ADMISSIONS

For any child entering St. Mary School for the first time, a certified birth certificate must be presented. To enter 3-Year-Old Preschool, a child must be three years old by September 1st of the school year. To enter 4-Year-Old Pre-Kindergarten, a child must be four years old by September 1st of the school year. To enter Kindergarten, a child must be five years old by September 1st of the school year.

PRIORITY FOR ADMISSION

St. Mary School uses the following priorities in allocating spaces for children:

• Current families of The Church of St. Mary with siblings currently attending the school.
• Parish families without siblings in the school.
• Catholic, non-parishioner with siblings currently attending the school.
• Non-Catholic with siblings currently attending the school.
• Catholic, non-parishioner without children currently attending the school.
• Non-Catholic without children currently attending the school.

Requests for exceptions to the Admissions Policy will be taken into consideration by the principal in consultation with the pastor.

NON-DISCRIMINATION

St. Mary School welcomes students of any race, religion, color, sex, nationality, and ethnic origin to all the rights, privileges, programs and activities made available to students at the school, without regard to the student's immigration status in the United States or country of citizenship. Catholic Schools in the Diocese of Rockford shall be compliant with all relevant case law interpreting the Illinois School Code, including Plyler v. Doe.

NOTE: If an individual believes that he or she is a victim of unlawful discrimination by the School, the individual should report this to the Principal of the School. If the complaint of discrimination is against the Principal, the individuals may instead report the matter to the Superintendent of Catholic Schools of the Diocese of Rockford. All complaints of unlawful discrimination will be investigated and treated seriously. The report will be investigated, and the investigation may include a review of the documentation as well as interviewing the alleged victim, potential witnesses, and the alleged accused. Upon completion of the investigation, a determination as to the merits of the allegation of discrimination will be made. The individuals involved will be informed of the results of the investigation.

TRANSFERS

Students entering St. Mary School, need to present an official certification of grade level, such as report card or transfer slip from the former school. Student records may be requested and will be reviewed before a student is officially accepted.

WITHDRAWAL

Parents must notify the school office if they plan to transfer their child/ren from the St. Mary School. All financial obligations must be paid in full. Textbooks, library books, and any school property must be returned.    

STUDENT RECORDS

Maintenance of student records in the Diocese of Rockford elementary and high schools shall comply with the Illinois School Code, subject to regulations of the State Board. In accordance with Illinois School Code 10, Student Records Act, Section 2. (d) “School Student Record” means any writing or other recorded information concerning a student and by which a student may be individually identified, maintained by a school or at its direction or by an employee of a school, regardless of how or where the information is stored.

STUDENT PERMANENT RECORDS

Illinois School Code states in part: Such information may include the student’s name, birth date, address, grades and grade level, parent names and addresses, attendance records, and such other entries as the State Board may require or authorize. For schools in the Diocese of Rockford, permanent records must include:

• Student name
• Gender
• Birthdate
• Address
• Telephone number
• Grades & grade level
• Parents’ or legal guardians' names and addresses
• Attendance records
• Health and accident records
• Sacramental records

STUDENT TEMPORARY RECORDS

Temporary records mean all information contained in a student record, but not contained in the permanent record. Such information may include family background information, intelligence test scores, aptitude test scores, psychological and personality test results, teacher evaluations, and other information of clear relevance to the education of the student.

INSPECTION AND ACCESS

A parent or any person specifically designated as a representative by a parent shall have the right to inspect and copy all school student permanent and temporary records of that parent’s child.

RECORD OF RELEASE

A record of release of information must be made and kept as a part of the school student record. Such record of release shall be maintained for the life of school student records and shall be available only to the parent and the custodian of the official records. Each record of release shall include Nature and substance of information released; Name and signature of the person releasing information; Name of person requesting information; Copy of consent to such release.

CUSTODY OF CHILDREN

In cases of single families, it is important that the school be notified which parent has custody of the child/ren. A copy of the custody decree in cases of divorce should be filed in the office. Financial matters are ordinarily handled through the custodial parent unless other stipulations are made. When the legal guardian is not the parent, the school needs to have that information on file. All communications regarding school, grades, behavior, etc. go to the custodial parent.

ATTENDANCE

Regular school attendance, as required by the School Code of Illinois, is essential if a student is to make full use of the educational opportunities the school offers. The school offers an academic term of at least 176 days of pupil attendance.

ABSENCES

Parents must notify the school office on the day of absence by 9:00 a.m.  Please call 815-895-5215, or email This email address is being protected from spambots. You need JavaScript enabled to view it.. To ensure your child’s safety, you will be called when the school has not been notified of an absence. A request may be made to have the child’s homework picked up at dismissal time at the office or to be sent home with another student.

• ½ hour to 2 ½ hours – recorded as ½ day absence.
• 2 ½ hours or more – recorded as a full day absence.

ILLNESS

Students should not attend school when they are suffering from colds or flu. Doing so endangers not only their own health but also the health of their fellow classmates and teachers. The student must be fever, diarrhea, and vomiting free for 24 hours before returning to school after an illness. When students return after an illness, it is important that they are well enough to go out at recess and fully participate in class. A student who has been absent five (5) consecutive days may be asked to present a physician’s statement before returning to the school.

PRE-ARRANGED ABSENCES

At times, students miss school for other reasons, such as family vacations or other special events. We recognize that such absences may be important to your family. However, missing school creates hardships for students. Absent students cannot make up the learning experiences that occur in school. We discourage such absences. When students must miss school, it is the family’s responsibility to assist the student(s) in making up missed instruction and to ensure that all make-up work is completed.

TARDINESS

Since tardiness interferes with a student’s progress and is a disturbance to the entire class, every effort should be made to be punctual. If a student is not present by 9:00 a.m. will receive a tardy slip. In an emergency, a child may not receive a tardy slip if a parent writes a note explaining the reason for the tardiness to the Principal (for example; traffic accident, flat tire, and  similar situations).

Consequences:

1^st Tardy – Verbal Warning

2^nd Tardy – Written Warning

3^rd Tardy and above - Detention

MAKING UP WORK FOR ABSENCES

Work missed due to an absence must be made up. It is the parent's and student’s responsibility to contact the teacher regarding this work. Students should not rely on peers to get missed assignments. Allotted time for make-up is as follows:

1 – 2 days absent – For each day that a student is absent, the student has that same number of days to turn in his/her work upon returning to school.

3 or more successive days absent – The work must be made up by making arrangements with the teacher. Work not made up during the agreed upon schedule will result in receiving no credit for those assignments that were not completed.

APPOINTMENTS

Students excused from school during the school day must be signed out in the school office. Parents are requested to provide advance notice and to pick up the child from the office so as not to disturb the classroom. If the child returns the same day, it is also necessary to sign them back in.

TRAVEL TO/FROM SCHOOL

A written note or a phone call is required for any departure from the student’s normal travel arrangements.