Students cannot be left alone overnight. In the event of all parent(s)/guardian(s) traveling, a parent/guardian should inform the relevant principal in writing prior to the date of their departure. They should indicate their departure and return date from/to Tokyo. The school also requires the name and contact details of the designated guardian or person in charge of your child while you are absent.

Please provide the name, email, phone numbers (home and cell) and address of the designated guardian and the relationship to your child (friend, grandparent, neighbour, etc.). Will your children be staying at the guardian's home or will the guardian be staying at your home?

Parents should also provide information about how the school can contact them (address and phone number) in the event of an emergency.

In order to pass the year and be promoted to the next level in Grades 7-11, students must:

•  pass at least 2 out of the three major assessment categories. The major assessment categories are Semester 1, Semester 2 and the Final Exam.
• pass English.
• pass at least 2 of the remaining 4 academic subjects (Math, Science, Social Studies, Language).

Sacred Heart does not allow MS/HS students to repeat a grade.

Minimum Graduation Requirements:

Credit Award:

• A credit is generally awarded for passing a full year academic course meeting four or more times per week.
• Biology, Chemistry and Physics each earn 0.5 credit per year in Grade 9 and in Grade 10.
• Art earns 1 credit for combined Grades 9 and 10. An Art subject earns 1 credit for Grade 11 and 1 credit for Grade 12.
• Physical Education earns 1 credit for combined Grades 9 and 10.
• Extra ½ credit make-up courses are authorized on a case-by-case basis by the Principal.
• Credits are not given for courses in which a student has received a final grade of “F” for fail or “U” for unsatisfactory.
•  A student must receive at least a "satisfactory" grade for the year in Values, Options and other non-academic courses in classes 9 - 12 in order to gain the credit. Those with bona fide medical excuses will not need to meet this requirement in physical education. 

Reports
K-12 Semester 1 reports are available in February, and Semester 2 reports in June. Progress reports (Grade 7 to 12) are accessed online in November and March.

Parent/Teacher Conferences
Conferences are scheduled in November for parents and teachers to discuss the student’s academic progress. A second Parent/Teacher Conference is held in March. In the case where parents were unable to attend the scheduled conferences, teachers who need to speak with parents will contact those parents and schedule a conference.

Student Led Conferences
In K/JS Student Led Conferences are held in May. Middle School students have Student-led conferences in April. The conferences provide an opportunity for students to showcase the skills they have acquired throughout the academic year by presenting a chosen piece of work to their parents for each academic subject.

Academic Integrity and Honesty Policy

Sacred Heart students are expected to work honestly and with integrity and focus on the Sacred Heart Goal Two: A deep respect for intellectual values.

The school provides a rigorous education that develops all forms of critical thinking and inspires a life-long love of learning. It fosters deeper thinking, innovation, and the presentation of student’s authentic work. 

I.  PLAGIARISM 

Sacred Heart disapproves of plagiarism because it strips away a students ability to produce original work, eliminates a teacher's capacity to assess student knowledge fairly or provide quality feedback and guidance. Further, it denies accountability for life-long learning. 

Deliberately claiming to have authored something that has been copied from an outside source or produced using AI technology without explicit teacher guidance, consent, or knowledge is also considered academically dishonest and regarded as plagiarism of information. 

How can plagiarism be prevented?

II.  CHEATING 

What is cheating?

A deliberate attempt to get an unfair academic advantage with deception and dishonesty during assessment tasks

How can cheating be prevented?

**A note about using a private tutor/tutoring service:

●      Working with a tutor can be beneficial to a student in her learning if the work is skills- based. Tutors who focus on creating a written product may be detrimental to a student’s learning as it does not necessarily add to a student’s development.

III.  Inappropriate use of Technology 

ISSH takes student safety and privacy very seriously. Teachers and students should be aware of the following guidelines and consequences for inappropriate use or downloading of technology, software, or apps. ISSH students develop Digital Citizenship skills to ensure responsible use of edtech and online resources that promote positive behavior, respect for others, and a safe online environment. Specifically, teachers ensure students are learning skills in internet safety, privacy protection, effective communication, critical thinking, credibility & reliability, empathy & inclusivity, and the ability to consider multiple perspectives. Finally, digital citizens use technology and online resources responsibly and safely to ensure health and balance in their lives. 

Students are covered while at school and on school related activities by an insurance policy from the first day of the school year, or the day following the payment of tuition, for the period of one full school year.

This covers:

• Personal accident with medical reimbursement indemnity up to ¥1,000,000.
• Loss of life and physical impediment up to ¥1,000,000.

Absence
In case of absence:

• a telephone call or an email from a parent is required before 9:00 am.
• a doctor's certificate is required for absences due to illness for longer than three days.
• Appointments for the doctor or dentist should be made during holidays and after school hours. Parents are asked not to take students out of school during scheduled school days. Excursions, trips, and holidays should be planned during school vacation periods.
• Teachers are not required to set work for students who are absent. It is the responsibility of the student to catch up on missed work when they return to school. Students who are not well enough to come to school are considered not well enough to do work or homework and should be focusing on resting and getting well.
• In the case of a student being absent ten (10) days per semester, or twenty (20) over the course of the year, or more absences, or repeated tardiness, a student may not be given credit for the year or may fail individual courses.
• If a student is too sick to attend school, she is not permitted to participate in extra-curricular activities on the day of her absence. If a student arrives in school from period 6, participation in extra-curricular activities is upon teacher/coach discretion.
• If a student is too sick to be at school, recording of classes or linking into a class via video/audio is not permitted.

Attendance Procedures

• Scheduled school day:

• Attendance in the Kindergarten and Junior School will be taken at 8:20 am and 8:30 am. Attendance will be taken in Middle and High School homerooms at 8:20 am. Any student failing to be in their homerooms by the above times will be considered tardy. When a student arrives in school after 8:30 am, each part period that she is absent is calculated as 0.125 (rounded to 0.13) of a whole day. The same applies to a student who leaves school before 3:30 pm or is absent for some time during the day.
• Kindergarten and Junior School students who are late should report to the Junior School office to collect an “I’m here” slip, which is taken to the homeroom teacher.
• Any Middle or High School student coming to school after 8:20 am will be required to sign in at the Lodge and pick up a late slip to be filled in appropriately, signed by the class teacher and given to the Principal as soon as possible after the class.
• High School students who are tardy or late three times in a month will have detention.
• For continued lateness and absence, measures will be taken on an individual basis by the Principal.
• If a student is late because of a public transportation problem, and has written acknowledgment of the situation from the transportation authorities, the lateness will not be counted as far as a perfect attendance record is concerned.
• To be absent from class/school without parental or school permission is a major infringement of school rules.

Before School

• Parents take their children to the Kindergarten teacher at 8:20 am.
• Junior School students should not arrive before 8:00 am, as there is no supervision before that time.
• Middle School students should not arrive before 7:45 am.
• High School students should not arrive before 7:30 am.

After School

• Playground supervision is not provided once the Kindergarten and Junior School children are released from school, therefore, adult supervision must be provided.
• Middle and High School students may not stay at school after 4:00 pm without permission from the Principal or a faculty member, or unless they are using the library facilities or are involved in an adult supervised activity such as sport, clubs or music related practices.
• Students may not come to school on Saturdays, Sundays, or national holidays unless participating in an organized school activity.
• K3-G2 students may use the K/JS Library until 3:45pm with parent/guardian supervision.
• G3-G4 students may use the K/JS Library until 3:45pm without parent/guardian supervision.

Leaving School

• Teachers will take kindergarten children who are collected by car to the chain in the driveway if they have registered for chain dismissal. All other Kindergarten students should be picked up in the Kindergarten classrooms by parents or other responsible authorized adults. Kindergarten children may not be collected by Middle or High School students. Kindergarten children not collected by 3:00 pm will be taken to the EDP to wait for their parent/guardian. Parents will be charged for the hour for EDP.
• An adult or guardian must collect all kindergarten students. It is strongly recommended that Grade 1 through Grade 3 students are also collected by a parent or guardian after school to ensure the safety of each student.
• Junior School students being collected by car should wait at the chain in the driveway. Other students proceed home as planned with parents. Children not collected by 3:20 pm will be taken to the EDP. Parents will be charged for the hour of EDP.
• If there are special circumstances and a student is not being picked up by a parent or guardian, a letter should be written to the K/JS principal to inform the school and explain.
• Whenever a student comes to school late or leaves early, a note from parents is required.
• Parents of Kindergarten/Junior School students leaving school early must notify the Homeroom teacher and sign them out at the K/JS office. 
• A MS/HS student leaving school during the day must submit a note from her parents to the Principal before homeroom and collect an Early Dismissal form. This form should be handed in to the receptionist upon departure and the student must sign out in the appropriate book at the Lodge.
• Kindergarten - Grade 11 students may not leave the campus during scheduled school hours without parental and principal’s permission. To leave without permission is considered a major infringement of school rules.
• In all cases of early departure from school, students are responsible for all missed work.
• The HS Principal grants senior privilege. At lunchtime, seniors may leave the premises after 12:20 pm and must be back in school by 1:10 pm. On days seniors do not have a class or other commitment during the last period of the day, they are allowed to leave school at 2:50 pm. In all cases, seniors must leave by the front door ONLY and sign in and out at the Lodge. These privileges may be withdrawn from the seniors individually or collectively for failure to comply with privilege regulations, for any serious breach of discipline, or for poor attendance. A student who has a history of poor attendance may not be granted privileges.

Excuse Policy for Physical Education Classes

• A student who is at school is considered well enough to participate in a modified P.E. lesson and should, therefore, bring her P.E. uniform.
• Any exemption from P.E. will require a physician's written note explaining the reason and the exact limits of participation. It should also include the expected date when the student will be able to participate fully again.
• Any student who has been excused for the year by a physician is required to be re-evaluated by her doctor at the beginning of each school year. The recommendations of the physician should be returned to the nurse's office or the student will be scheduled for regular physical education classes for the new school year.

Students should keep their bicycles under the shelters provided near the Middle School entrance and the car park (at the bottom of the hill). Scooters are not to be ridden on campus and students are not permitted to bring wheelie shoes or motorized vehicles onto the campus.

Application Form for School Bicycle and Scooter Access Permit 2023-2024

Sacred Heart does not provide school buses for day-to-day school transportation, as ISSH is conveniently located in central Tokyo with access to various forms of public transportation. Rental buses are sometimes used for events such as excursions when public transportation is not convenient

Application Form for School Car Park Access Permit 2023-2024

Chewing gum is not permitted in school.

Child Protection Policy (PDF)

Parents and school guests who will be interacting with students are expected to sign the Code of Conduct form. 
Code of Conduct Agreement Form for Parents and Guests (PDF) 

The Sacred Heart Student Code of Conduct provides a context for students to study in a safe and productive learning environment by outlining expected standards of behavior and possible consequences of non-compliance. 

Students at Sacred Heart are always viewed as responsible citizens who have contributions to offer society. Our students are encouraged to share with others, to adopt an outlook which respects the needs of others and inculcates service as a natural part of life. 

The school aims to develop positive relationships between students and students, also students and faculty/staff. Incidents of misconduct will be dealt with fairly in the spirit of the goals of the educational philosophy of the Sacred Heart:

1. A Personal and Active Faith in God
2. A Deep Respect for Intellectual Values
3. A Social Awareness which Impels to Action
4. The Building of Community as a Christian Value
5. Personal Growth in an Atmosphere of Wise Freedom

Standards of Behavior
Students will:

• conduct themselves in a manner supportive of the goals and philosophy of the International School of the Sacred Heart
• build respectful, just and enriching relationships with other members of the school community 
• maintain a personal sense of integrity
• respect diversity of all school members regardless of race, culture, ethnicity, religion, gender, sexual orientation, age and ability
• express themselves with socially acceptable language and gestures in person and online
• ‘think before you post’ for a positive digital footprint
• respect the rights, property and safety of themselves and others
• comply with all school policies as published on the school website

Examples of Non-Compliance of the Code of Conduct, but not limited to, are:

• refusal to participate during class
• refusal to follow instructions about conduct
• behavior that disrupts the learning of other students
• pranks
• displays of physical affection of a sexual or intimate nature
• behavior that is likely to bring the school into disrepute
• any recording of administration, teachers or students without their permission
• posting defamatory, offensive or derogatory comments regarding the school or any member of the school community on social media
• behavior that chronically violates school policies, rules or regulations, as published on the Sacred Heart website 
• behavior that violates the laws of Japan

Consequences of Non Compliance
For minor infringements of school rules, detentions may be set or community service activities required. In cases where harm has been caused to another, restorative practices are used in preference to punishment in line with our school goal of Personal Growth in an Atmosphere of Wise Freedom. Major infringements of school rules may result in suspension or expulsion. In this case, the student may be readmitted only after consultation with parents. The recording of a suspension may be waived when there are extenuating circumstances. This means that the suspension will not be recorded in the student’s file if no other major infringements of school rules are incurred.  For major violations of school policies, expulsion may result. 

It is the responsibility of all students to contribute actively to the creation of a safe, quality learning environment for all members of the Sacred Heart community. 

[With input from the Nova Scotia Department of Education and Sacred Heart documents]

In accordance with the Goals and Criteria of Sacred Heart, the school upholds The Building of Community as a Christian Value (Goal IV). Therefore, in order to promote communication and support academic development, all students are required to use English when it is the common language within the school community. This provides an inclusive and welcoming learning environment for all. At the same time, we acknowledge the importance of each student's cultural background through the scope of our curriculum, our national celebrations and our after-school Mother Tongue Program.

At Sacred Heart we assume the best in others: take at face value what people are saying, meet them in simplicity, and choose always the most straightforward approach. St. Madeleine Sophie Barat believed that love was a forcefield around us. Always assume positive intent. Ask what’s on your mind, what’s in your heart. Treat a person with dignity, kindness and compassion.

In accordance with Sacred Heart Goal IV: The building of community as a Christian value (B) the school promotes a safe and welcoming environment in which each person is valued, cared for and respected.  In all forms of communication, both in person and by electronic means, we are always representing the International School of the Sacred Heart.

This policy is guided by the following:

• Child Protection Code of Conduct for Faculty and Staff
• Code of Conduct for Student
• Parents, Guardians and Caregivers Positive Engagement Policy

Faculty/Staff/Parents/Students expectations for retrieving information

Members of the Sacred Heart community are expected to consistently monitor the following:

• K/JS Weekly Bulletin, MS/HS Monday/Friday briefing notes, K/JS briefing notes
• Division Principal, Headmistress and Parents Board newsletters
• @issh email account
• School calendars
• Information placed in physical mailboxes
• Information on Faculty Portal
• Moodle class pages

Social Networking

Remember at all times that personal and professional social media are public and you are responsible for the appropriateness of material posted there, whether or not you are connected with students/alumnae/parents.

Faculty Professional Social Media Accounts and School Use of Student Images

Photographs and/or videos of students and samples of their work may be posted online and in print publications, including the school website, social media and in promotional materials including advertisements. Depending on the nature of the event, a student's first name and possibly grade level may be published with a photograph. This may sometimes include the posting of an image on the account of an external activity provider that we use. Some of our faculty also have professional social media accounts such as Instagram that they use to share with our community some of the great things our students are doing. They do not post student images on their personal accounts.

The school follows the guidelines below for posting on the school or teacher professional SOCIAL MEDIA:

• Accounts must be set on 'public'
• If posted from a teacher's professional account, the division principal must be informed of the existence of the account and username
• Permission must be asked from students before posting picture/video
• Photos are generally group shots, e.g. dance groups, wherever possible
• A student can request a photo or video to be removed, or an emoji over their face
• No tagging of students’ accounts is permitted
• Must tag the school IntlSchool_SacredHeart
• Comments must be monitored by the owner of the account
• Report an account that makes negative comments
• People who post threatening or offensive comments will have accounts blocked
• Information must be factually correct
• Refuse friend requests from students (teacher professional accounts)
• Everything that is posted has to be in line with school policies

DISCLAIMER: If a child is in a photo taken at a large event e.g.the  Japan day parade or Choir performance, permission will not be asked, and photos will not be taken down.

Faculty and staff communication with parents

• Clear and frequent communication between the school and parents is an essential component of our school work. Engaging with parents / guardians is especially important when working with students of academic or social / emotional concern. 
• Faculty and staff are required to reply to an email within 48 hours and not on weekends.
• Individual communication to parents in regards to serious issues (academic progress, student safeguarding, behavior issues) should be cc-ed or bcc-ed to the division principal
• Provide a clear addressee and sign-off when writing email. Business quality English conventions are expected. 
• Bear in mind that we have a multilingual community. Avoid use of educational jargon and clearly state your reason for the communication.
• Inform division principal if meeting with a parent.
• Messaging (e.g. WhatsApp or Line) with parents regarding school business is not permitted unless division principal has given permission.

Faculty communication to students

• Clear and frequent communication between teachers and students is an essential component of our school work. 
• Maintaining professional boundaries in all forms of communication, technology related or not, is vital to maintaining appropriate professional relationships with students. Faculty and staff, when communicating with students electronically, only communicate with students through school email accounts or school sanctioned platforms such as Moodle, Google Classroom, etc. There is to be no exchange of private texts, private phone calls, personal email addresses or photos of a personal nature with students. The only exception that may be made would be on excursions or for sports matches. Please reference the Child Protection Code of Conduct for Faculty and Staff for more information.
• Professional and courteous language is to be used at all times. Always keep a respectful mindset.
• Faculty and Staff must maintain a professional distance from students by communicating electronically at appropriate times of the day, especially in terms of one-on-one communication. Unless in an emergency or urgent situation Faculty and Staff are encouraged to refrain from corresponding with students after 19:00 JST . Faculty and staff should also avoid engaging in communication with students through Google Apps, Moodle, or other online learning tool notifications after these times. 
• Faculty and staff are not expected to reply to emails from students or parents on weekends. 
• Due dates for any homework, (assignments, essays, lab reports, etc.) should not be set for submission over weekends or during holidays.
• If an email is sent to a group, there is no expectation to respond, unless a response is requested. If however a person is addressed by name, please reply to the sender within 48 hours. This excludes weekends and breaks.

Email Communication from students to faculty/staff and students

• Provide a clear addressee and sign-off when writing email. Business quality English conventions are expected. For clear communication be sure to avoid the use of jargon and informal language. Be respectful of time: consider short, concise emails.
• Mass emails related to school issues that include questionnaires and/or surveys require approval from the division principal prior to being sent.
• Any email communication sent to an outside entity in the official capacity of representing the school must be approved by the teacher/sponsor before it is sent. The sponsor/teacher should also be cc-ed.
• Emails may not be forwarded without the permission of the author(s).
• Unless in an emergency situation students must refrain from corresponding with faculty and staff after 19:00 JST. 
• Faculty and staff are not expected to reply to emails from students or parents on weekends, unless the teacher has set a due date for homework that falls on the weekend. In this case they are expected to reply to student emails within reason. 
• Correspondence with faculty and staff using school email during holidays should be avoided unless in the case of an emergency. 
• If a student is addressed by name in an email, the student is expected to reply to the sender within 48 hours.

Video Conferencing e.g. Google Meet

• The school uses Google Meet for video conferencing and delivery of e-learning.
• Be punctual.
• Mics off, cameras on, unless otherwise indicated by faculty member.
• Shut down all unnecessary apps and tabs to stabilize bandwidth.
• If at all possible, be in a public room, dressed in appropriate attire.
• Faculty will take attendance of video conferencing during e-learning.
• In order to respect and support student learning, parents should avoid interrupting video conferencing. 

All International School of the Sacred Heart policies and Japanese laws apply.

Sources:
International School of the Sacred Heart Goals and Criteria
International School of the Sacred Heart faculty, staff and students
CAJ Communication Policy
Seisen Communication Policy

Updated August 15, 2022

Counselling_Policy.pdf

Students will pay for any lost or damaged school items. The school is not responsible for students’ personal items and school Insurance does not cover the loss of such items.

Students are not permitted to bring dangerous, sharp objects, for example but not limited to box cutters or blades, to school.

If your family is leaving Sacred Heart, please fill out the Departure form. 
The procedure is as follows:

1. Inform the Registrar (registrar@issh.ac.jp) who will send you the Departure Form.  Verbal notice to your child's teacher is not sufficient.
2. Complete the Departure Form.
3. Please contact the school Registrar, if you need confidential reports sent to a school.
4. Confidential reports will not be sent until the Departure Form has been submitted.
5. Please allow two weeks for us to prepare the documents and reports required. We ask that parents keep and file copies of reports issued by Sacred Heart.
6. For information regarding tuition, contact the Business Manager.

The following rules will be enforced.

• No motorcycles are allowed on campus.
• Students are not permitted to smoke on campus at any time.
• No drinking of alcoholic beverages or taking of drugs on the campus, or prior to arrival on campus.
• All students and guests are restricted to the Lodge area and the AV room.
• All students and guests must sign in at the door when they arrive.
• Students who wish to leave the dance early, are not permitted to return.
• If students behave inappropriately, they will be asked to leave and their parents will be informed.
• No beverages purchased off campus will be permitted inside.
• In the event of unsafe behavior, a dance may be ended early.

Dogs are not allowed anywhere on the campus which the Sacred Heart shares with the convents, the University, a dormitory and some other institutions of the Sacred Heart.

It is also strongly urged that dogs are not chained to the school gate or fence while the parents take their children into/from school.

During an emergency, all day school closure (eg: typhoon, snow day, earthquake), student learning will continue through e-Learning via Moodle (in MS/HS) or Google Sites (in K/JS).
 
Expectations for Admin:

• When possible, advance notice will be given to parents, students and teachers that an e-Learning day may be imminent e.g. “there may be a typhoon tomorrow”. The notice will advise everyone to check the school website from 6:00am and remind students/parents to check Moodle or Google Sites should school be cancelled.
• This policy will be published on the school website and in the Faculty/Staff handbook, and will be reviewed with faculty, students and parents each year.

Expectations for Teachers:

• Assignments will be posted on the splash page on Moodle or on Google Sites by the time the class is scheduled to start.
• Assignments will only be for classes that students would have attended that day.
• Any work will be in context of the learning taking place in the classroom.
• Relevant details and materials need to be accessible to the students.
• Instructions need to be explicit.
• Time spent working should not exceed the regular class time.
• Personal circumstances of a student will be taken into account regarding completion work.

Expectations for Students/Parents:

• Check Moodle (MS/HS) or Google Sites (K/JS) for assigned work for all classes that would have been missed on that day.
• Contact your teacher during school hours if you do not see an assignment posted or you have a question.
• Respect all due dates.
• Expect to spend no more than your regular class time working on the assignment posted.

Adapted from: YIS Emergency School Closure e-learning Policy August 2014

Objectives and Outcomes

• To raise awareness of the Sacred Heart administration, faculty, and students regarding our students who fast throughout the school year for religious purposes
• To provide a safe, supportive, and respectful environment for students who choose to fast while at school
• To support students in achieving a healthy balance between fasting and maintaining academic performance and meeting academic requirements during the fasting period

In line with our school Goal 1, criteria 

Policy and Procedures for Students who are Fasting During the School Day

Written statement/permission from parents regarding student’s fasting PRIOR to the beginning of the fasting period

• Name and homeroom of student
• How long the fasting period will be (start date to finish date)
• Details of the fast (what foods are allowed or not allowed, beverages, hours of fasting, etc)
• The information from parents will be submitted to the school nurse and shared with the Administration, teachers, and assistants. 

How to manage when a student feels unwell due to fasting (dizzy, nauseous, headache, etc)

• Send to the nurse’s office for quiet rest in dark cool room for 1 period
• Nurse will contact parent if the student is too unwell to continue fasting for that day and/or needs to go home
• If a Junior School student comes to the nurses’ office due to the effects of fasting, the school Nurse will always contact a parent of the child.
• Nurse will contact admin and teachers regarding student status 

Teacher/Admin Responsibilities:

• Be aware of students who are fasting during class and allow for make up work if the student is feeling unwell during the class period (IF POSSIBLE)
• Send students to the nurse’s office upon student request, or if student is visibly unwell
• For PE class: consider lighter activity, or an acceptable modified activity if possible. 
• Provide an alternative space for students during the recess breaks and lunch periods separate from eating areas 

Parental Responsibilities

• If possible, ensure students are getting enough sleep every night (8-10 hours)
• Send an email in the morning of the school day if the student was up late, or has any change in the fast we need to be aware of for that school day
• For Junior School students who are fasting intermittently, parents MUST inform the Homeroom teacher and Junior School Principal by 8:20 on the days their daughter chooses to fast.
• Encourage students to maintain academic performance and responsibilities
• Notify the school if there is a change in the student’s overall fasting status or condition
• Understand the school will do their best to accommodate and support their child during the fasting period but cannot alter routine scheduled classroom activities and/or school calendar events. 

Student Responsibilities

• Be aware of the need to maintain academic performance and complete school work per normal during the fasting period
• Inform teachers when not feeling well and request a pass to go to the nurse’s office
• Be aware of the need to get plenty of sleep every night (8-10 hours minimum)
• Be aware that fasting does not excuse a student from participating in every day school activities, but some activities may be modified
• Seek an alternative place away from food to be during lunch and recess breaks if necessary

From time to time field trips are scheduled. For participation in field trips, parents must sign a permission slip for the outing. All school rules apply to all school related activities. Students pay for field trips themselves.

Absence from final examinations will require a medical certificate.
PROCEDURES FOR SACRED HEART FINAL SCHOOL EXAMINATIONS

•  The chief invigilator will make any necessary announcements before and during the examination including starting and finishing times, end of question time, etc.
• Students will be seated ten minutes before the designated starting time of the examination.
• Seating arrangements will be as follows:

     * Grades 7 and 8 in the AV Room: students will sit in alphabetical order in alternate columns.
     * High School in the Dining Room: tables will be labeled with names. One student from each grade will sit at each table.

• Absolute silence will be maintained in the examination room.
• Students will have ten minutes at the beginning of the examination to look over the question paper and ask questions for clarification only.
• The only items permitted in the room are utensils for the examination taking place.
• The use of dictionaries by ESL students must be sanctioned in advance, on an individual basis, by the Principals and the Head of the ESL Department.
• Students may not leave the examination room until all answer sheets are collected and permission is given.
• In case of emergency a student leaving the exam room will always be accompanied by a teacher.
• If a student abuses the rules the invigilator may remove her answer sheet and discontinue her examination. Expulsion from the room does not necessarily follow.
• Students are not permitted to leave campus between examinations.
• Mobile phones are not permitted in the examination room.

With parental permission, high school students who have no commitments period 8 (2:50 to 3:30 p.m.) or after school, will be permitted to leave the campus at 2:50 p.m. on Friday afternoons.  

A student who is not in Band or Choir but has a sports commitment must opt for Wise Freedom Study Hall during period 8. Such a student is not eligible for Early Dismissal on a Friday, and must go to the Library for the duration of the sports season. Sports practices will begin at the normal time after school. Parents of students in Band or Choir must indicate their choice regarding Early Dismissal for Period 8 if and when regular band/choir practice is cancelled.

There is either early dismissal OR Choir/Band/Study. Therefore, students are required to be in either choir/band/study OR leave the campus at 2:50 p.m. on a Friday afternoon. Students who have Early Dismissal who wish not to leave the campus, are not permitted in common rooms or classrooms where no supervision is provided. Such students must go to the Library for Wise Freedom.

If a whole school event (such as One World Day or Japan Day) runs into period 8, Early Dismissal time coincides with the end time of the whole school event.

Early Dismissal starts when all parents have given signed permission, on the date announced by the High School Principal.

The major purpose of the college guidance program is to aid the students in choosing colleges and/or careers. This includes assisting the students in preparing college application and testing forms, and helping them to interpret test results. The school counselor is available for personal counseling when the need arises. The counselor is here to help students have a successful school year.

Counselor’s e-mail address: guidance@issh.ac.jp

All students should be aware of heat safety and have a water bottle to hydrate regularly. 

The school monitors the Wet Bulb Globe Temperature (WBGT) in the prevention of heat-related illnesses during outside exercise. The guidelines are as follows:

• WBGT is below 21: There is little danger but appropriate water replenishment is necessary.
• WBGT 21-25: Caution is advised and water replenishment should be encouraged when exercising outside.
• WBGT 25-28: This is a warning. Rest periods should be provided often and water replenished regularly when outside.
• WBGT 28-31: This is a severe warning. High intensity activities outside should be avoided. If such activities are held, rest periods should be provided often with aggressive water replenishment.
• WBGT over 31: This is the danger zone. All exercise should be stopped outside. 

Leadership may make the decision to cancel sports events or practices, or limit outdoor activities based on the above guidelines.

See here for reference and more information.

Additional guidelines for the classroom include:

• Rearrange activity schedules, where possible, to minimise physical exertion in the heat. 
• Keep the classroom cool and well air-conditioned if possible.
• Avoid using a fan when the indoor temperature is higher than 37°C. 

Additional guidelines for break/recess and lunchtimes include:

• Students who are outside during warm weather should hydrate regularly.
• Students should wear a hat and sunscreen when outside. 

Additional guidelines for PE and sports include:

• Students should hydrate before exercise, every 15 minutes during exercise and during breaks, and after exercise. 
• Students should wear a hat and sunscreen when outside. 

Parents should consult with their child’s teacher if it is taking their child considerably longer than this suggested time.
                    
Note: Teachers are not required to provide homework ahead of time when a family plans absences from school during regular semester time.

KINDERGARTEN HOMEWORK POLICY
After school, children should be engaged in free play.  This consolidates knowledge gained at school.  It is always important to keep in mind that play is a Kindergarten child’s work.  For this reason Sacred Heart does not set a formal timed amount of homework.  

JUNIOR SCHOOL HOMEWORK POLICY
When homework is assigned for the purpose of practice, it should be structured around familiar content.  Examples include: mathematics problems, memorizing mathematics facts, practicing spelling words, practicing vocabulary sight words, reading at an independent level, etc.  When the purpose of homework is preparation or elaboration, it includes a wide variety of activities.  Examples include; family/neighbor interviews; library/web research; creating a model; playing a game; reviewing a movie, writing reports, reading, etc.  Homework should be completed by the child. Parents are ALWAYS encouraged to READ, READ, READ to and with their children.  Remember to keep reading to your children in their first language as well as in English.  

We believe that academic achievement is critical to student success. We also believe that children should have time to play, run, tumble, and take music lessons, ballet, swim, ski, and all other activities that provide a balanced life.  The average amount of homework done per day, per grade will vary, but in general there is a concerted effort to maintain reasonable targets for the amount of time students are involved in homework assignments.

• Grades 1 and 2: 15 – 30 minutes per day
• Grades 3 and 4: 30 - 40 minutes per day

MIDDLE AND HIGH SCHOOL HOMEWORK POLICY        

Guidelines for Teachers:                                         

• identify the purpose of homework assignments and communicate expectations    
• give consideration to quality over quantity
• write homework assignments on the board or record on Moodle and provide time for students to record them
• review, discuss and return, if collected, homework in a timely manner - provide feedback
• notify parents early regarding homework problems and missing assignments
• modify homework expectation for students in ESL and Study Skills
• teach students techniques that can help them to develop good study habits in the subject area
• major tests/assignments* should be written in on the testing schedule. Only 2 major tests should be held on one day
• major tests are defined as those lasting a whole period and covering a large section of material such as a complete chapter
• in grades 11 and 12 students are prepared for higher education, therefore up to 3 test/essays/assignments on a single day may occur at the end of a marking period if no other testing slots are available
• homework and tests other than review should not be given in the week before the end of year examinations
• extensive homework assignments should not be due on the first day back from a holiday
• no homework should be set in Values, Personal Education and MS Options, however, if class time for work has not been fully utilised, students can be expected to catch up. Likewise if there are learning activities that cannot be completed in class this should be at the teachers discretion

Guidelines for Students:                                         

• record homework when assigned
• seek clarification from the teacher when unclear about homework                
• use class time provided for completing class work and/or starting homework            
• complete all assigned homework                            
• seek assistance from teacher when demonstrating an inability to complete homework        
• be responsible for getting missed assignments                        
•  study, don’t cram                            

Guidelines for Parents:                                  

• promote a positive attitude towards homework as part of the learning process            
• monitor time management and productivity                             
• communicate with teachers at the earliest possible opportunity if the child has demonstrated consistent inability to complete homework

Guidelines for Principals:                                         

• monitor and support the teachers in the implementation of homework guidelines
• support the need for balance among the many learning activities beside homework in students’ lives

MS Only:                                 

• no subject should require more than one major assessment to be completed in any week
• projects should be mainly completed in class, completed at home if additional time is needed grade 5/6 - No homework to be set on weekends
• grade 5-8 - No homework to be set over holidays (including long weekends). ESL holiday homework     may be set for language maintenance

Homework time guidelines:

• Grade 5/6 10 minutes per 40 minute period in academic subjects
• Grade 7/8 15 minutes per 40 minute period in academic subjects

Parents leaving items for students should leave them with the receptionist making sure the item(s) is clearly labeled. The school cannot be responsible for items that are not collected. Items are not delivered to students.

MS/HS Library
Library hours for students in the Middle and High School are Monday - Friday, 8:15 am to 5:00 pm.

K/JS Library
For Kindergarten and Junior School the library is open, Monday - Friday 8:20 to 3:50 pm. 
Kindergarten and Junior School parents are welcome to use the library from 8:20 - 8:50 and 2:50 - 3:50.
Students in Kindergarten, Grades 1 and 2 who wish to use the library after school must be accompanied by an adult while using the library after school.
Students in Grade 3 and 4 are welcome to use the library after school under the supervision of the librarian until 3:50.

General Information
Students are required to follow the library rules, which are posted clearly in the libraries.  Books, magazines and DVDs (MS/HS Library) should be checked out from the library before a student removes them from the library.  This ensures that we have an accurate record of what is available in the library for others to borrow.

All electronic equipment checked out by students must be returned to the library it was checked out at by the end of the day, by the student who borrowed the equipment. If Student A wants to lend a borrowed charger to Student B, Student A is still responsible for the charger until she returns it; Student B is expected to check out the charger under her own name. If this is not followed, students may incur a fine or penalty. 

Subject Reserved Books (MS/HS only): Teachers may place special assigned  reading on reserve. These books may only be checked out at the end of the school day and are due the next morning by 9:30am (unless otherwise designated by the teacher).

Current students must live with a parent or a guardian.

Lockers are assigned by the Principals at the beginning of the year. Lockers are provided so that students may store their possessions safely. It is recommended that they be kept locked at all times. Students should not bring large amounts of money or valuable items to school. The school insurance does not cover the loss of personal items. In the event of theft, the school is not responsible nor does the insurance cover the loss of personal items.

All students' articles of clothing and possessions must be clearly marked with their full name. As many of the children's belongings are lost throughout the year, it is strongly recommended that parents regularly check the Lost and Found boxes located throughout the school. Lost and found items will be disposed of periodically.

Middle School and High School lost and found articles can be claimed from the “Lost and Found” shelves. These areas will be completely cleared of lost and found items on the last school day of every month. The school is not responsible for the loss of private property.

Cezars Kitchen provides a full-day catering service to the students, faculty and staff. Cezars Kitchen offers breakfast and snacks in the cafeteria from 8:00 am and afternoon snacks are available up until 4:00 pm. Hot lunch is provided as well as sandwiches and onigiri. Cezars Kitchen works on a debit account system and payments can be made by either bank transfer, online by credit card (Visa or MasterCard) or with Paypal. Prepayments can also be made directly at the cafeteria. Kindergarten students are served lunch box style lunches which must be pre-ordered.

The International School of the Sacred Heart is committed to educate to PERSONAL GROWTH IN AN ATMOSPHERE OF WISE FREEDOM (Goal 5). The school therefore supports students’ participation in activities that enable them to develop the whole person:  spiritually, intellectually, emotionally and physically. Participation in extra-curricular activities adds quality to the Sacred Heart program as a whole. The benefits of taking part in such activities are many, such as a student learns responsibility, independence and balance. The rigorous academic program offered requires students, coaches/ sponsors and subject teachers to plan ahead.

The following steps must be followed in order to create an environment where students can participate in events off campus during the school day without their academic progress being negatively affected. It is the shared responsibility of the student, subject teacher and coach/sponsor to ensure that they follow the steps. 

Coaches/Athletic Director/Sponsors/Fine Arts Coordinator must:

• limit the number of events/tournaments such as Far East/invitational events: each Varsity team is permitted to go on one trip which involves overnight stay and missed instructional days per year
• make available by email information about students who will be missing instructional days at least 10 school days in advance of the departure date. Information regarding the departure and return date must also be provided
• respect the right of a student who wishes not to participate in an event that will result in her missing instructional days
• get approval of all overnight trips and communicate with the principal all information in advance of lists being posted
• provide study time on a daily basis

A student who is provided the privilege to participate in overnight trips that will result in them missing school must:

• maintain her grade average or above to be eligible for selection
• pick up a permission form ‘Activity Absences’ from the coach/sponsor, have it completed and fully signed and returned to the coach/sponsor 10 school days before the first day of her absence. The coach/sponsor must pass all signed forms to the principal 5 days before departure
• notify each of her teachers at least 10 school days in advance of the departure date that she will be missing instructional days
• take responsibility for all classwork, homework, tests and assignments that are missed. A student has to use the time before, during and immediately after the event to catch up and will be allowed one week after her return to get caught up
• formulate a plan with her teachers to ensure that every effort is made to prevent her grades from slipping

Subject Teachers must:

• make themselves aware of the dates of tournaments and events which will result in students missing class
• arrange deadlines and test dates with students before their departure.
• not set catch up tests on the day of a student’s return, except by mutual agreement
• report to principal if there is an academic concern about a student participating in an event

As a High School privilege, HS students are permitted to use mobile phones during break and lunchtime. Abuse of this privilege will result in the loss of the privilege.

Introduction
Sacred Heart is equipped with computers, mobile devices, software and Internet service that are available to students. This includes their own individual laptop computers for each student from grade 5 to 12 for use in school and at home. Through our School-wide Integrated Learning Community (SILC) technology allows the Sacred Heart students to:

• have seamless and instant access to resources
• have an immediate response to current events
• access a wide range of resources that fit individual needs
• learn in new ways
• have more control over their own learning
• collaborate, create and share knowledge locally and globally

Usage must be in support of the Five Goals of the International School of the Sacred Heart.  In order to promote responsible citizenship and use of information & communication technology (ICT), students are expected to follow the guidelines below. These guidelines are for all technologies used within the school. Students and parents are expected to read these guidelines and sign a Responsible Use Agreement to be returned to the school at the beginning of the school year.

Responsible Use
As stated in Goal II - A Deep Respect for Intellectual Values; Members of the School Community Model and Teach Ethical and Respectful Use of Technology, therefore students are expected to practice responsible use. Student behavior is guided by clearly outlined expectations, therefore they must make wise decisions about their own behavior as a member of the Sacred Heart community. Students should be aware that these expectations apply to any IT device used at Sacred Heart, even those not provided by the school.

At SACRED HEART responsible use means:

• following all SACRED HEART policies, pertinent Japanese and international laws. This includes not possessing or sharing pirated software or applications.
• supporting Creative Commons, including properly acknowledging any material used from the Internet, as with any other source.
• observing school network security practices, including refraining from installing hacking and malicious software on any device used at Sacred Heart.
• respecting data, networks, and other resources, both their own and others (e.g. not bypassing network settings with proxies or Internet access devices)
• obeying intellectual property rules and copyright laws.
• refraining from using peer-to-peer file-sharing software.
• reporting threatening or inappropriate material as well as security risks to a Teacher, Administrator or Head of Media.
• refraining from copying, removing or altering school software.
• Audio and video recording without prior permission of all parties is not permitted.

Good Citizenship
As stated in Goal V - Personal Growth in an Atmosphere of Wise Freedom all members of the school community show respect, acceptance and concern for themselves and for others. In addition to following the previous outlined guidelines and laws, good citizenship means maintaining high ethical standards whether online or offline.  

At a minimum, this requires:

• communicating only in ways that are kind and respectful, using appropriate language and images so as not to inflame, agitate, or offend others.
• using only assigned accounts or files when accessing school resources.
• respecting all resources and leaving common resources ready for the next user.
• not intentionally accessing, transmitting, copying, or creating material that is inappropriate or illegal (such as obscenity, stolen materials, or illegal copies of copyrighted works).
• refraining from sending spam or other mass unsolicited mailings.
• refraining from buying, selling, advertising, or otherwise conducting business, unless approved as a school project.

Protecting Identity and Personal Information
As stated in Goal V - Personal Growth in an Atmosphere of Wise Freedom the school provides opportunities for all members of the community to share their knowledge and gifts with others. In today's networked world, safeguarding your personal information has become extremely important because information on the Internet is likely to remain there for a very long time, if not forever. However, this also must be balanced with the academic benefits of publishing student work and events online. Personal information includes, but is not limited to:

• names
• hone numbers
• student ID numbers
• addresses
• usernames
• passwords

Students are expected to treat their own and others’ personal information with great care and avoid:

• distributing private information about others or themselves (e.g.. full names - especially last names, addresses, telephone numbers).
• viewing, using, or copying passwords, data, or accessing networks to which they are not authorized.

Sacred Heart does not take responsibility for any repercussions that result from personal information being transmitted to a third party by a student.

Images or videos of students, or their work, may be published or utilized in various electronic resources (e.g. school website and other online platforms) as well as in print media (e.g. teaching and school promotional materials). If a student image or their work is shared, only the first name (and possibly grade level) will be included as credit.  

Being Prepared to Learn
As stated in Goal V - Personal Growth in an Atmosphere of Wise Freedom; School policies and practices promote self-discipline, responsible decision-making, and accountability. Therefore, Sacred Heart students should come to school prepared to learn, including:

• bringing their computer to school each day.
• starting each school day with the device in proper operating condition, with sufficient storage available for school use, and with the battery fully charged.
• employing careful battery management techniques.
• performing updates in a timely manner and installing new applications when necessary.
• employing proper file management using designated folder architecture and file naming protocols defined by their teachers.
• taking responsibility to backup their own data.

Areas of Learning and Types of Use
As stated in Goal V - Personal Growth in an Atmosphere of Wise Freedom; School policies and practices promote self-discipline, responsible decision- making, and accountability. Students are strongly encouraged to use technology in ways that enhance learning, rather than cause disruption to their studies, peers or classes.

Responsible practices and decision making regarding where to use laptops when not in class include:

• Keeping laptops out of the cafeteria.
• Only taking laptops to the gym at the request of a PE teacher or coach.
• Taking advantage of, but not limited to, the use of designated study areas designed for computer use.

Keeping Health & Balance in Mind
As stated in Goal V - Personal Growth in an Atmosphere of Wise Freedom; All members of the school community take personal responsibility for balance in their lives and for their health and well-being.

SILC is meant to enhance learning and develop skills needed in modern society.
Student use includes:

• recognizing when the use of these devices is not beneficial
• using technology in such a way so it never results in pain, fatigue or other physical or mental ailments
• recognizing that proper use involves balancing technology use with face to face interaction.

Community Awareness
As stated in Goal IV - The Building of Community as a Christian Value; The school promotes a safe and welcoming environment in which each person is valued, cared for and respected. As considerate members of the Sacred Heart community students have an obligation to be aware of how their technology use affects others, including:

• preserving community resources (e.g. paper).
• limiting activities that use up excessive bandwidth.
• using headphones when listening to audio so as not to disturb others.
• personalizing their own computers only in a way that does not offend others.
• being aware of and following the protocol individual teachers follow in their classrooms.
• continuing to discuss with parents and teachers the responsible and healthy use of the Internet & technology.
• not removing identifying barcode tags affixed to school owned technology.

Care and Maintenance of Technology
Students are responsible for the proper care and maintenance of laptop computers and other IT equipment that they use, regardless of origin, including:

• protecting their laptop from damage or theft by carrying it only when the lid is fully closed, never having open drinks or food nearby while using the laptop and locking it safely in their locker when not in use.
• using the laptop on a hard, flat surface to avoid overheating.
• registering with the school for identification purposes, the computer serial number of student computers purchased through the school.
• performing all software updates and being responsible for data (including backups).
• ensuring that the laptop complies with defined settings and software required by the school.
• maintaining school loaded settings and software.

Students may carry their laptops to and from school in a backpack, but they are expected to take care where they place their packs at school. When not in use, the laptop must be securely locked in the student’s locker or other locked storage area, or kept within sight. It should never be left unattended in open areas.

Shared Computers & Student Files
In addition to individual laptop computers issued from grade 5 and above, middle and high school students have access to a limited number of school owned computers for general use. Students are responsible for the safekeeping of their own files and should use their individual folders on the server or personal storage devices. Sacred Heart takes no responsibility for files lost on any computers or within the school network.

Monitored Use and Misconduct
In cases where there are concerns that electronic communication systems are being used inappropriately, Principals, teachers or the Media department staff may monitor student use. This may even include usage from home e.g. Social media postings, should it be disruptive to the school environment. Principals will carry out appropriate disciplinary action in cases of serious student misconduct. 

Adapted from YIS (which was adapted from Andrew Churches’ Educational Origami)

Sacred Heart Internet Publishing Guidelines
 

Nuts include any tree nuts (almonds, Brazil nuts, cashews, hazelnuts, hickory nuts, macadamia nuts, pecans, pistachio nuts, and walnuts) and peanuts (which are legumes). The policy extends to items containing nuts (nutella, marzipan, macaroons, cakes, etc.) or nut products (such as nut oils). Not included in our policy: chestnuts, coconut, ginkgo nuts, lychee, nutmeg, pine nuts, and sesame.

The Dining Room is a nut free zone for all divisions. Kindergarten and Junior School are also nut-free zones and parents should not send any food that contains nuts or nut products. Middle School and High School are not nut-free, but students should be considerate of their peers with allergies.

Students with EPIPENs should keep at least one EPIPEN in the Student Health Office. Please see Student Life - Student Health Officer or contact the Student Health Officer for more information.
 

Change of Information
When there is any change of official information such as name, address, telephone, fax, mobile numbers, e-mail address or emergency contact, please fill out the Change of Family Information form or Emergency Dismissal form and submit the form to K/JS Office or MS/HS Principal’s Office or send the form by e-mail to issh.message@issh.ac.jp
 
If K/JS students are not taking their usual means of transportation home (bus, car, etc.), the teacher and the Junior School office should be informed with a note stating the change.
 
Departure Notification
Parents should inform the Registrar (registrar@issh.ac.jp). A completed online Departure form should be submitted to the Registrar’s Office so that the necessary papers can be prepared.  
 
Online Departure forms:

• Kindergarten and Junior School
• Middle and High School

High School Transcripts and Attendance Certificates
Transcript applications should be applied for through the Registrar giving at least one week's notice. Attendance certificates should be requested via email to the Registrar (registrar@issh.ac.jp) at least one week in advance stating the reason for the request. 

Recommendations
Requests for recommendations should go through the Registrar (registrar@issh.ac.jp). Two weeks notice is required for student recommendations to be completed. It is school policy that recommendations will only be sent directly to another school.
 
ID Cards and applying for Transportation Passes
 
The School Student ID card will be issued when the School Directory/Student ID form is submitted. When requesting to reissue, the charge of ¥500 should to be submitted with the Request for Re-Issue of Student ID Card form to the Receptionist at least two days in advance. The school ID card is necessary when purchasing bus/train passes with a school discount.
 
The School Directory/Student ID form and Request for Re-Issue of Student ID Card form are available at the School Office.

At Sacred Heart we assume the best in others: take at face value what people are saying, meet them in simplicity, and choose always the most straightforward approach. St. Madeleine Sophie Barat believed that love was a forcefield around us. Always assume positive intent. Ask what’s on your mind, what’s in your heart. Treat a person with dignity, kindness and compassion.

At the International School of the Sacred Heart we take great pride in having a dedicated and supportive school community that values, celebrates and respects the rich diversity of religions, cultures and personalities that exist within it. In line with school goals IV and V, the “Building of Community as a Christian Value” and “Personal Growth in an Atmosphere of Wise Freedom”, our school community commits to:

• promoting a safe and welcoming environment in which each person is valued, cared for and respected.
• having adult members of the school model and teach skills needed to build community and practice clear, direct and open communication.
• using principles of nonviolence, conflict resolution and peacemaking.
• showing respect, acceptance and concern for themselves and others.
• promoting the practice of self-discipline, responsibility and accountability.

By working together and following this policy, we hope to create a healthy and
harmonious environment for all.
 
Aim

Specifically, this policy is intended to:

1. provide a set of general principles to guide parents in their interactions with faculty and staff, students, and other parents.
2. communicate our expectations as to how parents conduct themselves when on school grounds or at school events.
3. explain how parents can direct their concerns.

Scope

This policy applies to all adults including parents, guardians, step-parents, grandparents,
extended family, caregivers, and any other adults while involved in activities or communication related to International School of the Sacred Heart. For the purpose of this policy, the term “parent” refers to all caregivers as listed above.
 
School Expectations

Adult members of the community recognize that the education of our students is best achieved by a positive partnership between us, in which we act as role models at all times for our students. The school asks that parents respect our caring ethos and demonstrate a high standard of personal conduct towards all members of the community. Specifically, parents are expected to:

• treat all members of the school community with respect whether they be a teacher, staff member, parent, or student.
• work with the school to support our policies and procedures.
• abide by our Child Protection/Safeguarding procedures.
• refrain from engaging in malicious or judgmental talk (either directly or online), and ensure that anything said about others is fair and truthful.
• understand that even if there is conflict, everyone should remain calm and work with the individual(s) involved or the school to resolve the issue in a respectful manner.
• seek alignment between a child’s version of events and the school’s view in order to bring about a peaceful solution to any issue.

To support a peaceful and safe school environment the school expects parents to refrain from:

• disruptive behavior which interferes or threatens to interfere with the operation of a classroom, office or other area of the school grounds.
• any form of communication that is confrontational, abusive or threatening.
• defamatory or derogatory comments regarding the school or any of the students, parents, faculty or staff being posted on any form of social media.
• recording (audio or video) individual interactions between faculty, staff and students.
• disciplining someone else’s child unless it is for a clear safety issue.

Addressing Concerns

If a parent has a concern they wish to address, it should be directed to the teacher
responsible or to the division Principal. In order for meetings to be effective, it is preferable that an appointment be made in advance and that an indication of the issue is provided. In order to respect each student’s right to privacy, meetings between parents and faculty should be on a one-to-one basis. In meetings, parents and faculty agree to:

• observe start and end times.
• discuss only the student whose parent is present.
• follow the communication guidelines outlined below.

Communication Guidelines

Sacred Heart values open communication. In all forms of communication parents, 
faculty and staff agree to:

• be respectful.
• respect confidentiality.
• address issues, not attack people.
• focus on solutions.
• listen with an open mind.
• contain communication to the relevant issue.

Extra-curricular Activities

Our sports coaches and music directors pick teams, ensembles and soloists based on their view of the most appropriate selection at the relevant time. Their selections are final.
 
Social Media

Any concerns parents may have about the school are best addressed by speaking to the class teacher, division Principal, or Headmistress, so they can be dealt with fairly, effectively and appropriately for all concerned. Using social media to fuel complaints against the school, its leadership, a teacher or other member of staff, a parent or a student is considered unacceptable and not in the best interests of the students and the whole school community. We request that everyone “think before you post” and use social media responsibly, keeping in mind the ethical and legal issues associated with its use. In addition to not posting anything that may be defamatory or libelous, the following online activities are also considered inappropriate by the school:

• identifying or posting images/videos of children other than your own without the permission of their parents.
• posting anything that may discredit the school. 

Please do not:

• share email addresses of parents, faculty/staff and students with others without their consent.
• make contact with students via social media without the consent of the student’s parents, in support of our Child Protection Policy.

Group Norms for Parent Managed Messaging Apps, e.g. LINE  

• Be mindful of your audience/group and respect their sensibilities.
• Evaluate your information before you hit ‘send’ – Is your information accurate and reliable? and could it, unintentionally, cause others unnecessary worry or anxiety?
• Be aware of your tone in any message you send – and remember, it can be more difficult and take more effort to capture tone in writing than verbally. Avoid sarcasm if there’s a chance your humor could be misinterpreted.
• Avoid profanity or any words/phrases that should not be used in a family environment.
• Be a role model in your use of social media that your own children can respect!
• No selling or marketing for non school related things.

 
Separation and Divorce

In cases where a students’ parents are separated or divorced, the parents should not attempt to involve the school in any parental dispute that may arise. The school is not able to make judgements on the merit of claims made by one parent against another, and should not be asked to do so. The school will observe any custody arrangements made in relation to a student or communication with parents; however, it is the responsibility of the parents to provide us with proof of custody. Any changes to access arrangements to children that parents had previously mutually agreed upon must be provided to us in writing by the parent with custody.
 
Failure to Observe this Code:
If a parent fails to observe this code, depending on the seriousness of the situation, the school may:

• talk with the parent.
• warn the parent.
• limit access to a teacher, the school campus or school events.
• terminate the enrolment of the student.

Updated March 5, 2021

All students need to participate in the normal school day including recess and PE or parents should keep the student at home. No student may be excused without a written note from home. On cold days students should dress warmly enough to go outdoors.

Parties for special events are pre-planned with homeroom parents. Parents will be contacted to help with preparations. If a student wishes to have a birthday treat at school, it should be kept simple, e.g., a cupcake or a cookie (without nuts or strawberries). Such treats should include the whole class and arrangements should be made with the teacher in advance. Party Bags containing little toys and gifts will not be distributed at school. Parents are asked not to distribute invitations in school for birthday parties outside school unless the entire class is invited. Family contact information is contained in the Sacred Heart Confidential on the website.

Sacred Heart is a multicultural community where all members are expected to show respect, acceptance and concern for themselves and others (Sacred Heart Goal V.A). Many opportunities are offered for students to express themselves with creativity and imagination, such as skits during assemblies, speech contests, drama and dance performances, Options performances, talent shows, One World Day acts, to name but a few.

Such opportunities are provided to:

• Give students the opportunity to grow in confidence and ability in public performance
• Provide a showcase for students’ talents

(KPASSP constitution)
Performers are required to avoid potentially objectionable material that is likely to cause significant offense to a significant number of people during such performances.

Examples of potentially offensive materials (in live performances or in background music or videos) are:

• Profane and/or obscene language and gestures
• Materials that encourage or condone illegal behavior such as underage drinking or drug taking
• Racism/homophobia
• Song lyrics

The above does not attempt to list all that is potentially offensive.

Responsibilities:
STUDENTS should be aware of these guidelines and exercise good judgement. They should show their materials to a faculty sponsor/coach at least 5 school days before the event. No changes to materials can be made by students once a sponsor has approved it.

FACULTY SPONSORS/COACHES of events are responsible to check materials well in advance before they are performed in public. If a faculty sponsor/coach is unsure of whether an item is offensive, s/he should check with the relevant Principal of the division.

PRINCIPALS should review materials submitted for approval by faculty sponsor/coach at least 3 days before performances. They should also enforce and adhere to the policy as stipulated in the KPASSP constitution:
Principals are to be vigilant in reviewing materials used by their schools:

"Principals, AD's and individual school Fine Arts and Athletic coaches should be vigilant in reviewing music used during warm-up sessions before or during games. The language used in Fine Arts events such as Speech, Debate and Drama should be reviewed by coaches/teachers, and especially principals, to insure that language and actions are not offensive, obscene, sexually explicit or suggestive and not containing profanity or words and gestures that would be offensive and in bad taste considering the audience and students participating in or being spectators at any such events." (Added Sep., 2000)

Students may not receive or make phone calls or text messages during classes. In the case of an emergency, the parent must contact the relevant principal or division assistant. Please note classes will not be interrupted unless there is an extreme emergency.

Rationale
Every child has the right to be educated in a safe environment. Every member of the school community has a right to be safe, both those who are here to learn and those who are here to provide the learning environment. Bullying is an infringement of that right. Bullying behavior will not be tolerated at any level.

Aims of this Policy
Sacred Heart aims to prevent all forms of bullying and where this is not possible, to recognize bullying when it is occurring and to intervene effectively to prevent further harm to students. Thus, this policy serves to prevent bullying from occurring and to intervene effectively when bullying occurs.

Definition
Bullying is “repeated oppression, psychological or physical, of a less powerful person by a more powerful person or group of persons” (Rigby, 1996). Bullying can take many forms. It may be physical, social, verbal or electronic. Examples of bullying include hitting, pushing, name calling, spreading rumors, using put-downs, damaging other people’s personal property, and making malicious comments verbally or electronically. Bullying does not refer to aggressive behaviors that only occur once or are random in nature and not repetitive. Bullying does not refer to conflict amongst peers. Peer on Peer Abuse is a form of bullying.

How to prevent bullying?

• School administration, faculty and parents work together to provide a caring community.
• All students are taught the Sacred Heart Goals that are the fundamental values whereby, if followed, the issue of bullying would not even exist.
• Students will be taught to recognize bullying and to deal with it effectively through aspects of the curriculum. Sacred Heart’s Values program teaches appropriate social skills, resilience skills, conflict resolution skills and how to respond to bullying as a preventative measure.
• Parents support and promote the anti bullying policy in the home and community.
• Parents ensure that their child’s concerns are listened to and reported immediately to the school so that the school can take appropriate action.

How can we stop bullying?
Students are encouraged to report any incident which they consider to be bullying to the nearest responsible adult – teacher, assistant, support staff or administration. Staff will immediately intervene if any such behavior is witnessed.
Students are also encouraged to talk to their parents about anything they are concerned about.
All adult members of the Sacred Heart community agree to a “zero tolerance” of bullying. Any report of bullying will be taken seriously and the agreed procedures followed.

There is no one simple strategy to deal with bullying, and therefore the Sacred Heart uses a combination of approaches to prevent bullying and manage bullying when it occurs.

Procedure for dealing with reported incidents of bullying

When an incident is reported:

All school faculty and staff will:
1.   Listen to the student’s report of the incident.
2.    Fill out a bullying incident report. Take notes of names of perpetrators, incident and possible witnesses.
3.    Submit the report to the principal as soon as possible.
4.    Ask the target of bullying to fill in a student report.
5.    The Principal will investigate the incident, talking to all the students involved, to establish the contexts and frequency of reported incidents.

Parents are asked to:
1.    Listen to the student’s report of the incident
2.    Take notes of names of perpetrators, incident and possible witnesses
3.    Contact the school as soon as possible, by phone, fax or email, or in person and pass the information on to the Principal.
4.    Refrain from passing judgment until the incident has been investigated.

The school asks that parents do not approach other students on campus. This can frighten students and hinder the procedures that the school has in place.
Parents who do not follow the school’s advice in dealing with a bullying incident cannot expect the school to effectively handle the incident.

Students are expected to:
1.    Refuse to take part in bullying.
2.    Support any other student who is being bullied.
3.    Challenge bullying behavior by other students.
4.    Report incidences of bullying to a staff member as soon as possible.
5.    Understand that if they witness bullying and do not act they are also guilty of bullying.

Students who do not follow the school’s advice in dealing with a bullying incident cannot expect the school to effectively handle the incident.

Confidentiality:
The school will respect confidentiality as much as is possible, consistent with the necessity to investigate allegations of bullying and take disciplinary action when the conduct has occurred.

What happens next?
The school will investigate and establish if the case involves bullying. Where incidents are deemed to involve bullying, the parents of perpetrators will be contacted. 

At this point Sacred Heart endorses a Restorative Practice approach to bullying. This approach aims to promote empathy for the target, repair harm and restore the relationship. This practice places an obligation on the offender to accept responsibility for the harm they have caused. There is an expectation that a transformation can take place. The situation will be monitored on an ongoing basis. 

If students choose not to respond to the Restorative Practice approach, punitive consequences will follow.
Sanctions will include:

• Conference and Warning
• In-school suspension
• Withdrawal from school

Retaliation:
The school will take action against any individual who retaliates against any person who reports alleged bullying, or who retaliates against any person who helps or gives further information in an investigation of a bullying complaint.

Note:
Students who bully or are bullied may be in need of support e.g. school counselor, psychologist or other external referral agencies. Following discussion with parents, a referral may be made.

There may be times when the actions the school can take are limited, especially if the perpetrator is unknown or if there is no evidence to support a claim of bullying. However at these times the reporting student will be supported by appropriate members of staff to help them feel safe.

Reporting of incidents of bullying
Records will be kept of reported cases of bullying in order to evaluate the policy.

Notification:

• The policy will be posted in every classroom in the school.
• The policy will appear in the staff handbook.
• The policy will be posted on the school website.
• The policy will be presented to all faculty and students at the beginning of each school year.

Professional Code of Conduct for Faculty and Staff (PDF)

Students are strictly forbidden to go out on the roof. Riding bicycles and scooters down the school driveway is also not permitted. Wheelie shoes are not allowed at school.

The School Shop, located in the hallway towards the K/JS building, sells stationery, water bottles, hoodies & sweats, P.E. T shirts, smocks (red & green) and backpacks.

Supplies brought from home should be distraction-free. Supplies that are expensive or of great personal value should not be brought to school.

Each homeroom teacher will inform parents of their show‐and‐tell policy. Parents are asked to observe this policy carefully as it is very upsetting for the students when objects are lost, broken, or confiscated.

Bringing or using alcohol, tobacco, e-cigarettes/vapes, substances that are illegal in Japan or paraphernalia, on the school campus or to school sponsored activities by students is forbidden. These are considered major infringements of school policy and may result in suspension and/or expulsion.

Possession or use of any drugs is absolutely forbidden and will constitute a major infringement of school policy. Similarly being present when drugs are used or found may also lead to suspension and/or expulsion.

The cost of attending Far East and all other tournaments and Fine Arts events is the responsibility of the athlete or Fine Arts event participant.  Coaches' and chaperones' expenses are included in the total cost for the students.

The Student Health Officer is present from 8:00 a.m to 4:00 p.m. during regular school days. The Student Health Officer has a multi-faceted role in the school and works closely with the Leadership Team to promote the health and well-being of students, faculty, and staff.

Please see Student Life - Student Health Officer for more detailed information. 

There are surveillance cameras in the school buildings and on the campus for safety reasons. The monitored pictures are used exclusively for security purposes under the strict control of a limited number of school staff and the administration.

At Sacred Heart we value an inclusive environment with great school spirit. Students should feel that they are valued members of the school community regardless of their nationality, abilities, or economic situation. It is only natural that members of school sports teams and other school groups feel proud of their team spirit and therefore wish to display this pride through the designing, purchasing and wearing of clothing promoting their group.

Procedure for the approval of a T-shirt

1. Have the team create a design that is representative of their team and respectful.
2. Get approval for the design from the coach.
3. Find out the cost of having the t-shirt printed.
4. Present the design and cost to the relevant division principal/s.
5. Once approval has been granted, any changes to the design or costs must be reported to the relevant principal/s.

Please note:

• Team clothing purchased (apart from uniforms) is limited to a t-shirt. No “hoodies” or sweatshirts are permitted. This is requested due to the expense involved in purchasing these items versus a t-shirt and a desire to help all students feel included.
•  The only sweatshirt or sweat pants considered as part of a team uniform are the official “Symbas” ones sold at the school shop.
• “Unofficial” attire designed and purchased by students is against the spirit of this policy. Even if they do not contain the word “Symbas” or any reference to Sacred Heart, they are clearly a garment that has been designed for that team. It is hoped that each team will respect the spirit of this school policy and not have such garments made. If these unofficial garments are made, under no circumstances can they be worn at school or school sponsored events, including Free Dress Days. Should a student do so, the item will be confiscated until the student signs an agreement that they will not wear the item to school again.
   

All requests for student recommendations for transfer of schools are to be directed through the Registrar. A departure form must also be submitted. Once the official transfer process for a student begins, Sacred Heart may not guarantee a place for the student for the next academic year.

Tutoring Services K - 12
If a student wishes to be tutored, the student or her parents must contact the Principal.
 
A request can be made for a faculty member or a student tutor. 
A suggested fee for a faculty member is 7,000 yen per hour (including room charge).
A suggested fee for a student tutor is 1,500 yen per hour (no room charge).
 
Please note:

• Principals will do their utmost to find a suitable tutor.
• A teacher cannot tutor a student within his/her own class.
• Full-time faculty members will commence tutoring at 4:30 p.m. on Mondays, and at 4:00 p.m. on Tuesdays to Fridays. Prior to this time faculty members are contracted to be available for all students they teach.

It is expected that all students will wear the following uniform and adhere to the guidelines outlined below. The school uniform must be worn for its intended purpose in accordance with the uniform policy. Appropriate behavior is expected from students when wearing school uniform. On the occasion of a free dress day, students should dress according to the criteria put forth by the sponsoring group and approved by the Principal. All articles of clothing must be labeled with first and last names (Kindergarten & Junior School). All skirts, sweaters and P.E. shirts should be labeled with the student's name in MS/HS.
 

Kindergarten (K3 through K5)

• Red and white checked smock over the student’s play clothes may be purchased from Isetan Department Store or the School Shop.
• P.E. shoes (with good grips on the bottom) must be worn to school on P.E. days.
• “SunSmart” hat or cap from February - October. The “SunSmart” hat is optional and can be purchased from the Parents' Association Uniform Committee; however, every student must wear a hat or cap from February - October.
• Uniform backpack that can be purchased from the school.

Junior School (Grades 1 through 4)

• Regulation blue and green plaid pinafore
• Short- or long-sleeve white blouse (pointed or rounded collar)
• Flat-knit, navy blue sweater (round or V-neck)
• Navy blue socks, knee-highs, or tights
• Flat black or navy blue leather shoes (no boots, clogs, sandals) OR black sneakers
• Navy blue trousers may be worn all year round. These should be proper trousers (regular waist with straight legs) and not leggings, stretch pants or sweat pants.
• White turtleneck shirt may be worn under the regulation school blouse during cold weather.
• “SunSmart” hat or cap from February - October. The “SunSmart” hat is optional and can be purchased from the Parents' Association Uniform Committee; however, every student must wear a hat or cap outdoors from February - October.
• Hair accessories should be modest, inconspicuous and in the school uniform colors (navy blue, dark green, black, brown or white). Students are asked to not wear jewelry to school with the exception of one stud earring in each ear.
• During Art classes, students wear a green and white checked smock over their clothes, which may be purchased from Isetan Department Store or the School Shop. They may also wear an old, large shirt or T-shirt with their names written on the front.
• Navy blue fleece jacket (optional)
• If students wear watches to school, they should be the type of watches that only tell the time (no cameras, no recording capabilities, no wifi connectivity, etc.).

Middle and High School (Grades 5 through 12)
Students must come to and leave school in uniform, including footwear. In rainy or snowy conditions, students may wear waterproof boots to and from school, but must change into appropriate footwear upon arrival at school.
  
 Approved school uniform consists of:

• Blue and green plaid school skirt OR navy blue trousers. These should be proper trousers (regular waist with straight legs) and not leggings or sweatpants.
• Short- or long-sleeve button through white shirt or blouse with pointed collar (not knitted style). Shirt or blouse must be tucked inside the uniform skirt or navy trousers.
• Flat-knit, navy blue sweater, hip length cardigan or vest (round or V-neck).
• Navy blue ankle length socks, knee-high socks, flat-knit black or navy tights (solid colors, no decorations).
• Flat black or dark blue leather shoes with thin soles. Black sneakers are allowed.
• White turtleneck shirt may be worn under the school blouse during cold weather.
• Navy blue official school fleece jacket (optional)
• Navy blue blazer without a logo (optional)
• Coats, jackets, or non-uniform sweaters while indoors may be worn over the navy school sweater during cold weather for a certain length of time as designated by the school

The following items may not be worn during school hours, including lunch times:

• Scarves, beanies/hats
• Ear or body piercing jewellery, rings, bracelets and necklaces unsafe for PE
• Visible colored T-shirt and underwear underneath the school shirt or blouse

HS Students are permitted to wear varsity jackets in class during the school day as part of the school uniform. Individual safety related issues may be addressed by subject area teachers.

P.E. Uniform (Grades 1 through 10)

All Grades 1 through 10 students should wear the following uniform for P.E.:

• Regulation navy T-shirts with the white school logo and navy blue or black shorts
• Sports shoes and white socks
• Long-sleeve navy Sacred Heart PE shirt.
• During P.E., navy tracksuit pants may be worn from November to March.

Fleece Jackets for Cold Weather
School logo fleece jackets may be worn as an optional part of the school uniform. The fleece jackets are available from Top of the Class on the Sacred Heart store page.
  
Free Dress Days & Excursions
Sacred Heart students are expected to exercise good judgment in the choices they make regarding appropriate attire in the event of free dress days and excursions. As a general rule, nothing should be too tight, too short or too revealing. If in doubt, ask a homeroom teacher who can help decide what is appropriate attire.

Please note the following points:

• Comfortable footwear must be worn especially on excursions
• Leggings may be worn as a layer under a skirt, shorts or long shirt
• Any item of clothing that could potentially offend students/faculty of another culture, nationality or religion, is forbidden.
• Underwear should not be visible.
• Jeans are not allowed on Japan Day

At school, the Principal will make the final decisions about what is deemed appropriate or inappropriate attire. On excursions and trips, Homeroom Teachers and coaches/chaperones’ decisions are final.

USEFUL INFORMATION

USED UNIFORMS
The Parents’ Association sells new and used uniform items. Please check the PA Uniform Sale date on the school calendar or in the school principal’s newsletter. They cannot guarantee; however, that they will have your child’s size, as these are donations from parents whose children have left the school or have outgrown their uniforms.
Typically, the Parents’ Association has the following items in stock: pinafores, skirts, sweaters, blouses, trousers, smocks, vests, shorts, t-shirts and hats. They also sell new calico bags, hats, socks and tights. For more information, please contact the Uniform Committee at isshpauniform@gmail.com

NEW UNIFORMS
ISETAN DEPARTMENT STORE in Shinjuku is the only store that sells the school pinafores and skirts
The following items can be purchased from Isetan Department Store in Shinjuku: pinafores,
skirts, blouses, socks, sweaters, red smocks (Kindergarten) and green smocks (Junior School
Art). Custom-made uniforms are available with additional charges, but Isetan will adjust the skirts and pinafores at no charge, which usually takes about two weeks.

Directions to Isetan

• By taxi, tell the driver “Shinjuku Isetan”. Most taxi drivers will know where Isetan is located as it is a major department store in Tokyo. ‘School Uniform Shop’ is on the 3rd floor of Isetan Kaikan Building
• From the Hiroo subway stop take the Hibiya line to Kasumigaseki, change to the Marunouchi line and take the subway going in the direction of Shinjuku. Get off at Shinjuku San-chome (Exit B3, B4 or B5) and follow the directory signs to Isetan. The Admissions Director can also provide a map to Isetan.

SCHOOL UNIFORM SALE ON CAMPUS
Isetan will come to school in late August before school starts to sell uniform items. The Parents’ Association Uniform Committee sells used uniforms and P.E. uniform T-shirts at the beginning of the school year and bimonthly during the school year.

SCHOOL SHOP
The School Shop sells backpacks (K), smocks (K and JS Art), P.E. uniform T-shirts (JS, MS, HS), earphones, disposable masks and the following Sacred Heart goods (notebooks, water bottles, tote bags, erasers, mask cases and clear files).

School age visitors and guests to the school must have permission from the principal of the division. Visitors and guests are not permitted to attend classes but with division principal permission, may visit with friends during lunchtime. All visitors must sign in at the Lodge and wear a visitor tag.

Philosophy:
Wise Freedom Time is provided in High School to give students the opportunity to work quietly in a supervised classroom or the library. Students may also set up appointments with faculty if they need extra help, and the faculty member is free to meet with them. In line with the Sacred Heart goal of "Personal Growth in an Atmosphere of Wise Freedom", students are expected to be responsible and to use the time well. Napping is not permitted during Wise Freedom Time.

Procedure:
At the beginning of Wise Freedom Time, all students must go to the room they are allocated and check in with their supervisor. If they wish to use the resources in the Library or have an appointment with a teacher, they should ask the supervisor to give them a green permission slip. The purpose of the permission slip is SECURITY. The Wise Freedom Time supervisor must know where students are at all times. If students wish to work in areas such as the Pottery Studio or Art room, they have to make arrangements with the relevant subject teacher(s) for supervision. A permission slip is given to students in good faith: girls are trusted to work quietly and seriously in the area mentioned. If there is no space available in the Library, they are to return to the classroom promptly.

When a subject has been dropped, students are to use their time wisely, showing respectful consideration to their fellow students and teachers who are in class.  

Seniors (only) who have a study hall during Period 8 are allowed to go home if they do not have commitments after school.  These Seniors may leave at 2:50 p.m. and must sign out at the lodge as above.

Juniors who have Wise Freedom should go to the library to study independently and quietly. Spending time in the common room during Wise Freedom periods is not permitted. 

As part of the Senior Privileges Agreement, Seniors who have dropped a subject may study quietly in the common room or library. 
Normal library rules apply during Wise Freedom time; these are clearly posted in the libraries.

Sleeping, using phones and being on social media during Wise Freedom time are not appropriate behaviors in the library.

Yearbooks will be withheld at the end of the School year if a student has not returned all items that belong to the school or paid for any that are lost. This includes library books, textbooks, choir dresses, and sports team uniforms. Yearbooks will also be withheld if EDP bills are unpaid.