Academic staff handbook

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Field experience for all students is encouraged both within the Kingdom of Saudi Arabia and out. Fieldtrips should be well planned in advance and linked to the curriculum. All fieldtrips need to be approved well in advance especially since in certain cases, ministry approval is required. When planning a fieldtrip proposal, the school calendar should always be consulted for days and frequency.

Fieldtrip procedure:

Trips out of Riyadh:

  • Present a proposal to the principal including rationale, curriculum links, proposed dates and an estimate for cost per student at least 8 weeks before the proposed date of the trip.

  • If proposal is approved, prepare a letter of interest to be sent to the parents at least 6 weeks before proposed date of travel.

  • Start making contact with travel agents for proposals and itineraries; you can opt to work with the school’s travel agent or any other one if you see that they can offer better services.

  • Prepare a detailed budget to include all possible costs at least 5 weeks before proposed date of travel. (see appendix for sample budget and items to be incuded)

  • Check with the Human Resource office for all Iqama, visa and passport issues for all the chaperones.

  • Prepare detailed letter for parents with travel itinerary, a detailed schedule of events and the exact cost with a date for payment to be sent out at least 3 weeks before proposed date of travel. Parents should pay within a week. (see appendix for sample letter)

  • All moneys collected should be left with the Business Office.

  • Make sure you have all relevant permission slips signed. There are official release permission slips for some of our students. Please check with the principal’s office for these slips.

  • Once all the students have paid the fees, arrange with the Business Office for payment to the travel agent and the issuing of the tickets. This should all be finalized at least a week before the travel date.

  • Emergency money and any other dues to be paid during the trip are to be picked up in cash from the business office the day before you travel. Please allow three days for the business office to have the money ready in the currency you desire.

  • Maintain a log of expenses and all receipts during your trip.

For trips within Riyadh:

  • Prepare a fieldtrip proposal at least a week before the date of the trip with costs and transportation requirements.

  • Once the trip is approved, send a letter to the parent requesting permission and payment where applicable.

  • Arrange with the school responsible for transportation buss requirements.

Please see appendix for Field Trip Forms.


  • Teachers may submit a written request to the Principal to have a classroom celebration under special circumstances.

  • Food deliveries to the school are not permitted.

  • In case of a birthday celebration, the cake should be delivered to school before 0730 and kept in the refrigerator until lunch break. All birthdays should be with permission of a teacher and held during lunch and under the supervision of a teacher.

  • Students, KG-6, will normally eat packed lunches in their classrooms.

  • Students in grades 4 to 12 have the option to bring a packed lunch or buy food from the vending machines at the school.

  • The school’s policy is to ensure that all students have a healthy, balanced diet.

All teachers must use Power-School attendance. Attendance will be taken every period. Students entering class after the second bell are recorded as Tardy. Attendance registers are the responsibility of the teachers and represent a true record of a child's attendance. Should an emergency arise (e.g., fire), they are the only record we have of children present. Names must be written in English in the teacher’s class record. To ensure that all the children are attending each class, check at the beginning of the class and ascertain the whereabouts of the missing students.

All teachers must refer to the Power-School attendance handbook for more information. Help may be provided from IT personnel.

Supporting the physical and emotional well being of all members of the school community is one of the most important and pervasive policies of the school. Every member of the staff has a responsibility to correct or report circumstances or events that could endanger anyone.
Report immediately any dangerous circumstances (such as sharp edges, electric cord strung across a hallway, a slippery area) to Reception. Also, immediately phone Reception to report the presence of any individuals in the school, who are not accompanied by one of our staff members. An investigation will occur immediately and you will be informed of the outcome. All parents and visitors are required to report to reception first, before being escorted to the school buildings.
The Incident Report Form (see appendix for sample) is provided to record serious events involving accidents, medical problems or significant discipline violations. The Building Maintenance Form (see appendix for sample) is used to request repairs.


A classroom should be welcoming, stimulating and productive place. This can be accomplished by:

  1. Being at the door to welcome the students as they arrive. Never leave students unsupervised.

  2. Having attractive displays. These displays should be changed at regular intervals and show student's work.

  3. Encouraging the students to be responsible to keep the classroom neat. At the end of the day all books and equipment should be stored neatly, with the floor free of paper, pencils, etc.

NOTE: No class should be left unsupervised. Where possible, rooms in which there is no faculty member present (or students) must be locked as the last faculty member exits, this is especially important for the computer labs, the science labs, the art rooms and the music room.

Teachers are expected to develop and support after school activity. ASA meet from 1440 to 1540. Teachers may write a description of an activity that they wish to offer to the students and submit it to the appropriate activity coordinator before the beginning of the ASA session.
Keeping accurate records of attendance and the progress of the activity is important and a written report on the activity is due the week after the last session. Teachers are responsible for their students in an afterschool activity until they are picked up. No child should be left unsupervised. One of the two after school activities coordinators will also be available to ensure that this happens.

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