Administrator Handbook

GENERAL INFORMATION
History
University Church Christian Academy (UCCA) was established in 2008 as a church school ministry under the authority and oversight of University Church of Christ. UCCA believes our loving God gives parents authority over the spiritual, emotional, and academic education of their children and that these crucial facets of a child’s education should not be compartmentalized. The apostle Paul proclaimed, “I myself am convinced, my brothers and sisters, that you yourselves are full of goodness, filled with knowledge and competent to instruct one another.” God has given discerning parents the necessary aptitude to educate their children, and parents should be afforded the opportunity to teach their children in a safe, loving, home-based environment.  UCCA was founded to make this well-balanced and comprehensive method of education available to families in our church and our community. 

Mission Statement
University Church Christian Academy endeavors to provide an encouraging and enduring system of support to families who make the decision to educate their children in a home-based environment.  Discerning parents can be entrusted to make this important educational choice as it is the parents who are ultimately responsible for the emotional, spiritual, and academic education of their children.  In this mission as in all others, we strive to glorify Jesus, our loving King, and by doing so promote unity in his kingdom.  

Home Education in Alabama

• Children in the state of Alabama are required to attend a school (public, private, church, or competent private tutor) from the ages of 6 to 17 although there is an option to opt out of school until 7 years of age.

• Home education through a church school was officially recognized by the Alabama legislature as a legal form of education in 2014 and no public two-year or four-year post-secondary institution can deny admission against a qualified student because they were homeschooled.
• Church schools are not regulated by the Department of Education, the State Board of Education, or the State Superintendent of Education, but there are two requirements for enrollment as defined in the Code of Alabama.    
  • If and when the student is of compulsory attendance age, parents must notify the appropriate superintendent of education that their child is enrolled in a church school.  UCCA will forward the signed form to the superintendent of behalf of the parents after signatures are obtained and enrollment approved.
  • The church school must notify the appropriate superintendent of education if a student withdraws. UCCA has its parents give prior consent to notify the superintendent of the student’s withdrawal. 
• Home education is also legal through a private school or competent private tutor. Unlike church schools, private schools and private tutors are not exempt from the reporting requirements listed in Section 16-28-7 of the Code of Alabama although the State Superintendent of Education has ruled that parents do not have to follow these regulations. See the State Department of Education website for more information.
• Each church school with a homeschool ministry develops its own policies and accountability standards. UCCA’s are listed herein.

UCCA Structure

• Parents are considered administrators of their home schools, and they are required to meet certain requirements in order to maintain their affiliation with UCCA. These requirements are listed herein.
• Operations of the church school ministry are managed by the Director who serves at the pleasure of the UCC Eldership. The Director may be a volunteer or serve as an independent contractor.
• The Director is assisted by a board comprised of three members who voluntarily serve three year terms with one member rotating from the board every year.
• University Church Christian Academy and University Church of Christ will in no way assume responsibility, financial or otherwise, for the defense of legal action that may be taken against any family affiliated or enrolled with UCCA; therefore, membership in the Home School Legal Defense Association is recommended. UCCA is a participating group discount member. See www.hslda.org for current fee structure and payment options. The discount number is 299263.

ENROLLMENT
GENERAL ENROLLMENT INFORMATION

• Students transferring from another public, private, or church school must be in good behavioral, academic, and attendance standing at their current school.

• UCCA affiliates with administrators and enrolls students of any race, color, and national and ethnic origins to all the rights, privileges, programs, and activities accorded or made available to administrators and students of the school.  It does not discriminate on the basis of race, color, national and ethnic origin in the administration of any of its policies.
• UCCA serves families residing in Tuscaloosa County and surrounding areas up to a maximum driving distance of 50 miles from University Church of Christ.  
• The UCCA Director reserves the right to limit the overall number of students enrolled in UCCA.
• The Director has the authority to deny enrollment for the following reasons and any other reason that helps maintain the integrity of UCCA and University Church of Christ.

• A student is truant.
• A student has violated Alabama law or has a history of failing to comply with the policies of other schools unless the student and parent can show that home education is being used as a means to positively redirect and structure the life of the student.
• A student residing in the Tuscaloosa area is past the age of compulsory attendance.
  • Students who are beyond compulsory attendance age who are moving into Tuscaloosa area and wish to continue their previous home education may be admitted at the discretion of the Director.
• A student is attempting to enroll in order to secure documentation to obtain a driver’s license.
• The custodial parent(s) has pending charges of educational neglect.
• Enrollment would adversely affect UCCA and UCC families.

UCCA FEES (listed on homepage) AND OTHER COSTS

• University Church of Christ members are not required to pay the student fee(s).
• The family enrollment fee is determined by the date forms are submitted.

• Administrators are responsible for the cost of the curriculum they choose to use.
• Standardized testing of the administrator’s choosing is required by the end of 3rd grade and every other year thereafter.  Administrators are responsible for scheduling the tests and for any costs involved. 
• There are costs associated with the graduation ceremony for seniors.

NEW FAMILY ENROLLMENT PROCEDURES

• Complete and Submit the Parent-Teacher Affiliation Request and Release of Liability (printable forms are on website)
  • The release of liability form must be notarized, signed by all parents/legal guardians, and submitted with the affiliation request.
  • If the administrator shares custody with someone other than his/her current spouse, the other parent/legal guardian must give written consent affirming his/her desire to have the student homeschooled through UCCA.  This written consent should be submitted with the administrator affiliation request. 
  • If the administrator shares custody with someone other than his/her current spouse but has been granted sole authority to make all educational decisions by the court, a written statement to that effect should be submitted with the administrator affiliation request.
• Upon Review of the Affiliation Request, the Director will either schedule an interview with the parent or decline the request.
  • Parent should bring the following to the interview.
    • Completed student enrollment forms for each student
    • Student Enrollment Request and Record
    • Public School Notification of Church School Enrollment
    • Payment. Online option will be available at the interview.
  • If students are transferring from another school, bring the following.
    • Request for School Records
    • A current report card for elementary and middle school students. The most recent standardized test results would also be helpful.
    • If a student is earning high school credits, the parent must bring a copy of their current transcript for credit review.
  • The parent should be prepared to discuss the types of curriculum they might like to use. 
  • After the interview, the student(s) will be admitted if both parties agree to it.
  • Only the primary teacher/administrator is required to attend this interview, but family members are always welcome.   

FAMILY RE-ENROLLMENT PROCEDURES

• Obtain standardized test results (if required that year).

• When grading is finished for the year, add second semester/final grades to the Curriculum and Grade Report. 
  • Be sure to include days of attendance and any updates to curriculum used.
  • Be sure to award high school credits for each high school subject. (1 or 0.5)
• Complete the Family Re-Enrollment Request. (fillable form on website)
  • Add all students who are re-enrolling to the “students requesting re-enrollment in UCCA” section.
  • If you have students who are enrolling in UCCA for the first time, add them to the “NEW students enrolling in UCCA” section and gather the following information. 

• Complete the New Student Enrollment forms. (fillable forms are on website)
  • If the elementary or middle school student is transferring from another school, include recent report cards and standardized test results.
  • If the student has earned high school credit from another school, include the final transcript from the grade they just completed.

• Submit all of the above documentation at one time along with payment. Do not submit anything until you have all of the required documentation.

• Payment can be made on UCCA’s website under the GIVE tab. Select the UCCA fund. You can also text ucctuscaloosa to 77977. 
  • If you pay online, make a note of it on your reenrollment form. If you pay online, you can submit your paperwork by email.
  • Payment can also be made by cash, or checks made payable to UCCA.
  • Family enrollment fee is determined by the date all required forms are submitted. See above table for dates and amounts.
  • Limited scholarships are available on a need basis. Contact Director for information.

• If current students are transferring to another school, complete the Transfer Notification form.

• If the required forms and fees are not received by August 1, UCCA will terminate affiliation and the superintendent of education will be notified of the students’ withdrawal. 

LIST OF REPORTS AND SUBMISSION GUIDELINES

• Curriculum and Grade Report (fillable)
  • For each student, use ONE Curriculum and Grade Report form for the entire year and update it as needed. 
  • Submit a copy and keep the original for your records. You can email report or send a paper copy.
  • Save the report to your hard drive before you enter in any information. Save it as the student’s Last Name, First Name. Close the file and reopen before adding information.
  • Take care in filling out these forms as these will be used by the Director to evaluate the student’s education and prepare the student’s transcript. It is important documentation for you to keep at home for your own records as well. 
• Attendance Record (printable)
  • 170 school days are required anytime between June 1 and May 31.
  • Do not submit this form but use it to complete the total number of school days on the final submission of the curriculum and grade report. It’s important to have a record of days attended.

• High School Plan (fillable)
  • Developing a plan before a student begins to earn high school credits is highly recommended.
  • The Director is available upon request to assist in the development of this plan. Submit a copy and keep the original for your records.

MANDATORY MEETINGS AND REPORTING TIMELINE

• SEPTEMBER  |  ORIENTATION AND CURRICULUM LOG
  • Fill in curriculum being used and submit to Director by orientation in September.
  • Curriculum used is at the discretion of the administrator with input from Director if needed.
  • If admitted after orientation, submit curriculum log within two weeks of admission. 
• JANUARY  |  PARENT-TEACHER INSERVICE AND FIRST SEMESTER GRADES
  • Submit 1st semester grades by January 15. Email or submit a paper copy.
• SPRING TESTING 
  • Standardized tests of the administrator's choosing can be scheduled at any time during the year. Spring is  the most popular time to test.
  • Standardized testing (such as the Stanford 10, PASS, IOWA, ACT, PSAT, SAT) is required by the end of third grade and every other year thereafter.  The administrator is responsible for the scheduling and cost of the testing.
  • If a high school student achieves the following scores on each of these ACT subsets, they are no longer required to submit standardized tests as these are considered college ready benchmarks. Students do not have to achieve these scores to graduate from UCCA. These scores simply exempt them from further testing.
    • English Subset               18
    • Math Subset                   22
    • Reading Subset             22
    • Science Subset              23
• APRIL - JULY
  • Once all grading is completed for the year, submit re-enrollment or transfer forms along with final grade reports and standardized testing results if required that year.  Fees depend on submission dates. All required documentation should be submitted at once.
• MAY 31
  • Curriculum that has been borrowed from the UCCA lending library should be returned by the end of May.
  • If books are needed for another year for another student, email the Director with the number on the label and a description.
• JUNE
  • If either orientation or a parent-teacher inservice in January was missed, administrators are required to attend this meeting. If both of the other meetings were attended, administrators are exempt from the June meeting.  

UCCA STUDENTS WHO TRANSFER TO ANOTHER SCHOOL DURING THE SCHOOL YEAR

• Promptly submit a Transfer Notification form to the UCCA Director along with the grade reports so that the Director can complete a transcript. Include total days of attendance for that school year.
• UCCA cannot guarantee a student will be admitted to a certain grade level upon transfer to a public or private school.  Placement is entirely up to the school to which the student is transferring.
• UCCA cannot guarantee credits will transfer to a public or private high school.  Acceptable credits are determined by the enrolling school only.  

GRADING PROCEDURES
Grade Scale is at the end of document.
Elementary and Middle School Grading

• The Curriculum and Grade Report form is used to report academic progress.  Only semester grades are reported.  Average the semester grades to get the final grade. 
• Elementary and middle school students can use a letter grade, a percentage grade, or both.  A letter grade will be used on the official school transcript prepared by the Director.   
• If a middle school student is earning any high school credits, the high school curriculum and grade report form should be used for all subjects even if the student isn’t earning high school credit for each subject.  
• If the administrator chooses to measure academic progress subjectively, choose the letter grade which best corresponds to the student’s progress.  See grade scale above.
• All elementary and middle school courses of study should fall under one of these subjects: English Language Arts, Mathematics, Social Sciences, Sciences, Health Education, Physical Education, Technology Education, Biblical Studies, Foreign Language, and Arts Education. 
• Average the grades received for each course studied under one subject to determine the subject grade. 

For example:

• The courses of spelling, grammar, handwriting, and reading would be averaged together for the English Language Arts grade.
• Logic courses would be averaged with the arithmetic and mathematics courses.
• The courses of American History, Geography, and Civics would be averaged together for the Social Sciences grade.

• The curriculum section will show the resources used in individual courses, but the grade section should reflect the student’s progress in the subject as a whole.  
• Any private lessons, sports teams, etc., which are used to help determine a grade in a particular subject should be added to the Curriculum Log. 
• The Activities/Achievements/Recurring Community Service section of the Curriculum and Grade Report form is optional, but it can be used to track resources used to enrich a student’s education.     

Middle School Students Earning High School Credits

• If a middle school student is earning any high school credits, the High School Curriculum and Grade Report form must be used for all subjects even if the student doesn’t earn a high school credit for every subject. If the course is not for high school credit, simply leave the high school credit section blank.     
• Grades earned in middle school for high school level courses will be used in the calculation of the student’s cumulative high school GPA. 

High School Credits

• UCCA will award one high school unit of credit for the following academic achievements. 
  • Completion of a high school level course designated as a one-credit course by a credible publisher with a grade of “D” or better.
  • Completion of a minimum of 140 hours of instruction, research, and/or study for a given high school level subject with a grade of “D’ or better.
  • Completion of a 3+ hour college course with a grade of “C” or better. 
• UCCA will award one half-unit of high school credit for the following academic achievements: 
  • Completion of a high school level course designated as a half-credit course by a credible publisher with a grade of “D” or better.
  • Completion of a minimum of 70 hours of instruction, research, and/or study for a given high school level subject with a grade of “D’ or better.

• Administrator and students should keep track of hours spent in courses developed by the administrator.  It takes 140 hours to earn one credit and 70 hours to earn a half credit.

• High school level work is defined as course work on the level of grades 9-12 using grade appropriate curriculums or their equivalent.

High School Grading

• The High School Curriculum and Grade Report is used to report academic progress once a student begins to earn any high school credits. 
• Use a percentage grade when submitting semester grades. Average the semesters to determine the final grade.
• When a student completes a course, enter the final grade and award the appropriate credit.
• UCCA uses a non-weighted 4.0 grade scale.  (See grade scale and calculating GPA at the end of this document.)
• The Director tracks the GPA on the transcript and can provide upon request.

PREPARING FOR HIGH SCHOOL GRADUATION

• UCCA offers a high school diploma to students 16 years of age or older.  This diploma is not accredited by the state of Alabama, but it does closely mirror their requirements.  Please note that NO public, post-secondary institution in the state of Alabama can discriminate against a diploma issued by a church school located in Alabama.
• It is imperative that all students know and understand the admission requirements of the institutions they wish to attend after graduation to ensure those admission requirements are met.

Transcripts and Minimum Credits Required

• UCCA prepares the high school transcript using curriculum and grade reports submitted by the administrator. 
  • Transcript requests can be made on the home page. 
• Twenty-four (24) is the minimum number of credits required. UCCA students are encouraged to exceed this number as they prepare for their post-secondary plans. Most UCCA students graduate with 26-30 credits.

High School Resume

• The administrator should assist the high school student in maintaining a “High School Resume” folder.  Include the dates in which the student participated in each activity.  It is very important to keep a record of any leadership roles or special recognition received.  Keep track of everything even it seems insignificant. Include dates!
• Possible items to include on the high school resume include but are not limited to the following:
  • Key Stats (GPA, ACT, SAT), Academic Honors and Awards, Academic Societies, Academic Teams and Competitions, Academic and Leadership Camps/Conferences (AIMS, SAME, Space Camp, TeenPact), Contest Entries and Special Recognition (essay-writing, engineering, photography, etc.), Community Service Activities (Keep a log of volunteer hours.), Club Memberships  (4-H, Tuscaloosa Children’s Theatre, Civil Air Patrol, Girl Scouts), Sports Activities and Honors Earned, Enrichment Activities (mission work, travel, special projects, musical accomplishments, special programs), Work Experience (Make note of business name and location, dates of employment, job title, and specific duties. Include paid and unpaid positions.), References (Make a list of possible references with contact information.)

Required Courses

• Core Subjects (4x4)
  • English: 4 credits (English 9, 10, 11, 12).
    • Literature component should include at least one year of American Literature and one year of British literature. 
  • Mathematics: 4 credits to include Algebra 1, Algebra 2, Geometry
  • Science: 4 credits to include Physical Science, Biology, Chemistry (including at least one lab)
  • Social Studies: 4 credits to include World History and US History
• Other Required Subjects
  • Physical Education: 1 credit
    • Playing any varsity sport for THE will earn one credit with a maximum of one credit per year no matter how many sports are played.
  • Fine Arts: 1 credit
    • Courses such as art or music appreciation, drawing, sculpture, music, dance, theatre, architecture, photography, and printmaking
  • Microcomputer Applications:  0.5 credit
  • Health:  0.5 credit
  • Electives:  5 credits 
    • Students should check with the post-secondary institutions they wish to attend to determine if that school gives preferential admission status to students who have two years of the same foreign language. 

Dual Enrollment Options

• One semester of a 3 hour college course is equivalent to one credit in high school.

• The administrator should discuss high school and college course equivalencies in relation to graduation requirements with the director before enrolling in these courses.
• Shelton State Community College and Bevill State Community College.
  • UCCA has dual enrollment contracts with these institutions which means the student will receive the same grade at the high school level as received on the college level.
  • Dual enrollment students are required to take the ACT or ACCUPLACER to determine college readiness and course placement. See college’s dual enrollment website for more information.
  • The UCCA director must approve the dual courses the student wishes to take and sign the appropriate dual form. 
    • Use the appropriate semester form. It will say summer, spring, or fall.
      • Make sure the entire form is complete except for the counselor’s signature and that all courses the student might want to take are listed before it is submitted to the director for approval. Student does not have to register for all of the classes listed.
      • Make sure both the student and the parent have signed in the designated areas.
    • The director will forward the signed form along with the student’s transcript to the appropriate school.
  • To receive high school credit for classes taken at Shelton or Bevill, the administrator should submit the percentage grade on the UCCA grade report and also submit an unofficial transcript that includes the final grade for confirmation.
  • Accelerated high school is another option to receive high school and college credit for the same course, but course selection is limited. See college website for more information.
• UA Early College
  • Many UCCA students take classes through UA Early College, but UCCA does not have a dual enrollment contract with them which means the administrator has the option of not requesting high school credit for courses at UA, but the grade will remain on the student’s official college transcript.
  • This also means the administrator has the freedom to select which courses their student takes without prior approval from the UCCA director. 
  • Upon request, the director will complete the Counselor Cover Memo and submit a transcript on the student’s behalf to declare they are eligible for Early College. 
  • To receive high school credit for classes taken at UA Early College, the administrator should submit the percentage grade on the UCCA grade report and also submit an unofficial transcript that includes the final grade for confirmation.​

ADMINISTRATORS
​ADMINISTRATOR STANDARDS OF PRACTICE

• Attend mandatory meeting. Failure to attend these meetings without prior notification of just cause can result in dismissal from UCCA at the conclusion of the school year.  The Director has discretion in these matters.
• Attend parent meetings with the Director if requested.
• Follow industry standards for schoolwork retention.
• Ensure that your students are in compliance with Alabama law concerning immunizations.
• Notify the UCCA Director of any changes in contact information or change in permanent address. 
• Notify the UCCA Director of any family situations or health issues that may affect the education of students.

• Notify the UCCA Director if contacted by any governmental agency or representative, such as a truancy officer, a social worker, the Board of Education, or the Department of Human Resources (DHR), who is interested or has questions about your home education program. 7

ADMINISTRATOR AFFILIATION EXPECTATIONS

• The administrator accepts full responsibility for the emotional, spiritual and academic education of their child(ren).
• The administrator is responsible for ensuring that all curriculum choices are aligned with their students’ desired post high school aspirations and the admissions requirements of those institutions. The Director is available to assist upon request.

• The history of the Christian church and Christian theology should be studied throughout the elementary and high school years, but it is not required as an individual course of study if it is integrated into the study of other subjects. 
• The administrator should have the basic knowledge and ability to instruct their children in compliance with applicable Alabama education law and UCCA requirements. 
• The administrator should have the organizational skills and aptitude to meet all reporting requirements as defined by Alabama education law and UCCA.
• All educational instruction should be managed and supervised by the administrator. 
• The administrator should not work full-time outside the home during traditional school hours.  Exceptions can be made at the discretion of the director if students are not routinely left unsupervised during these hours or if the student primarily attends dual enrollment classes. 
• A statement of faith is not required for affiliation with UCCA; however, the administrator should not hinder nor be in opposition to the Christian beliefs of University Church of Christ.  Information about University Church of Christ can be found on their website at www.universitycofc.org.

DISCIPLINARY ACTION FOR ADMINISTRATORS WHO DO NOT FOLLOW REQUIREMENTS HEREIN

• If the UCCA Director discovers an administrator has violated any of UCCA’s administrator standards, requirements, or other policies, the following procedures should be followed:

• The Director will give a verbal or written notification of the policy violation to the administrator.
• If the violation requires immediate termination of administrator affiliation as determined by the Director, the administrator will be notified at that time. 
• If the violation does not require immediate termination, the administrator should be given time to promptly correct the violation.  
• If the administrator does not promptly correct the violation, notification will be given of the immediate termination of their administrator. 
• If the violation warrants termination, but does not require immediate dismissal, the administrator will be notified of a deferred dismissal.  The administrator will have the option to complete the school year, but their affiliation will not be renewed for the subsequent year nor their students re-enrolled.  
• Upon termination of administrator affiliation with UCCA, the superintendent of education will be notified of the withdrawal of the administrator’s children from University Church Christian Academy. 

Grading Scale

Percentage	Letter	Progress	Point Value (HS only)
90-100	A	Excellent	4
80-89	B	Good	3
70-79	C	Satisfactory	2
60-69	D	Unsatisfactory	1
Below 60	F	Failing

Calculating GPA Example

Subject	Percentage/Letter Grade	Letter Grade Value	Credits Attempted	Grade Points Earned
Science	96-A	4	1.0	4
Social Studies	84-B	3	1.0	3
English	72-C	2	1.0	2
Math	67-D	1	1.0	1
Elective	58-F	0.5	0.5

Multiply the letter grade value by the credit attempted to get the grade points earned. See grading scale for point value. 
Divide the total grade points earned (for all high school courses) by the total credits attempted. 
In this example:

• ​Total Grade Points Earned = 10
• Total Credits Attempted = 4.5 
• ​10/4.5 = 2.2 GPA