Security & Emergency Policies and Protocols

1. General Security Policy

Purpose

The safety of all students, staff, and visitors is our highest priority. Security procedures are designed to prevent unauthorized access, ensure accountability, and provide clear steps during routine and emergency situations.

Guidelines

Campus Access Control
- All exterior doors remain locked during school hours.
- One designated entry point is monitored by staff.
- Security cameras (when available) are placed at main entry points.
Visitor Check-In Procedure
- All visitors must report directly to the front office.
- Visitors sign the Visitor Log (name, ID, reason for visit, time in/out).
- A Visitor Badge must be worn at all times while on campus.
- Visitors are escorted by staff unless cleared by administration.
Student Release Procedure
- Students may only be released to adults listed on the Student Authorization Form.
- Photo ID is required for pickup verification.
- No verbal or over-the-phone permissions will be accepted.
Staff Identification
- All staff and volunteers must wear visible school-issued ID badges during school hours.
- Staff are responsible for challenging any unidentified person on campus.
Background Screening
- All employees and volunteers must pass a Level 2 Background Check (FDLE/FBI fingerprinting).
- Records are kept in the administrative files.

2. Emergency Protocol Codes

To ensure quick response, emergencies are announced using the following code system over the intercom or via staff communication:

Code Red – Lockdown (Intruder/Active Threat)
Code Blue – Medical Emergency
Code Yellow – Shelter-in-Place (Severe Weather, Chemical Spill)
Code Green – Evacuation (Fire, Gas Leak, Unsafe Building Condition)

3. Emergency Protocols

Fire / Evacuation (Code Green)

Purpose: Ensure safe and orderly evacuation of all students and staff.

Procedures:

Fire alarm will sound or Code Green will be announced.
Teachers instruct students to immediately line up quietly.
Teachers grab: attendance roster, emergency kit, and close the classroom door.
Students proceed silently to the designated assembly point: Intersection of Dail Rd and Crockett Dr.
Teachers take attendance once at the assembly point and report any missing students to the Executive Director.
Students remain outside until the “All Clear” is given by emergency officials or the Chancellor/Executive Director.

Drills: Conducted monthly. Logged in the Safety Binder.

Severe Weather / Shelter-in-Place (Code Yellow)

Purpose: Protect students from tornadoes, hurricanes, or external hazards.

Procedures:

Code Yellow announced by administration.
Students move quickly to designated safe areas (interior rooms, away from windows).
Students sit on the floor, cover their heads with arms.
Teachers take attendance and maintain calm until All Clear.
If advance notice (e.g., hurricane): school may close following county emergency orders. Parents will be notified by text/email.

Tips: Keep flashlights, water, and first aid supplies in safe rooms.

Intruder / Lockdown (Code Red)

Purpose: Protect against intruders or active threats on or near campus.

Procedures:

Code Red announced: “Secure Campus.”
Teachers immediately:
- Lock classroom doors.
- Turn off lights and silence cell phones.
- Move students away from doors and windows, keep low and silent.
Do not open doors for any reason until law enforcement or administration gives the official “All Clear.”
If outside during lockdown: move students to the nearest safe location.

Drills: Conducted twice per year.

Medical Emergency (Code Blue)

Purpose: Provide immediate care and summon medical professionals.

Procedures:

Code Blue announced, stating the location.
Staff member on scene calls 911.
Certified staff (first aid/CPR) respond with emergency kit.
Office staff contacts parent/guardian immediately.
Incident report filed within 24 hours.

Tip: Post emergency contact info and allergies for each student in the classroom Emergency Binder.

Campus Evacuation (Code Green – Extended)

Purpose: Move students off-site when the campus is unsafe.

Procedures:

Code Green announced with instruction: “Campus evacuation.”
Teachers escort students to secondary evacuation site: Ardella Baptist Church field.
Attendance taken upon arrival.
Parents notified via emergency text/email to pick up students.

4. Communication Protocols

Emergency Alerts: Sent via mass text/email system.
Chain of Command:
- Chancellor (Chief Administrative Officer):
  - Serves as the overall head of the school and is the final authority on school-wide safety and operations.
  - Ensures policies are established, compliant with Florida DOE/private school standards, and reviewed annually.
  - Delegates day-to-day emergency management to the Executive Director but retains the right to override or direct in critical situations.
- Executive Director:
  - Acts as the Incident Commander during all emergencies.
  - Makes immediate safety calls (lockdown, evacuation, shelter-in-place).
  - Communicates directly with emergency responders (police, fire, EMS).
  - Oversees staff execution of protocols and ensures accountability.
- Coaches/Staff:
  - Secure classrooms, supervise students, and follow protocols.
  - Take attendance during all drills/emergencies and report missing students immediately.
  - Provide first aid or direct students to safe zones when applicable.
Parent Notifications: Sent within 24 hours after drills or incidents.

5. Documentation & Drills

Safety Binder: Contains attendance sheets, drill logs, incident reports, and emergency contacts.
Drill Requirements:
- Fire Drills: Monthly.
- Severe Weather Drills: Twice per year.
- Lockdown Drills: Twice per year.
Incident Reports: Completed within 24 hours of any emergency and filed with administration.

6. Post-Incident Procedures

Debriefing: Staff meeting held within 48 hours to review response effectiveness.
Parent Communication: Families notified of incident and reassured of safety protocols.

Policy Review: Protocols updated based on feedback and lessons learned.

Student Information & Data Policy

1. Purpose

This policy establishes how Our Society Learning Academy (“the School”) collects, maintains, protects, and shares student information. The School is committed to safeguarding student data, ensuring confidentiality, and complying with federal and state privacy laws, including the Family Educational Rights and Privacy Act (FERPA) and applicable Florida Department of Education requirements.

2. Scope

This policy applies to:

All student academic, health, and personal records.
All staff, volunteers, contractors, and administrators with access to student data.
All data formats, including paper files, electronic files, cloud-based systems, and communication platforms.

3. Collection of Student Information

The School collects only the information necessary to operate legally and provide educational services. Information may include:

Personal Information: Full name, date of birth, gender, address, parent/guardian contact information.
Academic Information: Enrollment forms, attendance, report cards, transcripts, assessment results.
Health Information: Immunization records, allergies, medical alerts (as required by Florida law).
Behavior/Discipline Records: Incident reports, interventions, parent communication logs.

4. Storage & Security of Records

Physical Records:
- Maintained in secure, locked filing cabinets in the administrative office.
- Access limited to the Chancellor, Executive Director, and authorized staff.
Digital Records:
- Stored in secure, password-protected school accounts.
- Access restricted via role-based permissions (only staff who need information may access it).
- All devices used for student data must have updated antivirus and security protocols.
Backups:
- Digital student records backed up weekly.
- Access logs reviewed quarterly to monitor compliance.

5. Confidentiality & Access

Parent/Guardian Rights:
- Parents/legal guardians have the right to review their child’s records within 10 business days of request.
- Copies of records may be provided upon written request.
Student Rights:
- Students aged 18 and older, or emancipated minors, have the same rights as parents under FERPA.
Third-Party Access:
- No personally identifiable student information will be released to third parties without written parental consent, except as required by law (e.g., DOE reporting, emergency medical care, court order).

6. Data Retention & Disposal

Retention:
- Attendance and academic records maintained for a minimum of 5 years.
- Transcripts retained permanently.
- Health and discipline records maintained for the duration of enrollment + 1 year.
Disposal:
- Paper records securely shredded after retention period.
- Digital files permanently deleted and removed from backup systems.

7. Staff Responsibilities & Training

All staff with access to student records must sign a Confidentiality Agreement annually.
Staff receive yearly training on FERPA, privacy practices, and digital security.
Staff are prohibited from:
- Discussing student information with unauthorized persons.
- Storing student data on personal devices.
- Sharing login credentials or leaving accounts unsecured.

8. Data Breach & Incident Response

In the event of a suspected or actual data breach:

The staff member must notify the Executive Director immediately.
The Executive Director informs the Chancellor.
An investigation is conducted, and affected families are notified within 48 hours.
Corrective action and security measures are implemented to prevent recurrence.

9. Review & Updates

This policy will be reviewed annually by the Chancellor and Executive Director to ensure continued compliance with FERPA, DOE requirements, and best practices. Revisions will be communicated to all staff and families.

Summary for Parents (Plain Language Version)

We keep your child’s records safe (locked files + secure passwords).
Only authorized staff can see them.
You can request to see your child’s records anytime.
We never share info without your permission (except when legally required).
Records are kept for specific times, then destroyed securely.

Privacy Policy

Effective Date: August 31st, 2025
Last Updated:

Our Society Learning Academy (“the School,” “we,” “our”) is committed to protecting the confidentiality, integrity, and availability of all student and family data entrusted to us. This Privacy Policy outlines the categories of information collected, methods of storage and protection, authorized uses, parent/student rights, and procedures for access, disclosure, and disposal.

1. Information Collected

1.1 Student Information

Full legal name, date of birth, gender, grade level.
Enrollment records, transcripts, academic progress reports.
Attendance logs and discipline records.
Health and medical records, including immunizations, allergies, and emergency contacts.

1.2 Parent/Guardian Information

Full name, address, phone numbers, email addresses.
Emergency contacts and authorized pick-up persons.
Tuition billing and payment information (including scholarship data, e.g., Step Up for Students).

1.3 Technology & Media Information

Use of school-provided devices, software accounts, and learning management systems.
Photographs, video, or audio recordings taken during school-related activities.
IP addresses and basic browser/device information if using the school’s website or portals.

2. Purpose of Data Collection

The School collects data for the following purposes:

Academic instruction, grading, and reporting.
State and federal compliance, including Florida Department of Education (FL DOE) reporting.
Emergency medical care and safety protocols.
Scholarship administration and tuition billing.
Communication with parents/guardians.
Promotion of student achievements and school events (with consent).

3. Storage & Security of Records

3.1 Physical Security

Student paper files are stored in locked filing cabinets in the administrative office.
Only the Chancellor, Executive Director, and authorized staff may access these files.
Visitor access to record storage areas is strictly prohibited.

3.2 Digital Security

Records are stored in Google Workspace for Education or equivalent secure platforms.
Accounts are password-protected, encrypted, and access-limited by role.
Staff must not store records on personal devices or unsecured drives.
Data is backed up weekly and tested for recovery quarterly.

3.3 Retention & Disposal

Transcripts are maintained permanently.
Academic, attendance, and health records are retained for five (5) years after withdrawal or graduation.
Disciplinary records are retained for two (2) years after withdrawal.
Paper records are destroyed by cross-cut shredding; digital records are permanently deleted from all systems, including backups.

4. Access to Student Records

4.1 Parent/Guardian Rights (FERPA-Aligned)

Parents/guardians have the right to inspect and review their child’s educational records within 10 business days of written request.
Copies of records may be provided upon request; a reasonable administrative fee may apply.
Parents/guardians may request corrections of inaccurate information.

4.2 Student Rights

Students age 18 or older (or emancipated minors) assume full FERPA rights over their own records.

4.3 Staff Access

Only staff with a legitimate educational interest may access student data.
Unauthorized access or disclosure will result in disciplinary action up to termination.

5. Information Sharing & Disclosure

The School does not sell, rent, or trade student data. Information may only be shared under the following conditions:

With Consent: Written parental/guardian consent is required for voluntary disclosures (e.g., college recommendations, program referrals).
Without Consent (Legally Permitted):
- To comply with state/federal reporting obligations.
- To respond to court orders or subpoenas.
- In connection with emergency health/safety needs.
- With contracted third-party service providers (e.g., learning platforms, payment processors) who are bound by confidentiality agreements.

6. Media & Communications Policy

Student photos/videos may be used for internal newsletters, promotional material, and school social media unless parents opt out in writing.
No student names will be published with photos without explicit parental consent.
Parents may revoke consent at any time by submitting a written request.

7. Data Breach & Incident Response

Any suspected or actual breach must be reported immediately to the Executive Director.
The School will:
1. Contain the breach and secure all systems.
2. Investigate and document the incident.
3. Notify affected families within 48 hours.
4. Take corrective measures to prevent recurrence (password resets, software updates, staff retraining).

8. Staff Responsibilities

All employees and volunteers must sign an Annual Confidentiality Agreement.
Training in FERPA, privacy, and cybersecurity is conducted at least once per year.
Sharing login credentials, storing student data on personal devices, or leaving records unsecured is strictly prohibited.

9. Policy Review & Updates

This policy will be reviewed annually by the Chancellor and Executive Director.
Updates will be communicated to staff and families and posted on the School’s website.

10. Contact Information

For questions, concerns, or requests related to this Privacy Policy, please contact:

Chancellor Jonathan De Jesus (Head of School/Founder)
Our Society Learning Academy
621 Crockett Dr, Lakeland, FL 33813
407-584-7562
Admin@OurSocietyAcademy.com

Parent Bill of Rights
Empowering Parents. Supporting Students. Building Our Society.

At Our Society Learning Academy, we believe that parents are the first and most important educators in a child’s life. As partners in your child’s learning journey, you are entitled to full transparency, access, and involvement in how your child is taught, supported, and guided — whether in virtual sessions or in-person classrooms.

This Parent Bill of Rights outlines your guaranteed rights and roles as part of the Our Society community.

1. The Right to Be Informed

You have the right to clear, timely, and honest communication regarding:

Your child’s academic progress and behavior
Curriculum content and educational materials used
School events, schedules, and changes to policies
Classroom activities and field trips
Assessments, grading methods, and performance standards
Who is teaching, mentoring, or tutoring your child

We will never leave you in the dark about what your child is learning or experiencing at Our Society.

2. The Right to View and Understand Curriculum

You have the right to:

Review any and all instructional materials upon request
Understand what is being taught, how it’s delivered, and why
Be notified of any potentially sensitive topics before instruction
Ask questions about how materials align with your family’s values or learning goals

We believe learning should be both transparent and adaptable — and we welcome open conversations.

3. The Right to Know Who’s Teaching Your Child

You have the right to know:

The name, role, and qualifications of each Learning Coach or Staff Instructor your child interacts with
Whether that person is a full-time staff member or a contractor
How to contact the appropriate team member or administrator for questions or concerns

No mystery teachers, no revolving doors. We’re proud of our team — and we want you to know them too.

4. The Right to Customize and Contribute to Your Child’s Education

You have the right to:

Choose services that fit your child’s learning style and needs
Provide input on your child’s Learning Path or tutoring plan
Request adjustments or accommodations (with supporting documentation if needed)
Be part of school events, programs, and advisory councils (like the Parent-Teacher Assembly)
Suggest improvements or express concerns without fear of retaliation or dismissal

You’re not just a bystander — you’re an architect of your child’s success.

5. The Right to Privacy and Data Protection

You have the right to:

Know how your child’s data is collected, used, stored, and protected
Opt out of non-essential data collection
Be notified in the event of any data breach
Give or withhold consent for photo, video, or media inclusion

We uphold strict privacy standards and use secure platforms to protect your family’s information at all times.

6. The Right to Be Heard

You have the right to:

Speak directly with school leadership when concerns arise
Submit grievances or feedback through a formal process
Expect a professional and timely response to all inquiries
Appeal decisions affecting your child’s educational experience

Our Society is built on a culture of openness and problem-solving. You will never be silenced, ignored, or brushed off.

7. The Right to High Standards and a Safe Environment

You have the right to:

Expect a safe, respectful, and inclusive learning environment
Demand high academic expectations without ideological indoctrination
Know that bullying, discrimination, and disruptive conduct are taken seriously
Understand your role in discipline matters and receive prompt notification if issues arise

We take safety — physical, emotional, and intellectual — seriously, and we work with families to uphold it every day.

8. The Right to Access School Governance

You have the right to:

Participate in local school governance via the Parent-Teacher Assembly (PTAA)
Apply or nominate candidates to serve on the Community Commission
Attend public board or community forums
Receive updates from the Chancellor or appointed school leaders
Propose policies and participate in feedback cycles

We don’t just invite parent voices — we institutionalize them.

9. The Right to Partner in Purpose

You have the right to:

Be treated as an equal partner in your child’s education
Be respected for your family’s values, culture, and goals
Have your feedback, concerns, and ideas acknowledged as part of the school’s evolution

Our Society is not just a school — it’s a movement. You’re not just a parent — you’re part of something bigger.

Acknowledgment

This Parent Bill of Rights will be shared and acknowledged during the enrollment process. It does not waive any legal rights, but affirms Our Society’s public and private commitment to you, the families who trust us.

Together, we’re not just raising students.
We’re building leaders.
We’re shaping a future.

Welcome to Our Society.