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Hoffman Academy Student Handbook

2020-2021

815 Orphanage Road Littlestown, PA 17340 Phone: 717-359-7148

www.hoffmanhomes.com/academy

Table of Contents

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Topic Page Number

All-School Rules 3

Arrival Procedures 5

Attendance 4

Behavior Response Flow Chart 8

Closing and Delays 4

Continuum of Supports 9

Dismissal Procedures 6

Dress Code 12

Electronics 12

Fire Drill 13

Graduation Requirements/Projects 8

Leaving the Building 12

Lunch 6-7

Non-Discrimination Policy 16

Parent Conferences 14

Personal Items 16

Philosophy 3

Police Notification 11

Respect, Achievement, & Personal Responsibility Team 9

Safe Crisis Management 15

Safety Search 13

School Schedule 3

School-Wide Behavior Plan 8

Student Driving 14

Technology 14

Tobacco Product Regulation 14

Transportation 4

Virtual Learning Expectations 5

Vision Statement 3

Philosophy of School

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At the Hoffman Academy we believe that all children have a fundamental right to an education tailored to their specific needs and that all students are capable of making academic progress when their needs are appropriately and successfully met. In order for the Academy’s programing to be optimized, the staff utilize a variety of instructional methods, intervention strategies, technology and research validated resources to become a more effective trauma-informed school. All staff participate in ongoing professional development to help them diagnose and build upon a student’s strengths and remediate areas of weakness. Teachers are continually being trained in research-based instructional and intervention strategies. All decisions are made based upon what would be the most beneficial for the students. We constantly strive to improve our methods and practices and always work together toward the common goal of empowering students with complex needs to recognize and optimize their full potential. Vision Statement Empowering individuals to make positive changes, encourage growth, and reach their goals. All School Rules

D: Do the right thing R: Respect yourself and others E: Excel in leadership A: Accept responsibility M: Maintain boundaries

School Schedule

• The academic school day is typically from 8:00 AM-2:45 PM.

• All high school students must report by 8:00 AM to avoid being tardy.

• All elementary students must report by 8:05 AM to avoid being tardy.

• Early dismissals occur at 1:10 PM after all lunches have been served, during Pandemic Programming. When traditional school programming resumes, early dismissals will revert to 12:30pm.

If a student needs picked up early, the parent/guardian should send in a note with the student that morning identifying who will be picking the student up. If the person picking the student up is not the parent/guardian, Hoffman staff will call the parent/guardian for confirmation. The person picking the student up should call into the Hoffman Academy when they arrive in the school parking lot. School staff will escort the student to the parent/guardian in the parking lot for dismissal. If a resident is to leave school early for an appointment the transporting staff will sign the student out with Lobby Staff.

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Transportation

All day student transportation to and from the Academy is arranged through the students’ home school district. Students are expected to follow all rules and procedures the district outlines. Issues regarding transportation should be directed to the students’ home district. The Hoffman Academy staff can assist with communication if needed.

Closings/Delays

The Hoffman Academy follows the Gettysburg Area School District for inclement weather closings, delays, and early dismissals. Transportation to and from school during inclement weather conditions is at the discretion of the home school district. If Hoffman Academy should need to alter hours of operation all necessary parties will be notified. Any time or days missed due to home district’s closures and delays will be excused, and the time will not count against the student.

Attendance

Regular attendance at school by each student is a specific requirement of the school laws of Pennsylvania because the school can only be effective in educating a student if the student is in school; every effort should be made to attend. Students’ attendance records will be shared with their home district. After ten unexcused absences, a meeting will be held to discuss future enrollment.

**During Pandemic Programming Virtual learning will be an option provided to families. The Hoffman Academy attendance policies will remain intact. The students will be expected to log on to the virtual face to face sessions as scheduled each day to be counted present, unless a parent provides in writing an excusal for illness or appointment.

**Students are encouraged to stay home/in the residence if they are experiencing symptoms of COVID19 virus including fever, coughing, sore throat, difficulty breathing, diarrhea, chills, muscle pain, headache, new loss of taste or smell. A fever is considered a temperature at 100.4* or greater. Remote learning can be offered. Students may return to school after experiencing illness with the following guidelines:

• No fever for 3 days without the use of fever reducing medications AND

• Improved symptoms of illness AND

• A minimum of 10 days past onset of symptoms OR

• A minimum of 10 days after positive COVID19 test

Virtual Learning Expectations

Students and families that prefer a virtual remote learning option for the student will be reviewed and discussed upon request. Students that are granted permission to participate in the remote learning option will be required to follow the expectations below.

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If Day Students live in counties that are identified as Red Phase during the Pandemic Programming, they will be required to participate in a full virtual learning program from their homes. Devices will be provided upon requests.

• Log in and actively participate in all scheduled video instructional sessions

• Locate themselves in a quiet location away from distraction and others in the home

• Ensure that any non-students of the academy are not observing or participating in the virtual lesson

• Students may not share information about other students in the virtual sessions with non-student individuals

• Special speakers, or visitors, will present and answer student questions. Student identifying information will not be shared by students or staff with the visitors/speakers.

• Some virtual lessons may be recorded and shared with individual students that have missed the lesson. These recordings may never include identifiable information of students participating in the session.

Arrival Procedures

The following process needs to occur as it relates to school arrival:

Day Students

1. Two Academy staff will greet Day students at the side entrance of the Academy. 2. One van will be released at a time. 3. The two assigned Academy staff will wand the students with the detection wand, complete

the COVID19 screening and take the students’ temperatures each morning. 4. The Day students will then be directed to their homerooms at the Academy staff’s

discretion. 5. If the child is displaying symptoms, or needs to be wait in a sick room, the staff will contact

the Director, or Assistant Director for assistance. The child will then wait in the sick room until they are assessed by a nurse and a parent/guardian is contacted.

Residential Students

1. Teacher Aides will go to the outside entrance of their designated Lobby (Gym/Cafeteria) to call small cohorts of children from each residence.

2. The Teacher Aides will escort the cohort of children to the screening station in the designated lobby for COVID19 screenings and temperature checks.

3. The Teacher Aides will then escort the cohort of children to their homeroom and return to the outside entrance to call for the next cohort of children from additional residences.

4. This process will continue until all students arrive at school. 5. Staggered arrival calls will be used to minimize congregation of individuals in the lobby to

this effect: HS students and MS students will be called in small cohorts starting at 7:55am. Elementary students will be called in small cohorts starting at 8:15am. Cyber students will be called over at 8:30am.

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Dismissal Procedures

The following process needs to occur as it relates to school dismissal:

1. Any student in the ISS room or transition room will be dismissed at 2:30 PM, escorted by their residential staff.

2. Cyber school classroom will dismiss at 2:30 PM with the assigned MHW staff.

3. The teacher in Classroom #2 and the Cyber school facilitator will receive all day students, watching for vans for their dismissal. Day students may be dismissed any time after 2:35, if their vans are present.

4. Elementary teachers and TA’s will begin dismissing at 2:35 PM. Teachers and TA’s will escort children in their hoomrooms to their designated residence. Day students will be sent to Classroom #1. Classrooms will stagger dismissals in the following order: Room 19, Room 18, Room 17.

5. Middle school teachers and TA’s will begin dismissing at 2:40 PM. Teachers and TA’s will escort children in their hoomrooms to their designated residence. Day students will be sent to Classroom #1. Classrooms will stagger dismissals in the following order: Room 16, Room 15, Room 13.

6. High school teachers and TA’s will begin dismissing at 2:45 PM. Teachers and TA’s will escort children in their hoomrooms to their designated residence. Day students will be sent to Classroom #1. Classrooms will stagger dismissals in the following order: Room 6, Room 2, Room 4

7. All children must remain in eyesight at all times. There must be MHW staff on the front porch of every residence before sending the children to the house.

Lunch

Day Students may bring their own lunch into school or receive free lunch from the cafeteria. Some accommodations can be made for food allergies and dietary needs; please submit all requests in writing. Students should refrain from bringing food and drinks into the classroom. If students want to bring food, they can store it in the designated area in their classroom and then can have access to the food during lunch times. At no times may students share any part of their meal with another student. All lunch containers are subject to the search and seizure policy.

Students will sit at the table of their designated color level. The students will earn additional lunch privileges as they progress through the school’s level system.

*During Pandemic Programming an alternative lunch schedule will be followed and all students will be required to sit at assigned seats to minimize cross-contamination and transmission.

Lunch Schedules during Pandemic Programming

Green Phase

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1. Students will be dismissed in staggered schedules outlined below. Every student will be given an assigned seat to sit at every day. The students must stay in their assigned area at all times, unless permission is given by staff for seconds, restroom, or clean up.

2. Teachers and/or TAs will report color levels for all homeroom students to Cafeteria Supervisor upon arrival to Cafeteria.

3. School staff may eat in classrooms, or in alternative location such as off campus, their car, outside picnic table (maintaining social distancing). Congregate lunch areas are not permitted in this phase.

4. Students will remain in 6 ft social distancing spacing in line and continue to wear masks until seated at their table. Students will wear masks to the serving line for seconds, restroom, and clean up area.

5. Classroom Arrival Schedules are as follows: a. Elementary: #17 @ 10:40, back row by exit door; #18 @ 10:50, middle row; #19

@ 11, first row by serving line b. Middle School: #13 @ 11:30, back row by exit door; #15 @ 11:40 middle row;

#16 @ 11:50, first row by serving line c. High School: #4 @ 12:20, back row by exit door; #2 @ 12:30, middle row; #6 @

12:40, first row by serving line

Yellow Phase 1. Students will utilize cafeteria serving line in staggered schedules outlined below. 2. Students and staff will return to homerooms to eat lunch.

a. School staff may eat in classrooms, or wait for coverage to eat in alternative location such as off campus, their car, outside picnic table (maintaining social distancing). Congregate lunch areas are not permitted in this phase.

3. Distribution area will be disinfected between each use. 4. Trash will be collected by cafeteria staff at the end of lunch rotations. 5. Classroom Arrival Schedules are as follows:

a. Elementary: #17 @ 10:40; #18 @ 10:50; #19 @ 11 b. Middle School: #13 @ 11:30; #15 @ 11:40; #16 @ 11:50 c. High School: #4 @ 12:20; #2 @ 12:30; #6 @ 12:40

Graduation Requirements/Projects

Upon graduation, students will receive a diploma from their home district. Students must meet the requirements outlined by their home district. Academy staff will assist students with completing requirements by scheduling needed classes and providing time and resources to help complete graduation project requirements. However, meeting district requirements is always the students’ responsibility. The Hoffman Academy does not issue diplomas.

School-Wide Behavior Plan

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Level 1: Behaviors: Violation of one or more classroom rules. Teacher Responses: Attempt to manage in class. Document multiple or chronic rule infractions. Seek support from other staff as needed. Student Consequences: Determined by teacher can include but is not limited to the following:

Verbal Warning Contact Home Loss of a Privilege Loss of points Lunch Detention

In-class Timeout Reflection Sheet Restorative Task Peer Mediation

Level 2: Behaviors: Chronic Level 1 Violations or Violation of an All-School Rule. Teacher Responses: Document infraction, contact student’s family and complete administrative referral form within 24 hours. Complete and return tracking sheet the next day. Collect student-tracking sheet the next day. Inform parents. Student Consequences: Determined by administration - can include but is not limited to the following: Timeout Verbal Warning Contact Home Loss of Privilege Reflection Meeting w/ Staff

Restorative Task In-School Support (ISS) Peer Mediation Positive Behavior Plan/Contract

Level 3: Behaviors: Chronic Violation of an All-School Rule or behaviors that warrant Administrative intervention Teacher Responses: Document infraction and complete administrative referral form within 24 hours. Collect and return staff and student tracking sheets the following day a student returns to class. Inform parents. Student Consequences: Determined by administration - can include but is not limited to the following: Timeout Contact Home Loss of Privilege Reflection Meeting w/ Staff Restorative Task

In-School Support (ISS) Positive Behavior Plan/Contract Suspension/Expulsion

RAP Team (Respect, Achievement, & Personal Responsibility Team)

Being on the Respect, Achievement, & Personal Responsibility Team (RAP) is a huge responsibility for the student. As a student leader, you will be responsible for attending meetings and some school activities. You will be presented to the school

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body as a leader, a role model, and a representative of Hoffman Academy. You are required to be on level Orange for a minimum of 2 weeks to apply for the RAP Team. While serving on the RAP Team, you are required to stay on Orange. Students on the RAP Team will be required to maintain an A/B average throughout their term. Students that do not have an A/B average or not on Orange at the end of each week will be placed on probation. Any student that does not bring up their average and/or level once he/she is placed on probation within one week will not be able to participate on the RAP Team for the remainder of their term.

The purpose of the RAP team is to develop leadership by organizing, planning, and implementing school activities and projects that contribute to school spirit and school community, through sharing ideas, interests, and concerns. The RAP student representatives will also be offered intermittent opportunities to facilitate morning announcements for the school over the PA System.

Continuum of Supports for Students (from least to most restrictive)

• Process with staff in classroom o Student may stay in classroom

• De-Escalate with Staff o Student may use the break room to silently de-escalate, or they may ask an

available staff to process in the Mindfulness Room, Break Room if it is empty, or other private location, then return to class promptly.

• Process 1:1 in a In School Support Room o Student may process 1:1 in an ISS Room or Transition Room if they are

feeling more escalated and require more de-escalation time, then return to class as soon as possible.

• Process in alternate environment, Out of School Support o Debriefing with the director of education, or Assistant Director for

development and commitment of a restorative action plan o Director or Assistant Director of Education will decide in collaboration with

student the Out of School Support time. Students may be required to participate in remote learning, or other assignments during this time.

In-School Support (ISS)

There should be no more than one child in the ISS room at a time. Any child in this room will be limited to ten minutes. If, after ten minutes, the child is not showing signs of de-escalation, the Director or Assistant Director should be consulted. If the child is showing signs of de-escalation, but still needs more time, additional time may be given at the discretion of the Staff in collaboration with the Director or Assistant Director.

Behaviors that would warrant ISS room: Inciting peers to join in classroom disruption or behaviors, cursing, yelling, blatant disrespect, throwing objects, going out of area.

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If the ISS rooms are not available, then the Transition Room may be used temporarily. In this situation the Director of Education, or Assistant Director of Education must be consulted for strategizing and prioritizing behavioral needs of escalated students. An assessment will be made on an individual basis as to the number of times a child is permitted to use the ISS room throughout the day. Lobby staff will track this information and will consult with the Director, or Assistant Director to determine when a child has reached their limit and needs to receive Out of School Support (suspension).

Transition Rooms (TRs)

The TRs will be used for two main purposes: 1) The need for extended ISS use, or if all ISS rooms are full and 2) an intervention room for children that may need to use for a quiet, calm place to complete school work in a 1:1 setting.

Out of School Support (OSS)

Children who are identified as being too unsafe to be in the school setting will receive Out of School support either in their residence on campus, or by being sent home, after consultation with the Director of Education, or Assistant Director. The Director of Education, or Assistant Director, will determine on when the child is able to return to the school setting. Education staff will work with clinical staff to assist in the students being escorted out of the school building. Behaviors that would warrant a child receiving Out of School Support: assaulting a peer or staff (punching, kicking, biting, slapping/scratching), involvement in an ESPI, Destruction of property to the building or classroom, or more than 2 incidences of significant threats of self-harm or posturing at others. Prior to returning to the school environment from an OSS placement, students shall:

• Demonstrate safe behavior

• Complete school work that has been assigned to be completed during OSS placement

• Verbally display knowledge of behavioral expectations and coping skills to utilize to prevent needing OSS supports in the future

• Debriefing with the director of education, or designee for development and commitment of a restorative action plan

Police Notification

Certain unacceptable behaviors, such as fighting, theft, destruction of property, disorderly conduct, weapons, terroristic statements, drugs, etc. may result in police involvement. If the situation warrants, school staff will call the state police, and a report of the incident filed. A fine by the magistrate could result from the reported incident.

HA Behavior Response Flowchart

Observe Problem Behavior

Should the student be immediately

removed?

Has there been 3 similar behavior

incidents?

Notify Lobby Staff

Have TA take child to Lobby & communicate incident to Lobby staff

Notify Therapist and Parent/Guardian at

end of the day

The Lobby Staff and ESC will determine destination of child

Teacher notifies Therapist and

Parent/Guardian at end of the day

ESC will consult with VP of Education to

determine OSS need

YES NO

NO

YES

Follow Removal Process

Conference with

Student

Implement Classroom

consequence

Reteach & Reinforce

expectations

Notify Therapist at end of day

Document, document, document!

Document, document, document!

Teacher Managed Some examples could include: Talking in class Gum/Food/Drink Out of seat Being loud/rude Refusing to work Verbal disruption Disrespectful looks Unpreparedness Noncompliance

Admin Managed Some examples could include: Throwing objects Obscene language/gestures Physical/Verbal aggression Ethnic, racial, or gender slurs Fighting Insubordination – non-responsive to teacher intervention Threatening, bullying or harassment Vandalism Stealing

Removal Process

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Dress Code

**Please note that during the Pandemic Programming all students and staff are required to wear a Hoffman Academy provided face mask.

*Requests for alternative face coverings for students will be considered on a case by case basis and must be submitted by the parent/guardian and discussed collaboratively with the Director of Education.

Students are expected to dress responsibly for school. Cleanliness of person and apparel as well as decent coverage of the body is expected as a matter of health and aesthetics. The dress code helps to ensure an atmosphere that encourages learning and fosters self-esteem. The administration reserves the right to determine the appropriateness of dress. Violators will be expected to change into appropriate clothing provided to them and may be subject to disciplinary action.

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• No tight fitting or low-cut clothing.

• No clothing or accessories that advertise or promote the usage of alcohol, drugs, tobacco, gang affiliation, controlled substances, vulgarities, unlawful or sexual activity.

• Tank tops must have a strap at least one inch wide.

• No pajamas.

• You must wear shorts under all skirts.

• Skirts and shorts must be no shorter than two inches above the knee.

• No bare midriffs.

• Pants must be worn above the hips.

• You must wear a bra and underwear at all times.

• Hats are permitted in school if students are on orange. Hats must be removed during the American pledge.

• Appropriate shoes should be worn

Leaving the Building

Leaving school grounds without proper authorization is strictly prohibited. If a student attempts to leave school, staff will intervene by encouraging the student to stay and will problem solve with the student. If a student walks off the property, the student’s parent will be called. In some circumstances, the police may be contacted as well. Truancy charges may be pressed.

Electronics

Students are not permitted to bring cell phone nor any electronic or recording devices to school. If one is accidently brought onto school property it must be turned over to staff and will be locked in a secure area for the remainder of the day. If a student refuses to relinquish his/her cell phone the student will not be permitted to enter the school program. The student will be considered absent and the parent will be contacted. The absence will be unexcused. MP3 players for music will be considered on an individual basis, if the student is on the highest level of behavior tier.

Safety Searches

It is the policy of The Hoffman Academy to maintain a safe environment for students through the use of safety searches and restricting certain items as contraband. In addition, it is also the responsibility of The Academy to protect the right of the student from unreasonable search and seizure. The Hoffman Academy may conduct search and seizure only according to the procedures below.

Level 1: This level involves the general safety of the students. Specifically, a search is conducted when a student returns from the community unaccompanied by staff and when a student enters the building. This shall occur daily prior to admittance into the school building.

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The following, though not exhaustive, is a list of items that are considered contraband:

• Drugs, alcohol, cigarettes, and paraphernalia • Weapons (guns, knives, clubs, etc.) • Sharp objects (glass, scissors, nails, etc.) • Aerosol cans • Matches, lighters • Toxic substances (model glue, acetone) • Posters or documents of inappropriate matter (i.e. drugs, pornography,

etc.)

Procedure:

1. Whenever a student returns from the community unaccompanied by staff, a staff shall conduct a search of the student and his/her belongings. The search shall consist of the student emptying the pockets of all clothing in front of staff. A student may request a staff of their same gender complete the safety search.

2. Students will empty their pockets and turn their pockets inside out for staff to see. Staff will use a metal detector as part of the search.

3. Any items considered dangerous or contraband shall be taken and locked in a designated space. The Director of Education shall be notified.

Fire Drills

Fire drills are required by law in Pennsylvania. The fire hazard is too serious to take lightly, and when the fire alarm sounds, all students and teachers must leave the building without delay and as quickly and quietly as possible. Fire drill exits are posted in each classroom, and all students should acquaint themselves with the escape routes. Students must remain with their teacher during any emergency drill.

Parent Conferences

Parents/guardians may request a conference with their child’s teachers, counselor, psychologist or the Director of Education. The conference can be arranged by calling or emailing the individual with whom the conference is requested.

Student Driving

Day Students are not permitted to drive nor park at the Hoffman Academy. They must use the transportation provided to them by their home district, or family.

Technology

The Hoffman Academy provides students with access to various forms of technology for educational purposes. Students are expected to use the Internet for appropriate use

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only and to not engage in any technology abuse behaviors. Internet use is for curricular-based purposes only. Students may not use chat rooms, or social media. Students may not abuse technology; some examples of technology abuse include but are not limited to:

• misuse or damage of facilities, equipment, software, or any supplies

• entry or transfer of files to read, change, copy, or destroy without permission

• theft of any equipment, time, service, software, or supplies

• breaking into or attempting to break into a file or gain access to a site or program by going through or past security procedures and filters

• sharing or distributing of unauthorized software or information

• violating copyright or licensing agreements

• use of school equipment for purposes not related to curricular based activities

• violating any federal, state, or local criminal/civil statutes or ordinances.

Students in violation of these policies will be subject to appropriate disciplinary sanctions that could also result in criminal or civil penalties for breaking the law. They may also be required to cover the costs of damages, which will be determined on a case by case basis.

Tobacco Regulations

No student is permitted to have tobacco, lighters, matches, etc. at The Hoffman Academy no matter the student’s age. Any contraband found during morning check-ins will be collected by staff and turned into the Director of Education. Parents may come retrieve materials within three school days. After three days, the materials will be discarded. At no time will tobacco, lighters, matches, etc. be returned to the student. This includes all vaporizer products as well.

In Accordance with Act 145 of the Pennsylvania Crimes Code, no student may possess tobacco products on public school property, including when riding a school bus and/or attending a school- related function (e.g. sporting event, field trip, extra-curricular activity, etc.). Students will be disciplined in accordance to their home district policies for infractions that occur on school busses and school related functions hosted by their home district.

Safe Crisis Management

The Hoffman Academy utilizes the intervention program Safe Crisis Management (SCM). SCM is used to maintain the safety of students and staff by providing the least restrictive approach when working with escalated students during emergency safety situations. All staff will be trained in the usage of these techniques and interventions. Based on the least restrictive approach non-physical interventions will be used unless a student is in imminent danger of being hurt or hurting others. In situations where a

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student or staff is in imminent danger the utilization of Emergency Safety Physical Interventions will be used to keep everyone safe. Approved interventions contain but are not limited to the following:

I. Non-Verbal interventions: i. Staff Presence ii. Affect iii. Intentional Ignoring iv. Signals v. Proximity

II. Para-verbal interventions: i. Tone ii. Rate iii. Volume

III. Verbal interventions: i. Encouragement ii. Indicate concern iii. “I” & “We” Messages iv. Use a soothing demeanor. v. Use clear language vi. Engagement vii. Distract viii. Change environment ix. Offer choices x. Sensory xi. Praise/Gratification

ii. Active Listening Techniques i. Paraphrase/Summarize ii. Behavioral description iii. Open Ended Questions/Phrasing iv. Reflect on feelings

iii. Directives i. Direct appeal ii. Positive problem-solving iii. Benign confrontation iv. Setting clear expectations v. Redirect – Select a different directive vi. Positive Correction (praise sandwich) vii. Limit setting

IV. Physical Interventions: Last Resort - To be used only when a

student is in danger of hurting themselves or others.

Personal Items

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No items, other than the clothes the student is wearing, shall be brought to the school from their residence without prior permission from the Vice President of Educational Services. This includes, but is not limited to, the following items: cards, DVDs, music devices, headphones, journals, backpacks, books, writing instruments. Some exceptions will be made on an individual basis for students on the highest color level in school. Some examples include lip gloss, chapstick, stress balls, silly putty, and other sensory items.

Day Students are permitted to bring a packed lunch each day and have a book, journal or electronic device to use while being transported to and from the school. Once the student has arrived at the school these items shall be turned over to staff and held until the end of the day. Non-Discrimination Policy The Hoffman Academy is an equal opportunity employer and provider. To file a complaint of discrimination, write to USDA, Director, Office of Civil Rights, 1400 Independence Avenue. S.W., Washington, DC 20250-9410 (voice) or call 800-795-3272 or 202-720-6382 (TDD)