opportunities awaitâ¦ every student, every day! - Oldenburg Academy

Oldenburg Academy of the Immaculate Conception 

opportunities await… every student, every day! 

June 15, 2012 

Greetings! 

Did you know that the 2012‐2013 school year marks the Academy’s 160 th and the town of Oldenburg’s 175 th 

anniversary? As a school community, what a celebratory year to be at OA, and I am excited to announce the 

following important dates in advance for planning purposes. If you have a freshman, mark your calendar for 

August 8, 2012, from 8:00 – 1:00. On this day, freshman will get a jump start at being in high school by 

participating in freshman orientation and ending with a free lunch (freshman, feel free to wear any OA spirit top 

and school appropriate shorts!). All students will convene in regular uniform dress code on August 9, 2012. (In 

case you need to check, dress code requirements are posted on our website.) 

There is a lot of required information we need as a school, but it is only once a year and vital to both your 

son/daughter’s safety and our records. Forms must be filled out completely on a yearly basis and are located on 

our website to be filled out in advance so there is no wait. 

Book Days: 

• Thursday, August 2, (2:00 PM – 7:00 PM) 

• Friday, August 3, (9:00 AM – 2:00 PM) 

If you are not able to make those dates, you will need to arrange a time with the front office AFTER August 6, 

2012, as schedules will not be ready for distribution prior. 

If you would like to get a jump start on filling out the forms, you will be able to download everything after July 1, 

2012, on our website. 

Mrs. Lancaster will distribute schedules once all forms are filled out completely and turned in on book days. Final 

schedules will not be available until the dates above. Every attempt has been made to meet the requests of each 

student. If you have questions or concerns about your student's schedule, please contact the guidance office at 

(812)934.4440 x229 or via email at jlancaster@oldenburgacademy.org after registration. Please note that 

necessary schedule changes must be made by August 17, 2012. Any changes made after this date will result in a 

$50 rescheduling fee. 

Offices in the academic building will be closed the last two weeks of June and first two weeks of July. If you need 

to get in touch with anyone in the academic building, feel free to email or call and leave a message. The 

Administrative Offices located in ICA Hall (Advancement, Marketing, Finance, and President) will be open pending 

vacation schedules. 

I wish you and your family a fun and relaxing summer break, because August will be here before we know it to 

launch 160 years of a great, Catholic high school education in the ‘Burg! 

Peace and Blessings, 

Mrs. Bettina M. Rose 

Principal, Oldenburg Academy of the Immaculate Conception


opportunities await... every student, every day! 

Celebrating 160 

years 

2012-2013 OA Parent Volunteer Form 

page 2)


opportunities await... every student, every day! 

Celebrating 160 

years 

Earn Dollars for OA by Shopping at Kroger 

The Kroger Neighborhood Rewards Program has been replaced by the Kroger Community Rewards Program. 

This new program will be tied to your Kroger Plus Card. Kroger will pay up to $1,250,000 on a quarterly basis 

to participating organizations based on their percentage of spending as it relates to the total spending of 

all participating Kroger Community Reward organizations. All members will need to enroll their Kroger Plus 

cards online at the Kroger secure website. Your Plus card can only be tied to one organization. 

Help OA earn dollars by registering your card today! Register online at www.krogercommunityrewards.com 

Have your Kroger Plus card handy. If you do not yet have a Kroger Plus card, they are available at the customer 

service desk at any Kroger. 

• Click on Sign In/Register (if you have already registered your plus card) – then click on Kroger community 

Rewards and edit to input OA’s number 80221. 

• Most participants are new online customers, so they must click on Create an Account (top right of the 

page before they can assign OA to their Kroger Plus card. 

• Sign up for a Kroger Rewards Account by entering your email address and creating a password (save 

and continue) then enter zip code for the store you frequent, clicking on favorite store (save and continue), 

enter your Kroger Plus card number, and continue through the prompts until you activate your 

account. 

You will then get a message to check your email inbox and click on the link within the body of the email 

to confirm your email and preferences. 

• Click on My Account and use your email address and password to proceed to the next step 

• Click on Community Rewards and then Edit Community Rewards information – here is where you will 

enter OA’s NPO number. 

• Enter NPO number (OA’s number is 80221), or select organization from list and click on confirm. 

• To verify you are enrolled correctly, you will see your organization’s name on the right side of your 

information page. 

REMEMBER, purchases will not count for OA until after your card(s) is registered. Do you use your phone 

number at the register? Call 800-576-4377, select option 4 to get your Kroger Plus card number. 

Members must swipe their registered Kroger Plus card or use the phone number that is related to their registered 

Kroger Plus card when shopping for each purchase to count. 

The following purchases will not apply: Alcohol, tobacco, government assisted pharmacy expenses, postage 

stamps, Kroger company family of stores gift cards, green dot prepaid reloadable products, moneypaks, 1-2- 

3 rewards reloadable visa prepaid debit card, recharge cards, American Express Variable load gift cards, Visa 

variable load gift cards, MasterCard variable load gift cards, bottle deposits, lottery and promotional tickets, 

money orders, Western Union, fuel and fuel center purchases, and sales tax. Eligible pharmacy purchases 

include out of pocket co-pays for non-government assisted pharmacy programs.



Travel Release Form 

By signing below, I acknowledge and understand that because Oldenburg Academy (hereinafter referred 

to as the “school”) is a privately funded school, the school has limited transportation options that are 

provided by the school to its students. 

Further, I acknowledge and realize fully that it is often necessary for the school to arrange for adult 

supervisors, coaches, parents and/or guardians to use their personal vehicles to assist with transporting 

students to and from athletic and other co‐curricular activities. 

I give my permission for my child ________________________________, to ride with an adult 

Student’s Name 

supervisor, coach, parent and/or guardian approved by the school’s administration to and from 

athletic and other co‐curricular activities during the 2012‐13 academic year (July 15, 2012 to July 15, 

2013) as needed. 

I further understand that, once my permission is granted by signing below, it is my responsibility to 

notify, in writing, the school principal or athletic director if I want to withdraw my permission granted 

hereunder, or to also notify, in writing, the school principal or athletic director if there are any 

individuals I do not want my child to travel with. 

Further, I hereby agree to release and hold harmless the school and its employees and/or agents from 

any and all liability related to transportation provided under this general release. 

I certify that I am the proper person and have legal authority as parent and/or guardian to grant 

permission hereunder for the student listed above. 

_______________________________________ 

Signature of Parent 

_________________ 

Date 

_______________________________________ 

Signature of Student 

_________________ 

Date 

June 2012



Emergency Medical Form 

This information is required each year to aid Oldenburg Academy faculty and staff in complying with the changing requirements of health insurance 

policies as well as giving parental consent for the treatment of injuries. All students are required to complete this form. 

Student’s Name ____________________________________________ 

DOB_____________________________ 

Height __________ Weight _________ Grade Level (circle) 9 10 11 12 

Allergies/Medical Conditions ____________________________________________________________________________ 

Address _____________________________________________________________________________________________ 

2 nd Address__________________________________________________________________________________________ 

Residing County _____________________________________________ Home Phone______________________________ 

Emergency Contact __________________________________________ Emer. Phone ______________________________ 

Emergency Contact __________________________________________ Emer. Phone ______________________________ 

Father/Guardian_________________________________ 

Address ___________________________________________ 

Cell Phone ____________________ Home Phone _____________________ Work Phone __________________ 

Mother/Guardian_________________________________ 

Address ___________________________________________ 

Cell Phone ____________________ Home Phone _____________________ Work Phone __________________ 

Does the student have health insurance (circle)? Yes No 

Primary Insurance Company _____________________________________________________________________________ 

Name on Insurance Card ________________________________________________________________________________ 

Group Number_____________________________ 

Phone Number_____________________________ 

Policy Number_____________________________ 

Family Physician name/number _______________ 

I hereby authorize Oldenburg Academy faculty and staff any emergency medical treatment of my son/daughter should they 

become injured. Included in this consent is permission to transport and treat in route to a medical facility should the injury be 

deemed serious in nature. I also provide consent to the medical facility to perform any necessary procedures if I cannot be 

reached, and I understand that I am responsible for any payments to said medical facility if treatment is not covered by insurance. 

Signature of father/guardian _______________________________________ 

Date____________________ 

Signature of mother/guardian_______________________________________ Date____________________ 

June 2012



CONCUSSION ACKNOWLEDGEMENT AND SIGNATURE FORM 

FOR PARENTS AND STUDENT ATHLETES 

Student Athlete’s Name (Please Print): _____________________________________________________ 

Sport Participating In (If Known): _______________________________ Date: ____________________ 

Due to the new law “Student Athletes: Concussions and Head Injuries” (IC 20‐34‐7), schools are now required to 

distribute information sheets to inform and educate student athletes and their parents of the nature and risk of 

concussion and head injury to student athletes, including the risks of continuing to play after concussion or head 

injury. The law requires that each year, before beginning practice for an interscholastic or intramural sport, a 

high school student athlete and the student athlete’s parents must be given an information sheet, and both 

must sign and return a form acknowledging receipt of the information to the student athlete’s coach. The law 

further states that a high school athlete who is suspected of sustaining a concussion or head injury in a practice 

or game, shall be removed from play at the time of injury and may not return to play until the student athlete 

has received a written clearance from a licensed health care provider trained in the evaluation and management 

of concussions and head injuries. 

Parent ‐ please read the attached “Heads Up – Concussion in High School Sports – A Fact Sheet for Parents” and 

ensure that your child has also received and read “Heads Up – Concussion in High School Sports – A Fact Sheet 

for Athletes”. After reading these fact sheets, please sign below and ensure that your child also signs the form. 

Once signed, have your student athlete return this form to his/her coach. 

I am a student athlete participating in the above mentioned sport. I have received and read the Student Athlete 

Information Fact Sheet. I understand the nature and risk of concussion and head injury to student athletes, 

including the risks of continuing to play after concussion or head injury. 

_____________________________________________________________ 

(Signature of Student Athlete) 

___________________ 

(Date) 

I, as the parent or legal guardian of the above named student, have received and read the Parent Information 

Fact Sheet. I understand the nature and risk of concussion and head injury to student athletes, including the 

risks of continuing to play after concussion or head injury. 

_____________________________________________________________ 

(Signature of Parent or Guardian) 

___________________ 

(Date) 

June 2012

HEADS UP 

CONCUSSION 

IN HIGH SCHOOL 

SPORTS 

A FACT SHEET FOR PARENTS 

What is a concussion? 

A concussion is a brain injury. Concussions are caused by 

a bump, blow, or jolt to the head or body. Even a “ding,” 

“getting your bell rung,” or what seems to be a mild bump 

or blow to the head can be serious. 

What are the signs and symptoms? 

You can’t see a concussion. Signs and symptoms of concussion 

can show up right after the injury or may not appear or be 

noticed until days after the injury. If your teen reports one 

or more symptoms of concussion listed below, or if you notice 

the symptoms yourself, keep your teen out of play and seek 

medical attention right away. 

Signs Observed 

by Parents or Guardians 

• Appears dazed or stunned 

• Is confused about 

assignment or position 

• Forgets an instruction 

• Is unsure of game, score, 

or opponent 

• Moves clumsily 

• Answers questions slowly 

• Loses consciousness 

(even briefly) 

• Shows mood, behavior, 

or personality changes 

• Can’t recall events prior 

to hit or fall 

• Can’t recall events after 

hit or fall 

Symptoms Reported 

by Athlete 

• Headache or “pressure” 

in head 

• Nausea or vomiting 

• Balance problems or 

dizziness 

• Double or blurry vision 

• Sensitivity to light 

or noise 

• Feeling sluggish, hazy, 

foggy, or groggy 

• Concentration or memory 

problems 

• Confusion 

• Just not “feeling right” 

or is “feeling down” 

How can you help your teen prevent a concussion? 

Every sport is different, but there are steps your teens can take 

to protect themselves from concussion and other injuries. 

• Make sure they wear the right protective equipment for their 

activity. It should fit properly, be well maintained, and be 

worn consistently and correctly. 

• Ensure that they follow their coaches' rules for safety and 

the rules of the sport. 

• Encourage them to practice good sportsmanship at all times. 

What should you do if you think your teen has a 

concussion? 

1. Keep your teen out of play. If your teen has a concussion, 

her/his brain needs time to heal. Don’t let your teen 

return to play the day of the injury and until a health 

care professional, experienced in evaluating for concussion, 

says your teen is symptom-free and it’s OK to return to 

play. A repeat concussion that occurs before the brain 

recovers from the first—usually within a short period of 

time (hours, days, or weeks)—can slow recovery or increase 

the likelihood of having long-term problems. In rare cases, 

repeat concussions can result in edema (brain swelling), 

permanent brain damage, and even death. 

2. Seek medical attention right away. A health care professional 

experienced in evaluating for concussion will be able 

to decide how serious the concussion is and when it is safe 

for your teen to return to sports. 

3. Teach your teen that it’s not smart to play with a concussion. 

Rest is key after a concussion. Sometimes athletes wrongly 

believe that it shows strength and courage to play injured. 

Discourage others from pressuring injured athletes to play. 

Don’t let your teen convince you that s/he’s “just fine.” 

4. Tell all of your teen’s coaches and the student’s school nurse 

about ANY concussion. Coaches, school nurses, and other 

school staff should know if your teen has ever had a concussion. 

Your teen may need to limit activities while s/he is recovering 

from a concussion. Things such as studying, driving, working 

on a computer, playing video games, or exercising may cause 

concussion symptoms to reappear or get worse. Talk to your 

health care professional, as well as your teen’s coaches, 

school nurse, and teachers. If needed, they can help adjust 

your teen’s school activities during her/his recovery. 

If you think your teen has a concussion: 

Don’t assess it yourself. Take him/her out of play. 

Seek the advice of a health care professional. 

It’s better to miss one game than the whole season. 

For more information and to order additional materials free-of-charge, visit: www.cdc.gov/Concussion. 

June 2010 

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES 

CENTERS FOR DISEASE CONTROL AND PREVENTION

HEADS UP 

CONCUSSION 

IN HIGH SCHOOL 

SPORTS 

A FACT SHEET FOR ATHLETES 

What is a concussion? 

A concussion is a brain injury that: 

• Is caused by a bump, blow, or jolt to the head 

or body. 

• Can change the way your brain normally works. 

• Can occur during practices or games in any sport 

or recreational activity. 

• Can happen even if you haven’t been knocked out. 

• Can be serious even if you’ve just been “dinged” 

or “had your bell rung.” 

All concussions are serious. A concussion can affect 

your ability to do schoolwork and other activities (such 

as playing video games, working on a computer, 

studying, driving, or exercising). Most people with a 

concussion get better, but it is important to give your 

brain time to heal. 

What are the symptoms of a concussion? 

You can’t see a concussion, but you might notice 

one or more of the symptoms listed below or that you 

“don’t feel right” soon after, a few days after, or even 

weeks after the injury. 

• Headache or “pressure” in head 

• Nausea or vomiting 

• Balance problems or dizziness 

• Double or blurry vision 

• Bothered by light or noise 

• Feeling sluggish, hazy, foggy, or groggy 

• Difficulty paying attention 

• Memory problems 

• Confusion 

What should I do if I think I have a concussion? 

• Tell your coaches and your parents. Never ignore a 

bump or blow to the head even if you feel fine. Also, 

tell your coach right away if you think you have a 

concussion or if one of your teammates might have a 

concussion. 

• Get a medical check-up. A doctor or other health 

care professional can tell if you have a concussion 

and when it is OK to return to play. 

• Give yourself time to get better. If you have a 

concussion, your brain needs time to heal. While your 

brain is still healing, you are much more likely to have 

another concussion. Repeat concussions can increase 

the time it takes for you to recover and may cause 

more damage to your brain. It is important to rest and 

not return to play until you get the OK from your 

health care professional that you are symptom-free. 

How can I prevent a concussion? 

Every sport is different, but there are steps you can 

take to protect yourself. 

• Use the proper sports equipment, including personal 

protective equipment. In order for equipment to 

protect you, it must be: 

- The right equipment for the game, position, or activity 

- Worn correctly and the correct size and fit 

- Used every time you play or practice 

• Follow your coach’s rules for safety and the rules 

of the sport. 

• Practice good sportsmanship at all times. 

If you think you have a concussion: 

Don’t hide it. Report it. Take time to recover. 

It’s better to miss one game than the whole season. 

For more information and to order additional materials free-of-charge, visit: www.cdc.gov/Concussion. 

June 2010 

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES 

CENTERS FOR DISEASE CONTROL AND PREVENTION



CONCUSSION EVALUATION AND RELEASE TO PLAY 

FORM FOR LICENSED HEALTH CARE PROVIDERS 

‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ 

(SECTION ONE: Completed by School Personnel) 

Student Name: _______________________________________________ Date: ______________ 

Sport’s Team: _________________ Grade: __________ Number of Past Concussions: __________ 

Brief Description by School Personnel of How Injury Occurred and Why Concussion is Suspected: 

__________________________________________________________________________________ 

‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ (SECTION TWO: 

Completed by Licensed Health Care Provider) 

Per Indiana Code 20‐34‐7, a student athlete who is suspected of suffering a concussion may not return to play until 

the student athlete has been evaluated by a licensed health care provider trained in the evaluation and 

management of concussions and head injuries and receives a written clearance to return to play from the health 

care provider who evaluated the student athlete. 

Health Care Provider Name: ____________________________________________________________ 

License Number: ______________________ Licensing Board: _________________________________ 

I have evaluated the above mentioned student athlete and the student athlete is: 

______ NOT cleared to participate in any sports‐related activities (including gym class) until seen for a 

follow‐up exam 

______ Cleared, as of today, to return to all activities, including sports, without restrictions 

______ Cleared to return to all activities, including sports, without restrictions, 

on the following date* ‐ _______________ 

______ Cleared to return to sports following the schedule below: 

Step 1: May participate in light activity on the following date* ‐ ____________________ 

(10 minutes on an exercise bike, walking, or light jogging; but no weight lighting, jumping or hard running) 

Step 2: May participate in moderate activity on the following date* ‐ __________________ 

(Moderate intensity activity on an exercise bike, jogging or weight lifting {reduced time and/or weight 

than normal}) 

Step 3: May participate in heavy; non‐contact physical activity on the following 

date* ‐ 

(Sprinting, running, high‐intensity exercise bike, and weight lifting; but no contact sports) 

Step 4: May return to practice and full contact in a controlled practice setting on the 

following date* ‐ _______________ 

Step 5: May return to full game play on the following date* ‐ ______________ 

______ Other – please list: 

* Please note that if signs and symptoms of a concussion occur, the student must return to the previous stage and 

parents must contact the licensed health care provider for instructions. 

_____________________________________________ 

(Signature of Health Care Provider) 

__________________________ 

(Date) 

June 2012



One Call Now 

Dear Parent(s) or Guardian(s), 

Once again, Oldenburg Academy will utilize the phone service One Call Now. This system will allow the 

school recording service to contact any number listed below within a short amount of time in the event 

of an emergency, weather related concern, or a news flash. 

Mark in the following box if you would or would not like to be included. 

Sincerely, 

Bettina Rose 

Principal, Oldenburg Academy 

I do want to be added to the One Call Now phone list. 

(Please fill out as many numbers necessary covering the information listed below.) 

I do not want to be added to the Once Call Now phone list. 

The following is the contact information I wish to have documented in the system: 

Last Name First Name Grade Phone 1 Phone 2 

June 2012



Parking Permit 

The privilege of driving to school will be granted by the administration upon the completion of this form, 

payment of $5.00 for the purchase of a parking permit (if you already have a driving permit, please fill in the 

permit number below), and presentation of a copy of a valid driver’s license. 

The student, as well as the parent/guardian who own the motor vehicle, hereby consent to allow search of this 

motor vehicle in the event that there is reasonable cause. Refusal to provide or allow access when requested to 

a motor vehicle on the below listed premises for search shall be cause for the termination of this privilege 

without further recourse. 

The vehicle must display the parking permit when parked on Oldenburg Academy campus, OA and Holy 

Family parking lots, and both Vine and Washington Streets. If it is not displayed, driving privilege may be 

revoked. 

Student Name____________________________________________ 

Date __________________ 

Parent/Guardian Signature__________________________________ 

Date __________________ 

Student Grade (circle) 9 10 11 12 

Parking Permit # (if applicable) _______________________________ 

Vehicle License Number __________________________________ 

State ________________ 

Year, Make, Color Model of Vehicle ______________________________________________________ 

Insurance Company _____________________________ Policy # ________________________________ 

Agent ________________________________ 

Paid_______ Date ______________ 

OFFICE USE ONLY 

Parking Location________________ 

Vehicle Parking Permit # _______ 

June 2012



Help Oldenburg Academy Earn Free Dollars! 

In 2011‐2012 we received $1477 in government reimbursement! 

We need your help to receive this amount again. 

• The State Government reimburses Oldenburg Academy in proportion to the number of students who 

qualify for the free and reduced lunch program. 

• The Archdiocese of Indianapolis requests this data when considering donations to Oldenburg Academy 

through the Celebrating Catholic Schools Endowment Fund. 

• Students who qualify for the free and reduced lunch program receive a discount for AP testing fees. 

Please complete this form and bring it with you to school on 

Thursday August 2nd (2 pm‐7 pm) or Friday August 3rd (9 am‐2 pm) 

All information is kept confidential! 

Please note: The form below is the Income Eligibility Guideline from the Federal Government to determine free 

and reduced lunches. We do not have a free/reduced lunch program at Oldenburg Academy. 

INCOME ELIGIBILITY GUIDELINE 

(Effective from July 1, 2012 to June 30, 2013) 

Please circle income level to household size. You need not add the names of each person within your 

household. Please sign and return this form regardless if you are in the guidelines or not. Thank You! 

According to the guidelines in the chart above, the family of _________________________ (is / is not) eligible 

(Student Name) 

(Circle one) 

for the Federal free or reduced price meal program. If eligible, please list Parent’s/Guardian’s Social 

Security number: _____________________ Please list names and grade of each child at Oldenburg Academy 

_________________________________________________________________________________________ 

______________________________________________ 

(Parent/Guardian Signature) 

_____________________________ 

(Date) 

June 2012



2012-2013 iPad Accidental Damage Coverage 

Oldenburg Academy of the Immaculate Conception, Inc. recognizes that with the implementation of the iPad initiative 

there is a need to protect the investment by both the school and the student/parent. The following outlines the various 

areas of coverage. 

School Coverage 

School coverage is available for students and parents to cover one iPad replacement in the event of accidental damage. 

The coverage cost is $75.00 annually per iPad with a maximum cost of $225.00 per family per year. This plan will include 

one replacement per student; additional replacements will cost the student/parent the cost of repairs up to the full 

value of an iPad and accessories (approximately $550). The iPad charger/adapter and case are not covered under this 

policy. 

Personal Responsibility/No Insurance 

Students/parents may wish to carry their own personal insurance to protect the iPad in cases of theft, loss, or accidental 

damage. Please consult with your insurance agent for details about your personal coverage of the iPad computer. If 

parents do not wish to carry any insurance on the student iPad they will assume total responsibility for any theft, loss, or 

damage that may occur. 

Please choose one of the following options: 

School Protection Plan 

I choose to pay Oldenburg Academy an annual protection payment for coverage of accidental damage in the amount of 

$75.00. The family maximum will be $225.00 for family coverage when there are three or more students enrolled in 

Oldenburg Academy. This annual coverage begins upon receipt of the payment and ends at the conclusion of each 

school year. Fee is non‐refundable. The student is responsible for managing the iPad at all times. Damage, loss, and/or 

theft due to student neglect will not be covered. 

Personal Responsibility/No Insurance 

I agree to pay for the replacement of the iPad and accessories (approximate cost $550) should the iPad be stolen, lost, 

damaged in any way, or not returned to Oldenburg Academy upon request. 

Parent Name (Please Print):__________________________________________________________________________ 

Parent Signature: ___________________________________________________________ Date: _________________ 

Student(s) Name(s):________________________________________________________________________________ 

ADDITIONAL INFORMATION: Please be aware that you are responsible for the care of the iPad that is issued to your 

student and any damage incurred upon the iPad will be your responsibility. 

NEGLEGENT/MISUSE DAMAGE: Students/Parents are responsible for full payment of intentional damage to iPads. 

Warranty, Accidental Damage Protection, or School iPad Protection DOES NOT cover intentional damage of the iPads. 

Damage incurred due to negligent behavior is not covered by the OA accidental damage plan. Please review your iPad User 

Agreement for behavior considered negligent. 

June 2012 iPad#______________ Check #_____________ Cash_____________



Oldenburg Academy Technology Code of Conduct 2012-2013 

Technology resources at Oldenburg Academy are provided for the purpose of supporting the educational 

mission of the school. Our goal in providing these resources is to promote educational excellence by facilitating 

resource sharing, innovation, research, creativity, and communication. 

Learning results from the continuous dynamic interaction among students, educators, parents and the extended 

community. Technology immersion does not diminish the vital role of the teacher. To the contrary, it transforms 

the teacher from a director of learning to a facilitator of learning. Effective teaching and learning with 

technology, including the iPad, integrates technology into the curriculum anytime, anywhere. 

Here at Oldenburg Academy we have a strong commitment to providing a quality education for our students, 

including access to and experience with current technology and internet resources. We have taken several steps 

to protect students from accessing inappropriate materials on the Internet; unfortunately, it is possible for the 

internet content filter to be inaccurate, or for students to succeed when trying to circumvent its security 

measures, so we cannot guarantee that students will not be exposed to inappropriate materials at all times. It 

therefore remains essential for students to accept responsibility for the proper use of the technological 

resources available at school. 

My Big Campus (MBC), a web‐based application, will be utilized at Oldenburg Academy. MBC will extend 

educational interactions beyond the classroom. This service allows students to participate in an online learning 

environment similar to on‐line social media forums. Use of this program directly ties to our curriculum goals of 

teaching digital citizenship and Internet safety. My Big Campus is provided through the OA internet content 

filtering service, all online interactions taking place through this web service will be scanned for inappropriate, 

objectionable, and/or harmful content. Online activity may also be monitored by the teacher and 

administration. Students will be expected to follow the attached technology code of conduct. 

My Big Campus will allow collaboration between students and teachers both inside and outside of the classroom 

in a private, monitored environment. Users will have access to learning resources including teacher approved 

online videos, websites, and uploaded documents as well as other Web 2.0 tools. Students will also be able to 

upload documents to MBC to be retrieved on school computers as well as at home without having to transfer 

information back and forth. Because students will need to sign into MBC with an OA provided username and 

password, all student activity can be monitored for safety and compliance to federal rules and guidelines. 

Parents are requested to allow their children to access MyBigCampus.com from their home computers in order 

to participate in on‐line class discussions beyond the school day, and to upload and submit documents and 

assignments electronically. 

As this program is introduced, teachers and administration will be reviewing the procedures for creating and 

maintain a safe and respectful on‐line academic forum with all students. 

Use of technology is a privilege that carries responsibilities and behavioral expectations consistent with all 

school rules and policies, including but not limited to those stated in the handbook. The policies, procedures and 

information within this document apply to all technology used at Oldenburg Academy, including any device 

considered by the Administration to come under this policy. Teachers may set additional requirements for use in 

their classroom. 

It is understood that members of the Oldenburg Academy community will use all types of computing devices 

and the school network in a responsible, ethical, and legal manner at all times.

Acceptable Use Policy 

An Oldenburg Academy student is expected to abide by the technology guidelines set forth by the school. 

1. Any viewing, sharing, or development of material containing inappropriate content, offensive language, or 

derogatory rumors/gossip is strictly prohibited, except as expressly authorized in connection with approved 

curricula and course materials. 

2. Any activity, whether utilizing the Oldenburg Academy network or other means of electronic 

communication, which would pose a risk of physical harm to persons or property is prohibited. 

3. Privacy of self and others will be protected by not revealing passwords, addresses, or other personal 

information on the Internet without the guidance of a parent or faculty member. 

4. All information and media acquired through the Internet or other information technologies will be 

documented and properly cited. 

5. Certain materials may not be copied or reproduced without the permission of the author. It is the student’s 

responsibility to ascertain whether the use of such material without permission is covered by lapse of 

applicable copyrights, the fair use doctrine, or other exceptions. 

6. The Oldenburg Academy network or any data on the network may not be accessed without authorization. 

This includes, but is not limited to, accessing the network using any account other than a student’s own. 

7. My Big Campus web portal for social media activates, even from home or other non‐school locations will 

continue to be monitored and the student is expected to adhere to all OA technology guidelines and 

regulations. 

8. All computing equipment and related resources will be used appropriately and responsibly, with minimal 

wear and tear. Computer environments will be kept clean and consistent, causing no unnecessary work for 

others. Valuable resources, including, but not limited to, printer paper and toner, server disk space, and 

network bandwidth will be conserved, as much as possible. Printing, file storage, and data transfer activities 

will be self‐monitored. 

9. An Oldenburg Academy student is always a representative of the school and we expect students to consider 

whether their electronic communications, or the contents thereof, may be regarded as offensive, hurtful, or 

otherwise inappropriate by other students, faculty, or person associated with or not associated with 

Oldenburg Academy. 

10. Student should be mindful of the permanence of many forms of electronic communication. 

11. All student communications with employees or other adult supervisors at Oldenburg Academy are subject to 

these policies, no matter the location of such communication. 

iPad Equipment 

1. Oldenburg Academy retains sole ownership of the iPad and related equipment. The iPad will be issued to 

students according to the guidelines set forth in this document. The Technology Department and 

Administration retains the right to collect and/or inspect the iPad at any time and to alter, add, or delete 

installed software or hardware. Graduating seniors will have a buyout option to purchase the iPad. 

2. In the event that the iPad is inoperable, Oldenburg Academy has a limited number of spare iPads for use 

while the iPad is repaired or replaced. This agreement remains in effect for the substitute. If a student 

forgets to bring their iPad or power charger to school a substitute will not be provided. 

3. Each student will be permitted to alter or add files to customize the assigned iPad to their own working 

styles (i.e. System Preferences). Students will be allowed to access their personal iTunes account, however, 

any student found to have inappropriate materials, images, music, etc. will have disciplinary action taken, up 

to and including the loss of their iPad privileges. The Oldenburg Academy Administration, Technology 

Department, and faculty have the right to inspect all iPads at any given time without notice. 

4. In the event that any damage occurs or if the iPad is lost, it needs to be reported to the Technology 

Department immediately along with an iPad Repair Form. 

5. Under no circumstances should iPads be left in unsupervised areas. Any iPad left in these areas is in danger 

of being stolen.

Service Expectations 

1. I understand that although Oldenburg Academy has put security measures in place, it cannot guarantee that 

every bad website or inappropriate content will be blocked from student access. I also understand that OA does 

not guarantee that all students will have access to computers, printers, the internet, or files stored on its servers 

100% of the time. I will always be prepared for the possibility that computers or access to the network may not 

function on any given day, and that files on OA servers may become corrupted or lost. 

This form must be completed by anyone requesting to utilize any technology, including the internet, through 

Oldenburg Academy. This form is required to be signed by both the student and parent. This agreement is a 

legally binding agreement for all users who sign it whether accessing the internet through equipment provided 

by Oldenburg Academy or through private means. 

I acknowledge that I have received a copy of the internet policy for Oldenburg Academy and that I have both 

read that policy and understand the terms outlined for accessing the internet. I also acknowledge that I am 

responsible for the use of my user identification and password. I further acknowledge that any violations of the 

policy, as written, may result in the cancellation of my access privileges. As a student of Oldenburg Academy, I 

further acknowledge that misuse of the internet will result in appropriate disciplinary and/or legal action. 

Student Name (Please Print): 

Name: _____________________________________________________________________________________ 

Student Signature: _________________________________________________ Date: ______________________ 

Parent/Guardian Statement 

As a parent or guardian for the above named individual, I have read the Technology Code of Conduct policy for 

Oldenburg Academy, and I understand and agree to the provisions listed. I herby give my permission for internet 

access to be established for the above named individual both acknowledging and certifying that the information 

contained on this form is correct. 

I also realize that there are resources available through the internet that may be considered inappropriate. I 

acknowledge I will not hold Oldenburg Academy or its employees responsible for any materials acquired on the 

internet by the above named student. I further accept full responsibility for supervision if and when that above 

named student is not in a school setting and on the internet. 

Parent/Guardian Name:______________________________________________________________________ 

Parent/Guardian Signature: ___________________________________________ Date: ____________________

Technology Agreement 2012‐2013 

Student Pledge 

1. All visited websites must be in alignment with Oldenburg Academy’s policies. 

2. I will only use my iPad for educational purposes during the school day. 

3. I understand that social sites like FaceBook are not acceptable to use during school as well as imessages and 

Facetime. 

4. I will protect my iPad by carrying it in a case. I also understand that placing my iPad in my book bag unprotected 

may cause damage to the iPad. 

5. I will take good care of my iPad. 

6. I will never leave the iPad unattended. 

7. I will never loan out my iPad to other individuals. 

8. I will know where my iPad is at all times. 

9. I will charge my iPad’s battery daily. 

10. I will keep food and beverages away from my iPad since liquid spills may cause damage to the device. 

11. I will not disassemble any part of my iPad or attempt any repairs. 

12. I will use my iPad in ways that are appropriate and meet Oldenburg Academy expectations. 

13. I will not place decorations (such as stickers, markers, etc.) on the iPad or case. I will not deface the serial 

number label on any iPad. 

14. I understand that my iPad is subject to inspection at any time without notice and remains the property of 


15. I will follow the policies outlined in the Acceptable Use Policy and the Technology Code of Conduct while at 

school, as well as outside the school day. 

16. I will file a police report in case of theft, vandalism and other acts covered by insurance. 

17. I will be responsible for all damage or loss caused by neglect or abuse. 

18. I agree to return the iPad, case and power cords in good working condition. 

19. I understand that My Big Campus is an extension of our school learning environment and therefore, all school 

rules and expectations apply. 

20. I understand that items posted on MBC may be seen by everyone at school and at home, and items posted on 

the Internet can be seen by everyone in the world. 

21. I understand that using the computer network, iPad, and My Big Campus is a privilege I must earn and maintain 

by my responsible use. If I don’t use the computer or iPad properly or treat others respectfully on‐line, I will lose 

that privilege and face disciplinary actions and my parents will be notified. 

I agree to the stipulations set forth in the Technology Code of Conduct and the Student Pledge. Any violations 

of this agreement will void the iPad protection plan if purchased with Oldenburg Academy. 

Name: ___________________________________________________________________________________ 

Student Signature: _________________________________________________ Date: __________________ 

Parent/Guardian Name: _____________________________________________________________________ 

Parent/Guardian Signature: _________________________________________ Date: ___________________ 

Individual school iPad tablet and accessories must be returned to the Oldenburg Academy Technology 

Department at the end of each school year. Students, who graduate early, withdraw, are suspended or 

expelled, or terminate enrollment at Oldenburg Academy for any other reason must return their individual 

school iPad on the date of termination.



Student Photo Release Form 2012-2013 

Oldenburg Academy is proud of all of our students and their many successes. The Academy is excited to celebrate 

your son and/or daughter’s accomplishments, and often includes photos when doing so. Group pictures are used 

most often, but individual photos are used when appropriate. Student photos typically appear in the following 

communications. 

Print photos include but are not limited to: 

• The monthly Close Up 

• The weekly OA News 

• Press releases (sent to newspapers) 

• School brochures and flyers 

• Magazine and newspaper ads publicizing OA 

Note: Student names sometimes appear with photos in these publications. 

Online photos appear on: 

• The school website ‐ www.oldenburgacademy.org 

• The Oldenburg Academy Facebook page 

• The Oldenburg Academy Blog 

Note: Student names sometimes appear with photos in these publications. 

Please be aware that students may “tag” or caption photos of themselves or their friends on Facebook. 

Student photo release 

Please check yes or no for student photo release permission. 

Photo Type Yes No 

Print Photos 

Online Photos 

PHOTO TYPE YES NO 

Student name _____________________________________________________________ 

Parent signature ___________________________________ Date ___________________ 

June 2012



Please check below if the position includes one or both of the following: 

_________ Driving as part of the job responsibilities 

_________ Access to funds of over $1,000.00 

Revised 6/2012 

Background Check Policy 

Purpose of Background Checks 

As a school, we value the safety of children in our care, our employees, volunteers, and the people whom we serve. We want to take 

prudent measures to protect our human and material resources. Therefore, it is the policy of Oldenburg Academy of the Immaculate 

Conception to conduct background checks on the people we hire, coaches, and volunteers. 

A background check refers to a review of police records to determine if there is a history of criminal activity. A conviction of a crime 

does not automatically preclude working with our students. Individual circumstances will be considered. In addition, driving records 

will be checked for anyone who drives as part of their job or volunteer responsibilities. Credit ratings will be reviewed for anyone 

with access to funds of over $1,000.00. Your offer of employment and/or volunteer service is contingent on the results of the 

background check. 

Release of Claims 

Oldenburg Academy of the Immaculate Conception does an independent police background checks. The undersigned applicant does 

hereby release, and forever discharge, Oldenburg Academy of the Immaculate Conception, Barada Associates Inc., and all state and 

county repositories, their heirs, executors, administrators, officers, stockholders, partners, agents, employees, spouses, successors, 

representatives and insurers, from any present or perspective claim of any kind, resulting from any alleged liability for conducting a 

background investigation which may include, but is not limited to, reference checks from former employers and educational 

references, verification and information checks with the Social Security Administration, criminal courts, state and county repositories 

of criminal records, Department of Motor Vehicles, credit bureaus, and employer mutual associations. In some situations we will 

conduct a simple police background check. 

I have read the above and understand it fully and recognize that I am releasing Oldenburg Academy of the Immaculate Conception, 

Barada Associates Inc., and any state or county repository from and liability with the background check which is conducted by 

Oldenburg Academy of the Immaculate Conception and Barada Associates Inc. 

Print Full Name______________________________________________________________________________________________ 

Current Address_____________________________________________________________________________________________ 

City, State, Zip_______________________________________________________________________________________________ 

Previous Address_____________________________________________________________________________________________ 

City, State, Zip_______________________________________________________________________________________________ 

Date of Birth __________________________________ RACE ______________________SEX________________________________ 

Signature _______________________________________________________________ Date _______________________________ 

___________________________________________________________________ 

TO BE COMPLETED BY Oldenburg Academy REPRESENTATIVE 

Contact Person ______________________________________________________________________________________________ 

Position which the Applicant is Seeking ___________________________________________________________________________



Volunteer’s Code of Conduct 

Our children are the most important gifts God has entrusted to us. As a volunteer, I promise to strictly follow the rules 

and guidelines in this Volunteer’s Code of Conduct as a condition of my providing services to the children and youth of 

the Oldenburg Academy school and school community. 

As a volunteer, I will: 

• Treat everyone with respect, loyalty, patience, integrity, courtesy, dignity and consideration. 

• Avoid situations where I am alone with children and/or youth at school activities. 

• Use positive reinforcement rather than criticism, competition, or comparison when working with children and/or 

youth. 

• Refuse to accept gifts from children and/or youth or their parents/guardians without approval from the President or 

Principal. 

• Refrain from giving gifts to children and/or youth or their parents/guardians without prior approval from the 

President or Principal. 

• Report suspected abuse to administration or appropriate supervisor and the local Child Protection Services agency. I 

understand that failure to report suspected abuse to civil authorities is, according to the law, a misdemeanor. 

• Cooperate fully in any investigation of abuse of children and/or youth. 

• Uphold the mission and philosophy of Oldenburg Academy at all times. 

• Speak supportively of administration/faculty/staff/coaches and all Oldenburg Academy employees. 

• Address concerns/questions to appropriate personnel. 

• Maintain professional boundaries at all times when interacting with Oldenburg Academy students. 

• Maintain strict confidentiality regarding personal/academic/professional information about any child/student and 

Oldenburg Academy employee. 

• Be supportive and affirming of all Oldenburg Academy administration, employees, volunteers, parents/guardians, 

and students. 

• Do all that I can to promote the mission and values of Oldenburg Academy. 

As a volunteer I will not: 

• Smoke or use tobacco products in the presence of children and/or youth. 

• Use, possess, or be under the influence of alcohol at any time while volunteering. 

• Use, possess, or be under the influence of illegal drugs at any time. 

• Pose any health risk to children and/or youth (i.e., no fevers or other contagious situations). 

• Use any from of corporal discipline such as striking, spanking, shaking or slapping. 

• Humiliate, ridicule, threaten, or degrade children and/or youth. 

• Touch a child and/or youth in a sexual or other inappropriate manner. 

• Use any discipline that frightens or humiliates children and/or youth. 

• Use profanity in the presence of children and/or youth. 

• Engage in gossip or character defamation conversations. 

I understand that as a volunteer working regularly with children, youth, and/or minors, I am subject to a thorough 

background check including criminal history. I understand that volunteering regularly to work with children and/or 

youth attending Oldenburg Academy requires a police background check prior to beginning volunteer work. 

___________________________________ __________________________ _____ _____________ 

Volunteer’s Printed Name Volunteer’s Signature Date 

June 2012



Medication Form 

This form may be reproduced and is required before any prescription or nonprescription medicine is administered at 


For the safety of our students, we will not administer any medicine until after first period. If it is necessary to administer 

medication, this form will need to be filled out and on file. 

1. Medication MUST be delivered in the original container with the student’s name marked clearly on the label that 

MUST be kept in the school office. 

2. If medication is changed or discontinued, notify the school in writing and pick up any remaining medication within 

the week it was discontinued. 

Student’s Name 

________________________________________________________________________________________________ 

Please complete the following information: 

Name of medication ________________________________________________ Dose__________________________ 

Duration of dose ___________________________________________________ 

Possible side effects ________________________________________________________________________________ 

Name of medication ________________________________________________ Dose__________________________ 

Duration of dose ___________________________________________________ 

Possible side effects ________________________________________________________________________________ 

Physician’s Name __________________________________________________ Phone__________________________ 

Parent/Guardian Signature 

__________________________________________________________________________________________________ 

June 2012



Oldenburg Academy of the 

Immaculate Conception 

2012-2013 

STUDENT HANDBOOK 

Let’s celebrate as we launch our 160 th year in education! This handbook outlines your responsibilities as a member 

of the Oldenburg Academy community. As students, the exception is to be your best. Our campus ministry motto is 

“Be Christ to others, and let others be Christ to you.” This is your responsibility throughout your time at Oldenburg 

Academy. 

This student handbook provides guidance that will help achieve academic success, spiritual growth and personal 

responsibility. Understanding the Mission Statement, Guiding Principles, academic structure, service program, 

dress code, and conduct codes are critical in achieving excellence as a student. 

Be proud of being a student of Oldenburg Academy as the school community celebrates with you your successes 

and will assist you in achieving greatness. May the 2012‐2013 school year be one of many blessings for you, your 

friends, classmates and your family. 

______________________________________________________________________________ 

1 Twister Circle 

P.O. Box 200 

Oldenburg, IN 47036 

812‐934‐4440 (phone) 

812‐934‐4838 (fax) 

Website: www.oldenburgacademy.org 

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Academy Policy and Regulations Acceptance 

Agreement 

Sign and return this page to the school office at book days in August or no later than the first day 

of school. 

Indiana state law requires a student’s parent/legal guardian to acknowledge in writing that they 

have received or understand the location of where to obtain a copy of the school handbook 

containing all policies applicable to student/parent responsibilities while attending Oldenburg 


For, and in acceptance of the student named below, we hereby agree to accept and abide by all 

rules, regulations, policies, and procedures adopted or implemented by Oldenburg Academy as 

outlined in the online handbook. 

We also understand our duty as parents/guardians are to model the conduct that Oldenburg 

Academy expects of our son/daughter. We pledge to promote positive choices for our youth and 

provide support for social issues for which they are faced. 

By signing, we also hereby acknowledge that we have been furnished with the location of a copy of 

the Oldenburg Academy Student Handbook for the 20121‐2013 school year, that we have or will 

read the handbook, and that this agreement has been entered into of our own free will and accord. 

We also understand that we are responsible for the payment of all financial obligations such as 

tuition, class fees, and lost or damaged books resulting from our son’s/daughter’s attendance at 


Student (Please Print): ______________________________________ 

Student Signature: _________________________________________ 

_____/____/2012 

Father/Legal Guardian (Please Print): _______________________________________ 

E‐mail Address: ________________________________________ 

Signature: _____________________________________________ _____/_____/2012 

Mother/Legal Guardian (Please Print): ______________________________________ 

E‐mail Address: ________________________________________ 

Signature: _____________________________________________ _____/_____/2012 

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Notice of Nondiscriminatory Policy 

Oldenburg Academy does not discriminate on the basis of race, color, creed, or ethnic origin in the 

administration of educational and admission policies, financial aid, and other school administered 

programs. We are a Catholic school; nevertheless, we welcome students of any religious faith. 

TABLE OF CONTENTS 

Vision Statement/Philosophy of Education page 4 

School Calendar page 5 

Class Schedule/Class Moderators/STUCO Officers page 6 

Faculty/Staff Listing page 7 

Spiritual Life/Campus Ministry page 8 

Service and Volunteer Requirements page 9 

Scheduling Classes/Academic Program page 10 

Diploma Requirements/Grading Scale pages 11‐12 

Honor Roll/Advanced Placement page 13 

Transcripts/Summer School/Exams page 14 

Academic Probation page 14 

Testing/Report cards/Awards/Field Trips page 15 

Student Health/Attendance page 16 

Part‐Time Students/Foreign National Students page 17 

Student Dress Code pages 17‐18 

Student Code of Conduct page 18 

Conduct and Discipline pages 18‐21 

Technology page 22 

Electronic Devices/Internet Etiquette page 23 

Food and Drinks/Alcohol & Drug Policies pages 24‐25 

Driving page 25 

Emergency Procedures page 25 

Athletics pages 26‐29 

Co‐Curricular Activities pages 30‐31 

Parent/Guardian Involvement page 33 

Tuition page 33 

Music Contests page 34 

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VISION STATEMENT 

Oldenburg Academy of the Immaculate Conception will be the outstanding co‐educational 

Catholic college preparatory high school in southeastern Indiana where students of diverse 

backgrounds are embraced and celebrated. 

We will build and support an active campus ministry program, continue to develop a 

challenging academic curriculum, sustain our premier fine arts program, and offer a wide 

selection of athletic and other co‐curricular activities. Technology will be incorporated 

throughout the curriculum and campus. 

We will provide a positive working environment that employs a well‐qualified and highly 

committed faculty and staff. 

We will maintain a strong partnership with our sponsors, the Sisters of St. Francis, as well as 

community members and alumni. We will promote good stewardship of our resources to 

ensure the financial stability of the Academy. 

PHILOSOPHY OF EDUCATION 

Oldenburg Academy of the Immaculate Conception is keenly aware of its role in the education 

and formation of each student in the school. As a Catholic institution, the Academy strives to 

instill in each student Christian attitudes and values and to provide a curriculum and activities 

that will educate the whole person – spiritually, intellectually, emotionally, socially, culturally, 

and physically – and prepare that student for a place in a complex and ever‐changing world. 

The Academy believes that in fulfilling this purpose it will best aid in the development of 

complete, well‐adjusted Christian adults. 

HISTORY OF OLDENBURG ACADEMY 

Oldenburg Academy of the Immaculate Conception opened its doors in 1852 when the Sisters 

of St. Francis assumed operation of the village school and boarded young girls from the local 

area. Catholic education was non‐existent and the ladies were admitted as boarders at the 

convent. The first commencement was held in 1862 with an elaborate program, and in 1885, 

the Academy of the Immaculate Conception was officially chartered in the state of Indiana, 

offering both elementary and secondary education. In 1941, the elementary grades were 

discontinued. In 1999, Oldenburg Academy became a co‐educational institution welcoming 

young men for the first time into its freshmen class. Today, Oldenburg Academy continues the 

tradition of offering a quality Catholic secondary education in southeastern Indiana. 

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2012‐2013 OLDENBURG ACADEMY’S SCHOOL CALENDAR 

August 6‐7, 2012 

Faculty‐Staff Workshop Days 

August 8, 2012 

Freshmen Orientation Day (8:00 am‐1:00 pm) 

August 9, 2012 

First Day All Students 

August 13, 2013 

Meet the Teacher (6 pm to 8 pm) 

September 3, 2012 

Labor Day (no school) 

September 13, 2012 

Midterm 

October 10, 2012 

Quarter 1 ends 

October 15‐19, 2012 Fall BreakOctober 23, 2012 

Parent‐Teacher Conferences (3:30 to 6:30 pm ) 

November 16, 2012 

Midterm 

November 11?, 2012 

Open House (1:00 pm‐3:00 pm) 

November 22‐23, 2012 

Thanksgiving break (no school) 

December19‐21, 2012 

Final exams/semester one ends 

December 241, 2012‐January 4, 2013 

Christmas break 

January 4, 2013 

Teachers’ Record Day (no students) 


Second semester (students in attendance) 


Martin Luther King 

February8, 2013 

Midterm 

February 22, 2013 

No School 

March 12, 2013 

Quarter 3 ends 

March 18 ‐ 22, 2013 

Snow make‐up days (do not schedule vacations during this time) 

March 25 – 29 

Spring Break 

April 19, 2013 

Midterm 

May 28‐30, 2013 

Final exams / semester 1 ends 

May 27, 2013 Memorial Day – No SchoolMay 29, 2013 

Last student day and semester 2 ends 

May 27, 2012 

Graduation (1:00 pm) 

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OLDENBURG ACADEMY’S CLASS SCHEDULE 

• 44 minute periods 

• 30 minute lunch periods 

• 8 minutes for OA Today, morning prayer, and Pledge of Allegiance 1 st period 

Period Time 

1 8:00‐8:52 

2 8:57‐9:41 

3 9:46‐10:30 

4 10:35‐11:19 

5 A Lunch (11:24‐11:54) Class (11:54‐12:38) 

B Class (11:24‐12:08) Lunch (12:08‐12:38) 

6 12:43‐1:27 

7 1:32‐2:16 

8 2:21‐3:05 

2012‐2013 Class Moderators 

Mr. Jonathon Maple 

Mr. E. Andrew Jendraszak 

Mrs. Amy Grills 

Mrs. Amy Grills 

Freshmen 

Sophomores 

Juniors 

Seniors 

Student Council 

2012‐2013 Student Council Officers 

Alex Johnson 

Peter Lamping 

Laurel Kelnhofer 

Josh Smith 

President 

Vice‐President 

Secretary 

Treasurer 

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FACULTY 

Mr. John Armbruster Science Department Ext. 295 

Theology Ext. 247 

World Languages Ext. 254 

Music Ext. 236 

Ms. Pamela Burroughs Fine Arts Ext. 224 

Mrs. Amy Grills Mathematics Ext. 257 

Mr. Wes Gillman PLTW/Science Ext. 293 

Mr. E. Andrew Jendraszak Theology Ext. 246 

Mr. Jonathon Maple Business / Journalism Ext. 241 

Mr. Gary Moorman English / PE / Health Ext. 255 

Mrs. Annie Miller Science Ext. 295 

Mrs. Brigitte Ochynski World Languages Ext. 292 

Mrs. Alice (Janey) Stephens English Ext. 258 

Ms. Kris Wampler Fine Arts Ext. 234 

Mrs. Charlene Weberding Social Studies Ext. 256 

Mrs. Julie Wenning Mathematics Ext. 243 

Mrs. Deb Whitehair English/Social Studies Ext. 249 

ADMINISTRATIVE TEAM 

Sr. Therese Gillman, OSF President Ext. 250 

Mrs. Bettina Rose Principal Ext. 223 

Mrs. Joleen Lancaster Guidance Director Ext. 229 

Mrs. Annette Hunger Admission Director Ext. 231 

Mr. Dan Slaven Advancement Director Ext. 297 

Mr. Ryan Brammer Athletic Director Ext. 228 

Mrs. Paige Chase Technology Director Ext. 232 

STAFF 

Ms. Kayla Wessling Marketing Communications Ext. 244 

Coordinator 

Mrs. Jackie Fitzgerald Administrative Assistant/Principal Ext. 221 

Mrs. Geraldine Kuntz Finance Manager Ext. 225 

Mrs. Debbie Lamping Advancement Specialist Ext. 239 

Mrs. Sarah Lamping Alumni Relations Ext. 240 

Mr. Tim Maple Environmental Services Manager Ext. 233 

Mrs. Brooke Murphy Administrative Assistant/Guidance Ext. 227 

Ms. Sonie Meyer Cafeteria Nutrition Manager Ext. 237 

Mrs. Cindy Nurrenberg Administrative Assistant and Ext. 222 

Finance Support 

Mr. Ray Ronnebaum Maintenance Director Ext. 235 

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FRANCISCAN PEACE PRAYER 

Lord, make me an instrument of Your peace. 

Where there is hatred, let me sow love. 

Where there is injury, pardon, 

Where there is doubt, faith, 

Where there is despair, hope, 

Where there is darkness, light 

And where there is sadness, joy. 

O Divine Master, grant that I may 

Not so much seek to be consoled, as to console; 

To be understood, as to understand; 

To be loved, as to love; 

For it is in giving that we receive. 

It is in pardoning that we are pardoned 

And it is in dying that we are born to eternal life. 

SPIRITUAL LIFE 

Central to accomplishing the mission of Oldenburg Academy is the spiritual development of the student. 

By graduation, the student should have a basic knowledge of the major doctrines and faith practices of 

the Catholic Church. Our school, as a community, offers individuals the opportunity to explore their 

faith response to God recognizing that faith cannot be imposed. The school has two ultimate aims: 

instilling Christian values that provide the basis for the moral formation of the student and fostering the 

student’s social responsibility. A religious dimension thus permeates the entire educational process. 

Though Oldenburg Academy welcomes students of all religious persuasions, the school remains Roman 

Catholic. More specifically, Oldenburg Academy is Franciscan in philosophy and orientation; therefore, 

requirements in the area of religious education are the same for non‐Catholics as they are for Catholics. 

These requirements include fulfillment of academic credits, participation in retreat programs, and 

attendance at liturgical celebrations and religious assemblies that are held periodically for the entire 

school community. 

CAMPUS MINISTRY 

Campus Ministry fosters a religious dimension to permeate the entire educational process. We work 

together to offer individuals the opportunity to explore their faith response to God. Campus Ministry 

provides opportunities for prayer and worship, faith sharing and discussion groups, service, leadership 

development, pastoral care and community life. Together, we embark on a common journey in search 

of wisdom to live the life to which God has called us. Our mission is to enable students, faculty, and 

staff: 

• to grow in a personal understanding of Franciscan spirituality and come to know the face of 

God, 

• to develop a sense of belonging and participation in the Catholic Christian community, 

• to cultivate a spirit of Franciscan service, 

• to recognize the need for lifelong commitment to spiritual growth. 

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SERVICE AND VOLUNTEER REQUIREMENTS 

In keeping with the Franciscan philosophy of living our lives in service of others and keeping with our 

mission statement of developing leaders committed to social responsibility, 40 hours of service and 20 

hours of volunteer activities are expected of all students who graduate from Oldenburg Academy. 

Fulfillment of service and volunteer hours are noted on the graduating high school transcript. 

“Be Christ to others, let others be Christ to you.” 

Service 

• “Lord, make me an instrument of your peace.” At the heart of St. Francis was the challenge 

to be a joyful instrument of God’s kingdom, through servant leadership. Our very posture 

and identity is challenged, so that we find ourselves moving beyond “doing for” to “doing 

with” with regard to the poor and marginalized of society. The Gospel of Matthew (35: 31‐ 

46) proclaims the Good News that our concern for our fellow brothers and sisters is 

constitutive of our very identity as Church. The example of St. Francis also challenges us to 

evaluate ourselves, “How am I poor, and how am I vulnerable?” The long history of Catholic 

social teaching provides a springboard for action. 

Service Requirement: 40 hours for the 4‐year duration. Any student who reaches 100 hours will be 

recognized with a Centennial Service Award. Any student who reaches 500 hours will be awarded the 

Franciscan Service Award. 

• Service activities can include but are not limited to working with: soup kitchens, food 

pantrys, volunteering at shelters serving those in need, nursing home visits, volunteering at 

a hospital, and participating in mission trips. 

Volunteerism 

• As members of the Oldenburg Academy community, we are called not only to servant 

leadership among the poor but also to live for and with each other. This companionship 

calls us to, "Be Christ to others, let others be Christ to us." We do this through our 

volunteer efforts in supporting the Oldenburg Academy mission. 

• Matthew (35: 31‐46) proclaims the Good News that our concern for our fellow brothers and 

sisters is constitutive of our very identity as Church. The example of St. Francis also 

challenges us to evaluate ourselves, “How am I poor, and how am I vulnerable?” The long 

history of Catholic social teaching provides a springboard for action. 

• Students are expected to complete 20 volunteer hours in support of the Oldenburg 

Academy mission. Volunteer activities can include but are not limited to: assisting with 

promotion of fundraising activities, participation with Oldenburg Academy Students In Sport 

(OASIS) activities, and participation in Musik Booster Club. These activities are in addition to 

regular club meeting times and in addition to class times. Volunteer hours should not take 

place during academic class time. 

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SCHEDULING CLASSES 

Second semester each student meets with the guidance director to select classes and plan for 

the coming school year. Students’ schedules must be approved by their parents/guardians. 

Every attempt will be made to schedule students in courses that meet both their academic 

needs and interests. This may not always be possible. When there are questions or concerns, it 

is the student’s responsibility to discuss these with the guidance director. 

Registration Procedure: Registration takes place at the beginning of the second semester and 

concludes in March. Students who do not register during this time may not receive the classes 

of their choice. A non‐refundable registration fee of $50.00 ($100 after April 15 th ) and a 

$300.00 enrollment deposit are due upon registration. The enrollment deposit is credited to 

the next year’s tuition. 

Schedule Changes: A $50.00 fee is required for schedule changes after the first ten days of each 

semester.. Students should report to the guidance director to discuss schedule changes. 

Requests for schedule changes must be accompanied by written permission from the 

parent/guardian. A rescheduling form must be completed and signed by the parent/guardian, 

student, and guidance director. Ordinarily, academic schedule changes are not permitted due 

to the integrity of the curriculum. Dropping a course after ten days of the semester would 

result in a W/F (Withdrawal/Failure); therefore, students should choose carefully to ensure 

their schedule is appropriate. 

ACADEMIC PROGRAM 

In order to participate in the graduation ceremony, students must fulfill all academic requirements of 

Oldenburg Academy, the Archdiocese of Indianapolis, and the state of Indiana and uphold the integrity 

of the school mission. 

GRADUATION REQUIREMENTS 

Religion 

English 

Lab Science 

Mathematics 

Social Studies 

Fine Arts 

Physical Education 

Foreign Language 

Health (1 semester) 

Electives 

Total Required Credits (including electives): 

8 credits 

8 credits 

6 credits 

6 credits 

6 credits 

2 credits 

2 credits 

4 credits 

1 credit 

8 credit 

51 credits 

• College requirements may exceed the basic requirements. See COLLEGE REQUIREMENTS in the 

handbook. 

• Students attending Oldenburg Academy must take required courses to meet graduation 

requirements. All academic courses must be taken at the Academy. The following exceptions 

will be considered: 

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1. When a student fails a course and wishes to recover a credit, the course must be 

preapproved by the guidance director and principal. Only the initial failing grade is applied 

toward the cumulative grade point average, but credit will be awarded for the repeated 

course on the official transcript. Courses must be taken through an approved institution no 

later than the immediate next academic semester. (There is a limit of one time a that 

student can enroll in the course outside of Oldenburg Academy for credit recovery 

purposes.) 

2. Students may retake an Oldenburg Academy course offered by the Academy if he/she wants 

to improve knowledge of specific course content. Only the initial grade and credit will be 

applied to the official transcript and cumulative grade point average. 

• Students must earn a passing grade for each semester to receive full credit for a course. 

• Oldenburg Academy follows the State of Indiana’s requirements for Academic Honors Diploma. 

DIPLOMA REQUIREMENTS 

Area OA Core 40 OA Core 40 with Academic Honors 

Religion 8 credits 8 credits 

English 8 credits 8 credits 

Mathematics 

Science 

Social Studies 

6 credits 

• 2 credits in Algebra I 

• 2 credits in Geometry 

• 2 credits in Algebra II 

• In addition, all students 

must earn two credits 

in a Core 40 math or 

physics course during 

their junior or senior 

year 

6 credits 

• 2 credits in Biology I 

• 2 credits in Chemistry I 

or Physics 

• 2 credits in any 

additional core 40 

science course 

6 credits 

• 2 credits in World 

History or World 

Geography 

• 2 credits in US History 

• 1 credit in US 

Government 

• 1 credit in Economics 

8 credits 

• 2 credits in Algebra I 

• 2 credits in Geometry 

• 2 credits in Algebra II 

• 2 additional credits in Core 40 math courses 

In addition, all students must earn two credits in 

a Core 40 math or physics course during their 

junior or senior year 

6 credits 

• 2 credits in Biology I 

• 2 credits in Chemistry I or Physics 

• 2 credits in any additional core 40 science 

course 

6 credits 

• 2 credits in World History or World 

Geography 

• 2 credits in US History 

• 1 credit in US Government 

• 1 credit in Economics 

PE 2 credits 2 credits

Health/Safety 1 credit 1 credit 

World 

Languages 

4 credits 6‐8 Core 40 World Language credits 

(6 credits from one World Language or 4 credits 

from each of two different World Languages) 

Fine Arts 2 credits 2 credits 

Directed 

Electives 

Electives 

Additional 

Requirements 

GPA 

Requirements 

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5 credits 

In any combination of 

World Language, Fine Arts 

and/or Career & Technical 

Education 

Remaining Credits applied 

to Electives: 

Career Academic Sequence 

Recommended 

5 credits 

In any combination of World Language, Fine Arts 

and/or Career & Technical Education 

Remaining Credits applied to Electives: 

Career Academic Sequence Recommended 

Complete one of the following: 

• AP courses (4 credits) and corresponding AP 

exams 

• Complete two dual credit courses 

• Complete one AP course and one dual credit 

course 

• Earn a combined score of 1200 or higher on 

the SAT (critical reading and mathematics) 

• Score a 26 or higher composite on the ACT 

No semester grades below a “C‐” in AHD courses 

and overall GPA of “B” (3.0) or higher at time of 

graduation 

Total 51 credits required 56 credits required 

Note: Students must earn a “C‐” or above in all required honors diploma courses to be eligible 

for an Academic Honors Diploma. Additionally, students are required to have a cumulative 

grade point average of “B” (3.0) or above at the time of graduation. 

GRADING SYSTEM 

Oldenburg Academy uses a numerical grading system based on the following scale. 

A 100‐95 B 90‐88 C 83‐80 D 75‐72 

4.000 3.000 2.000 1.000 

A‐ 94‐93 B‐ 87‐86 C‐ 79‐78 D‐ 71‐70 

3.667 2.667 1.667 0.667 

B+ 92‐91 C+ 85‐84 D+ 77‐76 F Below 70 

3.333 2.333 1.333 

A student’s grade point average (GPA) is figured and evaluated on a 4.0 scale. It is possible to 

accumulate a grade point average above a 4.0 by choosing classes from the list of weighted 

courses. Courses taken for Advanced Placement (AP) credit are considered a weighted course 

and graded on a 5.0 scale.

HONOR ROLL 

The honor roll, published each quarter, has the following requirements based on grade point 

average (GPA): 

First Honors 3.75 and above 

Second Honors 3.0 and above 

To be eligible for either, a student can have no more than two “Cs”(2.0) and/or no grade lower 

than a “C”(2.0). Additionally, a student may not have more than eight (8) conduct points for 

the year to be eligible. 

WEIGHTED COURSES 

Advanced Placement courses offer our students the opportunity to complete college level work 

while still in high school. These courses are available to qualified, academically‐oriented 

students. Upon completion of AP courses, students are required to take the national College 

Board Advanced Placement examinations administered in May. According to performance on 

this examination, students may receive college credit hours for each examination where they 

score a 3 or above. Additionally, dual credit is offered in (information needs added). Advanced 

placement examinations may be offered in the following areas at Oldenburg Academy. A fee 

may be charged. 

Weighted Courses: 

Humanities Math/Science Fine Arts 

German (AP) Biology (AP) Art: Portfolio (AP) 

Spanish (AP) Calculus (AP) Music Theory (AP) 

English (AP) 

Chemistry (AP) 

US History (AP) 

AP Scheduling Criteria: The curriculum of advanced placement courses includes a vast amount 

of material that must be covered before the national AP exams are administered in May. 

Therefore, enrollment in these classes requires meeting several criteria that include: 

• All students enrolled in AP classes must take the AP exam. 

• AP classes offered will be determined by the administration and numbers of students 

registered. 

• Enrollment in AP is open to all students. The College Board recommended number of 

AP classes per student is ordinarily three classes. 

• Ordinarily, the minimum class size will be 4 students. According to the College Board, 

the recommended standard is 12‐15 students per class. 

• Parents and students sign an agreement to the required work load and test expense 

prior to admission in the class. Stated in the agreement is that no student is guaranteed 

placement in the AP classes due to potential scheduling conflicts. OA will issue 

prerequisite guidelines. Exceptions to these guidelines are approved by the teacher, 

guidance counselor and principal. 

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TRANSCRIPTS 

The OA Guidance Office maintains current students’ transcripts. Current students requesting 

transcripts are charged a $2.00 fee per transcript. Alumni requesting a transcript must send a 

written request along with a $15.00 processing fee to the school office. Transcripts are issued 

only if all school financial obligations are met. 

SUMMER SCHOOL 

Ordinarily, all classes are taken at Oldenburg Academy. A student who fails any subject 

required for graduation must make it up through an accredited summer school program or 

during the school year if the course can be worked into the daily schedule. On‐line make‐up 

courses may only be taken once per subject. If the on‐line course is not passed, then the 

student must repeat that course at Oldenburg Academy. 

STUDENT RECORDS 

Records of students’ academic grades and standardized test scores are kept in the guidance 

office. Faculty, co‐curricular moderators, and/or coaches may request to see a student’s 

record. Disciplinary records are kept in the school office. 

FINAL EXAMS 

Exams are administered to students at the end of the first semester and again at the end of the 

second semester. Exam grades are reported separately on the report card and count as onefifth 

of each semester average. Seniors who have a 95% average or above for the second 

semester are exempt from the final exam. Parents/guardians are expected to do everything 

they can to be sure their children are in attendance for exams. If an emergency merits missing 

an exam, arrangements must be made through the principal. 

ACADEMIC PROBATION 

In order to support the student who is struggling with academic achievement, the following 

system has been developed. This status will be applied to any student who falls below a 2.0 

cumulative G.P.A. at the end of the semester. 

As a means of adequately supporting the future success of the student: 

• Academic contracts are issued, 

• Continued counselor guidance for related issues as appropriate, 

• Ongoing communication with parents/guardians, teacher(s), and student, 

• Tutoring assistance through the National Honor Society, as well as 

• Parents /Guardians will be sent a letter of notification. 

Likewise, it is expected that parents/guardians will: 

• Support the academic program, 

• Provide an environment for quiet study at home, 

• Engage in communication with teachers, 

• Utilize extra tutoring when appropriate, 

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• Schedule a conference with the principal and guidance counselor when deemed 

necessary. 

TESTING 

The following tests are given each year at the grade level indicated. Results aid in assessing 

student ability and/or achievement in each subject area. 

HSPT: High School Placement Test is given to incoming 8 th graders 

ECA: End of Course Assessment is administered at the end of Algebra I, 

English 10, and Biology. A passing score is required for graduation in 

Algebra I and English 10. 

PSAT: Administered to all sophomores and juniors. 

SAT I or Taken by college bound junior and seniors. These tests are administered 

ACT: by other entities. 

AP Exams: Taken by juniors and seniors enrolled in those classes 

Consult the guidance office for additional information about testing sites, application deadlines, 

and interpretation of results. 

REPORT CARDS 

Report cards are mailed to parents/guardians if all financial obligations are met. 

VALEDICTORIAN AND SALUTATORIAN 

The recipients of these awards are determined by the administration. The criteria used to 

determine the respective recipient are grade point average, level of courses taken, and 

longevity at the Academy. In an effort to ensure the integrity of our academic programs at 

Oldenburg Academy, a student must have been enrolled at Oldenburg Academy both 

semesters of their junior year. 

AWARDS 

• Academic letters and pins are awarded during the spring awards ceremony by earning 

first honors through the first three quarters of the school year. 

• Perfect attendance is awarded with no absences excused or unexcused. 

• ‘Straight A’ certificates are awarded in the classroom. 

• Other awards are issued as merited. 

ASSEMBLIES 

Informational school assemblies are planned periodically throughout the school year for the 

purpose of broadcasting student experience and developing school spirit. 

FIELD TRIPS 

Field trips enrich student learning and reinforce classroom instruction. Participation in field 

trips is considered an educational privilege for students, not a right. Students may be excluded 

from field trips for academic or disciplinary reasons. Students participating in a field trip must 

submit the completed consent form that includes a parent and/or guardian signature. 

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STUDENT HEALTH 

Students report to the school office if an illness occurs during the school day. The front office 

will determine the appropriate course of action and determine if it is necessary to call 

parents/guardians. The student is not permitted to leave school without permission of the 

parent/guardian and office personnel. Prescription and non‐prescription medicines will be 

dispensed with written parental/guardian permission. Students must leave all medication in 

the school office in the original vial at the beginning of the school day. In the case of a 

prescription, the parents/guardians are to complete the medication form and identify the 

prescribing doctor. Such consent shall be valid for no more than one year and shall be kept on 

file at the school. Students must have on file any and all medicines administered at OA. 

ATTENDANCE 

It is the responsibility of the parent/guardian to call the school by 8:30 AM to report a student 

absent (812‐934‐4440). Attendance is kept on a period‐by‐period basis. Students must be in 

school the entire day to participate in any co‐curricular activity on that day. If the activity is 

on Saturday, the student must be in school all day the previous Friday. Exceptions: funerals, 

planned school activities, college visits, and doctor appointments (must bring a written doctor’s 

note). 

Absences: Students are permitted five days of excused absence a semester with a parent 

note. Anything beyond five days requires a registered licensed physician’s note in order to 

receive credit for missed academic work. 

A parent/guardian or licensed physician signed note must be personally presented. Phone or 

text messages will not be accepted as official documentation. 

Excessive Absences: Five absences are detrimental to academic learning and will impact grades 

awarded. Exceptions to this rule are including but not limited to the following: 

• Only two college visits per year during the junior and senior years, 

• School related activities, 

• Prolonged illness with a physician’s note, and/or 

• Funeral of family member. 

NOTE: At the principal’s discretion a rare exception to this rule may be made. 

Truancy: Any student absent from school or a class period without consent is truant. This is an 

unexcused absence, and the student must be readmitted by the principal. Work must be made 

up but no credit will be issued for the class(es) missed and conduct points will be applied to the 

student’s disciplinary record. 

Tardiness: Students are expected to be on time and to make transportation arrangements that 

will guarantee their punctuality. Chronic tardiness (more than three per quarter) result in afterschool 

detention. A student who misses more than half of first period without a 

parent/guardian excuse will incur an automatic detention. Students late for school must report 

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immediately upon arrival to the school office. Neither a doctor appointment with a physician’s 

note or inclement weather conditions will result in a tardy. 

Leaving the Classroom: Students must have a hall pass and sign out if leaving a classroom. The 

administrator, counselor, or classroom teacher who needs to see the student must write a pass 

for a conference with that student. Ordinarily, appointments must be made in advance to meet 

with the guidance director. 

PART‐TIME STUDENT POLICY 

Home‐schooled high school students enrolled in classes on a part‐time basis will be charged 

tuition for that class based on the actual cost to educate. Tuition will be calculated each year. 

Part‐time students will be expected to attend all classes, complete all work, and abide by the 

policies outlined in the student handbook. The dress code for these students will be the same 

as expected with Oldenburg Academy students. 

Junior high home‐schooled students who enroll in a class at Oldenburg Academy will not 

receive a grade for the class. Their tuition will be reduced by $100 per year. Although such 

students are not taking the class for credit, they will be expected to attend all classes, complete 

all work, and abide by the policies outlined in the student handbook. 

Students enrolled in Catholic feeder elementary schools that rehearse and perform in 

Oldenburg Academy’s orchestra will not be charged tuition or fees and will not receive a grade 

in the class. 

FOREIGN NATIONAL STUDENTS 

Foreign students are welcomed to study at Oldenburg Academy. Students are processed and 

enrolled through the F.L.A.G. and Beyond program (Foreign Links Around the Globe). 

STUDENT DRESS CODE 

Formal Uniform: worn on special days such as but not limited to mass, fine art performance, concerts, 

presentations, awards ceremony, etc. 

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Women: A plaid skirt (available at Schoolbelles), white oxford shirt, navy sweater vest, sweater 

or navy blazer. Solid navy or white socks, knee highs, or tights must be worn. 

Men: navy pants, white oxford shirt with solid navy necktie, and navy sweater vest, sweater, or 

navy blazer. 

Shoes for both men and women: flat‐heeled navy, black, or brown dress shoes with appropriate 

leg covering. 

Everyday Uniform: worn every day except on formal days, special dress‐out days, or spirit days. 

Women: 

Skirt may be worn every day. Skirt is a black watch plaid and is required to touch the top of the 

knee cap when student is standing straight. Skirts are available through SchoolBelles at 1‐888‐ 

647‐3037. 

Pants: Solid colored navy or khaki tailored style pants with belt. No cargo pants. Jeggins or 

spandex pants are not permitted at any time.

Shorts and/or capris: navy or khaki walking shorts with belt and skorts or capris can be worn 

until first quarter and begin again fourth quarter and are no shorter than three inches above the 

knee. No cargo shorts. 

Shirt/Blouse: White oxford shirt (with OA logo if worn without sweater vest). White or navy 

polo shirts must have OA embroidered logo. 

Shoes: Flat heeled shoes. Shoes must cover entire heel and toe and be worn with socks that can 

be seen. Tennis shoes are acceptable. 

Leggings/leg warmers: Solid navy, black, gray, hunter green. 

Men: 

Pants: Solid colored navy or khaki tailored style pants with belt. No cargo pants. 

Shorts: Navy or khaki walking shorts with belt can be worn first and fourth quarter only.. No 

shorter than three inches above the knee. No cargo shorts. 

Shirts: White oxford shirt (with OA logo if worn without sweater vest). White or navy polo 

shirts must have OA embroidered logo. 

Shoes: Flat heeled shoes. Shoes must cover entire heel and toe and be worn with socks that 

cover the ankle. Tennis shoes are acceptable. 

Additional Dress Code Requirements: 

All shirttails must be tucked in during school hours (8 AM to 3:05 PM). 

No long sleeved t‐shirt may be worn underneath shirts/polos. 

OA sweatshirts must be blue, gray, or white and can be worn except on formal uniform days. 

Hair is to be neat and clean. Young men are to be clean‐shaven. Faddish styles and/or colors 

are not acceptable. Men’s hair must be above eyebrows and above the collar. Sideburns at or 

above the earlobes. 

Hats may not be worn in the buildings. 

Jewelry and tattoos – no offensive jewelry shall be worn. Body piercing is limited to the ears 

and no visible tattoos are allowed. 

Spirit‐wear may be worn on Friday with uniform bottoms only (skirt or pants). 

Clothing must be in good condition, e.g no holes in skirts, tights or frayed jeans on spirit day. If 

an infraction is found a detention may be issued. 

STUDENT CONDUCT 

“Be Christ to others, and let others be Christ to you.” 

Honor Code: Oldenburg Academy students are expected to uphold the highest standard of 

integrity and character. All students are expected to live out the campus ministry motto of, “Be 

Christ to others, and let others be Christ to you.” Academy students are to support each other 

in living out this motto to ensure that respect, trust, and Christian values are a standard of life 

throughout the Oldenburg Academy community. 

Off‐Campus Conduct: Although the school cannot assume responsibility for student conduct 

when outside the school’s jurisdiction, students should remember that at all times they are 

ambassadors of Oldenburg Academy. A student involved in off‐campus conduct prejudicial to 

the reputation of the school is liable to severe disciplinary action as if the conduct occurred on 

school property. 

Student ID: Each student will receive a picture ID. 

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Student Housing: Every student is expected to reside with his/her custodial parent/guardian. 

Any type of different living arrangement must have prior written approval of the custodial 

parent/guardian and administration. 

Respecting Persons: The good name, reputation and personal safety of each student, faculty, 

and staff member are vitally important. In order to protect students, employees, and the 

school itself, each student is expected to treat the good name and reputation of other students, 

school employees and the school with dignity and respect. The expectation is not to engage in 

any activity or conduct, either on campus or off campus, that is in opposition to this policy 

and/or inconsistent with the Catholic Christian principles of the school. Any derogatory, 

slanderous, hostile, or threatening remarks or actions directed toward any of the above by a 

student will be seen as a violation of this policy and will be viewed as an extremely serious, 

whether it is done physically, verbally, or electronically through the use of a home or school 

computer, phone, iPad or other electronic media or by remote access during school time or 

after hours. Some examples include, but are not limited to, text messages, blogging, images, 

pictures, etc. Any individual found to have participated with others in making any such remarks 

or actions will be subject to disciplinary action by the school, up to and including 

expulsion/dismissal. 

Harassment: Any language, behavior, or inappropriate touching that is harassing to another 

person will not be tolerated. When violations are expressed openly in language or behavior, 

they are reprehensible. All reports about harassment will be taken seriously and investigated 

thoroughly. Any student found in violation of this policy will face serious disciplinary 

consequences up to and possibly including dismissal. Any student filing false or frivolous 

charges will face similar consequences. 

Bullying: Indiana State Law: IC 5‐2‐10. 1‐2 “The Bully Bill” SB 231 

1. Bullying by a student or groups of students against another student with the intent to 

harass, ridicule, humiliate, intimidate, or harm the other student through overt, 

repeated acts or gestures, including verbal or written communications transmitted, 

and/or physical acts committed, or any other similar behavior is prohibited. 

2. Parents or students who suspect that repeated acts of bullying are taking place should 

report the matter to the school principal or designee. School personnel will investigate 

all reports of bullying. 

3. Counseling, corrective discipline, and/or referral to law enforcement will be used to 

change the behavior of the perpetrator. These include appropriate intervention(s), 

restoration of a positive climate, and support the victims and others impacted by the 

violation. 

4. Educational outreach and training will provided to school personnel, parents, and 

students concerning the identification, prevention, and intervention in bullying. 

5. Oldenburg Academy will encourage engaging students, staff and parents in meaningful 

discussions about the negative aspects of bullying. 

Cheating: Dishonesty in any form will not be tolerated. Cheating is an intentional deception by 

which students use someone else’s academic work as their own. A student giving or receiving 

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any academic information will automatically receive a zero for that material. The classroom 

teacher whose class the infraction occurs will contact the student’s parent/guardian and inform 

them of this academic violation. 

Plagiarism: Plagiarism is defined as “appropriating as one’s own the writings, ideas, or thoughts 

of another without proper documentation.” It is essential that students know that use of all or 

part of any document or source material without identifying it as such, whether intentionally or 

accidentally, will be considered plagiarism. A student contract will be issued at the start of the 

school year and signed by individual students, parents, and faculty who present the contract. 

Detention: One 60‐minute detention will be assigned for minor offenses. Every three 

detentions will result in the assignment of one conduct point. Detention is served from 3:10 to 

4:10 PM within five school days from the date the detention is issued. A day’s notice is given in 

order for students to make appropriate transportation arrangements. Detentions are ordinarily 

served Tuesday through Thursday. Students failing to serve the required detention will be 

issued an additional detention. All detentions must be fulfilled during the school year. A 

conduct point will be issued for students who repeatedly fail to serve their detentions within 

the time allotted. Repeated offense may be issued a conduct point. Any detentions not served 

by the end of the school year will be served during summer break as assigned by the principal. 

In this case, transcripts and report cards will be withheld until obligations are fulfilled. 

Conduct Points: The conduct points noted below serve only as a guide. Final decisions in all 

matters of discipline rest with the principal in consultation with the OA Discipline Board. 

Honor Code Violations: 

Actions deemed as inappropriate, 

or any behavior disturbing the pursuit 

of education (such as gum chewing, 

dress code violations, tardiness, public 

displays of affection, etc.) 

Disruption of class 

Failure to cooperate with faculty and staff (disrespect) 

Profanity 

Misuse of electronic device 

Facebook, gaming, instant messaging 

Inappropriate sites that violate OA values 

Consequence: 

Detention 

1‐3 points 

1‐3 points 

1‐3 points 

1‐5 points 

Skipping class 

3 points 

Cheating (homework, tests, etc.) 

3points 

Lying 

2 points 

Plagiarism (including internet) 

3points 

Vandalism 

5 points and up 

Leaving grounds without permission 

5 points and up 

Bullying 

5‐10 points 

(Due to the varied levels that bullying can manifest, discipline will range from a written warning to 

expulsion from school, depending on the severity or repeated nature of the act(s)) 

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Stealing 

Truancy 

Fighting 

Threatening to harm 

5 points and up suspension and/or 

expulsion (restitution required) 

8points 

10 points or expulsion 

10 points suspension and/or 

expulsion 

Oldenburg Academy has a zero tolerance policy for any type of school prank or “skip day” by 

any class, group, or individual. 

CONSEQUENCES OF CONDUCT POINTS 

1‐3 Points Student receives written warning from Discipline Board; 

parent/guardians are notified. 

6 Points Student and parents/guardians meet with the OA Discipline Board 

within 5 days of incident as a general timeline. 

8 Points Student may not hold school office, participate in co‐curricular activities, 

or be listed on the academic honor roll for the remainder of the school 

year. Parents/guardians and student meet with OA Discipline Board. 

Discipline Probation: A student may be placed on disciplinary probation 

if they accumulate eight (8) conduct points throughout the year or five (5) 

conduct points within the last three months of school. 

15 Points Results in suspension (out of school) and forfeiting of daily grades or 

expulsion. Parents/guardians and student meet with OA Discipline Board 

within 5 school days. Students may not be on school property during outof‐school 

suspension and forfeit grades for the day. Students are required 

to make up all written work. 

OA Discipline Board: Discipline is based on the fact that teachers have the right to teach and 

students have the right to learn. Faculty is the first point of addressing detention infractions. 

The role of the OA Discipline Board is to serve in reviewing potential conduct point infractions. 

Prior to issuing conduct points, a faculty member presents the infraction to the OA Discipline 

Board to review. The final decision rests with the principal. 

OA Discipline Board Responsibilities: 

• Addresses all conduct point infractions, 

• Meet with concerned student and parent/guardian when necessary, 

• Keeps the principal informed of the status of discipline issues. 

Right to Appeal: When a student or her/his parent/guardian believes the student is being 

unfairly treated and/or unjustly denied participation in any educational function of the school 

or is being subject to an illegal rule or standard, they can present the concern to the principal. 

This must be done within two school days. The principal’s decision in collaboration with the OA 

Discipline Board is final. 

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TECHNOLOGY 

Oldenburg Academy provides technology resources to enhance academic achievement. 

Student access of any network services is strictly limited to educational purposes. All computer 

use must comply with local, state, and federal laws and with school policy. A student who 

thinks her/his computer activity might be interpreted as inappropriate should consult with a 

member of the computer staff before proceeding. All students must have a Technology Code of 

Conduct signed by their parent/guardian before they can access any school computer, network, 

or My Big Campus. A signed copy of the iPad Accidental Damage form must be turned in to the 

technology department before an iPad will be issued to the student. 

My Big Campus (MBC), a web‐based application, will be utilized at Oldenburg Academy. MBC will 

extend educational interactions beyond the classroom. This service allows students to participate in 

an online learning environment similar to on‐line social media forums. Use of this program directly 

ties to our curriculum goals of teaching digital citizenship and Internet safety. My Big Campus is 

provided through the OA internet content filtering service, all online interactions taking place 

through this web service will be scanned for inappropriate, objectionable, and/or harmful content. 

Online activity may also be monitored by the teacher and administration. Students will be expected 

to follow all Oldenburg Academy rules and policies whether they are accessing MBC on campus or 

off. Students may access My Big Campus at www.mybigcampus.com. 

Students using any computer equipment or iPad at the school shall refrain from: 

• Using Facetime, iMessages, FaceBook or any other type of unapproved social media 

during school hours. 

• Eating or drinking while using a computer 

• Accessing or attempting to access any unauthorized account, utilities, websites or 

personal e‐mail messages 

• Using the network or e‐mail service to harass, threaten, or inconvenience others 

• Duplicating copy‐righted software 

• Abusing or damaging any computer equipment or removing equipment from the 

computer center 

• Attempting to introduce computer viruses or destructive or nuisance programs 

• Making copies of or using illegally copied software 

• Accessing or copying another’s files or accessing any material that could be used in an 

academically dishonest manner 

• Using unauthorized game software in the computer centers 

• Accessing the internet without permission from an instructor 

• Circumventing the security of the internet system 

• Authorizing someone else to use a password or account 

• Harassing or threatening other users; attempting to steal passwords, files, or 

user/system information; attempting to crash or violate the integrity of or adversely 

affect those activities of a computer system 

• Posting threats, pictures of themselves drinking, smoking or involved with drugs, or in 

sexually suggestive poses will face an investigation and possible disciplinary action 

• Misuse of iPad that may cause damage to the device 

• Placing iPad in an unsecure location 

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Possible penalties for these activities include, but are not limited to: 

• Detention 

• Conduct points 

• Loss of user privileges 

• Prohibition from taking future courses 

• Suspension 

• Expulsion 

• Expulsion with legal involvement in court system 

• Financial responsibility for damages 

All computer files and accounts are subject to monitoring and review by the Administration 

and/or computer staff. According to Indiana laws 35‐43‐2‐3 and 35‐43‐1‐4, computer 

trespassing is a misdemeanor and computer tampering is a felony. 

ELECTRONIC DEVICES 

Electronic devices such as cell phones, iPods, and music devices with earphones may not be 

used on the Oldenburg Academy campus during school hours. The only exception to this policy 

may be use of electronic devices for educational purposes with approval of the instructor. 

A student found using a cell phone during the school day (text messaging, checking voice mail, 

taking pictures, phone rings during class time, etc.) will have his/her cell phone or electronic 

device confiscated. Parent/guardians must make arrangements with the principal to personally 

pick up electronic device that was confiscated. The first offense will result in a warning and 

electronic device confiscated. The second offense results will a detention, three conduct points 

and device confiscated. The third offense will result in out‐of‐school suspension, four conduct 

points and device confiscated. Students are not to use classroom phones to make outside calls. 

All outside calls made by students must be made from the school office. 

INTERNET ETIQUETTE 

Students who post items on social media websites have posted it ‘in a public domain’ 

meaning that at any given time in the day millions of people have direct access to what the 

student posted. If the school becomes aware that a student has posted something that is 

derogatory to themselves, other students, teachers, the school or others, or indicates that they 

are engaging in illegal or immoral activities or harassment of others, they will be subject to 

school discipline which could include suspension and/or expulsion from school. 

FOOD AND DRINKS 

Creating an awareness of the importance of proper nutrition in maintaining good health is one 

of our concerns as a school community. Students are encouraged to develop healthy eating 

habits. Only water in clear containers is permitted. 

• ONLY WATER is allowed as a beverage. This is only permitted in the classroom with 

teacher approval. Drinks are never permitted in the music building unless the teacher 

approves. No food is allowed in classrooms. 

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• At no time is food or drink permitted within any computer lab. This is inclusive of art, 

music, engineering and technology classrooms. 

ALCOHOL AND DRUGS 

Drugs and alcohol are illegal substances for students attending Oldenburg Academy. The 

presence of such in the possession of students will not be tolerated on the campus. 

Furthermore, a site of an event sponsored by Oldenburg Academy, or in which Oldenburg 

Academy is an official participant, is regarded as an extension of the campus. Oldenburg 

Academy students who attend events at any school and who violate the 

“Drug/Alcohol/Smoking Policy” as written for 

Oldenburg Academy events are in effect on all school grounds. Therefore, the possession, usage 

or selling of these substances on campus, allied sites, or at another school by any student(s) will 

be regarded as a punishable offense by the school and possibly law officials. 

Oldenburg Academy cannot be responsible for the off‐campus activities of its students. Neither 

will it actively seek out examples of wayward behavior. However, off‐campus activities that 

reflect negatively upon the school must be addressed appropriately. Anonymous reports or 

hearsay information will not be honored as proof. Oldenburg Academy will investigate any 

verifiable and specific reports of student misconduct off campus. 

Responsibility for the severity of the discipline imposed for violations will rest with the 

Discipline Board. Penalties will vary because of the circumstances of any infraction. 

Consequences for violations of the drug and alcohol policy are governed by the OA Discipline 

Board along with the principal and could include the following: 

• Expulsion or suspension, 

• Law enforcement notified, 

• Assessment by a certified drug/alcohol counselor, 

• 30 hours on campus community service, 

• Disciplinary probation, 

• 30% forfeit of participation in athletic co‐curricular activities of their current/next cocurricular 

season if self reported; 50% if not self reported. 

• Second offense would result in a suspension from all athletic co‐curricular activities for a 

period of no less than one year (365 days). 

• Student in an elected, selected or earned leadership position or co‐curricular activity 

would be immediately removed for the remainder of the school year. Bylaws of a 

particular organization are applicable. 

• Parents are notified. 

A student who possess, uses, or distributes any alcoholic beverage, illicit drug, a controlled 

substance, an intoxicating inhalant, a counterfeit controlled substance, or drug paraphernalia: 

• On Oldenburg Academy property at any time, 

• At any event related to Oldenburg Academy on or off campus ordinarily will be expelled 

after a ten day suspension and investigation. 

The principal’s decision in collaboration with the OA Discipline Board is final. 

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The school reserves the right to search lockers, baggage, and cars parked in Oldenburg 

Academy designated parking areas at any time. Random law enforcement conducted 

searches will be performed without notice. Expulsion from Oldenburg Academy is permanent 

in the event something is found. A student will not be considered for readmission. 

SMOKING 

Smoking and smokeless tobacco are against the law for minors. Smoking/dipping is prohibited 

on Oldenburg Academy property at all times and at any event related to Oldenburg Academy 

on or off campus. Students found in possession of a tobacco product on person, in locker, or in 

vehicle may be turned over to authorities and may be subject to suspension and/or expulsion. 

School authorities strictly enforce all civil laws. 

DRIVING 

The privilege of driving to school will be granted to a student upon: 

• completion of a Student Driving Permit form, 

• payment of $5.00 for the purchase of a parking permit, 

• presentation of a copy of a valid driver’s license, 

• proof of car insurance coverage. 

All students driving to school must register in the office and have their vehicle properly 

identified when parking on campus. If a vehicle is not properly registered and identified, the 

driver will have his/her driving privilege revoked for a period of time to be determined by the 

administration. Any complaints of reckless driving will be handled as such: 

1. Student will be notified of complaint. 

2. Privilege to drive and park at OA may be revoked for at least two weeks or more 

depending on the complaint. 

3. Parents will be notified in writing of driving suspension. 

Repeated violations may result in immediate loss of driving and parking privileges for an 

indefinite amount of time. Students may only go to their cars during the day with permission. 

EMERGENCY PROCEDURES 

Emergency School Closings or School Delay: Oldenburg Academy normally follows Batesville 

Community School Corporation in closing or delaying school which will be announced through 

the One Call Now system. As always, it is up to parental discretion to send a child to school if 

there is inclement weather. When a two hour delay is announced, school will begin at 10:00 

AM and be dismissed at the regular 3:05 PM dismissal. School closings/delays are broadcast 

on: WRBI (103.9), WTRE (1330), WCKY (550), and WLW (700) and various television stations. 

Oldenburg Academy follows the State of Indiana and Indianapolis Archdiocese safety 

guidelines. A safety plan is available in the school office as well as with each teacher. 

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ATHLETICS 

At Oldenburg Academy of the Immaculate Conception, we believe that sportsmanship is an 

attitude demanded by our very mission as a Catholic school. Our mission to “build a strong 

Christian foundation for young men and women” requires that we teach our students to love 

and respect others on and off the playing field. 

While gamesmanship boasts, “I am greater than you,” sportsmanship says, “We are all God’s 

children, created in his image and likeness.” The Gospel message of love must motivate us and 

guide the way that we behave ourselves while participating in athletic activities. In practicing 

sportsmanship, we will be giving faithful witness to this message. 

Oldenburg Academy coaches, athletes, parents, and fans will demonstrate sportsmanship in the 

following ways… 

• Sportsmanship begins within the team. Athletes must first learn to be good teammates 

by loving, respecting supporting, and encouraging everyone on the team. The good of 

the whole will be placed above the desires of the individual. 

• We will treat our competitors as fellow human beings, not mortal enemies. We will 

refrain from any taunting, trash talking, excessive celebrating, or any other behavior 

that is degrading to our opponents. When we win, we must win with class, and when 

we lose, we must do so with dignity. 

• We will respect the authority, decisions, and personal dignity of all game officials. 

Heckling, taunting, or verbally abusing officials will not be tolerated. 

• We will offer hospitality to all visiting teams. 

• We will treat the fans and supporters of opposing teams with respect. 

• We will take seriously our responsibility as role models and witnesses of the Christian 

faith. 

The athletic department at Oldenburg Academy is dedicated to making the promotion of 

sportsmanship its top priority. This will be accomplished by giving proper training to coaches, 

students, and parents and by complying with all of the requirements of the IHSAA 

Sportsmanship Program. 

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ATHLETICS PROGRAMS OFFERED 

WOMEN 

Fall 

Cross Country 

Soccer 

Golf 

Volleyball 

Winter 

Swimming/Diving 

Basketball 

Cheer/Dance 

Spring 

Tennis 

Softball 

Track and Field 

MEN 

Fall 

Cross Country 

Soccer 

Tennis 

Winter 

Swimming/Diving 

Basketball 

Wrestling 

Spring 

Golf 

Baseball 

Track and Field 

SCHEDULES 

All schedules and directions can be accessed via the OA website and 

www.highschoolsports.net. 

O.A.S.I.S. (OLDENBURG ACADEMY STUDENTS IN SPORTS) 

Oldenburg Academy Students In Sports, is a group of parents/guardians and coaches who 

actively support the athletic program through fundraising and volunteer efforts. Funds raised 

are used to purchase uniforms and other needed equipment. Through the hard work of 

members of O.A.S.I.S., funds were raised to purchase a school bus, new gym scoreboard, 

athletic uniforms, and many other items. Any parent/guardian who has a student involved in 

any of the athletic sports is automatically a member of O.A.S.I.S. and is expected to be actively 

involved to ensure the success of the program and support his/her sport(s). Members have the 

opportunity to participate in a variety of ways such as: planning and leadership through 

participation and attendance at monthly meetings, assisting with concessions, donating 

products to be sold through the concessions, selling admissions tickets, seeking donations for 

major projects. 

OPEN COMMUNICATION POLICY 

Any parent/guardian or student who has an athletic concern should initially address it with the 

head coach of that particular sport. If the concerned party has further questions or is not 

satisfied with the response from meeting with the coach, please contact the athletic director. 

The next recourse for a concerned parent/guardian is to contact the school’s principal. The 

principal’s decision in consultation with the school president is final and binding. 

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ELIGIBILITY OF STUDENT ATHLETES 

Part 1: Forms 

All students must have an Indiana High School Athletic Association (IHSAA) physical form 

filled out, signed by a doctor, and turned into the athletic director before the student will be 

permitted to participate in any athletic events. Student athletes must also have a medical 

emergency and transportation form signed and returned to the athletic director before that 

student is permitted to participate in a game or match. 

Part 2: Academic Eligibility 

• A student’s eligibility will be determined according to quarter grade point average 

(G.P.A.). 

• By IHSAA rule, students must receive passing grades in 6 classes at the end of the 

quarter in order to be academically eligible. 

• In addition, Oldenburg Academy requires that all quarter grades must, when combined, 

result in a G.P.A. of at least 2.0 on a 4.0 scale. 

• If a student becomes ineligible due to academics, he/she may be reconsidered at the 

midterm if they earn and maintain a 2.0 or above. The final decision will rest with the 

principal. If, at anytime, their G.P.A. falls below, the student will be permanently 

removed for the remainder of the season. 

o Fall Season – midpoint of Q1 

o Winter Season – end of Q2 

o Spring Season – midpoint of Q4 

Part 3: Discipline Eligibility 

Any athlete having received eight or more conduct points during an academic year will lose all 

athletic eligibility for the remainder of the school year. If a student athlete quits a team after 

the fourth IHSAA official day of practice for any reason, the player must have permission from 

the Principal and Athletic Director and may not participate as a member of another team during 

the same sports season. Any athlete that quits a team once the season has begun must still pay 

the full participation fee.,. 

Part 4: School and Attendance 

Students must be in school the entire day of the contest in order to be eligible to play. 

Students must be in school all day on Friday, if the contest is held on Saturday, to be eligible for 

participation. There are exceptions such as but not limited to: funerals, planned school 

activities, college visits, and doctor appointments. Ultimately, the principal has the final 

recourse to interpret eligibility. 

Part 5: Conduct 

Students must abide by all school and IHSAA rules. If students have questions about school 

rules, please contact school personnel or refer to the “Student Code of Conduct” section of the 

student handbook. If you have questions about IHSAA rules, please contact the coach of that 

particular sport. 

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FUNDRAISING 

Oldenburg Academy’s Athletic Department has limited funds. Therefore, it is dependent upon 

fundraising and outside financial help. Your son/daughter will be asked to do some fundraising 

for their particular sport. Fundraising is determined by the head coach and approved by the 

athletic director. The athletic director is in communication with the Oldenburg Academy’s 

Office of Advancement. 

CANCELLATION OF GAMES &/OR PRACTICES 

Practices: 

Situation 1: School cancelled in the morning 

Guideline: There shall be no AM practices or events held 

Situation 2: School is released early due to weather 

Guideline: No practices shall be held 

Situation 3: School cancelled the night before 

Guideline: There shall be no AM practices or events held 

Games: 

Oldenburg Academy administration and the opposing school will decide the status of all games. 

Updates will be made on www.highschoolsports.net. Students will also be permitted to use the 

school’s phone to call parents/guardians. 

TRANSPORTATION 

All Oldenburg Academy student athletes must ride the bus to and from athletic events when 

the bus is assigned to their sporting event. On days when the bus is not provided, student 

athletes must ride in their carpool to and from athletic events. Ordinarily, student athletes are 

not permitted to drive themselves to away sporting events. Exceptions will be made only with 

written permission prior to the event. All student athletes must have a travel release form on 

file in the athletic office. Parents/guardians must complete a non‐return form if a student is 

not returning to school after an away athletic event. Parents/guardians are expected to pick up 

their son/daughter within 15 minutes of the conclusion of practice and/or games. If a chronic 

problem occurs, the student may be suspended from the team by the athletic director. 

EQUIPMENT AND SUPPLIES 

Students assume responsibility for the care of all school property. Any loss of or damage to 

school property will be at the expense of the student and parents/guardians of the student 

involved. Failure to submit payment for lost or damaged equipment may result in forfeiture of 

the privilege of participating in some or all co‐curricular activities. 

Students should not carry or bring large amounts of money or valuables to practices or games. 

Oldenburg Academy will not be responsible for any lost or stolen items. Locks can be accessed 

through the athletic director. At no time is Oldenburg Academy equipment or property to be 

removed from campus without the authorization of the president or principal. 

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AWARDS AND RECOGNITION 

Students who receive any athletic award must: 

• Be in good standing via the “Code of Conduct,” 

• Be recommended by the coach, 

• Complete the season. IF an athlete is injured, the athlete must continue to support the 

team by attending practices and games in order to complete the season, 

• Meet specific qualifications of the particular sport as determined by Oldenburg 

Academy’s Athletic Department. 

Senior Awards: Students will be recognized with an award during the spring assembly if they 

earned at least twelve varsity letters. 

CO‐CURRICULAR ACTIVITIES 

Academic Team: Competes against Cincinnati and Indianapolis schools 

Academy Ambassadors: Promotes the school through various activities such as speaking at 

middle schools, providing tours at Open House, serving as hosts to visiting students, and 

participating in the Freshmen Picnic 

Academy Singers: Auditions open to any interested students. 

Adopt‐A‐Sis: Students ‘adopt’ a Sister of St. Francis on campus sharing time at lunch 

Art Club: Provides school with special art projects throughout the year such as the concert backdrop 

Book Club: Study various literature in depth through group discussion 

Campus Ministry: Students involved in planning and facilitation of service projects, student retreats, 

worship services and promotion of a Catholic presence and Franciscan spirituality 

Drama Club: Performs productions throughout the year 

National Honor Society: Students apply and are selected by faculty. Membership is open to qualified 

juniors and seniors who meet academic, leadership, service and character criteria. Minimum cumulative 

GPA of 3.5 is required. 

National Thespian Society: Students who take their dramatic talents to the highest form are eligible for 

membership based on points earned through theatrical events. 

Recyclones: Student committed to preserving our resources by recycling 

Student Council (STUCO): Student governing body – elected positions 

Student Athletic Directors: Assists the athletic department with various duties 

Tri‐M Music Honor Society: Recognizing leadership and excellence in music 

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OA Today News Production: Produces live daily announcements. 

CO‐CURRICULAR ACTIVITIES CODE OF CONDUCT 

At Oldenburg Academy, holding an office in a co‐curricular activity is an honor. Students must 

abide by all Oldenburg Academy rules. If students have questions about school rules, please 

contact school personnel or refer to the “Student Code of Conduct” section of the student 

handbook. 

ACADEMIC ELIGIBILITY 

Academic eligibility standards reflect a greater emphasis on classroom achievement where 

participation in co‐curricular activities is viewed as a privilege. Students’ eligibility depends on 

the following policies: 

• A student’s eligibility will be determined according to quarter grade point average 

(G.P.A.).Students must receive passing grades in 5 classes at the end of the quarter in 

order to be academically eligible. 

• In addition, Oldenburg Academy requires that all quarter grades must, when combined, 

result in a G.P.A. of at least 2.0 on a 4.0 scale. 

• If a student becomes ineligible due to academics, he/she may be reconsidered at the 

midterm if they earn and maintain a 2.0 or above. The final decision will rest with the 

principal. If, at anytime, their G.P.A. falls below, the student will be permanently 

removed for the remainder of the term. 

o Fall Season – midpoint of Q1 

o Winter Season – end of Q2 

o Spring Season – midpoint of Q4 

DISCIPLINE ELIGIBILTY 

Students having eight or more conduct points during an academic year will forfeit their club 

membership and, if a member of Academy Singers and/or drama, will only be allowed to 

practice with the group(s). Students may not participate in any Oldenburg Academy sponsored 

co‐curricular activity for the remainder of the school year. 

The principal is the final recourse in disciplinary situations and reserves the right to interpret 

and apply any and all disciplinary rules to their discretion. 

STUDENT SERVICES 

Computer Lab: Students may use the computer lab with both permission and supervision of a 

staff or faculty member. 

Twister Cafe: The cafe offers meals, deli sandwiches, salad bar, beverages, and snacks. Menus 

are published in the weekly school newsletter. Students are required to use ID cards for all 

cafeteria purchases. 

Guidance Services: The guidance department offers services to students including individual 

and group counseling, academic and career counseling, testing, scheduling, and life skills 

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training as well as other school‐related topics. Assistance is provided to the student and 

parents in completing college and scholarship applications. 

Media Center: The media center is located on the first floor of the ICA Hall. 

Auditorium: The use of food and/or drinks in not permitted in the auditorium or in the stage. 

PARENTAL/GUARDIAN INVOLVEMENT 

Oldenburg Academy recognizes that communication between school and home is essential. 

Professional studies show that students’ success is school is directly related to the degree of 

parental involvement. 

OA Today: At the end of each week a newsletter is sent to parents/guardians via e‐mail and is 

available on the website. 

Close‐Up: A monthly publication with detailed information about the events and happenings of 

Oldenburg Academy sent via e‐mail and is available on the website. 

Parent/Guardian Conferences: Parent/guardian conferences are conducted at the end of first 

quarter. Additional conferences may be scheduled for the success of the OA student. 

Report Cards: Report cards are mailed out quarterly to families who are current in their 

financial obligations. 

Parents’ Club: The Parents’ Club is a service and support organization benefitting the entire 

Oldenburg Academy community – students, staff, faculty, parents, and families. Each family is 

assessed a $5.00 membership fee for OA Parents’ Club on their tuition account. 

PowerSchool: PowerSchool is Oldenburg Academy’s student information system. It is 

Oldenburg Academy’s expectation that parents/guardians monitor their student’s academic 

progress weekly. 

Oldenburg Academy Students In Sports (O.A.S.I.S.) Booster Club: Provides support to the 

various athletic teams and programs of the Academy. 

Musik Booster Club: Musik Booster Club provides support to the various music activities. 

Visitors: All visitors are required to report to the main office and receive a visitor’s badge. This 

identification must be worn during the duration of the visit. 

Student Safety: Students are required to enter and exit only through the front doors of the 

academic building. The back doors will be locked. 

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TUITION 

Oldenburg Academy relies heavily on tuition to meet its operating budget. Tuition represents 

only a percentage of the actual cost of educating a student. 

Financial Assistance: We believe any student who demonstrates academic potential should 

have the opportunity to attend the Academy. Tuition grants are the most common form of 

financial assistance. Applications for current and new students are obtained from the school 

office at the beginning of the second semester for distribution the following year. Applications 

must be filed by the due date or there is risk of not being awarded financial aid. In April, 

parents/guardians are informed of the tuition assistance granted. 

Tuition Payment Plan: An Enrollment Contract is required for each student. The 

parents/guardians must choose one of the following plans: 

Plan 1: One‐Payment Plan – Parent/guardian pays tuition in full by June 1, 2012. If paid by the 

due date, a discount is given. 

Plan 2: Two‐Payment Plan – Parent/guardian pays 60% of the tuition by June 1, 2012, and 40% 

by December 1, 2012. 

Plan 3: Monthly Payment Plan – Parent/guardian applies for and complies with the monthly 

tuition payment plan provided by FACTS, an independent tuition management company. 

Payments are made by automatic withdrawals from the parent/guardian’s bank account or 

credit card. Typically, ten payments are made from August through May. 

Additional fees: Private music lessons, special course or lab fees, sports fees, and other 

miscellaneous fees are billed separately from tuition. All fees must be paid in full or added to 

the FACTS contract within 30 days of the date billed. If a student elects not to participate in a 

class retreat, the retreat fee is still applicable. 

Delinquent Accounts: Per the Enrollment Contract, the school has the right to withhold the 

academic records of a student whose account is in arrears. This includes progress reports, 

report cards, transcripts, and access to PowerSchool. The guidance office will not release a 

student’s transcripts to a college or other school if that student’s account is not currently paid 

in accordance with the chosen payment plan. If an account is in arrears, periodic statements 

will be sent and finance charges will be assessed. 

Withdrawal: If a student withdraws or is withdrawn from school during the year, tuition is due 

for the remainder of the school year. 

Fundraising Responsibilities: Tuition covers approximately 70% of the operating costs of 

Oldenburg Academy. The remaining amount comes from advancement and fund raising 

efforts. Parents are expected to contribute in bridging the 30% financial gap in educating their 

daughter(s) /son(s). Students and parents are expected to participate in major fund raising 

activities especially the selling and/or purchasing of LUCKY BUCK tickets.. 

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MUSIC ISSMA CONTEST 

Participation in the Instrumental and/or Vocal Solo and Ensemble Contest is an optional 

activity coordinated by the Indiana State School Music Association (ISSMA). Student eligibility is 

offered through Oldenburg Academy Music Department. Participation is intended to enrich 

music curriculum and expand performance opportunities. Participation has no direct 

relationship to class grade although preparation and/or participation in the event are taken into 

consideration for Tri‐M Music Honor Society membership and music awards presented to 

students at the end of the year. According to ISSMA regulations, only students participating in 

a performance ensemble within their school are eligible to participate in contest. 

Note: Fee schedule is determined by ISSMA, Incorporation. Oldenburg Academy does not 

receive any portion of collected fees. 

Attendance Policy: In general, contest days are rarely cancelled due to inclement weather. 

Transportation to and from contest events is the responsibility of the parent and this leaves 

parents to decide if attendance is appropriate based on driving conditions. While participation 

in contest is of value, student life is more important than participation in contest. If attendance 

is deemed unsafe by parents, students have another opportunity to perform for evaluation at 

the Rural Alliance for the Arts Youth Showcase held in March. 

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Dear Faculty and Staff, 

June 15, 2012 

Opportunities Await encompasses so many ideas that have come and are going to emerge for the 2012‐13 school 

year. For example, we are proud to have been awarded 4 Star Status again and await the ability to graduate our 

students with dual credit in some courses. We also have reflected on two years of Marathon Monday, launched the 

6+1 Traits of Good Writing, and are looking at ways to collect data to support our school’s success. Truly, 

Opportunities Abound when we work together as a team. On top of all this greatness, this year we celebrate our 

160 th birthday! 

We also have a new athletic director, Mr. Ryan Brammer, a new PLTW/Biology teacher, Mr. Wes Gillman, Marketing 

and Communications Coordinator, Ms. Kayla Wessling, and, and welcome ……. 

Here is an immediate Opportunity that you are all Awaiting! Mark your calendars, because we will all be brought 

together again to kick off the school year for our first in‐service day on Monday, August 6, 2012, at the Franciscan 

Retreat Center. We would also like to give you a schedule of the two days in advance so you are able to begin 

preparing for freshman to arrive on Wednesday, August 8, 2012, with all students on Thursday, August 9, 2012. 

Monday, August 6, 2012 (Faculty and Staff) 

8:00 Hospitality (Twister Café) 

8:15 Celebrating 160 th 

F.L.A.G. opportunities 

Blood Bourne Pathogens & Updates 

Faculty/Staff handbook 

Budget 

12:30 Lunch Provided 

1:00 Continue Orientation 

3:15 Enjoy your evening! 

Tuesday, August 7, 2012 (Faculty only) 

8:00 Faculty meeting 

9:00 Technology training 

12:00 Lunch on your own 

1:00 Continue training 

3:15 Enjoy your evening! 

Let the 160th celebrations begin! 

Blessings, 

Sr. Therese Gillman, OSF 

President 


Principal 

Please review the enclosures carefully and if you have any questions let us know. 

Important Enclosures: Pay Agreement Sheet or copy of faculty contract



Oldenburg Academy 

of the 

Immaculate Conception, Inc. 

Faculty and Staff Handbook 

2012‐2013 

Revised June, 2012

TABLE OF CONTENTS 

WELCOME ..................................................................................................................................................................... 1 

INTRODUCTION ............................................................................................................................................................. 2 

SPONSORSHIP BY THE SISTERS OF ST. FRANCIS .............................................................................................................. 2 

OLDENBURG ACADEMY VISION AND MISSION STATEMENT ........................................................................................... 3 

VISION STATEMENT ............................................................................................................................................................ 3 

MISSION STATEMENT ......................................................................................................................................................... 3 

GUIDING PRINCIPLES .......................................................................................................................................................... 3 

PHILOSOPHY OF EDUCATION ......................................................................................................................................... 4 

EQUAL EMPLOYMENT OPPORTUNITY ............................................................................................................................ 6 

HARASSMENT ............................................................................................................................................................... 7 

HARASSMENT BASED ON RACE, COLOR, GENDER, NATIONAL ORIGIN, AGE OR DISABILITY ................................................................ 7 

SEXUAL HARASSMENT......................................................................................................................................................... 7 

SEXUAL MISCONDUCT POLICY AND MINISTRY TO MINORS .......................................................................................................... 8 

COMMUNICATION ........................................................................................................................................................ 9 

COMMUNICATION WITH THE BOARD OF TRUSTEES .................................................................................................................... 9 

COMMUNICATION WITH PARENTS/GUARDIANS ........................................................................................................................ 9 

OPEN COMMUNICATION ................................................................................................................................................... 10 

EMPLOYMENT POLICIES .............................................................................................................................................. 11 

CHANGES IN STAFF CLASSIFICATIONS .................................................................................................................................... 11 

CRIMINAL BACKGROUND CHECK .......................................................................................................................................... 11 

EMPLOYMENT OF BOARD MEMBERS .................................................................................................................................... 11 

FACULTY CONTRACTS: TIMING OF EXECUTION AND RELATED NOTICES ......................................................................................... 11 

SALARY REVIEWS ............................................................................................................................................................. 11 

EMPLOYEE CLASSIFICATIONS ............................................................................................................................................... 11 

DEFINITION OF ROLES .................................................................................................................................................. 13 

BOARD OF TRUSTEES ........................................................................................................................................................ 13 

PRESIDENT ..................................................................................................................................................................... 13 

PRINCIPAL ...................................................................................................................................................................... 13 

DIRECTOR OF ADMISSIONS ................................................................................................................................................. 13 

OPERATING POLICIES .................................................................................................................................................. 14 

ACCIDENT REPORTING ...................................................................................................................................................... 14 

ATTIRE .......................................................................................................................................................................... 14 

BLOODBORNE PATHOGENS ................................................................................................................................................ 14 

CONFIDENTIAL INFORMATION ............................................................................................................................................. 14 

ELECTRONIC COMMUNICATIONS .......................................................................................................................................... 14 

CONFIDENTIALITY OF VOICE MAIL AND ELECTRONIC MAIL ......................................................................................................... 15 

COPYRIGHT PROTECTION ................................................................................................................................................... 16 

June 2012 

‐ 2 ‐

DONATIONS ................................................................................................................................................................... 16 

DRUG AND ALCOHOL‐FREE WORKPLACE ............................................................................................................................... 16 

FUNDRAISING ................................................................................................................................................................. 16 

HAZARDOUS MATERIALS ................................................................................................................................................... 17 

PROCEDURES FOR PERSONAL AND SICK DAYS ......................................................................................................................... 17 

PUNCTUALITY ................................................................................................................................................................. 17 

RELATIONS WITH SUPPLIERS AND OLDENBURG ACADEMY CUSTOMERS ........................................................................................ 17 

SAFETY POLICY ................................................................................................................................................................ 18 

SMOKING ....................................................................................................................................................................... 18 

SPEAKING TO THE MEDIA ................................................................................................................................................... 18 

TRAVEL RELEASE POLICIES .................................................................................................................................................. 18 

FACULTY ...................................................................................................................................................................... 20 

ATTENDANCE‐FACULTY ..................................................................................................................................................... 20 

CERTIFICATIONS ............................................................................................................................................................... 20 

DEPARTMENT CHAIR RESPONSIBILITIES ................................................................................................................................. 20 

DUTIES OF THE FACULTY .................................................................................................................................................... 21 

ENFORCEMENT OF STUDENT DISCIPLINE CODE ........................................................................................................................ 21 

FACULTY LOUNGE ............................................................................................................................................................ 21 

FACULTY RESPONSIBILITIES ................................................................................................................................................. 22 

REQUEST FOR TEACHING SUBSTITUTION OR CHANGE IN WORK SCHEDULE .................................................................................... 23 

WORK LOAD ................................................................................................................................................................... 23 

GRADING .................................................................................................................................................................... 24 

ACADEMIC PROBATION ..................................................................................................................................................... 24 

ADVANCED PLACEMENT COURSES ....................................................................................................................................... 24 

AP SCHEDULING CRITERIA ................................................................................................................................................. 24 

EXAMS .......................................................................................................................................................................... 25 

GRADE CALCULATION ....................................................................................................................................................... 25 

GRADE POINT AVERAGE .................................................................................................................................................... 25 

GRADE POLICY ................................................................................................................................................................ 26 

GRADE REPORTING PROCEDURE .......................................................................................................................................... 26 

GRADING SCALE .............................................................................................................................................................. 26 

REPORT CARD COMMENT SUGGESTIONS ............................................................................................................................... 26 

WEIGHTED COURSES ........................................................................................................................................................ 27 

SALUTATORIAN AND VALEDICTORIAN ................................................................................................................................... 27 

SUMMER SCHOOL ............................................................................................................................................................ 28 

STUDENT ATTENDANCE/ABSENCES ............................................................................................................................. 29 

ABSENCES ...................................................................................................................................................................... 29 

EXCESSIVE ABSENCES ........................................................................................................................................................ 29 

SALARY AND COMPENSATION ..................................................................................................................................... 31 

FACULTY PERFORMANCE APPRAISAL .................................................................................................................................... 31 

SALARIED EMPLOYEE WORK EXPECTATIONS ........................................................................................................................... 31 

STAFF PERFORMANCE APPRAISAL ........................................................................................................................................ 32 

STAFF EMPLOYEE SALARY AND WAGE REVIEWS ...................................................................................................................... 32 

TIME CARDS ................................................................................................................................................................... 32 

June 2012 

‐ 2 ‐

WAGE GARNISHMENTS ..................................................................................................................................................... 32 

DISCIPLINARY AND TERMINATION PROCEDURES ...................................................................................................................... 32 

BENEFITS ..................................................................................................................................................................... 34 

ATHLETIC AND FINE ARTS PASSES ........................................................................................................................................ 34 

BEREAVEMENT DAYS ........................................................................................................................................................ 34 

FAMILY EMERGENCY DAYS ................................................................................................................................................. 34 

FAMILY AND MEDICAL LEAVE ACT ....................................................................................................................................... 34 

FAMILY AND MEDICAL LEAVE ACT – EMPLOYEES NOT ELIGIBLE .................................................................................................. 37 

HOLIDAYS ...................................................................................................................................................................... 37 

INSURANCE .................................................................................................................................................................... 38 

JURY DUTY ..................................................................................................................................................................... 38 

LIFE AND LONG TERM DISABILITY ........................................................................................................................................ 38 

MEAL AND REST PERIODS .................................................................................................................................................. 39 

MILITARY LEAVE .............................................................................................................................................................. 39 

PERSONAL DAYS .............................................................................................................................................................. 39 

PROFESSIONAL DAYS ........................................................................................................................................................ 39 

RETIREMENT PLAN: 403(B) ACCOUNT .................................................................................................................................. 39 

SECTION 125 ‐ PREMIUM ONLY PLAN .................................................................................................................................. 40 

SICK DAYS ...................................................................................................................................................................... 40 

SNOW DAYS ................................................................................................................................................................... 40 

TUITION REMISSION ......................................................................................................................................................... 41 

VACATION AND SCHOOL TIME OFF ...................................................................................................................................... 41 

WORKING SPOUSE POLICY ................................................................................................................................................. 42 

STUDENT MEDICAL CONDITIONS ................................................................................................................................. 43 

CHILD ABUSE/NEGLECT ..................................................................................................................................................... 43 

PHYSICAL DISTRESS .......................................................................................................................................................... 44 

COMPUTER USE AND ETHICS ....................................................................................................................................... 45 

BUDGET/FEES .............................................................................................................................................................. 46 

BUDGET ......................................................................................................................................................................... 46 

DEPARTMENT EXPENSES .................................................................................................................................................... 46 

DEPOSITS ....................................................................................................................................................................... 46 

HAZARDOUS MATERIALS ................................................................................................................................................... 46 

ORGANIZATIONAL FUNDS .................................................................................................................................................. 46 

PURCHASE ORDERS .......................................................................................................................................................... 46 

REIMBURSEMENT OF EXPENSES ........................................................................................................................................... 47 

REQUESTS FOR CHECKS ..................................................................................................................................................... 47 

SALES OF MERCHANDISE ................................................................................................................................................... 47 

SCHEDULE CHANGE FEE ..................................................................................................................................................... 47 

USE OF CREDIT CARDS ...................................................................................................................................................... 48 

MISCELLANEOUS ......................................................................................................................................................... 49 

ANNOUNCEMENTS ........................................................................................................................................................... 49 

BULLETIN POSTINGS AND MAIL SHELVES ............................................................................................................................... 49 

COSTUME ROOM ............................................................................................................................................................. 49 

June 2012 

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FIELD TRIPS .................................................................................................................................................................... 49 

FOREIGN NATIONAL STUDENTS ........................................................................................................................................... 50 

HALL PASSES .................................................................................................................................................................. 50 

PARKING........................................................................................................................................................................ 50 

PART‐TIME STUDENTS ...................................................................................................................................................... 50 

SCHOOL DANCES ............................................................................................................................................................. 51 

SECURITY ....................................................................................................................................................................... 51 

SPEAKERS ...................................................................................................................................................................... 51 

STUDENTS LEAVING GROUNDS ............................................................................................................................................ 52 

TELEPHONE CALLS AND CELL PHONES ................................................................................................................................... 52 

TEXTBOOKS .................................................................................................................................................................... 52 

USE OF FACILITIES AND PROPERTY ............................................................................................................................... 53 

CARE OF THE AUDITORIUM ................................................................................................................................................ 53 

CLASSROOM CARE ........................................................................................................................................................... 53 

FACILITIES ...................................................................................................................................................................... 53 

GYM ............................................................................................................................................................................. 53 

OA MEDIA CENTER AND COMPUTER LAB .............................................................................................................................. 53 

PROPERTY ...................................................................................................................................................................... 54 

REPAIRS ........................................................................................................................................................................ 54 

STUDENT WORKERS ......................................................................................................................................................... 54 

EXTRA DUTIES ............................................................................................................................................................. 53 

CHAPERONES FOR DANCES ................................................................................................................................................. 55 

DISCIPLINE BOARD ........................................................................................................................................................... 55 

FIRST PERIOD TEACHERS .................................................................................................................................................... 55 

STUDENT ACTIVITY MODERATORS (REFER TO FORM INDEX FOR SPECIFIC RESPONSIBILITIES) .............................................................. 56 

EMERGENCY PROCEDURES .......................................................................................................................................... 53 

EMERGENCY SCHOOL CLOSING OR SCHOOL DELAY ................................................................................................................... 57 

PUBLIC COMMUNICATION GUIDELINES ....................................................................................................................... 53 

June 2012 

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WELCOME 

When a tree grows by itself it spreads out, but does not grow tall. When trees grow together in the 

forest, they help push each other towards the sun. 

‐Buddhist Monastic Saying 

It is exciting to welcome each of you to join us on the OA Team as we begin our 160 th year of 

providing academic excellence rooted in the Franciscan tradition. Throughout the years, the Academy 

has built a rich legacy of educating our young people in a faith filled environment. Truly we are 

educating tomorrow’s leaders..Each of us have the opportunity as Oldenburg Academy employees to 

represent OA to every person who walks through our doors and with whom we interact. A critical 

component of our day‐to‐day‐success is instilling positive habits and strong moral values into the lives 

of our students.. We not only teach the youth of our future academically, but we also interact with 

the community to ensure that the belief system taught at Oldenburg Academy is reinforced and 

integrated into our lives. With the unity of a faculty and staff on so many fronts, anything is possible. 

The following information is a collective way of ensuring that success on these various fronts is 

achieved. With so many personalities working toward the same goal, structure is essential. Nothing 

is perfect, so as this document becomes a living reality, we welcome any suggestions to better the 

educational system for which we serve. 

Many blessings as we begin OA’s 160 th year! 

Sr. Therese Gillman, OSF 

President 


Principal 

June 2012 

1

INTRODUCTION 

This handbook describes, in summary form, the personnel policies and procedures that govern the 

employment relationship between Oldenburg Academy of the Immaculate Conception (hereinafter, 

“Oldenburg Academy”) and its administration, faculty and staff. As the need arises, Oldenburg 

Academy may modify or change any of the policies or procedures referred to in this handbook if our 

overall effectiveness and mission are better served. Policy changes are at the discretion of the 

President, in consultation with the Board of Trustees (hereinafter, the “Board”). This handbook 

supersedes any prior handbook(s) of Oldenburg Academy. You may receive updated information 

concerning changes in policy from time to time, and these updates should be kept with your copy of 

this handbook. If you have any questions about the provisions in this handbook, or any updates that 

you may receive, please ask the President or Principal. 

Nothing in this handbook is intended to create a contract relationship between Oldenburg Academy 

and its employees, or to alter the at‐will employment relationship thereof, and indeed the policies 

summarized in this handbook cannot take precedence over the specific terms of a contractual 

agreement that may be in effect between Oldenburg Academy and a particular faculty or staff 

member. 

SPONSORSHIP BY THE SISTERS OF ST. FRANCIS 

The Sisters of St. Francis of Oldenburg, Indiana are the foundresses and sponsors of Oldenburg 

Academy. The year 2002 marked 150 years of presence and service of the Sisters of St. Francis to 

Oldenburg Academy. Although the Sisters today have extended their ministry into many areas in 

addition to teaching, they still cherish the Academy as one of their first and finest schools. The 

mission statement of the Sisters of St. Francis concludes with the words: “enlivened by a spirit of 

justice, reconciliation, and peace, we collaborate with others in responding to the needs of the 

world.” The Oldenburg Academy Community aims to carry on this collaboration. 

June 2012 

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OLDENBURG ACADEMY VISION AND MISSION STATEMENT 

Vision Statement 

Oldenburg Academy of the Immaculate Conception will be the outstanding co‐educational Catholic 

college preparatory high school in southeastern Indiana where students of diverse backgrounds are 

embraced and celebrated. 

We will build and support an active campus ministry program, continue to develop a challenging 

academic curriculum, sustain our premier fine arts program, and offer a wide selection of athletic and 

other co‐curricular activities. Technology will be incorporated throughout the curriculum and 

campus. 

We will provide a positive working environment that employs a well‐qualified and highly committed 

faculty and staff. 

We will maintain a strong partnership with our sponsors, the Sisters of St. Francis, as well as 

community members and alumni. We will promote good stewardship of our resources to ensure the 

financial stability of the Academy. 

Mission Statement 

Oldenburg Academy of the Immaculate Conception is a Franciscan Catholic co‐educational college 

preparatory high school committed to academic excellence, social responsibility, leadership and 

personal growth for our students who will excel in our ever‐changing world. 

We do this by: 

Guiding Principles 

• Incorporate Franciscan values of prayer, Gospel living and service to support the growth of 

each student’s mind, body, and spirit. 

• Provide a well‐qualified faculty that continuously improves curricula and methodologies. 

• Offer a wide range of co‐curricular activities that complement strong religious and academic 

programs. 

• Ensure that a quality Catholic education is affordable. 

• Create and sustain an environment where students from all backgrounds are welcomed and 

respected. 

• Commit to long‐term financial viability. 

June 2012 

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PHILOSOPHY OF EDUCATION 

Oldenburg Academy is keenly aware of its role in the education and formation of each student in the 

school. As a Catholic institution, Oldenburg Academy strives to instill in each student Christian 

attitudes and values, and to provide a curriculum and activities that will educate the whole person ‐ 

spiritually, intellectually, emotionally, socially, culturally and physically ‐ and prepare that student for 

a place in a complex and changing world. Oldenburg Academy believes that in fulfilling this purpose 

it will best aid in the development of complete, well‐adjusted Christian adults. 

In view of the importance of the spiritual well‐being of each individual, Oldenburg Academy strives 

to: 

• Provide an environment by example, by teaching, and through service opportunities 

and spiritual experiences which will strengthen the student’s Christian beliefs, values, 

and attitudes; 

• Foster in students a sense of responsibility and moral leadership as members of the 

family, church, school and civic communities; 

• Aid students to grow in their relationship with God, in order to apply Christian values 

to everyday situations. 

In dealing with the intellectual aspect, we strive for an educational program that will: 

• Help each student achieve a level of academic excellence commensurate with his/her 

abilities and with his/her goals in life; 

• Ensure that each department provides a comprehensive, integrated approach to its 

courses; 

• Enable teachers to respond to the individual needs of each student; 

• Provide many experiences ‐ cultural, artistic, and recreational which will enable each 

student to gain skills and interests that contribute to a worthwhile use of leisure time; 

• Teach students to understand their own culture and to appreciate and respect the 

cultures of others. 

Realizing the need for emotional development, we strive through example, friendship, guidance 

and activities to help each student: 

• Recognize and feel comfortable with his/her abilities and achievements; 

• Develop his/her talents; 

• Grow in decision‐making ability; 

• Develop a sense of self‐respect and of being loved so that he/she can also respect and 

love others. 

June 2012 

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In order that the school experience may be a time of social growth and education for a role in 

today’s pluralistic society, we plan situations and activities that: 

• Offer constructive methods for coping with the pressures and problems inherent in 

living and working with other students and adults; 

• Help students to exercise responsibility over their own life‐styles in order to become 

successful family members and citizens; 

• Provide opportunities for students to be involved with the social needs of others 

through participation in church, community activities and in social justice activities 

impacting our world; 

• Provide knowledge of what constitutes courteous behavior and encourage students to 

practice it; 

• Provide an environment conducive to wholesome relationships among students; 

• Encourage a spirit of cooperation for all to promote the common good among 

members of the Oldenburg Academy community; 

• Provide a co‐curricular program that will meet the interests of as many students as 

possible. 

Recognizing the benefits of cultural experiences, we will: 

• Provide courses, assemblies, field trips and other experiences which will help students 

develop an appreciation of culture and the arts; 

• Provide classes and other opportunities through which the students may develop their 

own talents in the arts. 

Realizing the importance of a healthy body to the development of a whole person we aim to: 

• Teach students the proper nutritional and physical care of their bodies; 

• Encourage students to develop their own physical fitness programs, including both 

team and individual sports; 

• Offer a well‐balanced physical education and sports program and encourage students 

to participate in them. 

June 2012 

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EQUAL EMPLOYMENT OPPORTUNITY 

Oldenburg Academy is committed to a policy of equal employment opportunity for all applicants and 

employees. Employment decisions comply with all applicable federal and state laws prohibiting 

discrimination in employment. It is our philosophy to treat our employees and applicants fairly 

without regard to race, religion, color, gender, national origin, age, disability, present, past, or future 

service in a branch of the uniformed services of the United States, or (in the case of U.S. Citizens or 

intending citizens), citizenship. The only exception is where religion, gender, or ordination is a bona 

fide occupational qualification. Discrimination against any employee or applicant based on any of 

these conditions will not be allowed or tolerated. This policy applies to all employment practices, 

including, but not limited to, recruiting, hiring, pay rates, training, promotions, and all terms and 

conditions of employment and termination. 

Any employee who feels subject to discrimination should immediately report the discrimination to 

the Principal. If the employee is uncomfortable discussing the matter with the Principal, the 

employee should report the alleged discrimination to the President. If the employee is 

uncomfortable discussing the matter with the President, the employee should report the alleged 

discrimination to the Board in the manner set forth in this Handbook. All reports will be investigated 

thoroughly. If the report has merit, disciplinary action will be taken against the offender up to and 

including discharge. 

In addition, any employee who feels that he/she has been retaliated against for reporting 

discrimination should report that belief to the Principal, or, if the employee is uncomfortable 

discussing the matter with the Principal, then to either the President or the Board in the manner set 

forth in this Handbook. All reports will be investigated thoroughly. If the report has merit, 

disciplinary action will be taken against the offender up to and including discharge. 

Any employee who wishes to discuss his/her disability‐based limitations and needs for reasonable 

accommodation should contact the President. 

June 2012 

6

HARASSMENT 

Harassment Based On Race, Color, Gender, National Origin, Age Or Disability 

In providing a productive working environment, Oldenburg Academy believes that its faculty and staff 

should be able to enjoy a workplace free from all forms of discrimination, including harassment on 

the basis of race, gender, national origin, age and disability. It is Oldenburg Academy’s policy to 

provide an environment free from such harassment. 

It is against the policy of Oldenburg Academy for any employee, whether a teacher, staff member, 

supervisor or co‐worker, to harass another employee or student. Prohibited harassment occurs when 

verbal or physical conduct defaming or showing hostility toward an individual because of his or her 

race, color, gender, national origin, age or disability, or that of an individual’s relatives, friends or 

associates, creates or is intended to create an intimidating, hostile or offensive working environment, 

interferes or is intended to interfere with an individual’s work performance; or otherwise adversely 

affects an individual’s employment opportunities. 

Harassing conduct includes, but is not limited to: 

• Epithets, slurs, negative stereotyping or threatening, intimidating or hostile acts which 

relate to race, color, gender, national origin, age or disability; and/or 

• Written or graphic material that defames or shows hostility or aversion toward an 

individual or group because of race, color, gender, national origin, age or disability, and 

that is placed on walls, bulletin boards, or elsewhere on Oldenburg Academy’s 

campus. 

Any faculty or staff member who believes he or she has been harassed in violation of this policy or 

has observed such harassment should report the conduct immediately to the Principal, or if the 

Principal is the person responsible for the harassment, to the President. The employee always has 

the option of reporting the conduct directly to the Board if he or she prefers, in the manner set forth 

in this Handbook. 

An impartial and discreet investigation of all complaints will be conducted in a timely manner. Any 

employee of Oldenburg Academy who has been found, after appropriate investigation, to have 

harassed another employee or student in violation of this policy will be subject to disciplinary action 

up to and including termination. 

Sexual Harassment 

It is the policy of Oldenburg Academy to provide an environment free from sexual and gender‐based 

harassment. It is against the policy of Oldenburg Academy for any employee, whether a faculty 

member, staff member or supervisor to sexually harass another employee or student. Sexual 

harassment or gender‐based harassment occurs when unwelcome conduct of a sexual nature 

becomes a condition of an employee’s continued employment, affects other employment decisions 

June 2012 

7

egarding the employee or student, or creates an intimidating, hostile or offensive working 

environment. 

Sexual and gender‐based harassment may include: 

• Requests for sexual favors; 

• Unwanted physical contact, including touching, pinching or brushing the body; 

• Verbal harassment, such as sexual innuendoes, suggestive comments, jokes of a sexual 

nature, sexual propositions or threats; 

• Non‐verbal conduct, such as display of sexually aggressive objects or pictures, leering, 

whistling or obscene gestures; and 

• Acts of physical aggression, intimidation, hostility, threats or unequal treatment based 

on gender (even if not sexual in nature). 

Any employee who believes that he or she has been sexually harassed or has observed sexual 

harassment should report the conduct immediately to the Principal, or if the Principal is responsible 

for the harassment, to the President. The employee always has the option of reporting the conduct 

directly to the Board if he or she prefers, in the manner set forth in this Handbook. 

An impartial and discreet investigation of all complaints will be conducted in a timely manner. Any 

employee of Oldenburg Academy who has been found, after appropriate investigation, to have 

sexually harassed another employee or student will be subject to disciplinary action, up to and 

including termination. 

Sexual Misconduct Policy and Ministry to Minors 

Oldenburg Academy does not permit or condone child abuse and other forms of sexual misconduct 

under any circumstances. Oldenburg Academy follows the VIRTUS and Archdiocese of Indianapolis 

policy on sexual misconduct. This policy provides a thorough explanation of these issues and the 

appropriate reporting procedures. All employees are to carefully read this policy, sign the receipt 

form, and follow it closely if you become aware of a situation that may constitute child abuse or other 

forms of sexual misconduct. Copies of the policy can be found on‐line at 

http://www.archindy.org/new_abuse_policy.pdf or obtained through the President’s office. 

Oldenburg Academy employees are required to attend mandatory training sessions. 

June 2012 

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COMMUNICATION 

Communication with the Board of Trustees 

Any employee who feels that he or she has been harassed in violation of the policies set forth in this 

Handbook, or who otherwise feels that the Mission of Oldenburg Academy is not being carried out by 

the Principal, is encouraged to discuss his or her concerns with the President directly. If, however, 

the President is responsible for the harassment, or for some other reason is unapproachable, the 

employee is invited to contact the Board directly. 

Communication to the Board should be directed to: 

Oldenburg Academy Board of Trustees 

Chairman, Human Resources Committee 

P.O. Box 200 

Oldenburg, Indiana 47036 

The Board’s Human Resources Committee will initially consider all communications received in the 

manner set forth in this Handbook. If the Human Resources Committee determines that the matter 

addressed in a communication merits the consideration of the full Board, the Committee will place 

the matter on the agenda for the next Board meeting. Matters that need immediate attention will be 

addressed as timely as possible. 

Communication with Parents/Guardians 

One of the most effective ways of promoting student success is to build open and frequent 

communication with parents. Parents appreciate faculty concerns, and are looking for ways to help the 

faculty in working with their children. Teachers should try to contact each student's parents during the 

year. Contact with parents need not be of a negative or critical nature. Unsolicited, positive written 

comments, E‐mails and phone calls are very good motivators for students. 

Mid‐term Progress Reports must be completed and sent to the office on the date indicated in the 

middle of the quarter if a student is receiving a C‐ or below, or is not performing acceptably in class. 

Returning phone calls to parents and following through on agreed upon parent requests are 

important ways to maintain a good working relationship. It is expected that responses to parent 

phone calls and e‐mails be within twenty‐four hours. Failure to do so is often seen by parents as a 

serious violation of trust. Maintaining contact with parents avoids misunderstanding and 

miscommunication, while offering both parties a chance to make suggestions and to ask questions. 

Parent conferences may be requested at any time a teacher feels there is a need. If a teacher would 

like to meet with the parents in conjunction with other teachers, he/she should contact the Guidance 

Counselor or the Principal for scheduling assistance. In some cases a student’s parents may request a 

meeting with all of their child’s teachers. These types of meetings will also be scheduled through the 

Guidance Counselor. 

June 2012 

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Open Communication 

Any faculty or staff member who has a work‐related concern or question initially should discuss it 

with his/her supervisor. If the faculty member or staff member disagrees with the supervisor’s 

decision, he/she may consult the Principal or President. The Principal or President then will review 

the matter, request any additional information, and determine what action, if any, is appropriate. 

The President’s decision is final and binding. 

June 2012 

10

EMPLOYMENT POLICIES 

Changes in Staff Classifications 

• An employee’s classification determines his or her eligibility for benefits. An employee’s 

classification will not be changed due to a temporary change in work schedule. 

• Changes in employee classification will occur when a job change, a promotion, or a change in 

work hours – projected to be ongoing or last for more than four (4) months – takes place. 

Criminal Background Check 

• Oldenburg Academy follows the Indianapolis Archdiocesan policy and procedure for 

background checks. This information will be provided during the employment application 

process. Must be renewed every five (5) years. 

Employment of Board Members 

• To preserve the objectivity and integrity of the Academy’s Board of Trustees, any board 

member who wishes to apply for employment with Oldenburg Academy must first resign from 

the Board of Trustees. 

Faculty Contracts: Timing of Execution and Related Notices 

• Faculty contracts are for a school year equal to the number of days as stated in the faculty 

contract. Faculty members who wish to return to Oldenburg Academy for the next school year 

must submit to the Principal a Letter of Intent in writing on a date specified each year. 

Faculty who are to be rehired will be offered a contract by the end of May. Faculty hired 

without certification are required to make progress toward certification according to State of 

Indiana and Indianapolis Archdiocesan criteria if they wish to be rehired for the following 

year; certification will be handled on a case‐by‐case basis. 

Salary Reviews 

• Employees have the opportunity for a potential salary increase annually. Increases are not 

automatic or guaranteed. Rather, they are based on overall job performance and school 

budget needs and constraints. Non‐exempt employees (as defined below) shall be subject to 

a ninety (90) day probationary period, commencing with the first day of employment. 

Employee Classifications 

• We place personnel into classifications based on job descriptions consistent with the Fair Labor 

Standards Act (FLSA) and applicable state law. 

Exempt Staff Employee: An executive, administrative, or professional employee who is exempt 

from the provisions of the FLSA and paid a salary. 

Nonexempt Staff Employee: An employee (generally paid by the hour) who is eligible for overtime 

June 2012 

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pay according to the provisions of the FLSA. 

Regular Full‐Time Staff Employee: A salaried or hourly employee who is normally scheduled to 

work thirty‐seven and one‐half (37.5) hours per workweek. 

Regular Part‐Time Staff Employee: A salaried or hourly employee who is normally scheduled to 

work generally less than thirty‐seven and one‐half (37.5) hours per work week. 

Temporary Staff Employee: An employee who is hired on a full or part‐time basis for a specified 

period of time, usually not to exceed six (6) months. 

On‐Call Staff Employee: A nonexempt employee who is not required to work a specified number 

of hours in any given workweek but who is scheduled to work on an as‐needed basis. 

Inactive Staff Employee: An employee who is on a leave of absence and is not receiving pay from 


Faculty: An employee who is hired to instruct students and under contract by Oldenburg 


Staff: Any employee who is non‐faculty. 

June 2012 

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DEFINITION OF ROLES 

As set forth in the Oldenburg Academy PHILOSOPHY and MISSION STATEMENT, the school 

community consists of many constituencies, including administration, faculty and staff. Each 

employee of the school has a specified role, which plays an important part in forming the total 

Oldenburg Academy community. Those roles, summarily defined below, in addition to any other 

duties which may be assigned, are as follows: 

Board of Trustees 

Oldenburg Academy’s Board members act as the Trustees for the school. In this capacity, the 

Trustees are guided by the school’s philosophy and mission as they plan educationally and financially, 

make policy and evaluate the school’s performance. The working relationship between the Board 

and the President is a partnership built on mutual endeavor and trust. The Board sets policy and 

delegates administration of the school to the President and Principal. The President guides the Board 

in setting policy, while the Board has primary administrative responsibility for its own organization 

and management, for managing the school’s assets, raising funds and strategic planning. 

President 

The President is the chief executive officer of Oldenburg Academy. This individual reports to the 

Board of Trustees and is responsible for the strategic direction of the school, development, 

implementation and review of policies, coordination and evaluation of the administrative team 

(Principal, Business Operations Manager, Technology Coordinator and Admissions Director. The 

President represents the school to its constituents and integrates Oldenburg Academy’s mission 

effectiveness as a Catholic Franciscan sponsored institution throughout all aspects of the school. 

Principal 

The Principal of Oldenburg Academy is hired by the President of Oldenburg Academy in collaboration 

with and with approval of the Board of Trustees. The Principal reports to the President and provides 

educational leadership for the school and is responsible for the day‐to‐day operation of the school. 

The Principal hires, supervises and evaluates the faculty. 

Advancement Director 

The Advancement Director reports to the President and is responsible for overseeing all fundraising efforts within the 

Advancement office. The position works in close collaboration with the President in cultivating donor relationships. 

Admissions Director 

The Director of Admissions is responsible to the President and collaborates with the Principal. The 

Director of Admissions is responsible for overseeing the admissions and recruitment program. 

Finance Manager 

The Finance Manager is responsible to the President and manages all financial matters for effective 

and efficient operation of the school. 

June 2012 

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OPERATING POLICIES 

Accident Reporting 

While we all strive for an accident free environment, we understand that accidents do occasionally 

happen. In the event that a faculty or staff member is injured while at work, it is necessary to 

complete an Employee Accident Report immediately in order to be sure your claim is processed in a 

timely manner. A copy of this form is included in this handbook. The completed report must be 

given to the Finance Office. 

Attire 

It is expected that employees maintain a clean and neat appearance and project a professional 

appearance and businesslike image in dealing with other employees, students, volunteers, and the 

general public; therefore, during the regular school day jeans are not permitted unless notified in 

advance. Please keep in mind that our students are held to a standard of appropriate dress, and that 

all teachers should maintain a similar standard in their own appearance. Oldenburg Academy 

reserves the right to define appropriate standards of appearance for the workplace. The Principal 

and/or President shall resolve any questions about attire. 

Bloodborne Pathogens 

Oldenburg Academy has an Exposure Control Plan that is a key component in its commitment to 

control occupational exposure of its employees to blood borne pathogens such as the HIV virus and 

Hepatitis B. All employees will be trained in this regard during orientation. A copy of the Exposure 

Control Plan is available for review at any time in the Principal’s office. 

Confidential Information 

All employees are expected to respect the privacy and dignity of the students and their families, the 

student‐teacher relationship, and all other employees by maintaining in the strictest confidence any 

information and/or material which could injure the reputation of a student, teacher, or other 

employee. 

Discussion of confidential information with unauthorized individuals is considered an invasion of 

privacy, and the employee becomes subject to disciplinary action. In all matters, Oldenburg Academy 

employees are held to the highest of standards of professional conduct. 

Matters of a professional nature shall not be discussed in the presence of students. Confidentiality 

must be carefully observed. 

Electronic Communications 

• Electronic devices owned by the school must be used for professional communications only. 

• Oldenburg Academy employees and contracted workers are required not to initiate or 

respond to text messages, phone calls, emails or other electronic communications of a 

personal nature to students. Professional, logistical, factual messages pertaining to school 

business are permitted such as a change in practice location, game time, and cancellation. 

June 2012 

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Electronic Devices 

• Electronic devices issued by the school such as: IPads, lap top computers, desk top computers, 

printers, promethean boards, are the property of Oldenburg Academy. Oldenburg Academy 

issued electronic devises may be used on and off campus; however, employees are 

responsible for damages incurred due to neglect or misuse. 

• (ASK PAIGE) No software can be installed or deleted on Oldenburg Academy devises without 

permission of the Technology Coordinator. 

• Faculty and staff are expected at all times to enforce Oldenburg Academy’s student internet 

usage policy. 

• At no time may any faculty or staff member provide a student or non‐Oldenburg Academy 

person with the Oldenburg Academy over‐ride authorization code. 

• Only Oldenburg Academy personnel may use Oldenburg Academy issued electronic devices. 

Allowing non‐approved use of electronic devises could result in disciplinary action up to and 

including dismissal. Students are not permitted to use employee issued electronic devises. 

• Oldenburg Academy web sites and other social networking mediums must be professional at 

all times and in keeping with the values of Oldenburg Academy. 

Respecting Persons Through Electronic Communications 

The good name, reputation and personal safety of each student, faculty, and staff member is vitally 

important. In order to protect students, employees, and the school itself, each employee is expected 

to treat the good name and reputation of other students, school employees and the school with 

dignity and respect. The expectation is not to engage in any activity or conduct, either on campus or 

off campus, that is in opposition to this policy and/or inconsistent with the Catholic Christian 

principles of the school. Any derogatory, slanderous, hostile, or threatening remarks or actions 

directed toward any of the above by an employee will be seen as a violation of this policy and will be 

viewed as extremely serious, whether it is done physically, verbally, or electronically through the use 

of a home or school computer, phone, iPad or other electronic media or by remote access during 

work hours or after hours. Some examples include, but are not limited to, text messages, blogging, 

images, pictures, etc. Any individual found to have participated with others in making any such 

remarks or actions will be subject to disciplinary action by the administration, up to and including 

dismissal 

Confidentiality of Voice Mail and Electronic Mail 

Oldenburg Academy’s telephones and computer systems (including Internet access) are in place to 

help us be more efficient and effective in our communications. Accordingly, all employees should be 

aware that these systems are for school use. Employees should be aware that voicemail and 

electronic mail messages are not private and are subject to review by Oldenburg Academy at any 

time, without notice. 

• E‐mails are to be professional at all times and in keeping with the values of Oldenburg 


• Remember that E‐mails can easily be duplicated, edited and forged. 

• For important information and issues, direct person‐to‐person conversation is preferred. 

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• Think of your E‐mails as a post card anyone can read. 

Time spent on‐line on a school account should concern Oldenburg Academy business only. Excessive 

personal use of an on‐line E‐mail account may result in a request for reimbursement or cancellation 

of access to the account or to E‐mail. 

All employees have individual passwords and access to our internal E‐mail system. Important 

information regarding school may be conveyed via e‐mail. All employees should check for messages 

throughout the day, especially in the morning and at the end of the day. Under no circumstances 

should anyone have access to internal E‐mail other than their own, passwords are never to be shared. 

Employees are responsible for securing the confidentiality of their E‐mail and private work space. 

Permission to utilize the Oldenburg Academy wireless connection must be pre‐approved by the IT 

Specialist. 

Contributions 

In accordance with IRS guidelines, a contribution to the Academy cannot be considered a charitable 

one if it is designated by the contributor as payment for a specific student’s tuition. 

Copyright Protection 

Employees are expected to abide by copyright requirements and refrain from illegal reproduction of 

educational materials, computer software, printed music, and other copyrighted materials. 

Questions about this policy or reports of possible violations should be directed to your supervisor. 

Donations 

Oldenburg Academy Office of Advancement must receive notification of all donations received, 

whether monetary or in‐kind, by administration, faculty, staff or Board members in order that proper 

acknowledgement is given to the donor. This is inclusive of Annual Fund donations, unrestricted and 

restricted, scholarship donations, memorials, classroom gifts and individual department donations. 

In the case of in‐kind donations, a receipt for the gift must accompany the Advancement Office 

notification in order to issue an acknowledgement for a tax‐deductible receipt. 

Drug and Alcohol‐Free Workplace 

As a part of Oldenburg Academy’s ongoing commitment to a safe and healthy workplace, we 

maintain a drug and alcohol‐free workplace policy. The unlawful manufacture, distribution, 

dispensation, possession, or use of a controlled substance, whether on or off campus, is strictly 

prohibited. Any violation of this policy will result in discipline up to and including discharge. Any 

teacher or staff member who reasonably suspects that a student or fellow employee is involved with 

illegal drugs, controlled substance or alcohol shall report his or her suspicions to the Principal or the 

President. 

Fundraising 

Fundraising on behalf of Oldenburg Academy must be pre‐approved by supervisor, Advancement 

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Director and Administrative Team. The fundraising form in included in OA Resources Icon on the OA 

E‐mail. 

Hazardous Materials 

All faculty and staff members involved with hazardous materials must be trained in the use and 

proper storage of these materials. This training will be provided by Oldenburg Academy in the days 

immediately prior to the beginning of the school year. Any faculty or staff member having questions 

regarding the training materials, or who has not been trained, should report immediately to the 

President or Principal. 

Material Safety Data Sheets (MSDS) must be maintained in the school office for all hazardous 

materials on campus. No invoice will be paid for any item that constitutes a hazardous material 

unless an MSDS has first been obtained from the supplier. 

Procedures for Personal and Sick Days 

There are generally very few reasons to be absent from your employment. In the event you wake up 

in the morning ill or have an ill family member, you must call your supervisor or designee. Faculty 

members are to notify the Principal or designee at least two hours prior to the start of the school day 

or as soon as possible. Substitutes are extremely difficult to schedule after that time. It is important 

that you always talk to a live human being; please do not leave a message or a voice mail. 

Staff who is unable to report for work for any reason, must notify their immediate supervisor within 

one (1) hour of their regularly scheduled starting time. 

Punctuality 

In general, all employees are expected to be responsible and demonstrate respect for fellow 

employees by establishing a record of punctuality and regular attendance. These are factors 

considered in evaluating overall job performance. Frequent lateness or excessive absenteeism may 

result in disciplinary action up to and including termination. Full time teachers are expected to arrive 

no later than 7:30 a.m. and leave no early than 3:15 p.m. Part‐time teachers are to arrive thirty 

minutes prior to the start of their first class and leave no sooner than ten minutes after their final 

period. 

Relations with Suppliers and Oldenburg Academy Customers 

From time to time, employees may be offered gifts, entertainment, or other favors from a supplier, 

contractor, organization, and/or Academy customer (i.e. students, parents) with which Oldenburg 

Academy has business dealings. Should anyone insist on giving a gift, employees should advise the 

individual that ordinarily significant personal gifts are not permitted. The employee must notify the 

administration of the proposed gift immediately. Employees may suggest that a gift to the school is 

permissible. Any such gifts are to be reported to the Advancement Office. 

Vendor agreements and contracts must be signed by the President, Principal, or Finance Manager. No 

employee member other than those listed may sign agreements or contracts with vendors. 

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Safety Policy 

Oldenburg Academy strives to provide a safe and healthy workplace to prevent accidental injury 

through employee training and education. A crisis manual is developed and reviewed yearly by the 

Principal. 

Every teacher and staff member is responsible for his or her own safety, as well as for the safety of 

others on the campus. Safety must be a primary concern in every aspect of planning and performing 

all Oldenburg Academy activities. The Oldenburg Academy community strives to the greatest extent 

possible to protect our faculty, staff and students against preventable injury or illness in the work 

place. 

All serious injuries must be reported to the Principal immediately. Faculty and staff members are also 

expected to report promptly to the office any apparent health and safety hazards, where the 

appropriate measures will be taken. 

All employees and volunteers are required to work in a safe and responsible manner. Safety 

requirements for employees and volunteers include the following: 

• Considering safety as a daily on‐the‐job priority 

• Following all safety rules and work procedures 

• Immediately reporting any unsafe condition, accident, or near‐miss to his/her supervisor 

• Maintaining a clean and orderly work area 

• Working only with equipment or materials with which they are familiar and for which they’ve 

been properly trained 

• Always wearing seat belts when traveling on school business. 

Any willful violation of a safety procedure can result in immediate termination of an employment. 

Smoking 

The use of tobacco products is not permitted in any of the buildings or on the campus of Oldenburg 


Speaking to the Media 

Oldenburg Academy has designated the President as the person responsible for speaking with the 

press and making written and oral statements for publication. Any request for information or 

interviews by the media should be referred to the President. Coaches and other co‐curricular 

moderators are permitted to discuss their particular activity with interested media as long as the 

discussion centers on their particular sport or group. Questions regarding school policy or operations 

should always be referred to the President. 

Travel Release Policies 

• No student shall be transported by private vehicle to and from any athletic or extracurricular 

activity without having on file with the school office an “Athletic and Extracurricular Travel 

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Release” form signed by the student’s parent or guardian. The only exception is if the student 

is traveling with his or her own parent or guardian. 

• For supervisors, coaches, parents or guardians to be approved by the school to transport 

students to and from extracurricular activities, the individual must meet all of the following 

requirements: 

a. Provide proof of driver’s license to the school; 

b. Provide proof of automobile insurance to the school; 

c. Provide applicable information and permission for a background check to be 

completed by the school; 

d. Have a working cellular telephone available at all times while transporting students; 

e. Be at least 19 years of age or older; and 

f. Be approved by the school administration. 

• No supervisor, coach, parent or guardian shall transport any student alone. There shall be at 

least three individuals (two or more students and one adult) in the vehicle at all times. 

• All student members of a team or organization must return to Oldenburg Academy following 

completion of the athletic or extracurricular activity, unless the student’s parent or guardian 

provides to the school, coach or supervisor a signed “Transportation Notification” indicating 

that the parent gives permission for the student to travel with another responsible adult after 

completion of the contest. It is the responsibility of the coach and/or supervisor to assure 

that all students return to Oldenburg Academy if the coach and/or supervisor have not 

received notification hereunder. 

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FACULTY 

Attendance‐Faculty 

Everyone has the responsibility to be at work on time each day. It is assumed faculty and staff will 

make every effort to schedule personal business outside school hours. There are times, however, 

when time away from work is unavoidable. When it is necessary for a teacher or staff member to be 

absent from school he/she is responsible for: 

• Advance notice ‐ When the need for the absence is known in advance, the supervisor 

or designee should be notified in order that appropriate substitutions may be made. 

• Unexpected absence ‐ When prior notice is not possible, faculty members are to notify 

the Principal or designee at least two hours prior to the start of the school day or as 

soon as possible. If a teacher or staff member will be absent, he/she should call his or 

her supervisor or designee at home the previous evening or call the Principal by 6:00 

AMthe day of the absence. 

A Leave Form must be completed and submitted to the supervisor with each absence within a 48 

hour period. 

Certifications 

Faculty hired without certification are required to make progress toward certification according to 

State of Indiana and Indianapolis Archdiocesan criteria if they wish to be rehired for the following 

year; certification will be handled on a case‐by‐case basis. 

Religion teachers are required to hold a degree in Theology. 

Copies of each teacher’s certification materials will be kept on file in the Principal's office and in the 

Human Resource file, along with an official transcript of that teacher’s college and graduate work. 

Department Chair Responsibilities 

The Department Chair reports to the Principal. The Principal and Department Chair work 

collaboratively in developing strategies for the internal operation of the school in order to achieve 

academic excellence. 

• Encourages, supports and demonstrates spiritual growth in and through the department. 

• Provides instructional leadership for the department. 

• Supports and promotes the mission, vision and strategic direction of Oldenburg Academy. 

• Works with the Principal in the formulation of department curriculum, including department 

goals, objectives, and specific course requirements. 

• Works with the Guidance Counselor to provide assistance for any testing that may be required 

of particular curricular areas, e.g. ISTEP. 

• Conducts monthly department meetings. Minutes are to be taken and distributed to 

administration and other department chairs within one week of the department meeting. 

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• Coordinates programs with other departments. 

• Organizes and supervises textbook adoption in conjunction with the Principal, department 

personnel and State Department of Public Instruction, and when appropriate with the Office 

of Catholic Education. 

• Compiles and submits textbook lists and requests for supplemental supplies and materials. 

• Develops department budget along with the administration and manages department budget. 

• Encourages faculty self‐evaluation, professional growth, scholarship and academic learning by 

modeling these traits. 

• Submits relevant department successes and news to be published in school newsletter as well 

as in public presses releases. 

• Reports to the Principal academic successes and department milestones that can be shared 

with the public and Board of Trustees. 

• Oversees the department faculty to ensure that they are keeping current with the school and 

department websites where applicable. 

• Ensures the faculty members keep parents abreast of student academic successes and/or 

other pertinent issues. This is done in collaboration with the Guidance Counselor and/or the 

Principal. 

• Review periodically resource materials for the department and collaborate with the librarian 

as needed for appropriate acquisitions. 

• Collaborates with the Principal when needed in the hiring, in‐service, orientation, mentoring 

and supervision of new department personnel. 

Duties of the Faculty 

Faculty members are responsible for carrying out the directives of the President and Principal with 

regard to the operation and the orderly running of the school. 

Primarily, teachers are responsible for the instruction of the students who are assigned to their care, 

in the field of study for which they are hired. Conscious that students have different learning styles, 

they are to use a variety of teaching strategies. 

Attention is to be given to maximizing the instructional time. Teachers are never to leave a class 

unattended except in the event of an emergency which necessitates leaving the classroom. Teachers 

should call the office or send a message to the office if they need emergency assistance. 

Enforcement of Student Discipline Code 

It is the responsibility of each and every teacher and staff to enforce the student discipline and 

conduct point system as stipulated in the Student Handbook Code of Conduct. 

Faculty Lounge 

A faculty lounge is available on the second floor of the classroom building. This room is for faculty or 

authorized use only. 

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Teachers are asked to keep the room in an orderly manner so that others may enjoy it. 

Faculty Responsibilities 

• A teacher arrives at school no later than 7:30 a.m. or at least thirty minutes prior to their first 

class and remains at least ten minutes (3:15 p.m.) after the end of the school day. Delay days 

teachers are expected to arrive at least thirty minutes prior to their first class. 

• First period teachers report absences, tardiness and verify dress code within fifteen minutes 

of the start of the school day. 

• Teachers attend faculty meetings, parent teacher conferences, assemblies, and convocations. 

If an event occurs that prohibits attendance, a Leave Form will need to be submitted within 24 

hours for either a half or full day leave. Full time and part‐time teachers are required to 

participate in at least three admissions/marketing events. 

• A teacher is accurate, fair and consistent in recording and following grading policies. Teacher 

is able to give valid reasons for each student’s grade(s). 

• The Indiana State Department of Education requires accurate recording of absences and 

tardiness must be maintained every period. At the end of every school day (no later than 4:00 

P.M.) teachers must up‐date their attendance and tardy reports through the electronic 

system. 

• A teacher is vigilant in efforts to curtail cheating. A teacher emphasizes the importance of 

honesty and integrity and communicates clearly the ramifications of cheating. 

• A teacher utilizes opportunities for Professional Development to enhance personal growth 

and enrichment, and utilizes professional days to remain current in respective field. 

• A teacher complies with reasonable requests for homework assignments for absent students. 

For example, if a student is consistently absent grades should reflect this accordingly. 

• A teacher complies with guidelines in sending student progress reports at scheduled intervals 

and in additional instances where needed. 

• A teacher is fair and consistent in dispensing consequences for student violations of 

regulations, as specified in the Student Handbook. 

• A teacher complies with budgeting practice policies and purchasing procedures, as more fully 

set forth in this handbook. Shifting of monies between line items requires the prior 

permission of the Business Operations Manager or the Principal. 

• A teacher gives clear and complete assignments and provides a current seating chart to 

substitute teacher when absent from class. When substituting for a teacher, it is the duty of 

the substitute teacher to follow lesson plans and instructions of the absent teacher whenever 

possible. 

• A teacher is professional, prudent, maintains confidentiality and is supportive of the 

administration, faculty, staff, parents and students at Oldenburg Academy. 

• A teacher interacts with other faculty, staff and members of the Administration in a 

professional and supportive manner, consistent with the philosophy of Oldenburg Academy 

and the school’s mission statement. 

• A teacher will communicate with the Principal as a first step in resolving dissension or 

misunderstandings, refraining from creating dissension among the other faculty, staff and 

students/parents. 

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• Teachers are expected to substitute twice each quarter as a service to Oldenburg Academy. 

After completing this requirement teachers will receive compensation at the current sub rate 

per class. 

• A teacher deals with students in an appropriate manner at all times, mindful of the 

appropriate boundaries which should be maintained between teachers and students. 

• A teacher is supportive of decisions made by the Board, Administration and the Discipline 

Board. 

Request for Teaching Substitution or Change in Work Schedule 

All requests for change in regular work responsibilities or schedule changes must be cleared with your 

supervisor in advance. If a substitute teacher is needed to supervise a class this must be coordinated 

and approved through the Principal’s office. 

Outside substitutes are requested only if they are needed for the whole day. Otherwise, present 

faculty members are expected to fill in for absences. Teachers are expected to substitute twice each 

quarter as a service to Oldenburg Academy. After completing this requirement teachers will receive 

compensation at the current sub rate per class. 

A teacher who is absent three classes or more must complete a leave form. 

A preparation period is consider an on call period; therefore, teachers must remain at school. 

Work Load 

A school year is equal to the number of days in the official school calendar plus approximately seven 

(7) days. Teachers are expected to attend open house, parent/teacher conferences, meet the 

teacher, graduation and the awards assembly to name a few unless excused by the Principal. 

If a teacher leaves the school campus at any time during the day, he/she must inform the Principal. 

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GRADING 

Each teacher may determine his/her own criteria for assigning grades within his/her classroom, 

unless departmental criteria have been established by the Principal and the Department Head. The 

criteria for determining grades should be communicated to students and their parents (in writing) at 

the beginning of the school year. Teachers are responsible for maintaining an accurate record of 

student grades via grading software. Teachers must also be able to explain the grades assigned to 

each student if called upon to do so. 

Academic Probation 

In order to support the student who is struggling with academic achievement, the ACADEMIC 

PROBATION system has been developed. This status will be applied to the student who: 

1. Has failed two (2) or more courses during the prior school year, or 

2. Has failed two (2) or more courses in a quarter in the current school year. 

As a means of adequately supporting the future success of the student, OA will provide: 

• Continued counselor guidance for related issues as appropriate; 

• Ongoing communication with parents/guardians, teacher(s), and student; 

• Tutoring assistance through the National Honor Society Tutoring Program. 

• Parents/Guardians will send a letter of notification. 

Advanced Placement Courses 

Advanced Placement courses offer our students the opportunity to complete college level work 

while still in high school. These courses are available to qualified, academically‐oriented students. 

Upon completion of the AP courses, students take the national Advanced Placement Examinations 

administered in May. According to their performance on this examination, students may receive 

college credit hours for each examination where they score a 3 or above. Advanced placement 

examinations may be offered in the following areas at Oldenburg Academy: 

US History English Calculus 

Music Theory German Biology 

Art: Portfolio Spanish Chemistry 

A fee may be charged for each AP examination. 

AP Scheduling Criteria 

The curriculum of advanced placement courses includes a vast amount of material that must 

be covered before the national AP exams are administered in May. Therefore enrollment in 

these classes requires meeting several criteria that include: 

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• Enrollment in AP is open to all students. 

• Due to the level of commitment and work, the College Board recommended 

number of AP classes per student is ordinarily three. 

• All students enrolled in AP classes must take the AP Exam. AP classes offered 

will be determined by the administration and numbers of students registered. 

According to the College Board, the standard number is 12‐15 students per 

class. 

• Parents and students must sign an agreement to the required work load and 

test expense prior to admission in the class. 

• No student is guaranteed placement in the AP classes due to potential 

scheduling conflicts. 

Exams 

Exams are given on scheduled days at the end of the first semester and at the end of the second 

semester. Exams should cover the semester's work and should be of sufficient length to require the 

entire period for completion. Responsibilities for proctoring exams will be assigned by the Principal. 

Exams are counted as one‐fifth of the semester grade. Seniors who have a 95% or above for the 

second semester are exempt from their final exam. Seniors are not exempt from exams on onesemester 

courses if an exam was given in that subject to those taking the class in the first semester. 

Grade Calculation 

Quarter grades should be figured using a simple average: 

Total points earned 

Total points possible 

Semester grades are figured as 40% for Quarter 1 (or Q 3), 40% for Quarter 2 (or Q4), and 20% for the 

final exam (E1 or E2). Semester grades are figured as follows: 

(2 x 1 st qtr. avg.)+ (2 x 2 nd qtr. avg.) + (exam grades). 

If a final exam is not given, simply average the first and second quarter grades to arrive at semester 

grade. 

Teachers should make students and parents aware of grading requirements and class expectations at 

the beginning of the year in writing. Any changes in the expectations during the year should be 

communicated to parents and students. 

Grade Point Average 

Student grade point averages (GPA) are figured and evaluated on a 4.0 scale. It is possible to 

accumulate a grade point average above a 4.0 by choosing classes from the list of weighted courses. 

Courses taken for Advanced Placement (AP) credit are considered a weighted course, and graded on 

a 5.0 scale. 

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Grade Policy 

Credit is only awarded at the completion of a semester. No year‐end average is figured. 

Grade Reporting Procedure 

Teachers are required to update student grades weekly. The Technology Specialists will keep 

teachers informed of steps necessary for reporting final grades each quarter. Teachers are 

responsible for meeting deadlines necessary for timely distribution of report cards. 

An Incomplete is only issued when a student is absent for an extended period of time, not if the 

student has simply neglected his/her work. An incomplete grade shall be replaced with a letter 

grade, within two weeks of giving the incomplete grade, by submitting a grade change form to the 

Guidance Office. 

Grading Scale 

Quality of Points Per Credit 

100 ‐ 95 = A 4.000 

94 ‐ 93 = A‐ 3.667 

92 ‐ 91 = B+ 3.333 

90 ‐ 88 = B 3.000 

87 ‐ 86 = B‐ 2.667 

85 ‐ 84 = C+ 2.333 

83 ‐ 80 = C 2.000 

79 ‐ 78 = C‐ 1.667 

77 ‐ 76 = D+ 1.333 

75 ‐ 72 = D 1.000 

71 ‐ 70 = D‐ 0.667 

Below 70 = F 

Report Card Comment Suggestions 

• Teacher would like a parent conference 

• Has made continual progress 

• Is consistently well‐prepared 

• Has a very positive attitude 

• Puts forth a diligent effort 

• Contributes very much to class discussions 

• Does more than is required 

• Often volunteers to answer 

• Is not adequately prepared for class 

• Does not participate in class discussions 

• Does not turn in required assignments 

• Does not work up to his/her ability 

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• Has missed much class discussion/experience due to absences 

• Does not concentrate in class 

• Does not make up work when absent 

• Has poor test results 

• Has reading/comprehension difficulty 

• Needs extra help 

• Fails to come for extra help offered 

• Does not use time wisely 

• Distracts others in the class 

Weighted Courses 

Humanities Math/Science Fine Arts 

German IV (AP) Calculus (AP) Art: Portfolio (AP) 

Spanish IV (AP) Chemistry (AP) Music Theory (AP) 

English (AP) 

Biology (AP) 

US History (AP) 

Repeating a Course 

Students attending Oldenburg Academy must take required courses to meet graduation 

requirements. All academic courses must be taken at the Academy. The following exceptions will be 

considered. 

Pre‐approved course to replace a grade where a student failed. Only the initial failing grade is 

applied toward the cumulative grade point average, but credit will be awarded for the 

repeated course on the official transcript. Courses must be taken through an approved 

institution no later than the immediate academic semester. If the on‐line course is not 

passed, then the student must repeat that course at Oldenburg Acdemy. 

1. Students may retake an Oldenburg Academy course offered by the Academy if he/she 

wants to improve knowledge of specific course content. Only the initial grade and credit 

will be applied to the official transcript and cumulative grade point average. 

Salutatorian And Valedictorian 

The winners of these prestigious awards are determined by the administration. The criteria used to 

determine the respective winner is: grade point average, level of courses taken, and longevity at 

the Academy. In an effort to endure the integrity of our academic programs at Oldenburg 

Academy, to be eligible for either Valedictorian or Salutatorian honors, a student must have been 

enrolled at Oldenburg Academy both semesters of their junior year. 

Additionally, the process to identify the honorees for the two positions will be calculated out to the 

3 rd decimal place. 

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Oldenburg Academy does not rank its students. A percentile ranking is provided to colleges and 

universities upon request. The percentile ranking is sent directly to the institution requesting this 

information. 

Summer School 

Ordinarily all classes are taken at Oldenburg Academy. A student who fails any subjects required for 

graduation must make them up through an accredited summer school program or during the school 

year if the course can be worked into the daily schedule. 

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STUDENT ATTENDANCE/ABSENCES 

Absences 

It is the responsibility of the parent/guardian to call the school by 8:30 AM to report a student absent 

(812‐934‐4440). Attendance is kept on a period‐by‐period basis. Students must be in school the 

entire day to participate in any co‐curricular activity on that day. If the activity is on Saturday, the 

student must be in school all day the previous Friday. Exceptions: funerals, planned school 

activities, college visits, and doctor appointments (must bring a written doctor’s note). 

Absences: Students are permitted five days of excused absence a semester with a parent note. 

Anything beyond five days requires a doctor’s note in order to receive credit for missed academic 

work. 

Excessive Absences 

Excessive Absences: Five absences are detrimental to academic learning and will impact grades 

awarded. Exceptions to this rule are including but not limited to the following: 

• Only two college visits per year during the junior and senior years, 

• School related activities, 

• Prolonged illness with a physician’s note, and/or 

• Funeral of family member. 

NOTE: At the principal’s discretion a rare exception to this rule may be made. 

Truancy 

Any student absent from school or a class period without consent is truant. This is an unexcused 

absence, and the student must be readmitted by the principal. Work must be made up but no credit 

will be issued for the class(es) missed and conduct points will be applied to the student’s disciplinary 

record. 

Tardiness 

Students are expected to be on time and to make transportation arrangements that will guarantee 

their punctuality. Chronic tardiness (more than three per quarter) will result in after‐school 

detention. A student who misses more than half of first period without a parent/guardian excuse will 

incur an automatic detention. Students late for school must report immediately upon arrival to the 

school office. Neither a doctor appointment with a physician’s note or inclement weather conditions 

will result in a tardy. 

A student is truant if he/she: 

• leaves school at any time without signing out at the school office 

• is absent from school without prior permission from the parent/guardian 

• is absent from class without permission 

• obtains a pass to go to a certain place and does not report there 

• becomes ill and goes home or stays in the restroom instead of reporting to the office 

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Leaving the Classroom 

At NO time should students be left unattended. Students must have a hall pass and sign out if leaving 

a classroom. The administrator, counselor, or classroom teacher who needs to see the student must 

write a pass for a conference with that student. Ordinarily, appointments must be made in advance 

to meet with the guidance director. 

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SALARY AND COMPENSATION 

It is the policy of Oldenburg Academy to make every effort to compensate employees fairly and 

equitably and to recognize the contributions made by existing employees. The Executive Committee 

sets the salary of the President. The President sets all other salaries according to ranges approved by 

the Board of Trustees. 

Oldenburg Academy has established compensation guidelines for teachers and staff: 

• Full‐time teachers are compensated based upon their levels of education, experience 

and service to the school. Ordinarily six teaching periods is full time. 

• Part‐time teachers are paid a pro‐rata salary according to the percentage of the day 

that they work, and in keeping with their levels of education, experience and service to 

the school. 

• Staff members are paid on a salaried or an hourly basis, depending upon their 

responsibilities and classification. 

• Nonexempt employees are paid at the rate of one and one‐half (1.5) times their 

regular rate of pay for hours worked in excess of 40 in a workweek. Overtime is not at 

the employee’s discretion; it requires advance supervisory approval. To avoid working 

overtime an employee can work flex hours with the approval of his/her supervisor 

provided the total hours does not exceed a 40‐hour workweek. Vacation, holiday, and 

sick time do not constitute hours worked for the purposes of computing overtime. 

Faculty Performance Appraisal 

The Principal evaluates each faculty member at least once a year. Each faculty member is expected 

to be involved in the development of department goals. Individual goals are reviewed with the 

Principal at the beginning of the school year and are one aspect of the evaluation. 

Students may evaluate each teacher in each of their respective classes at least once a year. The 

Principal discusses these evaluations with respective teachers. 

Salaried Employee Work Expectations 

Oldenburg Academy expects all employees to adhere to high standards of performance and conduct. 

Therefore, it is essential that there is a standard practice regarding employee work hours. 

Oldenburg Academy employees’ hours of work will vary depending upon an employee’s position and 

job expectations. Supervisors will inform employees of their regular hours of work. Oldenburg 

Academy reserves the right to change an employee’s hours of work when deemed necessary for 

effective and efficient operation of the school. Any change in work hours requested by the employee 

must be pre‐approved by the supervisor. 

Employees are generally allowed a thirty minute meal period when working a period longer than six 

June 2012 

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hours and reasonable break periods. Oldenburg Academy, where applicable, complies with state 

laws governing meal and rest periods. A fulltime salaried position is ordinarily expected to work a 

minimum of 37.5 hours per week. 

Arriving to work on time and diligently performing your duties during your established work schedule 

is the expectation. Consistent with Oldenburg Academy’s expectations of commitment to the mission 

and work ethic, exempt associates are expected to work the hours necessary to satisfactorily 

complete the requirements of their jobs. Exempt employees are not eligible for overtime 

compensation. 

Staff Performance Appraisal 

Each employee’s performance will be reviewed on a continual basis by his/her immediate supervisor. 

A formal year‐end performance appraisal will be conducted, to coincide with the end of Oldenburg 

Academy’s fiscal year. Although the mechanics of the performance appraisal process may change 

from time to time, it will generally include the components of planning, goal setting, measurement, 

communication, and feedback. 

Staff Employee Salary and Wage Reviews 

Increases are not automatic but are based on overall job performance and school budget. Staff 

members who are on written warning are not eligible for salary increases until their performance or 

other job related issues are satisfactorily resolved. 

Time Cards 

All nonexempt staff employees submit time cards verified by a time clock for each pay period. 

Nonexempt employees’ record actual hours worked and leave taken. Any falsification of a time card 

will result in disciplinary action, up to and including discharge. Exempt staff employees must track 

and report use of paid days off to his/her supervisor. The lunch period is unpaid time, and 

nonexempt staff employees must clock in and out at lunch time. 

Wage Garnishments 

From time to time, Oldenburg Academy may be required to withhold monies from an employee’s 

pay. If Oldenburg Academy receives a court‐authorized garnishment or levy, the employee affected 

will be notified. 

Disciplinary and Termination Procedures 

It is the policy of Oldenburg Academy Administration to counsel employees concerning their failure to 

observe good work practice, and when necessary, to discipline in the following manner: 

Verbal Warning 

Written Warning 

Final Written Warning 

Discharged from Employment 

All disciplinary actions will be documented and noted in the personnel file. 

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Generally, when an employee is believed to have a job performance problem or to have engaged in 

behavior that is unacceptable or counterproductive, the employee will be given an opportunity to 

improve his or her performance or behavior to an acceptable level by means of a formal corrective 

action/disciplinary process. 

However, the following list, though not complete, gives examples of behaviors that can result in 

immediate termination of employment: 

• Breaching confidentiality 

• Violating the drug and alcohol‐free workplace policy 

• Theft – including, but not limited to, the removal of school property or the property of 

another employee or student from school premises without prior authorization 

• Walking off the job without supervisory approval 

• Working for another employer while on a leave of absence without the prior consent of the 

Principal or the President 

• Violating the VIRTUS Program and Employee Code of Conduct expectations regarding 

relationships with students. 

• Fighting, roughhousing, abusive language, or conduct that is hostile or disrespectful toward a 

student, supervisor, board member, faculty member, staff member, volunteer, or any person 

associated with or served by Oldenburg Academy 

• Inappropriate use of technology 

• Disregarding established safety procedures; knowingly creating an unsafe work situation for 

self or any colleague 

• Falsifying or altering records or time sheets 

• Refusing to perform a work‐related duty when directly instructed to do so by a supervisor or 

member of administration 

• Possessing a weapon or firearm on this school’s property 

• Unauthorized use or dissemination of proprietary information 

• Violating this school’s equal opportunity or anti‐harassment policies 

• Unauthorized use of school property, including vehicles 

• Using extreme poor judgment that could have or did result in significant impact to the school 

• Gross misconduct 

Notwithstanding the foregoing, it is recognized that serious offenses or a combination of offenses 

may result in immediate discharge from employment. 

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BENEFITS 

Oldenburg Academy of the Immaculate Conception provides the following benefits to its teachers 

and staff: 

Athletic and Fine Arts Passes 

Each employee and a guest will be admitted free of charge to athletic and fine arts events by 

presenting school identification badge. This does not apply for tournaments or championship games. 

Bereavement Days 

In the event of a death of an immediate family member/significant other: 

• Full‐time employees (37.5 hours) will be paid for up to five (5) days of paid leave within 

the fiscal year. 

• Part‐time employees (less than 37.5 hours) will be paid for the day of the funeral. 

They are eligible for up to three (3) days of paid leave within the fiscal year. 

All full‐time and part‐time employees are eligible for this benefit upon employment. 

Procedure: 

• Employee notifies supervisor as soon as possible to request funeral leave. 

• Advises supervisor of how many scheduled workdays they anticipate needing for 

funeral arrangements and/or attending the funeral. 

A Leave Form must be completed and submitted to the Supervisor. 

Family Emergency Days 

Each full‐time faculty member and staff member shall receive up to three (3) paid family emergency 

days during the fiscal year. These days should be used when it is necessary for the full‐time 

employee to be with sick family members or when it is necessary for the teacher to handle nonhealth‐related 

family or personal emergencies. Family emergency days will be counted toward an 

employee’s Family and Medical Leave time off work where applicable. 

Unused family emergency days do not carry over from year‐to‐year. Employees will not be 

compensated for unused family emergency days. 

This is pro‐rated for part‐time employees based on hours worked. 

A Leave Form must be completed and submitted to the Principal or President. 

Family and Medical Leave Act 

Oldenburg Academy offers twelve work weeks of job‐protected family and medical leave during a 

twelve‐month period to employees who are eligible for such leave under the Family and Medical 

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Leave Act (FMLA). To be eligible for FMLA leave, an individual must have been employed by 

Oldenburg Academy for at least twelve months and must have worked at least 1,250 hours for 

Oldenburg Academy during the twelve months prior to the leave. (Employees with intermittent 

employment must have been employed for a total of 52 weeks and must have worked at least 1250 

hours for OA during the twelve months prior to leave.) 

FMLA leave may be used: 

• To care for the employee’s newborn child; 

• For the placement of a son or daughter with the employee for adoption or foster care; 

• To care for a spouse, child, or parent with a serious health condition; or 

• Because of a serious health condition that prevents the employee from 

performing the functions of the employee’s position. 

A "serious health condition" is an illness, injury, impairment, or physical or mental condition that 

involves inpatient care in a hospital, hospice, or residential medical care facility, or that requires 

continuing treatment by a health care provider. 

It is important to recognize that the FMLA does not necessarily provide twelve weeks of unpaid leave 

in addition to any other leave available from the employer. Rather, it provides for twelve weeks of 

job‐protected leave for certain family and medical reasons within a twelve‐month period, whether 

such leave is paid, is covered by worker's compensation or other insurance, or is unpaid. If an FMLA 

leave is for reasons other than an employee’s own serious health condition, the employee will be 

required to use all accrued family emergency leave, personal days and vacation before beginning any 

unpaid portion of the leave. If an FMLA leave is for the employee’s own serious health condition, 

then the employee will be required to use all accrued personal days, sick days and vacation before 

beginning the unpaid portion of the leave. 

An employer may choose from among several methods for determining the twelve‐month period in 

which the twelve weeks' of leave entitlement occurs. Oldenburg Academy calculates the entitlement 

to leave using a “rolling” twelve‐month period measured backward from the date an employee uses 

any FMLA leave. Under this method, each time an employee takes FMLA leave, the remaining jobprotected 

leave entitlement is the balance of the twelve weeks that have not been used during the 

previous twelve months. 

At the conclusion of the employee’s FMLA leave, Oldenburg Academy will restore the employee to 

the same job or to a comparable position with equivalent pay and benefits. However, employees on 

FMLA leave have no greater right to reinstatement or to other benefits and conditions of 

employment than if they had been continuously working during the FMLA leave period. Also, certain 

highly compensated employees (described by the U.S. Department of Labor as “key” employees) may 

be denied job restoration if such denial is necessary to prevent substantial and grievous injury to 

Oldenburg Academy’s operations. Oldenburg Academy reserves the right to deny job restoration to 

these “key” employees to the extent allowed by law. 

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If the employee receives health insurance through Oldenburg Academy, Oldenburg Academy will 

continue to pay its portion of health insurance premiums while the employee is on FMLA leave. The 

employee will be required to continue to pay his/her portion of the premiums while on any unpaid 

portion of his/her FMLA leave. The employee will also be required to make arrangements to continue 

to pay premiums for any health insurance benefits that the employee's spouse, children, or other 

dependents are receiving. 

If an employee fails to return to work at the conclusion of a FMLA leave, Oldenburg Academy may 

recover health insurance premiums it paid on behalf of that employee during the leave. Oldenburg 

Academy will not, however, seek to recover health insurance premiums paid on behalf of an 

employee during a FMLA leave if the employee's failure to return to work is attributable to the 

continuation of a serious health condition or to other circumstances beyond the employee's control. 

In certain circumstances, the FMLA allows an employee to take job‐protected leave intermittently or 

on a reduced work schedule. When leave is taken after the birth or placement of a child for adoption 

or foster care, an employee may take leave intermittently or on a reduced schedule only on the prior 

approval of Oldenburg Academy. Other requests for intermittent or reduced work schedule may 

require the employee to provide proof of medical necessity. 

The FMLA also has special rules concerning those in an “instructional capacity” that need to take 

family or medical leave near the end of a school term. First, if an instructional employee begins a 

family or medical leave more than five (5) weeks before the end of an academic term, Oldenburg 

Academy may require that employee to continue the leave to the end of the term if (1) the leave will 

last at least three weeks and (2) the employee would return to work during the three‐week period 

immediately prior to the end of the term. Second, if an instructional employee begins a family or 

medical leave for a purpose other than the employee’s own serious health condition during the fiveweek 

period before the end of an academic term, Oldenburg Academy may require the employee to 

continue taking leave until the end of the term if (1) the leave will last more than two weeks, and (2) 

the employee would return to work during the two‐week period before the end of the term. Finally, 

if an instructional employee begins a family or medical leave for a purpose other than the employee’s 

own serious health condition during the three‐week period before the end of an academic term, 

Oldenburg Academy may require the employee to continue taking leave until the end of the term. 

Under the FMLA, leave to care for a newborn or newly placed child must be completed within twelve 

months from the date of birth or placement, unless the employer permits a more extended period. 

Also, an employee cannot take intermittent or reduced schedule leave because of the birth or 

placement of a child unless the employer and employee agree otherwise. However, if the purpose of 

the leave is to care for the newly born or newly placed child’s serious health condition or because the 

employee has a serious health condition associated with the birth or pregnancy, then this restriction 

does not apply. 

Spouses employed by Oldenburg Academy are limited to a combined total of 12 weeks of FMLA leave 

during any 12‐month period if the leave is taken for: (1) birth of a child or to care for a newborn child; 

(2) placement of a child for adoption or foster care, or to care for the child after placement; or (3) to 

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care for the employee’s parent (but not parent‐in‐law) with a serious health condition. However, 

each spouse still is entitled to use the remainder of his or her 12 weeks for a purpose other than 

those listed above. 

If an employee’s need for leave is foreseeable, the employee must provide at least thirty days notice 

of intent to take leave. If this is not possible, the employee must give as much notice as is 

practicable, even if this means providing notice after the leave begins (such as in the case of 

unforeseeable emergency surgery). Failure to provide timely advance notice in the event of 

foreseeable leave may lead to a delay in the taking of leave. 

Employees wishing to take family or medical leave should contact the President or Principal. 

Employees will be required to provide a medical certification of the existence of the serious health 

condition of the employee, spouse, parent, or child on a form provided by Oldenburg Academy. 

Failure to provide the requested medical certification in a timely manner may delay the 

commencement or continuation of an FMLA leave until such certification is provided. Prior to 

returning to work, employees who are on leave for their own serious health conditions will be 

required to submit a medical certification that they are able to return to work. Restoration of 

employment may be delayed until return‐to‐work certification is provided. 

Employees that must miss work due to an FMLA reason must submit appropriate medical 

substantiation within fifteen days of absence. 

Family and Medical Leave Act – Employees Not Eligible 

An employee who has not been with Oldenburg Academy long enough to qualify for leave under the 

FMLA will be granted six (6) weeks of leave after the birth of a child or after the placement of a child 

for adoption or foster care. The employee must use all family emergency days and personal days at 

the start of this leave. The remainder of the leave will be unpaid. 

Situations in which an employee has not been with Oldenburg Academy long enough to qualify for 

leave under the FMLA but needs leave due to his/her own serious health condition or in order to care 

for a spouse, child, or parent with a serious health condition will be handled by the President or 

Principal on a case‐by‐case basis. 

Employees wishing to take family or medical leave under this policy should contact the President or 

Principal. If an employee’s need for leave is foreseeable, the employee must provide at least thirty 

days notice of intent to take leave. If this is not possible, the employee must give as much notice as is 

practicable, even if this means providing notice after the leave begins (such as in the case of 

unforeseeable emergency surgery). Failure to provide timely advance notice in the event of 

foreseeable leave may lead to a delay in the taking of leave. 

Employees submitting for leave must submit medical documentation within the same fifteen days. 

Holidays 

(+Potential snow make‐up) 

Oldenburg Academy typically observes the following holidays pending the school calendar year and 

snow make‐up days: 

Labor Day 

New Year’s Day 

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Thanksgiving Day 

Friday after Thanksgiving 

Christmas Eve 

Christmas Day 

New Year’s Eve 

+Martin Luther King Day 

+President’s Day 

Good Friday 

Memorial Day 

Independence Day 

Any other holiday(s), may be determined by the President. 

When the above listed holidays are used as snow make‐up days, any twelve month employee 

required to work will earn an additional personal day for each listed holiday so used. 

All regular full‐time employees are paid eight (8) hours wages or their regular salary for each holiday. 

Regular part‐time employees are paid for holidays on a prorated basis, determined by the number of 

hours worked in a workweek. Part‐time employees who do not work on the day on which a holiday 

falls may observe the holiday on a different day of the week by arranging for this in advance with 

their supervisor. 

Temporary employees do not receive holiday pay. Employees on vacation at the time a holiday 

occurs will not have that day counted as a vacation day. 

Insurance 

Employees are required to work a minimum of thirty (30) hours per week to be entitled to 

medical/dental insurance provided by Oldenburg Academy. Numerous enrollment plans are offered. 

Employees who elect coverage pay a portion of the cost through payroll deductions. Details of this 

insurance policy will be provided to an inquiring or enrolled employee. 

Jury Duty 

A teacher or staff member who is selected to serve on a jury will be paid his/her regular base pay less 

jury duty compensation. Teachers and staff are required to submit to the school any compensation 

received for jury service. Teachers and staff must furnish the Principal with a copy of the notification 

for jury duty and a statement from the court showing the compensation received from the court. On 

any date that the jurors are excused for the day or excused by the court prior to the mid‐point of the 

workday, a teacher or staff member is requested to return to work at Oldenburg Academy for the 

remainder of the school day, if possible. 

A Leave Form must be completed and submitted to your supervisor. 

Life and Long Term Disability 

Life and long term disability insurance are provided to all employees of Oldenburg Academy at no 

cost to the employee. Long‐term disability is provided for employees working a minimum of fifteen 

(15) hours per week, if hired before 8/1/03. If hired after 8/1/03, the employee must work twentyfive 

(25) hours per week to be covered. 

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Meal and Rest Periods 

All nonexempt staff members receive a paid ten minute rest period within each four (4) hours worked 

or major fraction thereof. Full‐time staff members should take one rest period in the first half of their 

day and one in the second half. A thirty‐minute lunch is the expectation. 

Military Leave 

Each faculty member or staff member shall be granted unpaid military leave in accordance with all 

rights and privileges provided by applicable statutes, and the remedies hereunder shall be exclusive. 

Oldenburg Academy will require the faculty member or staff member to provide satisfactory 

evidence of actual performance of his/her military duties served. 

Personal Days 

Each full‐time faculty member and staff member shall receive up to two (2) paid personal days during 

each school year. These days should be used when it is necessary to conduct personal business 

during work hours. Personal days must be scheduled with your supervisor at least one (1) week in 

advance. Personal days requested immediately before or after a school vacation period are 

discouraged due to the disruption in the educational process and ordinarily will not be approved. 

Unused personal days do not carry over from year‐to‐year. Employees will not be compensated for 

unused personal days. 

A Leave Form must be completed and submitted to your supervisor. 

Professional Days 

Faculty members are encouraged to develop professionally in order to be better prepared to meet 

the challenges of today’s teaching. Each faculty member shall receive up to two (2) paid professional 

days during each school year. These days are to be used exclusively for educational opportunities 

related to the instructor’s classroom work. Faculty members are expected to secure their own inhouse 

subs for all professional development days. Internal subs are not remunerated for their 

services. Professional days must be scheduled with the Principal at least two (2) weeks in advance. 

Unused professional days do not carry over from year‐to‐year. Faculty members will not be 

compensated for unused professional days. A Leave Form must be completed and submitted to your 

supervisor. 

Retirement Plan: 403(b) Account 

All employees of Oldenburg Academy are eligible to participate in the 403(b) savings plan. In most 

cases, up to 20% of each employee's gross income, on a pre‐tax basis, can be invested in a portfolio of 

options designed to meet the individual retirement needs and risk tolerance of the employee. 

An employee may enroll in the program or change the amount contributed once each calendar year. 

He/she may discontinue at the end of any payroll period. 

Employees are encouraged to consult with an accountant or other professional advisor regarding the 

tax benefits and implications of participation in this savings plan. 

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In addition to the employee’s pay agreement, Oldenburg Academy may make a matching annual 

contribution to each employee’s Section 403(b) account. 

Section 125 ‐ Premium Only Plan 

Oldenburg Academy has a “Section 125 ‐ Premium Only Plan,” pursuant to which employees may 

make contributions for health care insurance premium costs on a “pre‐tax” basis. All teachers and 

staff participating in Oldenburg Academy’s health plan are eligible to participate in this plan; 

however, participation is entirely optional. 

Sick Days 

All full‐time faculty members and staff members will receive compensation for authorized short‐term 

absences up to seven (7) paid sick days per school year. All part‐time faculty and staff will receive 

compensation for authorized short‐term pro‐rated absences based on hours employed. Sick days may 

be taken only in event of personal illness or injury. Sick days will be counted as FMLA where 

applicable. 

Unused sick days carry over from year‐to‐year up to a total of ninety (90) days. These days may only 

be used for absences resulting from an employee’s sickness or injury, and the supervisor must 

approve use of these days. Faculty members and staff will not be compensated for unused sick days. 

Unused accumulated sick days cannot be converted to cash, personal holidays, vacation or 

transferred to other staff. Employees are not entitled to receive payment for any unused sick leave in 

their final paycheck upon termination of employment. 

Employees that must miss work due to illness may be required to submit an appropriate medical 

substantiation within fifteen days of absence when requested. A Leave Form must be completed and 

submitted to your supervisor. 

Snow Days 

Inclement weather policy: When Batesville School Corporation announces that school is closed or delayed 

then Oldenburg Academy is closed or on a delayed schedule. Students and faculty will follow the school 

closing or delay schedule. 

Unless an inclement weather emergency has been declared, twelve month employees are expected to 

report to work. Employees should use their own judgment when road conditions are questionable in 

determining if travel is safe for them. Employees may choose to use a personal, vacation day, or unpaid 

leave if they are unable to come to work because of inclement weather. If an employee cannot report to 

work they are expected to notify their manager. 

The president and/or principal may choose to declare a full school emergency closing for all Oldenburg 

Academy community as deemed necessary. The One Call Now will be activated to announce school 

emergency closings. 

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Tuition Remission 

Employees must work at least twenty hours per week to be eligible for tuition remission or teach a 

minimum of four classes First year of service will be pro‐rated based on number of months and 

hours employed. Tuition remission is for employee dependent children (natural, adopted, foster 

child). The tuition reduction is determined by multiplying the percent of time worked based on the 

scale within the employee years of service. For members of the faculty, full time is normally 6 

classes. 

Years of Service 

Tuition Remission 

0 to 3 years $2255 

4 to 6 years $2665 

7 to 9 years $3075 

10 plus years $3510 

Vacation and School Time Off 

All faculty members and staff members who have a ten‐month work calendar are not entitled to 

vacation days but have specific contracted days off. 

Staff members employed twelve months of the fiscal year are entitled to earn vacation days per the 

following schedule: 

Years of Service Total Days per Year Days Earned per Month 

1‐5 years 10 days .83 days per month 

6‐10 years 15 days 1.25 days per month 

11 years or more 20 days 1.67 days per month 

Current Employee: Vacation days accrue on a monthly basis per the schedule outlined above and will 

be available for use at any time during the contracted fiscal year following the anniversary year. 

Vacation days must be used during the year in which they accrue or the staff member will lose his or 

her benefit. Unused vacation days are never carried over to the next fiscal period. 

Employees less than 1 year: Earned time will accrue during this first year and will be available for use 

until earned as follows. Vacation will start accruing in the first month of employment and will not be 

available for use in the first ninety (90) days probation period. Upon successful completion of these 

ninety (90) days, earned time will be available for use and can be used as it is accrued. If an 

employee does not successfully complete their first ninety (90) days probation period, accrued 

earned time is not paid. 

Retirement: If an employee is eligible for retirement and gives a thirty (30) day notice, earned but 

unused vacation will be paid in full. 

Termination: If an employee terminates and gives a two week notice, earned but unused vacation 

days are paid upon termination. If an employee has used more vacation days than what they have 

earned, these days will be deducted from the last paycheck. 

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Leave immediately before or after a holiday, vacation or school closure is a rare exception for faculty 

and must have the approval of the President or Principal. A Leave form must be completed and 

submitted to the Principal or President. 

Working Spouse Policy 

Employees having a working spouse who has health insurance coverage available at their place of 

employment will now be asked to take that coverage. Should you choose to add your spouse to an 

OA health plan you will pay the full difference between Employee or Employee/Spouse and Family 

coverage. Each employee affected by this change will be required to complete a new application and 

provide the name of the spouse’s employer and insurance carrier. 

Any employee who’s spouse experiences a qualifying event (loss of job, loss of insurance coverage), 

will not be impacted by this policy. This policy is only intended to ensure a fair and equitable sharing 

of medical insurance costs by all employers. Spouses of OA’s employees who have access to 

insurance through their employers are expected to utilize such benefits. If a spouse loses such 

coverage, they would fall back under the normal coverage guidelines. Some examples of these life 

events would include: 

• Spouse quits, is fired or experiences a reduction in force at their current employer 

• Spouse takes another job that does not provide benefits 

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STUDENT MEDICAL CONDITIONS 

Child Abuse/Neglect 

It is everyone’s obligation to keep his/her eyes and ears open for signs of excessive stress, comments 

about home problems, suggestions of self‐harm, or indications of abuse/neglect. If at any time a 

faculty member or staff member has a concern, please contact the Principal or Guidance Counselor. 

These referrals are the Oldenburg Academy community’s moral and legal responsibility. 

Any teacher or staff member who has reason to believe that a child is being, or has been, physically 

and/or sexually abused and/or neglected shall immediately make an oral report to the Guidance 

Counselor. The teacher should bring the student to the Guidance Counselor. 

The oral report should include all of the following information (as available): 

• Name and address of the child 

• Name of person(s) with whom the child resides 

• Name and address(es) of parent(s), if different 

• Name and ages of other children in the home 

• The reason for suspecting abuse and/or neglect, including the nature of the child’s 

condition, injuries, and other previous injuries of which the school employee is aware 

• Any other information which may be considered relevant 

• Whether the situation is believed to be an emergency 

It is recognized that the school employee may not have access to all the necessary information; 

however, the report should still be filed in the interest of protecting the child. Any unavailable 

information should be so indicated on the report. 

The Guidance Counselor will immediately notify the Principal or a designee that a report is being 

made. The Principal or the designee shall verify that proper procedures have been followed, and if 

necessary, make a report of the incident to the proper authorities. 

Since it is the responsibility of the children’s protective services worker to investigate suspected 

abuse and/or neglect, school personnel shall not pressure the child to divulge information regarding 

specific circumstances or the identity of the perpetrator. 

Under Indiana law, reports of suspected child abuse and/or neglect are confidential. Any person who 

permits, encourages, or disseminates information contained in the report, except in authorized 

situations, is in violation of the law. 

It should be the Principal’s or designee’s responsibility to communicate appropriate information 

regarding a report to the school employee who initiated the referral. 

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If the referral of abuse and/or neglect of an Oldenburg Academy student are from an outside source, 

the authorities may or may not contact the school. If the school is contacted, generally, the Guidance 

Counselor will receive that report. The Guidance Counselor will then inform the Principal or designee 

of the upcoming investigation. The information communicated will be confined to that which is 

necessary for the performance of the employee’s responsibilities, and will at all times respect laws of 

confidentiality and the child’s personal rights. 

Physical Distress 

If you suspect that a student is having physical distress (e.g. respiratory problem), send the student to 

the school office immediately. If the student is not able to get to the office on his or her own, send 

another student to notify the office secretary of the emergency, or use the intercom. Time is of the 

essence in dealing with a physically distressed child. 

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COMPUTER USE AND ETHICS 

• The Media Center is available for use and needs to be scheduled. 

• The Oldenburg Academy email and data systems promote the free exchange of ideas and 

information, thus enhancing teaching and research capabilities. The Oldenburg Academy 

computer ethics policy is premised upon respect for the work of others and respect to school 

equipment, networks and software. It is a violation of this policy to attempt to modify the 

documents of others, system facilities, networks or computer software protections. Each 

teacher and staff member is expected to act ethically and responsibly in the use of computer 

technology at all times. 

• Proper usage of Internet access and computer capabilities is to be the norm, and 

inappropriate computer use, including copying, slander, theft or piracy committed through a 

school computer will be treated as a serious violation, and if local, state or federal laws are 

broken, will be referred to law enforcement authorities as well. Users should never use email 

or other means to harass others or interfere with the work of others. Users should not expect 

any right of privacy with respect to email or other documents sent to or created using a school 

computer. 

• Electronic information is easily reproduced, and respect for the work and personal expression 

of others is especially critical in computer environments. Violations of the integrity of 

authorship, plagiarism, invasion of privacy, unauthorized access and copyright violations may 

be grounds for sanctions against members of the Oldenburg Academy community. Users are 

to respect United States copyright and patent laws and use school resources consistent with 

these laws. Users must use only software, which the school has permission to use. 

• Ownership of the contents of all disk file storage on all school computer systems and 

networks is retained by Oldenburg Academy, which asserts the right to access and inspect all 

user files when necessary. Appropriate corrective action and disciplinary measures, including 

but not limited to discharge, when appropriate, will be taken to remedy any violation of this 

policy. 

• Security is essential to the system. All teachers need to be vigilant in protecting their 

passwords from student access and in preventing student tampering with equipment and/or 

the system. 

• Computer software and/or hardware must be ordered through the IT department and with 

the approval of the Technology Director. 

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BUDGET/FEES 

It is important for faculty and staff to understand that they may not bind the school contractually, 

whether by making purchases, placing orders for supplies or other materials, or otherwise. All 

purchases must be approved, in advance, as set forth in this section of the Handbook. Any 

questions regarding this matter should be addressed to the Principal or President. 

Budget 

The preliminary budget processing begins in the fall of each year. The Finance Manager distributes 

budget sheets to each department. Department Chair should use these sheets in order to plan a 

realistic budget for the upcoming school year (July 1 to June 30). Budgets are approved by the 

administration and must fit into the total school budget approved by the Board of Trustees. The 

expenditure of all school money is subject to the approval of the Finance Committee of the Board of 

Trustees. 

Department Expenses 

Each department has a fiscal budget which is prepared by the department and approved by the 

administration and the Board of Trustees. Spending of school funds should be monitored carefully 

and done only in accordance with the established budget for that department. An expense form with 

receipts must be completed and submitted to the Principal. Each Department Chair is responsible for 

overseeing that purchases are within approved department budget. Exceeding the Board approved 

budget can result in discipline and/or termination. 

A quarterly department financial statement will be given to each Department Chair for their review. 

Deposits 

All monies collected for deposits should be turned into the finance office daily. DO NOT LEAVE 

MONEY IN INDIVIDUAL CLASSROOMS OVERNIGHT. All money should be counted with coins 

wrapped. 

Hazardous Materials 

No invoice will be paid for any item which constitutes a hazardous material unless a Material Safety 

Data Sheet (MSDS) has first been obtained from the supplier. 

Organizational Funds 

Financial activity for organizations will follow the same procedure as outlined above. The moderator 

must approve all requests for checks. The treasurer of each organization should keep a ledger of 

receipts and expenses to compare to the bimonthly statement produced by the Accountant. Any 

discrepancy should be reported at once. 

Purchase Orders 

Prior to making any purchases, a purchase order must be completed and a purchase order number 

obtained from the school or administrative secretary. The supervisor will approve the purchase 

June 2012 

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order and return a copy to the originator. The purchase can only be processed once the approved 

purchased order is returned to the originator. 

Reimbursement of Expenses 

Cash purchases on behalf of Oldenburg Academy and for the sole use by Oldenburg Academy, MUST 

be pre‐approved by the President or Principal. Faculty members and staff members must complete 

an “Oldenburg Academy Faculty and Staff Reimbursement Form.” This form is included on the OA 

Resources Icon on the OA E‐mail. The original receipt must be attached to the reimbursement form. 

The form must be submitted by the last day of the month in which the expense was incurred. 

Reimbursements checks will be issued by the 15 th of the following month. 

Mileage is reimbursed to employees who use their personal vehicle for official school business. If the 

employee is at a greater distance than from home to school for personal reasons the mileage will be 

reimbursed based on mileage from the employee’s home to the school event. Mileage must be 

reported on an “Oldenburg Academy Faculty and Staff Reimbursement Form.” The form must be 

submitted by the last day of the month and reimbursement checks will be issued by the 15 th day of 

the following month. 

Requests for Checks 

All requests for checks must be accompanied by a valid invoice and completed expense form signed 

by the Department Chair and Principal. Department and line items should be specified. Shifting of 

monies between line items requires the prior permission of the Business Operations Manager or the 

Principal. Bills are to be paid from the original invoice. Order forms should be in duplicate so that 

one copy can be sent to the vendor and one copy can be filed in the paid bill file. All requests for 

checks must be approved by the Department Chair and the Principal, and must list the department to 

be charged and the type of expense. 

No Oldenburg Academy expenses are to be paid for out of a personal bank account. Violation of 

this policy will result in no reimbursement to the employee. 

Capital expenditures are approved by the President. 

Sales of Merchandise 

Any sales of merchandise or services to the external public under the name of Oldenburg Academy 

are not permitted without the consent and approval of the President and/or Business Operations 

Manager. 

Schedule Change Fee 

A $50.00 fee is required for schedule changes after the first ten days of each semester. Students 

should report to the guidance director to discuss schedule changes. Requests for schedule changes 

must be accompanied by written permission from the parent/guardian. A rescheduling form must be 

completed and signed by the parent/guardian, student, and guidance counselor. Ordinarily academic 

schedule changes are not permitted due to the integrity of the curriculum. 

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Use of Credit Cards 

Oldenburg Academy credit cards are to be used for official school business only. Under no 

circumstances may any personal expenses be charged on an Oldenburg Academy credit card. 

Original receipts, along with proper authorization in the form of a purchase order, etc. must be 

submitted. Statements must be matched with receipts before payment is to be made. All credit card 

statements and receipts are submitted to the accountant along with approved purchase order. 

No Oldenburg Academy expenses are to be charged to a personal credit card without prior 

approval by the Principal or the President. Violation of this policy will result in no reimbursement 

to the employee. 

June 2012 

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MISCELLANEOUS 

Announcements 

Employee announcements are made most frequently through the internal e‐mail system. Employees 

should check their e‐mail when they arrive and before they leave each day. 

School announcements are made via multi‐media at the beginning of each day. Other necessary 

announcements will be made at the beginning of the last period. No announcements should be 

made without the prior approval of the Principal and/or President. 

Ordinarily, students will be called from class only at the end of the class. An announcement 

requesting the student will be made to the student’s room for that period. Any teacher requesting 

that a student be called should ask the school secretary long enough before the end of the period so 

that she can check the student's schedule. 

Student messages are put on the "Student Message" board. It is the responsibility of students to 

check that board periodically. 

Bulletin Postings and Mail Shelves 

Faculty and staff members should check their mailboxes daily and read posted material to keep 

informed of changes that may affect them and to learn of Oldenburg Academy activities. 

Costume Room 

Please contact Music or Drama Department to borrow from the costume room. No student is to have 

access to the costume room without adult supervision. 

Field Trips 

Field trips enrich student learning and reinforce classroom instruction. Participation in field trips is 

considered an educational privilege for students, not a right. Students may be excluded from field 

trips for academic or disciplinary reasons. Students participating in a field trip must submit the 

completed consent form that includes a parent and/or guardian signature. 

Field trips should be kept to a minimum since students are involved in other classes and this presents 

a problem for both those on the trip and those in the regular classroom. The Principal must approve 

any field trips in advance. A written summary, including the date, place, reason, cost, means of 

transportation, names of students and names of chaperones should be given to the Principal by the 

teacher organizing the trip at least two (2) weeks before the trip is to occur. This information about 

the trip should be given using the form provided in the school office. The date and time of the trip, as 

well as a list of the students who will be attending, should be posted on the faculty e‐mail system at 

least one week before the trip. The teacher must post a list of both those participating as well as 

those not participating in the faculty e‐mail on the day of the trip. 

June 2012 

49

A field trip parental/guardian permission form must be completed and submitted to the appropriate 

faculty member PRIOR to the field trip. These forms must be in the possession of the field trip 

supervisor at all times. 

A minimum of one chaperone for every fifteen (15) students is required. Students will wear school 

uniforms unless the Principal at the teacher’s request grants special exemption. Students must have 

permission slips signed by parents before they can leave for any field trip. A phone call from a parent 

approving the trip is not sufficient. While these permission slips do not guarantee that legal action 

could not be taken against a teacher or the school, they do show a "good will" and consent which is 

usually respected in a court action. These forms can be found in this handbook. It is the duty of the 

teacher to inform a student not participating in the field trip that he/she must be in school. 

Transportation will ordinarily be by bus for large groups. Other groups may be taken by school van or 

by parents if at all possible. Students may not drive other students. 

Overnight field trips or service projects must be approved by the Principal. A minimum of two adult 

chaperones for every fifteen (15) students is required. 

Foreign National Students 

Foreign students are welcomed to study at Oldenburg Academy. Students are processed and 

enrolled through the F.L.A.G. and Beyond program (Foreign Links Around the Globe). 

Hall Passes 

Students must have a hall pass if leaving a classroom. Classroom teacher may not accept verbal 

requests to leave the room. The administrator, counselor or classroom teacher who needs to see the 

student must write a pass for conference with that student. The student handbook acts as a hall 

pass. Appointments must be made in advance to meet with the guidance counselor unless there is 

an emergency. The pass needs to contain the date, time, place of destination and issuing teacher's 

signature. If a student has a pass to be out of a class, the student must present it to the teacher 

before going to his/her destination. 

Parking 

Space is provided for faculty parking on the side of the building. No parking is permitted in Twister 

Circle from 8:00 AM – 3:15 PM. 

Part‐Time Students 

High School students enrolled in specific classes on a part‐time basis must complete the requisite 

application procedures and obtains approval from the Admissions Director, Guidance Counselor and 

Principal. Part‐time students are expected to abide by school policies as outlined in the student 

handbook. 

The dress code for part‐time students is the same as outlined in the student handbook. All other 

uniform policies apply. 

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Junior High part‐time home‐schooled students are eligible to enroll in orchestra. These students 

must complete the admissions process, and are eligible for a 10% tuition discount. Although junior 

high part‐time home‐schooled students are not taking the class for credit, they are expected to meet 

all class requirements and abide by the policies outlined in the student handbook. 

Students enrolled in Catholic elementary schools who participate in Oldenburg Academy’s orchestra 

will not be charged tuition or fees but are expected to abide by their respective school’s dress code 

and policies. 

School Dances 

Out of respect for the chaperones, staff and students parents/guardians are to report to a chaperone 

or staff member noting your arrival at school sponsored dances. If a parent/guardian wishes to speak 

to his/her child they must request that a chaperone or staff member get the student for the 

parent/guardian thus minimizing disruption to other attendees. Also, for the safety of all students 

parents/guardians are required to appropriately sign‐out their son/daughter if he or she is leaving 

prior to the end of the event. 

Security 

Oldenburg Academy strives to provide a secure work environment for our employees, students, 

volunteers and visitors. Keys are vital to the security of the buildings. No key should be given to a 

student or to any person to whom it is not issued. Keys when not in use are to be kept in a safe place. 

Moderators in charge of events where the building will be used before or after school hours must 

obtain a building key from the President, Principal or Business Operations Manager. It is the duty of 

each moderator to make certain all lights are off, blinds down, and all doors locked at the end of any 

function after school hours. 

Keys are to be distributed by and returned to the Principal. Each teacher should have a key to the 

building, a key to his/her room(s) and a key to the cupboards he/she needs to use. Other keys can be 

obtained when they are needed and are to be returned when they are not needed. All keys are to be 

registered with the Principal. Any lost or stolen keys or missing school property must be reported 

immediately to your supervisor. Copying or giving keys or lock combinations to an unauthorized 

individual will be considered grounds for immediate termination. 

Speakers 

Guest speakers provide opportunities for class enrichment. If outside speakers are invited to a class, 

it should be reported to the Principal ahead of time. Inform the school secretary the morning that 

the speaker is to come. Let the Principal know the name of the speaker and when and by whom the 

speaker is to be taken to the room. Introduce the speaker to the Principal before taking the speaker 

to the classroom if at all possible. 

June 2012 

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Students Leaving Grounds 

No student is to leave the school grounds or be sent from the school grounds for any reason without 

the prior permission of the office. If a student is sick, he/she should report to the office. No student 

may go to his/her car unless the student has a written pass from a specific teacher and permission 

from the front office. 

Doctor appointments without a physician’s note or inclement weather conditions will result in a 

tardy. 

Telephone Calls and Cell Phones 

Teachers will not be called from class to receive phone calls unless it is an emergency. Ordinarily 

teachers should not make or take phone calls during class time. Messages will be taken and placed 

on the school’s voicemail system. Long distance phone calls may be made from school phones. An 

honor system of paying the Finance Manager has been instituted for personal telephone calls that are 

long distance and extended or frequent. 

All outside calls made by students must be made from the office. A student may not use the 

classroom phone for outside calls. 

If employee cell phones are on during work hours they must be on a vibrate mode and should not be 

answered during instructional time. Direct emergency phone calls through the school office and you 

will be notified of the call. 

Abuse of cell phone use during work hours represents lack of professionalism and poor judgment. All 

employees should limit cell phone use to breaks, lunch periods and non‐work hours. 

Textbooks 

Books are distributed at the start of the school year and consumable texts are purchased during these 

designated periods or through the school office. Students should return books and get new books 

before the school day begins or teachers should arrange to take an entire class to the bookstore at 

one time. All consumable books, art supplies, music books and miscellaneous consumable items 

are to be paid prior to receiving the item. 

All teachers are to make certain that student textbooks are properly covered to prevent damage to 

the textbook. 

June 2012 

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USE OF FACILITIES AND PROPERTY 

Employees are asked to treat Oldenburg Academy’s property as they would their own. Specifically, 

employees are to keep their own work areas and common areas orderly and well maintained. 

Employees should limit their use of school equipment to work‐related purposes. Employees are 

required to receive supervisory approval before removing any school property from the premises. 

Care of the Auditorium 

Anyone using the auditorium needs to: 

• Schedule use with the music department chair person; 

• Turn off all lights (including lobby and restrooms on each floor); 

• Return any props used from behind the backdrop to their places; 

• Not use instruments; 

• Not use the piano, organ or their benches to hold props or as a prop; 

• Close windows (for security reasons, no first floor windows are opened); 

• Not allow students to access second and third floors without adult supervision after school 

hours; 

• Check to make sure the microphone is turned off; 

• Not allow students to place their feet on seats or backs of chairs; and 

• Not allow any gum, drinks, or snacks in the auditorium proper. 

Classroom Care 

At the end of the school day, each teacher should see that his/her room is in order for the following 

day. Windows should be closed and locked, blinds completely down. Chairs should be in order and 

paper should be removed from the floor. At the end of each day, or at least at the end of each week, 

all student desks should be checked and all writing should be removed from them. Each classroom 

teacher should meet with the respective student worker and set the guidelines for classroom 

cleaning. It is the duty of the teacher to make certain that the student worker carries out all of 

his/her cleaning responsibilities. Teachers are expected to report to Business Operations and/or 

Environmental Services if any cleaner has failed to attend to his/her responsible area. 

Facilities 

The President or Principal must approve use of Oldenburg Academy facilities by outside groups. Only 

groups that can provide a certificate of liability insurance are eligible to rent or use the facilities. A 

formal rental agreement is required. 

Gym 

Use of the gym must be cleared in advance with the Athletic Director or the Principal. 

OA Media Center and Computer Lab 

Teachers may arrange to bring a class to use the Resource Center or Pre‐engineering Computer Lab. 

No student is permitted in the OA Media Center or Pre‐engineering Computer Lab without adult 

supervision. 

June 2012 

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Property 

Oldenburg Academy property is ordinarily for Academy use only. No items belonging to the Academy 

may be removed from Oldenburg Academy premises for personal use or lent to outside groups 

without pre‐approval. The Academy has a rental policy for use of facilities and/or Academy property. 

Arrangements for rental of Oldenburg Academy property is managed through the Business Office. 

Repairs 

Repairs must be reported directly to the Maintenance Personnel via e‐mail. The Maintenance 

Personnel will oversee all requests. Construction and additional maintenance work will be scheduled 

only through the Business Operations Manager. 

Student Workers 

Students employed by Oldenburg Academy receive a tuition reduction for services rendered. 

June 2012 

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EXTRA DUTIES 

Chaperones for Dances 

Oldenburg Academy is grateful to those who volunteer to assist in chaperoning school dances. The 

moderator of the event needs to secure ample chaperones to ensure the safety of the students. For 

things to proceed smoothly and in an orderly fashion, please be mindful of the following when 

serving as a chaperone: 

• Arrive at school 15 minutes before the dance is to begin and plan to stay until it is over. 

• Walk around outside of the building and through the parking areas periodically. 

• Wander in and out of the men's and women's lavatories frequently. Check toilet 

tanks/sanitary supplies dispensers occasionally. 

• Wander about among the tables and dancers. 

• Smoking is not permitted anywhere on campus. 

• Do not allow refreshments to be taken into the gym (except at the prom and "semi"). 

• Do not permit anyone to leave the building by the outside back doors, or to leave the gym by 

the west door (closest to the Computer Lab). 

• No one who leaves the dance is permitted to return. A chaperone may be asked to 

accompany someone who forgets a necessary item to his/her car to get it. 

• Report suspicions of drinking or other disturbances to the faculty sponsors immediately. 

• DO enjoy the evening and help yourself to refreshments. 

• Moderators should contact chaperones personally and make certain that thank‐you notes are 

written to them within a few days after the event. 

Discipline Board 

Oldenburg Academy’s student conduct code must be enforced by all faculty. Teachers are appointed to 

the Discipline Board. Members must have one‐year of teaching experience at the Academy. Under the 

direction of the chair of the Discipline Board, these committee members: 

• Make record cards for each student 

• Maintain accurate records on student cards 

• Meet with students as the system dictates 

• Submit conduct point totals to the Guidance Counselor at the end of each grading 

period. 

First Period Teachers 

First period teachers are expected to take attendance and verify dress codeand, e‐mailing each to 

the office. Students who arrive late should first to report to the office. Late students should not be 

admitted without an office pass. If a student arrives after attendance has been taken with a pass 

from another teacher or the Guidance Counselor, please notify the office that the student is in your 

class and not absent. 

June 2012 

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Class Moderators (refer to Form Index for specific responsibilities) 

• Meet regularly with the officers to organize agendas/activities. 

• Give officers guidelines so they may run organization/class meetings. 

• Approve PA announcements, posters. 

• Approve income/expenditures relating to activities, with the guidance of the Accountant and 

the Board’s Finance Committee, as applicable. 

• Make sure that the treasurer counts and wraps all money collected. (Wrappers are available 

in the outer office.) 

• Remind officers to check dates for activities and approval for fundraising projects with the 

Principal. 

• Oversee the setting up, running and clean up of any activity sponsored. Be sure that an 

appointed adult is in the building whenever and as long as students are working on 

organization projects. No students may be in the classroom building after 4:00 p.m. without a 

faculty moderator. 

• In the spring, prepare election ballots and count votes according to the published election 

calendar. Turn in a tally of votes to the Principal. 

• Obtain a bar key from Principal if doors will need to be opened and then locked at functions 

after school hours. Examples are: dances, prom, gym use, etc. Moderators must check to see 

that all lights are off (including restrooms), doors are locked, windows locked and drapes 

drawn before leaving buildings. 

June 2012 

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EMERGENCY PROCEDURES 

Emergency School Closing or School Delay 

Oldenburg Academy normally follows Batesville Community School Corporation in closing or delaying 

school which will be announced through the One Call Now system. When Plan B or a delay is 

announced, school will begin at 10:00 a.m. and be dismissed at the regular 3:04 p.m. dismissal. 

School closings/delays are broadcast on: WRBI (103.9), WTRE (1330), WCKY (550), and WLW (700) 

and various television stations. 

Fire / Tornado Drills 

The State of Indiana requires that a school have a fire drill once a month and a tornado drill twice a 

semester. 

A Safety Manual and Compassionate Crisis Plan is available in the front office and provided to each 

faculty member and staff department supervisors at the start of school year. 

June 2012 

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Public Communication Guidelines 

The following guidelines concern information that must appear on all documents that will be seen by 

the general public. Documents that are seen by faculty and staff members, current parents, and 

current students can be a little more informal. However, it is good to include this information on 

informal types of documents as well. If you have any questions, please contact Marketing 

Coordinator. 

Required information 

Legal Name 

Oldenburg Academy of the Immaculate Conception, Inc. 

The font that is always used for our school name is Trajan Pro 

Tagline 

Opportunities await… every student, every day! 

Crest 

Can be black or blue 

Contact information 


1 Twister Circle, PO Box 200 

Oldenburg, IN 47036 

Phone: 812.934.4440 

Website: www.oldenburgacademy.org 

Include fax number as needed: 812.934.4838 

When possible, include the following: 

Mission Statement 

Oldenburg Academy of the Immaculate Conception is a Catholic college preparatory high school 

focused on academic excellence, social responsibility, leadership development and personal growth. 

We are committed to building a strong Christian foundation for young men and women who will 

excel in our ever‐changing world. 

School color 

Our official school color is Pantone 2757 C 

June 2012 

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Staff/Faculty Technology Agreement 

Oldenburg Academy of the Immaculate Conception, Inc. provides computers, laptops, iPads and other technology 

equipment to faculty/staff members whose professional responsibilities and personal preferences are concordant with the 

guidelines in this document. The Technology Coordinator, Principal, and President will make the ultimate decision for these 

assignments. The purpose of the technology program is to enhance and enrich teaching, learning, and research at 

Oldenburg Academy, and to support communication. 

OA agrees to provide you with these resources for the 2012‐2013 school year under these conditions: 

Electronic Communications 

• Electronic devices owned by the school must be used in a professional manner at all times. 

• An Oldenburg Academy email address will be provided to you. 

• Oldenburg Academy employees and contracted workers are required not to initiate or respond to text 

messages, phone calls, emails, or other electronic communications of a personal nature with students. 

Professional, logistical, factual messages pertaining to school business are permitted such as change in 

practice, game time, and cancellation. 

• Company confidential information must not be shared outside of Oldenburg Academy. 

Electronic Devices 

• Electronic devices issued by the school such as: iPads, laptop computers, desktop computers, printers, and 

Promethean Boards are the property of Oldenburg Academy. Personally issued Oldenburg Academy 

electronic devices may be used on and off campus; however, employees are responsible for damages 

incurred due to neglect or misuse. The Technology Department and Administration retains the right to 

collect and/or inspect the iPad at any time and to alter, add, or delete installed software or hardware. 

• Faculty/Staff are permitted to install app software on the assigned iPad as long as it is legally owned and 

installed with a license agreement. Do not install any software that is known to cause system problems or 

file‐sharing tolls used to facilitate the illegal sharing of copyrighted materials. 

• Faculty and staff are expected at all times to enforce Oldenburg Academy’s student Technology Code of 

Conduct and Acceptable Use Policy. 

• At no time may any faculty or staff member provide a student or non‐Oldenburg Academy person with any 

passwords utilized for Oldenburg Academy equipment and/or software. If a password is required, please 

contact the Technology department. 

• Only Oldenburg Academy personnel may use Oldenburg Academy issued electronic devices. Allowing nonapproved 

use of electronic devices could result in disciplinary action up to and including dismissal. Students 

are not permitted to use employee issued electronic devices. 

• Oldenburg Academy web sites, My Big Campus, and other social networking mediums must be professional 

at all times and in keeping with the values of Oldenburg Academy. 

• The removal of Oldenburg Academy identification labels or the altering of identification within electronic 

devices is considered damaging Oldenburg Academy property.

Respecting Persons Through Electronic Communications 

The good name, reputation and personal safety of each student, faculty, and staff member is vitally important. 

In order to protect students, employees, and the school itself, each employee is expected to treat the good 

name and reputation of other students, school employees, and the school with dignity and respect. The 

expectation is not to engage in any activity or conduct, either on campus or off campus, that is in opposition to 

this policy and/or inconsistent with the Catholic Christian principles of the school. Any derogatory, slanderous, 

hostile, or threatening remarks or actions directed toward any of the above by an employee will be seen as a 

violation of this policy and will be viewed as extremely serious, whether it is done physically, verbally, or 

electronically through the use of a home or school computer, phone, iPad or other electronic media or by 

remote access during work hours or after hours. Some examples include, but are not limited to, text messages, 

blogging, images, pictures, etc. Any individual found to have participated with others in making any such 

remarks or actions will be subject to disciplinary action by the administration, up to and including dismissal. 

I agree with the above policy and accept responsibility for any electronic devices issued to me during my 

employment at Oldenburg Academy. If any teacher violates these provisions, access to a laptop, school 

network, and Internet will be denied and the staff/faculty member will be subject to disciplinary action. 

Print Name: _____________________________________________________________________ 

Signature: _______________________________________________________________________ 

Laptop OA Tag Number: _____________________ Power Adapter_____ Mouse_____ 

iPad OA Tag Number: _______________________ Power Adapter_____ VGA Adapter____ 

Desktop OA Tag Number: ____________________ 

Additional information: _________________________________________________________ 

iPad 2 Value ‐ $400 New iPad Value ‐ $500 iPad Case Value ‐ $50 

MacBook Pro 13” Value ‐ $1200 MacBook Pro Case Value ‐ $50

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