General Policies
BOARD OF DIRECTORS
School policy is set and reviewed by a Board of Directors composed of parents of current students elected by the parent association during a General Assembly held in May of each year. The Board of Directors meetings are held once a month and are open to the public. Faculty and staff are encouraged to attend. There is a non-voting seat on the Board of Directors for a Faculty Representative, elected by the faculty.
BOARD POLICY
Staff members are responsible for carrying out the policies of the Board of Directors as published in the Policy Manual. Complete copies of this manual are available in the office of the Director, in the Library, and with the Faculty Representative. Recommendations for changes in these policies are welcomed and should be made in writing to the appropriate administrator for presentation to the Board of Directors.
GENERAL ASSEMBLY
Assembly meetings are held twice a year, in November and May, and are open to the public. Faculty and staff are encouraged to attend and participate in discussions. Faculty and staff members who are non-paying parents or guardians of students enrolled in the school are not members of the association and may not vote on issues before the General Assembly.
ORGANIZATIONAL CHART
The school Director will maintain a regularly updated organizational chart indicating formal lines of authority throughout the faculty and staff. A copy of this chart is available upon request in the Director’s office.
ACTIVITY CALENDAR
The Principal will maintain an annual activity calendar, distributed to faculty, parents and students. All school holidays and major events are indicated. Faculty members who sponsor student organizations or events are responsible for clearing those dates through the Principal. The Principal will publish an up-to-date monthly activity calendar. Check this regularly.
PUBLIC MEDIA
The Director is the official spokesperson of the American International School of Costa Rica in all dealings with public officials and the media. Any requests for interviews and/or information must first be referred to the Principal.
GRIEVANCE PROCEDURE
In general, American International School of Costa Rica will strive to resolve problems via open communication through established channels. Student or parent concerns regarding other students should be taken to the Director or Principal. Students and parents who have a particular concern regarding their education, school policies, or faculty should take the following steps:
• Discuss the concern with the faculty or staff member involved.
• If not resolved, communicate your concern to the Principal
• Then, if desired, communicate your concern to the Director
PARENT TEACHER ORGANIZATION
American International School of Costa Rica enjoys the assistance of a strong P.T.O AIS encourages all interested parents to join the P.T.O
PARENT VOLUNTEERS
AIS encourages participation from the parents. When the need arises, parents who wish to volunteer should contact the Director, Principal. It is understood that the school invites parents to participate in extracurricular activities within the school.
STUDENT SUPPLIES
Organization is essential to students' success. Each class has a variety of supplies se the list below for the basic essentials. Check with the teacher to determine what you need, as different teachers will have students acquire further supplies.
Basic Student Supply Packet:
1 or 2" three ring notebooks Pens (blue or black) Assignment notebook Thesaurus
Loose-leaf paper Plastic zipper bag Ruler Calculator
Notebook dividers Paperback dictionary Pencils (#2) Agenda
Backpacks, book bags and any other student materials can be searched if there is a reasonable suspicion that they may contain articles that are prohibited in school.
LOST AND FOUND
The Principal’s office maintains a lost and found area. If you lose something, check with the office immediately.
ELECTRONIC ITEMS
Walkmans, pagers, cell phones, I-pods and game boys are not to be brought to school. Students may not use any of these electronic devices during school hours (8:00 – 3:00). The school is not responsible for lost or stolen electronic equipment. Any student caught using one of these items will have it confiscated, and given to the Director and a parent will be able to reclaim it, during school hours 7:30a.m–3:30p.m.
SCHOOL PICTURES
All students will have their pictures taken in the fall. Parents will be informed of the retake dates.
TEXTBOOKS
All students are required to cover books issued to them. If they show abuse, fines will be assessed. If a book shows excessive wear and abuse at the time of issue, PLEASE report it to the school immediately so that the fine will not be assessed. If a book is lost, stolen or damaged, a fee will be charged. It is the students' responsibility to take care of textbooks assigned to them. There is a $100 fee per each lost textbook (US curriculum) and $25 per each lost textbook (MEP Program)
USE OF SCHOOL FACILITIES
The Board of Directors of American International School of Costa Rica strongly encourages the use of school facilities for educational, civic, cultural and recreational events. School facilities may be made available for use by outside organizations without charge. Advance approval of has to be made to the Director.
USE OF SCHOOL TELEPHONES
The office telephones are for school business and may not be used by students except in emergency situations. Please make after-school arrangement with your parents before you leave for school. Students may use the pay phone located outside the College Counselor’s office before and after school, or at break and lunch only. In emergency situations or parental change of plans, parents are to call the school and the information will be forwarded to the student by the secretary.
NEW STUDENT ADMISSIONS AND PLACEMENT
American International School of Costa Rica encourages diversity of its student population and admits students without discriminating on the basis of nationality, religion, race or sex. AIS endeavors to screen new applications and admit only those students that can succeed academically and contribute positively to the school environment. The admission committee includes the College Counselor, Guidance Counselor, Principal, and Director. Our admissions policy is as follows:
• New applicants must complete all application documents and submit official transcripts or grade reports for a minimum of the two previous years of education. In case of high school student, all records from the 9th grade forward are required.
• A letter of recommendation must accompany all admissions applications from an official of the student's previous school.
• American International School of Costa Rica will not accept any student that has been expelled from a previous school for disciplinary problems, academic failure or problems with drugs or alcohol.
• All applicants may be asked to take some form of admissions test to discern knowledge and skill levels. In each test result area (reading, spelling, arithmetic), the students must score at the appropriate grade level, at or above the 50th percentile, in order to be considered for non-conditional admission.
• Students of limited English proficiency will be asked to take a proficiency test and will be placed in the appropriate ESL level.
• The school may request outside tutoring, outside testing and evaluations, at the parent’s expense.
• The Counselor and/or Principal will place students in the appropriate grade level or class after evaluation of the transcripts and test results. After placement, if a faculty member believes that the student has not been appropriately placed, he or she should immediately consult the Principal. The Principal or Counselor must approve all changes.
• Any exceptions to this policy are the sole decision of the Principal or Director
Pre-primary enrollment policy
American International School offers three pre-primary classes: Preschool, Pre-kindergarten and Kindergarten.
The ages of enrollment are as follows:
• Preschool: Age 3 by August 15
• Pre-kindergarten: Age 4 by August 15
• Kindergarten: Age 5 by August 15
Parents who enroll their children not following this age requirement are required to sign a waiver. Students must undergo extensive testing and evaluation. *Any exceptions to this policy are the sole discretion of the Principal and Director.
PERMANENT STUDENT RECORDS
Permanent student records include registration information, grade information, and attendance records. Students may request to see their own student file with parental permission and in the presence of the Principal or Director only. Records may not be removed from the office at any time.
The student records are maintained with the respect for the privacy of the student but must be open to inspection by: 1) the parent, 2) the student having attained age 18, 3) other legally concerned individuals or institutions. The student record indicates: credits earned grades, attendance data, family background information, test information and scores.
WITHDRAWALS
In order to leave American International School with a clear record, the student must come in with their parent or legal guardian before they can withdraw from school. A parent release form is required before we can release a student's grades to another school. Grades will not be released until all accounts are paid in the business office.
The student and parent or legal guardian obtains the withdrawal forms from the Office. The counselor will fill out a form, which the student must take to each class to obtain their grades and their teacher's signatures. The counselor and librarian will also need to sign this form. All school property, such as, textbooks, library books, locks, etc., must be turned in at this time. Any items not returned must be paid for before any grades are released.
The completed form is then returned to the Counselors Office. A copy is given to the parent so that it can be passed on to the student's new school. A forwarding address must be furnished as well. Please follow the above procedure to save time and avoid any inconveniences.
STANDARIZED TESTING
American International School of Costa Rica uses standardized testing to assess student performance. Students in grades 3, 4, 5, 6, 7, 8, 9, 10 and 11 take the McGraw Hill Terra Nova Standardized Achievement Test every year. Students of limited English proficiency may be exempt from the Terra Nova. In addition, secondary students may take the PSAT, SAT, and Advanced Placement tests.
DEGREES AND DEGREE REQUIREMENTS
There are two types of graduation diplomas offered at the American International School of Costa Rica:
U.S. High School Diploma
Costa Rica Baccalaureate Diploma
Requirements for the U.S. High School Diploma:
Meet the minimum requirements for graduation. Course credits are given from approved, accredited U.S. schools. Transfer credits may be awarded for courses deemed equivalent under SACS standards.
Every high school student is required to take at least five academic subjects every year. The remaining two classes are electives. There are no free periods at the American International School of Costa Rica. Twenty- six (26) units or credits in grades 9, 10, 11 and 12 are required for graduation.
• Four units of English Literature (Including English 12)
• Two units of English Grammar (9th –10th )
• Four units of Social Studies (Including 1 year of U.S. History and 1 year of U.S. Government)
• Two units of sequential foreign language classes
• Three units of Math
• Three units of Science.
• Two units of Physical Education
• One unit of SAT Prep. for 11th and 12th and TOEFL for ESL students
• Five units of Electives
Advanced Placement Courses (AP)
Students are encouraged to enroll in AP courses. Students selecting this option are required to take the AP examination. The AP exams are given at the end of the year for an additional fee. Based on the student’s performance on the AP exam, college credit may be earned. Payment of the AP exams is the responsibility of the parent.
The Costa Rican Baccalaureate Process:
American International School offers students the opportunity to strive for the Costa Rican Diplomas from the Ministry of Public Education (MEP). These are, Conclusión de Estudios de Educación General Básica in ninth grade, and Bachiller en Educación Media in eleventh grade.
Ninth grade students will be tested in the following areas: Math, Social Studies, Civics, Science, Spanish, English and French. A combined average of these classes is worth 40%, which will be combined with the 60% average of the MEP test to calculate the grade, recorded with the MEP. The minimum passing grade to obtain the diploma is 65% in each subject area. If a student fails more than three tests, s/he must repeat the grade.
Eleventh grade students will be tested in Math, English, Social Studies, Civics, Science (Biology) and Spanish. A combined average of these classes (grades 10 and 11) is valued at 40%, which will be combined with the 60% of the MEP exams to calculate the grade recorded with MEP. The minimum passing grade is 70% to obtain the diploma. Students aspiring for this diploma must also submit, in writing and approved by the MEP, a Community Service project of at least 30 hours. These hours must be completed by the end of 10th grade. Students who plan to aspire for this diploma must be passing all classes, including required AIS courses, English 11 and U. S. History, with a minimum grade of 70% in order to apply.
Transfer students from other countries may request the MEP exams. Contact the MEP Coordinator of AIS for more information.
If a student fails any number of the MEP exams, s/he can take convocation exams (convocatorias) using the averaged AIS grades up to two years from the date in which s/he presented them. This applies only to eleventh grade students. After that, each student must take the exam “Por Madurez” which is not part of the AIS program.
The MEP Coordinator will be able to supply further information. In case of any conflicting information, the decision of the MEP will govern.
GRADING POLICIES
The faculty reviews student progress and achievement regularly. These evaluations are based on the comprehensive curriculum plans, which the faculty develops for each course. In addition o regular homework assignment, the faculty administers tests, quizzes, oral and written reports, and creative projects to achieve a complete mastery of the concepts and academic skills covered in each subject area.
Honor Roll
Students who receive an average of 83 % or above in each subject will be awarded a certificate of Academic Achievement (B Honor Roll) for each quarter. The students who receive 92% average or above in each subject will be awarded a certificate of Academic Achievement (A Honor Roll).
Semester Examinations
At the end of each semester, final exams are given in December and June in all high school academic courses. Advanced Placement students take the AP exam instead of a regular final. Finals are 90 minutes long, testing all material covered during that semester. These exams count for 20% of the semester grade.
Exemptions
For a student to be exempt from taking the semester final s/he must have an average of 92 % or above in the 1st and 2nd quarter in that particular subject. It is not the total average of the two quarters. A student who is exempt has to stay during review week and help the teacher with the review.
Students will be excused from final exams only for certified medical reasons or for a death in the family. The AIS English Dept. does not exempt students from final exams grades 6-12.
Tracking procedures: the progress of each student is reviewed at the mid-point and end of each quarter by the principal and counselor. If needed, parents, teachers and the student will be called in to a Case Conference to assess progress in all subjects and evolve an improvement plan. Such students may receive a letter of Academic Concern or a letter outlining a probationary period for improvement.
Grade Point Averages for High School 6th –12th grades
A grade point average is the numeric average of the points referenced according to this chart. Some schools in the US and Canada require transcripts to be recorded using the GPA scale.
GPA Scale AIS Scale Bachillerato Scale
A – 4 100 – 92 A
B – 3 91 – 83 B
C – 2 82 – 74 C
D – 1 73 – 65 D
F - 0 64 or lower F
To convert your grades to a GPA scale, AIS uses the scale on the left above to convert grades reported in percents to letter grades.
A= Outstanding level of achievement in mastering the outcome or benchmarks of the subject. (92 to 100 on relevant assessments)
B= Above average level of achievement in mastering the outcomes or benchmarks of the subject. (83 to 91) on relevant assessments)
C= Average level of achievement in mastering the outcome or benchmarks of the subject. (74 to 82 on relevant assessments)
D= Class work is still in progress and the student is continuing to make an effort to complete required benchmark assessments. (65-73 on relevant assessments)
F= No progress. Insufficient level of achievement in mastering the benchmarks of the subject; or failure to put forth a reasonable effort. (64 and below on relevant assessments)
Inc=Incomplete W=Withdrew P=Pass F=Fail
Assignments are turned in and are not at an acceptable standard will be returned to the student. The student should complete the work to fulfill the expected standard and receive a grade.
Grading Point Average for Elementary School
100-92 on relevant assessments: E Excellent
91-83 on relevant assessments: G Good
82-74 on relevant assessments: S Satisfactory
73-65 on relevant assessments: NI Needs improvement
Below 65 on relevant assessments: U Unsatisfactory
NA: Not applicable P: Pass F: Fail
Elementary students will receive grades based on subject, social development and study skills.
Valedictorian and Salutatorian
The Valedictorian and Salutatorian are the top two seniors with the highest grade point average. They will give speeches at the graduation ceremony. The Principal must approve their speeches prior to graduation.
AIS uses GPA scale in determining Valedictorian and Salutatorian for twelfth grade graduation. Honors and AP courses will receive 5 additional percentage points for this calculation. These are an estimated equivalent to additional quality points in a 4-point GPA average. To be eligible for Valedictorian and Salutatorian, the student must have completed the full 12th grade year at American International School of Costa Rica.
Transfer credits will be accepted in determining eligibility if the student transferred from an accredited school. If a student transfers to AIS from a letter grade system and appears to be eligible for Valedictorian or Salutatorian, all transfer grades will be converted to the AIS scale. According to a transfer student’s previous school’s grading scale, a letter grade will be converted to the middle numeric average for that grade (i.e. a B would be an 87 according to AIS scale). The highest GPA will receive the title of Valedictorian. The second highest GPA will receive the title of Salutatorian. Only grades from 9-12 will be used in these calculations. No students will be considered for Valedictorian or Salutatorian if they have been suspended from school in their last year of high school or if they have unexcused tardies or absences that exceed 3 in their final year of high school.
PROMOTION /RETENTION, INCOMPLETE GRADES, CONVOCATORIAS AND
FAILING GRADES
Promotion/Retention in Elementary grades
Promotion to the next grade depends on the student's satisfactory completion of the required curriculum for the school year. A conditional pass is given when a student has a yearly average below 65 in one or two major subjects, such as Math, Language Art, Reading, Social Studies, Science, or Spanish this means that promotion to the next grade will depend on the completion of required work during the summer.
We will require a written report from the tutor who works with the student, and in some cases, an examination. If the child fails that test, he/she will be given a second opportunity, and must receive extra assistance in that particular subject.
A student is retained in the same grade when he/she is below 65 % in more than three academic subjects.
When a student misses school for long periods of time due to illness or any other unforeseen extenuating circumstances, we will classify his/her grade as an "Incomplete” grade allowing the student ample time to successfully complete the class. A date will be set for the completion of the course. Any incomplete work not returned by the due date will be considered a zero and will be averaged into the final grade.
New student are given grades if he/she has been enrolled for 25 days or more at AIS.
Students who fail up to three courses are allowed two extraordinary exams (Convocatorias) based on the courses content for the year under Costa Rican law. These are to be given during the summer vacation period and must be successfully passed by at least a 65% for credit to be issued. The maximum grade permitted on a report card for the class resulting from taking extraordinary exams (Convocatorias) is 65% for the year.
If a student fails more than three courses in a school year, s/he will not be eligible to take any extraordinary exams (Convocatorias) and will have to repeat the school year.
If student is receiving a failing grade a parent-teacher conference must be requested by teacher.
REPORT CARDS/MID-QUARTER REPORTS
Report cards are issued at the end of each quarter. Mid-quarter progress reports are sent home halfway through each quarter. Please review the report card and the mid-quarter report carefully with your child, sign them, and return them within three days. Students must attend classes a minimum of 25 days to be assigned a grade for a quarter. No report card will be given to a child if he/she has outstanding debts with AIS, such as bus, tuition, library fines, etc.
PARENT TEACHER CONFERENCES
Parent teacher conferences will be held in October, and again in March. The hours for those conferences will be sent to parents before the conferences. Parents are strongly urged to attend all parent/teacher conferences in order to have more detailed discussions about their child’s progress.