2018-2019 Welcome Back Newsletter and Family Handbook

BACK TO SCHOOL NEWSLETTER AND FAMILY HANDBOOK What you need to know for the year ahead!

August 2018

Back to School NEWSLETTER 3

Welcome from the Head of School

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Welcome from the Board Chair

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Key Dates

Opening Day

September Events

9 Welcome back to our returning Stratford Hall families. We also extend a warm welcome to all new families to our community. We hope that you have had an enjoyable and rejuvenating summer break and are excited about the upcoming 2018-2019 school year.

This Back to School Newsletter and Family Handbook includes important documents with everything you need to know for the year ahead.

If you have any questions or concerns, contact your child’s Principal or any member of the Advancement team.

We look forward to a successful and enriching school year with you.

OUR MISSION Stratford Hall educates students to the highest global standards, through the programmes of the International Baccalaureate. Excellence and confidence are developed through a challenging academic curriculum with further emphasis on creativity, action and service. We foster a strong pluralistic community built on integrity and respect.

OUR VISION Stratford Hall strives to be a global leader in the International Baccalaureate community. Our students will gain a deep understanding of the world around them, and they will act on their connections to the outside community. They will excel to the best of their abilities, and graduates will be equipped to achieve their chosen goals. This is accomplished by acquiring and retaining the best teachers and by a commitment to a balanced and enriched curriculum. The success of Stratford Hall is deeply rooted in the establishment of a supportive, knowledgeable and committed community.

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Jr. & Sr. School Timetable

School Supply Lists

11 Uniforms 12 After School Care 13 14 15

Morning Bus Service Registration

Lunch Program

Student Expectations

19-30 Family Handbook 28

Life in the Junior School

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Life in the Senior School

Welcome from the

Head of School Dear Parents,

I hope you have had a wonderful holiday with your family and that you, and your child(ren), are eager to return to school! Whether your child is a lifer (one who has been enrolled in the school since Kindergarten or Grade 1), or you are new to Stratford Hall (like me), I hope the 2018-2019 school year will be one of new milestones and achievements in your child’s life.

As you read the Back to School Newsletter and Family Handbook, I trust you will find important information through which you will navigate the school year. My commitment to you as the Head of School is to provide you with the information you need to manage the affairs of your child’s school successfully. If you are returning parents, perhaps much of this information is just a refresher to you. However, if your family is new to Stratford Hall, you have a lot to learn! Don’t worry; you are in good company … I have a lot to learn as well! I look forward to learning with you about our wonderful school community.

I have had a tremendous welcome to our school community from the office and maintenance staff who work over the summer and am very thankful for their guidance. However, I cannot wait for students and teachers to return because, as we all know, a school is just not a school without them!

I have observed Stratford Hall for many years and marvelled at its steady growth and rapid development into a globallyrecognized IB Continuum School. I have always been impressed with the calibre of people in the community: students, teachers, administrators, parents, and board members alike. It was their strong sense of attention to learning and caring for one another that drew me to Stratford Hall.

Finally, let me say how humbled I am to lead this fine school. I dedicate myself to learning how I can add to this already wonderful community, build on the school’s strengths and seek opportunities to enhance the school in the coming years.

You will all have the opportunity to contribute to this vision! I invite you to join us on the path to our future.

Yours truly,

Dean Croy Head of School

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Welcome from the

Board Chair

Dear Stratford Hall Community, On behalf of the Board of Governors, it is my pleasure to welcome your family back to school this fall. If you are new to Stratford Hall, I extend a very warm welcome to you. This is a very exciting year in the life of the school as Stratford Hall enters its 19th year of operation. From humble roots, Stratford Hall has matured into an IB Continuum School that is recognized both locally and globally for its commitment to educating students through all three programmes of the IB. This year, we welcome a new Head of School, Mr. Dean Croy, and pass him the proverbial baton in the next leg of the school’s journey. Mr. Croy has served in leadership positions in independent schools in Vancouver and Asia for the past twenty years, and is very excited to join the team at Stratford Hall. The Board will provide you an opportunity to meet him this fall.

The Stratford Hall Board and Foundation are eager to build upon the school’s past successes, paving the way for the next generation of Stratford Hall students. This will be accomplished by developing a strong partnership with Mr. Croy and focussing our efforts on the establishment of the school’s first campus master plan, envisioning Stratford Hall on a site that spans two full blocks. Three have now become one!

Enjoy the last week of the summer holiday. I look forward to seeing you all soon!

Best wishes,

Susan Christie Board Chair

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Invite your friends and family to our

OPEN HOUSE Now accepting applications for 2019-2020

Open House Dates

Application Deadlines

Junior School (Kindergarten-Grade 7)

Kindergarten, Grades 1 & 6

Tuesday, October 2, 2018 9:00am & 6:00pm

Senior School (Grade 8-Grade 12)

Thursday, November 15, 2018 Grades 2-5, 7-11

Friday, November 30, 2018

Thursday, October 4, 2018 9:00am & 6:00pm Junior & Senior School

Tuesday, November 6, 2018 9:00am

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2018-2019 KEY DATES Updated June 2018

2018

September

October

November

2019

Monday 3 Tuesday 4 Wednesday 5

Friday 5 Monday 8 Wednesday 17 Thursday 18

Labour Day (school closed) New Gr. 8-11 Student Orienta�on, 10:30am School Opens - First day of school for all students Opening Day Assembly, 8:30-10:00am First full day of classes Early Dismissal - Sr. School, 12:00pm | Jr. School, 12:10pm Thanksgiving Day (school closed) Parent-Teacher-Student Conferences, 4:00-8:00pm Parent-Teacher-Student Conferences, all day (school closed)

Friday 19

BC-Wide *Pro-D Day Round Tables (school closed)

Friday 9

Last day of classes before Midterm Break (full day)

Monday 19

MIDTERM BREAK: MON, NOV 12 – FRI, NOV 16 Classes resume a�er Midterm Break

Friday 30

Early Dismissal - Sr. School, 12:00pm| Jr. School, 12:10pm

December

Friday 21

Last Day of classes before Winter Break Early Dismissal - Sr. School, 12:00pm | Jr. School, 12:10pm WINTER BREAK: MON, DEC 24 – FRI, JAN 11

January

Monday 14 Friday 25

Classes resume a�er Winter Break Early Dismissal - Sr. School, 12:00pm | Jr. School, 12:10pm

February

Friday 15 Monday 18

ISABC *Pro-D Day (school closed) Family Day (school closed)

Thursday 28

Parent-Teacher-Student Conferences, 4:00-8:00pm

March April May

June

Friday 1 Friday 15

Parent-Teacher-Student Conferences, all day (school closed) Last Day of classes before Spring Break Early Dismissal - Sr. School, 12:00pm | Jr. School, 12:10pm SPRING BREAK: MON, MAR 18 – FRI, MAR 29

Monday 1 Thursday 18 Friday 19 Monday 22

Classes resume a�er Spring Break Early Dismissal - Sr. School, 12:00pm | Jr. School, 12:10pm Good Friday (school closed) Easter Monday (school closed)

Friday 17 Monday 20 Tuesday 28 Wednesday 29

Early Dismissal - Sr. School, 12:00pm | Jr. School, 12:10pm Victoria Day (school closed) Gradua�on Convoca�on Gradua�on Dinner and Dance

Friday 21

Closing Assembly, 11:00am-12:00pm (noon dismissal) *Pro-D Day = Professional Development Day (No classes for students).

OPENING DAY

September 5, 2018 8:30-10:00am Croatian Cultural Centre OPENING DAY ASSEMBLY 8:30am Students and families arrive

“O Canada”

Board Chair Address: Introduction of Head of School

Head of School Address

Reading of New Class Lists (Kindergarten-Grade 12)

9:30am Students head back to the school 9:40am

Coffee and Cookies with the Head of School (Parents only)

FIRST DAY AT STRATFORD HALL 9:40-10:00am Students arrive back at school

11:40am Kindergarten students are dismissed 3:20pm

Junior School (Grades 1-7) dismissed

3:30pm

Senior School (Grades 8-12) dismissed

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September at a Glance

SEPTEMBER

EVENTS

Monday 3

Labour Day (school closed)

Tuesday 4 New Gr. 8-11 Student Orientation, 10:30am

Wednesday 5 School Opens Opening Day Assembly

Thursday 6 Individual and Class Photo Day Monday 10

Whole School Photo

Tuesday 11

Gr. 8-12 Parent Coffee Morning with the Head of School, 8:30am

Wednesday 12 K-7 Parent Coffee Morning with the Head of School, 8:30am

K-5 Meet the Teacher Night, 6:00pm (parents only)

Gr. 6 & 7 Retreat (Sept 12-14)

Gr. 8 & 9 Retreat (Sept 12-14)

Gr. 10 Retreat (Sept 12-14) DP Retreat (Sept 12-14) Friday 14

SHPA Welcome Back BBQ, 3:30pm

Monday 17

Start of full days for Kindergarten

Wednesday 19 Individual Photo Retake Day

Gr. 6-12 Meet the Teacher Night, 6:00pm (parents only) Thursday 20

New Families Welcome Event

Thursday 27

Terry Fox Run, 2:00pm, Trout Lake

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Timetable

Junior & Senior School

Junior School Kindergarten-Grade 7

8:20-8:25am 8:25-9:05am 9:05-9:45am 9:45-10:25am 10:25-10:45am 10:50-11:30am 11:30am-12:10pm 12:10-1:15pm 1:15-1:55pm 1:55-2:35pm 2:35-3:10pm 3:10-3:20pm

Homeroom Block 1 Block 2 Block 3 Recess Block 4 Block 5 Outside & Lunch Block 6 Block 7 Block 8 Homeroom

Senior School Grade 8-12

8:20-9:35am Block A

8:35-9:45am

Transition

9:45-11:00am Block B

11:00-11:10am Transition

11:10-11:50am CORE/Assembly on Thursday

11:50am-12:10pm Indoor Lunch

12:10-12:50pm Outdoor Lunch

12:50-2:05pm Block C

2:05-2:15pm

Transition

2:15-3:30pm Block D

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SCHOOL SUPPLIES

Supplies List

Select your child’s grade to open the pdf to their supply list.

The school provides all required supplies for Kindergarten to Grade 5 students.

Grade 6

Grade 6 students arrive at school prepared with their own supplies and will be supported in developing their own organizational system.

Grade 7

Grade 7 students arrive at school prepared with their own supplies and will be supported in developing their own organizational system.

Grades 8-12

Senior School students are expected to enter school prepared with supplies and will be supported in developing their own organizational system. Please note that all Senior School students will receive a student agenda, which we recommend for use to keep track of homework.

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UNIFORMS Formal Academic Uniform (Assemblies and Special Events)

Academic Uniform

(Any Day All Year except for assemblies and special events)

PE Uniform

Tops Tops Tops White collared long-sleeved dress shirt White collared long-sleeved dress shirt PE shirts and/or sweatshirt (SH logo) (SH logo) (with SH logo) (Grade 2-12) White collared short-sleeved dress White collared short-sleeved dress shirt (SH logo) shirt (with SH logo) Bottoms Maroon cardigan, sweater or vest Maroon cardigan, sweater or vest PE shorts and/or sweatpants (SH logo) Tie (plaid) Tie (plaid) (Grade 2-12) (Grade 2-12) (Grade 2-12) Navy Blazer White or maroon golf shirt (SH logo) Tracksuit (Grade 8-12) Mandatory if participating on a Bottoms school team Bottoms Grey dress pants White athletic socks Grey dress pants Plaid tunic Plaid tunic (Kindergarten-Grade 3) OEE (Kindergarten-Grade 3) Grey skirt or kilt PE uniform Grey skirt or kilt (Grade 4-12) Any additional weather/activity (Grade 4-12) Grey dress shorts or skorts appropriate gear Black or grey socks or tights Black or grey socks or tights Footwear Black dress shoes with black soles, low heel (not boots) Weather appropriate outdoor shoes

Footwear Indoor athletic shoes Outdoor athletic shoes (for park/OEE)

All items are to be purchased at Neat Uniforms (corner of Boundary Road and Parker Street, Burnaby). Athletic uniform can be purchased online through Lionheart Sports between Wednesday, August 29 - Sunday, Septmeber 9, 2018.

Please ensure your child has the correct uniform items and that they are cleaned regularly. If there is a reason a student is unable to wear the correct uniform, please write a note to the classroom teacher, indicating the reason and duration.

All students are expected to be well-groomed and tidy in appearance. Hair must be kept neat and must not interfere with learning or safety. Jewelry must be minimal. Only badges and pins presented by the school may be woren on/within the school uniform.

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AFTER SCHOOL CARE REGISTRATION

After School Care is available between the hours of 3:20 and 5:30pm on regular school days for students in Kindergarten to Grade 7. After School Care is located in the DP building at 3000 Commercial Drive. Please note that After School Care is not provided on early dismissal days.

Registration for September is closed. Should you need to register for September After School Care, please contact asc@ stratfordhall.ca for availability.

Drop-in ASC is available at a rate of $20 per day. Please email asc@stratfordhall.ca as well as the child’s teacher if you require this service. Drop-in ASC will be billed at the end of each month.

Effective as of Monday, October 1, 2018, ASC rates will be changing to $15 per day. Please note there will no longer be one or two hour options as registration is per day. A late fee of $30, plus $1 for every minute over 5:30pm will be applied.

Registration will be divided into three terms: October - December, January - March and April - June.

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MORNING BUS SERVICE REGISTRATION

We are pleased to offer a morning school bus service to Stratford Hall families. Currently, we offer a West Side route: Dunbar/Vancouver.

Bus routes and pick-up locations are determined by the School. This is a daily service and students must register for the whole school year. The cost is $475 for the first child and $275 per sibling per school year. The deadline to register is Wednesday, September 5, 2018.

Please note that the bus will not be running Wednesday, September 5 - Friday, September 7 (first week of school).

West-Side Route: Dunbar / Vancouver Bus Stop Location

Pick-up Time

Kerrisdale Arena (East Boulevard @41st Avenue)

7:20am

Arbutus & 16th Avenue (small parking lot on NE corner)

7:25am

Arbutus & 7th Avenue (on 7th in front of Delamont)

7:28am

Roundhouse & Pacific Boulevard

7:36am

King Edward & Cambie Street

7:48am

REGISTER TODAY

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LUNCH PROGRAM REGISTRATION

External Lunch Program The school provides a lunch program option, run by Vanilla Cream CafĂŠ. Online registration is required with: student name, homeroom and an email address that is checked at least daily for important notices. Pre-ordering with 7 days advance notice is required. Online ordering will be made available by noon Thursday, September 6 on the Stratford Hall website. Lunches will start on Monday September 17.

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STUDENT EXPECTATIONS

Student Expectations

Commitment to excellence is fundamental to your child’s success. Students will: • attend school each day, on time, well-rested and healthy; • pay attention in class and participate in positive ways under the teacher’s guidance; • ask questions and show interest; • complete all assigned work; • seek help when needed; • read regularly; • share learning experiences with their parents; and • be responsible and principled in their use of technology.

Our community is also important. Students will: • respect all community members; • respect the opinions of others; • demonstrate a commitment to taking responsibility for behaviour by reflecting on their actions and making positive changes; • show pride in Stratford Hall, including wearing the uniform properly at all times, and remembering that when in uniform off campus, their behaviour reflects on the School; • treat the surroundings well, including the classrooms and any facilities the School uses; • use appropriate language; • speak to an adult if bullying occurs; and • refrain from any activity considered to be harassment.

Safety of all students is a concern to all of us. Students will: • follow all teacher instructions; • understand emergency procedures (taught by teachers); • avoid all dangerous activity and rough play; • not use prohibited drugs or alcohol; • refrain from running in school hallways and on the stairs; • play only in assigned areas and; • associate only with adults known to them, or who are with an adult known to them.

Expectations are framed around the elements of the IB Learner Profile.

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VOLUNTEER

Stratford Hall Parent Association and Volunteer Opportunities

Our parent volunteer group is known as the Stratford Hall Parent Association, or SHPA. Parents play an integral role in creating and maintaining a positive and nurturing school environment for our school community. Our volunteers invest their time and talents into the school on a daily basis. The SHPA consists of a number of parent volunteers who assist the school in a variety of areas. If you are interested in working with the SHPA, please contact Angelique Schnerch, SHPA President, at shpa@stratfordhall.ca.

We encourage parents to volunteer and there is no shortage of activities to be involved with. We are always looking for volunteers to help us with a number of different initiatives, including monitoring traffic and acting as crossing guards, helping in the library, acting as class representatives, attending field trips, and arranging special community and fundraising events. Parent volunteers play an important role in life of the school.

Each homeroom class has a parent representative, who has volunteered for the position. This role is to assist the school, or the homeroom teacher by communicating to other class parents and arranging activities as required. Please note that our contact lists and the class representative system are for the sole purpose of supporting the needs of the School and cannot be used for personal business or other personal endeavours.

If you are interested in being a class representative, please complete this form.

To volunteer as a crossing guard, please complete this form.

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ANNUAL FUND ENRICHING EVERY STRATFORD HALL STUDENT WITH EVERY CONTRIBUTION

THINK

UNRESTRICTED ENDLESS POSSIBILITIES FOR OUR STUDENTS

OUR GOAL

RAISE AVERAGE DONATION

$270,000!

$1,500 PER FAMILY

EVERY DOLLAR RAISED BENEFITS EVERY STUDENT

Please give what you can.

Grandparents can donate too!

2 WAYS TO DONATE MAIL

Use the donation card and envelope.

Make your cheque payable to Stratford Hall.

ONLINE www.stratfordhall.ca/donate/annual-giving

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Stratford Hall Family Handbook

COMMUNICATIONS

Office Hours

The school reception and office is open from 7:30am to 4:00pm daily. Phone calls made before 7:30am will be directed to voicemail. DP students cover the front desk in the MYP and DP Buildings from 4:00 to 5:30pm. The office closes the week between Christmas and New Year’s Day, but is otherwise open throughout the year.

Communication with the School

Teachers will generally use email, weekly updates in the Parent Portal (K-Grade 5), or a phone call to communicate with parents. To discuss any aspect of your child’s progress, please contact your child’s homeroom or subject teacher. A teacher’s workday is from 8:00am until 4:00pm.

Teachers are available to meet during school hours by appointment and are generally able to meet before or after school with advance notice. When scheduling a meeting with a teacher, please let the teacher know what you wish to discuss so that they have the opportunity to have all necessary material readily available at the meeting.

If parents need to call the school and send a message to their child, every effort will be made to make sure the child receives it; however, we avoid disrupting class for non-urgent matters. Teachers cannot respond to emails while teaching.

Please contact the office for priority messages.

E-Communications

As part of our efforts to reduce paper usage at the school, and to provide the most up-to-date information, Stratford Hall relies heavily on electronic communication. It is vital that we maintain reliable email addresses for families at all times. Any electronic communications we send will be sent to the email addresses we have on file. To update your email at anytime, please log in to your My Backpack account.

All students in Grades 4-12 have access to an @stratfordhall.ca email account and should check it regularly.

Each staff member has an email address, which (with some exceptions) is their first name.last name@stratfordhall.ca.

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E-Newsletter

An e-newsletter - The Stratford Hall Post - is sent to all families each week on Tuesday afternoon. Please read The Stratford Hall Post weekly as it includes important information and reminders. It is the best way to stay up-to-date with what is happening around the school.

School Wesbite and Parent Portal

The School’s website, www.stratfordhall.ca, contains general information about the school. It is updated on an ongoing basis. Parents can access the Parent Portal through the website. Handbooks, policies, forms and updates can be found on the Parent Portal. A username and password are required to access the portal.

Swift K-12 Messaging Service

We are pleased to offer a text message service to parents for whole school reminders and schedule changes. This service is free and it is a one-way text and voice message from the school to your personal handheld device. We often use this service to remind you of important dates, or to update families when a schedule changes for a group of students (for example, if a sports team bus is running late and will return to school later than anticipated). This service is also used by our After School Care (ASC) team to communicate directly with ASC users. All families will automatically be added to our “whole school” messaging list and will have the option to opt out if they wish.

Imprint and the Annual Report

The school publishes a school-focussed magazine electronically three times per year. The 2017-2018 Annual Report, with matriculation data and financial information, will be included in the Fall issue of Imprint.

Social Media

Facebook: The school uses Facebook to share information with current Stratford Hall families as well as to connect

with alumni and market to new and prospective families. We encourage you to ‘like’ the Stratford Hall Facebook page Stratford Hall School - to have access to this information and see updates.

Instagram: We use Instagram to connect with our Stratford Hall community. This is an image-based platform that has gained popularity in recent years and features the use of hashtags. Follow @stratford_hall to get an inside look at daily life at the School.

Twitter: Twitter is used to communicate with Stratford Hall families and share information. This platform is used for short pieces of information @stratford_hall.

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SCHOOL-WIDE POLICIES AND PROCEDURES

Attendance and Absences

School begins promptly at 8:20am. Attendance is taken at this time. All notes regarding absences (including injuries and appointments) are collected at this time. An absence note must explain the absence and the exact dates of absence. In lieu of a note, email is acceptable. This is important for the Ministry of Education student audit. Any student who arrives late must check in with their respective building receptionist. Students who leave the school early for personal business must sign out at the office so the School knows who is absent when an emergency occurs.

If your child will be absent, please call the office or email: K-5: pypattendance@stratfordhall.ca Gr. 6-10: mypattendance@stratfordhall.ca Gr. 11 & 12: dpattendance@stratfordhall.ca The Ministry of Education allows only limited absences for provincial funding calculations. If your child is away for unexcused absences, you will be responsible for any shortfall in the per student funding that is provided by the Province.

This funding is budgeted for at the start of each school year and is necessary to run the overall program.

We provide parents with a yearly school calendar and request that family vacations be taken during scheduled school holidays. Teachers are not expected to provide assignments prior to a personal vacation taken while school is in session, or to provide extra instructional sessions after school to make up for class time missed due to such vacation.

Emergency Preparedness

Emergency preparedness drills are practised throughout the year. They include fire and earthquake drills in addition to Lock-out (now called Hold and Secure) and Lock-down drills.

The School has developed an earthquake strategy based on the following principles: • student safety is of first importance; • information and knowledge are crucial when reacting to emergencies.

• in the event of a serious earthquake, injuries will be assessed, attendance will be taken, and only when everyone is accounted for will students be released to parents. Do not come to the school until 30 minutes after an earthquake has ended and upon arrival, sign your child out at the command post. The School has supplies to last 72 hours in the event of an emergency. The School will send updates through Swift Messaging Service.

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Field Trips

Field trips are an important part of the educational program. A one-time general Field Trip Consent Form is included in the Student Information Package. Parents will always be informed about field trips, but a specific form for each is not required.

If a trip takes place outside school hours, or activities are beyond the normal field trip parameters, a separate permission form and informed consent form will be sent home.

Leaving School during Lunch Hour

Kindergarten-Grade 10: Any student in Kindergarten to Grade 10 requesting to leave school property during the lunch break must be signed in/out by their parent/guardian. The parent/guardian must accompany the student at all times while the student is off campus.

Grades 11 and 12: Students in Grades 11 and 12 may leave campus during the lunch break and must sign in and out with the respective building receptionist.

Lunches and Snacks

Parents provide lunches and snacks for students. Please avoid food items that are heavily packaged and have minimal nutritional value. To reduce garbage, please pack your child’s lunch in recyclable containers. Food that is not eaten must be taken home, not stored in cubbies or lockers.

We are an allergy aware school. There are students who have serious life-threatening allergies to peanuts and other items, even trace amounts can be very harmful. Please do not pack anything in lunches containing nut products, including peanut butter and nut additives.

External Lunch Program The school provides a lunch program option, run by the Vanilla Cream Café. Menu items are available most days with advance online ordering (check https://www.stratfordhall.ca/community/dining). Orders must be placed seven days in advance. Please choose from the available options; there are no special orders. Vanilla Cream Café will open Monday, September 17. Information regarding online ordering will be communicated through the e-newsletter. There are no credits or refunds for student absences. Please note that the health department requires Vanilla Cream Café to provide single serving and single use packaging.

It is parents’ responsibility to check the Stratford Hall calendar when ordering; do not order meals on days scheduled for OEE, fieldtrips, sports days, etc.

Outdoor and Experiential Education (OEE)

Information will be sent home regarding all OEE trips and activities. Meetings will be held prior to trips to inform parents of details. Parents are strongly encouraged to attend these meetings.

Only students with informed consent forms signed by parents or guardians are allowed to participate in trips. These forms outline the activity and pertinent details. Anticipated risks are also identified. Parents must be aware of risks common to these sorts of activities, and if unsure, must contact the activity leader for clarification. In early September a form covering activities is sent home to eliminate the need to send several home during the year.

The School strongly encourages students to participate in all OEE activities. Parents have the right to withdraw their child from an activity. The School will only allow a student to withdraw from an activity if the parent has met with the Division Principal to elaborate their concerns.

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Parent-Teacher-Student Conferences

Parent-Teacher-Student Coferences are held twice a school year in Terms 1 and 2. These conferences provide parents with the opportunity to hear about the progress of their child from their teacher(s). Student-led conferences are an alternative to the traditional parent-teacher conference in which teachers and parents meet to discuss a child’s progress. The studentled conference involves the student, parent, and teacher and is usually comprised of several stations in which the student can demonstrate his or her knowledge and skills to their parents. Students must attend in full academic uniform.

Conferences promote student self-awareness and responsibility, and provide direct evidence of performance to the parent. Students take their parents/guardians through a portfolio of assessments, both formative and summative. If there are summative assessments available, the mark will also be available.

Student Health and Medical Records

In all issues we defer to the local health authority (Vancouver Coastal Health). If you have questions or concerns, we ask that you to refer to the Vancouver Coastal Health website, where protocols are outlined. If your child is ill, please keep them at home so others do not become ill. If your child becomes ill at school, you will be called to pick-up your child.

For this reason, it is extremely important that we have up-to-date contact information for every family. If your child has recently been exposed to, or suffered from, a communicable condition (measles, chicken pox, head lice, etc.), please inform the office. Please arrange for medical appointments during non-school hours, where possible.

Medical Records are kept on file for each student. We request that parents keep these files current by informing the school if your child’s health information changes.

Administration of Medication: Students should not bring prescription medication to school unless under the direction of their physician. Administration of any medication while at school is completed by a staff member. Parents are required to fill out a Medical Permission Form on My Backpack for each child. There is an additional form to be filled out for those students who have life-threatening conditions. If your child has allergies or is taking any medication, the School must be informed. It is crucial the School has the appropriate information immediately accessible, and has the knowledge to avoid potential problems. All medication must be in its original container, clearly labelled with the student’s name, date and dosage to be taken.

Non-Emergencies: Students who require non-emergency care must report to a teacher or directly to a building receptionist. School staff will address the student’s needs on site and if possible, have the student return to class. Parents will be contacted should the school determine that a student needs to go home or if parents will be asked to take their child to see a doctor. Please note that the school may insist on a doctor’s note before a child returns to school, i.e. for cases of or suspected cases of communicable diseases. We take this precautionary measure from time to time for the health and safety of all students, staff and visitors to the school.

Medical Emergencies: The school’s first‐aid attendants are trained to assist staff and students with any medical emergencies. Should a situation require immediate medical attention, 911 will be called.

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School Closure and Emergency Notification Plan

If inclement weather makes the roads dangerous, the school will close. Closure decisions are made by 6:00am and notification given to CBC (690), CKWX (1130) and CKNW (980) as well as placed on the school’s homepage. A text message will also go out to all families and staff.

On days when the weather is poor, if public transit is operating and major city roads are acceptable, the school will stay open. Our central location makes it unlikely that a closure would take place; however, individual families must make their own decisions, based on the conditions where they live. Safety is of the utmost importance. If children are kept home, a call to the school is necessary followed by an absence note.

In the event of a sudden mid-day blizzard or other event, a mid-day closure may be necessary. In this case, students in Grades 8 and above will be dismissed from school on their own. Kindergarten to Grade Grade 7 students must be pickedup by a parent/guardian or other adult assigned by a parent/guardian.

Textbooks

Students are assigned textbooks/books in some courses. Students are responsible for the care and custody of all assigned books and must return them at the end of the school year. If an assigned book is lost or damaged, the student will be charged for its replacement.

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Parents as Partners

Parents play an important role in the education of their children. To be successful, the school needs and expects the cooperation of its parents, who must understand and embrace the school’s mission, share its core values, and fully support its curriculum, faculty and staff.

Parents best support a school climate of trust and respect by communicating concerns openly and constructively. While parents may not agree with every decision made by the school, in most cases, the parent and the school will find enough common ground to continue a mutually respectful relationship.

Family Phone Directory The parent/guardian phone directory uses information provided by each family. Only those who have consented are included. The directory makes it possible for families to contact students for social events, locate neighbouring families to car pool, and even locate Senior School students who live nearby for babysitting.

PARENTS

In accordance with the Personal Information Privacy Policy, families may use the list for school purposes only and may not share it with anyone outside the distribution group. The directories are the property of Stratford Hall and are available when families complete their consent forms.

Gifts for Teachers

On occasion, parents wish to give a teacher a gift. This is in no way expected, but it is always appreciated. Often a group of parents in a class will pool small donations to present a group gift card. This is often organized by the class representative.

Under no circumstances may cash gifts be given, and the teachers are instructed not to accept cash gifts.

Parents in the School During School Hours

We understand that parents may be in the school for various reasons, and Kindergarten and Grade 1 parents are welcome to come into the classroom before 8:20am with their child when invited by their homeroom teacher. We are also pleased to provide parents with the option of a ‘kiss and go’ drop off routine in front of the PYP Building in which student volunteers will open car doors.

Kindergarten and Grade 1 parents are asked to drop their child(ren) off in the PYP building and leave the classroom by 8:20am in order to allow students to settle into their morning routine. Mornings on which there are special events are an exception to this rule.

Parents of MYP students are asked to drop-off and pick-up their children outside the building.

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Due Process and Appeals

Decisions relating to school activities (including major student discipline) are made by school administrators. However, most decisions directly affecting students will be made by teachers.

Should a parent/guardian wish to discuss a decision made by a member of the Stratford Hall staff member, the issue/ concern must first be addressed to the person who made the decision. Subsequent appeals are made to the person(s) as outlined below.

While Stratford Hall hopes never to have to use an external appeal process, one exists through the Independent School Association of British Columbia (ISABC). If a situation is not satisfactorily resolved with the Head of School, an independent third party, the ISA ombudsperson, can hear the case.

Nature of the Issue

Junior School

Senior School

Academic or Social

Subject teacher (academic) or homeroom teacher (social)

Subject teacher (academic) or advisory teacher (social)

Athletics

Coach

Coach

Emotional

Homeroom Teacher or School Counselor

Homeroom Teacher or School Counselor

University Advising

N/A

University Counsellor

Building/Facilities

Director of Finance and Operations

Director of Finance and Operations

General Communications

Advancement Officer

Advancement Officer

Safety

Teacher

Teacher

Accounting/Finance, Fees, Payments, Invoices

Accounting Manager

Accounting Manager

Admissions

Admissions Manager

Admissions Manager

Transportation

Bus Driver

Bus Driver

Board/Governance

Board Chair

Board Chair

IF THE ISSUE IS NOT RESOLVED

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Nature of the Issue

Junior School

Senior School

Academic or Social

Junior School Principal

Senior School Prinicipal

Athletics

Junior School Athletics Coordinator

Senior School Athletics Coordinator

Emotional

School Counsellor or Principal

School Counsellor or Principal

University Advising

N/A

Senior School Principal

Building/Facilities

Director of Finance and Operations

Director of Finance and Operations

General Communications

Director of Advancement

Director of Advancement

Safety

Junior School Principal

Senior School Principal

Accounting/Finance, Fees, Payments, Invoices

Director of Finance and Operations

Director of Finance and Operations

Admissions

Director of Advancement

Director of Advancement

Transportation

Director of Finance and Operations

Director of Finance of Operations

Board/Governance

ISABC Ombudsperson

ISABC Ombudsperson

IF THE ISSUE IS STILL NOT RESOLVED The Head of School has the final authority on all matters related to the daily operations of the School.

IF THE ISSUE IS STILL NOT RESOLVED

ISABC Ombudsman

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Traffic Plan

TRAFFIC

The City of Vancouver requires that we have a Traffic Management Plan that aligns with input received from the Neighbourhood Parking and Transportation Branch of the Engineering Department. The School has developed its Traffic Plan with the assistance of Bunt and Associates Engineering, traffic management specialists.

We must be sensitive to the local neighbourhood and minimize our impact. Our morning drop-off results in about 350 car trips to the school in a half-hour span. The afternoon pick-up is spread out over two hours, but involves far more parked and idling cars.

Commercial Drive is a busy major street in Vancouver. Extra care must be taken when on or near Commercial Drive.

There several specific areas we must attend to: 1.

2.

3.

4.

5.

The safety of our students, parents and staff The safety of others The efficient flow of traffic around the school Proper use of areas for drop-off and pick-up Zero impact on our nearby neighbours

We encourage parents to arrange car pools, use our bus service or allow/encourage their child(ren) to take transit or ride a bike.

Traffic and our Neighbours

All Stratford Hall buildings are located on Commercial Drive between East 14th and East 16th Avenues. However, one of the biggest issues for city planners is the traffic impact on the neighbourhood. Considering this, it is imperative that Stratford Hall be viewed by neighbours as a positive addition to the area. That means families and staff should reduce reliance on cars by increasing carpooling and using public transit.

Senior School students act as car service volunteers, and parents as crossing guards.

The School owns all parking spots in the lane and underneath the Skytrain between 13th and 16th Avenues. Extra traffic on 14th or 15th Avenues will generate complaints to the City, and our present and/or future status in the area may be jeopardized.

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Students are expected to stay on the sidewalks if walking along any of the streets. Parents may pick-up and drop-off along Commercial Drive, but not use the side streets. All students must enter and exit the school via the main doors on Commercial Drive.

Parking on the east side of Commercial Drive, in front of the PYP, MYP, or DP Buildings during drop-off and pick-up times is strictly prohibited.

We expect that students will be dropped-off and picked-up, and not escorted into and out of the school by parents. Please remember to drop students off at the curb, never in the driving lane.

Morning Drop-off and Afternoon Pick-up Parking is available at the Croatian Cultural Centre, Monday to Friday: • 8:00 -8:45am • 3:00 -3:45pm Please only park within the blue marked spots.

Stratford Hall Parking Spaces

Stratford Hall owns the parking under the Skytrain between 13th and 16th Avenues. This is for staff or school bus parking only.

The parking that is immediately behind the DP Building is reserved for: • School visitors. This can include a school parent if that visit occurs during school time and is for a meeting at the school. It may not be used for an extended stay. Please register your car with the DP building receptionist.

• Handicapped parking • Head of School parking • Loading bay

Special Events

Any time after 6:00pm all of the spaces around the school may be used for parking. Additionally, unused staff parking spaces are available.

Alternative Methods of Transportation

Transit: The School is well served by public transit. The Skytrain is a five-minute walk away, and the #20 bus stops very nearby. We encourage older students to use transit.

Bicycles: There are bicycle parking spaces at the entrance of each building. Students must bring their own bike locks, as the bicycle racks are not directly monitored by Stratford Hall.

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JUNIOR SCHOOL

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Classes

There are two classes at each grade, with a homeroom teacher for each class in Kindergarten to Grade 5. K - 5 homeroom teachers teach their class units of inquiry, literacy, and numeracy. At Grades 6 and 7, there are two core teachers for each grade who oversee the pastoral care and student life of the entire grade. Students are divided into two homeroom cohorts for attendance, and see both core teachers for mathematics, science, language and literature and individuals and societies. Specialists teach Spanish, music, Physical Education/Outdoor Experiential Education, design and applied skills, and visual art.

In Kindergarten and Grade 1, teachers create class cohorts after the first week of school which allows time to get to know the students and the dynamics amongst them. Other grades learn their class placement in the opening assembly in September. Teachers consider many factors when making decisions about next year’s class make-up, including individual student progress, peer relationships, and group dynamics. A great deal of time and thought goes into this process, which is then confirmed by the respective Principal. Because this process is very complex and integral to all students’ success, the school maintains the responsibility for the decision-making process and does not take class placement requests from families. However, should there be information that a parent feels is not already known by teachers, parents are invited to share this with their teachers or the respective Principal, prior to classes being formed in May.

After School Dismissal and Leaving School Early

Pick-up for Kindergarten to Grade 7 is at 3:20pm. Please note that in September Kindergarten has a graduated entry.

Students in the PYP are released by teachers directly to someone on the Contacts for Pick-up or Emergency List. PYP students must be picked up from the assigned outside pick-up location after school promptly at 3:20pm, or after any supervised club or sports activity. If they are not picked up by 3:30pm from the PYP Building or are not under the care of a teacher supervisor, they will be placed in After School Care and the fee for the time spent there will be charged. If a student in Grade 6 or 7 is registered for ASC, they will be walked from the MYP Building to the DP Building by a staff member shortly before 3:30pm. After saying goodbye to their teachers and waiting to go home, students are under the supervision of their parents who must ensure their child(ren) is/are behaving safely and appropriately on the sidewalks outside.

PYP students who walk home with siblings in the Senior School may need to wait until 3:30pm. They do so by the fireplace on the first floor of the MYP Building.

Parents must contact the school to make alternative arrangements or to add someone to the Contacts for Pick-Up or Emergency List. PYP students will be signed-in to the MYP Building by their teacher and must leave by 3:40pm unless under the direct supervision of a staff member. Co-curricular clubs are scheduled after school most days.

Students leaving early must leave through the main entrance on Commercial Drive and must sign out at reception. Except in an emergency, no other exits may be used.

After School Care and Day Camps

The school operates an After School Care (ASC) program for students in Kindergarten to Grade 7: the primary program is for K-2 students, and the intermediate program is for Grades 3-7. All ASC programs operate out of the DP building.

Registration for September occurs prior to the school year starting, and pre-paid registration for the remainder of the year will happen October-December, January-March, and April-June. All students must be picked up by 5:30pm. A late fee of $30, plus $1 for every minute over 5:30pm will be applied.

Drop-in ASC is available at a rate of $20 per day. Please email asc@stratfordhall.ca as well as the child’s teacher if you require this service. Drop-in ASC will be billed at the end of each month.

Students in ASC are expected to follow ASC expectations or may be denied this service. Students in the PYP must be picked up by 3:20pm. At 3:30pm, (3:40pm for those with siblings in MYP) will be signed-in to ASC. Students must be picked up promptly after any supervised club or sports activity. If they are not picked up by 4:30pm or are not under the care of a teacher supervisor, they will be placed in ASC and a fee will be charged.

Day Camps: The school will hold day camps for Junior School students during part of November Mid-Term Break, Winter Break and Spring Break. Registration notices will be available through the Stratford Hall Post.

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Co-curricular Activities

Students will engage in co-curricular activities. Most of these take place after school and are run by both Stratford Hall teachers and external providers. The school encourages every student to find at least one activity in which to be involved.

Activities will be multi-age, but may be restricted by a minimum and/or maximum age.

The activities have been thoughtfully developed to complement the academic and experiential courses that students participate in during the school day and provide students with further opportunities to develop interests and abilities.

External clubs offered by outside organizations/instructors are vetted by the Principal. They have a separate fee and may take place offsite.

In the Junior School, most activities take place between 3:30pm and 4:30pm (please pick-up at 4:30pm after these activities). Most of the activities start mid-September. Membership in these activities is driven by student and teacher interest.

The School’s Code of Conduct applies to co-curricular activities and clubs.

Junior School sports teams are overseen by Mr. Bobby Nishi, Athletics Coordinator. Athletics are an important component of school life, and we encourage all students to be involved. In the fall, there are cross-country, soccer and volleyball teams, and in the winter, swimming and basketball. In the spring, students join ultimate Frisbee and track & field teams.

Stratford Hall competes in leagues against other independent and public schools.

Assemblies

There is a weekly assembly in the Junior School and in the Senior School. These assemblies are important for communitybuilding and sharing accomplishments. Junior School students must be in full academic uniform, including sweaters for all assemblies, unless the timetable calls for alternate dress. In the Junior School, parents are often invited, especially if their children are involved in a presentation. According to the fire department regulations, our occupancy allows for only the Junior School students, teachers, and a small number of parents to congregate in the gym. Parents may attend on a rotating basis, with invitations announced in the Stratford Hall Post.

We will also meet as a whole school throughout the school year, including: Opening Day Assembly, Remembrance Day, and the Closing Day Assembly. This is important in building community, celebrating events and honouring achievement.

We will use assemblies to highlight student action, school-wide goals and highlight upcoming events. All students will have opportunities during the year to perform at assemblies.

Student Awards

Every year at the Closing Assembly, we recognize students who stand out as models of the learner profile and leaders in the Junior School. While extrinsic reward should never be the motivating factor for student effort, it sends a powerful message when our students are acknowledged for their hard work, attitude, and school pride. Teachers consider students in Grade 7 first, as they are the leaders in the Junior School, and may consider younger students as appropriate.

Citizenship: This is awarded in recognition of the student who stands out from all others as one who best demonstrates the attributes of leadership in the International Baccalaureate Learner Profile. The recipient’s excellence is internally motivated and acts without external prodding. The recipient is a consistent model and advocates for others, always with a courteous disposition. They have a significant positive impact on the school’s culture. Book awards are also given to other citizenship nominees.

Spirit: Given to the students who have led with positive attitudes, enthusiasm and energy and have made significant contributions to the positive spirit of the school community. They may have initiated a club or activity that brings the school community together for a common cause, taken an existing club or activity and raised its profile and effectiveness, or taken action in connecting Stratford Hall to the broader community. The recipient may be awarded for an ongoing project, or a single, significant event.

Perseverance: Based on recommendations by the teachers. Given to students who demonstrate a significant commitment to strengthening their approaches to learning, often in the face of some sort of adversity.

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Materials, Items and Devices Brought from Home

Items may be brought at the teacher’s discretion. Please label all items and monitor what your child brings. Violent or dangerous toys are not permitted, and valuable items should be left at home. Students may be asked to leave trading and game cards or toys at home.

The school will not assume responsibility for lost or broken items, including phones and electronic devices. If an object is being brought to the teacher for a particular purpose, the teacher will secure it in a safe place. Students must remember to pick up items and take them home.

Bring Your Own Device Programme In recent years, there has been a shift in education away from technology as a stand-alone subject and towards it being used as a tool that is integrated across the curriculum. Rather than devices just being confined to labs, they are placed in classrooms with students so they can be used authentically, in the moment, to support the IB curriculum. Computers are not just used to teach “tech” skills, but are also taught to support learning skills that are needed for success in the 21st century.

Personal devices must be brought home at the end of each day, not left at the school, and charged overnight. Please see our One to World Bring Your Own Device Programme brochure for more details.

Home Learning and Agendas

From Grade 1, work may be assigned to complete at home, though at times, students complete assignments before they leave school for the day. Home learning is important as a reinforcement of the day’s work or as preparation for future work. Reading at home is always important and is encouraged at every grade level, every day. Avid readers have advantages in all aspects of school work.

Home learning completion times are different for each student; therefore, the school does not have a policy on the time homework should take each night. Teachers will outline grade-level expectations at the beginning of the year. Other evening activities are also very important, such as time with family, friends, sports, music, dance, theatre, and community organizations. Playtime is also important for the development of creativity, motivation, and commitment.

Parents can assist children by motivating with praise and encouraging independence. Please make a particular place available where homework is done, away from distractions. The use of a homework book, in which parents may also make comments back to the teacher, is encouraged, and required in some grades.

Agendas: Teachers of students in Kindergarten to Grade 2 develop systems to communicate between home and school.

Students in Grades 3 to 7 receive an agenda in September to use daily to keep track of assignments and events. Students in the MYP may use a device to stay organized. The use of online platforms is helpful for students and parents.

Treats and Special Occasions

Often, parents, students or teachers want to mark special occasions with treats. Celebrations are important, and we want to celebrate in all ways, not just with food. Because the frequency and type of food treats can impact student learning, these will be monitored by classroom teachers. If parents desire to mark a special event with food, they must consult the classroom teacher in advance. The teacher will decide whether it is appropriate by considering allergens, nutrition (sugar content), and the day’s activities.

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SENIOR SCHOOL

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Assemblies

There is a weekly assembly in the Senior School. The assembly is important for community-building and sharing accomplishments. Senior School students must be in formal uniform, including blazers and ties, unless the timetable calls for alternate dress.

We will also meet as a whole school three times per year: Opening Day Assembly, Remembrance Day, and the Closing Day Assembly. This is important in building community, celebrating events and honouring achievement. We will use assemblies to highlight student action, school-wide goals and highlight upcoming events. All students will have opportunities during the year to perform at assemblies.

Signing Out

Grade 8-10 MYP students must be signed out by a parent or guardian for personal appointments during the course of a school day. During the school day, Grade 11 and 12 DP students may sign out for personal appointments that are supported by a parent or guardian’s note or email. Please email the DP attendance to dpattendance@stratfordhall.ca.

Students in Grades 8-10 requesting to leave school property during the lunch break must be signed in/out by their parent/ guardian. The parent/guardian must accompany the student at all times while the student is off campus. Students in Grades 11 and 12 may leave campus and walk down Commercial Drive (going as far as East Broadway) during the lunch break and must sign in and out with the respective building receptionist.

Students and Cars

Students are encouraged to take public transit and not drive to school. There is no student parking available. No parking is allowed at the Croatian Cultural Centre for students.

Extra-curricular Activities

An important aspect of the Senior School is the optional set of opportunities that exists outside of the regular timetable.

For many students, these activities create a connection to the school. We aim to have a wide range of activities available for students. Generally, these activities come under two broad categories.

Athletics Stratford Hall athletes and teams participate in a league made up of independent and public schools, and our student athletes take part in a number of sports. These are tailored to our own expertise and facilities, and our sense of the students’ skills and interests. Our main sports are soccer, volleyball, basketball, and Ultimate. Some teams will have tryouts; others can take all who are interested. All expenses attached to being on a school team (like travel and, for tournaments, accommodation and meals) are covered by the school.

Clubs The second set of activities is clubs. Some of these are creative: visual art, theatre and music. Some are issues-related, like the environment club, global challenges club or Model United Nations club. The actual listing of clubs being offered will be available to students in September at Clubs Day. Student commitment is important with all co-curricular activities. Students must attend all meetings and practices except in special circumstance that are clearly communicated to the teacher in charge.

Homework and Agendas

Homework completion times are different for each student; therefore, the school does not have a policy on the time homework should take each night. Other evening activities are also very important, such as time with family, friends, sports, music, dance, theatre, and community organizations. Free time is also important for the development of creativity, motivation, and commitment. MYP students will not be given homework during holidays.

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Parents can assist children by motivating them with supportive feedback and encouraging independence. Please make a particular place available where homework is done, away from distractions. The use of a homework book, or e-calendar, in which parents may also make comments back to the teacher, is encouraged, and required in some grades. Parents are encouraged to contact teachers if they have concerns about homework.

Agendas: Students in Grades 3 to 10 receive an agenda in September to use daily to keep track of assignments and

events. Students in the MYP may use a device to stay organized. The use of online platforms such as ManageBac is helpful for students and parents.

International Travel

Stratford Hall has developed a set of optional international travel opportunities for students. These are intended to support our program and our statement of global-mindedness. There are limited spaces available for each trip. The school reviews safety in all of our foreign destinations in order to decide which trips run.

All trips are thoroughly planned and supervised by Stratford Hall staff. Student and parent information meetings take place well in advance of each trip, and students are expected to reflect and share their experiences upon their return. The cost of each trip varies. Details about prices and activities are available in the International Trips Handbook. All payments are received in advance of the trip, with the majority being due at the time the bookings are confirmed. .

For an updated list of trips, please refer to the International Trips Handbook.

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HAVE A GREAT YEAR!