Site Council Meeting Summary

Site Council Meeting Summary
A. Purpose and Reason for the Meetings
The purpose of these meetings is to ensure effective communication and collaboration between
school stakeholders, including parents, the admissions department, academic staff, and the
school’s management board. The meetings aim to resolve various issues concerning student
management, class assignments, school services (meals, health insurance, transportation), and
academic progress, ensuring all decisions align with the school's standards and parent
expectations.
The primary goal is to gather input from stakeholders and reach consensus on decisions that affect
the daily operations and long-term strategies for student success and school administration.
B. Issues to Be Addressed
1. July Meeting:
 Finalizing student class assignments for the new school year.

 Handling classroom merges and separations, especially for students in WASS and
PENN programs.
 Updating student drop-off and pick-up processes.
 Bus services: improving communication between staff involved in student
transportation.
 Course development: completion of course outlines and parent feedback integration.
2. August Meeting:
 Completing student meal payment and health insurance updates.

 Finalizing the SPS360 system for managing student drop-off and pick-up, with
temporary measures in place until September.
 Organizing and planning Parent Orientation Week, including detailed presentations
about the school's services (SPS360, Canvas, and meals).
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 Registering students for clubs and remedial classes, including special provisions for
students with low academic performance.
C. Outcomes and Decisions After Discussions
1. July Meeting Outcomes:
 Class assignments for students who completed payment were finalized.

 Parents of students in WASS agreed to classroom merges; PENN parents scheduled
meetings for further discussions.
 Updates to the student pickup process were implemented, including reminders for
parents regarding late pickups.
 Coordination between teachers, operational staff, and the admissions department for
bus services was improved.
 The completion of course outlines was prioritized to share with parents during the
upcoming school orientation.
2. August Meeting Outcomes:
 Meal payments and health insurance updates were being followed up with parents, with
deadlines set for August 14 and August 21 respectively.
 The SPS360 drop-off and pickup system would be fully operational by September, with
rehearsals scheduled for August 19. Temporary communication channels would remain
in place.
 A station at Parent Orientation Week would be set up to answer questions about school
systems (SPS360, Canvas).
 A list of students requiring remedial classes was created, and registration for clubs and
remedial classes was organized to avoid scheduling conflicts.
D. Detailed Action Plan
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This section outlines the specific actions that need to be taken based on the discussions and
decisions made in the July and August meetings. These steps are critical to ensuring smooth
operations and achieving the goals set out for the school year.
1. Class Assignments and Enrollment
 Deadline: Finalize class assignments for all students who have completed payments.
 Responsible Department: Admissions and Academic Affairs.
 Next Step: Update the system weekly with any new students after payment completion,
with updates every Monday and Thursday.
 Follow-Up: Ensure all parents are informed about their child’s class placement.
2. Parent Communication on Classroom Changes
 Deadline: Continuous.
 Responsible Department: Board of Principal (BoP), WASS, and PENN teams.
 Next Step: Schedule meetings with parents (particularly PENN parents) to address
concerns over class merges/separations.
 Follow-Up: Ensure all parents have agreed upon classroom arrangements and are
satisfied with the outcome.
3. Student Pickup and Drop-off Process
 Deadline: Orientation Week (Before September).

 Responsible Department: Admissions, Academic Affairs, Operations, and Teachers.
 Next Step: Implement the new drop-off/pickup protocol, including parent notifications
for late pickups.
 Follow-Up: Provide training for staff and communicate the process clearly to parents
during Orientation Week.
4. School Bus Service Coordination
 Deadline: Before the start of the school year.

 Responsible Department: Admissions, Operations, and Teachers.
 Next Step: Update transportation logs and ensure proper coordination between
departments responsible for student safety on buses.
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 Follow-Up: Provide training for bus staff on communication and handling students.
5. SPS360 and TPS360 System Implementation
 Deadline: Fully operational by September.

 Responsible Department: Research & Development (R&D) and Board of Pricipal.
 Next Step: Conduct rehearsals for the new drop-off and pick-up system on August 19.
 Follow-Up: Finalize system setup and create a map of the drop-off zones for parents
and staff.
6. Parent Orientation Week
 Deadline: August 19-27.

 Responsible Department: Admissions, Academic Affairs, R&D, and The Caterers.
 Next Step: Set up support stations for parents to ask questions about SPS360, Canvas,
and meal services.
 Follow-Up: Ensure parents understand how to use school systems and address any
concerns during the event.
7. Club and Remedial Class Registration
 Deadline: Club registration (August 21-27), Remedial class registration (August 21-
September 10).
 Responsible Department: Academic Affairs and Board of Management.
 Next Step: Provide the list of students who require remedial classes based on their
performance. Update the system to allow parents to register for clubs and classes
without conflicts.
 Follow-Up: Monitor registrations to ensure all eligible students are enrolled in the
correct programs.
8. Meal Payment and Health Insurance
 Deadline: Meal payments by August 14, Health Insurance by August 21.

 Responsible Department: Admissions and Board of Management.
 Next Step: Continue contacting parents to finalize payments and submit necessary
documents.
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 Follow-Up: Ensure that all students are properly registered for meals and health
insurance before the deadlines.
E. Monitoring and Evaluation
 Monthly Check-ins: The progress on each action item will be reviewed in the monthly
site council meetings.
 Parent Feedback: A survey will be distributed post-Orientation Week to gather parent
feedback on communication and services.
 Performance Review: The effectiveness of the remedial classes and the SPS360 system
will be evaluated by the end of the first school term.
F. Conclusion and Future Goals
The overarching objective of these discussions is to ensure the school operates efficiently and
provides a safe and nurturing environment for students. Through collaboration among the school's
departments and active parent involvement, the goal is to streamline school operations, improve
the quality of education, and maintain effective communication with all stakeholders.
Key Goals Moving Forward:
 Enhanced Communication: Continue improving systems like SPS360 and TPS360 to

ensure seamless interaction between parents, teachers, and administrative staff,
especially in critical areas like student pickup and safety.
 Academic Support: Further develop support systems for students struggling
academically, particularly through remedial classes, while ensuring extracurricular
activities are well-organized and enriching.
 Parental Involvement: Strengthen the connection between the school and parents
through regular updates, transparent decision-making, and opportunities for feedback at
key events like Parent Orientation Week.
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G. Additional Recommendations for Optimal Operations
1. Ongoing System Training and Support:
 Regular training sessions for staff and parents on school systems such as SPS360 and
Canvas to ensure smooth use and prevent any technical issues that could impact daily
operations.
2. Safety and Transportation:
 A thorough review of transportation procedures, including the bus system and parent
drop-off/pickup areas, to ensure student safety at all times. This may include enhanced
security measures and further coordination with parents about pickup schedules.
3. Nutritional Program Monitoring:
 Ensure that meal programs are regularly reviewed and updated based on student health
needs and parent feedback to maintain a high standard of care for student well-being.
4. Parent-Teacher Collaboration:
 Foster more opportunities for parents to provide feedback on academic programs and
extracurricular activities, potentially through surveys or regular parent-teacher forums,
to ensure the school continues to meet the evolving needs of its student body.
These proposals aim to foster a safe, efficient, and high-quality learning environment for students,
where stakeholder input plays a crucial role in decision-making, and all school operations are
aligned with the school’s mission to provide excellence in education.

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Site Council Meeting Summary

A. Purpose and Reason for the Meetings

 Finalizing student class assignments for the new school year.

 Completing student meal payment and health insurance updates.

C. Outcomes and Decisions After Discussions

1. July Meeting Outcomes:

 Class assignments for students who completed payment were finalized.

2. August Meeting Outcomes:

D. Detailed Action Plan

1. Class Assignments and Enrollment

2. Parent Communication on Classroom Changes

3. Student Pickup and Drop-off Process

 Deadline: Orientation Week (Before September).

4. School Bus Service Coordination

 Deadline: Before the start of the school year.

5. SPS360 and TPS360 System Implementation

 Deadline: Fully operational by September.

6. Parent Orientation Week

 Deadline: August 19-27.

7. Club and Remedial Class Registration

8. Meal Payment and Health Insurance

 Deadline: Meal payments by August 14, Health Insurance by August 21.

E. Monitoring and Evaluation

F. Conclusion and Future Goals

Key Goals Moving Forward:

 Enhanced Communication: Continue improving systems like SPS360 and TPS360 to

1. Ongoing System Training and Support:

2. Safety and Transportation:

3. Nutritional Program Monitoring:

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