FAMILY EDUCATION RIGHTS AND PRIVACY ACT
The Family Education Rights and Privacy Acts (FERPA) is a federal law that governs the maintenance of student records. Under the law, parents of students or eligible students (one who is at least 18 years old or is married) will have both the right to inspect records kept by Union Academy about the student and the right to correct inaccuracies in the records. Access to the records by persons other than the parents or the students is limited and generally requires prior consent by the parents of the student. A parent or eligible student wishing to review records must submit written notification to the student records office. An appointment will be scheduled with the assigned counselor to review these records. A five-day notification is expected for all requests to review records.
FERPA, a federal law, requires that Union Academy, with certain exceptions, obtain your written consent prior to the disclosure of personally identifiable information from your child’s education records. However, Union Academy may disclose appropriately designated “directory information” without written consent, unless you have advised Union Academy to the contrary in accordance with Union Academy procedures. The primary purpose of directory information is to allow Union Academy to include this type of information from your child’s education records in certain school publications. Examples include:
- A playbill, showing your student’s role in a drama production.
- The annual yearbook.
- Honor roll or other recognition lists.
- Graduation programs.
- Sports activity sheets, such as for wrestling, showing weight and height of team members.
Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without a parent’s prior written consent. Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks. In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965 (ESEA) to provide military recruiters, upon request, with three directory information categories: names, addresses, and telephone listings – unless parents have advised the LEA that they do not want their student’s information disclosed without their prior written consent.
Union Academy has designated the following information as directory information:
- Student’s address
- Telephone listing
- E-mail address
- Photograph
- Date and place of birth
- Major field of study
- Dates of attendance
- Grade level
- Participation in officially recognized activities and sports
- Weight and height of members of athletic teams
- Degrees, honors, and awards received
- Most recent education agency or institution attended
A parent or legal guardian wishing to withhold consent of directory information must do so in writing by August 29, 2008 for the 2008/2009 school year.
FAMILY FOLDER
The Family Folder is a weekly publication for UA families, filled with important, timely information to help you navigate through the multitude of activities that happen at Union Academy every day. It serves as a vital link between the school and our families, and includes a Calendar of Events, Headmaster News, Upper and Lower School News, and many other pages filled with details about events, activities, deadlines, and other “you-need-to-know” announcements. The Family Folder is available to registered users on our website under UANews/FamilyFolder, and is updated each Wednesday.
FIELD TRIPS
The purpose of field trips is to enhance learning and to meet specific grade level objectives. Students must return a signed permission slip and fees by the stated deadline date. Deadlines will be enforced. Dress for field trips will be determined depending on the nature of the trip.
A limited number of parents may attend field trips with their child or children. At these times, we ask parents to remember that they must serve as chaperons for all children, under the direction of the attending Union Academy staff. In addition, and for liability reason, all children are the responsibility of the UA employees, regardless of whether a parent is present or not.
GUIDELINES:
1. The purpose of chaperoning is to ensure the safety of all UA students.
2. Background checks will be required for adults chaperoning overnight trips.
3. Parents are responsible for transportation for students sent home for misbehavior.
4. No siblings, other children, other adults, or pets will be allowed.
5. Chaperons must not leave the group at any time while supervising students.
6. Parents who wish to take a child directly home from a field trip may do so, but must sign a form acknowledging this alternative transportation.
7. At the discretion of the administration, students who have been suspended from school or have multiple in-school suspensions may not be allowed to participate in field trips.
Union Academy has a limited amount of financial assistance for field trips to offer its students each year. All financial assistance is based upon need and granted upon the discretion of the Headmaster. All requests will remain confidential.
To request financial assistance for field trips, the following steps must be taken:
1. Contact the Activities Department to request an application.
2. Complete application and return to the Activities Department.
3. The application will be reviewed and submitted for approval.
4. The Activities Department will notify each family of the award amount.
FINANCIAL POLICIES
1. All handling of monies (no matter how small the amount) including both receipts and disbursements must be approved, controlled, and maintained by the business office.
2. All checks must be made payable to Union Academy and sent directly to the school.
3. Receipts must be written for all cash received.
4. Only the Business Office has the authority to legally bind UA in a purchase agreement or a contract for goods or services. All contracts must be pre-approved through the Business Office.
5. All fundraising efforts must have prior approval from the Chief Financial Officer (C.F.O.). Proper cash handling procedures must be put into place for each event or activity as directed by the CFO.
6. The guidelines are not just for fundraising activities. They apply to the collection of all monies received or disbursements made for any function, event, or activity that involves Union Academy.
Union Academy receives funding from Federal, State and Local government. As such, UA is subject to various audit policies and procedures and independent audits. In addition to this, the North Carolina Department of Public Instruction (NC DPI) regularly reviews and tests our internal controls regarding the collecting and distribution of monies. If these procedures are not adhered to, the following actions may be taken.
1. UA can be placed on cautionary financial status and the NCDPI can revoke our Charter.
2. The IRS can revoke our 501(c)3 tax exempt status.
Following proper cash policy procedures not only protects our continued funding from the government, but it also protects our nonprofit 501(c)3 status.
If you have any questions or concerns, please call Lynn Kroeger, Chief Financial Officer (CFO) at (704) 238-8883, Ext. 227.
School Fees
Students are responsible for all textbooks issued, media center books, catered lunch charges and any other fees associated with participation in an extracurricular activity. Textbooks and media center
books are to be returned in good condition allowing for wear from normal use at the end of the school year or when a student withdraws from school. Fees will be charged for books not returned, lost and/or damaged. Fees and fines assessed must be cleared as soon as possible and will accrue from year to year.
UA charges a non-refundable school fee. Specific details are included in the summer mailing.
Money Collection
Any money sent to the school for field trips, lunches, etc. must be sent with the student to the child’s homeroom teacher.
Do not drop off money at the front desk or in the office at any time. When making payments to the school, checks are preferable. If cash is used, the teacher will issue a receipt. Make sure you receive a receipt for any cash sent in with your child. Union Academy cannot be responsible for cash sent with your child.
Returned Checks
Check verification and returned checks are processed by FARS (Federal Automated Recovery System). We must have the following information before accepting your check: full name, street address and phone number. In the event your check is returned, your account will be debited electronically from the same account for the face amount of the check, service fees and processing fees as permitted by state law.
FOUNDATION/DEVELOPMENT
The Union Academy Foundation was created in 2001 to provide financial and fundraising support for Union Academy. The Foundation is directed by a board of approximately 17 members and exists as a totally separate non-profit organization from Union Academy Charter School and the Union Academy School Board. The UA Foundation is supported by the UA Development Office, located on the Upper Campus.
As a North Carolina charter school, Union Academy does not receive public funds for buildings and grounds as traditional NC public schools do. (However, NC charter schools do receive public funds for school operations, which include teacher salaries, books, and all utilities.) In order to provide an engaging and safe learning environment, the Union Academy Foundation reaches out to our school community and greater community for assistance. Each spring the Foundation asks for donations to the UA annual fund, which provides facilities and operational support for all students including classrooms, athletic facilities, and other educational spaces.
All UA Foundation and Trustee board members are expected to contribute to the annual fund. In addition, UA faculty/staff and UA parents are asked to consider a gift. Our history of support has been tremendous! This unusually positive response has leveraged UA to seek additional donations from our greater community of individuals and businesses because when we show that we care for and support our school, others do also!
For more information about the Union Academy Foundation and its activities, please contact the Development Office located at the Upper School Campus. (704) 238-9879 or (704) 238-8883
Laura Thomas, Development Officer
lthomas@unionacademy.org
FUNDRAISING
All fundraising efforts must have prior approval from both Fundraising Service Team Chair and the Chief Financial Officer (C.F.O.). Proper cash handling procedures must be put into place for each event or activity as directed by the C.F.O.
Union Academy’s fundraising efforts fall into several categories and are detailed below:
Major Fundraisers: There will be two major fundraisers per year (spring and fall). Each event and type will be determined each year. Proceeds from both fundraisers are to support the ongoing operations and the capital needs of Union Academy.
Scrip Program: Scrip is an on-going opportunity for families and friends to purchase everyday expenses like food, clothing, and other essentials via gifts cards. With every purchase, Union Academy earns revenue towards school activities.
Cardinal Athletics Club (CAC) Fundraisers: During the year the CAC will have several fundraisers to help support the athletics program at Union Academy. Fundraisers may include special dinners, raffles, professional sports nights, golf tournament, concessions, etc.
Fine Arts Booster (FAB) Fundraisers
During the year the FAB will have several fundraisers to help support the music and theater programs at Union Academy. Fundraisers are yet to be determined.
Student Council “Fun” Fundraisers
The Middle School and High School Student Councils sponsor fun fundraisers to raise money for student activities. Some examples are: Buy a “Pumpkin for your Munchkin”, Flower Grams, and dress down days.
Retail Partnerships: Shopping at any of the following and linking to our school can help generate revenue for UA. The partnerships include the following but are not limited to:
1. Harris Teeter Together in Education #4148
2. Bi-Lo Boosters #6265
3. Food Lion Shop and Share
4. Lands End #9000-56334 (Logo # 0044966K)
5. Office Depot – 70114864
6. What’s Your Beef in Waxhaw (turn in receipts at time of purchase)
Parents can participate by registering online at the specific retail website, in person at the store or complete the form that is available at the reception desk at each campus.
Product Redemption Programs: Examples include the following but are not limited to:
1. General Mills Box Tops
2. Tyson’s Project A+
3. Campbell’s Soup Labels
4. Harris Teeter Together In Education Milk Challenge
Parents can participate by clipping the appropriate labels and turning them in to either campus for redemption.
Family Community Nights: Businesses such as Chick-fil-A, CiCi’s Pizza, Kate’s Skate, McAllister’s Deli, and Showmars will donate a percentage of their profits on designated nights, which helps support any needed financial assistance for overnight field trips.
Media Center Book Fairs: Fairs are held twice a year on both campuses. Proceeds are to benefit books and materials for the media center.
Union Academy Foundation: The UA Foundation is a separate non-profit organization. Its sole purpose is to provide funding for facilities. Parents are asked to contribute to the foundation on a regular basis to help build our school.
v No fundraising except those activities that benefit Union Academy may take place at Union Academy.