Missing Materials Procedure

revised 12/14/07

 

  • Family decides to leave the school. 

  • ES makes arrangements to pick up materials within 1 week (7 days, including weekend) of learning that the family is leaving the school.  The expectation is that the ES will make every attempt to collect the materials during this time frame.

  • ES makes an attempt to determine if the family has lost any materials prior to meeting to collect materials, for the purpose of calculating the amount to be paid to the school.

  • If materials are missing, ES collects payment at that meeting. If family can/will not present payment to ES at that meeting, ES gives parent the Missing Materials Form indicating how much the family owes, and directs the family to send payment to the GVCS office immediately. It is appropriate for the ES to let the family know that GVCS will need to receive payment for missing materials before forwarding the student file on to the next school.  (Note: ES will need to write out two (2) copies of the Missing Materials Form at that time-one to leave with family, and one to take for record keeping.)

  • If ES does not know in advance that  materials are missing and learns of this at the collection meeting, the ES calculates the amount owed, and informs family within 24 hours as follows: one (1) phone call; one (1) email (if parent checks email); and one (1) letter (see sample Word doc) with another copy of the Missing Materials Form attached. (The ES may use discretion in choosing to inform parent of charge via all three methods described above.  Please contact School Director with any questions regarding this discretionary decision.)

  • ES immediately sends Missing Materials Form to office (with payment if you have it).  The office will follow up on collecting payment if payment is not attached. 

  • Do not send final disenroll email until office clears the student of money owed.

 

If a family (or ES) can/will not meet within 1 week to return (collect) materials and/or make arrangements for payment, contact School Director for further instruction.

 

Home