Handbook & Policies
The Carmel Clay Schools community is dedicated to fostering an environment that promotes education and well being regardless of ability, age, appearance, gender, nationality, race, religion, sexual orientation, and socio-economic status. All educational programs activities, and interactions are enriched by celebrating uniqueness as well as commonalities. Respect for human diversity will be encouraged, followed, and enforced by the Carmel Clay Schools.
At West Clay Elementary, we envision our students becoming respectful citizens and empowering them to be life-long learners through experiences within a global education. Students are engaged in a safe, positive environment where they are striving for their highest level of excellence in academis, citizenship, and wellness. The West Clay community is built upon effective communication skills that foster strong relationships between students, parents, and teachers.
- CARMEL CLAY SCHOOLS VISION STATEMENT
- CARMEL CLAY SCHOOLS DISTRICT GOAL
- CARMEL CLAY SCHOOLS DIVERSITY STATEMENT
- WEST CLAY BELIEF STATEMENT
- SCHOOL IMPROVEMENT PLAN
- ADMISSION - ENROLLMENT POLICIES
- STUDENT TARDINESS
- CARMEL CLAY SCHOOLS ATTENDANCE PROGRAM
- CCS ELEMENTARY SCHOOL STUDENT DISCIPLINE POLICY
The Carmel Clay School community is dedicated to fostering an environment which promotes education and well-being regardless of ability, age, appearance, gender, nationality, race, religion, sexual orientation, and social-economic status. All educational programs, activities, and interactions are enriched by celebrating uniqueness as well as commonalities. Respect for human diversity will be encouraged, followed, and enforced by the Carmel Clay Schools.
Pupils entering school for the first time must present an official birth certificate, immunization records, and two pieces of proof of residency. Two pieces of documentary evidence showing proof of residency in the Carmel Clay Schools boundaries consist of:
- A rental agreement, purchase agreement, closing documents, deed, current homeowner’s insurance policy or a Current Parcel Ownership Report available at the Hamilton County Government Website.
- A current utility bill (Duke or Vectren Only) In accordance with the school laws of Indiana, children must be five years of age on or before September 1 to be admitted to Kindergarten, and six years of age to enter first grade.
Updating Student Information
Annually, you are required to log into your PowerSchool Parent Portal account and update your “MY CONTACT INFORMATION” packet for each child. This includes:
- Parent Information Packet
- Student Information Packet
- Medical Update form
- Emergency Information
- Assistance Program
- Acceptable Use Agreement (computer permission)
Daily attendance at school is absolutely vital to ensure your child’s academic success. Should your child have an illness that prevents him/her from coming to school, we ask that you notify the office prior to 8:30 am. Please leave a message at 733-6500 as soon as you know about the absence.
In order to ensure the safety of your child, if a student is reported absent by his/her teacher and a parent has not notified the office, the following procedure will be followed:
- Contact teachers to make sure that they didn’t receive any emails about the absence (please copy office if you email a teacher regarding an absence, as a substitute may be in the classroom and your email may not be received).
- Contact parents.
- Review possible building locations that a student may have been taken to for support services before checking in at their classroom.
- Review pre-arranged absences that are on file.
- Call ALL emergency contacts.
- Contact transportation for a bus search.
- Conduct a building sweep.
- Contact the School Resource Officer to go to the home.
Students must be in attendance at school by 11:30 am to be eligible for extracurricular activities that day or by 11:30 am on Friday to be eligible for Saturday participation. Exceptions to this would be pre-arranged absences or school-related functions.
Although the staff of West Clay encourages all families to take advantage of our bus transportation for the safety of our students, please adhere to the following directions if you drop off and/or pick up students. The first bell rings at 8:03 when the schools opens and the tardy bell rings at 8:10. We ask that no student is dropped off before 8:00 am. If students are dropped off before that time, they are not supervised. Parents will be called to either pick up their student or come to school to supervise them until the bell rings. ESE before school care is also available through Carmel Clay Parks and Recreation.
Morning Drop Off Guidelines:
- Please enter the carpool line from Shelbourne Rd. Do not enter from 126th Street as you will impede the buses trying to get in the lot and disrupt the flow of carpool.
- Please have your child exit the vehicle only on the sidewalk side of the car for safety. Your child should be prepared to exit the vehicle quickly to help speed the unloading process. Do not get out of your car as this will also disrupt the flow and unloading speed. Students in carpool must be able to get out of the car themselves. Please practice with your student if this is a concern.
- Students should begin to exit their cars at 8:00. Please DO NOT drop your children off earlier.
- The first car in line should pull up north of the main entrance to the sign and orange cone. Do not stop directly in front of the entrance—pull up to the cone. This will allow room for others behind you. After unloading children, please follow the car in front of you and stay in line as you drive around the perimeter of the front parking lot to exit. Pay attention to allow the right-of-way for incoming busses as you exit. Others in line should then pull up to allow for others just arriving.
- DO NOT PULL OUT OF LINE TO GO AROUND OTHER CARS. We want to make sure that all children and staff are safe and there are no accidents in the parking lot. Only one line of traffic should be entering and leaving the parking lot, paying special attention to incoming busses. We may have some visitors walking in the parking lot and we care about their safety, too.
- Once out of the car, students will wait in the vestibule, until 8:03, when the bell sounds and students may walk to their rooms.
- Please make sure your child is here on time each day. If you arrive after 8:10 you will need to park in the parking lot, escort your child to the office, and sign your child in for the day. They will be marked as tardy, so please minimize late arrivals. Every minute of classroom time is important.
Afternoon Pick Up Guidelines:
(Please read carefully as this is a new procedure)
- In the afternoon, again, the first person to arrive should pull up to the sign and orange cone in the front of the building. Please pull forward and make one single row. This is a no idling zone. Please turn off your car at this time.
- We will dismiss carpoolers in the back lot after the busses leave at approximately 2:40. This is a new procedure. The first car in line will wait in the front of the school by the sign and orange cone until a staff member opens the gate to the back bus lot and signals that you may proceed to the back bus lot.
- Cars will slowly proceed to the back bus lot and pull up against the curb. The first car will proceed to the farthest cone. Teachers will be waiting there with your carpool students to assist in loading them safely to your car.
- Each student has a carpool number assigned to them. On the first day of school, each family will be given two red cards for parent(s)/guardian(s) with the student’s assigned carpool number.
- Students will be loaded between the two cones. Parents will hold up their red car pool sign so the staff member knows which child should be entering which car. If you are picking up more than one child, you will hold up more than one number card.
- Once loaded, do not proceed forward until directed to do so by a staff member. Please remain in the line and follow the perimeter of the lot until you reach the exit. Only one line of moving traffic will keep our students and visitors safe. Please be patient as we continue this process for the safety of our students.
- If you have made a change in School Dismissal Manager for someone else to pick up your child in carpool, please let that parent know your student’s carpool number. They will then need to make a sign with the student’s number. We realize that it may not be red but that is ok as long as the number is visible.
- If you are picking up a carpool student for someone else, please make sure you know that child’s student carpool number and that you have made a sign to hold up for the staff member to see.
- If you do not have your red carpool number sign and were not able to make one, you will need to park in the front lot and come in to pick up your student after carpool has dismissed.
- If you have lost your red carpool sign, please call the office for a new one.
- If you need to enter the building with your child for any reason, please park in the front parking lot to come in the building.
Thank you for following our carpool line procedures for the safety of all of our students and staff!
Students who have not reported to their classroom by 8:10 am are considered tardy and must report to the office along with their parent.
DO NOT drop off your child at the door. Your child must be escorted by a parent or guardian into school. A student who enters the classroom after the tardy bell at 8:10 am must submit a tardy slip to their teacher. The slip is obtained by checking in at the office. Habitual tardiness has a negative impact on the beginning of the day for your child as well as his/her classmates. Every effort should be made to assist children in reporting to their classroom on time.
Project ACES – Attending Class Equals Success
The goal of Project ACES is to ensure that every child attends school as required by Indiana Law so that each child will receive the necessary guidance and knowledge to become a productive member of the community.
Three Target Groups:
- Students with Excessive Excused Absences
- Students with Unexcused Absences
- Student with Excessive Tardiness
Students with Excessive Excused Absences:
Excused absences NOT included in the ACES Program are:
- Religious Holidays
- Death in the immediate family
- Court Appearance, Jury Duty
- Immigration, passports
The program runs as follows:
- When a student misses 7 excused days of school, (vacation or illness, no doctor’s note provided) the parent, student, school administration, counselor/social worker and nurse will meet to discuss the student’s attendance at school. In some cases the School Resource Officer will attend the meeting. At the meeting, an attendance letter will be handed to the parents, as well as a LEAPP Packet. The meeting will attempt to discern what the issues are for the student missing school and devise a plan to assist the student in improving their attendance. Documentation of the meeting must be kept in the student file.
- When a student misses 10 excused days of school, (vacation or illness without a doctor’s note), a Letter of Incapacity and a physician’s certificate, which requires a doctor’s note for any further absences, will be mailed to the parent by certified mail.
- When a student misses 12 excused days of school, (vacation or illness without a doctor’s note), the student and parent are referred to the ACES program. The school administration will fill out and submit an ACES referral form to a Carmel Clay School Administrator who will submit the form to the Carmel Community Prosecutor. The Prosecutor’s Office will then contact the parents by mail and phone to inform the parent and child of the required meeting.
- At the meeting the deputy prosecutor will give a presentation informing the parents and students how truancy leads to delinquency and increases the chances 5 for becoming a dropout. The deputy prosecutor will also share Indiana law on school attendance and educational neglect; define excused and unexcused absences and the consequences of further absences from school.
- Any further absences will result in a meeting between the deputy prosecutor, school administration, LEAPP, Carmel school probation officer, parent and child.
- If students are still missing school, educational neglect charges will be filed.
Students with Unexcused Absences:
“Unexcused Absence”: means an absence from school that is not authorized by the local school administrator or local school corporation rule.
- When a student misses 1 unexcused day of school, the parent, student, school administration and counselor will meet. In some cases the School Resource Officer will attend the meeting. At the meeting, an attendance letter will be handed to the parents, as well as a LEAPP Packet. The child will be assigned an IN SCHOOL Suspension.
- When a student misses 2 unexcused days of school, student and parent are referred to the ACES Program. The school administration will fill out and submit an ACES referral form to a Carmel Clay School Administrator who will submit the form to the Carmel Community Prosecutor. The Prosecutor’s Office will then contact parents by mail and phone to inform them of the required meeting.
- At the meeting the deputy prosecutor will give a presentation informing the parents and student how truancy leads to delinquency and increases the chances for becoming a drop out. The deputy prosecutor will also share Indiana Law on school attendance and educational neglect; define excused and unexcused absences and the consequences for further absences from school.
- When a student misses 4 unexcused days, a truancy petition will be filed.
Students with Excessive Tardiness:
- When a student misses 3 hours of seat time due to tardiness at the beginning of the school day, the parent, student, school administration and counselor will meet. In some cases the School Resource Officer will attend the meeting. At the meeting, a tardy letter will be handed to the parents, as well as a LEAPP Packet.
- When a student misses 4 hours of seat time due to tardiness, student and parent are referred to the ACES Program. The school administration will fill out and submit an ACES referral form to a Carmel Clay School Administrator who will submit the form to the Carmel Community Prosecutor. The Prosecutor’s Office 6 will then contact parents by mail and phone to inform them of the required meeting.
- At the meeting the deputy prosecutor will give a presentation informing the parents and student how truancy leads to delinquency and increases the chances for becoming a dropout. The deputy prosecutor will also share Indiana law on school attendance and educational neglect; define excused and unexcused absences and the consequences of further absences from school.
- If students in grades 1-6 are still missing seat time due to tardiness, educational neglect charges may be filed.
“The School Board recognizes the importance of safeguarding a student’s constitutional rights, particularly when subject to the Corporation’s disciplinary procedures.” (policy 5611) A student who has committed a disciplinary infraction will be afforded due process in proportion to the disciplinary action taken by school officials.
Student Discipline Policy
Recognizing that the behavior of some students may be so disruptive that it interferes with school purposes or educational functions of the school corporation, school officials may find it necessary to remove a student from the school. In this event and in accordance with the provisions of IC 20-33-8 the following actions can be taken:
- SUSPENSION FROM SCHOOL: a school principal (or designee) may suspend a student from school for a period of up to 10 school days.
- EXPULSION: In accordance with the due process procedures defined in this policy a student may be expelled from school for a period no longer than the reminder of the current semester plus the following semester, with the exception of a violation of rule 12 listed under the grounds for Suspension and Expulsion in this policy.
Grounds for Suspension or Expulsion
Grounds for suspension or expulsion are student misconduct or substantial disobedience. Examples of student misconduct or substantial disobedience include, but are not limited to:
- Using violence, force, noise, coercion, threat, intimidation, fear, passive resistance, harassment or other comparable conduct constituting an interference with school purposes or urging other students to engage in such conduct. The following enumerations are only illustrative and limited to the type of conduct prohibited by this subdivision. 7
- Continuously and intentionally making noise or acting in any manner so as to interfere seriously with the ability of any teacher or any of the other school personnel to conduct the educational function under his supervision.
- Setting fire to or damaging any school building or property.
- Preventing or attempting to prevent by physical act or intimidation the convening or continued functioning of any school educational function, or of any meeting or assembly on school property.
- Causing or attempting to cause damage to property, stealing or attempting to steal property.
- Intentionally causing or attempting to cause physical injury or intentionally behaving in such a way as could reasonably cause physical injury to any person.
- Threatening or intimidation of any student for the purpose of, or with the intent of, obtaining money or anything of value from the student or for the purpose of, or with the intent of, preventing the student from participating in school or school activities.
- Using any verbal, nonverbal, and/or physical contact which includes but is not limited to disability, ethnic, gender, racial, religious, and/or sexual harassment.
- Knowingly possessing, handling, or transmitting a knife or any object that can reasonably be considered a weapon.
- Knowingly possessing, using, transmitting, or being under the influence of any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana, alcoholic beverage, intoxicant of any kind or any substance represented to be the above. Use of a drug authorized by a medical prescription from a physician is not a violation of this subdivision.
- Engaging in the unlawful selling of a controlled substance, a substance represented to be a controlled substance, or engaging in a criminal law violation that constitutes a danger to other students or constitutes an interference with school purposes or an educational function.
- Failing in a substantial number of instances to comply with directions of teachers or other school personnel during any period of time when the student is properly under their supervision, where the failure constitutes an interference with school purposes or an educational function.
- Engaging in any activity forbidden by the laws of Indiana that constitutes an interference with school purposes or an educational function. 11. Violating or repeatedly violating any rules that are reasonably necessary in carrying out school purposes or an educational function and are validly adopted in accordance with Indiana law, including but not limited to:
- Disobedience of administrative authority 8
- Falsely reporting a “911” emergency will also be reported to the authorities for appropriate action
- Using abusive and profane language, verbal or written
- Using distracting or hazardous items such as: beepers, pagers, cellular phones, headphones, electronic games, radios, stereos, CD players, tape players, skateboards, toys, etc. during the school day.
- Knowingly using on school grounds during school hours an electronic recording device in a manner that is inappropriate or a situation not related to a school purpose or educational function.
- Knowingly providing false information to school personnel 12. Possession of a firearm a. No student shall possess, handle or transmit any firearm on school property. b. The following devices are considered to be a firearm as defined in Section 921 of Title 18 of the United States Code: The frame or receiver of a weapon described above Any firearm muffler or firearm silencer Any destructive device which is an explosive, incendiary, or poison gas bomb, grenade, rocket having a propellant charge of more than four ounces, missile having an explosive or incendiary charge of more than one quarter ounce, mine, or any similar device Any weapon which will, or which may be readily converted to, expel a projectile by the action of an explosive or other propellant, and which has any barrel with a bore of more than one half inch diameter. Any combination of parts either designed or intended for use in converting any device into any destructive device described in the two immediately preceding examples, and from which a destructive device may be readily assembled. c. The penalty for possession of a firearm: 10 days suspension and expulsion from school for one calendar year. The length of the expulsion may be reduced by the superintendent if the circumstances warrant such reduction. d. The superintendent shall notify the county prosecuting attorney’s office when a student is expelled under this rule. The grounds for suspension or expulsion listed above apply when a student is: a. On school grounds before, during, and after school hours and at any other time when the school is being used by a school group b. Off school grounds at a school activity, function, or event c. Traveling to or from school or a school activity, function, or event.