Annual Notices

FERPA
All parents/caregivers indicated their preference for disclosing their child's directory information when enrolling their student(s) or updating registration information since February 2022.

Please review this revised FERPA notice which includes the list of what the district considers directory information.

If you do not wish to disclose directory information from your child’s records without prior written consent, you must notify the district by 9/1/22. Parents/Guardians are able to notify the district by updating their preference in the West Clermont PowerSchool Parent Portal.

The primary purpose of directory information is to allow West Clermont to include your child’s information in certain publications. If you wish not to disclose your student’s directory information, your child will not be included in certain school publications such as:

The annual yearbook;
Honor roll or other recognition lists;
Graduation programs
A playbill, showing your student’s role in a drama production; and
Sports activity sheets, such as for wrestling, showing weight and height of team members.

In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965 (ESEA) to provide military recruiters, upon request, with the following information – names, addresses and telephone listings – unless parents have advised the LEA that they do not want their student’s information disclosed without their prior written consent.

If you have created a Parent Portal account and wish to update your directory information preference, follow these instructions. You will need to complete this step for each child.

If you have questions concerning the FERPA notice, please email info@westcler.org.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by the School to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

Title I Federal Programs Information
For parents/guardians of students at Holly Hill, Summerside, and Withamsville-Tobasco Elementary Schools, and West Clermont Middle School: The following are the West Clermont Local School District policies and federal laws for your information. The information has been summarized in this document; however, if you would like more detailed information, please contact the West Clermont Local School District Administrative Office at 513-943-5000.

Civil Rights Compliance Officers and Title IX Information
Title IX of the Education Amendments of 1972 ("Title IX"), 20 U.S.C. §1681 et seq., is a Federal civil rights law that prohibits discrimination on the basis of sex in education programs and activities. All public and private elementary and secondary schools, school districts, colleges, and universities (hereinafter "schools") receiving any Federal funds must comply with Title IX. Under Title IX, discrimination on the basis of sex can include sexual harassment or sexual violence, such as rape, sexual assault, sexual battery, and sexual coercion.

As such, the Board of the West Clermont Local School District does not discriminate on the basis of sex in its education program or activity and maintains regulations not to discriminate in such a manner. The requirement not to discriminate in its education program or activity extends to enrollment or students and employment of staff.

Federal law requires that schools have and distribute a policy that prohibits discrimination and harassment based on sex and acts of sexual violence. In compliance with Title IX, it is the policy of the West Clermont School District to maintain a learning and work environment free from discrimination and harassment based on race, color, national origin, sex, and disability. The West Clermont Board of Education adopted Policy 2266 that defines sexual harassment, and outlines the policies and procedures that the District follows in identifying, investigating, and responding to allegations of sexual harassment.

The District’s Title IX Coordinators are:

Dr. David Fultz
Assistant Superintendent/Chief People Officer
513-943-5005
4350 Aicholtz Road, Suite 220
Cincinnati, Ohio 45245
fultz_d@westcler.org

Eric J. Dool
Director of Student Services
513-943-5076
4350 Aicholtz Road, Suite 220
Cincinnati, Ohio 45245
dool_e@westcler.org

College Credit Plus (CCP)
For information on the College Credit Plus (CCP) program, please read our Annual Notice for 2024-2025 School Year.

Bullying Policy
Harassment, intimidation, or bullying toward a student is strictly prohibited and will not be tolerated. This prohibition includes aggressive behavior, physical, verbal, and psychological abuse, and violence within a dating relationship. The Board will not tolerate any gestures, comments, threats, or actions which cause or threaten to cause bodily harm or personal degradation. Please refer to Board Policy 5517.01 for more information.

Anonymous Reporting System
Students and families can use the Harassment, Intimidation, Hazing, and Bullying Report located on our website.

Safer Ohio School Tip Line
West Clermont School District participates in the Safer Ohio School Tip Line which is a free service that accepts call and text 24/7. The tip line allows students, parents, school administrators, and staff members to anonymously share information with school officials and law enforcement about threats to student safety. The tip line number is 844-723-3764.

The Safer Ohio School Tip Line can be used for:

Bullying and cyberbullying incidents;
Self-harm or suicidal behaviors;
Withdrawn student behaviors;
Verbal or written threats observed toward students, staff, or the school itself;
Weapons/suspicious devices on or near school grounds;
Gang-related activities;
Illegal drug use; and
Unusual or suspicious behavior of students or associates.

Positive Behavior Intervention & Supports & Limited Use of Restraint and Seclusion Policy
The Board of Education is committed to the District-wide use of Positive Behavior Intervention and Supports ("PBIS") with students and the establishment of a school environment focused on the care, safety, and welfare of all students and staff members. Student Personnel shall work to prevent the need for the use of restraint and/or seclusion. PBIS shall serve as the foundation for the creation of a learning environment that promotes the use of evidence-based behavioral interventions, thus enhancing academic and social behavioral outcomes for all students. An emphasis shall be placed on promoting positive interventions and solutions to potential conflicts. PBIS emphasizes prevention of student behavior problems through the use of non-aversive techniques, which should greatly reduce, if not eliminate, the need to use restraint and/or seclusion.

Please refer to Board Policy 5630.01 to review the complete policy.

Zero Tolerance
No form of violent, disruptive, or inappropriate behavior will be tolerated.

Incidents of Harassment, Intimidation and Bullying
The district maintains and shares with the public a list of substantiated incidents.

Student Handbook
Our West Clermont Student Handbook answers many of the commonly asked questions that parents and students may have during the school year and provides specific information about certain Board policies and procedures.

Crisis Response
School crises can include anything from a weather event, power outage, cyber-attack, or pandemic to the death of a staff member or student, or an active shooter situation. West Clermont Schools works with local, state and federal agencies to ensure we are prepared for any event that has the potential to impact the safety of our school community. The district:

Fosters good relationships with the Clermont County Sheriff’s Office, Union Township Police and Fire Departments, Pierce Township Police and Fire Departments, Central Joint Fire-EMS District and Clermont County Emergency Management Agency.
Routinely participates in tabletop exercises using hypothetical scenarios to plan for a variety of situations.
Trains staff on the Traumatic Event Crisis Intervention Plan, a school-based framework designed to meet the emotional and psychological needs of students and staff in the aftermath of a traumatic event.
Maintains up-to-date Emergency Operations Plans that outline what to do in the case of an emergency.

If there is a crisis, our promise to our families is that we will communicate with you as quickly as possible while focusing first on the safety of our students and staff. Here is how you can help us resolve a crisis:

DON’T

Call the school. Phone lines may be needed for emergency communication.
Go to the school. This can restrict first responders’ ability to access the building, and in some situations, students may be relocated to another place.
Share information you don't know to be true on social media. It is critical that we focus on the safety issue at hand without fighting misinformation.

Make sure your contact information is up to date in the PowerSchool Parent Portal. We will use this information to communicate updates via text, phone and/or email as often as possible.

Crisis Response Glossary of Terms and Communication Plan

School Closure - When schools are temporarily closed due to inclement weather, loss of utilities, or another unexpected event. Communication Plan: We will communicate as soon as possible. Our goal is to make a decision no later than 5 AM each day.
Evacuation - When staff and students are asked to leave the building due to safety concerns. If it is believed the evacuation is temporary, staff and students will stay on-site. If the safety concern is believed to be a prolonged event, staff and students may be relocated to an off-site location. Communication Plan: We will communicate as soon as the building has been evacuated and students/staff are deemed safe.
Reunification - Takes place when staff and students have been relocated to an off-site location after an evacuation and families are required to pick up their student(s). Communication Plan: We will update as often as necessary and provide logistical information.
Lockdown - When an emergency affecting the school prevents the safe evacuation of a building, staff and students are put on lockdown or kept inside the building and/or their classroom. Communication Plan: We will communicate as soon as possible and will follow up when the lockdown has cleared with more detailed information.
- Level 1 – The building will be secured: No outside admittance to the building; students may move freely within the building.
- Level 2 – Non-emergency Lockdown: Students are secured in classrooms with no movement in hallways; students may continue class in their secured classroom.
- Level 3 – Emergency Lockdown: Activate all ALICE protocols and shelter in place; no movement within the classroom.
Alarm Drop - When an alarm goes off but there is no immediate threat to those in the building. Communication Plan: We will email if necessary.
Drill - Mandated safety exercises that include evacuation, fire, tornado and lockdown drills. Communication Plan: We will email either before or after the drill.
Transient Threat - There is no sustained intent to harm. Communication Plan: We may communicate based on circumstances.
Substantive Threat - The intent is present (or not clear) and therefore requires protective action. Communication Plan: We will communicate.

Please note: Each situation has its own set of challenges that may change when and how we communicate with families. Our goal remains to communicate with you as often and transparently as possible. Thank you for your patience and understanding in the event of a safety situation.

Please refer to Board Policy 8400, Board Policy 8420, and the Safety and Security section of the district website for more information.

Parental Access to Information
Parents have the right to inspect, upon request, any instructional material used as part of the educational curriculum of the student. The parent will have access to the instructional material within a reasonable period of time after the request is received by the building principal. The term instructional material means instructional content that is provided to a student, regardless of its format, including printed and representational materials, audio-visual materials, and materials in electronic or digital formats (such as materials accessible through the Internet). The term does not include academic tests or assessments.

Please refer to Board Policy 9130, Board Policy 2416, and Board Policy 5780 for more information.

Professional Qualifications of Teachers and Paraprofessionals
Parents/guardians of each student enrolled in the District may request information about the professional qualifications of each classroom teacher and paraprofessional who provides instruction to the student. The information will include whether the teacher has satisfied all requirements for certification/licensure or whether the teacher provides instruction under a waiver.

Please refer to Board Policy 3120 and Board Policy 4120 for more information.

Public Records
The Board of Education is responsible for maintaining the public records of this District and to make such records available to residents of Ohio for inspection and reproduction. All public records requests are processed through the district's Treasurer and CFO, Mr. Dan Romano. Please refer to the Public Records Requests section of our website and Board Policy 8310 for more information.

Meal Charges
Students K-12 will be allowed to charge a maximum of $5.00. Alternate meals will include only items that are components of a reimbursable meal. After the $5.00 charge limit is met, the student will be given an alternate meal. Sample: EZ Jammer and Mozzarella Cheese Stick or Student Chef Salad, vegetable and/or fruit of their choice and milk. After the charge limit has been reached, the cafeteria manager will be directed to place a call and/or send an email notification to the parent.

Parents/Guardians registered in Titan may sign up for email notification when the limit specified by the parent is met on the student account.

Please refer to the Alternative Meal and Charge Procedures, 2023/2024 Meal Prices and the Child Nutrition Website for more information.

Free and Reduced Program
For more information, please read our 2023-24 School Year Free and Reduced Public Notice. To apply for Free and Reduced Meals, please follow these instructions.

Waiver of School Fees For Instructional Materials
The West Clermont Local School District may waive fees assessed by the District for instructional materials for students who demonstrate a serious financial need.

This waiver does not include District fees associated with extra-curricular activities or student enrichment programs that are not part of a course of instruction.

Eligibility Standards
Students eligible for a waiver of school fees include, but are not limited to, the following:

Students who qualify for aid under Ohio Works First or Disability Assistance.
Students who qualify for free lunch under the National School Lunch Act and the Child Nutrition Act of 1966.

Please refer to Board Policy 6152.01 for more information.

The federal waiver to supply universal free lunch for all students has ended. In order for students to receive free/reduced priced lunch and fees to be waived, parents/caregivers must complete the 2022-23 Free/Reduced Price Lunch Application.

For information on the application process, click here.

Child Find
For more information, please see our Child Find Annual Announcement on the district website.