Rules and Policies (School Year 2020 – 2021)

This document lays out academic rules and guidelines and defines practical operational procedures of the SchoolNova at Stony Brook academic enrichment program for preK-10 students.
These rules are based upon the recommendations of the SchoolNova Advisory Committee and are approved by the Board of Directors.

In addition to the Rules and Policies below, please read
Financial Contract and
Consent to Photograph, Film, or Videotape.
Internet Use Consent form

Table of Contents

I. Operation of SchoolNova
II. Admission and Registration
III. Tuition and Fees
IV. Enrollment and Placement
V. Academic performance
VI. General Guidelines

I. Operation of SchoolNova at Stony Brook

The SchoolNova academic year begins in September and ends in May of the following year. Our "prime time" hours are 9:00 a.m. – 3:00 p.m.
SchoolNova's classes are held on the premises of Stony Brook University (Physics and Astronomy Department, Math Department, Harriman Hall and ESS building) on Sundays only.
Stony Brook University provides a Revocable Permit to SchoolNova on a yearly basis which determines all rules and policies of using SBU premisies.

All SchoolNova families and staff should take proper care of the facilities and premises made available for their use, and should keep them in good condition.
SchoolNova shall comply with SUNY and university regulations and policies, and with all applicable state, federal, and local laws, rules, orders, regulations, and requirements.
All the classrooms are programmed to open only during the dates/times for which they are reserved.
University police may be reached on campus phones by dialing 333 or by calling outside of the campus system at 632-3333.

Obligatory Supervision

Students under 15 years old may not leave the school under any circumstances without adult supervision. Supervision is enacted through a parent or guardian. This may also be a teacher or other individual entrusted with supervision.
Parents may not drop off or pick up their children anywhere outside the school - a parent or guardian must accompany the child directly to the classroom.
If a student must leave the school early for any reason, the student's parent or guardian must pick up their child in his/her classroom.
The school is obligated to supervise the student during class.

II. Admission and Registration

Admission Criteria

Students are accepted in academic programs on a “first come, first served” basis.

Equal Opportunity and Diversity

SchoolNova at Stony Brook, Inc. admits students of any race, color, national, and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national, or ethnic origin in the administration of its educational policies, admissions policies, scholarship programs, and other school-administered programs.
This non-discrimination policy covers admission, and access to/treatment in all programs and activities, including, but not limited to academic admissions, financial aid, educational services, and employment.

Registration is available ONLINE only.
All returning students have a right to Priority Registration. Those students have guaranteed placement in any classes. However, if the registration form is not completed by July 31st, this privilege will be lost and the student will have to go through the regular registration process.
Eligibility for Priority Registration:returning students with no outstanding balance and their siblings. Students from the previous year’s waiting list. Registration form must be completed before midnight on JULY 31.

Regular registration for new students starts on August 3. Applicants seeking admission to SchoolNova at Stony Brook are required to submit accurate and complete information and pay the registration fee.

III. Tuition and Fees

Tuition: Our tuition has remained the same since 2015. We understand that due to the pandemic many families faced lost or reduced income, therefore SchoolNova’s Board of Directors decided to freeze the tuition rate for another year. In the 2020-2021 school year, the cost of attending SchoolNova at Stony Brook will remain $21 for a 45-minute class, $27 for a 60-minute class, and $40 for a 90-minute class.
SchoolNova offers a siblings discount: If a family has two children, a 10% sibling discount is taken off tuition for the second child (the student enrolled in the highest grade level within SchoolNova is considered the first child). For families with 3 or more children, each child gets a 10% discount. For the discount to apply, all children must be legal dependents of the same parent(s)/legal guardian and all children should have an active enrollment in at least one class (clubs are not included). Also, SchoolNova offers class discounts: If your child takes 3 or more classes a 10% discount will be applied to all classes. Both discounts can be combined.

Tuition Payment Plans

    Annual: One payment plan – tuition is paid once for the entire academic year (28-30 days of classes) and is due by the end of the 3rd week of the 1st quarter. The enrollment deposit is NOT charged.
    Quarterly: Our school offers families the opportunity of paying tuition in three installments throughout the year. Three payments plan – tuition is paid for each quarter separately and is due by the end of each quarter’s 3rd week. Payment Calendar: All deadlines will be posted on our website calendar.
    Information about fees and tuition amounts can be found in the family’s online account, which is created by each family at the time of registration.


    Registration Fee: Per Student (Non-Refundable)
    The $40.00 Registration Fee is a one time fee required to be paid at the time of a new student's registration. This fee is waived for returning students reactivating their family account for the upcoming school year during Priority Registration. The registration fee assures your child a place in our program. If for any reason you withdraw your child that fee is non-refundable.

    Enrollment deposit: Per family (Refundable) The deposit is held and refunded during the final quarter's tuition collection. It is not returned to students who drop out of SchoolNova classes before the end of the year. The enrollment deposit is $75 from families with one child, $150 - with two children, $225 - with three or more children. The enrollment deposit for both returning and new students should be paid along with the 1st tuition payment (2nd week of the 1st quarter).

    Material Fee: Per student (Non-Refundable) This fee will only be charged for classes requiring printed homework and classwork assignments, buying books, educational materials, and art supplies. Each class/subject has a different material fee carefully calculated based on previous years' spending. Fees should be paid in full for the entire year during the 1st tuition collection. Some teachers collect additional material fees for specific courses. The teachers will notify you if this is the case.

    Administration fee: Per family (Non-Refundable) This fee is $35 from families with one child and $50 from families with two or more children. The fee is non-refundable and is required to be paid by all returning and new students along with the 1st tuition payment. This fee covers administration and processing costs, onsite assistance, and informational services.

Late Fees: $30 - $60 - $90

If payment of tuition and fees is not received within a week after the deadline, late fees will be incurred. A $30 late fee will be assessed on all outstanding balances left unpaid after the seven-day grace period (the time required to receive checks which were mailed to the school's PO box BEFORE the deadline). Payments received beyond three weeks of an official deadline will incur an additional $60 late fee ($90 total). PAYMENTS MADE BEYOND SIX WEEKS OF THE OFFICIAL DEADLINE WILL INCUR AN ADDITIONAL FEE OF $90, BRINGING TOTAL LATE FEES TO $180.

Payment Methods

You can pay your bill online using your bank online/mobile payment system. We also accept personal checks, cash payments or payments made through our website via PayPal. Please see Financial Contract for details.

IV. Enrollment and Placement

Maximum and minimum enrollment

We try to maintain a class size of 5-15 students depending on the age of the students and the nature of the course. When enrollment reaches the capacity for a particular class, a waiting list is formed. If the class enrollment drops below the minimum enrollment (5 students), the class may be closed unless the parents agree to pay higher tuition in order to bring the total tuition to the minimum level. If there is no such agreement, the class can still remain open at the discretion of the principal or by the Board’s decision.

Classes Add/Drop Period: The add/drop period begins on the first day of classes and ends at 11:59 pm on the Tuesday following the second week of classes.
Adding/Dropping classes can be done either online by writing comments in the student’s profile page or by sending an email with a request to Students may only add a course with permission from the program’s director. If a student decides to drop the class after the first two weeks of school, they do not have to pay for that class. If the student remains in the class, the parents pay for all classes.
Cannot attend the first class? If a student is unable to attend the first class, parents are required to inform the school in advance. If parents fail to inform the school, the student’s name will be moved to the end of the waiting list in order to give students from the waiting list the opportunity to attend the program.

Early withdrawal: The add/drop period begins on the first day of classes and ends at 11:59 pm on Tuesday after the 2nd week of school.
Adding/dropping classes can be done either online by adding comments to the family profile page or by sending an email to the school. Students may only add/change a course with permission from the program’s director. SchoolNova classes are NOT “walk-in” classes.
If a student drops a class after the 1st or 2nd day of classes, this will be considered a “trial period” and no charge will be made. If the student remains in that class after the first two weeks, the student will be charged for all classes he or she attended. If a student drops a program before the end of the quarter, money paid for that quarter will NOT be returned. If a student drops a program after the current quarter is complete, he or she will NOT be charged for the remaining quarter(s).
However, an enrollment deposit will not be returned in such a case. SchoolNova doesn't charge any withdrawal fee.

Joining middle of the term If your child joins the school in the middle of the year, the tuition will be prorated accordingly based on the remaining number of lessons. Material and other fees should be paid in full and will not be prorated.

Waiting List: The enrollment process begins with the re-enrollment of returning students. Re-enrollment informs the school of available openings in each level for each subject for the upcoming school year. Once capacity is reached, additional applicants will be placed on the Waiting List in the order that their applications were received. As spaces become available during the first 2 weeks of the school year through withdrawal, the school will offer these spaces to the next students from the waiting list. After the 2 week trial period, some classes will stop accepting new students (math, physics, chemistry, biology, and some foreign languages classes).

Placement:Returning students are placed in classes based on academic performance and teacher recommendations. Initial placement into language classes is based on information provided by the parents. Teachers have the right to move students to a different level within the first 3 weeks of student’s attendance.
New students’ placement into math classes are based on the results of a placement test administered 1-2 weeks prior to the beginning of the school year (usually first week of September). The placement test criteria and the list of topics which will be covered in each level can be found on the school’s website.
In order to participate in the program and to take the placement test, students MUST be registered on the website and their $40 registration fee must be paid.

V. Academic performance

SchoolNova has set up more stringent requirements for advancing students to the next level. This will be based on teacher’s recommendations, attendance, and homework assignment submission. Students should be automatically transferred to the next level if they attended more than 80% of the classes, submitted more than 80% of the homework assignments, and have the teacher’s approval.

All graduating students can request a detailed transcript of classes they took at SchoolNova, as well as the content of those classes (please, allow 2 weeks for preparation). The transcript will also contain all students’ achievements, participation in competitions, and in other school activities.

Academic Calendar: The SchoolNova calendar operates on the quarter system. The school year is divided into three (3) academic quarters, 10 weeks for each quarter. School usually begins on the second Sunday of September and ends before the Memorial Day weekend.
SchoolNova follows the Three Village Central School District calendar and observes all major holidays and school vacations.

The calendar is available on the SchoolNova website.

VI. General Guidelines

Attendance: Students are required to regularly attend all classes. In order to be transferred to the next level students should attend more than 80% of their classes, submit more than 80% of the homework assignments, and have the teacher’s approval. We are committed to providing the highest quality of services. To accomplish this goal, it is essential that the school maintains financial stability. Staffing and other operational expenses are determined each semester, depending on student enrollment for the duration of the whole semester. If a child is absent for a day, the operational costs cannot be adjusted accordingly, therefore we cannot provide a discount for the missed class. Refunds after the 2nd week of classes are considered on a case-by-case basis.

Tardiness: It is important that students arrive on time, in order to make the most of their time spent at school and to not disrupt the work and concentration of their punctual classmates.
Classrooms open at 8.45 a.m.

Homework: Our classes meet only once a week; therefore homework is a very important part of our teaching process. We require that each student do the homework on time and hand it over to the teacher in the beginning of each class.
One of the criteria for successful advancing to the next level is submitting more than 80% of the homework assignments throughout the year.
Missed classes: We are committed to providing the highest quality of services. To accomplish this goal, it is essential that the school maintains financial stability. Staffing and other operational expenses are determined each semester, depending on student enrollment for the duration of the whole semester. If a child is absent for a day, the operational costs cannot be adjusted accordingly, therefore we cannot provide a discount for the missed class. Refunds after the 2nd week of classes are considered on a case-by-case basis.

Teacher-parent communication

Our program is highly intensive; we cover a great deal of material quickly and we very much depend on the parents to help their children with homework.
Parents are expected to cooperate as much as possible with the teachers to help the children reach their educational goals. All teachers will provide their email addresses to parents to contact them directly.
Teachers meet the parents of students in their class at least once a year after the first 3-4 weeks of school.
Parents are welcome to observe a class with the teacher's permission, if they sit in the back of the classroom. The teacher of each particular class has a right to decide what is best for the class atmosphere and may ask the parents to leave the classroom. While present in the classroom, parents may not interrupt the class in any way, including leaving and entering the room, or talking on the phone. Repeated interruptions will result in the parent losing the privilege to be in the classroom during the lesson.

Behavior Expectations

Students are expected to be in class on time, and demonstrate courteous behavior so that each individual’s rights are respected and everyone can learn in an orderly environment. Students are expected to be prepared with all necessary materials for learning, including homework assignments. The same level of respectful behavior shown in the classroom is expected in the corridors and help room.
Students are responsible for their behavior at all times.
Parents are responsible for explaining the school rules to their children in order to facilitate understanding and show their accord with the faculty.
Parents are responsible for their children whenever the children are outside of the classroom.

Drafting and Revision

The rules and regulations may be revised each year. Revised version should be presented to the School’s Board of Directors.

Last name:
First name:
I hereby acknowledge having read the Rules and Regulations of SchoolNova at Stony Brook and by signing below, I hereby agree to abide by and respect these rules.

(C) SchoolNova 2005-2019