Student-Related Procedures (SRPs)

Please be guided by the following:

1. Student Membership Rules and Procedures
2. Student Discipline
3. Student Arrival and Departure
4. Student Attendance Procedures
5. Student Transfer, Withdrawal, and Exit Procedures

1. SCHOOL MEMBERSHIP RULES AND PROCEDURES

Students are not to be counted as part of the school membership until they have actually attended school. After the first day of actual attendance, they are to be counted in the membership. Only student who withdraw from school are no longer included in the membership count.

A list of officially enrolled students will be given to the advisers/teachers before the class starts. This will serve as a guide to the teachers who will allow only students who enrolled to attend their class. An admission slip and library card will also be given to the students for them to show their teachers that they are officially enrolled.

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2. STUDENT DISCIPLINE

For the rules, guidelines, and procedures for student discipline, please refer to the Student Handbook.

  1. High school students who have been given disciplinary actions, such as community service and suspension, will be held responsible to cope for all the class works he/she missed during his/her absence. He/she will not be given special quizzes, examinations, and projects.
  2. Elementary students who have been given detention, community service and/or suspension will be able to make up homework, seatwork, quizzes, projects and tests he/she has missed during his/her absence. However, he/she will only be given half credit.
  3. Students rendering community service should be in uniform and bring the necessary materials for cleaning.
  4. Special tests and exemptions will not be given to violators.
  5. Students/pupils under suspension are not allowed to enter the school campus during their suspension period.
  6. Disobedience of erring students/pupils will be recommended for Disciplinary probation.

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3. STUDENT ARRIVAL AND DEPARTURE RULES

  1. Upon arrival in the school, students should proceed immediately to their respective classrooms and not loiter near the gate to avoid traffic congestion. Everyone should walk properly. Running or playing “tag” games during arrival and dismissal time are prohibited as these could cause accidents.
  2. Students should not talk to anyone other than the administrator or teacher on duty for time adjustments. Students should follow the time schedule of the bus trip.
  3. Arrival at school earlier than 6:30 A.M. is discouraged due to the unavailability of personnel to supervise the students during this time.
  4. At dismissal time, students and pupils must proceed directly to the waiting area and wait for the assigned driver to fetch them.
  5. Students are not allowed to wait in the bus without the driver or a teacher. Those whose transportation has not yet arrived must wait inside the school, under the watchful eyes of the guard.
  6. Students who are not in the waiting area will be left behind to follow the last trip. A warning notice will be given to the parents to orient their child. For the succeeding offenses, the child will be subject to sanction.
  7. Parents who avail of other carpool services must register their drivers’ telephone numbers in case of emergency needs of their students or clients.
  8. The second option is for the parents to deliver and pick-up their kids.
  9. Unruly and disruptive behavior in the bus may result to a loss of riding privilege

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4. STUDENT ATTENDANCE PROCEDURES

a. Attendance

  • Enrolled students must take part in all school activities and complete tasks related to them.
  • The teachers will record absences of the students.
  • Families are required to inform the school of the exact reason for the absence immediately, and in writing when the pupil returns.
  • A medical certificate must be presented for an absence of more than 4 days. If it concerns a contagious disease, parents must let the school know as soon as possible. In this case, a certificate declaring non-contagion is required on the student’s return.
  • A letter in advance is required for planned absences by the parents. Authorization for absence is given by the Administration in exceptional circumstances, on request by the parents.
  • Any absence without legitimate reason or valid excuse is recorded in the record booklet or on the report as an absence.
  • Lessons are not made up nor given for non-legitimate absences.
  • The only legitimate reasons concern the following: a child’s illness, communicable disease or if a family member is contagious, exceptional family events, absence resulting from accidents in communication, exams and religious festivals.
  • Any child being unable to attend Physical and Sports Education classes must be provided with a dispensation: a note from the parents for one lesson, a medical certificate for extended non-participation.

b. Tardiness

  • All students are expected to be on time for all classes. Teachers are to inform their students during the first week of classes what constitutes class tardiness.
  • Ten minutes of unexcused tardiness will be treated as a class “cut”.
  • Within ten minutes of unexcused tardiness will be treated as a class tardy. An accumulation of three unexcused tardiness will equal one unexcused absence to be applied to the regular unexcused absence procedure.
  • Teachers will keep records of class
 tardiness and inform the Academic Coordinator, Prefect of Discipline, and Guidance Counselor after the third occurrence – which will result in an unexcused absence. After the third occurrence, the concerned teacher is also required to conduct a conference with the concerned student’s parent(s)/guardian(s).

c. Unexcused Absence Procedures

  • When a student has one (1) unexcused absence in any class, the Guidance Office or Prefect of Discipline Office will contact the parents or guardian. An attendance progress card will be mailed to the home.
  • For Upper Elementary and HS: When a student has accumulated two (2) to three (3) unexcused absences in any class, the Prefect of Discipline will assign the student to half a day of detention. The student will also be given a conduct reduction in his/her Values grade. The Prefect of Discipline will also arrange a conference with the student, parent, teacher, and Guidance Counselor.
  • For Upper Elementary and HS: When a student has accumulated four (4) unexcused absences in any class, the Prefect of Discipline will assign the student to half a day of detention half a day of community service. The student will also be given a conduct reduction in his/her Values grade. The Prefect of Discipline will also arrange a conference with the student, parent, teacher, and Guidance Counselor.
  • For Upper Elementary Students: When a student has accumulated five (5) to seven (7) unexcused absences in any class, the Prefect of Discipline will assign the student to a whole day of detention3. The student will also be given a conduct reduction in his/her Values grade. The Prefect of Discipline will also arrange a conference with the student, parent, teacher, and Guidance Counselor.
  • For HS Students only: When a student has accumulated five (5) to seven (7) unexcused absences in any class, the Prefect of Discipline will assign the student to a whole day of detention and after-class community service. The student will also be given a conduct reduction in his/her Values grade. The Prefect of Discipline will also arrange a conference with the student, parent, teacher, and Guidance Counselor.
  • When the student has accumulated unexcused absences in 50% of his/her classes, the student’s case may be referred to the School Board and Discipline Committee or a disciplinary probation hearing.

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5. STUDENT WITHDRAWAL AND EXIT PROCEDURES

All students are encouraged to remain in school until the last day of the academic year. If, however, the need to withdraw in the middle of the school year becomes inevitable, the school has to be notified two weeks in advance to give time for the teachers to complete the student records. It should be noted that withdrawals of students are handled in accordance with the Philippine Department of Education regulations.

Step One: Parent/s or Guardian/s need to provide a fourteen-day notice or letter to the School Registrar regarding their child’s transfer. When a request for transfer is submitted, the parent/guardian and their child will be scheduled to meet with the Principal or Assistant Principal to discuss reason/s for transfer.

Step Two: Parents must complete and sign the Transfer Form and present the completed form to the Principal or Assistant Principal. The form must include the following:

• Student name, grade, date-of-birth, gender, ethnicity, parent’s name, old address, new address, phone number and passport number.
• Reason of transfer
• New school students will be attending

Step Three: The Principal shall sign the form after meeting with the child’s parent/s or guardian/s. The copy of the Transfer Form is kept in the Transferred Out file. A transfer request will be considered invalid if it doesn’t have the signature of the Principal or Assistant Principal.

Step Four: The Guidance Counselor conducts an exit interview with the student after the Principal has met with the student’s parent/s or guardian. A record of the exit interview is filed with the student file. Upon request, the school will send the required student records to the new school.

Step Five: The form must be submitted to the School Registrar after it has been signed by the Principal or Assistant Principal and Guidance Counselor. AAIS will send the required student records to the new school upon request by the School Registrar of the latter.

Step Six: The student must complete the Clearance Form.

NOTE: A parent’s transfer request will not be considered if the child still has an outstanding balance due to the school.

Parents of graduating students do not need to complete a Transfer Form; however, the Guidance Counselor must interview graduating students before they exit the school.

The School Registrar will do the following when the student’s request for transfer has been approved:

  • A log is kept of students that transferred out within the school. The log includes name of student, grade, date of transfer, and school where student transferred.
  • The School Registrar will inform teachers and appropriate staff, including transportation, via e-mail and memo.
  • The School Registrar will drop the student from the Student Data Software, transportation listing and lunch program and update the enrollment count.
  • The student file is removed from the active student files and placed with the transferred out files.
  • The School Registrar updates enrollment and calls the next student on the waiting list to replace seat.

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Al-Andalus International School
Muhammad Al-Fateh St., Al-Rakah,
Al-Jenobia, K.S.A.
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