sweaters and fleece jackets may be worn in the school buildings.
14. Only white tee shirts may be worn under official uniform shirts.
15. Girls may wear, if desired fitted, footed, tights with their dress uniforms during the winter
months. The color must be sheer or solid colors that match the uniform.
16. Official Westlake Academy sweaters and fleece jackets may be worn in the school building.
17. Girls may not alter the length of the skirts. All skirts must be no shorter than one inch
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above the knees.
18. Boys are required to be clean-shaven.
19. Students wearing a sweater or sweatshirt must wear the correct uniform underneath.
20. Girls blouses and girls and boys shirts must be tucked in to the shorts, skirts, or pants except
for the girls tailored blouse.
Free Dress Day
• All clothing: no rips or holes. All clothing must fit properly. No messages on
clothing that are inappropriate for school.
• Shirts: for both boys and girls shirts should be at least three fingers wide at the
shoulder. When you raise your hands, your stomach must not show.
• Shorts: the minimum length of shorts is no more than three inches above your knee.
• Skirts: for girls, skirts must be no more than three inches above your knees. If the
skirt has a slit, it can be no shorter than three inches above your knees.
• Jeans: jeans may be worn if they meet the above criteria.
• Shoes and socks: Sandals may be worn, but flip-flops or shoes without backs are not
allowed.
• No hats are to be worn.
• No sunglasses are to be worn.
• Only jewelry that complies with the regular jewelry policy will be allowed.
• No pajama bottoms or tops are to be worn.
Consequences for Uniform Violations
Students not wearing the required uniform will be required to call home and have the correct
uniform brought to school immediately. If the parent does not bring the required uniform, the
student will serve a Wednesday detention on until 5:00 pm. At leats 24 hrs. notice will be given.
A detention takes precedence over any after school activity
Offenses - (easily remedied; examples: shirt not tucked in; shirt unbuttoned)
1st offense: Verbal warning to student.
2nd offense: student will be sent to Head of Section and receive a warning .
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3rd offense: may place on a student on a Yellow Card and parents will be contacted.
4th offense: Repeated ofenses may lead to suspension.
STUDENT TRIPS
In an effort to provide the safest possible environment for the students of Westlake Academy, this
policy for student trips will be enforced on any and all trips that require students to be away from
the property located at 2600 Ottinger Road, Westlake, Texas, 76262
Any trip taken away from the school is a privilege, not a right, and as such, students are required to
represent our school in a responsible manner. This privilege could be revoked as a disciplinary
measure if deemed necessary by the school administration.
• A representative from the school (teacher, administrator, coach etc.) must lead the group to
represent the school and to be responsible for the appropriateness of all decisions concerning
the students while away from Westlake Academy.
• The school administration must approve all trip destinations and itineraries before any deposits
are made.
• Parents must agree to and sign all relevant trip forms before their child is officially registered to
attend.
• All chaperones must be approved by the school and must follow all written and implied rules of
conduct that are expected of an adult accompanying a Westlake Academy student group and
sign a Chaperone Form.
• All rules for conduct and student dress held within the Westlake Academy Parent/Student
Handbook must be adhered to on any school-sponsored trip.
• Prior to residential trips, students must sign an ‘expected behavior’ form. They will then be held
accountable for their behavior on the trip at the risk of being sent home at their parents’ expense
if they ignore the expectations.
• The school will fund all chaperone trips; however, chaperones will be fully responsible for their
own expenses.
• All fundraising ideas related to school trips must be approved by the school administration and
monies raised are used solely for the purpose of defraying the expense of the trip for the
students.
• If fundraising undertaken for a school trip falls short of the projected costs, then parents are still
ultimately responsible for all remaining expenses or trip may be cancelled of postponed. If trip
is cancelled or postponed, all monies collected will be returned to parents with the exception of
non-refundable fees.
• For overnight trips, one chaperone will be required to stay in or in close vicinity to every student
room. Women must stay with girls and men must stay with boys. The chaperone in charge will
determine a designated “lights out” time. After that time, no one is to leave the room.
• Any television or movie watched in transit or in the room must be rated PG or less for
secondary students and G or less for Primary students.
• Boys in girl’s rooms and girls in boy’s rooms will not be tolerated and could result in a
student/students being sent home immediately. Siblings must also adhere to this rule.
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• Chaperone and student use of alcohol, non-prescription drugs and tobacco is strictly prohibited
and will be handled as outlined in the appropriate section of this handbook.
• No public displays of affection i.e. holding hands, kissing, hugging, etc. will be permitted.
• If parents are going to be required to transport any child from Westlake Academy, a school
administrator or teacher must grant approval. Upon parental agreement to transport Westlake
Academy students, that parent is required to abide by all rules stated herein.
• Any Westlake Academy students transported by a commercial bus/plane will abide by the
following: A Westlake Academy recognized representative (school administrator, teacher, and/or
coach) has the right, at their discretion, to separate boys from girls by placing one group in the
front of the transportation vehicle and one group in the back. This rule is a requirement, not an
exception, if trip involves any overnight travel where students will be sleeping.
• Chaperones have the right to confiscate any materials (including but not limited to CDs,
magazines, books, tee shirts, etc.) students bring on the trip that they deem inappropriate for a
school group.
• Cell phones are not allowed on non-residential field trips and will be handled as is stated in the
Personal Property sections of this handbook. Students may bring cell phones on residential trips
to be used only during approved times as determined by the trip leader.
• No student’s (or chaperone’s) desires or behavior will be allowed to, in any way, harm the group
as a whole. The school representative has the right to warn, reprimand, or act in accordance
with the above stated penalties if the undesired behavior continues or warrants immediate
attention.
• If a parent accompanying the trip has their own vehicle, they will be permitted to only drive
children that have been approved by the school’s representative.
• Written permission must be obtained from the parent if a non-custodial person wishes to take
another child in their vehicle.
• Westlake Academy students must ride in the transportation provided by the school unless prior
written permission has been given to the school administration outlining the details of alternate
transportation.
• Chaperone drivers are not permitted to make stops that are not planned by trip leader except in
emergency situations.
• Teacher/student ratio for trips will be: 1 per 10 for Primary and 1 per 10 for Secondary.
HOUSE SYSTEM
Westlake Academy has chosen to implement a House system with each student and faculty member
assigned to a House named after people who represent qualities important to and inherent in our
Mission Statement. The House system encourages school and team spirit, integration, responsibility
and a sense of community. Membership in a House is life-long; each student should feel responsible
for the well being of the members and be proud to work for the betterment of the House. Houses
will work together and compete in academic, sporting ad service projects and events. All siblings will
be assigned to the same House.
Westlake Academy Houses
Keller: In 1882, at the age of two, Helen Keller became deaf and blind. Nevertheless, she learned to
read, write and speak; attended the most prestigious women’s university in the USA and became a
45
spokeswoman for all people with disabilities. She represents determination, perseverance and
passion. The color for Keller House is burgundy, the color of the heart.
Thoreau: Henry David Thoreau was a writer, thinker and naturalist. He was one of the country’s
first environmentalists. He represents a love of nature, independent thinking and standing up for
one’s convictions. Khaki – the color of the earth - is the color of Thoreau House.
Wheatley: Sold into slavery at the age of seven, Phillis Wheatley nonetheless learned to read and
write in English, Greek and Latin and published her first poem at the age of 13. She was the United
States’ first African-American poet. She represents our search for spirituality and cultural diversity.
Ethereal sky blue is the color of Wheatley House.
Whitman: Father of free (unrhymed) verse, Walt Whitman was truly an innovator. His poetry exalts
the democratic spirit and a love of country. Navy blue – the color of the wide expanse of ocean – is
Whitman House’s color.
EXTRA-CURRICULAR ACTIVITIES
Westlake Academy believes that its students should strive to be well-balanced. We aim to offer a
wide curriculum that offers opportunities for all students to develop their talents. We also strive to
offer a wide array of clubs, teams, sporting events and lessons within our extra-curricular program.
School of Music: Special note should be made of the School of Music. Lessons on violin, viola,
cello and bass are available to students.
Athletic Program
Philosophy
Participation in team sports emphasizes the learning of skills and sportsmanship, providing for the
development of character, self-respect, physical dexterity and personal discipline. At the same time it
fosters the concepts of teamwork, fair play and self-reflection.
Westlake Academy will endeavor to offer students a wide variety of sports, depending on student
interest and participation.
Eligibility
The Academy aims to offer intramural and interschool team sports at Elementary, Middle and High
School levels.
A player may participate at a higher level than his/her age but no player will be allowed to play
below his or her age or grade level.
All players must maintain a ‘3’ average in all subjects to remain eligible for participation. Should a
player’s average fall below the expected average in one subject, the player will be required to show
within a period of two weeks – through work, homework, exams and/or projects – significant
improvement. Failing to demonstrate improvement may result in game suspension or expulsion
from the team. These decisions will be made by Heads of Sections.
46
Conduct
Westlake Academy expects model conduct from all members of the school community. All team
members must meet the expected level of respect for authority and peers, adhering to all rules and
regulations of the game as well as expectations for good sportsmanship. No team member is
permitted to make derogatory or humiliating comments to anyone, on or off the sports field.
Violations of the rules of good conduct may result in suspension or expulsion from the team.
The above expectations also apply to spectators of the sport. Violations may result in a warning,
suspension or expulsion from audience attendance.
All parents/guardians of participants in any sport will be required to sign the Medical Consent and
Release of Liability before the student may be registered.
Transportation and Uniform
Parents are responsible for supplying their player’s uniform for each sport.
Transportation to and from away games will be provided by parents, either individually or in car
pools.
PARENT INVOLVEMENT
Westlake Academy Foundation
Westlake Academy Foundation was created in May of 2004. The Foundation is charged with raising
funds for the operational shortfall through an Annual Fund Campaign (Blacksmith Apprentice
Program), capital requirements, and endowment needs of Westlake Academy. The Foundation
board members are comprised of parents and community members who meet monthly. Funds
raised for the Blacksmith Apprentice Program, Capital Campaign and the Endowment are 100%
restricted for these specific projects. The Foundation also holds an annual fundraising gala, “Gallery
Night”. To contact the Foundation please call Angie Gofredo at 817-490-5722 or by email at
agofredo@westlakefoundation.com.
House of Commons
The purpose of The House of Commons (Parent-Teacher Organization) is to enhance the education
of our children by:
• Promoting the Learner Profile.
• Promoting high academic standards.
• Promoting the philosophy, direction, and image of Westlake Academy.
• Increasing and facilitating communication between home and school.
• Providing a forum for discussion for any school related issues.
• Maintaining a network for parental participation.
• Creating and maintaining a sense of community
47
School Leadership Committee
The purpose of the School Leadership Committee (SLC) is to facilitate the flow and exchange of
ideas between all members of the Westlake Academy community in order to increase the
effectiveness in allowing students to maximize their potential. The SLC recognizes that its foremost
concern is the educational welfare of the students. It is specifically charged with identifying the
educational needs of the community; offering advice on educational, social and physical events that
can benefit the school and recommending strategies for improving communication between parents,
students, teachers, community and the Academy.
The SLC consists of the Head of School, President of the Board of Trustees, two community
leaders, three student members – one from each section, of PYP, MYP and DP, three parent
members and three faculty members. Although each group is elected differently, no member can
serve for more than two years. The Committee is headed by a Chair, Vice-Chair and Secretary.
Meetings are to be held regularly and not less than four times a year.
Westlake Academy Athletic Club (WAAC)
The Westlake Academy Athletic Club is the Athletic Booster Club for all of Westlake’s athletic
programs.
WAAC’s purpose is to raise funds, provide volunteers and generate moral support for the athletic
programs of Westlake Academy.
The WAAC will be made up of students, parents, staff and community partners who will work
together to provide financial resources and support to the teachers/coaches.
Membership for families will have several levels of participation including a basic family
membership of $25 per year. Other memberships will have different levels of features such as
clothing, season tickets, Black Cow subscription, Gallery Night tickets, merchant discounts, etc.
Volunteers
Volunteers form an essential part of the school program. All volunteers must pass a background
check before volunteering in any capacity. Background checks are conducted by the Town of
Westlake and require a copy of the driver’s license and the social security number of the volunteer.
Request forms are available in the school office.
All parents are encouraged to become a volunteer at Westlake Academy. Participation is wide and
varied, including:
• Listening to individuals or small groups of students as they read.
• Helping students work through math problems.
• Monitoring students on the playground and/or in the cafeteria.
• Preparing special materials for students and teachers.
• Volunteering in the library.
• Chaperoning field trips.
48
• Acting as a guest speaker.
• Participating in extra-curricular events (i.e., coaching, enrichment classes)
• Participating in school and community events, such as Bandana Bonanza and the
Book Fairs.
Classroom volunteers will be under the guidance of the teacher. No volunteers or visitors will be
allowed in the classroom unless the teacher has specifically requested such help. Even if a
permanent badge has been issued, all volunteers must also sign in at the school office.
Visitors
Immediately upon arriving on campus, all guests must sign in at the school office and receive a
Visitor Badge. There can be no exceptions! This policy helps ensure knowledge of who is on
campus at all times. Parents and other guests who enter the campus without signing in are inviting
others to do the same, including those who might not have the children’s best interests in mind.
Gifts and Favors
In order to not compromise the professional integrity of our staff, parents are kindly asked not to
give over generous or excessive gifts to staff members.
STUDENT DRIVERS
Students may apply for a parking permit once they have a fully authorized state driver’s license,
present insurance papers, parental authorization and liability forms. Yearly parking permit fees of
$50 per semester will be assessed and students will receive a Westlake Academy parking sticker to
place on the back window of the car. All student vehicles must use the parking spaces reserved for
them in the lower half of the parking lot outside Pod G.
At this time Westlake Academy has enough parking spaces to accommodate all students who will be
allowed to drive on campus in addition to staff and visitors. If at such time, parking spaces are
outnumbered by student drivers, the Academy may implement a student lottery to determine
distribution of parking spaces. Preference will be given to the most senior class. If there are spaces
for other classes, separate lotteries will be held to determine the allocation of those remaining
spaces.
Westlake Academy may suspend the permit of any student vehicle from driving or parking on
campus for the violation of any rule or regulation or for unsafe driving, whether or not the incident
occurs on campus, or if the student’s driving privilege is interfering with class attendance or
academic performance, as determined by the Head of School. In the case of suspension, the permit
may be reinstated, with the assessment of new fees, at the discretion of the Head of School.
All laws regulating traffic on public roads, in addition to laws pertaining to licensed drivers under the
age of 18, apply to the operation of vehicles on campus. In addition, the Texas law applicable during
the first 6 months of the driver license (‘These persons may not operate a motor vehicle with more
than one passenger in the vehicle under the age of 21 who is not a family member’) will apply at
Westlake Academy until the driver graduates or leaves the Academy. All student drivers must
49
comply with the rules and policies of Westlake Academy. All students issued a permit are subject to
vehicle searches.
Students will be allowed to drive and park on campus between the hours of 6:00 am and 9:00 pm.
Students are to drive in a safe and slow manner, never more than 10mph. Students may not leave
school without an authorized excuse before the end of the school day or allow another student to
use their automobile during the day for such a purpose. Students may not drive to an athletic or
other school event in which they are participating; they must use the form of travel stipulated by the
school, which may include parent car pools or school transportation. Student drivers must exit the
campus only after the regular dismissal line. Student drivers will not be allowed to operate a motor
vehicle while using a wireless communication device.
The school reserves the right to search the student’s vehicle in the student’s presence while it is
parked in school grounds.
ADDITIONAL INFORMATION
COMMUNICATION
At Westlake Academy, establishing and maintaining fluid communications with the home enhance a
child’s success at school. To foster communication, Westlake Academy will post current events and
other important school related information on the website at www.westlakeacademy.org. In
addition, newsletters and flyers will periodically be sent via email as reminders of important
activities, dates, and events.
All meetings between a parent and teacher will be documented and each party will receive a copy.
Lunches
Westlake Academy offers a catered school lunch program. Students may bring their own lunches to
school, or purchase a hot lunch. Menus will be provided monthly.
Telephone
Teachers will not be called out of classes during school hours to answer telephone calls. School
officials will forward messages to teacher voice mailboxes. Teachers are encouraged to return calls
the same day. Students may not receive or make telephone calls unless permission has been granted
by the school office.
Class Celebrations
Parents may help plan parties for students on scheduled holidays or specific events in pre-
arrangement with the teachers and school staff. Birthday parties are not permitted at school. If
students wish to pass out invitations to private parties while at school, they may do so only if the
entire class receives an invitation.
50
Parent /Guardian
As a parent / guardian of a child attending Westlake Academy, I have read and agree to comply with
and lend support to the published rules and procedures outlined in the Parent/Student Handbook.
I recognize that Westlake Academy is an Open Enrollment public Charter School of choice and I
have voluntarily chosen to enroll. I understand that failure to comply with the rules and procedures
outlined in the Parent/Student Handbook may jeopardize my student’s eligibility to attend Westlake
Academy.
_______________________
(Student Name)
In return for supporting the school policies and procedures, I expect the faculty and staff of
Westlake Academy to provide my child with the type of education stated and implied in the Parent /
Student Handbook.
Name of Parent / Guardian ______________________________________________________
Relationship to Student ______________________________________________________
Signature of Parent / Guardian _____________________________
Date __________________________________________________
Student
I am aware that Westlake Academy is a school of choice. After talking with my parents/guardians, I
have chosen to attend Westlake Academy.
As a student at Westlake Academy, I agree to accept responsibility for following the policies and
procedures as described in the Parent/Student Handbook.
Student’s Signature: _____________________________________________
Date: _________________________________________________________
AGREEMENT OF SUPPORT
51
Sample of Student Passes
PERMISSION TO VISIT NURSE
Name Grade
Teacher Date
Time left class Time returned
Reason
Nurse’s signature
------------------------------------------------------------------------------------------------------------------
PERMISSION TO VISIT RESOURCE ROOM
Name Grade
Teacher Date
Time left class Time returned
Reason
Resource Teacher’s signature
------------------------------------------------------------------------------------------------------------------
PERMISSION TO VISIT LIBRARY
Name Grade
Teacher Date
Time left class Time returned
Reason
Librarian’s signature
52
FIELD TRIP STUDENT EXPECTED BEHAVIOR FORM
I, _______________________, a student in good standing at Westlake Academy, do hereby
recognize that by signing this form, I agree to all rules set forth by the administration of Westlake
Academy. I will abide by the rules written in the Westlake Academy Parent/Student Handbook and
any rules expressed by the adult chaperones assigned to the trip. I have read the Westlake Academy
Policy for Student Trips and understand that I am responsible for my actions and will therefore be
held accountable for those actions should I choose to disobey. I understand that these rules are for
my safety and for the safety of my fellow students.
___________________________________________
Student signature
53
FIELD TRIP CHAPERONE EXPECTED BEHAVIOR FORM
I,__________________________, chosen to chaperone a trip sponsored by Westlake Academy, do
hereby recognize that by signing this form I am agreeing to all rules set forth by the administration
of Westlake Academy. I will abide by the rules written in the Westlake Academy Parent/Student
Handbook, Westlake Academy Policy for Student Trips and any rules expressed by the school
administration. I understand that my sole purpose on this trip is to provide adult supervision that
will maintain a safe environment for the students of Westlake Academy that have been entrusted to
me.
_________________________________________
Signature Date
54
All students must fill out page 3 if they intend to drive to school
2008-2009 Westlake Academy
Student Driver Vehicle Registration Form
To improve the Academy’s ability to provide for the safety of all its students, families of students who drive to
school are requested to read carefully these guidelines and rules and follow them at all times. Parents or guardians
must sign and return the driving permission form whenever the student becomes an eligible driver and seeks
permission to drive to and from school. Driving to Westlake Academy is a privilege. It is necessary that all students
who drive to the Academy or who ride with student drivers have permission to do so from their parents or
legal guardians.
VEHICLE REGISTRATION: Parents/legal guardians must register with the Academy office any automobile the
student(s) intend to drive to and from school. This is in addition to completing the carpool form in the school
registration packet. All student vehicles must display an Academy-issued sticker.
SAFETY GUIDELINES AND RULES: (reprinted from the Student-Parent Handbook)
Student Drivers: Students may apply for a parking permit once they have a fully authorized state driver’s license,
present insurance papers, parental authorization and liability forms. Yearly parking permit fees of $100 will be
assessed and students will receive a Westlake Academy parking sticker to place on the back window of the car. All
student cars must use the parking spaces reserved for them in the lower half of the parking lot outside Pod G.
At this time Westlake Academy has enough parking spaces to accommodate all students who will be allowed to
drive on campus in addition to staff and visitors. If at such time, parking spaces are outnumbered by student
drivers, the Academy may implement a student lottery to determine distribution of parking spaces. Preference will
be given to the most senior class. If there are spaces for other classes, separate lotteries will be held to determine the
allocation of those remaining spaces.
Westlake Academy may suspend the permit of any student vehicle from driving or parking on campus for the
violation of any rule or regulation or for unsafe driving, whether or not the incident occurs on campus, or if the
student’s driving privilege is interfering with class attendance or academic performance, as determined by the Head
of School. In the case of suspension, the permit may be reinstated, with the assessment of new fees, at the
discretion of the Head of School.
All laws regulating traffic on public roads, in addition to laws pertaining to licensed drivers under the age of 18,
apply to the operation of vehicles on campus. In addition, the Texas law applicable during the first 6 months of the
driver license (‘These persons may not operate a motor vehicle with more than one passenger in the vehicle under
the age of 21 who is not a family member’) will apply at Westlake Academy until the driver graduates or leaves the
55
Academy. All student drivers must comply with the rules and policies of Westlake Academy. All students issued a
permit are subject to vehicle searches.
Students will be allowed to drive and park on campus between the hours of 6:00 am and 9:00 pm. Students are to
drive in a safe and slow manner, never more than 10mph. Students may not leave school without an authorized
excuse before the end of the school day or allow another student to use their automobile during the day for such a
purpose. Students may not drive to an athletic or other school event in which they are participating; they must use
the form of travel stipulated by the school, which may include parent car pools or school transportation. Student
drivers must exit the campus only after the regular dismissal line. Student drivers will not be allowed to operate a
motor vehicle while using a wireless communication device.
56
2008-2009 Westlake Academy
Student Driver Vehicle Registration Form
NAME: ____________________________________ GRADE: __________________
We acknowledge receipt of the Westlake Academy Safety Rules contained in the Westlake Academy Student/Parent
Handbook for this year. We agree to read and abide by those rules and regulations. We acknowledge reading the
Students Driver/Vehicle Registration Form and understand the consequences of violating the Safety Rules
contained in this form and set out more fully in the Westlake Academy Student/Parent Handbook.
(Any student driving to school must completely fill out all information listed below – this form will be
returned if all requested information is not provided.)
Student Name: ________________________________________________
*Student Signature: ____________________________________________ Date:______
Parent/Legal Guardian Name: ____________________________________
*Parent/Legal Guardian Signature:_________________________________Date:______
*Must be signed in front of a Notary Public
2008-2009 Student Driver Vehicle Registration
Auto #1 Vehicle Make/Model Year License Plate #1
Auto #2 Vehicle Make/Model Year License Plate #2
------------------------------------------------------------------------------------------------------------
To be completed by Notary Public:
Sworn to and subscribed before me, the undersigned notary, on this ________ day of
____________, __________.
__________________________________
Notary Public in and for the State of Texas
Date Parking Sticker Issued: ____________
57
2008-2009 Westlake Academy
Student Passenger Form
NAME: ____________________________________ GRADE: __________________
We acknowledge receipt of the Westlake Academy Safety Rules contained in the Westlake Academy Student/Parent
Handbook for this year. We agree to read and abide by those rules and regulations. We acknowledge reading the
Students Driver/Passenger Form and understand the consequences of violating the Safety Rules contained in this
form and set out more fully in the Westlake Academy Student/Parent Handbook.
(Any student riding to school with another student must completely fill out all information listed below –
this form will be returned if all requested information is not provided.)
Student Name: ________________________________________________
*Student Signature: ____________________________________________ Date:______
Parent/Legal Guardian Name: ____________________________________
*Parent/Legal Guardian Signature:_________________________________Date:______
*Must be signed in front of a Notary Public
2008-2009 Student Passenger Permission
Student is allowed to ride to and from school and school approved activities with:
_____________________________ ______________________________
Driver 1 Driver 2
_____________________________ ______________________________
Driver 3 Driver 3
------------------------------------------------------------------------------------------------------------
To be completed by Notary Public:
Sworn to and subscribed before me, the undersigned notary, on this ________ day of
____________, __________.
__________________________________
Notary Public in and for the State of Texas
58
Record of Parent
Teacher Meeting
Parent(s) Name: ____________________________________ Date: ___________________
Teacher(s) Name: ___________________________________
Reason for Meeting: _____________________________________________________________
59
Name of student Grade Date started Date due to finish
Teachers should comment on:
Monday Tuesday Wednesday Thursday Friday
HR
1
2
3
4
5
HOS
Section
Parent
Has the student satisfactorily completed the Yellow Card? YES NO Head of Section’s Signature
Parent’s Signature Date card to be continued until
Westlake Academy
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Todd Wood, Director of Administrative Services
Subject: Special Meeting of August 21, 2008
Date: August 15, 2008
ITEM
Presentation, Discussion and consideration of a Resolution approving the Westlake
Academy 2008-2009 Personnel Manual.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
; We are Leaders
o Premier educational facilities and programs
o Producing well educated future leaders and thinkers
BACKGROUND
The Westlake Academy 2008-2009 Personnel Manual is a written compilation of the
Academy’s employment policies, procedures, and benefits. This comprehensive
document will be updated at least once annually in response to changing laws,
employment trends, board direction, and internal changes in structure and benefits.
Incremental amendments may be made during the year, if necessary.
The manual contains information that meets the specific policy needs of schools. Some
Town of Westlake policies have been integrated into the manual where appropriate.
FUNDING
None
RECOMMENDATION
Staff recommends approval.
ATTACHMENTS:
Resolution No. 08-16
Personnel Manual
WESTLAKE ACADEMY
RESOLUTION NO. 08-16
APPROVING THE APOPTION OF THE WESTLAKE ACADEMY 2008-2009
PERSONNEL MANUAL.
WHEREAS, the Board of Trustees of Westlake Academy recognizes the need for
an personnel manual in order to establish policy, limit employer and employee liability,
ensure best practices; and,
WHEREAS, Westlake Academy recognizes the importance of providing its
employees with written communication of established policies, guidelines, and benefits;
and,
WHEREAS, Westlake Academy desires to provide employees with a personnel
manual that supports the overall goals and vision of its leaders;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1. That the Westlake Academy Board of Trustees does hereby
approve the Westlake Academy 2008-2009 Personnel Manual.
SECTION 2. That this Resolution shall become effective upon the date of its
passage.
PASSED AND APPROVED ON THIS 21st DAY OF AUGUST 2008.
___________________________________
ATTEST: Laura Wheat, President
___________________________ __________________________________
Kim Sutter, TRMC, Secretary Thomas E. Brymer, Chief Executive Officer
APPROVED AS TO FORM:
_____________________________
L. Stanton Lowry, School Attorney
Westlake Academy
2008-2009
Personnel Manual
Board Copy
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page i
Table of Contents
Introduction ................................................................................................................................. 1
Employee Handbook Receipt .................................................................................................... 2
Westlake Academy Information ................................................................................................. 3
Description of Westlake Academy ............................................................................................. 3
Westlake Academy Mission Statement ..................................................................................... 3
Westlake Academy Goals and Objectives ................................................................................. 3
The IB and the IB Learner Profile .............................................................................................. 4
Board of Trustees ...................................................................................................................... 5
Administrative Officials .............................................................................................................. 6
School Calendar ........................................................................................................................ 7
Helpful Contacts ........................................................................................................................ 8
Employment ................................................................................................................................ 9
Equal employment opportunity .................................................................................................. 9
Job vacancy announcements .................................................................................................... 9
Employment after retirement ..................................................................................................... 9
Contract and noncontract employment ...................................................................................... 9
Searches and Drug/alcohol testing .......................................................................................... 10
Fitness for Duty Evaluations .................................................................................................... 18
First Aid and CPR certification ................................................................................................. 19
Reassignments and transfers .................................................................................................. 19
Workload and work schedules ................................................................................................. 19
Notification of parents regarding qualifications ........................................................................ 20
Outside employment and tutoring ............................................................................................ 20
Performance Evaluations ......................................................................................................... 20
Staff Development ................................................................................................................... 20
Compensation and benefits ..................................................................................................... 21
Salaries, wages, and stipends ................................................................................................. 21
Paychecks and paystubs ......................................................................................................... 21
Annualized Compensation ....................................................................................................... 21
Direct Payroll Deposit .............................................................................................................. 22
Payroll Deductions ................................................................................................................... 22
Overtime Compensation .......................................................................................................... 22
Timekeeping ............................................................................................................................ 23
Health, dental, and life insurance ............................................................................................ 23
Supplemental insurance benefits ............................................................................................. 23
Cafeteria Plan (IRS Section 125) ............................................................................................. 24
Worker’s compensation insurance ........................................................................................... 24
Unemployment compensation insurance ................................................................................. 24
Teacher retirement (TRS) ........................................................................................................ 24
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page ii
Leaves and absenses ............................................................................................................... 25
Personal Leave ........................................................................................................................ 25
Sick Leave ............................................................................................................................... 26
Other Local Leave (Community Sick Leave Program) ............................................................ 26
Temporary Disability ................................................................................................................ 26
Family Medical Leave Act (FMLA) ........................................................................................... 27
Worker’s compensation benefits .............................................................................................. 28
Assault Leave .......................................................................................................................... 28
Bereavement Leave ................................................................................................................. 29
Jury Duty .................................................................................................................................. 29
Other court appearances ......................................................................................................... 29
Military Leave ........................................................................................................................... 29
Employee relations and communications .............................................................................. 30
Employee recognition and communication .............................................................................. 30
Employee complaints and grievances ..................................................................................... 30
Employee conduct and welfare ............................................................................................... 31
Standards of conduct .............................................................................................................. 31
Discrimination, Harassment, and Retaliation ........................................................................... 33
Harassment of Students .......................................................................................................... 34
Drug Abuse Prevention ............................................................................................................ 36
Reporting suspected child abuse ............................................................................................. 37
Fraud and financial impropriety ............................................................................................ 38
Conflict of Interest .................................................................................................................... 38
Gifts and Favors ...................................................................................................................... 38
Associations and political activities .......................................................................................... 39
Safety .................................................................................................................................... 39
Use of Cell Phones .................................................................................................................. 39
Tobacco Use ............................................................................................................................ 40
Criminal history background checks ........................................................................................ 40
Employee Arrests and convictions ........................................................................................... 40
Possession of firearms in the workplace ................................................................................ 40
Visitors in the workplace .......................................................................................................... 41
Copyrighted materials .............................................................................................................. 41
Computer Use and data management ..................................................................................... 41
Pest control treatment .............................................................................................................. 41
General Procedures .................................................................................................................. 42
Bad weather closing ............................................................................................................... 42
Emergencies ............................................................................................................................ 42
Purchasing procedures ............................................................................................................ 42
Name and address changes .................................................................................................... 42
Personnel Records .................................................................................................................. 42
Travel Policy ............................................................................................................................ 43
Building Use ............................................................................................................................. 44
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page iii
Termination of employment ..................................................................................................... 45
Resignations ........................................................................................................................... 45
Dismissal or nonrenewal of contract employees ..................................................................... 45
Suspension/Administrative leave of contract employees ......................................................... 45
Dismissal of noncontract employees ....................................................................................... 45
Exit interviews and procedures ................................................................................................ 46
Reports to the State Board for Educator Certification .............................................................. 46
Reports concerning court-ordered withholding ........................................................................ 46
Student issues .......................................................................................................................... 47
Equal educational opportunities .............................................................................................. 47
Student records ....................................................................................................................... 47
Parent and student complaints ................................................................................................ 47
Administering medication to students ...................................................................................... 47
Dietary supplements ................................................................................................................ 48
Psychotropic drugs .................................................................................................................. 48
Student discipline ..................................................................................................................... 48
Student attendance .................................................................................................................. 48
Bullying .................................................................................................................................... 48
Hazing .................................................................................................................................... 49
Index .................................................................................................................................... 50
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 1
Introduction
The purpose of the Westlake Academy Personnel Manual is to provide information that will help
with questions and pave the way for a successful year. Not all Westlake Academy policies and
procedures are included. Some policies have been summarized. Suggestions for additions and
improvements to this handbook are welcome and may be sent to the Human Resources Office,
located at 3 Village Circle, Suite #202, phone (817) 490-5711.
This handbook is neither a contract nor is it intended to alter the at-will status of noncontract
employees in any way. Rather, it is a guide providing an explanation of Westlake Academy’s
employee policies and procedures. These policies and procedures may change at any time; and
such changes shall supersede any handbook provisions that are not compatible with the change.
For more information, employees may call the Academy Main Office or Human Resources
Office.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 2
Employee handbook receipt
Name ___________________________________________________
I hereby acknowledge receipt of my personal copy of the Westlake Academy 2008-2009
Employee Manual. I agree to read the handbook and abide by the standards, policies, and
procedures defined or referenced in this document.
The information in this handbook is subject to change. I understand that changes in Academy
policies may supersede, modify, or eliminate the information summarized in this booklet. As the
Academy provides updated policy information, I accept responsibility for reading and abiding by
the changes.
I understand that no modifications to contractual relationships or alterations of at-will employ-
ment relationships are intended by this handbook.
I understand that I have an obligation to inform the Human Resources Office of any changes in
personal information, such as phone number, address, etc. I also accept responsibility for con-
tacting the Westlake Academy Main Office or the Human Resources Office if I have questions
or concerns or need further explanation.
________________________________ _________________________
Employee Signature Date
Note: You have been given two copies of this form. Please sign and date one and keep it. Sign
and date the other copy and forward it to the Human Resources Office prior to the first day of
instruction.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 3
Westlake Academy Information
Description of Westlake Academy
Westlake Academy is an Open Enrollment Charter School which opened on September 1, 2003 in
Westlake, Texas. Westlake Academy distinguishes itself among neighboring educational offerings with a
particular focus on international-style academics. The programs of the International Baccalaureate
Organization (PYP, MYP, and Diploma Programs) have been certified as the educational model.
Educational technology is pervasive and infuses the classroom curriculum. With an environment rich with
heritage, Westlake Academy’s mission is to provide educational opportunities to each child in keeping
with his or her individual needs.
Westlake Academy Mission statement
Westlake Academy will provide a rigorous curriculum that is international in scope with high
expectations by sharing the responsibility of educational development between teachers, parents,
community, and students. This will be achieved by providing an innovative approach to education that
focuses on the needs of each student to develop a thirst for knowledge, produce positive esteem,
encourage good citizenship, and maximize individual potential. This will prepare students to be active
participants and agents of change in a rapidly changing environment that is global in scope.
Westlake Academy goals and objectives
I. Offer Rigorous International Curriculum.
a. Hire highly qualified domestic and international teachers.
b. Provide IB training for each teacher.
c. Monitor and measure PYP, MYP and Diploma Programs.
d. Maintain PYP, MYP and Diploma authorized Programs.
e. Expose students to international opportunities.
f. Reflect IB philosophy in organizational structure.
II. Adhere to High Expectations.
a. Maintain and enforce updated Personnel Manual and Parent/Student Handbook.
b. Frequently assess performance of students, teachers and staff.
c. Promote based on merit and performance.
d. Maintain above standard TEA ranking without teaching to the test.
e. Strive for 100% IB Diploma graduation.
f. Educate students and parents in the IB grading system and articulate the benefits and
superior attributes to improve parental buy-in and participation in the education process.
III. Share responsibility of educational development among parents, teachers, students, staff
and community.
a. Maintain active and productive Westlake Academy Foundation.
b. Maintain active and innovative Campus Leadership Team.
c. Maintain active and informed House of Commons.
d. Solicit structured and secure volunteer efforts.
e. Expose and involve students and parents in community-wide activities.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 4
f. Provide support to the Westlake Academy Foundation in its annual campaigns.
g. Maintain active lobbying efforts in Austin to protect school interests.
h. Establish consistent and reliable conduits of communication between teachers and parents
utilizing technology, personal meetings and the criteria used in IB assessment tools.
i. Provide parents with access to materials used by the students to encourage
participation and support at home.
IV. Offer individual "student needs" based education.
a. Train all teachers in differentiation skills.
b. Always challenge the fastest learners and special needs students equally.
c. Monitor individual student work plans and progress.
d. Staff classrooms with special needs teachers to supplement regular classroom teachers
where necessary.
V. Develop thirst for knowledge, positive self esteem, and good citizenship and maximize
potential.
a. Model, teach and enforce respect, values, and principle based actions.
b. Maintain active full-time counseling services for all students.
c. Provide a safe learning environment free from intimidation, fear, and/or bullying.
d. Apply horizontal social and academic activities through House system.
e. Build healthy traditions.
f. Provide a wide range of extracurricular activities and the support of art, music,
humanities, and sports.
g. Maximize opportunities to promote the IB Learner Profile in all aspects of school life.
h. Expose students to a wide range of viewpoints and case studies that challenge individual
thought.
VI. Prepare students for Global "Flat" World.
a. Maximize IT opportunities to connect and interact with different cultures.
b. Provide international education opportunities for teachers, parents and students.
c. Teach history and current events in the context of individual impact and provide opportunities
to grow and learn.
d. Provide assessments to measure understanding of world change and its impact on education.
The International Baccalaureate and the IB Learner Profile
• It offers a continuum of education, consisting of three programs for students aged 3 to 19.
• It has a reputation for high-quality education sustained for over 35 years.
• It encourages international-mindedness in IB students. To do this, IB believes that students must
first develop an understanding of their own cultural and national identity.
• It fosters a positive attitude to learning by encouraging students to ask challenging questions, to
critically reflect, to develop research skills, to learn how to learn and to participate in community
service.
• It ensures that the programs are accessible to students in a wide variety of schools – national,
international, public, and private.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 5
The Learner Profile is the IB mission statement translated into a set of learning outcomes for the 21st
century. These are the values that should infuse all elements of the three programs and, therefore, the
culture and ethos of all IB World Schools.
• Inquirers – Who acquire the skills necessary to conduct purposeful, constructive research
• Thinkers – Who exercise initiative in applying thinking skills critically and creatively to
make sound decisions to solve complex problems
• Communicators – Who receive and express ideas and information confidently in more than
one language, including the language of mathematical symbols
• Risk-takers – Who approach unfamiliar situations without anxiety, have confidence and
independence, are courageous and articulate in defending things in which they believe
• Knowledgeable – Who have spent time in school exploring themes with global relevance and
importance, and have acquired a critical mass of significant knowledge
• Principled – Who have a sound grasp of the principles of moral reasoning, integrity, honesty
and a sense of fairness and justice
• Caring – Who show sensitivity towards the needs and feelings of others and have a personal
commitment to action and service
• Open-minded – Who respect the views, values, and traditions of other individuals and
cultures and who are accustomed to seeking and considering a range of points of view
• Balanced – Who understand the importance of physical and mental balance and personal
well-being
• Reflective - Who give thoughtful consideration to their own learning and who analyze their
personal strengths and weaknesses in a constructive manner
Board of Trustees
Texas law grants the Board of Trustees the power to govern and oversee the management of Westlake
Academy. The Board is the policy-making body within the Academy and has overall responsibility for the
curriculum, annual budget, employment of the Head of School, facilities, and expansions. The Board has
complete and final control over school matters within limits established by state and federal laws and
regulations.
The Board of Trustees is elected by the citizens of the Town of Westlake to represent the community’s
commitment to a strong educational program for our students. Trustees are elected every year in May and
serve staggered two-year terms. Trustees serve without compensation, must be registered voters, and must
reside within the Town of Westlake.
Westlake Academy 2008-2009 Governing Body
Board of Trustees
Laura Wheat, Board President
Tim Brittan, Board Member
Larry Corson, Board Member
Carol Langdon, Board Member
Don Redding, Board Member
Rebecca Rollins, Board Member
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 6
Westlake Academy 2008-2009 Administrative Officials
Tom Brymer, CEO/Superintendent
Mark Rosevear, Head of School
Kim Sutter, Board Secretary
The Board of Trustees usually meets on the second Monday of each month at 6:00pm in the
council chambers of Westlake Town Hall, located at 3 Village Circle, Suite #202, Westlake, TX
76262. Special meetings may be called when necessary. A written notice of regular and special
meetings will be posted at the Westlake Town Hall bulletin board at least 72 hours before the
scheduled meeting time. The written notice will show the date, time, place, and subjects of each
meeting. In emergencies, a meeting may be held with a two-hour notice.
All meetings are open to the public. In certain circumstances, Texas law permits the board to go
into a closed session. Closed session may occur for such things as discussing prospective gifts or
donations, real-property acquisition, personnel issues including conferences with employees and
employee complaints, security matters, student discipline, or to consult with attorneys regarding
pending litigation, or other matters as allowed by law.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 7
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First/Last Day of SchoolStaff Development or Bad Weather Day
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Total Days of Instruction177
APRILMAYJUNE
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Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 8
Helpful contacts
From time to time, employees have questions or concerns. The contacts for various Westlake
Academy Departments are listed below.
Senior Management Team
Tom Brymer, CEO/Superintendent
Mark Rosevear, Head of School
Darcy McFarlane, Administration Coordinator
Jamie Schmitz, Head of Primary
Robert Kai, Head of Secondary
Daniela Lira, MYP Coordinator
Claudia Ouerthe-Cabale, PYP/DP Coordinator
Sundi Halbert, Primary Counselor
Glynda Davis, Secondary Counselor
Mireida Rubayo, Athletic Director
Deborah Peebles, Special Education
Troy Meyer, Facilities Director
Debbie Piper, Finance Director
Todd Wood, Director of Human Resources
A complete list of staff telephone extentions is available in the Academy’s Main Office.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 9
Employment
Equal employment opportunity
Westlake Academy does not discriminate against any employee or applicant for employment because of
race, color, religion, sex, national origin, age, disability, military status, or on any other basis prohibited
by law. Employment decisions will be made on the basis of each applicant’s job qualifications,
experience, and abilities. Employees with questions or concerns about discrimination on the basis of race,
color, religion, sex, national origin, age, disability, or military status should contact the Head of School or
the Human Resources Office.
Job vacancy announcements
Announcements of job vacancies by will be made by one or more of the following methods: in the Town
of Westlake’s newspaper of record, posted internally in common faculty areas, and/or on the Academy’s
website.
Employment after retirement
Individuals receiving retirement benefits from the Teacher Retirement System (TRS) may be employed in
limited circumstances on a full- or part-time basis without affecting their benefits, according to TRS rules
and state law. Detailed information about employment after retirement is available in the TRS publication
Employment After Retirement. Employees can contact TRS for additional information by calling 800-223-
8778 or 512-542-6400. Information is also available on the TRS Web Site (www.trs.state.tx.us).
Notwithstanding the above, TRS rules and state law will govern.
Contract and noncontract employment
Certain provisions in the Texas Education Code are not applicable to open-enrollment charter schools.
For example, as an open-enrollment Charter School, Westlake Academy is not required by state law to
employ professional employees under contract. Westlake Academy has chosen to employ its professional
employees (teachers, librarians, nurses, and counselors) under employment contracts. The paragraphs
that follow provide a general, non-binding description of other employment arrangements used by the
Academy.
Noncertified professional and administrative employees. Employees in professional and administrative
positions (such as non-instructional administrators) may be employed by contract or at-will at the
discretion of the Head of School or Superintendent/CEO.
Paraprofessional and auxiliary employees. All paraprofessional and auxiliary employees, regardless of
certification, are employed at-will and not by contract. Employment is not for any specified term and may
be terminated at any time by either the employee or by the Academy with or without cause.
Other Employees. Employees in all other positions are employed at-will and may be terminated at any
time by either the employee or by the Academy with or without cause.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 10
Searches and alcohol and drug testing
Noninvestigatory searches in the workplace, including accessing an employee’s desk, file cabinets,
locker, or work area to obtain information needed for usual business purposes may occur when an
employee is unavailable. Therefore, employees are hereby notified that they have no legitimate
expectation of privacy in those places. In addition, the Academy reserves the right to conduct searches
when there is reasonable cause to believe a search will uncover evidence of work-related misconduct.
Such an investigatory search may include drug and alcohol testing if the suspected violation relates to
drug or alcohol use. The Academy may search the employee, the employee’s personal items, work areas,
lockers, and private vehicles parked on Academy premises or work sites or used in Academy business.
This policy also applies to school sponsored trips and offsite training programs attended by employees.
Drug and Alcohol Policy definitions
Abuse of Town or Academy property is exemplified, but not limited to, the following:
• Negligent or willful damage or destruction of equipment or property;
• Waste of materials or negligent loss of tools or materials;
• Improper maintenance of equipment;
• Damage caused by the use of tools or equipment for purposes other than that for which the
tool or equipment was intended;
Adulterant means a masking agent that prevents the detection of drug use in a drug testing specimen or
any other substance used to tamper with the specimen.
Alcoholic beverage means alcohol, or any beverage, containing more than one-half of one percent
alcohol by volume, which is capable of use for beverage purposes, either alone or when diluted.
Alcohol concentration (or content) means the alcohol in a volume of breath expressed in terms of grams
of alcohol per 210 liters of breath as indicated by an Evidential Breath Test (EBT).
Contraband means any article, the possession of which on Academy premises or while on Academy
business causes an employee to be in violation of an Academy rule or penal law. Contraband includes
illegal drugs and open containers of alcoholic beverages, drug paraphernalia, illegal or prohibited
weapons, firearms, explosives, incendiaries, stolen property, and counterfeit money. Nothing shall
preclude the possession of contraband for the purposes of educational instruction pursuant to the
employee’s job responsibilities.
Controlled substances means any drug, substance, or immediate precursor listed in Schedules I-V or
Penalty Groups 1-4 of the Controlled Substances Act of 1988 as it may be revised from time to time.
Drug or Illegal drug means any drug in any detectable amount that is not legally obtainable; any drug
that is legally obtainable but has not been legally obtained; any prescribed drug not legally obtained; any
prescribed drug not being used for the prescribed purpose; any over-the-counter drug being used at a
dosage level different than recommended by the manufacturer or being used for a purpose other than
intended by the manufacturer; and any drug being used for a purpose not in accordance with bona fide
medical therapy. Examples of illegal drugs are cannabis substances such as marijuana and hashish,
cocaine, heroin, phencyclidine (PCP), and so-called designer drugs and look-alike drugs.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 11
Drug Paraphernalia means equipment, a product or material that is used or intended for use in planting,
propagating, cultivating, growing, harvesting, manufacturing, compounding, converting, producing,
processing, preparing, testing, analyzing, packaging, repackaging, storing, containing, or concealing a
controlled substance in violation of this policy or in injecting, ingesting, inhaling, or otherwise
introducing into the human body a controlled substance.
Medical Review Officer (MRO) means a licensed physician (doctor or doctor of osteopathy) responsible
for receiving laboratory results generated by an employer’s drug testing program who has knowledge of
substance abuse disorders and has appropriate medical training to interpret and evaluate an individual’s
confirmed positive or adulterated test result together with his or her medical history and any other
relevant biomedical information.
Physician means a physician licensed by the State Board of Medical Examiners.
Proper medical authorization means a prescription or other written approval from a physician for the
use of a drug in the course of medical treatment. It must include the name of the substance,
quantity/amount to be taken, the period of authorization, and whether the prescribed medication may
impair the employee’s job performance. This requirement also applies to refills of prescription drugs.
Refusal to submit to alcohol or drug test means that an employee:
• Refuses to sign a consent to testing form;
• Fails to provide adequate breath or urine for testing without a valid medical explanation after
he or she has received notice of the requirement for testing;
• Engages in conduct that clearly obstructs the testing process;
• Uses adulterants to prevent the detection of drug use in a drug-testing specimen or uses any
other substance to tamper with the specimen. Any refusal to submit to testing will be treated
the same as a positive controlled substances test result.
Substance abuse is exemplified by, but not limited to, the following:
• Ingestion, inhalation, or injection of a controlled substance without proper written medical
authorization;
• Ingestion of an alcoholic beverage during working hours or on Academy property;
• Ingestion of an alcoholic beverage while operating Academy equipment;
• Ingestion, inhalation, or injection of a controlled substance without proper medical
authorization, or ingestion of an alcoholic beverage during non-working hours, which causes
an employee to be unable to work in a safe and effective manner during working hours;
• Use of prescription or over-the-counter medication in a manner for which it was not intended.
Testing facility means a hospital, clinic, or laboratory approved by the Academy to be used to collect
body fluid or breath samples to be analyzed for specific controlled substances or alcohol. The facility will
have all required personnel, materials, equipment, and supervision for the collection, security, temporary
storage, and transportation of samples to the testing lab, or to conduct alcohol testing.
Under the influence or Impaired is defined as abnormal behavior during working hours or during
Academy-sponsored events outside of normal working hours which results from indulging in an alcoholic
beverage, controlled substance, or drug which may limit an employee’s ability to safely and efficiently
perform his or her duties or poses a threat to the safety of the employee or others.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 12
Working hours means from the time the employee arrives at the job site until the time the employee
leaves, including all lunch or other types of breaks.
Constitutional Rights of Employees
Westlake Academy respects the constitutional rights of its employees. All actions taken by Academy
officials shall be consistent with the Constitution and laws of the United States and the State of Texas.
Notification of Supervisor of Authorized Drug Use
Each employee shall report the use of medically authorized drugs or other substances that can impair job
performance to the employee’s immediate supervisor and provide proper written medical authorization to
work from a physician. It is the employee’s responsibility to determine from the physician whether or not
the drug would impair employee job performance depending on the nature of the employee’s job. Failure
to report the use of such drugs or other substances or failure to provide proper evidence of medical
authorization will result in disciplinary action. Any information received from an employee under this
provision will be kept confidential except to the extent it may be shared with individuals who are in a
need-to-know position.
The Academy reserves the right to have a physician of its own choice determine if the medication
produces hazardous effects at the prescribed dosage and may restrict the employee’s work activity.
Additional Employee Responsibilities
Employees are expected to be fit for duty upon reporting to work. Each Academy employee who
observes or has knowledge of another employee in an impaired condition to perform his or her job duties
or who poses a hazard to the safety and welfare of the employee or others shall promptly report this fact
to the immediate supervisor. The employee making the observation must file a written report to the
suspected employee’s supervisor within 24 hours of observing or learning of the condition. Any
employee concealing the use of or condition of being under the influence of drugs, controlled substances,
or alcohol by other employees on the job, or failing to make such a report, will be subject to disciplinary
action, including suspension or termination. The suspected employee’s supervisor must then determine
whether this information, along with the supervisor’s own observations, warrant a reasonable suspicion
test. The supervisor will also forward the employee’s written report immediately to the Head of School in
a confidential manner.
If, after investigating a report of an employee’s impaired condition, the supervisor finds that the reporting
employee has knowingly provided false information regarding the suspected employee, disciplinary
action may be taken against the individual who filed the report and knowingly gave such false
information.
Any employee who makes a reasonable cause observation or who may be a witness at an accident scene
shall also maintain complete confidentiality. Breach of confidentiality relating to test results or any other
related matters will subject the employee to disciplinary action.
All supervisors and Section Heads are responsible for documenting poor performance, for recognizing
reasonable suspicion of drug or alcohol use by employees, and for carrying out the provisions of this
policy.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 13
Required Drug and/or Alcohol Testing
When a reasonable suspicion exists that an employee is impaired or under the influence of a controlled
substance or alcohol, the employee shall be required to undergo a controlled substance and/or alcohol test
at the Academy’s expense. The exam shall consist of a urine and/or breath and/or blood test, and may
include a physical examination by a physician. Reasonable suspicion includes, but is not limited to, the
following:
• Vehicle accidents in which the employee was involved during working hours;
• Abuse of Academy property;
• Personal injury suffered by the employee, injuries caused to others, or damage to another’s
property;
• Employee behavior problems such as fighting, declining work performance, being
argumentative, uncooperative, or otherwise disruptive;
• Receipt of written or oral statements by employees or others concerning use of drugs or
alcohol by employees or being under the influence;
• Possession of any drug, drug container, or drug paraphernalia, or any open alcoholic beverage
container during working hours or while on standby duty, in a Academy vehicle, or on
Academy property; and,
Indications of possible impairment or intoxication which include the following:
• Slurred speech
• Disorientation
• Job impairment (inability to perform the job in a routine manner)
• Odor of alcoholic beverages
• Odor of other substances
• Unsteady gait or balance
• Glassy eyes
• Drowsiness
• Euphoria
• Mood swings
• Inattentiveness
• Excitement or confusion
• Irritability
• Aggressiveness
• Other erratic behavior
If an on-the-job accident or an accident occurs and the supervisor determines that reasonable suspicion
exists to warrant testing, the employee will be tested for both drugs and alcohol as soon as possible. The
supervisor of an employee who is seriously injured and cannot provide a breath or urine specimen at the
time of the accident will accompany the employee to the hospital and request that the hospital perform the
tests necessary to determine the presence of controlled substances or alcohol in the employee’s body at
the time of the accident. The employee will provide the necessary authorization for the Academy to
obtain these reports. In a medical emergency, the first consideration will be the health and welfare of the
employee.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 14
Testing Methods
The methods by which substance abuse or alcohol use will be tested may include, but is not limited to, the
following:
• urinalysis
• breath analysis
• blood screening
Procedures for Administering Tests
The Head of School or designee is authorized to develop, administer, and modify testing procedures as
required.
A copy of the Westlake Academy Drug and Alcohol Policy (contained in this handbook) shall be
provided to the testing facility before any tests are conducted. The testing facility shall comply with the
procedures outlined in this policy when conducting tests. The testing facility shall contact the Head of
School whenever it believes it is necessary to amend the testing procedures.
A supervisor shall transport the employee to the testing facility where the employee will be required to
show positive picture identification. Consequently, employees are required to carry their valid driver’s
license with them while at work.
Drug Testing Procedures
The employee shall complete a consent form prior to testing. If the employee does not understand what
he or she is signing, the supervisor shall explain the form to the employee. The form authorizes the
exam/test and the release of medical information regarding the employee’s medical condition and any test
results. Failure to sign a consent form will be regarded the same as a positive drug test result.
The medical facility staff member shall provide the employee with a container. A portion of the urine
place in this container shall be used for a second test in case the employee requests a re-test of an initial
positive or adulterated result. The specimen shall be produced in a location that provides privacy.
Alcohol Testing Procedures
The employee shall complete a consent form prior to testing. If the employee does not understand what
he or she is signing, the supervisor shall explain the form to the employee. The form authorizes the
exam/test and the release of medical information regarding the employee’s medical condition and any test
results. Failure to sign a consent form will be regarded the same as a breath alcohol content equal to or
greater than 0.04.
The employee’s breath alcohol content shall be analyzed using an Evidential Breath Testing device (EBT)
operated by a Breath Alcohol Technician (BAT). The test shall be conducted in a private setting.
Medical Examination
If the employee is unable to provide adequate breath or urine to conduct testing, the Academy may
require the individual to undergo a medical evaluation to develop pertinent information concerning
whether the individual’s inability to provide a specimen is genuine or constitutes a refusal to test. The
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 15
cost of the medical exam shall be paid by the Academy and the employee will remain in a leave without
pay status while awaiting the results of the medical exam.
Post-Test Procedure
The supervisor who makes a determination that reasonable suspicion exists to conduct a drug or alcohol
test will prepare a written record of the observations leading to the test within 24 hours of the observation.
At the conclusion of the alcohol test, the supervisor will provide instructions to the employee based on the
test results and shall immediately hand-deliver the employer’s copy of the results to the Head of School
and the Human Resources Department in a confidential manner.
When a drug test is conducted, the employee shall remain off-duty in a leave without pay status pending
the results of the exam and any other type of investigation the Academy may conduct. Exam results will
be sent confidentially to the Head of School and the Human Resources Department.
Any time a drug test is conducted or when an alcohol test produces a breath alcohol content equal to or
greater than 0.02, the supervisor shall ensure that the employee does not drive him or herself home in
either them employee’s personal vehicle.
Exam Results Confidentiality
The results of any drug or alcohol test shall be strictly confidential and shall not be disclosed without the
prior written approval of the employee tested unless otherwise required by law. However, nothing in this
paragraph will prohibit the lab, the MRO, or testing facility from releasing information relevant to an
employee’s test results to the Head of School and the Human Resources Department. Additionally, only
those persons in management directly involved in the decision-making process related to the tested
employee will obtain any drug or alcohol testing information retained by the Academy. There may be
some instances where overriding public health or safety concerns may require the release of information
otherwise considered confidential. All records of the Academy are subject to the provisions of the Texas
Open Records Act.
A copy of the results of the exam shall be supplied to the employee examined, and the original exam
results shall be maintained in a locked cabinet in the Human Resources office for a period of at least two
(2) years, after which time they may be destroyed. The Human resources Office may, however, maintain
the exam results and any reports on individuals who have violated this policy for the purpose of recording
the number of violations.
Management and supervisory personnel who are authorized to have access to alcohol or drug test results
or medical information pertaining to this policy will maintain complete confidentiality regarding this
information.
Drug Testing Results
The employee shall remain off-duty in a leave without pay status until the results of the controlled
substances test are received by the Head of School and Human Resources Department and until any other
investigative procedures are complete. If the results are negative and unadulterated, no disciplinary
hearing will be held and the employee will be given back pay as though he worked as previously
scheduled for this time.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 16
A Medical Review Officer (MRO) shall review and interpret positive and adulterated results obtained
from the lab. The MRO will examine the possible alternate medical explanations for any positive test
results or adulterated results and give the individual testing positive or the individual with an adulterated
test result an opportunity to discuss the test results prior to making a final decision. The MRO may verify
an adulterated or positive test result to the Head of School Director or Human Resources without having
communicated with the employee if the employee expressly declines to discuss the results of the test or if
the employee has not contacted the MRO within five (5) days after a documented confidential contact by
the Head of School or Director of Human Resources instructing the employee to contact the MRO.
An employee whose urine sample has tested positive for a controlled substance or has an adulterated test
result has the option, within 72 hours of being notified by the MRO, of having the other portion of the
sample tested at another DHHS-certified laboratory of the MRO’s choice. The Academy will require the
employee to pay cash in advance for the cost of shipment and analysis of the urine sample for re-testing.
The employee will remain on leave without pay status while awaiting the results of the re-test. If the
remaining portion produces a negative unadulterated result, or if for any reason the remaining portion is
not available, the test is considered negative, no sanctions will be imposed, and no disciplinary hearing
will be held. Additionally, the Academy will reimburse the employee for the expense of the re-test and
back wages will be paid as though the employee worked as previously scheduled for this time period.
Results that are positive for illegal drug(s) or are adulterated will result in disciplinary action, up to and
including termination of the employee. Results that are positive for controlled substances will require
documentation from a licensed physician substantiating a valid prescription for that substance. Upon
receipt of a positive illegal drug test or an adulterated test result, the Human Resources Office shall
confidentially notify the Head of School and the Head of School shall schedule a disciplinary hearing
giving written notice of the date, time, and place of the hearing and a copy of the test results to the
employee tested. At the hearing, the employee shall have the opportunity to challenge the test results or
the testing procedure. If the employee is found to be in violation of this policy, disciplinary action will
occur, up to and including termination.
Alcohol Testing Results
Employees who test below 0.02 breath alcohol concentration will be allowed to return to duty unless the
employee’s departmental rules and regulations do not allow an employee’s return to duty with any level
of alcohol in his or her system. Employees who test equal to 0.02 but less than 0.04 breath alcohol
concentrations will:
• be taken home under the provisions of the Post-Testing Procedure and will not be allowed to
return to duty for 24 hours after the conclusion of the initial alcohol test;
• be placed on leave without pay and will not be allowed to perform any work on behalf of the
Academy for the 24-hour period immediately following the alcohol test;
• be given a notice of disciplinary hearing stating the date, time, and location of the hearing and a
copy of the test results when they return to work and are no longer under the influence of
alcohol;
• be allowed to challenge the test results or the testing procedure at the hearing;
• be required to submit to unannounced alcohol testing at least six (6) times while on duty during
the 12 months immediately following the initial test (the Head of School will determine when
the unannounced tests will be conducted); and,
• be terminated if their breath alcohol concentration falls in this range twice in any consecutive
12-month period. Further, an employee will be terminated if his or her breath alcohol
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 17
concentration falls in this range a total of four (4) times during employment with the Westlake
Academy, regardless of any break in service.
Employees who test equal to or greater than 0.04 breath alcohol concentration will:
• be taken home under the provisions the Post-Testing Procedure;
• immediately be placed on leave without pay and will not be allowed to perform any work on
behalf of the Academy;
• be provided with a notice of a disciplinary hearing stating the date, time, and location of the
hearing and a copy of the test results;
• be allowed to challenge the test results or the testing procedure at the hearing; and,
• be terminated from employment with the Academy if they are found to be in violation of this
policy.
Employee Cooperation
All employees are expected to cooperate in the testing process. Refusal to take a drug or alcohol test or
refusal to sign the consent form will be treated the same as a positive controlled substances test result or a
breath alcohol content equal to or greater than 0.04. Failure to provide adequate breath or urine
specimens for testing without a valid medical explanation is also considered a refusal to submit to testing.
Any conduct that clearly obstructs the testing process, such as tampering with a specimen or the testing
procedure, including the use of adulterants, will result in termination.
Operation of Vehicles and Equipment
Under no circumstances shall an employee operate motor vehicle or motorized equipment while under the
influence of drugs or alcohol, or under the influence of medication that may affect the employee’s ability
to operate such equipment. Additionally, when the supervisor has information from another employee
when reasonable suspicion exists (as defined in this policy under Required Drug and/or Alcohol Testing),
an employee shall not be allowed to operate any motor vehicle or motorized equipment until the
supervisor has investigated the situation and determined if testing for drugs or alcohol is warranted. If the
supervisor determines that reasonable suspicion does not exist, the employee will be allowed to return to
his or her regular duties. If reasonable suspicion does exist, the employee will be tested in accordance
with the Academy’s Procedures for Administering Tests.
Fitness for Duty Testing
Employment-related physicals
Certain positions may exist where a certain level of fitness and physical well-being are required to
perform requisite tasks proficiently and safely.
Medical screening of prospective and current employees serves several purposes:
1. Ascertains that employees meet the minimum physical requirements of jobs for which
they are hired.
2. Protects existing medical conditions that need corrections or control.
3. Identifies pre-existing medical conditions that need correction or control.
4. Procurement of a healthy, more productive work force.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 18
Positions requiring verification of physical fitness must successfully complete a pre-employment physical
as the final step in the hiring process. These physicals will be at no cost to the employee. After interview
screening has been completed, the applicant selected will be notified of his/her tentative selection and
informed that upon successful completion of a physical examination at the Academy’s expense he/she
will be hired. The applicant will then obtain authorization and instructions pertaining to the physical from
the Human Resources Office. Should the results of the screening and/or examination indicate that a
health issue is to be considered, every reasonable accommodation will be made to work with the new
employee given the circumstances.
Pre-employment physical examination documentation will be maintained in the Human Resources Office
as a permanent part of the employee's personnel records. Examination forms for disqualified applicants
will be filed with their employment applications.
Psychological Evaluations
Psychological evaluations may be required as part of the pre-employment screening process or to
determine fitness for duty for current employees. All psychological evaluations will be conducted by a
designated, licensed health care professional at the Academy’s expense.
Pre-employment psychological evaluations may be required for some positions to help determine
suitability for work and to identify any psychological trait, factor, or condition, which may significantly
interfere with an applicant’s ability to carry out duties for the position for which he/she is applying.
Fitness for duty psychological evaluations may be required of current employees at any time. These
evaluations are intended to provide guidance as to the employee’s ability to carry out duties due to
psychological factors. The Head of School or Superintendent/CEO may require a psychological
evaluation as part of an administrative action for an employee showing behavioral signs of distress or
impairment or when mental instability is reasonably suspected.
For fitness for duty evaluations, the employee shall receive a written directive from the Head of School or
Superintendent/CEO to undergo an evaluation. This order will also contain information related to the
date, time, and location of where the evaluation will be conducted. Failure by the employee to report for
an evaluation shall result in disciplinary action, up to and including termination.
Physical fitness or psychological reports used to determine fitness for duty are to be kept confidential and
used only by personnel authorized by the Head of School or Superintendent/CEO. They are only advisory
and shall not be the sole basis for administrative decisions.
First aid, CPR, and AED certification
Certain employees who are involved in physical activities for students may be required to maintain and
submit to the Academy proof of current certification in first aid, cardiopulmonary resuscitation (CPR),
and the use of an automated external defibrillator (AED). Certification must be issued by the American
Red Cross, the American Heart Association, or another organization that provides equivalent training and
certification. Employees subject to this requirement must submit their certification to the Human
Resources Office within 30 days of the date of hire.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 19
Reassignments and transfers
All personnel are subject to assignment and reassignment by the Head of School or Superintendent/CEO
when the Head of School or Superintendent/CEO determines that the assignment or reassignment is in the
best interest of the Academy. Reassignment is a transfer to another position, department, or facility that
does not necessitate a change in the employment contract. Extracurricular or supplemental duty
assignments may be reassigned at any time unless an extracurricular or supplemental duty assignment is
part of a dual-assignment contract. Employees who object to a reassignment may follow the process for
employee grievances as outlined in this handbook.
An employee with the required qualifications for a position may request a reassignment. All requests for
transfer or reassignment are within the sole discretion of the Head of School or Superintendent/CEO. A
written request for reassignment be completed and signed by the employee. Requests for transfer during
the school year will be considered only when the change will not adversely affect students and after a
replacement has been found. All transfer requests will be coordinated and approved by the Head of
School or Superintendent/CEO.
Workload and work schedules
Professional employees. Professional and administrative employees are exempt from overtime pay and
are employed on a 10-, 11-, or 12-month basis, according to the work schedules set by the Academy. A
school calendar is adopted each year designating the work schedule for teachers and all school holidays.
Notice of work schedules including required days of service and scheduled holidays will be distributed
each school year.
Classroom teachers will have planning periods for instructional preparation and conferences. The
schedule of planning periods is at least 450 minutes within each two-week period in blocks not less than
45 minutes. Teachers and librarians are allowed a duty-free lunch period of at least 30 minutes.
Paraprofessional and auxiliary employees. Support employees are employed at-will and will be
notified of the required duty days, holidays, and hours of work for their position on an annual basis.
Paraprofessional and auxiliary employees are not exempt from overtime and are not authorized to work in
excess of their assigned schedule without prior approval from their supervisor.
Notification of parents regarding qualifications
No later than the 30th instructional day after the date of assignment the Head of School will provide to
parents or guardians of each student enrolled in the school a written notice of the qualifications of each
teacher employed by the school.
If the Academy receives Title I funds, the Academy is also required by the No Child Left Behind Act
(NCLB) to notify parents at the beginning of each school year that they may request information
regarding the professional qualifications of their child’s teacher. NCLB also requires that parents be
notified if their child has been assigned, or taught for four or more consecutive weeks by, a teacher who is
not highly qualified.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 20
Outside employment and tutoring
Employees who wish to accept outside employment during the school year or engage in other activities
for profit, including tutoring, must submit a written request to the Head of School. Approval from the
Head of School will be based on whether outside employment interferes with regularly assigned duties,
that no conflict of interest exists, or other factors as determined by the Head of School. No tutoring for
pay will be allowed on the Westlake Academy campus at any time.
Performance evaluations
Evaluation of an employee’s job performance is a continual process that focuses on improvement.
Performance evaluation is based on an employee’s assigned job duties and other job-related criteria. All
employees will participate in the formal evaluation process with the Head of School at least on an annual
basis. Ongoing evaluation of employees will occur throughout the school year for the purposes of
providing feedback or correcting performance problems. Written evaluations will be completed on forms
approved by the Head of School. Reports, correspondence, and memoranda may be used to document
performance information. Employees will receive a copy of their written evaluation, have a performance
conference with their supervisor, and have an opportunity to respond to the evaluation. Employee
evaluations will be retained in the employee’s personnel file, located in the Human Resources Office.
Staff development
Staff development activities are organized to meet the needs of employees and the Academy. Staff
development for instructional personnel is related to achieving performance objectives and approved by
the Head of School or Superintendent/CEO. Staff development for noninstructional personnel is designed
to meet specific licensing requirements, and continued employee skill development.
Individuals holding renewable certificates from the State Board of Educator Certification (SBEC) are
responsible for obtaining the required training hours and maintaining appropriate documentation. All
teachers will receive the necessary training required to familiarize themselves with the IB educational
model and provide a basis for continued professional development.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 21
Compensation and benefits
Salaries, wages, and stipends
Employees are paid in accordance with administrative guidelines and a pay structure established for each
position. Salaries for all Academy employees are reviewed each year and adjusted as needed. All
Academy positions are classified as exempt or nonexempt according to federal law. Professional and
administrative positions employed by contract are generally classified as exempt and are paid annual
salaries and are not entitled to overtime compensation. Other employees are generally classified as
nonexempt and are paid based on hourly wages or provided compensatory time for each authorized
overtime hour worked. (See Overtime, page 22).
Salaries and wages are reviewed on an annual basis and adjusted according to the budgeted amounts
approved by the Board of Trustees. All employees will receive written notice of their pay and work
schedules before the start of each school year. Classroom teachers, full-time librarians, full-time nurses,
and full-time counselors will be paid no less than the minimum state salary schedule. Contract employees
who perform extracurricular or supplemental duties may be paid a stipend in addition to their salary.
International Teachers are expected to perform extracurricular duties as assigned by the Head of School
as a condition of receiving an international stipend.
Employees should contact the Human Resources Office for more information about the Academy’s pay
schedules or their own pay.
Paychecks
All employees are paid bi-weekly on every other Friday. During the school year, paystubs and paychecks
are delivered to Academy’s Front Office. Paystubs or paychecks will not be released to any person other
than the Academy employee named on the check without the employee’s written authorization, except as
required by law. During summer breaks, paystubs and paychecks will be mailed to the address on file for
the employee.
An employee’s payroll statement contains detailed information including earnings, deductions, and
withholding information.
Annualized compensation
The Academy pays all salaried employees over a 12-month annualized schedule, regardless of the number
of months employed during the school year. Salaried employees will be paid in equal bi-weekly
payments, beginning with the first pay period of the school year. An employee who separates from
service before the last day of instruction or retires under TRS will receive his or her final paycheck as a
lump sum payment. This payment is for wages actually earned from the beginning of the school year to
the date of separation. Employees that separate after the last day of instruction will continue to receive
paychecks through the end of the summer.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 22
Direct payroll deposit
Employees are encouraged to have their paychecks electronically deposited into their bank account. A
notification period of at least 7 business days prior to the next scheduled payday is necessary to activate
this service. With direct deposit, an employee’s pay is immediately available on the pay date. Contact the
HR Office for more information about the direct payroll deposit.
Payroll deductions
Automatic payroll deductions for the Teacher Retirement System of Texas (TRS) and federal income tax
are required for all full-time employees. Medicare tax deductions also are required for all employees hired
after March 31, 1986. Temporary and part-time employees who are not eligible for TRS membership
must have their Social Security contributions deducted.
Other payroll deductions employees may elect include deductions for the employee’s share of premiums
for health, dental, and life insurance, supplemental insurance, and supplemental retirement programs.
Salary deductions are automatically made for unauthorized or unpaid leave.
Overtime compensation
The Academy compensates overtime for nonexempt (hourly) employees in accordance with federal wage
and hour laws. Only nonexempt employees are entitled to overtime compensation. Nonexempt
employees are not authorized to work overtime hours without advance written approval from their
supervisor.
Overtime is legally defined as all hours worked in excess of 40 hours in a work week and is not measured
by the day or by the employee’s regular work schedule. For the purpose of calculating overtime, a
workweek begins at 12:00 am on Monday and ends at 11:59 on Sunday.
Employees may be compensated for overtime at time-and-a-half rate with compensatory time off (comp
time) or direct pay. The following applies to all nonexempt employees:
• Employees can accumulate up to 60 hours of comp time.
• Comp time must be used in the duty year that it is earned.
• Use of comp time may be at the employee’s request with supervisor approval as workload permits,
or at the supervisor’s direction.
• An employee may be required to use comp time before using any other available paid leave (e.g.,
sick, personal, vacation).
• Weekly time records will be maintained on all nonexempt employees for the purpose of wage and
salary administration.
• Comp-time balances cannot be carried over from one school year to the next. Employees will be
required to receive a cash payment at their current hourly rate at the end of each school year for
unused comp time.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 23
Timekeeping
Accurately recording time worked is the responsibility of every employee, and records should represent
actual time worked on the job performing assigned duties. Federal and state law requires that Westlake
Academy keep accurate records of time worked in order to calculate employee pay and benefits.
Non-exempt (hourly) employees are required to record actual time worked to their supervisor on a weekly
basis, using the Academy’s designated timesheet. It is the immediate supervisor’s responsibility to
accurately document and/or verify the time his or her subordinates begin and end their work period, each
meal period, split shift and departure from work for personal reasons.
The appropriate supervisor will review and sign the payroll time sheet before submitting for payroll
processing. Timesheets must be received by the Human Resources Department no later than 12:00pm on
the Tuesday preceding payday. Each timesheet will be signed by the employee indicating that the time
recorded is correct. Falsification of a timesheet may be punishable by disciplinary action, up to and
including termination.
All Westlake Academy employees are required to record their arrival and departure time from work each
day, regardless of exemption status. Employees leaving the campus for any period of time must record
their time out when leaving campus and record their time in upon returning. The sign in/sign out log is
located in the Academy’s Front Office.
Health, dental, and life insurance
Group health insurance coverage is provided through TRS-ActiveCare, the statewide public school health
insurance program. The Academy’s contribution to employee insurance premiums is determined annually
by the Board of Trustees. Employees eligible for health insurance coverage include the following:
• Employees who are active, contributing TRS members
• Employees who are not contributing TRS members and who are regularly scheduled to work at least
10 hours per week
TRS retirees and employees who are not contributing TRS members that are regularly scheduled to work
less than 10 hours per week are not eligible to participate in TRS-ActiveCare.
The insurance plan year is from September 1 through August 31. Current employees can make changes in
their insurance coverage during open enrollment each spring. Detailed descriptions of insurance coverage,
employee cost, and eligibility requirements are provided to all employees in a separate booklet.
Employees should contact the Human Resources Office for more information.
Supplemental insurance benefits
Employees may enroll in supplemental insurance programs at their own expense. Premiums for these
programs are paid by payroll deduction. Employees should contact the Human Resources Office for more
information.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 24
Cafeteria plan (Section 125)
Employees may be eligible to participate in the Cafeteria Plan (Section 125) and, under IRS regulations,
must either accept or reject this benefit. This plan enables eligible employees to pay certain insurance
premiums on a pretax basis (i.e., dental, disability, accidental death and dismemberment, cancer
insurance, and additional term life insurance). Pre-tax deduction eligibility is for each policy by IRS
guidelines.
New employees must accept or reject this benefit during their first month of employment. All employees
must accept or reject this benefit on an annual basis and during the specified open enrollment period.
Workers’ compensation insurance
Westlake Academy, in accordance with state law, provides workers’ compensation benefits to employees
who suffer a work-related illness or are injured on the job. The Academy has workers’ compensation
coverage from Utica Insurance Company, effective September 1, 2007. Worker’s Compensation benefits
help pay for medical treatment and make up for part of the employee’s income lost while recovering.
Specific benefits are prescribed by law depending on the circumstances of each case.
All work-related accidents or injuries should be reported immediately to the Human Resources Office.
Employees who are unable to work due to a work-related injury will be notified of their rights and
responsibilities under the Texas Labor Code. (See Worker’s Compensation Benefits, page 28)
Unemployment compensation insurance
Employees who have been laid off or terminated through no fault of their own may be eligible for
unemployment compensation benefits. Employees are not eligible to collect unemployment benefits
during regularly scheduled breaks in the school year or the summer months if they have employment
contracts or reasonable assurance of returning to service. Employees with questions about unemployment
benefits should contact the Human Resources Office.
Teacher retirement
All personnel employed on a regular basis for at least one-half of the normal work schedule are members
of the Teacher Retirement System of Texas (TRS). For new employees there is a 91-day waiting period
before membership in TRS begins. Substitutes not receiving TRS service retirement benefits who work at
least 90 days a year are also eligible for TRS membership and to purchase a year of creditable service.
TRS provides members with an annual statement of their account showing all deposits and the total
account balance for the year ending August 31, as well as an estimate of their retirement benefits.
Employees who plan to retire under TRS should notify the Human Resources Office as soon as possible.
Information on the application procedures for TRS benefits are available in the Human Resources Office.
Additional inquiries should be addressed to: Teacher Retirement System of Texas, 1000 Red River Street,
Austin, TX 78701-2698, or call 800-223-8778 or 512-542-6400. TRS information is also available on the
Web (www.trs.state.tx.us).
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 25
Leaves and absences
Westlake Academy offers employees paid and unpaid leaves of absence in times of personal need. Unpaid
leaves of absence must be approved in advance by the Head of School or CEO/Superintendent. This
handbook describes the basic types of leave available and restrictions on leaves of absence. Employees
who have personal needs that will require long leaves of absence should call the Human Resources Office
for counseling about leave options, continuation of benefits, and communicating with the Academy.
Employees who take an unpaid leave of absence may continue their insurance benefits at their own
expense. Health care benefits for employees on leave authorized under the Family and Medical Leave Act
will be paid by the Academy as they were when they were working. Otherwise, the Academy does not
make benefit contributions for employees who are on unpaid leave.
Employees must report or request any leave of absence and by completing the appropriate leave request
form, available in the Human Resources Office. Any employee who is absent more than five (5) days
because of a personal or family illness must submit a medical certification from a qualified health care
provider confirming the specific dates of the illness, the reason for the illness, and in the case of personal
illness—the employee’s fitness to return to work.
Personal and local sick leave is earned on an annual basis. Leave is available for the employee’s use at the
beginning of the school year. If an employee leaves the Academy before the end of the work year, the
cost of any unearned leave days taken shall be deducted from the employee’s final paycheck.
Personal leave
State law entitles all employees to five days of paid personal leave per year. Personal leave is earned at a
rate of one-half workday for each 18.7 days of employment, or for more than one-half of a 18.7 day
period completed at the end of the school year, up to the statutory maximum of five workdays annually. A
day of earned personal leave is equivalent to an assigned workday. There is no limit on the accumulation
of state personal leave, and it can be transferred to other Texas school Academys and is generally
transferable to education service centers. There are two types of personal leave: nondiscretionary and
discretionary.
Nondiscretionary. Leave that is taken for personal or family illness, emergency, a death in the family, or
active military service is considered nondiscretionary leave. This type of leave allows very little or no
advance planning and will be granted to employees in the same manner as sick leave.
Discretionary. Leave that is taken at an employee’s discretion and that can be scheduled in advance is
considered discretionary leave. An employee wishing to take discretionary personal leave must submit a
notice of the request five (5) days in advance of the anticipated absence to the Head of School.
Discretionary personal leave will be granted on a first-come, first-served basis. The effect of the
employee’s absence on the educational program, as well as the availability of substitutes, will be
considered by the Head of School.
Personal leave cannot be combined with scheduled holidays, staff development days, or days scheduled
for TAKS testing. Unauthorized absences under this policy will result in payroll deductions for any
day(s) missed.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 26
Sick leave
Sick leave can be used only in whole or half-day increments, except when coordinated with family and
medical leave taken on an intermittent or reduced-schedule basis or when coordinated with workers’
compensation benefits.
Sick leave may be used for the following reasons only:
• Employee illness
• Illness in the employee’s immediate family
• Family emergency (i.e., natural disasters or life-threatening situations)
• Death in the immediate family
• Active military service
Other Local Leave (Community Sick Leave Program)
The Community Sick Leave Program provides employees with additional sick leave days in the event of
catastrophic illness, surgery, or temporary disability due to an injury. Days may be requested only after
the member has exhausted all accumulated sick, vacation, and personal leave as well as any comp time
banked by non-exempt employees.
Should any employee experience a catastrophic illness or injury, an application may be made for
additional leave after exhausting all paid time off and after incurring five unpaid days. If the application
meets the policy’s criteria, the HR Department will solicit direct donations for that employee, who
remains anonymous during the process. Employees donating sick leave will be required to fill out a form
with the number of sick leave hours they wish to donate and forward the forms to the HR office. If the
amount of sick leave donations exceeds the amount needed, the excess is refunded back to the donating
employees on a pro-rated basis.
Written policies and procedures governing this benefit are available in the Human Resources Office.
Temporary disability
Certified employees. Any full-time employee whose position requires certification from the State
Board for Educator Certification (SBEC) is eligible for temporary disability leave. The purpose of
temporary disability leave is to provide job protection to full-time educators who cannot work for an
extended period of time because of a mental or physical disability of a temporary nature. A full-time
educator may request to be placed on temporary disability leave or be placed on leave. Pregnancy and
conditions related to pregnancy are treated the same as any other temporary disability.
Employees must request approval for temporary disability leave. The leave request must be accompanied
by a physician’s statement confirming the employee’s inability to work and estimating a probable date of
return. If disability leave is approved, the length of leave is no longer than 180 days. If disability leave is
not approved, the employee must return to work or be subject to termination procedures.
If an employee is placed on temporary disability leave involuntarily, he or she has the right to request a
hearing before the Board of Trustees. The employee may protest the action and present additional
evidence of fitness to work.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 27
When an employee is ready to return to work, the Human Resources Office should be notified at least 30
days in advance. The return-to-work notice must be accompanied by a physician’s statement confirming
that the employee is able to resume regular duties. Professional employees returning from leave will be
reinstated to the school to which they were previously assigned as soon as an appropriate position is
available. If a position is not available before the end of the school year, professional employees will be
reinstated at the beginning of the following school year.
Family and medical leave (FMLA)
Eligibility. Employees who have been employed by the Academy for at least 12 months and have worked
at least 1,250 hours in the 12 months immediately preceding the need for leave are eligible for family and
medical leave. Eligible employees can take up to 12 weeks of paid and/or unpaid leave each contract year
between for the following reasons:
• The birth, adoption, or foster placement of a child
• To care for a spouse, parent, or child with a serious health condition
• An employee’s serious health condition
• A qualifying exigency resulting from active military service of a spouse, child, or parent
A husband and wife who are both employed by the Academy are subject to limits in the amount of leave
that they can take to care for a parent with a serious health condition or for the birth, adoption, or foster
placement of a child; or to care for a covered military service member.
Military service family leave. An eligible employee is entitled to leave in accordance with state and
federal law to care for an active duty military service member who incurs a serious illness or injury in the
line of duty. The service member must be the employee’s spouse, child, parent, or next of kin. An eligible
employee may take up to 26 weeks on a one-time basis to provide care to a covered service member.
Continuation of benefits and job restoration. Eligible employees are entitled to continue their health
care benefits under the same terms and conditions as when they were on the job and are entitled to return
to their previous job or an equivalent job at the end of their leave. Under some circumstances, teachers
who are able to return to work at or near the conclusion of a semester may be required to continue their
leave until the end of the semester.
Use of paid leave. Family and medical leave runs concurrently with accrued sick and personal leave,
temporary disability leave, and absences due to a work-related illness or injury. The Academy will
designate the leave as family and medical leave, if applicable, and notify the employee that accumulated
leave will run concurrently.
Intermittent leave. In some circumstances, employees may take family and medical leave in blocks of
time or by reducing their normal weekly or daily work schedule. Intermittent leave may be taken under
the following circumstances:
• An employee is needed to care for a seriously ill spouse, child, or parent
• An employee requires medical treatment for a serious illness
• An employee is seriously ill and unable to work
• An employee becomes a parent or has a foster child placed in his or her home
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 28
Requests for FMLA. When the need for family and medical leave is reasonably foreseeable, employees
must provide 30 days advance notice to the Head of School or Human Resources Department. When the
need for leave is not foreseeable, employees must contact the Head of School’s office as soon as possible.
Employees may be required to provide the following:
• Medical certification from a qualified health care provider supporting the need for leave due to a
serious health condition affecting the employee or an immediate family member
• Second or third medical opinions and periodic recertification of the need for leave
• Periodic reports during the leave regarding the employee’s status and intent to return to work
• Medical certification from a qualified health care provider at the conclusion of leave of an
employee’s ability to return to work
• Certification of the need for family military leave
Employees requiring family and medical leave should contact the Human Resources Office for details on
eligibility, requirements, and limitations.
Workers’ compensation benefits
An employee absent from duty because of a job-related illness or injury may be eligible for workers’
compensation weekly income benefits if the absence exceeds seven calendar days.
An employee receiving workers’ compensation wage benefits for a job-related illness or injury may
choose to use accumulated sick leave or any other paid leave benefits. An employee choosing to use paid
leave will not receive workers’ compensation weekly income benefits until all paid leave is exhausted or
to the extent that paid leave does not equal the pre-illness or -injury wage. If the use of paid leave is not
elected, then the employee will only receive workers’ compensation wage benefits for any absence
resulting from a work-related illness or injury, which may not equal his or her pre-illness or -injury wage.
In the event of illness or injury, employees are be required to utilize medical service providers within the
workers’ compensation insurance network. All employees will be required to sign an acknowledgement
form affirming this requirement prior to beginning employment.
Assault leave
Assault leave provides extended job income and benefits protection to an employee who is injured as the
result of a physical assault suffered during the performance of his or her job. An injury is treated as an
assault if the person causing the injury could be prosecuted for assault or could not be prosecuted only
because that person’s age or mental capacity renders the person nonresponsible for purposes of criminal
liability.
An employee who is physically assaulted at work may take all the leave time medically necessary (up to
two years) to recover from the physical injuries he or she sustained. At the request of an employee, the
Academy will immediately assign the employee to assault leave. Days of leave granted under the assault
leave provision will not be deducted from accrued personal leave and must be coordinated with workers’
compensation benefits. Upon investigation, the Academy may change the assault leave status and charge
leave used against the employee’s accrued paid leave. The employee’s pay will be deducted if accrued
paid leave is not available.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 29
Bereavement leave
Use of state leave and/or local sick leave for death in the immediate family shall not exceed five (5)
workdays per occurance, subject to the approval of the Head of School.
Jury duty
Employees will receive leave with pay and without loss of accumulated leave for jury duty. Employees
must present documentation of the service and shall be allowed to retain any compensation they receive.
Other court appearances
Employees will be granted paid leave to comply with a valid subpoena to appear in a civil, criminal,
legislative, or administrative proceeding. Other absences for court appearances related to an employee’s
personal business must be taken as personal leave or leave without pay (if no personal leave is available).
Employees may be required to submit documentation of their need for leave for court appearances.
Military leave
Paid leave for military service. Any employee who is a member of the Texas National Guard, Texas
State Guard, or reserve component of the United States Armed Forces will be granted a paid leave of
absence without loss of any accumulated leave for authorized training or duty orders. Paid military leave
will not exceed 15 days each federal fiscal year (September 1–August 31). In addition, an employee is
entitled to use available state and local personal or sick leave during a time of active military service.
Reemployment after military leave. Employees who leave the Academy to enter into the United States
uniformed services or who are ordered to active state military duty (Texas National Guard or Texas State
Guard) may return to employment if they are honorably discharged. Employees who wish to return to the
Academy will be reemployed in the position they would have held if employment had not been
interrupted or reassigned to an equivalent or similar position provided they can be qualified to perform the
required duties. To be eligible for reemployment, employees must provide notice of their obligation or
intent to perform military service, provide evidence of honorable discharge or release, and submit an
application for reemployment to the Head of School or the Human Resources Office.
Continuation of health insurance. Employees who perform service in the uniformed services may elect
to continue their health plan coverage at their own cost for a period not to exceed 24 months. Employees
should contact the Human Resources Office for details on eligibility, requirements, and limitations.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 30
Employee relations and communications
Employee recognition and appreciation
Continuous efforts are made throughout the year to recognize employees who make an extra effort to
contribute to the success of the Academy. Employees are recognized at board meetings, and through
special events and activities.
Grievance processs
Westlake Academy shall treat all employees equitably and fairly in matters affecting employment.
As a matter of policy, employees are encouraged to first discuss any problem or concern about work with
the Head of Section. If the problem is not resolved to the employee’s satisfaction, the employee may
discuss the problem with the Head of School. The Head of School shall be the final authority in resolving
matters addressed by discussion.
If the problem or concern is not resolved to the employee’s satisfaction by discussion with the Head of
School, the employee may file a formal grievance in writing for the following reasons:
1. Dissatisfaction with specific working conditions and/or safety issues;
2. Allegation of discrimination or unfair, inequitable treatment;
3. Unfair applications, interpretation, or violation of Academy rules or regulations;
4. Disciplinary action taken against the employee.
Non-Grievable Issues
Employees may not file a grievance for certain issues or concerns. These include:
1. Performance evaluations;
2. Matters that are not subject to the control of Westlake Academy management.
Filing Process
Employees shall have the right to file a formal written grievance in accordance with the procedures of the
Academy’s grievance policy, located in the Human Resources Office.
Freedom from Reprisal
No employee acting in an official capacity shall take, infer, knowingly permit another employee, or
threaten to take any act of reprisal against an employee because of exercising or expressing an intention to
exercise their right to pursue a grievance. To be fully effective, the spirit as well as the letter of the
grievance procedure must be enforced.
Limitations and Conditions for Filing a Grievance
Employees filing a grievance must be a Westlake Academy employee. When filing a grievance, the
employee should meet with the Head of School as soon as reasonably practical, unless it is a
discrimination issue where Federal law sets the time limit.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 31
Employee conduct and welfare
Standards of conduct
All employees are expected to work together in a cooperative spirit to serve the best interests of the
Academy and to be courteous to students, one another, and the public. Employees are expected to observe
the following standards of conduct:
• Recognize and respect the rights and property of the public, students, and coworkers and maintain
confidentiality in all matters relating to students and coworkers.
• Report to work according to the assigned schedule.
• Notify their immediate supervisor in advance or as early as possible in the event that they must be
absent or late. Unauthorized absences, chronic absenteeism, tardiness, and failure to follow
procedures for reporting an absence may be cause for disciplinary action.
• Know and comply with all Academy procedures and policies.
• Observe all safety rules and regulations and report injuries or unsafe conditions to a supervisor
immediately.
• Use Academy time, funds, and property for authorized Academy business and activities only.
All Academy employees should perform their duties in accordance with state and federal law, Academy
policies and procedures, and ethical standards. Violation of policies, regulations, or guidelines may result
in disciplinary action, including termination. Alleged incidents of certain misconduct by educators,
including having a criminal record, must be reported to SBEC not later than the seventh day the
superintendent first learns of the incident. See Reports to the State Board for Educator Certification, page
46 for additional information.
The Code of Ethics and Standard Practices for Texas Educators, adopted by the State Board for Educator
Certification, which all Academy employees must adhere to, is reprinted below:
Code of Ethics and Standard Practices for Texas Educators
Statement of Purpose
The Texas educator shall comply with standard practices and ethical conduct toward
students, professional colleagues, school officials, parents, and members of the community
and shall safeguard academic freedom. The Texas educator, in maintaining the dignity of the
profession, shall respect and obey the law, demonstrate personal integrity, and exemplify
honesty. The Texas educator, in exemplifying ethical relations with colleagues, shall extend
just and equitable treatment to all members of the profession. The Texas educator, in
accepting a position of public trust, shall measure success by the progress of each student
toward realization of his or her potential as an effective citizen. The Texas educator, in
fulfilling responsibilities in the community, shall cooperate with parents and others to
improve the public schools of the community.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 32
Professional Standards
1. Professional Ethical Conduct, Practices, and Performance
Standard 1.1 The educator shall not knowingly engage in deceptive practices regarding
official policies of the school Academy or educational institution.
Standard 1.2 The educator shall not knowingly misappropriate, divert, or use monies,
personnel, property, or equipment committed to his or her charge for personal gain or
advantage.
Standard 1.3 The educator shall not submit fraudulent requests for reimbursement,
expenses, or pay.
Standard 1.4 The educator shall not use institutional or professional privileges for
personal or partisan advantage.
Standard 1.5 The educator shall neither accept nor offer gratuities, gifts, or favors that
impair professional judgment or to obtain special advantage. This standard shall not
restrict the acceptance of gifts or tokens offered and accepted openly from students,
parents, or other persons or organizations in recognition or appreciation of service.
Standard 1.6 The educator shall not falsify records, or direct or coerce others to do so.
Standard 1.7 The educator shall comply with state regulations, written local school
board policies, and other applicable state and federal laws.
Standard 1.8 The educator shall apply for, accept, offer, or assign a position or a
responsibility on the basis of professional qualifications.
2. Ethical Conduct toward Professional Colleagues
Standard 2.1 The educator shall not reveal confidential health or personnel information
concerning colleagues unless disclosure serves lawful professional purposes or is required
by law.
Standard 2.2 The educator shall not harm others by knowingly making false statements
about a colleague or the school system.
Standard 2.3 The educator shall adhere to written local school board policies and state
and federal laws regarding the hiring, evaluation, and dismissal of personnel.
Standard 2.4 The educator shall not interfere with a colleague's exercise of political,
professional, or citizenship rights and responsibilities.
Standard 2.5 The educator shall not discriminate against or coerce a colleague on the
basis of race, color, religion, national origin, age, sex, disability, or family status.
Standard 2.6 The educator shall not use coercive means or promise of special treatment
in order to influence professional decisions or colleagues.
Standard 2.7 The educator shall not retaliate against any individual who has filed a
complaint with the SBEC under this chapter.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 33
3. Ethical Conduct toward Students
Standard 3.1 The educator shall not reveal confidential information concerning students
unless disclosure serves lawful professional purposes or is required by law.
Standard 3.2 The educator shall not knowingly treat a student in a manner that adversely
affects the student's learning, physical health, mental health, or safety.
Standard 3.3 The educator shall not deliberately or knowingly misrepresent facts
regarding a student.
Standard 3.4 The educator shall not exclude a student from participation in a program,
deny benefits to a student, or grant an advantage to a student on the basis of race, color,
sex, disability, national origin, religion, or family status.
Standard 3.5 The educator shall not engage in physical mistreatment of a student.
Standard 3.6 The educator shall not solicit or engage in sexual conduct or a romantic
relationship with a student.
Standard 3.7 The educator shall not furnish alcohol or illegal/unauthorized drugs to any
student or knowingly allow any student to consume alcohol or illegal/unauthorized drugs
in the presence of the educator.
Discrimination, harassment, and retaliation
It is the policy of Westlake Academy to prohibit harassment, including sexual harassment, in the workplace
by any person in any form. While acting in the course of their employment, employees shall not engage in
prohibited harassment of other persons, including board members, vendors, contractors, volunteers,
students, or parents. A substantiated charge of harassment will result in disciplinary action.
Sexual harassment is a form of misconduct that undermines the integrity of the employment relationship. No
employee, either male or female, should be subjected to unsolicited and unwelcome sexual overtures or
conduct, either verbal, written, visual or physical. It refers to behavior that is not welcome, that is personally
offensive, that lowers morale, and that, therefore, interferes with our work effectiveness. Sexual harassment
is also a violation of Title VII of the Civil Rights Act of 1964, and thus it is illegal for any employee to
sexually harass another. Examples of sexual harassment include, but are not limited to the following:
Verbal
• unwelcome comments about appearance
• sexual jokes
• sexually explicit, derogatory, or otherwise offensive language
• humor and jokes about sex or gender-specific traits
• unwelcome and repeated flirtations, propositions, or advances
Non-Verbal
• suggestive or insulting sounds
• leering
• whistling
• obscene gestures
• display in the workplace of sexually-suggestive objects or pictures that use gender-based
stereotypes in a derogatory manner.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 34
Physical
• touching
• pinching
• "brushing" the body
• coerced sexual intercourse
• other sexual contact
Written
• suggestive notes or other written/electronic communications
Employees who believe they have been discriminated, retaliated against, or harassed are encouraged to
promptly report such incidents to the Head of School. A complaint against the Head of School may be
made directly to the Director of Human Resources or Superintendent/CEO. A complaint against the
Superintendent/CEO may be made directly to the Board of Trustees. All complaints shall be investigated
in a timely manner. If appropriate, the Academy shall promptly take interim action to prevent harassment
during the course of an investigation. The investigation may be conducted by the Head of School, the
Superintendent/CEO, Director of Human Resources, or by a third party designated by the Academy. The
investigation may consist of personal interviews with the person making the report, the person against
whom the report is filed, and others with knowledge of the circumstances surrounding the allegations.
The investigation may also include analysis of other information or documents related to the allegations.
The Academy's obligation to conduct an investigation is not satisfied by the fact that a criminal or
regulatory investigation regarding the same or similar allegations is pending. Absent extenuating
circumstances, the investigation should be completed within 10 (ten) business days from the date of the
report; however, the investigator shall take additional time if necessary to complete a thorough
investigation. In the event that a thorough investigation of an alleged incident of sexual harassment reveals
that an employee has engaged in actions or conduct constituting sexual harassment, disciplinary action will be
taken, up to and including termination.
Given the nature of this type of discrimination, false accusations of sexual harassment can have serious
effects on innocent employees. All employees should act responsibly in making such accusations. False
accusations that are determined to be intentional in nature will be investigated, and will be subject to the same
disciplinary actions. Employees will be required to attend a sexual harassment training session during their
introductory period of employment.
Harassment of students
Harassment in any form in prohibited, including but not limited to verbal, psychological, sexual, and
physical harassment. Sexual and other harassment of students by employees are forms of discrimination
and are prohibited by law. Romantic or inappropriate social relationships between students and Academy
employees are prohibited. Employees who suspect a student may have experienced harassment are
obligated to report their concerns to the Head of School, Superintendent/CEO, or other appropriate official.
All allegations of harassment or abuse of a student will be reported to the student’s parents and promptly
investigated. An employee who knows of or suspects child abuse must also report his or her knowledge or
suspicion to the appropriate authorities, as required by law. See Reporting Suspected Child Abuse, page 37
for additional information. The Academy’s policy that includes definitions and procedures for reporting
and investigating harassment of students are as follows:
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 35
Sexual harassment of a student by an Academy employee includes both welcome and unwelcome sexual
advances; requests for sexual favors; sexually motivated physical, verbal, or nonverbal conduct; or other
conduct or communication of a sexual nature when:
1. An Academy employee causes the student to believe that the student must submit to the conduct
in order to participate in a school program or activity, or that the employee will make an
educational decision based on whether or not the student submits to the conduct; or
2. The conduct is so severe, persistent, or pervasive that it:
a. Affects the student’s ability to participate in or benefit from an educational program or
activity, or otherwise adversely affects the student’s educational opportunities; or
b. Creates an intimidating, threatening, hostile, or abusive educational environment.
Romantic or inappropriate social relationships between students and Academy employees are prohibited.
Any sexual relationship between a student and an Academy employee is always prohibited. Sexual
harassment of a student, including harassment committed by another student, includes unwelcome sexual
advances; requests for sexual favors; or sexually motivated physical, verbal, or nonverbal conduct when
the conduct is so severe, persistent, or pervasive that it:
1. Affects a student’s ability to participate in or benefit from an educational program or activity, or
creates an intimidating, threatening, hostile, or offensive educational environment;
2. Has the purpose or effect of substantially or unreasonably interfering with the student’s academic
performance; or
3. Otherwise adversely affects the student's educational opportunities.
Examples of sexual harassment of a student may include, but are not limited to, sexual advances; touching
intimate body parts or coercing physical contact that is sexual in nature; jokes or conversations of a sexual
nature; and other sexually motivated conduct, communications, or contact. Necessary or permissible
physical contact such as assisting a child by taking the child's hand, comforting a child with a hug, or
other physical contact not reasonably construed as sexual in nature is not sexual harassment.
Any student who believes that he or she has experienced harassment should immediately report the
alleged acts to a teacher, counselor, or other Academy employee. Any Academy employee who receives
notice that a student has or may have experienced harassment is required to immediately report the
alleged acts to the Head of School. Any other person who knows or believes that a student has
experienced harassment should immediately report the alleged acts to the Head of School.
Reports of known or suspected child abuse or neglect shall be made as required by law, and shall be made
as soon as possible after the alleged acts. A failure to promptly report alleged harassment may impair the
Academy's ability to investigate and address the harassment allegation. Oral or written reports of
prohibited harassment shall normally be made to the Head of School. A person shall not be required to
report harassment to the alleged harasser; nothing in this policy prevents a person from reporting
harassment directly to the Head of School.
A report against the Head of School may be made directly to the Superintendent/CEO; a report against the
Superintendent/CEO may be made directly to the Board.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 36
Upon receipt of a report of harassment, the Head of School or Superintendent/CEO shall promptly notify
the parents of any student alleged to have experienced prohibited harassment by an Academy employee or
another adult associated with the school. In cases of student-to-student harassment, the Academy shall
promptly notify the parents of any student alleged to have experienced harassment when the allegations
presented, if proven, would constitute sexual harassment or other prohibited harassment as defined by the
Academy’s policy.
To the extent allowed by law, the Academy shall respect the privacy of the complainant, persons against
whom a report is filed, and witnesses. Limited disclosures may be necessary in order to conduct a
thorough investigation and comply with applicable law. The Head of School or Superintendent/CEO may
request a written report. If a report is made orally, the Head of School or Superintendent/CEO shall
reduce the report to written form.
Upon receipt or notification of a report, the Head of School or Superintendent/CEO shall determine
whether the allegations, if proven, would constitute sexual harassment or other harassment as defined by
this policy. If so, the Head of School or Superintendent/CEO shall immediately authorize or undertake an
investigation.
If appropriate, the Academy shall promptly take interim action to prevent harassment during the course of
an investigation. The investigation may be conducted by the Head of School, the Superintendent/CEO, or
by a third party designated by the Academy. The investigation may consist of personal interviews with
the person making the report, the person against whom the report is filed, and others with knowledge of
the circumstances surrounding the allegations. The investigation may also include analysis of other
information or documents related to the allegations.
The Academy's obligation to conduct an investigation is not satisfied by the fact that a criminal or
regulatory investigation regarding the same or similar allegations is pending. Absent extenuating
circumstances, the investigation should be completed within ten business days from the date of the report;
however, the investigator shall take additional time if necessary to complete a thorough investigation.
Drug-abuse prevention
Westlake Academy is committed to maintaining an alcohol and drug-free environment and will not
tolerate the use of alcohol and illegal drugs in the workplace or on school property. This policy does not
prevent the consumption of alcohol at school-related events held offsite and not attended by children.
Employees who use or are under the influence of alcohol or illegal drugs as defined by the Texas
Controlled Substances Act during working hours may be terminated. The Academy’s policy regarding
employee drug use is as follows:
Employees shall not manufacture, distribute, dispense, possess, use, or be under the influence of any of
the following substances during working hours while at school or at school-related activities during or
outside of usual working hours:
1. Any controlled substance or dangerous drug as defined by law, including but not limited to
marijuana, narcotics, hallucinogens, stimulants, depressants, amphetamines, or barbiturates.
2. Alcohol or any alcoholic beverages.
3. Any abusable glue, aerosol paints, or any other chemical substance for inhalation.
4. Any other intoxicant, or mood-changing, mind-altering, or behavior-altering drugs.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 37
An employee need not be legally intoxicated to be considered "under the influence" of a controlled
substance. An employee who possesses or dispenses a substance listed above as part of the employee's
job responsibilities, or who uses a drug authorized by a licensed physician prescribed for the
employee's personal use shall not be considered to have violated this policy.
Drug-Free Schools Requirements
Westlake Academy prohibits the unlawful distribution, possession, or use of illegal drugs, inhalants, and
alcohol on school premises or as part of any of the Academy’s activities. Employees who violate this
prohibition shall be subject to disciplinary sanctions. Such sanctions may include referral to drug and
alcohol counseling or rehabilitation programs or employee assistance programs, termination from
employment with the Academy, and referral to appropriate law enforcement officials for prosecution. (41
U.S.C. 702(a)(1)(A); 28 TAC 169.2)
Compliance with these requirements and prohibitions is mandatory and is a condition of employment.
[This notice complies with notice requirements imposed by the federal Drug-Free Schools and
Communities Act Amendments of 1989 (20 U.S.C. 3224a and 34 CFR 86.201)]
Reporting suspected child abuse
All employees are required by state law to report any suspected child abuse or neglect to a law
enforcement agency, Child Protective Services, or appropriate state agency (e.g., state agency operating,
licensing, certifying, or registering a facility) within 48 hours of the event that led to the suspicion. Abuse
is defined by Texas Family Code and includes any sexual conduct involving an educator and a student or
minor. Reports to Child Protective Services can be made to a local field office or to the Texas Abuse
Hotline (800-252-5400). State law specifies that an employee may not delegate to or rely on another
person to make the report. Under state law, any person reporting or assisting in the investigation of
reported child abuse or neglect is immune from liability unless the report is made in bad faith or with
malicious intent. In addition, the Academy is prohibited from retaliating against an employee who, in
good faith, reports child abuse or neglect or who participates in an investigation regarding an allegation of
child abuse or neglect.
An employee’s failure to report suspected child abuse may result in prosecution for the commission of a
Class B misdemeanor. In addition, a certified employee’s failure to report suspected child abuse may
result in disciplinary procedures by SBEC for a violation of the Code of Ethics and Standard Practices for
Texas Educators.
Employees who suspect that a student has been or may be abused or neglected should also report their
concerns to the Head of School. This includes students with disabilities who are no longer minors.
Employees are not required to report their concern to the Head of School before making a report to the
appropriate agencies. In addition, employees must cooperate with child abuse and neglect investigators.
Reporting the concern to the Head of School does not relieve the employee of the requirement to report to
the appropriate state agency. Interference with a child abuse investigation by denying an interviewer’s
request to interview a student at school or requiring the presence of a parent or school administrator
against the desires of the duly authorized investigator is prohibited.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 38
Fraud and financial impropriety
All employees should act with integrity and diligence in duties involving the Academy’s financial
resources. The Academy prohibits fraud and financial impropriety, as defined below. Fraud and financial
impropriety includes the following:
• Forgery or unauthorized alteration of any document or account belonging to the Academy
• Forgery or unauthorized alteration of a check, bank draft, or any other financial document
• Misappropriation of funds, securities, supplies, other Academy assets, including employee time
• Impropriety in the handling of money or reporting of Academy financial transactions
• Profiteering as a result of insider knowledge of school information or activities
• Unauthorized disclosure of confidential or proprietary information to outside parties
• Unauthorized disclosure of investment activities engaged in or contemplated by the Academy
• Accepting or seeking anything of material value from contractors, vendors, or other persons
providing services or materials to the Academy
• Destroying, removing, or inappropriately using records, furniture, fixtures, or equipment
• Failing to provide financial records required by state or local entities
• Failure to disclose conflicts of interest as required by policy
• Any other dishonest act regarding the finances of the Academy
Conflict of interest
Employees are required to disclose to their supervisor any situation that creates a potential or real conflict
of interest with proper discharge of assigned duties and responsibilities or creates a potential or real
conflict of interest with the best interests of the Academy. This includes the following:
• A personal financial interest
• A business interest
• Any other obligation or relationship
• Nonschool employment
Gifts and favors
Employees may not accept gifts or favors that could influence, or be construed to influence, the
employee’s discharge of assigned duties. The acceptance of a gift, favor, or service by an administrator or
teacher that might reasonably tend to influence the selection of textbooks may result in prosecution of a
Class B misdemeanor offense. This does not include staff development, teacher training, or instructional
materials, such as maps or worksheets, that convey information to students or contribute to the learning
process.
It is a serious violation of standards for any employee to use his or her position with the Academy to seek
personal or professional advantages through the acceptance of gifts, gratuities, entertainment, or other
favors. Westlake Academy employees are prohibited from accepting anything of value or benefit,
including but not limited to entertainment, travel, food, and lodging, from any one person or entity the
employee knows is interested in or likely to become interested in any contract, purchase, payment, claim,
or transaction with the Academy. This provision shall not apply to gifts or things of value or benefit to
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 39
which the employee is lawfully entitled or when the individual is acting in a capacity other than as an
Academy employee.
Participation is allowed in the activities of widely attended events, such as luncheons, dinners,
hospitality rooms, and similar gatherings for the discussion of matters of mutual interest to the
Academy. Employees may accept expense-paid trips that are part of the normal business activities of
the Academy. Trips taken by employees shall be approved in advance by the Head of School.
Associations and political activities
The Academy will not discourage or prohibit employees from participating in political affairs or require
any employee to join any group, club, committee, organization, or association. Employees may join or
refuse to join any professional association or organization.
An individual’s employment will not be affected by membership or a decision not to be a member of any
employee organization that exists for the purpose of dealing with employers concerning grievances, labor
disputes, wages, rates of pay, hours of employment, or conditions of work.
Use of the Academy’s resources, including work time, for political activities is prohibited.
Safety
The Academy has developed and promotes a comprehensive program to ensure the safety of its
employees, students, and visitors. The safety program includes guidelines and procedures for responding
to emergencies and activities to help reduce the frequency of accidents and injuries. To prevent or
minimize injuries to employees, coworkers, and students and to protect and conserve Academy
equipment, employees must comply with the following requirements:
• Observe all safety rules.
• Keep work areas clean and orderly at all times.
• Immediately report all accidents or incidents to their supervisor.
• Operate only equipment or machines for which they have training and authorization.
Employees with questions or concerns relating to safety and issues can contact the Head of School’s
office or the Human Resources Office.
Use of cell phones
Cell phones and personal digital assistants (PDAs) are to be turned off during instruction periods. The
Head of School may grant exceptions to this policy upon request in the event of extenuating
circumstances.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 40
Tobacco use
Smoking or using tobacco products is prohibited on all Town of Westlake/Westlake Academy-owned
property and at school-related or school-sanctioned activities, on or off campus. This includes all
buildings, playground areas, parking facilities, and facilities used for athletics and other activities. Notices
stating that smoking is prohibited by law and punishable by a fine are displayed in prominent places in all
school buildings.
Criminal history background checks
Employees may be subject to a review of their criminal history record information at any time during
employment. National criminal history checks based on an individual’s fingerprints, photo, and other
identification will be conducted on certain employees and entered into the Texas Department of Public
Safety (DPS) Clearinghouse. This database provides the Academy and the SBEC with access to an
employee’s current national criminal history and updates to the employee’s subsequent criminal history.
Employee arrests and convictions
An employee must notify his or her principal or immediate supervisor within three calendar days of any
arrest, indictment, conviction, no contest or guilty plea, or other adjudication of any felony, any offense
involving moral turpitude, and any of the other offenses listed below:
• Crimes involving school property or funds
• Crimes involving attempt by fraudulent or unauthorized means to obtain or alter any certificate or
permit that would entitle any person to hold or obtain a position as an educator
• Crimes that occur wholly or in part of school property or at a school-sponsored activity
• Crimes involving moral turpitude
Moral turpitude includes, but is not limited to, the following:
• Dishonesty
• Fraud
• Deceit
• Theft
• Misrepresentation
• Deliberate violence
• Base, vile, or depraved acts that are intended to arouse or gratify the sexual desire of the actor
• Drug or alcohol-related offenses
• Acts constituting abuse or neglect under the Texas Family Code
Possession of firearms and weapons
Employees, visitors, and students are prohibited from bringing firearms, knives, clubs or other prohibited
weapons onto school premises (i.e., building or portion of a building) or any grounds or building where a
school-sponsored activity takes place. To ensure the safety of all persons, employees who observe or
suspect a violation of the Academy’s weapons policy should report it to the school office immediately.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 41
Visitors in the workplace
All visitors are expected to enter any Academy facility through the main entrance and sign in or report to
the building’s main office. Authorized visitors will receive directions or be escorted to their destination.
Employees who observe an unauthorized individual on the Academy premises should immediately direct
him or her to the main office or contact the Head of School.
Copyrighted materials
Employees are expected to comply with the provisions of copyright law relating to the unauthorized use,
reproduction, distribution, performance, or display of copyrighted materials (i.e., printed material, videos,
computer data and programs, etc.). Rented videotapes are to be used in the classroom for educational
purposes only. Duplication or backups of computer programs and data must be made within the
provisions of the purchase agreement.
Computer use and data management
The Academy’s electronic communications systems, including its network access to the Internet, is
primarily for administrative and instructional purposes. Limited personal use of the system is permitted if
the use:
• Imposes no tangible cost to the Academy
• Does not unduly burden the Academy’s computer or network resources
• Has no adverse effect on job performance or on a student’s academic performance
Electronic mail transmissions and other use of the electronic communications systems are not confidential
and can be monitored at any time to ensure appropriate use.
Employees and students who are authorized to use the systems are required to abide by the provisions of
the this policy and any additional administrative procedures communicated by the Head of School or
Superintendent/CEO. Failure to do so can result in suspension or termination of privileges and may lead
to disciplinary action.
Pest control treatment
Employees are prohibited from applying any pesticide or herbicide without appropriate training and prior
approval of the integrated pest management (IPM) coordinator. Any application of pesticide or herbicide
must be done in a manner prescribed by law and the Academy’s integrated pest management program.
Notices of planned pest control treatment will be posted in affected building(s) 48 hours before the
treatment begins. Notices are generally located in the Teachers lounge. Pest control information sheets
are available from the Director of Facilities upon request.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 42
General procedures
Bad weather closing
The Academy may close because of bad weather or emergency conditions. When such conditions exist,
the Head of School will make the official decision concerning the closing of the Academy’s facilities.
When it becomes necessary to open late or to release students early, notifications will be sent to the
following television stations and posted on the Academy’s website:
FOX4 – Channel 4 KXAS TV – Channel 5 WFAA TV – Channel 8
KTVT TV – Channel 11 WBAP Radio – AM 820 KRLD Radio – AM 1020
Emergencies
All employees should be familiar with the evacuation routes of their work areas. Fire, tornado, and other
emergency drills will be conducted to familiarize employees and students with evacuation procedures.
Fire extinguishers are located throughout the Academy. Employees should know the location of the
extinguishers nearest their place of work and how to use them.
Purchasing procedures
All requests for purchases must be submitted to the Head of School. The Academy will not reimburse
employees or assume responsibility for purchases made without prior authorization. Employees are not
permitted to purchase supplies or equipment for personal use through the Academy’s business office.
Contact the Head of School or Finance Director for additional information on purchasing procedures.
Name and address changes
It is important that employment records be kept up to date. Employees must notify the Human Resources
Office office if there are any changes or corrections pertaining to to their name, home address, home
telephone number, marital status, emergency contacts, or beneficiary. Forms to process a change in
personal information can be obtained from the Human Resources Office.
Personnel records
Most Academy records, including personnel records, are public information and must be released upon
request. Employees may choose to have the following personal information withheld:
• Address
• Phone number
• Social Security number
• Information that reveals whether they have family members
The choice to not allow public access to this information may be done at anytime by submitting a written
request to withhold personal information. New or terminating employees have 14 days after hire or
termination to submit a request. Otherwise, personal information will be released to the public.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 43
Travel Policy/expense reimbursement
Before any travel expenses are incurred by an employee, the Head of School or CEO/Superintendent must
give approval. For approved travel, employees will be reimbursed for mileage and other travel
expenditures according to the current rate schedule established by the Internal Revenue Service.
Employees must submit receipts to be reimbursed for expenses other than mileage.
Event/Travel Procedures
The following guidelines and standards shall be utilized when traveling on Academy business:
A. Registration
1. Direct payment to the sponsor of the event is preferable.
2. In the event direct payment to the sponsor is impossible, an individual attendee will be
reimbursed for the actual cost of the registration and/or event costs.
3. Full advantage should be taken of any pre-registration discounts when possible.
4. Vouchers, invoices, advance registration forms, and/or receipts must be submitted as payment
or reimbursement justification.
B. Transportation
1. Transportation arrangements are based on what provides the most economic advantage to
Westlake Academy.
2. Airfare will be paid directly to the carrier, travel agency (or reimbursed), based on coach fare,
utilizing all prepaid, special, or discount fares as may be available.
C. Public Carrier Fares and Car Rental
1. Public carrier fares will be reimbursed based on receipts or prevailing fares based on the
geographic area.
2. Car rental reimbursement will be reviewed upon submission and/or receipt and prevailing
rental rates paid. If necessary, other circumstances will be evaluated in determining
additional reimbursement for the rental.
3. Discounts and special rates should be utilized whenever possible.
D. Personal Vehicle or Town Owned Vehicle Use
1. Employees using their own vehicle will be eligible to receive a mileage allowance at a rate in
accordance with the Internal Revenue Service allowance. Reimbursement will be based upon
actual mileage from the employee’s regular place of work to their destination, or from home
to destination whichever is less.
2. If an employee is required to attend training for an extended period of time (longer than one
work week), the place of training will become the employees regularly assigned workplace
until such training is completed. An employee will not be eligible for mileage reimbursement
in such an instance.
3. To receive mileage reimbursement, the event, seminar, class, etc. must be required by the
Academy or approved as personal development related to the job of the employee.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 44
E. Overnight Accommodations
1. Room rental will be based on the actual cost of the room, plus tax and parking. Direct
payment or billing from the hotel is preferred.
2. Personal items such as personal telephone calls and movies are not reimbursable. When travel
time exceeds a day, one night’s accommodations to the event and one night’s accommodation
on the return trip may be reimbursed.
3. Receipts are required for all reimbursements.
4. Overnight accommodations should not exceed what is considered mid-range in terms of cost
and should take into account the distance from the conference site in order to reduce
transportation costs.
F. Meals and Incidental Expenses
1. Meals will be reimbursed upon presentation of receipts when travel is outside of the Town of
Westlake for attendance at a seminar, training class, or full day meeting.
2. Meals will be reimbursed at a maximum of $10.00 for breakfast, $15.00 for lunch, and
$20.00 for dinner. If a meal exceeds this amount, the employee will be required to pay the
difference.
3. There is a maximum daily reimbursement of $45.00 for meals. Amounts not used for a meal
cannot be applied to another meal.
Submittal of Completed Expense Report
Employee must document any expenses incurred on an Employee Expense Report (see Appendix
section). Receipts must accompany the report to substantiate any requested reimbursement.
Expenses must be submitted to the Head of School for approval. Expense reports should be
submitted to the Finance Department within ten (10) days of returning from travel.
Building use
The Director of Facilities is responsible for scheduling the use of facilities after school hours. Contact the
Director of Facilities to request use of school facilities and to obtain information on the fees charged.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 45
Termination of employment
Resignations
Contract employees. Contract employees may resign their position without penalty at the end of any
school year if written notice is received 45 days before the first day of instruction of the following school
year. A written notice of resignation should be submitted to the Head of School. Contract employees may
resign at any other time only with the approval of the Head of School. Resignation without the consent of
the Head of School may result in disciplinary action by the State Board for Educator Certification
(SBEC).
The Head of School will notify SBEC when an employee resigns and reasonable evidence exists to
indicate that the employee has engaged in any of the acts listed in Reports to the State Board for Educator
Certification section on page 42.
Noncontract employees. Noncontract employees may resign their positions at any time. A written notice
of resignation should be submitted to the Head of School and the Human Resources office at least two
weeks prior to the effective date. Employees are encouraged to include the reasons for leaving in the letter
of resignation but are not required to do so.
Dismissal or non-extension of contract employees
Employees on professional contracts can be dismissed during the school year or, not extended at the end
of the contract term in accordance with law and Board policy. Contract employees dismissed during the
school year, suspended without pay, or subject to a reduction in force shall receive notice of the
recommended action, an explanation of the charges or reasons and an opportunity for appropriate process
and review. Time lines and procedures to be followed will be provided when written notice of the pending
action is issued. Advance notification will not apply when a contract employee is dismissed for failing to
obtain or maintain appropriate certification.
Suspension/administrative leave of contract employees
Contract employees may be suspended with pay or placed on administrative leave by the Head of School
or Superintendent/CEO during an investigation of alleged misconduct by the employee, or at any time
that the Head of School or Superintendent/CEO determines that the Academy’s best interest will be
served by the suspension or administrative leave.
Dismissal of noncontract employees
Noncontract employees are employed at will and may be dismissed without notice, a description of the
reasons for dismissal, or a hearing. It is unlawful for the Academy to dismiss any employee for reasons of
race, religion, sex, national origin, disability, military status, any other basis protected by law, or in
retaliation for the exercise of certain protected legal rights. Noncontract employees who are dismissed
have the right to grieve the termination. The dismissed employee must follow the process outlined in this
handbook when pursuing the grievance. (See Complaints and Grievances policy)
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 46
Exit interviews and procedures
Exit interviews will be scheduled for all employees leaving the Academy by the Human Resources
Office. Information on the continuation of benefits, release of information, and procedures for requesting
references will be provided at this time. Separating employees are asked to provide the Academy with a
forwarding address and phone number and complete a questionnaire that provides the Academy with
feedback on his or her employment experience.
All Academy keys, books, property, and equipment must be returned upon separation from employment.
The Academy may withhold the cost of any unreturned items from the final paycheck.
Reports to the State Board for Educator Certification
The dismissal or resignation of a certified employee will be reported to the SBEC when the Head of
School first learns about an alleged incident of conduct that involves the following:
• A reported criminal history
• Any form of sexual/physical abuse of a minor or any other illegal conduct with a student or a
minor
• Soliciting or engaging in sexual conduct or a romantic relationship with a student or minor
• The possession, transfer, sale, or distribution of a controlled substance
• The illegal transfer, appropriation, or expenditure of school property or funds
• An attempt by fraudulent or unauthorized means to obtain or alter any certificate or permit that
would entitle the individual to a professional position or to receive additional compensation
associated with a position
• Committing a crime on school property or at a school-sponsored event
• Violating assessment instrument security procedures
Reports concerning court-ordered withholding
The Academy is required to report the termination of employees that are under court order or writ of
withholding for child support or spousal maintenance to the court and the individual receiving the support
(Texas Family Code §8.210, 158.211). Notice of the following must be sent to the court and support
recipient:
• Termination of employment not later than the seventh day after the date of termination
• Employee’s last known address
• Name and address of the employee’s new employer, if known
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 47
Student issues
Equal educational opportunities
Westlake Academy does not discriminate on the basis of race, color, religion, national origin, gender, or
disability in providing education services, activities, and programs, including vocational programs, in
accordance with Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Educational
Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.
Questions or concerns about discrimination of students on the basis of race, color, religion, sex, disability,
or national origin should be directed to the Head of School.
Student records
Student records are confidential and are protected from unauthorized inspection or use. Employees should
take precautions to maintain the confidentiality of all student records. Only the following individuals are
authorized to have general access to a student’s records:
• Parents of a minor or of a student who is a dependent for tax purposes
• The student (if 18 or older or attending an institution of postsecondary education)
• School officials with legitimate educational interests
The Parent/Student Handbook provides parents and students with detailed information on student records.
Parents or students who want to review student records should be directed to the Head of School for
assistance.
Parent and student complaints
In an effort to hear and resolve parent and student complaints in a timely manner and at the lowest
administrative level possible, the Academy has adopted orderly processes for handling complaints on
different issues. The Head of School’s office can provide parents and students with information on filing
a complaint.
Parents are encouraged to discuss problems or complaints with the teachers at any time. Parents and
students with complaints that cannot be resolved should be directed to the Head of School. The formal
complaint process provides parents and students with an opportunity to be heard up to the highest level of
management if they are dissatisfied with a Head of School’s response. Once all administrative complaint
procedures are exhausted, parents and students can bring complaints to the Superintendent/CEO or the
Board of Trustees.
Administering medication to students
Only designated employees can administer prescription medication, nonprescription medication, and
herbal or dietary supplements to students. A student who must take medication during the school day
must bring a written request from his or her parent and the medicine, in its original, properly labeled
container. Contact the Head of School or the school nurse for information on procedures that must be
followed when administering medication to students.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 48
Dietary supplements
Westlake Academy employees are prohibited by state law from knowingly selling, marketing, or
distributing a dietary supplement that contains performance-enhancing compounds to a student with
whom the employee has contact as part of his or her Academy duties. In addition, employees may not
knowingly endorse or suggest the ingestion, intranasal application, or inhalation of a performance-
enhancing dietary supplement to any student.
Psychotropic drugs
A psychotropic drug is a substance used in the diagnosis, treatment, or prevention of a disease or as a
component of a medication. It is intended to have an altering effect on perception, emotion, or behavior
and is commonly described as a mood- or behavior-altering substance.
Academy employees are prohibited by state law from doing the following:
• Recommending that a student use a psychotropic drug
• Suggesting a particular diagnosis
• Excluding from class or school-related activity a student whose parent refuses to consent to a
psychiatric evaluation or to authorize the administration of a psychotropic drug to a student
Student discipline
Students are expected to follow the classroom rules, and rules listed in the Parent/Student Handbook.
Teachers and administrators are responsible for taking disciplinary action based on a range of discipline
management strategies that have been adopted by the Academy. Other employees that have concerns
about a particular student’s conduct should contact the classroom teacher or Head of School.
Teachers must file a written report with the Head of School or another appropriate administrator when
they have knowledge that a student has violated the Student Code of Conduct. A copy of this report will
be sent by the Head of School to the student’s parents within 24 hours.
Student attendance
Teachers and staff should be familiar with the Academy’s policies and procedures for attendance
accounting. These procedures require minor students to have parental consent before they are allowed to
leave the Academy campus. When absent from school, the student, upon returning to school, must bring a
note signed by the parent that describes the reason for the absence. These requirements are addressed in
campus training and in the Parent/Student Handbook. Contact the Head of School for additional infor-
mation.
Bullying
All employees are required to report student complaints of bullying to the Head of School. The
Academy’s policy containing definitions and procedures for reporting and investigating bullying of
students may be found in the Academy Parent/Student Handbook.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 49
Hazing
Students must have prior approval from the Head of School or designee for any type of “initiation rites”
of a school club or organization. Any teacher, administrator, or employee who observes a student engaged
in any form of hazing, who has reason to know or suspect that a student intends to engage in hazing, or
has engaged in hazing must report that fact or suspicion to the Head of School.
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 50
Index
A
Administering medication to students
Administration
Alcohol and drug testing
Annualized compensation
Arrests and convictions
Asbestos management plan
Assault leave
Associations
At-will employment
Automatic payroll deposits
B
Bad weather closing
Benefits
cafeteria plan
continuation
leave
other
teacher retirement
workers’ compensation
Bereavement leave
Board
meeting schedule
members
of trustees
Building use
Bullying
C
Cafeteria plan benefits
Certification
first aid and CPR
parent notification
Change of address
Child abuse reporting
Code of ethics
Committees
Communication
Compensation
Complaints
employee
parent and student
Compliance coordinators
Computer use
Conflict of interest
Contract
employment
noncertified employees
Copyrighted materials
Court appearances
Court-ordered withholdings
D
Data management
Dietary supplements
Directories
helpful contacts
school
Disclaimer
Dismissal
contract employees
noncontract employees
Academy
communications
goals and objectives
information
map
mission statement
Drug-abuse prevention
Drugs, psychotropic
E
Emergencies
Employee
conduct and welfare
involvement
recognition
Employment
after retirement
at-will
contract
decisions
outside
Equal educational opportunities
Equal employment opportunity
Exit interviews
F
Family and medical leave
Firearms
Fraud
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 51
G
General procedures
Gifts and favors
Goals and objectives
Grievances
H
Handbook
application
design
distribution
legal considerations
legal review
Harassment
student
Hazing
Health insurance
Helpful contacts
I
Insurance
health, dental, and life
supplemental
unemployment
workers’ compensation
J
Job vacancy announcements
Jury duty
L
Leave
accrual
assault
bereavement
court appearances
discretionary
family and medical
jury duty
local
medical certification
military
nondiscretionary
personal
sick
temporary disability
workers’ compensation
Leaves and absences
M
Medications
Military leave
Mission statement
N
Name and address changes
No Child Left Behind Act
Nonrenewal
O
Outside employment
Overtime
compensatory time off
defined
pay
P
Parent and student complaints
Parent notification
Paychecks
deductions
Payroll
schedule
statements
Performance evaluation
Personal leave
Personnel records
Pest control treatment
Policy changes
Political activities
Possession of weapons
Psychotropic drugs
Publications
Purchasing procedures
R
Reassignments
Reports to SBEC
Resignations
contract employees
noncontract employees
Retirement
benefits
employment
Westlake Academy 2008-2009 Personnel Manual – Board copy, revised 8/19/08 Page 52
S
Safety
Salaries
School
calendar
closing
director
Sexual Harassment
Sick leave
Staff development
Standards of conduct
Stipends
Student
attendance
complaints
discipline
issues
medication
records
Student harassment
Supplemental insurance
T
Teacher retirement
Temporary disability leave
Termination
dismissal during the contract term
exit interviews
noncontract employees
nonrenewal
reports
reports to SBEC
resignations
Tobacco use
Transfers
Travel expense reimbursement
Tutoring
insurance
Workload
U
Unemployment compensation insurance
V
Visitors
W
Wages
Weapons
Workers’ compensation
benefits
Westlake
Academy
Item # 6 –
Adjournment
Back up material has not
been provided for this item.