The purpose of this Parent/Student Handbook is to clearly state school policies, which are consistent with Archdiocesan policies as stated in the Administrative Handbook. The school formulates some sections and others are directly from the Archdiocese; the latter are included verbatim in the Parent/Student Handbook. All school policies are reviewed annually to ensure they remain consistent with updated Archdiocesan policies.

The principal reserves the right to amend the handbook at any time. Parents/guardians and students will be promptly notified in writing of any amendments.

Parents/guardians and students must sign a statement each year that acknowledges their agreement to be governed by the handbook and the right of the school to make amendments (Parent/Student Policies Agreement Form).


1. Mission Statement 4
2. Schoolwide Learning Expectations 4-5
3. Code of Christian Conduct 5-6
4. History of Sacred Heart School 6
5. Relationship to Parish 7
6. Consultative School Boards and Parent Organizations 7-8
7. School Organization, Staff Roles and Responsibilities 8
8. School Personnel, school mascot 8-9
9. School map 10
10. School Schedule and calendar 11
11. Zero Tolerance/Safe Environment 11-14
12. Parent/Student Complaint Review Process 15
13. Guidelines for Admission 16
14. Non-Discrimination Policy 16
15. Inclusion procedures 17
16. Arrival/Dismissal Procedures 17-18
17. Absence, Tardiness & Truancy 18-20
18. Health and Safety Concerns 21-30
19. Student Accident Insurance 30
20. Communications Procedures 30-31
21. Security Procedures 31
22. Parent/Guardian Right of Visitation/Custodial Issues 32
23. Extended Day Care Program 32
24. Work Permits 33
25. Privacy and Access to Records 33-35
26. Transfer of Records 16 35-36
27. Curriculum Offerings 37
28. Religion Program 37
29. Homework 37-38
30. Grading 38-39
31. Honors and Awards 39-40
32. Testing and Assessment 40
33. Academic Probation/Retention/Transfer 40
34. Graduation Requirements 40
35. Educational Trips and Curricular Enrichment Programs 41
36. Athletics 41
37. Summer School 41
38. Electronics Communications Policy 42-47
39. Tutoring 48
40. Counseling Policy 49
41. Tuition and General Fees 50-51
42. Tuition Collection, Payment Plans, Automatic Deductions 51
43. Tuition Assistance 51
44. Parent Service and Fundraising Requirements 51
45. Costs/Fees for Field Trips, Sports, Etc. 51
46. Dress/Uniform Code 52-55
47. Discipline 55-60
48. Maintenance of Effective Discipline 56
49. Disapproved Disciplinary Measures 56
50. Behavior Expectations 60-61
51. Consequences (Including Detention) 61
52. Harassment, Bullying, and Hazing Policy 62-63
53. Student Threats 63-64
54. School Searches 64-65



We, the staff, students and parents of Sacred Heart School work together in order to create an atmosphere guided by Catholic values, principles, and challenges, personal relationships of respect, reverence, and support for every person with whom we come into contact, and a curriculum based on the skills and techniques essential to educate students in critical thinking and global living in today’s society.

Education at Sacred Heart School is centered in Christ and is concerned with the development of the whole child. We are committed to helping students grow in trust and devotion to the Sacred Heart of Jesus as well as to growth in the spirit of prayer, service and leadership in the Christian community.

Sacred Heart School cooperates with and assists the parents or legal guardians, who are the primary educators of their children. Along with teaching Catholic dogma, doctrine, and morals, Sacred Heart School maintains a strong, innovative curriculum. It is our goal to promote a school atmosphere that is enlivened by Gospel values, intellectual proficiency and self-esteem.


  1. A. As maturing Catholics, Sacred Heart School graduates:
    1. Understand the teachings of the Catholic faith.
    2. Participate daily in various modes of prayer and/or liturgy.
    3. Live their faith by identifying and responding to the needs of self and others.
    4. Incorporate Gospel values when making moral and ethical decisions.
  2. B. As life-long learners, Sacred Heart School graduates:
    1. Listen for information.
    2. Follow oral and written directions.
    3. Read for knowledge and enjoyment.
    4. Demonstrate comprehension orally and in written form.
    5. Assess his/her own strengths and weaknesses.
    6. Recognize, evaluate and use sources of information.
    7. Retain and apply knowledge.
    8. Evaluate and solve problems.
    9. Communicate in an articulate and appropriate manner.
    10. Practice time management and apply study skills.
  3. C. As socially maturing individuals, Sacred Heart School graduates:
    1. Accept and respect all of God’s gifts.
    2. Assume responsibility for their words and actions.
    3. Show respect and concern for self and others.
    4. Develop strategies for dealing with opportunities and challenges.
    5. Demonstrate leadership qualities.


The Archdiocese deeply appreciates the choice parents and students make to enroll in its parochial elementary schools and secondary schools. Truly, this is a commitment for life and many families make considerable sacrifices of time and treasure to support their students while they are in school. Often families and students continue this support even after graduation because Catholic education makes a difference. Indeed, Catholic schools are different.

All schools in the Archdiocese are intended to be environments that educate, nurture and support students according to the basic Christian principles of charity and love of neighbor. Everyone involved in the development of children and youth – teachers, administrators, parents, family and friends – is required to behave in accordance with these principles.

Our Christian principles provide that:

  • Parents or guardians are expected to work courteously and cooperatively with the school to assist the student in meeting the school’s academic, moral and behavioral expectations.
  • Students and parents or guardians may respectfully express their concerns about the school operation and its personnel. However, they may not do so in a manner that is discourteous, scandalous, rumor driven, disruptive, threatening, hostile or divisive.
  • Parents, guardians or other responsible adults who insult or abuse school personnel in the presence of other school personnel, students or parents on or adjacent to school premises or at some other place where school personnel are required to be in connection with their assigned school activities, may be asked to withdraw their student from the school.
  • Conduct that materially disrupts class work or extracurricular activities or that involves substantial disorder will not be tolerated.

These expectations for students, parents, guardians or other responsible adults include, but are not limited to, all school-sponsored programs and events (e.g., extended care, athletics, field trips, etc.).

The school reserves the right to determine, in its discretion, when conduct is of such a severe nature as to warrant immediate action without warning. The action may include removal of a family and its students from the school.


Our school opened in September of 1980 with about 40 students in kindergarten and first grade classes under the guidance of our founding pastor, Monsignor Arnold Biedermann. In January of 1981 the Sisters of Notre Dame agreed to assume administration of the school. Sister Mary Francelia, SND remained principal until June 1997. Jean Marie Alden was hired as principal in 1997. Laura Lynn Tellez served as principal for the 2008-2009 school years. Christine Benner was hired as principal in 2009.

The school plant, in 1980, consisted of four classrooms and office facilities, which served the needs of the School of Religion as well. In 1983, a major building project was begun which added four classrooms, offices and faculty quarters to the existing buildings. Each September another grade was added until September of 1987 when classes finally ranged from kindergarten to the eighth grade. The final construction of Sacred Heart School was completed in the fall of 1988 and consisted of a permanent kindergarten, library, science lab, and computer room. With St. Jude School in Westlake, Sacred Heart School is one of the last constructed in the Archdiocese of Los Angeles.

Classes at Sacred Heart School are self-contained in grades kindergarten through grade five and departmentalized in grades six, seven and eight. Our teachers follow the California Standards in all academic subjects and teach Religion daily. In addition to the use of a computer lab and library, physical education, music, and art classes enrich the core curriculum. There are teacher assistants in grades kindergarten through fourth that work with students on academic tasks daily and there is a math assistant for grades two through eight.

Our students attend Mass every Friday and participate in service projects for a variety of causes throughout the school year. There are many traditions the students enjoy such as The Saints Parade and Teddy Bear Day. Devotions to Mary and Saints imbibe in the students a truly ‘Catholic Culture’ which will make them bold witnesses in the society upholding Christian values and principles. Students who graduate from Sacred Heart School attend local high schools with great success.

Sacred Heart School continues to realize the vision of Monsignor Biedermann, a vision of the school as a leaven in the parish, supplementing and supporting parents/guardians in the all-important role of educating the whole child.


Sacred Heart School is a Catholic parish school under the jurisdiction of the Archdiocese of Los Angeles. The pastor of the parish, Father Cyprian Carlo, is the ex-officio chief administrative officer of the school, who carries out the policies of the Archdiocesan Advisory Board and, on points not covered by Archdiocesan policy, determines policies appropriate to the needs of the school. The principal, Christine Benner, is responsible for the immediate direction and supervision of the school program. Currently the school serves approximately 220 students from Sacred Heart Church and surrounding parishes.


If the school has a parent, parent-teacher organization and/or a consultative school council, those involved are advised that these bodies exist to support the school and are important for the school’s viability, but they have very different functions. Parent, parent-teacher organizations, consultative school councils and their members do not have any authority to act independently on behalf of the school or parish. They are not “agents” of the school or parish and any actions taken must receive the official written approval of the pastor and/or the principal as the case may be.

Parent or Parent-Teacher Organizations

The main functions of a parent or parent-teacher teacher organization are to raise funds for the school’s current operational expenses, to promote parental support for the school program, and to increase mutual understanding between school and parents. The membership of the parent teacher organization shall include the pastor, the principal, the parents or legal guardians, and the faculty of the school, where applicable.

Financial operation of a parent or parent-teacher organization shall be governed by the regulations for financial operations as found in the parent or parent-teacher organization bylaws.

Consultative School Council

The general responsibilities of the consultative school council are in the following areas: strategic planning; policy development; resource development; institutional advancement; advice and counsel with regard to financial planning, management and reporting; marketing of the school and evaluation of the council’s goals and activities.

The membership of the consultative school council should include the pastor, principal, parents (no more than one-third of the total membership), alumni parents, parishioners, members of the civic and local business community, and area educators. Under Canon Law and Archdiocesan guidelines, the members advise the administrative team (pastor and principal) and cannot make decisions binding for the parish education program without the approval of the administrative team (A Primer on Educational Governance in the Catholic Church, the CACE/NABE Governance Task Force, NCEA, 1998).

The regional supervisor at the Department of Catholic Schools is available to assist and guide schools in the implementation of a consultative school council.


Sacred Heart School exists to educate our students in a Catholic environment. We follow the academic and religious directives of the Archdiocese of Los Angeles.

Sacred Heart School

Administrator Rev. Al Ezeonyeka
Principal Christine Benner
Office Manager Michele Hahn
Athletic Director Marlene Petersen
Health Chairperson Marlene Petersen
Scrip Chairperson Shaune Ramirez
Kindergarten Carol Brown
Grade 1 Katherine Basamanowicz
Grade 2 Veronica Perez Vazquez
Grade 3 Priscilla Espinosa Kaiserman
Grade 4 Mary Dwyer
Grade 5 Elizabeth Carney
Grade 6 – Religion/Social Studies Allyson Clemmensen
Grade 7 – English/Literature Sarah Gaither
Grade 8 – Science/Math Heidi Manning
Resource Teacher Jean Fries
Music Steve Hinojosa
Music Programs Elaine Lyle
Physical Education Marlene Petersen
Librarian Michelle Salomon
Lead Teacher Assistants Margaret Wipper/Kathi Morales Ruiz
Teacher Assistant Rhonda Rzasa
Teacher Assistant Andrea Brown
Teacher Assistant Janice Cafarelli
Teacher Assistant Trudi Driscoll
Teacher  Assistant Laura Poindexter
Math Assistant Greg Ramirez
Science Assistant Karen Evans
Extended Day Care Maddy Gremaud
Kori Poindexter
Xavier Mendez


The Sacred Heart school mascot is the Cardinal.




7:30 a.m. Supervision Begins
7:50 a.m. First Bell
7:55 a.m. Morning Session Begins – Tardy Bell
10:00-10:15 a.m. Morning Recess
11:45-12:25 p.m. Lunch
12:30-2:45 p.m. Afternoon Session
2:45 p.m. Dismissal

* Note: Kindergarten recess and lunch schedule may differ from times noted above. Dismissal for minimum days and faculty meetings will be at 12:00 p.m. Students should be picked up no later than 12:15 p.m. on these early dismissal days unless they are attending extended day care.


The school calendar is located in a separate file on the website; copies can be requested from the office.


The Archdiocese of Los Angeles will not knowingly assign or retain a priest, deacon, religious, lay person or volunteer to serve in its parishes, schools, pastoral ministries, or any other assignment when such an individual is determined to have previously engaged in the sexual abuse of a minor.

Under the Zero Tolerance Policy of the Archdiocese of Los Angeles, any person guilty of sexual misconduct with a minor under the age of 18:

  • May not have any paid or volunteer assignment in any “ministry” in the Archdiocese, and
  • May not volunteer in any “non-ministerial” activity or event where he/she has any possibility of more than incidental contact or supervisory or disciplinary power over minors.

Any parent or guardian who is a registered sex offender must contact the principal to discuss the requirements in order to assure compliance with the Archdiocese of Los Angeles Zero Tolerance Policy.

As members of the Archdiocese of Los Angeles community, we want to assure that we are in compliance with both Megan’s Law and the Archdiocese’s Zero Tolerance Policy.


The school and the parish religious education programs have established ongoing safe environment training programs for students, children and youth. All parents are provided home-based materials to help them understand and support their student’s education regarding child sexual abuse. The approved programs include the Archdiocese of Los Angeles Self-Protection Program 1-12, Good-Touch/Bad-Touch® and VIRTUS® Teaching Touching Safety (Mandated September 1, 2006).

The Archdiocese of Los Angeles Self-Protection Program 1-12 was developed by the Archdiocese of Los Angeles to assist the parishes and school to comply with the US Conference of Catholic Bishops mandated self-protection programs. It is to be presented annually at each grade level.

Good-Touch/Bad-Touch® is being implemented in Grades K-9 in Catholic elementary schools throughout the Archdiocese of Los Angeles. The program is designed to be age-appropriate, to support students in understanding occasions of abuse, and to give them confidence in reporting and asserting themselves in situations where they feel unsafe.

VIRTUS® Teaching Touching Safety is a K-12 program being implemented in religious education programs and Catholic schools. This program is a vehicle through which parents, teachers, catechists and youth ministers give students the tools they need to protect themselves from those who might harm them.

The Archdiocesan Office of Safeguard the Children works with the schools and Directors of Religious Education in the parishes to establish these programs. Questions concerning Safe Environment Training can be forwarded to the principal.


Revised August 20, 2007

Adults acting in a staff, faculty, ministerial or other paid or volunteer position in the Archdiocese are role models who are called to treat each minor with respect and care. Staff members, faculty or volunteers serving either in a paid or volunteer position need to maintain professional relationships with minors whether on or off parish or parish school locations. Please review the following guidelines and sign the “Acknowledgment of Receipt” for the file at the parish or parish school where you work or volunteer.

  • Staff members/faculty/volunteers will ensure that minors are properly supervised at all times, thus providing them a safe environment. Minors must be viewed as “restricted individuals” because they are not adults and are not independent.
  • If staff members/faculty/volunteers who are supervising minors observe a situation where civil law, parish and/or school rules are being violated, they must take appropriate action immediately.
  • Staff members/faculty/volunteers should always be aware they have considerable personal power because of their ministerial positions. Therefore, they will maintain respectful ministerial relationships, avoiding manipulation and other abuses of power.
  • Staff members/faculty/volunteers must avoid assuming the role of a “father or mother figure” which may create an excessive emotional attachment for all parties.
  • Attraction between adults and minors is possible, and care and caution should be taken in all interactions. The parish/school administration should be informed immediately if such an attraction exists. Dating or sexual relationships between a staff member/faculty/volunteer and a minor are inappropriate and unethical. Dating or sexual relationships between a staff member/faculty/volunteer and a minor are unlawful.
  • Communications with minors (e.g., notes, email and internet exchanges, telephone calls) must be for professional reasons only.
  • Discussions of a sexual nature must always take place in an appropriate educational context. Sexual jokes, slang or innuendo are inappropriate when interacting with minors.
  • Staff members/faculty/volunteers will respect confidential information concerning minors or confidential information of a personal nature shared by a minor. However, if a minor shares confidential information that could pose a threat to the minor or to others, the staff member/faculty/volunteer has an obligation to notify the proper authorities.
  • When staff members/faculty/volunteers are supervising minors or young adults at parish/parish school-sponsored activities, they may not be under the influence of alcohol, may not consume alcohol in the presence of persons under age 21, nor offer alcohol to them.
  • When a staff member/faculty/volunteer is alone in a room with a minor, the door must be open or there must be clear visibility through windows.
  • Staff members/faculty/volunteers are to engage in games or sports activities with minors only in the presence of other adults, or in a place openly accessible/visible to others.
  • Staff members/faculty/volunteers planning parish/parish school events in their homes with minors must have the permission of the parish/school administration. In addition, staff members/faculty/volunteers may not have any minor in their homes without the knowledge of the minor’s parent or guardian.
  • Staff members/faculty/volunteers may not drive minors unless it is to or from a parish/parish school-sponsored activity and may never drive alone with a minor. Driving minors requires parental permission slips that indicate the transportation is by personal vehicle. The parish/parish school administration must approve any use of personal vehicles. Trips involving minors must have a sufficient number of adult chaperones and minors to preclude the appearance of inappropriate personal involvement with minors.
  • Parent/guardian written permission is required for the publication of a picture of a minor.
  • Adults are permitted to interact alone with minor(s) only after complying with Archdiocesan policies regarding fingerprinting and safe environment training. They may work with minors only as part of a team if they have not these requirements.


Revised August 20, 2007

To ensure the safety of the children in the Archdiocese of Los Angeles, all youth volunteers, both junior high and high school students, including students who are already 18, who work or volunteer with children/youth in school or parish settings must receive training on these boundary guidelines before undertaking their ministry in the Archdiocese of Los Angeles and must sign this Code of Conduct form to verify that they understand their obligations. The form is attached as Appendix A.


Concern for the dignity and rights of each person are intrinsic to the Church’s mission as a true witness to the spirit of the Gospel. Circumstances may give rise to conflicts among students, parents and school staff. All parties are encouraged to use every available means to resolve these conflicts when they occur. However, if the involved parties are unable to resolve their conflicts, families may use the Parent/Student Complaint Review Process for additional assistance. All those participating in the Complaint Review Process are responsible for striving toward reconciliation and shall act in good faith. Legal representation is not permitted at any meeting or mediation of the Complaint Review Process. Any person filing a complaint is to be free from restraint, coercion, discrimination, or reprisal in any form.

School Level

The person bringing the complaint is encouraged to try to resolve the complaint by discussing it with the persons directly involved.

If resolution is not achieved, the complaint should be discussed with the principal (or the pastor, if the principal is the subject of the complaint).

For elementary schools, if the principal is unable to resolve the conflict, the principal will bring the pastor into the process as appropriate.

After reviewing the facts and facilitating discussion of the problem the principal will respond to the person bringing the complaint.

Department of Catholic Schools Level

  • If the complaint is not resolved at the school or parish level, the complaint may be submitted in writing to the supervisor at the Department of Catholic Schools, outlining the concerns and reviewing the local process.
  • The supervisor will review the complaint (with such consultation as may be appropriate) in a timely fashion and will endeavor to mediate and resolve the matter.
  • However, if no agreement can be reached, the supervisor will make a final determination concerning the resolution of the complaint, based on the application of Archdiocesan and school policies and/or regulations, and communicate that determination, which will be final and binding, in writing to all parties.



  • Preferences are given to active members of the parish
  • The recommended age for kindergarten students is five (5) years of age on or before September 1, but required by December 1
  • The recommended age for first grade students is six (6) years of age on or before September 1, but required by December 1, unless waived by the principal
  • All students must comply with current California immunization and health requirements prior to enrollment
  • The parish school will strive to have Catholic education accessible to as many students as possible, both with its educational programs and financial considerations; however, it may have insufficient resources to meet the educational and financial needs of all students
  • The pastor and principal will review a student’s continued eligibility for enrollment in the parish school
  • The school establishes its own procedures for admission and enrollment


The school, mindful of its mission to be a witness to the love of Christ for all, admits students regardless of race, color, or national and/or ethnic origin to all rights, privileges, programs, and activities generally accorded or made available to students at the school.

The school does not discriminate on the basis of race, color, disability, sex, or national and/or ethnic origin in the administration of educational policies and practices, scholarship programs, and athletic and other school-administered programs, although certain athletic leagues and other programs may limit participation and some archdiocesan schools operate as single sex schools.

While the school does not discriminate against students with special needs, a full range of services may not always be available to them. Decisions concerning the admission and continued enrollment of a student in the school are based upon the student’s emotional, academic and physical abilities and the resources available to the school in meeting the student’s needs.


Through the mission of the Archdiocese, our schools strive to serve children with varied learning needs. All educators in Archdiocesan schools follow “Directions for the Inclusion Process in Catholic Schools: Support Team Education Plan Process (STEP) and Minor Adjustment Plan Process (MAP)”. Parents or guardians who feel that their student may need a minor adjustment to enable him/her to participate in the general education curriculum of the school should consult the student’s teacher and principal to determine how best to meet the students needs. Parents or guardians may request the “Disability Discrimination Complaint Review Process” from the principal to address unresolved issues.


Our number one concern is the safety of our students, their families, and our staff. All parents/guardians, family members, and students are asked to abide by traffic laws, courtesy, and any directions given by the teachers supervising the traffic and pedestrian flow. Students who bicycle and/or walk to and from school must have written permission on file (see below for Bicyclists & Walkers heading). Without written permission, students may not walk onto or off campus unless accompanied by an adult. When not using the drop-off line, drivers must walk students to and from the school after parking in front or in the rear of the rectory (east church parking lot), in the spaces facing Sacred Heart Church or the second & third row of parking spaces facing Sacred Heart School. No parking is allowed in the first row of parking spaces facing Sacred Heart School during the morning arrival or the afternoon dismissal. Pedestrians must be on the sidewalks or behind the curbed area at the back of Sacred Heart Church.

Morning Drop-off

For car drop-off: Enter the west drive and follow the line for drop off. Students should be ready to exit and proceed to the courtyard. Please move forward and drop students off only by the planters. Since the parking lots in front of and behind the rectory and along Biedermann Way are not drop-off areas, drivers using these areas must park and escort the students to the school courtyard. No student is allowed to walk through these lots unless accompanied by an adult.

Afternoon Pick-up

For car pick-up: Students are required to stay in the assigned area for their grade while waiting for their ride. Cars queue up at the west end of the parking lot and proceed along the designated area to the pickup area. Students enter the cars only in front of the planters and the cars move forward at the direction of the adults on supervisory duty. The parking lots in front of and behind the rectory are park and escort areas.


Students riding bicycles must have a permission note from parents/guardians on file in the office. All bicycles must be locked into the racks during school time. The school cannot accept responsibility for students’ bicycles. Students must walk their bikes until they are behind the curb near Sacred Heart Church.


Students walking to and from school must have a permission note from parents/guardians on file in the office specifying if the permission applies daily or for specific dates.

Permission to Leave School

Students cannot leave school grounds without permission at any time, for any reason during school hours. If a parent/guardian plans to pick up a student prior to dismissal, a signed note must be presented to the teacher or school office. Students will not be called from class until the parent/guardian arrives on campus. Parents/guardians must sign students out in the office before leaving campus and check them back in if they return before the end of the school day.



Principals and teachers are responsible for checking the regular attendance of all students. Every absence must be recorded on the attendance register and record. Elementary schools record absences according to the instructions on the Student Attendance Register.

Absences with Acceptable Excuse

When a student has been absent, a handwritten excuse signed by the parent or guardian or an email sent to office@sacredheartschoolventura.org is required, and the note and/or email is kept on file for a period of one year. An acceptable excuse includes illness, attendance at medical or dental appointments, funeral services for family members, quarantine directed by County or City Officials or emergency or special circumstances as determined by the school authorities. Excessive unexcused absences may result in loss of academic credit.

Extended Absences

When, for family reasons, parents wish to take their children out of school temporarily, the principal and teacher will discuss with the parents the possible effects of such an absence. If a student is absent for an extended time, (e.g., 15 or more days), official grades may be withheld.

2.6.d Leaving School Early

A student may not leave the school before the regular dismissal time without a written request from a parent or guardian. The request must state the reason for early dismissal.

2.6.e Tardiness

A student is tardy if he or she arrives after the time fixed by the school for the beginning of the morning or afternoon session. If the student comes after the designated time, he or she is marked absent half a day. A record of all tardiness is kept in the attendance register and records.

Note: The times fixed by the school are provided to parents and students in the Parent-Student Handbook.

2.6.f Truancy

A student who is absent from school without an acceptable excuse three full days in one school year or is tardy or absent for more than any 30 minute period during the school day on three occasions in one school year, or any combination thereof, is a truant and shall be reported to the attendance office or superintendent of the public school district.

In the event that the school suspects that a student is truant (absent from school, without an acceptable excuse), the school administration will contact the parent or guardian. If the school suspects that the student is a habitual truant (absent three times in a school year, without an acceptable excuse) and all resources at the school level have been exhausted, the school principal will notify the local public Child Welfare and Attendance authorities.

A student who has been reported once as a truant and who is absent again from school one or more days, or is tardy on one or more days, without an acceptable excuse, will be reported again as a truant to the attendance office of the local public school district. A student who has been reported as truant three or more times is considered a habitual truant and is subject to dismissal.

If a student has been absent without excuse, and it is impossible to contact the parent or guardian within 24 hours after repeated attempts, the attendance office of the local public school district, the local police department, Child Protective Services or all of those agencies will be notified

Additional Attendance Policies

Sacred Heart School is a closed campus. Once students arrive at school, they are not permitted to leave the school grounds until 2:45 p.m. unless there is reason for an earlier dismissal.


The first bell (7:50 a.m.) signals time to enter the classroom to prepare for the school day and a student who is not with his/her class at the second bell (7:55 a.m.) is considered tardy. When arriving after 7:55 a.m., students must go directly to the office to receive a late slip. Any student arriving at school after 8:30 a. m. will be marked half-day absent.
The principal will address continual issues with tardiness.

Absences/Personal Appointments

When a student must be absent from school, please call or leave a message on the answering machine (647-6174) or email office@sacredheartschoolventura.org prior to 9:00 a.m. each day of the absence. If you would like to pick up work on the same day as an absence, notice must be given by 9:00 a.m. Work may be picked up from the office after school or sent to the student with a sibling or designated student. A dated, signed note is required upon the student’s return to school.

As much as possible, personal appointments should be made outside school hours. Personal appointments may be counted as absences. If it is necessary for a student to be excused during school time, please notify the teacher or office. A student will be called from class when the parent/ guardian arrives in the office for pick-up. Please do not go to the classroom. A parent/guardian must sign the student out and then back into school for all appointments.

Making up work when absent

As a general policy, all schoolwork and homework is due within one day for each day absent (two days absent = two days to make up assignments.) It is important that each student be prepared to make up any tests as soon as possible upon return. At the discretion of the teacher(s), individual circumstances may necessitate additional time allowed for work to be made up. When a student is absent during a trimester grading period, official grades will be withheld if the work and tests are not made up.

Long-Term Absences

Long-term absences are discouraged, but in their event, advance assignments will not be given. The assignments are to be made up within the specified number of days when the student returns to school.


Emergency Card

Each student shall have an Emergency Card that is complete, current, and readily available to the school. The student’s parent or guardian is required to inform the school when there are changes to a home, cell or work phone number or address, the names of persons to notify in case of an emergency, or to any medication prescription for a student. The Emergency Card shall indicate whether or not the parent or guardian gives the school permission to choose a physician in an emergency.

In case of emergency, the Emergency Card will be shown to the paramedics or emergency room staff to authorize treatment, and to advise them if a student has any particular medical needs or is on medication. Therefore, it is imperative that the information be accurate, complete, and up-to-date.

When a student becomes ill or is injured, the parent or guardian will be contacted immediately. If the parent or guardian cannot be reached, another person listed on the emergency card will be contacted.

Only minor and very basic first aid will be administered to students at school; no secondary treatment, such as changing or removing bandages, will be administered. Parents or guardians will be contacted immediately if there is any question regarding the seriousness of or complications arising from an injury.

No medicine of any kind, including aspirin, may be given to students without written permission from parents/guardians. See Medication Authorization and Permission Form.

Examinations and Inoculations

A student, with the permission of the parent or guardian, may be subject to routine tests in school, including auditory, visual,  dental inspections for all grades and scoliosis inspection for MS students and, to a complete physical examination and/or other professional help upon the recommendation of the principal.

A tuberculosis patch test and/or X-rays, immunization for prevention of diphtheria and smallpox vaccination may be given only with the explicit written permission of the parents.


All directives regarding immunization, issued annually by the State of California, shall be implemented. No student may be unconditionally admitted to school unless he or she has been immunized against poliomyelitis, measles, rubella, diphtheria, tetanus, pertussis, and varicella for first admission to schools in California. In addition, Hepatitis B immunization is required for students entering preschool and kindergarten. All students entering grade seven are required to present documentation showing the dates when three doses of Hepatitis B and two doses of a measles-containing vaccine have been received. All students entering a California school for the first time must have a Mantoux tuberculosis test.  Private or public child care centers, preschools, elementary schools and secondary schools cannot admit children unless they are immunized against 10 diseases: diphtheria, Haemophilus influenzae type b (bacterial meningitis), measles, mumps, pertussis (whooping cough), polio, rubella, tetanus, hepatitis B and chicken pox.

Parents cannot refuse to vaccinate their children in public or private schools based on their personal opposition.  Young children and students may obtain a written medical exemption to vaccinations from a licensed physician.

Health Records

Every school must comply with all Health Department requirements. Every school has a Health Record Card for each student enrolled in the school. Upon transfer to another school, the student health records are forwarded with the student’s transcript to the receiving school.

Medical Appointments

Early dismissal for medical or dental appointments shall be granted when the parents/guardians make a request. Parents/guardians are urged to keep such requests to a minimum and encouraged to make arrangements for care during vacation periods or after school hours.


The school will not furnish medications. All medications administered at school shall be provided by parents.

  • A release stating the nature of the medication, signed and dated by the doctor and also signed by the parent, must be provided. See Medication Authorization and Permission Form.
  • Medications administered at school must be in the original container and labeled. The day’s dosage must be sealed, labeled and have the student’s name attached. It shall be in an appropriate container, and kept in the school/nurse’s office.
  • The student shall come to the office for medication
  • Because of the risk of students sharing medications, students may not carry medication of any kind to be self-administered at school. In the event a student is seriously at risk without an epi-pen or inhaler on his or her person, consideration will be given for a variance.
  • Students may not be given medicine prescribed for other family members
  • The medication regulations apply to both prescription and non-prescription medications
  • Students who are diabetic are allowed to test their blood sugar at school in the health room or office and self-administer medication as necessary. The parent or guardian of a diabetic child must sign the Diabetic Consent Form and other appropriate medication permission forms and return them to the school. All medications must be kept in the school/nurse’s office and appropriately labeled as described above. School employees may not administer injections to diabetic children except in emergencies.

No exceptions will be made to the procedure for medication. If parents/guardians do not provide the completed medication form with the prescribed medication, they will have to come to school and personally administer the medication.

Communicable Diseases

The school cooperates with the local health officer in measures necessary for the prevention and control of communicable diseases in school age children – Education Code, Section 49403(a).

A student who has been absent from school because of a reported communicable disease must have a permit issued by the Public Health Department, a physician, or a nurse before he or she is readmitted to school.


Some students may have severe, life threatening allergies, such as a peanut allergy. While the school will make reasonable efforts to prevent or minimize an allergic student’s contact with allergens, the school does not promise an allergy-free environment.

Student Sexual Conduct and Pregnancy

A primary purpose of Catholic education, whether in a school or in religious education or other parish programs, is to guide young persons in the growth and formation of Christian values and moral conduct, including Catholic teachings on the sanctity of all human and family life and a recognition that the sanctity of family life is enhanced by a loving, permanent and mature commitment.

While psycho-sexual development is an important aspect of the transition to Catholic adulthood, Catholic moral teachings frame this process through age appropriate expressions of affection, friendship and love. Parents are expected to love and respect each other and their children and are to be the principal role models, examples and educators for their children of these teachings. Sexual activity that is unwelcome, that threatens an individual or involves any misconduct by a youth or an adult toward another person not only violates these moral teachings but also may be unlawful under state law. Misconduct, whether it occurs in the school, church, home or elsewhere, may be subject to mandatory reporting laws and can subject youth and adults to criminal sanctions. In certain circumstances, sexual conduct, even if it is apparently consensual must be reported and can have criminal implications if one of the participants is not yet 18.

However, should a pregnancy occur, the entire school or parish community should offer Christian support to the mother and father to assure appropriate pre-natal medical and counseling care so that the pregnancy can be brought to term and the infant will have an opportunity to grow and be nurtured as a child of God. In such circumstances, the principal, pastor, youth minister and other appropriate staff will meet with the pregnant couple and their parents to plan for the pregnancy, including alternatives to school and religious education arrangements that are appropriate for the medical, health and safety of the child in the womb, the pregnant couple and the school or parish community. In schools, the principal, in consultation with the Department of Catholic Schools and the pastor (for elementary and parish high schools) shall review all aspects of each case and make a determination, based on the particular circumstances, of the need for any schooling accommodations or arrangements.

In cases of pregnancy, the mother and father (if known) should be encouraged and assisted in obtaining professional medical care and professional counseling consistent with Catholic teachings, including teachings on the immorality of abortion, relevant to the pregnancy and the future of both parents and the unborn child. The Department of Catholic Schools in the Archdiocese can assist in the process and serve as a resource for services and referrals.

Closed Campus

To preserve the academic environment and school security, archdiocesan and parish schools are designated as “closed campuses.” No person may enter the campus unless authorized by the school administration. Visitors must present themselves at the school office if they are seeking information or have business to conduct with the school.

Research Projects and Rights of Parents

Parents must be informed if research projects involving their children are to be conducted at the school and must be provided with sufficient information about the research to enable them to give informed consent. Parents have the right to withhold permission allowing their children to participate in research studies. Parents have the right to withdraw their children at any time from a research project without reprisal.

Parents have the right to request to preview the materials to be used in a research study involving their children. Requests to review the Research Materials should be made with appropriate written advance notification to the school and to the researcher.

Except in a limited range of research areas where an Institutional Review Board determines that a waiver of assent is appropriate, student assent to participation in a research project must be obtained. If a student reaches the age of consent applicable to the subject matter of the research project, the student must be given the opportunity to provide informed consent. Students have the right to withhold their assent and have a right to withdraw without penalty. Students who are not participants in research studies may not be singled out in any way or penalized.

Removal of Students from School During School Hours

No agency, organization, or person other than a parent or guardian who has custody or a delegated school employee is allowed to take a student from the school premises during school hours or immediately before or after school.

Exceptions to this rule may be made only:

  • By the parent or guardian, when properly identified
  • Upon the written request of the parent or guardian after proper verification
  • By properly identified law enforcement officers when an arrest is made
  • By properly identified representatives of law enforcement agencies, in case of emergency, as determined by the principal

Legally, the responsibility of notifying the parent or guardian of a student taken from the school by a law enforcement officer or representative of a law enforcement agency rests with the law enforcement officer. However, the principal of the school should also immediately inform the student’s parent or guardian except when a minor has been taken into custody as a victim of suspected child abuse, as defined in Section 11165 of the Penal Code or pursuant to Section 305 of the Welfare and Institutions Code.

Interview and Removal from School of Students by Police Officers

Police officers have the right during the school day to interview students who are suspects or witnesses. School personnel should not hinder the release of a student to police officers. School personnel are not liable for releasing students for this purpose, or other legitimate law enforcement purposes, which require taking the pupil from the school if they are taken with “proper standard of care” which is defined below.

When a student is taken into police custody and removed from school during school hours, the school will inform the parent or guardian except in child abuse cases and will maintain a record of circumstances involved.

Students can be removed from school during school hours by law enforcement only under the following conditions:

  • By properly identified representatives of law enforcement agencies who are making an arrest, with or without a warrant, presenting a warrant for the arrest of a pupil, or taking a student into custody without a warrant
  • By properly identified representatives of law enforcement agencies when not making an arrest or taking a child into custody as stated above under the following conditions, with the express permission of the parent obtained prior to the release of the pupil and in cases of emergency, when the parents cannot be reached
  • By properly identified representatives of a Child Protective Agency when taking a child into custody

Principals must notify the Department of Catholic Schools if a student is removed from school by law enforcement or Child Protective Services.

Interview of a Student During School Hours by a Police Officer

Upon presentation of proper identification to the principal or his or her designee, duly authorized representatives of law enforcement agencies and the child protective agencies in the performance of their official duties shall be allowed to interview students in those cases in which an interview out of school hours is impossible, impractical or would duly interfere with the enforcement of law.

Although the law does not require it, the parent or guardian should be informed by the principal that such an interview has taken place, except upon request of law enforcement. It is the policy of the Archdiocese that an adult, either a parent or guardian or school staff person will be present for any interview unless the student selects otherwise.

Before releasing the student for the interview, the principal must exercise the “proper standard of care” which is to:

  • Obtain a business card and confirm the identity and official capacity of the police officer and the authority under which he or she acts In the case of the release of the student to the officer, the reason for such an action
  • Child Protective Agency workers may interview for the purpose of their legal obligations to investigate reported child abuse or neglect. Child Protective Agency workers are authorized to assume custody to remove a child from school.

Before a student is taken into police custody and removed from the school during school hours, the school will attempt to inform the student’s parent or guardian. The school will maintain a record of the circumstances involved. In cases of child abuse, parental notification is the responsibility of police officers.

Informing the Parent or Guardian When a Student Has Been Removed from School by a Police Officer

While it is the duty of the police officer to notify the parent or guardian of the person taken into custody or placed in detention, the school principal shall take immediate steps to notify the parent or guardian of the minor regarding the release of the student to the officer and regarding the place to which the student is reportedly being taken, except when a student has been taken into custody as a victim of suspected child abuse. Even in the case of child abuse it is the Child Protective Agency’s duty to notify the parent or guardian.

Guidelines Related to Possession and Use of Alcohol and Controlled Substances

State and federal law prohibit the use, sale or delivery of alcohol to persons under 21 or of controlled substances to persons of any age, without a prescription.

The school will consult law enforcement agencies when an alcoholic or controlled substance violation occurs or comes to the attention of the school with each case to be judged individually.

Students are encouraged to seek help from a school counselor for themselves or their friends when they are experiencing alcohol or controlled substance-related problems that are not publicly known in the school or community. School personnel may provide referrals for alcohol and controlled substance abuse so that help can be offered to parents and students.

If a student is known to be dealing in controlled substances or providing alcohol on or off campus, or if a student is convicted in court for drug sale, possession or use, the student may be asked to withdraw from the school, or may be expelled.

Procedures in the Case of Suspected Possession or Use

In cases of suspected use of alcohol or controlled substances on campus, school administrators should follow certain procedures. They should:

  • Evaluate observable symptoms
  • Attempt to determine if the student is in possession of alcohol, drugs, controlled or other harmful substances
  • Interview the student in the presence of an adult witness
  • Request the student’s cooperation in conducting a search of his or her person and possessions (search may include the student’s locker and other locations on the school grounds, the student’s car where it is suspected that controlled or other harmful substances may be hidden)
  • Determine the need for medical attention; in cases which require emergency medical treatment, contact the parents and follow the instructions on the emergency card
  • Recommend examination by a physician
  • Provide information to parent or guardian regarding the availability of public or private resource agencies for rehabilitation
  • In cases where sale or possession is verified, school administrators follow these procedures:
    • Confiscate all physical evidence obtained as a result of the investigation by sealing the evidence in a container bearing the date and the time of confiscation, the name of the student from whom it was confiscated, as well as the signature of the person(s) who confiscated it
    • Consult with police. The degree of involvement by the police will be determined in each case. If a student involved does not have a history of substance abuse or significant delinquent behavior, the police may determine that no further involvement by a law enforcement agency is necessary
  • When a principal or other school official releases a minor to a peace officer, the school principal shall immediately notify the parent, guardian or responsible person regarding the release and the place to which the minor is reportedly being taken
  • If an arrest is made and the student is removed from school, a representative of the law enforcement agency notifies the parent or guardian prior to the time that the student would normally return home from school. If an arrest is not made, the student may be suspended from school. A conference with the parent and the student should be arranged in a timely manner.

Immunizations Records

According to California State Law, no student may be admitted to Sacred Heart School unless he/she has been immunized against the following: Polio, (OVP or IPV) DtaP/DTP/DT/Td (diphtheria, tetanus, and {acellular} pertussis or (tetanus and diphtheria only) MMR (measles, mumps and rubella) Hepatitis B varicella (chickenpox). Please notify the health coordinator of immunization completion by sending a copy of the updated immunization record to the school office.

Physical examination

According to California State Law, a doctor’s physical examination must be completed within 18 months prior to the start of first grade. A “Report of Health Examination for School Entry” form must be completed by a physician and given to Sacred Heart School before entry into first grade. This form is available from your doctor’s office or the school office.

Illness during School Hours

If a student is sick during the school day, the teacher will send the student to the school office. Office personnel will determine if the parents/guardians are to be called to arrange for departure from school. Students may not leave school alone.

Child Abuse Reporting

It is required by law that all professional people in education report cases of suspected child abuse and neglect to the Social Service Bureau. Failure to do so can result in court action.


The Student Accident Insurance Program is provided for all full time students in archdiocesan schools/parish. This program assists only with medical expenses incurred because of accidental bodily injury sustained by students while attending school, while traveling to or from school or while participating in a school sponsored and supervised activity, including school sponsored sport and extended day programs. This insurance supplements any insurance maintained by the parents.


Sacred Heart School communicates with school families in a variety of ways: via the website (www.sacredheartschoolventura.org), emails, weekly parent newsletters, school calendar, parent/teacher conferences, Iowa Basic Skills Test parent reports, teacher bulletins, work packets, progress reports, report cards, academic fairs and programs, awards and recognition ceremonies.

The teacher, principal and pastor are willing to meet with parents/guardians, and/or students regarding any concerns. The substance of these meetings is confidential, however, if the issue involves any parish or school personnel, the individual has the right to be present to respond to the concerns. Likewise, concerns shared in writing will be shared immediately with the individual(s). At any time you wish to discuss your child’s welfare, please follow this channel of communication:

  1. Approach your child’s teacher first by setting up an appointment directly via email, or by contacting the school office
  2. If repeated conferences with your child’s teacher prove unsuccessful, then request a meeting with the principal
  3. The pastor would be the last person approached

Sacred Heart School strives to work with you, the parents/guardians, to provide the best possible school climate for your child.

Appointments & Office Business

Office Hours: 7:30 a.m. to 4:00 p.m.
Principal and Teachers: By appointment only

Appointment with the Principal

Please phone the school office for an appointment.

Appointment with Teachers

Academic and discipline problems are handled primarily by the teachers who are always ready to discuss your child’s progress. To schedule an appointment, please email the teacher(s), call the school office, or send a note in an envelope directly to the teacher(s). Please specify the nature of your appointment so the teacher may prepare for your meeting. Except in an emergency, please allow sufficient notice when an appointment must be made or canceled.


Sacred Heart School is a CLOSED CAMPUS. Students are required to be on campus during the entire school day; no exceptions will be made. Sacred Heart School conducts regular emergency drills (fire, earthquake, lockdown) and has a plan in place for handling any emergency situation.

Emergency Procedure Information

The school’s primary role in an emergency is to care for the safety and welfare of children during the school hours. We will keep students in the school environment until they can be safely reunited with their families.

In the case of an emergency the school staff will instruct students in emergency procedures. Every effort will be made to use appropriate procedures during an emergency. Students should be aware of the person or persons designated by their parents to care for them in the event that their parents/guardians are unavailable.

Possible School Closure

In the event of a possible school closure, there are several avenues of information. You can check KKZZ AM 1590 or KVEN AM 1450 for announcements, visit the school website www.sacredheartschoolventura.org, check your personal email or call the school for messages on the answering machine (647-6174). In the absence of any information, school is in session.

Emergency Cards

Each family attending school must have a completed emergency card on file. Please notify the school when any changes occur.


Sacred Heart School is a closed campus. All visitors to the campus must sign in at the school office and obtain a visitor’s badge.

Non-custodial Parent

A parent who does not have legal custody of his/her child, but has the right of visitation, may visit, subject to the school’s parental visitation policy, unless the school has received a legal order prohibiting such a visit. If a parent without visitation rights attempts to visit a student at school, the principal will inform the custodial parent/guardian.

Child in Foster Care

When a parent whose child is in a foster home makes a request to visit with the child at school, the school will inform the agency which is responsible for placing the child in the foster home. It is preferable that the principal and the parents work out a mutually agreeable alternative to interrupting the student’s schedule at school.

Custodial Issues

Divorced or separated parents must file a court-certified copy of the custody section of the divorce or separation decree with the office. The school will not be held responsible for failing to honor arrangements that have not been made known in writing. Parents who are divorced or never married must file court papers with the office or there is an assumption of shared custody.


The principal is the administrator responsible for the managerial aspects of the extended day care program, including financial management, and the recruitment, employment and, if required, termination of supervising personnel. Staff members will maintain records regarding family information, emergency contacts, arrivals, and departures. Held on campus, Extended Day Care is available before school from 6:45 to 7:30 a.m. and after school from dismissal until 6:00 p.m. every day school is in session except the last day of school in June. Information about Extended Day Care is available in the school office. Archdiocesan student insurance covers students during the time of the program.

Any student not picked up by 3:00 p.m. on a full day schedule or by 12:15 p.m. on a noon dismissal day will be signed into Extended Day Care and may be picked up there. Families will be billed at the hourly rate.


Under California law and other relevant laws, a minor student may not work without a work permit issued by the appropriate authority. To obtain a work permit, certain information is required from the student’s school. Information regarding work permits and how to apply is available from the California Department of Education website: www.cde.ca.gov.

The minor/student, after obtaining a promise of employment, must obtain a “Statement of Intent to Employ Minor and Request for Work Permit.” The minor, the employer and the parent or guardian must each complete their sections and submit the completed application to the school. The school will verify the information entered on the application by the minor and parent or guardian and will also examine the student’s records and consult the teacher to confirm the student’s satisfactory academic achievement to date. The student must then submit the form to the “work permit issuing authority.” If all requirements are met, the work permit issuing authority may issue the “Permit to Employ and Work.” The “work permit issuing authority” may be the local public school superintendent, those persons authorized in writing by the public school Superintendent to issue the permit, or a school staff member who has been designated and trained as the work permit issuing authority for the school.

A copy of the signed work permit must be kept in the student’s file.

For additional information and forms see www.dir.ca.gov/DLSE/ChildLaborPamphlet2000.html


Maintaining confidentiality is the legal, ethical and professional responsibility of every member of the school community, including students, parents/guardians, teachers, aides, and all other employees. Every member of the school community must respect the privacy of all students, families, employees, the principal and the pastor.

Pupil Records

“Pupil records” means any record related to a student that is maintained by a school or one of its employees. It includes health records. It does not include “directory information” or a school employee’s informal notes, if the notes remain in the sole possession of the maker and are not made available to others, except to a substitute.

Only the principal, as custodian of the records, authorizes the release of pupil records. Only teachers or administrators charged with pupil oversight have the right to view or use pupil records. A teacher’s aide may view or use pupil records only with direct teacher supervision. Pupil records may be released by judicial order such as a subpoena or a search warrant. In specific cases, such as suspicion of kidnapping, police officers may be given access to records.

Parents and legal guardians of minors have the absolute right to access their child’s pupil records in accordance with the school’s reasonable procedures for providing such access. Parents or legal guardians may grant any specified person written consent to access specifically identified pupil records. In cases of legal separation and/or divorce, California state law gives the custodial parent and a non-custodial parent with visitation rights, the right to access and examine pupil records. However, only the custodial parent may consent to the release of records and has the right to challenge the content of the records and to write responses to information regarding disciplinary action. A non-custodial parent without visitation rights has no right of access to records of any kind.

Directory Information

“Directory information” means one or more of the following items: pupil’s name, address, telephone number, date and place birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and the most recent previous public or private school attended by the pupil.

The school will, to the extent possible, minimize access to student telephone numbers or personal email addresses, unless the parents or legal guardians consent to broader access. To the extent possible, users should try to minimize access to or distribution of student telephone numbers or personal email addresses, unless the parents of legal guardians consent to broader access

Room parent rosters, class lists, telephone numbers, email address lists or any other personal information about families and students are considered confidential and may be used only for the purposes specified. In no cases should commercial enterprises be given access to Directory Information.

Parent Authorization to Use Child’s Personal Information

Whenever a student’s image, name, voice and/or work is to be published or used for non-commercial purposes, including, but not limited to, publicity, exhibits, printed or electronic media broadcasts, student publications, marketing or research, parents must execute the Parent’s Authorization to Use Child’s Image, Name, Voice and/or Work for Non-Commercial Purposes giving permission for such publication.

See Appendix B, Parent’s Authorization to Use Child’s Image, Name, Voice and/or Work for Non-Commercial Purposes.

Verbal/Written Confidences

Confidential information may be provided by students or parents or guardians to school employees in many ways. Students may confide in staff verbally, in writing, such as a note or a writing/journal assignment. All school employees are required to respect the verbal or written confidences of adults and students, except in cases where the health or safety of the student or others is involved. If the confidence received relates to a health or safety issue, the pastor, principal or other person in charge or appropriate authorities must be notified promptly, keeping in mind the rights of privacy that apply. Archdiocesan policy on reporting suspected abuse of children or vulnerable adults must be followed when applicable.


Student Transfers Withdrawals and Graduation

Whenever a pupil transfers from one school to another, a copy of the Cumulative Student Report and the original Health Record shall be transferred by the former school upon a request from the school where the pupil intends to enroll and a release from the parent/guardian. The original Cumulative Student Report will remain at the school.

A record of the transfer, the reason for the transfer, and the name of the school to which the student is transferring or entering after graduation should be entered on the original copy of the Cumulative Student Report and in the Student Attendance Register.

Official transcripts are not given to students or parents. The school grants full credit for all work a student accomplishes up to the time of transfer.

Principals may be required by the County Board of Education to report the severance of attendance by any student.


Under California law, a private school cannot refuse to provide student records to a requesting school because of any charges, including tuition or fees that are owed by the student or parent. However, the school may withhold from parents/guardians the grades, diploma, or transcripts of a pupil pending payment of certain amounts for damaged property, the return of loaned property or unpaid tuition or fees, in accordance with school policy.


Full and accurate records, including standardized test results, of each student are entered on the official archdiocesan Cumulative Student Record form and are kept on file permanently. Only authorized personnel have access to these records. Health records are maintained in a separate file.

  • Permanent records cards include only the following information:
  • Personal and family data with certification of name, place and date of birth of the student and the name and address of the parent or guardian having custody of the student
  • Standardized test data
  • Transcript of classes
  • Attendance information shall be included
  • Record of withdrawal or graduation and place to which any copy of the record is sent
  • Verification of or exemption from required immunization through high school graduation



As part of the Archdiocese of Los Angeles, Department of Catholic Schools, Sacred Heart School follows the California Benchmarks & Standards. Our teaching is grounded in the school’s Mission Statement & Philosophy and our Schoolwide Learning Expectations (SLEs). The California Benchmarks and Standards for each area of the curriculum may be found on the Department of Catholic Schools website at www.la-archdiocese.org.


Religious Instruction

All children attending Sacred Heart School participate in daily religious instruction, pray and attend various religious functions. Through the daily religion lessons and liturgical functions, we strive to provide children with opportunities for deepening their religious experience.

Sacrament Preparation

It is the privilege of Sacred Heart School to prepare children for the sacraments of Reconciliation and First Eucharist during the second grade year. Students in any grade who have not been baptized or received the sacraments can be prepared for the reception of these sacraments during the school year, receiving them during Mass on the First Friday of May.

Student/Religious Activities

Students take an active role in Eucharistic liturgies during School Masses and are encouraged to participate as altar servers (grades 4-8). There are opportunities for paraliturgies, such as the Living Rosary and Stations of the Cross, students participate in Christian service, and the Sacrament of Reconciliation is made available throughout the year.


An approximate average period of time for homework on school days is:

Kindergarten 15 minutes
Grades 1 and 2 25 minutes
Grades 3, 4, & 5 35-45 minutes
Grades 6, 7, & 8 60-90 minutes

All students are expected to read & study nightly and students in grades 4-8 have IXL Math assignments to work on weekly.

Any student who is unable to complete homework on time should present a written note from the parents/guardians to the teacher and arrangements will be made to make up the work.

Homework is not specifically assigned during weekends or holidays, but students are encouraged to use the time for reading, studying, and working on long-range assignments. Please check your child’s homework assignment book and review the assignments when they are completed.

Academic Deficiency Notices

Academic Deficiency Notices for missing/incomplete/unacceptable quality work will
be sent via email for a parent/guardian email reply that should be sent prior to the next school day. When an email response is not given prior to the start of the next school day, the principal will make telephone contact with the parent /guardian. If necessary, an after-school detention will be assigned and the academic deficiency notice will indicate the date and time of the detention.

Incomplete work

All work must be completed each trimester for students to receive a grade in each subject area. In the absence of the required work, an incomplete will show on the progress report or report card. When the work is completed, turned in, and recorded by the teacher(s), the appropriate grade(s) will be placed on the progress report or report card. A student may not be promoted to the next grade until all work has been turned in to the teacher(s) and grading is complete.


The following numbers for K-5 and percentages will be used:


4 Exceeds expectations
3 Meets expectations
2 Showing progress towards expectations
1 Not making appropriate progress
NI Not introduced

Grades 1-5

4 Exceeds the Standard
3 Meets the Standard
2 Shows Progress toward the Standard
1 Shows Minimal Progress toward the Standard

Grades 6-8

A = (90-100%)
B = (80-89%)
C = (70-79%) D = (60-69%) F = (59% and below)

In general, the letter grades for grades 6-8 indicate the following:

Grade A

Quality and quantity of work is outstanding/superior. All assignments are complete, enthusiasm in the subject is shown, participation in class is frequent, use of knowledge is constant, test & quiz scores are excellent; extra work may be completed at ability or above ability level.

Grade B

Quality and/or quantity of work is high and above average. All assignments are complete, interest in the subject is shown, participation in class is good, mastery of the subject is growing, test & quiz scores are good.

Grade C

Quality and/or quantity of work is average. Most assignments are completed, work is done in an acceptable manner, satisfactory knowledge of the subject, test & quiz scores may be low.

Grade D

Quality and/or quantity of work is below average. Many assignments are incomplete or missing, may be poorly completed, below average grasp of the subject, poor results in tests and quizzes.

Grade F

Quality and/or quantity of work is far below what is expected of the grade level and cannot be considered adequate for passing the subject. Most assignments are missing and/or poorly completed, poor achievement and/or effort, test & quiz scores average below 60%.

Academic grades are based on achievement including class work, homework, following directions, class participation, ability to use knowledge and neatness. The grade indicates the performance of that individual and not necessarily the capability.



Class-based assessments in each subject validate daily learning in a variety of learning styles and settings.

STAR Testing is administered online to all students in Grades K – 8 at various times throughout each year. The testing covers Early Literacy for grades K-3, and Reading and Math for grades 1-8.  Students in grades 2-8 are tested four times a year, first grade is tested three times each year, and kindergarten once at year-end.  All testing is individualized for each student.  Teachers and administrators use the results of these tests to assess student progress & growth and to plan curriculum and instruction.

The Assessment of Catholic Religious Education (ACRE) test is administered to all students in Grade 5 (Level 1) and Grade 8 (Level 2) in December. These assessments evaluate student knowledge, perceptions, attitudes and practices of the Catholic faith.


Retention, Promotion and Academic Probation

The decision to retain a student in the present grade is based upon a consideration of the overall welfare of the pupil. Parents will be notified of the potential need of a possible retention by the end of the first trimester. The decision to retain a student is held by the school.

A student will not be promoted to the next grade at the end of the school year until all work has been completed, turned in, and graded by the teacher(s).

Students placed on academic probation must have a form completed daily until the student is removed from academic probation.


Eighth graders will graduate from Sacred Heart School upon completion of the eighth grade level academics and other expectations.


Curricular enrichment programs (assemblies) and educational trips (field trips) are scheduled by the teachers, approved by the principal, and have specific educational or cultural goals directly related to the curriculum. Sacred Heart School may plan field trips for one of more days including overnight field trips for the middle school grades. As a general guideline, there will be a minimum of three and a maximum of four field trips for each class each year. Educational trip monies are non-refundable. Sacred Heart School staff members guide all field trips.

Every educational field trip taken away from campus requires a signed, written permission form from the parents/guardians that must be in the possession of the Sacred Heart School staff members during the trip. Verbal permission is not sufficient. Transportation will be on a chartered bus. Following California state law, a first aid kit is immediately available on all field trips. Staff members remain in contact with the school office or principal throughout the field trip.


The sports program is for grades 6, 7 and 8, with preference given to students in grades 7 and 8. Boys are offered flag football and basketball. Girls are offered volleyball and basketball. To help cover the cost of equipment, referees, snacks, and additional costs a fee per participant will be charged for each sport.

Student athletes must be picked up promptly after practice or they will be signed in at Extended Day Care.

Arrangement for transportation to and from games is the responsibility of the coach or team parent. Volunteers driving students in their own cars must be at least 25 years of age, have a clean driving record for the past three years, a valid Class C driver’s license, and current and valid California automobile insurance. Each personal car must have individual seat belts for each student. Seatbelt laws must be observed. A copy of the parent/guardian’s driver’s license and insurance declaration page must be kept on file at the school. The driver’s insurance is the primary carrier in case of accident. Personal liability is the responsibility of the parent driver. All participants must have appropriate identification.

Student/athletes must qualify weekly for participation in after school sports. If a student/athlete’s academic record falls below a C average or if the student/athlete does not display good citizenship, participation in sports will be curtailed for the following week(s).


Sacred Heart School does not offer summer school at this time.


All information used in the course of activities for or on behalf of the Roman Catholic Archdiocese of Los Angeles (“Archdiocese”) or an archdiocesan school, parish, the seminary, a cemetery, or other archdiocesan department or operating unit (“Location”) is an asset of the Archdiocese and/or the Location, as appropriate. Electronic information and communications require particular safeguards and impose unique responsibilities on all users. The Archdiocese maintains a system of information security to protect our proprietary data. Integral parts of this system are the policies, standards and procedures designed for users. All users must adhere to these policies, standards and procedures for the complete system to remain viable.

These policies, standards and procedures apply to all users of technology, whether adult, child or youth, whether they are paid or volunteer staff, clergy or members of religious orders, in the Archdiocese or in any Location.

These policies, standards and procedures include, but are not limited to, maintaining data confidentiality, maintaining the confidentiality of data security controls and passwords, and immediately reporting any suspected or actual security violations. The Archdiocese prohibits the use or alteration of archdiocesan data and/or information technology without proper authorization. All users have an obligation to protect the confidentiality and nondisclosure of proprietary, confidential and privileged data, as well as personally identifiable information.


Electronic communications systems include, but are not limited to, electronic mail, telecommunications systems including telephone, voice mail, and video, facsimile transmissions, stand-alone or networked computers, intranets, the Internet and any other communications systems that may be created in the future.

Electronic communications devices include, but are not limited to, regular and mobile telephones (cell phones, smart phones, walkie-talkies), facsimile machines, computers, laptops, electronic notebooks, audio and video equipment, flash drives, memory sticks, iPods®, media players, Blackberries®, and other wireless equipment that may be created in the future.

Electronic communications materials include, but are not limited to, DVDs, CDs, laser discs, audio and video-tape, audio and visual recordings, films, microfiche, audio and visual broadcasts, computer operating systems, software programs, electronically stored data and text files, computer applications, emails, text messages, instant messages, and all other downloaded, uploaded, retrieved, opened, saved, forwarded or otherwise accessed or stored content.

Electronic Communications Systems, Devices and Materials and Users Covered

  1. All electronic communications systems, devices and materials in the schools, parishes, the seminary, cemeteries, archdiocesan departments or offices, or other archdiocesan operating units (the “Premises”).
  2. All electronic communications devices and materials taken from the Premises for use at home or on the road.
  3. All personal devices and materials brought from home and used on the Premises during regular business hours.
  4. All personal devices and materials, regardless of where they are situated, that are used in such a manner that the Archdiocese and/or the Location may be implicated in their use
  5. All users of electronic communications systems, devices and materials, including, but not limited to, volunteers, clergy and religious, students, employees, staff or contractors associated with the Archdiocese and/or the Location.

Ownership and Control of Communications

All systems, devices and materials located on archdiocesan premises, and all work performed on them, are property of Location and/or the Archdiocese. These systems, devices and materials are to be used primarily to conduct official Location and/or Archdiocese business, not personal business.

With permission from the person in charge of the parish (i.e., pastor, priest administrator or parish life director), principal or other person in charge of the Location, individuals may use systems, devices and materials, including access to the Internet, for personal business and web exploration outside regular business hours or during breaks. All users are expected to conform to appropriate content management and web surfing guidelines, whether during or outside regular business hours.

The Archdiocese and the Locations, as applicable, reserve the right to monitor, access, retrieve, read and disclose all content created, sent, received, or stored on Archdiocese and/or Location systems, devices and materials (including connections made and sites visited) to law enforcement officials or others, without prior notice.

Guidelines for Email Correspondence and Other Electronic Communications

  1. All users of Archdiocese and Location communications systems and devices should use care in creating email, text, video, still images, instant or voice mail messages or in any postings on any social networking site. Even when a message has been deleted, it may still exist on a backup system, be restored, downloaded, recorded, printed out, or may have been forwarded to someone else without its creator’s knowledge. The contents of email and text messages are the same as other written documentation and cannot be considered private or confidential.
  2. Email and other electronic communications are not necessarily secure.
  3. As with paper records, proper care should be taken in creating and retaining electronic records for future use, reference and disclosure, as applicable.
  4. Postings to “All Employees,” “All Parents,” “All Seminarians,” “All Parishioners” and the like on intranets or the Internet must be approved by the person in charge of the parish (pastor, priest administrator or parish life director), principal or other person in charge of the Location before they are sent out.
  5. Use of personal electronic communications devices and materials during regular business hours should be kept to a minimum and limited mainly to emergencies.
  6. Archdiocese and Location systems, devices and materials are not private and security cannot be guaranteed. Passwords and user IDs are intended to enhance system security; not to provide users with personal privacy. User account passwords for systems not controlled by a centralized user directory or authentication system must be on record with the person in charge of the parish (pastor, priest administrator or parish life director) principal or other person in charge of the Location.
  7. User IDs and passwords should not be disclosed to unauthorized parties or shared with other employees, students or volunteers. User accounts are intended to be used only by the assigned party.
  8. All information systems that create, store, transmit or otherwise publish data or information must have authentication and authorization systems in place to prevent unauthorized use, access, and modification of data and applications. Systems that transmit or publish approved information that is intended for the general public may allow unauthenticated (anonymous) access as long as such systems do not allow unauthorized posting and modification of the published information.
  9. Any device accessed or used by minors on the Premises must include updated and functioning filters to preclude access to prohibited content. All obscene materials, sexually explicit materials including pornography, and materials that are otherwise harmful to minors or in violation of this electronic communications policy are prohibited and must be blocked. Before allowing minors to access the Internet, a responsible adult must ensure that appropriate content filters are “ON” and functioning.
  10. Content filters for minors may NOT be disabled or turned “OFF” without obtaining prior permission from the archdiocesan Applied Technology Department or the person with equivalent authority at the location.
  11. All files downloaded from the Internet, all data received from outside sources, and all content downloaded from portable memory devices must be scanned with updated or current virus detection software. Immediately report any viruses, tampering or other system breaches to the person in charge of the location.
  12. Critical information should be copied onto backup storage periodically. Backed up information should be stored in a safe place and be available for recovery in case of a loss of the original information. Depending on the complexity of a Location’s information systems, a detailed disaster recovery plan may need to be developed.
  13. Computer networks must be protected from unauthorized use. Both local physical access and remote access must be controlled.
  14. Information systems hardware should be secured against unauthorized physical access.

Prohibited Practices

Users of Archdiocese and Location electronic communication systems, devices or materials and users of personal devices and materials on the Premises under circumstances when the Archdiocese and/or the Location may become implicated in the use may not:

  1. Violate any federal, state or local laws or regulations.
  2. Violate any rules of conduct, codes of ethics, safe environment or any educational policies, including but not limited to those that apply to communications or the use of information.
  3. Post or cause to be distributed any personally identifying information about the user or others without permission or review by a responsible adult person, unless required by the user’s job duties or assigned responsibilities. Personal identifying information includes, but is not limited to, names or screen names; telephone numbers; work, home or school addresses; email addresses and web addresses (URLs) of social networking sites or blogs.
  4. Post or distribute any communications, video, music or pictures which a reasonable person, according to the teachings of the Roman Catholic Church, would consider to be defamatory, offensive, harassing, disruptive, derogatory or bullying. This includes, but is not limited to, sexual comments or images, racial or ethnic slurs, or other comments or images that would offend someone on the basis of race, creed, gender, national origin, sexual orientation, age, political beliefs, mental or physical disability, or veteran status.
  5. Engage in improper fraternizing or socializing between adults and minors.
  6. Engage in pirating or unauthorized copying, acquisition or distribution of copyrighted materials, music, video or film; arrange for the purchase or sale of any drugs, alcohol, or regulated substances and goods; or participate in internet gambling.
  7. Post or send chain letters or engage in “spamming” (sending annoying, unnecessary or unsolicited commercial messages).
  8. Record any telephone, video, or other conversation or communication without the express permission of the other participants to the conversation or communication, except where allowed by law.
  9. Use electronic communications devices for designing, developing, distributing or storing any works of programming or software unless required by the duties of the job or assignment.
  10. Upload, download, view or otherwise receive or transmit copyrighted, trademarked, patented, indecent or pornographic material, trade secrets, or other confidential, private, or proprietary information or other materials to which the user does not have access rights. Regarding copyrighted materials, certain exceptions are given for educational and liturgical purposes. See Archdiocese of Los Angeles Copyright and Video Screening Policy.
  11. Damage, alter, disrupt, or gain unauthorized access to computers or other systems; e.g. use others’ passwords, trespass on others’ folders, work or files or alter or forward email messages in a manner that misrepresents the original message or a message chain.
  12. Give unauthorized persons access to Archdiocese or Location systems, provide access to confidential information, or otherwise jeopardize the security of the electronic communications systems (e.g. by unauthorized use or disclosure of passwords).
  13. Transmit confidential, proprietary, or sensitive information unless the transmission falls within the scope of the user’s job duties or assignment by a responsible adult.
  14. Introduce or install any unauthorized software, virus, malware, tracking devices or recording devices onto any system.
  15. Bypass (via proxy servers or other means), defeat or otherwise render inoperative any network security systems, firewalls or content filters.
  16. Allow any minor to access the Internet on Archdiocese or Location communications devices before a responsible adult has checked to insure that active filtering of prohibited materials is enabled.
  17. Use electronic communications devices or systems to transmit any radio frequency signal that is not permitted and/or licensed by the Federal Communication Commission (“FCC”) or that would violate FCC rules or policies.
  18. Access or manipulate services, networks or hardware without express authority.

Consequences of Violations of Electronic Communications Policy

Violations of this policy, including breaches of confidentiality or security, may result in suspension of electronic communication privileges, confiscation of any electronic communication device or materials, and disciplinary action up to and including termination of employment, removal from parish or school activities, expulsion from school, canonical review, referral to law enforcement and other appropriate disciplinary action.

Restrictions on Student Use of Cell Phones at School

While on the campus, students must keep their cell phones turned off and out of sight in their backpacks. Cell phones are not to be used by students for any reason at any time during the school day or while at Extended Day Care under normal circumstances. Students may use a cell phone 15 minutes after any dismissal for contact with parents with staff permission. Cell phones may be used during regular school hours or while at Extended Day Care to call 911 in an emergency or with the express permission of a responsible adult in authority. Sacred Heart School staff members will confiscate student cell phones and turn them into the school office if they are used without permission during the school day or Extended Day Care. A parent/guardian must come to the school office to pick up the phone. In the event of a second offense the student’s cell phone will be kept in the school office during the school day and Extended Day Care attendance for one month. If a third offense occurs during the same school year, the student is no longer allowed to have a cell phone at school for the remainder of that school year.

Sacred Heart School is not responsible for lost, misplaced, stolen or broken cell phones or any unauthorized use of such devices. The school will not pay to replace cell phones that are lost, misplaced or stolen after they are confiscated and will not pay for any communications charges.

Family Use of School Email

All email contact for school can begin at office@sacredheartschoolventura.org
or principal@sacredheartschoolventura.org.

All teachers have a school email address
(i.e. kindergarten@sacredheartschoolventura.org or firstgrade@sacredheartschoolventura.org).

The scrip office may be reached at scrip@sacredheartschoolventura.org.

Service hours questions may be directed to servicehours@sacredheartschoolventura.org

To facilitate communication, parents are asked to provide an email address to the school office, teacher(s), and the scrip office.


If a student requires private tutoring or parents wish to have a student tutored in school subjects, the parents are responsible for engaging the tutor and paying all tutoring costs. The school may assist the parents in identifying tutoring resources.

Teachers may not be paid for tutoring students assigned to their classes. With prior permission from the principal, teachers may tutor other students who attend the school and be paid for such tutoring by the parents.

A school may arrange with independent contractors or entities, who are not teachers or staff at the school to provide tutoring on a fee basis. Independent entities must have appropriate licenses, agreements for use of the premises and insurance.

All tutors and entities must comply with the procedures and policies of the extended school day program and the Archdiocesan Guidelines for Adults Interacting with Minors at Parish or Parish School Activities or Events.


The mission and purpose of the school is education. The school does not assume the responsibilities proper to the family and to society. The school may not assume the responsibility for psychological counseling or therapy because it is not qualified or licensed to provide such counseling or therapy.

The school may engage in the following activities in addition to providing classroom instruction:

  • Provide advice regarding academic subjects and student progress in school
  • Give limited guidance to students who present with non-academic personal issues or situations
  • Provide referrals to marriage and family counselors, child psychologists, licensed academic psychologists, psychiatrists and similar professional for diagnosis and treatment. If the school provides referrals to parents, the list must include at least three names of qualified persons or entities
  • Retain, where necessary, appropriate professionals to provide educational testing that is needed for assessment of a student’s academic ability, learning patterns, achievement motivation, and personality factors directly related to academic learning problems, or psychological counseling services for the school. Prior to entering into such a contractual relationship, the principal will ensure that the person is credentialed, licensed or otherwise properly qualified. The school may refer a student for specific or additional testing, as appropriate, generally at the parent or guardian’s expense

In cases of actual or suspected child abuse or neglect or abuse of vulnerable adults, the Archdiocesan Victims’ Assistance Ministry is available as a resource. The Victims’ Assistance Ministry provides outreach and guidance to those suffering from abuse; sponsors a faith-based trauma recovery program; and assists in informing parish, school, archdiocesan and governmental authorities of the allegations of abuse or neglect. Referral to the Victim’s Assistance Ministry is not a substitute for mandated reporting of suspected abuse. Such a report must be made in accordance with Archdiocesan policy.



As Sacred Heart School is an Archdiocesan school, our financial stability is dependent upon tuition and fees.


Sacred Heart School contracts with the FACTS Tuition Management Company for tuition collection/management. Tuition options are to pay the entire amount by June 1 for the coming school year (or at enrollment after June 1) or to pay through the FACTS Tuition Management Program in 12 monthly payments beginning in June and ending in May for each school year. Partial or complete scrip and /or service hour payments may be added to the FACTS balance at any point in the school year. Registration access for the FACTS Tuition Management Company is available on the school website.

Tuition Schedule and Payment Plan

A deposit of $125 per family is due at registration. This deposit is non-refundable and not applied to the tuition account. The registration form and fee must be submitted in order to be registered.

Number of students per family One Child Two Children Three Children
Yearly Tuition

Book Fee

Technology Fee

Total $5295 $9890 $13580
12 monthly payments
June 2017-May 2018
$ 441.25 $ 824.17 $ 1131.67
Payments in Full One Child Two Children Three Children
Total Includes 1% discount
Must be paid by 6/1/17 or
at enrollment after 6/1/17
$5249 $9804 $113463.70

Sixth Grade and new Middle school students deduct the $100 Book Fee

Tuition may be paid in full or a payment schedule must be set up through the FACTS® Tuition Management Program.  FACTS® forms for this method are available in the school office and by going to FACTS via online.  Returning families will be automatically enrolled in FACTS®.


Sacred Heart School requires each family to generate additional monies through the purchase of gift cards/scrip. Details regarding the scrip program are available on the school website, in the Scrip Newsletter included in most monthly Family Envelopes, and by contacting the scrip office. Each family must generate $400 in scrip “profit” through the purchase of scrip or pay the difference by mid-May of each school year.

Families are required to contribute service hours for the school. Each family is required to give a minimum of 5 hours per trimester, 15 hours per year. Information about service hour opportunities is available on the school website, in many monthly Family Envelopes, or by contacting the school office. A payment of $15 will be made for every uncompleted hour prior to the close of each school year. Scrip & Service Hours payments must be added to the tuition amount paid through FACTS Tuition Management Company unless monthly progress with both is made or each is paid in full at the start of the school year.

Negotiated Tuition:

Negotiated tuition is applied for (usually in January) by requesting and completing a Confidential Application and submitting the required documentation. The application will be reviewed by the pastor and principal and forwarded to the Education Foundation of the Archdiocese of Los Angeles.


At times throughout the school year, activities may be planned, such as field trips, which require extra fees to be paid. As stated under Athletics, participation in the sports program also requires a fee to offset the cost of the sports program.


Sacred Heart School uniforms are to be purchased from either Dennis Uniform (www.dennisuniform.com) or Proforma (www.sacredheart.proformacolorpress.com).
Parents/guardians and students are expected to adhere to the uniform code. If there is a disagreement or question about something not specifically mentioned in the handbook the principal will make the final decision. Emphasis will be placed on good taste, neatness, cleanliness, and modesty.

If a student frequently disregards the uniform code, then the parents/guardians will be contacted.

Failure to follow the uniform code may result in the suspension of a student.

Garment Definition/Requirement Girls Applicable Grades Boys Applicable Grades
Vest/cardigan All vests and cardigans must come from Proforma. K – 8 K – 8
Sweatshirt The official red or navy school sweatshirts must be purchased from Proforma. Sweatshirts must fit and be in good condition. K – 8 K – 8
Eighth grade class sweatshirts are purchased from Proforma. Sweatshirts must fit and be in good condition. 8 only 8 only
Socks Visible with the predominant color(s) of white, red, navy blue, black, brown, or gray socks must be worn at all times. K – 8 K – 8
Tights/Leggings White, red, navy blue, gray or black tights or leggings are an option. K – 8 Not applicable
Shoes Predominantly solid color white, red, navy blue, black, gray or brown shoes. Laces should be colored the same as above. No lights, add-ons, platforms. Laced shoes are inappropriate for students who cannot tie them.  Please select athletic shoes for PE days. K – 8 K – 8
PE Uniforms PE shorts, sweatpants and shirts must be from Proforma and are required for PE classes. Standard athletic shoes, laced, tied, or velcroed well, must be worn on PE days. K – 8 K – 8
Belt Belts are optional. These must be a solid navy blue, black or brown—canvas or dress material. No exaggerated lengths. Buckles should be simple, free of design. K -8 K -8
Jewelry Small stud lobe earrings are the only jewelry allowed. No other jewelry: watches, rings, bracelets, necklaces, etc. are allowed. K – 4 Not Applicable
No jewelry is allowed: watches, rings, bracelets, necklaces, chains etc. No applicable K – 4
Small stud lobe or hoop earrings (max 2 per ear), a simple watch (without sound), one ring and a simple crucifix/cross or religious medal are the only jewelry allowed. 5, 6, 7, 8 Not Applicable
One simple watch (without sound), one ring and a simple crucifix/cross or religious medal is the only jewelry allowed. Earrings are not allowed. Not Applicable 5, 6, 7, 8
Head Coverings Proforma hats and beanies may be worn outdoors. No other head coverings allowed. K – 8 K – 8
Grooming Students must be neat and clean at all times. Extreme hairstyles are not permitted. Hair must be a natural color. K – 8 K – 8
Hair Very simple barrettes, scrunchies or hair bands (solid color-red, navy, brown, black, white, school plaid) are allowed. K – 8 Not applicable
Hair Hair must be cut in such a way as to be even in length, worn above the eyebrows, and may not extend onto the neck and/or touch the shirt collar. No facial hair. Not applicable K – 8
Make-up, Nails Make-up or acrylic nails may not be worn. Only clear nail polish is allowed. Eighth grade girls are allowed subtle mascara. K – 8 Not applicable


Free dress is a privilege granted to students at different times during the year. Free dress clothing must be neat, clean and modest. The school will require that parents bring an appropriate change of clothes to school if a student is inappropriately dressed.

Garments Girls Boys
Tops, shirts Students may not wear cut-offs, tank tops, halter-tops, short-waist tops. T-shirts with inappropriate cartoon characters, slogans, or commercial advertisements are not allowed.
Poorly sized shirts may not be worn.
Students may not wear tank tops, short-waist tops. T-shirts with inappropriate cartoon characters, slogans, or commercial advertisements are not allowed.
Oversized shirts may not be worn.
Dresses, Skirts Dresses, skirts, or skorts that are not too short and appropriate for school. Not applicable
Slacks, pants, shorts,


Jeans (no tears/holes), cords, pants, and shorts all fit appropriately for a school setting.  “Court” shorts and sweatpants may be worn when sized well for a school setting.   Students may not wear cut-offs. Oversized pants or shorts may not be worn.

Please select leggings well sized for school with tops/shirts of comfortable length for school.

Avoid costume wear.

Jeans (no tears/holes), cords, pants, and shorts all fit appropriately for a school setting.  “Court” shorts and sweatpants may be worn when sized  well for school.  Students may not wear cut-offs.
Oversized pants or walking shorts may not be worn.Please select leggings well sized for school with tops and/or shirts of comfortable length for school.Avoid costume wear.
Shoes Durable, comfortable shoes should be worn. Flip-flops and strapless sandals are not allowed. Durable, comfortable shoes should be worn. Flip-flops and strapless sandals are not allowed.
Head Coverings Appropriate hats are allowed but may not be worn inside the classroom. Appropriate hats are allowed but may not be worn inside the classroom.

Scouting and Club Uniforms

Tiger Cubs, Cub Scouts, Boys Scouts, Daisy Scouts, Brownies, Girl Scouts, Blue Birds, Camp Fire Girls, and American Heritage Girls may wear their official uniforms on their meeting day.


Discipline in the Catholic school is an aspect of moral guidance and not a form of punishment. The purpose of discipline is to provide a school climate conducive to learning and one that promotes character development.

Discipline is maintained in a classroom or school when students work cooperatively with the principal, the teachers, and their classmates towards the attainment of the class and school objectives. However, it should be noted that the legitimate interest of the school extends beyond the school day and beyond the school hours.

Maintenance of Effective Discipline

Effective discipline is maintained when there is

  • Reasonable quiet and order in the building
  • Positive correction of behavior
  • Constant encouragement of acceptable classroom conduct
  • Firm but fair treatment of difficult students
  • Consistent follow through

Disapproved Disciplinary Measures

The following disciplinary measures are forbidden:

  • All corporal punishment, including shaking and slapping
  • Language that is sarcastic or calculated to bring ridicule on the student, his or her parents, or background
  • Using religious exercises or important class assignments as punitive measures
  • Bizarre and unusual punishments
  • Withholding or altering rightfully earned academic grades
  • Any disciplinary action that isolates a student without proper supervision


  • No student shall be required to remain in the classroom during the lunch break, or during any recess. All students are required to leave the school rooms at recess and lunchtime, unless it would occasion a danger to health
  • Detention before or after school hours is considered an appropriate means of discipline
  • A student shall not be detained in school for disciplinary or other reasons for more than one hour after the close of the school day
  • Under no circumstances shall a student be detained at school without the knowledge and consent of the parent or guardian who shall also be informed of the reason for detention and the exact time the period of detention will begin and end


  • Any of the reasons listed for expulsion with mitigating circumstances are adequate cause for suspension of a student
  • No student shall be suspended from school for more than two consecutive weeks, unless there is an ongoing police investigation of a possible crime, in which case the student may be suspended during the entire investigation
  • Notice of suspension must be given to the parents or guardians by telephone or in a conference
  • The principal shall schedule a conference with the suspended student’s parents or guardians to discuss matters pertinent to the suspension, especially the means by which the parents or guardians and the school can cooperatively encourage the student to improve behavior. The suspended student may be present at the conference
  • In no case will a teacher on his or her own authority suspend a student


Reasons for Expulsion

Reasons for expulsion are, but are not limited to, the following offenses committed by students:

  • Actions gravely detrimental to the moral and spiritual welfare of other students
  • Habitual profanity or vulgarity
  • Assault, battery or any threat of force or violence directed toward any school personnel or student
  • Bullying, harassing or hazing school personnel or other students
  • Open, persistent defiance of the authority of the teacher
  • Continued willful disobedience
  • Use, sale or possession of narcotics, drugs or any other controlled substance
  • Use, sale, distribution, or possession of any alcoholic beverages on or near school premises
  • Smoking or having tobacco
  • Stealing
  • Forging signatures
  • Cheating or plagiarism
  • Willful cutting, defacing or otherwise injuring in any way property, real or personal belonging to the school
  • Habitual truancy
  • Possession of harmful weapons (e.g., knives, guns, etc.) or materials that can be used as weapons
  • Membership in, active involvement in, or affiliation with a gang or group responsible for coercive or violent activity
  • Actions in or out of school which are detrimental to the school’s reputation
  • Violation of the Electronic Use policies and guidelines
  • Inappropriate conduct or behavior unbecoming a student in a Catholic school

Procedure for Expulsion

Except in cases involving grave offenses, the following steps must be taken:

  • A conference must be held with the parents or guardians, student, teacher, and principal present to advise the family that serious action is contemplated unless behavior improves immediately. In parish schools, the pastor should be notified of the conference, given an opportunity to attend and provided a report of the discussion
  • If behavior does not improve, the final decision will be announced at a second conference attended by the principal, teacher, and parents or guardians. If the parents fail, without cause, to attend the conference, the pastor, principal, and teacher will reach a final decision. The final decision rests with the pastor in consultation with the principal
  • In no case will a teacher on his or her own authority expel a student
  • Full credit will be given for all work accomplished by the student up to the moment of expulsion

Written Record

A written record of the steps leading to expulsion must be kept on file with copies of all communications and reports.

Cases Involving Grave Offenses

  • In cases involving grave offenses, which may include a violation of criminal law or actions so outrageous as to shock the conscience or behavior of the community, the student is immediately suspended and there is no requirement to hold the initial parent-principal conference
  • The procedure involving cases of grave offenses is followed when the continued presence of the student at school (even for a short period of time) will, in the reasonable judgment of the principal, pose a serious threat to the health and welfare of another student or students, or faculty members
  • When immediate suspension is imposed, with probable expulsion, while the case is being investigated, the rules and the consequences of the violation should be clearly explained to the student and parents or guardians

Time of Expulsion

  • An expulsion may be made immediately if the reasons are urgent
  • Only in exceptional cases shall expulsion of an eighth grade student who has been in the school one or more years be allowed
  • If an expulsion is to take place during the last quarter of the school year or during the last semester in the case of an eighth grade student, prior approval of the Department of Catholic Schools is required before the expulsion can take effect
  • If such action is contemplated, approval shall be obtained before the announcement of the final decision to the parents at the meeting described below

Reporting of Expulsions

All expulsions even if they occur at the end of the year, are reported to the elementary supervisor at the Department of Catholic Schools. The County Office of Education where the school is located may require notification of pupil expulsions.

Right to Make Exceptions

The principal, in consultation with the pastor, retains the right to make exceptions in cases where mitigating circumstances call for a different response than policy suggests.

Home Study

Circumstances may arise which dictate that a student, at the discretion of the principal, be excluded from school attendance for a period of time. This is a remedy for unusual situations and is not considered a suspension. Students may be given tests, etc. outside school hours so that grades can be reported.


Each member of Sacred Heart School is expected to treat every other person with respect and courtesy and deserves to be treated in like manner. It is important that a child knows that his/her parents/guardians support the decisions made at school.

Our discipline program is based on the following:

  1. Every teacher has the right to teach
  2. Every child has the right to learn
  3. Every child has the right to have his/her rights and feelings respected
  4. Every child has the right for the school to provide a consistent plan of action, which promotes positive reinforcement for acceptable behavior and a system of consequences for inappropriate actions/behaviors as well as opportunities for students to make amends for inappropriate actions and behaviors.

Students can be held accountable for behavior inside or outside of school that is detrimental to the reputation of the school as determined by the principal.

School and Classroom Rules

The school, along with the faculty and staff, has set up rules for safe, effective organization and administration. Individual teachers establish and communicate the classroom rules to the students and parents/guardians. These rules include but are not limited to the following:

Classroom Rules

  1. Respect all others in words and actions
  2. Complete all work neatly and on time
  3. Follow directions
  4. Have all needed materials
  5. Help to keep the classroom clean and in good order

Playground Rules

  1. Walk to and from play areas
  2. Respect all others in words and actions
  3. Never leave school property without permission
  4. Play safely on the field, courts and play structure
  5. Keep grounds clean and free of litter

We do not allow students to bring the following items to school:

  • Gum
  • Glass Bottles of any kind, Sodas
  • Electronic games
  • Personal tablets (other than Kindles for students in Middle School)
  • IPods, IPads, MP3 players
  • Skateboards/Rollerblades

We discourage students from bringing the following items to school (unless permission is expressly given by a Sacred Heart School staff member):

  • Cameras
  • Personal sports equipment for recess use

The school reserves the right to inspect anything brought on campus.


Teachers and staff members are responsible for directing and monitoring student behavior and students must follow their directions. Severe misbehavior will result in a student being taken to the principal and his/her parents being notified immediately.

Behavior Notices

These notices may be issued for, but are not limited to, the following:

  • Disobeying classroom/playground rules
  • Using disrespectful words/gestures
  • Damaging student or school property
  • Disrupting class
  • Failing to follow dress/uniform code
  • Cheating, copying work, forging signatures

Behavior Notices for will be sent via email for a parent/guardian email reply that should be sent prior to the next school day. When an email response is not given prior to the start of the next school day, the principal will make telephone contact with the parent /guardian. If necessary, an after-school detention will be assigned and the behavior notice will indicate the date and time of the detention.


The school is committed to provide a safe and comfortable learning environment that respects Christian values and is free from harassment, bullying or hazing in any form. Harassment, bullying or hazing of any student by any other student, lay employee, religious, clergy, or school volunteer is prohibited. The school will treat allegations of any such conduct seriously and will review and investigate such allegations in a prompt, confidential and thorough manner.

Substantiated acts of harassment, bullying or hazing by a student will result in disciplinary action up to and including dismissal of the student. Students found to have filed false or frivolous charges will also be subject to disciplinary action up to and including dismissal. For students in grades K-3, this disciplinary action shall depend on the maturity of the students and the circumstances involved. For students in grades 4 through 8, the disciplinary action may include suspension or dismissal.

Harassment occurs when an individual is subjected to treatment or a school environment that is hostile or intimidating. It includes, but is not limited to, any or all of the following:

  • Verbal harassment: Derogatory comments and jokes; threatening words spoken to another person.
  • Physical harassment: Unwanted physical touching, contact, assault, deliberate impeding or blocking movements, or any intimidating interference with normal work or movement
  • Visual harassment: Derogatory, demeaning or inflammatory posters, cartoons, written words, drawings, and gestures
  • Sexual harassment: Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.

Bullying is the habitual harassing, intimidating, tormenting, browbeating, humiliating, terrorizing, oppressing and/or threatening of another person. Bullying typically consists of direct behaviors, such as teasing, taunting, threatening, hitting, shoving, and stealing that are initiated by one or more students against a victim or victims. In addition to direct attacks, bullying may also be indirect, such as spreading rumors that cause victims to be socially isolated through intentional exclusion. Whether the bullying is direct or indirect, the key component of bullying is physical or psychological intimidation that occurs repeatedly over time to create an ongoing pattern of harassment and abuse.

Students also may be involved in cyber bullying, which occurs when they bully each other using the Internet, mobile phones or other cyber technology. This can include, but is not limited to:

  • Sending inappropriate text, e-mail, or instant messages
  • Posting inappropriate pictures or messages about others in blogs, web sites or social communication networks
  • Using someone else’s user name to spread rumors or lies about someone

Hazing is any method of initiation or pre-initiation into a student organization or student body or any pastime or amusement engaged in with respect to these organizations which causes, or is likely to cause, bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm, to any student or other person.

Students are responsible for:

  • Conducting themselves in a manner that contributes to a positive school environment
  • Avoiding any activity that may be considered discriminatory, intimidating, harassing, bullying or hazing
  • If a student is a target of harassment, bullying or hazing, when possible, informing the other person(s) that the behavior is offensive and unwelcome
  • Reporting all incidents of discrimination, harassment, bullying or hazing to the principal or teacher

As appropriate, the students involved may be asked to complete a formal, written complaint which will be investigated and will involve only the necessary parties. Confidentiality will be maintained as much as possible.


All threats by students to inflict serious harm to self or others, or to destroy property, will be taken seriously. Whoever hears or becomes aware of any threat made by a student should immediately report it to the pastor, principal, or a teacher. The principal will notify the police and the Department of Catholic School immediately.

The student who has made the threat will be kept in the school office under supervision until the police arrive. The parents or guardians of the student who has made the threat will be notified. Any adult or student who has been identified as the potential victim, or mentioned in writing as a potential victim, will be notified immediately.

The student who has made the threat will be suspended until the investigation by the police and school has been completed.

The decision to re-admit a student who has made a threat will be made by the principal and pastor on a case-by-case basis.

Practical jokes or offhand comments of a threatening nature will be taken seriously and will be investigated. The police may be notified and these actions may result in suspension or removal of a student from school.


Students’ legitimate expectation of privacy in their person and in the personal effects they bring to school must be balanced against the obligation of the school to maintain discipline and to provide a safe environment for the school community. Accordingly, school officials may conduct a search of the student’s person and personal effects based on a reasonable suspicion that the search will disclose evidence that the student is violating or has violated the law or a school rule.

School officials do not need a warrant or a parent’s permission to conduct a search of the student and/or the school’s or a student’s personal property, as long as they have a reasonable suspicion that a law or school rule is being or has been violated.

Students do not own their lockers or other school property. Lockers are made available to the student by the school. The student does have some expectation of privacy in his or her locker from other students. However, a student may not exclude school officials if the school official has a reasonable suspicion that a law or school rule has been violated.

A student has a greater expectation of privacy concerning his or her backpack, purse, clothing and other personal effects. A school official who finds it necessary to conduct a search of a student’s backpack, purse, clothing or personal effects, must have a reasonable suspicion that the student is violating or has violated a law or school rule. The student’s parents should be notified of any such search.

An alert from a trained and certified detector dog is sufficient to allow the school official to have a reasonable suspicion and to conduct a search of the student’s locker, car or his or her personal property and effects. In addition to this policy on searches by the school, every student is subject to the Archdiocesan and school use and privacy policies concerning cell phones and other electronic devices, whether the devices belong to the school or to the student.

If a student refuses to cooperate in a reasonable search of the school or student property (including electronic devices), the student’s parents and/or the police may be called for assistance or referral.



I promise to strictly follow the rules and guidelines in this Code of Conduct. I understand that any action inconsistent with or failure to take action mandated by this Code of Conduct may result in my removal from my volunteer or work assignment.

As a student volunteer I will:

  • Respect the adults and supervisors with whom I interact
  • Safeguard at all times children or other youth entrusted to my care
  • Treat everyone with respect, loyalty, patience, integrity, courtesy and dignity
  • Take care to be positive, supportive and caring in my speaking, writing and actions with the children/youth
  • Avoid situations where I am alone with a child/youth
  • Use positive reinforcement rather than criticism or comparison when working with children/youth
  • Cooperate fully in any investigation of abuse of children/youth. Report suspected abuse to my supervisor, or if it involves my supervisor, report it to the principal or pastor at the location
  • Be aware that young people can easily become infatuated with a youth leader or an adult. If I sense that this is happening. I will not encourage it. I will make my administrator aware of it so that the supervisor can resolve the matter, including reassigning me to other activities.
  • Maintain appropriate physical and emotional boundaries with the children/youth
  • Dress appropriately and not wear any clothing with offensive messages or pictures

As a Student Volunteer I will not:

  • Endorse, during my ministry, any view contrary to the teachings of the Catholic Church
  • Commit an illegal or immoral act
  • Smoke or use tobacco products
  • Use, possess or be under the influence of alcohol or illegal drugs at any time while at work or volunteering
  • Verbally threaten or physically abuse anyone
  • Use profanity in the presence of children/youth
  • Use discipline that frightens or humiliates a child/youth
  • Touch a child/youth in a sexual, overly affectionate or other inappropriate manner
  • Sexually harass, request sexual favors from, or make sexually explicit statements to anyone
  • Place myself in a situation where my interaction with a child/youth cannot be witnessed
  • Participate in private visits, parties or other activities with the children/youth unless approved by my supervisor
  • Accept gifts from or give gifts to children/youth in my care without approval from my supervisor
  • Tolerate inappropriate or bullying behavior by a child/youth towards another child/youth
  • Fraternize with minors over the internet or through other forms of communication

We, the undersigned, have read and understand the Archdiocese of Los Angeles Boundary Guidelines for Junior High and High School Youth Working or Volunteering with Children or Youth and will abide by them at all times. We also understand and agree the parent or guardian will be notified at the time of any infraction requiring dismissal from any work or volunteer assignment at the school or parish or other setting where the student is working or ministering, and that he/she will be sent home at the expense of his or her parent or guardian.

Print Name of Youth: ____________________________________________________

Work or Volunteer Position: _______________________________________________

School or Parish: ________________________________________________________

Signature of Youth Volunteer: ______________________________________________

Date: ______________________

Name and Signature of Parent or guardian:

Date: ____________________

Name and Signature and Title of Witness:

Date: ____________________



This section to be completed by Archdiocese/School/Parish



The Archdiocese/School/Parish intends to use your child’s image, name, voice and/or work for the following non-commercial purposes (describe class/activity, date(s) if applicable):

The following person(s)/entity not connected to the Archdiocese/School/Parish will be involved in the class/activity:

This section to be completed by Parent/Legal Guardian:

I, ____________________________(name), am the parent or legal guardian of __________________________________(child’s name), a minor. I hereby authorize the Archdiocese/School/Parish to use the following personal information about my child:

Please initial the applicable boxes

Image/visual likeness:

I understand and agree that my child’s image, name, voice and/or work (the “Personal Information”) will be used for the particular reasons identified above. I further understand and agree that the Archdiocese/School/Parish may use the Personal Information for other non-commercial purposes, including, but not limited to, publicity, exhibits, electronic media broadcasts or research. I understand and agree that the Personal Information of my child may be copied, edited and distributed by the Archdiocese/School/Parish in publications, catalogues, brochures, books, magazines, exhibits, films, videotapes, CDs, DVDs, email messages, websites, or any other form now known or later developed (the “Materials”).

The Archdiocese/School/Parish may use the Personal Information at its sole discretion, with or without my child’s name or with a fictitious name, and with accurate or fictitious biographical material. The Archdiocese/School/Parish will not use the Personal Information for improper purposes or in a manner inconsistent with the teachings of the Roman Catholic Church.

I waive any right to inspect or approve any Materials that may be created using the Personal Information now and in the future. While the Archdiocese/School/Parish will take care to maintain the particular intents and purposes of the photographs or electronic recordings, editing may be necessary to obtain the best results. I release and discharge the Archdiocese/School/Parish and its employees and agents from any liability that may arise out of the making or editing of the photographs or electronic recordings, including but not limited to, distortion, blurring, alteration, optical or auditory illusion or use in composite form.

In exchange for the Archdiocese/School/Parish’s giving my child an opportunity to participate in the class/activity, I hereby agree that neither I, nor my child, will receive monetary compensation, royalties or credit for use of the photographs or electronic recordings by the Archdiocese/School/Parish. I understand and agree that the Archdiocese/School/Parish shall be the owner of all right, title and interest, including copyright, in the photographs, electronic recordings and Materials. If the Archdiocese/School/Parish intends to use the Materials for a commercial purpose, I will be provided at that time with information about the terms of the commercial use.

I hereby waive, release and forever discharge any and all claims, demands, or causes of action against the Archdiocese/School/Parish and its employees, agents, contractors and any other person, organization, or entity assisting them with the photography, electronic recording or Materials, for damages or injuries in any way related to, or arising from the photography, electronic recording or Materials, or the use of the Personal Information, and I expressly assume the risk of any resulting injury or damage.

I further understand and agree that this Authorization remains in effect until it is withdrawn in writing. I understand that if I change my mind about this Authorization, that I will submit another, new authorization form to the Archdiocese/School/Parish. However, my new authorization will not have the effect of revoking this Authorization, and the Archdiocese/School/Parish will have no duty or obligation to make any changes or alterations to any Materials that may have been prepared based on this Authorization.

I represent that I have read this Authorization, understand the contents and am able to grant the rights and waivers it contains. I understand that the terms of this Authorization are contractual and not mere recitals. I am signing this document freely and voluntarily.

Signature:________________________ Date:___________
Print Name:____________________ Relationship to Child:___________________
Address:_______________________ Telephone:____________________
Name of Child:____________________ Age:___________

Fillable .pdf available at http://school.policy.la-archdiocese.org/Resources/Chapter_X/parental_release_for_child_non_comm/?i=883