2017-2018 STS Parent Student Handbook

பெற்றறோர் – மோணவர் கைறேடு
PARENT – STUDENT HANDBOOK
2017-2018

COMPILED BY: STS Board and Volunteers

Dear Parents and Students,

Welcome to an exciting year at Sangamam Tamil School (STS)!!!

This Parent - Student Handbook provides parents and students with information regarding School
Mission and Vision, School Operational Policies and Procedures, Admission and Registration,
Curriculum, School Governance, Access to Records and Miscellaneous details.

Parents are advised that some of the policies, procedures, staff, and schedules may change or will
be revised during the school year and the changes will be notified to the parents through email,
the school website, WhatsApp or through other appropriate communication channel. We strongly
believe in an open-door policy at STS. For any questions, concerns or improvement ideas please
don’t hesitate to contact STS.

Our goal at STS is to provide our students a positive, fun and participative learning experience.
This can only be achieved with parent’s support and participation. We request you to collaborate
with our teachers and stay closely involved with your children’s Tamil education at STS to get
maximum benefit from our school.

We are a non-profit organization run entirely by a team of dedicated enthusiastic Tamil
volunteers. We request and look forward to everyone’s participation in developing and sustaining
our school for generations to come.

Thanks for being a part of STS family!!

Sincerely,

STS Board and Volunteers

Address: 42149 Greenstone Dr, Aldie, VA 20105
Email: [email protected]
Phone: (571) 207-6787
Website: http://sangamamtamilschool.org

1. ABOUT SANGAMAM TAMIL SCHOOL

The name of our registered organization is “Sangamam Tamil School” called as STS in short form.
We are a non-profit organization open to all those who wish to learn the Tamil Language.

1.1. MISSION, VISION
The MISSION of our organization is to teach our children to read, write and speak in Tamil. To
teach Tamil cultural values to maintain our identity in multi-ethnic society.
The VISION of our organization is to carry our prestigious Tamil language and cultural values to
our future generation by providing our students with encouraging, stimulating and fun
environment to learn Tamil - one of the oldest language in the world.

1.2. STS Structure

Board of Directors

Teachers Volunteers

2. POLICIES

2.1. Non-discriminatory Policy

Sangamam Tamil School (STS) welcomes students of any race, color, national origin and ethnic
origin to all classes, programs, and activities available at the school. STS does not discriminate
based on race, color, national origin, marital status, disability, military status or ethnic origin in
administration of its educational policies, admissions policies, and other school-administered
programs and events. All members, including board members, teachers and other volunteers are
expected and required to abide by this policy.

2.2. Standards of Conduct
The Board and Teachers of the School are committed to providing a safe and healthy learning
environment for all students. The Board meets periodically to review the operations of STS and to
plan future activities.

3. ADMISSION AND REGISTRATION

3.1. Admission Policy
STS welcomes students who are interested in learning Tamil language. Minimum age for
admission is 4 years at the time of the 1st day of school and there is no maximum age restriction
for enrollment.

3.2. Registration and Fees
STS will communicate the registration details through emails, web site, and other communication
channels. Parents interested in enrolling their children at STS must complete their registration
through STS website and pay the required fees. Returning students are required to ensure that
their contact information is updated at the beginning of the academic year or anytime there is a
change in the contact information.
The fee structure will be defined and disclosed at the time of registration. Registration fees are
collected to meet the facility provisions, school books and STS related programs (Annual day, KIDS
trophy’s, etc.).
Registration fees are due in full upon enrollment.

3.3. Withdrawal Policy
Parents can inform their child’s class teacher or send an email to
[email protected] about your decision to withdraw their kids from STS at any
time. If your child discontinues from STS, fees will not be refunded.

3.4. New and Returning Student Evaluation
The pre-requisite for any New Student depends on the student’s skill level in Tamil language at the
time of joining. For the “Mazhalai” level, kids aged from 4 yrs. and above will be admitted without
evaluation. For other levels, New Students will be evaluated by the teacher’s in the form of
evaluation test or oral examinations at the start of the academic year. Based on the teacher’s
recommendation, the student will be enrolled into the appropriate level.

For returning students, the same evaluation policy for New Students applies.

3.5. Midyear Admissions
Enrollments for Midyear admission are left to the discretion of the STS Board.

4. SCHOOL OPERATIONAL POLICIES AND PROCEDURE

4.1. General operation Guidelines
Establishing and maintaining procedures and standards of proper behavior is a shared
responsibility of board, teachers, parents, and students. STS operates under the guidance
established in Parents/Students Handbook.

4.2. Academic Calendar
In general, the School academic year begins in September and ends in June of the following year.
Every year STS will publish the school calendar containing:
• Class schedule • Hours of operation • Exam dates
Academic calendar will be published on the STS website. Any changes in the calendar will be
notified to the parents through one of the STS communication channel.

4.3. Hours of Operation and Operating Schedule
Classes typically last 2 hrs. Classes are conducted on Saturdays from 10.30 AM to 12.20 PM.
Class Schedule:
10.30 AM – 10.40 AM: Kids/Teachers assembling in the class
10.40 AM – 10.45 AM: Thamizhthai Vazhthu
10.45 AM – 12.00 PM: Homework Check, Review of previous class, Day’s lesson
12.00 PM – 12.20 PM: Curriculum related Games/activities

4.4. School Dismissal
Parents or designated guardians are required to be present at 12.20 PM to pick up their child.
<<TODO: More description>>

4.5. Attendance Policy

4.5.1. Attendance
Regular attendance is key to academic success and is the responsibility of parents to make sure
your child does not miss the class. Attendance will be considered for grading your child. If a
student misses a class, there will be no make-up class. Students should have a minimum of 75%
attendance to move to the next level.

4.5.2. Absence Policy
All leaves will be considered as absence.
If a student is sick or needs to take off for any reasons parents are advised to inform the class
teacher. It the responsibility of the parents to review the homework for missed class and catch up
with the homework.

4.5.3. Tardy Policy
Classes start at 10.30 AM. Kids arriving after 10.40 AM will receive a tardy ticket from hall
volunteers. If a student gets more than 3 tickets their parents should donate a gift for school
treasure chest <<Need to describe about treasure chest in another section in detail >>. STS will
specify the gift to be donated.

4.6. Student Drop and Pickup Policy
Parents are responsible for dropping their children at the school and picking them from the school
on time. Children should never be dropped off or allowed to leave the school unaccompanied.
STS is not responsible for the children and their whereabouts beyond the duration of the
published class timings. School should be aware of any delay in pickup.

4.7. Parking Policy
Every parent is responsible for following the parking rules of the premises where the classes are
held. STS is not responsible for any parking violations by the parents, or volunteers. Observe
posted parking signs always, including weekends. Spaces reserved for school staff, i.e., Principal &
Assistant Principal should not be used.

4.8. Homework Policy
Homework is an integral part of the curriculum. Homework is defined as written or non-written
tasks assigned by a teacher to be completed outside the classroom. Failure to complete assigned
homework will impact a student’s final grade. Workbooks are designed to reinforce lessons
already taught in class.

4.9. Evaluation Policy
Each student will be evaluated by their teacher for attendance, homework and class participation
skills (listening, speaking, reading, writing, communication, and presentation skills). In addition to
class observation, STS will conduct two Mid Term tests and an Annual exam in an academic year
to evaluate student performance. The tests will be conducted at the end of each term. The test
questions, evaluation and grading will be managed by the class teachers based on the
curriculum/lesson plan.

For Kids taking the TVA Exam, STS will announce the date of the final TVA Exam. Evaluation and
grading of the final exam will be done by TVA.

4.10. Grading Policy
A Student’s Homework, Class Participation, Mid Term Test scores, Annual Exam Scores and
Attendance will be used to calculate the year-end performance of the student.
The school year will be divided into three terms
Academic:

First Term (Mid Term): 15%
Second Term (Mid Term): 15%
Third Term (Annual Exam): 30%
Work and Attendance:
Homework Completion: 20%
Attendance: 10%
Class participation and behavior: 10%
Grading policy and teacher’s assessment of a student’s knowledge and proficiency in Tamil
are used as criteria for student promotion to the next grade level

4.11. Student Promotion
<<we will have to decide on this >> EOY grade of 70% or higher is mandatory for graduating to the
next level. In addition to the overall score, teachers will consider a student’s comprehensive
understanding of the current level curriculum for promotion. If a student doesn’t meet the
requirement for promotion to the next level, the teacher will discuss with the parent, ways to
improve the student performance in the summer. If necessary, the student may be asked to
repeat the level again.

4.12. Report Cards
At the end of each term, teachers will issue a report card to the students about their progress in
the class. The report card will include class attendance for the term, test scores, and teacher’s
note about the student’s in-class participation and performance. Parents are encouraged to
contact the child’s teacher to discuss the student’s progress. If needed, a parent teacher meeting
can be scheduled to address any concerns.

4.13. Parent Teachers Conferences
A parent-teacher conference may be requested at any time by a parent or teacher if he/she feels
that it may be beneficial for the child’s progress. Due to lack of available time during the weekend
classes, parents may have to make the request in advance for better planning.
STS will hold two PTC (Parents Teacher Conference) every year to communicate the child’s
progress to their parents.

4.14. Annual Day and Graduation
Annual day will be celebrated every year towards the end of the school year (in April). Students
will exhibit their talents through various group programs like dance, skit, debate, and other
creative programs that are in alignment with STS objectives.
<<TODO: Graduation Day>>

4.15. Teacher and Staff Recognition
Every year STS Board, Teachers and all other volunteers in the different committees will be
recognized for their hard work.

4.16. STS Fun Treasure Chest

Kids will be rewarded tokens for demonstrating good character and speaking Tamil in the class.
Once they have collected 50 tokens they are eligible to get a toy of their choice from the “STS Fun
Treasure Chest”. Some of the gift items are eligible only if the kids have 100 tokens.

Some of the activities through which a kid can earn token are:

• Answering with enthusiasm in Tamil for teacher’s question
• Behaving well in the class room (more for small kids classes)
• Performing beyond expectation in kids conversation activity
• In every class, kids can earn token in many ways during their Fun activity class. They can

earn for winning individually Or for winning as a team.
• Coming to the class on time for several weeks consecutively

4.17. Discipline

All students must follow the rules and regulations of the school and the directions of the class
teacher. STS believes in disciplining the students in a positive way. No corporal punishment is
allowed in STS. The student will be given 2 verbal warnings for any misconduct in the school. For
the third time, the teacher will notify the parent in writing. If necessary, the teacher will request a
parent-teacher meeting to discuss student’s misconduct and the parent will have to work with the
teacher to correct the student’s behavior.

STS reserves the right to take any appropriate disciplinary action to preserve the orderliness of the
class. It is the parent's responsibility to make sure that the student does not disturb the class by
bringing toys, video games, etc. to school.

Alcohol, tobacco, weapons and illegal drugs are prohibited in the school premises – including
parking lots. Pets are not allowed on the school premises.

4.18. Communication

The current established means of communication with the parents are through one or more of the
following:

• Emails and phone
• STS website: http://sangamamtamilschool.org
• Social Media (Facebook, WhatsApp)
• Parent Student Handbook
• Parent Orientation Meeting at the start of the school year
• Meetings among parents, teachers and the school
• Surveys

4.18.1.WhatsApp groups
There are several WhatsApp group created for various purposes. Parents are advised to use the
group only for their intended purpose and not spam the group with forwarded messages or
discuss non-school related topics in the groups below.

STS Parents
By default, both Mom and Dad of all the students enrolled in our school will be added to this
group. Any school related information like annual day events, competitions, announcements etc.
will be discussed in this group. You can opt out if you do not wish to be part of the group. But we
recommend, not to opt out and stay up to date with school operations.

STS <<Class Group Name>>
By default, both Mom and Dad will be added to their kids WhatsApp class group. Separate
WhatsApp groups are created for each class and the individual class teachers will be administering
their group. You can opt out if you do not wish to be part of the group. But we recommend, not to
opt out and stay up to date with what is happening in your kid’s class.

STS Teachers
This group is for the STS teachers. All teachers in STS will be part of this group.
Various committees will have a WhatsApp group and you can request to be part of those group if
you will be one of the active volunteers for that committee.

STS மசோலோ
This group is optional and you can send a request to us if you want to be part of this group. As the
name implies this is a masala group where you can discuss topics not related to Tamil school, send
forwarded message, reach out for travel companions, etc. in this group.

4.18.2.Facebook
STS Facebook:
https://www.facebook.com/people/Sangamam-Tamilschool/100005566215703

5. CURRICULUM

5.1. Course and Curriculum Details

STS provides a well-defined, age and grade-appropriate curriculum to all students.
Based on student’s age and their Tamil language proficiency, STS has structured 9 levels of classes.
STS syllabus is designed by a group of teachers and volunteers within STS with appropriate focus
on reading, writing, and conversation for students.
The STS teaching material for each level is a combination of Textbooks, Workbooks, and other
appropriate materials from various sources. The curriculum is reviewed on a regular basis by a
group of experts to improve the quality of the program, teaching methods and techniques. The
continual improvement of the syllabus is achieved by constant self-evaluation and regular
feedback from parents, students and teachers. Visit http://sangamamtamilschool.org/ for detailed
information about the courses offered by STS.

5.2. Competitions
Every year, STS organizes the following cultural events & competitions for all levels
• Pechupotti
• Thirukkural Competition
• Drawing Competition
• Annual Day - School Cultural Program

5.3. Newsletter
STS will publish a monthly Newsletter named MINMINI specifically for the kids. If your kid would
like to contribute to the newsletter contact the class teacher for details.

6. SAFETY

A safe learning environment for all students is the top priority of STS.

6.1. Visitor/Parents
Current and Prospective parents are encouraged to visit the school. However, the following
guidelines are established for the safety of students during the class hours:

A Member of school administration shall accompany the visitor to the classroom. Prior
arrangements/appointments for classroom visits are recommended.

6.2. Safe Arrival and Departure
It is the responsibility of parent/guardian to bring their children into and pick them up from the
school. All parents should wait in the school lobby area before class dismissal. Students should not
be picked up by other parents without consent from the respective parent.

6.3. Inclement Weather
In the event of a closing or delayed opening due to inclement weather or other emergency, a
decision will be made and communicated to parents as expeditiously as possible through email,
WhatsApp or through another STS communication channel.

7. SCHOOL GOVERNANCE

7.1. Volunteer
Parents have opportunities to participate and support the school in many ways -through serving in
the School Administration, Teaching, Teacher Assistance, Technology and Documentation (Data
maintenance –attendance and report cards, photography, audio, video recording and archiving),
Curriculum development, Safety coordination, Examiner, Cultural Coordinator, Facility
coordination.

7.2. Student Responsibility

• Students must be in the classroom and seated before the class starts.
• Bring your textbooks, workbooks and your own pencils and pens.
• Show respect for the teachers, and fellow students.
• Do your homework every day and ask for help when you need.
• Turn in all homework the day they are due.
• Show respect for anyone who is speaking.
• No food or drink is allowed within the school.
• Raise your hand and wait to be called on before you speak.
• Be responsible for your own things.
• Treat everyone with kindness and respect.

• DON’T display rude or inappropriate behavior; be physically or verbally abusive.
• DON’T bring articles of value like jewelry to school.

7.3. Parents Responsibilities

• Ensure your student attends school regularly and on time.
• Instruct your student to maintain proper discipline in school and follow school rules.
• Monitor and help your children with their homework and encourage them to complete it

before each class.
• Read with your child for at least 10 minutes every day.
• Stay in tune with what your student is learning. Ask him or her questions about their day in

school.
• Communicate with your student in Tamil as much as possible. If they use English words, teach

them the equivalent Tamil words and ask them to repeat it.
• Encourage your children to read Tamil Books.
• Stay in touch with your child’s teacher, attend Parent-Teacher conferences, email if you have

questions or schedule a visit to the classroom.
• Monitor your child attendance, attendance is mandatory to pass.
• No advertisements, commercial activities, or other gatherings are allowed inside the school

without permission from the school administration.
• Parents should provide the school with detailed contact information, including address, phone

number, and email addresses as well as keeping the information current by informing the
school of any changes.
• Parents should actively support all school activities and attend all meetings and special events.
• Parents are responsible for any repair or replacement cost for school property damage by
their children.
• Parents bear the legal responsibility for any accident due to student violation of school rules.

8. DATA PRIVACY POLICY

STS obtains personal information (like name, phone number, e-mail address, etc.) during
admission and other events. This information may be used for, but not limited to, planning for the
educational program. Access to such information by third parties is limited and controlled. During
the School year, STS may display student news that may include names and photos of student(s) in
the media. Please contact school administration if you do not want the photographs or name(s) of
your student(s) displayed.

Maintaining confidentiality is the legal, ethical and professional responsibility of every member of
the school community, including students, parents or guardians, teachers, and board members.
Every member of the school community must respect the privacy of all students, families,
teachers, and all other school administrative team members.

All personal records of children and families of STS will be kept in the strict confidence.

9. PARENT/STUDENT HANDBOOK ACKNOWLEDGEMENT

I (We) have reviewed the Parent - Student Handbook for this academic year for my child enrolled
in Sangamam Tamil School. I am aware that the set of rules and guidelines as outlined in the
handbook will be enforced during this academic year in school and at all school events. I
understand that this handbook may be amended during the year without notice. This handbook in
the latest version is applicable to all students upon implementation of any change. The school
administration will notify all parents and students in writing or email, where possible, of any
changes to the handbook.

Parents initials: __________ With your consent please sign at the bottom for Handbook
Acknowledgement.

10.DROP OFF AND PICK UP

I will not hold Sangamam Tamil School responsible for any liability with regards to dropping off or
picking up my child at STS.

Parents initials: _______With your consent please sign at the bottom for Drop Off and Pick Up.

11. STUDENT IDENTIFICATION AND INFORMATION PRIVACY RELEASE

Student information such as name, address, phone numbers, photo images and videos may be
published or displayed in printed materials (such as brochures and newsletters), videos, school
websites, and in information about school events and activities provided to external organizations
and media outlets. I understand that the school may take class pictures and videos for publishing
with student name. If I do not want my child to participate, it is my responsibility to exclude my
child before the pictures and videos are taken. Student names may be released unless a parent or
guardian has contacted the school and requested that their child’s information shall not be
shared. However, the school does not directly publish student names to the Internet unless given
permission by a parent or guardian. Please complete this form and return it to school. This
consent form remains valid throughout your child’s term in STS or until a new form is completed
and signed by a parent / guardian.

 Yes I agree
 No I don’t agree

Parents initials: _______With your consent please sign at the bottom for Name/Photo/Video Release

1._____________________ __________________________ _________________

2._____________________ __________________________ __________________

3._____________________ __________________________ __________________

Student First Name Student Last Name Grade

Parent Signature _________________________Date__________________
Parent First Name _________________________Parent Last Name ___________________