Parent Student Handbook

We have tucked everything you'll ever need to know about how we operate into our Parent Student Handbook. FAQ's included below for easy reference. 

Oak City Academy Handbook Quick Reference

Attendance Policy




  • Oak City Academy operates in compliance with the attendance requirements set forth in Subchapter X Private and Proprietary Schools Article 39: “§ 115C-548. Attendance; health and safety regulations.





  • Each private church school or school of religious charter shall make, and maintain annual attendance and disease immunization records for each pupil enrolled and regularly attending classes. Attendance by a child at any school to which this Part relates and which complies with this Part shall satisfy the requirements of compulsory school attendance so long as the school operates on a regular schedule, excluding reasonable holidays and vacations, during at least nine calendar months of the year. Each school shall be subject to reasonable fire, health and safety inspections by State, county and municipal authorities as required by law.”





  • Oak City Academy seeks to operate with a minimum of 180 instructional days over the course of 10 months in any academic year.



Short-Term Absences



  • If a student needs to be absent from school for one to two days, for any reason, the parents should contact the Teacher by Class Messenger as soon as possible.



Long-Term Absences



  • If a student needs to be absent for three or more consecutive days, the parents should notify the teacher by Class Messenger explaining the circumstances as well as the Administrative Assistant. Please ask your teacher to compile any necessary schoolwork that the student would otherwise miss.





  • Any time a student is absent, it is the parent’s responsibility to arrange to get the student’s make up work and to get the student caught up. The teacher will assist as much as is reasonable.



Extended or Planned Absences



  • We will gladly cooperate with families taking their children from school for short vacations, trips, etc. However, when extended absences are voluntary (versus emergency or illness) we expect all schoolwork to be completed before the student leaves. We recommend that prior to any planned, extended absence, the student(s) work ahead as much as possible. This eliminates the need to work on vacation. If the work is not fully completed before the absence, any remaining work is due upon return. (During the Montessori portion of the curriculum, class work may not be completely “made up” due to the nature of the materials and curriculum. The child’s absence may simply delay their potential for mastery of the curriculum.) Please contact your teacher by Class Messenger AS WELL AS the Administrative Assistant to notify him/her of any planned absences.



Maximum Absences



  • Any student at Oak City Academy must complete at least 140 instructional days in an academic year to be considered eligible to progress to the next year in their classroom or in another classroom. A completed day is considered the completion of at least 4 hours during the academic day.



  • In the event that the total number of absences, whether planned or unplanned, is equal to or exceeds twenty days in one semester, the family will meet with the Headmaster about the potential of not receiving credit for that semester.





  • Make Up Work - If the absence is planned, any make up work is due the day the student returns to school. In the case of absence due to illness, students will receive one day for every day absent to complete any missed work.



Excused Absenses



  • Below are the valid excuses for temporary nonattendance of a student at school. (These guidelines are adapted from the North Carolina School Attendance Manual):





  • Illness or Injury: When the absence results from illness or injury which prevents the student from being physically able to attend school.





  • Quarantine: When isolation of the student is ordered by the local health officer or by the State Board of Health or OCA’s school health policy.





  • Death in the Immediate Family: When the absence results from the death of a member of the immediate family of the student. For the purpose of this regulation, the immediate family of a student includes, but is not necessarily limited to, grandparents, parents, brothers, and sisters.





  • Medical or Dental Appointments: When the absence results from a medical or dental appointment of a student.





  • Court or Administrative Proceedings: When the absence results from the attendance of a student at the proceedings of a court or an administrative tribunal if the student is a party to the action or under subpoena as a witness. The Local Board of Education can be considered an administrative tribunal.





  • Educational Opportunity: When it is demonstrated that the purpose of the absence is to take advantage of a valid educational opportunity, such as travel. Approval for such an absence must be granted prior to the absence. This would include, but is not limited to, a student serving as a legislative page or a governor's page.






  • Tardies are categorized as either excused or unexcused. Five accumulated unexcused tardies are equivalent to one absence. A tardy will be received when the child arrives to his/her classroom after 9:15am. A staff member will be present to help with carpool from 9-9:10AM (Temple) and 9-9:15AM (Primary). Any families arriving after carpool has finished must personally walk their own child to the office, sign your child in, then walk your child to his or her classroom and assure your child gets into his/her classroom safely. The 15 minute grace period is meant to be the time the child has to get settled into the classroom. We ask that students be settled and READY TO WORK BY 9:15 rather than arriving every day exactly at 9:15.





  • If tardiness becomes a regular pattern, the classroom teacher will discuss with that family how the child’s tardiness is impacting their child’s learning and effecting the classroom environment.



Sickness Policy


  • The OCA classrooms are filled with hands on materials, which makes it very easy for sickness to spread rapidly through the classroom. Therefore we ask that you closely adhere to this illness policy so that we can provide a healthy, safe, and thriving environment for all the students, staff, and volunteers at OCA. We have found that MD's and Pediatricians vary widely on their answers to the question, "When can my child return to back to school?" Thus please be aware that our policies may or may not differ from your child's pediatrician's recommendations.


  • A student who becomes ill during the school day should notify the teacher who will call the parent to come pick their child up.


  • For a student who becomes ill while at home, the parent should keep the child home and follow the sickness policy procedure below:


  • If your child has a contagious virus (flu or stomach virus) OR a communicable disease please notify your child's teacher via text. Include your student's name, what he/she has come down with, and when symptoms began. The teacher will confirm your child's return date with you and you may discuss make up work.


  • We will not be able to admit your child when any of the following general illnesses have occurred within the last 24 hours:


  • Heavy or excessive coughing


  • Congestion unassociated with allergies


  • Persistent clear runny nose


  • Green or yellow runny nose


  • Fever


  • Discharge in or around the eyes (not related to allergies)


  • Questionable rash


  • Stomach virus, flu, and communicable diseases are illnesses that our school requires more than a 24 hour exclusion period.




  • Stomach Virus Policy


  • Vomiting (student must stay home for at least 72 hours after symptoms have ceased in entire family, if related to stomach virus)


  • Diarrhea (student must stay home for at least 72 hours after symptoms have ceased, if related to stomach virus)


  • The Center for Disease Control explains that vomiting and/or diarrhea related to epidemics of the “stomach bug” or “stomach flu” (typically, but not limited to, norovirus or rotavirus) are contagious from 3 days to 2 weeks AFTER you have recovered. Please send your child back to school after he or she has been well for at least 72 hours. Children may not return to school if the vomiting has ceased yet the child still has diarrhea. Both symptoms must be cleared for a full 72 hours before returning. The minimum exclusion period for this virus is 3 days at home after no more symptoms are present, yet children whose families are able and willing to keep their children out of school for the entire week are welcome and encouraged to do so. That child's absences will be excused and he/she will be provided any needed make up work. Also, please do not send OCA children to school whose siblings have contracted the stomach bug. Once exposed, the OCA child may be contagious before even showing symptoms. If your child was to get sick at school, he/she could infect countless other students and staff. Thank you for loving others well if your family comes down with this virus. 


  • Influenza Policy


  • The Center for Disease Control states that the flu can be contagious to other persons from 5 to 7 days after a person has become sick with the flu (children can pass it on for longer than 7 days). Therefore we ask that you keep your child home 3 extra days AFTER flu symptoms such as fever, achiness, sneezing, runny nose, etc. have left the body. We ask that all students and/or staff get a flu test is flu is suspected (or cold symptoms with fever appear during flu season).




  • Communicable Diseases Policy (ex. Hand, Foot, and Mouth, Chicken Pox, Pink Eye, Lice, Ringworm, etc.)


  • In the event that your child contracts a Communicable Childhood Disease, please contact the Principal regarding your child’s return. The Center for Disease Control (CDC) has different contagious periods for various illnesses, so it is impossible to list each one. Your child’s days away from school will be determined by the Principal based on CDC recommendations for that communicable disease and CDC contagious period information.




  • Additional Sickness Information


  • If your child is being treated with an antibiotic, he or she should have received treatment for at least 24 hours before coming to school. Children with cold or flu symptoms will still be asked to stay home (even if they are on an antibiotic) because these viruses are not treated by antibiotics. Antibiotics do not prevent the spread of a virus to other children.


  • Please remember that if your child develops symptoms of a disease or highly contagious illness after school while at home in the evening, please advise your child’s teacher as soon as possible so that other parents and workers associated with the child’s classroom may be advised and take necessary measures.





  • We thank you for your understanding as we seek to establish and maintain a safe and healthy place for your children. We have seen illnesses and viruses wipe out entire classrooms and want to take necessary measures to ensure (to the best of our ability) that does not happen. Please keep in mind that there are multiple children within our school with compromised immune systems. What may be a "stay home day" for your child could result in a hospital stay for another child. Adhering to the sickness policy is simply one way we can seek to love the other families in our school.