Rules and Policies (school year 2018 – 19)

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 Agreement and Consent to Photograph, Film, or Videotape.

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

Classes are held on Sundays from 9:15 a.m. to 3:00 p.m. on the premises of Stony Brook University (Physics and Astronomy Department, Math Department, Harriman Hall and ESS building).
SchoolNova students 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. SchoolNova is not authorized to use any Audio/Visual Equipment in any classrooms.
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 be also a teacher or other individuals 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 the child in his/her classroom.
The school is obligated to supervise the student during class.

II. Admission and Registration

Program Admission Criteria

Students are accepted in academic programs on the “first come, first serve” 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 a priority in enrollment for any classes. However, if the registration form is not completed by July 31st, the priority will be lost and the student will be considered as a new student, and will have to go through the regular registration process.
Eligibility for Priority Registration: current students and students from the previous year’s waiting list.

Regular registration for new students starts on August 1. 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: The cost of tuition is $21 for a 45-minute class, $27 for a 60-minute class, and $40 for a 90-minute class.
SchoolNova offers 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 10% discount. For the discount to apply, all children must be legal dependents of the same parent(s).
In addition, SchoolNova offers a 10% discount (on each of the classes) to students taking 3 or more classes.

Tuition Payment Plans

Annual (One payment plan) - tuition is paid once for the entire academic year (29 – 31 days of classes) and is due by the end of the 3rd week of the 1st quarter.
Quarterly (Three payments plan): - tuition is paid for each quarter separately and is due by the end of the 3rd week of each quarter. Enrollment obligates the parent or guardian for payment of tuition for the entire year.
If payment of tuition and fees is not received within a week after the dates specified (grace period), a late fee of $30 will be assessed on all outstanding monies. Starting 2016-2017 school year, the late fee has a progressive scale: late fee will be doubled if payment is not received 4 weeks after the date specified, $100 late fee will be charged if payment is not received 6 weeks after the date specified.
Failure to maintain timely payments per the financial arrangement agreed upon with SchoolNova may result in the student being denied admission to class. Students may not be admitted to class for the next quarter or re-enrolled for the following school year while there is a delinquent amount outstanding.


Registration fee: A non-refundable $30 fee per student (not per family). This is a one-time fee for new students. The registration fee is waived for returning students during priority registration. Fee should be paid in the time of the registration. Acceptance of the registration fees does not guarantee enrollment. Enrollment will be granted based on the date the family application is accepted, and classroom space availability.

Enrollment Fee: A fee is considered as a deposit towards the last tuition payment (for the last quarter). It is not returned to students who drop out of SchoolNova at StonyBrook before the end of the year. The enrollment fee is $75 from families with one child, $150 – with 2 children, $225 – with 3 or more children. The enrollment fee should be paid along with the 1st tuition payment (2nd week of the 1st quarter).

Material Fee: A fee will be charged in the beginning of the academic year for classes requiring textbooks and art supplies. If additional fees are required for some classes, the teacher will collect those fees directly from parents.

Administrative fee: The fee of $15 from families with one child and $20 from families with two or more children covers different school activities, including Foreign Language day, Holiday party, Graduation and Moving Up ceremonies, and cleanup after the events.

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 this page for details.

IV. Enrollment and Placement

Maximum and minimum enrollment

The maximum enrollment for every class has been set up. When enrollment reaches the capacity for a particular class, a waiting list will be formed.
The minimum enrollment for every class has been set up. If the class enrollment drops below the minimum, the class may be closed unless the parents agree to pay higher tuition 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 after the second week of school.
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 the school. After the end of the add/drop period, students may only add a course with permission from the program’s principal. If a student decides to drop the class only after the first class, they do not have to pay for that class. If the students remains in the class, they have to pay for all of the classes.
Waiting List: The enrollment process begins with the re-enrollment of the returning students. Re-enrollment informs the school of available openings in each level for each subject for the next school year.
Once capacity is reached, additional applicants will be placed on the Waiting List in order of applications received. As spaces become available during the first 2 weeks of the school year through withdrawal, the school will take a new student for enrollment from the waiting list. After the 2 weeks 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 all other classes is based on the information provided by parents. Teachers have the right to move students to a different level within the first 3 weeks of the 1st quarter.
New students’ placement into math classes is based on the results of the placement test administered 1-2 weeks prior to the beginning of the school year.
The placement test criteria and the list of topics which will be covered by tests in each level can be found on the school’s website. In order to participate in the program and to take a placement test, students MUST be registered on the website and the registration fee of $30 must be paid.

V. Academic performance

SchoolNova has set up more stringent requirements for transferring students to the next level. The transferring will be based on teacher’s recommendations, attendance, and homework assignment submission. Students should be 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 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 on the second Sunday of June.
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 9 a.m.

Homework: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 transferring to the next level is submitting more than 80% of the homework assignments during the course of 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 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 at 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 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.

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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 2005-2018