Policies – School Year 2024 – 2025

Returning students and their siblings are entitled to Priority Registration, which guarantees placement in classes and waives the application fee. To maintain this privilege, registration must be renewed by August 3. If not renewed by this date, the privilege is forfeited, and the regular application process, including the $50 registration fee, must be followed. Re-registering online secures a spot in desired classes and updates your child's information.

Who is eligible for Priority Registration?

• Returning students who have no outstanding balance and their siblings.
• Students who were on the waiting list from the previous years.

Before applying to our program, we recommend that parents familiarize themselves with our rules and policies, review past assignments, and visit the faculty and TA home pages to better understand our program.

New families must register online before attending classes; "walk-ins" without prior registration are strictly prohibited. To begin the online registration process for new students, click the Registration link on the SchoolNova website's top menu and carefully follow the instructions.

Please take note of the following important details:

• Class placement is determined on a first-come, first-served basis. If a class is not available for your child's age group, it will not be shown as an option.
• If a class is available for your child's age but has prerequisite requirements, you can still select the class, but you will be placed on a waitlist. Please email us for instructions.
• Each class has a strict maximum capacity for students. If a class has reached its capacity, it will be marked as FULL. However, you can still register for the class and be added to the waitlist.

III. Tuition and Fees

Tuition:

According to the decision made by the Board of Directors, the school increases its tuition rates every other year by a small percentage. This helps the school to sustain its financial well-being. As a result, the tuition rates were increased in the 2023-24 school year. The tuition rates remain the same in the 2024-25 school year. The board of directors has established the following tuition and fees for the 2024-2025 academic year:

In the 2024-2025 school year, the cost of tuition is:

• 45 minutes class: $26.5/class
• 60 minutes class: $30.5/class
• 90 minutes class: $48/class

Fees:

1. Application fee: One-time fee, paid per student (Non-Refundable) 

   Please note that a $50 Application Fee per student must be paid at the time of a new student's registration. This fee guarantees your child a place in our program. The fee is non-refundable if you withdraw your child for any reason. Returning students who reactivate their family accounts during the Priority Registration period are exempt from this fee.

2. Administration fee: Per family, collected only once a year (Non-Refundable)
   • $35 from families with one child and
   • $50 from families with two or more children.

   The fee is non-refundable and must be paid by all returning and new students along with the first tuition payment. It covers administrative and processing costs, on-site assistance, and informational services.

3. Material Fee: This non-refundable fee is charged per student and covers expenses for printed homework, classwork assignments, books, educational materials, and art supplies. The fee amount varies for each class/subject and is based on spending from previous years. The entire year must be paid in full during the 1st tuition collection. Teachers may collect additional fees for certain courses, and they will inform you if this applies.
4. Late Fees: Late fees will be applied if tuition and fees are not received within one week after the designated dates. These fees progressively accumulate on outstanding balances. Reminder emails will be sent before the collection period and each Sunday when tuition is collected onsite. The final reminder email will be sent a few days before the deadline. Late fees will be incurred if payment is not received within one week after the deadline.

   Late fee breakdown:

   • Seven days after the end of the grace period: $30
   • Beyond three weeks: $60 (totaling $90).
   • Beyond four weeks: $90 (totaling $180)

SchoolNova offers two types of discounts that can be combined:

• Siblings discount: Families with two children receive a 10% discount on tuition for the second child. For families with three or more children, each child receives a 10% discount. All children must be legal dependents of the same parent(s) or legal guardian and actively enrolled in at least one class (excluding clubs).
• Multiple Classes discount: A 10% discount will be applied to all classes if your child takes three or more classes.

Financial Aid:

There are a few scholarships available for eligible applicants. If you qualify for the Federal Free or Reduced Meals Program, you can receive financial aid at SchoolNova. To be considered for a scholarship, please provide proof of your eligibility for the free or reduced lunch program. The documents must be submitted by the 1st day of classes.

Payment Methods:

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

_________________________________________________

IV. Enrollment and Placement

Maximum and minimum enrollment

To ensure an optimal learning environment, we aim to have class sizes ranging from 5 to 15 students, considering the student's age and the nature of the course. If a class reaches its maximum capacity, a waiting list is created. However, if the enrollment falls below the minimum requirement of 5 students, the class may be closed unless parents agree to pay higher tuition fees to meet the minimum threshold. Without such an agreement, the class can continue at the principal's discretion or by a decision made by the Board.

Classes Add/Drop Period: Within the first ten days of the school year, students can drop courses and get a full refund of tuition, deposit, and fees, except for the registration fee, which is non-refundable. No fees will be refunded for dropped courses after this period. Parents are responsible for paying tuition for all classes if the student decides to stay. To add a course, students must request permission from the program's administration at info@schoolnova.org. Note that SchoolNova classes do not allow walk-ins. 

Cannot attend the first class? Parents must notify the school in advance if their student cannot attend the first weeks of classes. Failure to do so will move the student's name to the end of the waiting list, giving priority to other students.

Early withdrawal: At SchoolNova, the add/drop period for classes lasts ten days from the first day of the school year, including two days of classes. Tuition is waived for these initial two classes if a student decides not to continue. However, if students continue the course, they must pay for the entire quarter, including the first two weeks. No refunds are provided for dropping a program before the current quarter ends. If a program is dropped after the current quarter, there is no charge for the remaining quarter(s), but the enrollment deposit is not refunded. Tuition is collected quarterly for 10+10+10 (or 9) weeks. Dropping a class during any quarter forfeits the tuition for that specific quarter. SchoolNova does not impose withdrawal fees.

Joining in the middle of the term: If your child enrolls in the school after the start of the academic year, the tuition will be adjusted proportionally based on the remaining number of lessons. However, material and other fees must be paid in full and will not be adjusted or prorated.

Waiting List: The enrollment process at the school starts by re-enrolling returning students to determine openings for each grade level and subject in the upcoming year. Once the capacity limit is reached, additional applicants will be placed on a Waiting List based on the order of their application submission. If any spaces become available during the first two weeks of the school year due to withdrawals, the school will offer those spots to students on the waiting list. However, after the initial two-week trial period, certain classes like math, physics, chemistry, biology, and some foreign language classes will no longer accept new students.

Placement: Returning students are placed in classes based on their academic performance and teacher recommendations from the previous year. New students are required to take a math placement test, which occurs 1-2 weeks before the school year begins (typically in early September). Language class placement for all students is initially based on the information provided by parents. However, within the first three weeks of the school year, teachers have the flexibility to adjust a student's level as needed. Detailed information about the placement test criteria and the topics covered in each level for both math and language classes can be found on the school's website.

V. Academic performance

SchoolNova has established rigorous standards for student progression to the next level. Students' advancement will be determined through a comprehensive evaluation considering various factors such as attendance records, active class participation, timely submission of homework assignments, and teacher recommendations.

Academic Calendar: SchoolNova follows a quarter calendar system, dividing the school year into three academic quarters, each consisting of ten weeks (sometimes the last quarter is only nine weeks). Typically, classes commence on the third Sunday of September and conclude before the Memorial Day weekend. SchoolNova aligns its schedule with the Three Village Central School District calendar, adhering to all significant holidays and school breaks. The calendar is available on the SchoolNova website.

Transcript: After graduation, students can request a comprehensive transcript from SchoolNova. It will include a detailed list of the classes they attended and the course content. Please allow two weeks for processing. The transcript will also highlight students' achievements, like competition participation and notable school activities.

VI. General Guidelines

Attendance: Attendance is crucial for students, and they are highly encouraged to make a conscientious effort to attend all classes. To advance to the next level, students must fulfill certain criteria, such as attending at least 80% of all classes, completing over 80% of the homework assignments, and obtaining the teacher's approval.

Tardiness: It is crucial for students to arrive on time to maximize their time at school and avoid disrupting their punctual classmates' work and concentration. The classrooms open at 8:45 a.m.

Homework: Since our classes convene only once a week, homework plays a pivotal role in our teaching process. It is mandatory for every student to complete their homework promptly and submit it to the teacher at the start of each class. Submitting over 80% of the homework assignments throughout the year is one of the criteria for successfully progressing to the next level.

Missed classes: In our commitment to delivering top-notch services, it is crucial for the school to maintain financial stability. To achieve this objective, staffing and other operational expenses are calculated per semester based on the total student enrollment. Unfortunately, the operating costs cannot be adjusted accordingly if a student is absent for a day. As a result, we are unable to offer a discount for missed classes. Refunds after the 2nd week of classes will be evaluated case-by-case.

Teacher-parent communication: Our program is intensive, covering a vast amount of material rapidly, and parental involvement is essential for homework support. Parents are expected to cooperate with teachers to help their children achieve educational goals. Teachers will share their email addresses for direct communication with parents. After the initial 3–4 weeks of school, teachers will meet with parents at least once a year. Parents may observe a class with the teacher's permission, sitting at the back of the classroom. The teacher has the authority to decide what is best for the class atmosphere and may ask parents to leave. While observing, parents must not interrupt the class, enter the room, or use their phones. Repeated interruptions will result in the loss of classroom observation privilege.

Behavior Expectations:

• Students must arrive on time, display respectful behavior, and honor the rights of others to maintain an orderly and conducive learning environment.
• Students must come prepared with required materials, including completed homework, and exhibit respectful behavior not only in the classroom but also in corridors and help rooms.
• Students are always accountable for their conduct.
• Parents have the responsibility of familiarizing their children with school rules to promote comprehension and demonstrate alignment with the faculty.
• Parents are responsible for their children's actions whenever they are outside the classroom.

Drafting and Revision:

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

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.

Last name:

First name: