Back to School 2023-2024

We are excited to welcome all our students and families back to school!

The first day of school is Monday, August 28th for grades K-8. The school day begins at 8:00 am, with an 11:30 am dismissal for all students. Extended Care begins on Tuesday, August 29th for grades K-8 (September 5th for PreK). The schedule for the first week is highlighted below.
On Friday, August 25th, we invite students in grades 1-8 to Sneak-A-Peek, from 1:00 - 3:00 pm at school. Teachers will be in their classrooms eager to meet their new students. Drop in for a short visit, and drop off school supplies in homerooms. Stop by the gym to drop off your medical forms and meet members of our support staff from Extended Care, the Business Office, Home and School Association, Youth Apostolate programs, CYO sports, the Health Clinic and more.
Students who receive Mater Dei Services are invited to attend early, from 12:00 -1:00 pm.
Kindergarten students are invited to Meet and Greet their teachers on either August 18th OR August 25th, depending on the homeroom class. An email was sent to all kindergarten parents inviting them to visit at specific dates/times. Please read your email carefully and RSVP to the teacher to let them know you are coming.
Prekindergarten students are invited on Friday, August 25th, to Meet and Greet their teachers between 8:00 and 11:00 am. An invitation was emailed to each prekindergarten family, with information about teachers, visiting times, and classrooms.
Pre Kindergarten begins on Wednesday, August 30th, at 8:00 am for both full and half day sessions. The first day of school will end at 11:30 am for both full and half day sessions. The normal Full day PK class is held from 8:00 am - 3:00 pm, and the Half Day PK class is held from 8:00 am -12:00 pm. All PK students will be dismissed at 11:15 am on designated 11:30 am Dismissal Days.

The checklist below provides information and tasks to ensure your child(ren) has a successful beginning to the new school year.

MEET OUR TEAM!

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BACK TO SCHOOL CHECKLIST:

HANDBOOK - REQUIRED for ALL students

Parent Student Handbook

After reading the Handbook a Handbook Agreement form must be signed and submitted no later than Friday, September 1, 2023.

Sections highlighted in yellow are changed from the previous school year.

23-24 Parent Student Handbook

Parent Student Handbook Agreement Form

Required

Parent/Guardian

I have read each section (tab) of the current Parent/Student Handbook and all related links contained within the handbook. In doing so, I have explained the content of this document to my child(ren). My child(ren) understands in a way appropriate to his/her age that he/she is required to follow the protocol and procedures outlined in this handbook, and he/she agrees to do so.

I acknowledge and agree to the policies obtained therein, and will require my child(ren) to comply with the policies which apply to students. I also realize during my child’s enrollment at the school I will be informed from time to time, formally or informally, of various changes in school and/or Diocesan policies. I understand the school and/or Diocese reserves the right to change policies at any time with or without advance notice. I further understand it is required for me to sign this form in order to continue my child’s enrollment at the school.

Parent Student Handbookrequired

Please check this box to affirm that you have read and consented to the above.

Parent/Guardian Name

Namerequired

First Name

Last Name

Email Addressrequired

How many students are you signing for?required

Do you have a student(s) in grades 6 and/or 7 and/or 8?required

Yes

All my students in middle school, grades 6,7, and/or 8, have read the Parent Student Handbook and agree to observe all school regulations.required

Yes

Student(s) Name(s) Grades K-8

#1 Student Namerequired

First Name

Middle (optional)

Last Name

#1 Student Homeroomrequired

#2 Student Namerequired

First Name

Middle (optional)

Last Name

#2 Student Homeroomrequired

#3 Student Namerequired

First Name

Middle (optional)

Last Name

#3 Student Homeroomrequired

#4 Student Namerequired

First Name

Middle (optional)

Last Name

#4 Student Homeroomrequired

#5 Student Namerequired

First Name

Middle (optional)

Last Name

#5 Student Homeroomrequired

HEALTH INFORMATION & FORMS DUE by August 25 - Please review to determine which form are required.

PLEASE INFORM THE SCHOOL NURSE now, and any time necessary during the school year, if your child is currently taking medication, has a special medical condition such as diabetes, asthma, seizures, ADHD, has life-threatening food allergies, and/or if your child was seen by a medical provider or ER physician for injury or illness.

The Commonwealth of Virginia has not waived health requirements and/or immunizations requirements and continues to require all health forms to be submitted prior to the start of the school year. If you have difficulty making an appointment with your healthcare provider or have a scheduled appointment after the school year has started please notify/email the school at clinic@smsva.org.

MEDICAL FORMS REQUIRED FOR BACK TO SCHOOL

All health forms must be completed, signed, and the original "hard copy" returned to the clinic prior to or no later than August 25, 2023.
ALL returning families must complete and sign the Confidential Health History Update Form for each student. Download, print, complete, and email, mail, or bring in to the school clinic.
Students in grades Pre-K, Kindergarten, Third, and Seventh must have the Commonwealth of Virginia School Health Entrance Form (which requires a physical exam to be completed/documented by your child's healthcare provider) and a copy of your child's up-to-date immunization status.
Students with certain special medical conditions (asthma, diabetes, seizures or life-threatening food allergies) are required to complete additional forms called Emergency Action Care Plans as well as Authorization Forms for medications associated with these conditions (EpiPen, inhaler, etc.). These forms can be found on the clinic's page under the forms tab. These forms need to be completed by your child's healthcare provider.
All other medical forms must be completed as needed.

Link to clinic information and other medical forms

PICKUP PATROL - REQUIRED for All for Absence Reporting and Dismissal Plans

PickUp Patrol is a web-based program our parents use to:

Create a child's default dismissal plan.
Make a change to a child’s daily dismissal plan.
Designate another adult to pick up your child.
Notify the school of a child's absence and the reason for absence.
Notify the school of a child's early dismissal and the reason for early dismissal.
Notify the school of a child’s late arrival and the reason for late arrival.

Action Required:

New families should look for an email from PickUp Patrol the week before school begins, with a link for immediate sign-on. Once logged in, create your child(ren)'s default dismissal plan(s) for the year. Please watch this video PUP How it Works video or uses this tool PUP from Parents POV
Returning families, please log in to update your default dismissal plan for each of your children by Friday, August 25.
The link to PickUp Patrol is h ttps://app.pickuppatrol.net/parent s.

How it Works

PUP is accessible to parents and is from your smartphone or computer through the school's website or mobile app (under the More tab) or at https://app.pickuppatrol.net/parents
To report an absence or make a dismissal change:
- Log in --> Select a date, your child's name, and a plan change option, and submit.
  You will always receive a confirmation email once your change is made.
Changes and absences can be entered months in advance.
Absences should be submitted by 7:45 am.
Submit all same-day dismissal changes by
- 11:00 am on 11:30 am dismissal days
- 1:45 pm on 2:15 pm dismissal days
- 2:45 pm on 3:10 pm dismissal days
- If there is an emergency and you must make changes later than the times listed above, please call the main office at 703-549-1646.
Teachers will automatically be notified of dismissal changes for the day and will communicate them to your child(ren.)

Questions? Please contact Mrs. Andrea Amberg at a amberg@smsva.org .

LUNCH and MILK - REGISTER AND SET UP ACCOUNT FOR NEW YEAR

Click on an icon below to register for milk, learn about our lunch program, and register your EZSchoolPay lunch account for payment.

Milk Registration due date is Friday, September 1, 2023

Lunch Program

Set Up Your EZSchoolPay Account

Milk Registration

UNIFORMS READY

The dress code provides a standard for our students, which fosters an environment conducive to learning and respectful behavior.

School guidelines for student uniforms may also be referenced in the Parent-Student Handbook.

NOTES

Where to purchase: All uniforms are to be purchased through Lands' End, www.landsend.com. Click on "school" > "Find my school" > and enter "Basilica School of Saint Mary" or search by the number: 90005526.

Dress Uniform: Dress uniforms are worn on all first Friday Mass days as well as any other dates indicated on the school calendar. This uniform is also acceptable to be worn year-round should you choose. Non-Dress Uniforms are worn all other days.
Winter Uniform: Students may not wear shorts or skorts during the winter period.
Polos/Oxfords: All shirts are to be tucked in.
Vest/Long-sleeved Sweater: Required for full dress during winter uniform.
PE Uniforms: Hoodies are NOT an option.
Belts: Black belt or Saint Mary spirit belt are acceptable.

---> NEW THIS YEAR! - For Grades 6-8

1/4 Zip pullover for boys and girls ( worn on non full dress days)
Pants for girls

UNIFORM BY GRADE /SHOE & SOCK POLICY/ P.E. (GYM ALL GRADES)

iPad 1:1 PROGRAM RESPONSIBLE USE AGREEMENT FORM - REQUIRED for Grades 6 - 8

Parents/Guardians and students in grades 6 , 7, and 8 should read, print and sign the last page of the following Middle School 1:1 iPad Program and Responsible Use form. A new Warranty section was added to clarify what is covered by the school and what is a parent's financial obligation regarding accidental damage.

Students should bring the signed page to their homeroom teacher on August 25, during Sneak A Peek, or during the first week of school.

CLICK HERE FOR PROGRAM INFORMATION AND FORM

MORNING ARRIVAL AND AFTERNOON DISMISSAL

Morning Arrival

In order for faculty and staff to have an opportunity to gather in communal prayer before the start of school, the arrival gates will open at 7:35 A.M. No students should be entering the campus before such time. Additionally, for safety and security, students will not enter the buildings using door #1 on a regular basis.

King and Queen of Carpool will drop off at the front of the school and enter the school building through door 8, located at the northwest corner of the school.
Walkers will enter campus via the Green St. gate and proceed to door 2 or the Stephens Hall entrance.
Bike riders will enter campus through the faculty parking lot gate. The bike rack will be located next to the handicapped parking spots across from Stephens Hall. Bus students will enter campus via the Green St. gate and proceed to door 2 or the Stephens Hall entrance.
Carpool students will enter campus using the Royal St. gate and proceed to door 2 or the Stephens Hall entrance.

The carpool drop-off plan was made in cooperation with the City of Alexandria Police Department.

Parents using the carpool system will drop children off at the Royal Street gate in our carpool line. The Royal Street carpool line forms in the southbound lanes only. Please do not cross Royal Street or make U-turns.
Cars must remain in a single file line and dismiss riders on the Royal Street curbside. Drivers may use Green Street to enter the carpool line but not exit it.

Parents of Kindergarten students should have the Yellow "Little Saint on Board" decal in their passenger side window. Decals will be distributed during Kindergarten Meet and Greet events. This decal alerts our morning teachers and patrols working the morning carpool to ensure they assist those cars.

Morning Arrival procedures for Pre Kindergarten students will be sent directly to all PreK families in a letter coming from the PreK Teacher Team in the coming week.

All students using the carpool line, including Kindergarteners, must be able to unbuckle themselves from the car seat.

Departure from Morning Arrival

After dropping off your child, follow the car in front of you to circle around and head north on Royal Street.
Do not cut across the carpool line or pass the car in front of you if the vehicle in front of you has not moved. You must stay in line for the safety of our students and other vehicles.
Continue north at the intersection of Royal and Green Streets or turn right onto Green Street. Do NOT turn left onto Green St. after drop off.
Cars needing to exit onto Washington Street should do so via Franklin Street or other streets to the north.
Jefferson Street is tight at the intersection of Royal, and we are prohibited from using the Jefferson Street access road. Avoiding Jefferson Street when exiting will alleviate congestion on Jefferson St. and avoid possible damage to moving and parked vehicles.

Afternoon Dismissal

*During the beginning of the school year, the school will continue to use the Woodrow Wilson Bridge for carpool dismissal. Dismissal procedures will be adjusted and implemented in the first month of school as soon as possible. When finalized, these procedures will be added to this handbook.

On regular Mondays, Tuesdays, Thursdays, and Fridays the schedule will proceed as follows.
On Wednesdays, the schedule will begin one hour earlier or at 2:00 P.M.

3:00 P.M. All Pre-Kindergarten students are dismissed via door 8
3:05 P.M. Kindergarten begins dismissal
3:08 P.M. Afternoon prayer
3:10 P.M. King & Queen of carpool via door 8
Bus students dismissed via the Green St. gate
Carpool dismissal
3:14 P.M. Bike & Walker dismissal via Green St. gate
3:15 P.M. Extended Care students dismissed
After-School activities dismissed

During construction, all carpool students will be dismissed and picked up from under the Woodrow Wilson Bridge. The school partners with the George Washington Parks Authority and the security company to use the space each afternoon during dismissal. There will also be an Alexandria City Police Department officer assisting us to ensure our student's safety.

Our dismissal for carpool students will follow this system:

Parents will have access to pull under the bridge and park between 2:50 and 3:10 P.M. After 3:10 P.M., the gate to the bridge will be closed. There is no second pickup, so be sure to be under the bridge now.
A teacher will be under the bridge to direct you where to park. There are 3 parking areas with additional overflow areas if needed. You will park in the designated area based on the grade level of your youngest student: K-2, 3-5, 6-8.
All carpool students will be walked under the bridge by a teacher to be under the bridge by 3:15 P.M.
Please leave your car and get your child from the teacher. This process will become easier when the students, parents, and guardians all realize which zone they are picked up in each day.
Once a section is full, we will dismiss you to exit. You will then exit right onto South Royal Street.

Be sure to be on time for dismissal. Students not picked up at carpool will be brought to Extended Care.

SCHOOL SUPPLIES (K-8) / SUMMER READING (Grades 4-8)

SCHOOL DIRECTORY - All Families Included

All families are included in the School Directory - Mobile App and Printed Copy

The School's printed directory lists all student names by family. Included are mother and father (or guardian) names, email addresses, cell phone numbers, home address, the student(s) name(s), grade(s) and homeroom number(s).
A Parent Directory is also available on our school's mobile app (password required.)

Please send an email, no later than August 25, to Mrs. Ann Ross at: aross@smsva.org IF:

You DO NOT want to be listed in the printed school directory
A student lives in 2 separate households, and parents prefer the households to be listed separately. If no email is received by August 25, your student(s) will be shown in the directory under the "primary" household name.
You prefer to have specific information removed from your directory information, for example, delete mother's cell phone, or father's email address
You prefer not to be included in the mobile app directory

Families will receive one printed copy of the directory free of charge. Additional copies will be made available for $10 each and may be purchased in the main office.

SCHOOL PHOTOS - THURSDAY, AUGUST 31

BASILICA SCHOOL MOBILE APP - Install and Set Up

Download and install our school's mobile app (Basilica School of Saint Mary) from the Apple store or Google Play.
Use this link to sign on or get a new password. Use your email on file with PowerSchool for your User ID.
Our app provides you with a direct connection to school calendars, news, parent and faculty and staff directories, PowerSchool^TM, Schoology^TM, parent events organized by our Home and School Association (HSA) and more.
Be sure to turn on notifications for distribution lists you can find on your app to receive push notifications.

Click here for more information.

POWERSCHOOL INFORMATION & HOMEROOM ASSIGNMENTS

PowerSchool^TM is the student information database used schools within the Diocese of Arlington.
The Basilica School of Saint Mary uses this information to contact a student's parents, guardians, and/or emergency contacts for various reasons during the school year. If your address, email, phone numbers, or emergency contact information have changed, or changes during the course of the school year, please notify the school at needtechhelp @smsva.org .

All families must have login credentials for Powerschool.

Current families will continue to use their pre-existing accounts.
Families with new students, need to set up PowerSchool accounts for their students. Information was emailed to each new family from Mrs. Clasen, our PowerSchool Database Administrator with instructions. Please contact her with questions at needtechhelp@smsva.org.

Please log on to PowerSchool^TM to view your child's homeroom. This information will be available August 18th.

If you are a family that is new to the school, instructions on how to set up your login credentials were sent to you from Mrs. Clasen.

If you are an existing family at the school, your newly enrolled student is already linked to your PowerSchool account and will be visible when you login.

If you do not have login information, please contact Mrs. Clasen at: needtechhelp@smsva.org.

PowerSchool^TM Log in and Use Information

Click here to enter PowerSchool^TM

SCHOOLOGY - Learning Management System

Schoology is the Learning Management System (LMS) our school will continue to use this year. This LMS serves as a communication tool between teachers and parents. Returning families should use their same Schoology login credentials from last year. New families will receive parent access codes and instructions for setting up a Schoology account during the first week of school from their teachers.

A useful Parent Guide to Schoology is found here.

VOTING- Home and School Association (Parent Volunteer Program)

Each year our community of parents is invited to vote on a slate of officers who volunteer their time to be the officers of the Home and School Association or HSA. They organize, manage and support all HSA sponsored events and programs that support our school. They have also drafted an updated set of bylaws for the Association.
Kindly cast your vote no later than Friday, September 1, 2023 by completing the form below. One parent from each household should vote. Thank you!

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REGISTER FOR FAMILIES IN SERVICE (FIS) - PARENT VOLUNTEER PROGRAM

The Families-In-Service (FIS) Program has posted the FIS Catalog, which outlines volunteer positions and program participation, goals, and guidelines. It includes a linked Table of Contents and a "Quick Facts" table to streamline your position search and preference process. The FIS Catalog is linked below and on the FIS webpage.

All FIS position preferences will be collected via an online Google Form. The Position Registration Form is linked below and on the FIS webpage. The form will allow you to "opt-in" for hourly volunteer opportunities and indicate self-nomination for larger volunteer roles in order of preference.

Please complete the form as soon as possible, but no later than Friday, September 8, 2023. You will be notified via email of your assigned position(s). Please note that Room Parents will be assigned the first week of school. Some positions have a reduction to provide equitable FIS share distribution; those positions are noted in the Quick Facts table. We anticipate having all positions assigned by the end of September.

Email fis@smsva.org with any questions! Thank you.
__________________________________

Erin Donnelly & Anne Heishman
2023-2024 FIS Co-Chairs
https://www.smsva.org/parents/hsa/fis

EXTENDED CARE PROGRAM

Start Date

The first day of Extended Care, morning and after school, will be Tuesday, August 29th for grades K-8, and Tuesday, September 5th for Pre Kindergarten.

Hours of Operation

Morning Care: 7:00 a.m. to 7:35 a.m. Enter through the Royal Street gate. Please do not park your vehicle. Proceed to Door #2. Your child will be met by a staff member. Exit through the same gate. Gate closes at 7:25 am
After School: From the end of the school day - 6:00 p.m. Exceptions to the Extended Care Calendar are posted on the school-wide calendar.
NOTE: On 11:30 am Dismissal days Extended Care ends at 3:15 pm. Please bring a lunch from home on those days. If you are on the Milk Program, it will be provided.

Details/Procedures

Extended Morning Care (EMC)
Available to all registered families, regardless of plan selection.

WHEN: Starting Tuesday, August 29, 2023 for grades K-8. PreKindergarten begins on Tuesday, September 5.

TIME: 7:00 - 7:35 am (Gates Close at 7:25 am) On days when school has a delayed start, Morning Care will operate. A two hour delay means that EMC will operate from 9:00 - 9:25 am.

LOCATION: Cafeteria - Quiet games and activities will be provided. Children will be escorted at 7:35 am to join the rest of the students.

COST: $6 per child for any arrival time listed above, plus a registration fee of $35 (unless previously paid for Extended Day After School Care.) Billing will occur through the FACTS system on the 15th of the next month.

BREAKFAST: Not Available

Extended After School Care is available to all registered families.

PickUp for Returning Families will remain the same as last year. New Families will pick up their child(ren) in the Main Office Lobby. Park your vehicle carefully along the street. Please bring identification and present it to our staff member (until we get to know you.). We use a walkie-talkie system to call for your child to be dismissed to you in the lobby. Once you have your child(ren) please exit the building.

Reminder: For most 11:30 am Dismissal days, Extended Care will be available until 3:15 pm. Any schedule /changes will also be posted on the school calendar.

Extended Care Program

The Basilica School of Saint Mary provides an Extended Care Program in a safe and Christian atmosphere before and after school, for children in grades kindergarten through eight. In this environment, children grow in all aspects and are allowed time for interaction with other students. The Afternoon Program offers a supervised optional study hall for grades 2-8 as well as supervised activities and play.

All families were required to complete their registration for the 2023-2024 Extended Care Program by June 3, 2022, regardless of the plan type selected. The Extended Morning Care program is available on a drop-in basis and is available to all registered families, regardless of plan type. Mater Dei students do not use Extended Care, so this contract is not required.

All school policies as outlined in the Parent-Student Handbook apply to the Extended Care program.

Extended Care must be contracted regardless of drop-in, part-time or full-time usage. Please note that Extended Care spaces are limited and are filled on a first-come, first-serve basis.

QUESTIONS? Please email Mrs. Anne Hampton: ahampton@smsva.org.

Extended Care Policies and Guidelines

2023-2024
Registration Forms
Plans A, B, C and Morning Care

No Plan Option Form

WALKER, BICYCLE RIDER, AND BUS PASS REQUESTS

Arrival and Dismissal Tags

Students arrive to and from the Basilica School of Saint Mary using various methods. In order to ensure the safety of all of our students, students may be assigned an arrival and dismissal tag that will attach to their backpack. Tags may not be used from year to year; any and all tags will be distributed at the beginning and collected at the end of the school year. Additionally, the colors of such tags may change from year to year.

King & Queen of Carpool
These passes will be distributed to those students whose families have won such items at the school’s annual Gala and Auction.

Walker Pass
A Walker Pass is issued through the main office via an electronic form (located below) at the beginning of the school year. A Walker Pass will only be distributed to those students who will be walking to and from their home or parent's/gaurdian's place of work on a daily basis. The boundaries set for those locations are Green Street to S.Washington Street to King Street to the Potomac River. Walkers should NOT be walking to/from any cars parked in the surrounding neighborhoods of the school as this poses concern for student safety and is also unneighborly for residents. See image below to see radius of zone for walkers.

Bike Pass
Parents may request for their children to bike to and from school. Such requests must be made through the electronic form located on our website (or below). The school is not liable for the safety of any students who bike when they are off campus.

Bus Pass
Parents may request for their children to use public transportation to travel to and from school. Such requests must be made through the electronic form located below. The school is not liable for the safety of any students who use public transportation when they are off campus.

Carpool
As most students will travel to and from school using our carpool procedures, there is not an assigned tag. The school will assume that any student without a backpack tag will be using the carpool system.

School Hours

Arrival

Grades Pre Kindergarten – Eighth must be in their classroom at 8:00 am.
Students may begin to arrive at 7:35 am, unless they are registered for Extended Morning Care.
Middle school students may enter Stephens Hall upon arrival (after 7:35 am).

Dismissal

School is dismissed at 3:10 pm on Monday, Tuesday, Thursday, and Friday.
On Wednesday, school is dismissed at 2:15 pm.
Half Day Pre K students are dismissed at 12:00 pm.
Full Day Pre K students are dismissed at 3:10 pm.
Look for occasional 11:30 am dismissal days on the school calendar.

First Week Of School Dismissal Times:

Monday, August 28

School Begins for Grades K-8, 11:30 am dismissal - NO Extended Care

Tuesday, August 29

School dismissed at 3:10 pm
Extended Care begins for grades K-8 (No Pre K)
Encore and Spanish Begin

Wednesday, August 30

Pre Kindergarten Begins with 11:30 am Dismissal (ALL PK Classes)
Grades K-8 have a 2:15 pm dismissal
Extended Care 2:15 to 6:00 pm

Thursday, August 31
Pre Kindergarten 11:30 am Dismissal
Grades K-8 - 3:10 pm dismissal
Individual and Class Picture Day for PreK - 8
Extended Care Available K-8

Friday, September 1
11:30 am Dismissal, Extended Care Available until 3:15 pm, bring Lunch

First Friday Mass - full dress uniforms

SOCIAL MEDIA - LIKE US, FOLLOW US, SIGN UP - KNOW WHAT IS GOING ON IN YOUR SCHOOL

All families are automatically signed up for the weekly school newsletter "The Messenger." This important newsletter, (what you need to know) is sent on Thursdays to inform you of the latest school events, updates, possible calendar changes, reminders, news, etc.,
Like us on Facebook - https://www.facebook.com/basilicaschoolstmary/
Follow us on Twitter - https://twitter.com/SMS_VA
Follow us on Instagram - https://www.instagram.com/basilicaschoolstmary/

Back to School 2023-2024

We are excited to welcome all our students and families back to school!

The first day of school is Monday, August 28th for grades K-8. The school day begins at 8:00 am, with an 11:30 am dismissal for all students. Extended Care begins on Tuesday, August 29th for grades K-8 (September 5th for PreK). The schedule for the first week is highlighted below.

Students who receive Mater Dei Services are invited to attend early, from 12:00 -1:00 pm.

Prekindergarten students are invited on Friday, August 25th, to Meet and Greet their teachers between 8:00 and 11:00 am. An invitation was emailed to each prekindergarten family, with information about teachers, visiting times, and classrooms.

The checklist below provides information and tasks to ensure your child(ren) has a successful beginning to the new school year.