Woodgrove High School Student Council Association 36811 Allder School Road Purcellville, Virginia 20132 540.751.2600 January 8, 2014 VSCA State Convention 2014 Parents As a member of the Woodgrove SCA, your student has the amazing opportunity to attend the 88 th Annual Virginia Student Councils Association (VSCA) Convention. This year s convention is April 3-6 at The Homestead Resort in Hot Springs, Virginia. As a school, our SCA has attended this state convention for the past three years and the students have come away with a great experience having learned many wonderful leadership skills and useful tips in helping us run our club in an extremely effective way. In addition, the friendships and connections that the students make with each other provide an extra incentive to attend; many last far longer than just the weekend. This year, the cost for attending the convention will be $350 per student. This covers: the bus ride to the convention ($49/student. We will need to hire a charter bus company to take us to the convention. We are currently working on details with Reston Limo. We will leave school at 4pm on Thursday, April3. This will give the students the opportunity to experience some of what The Homestead has to offer Friday morning before the convention begins.), the registration fee for the convention ($165/student. Materials, consultants, dance, entertainment.), the hotel room registration ($99/student for three nights. All rooms have a four-person occupancy), Friday dinner, Saturday breakfast and lunch, and Sunday breakfast at the hotel, the convention t-shirt, the Awards Banquet (Saturday dinner), and the bus ride home ($37/student. We will use LCPS transportation to bring us home, and should arrive back at WHS by 5pm on Sunday, April 6). The cost does not include the following. Students should bring money to cover: Thursday dinner on the way down to the convention (We will stop along the way.) Friday breakfast and lunch (The hotel has several restaurant options, or students may bring their own food.) other snacks during the convention (Again, students may bring their own food.) Sunday lunch on the way home (We will stop along the way.) Checks (made payable to Woodgrove HS) and all necessary paperwork is due by 4pm, Thursday, January 30, 2014. There can be no exceptions made. Please consider turning everything in early, in case inclement weather cancels school on or before January 30. As you and your student discuss attending the VSCA Convention, please look ahead carefully to your calendar for the first weekend in April. Once we have written the checks to the VSCA and The Homestead, no refunds will be issued from WHS, for any reason. The VSCA Refund Policy is available on the WHS SCA webpage. Please review it carefully, as well, as it is adhered to exactly as written. Member, National Association of Student Councils Member, Virginia Student Councils Association
The next two-and-a-half months leading up to the convention will be a busy time for us! We will be endorsing two of our own students to run for VSCA State President and VSCA Region 4 Representative. Committees will also be working on assembling our Achievement Award, constructing our Outstanding Project Display, designing our Explosion routine, and planning our Workshop presentation. This convention will take place at the end of the first week of the fourth quarter. In order to attend the convention, students must not have received an F in any class for the third quarter, must not have a current year average of a D or an F in any class, and must get permission from each of their teachers for the classes they will be missing on Friday, April 4. We will take care of these items as March draws to a close. Attached to this letter are five pages which must be completed and retuned no later than Thurs, January 30. VSCA Student Code of Conduct VSCA Medical Permission Form LCPS Overnight Field Trip Permission Form Section I has been completed and will be signed by the Trip Organizer upon return. Section II has LOTS of small spaces and requires LOTS of important information. On the top of the back side: o all PERSCRIPTION MEDS that the STUDENT carries must be listed correctly o all OVER-THE-COUNTER MEDS that the STUDENT carries must be listed o all PERSCRIPTION MEDS that the ADULTS will carry for the student must be listed o all O-T-C MEDS that the ADULTS will carry for the student must be listed o this INCLUDES EpiPens, inhalers, aspirin, Advil, etc. o if the student has no meds of any sort, write NONE across this section Under the Read Carefully section, be sure to check either the DO or DO NOT box! This is what nearly everyone overlooks! (For those students who do not have meds, check the DO NOT box.) Complete and sign the Agreement and Permission sections. LCPS Authorization for Medication Administration A SEPARATE form must be completed for EVERY medication that a student has both prescription and over-the-counter whether the student will carry it or the adults will carry it. For PERSCRIPTION MEDS, the physician/dentist section must be completed. DO NOT DELAY ON GETTING THIS TAKEN CARE OF, IF NEEDED. THIS ONE FORM MAY FORFIET YOUR OPPORTUNITY TO GO ON TO THE CONVENTION. WHS Student Code of Conduct Once the forms and fees have been collected, we will work on finalizing the transportation details, making the hotel reservations, and registering for the convention with the VSCA state office. As the date gets closer, we will compile a packing list for the students who will be attending with us. We are looking forward to spending a fabulous weekend with your wonderful daughters and sons. Please contact us with any questions you may have. Melanie Neubaum, advisor Jeff Schutte, advisor Natalie Browning, president Kelsey Carter, president
VSCA STUDENT CODE OF CONDUCT Student s Name Woodgrove High School Advisors Melanie Neubaum and Jeff Schutte Our reputation enables you to take pride in your organization. VSCA members have an excellent reputation. Your conduct at any VSCA function should uphold and enhance this reputation. VSCA members behavior should always be a credit to themselves, their schools, and the VSCA. Student conduct is the responsibility of the school advisor or responsible adult. Students should keep their advisors informed of their activities and whereabouts at all times. VSCA nametags will be worn at all times. Students are expected to attend all business meetings, workshops, and other scheduled VSCA activities. Be prompt and prepared for every session. Students are expected to observe the curfew by being in their assigned rooms by the designated hour. If a student is responsible for stealing or vandalism, the student and his/her parents will pay for the damages. Students may not buy, sell, or use any alcoholic beverages while in attendance at any VSCA activity. Students may not wear articles of clothing with vulgar or obscene statements, or advertisements of drug or alcohol products at any VSCA activity. There will be no smoking. All cell phones will be turned off during all VSCA activities, unless specifically needed for an activity. Students are reminded that participation in the VSCA dance (Saturday night) is a privilege. Inappropriate or suggestive dancing, and/or unruly behavior will result in dismissal from the dance. Any student who disregards the rules will be subject to disciplinary action and may be sent home by his/her advisor at the expense of his/her parent(s). Unauthorized guests of participants are prohibited at VSCA activities. Student s signature Date Parent/Guardian printed name Parent/Guardian signature Date
VSCA MEDICAL PERMISSION FORM Student s Name Woodgrove High School Loudoun County Advisors Melanie Neubaum and Jeff Schutte Home Address Home Phone City State Zip Code Emergency Contacts: Phone Phone Family Physician Phone Insurance Company Policy # Medications: Drug Allergies Any Additional Information: I authorize the Virginia Student Councils Association to obtain medical care for me in the event that such care is necessary. If possible, the emergency contact individual(s) listed above will be contacted in the event of an emergency. Permission is hereby granted to the licensed physician or accredited hospital and their associated to perform medical and/or surgical procedures that are deemed essential to the treatment of the above-named individual. I understand that I am responsible for payment of such care. Student s signature Date Parent/Guardian printed name Parent/Guardian signature Date
LOUDOUN COUNTY PUBLIC SCHOOLS Overnight and Foreign Field Trip Student Participation & Permission Form Instructions: The Trip Organizer will complete Section I, and provide a copy to each student participant. Section II is to be completed and signed by the student and student s parent/guardian and returned to the Trip Organizer. The Trip Organizer will email a single.pdf scan of all Participant Forms, with a copy of the FINALIZED ITINERARY to LCPSDispatch@lcps.org three (3) business days from the date of departure. Forms are to be with the Trip Organizer at all times during the trip. Section I To be completed by Trip Organizer: FIELD TRIP INFORMATION SEE ATTACHED DESCRIPTION AND ITINERARY School Name: Woodgrove High School Today s Date: January 7, 2014 Permission Due Date: Jan 30, 2014 Class/Grade/Club(s) Participating: SCA, grades 9-12 Destination(s)(cities/countries): The Homestead Resort, Hot Springs VA, USA Purpose of Trip: State VSCA Convention Activities (Check all that apply): Amusement/Theme Parks Athletic/Sporting Event Participation Home Stay with Foreign Family Outdoor Activities/Walking/Hiking Swimming, Boating, Water Activities Other (Specify): Trip Organizer Name and Job Position: Melanie Neubaum, Jeff Schutte Trip Organizer s Signature: RISKS INVOLVED WHILE ON THIS TRIP Section II To be completed by Parent/Guardian of Student Participant: Name of Travel or Tour Company: Reston Limo and LCPS Transportation Date, Time, and Place of Departure: Thursday, April 3, 2014, 4pm, WHS Date, Time, and Place of Return: Sunday, April 6, 2014, 5pm, WHS Transportation (Check all that apply): Commercial Plane Flight Charter Bus Charter Cruise Boat Public Bus/Taxi/Rail Transportation Private or Leased Vehicle Other (Specify): LCPS transportation Email Address: jeff.schutte@lcps.org PARTICIPANT AND EMERGENCY INFORMATION Phone #: 540.751.2600 Student Full Name: Home Address (Number, Street, City, State, Zip): Home School: Woodgrove High School Parent/Guardian Name(s): Parent Email: Home Phone: ( ) Work Phone: ( ) Cell/Other Phone: ( ) Emergency Contact Name #1: Emergency Contact Name #2: Relationship: Phone Number(s): ( ) ;( ) Relationship: Phone Number(s): ( ) ;( ) HEALTH INSURANCE INFORMATION Email Address: Email Address: Name of Student s Primary Care Physician: Physician s Phone Number: ( ) Name of Health Insurance Company: Insurance Company Phone Number: ( ) Policy Number: Member Number: MEDICAL ACKNOWLEDGEMENT & PARENT PERMISSION - READ CAREFULLY! READ CAREFULLY: 1. On overnight and foreign field trips, physician s orders and written parental permission will be required for all prescription medication that is to be carried by the student or given by the medication trained school staff members. 2. Over-the-counter medications may be carried and self-administered by the student or administered by the medication trained school staff member with written parental permission (LCPS Medication Administration form) and according to the guidelines for overnight and foreign trips of Loudoun County Public Schools. 3. All paperwork for both over-the-counter and prescription medications must be submitted to the school nurse for verification of completeness no later than two weeks prior to the departure date of the field trip. 4. Parents must supply both the over-the-counter and the prescription medication for the overnight or foreign field trip. Medication will not be provided from the clinic. 5. The over-the-counter medication must be stored in the original manufacturer s container with no more medication than is required for the duration of the field trip. 6. The prescription medication must be stored in the pharmacy-dispensed and labeled prescription container with no more medication than what is required for the duration of the field trip. Overnight and Foreign Field Trip Student Participation & Permission Form Page 1 of 3 Edition: July 18, 2012
MEDICAL ACKNOWLEDGEMENT AND PARENT PERMISSION (cont.) - READ CAREFULLY! Describe any medical condition/s or special needs of the above named student: Medication/s required during the field trip (attach additional page if more space is needed): Name of Medication (Check One) Over-the- Prescription Counter Dosage Frequency/ Time to Administer Quantity Provided READ CAREFULLY: 1. I hereby DO DO NOT (check one) consent to allowing my child to carry and self-administer the medications listed above. By consenting hereto, I agree to hold LCPS harmless from any liability regarding my child s medication. 2. If I am signing permission authorizing my child to carry and self-administer either over-the-counter or prescription medication, then I accept complete responsibility for this decision and my child s actions while on this overnight or foreign trip. 3. If I am signing permission authorizing my child to carry and self-administer either over-the-counter or prescription medication, I state my child understands how to appropriately carry, self-administer, and secure the over-the-counter and/or prescription medication listed on this paperwork. 4. I understand that the school nurse will check this paperwork for completeness. I understand that I must complete the LCPS Medication Administration form for over-the-counter medication. Written approval from the prescribing physician is required for prescription medication. 5. All over-the-counter medication must be stored in the original manufacturer s container. Prescription medication must be stored in the pharmacy-dispensed and labeled prescription container. I agree that I will provide only the amount of medication required for the duration of the field trip. No medication will be provided by the school clinic. 6. I consent to notifying the chaperone who is not an LCPS staff member or the host family of my child s medical conditions (i.e., diabetes, severe allergy, asthma, or seizure) if it is so determined to be in my child s best interests by the LCPS Principal or Trip Sponsor, in their sole discretion. RISK ACKNOWLEDGEMENT AND PARENT PERMISSION - READ CAREFULLY! 1. I understand that my child s participation in the field trip is voluntary, that it is not required, and that there will be exposure to activities involving risks of illness, serious injury, or even death. I have read and understand the description of the travel itinerary, activities and events involved in the field trip, and I give my permission for my child to fully participate in all aspects of the trip. 2. I understand that there will be extended times during the trip when my child will not be under the direct supervision of the trip sponsor or an adult LCPS chaperone and that it will be necessary for my child to use his/her independent judgment about unexpected situations and excursions beyond LCPS knowledge and control (for example, home stays with foreign host families). 3. I understand that Loudoun County Public Schools (LCPS) will not be responsible for any personal property that may become lost or damaged during this field trip, including baggage, money, credit cards, electronic devices, musical instruments, etc. 4. I understand that LCPS does not provide medical or accident insurance for student injuries which may occur while on this trip. I authorize and give permission for my child to receive first aid, emergency medical care and transport, medical treatment, and all other care deemed reasonably necessary for my child s health and well-being in case of accident, injury, or serious illness during the field trip. I understand that I will be responsible for any related medical bills, fees, or costs incurred. 5. I understand that all LCPS school rules, regulations and policies apply during this field trip and further understand that parents/guardians may be responsible for transportation to and/or from the airport on the dates provided above or from the field trip destination if necessary. 6. I understand that non-refundable tickets purchased by parents and/or students will NOT be reimbursed if the trip is canceled due to inclement weather, hazardous conditions, and/or if national conditions or those in our immediate area make it inadvisable to have students on a field trip. LCPS will provide as much advance notice as possible of any cancellations. 7. I further understand that LCPS recommends the purchase of travel accident insurance/trip cancellation coverage and that LCPS will not be responsible for payment or reimbursement of travel fees for any reason. STUDENT AGREEMENT Student Agreement: While participating in the above stated field trip I will act responsibly, follow directions, maintain good conduct and appearance, and I will safeguard personal property. I further understand that all school rules and policies will apply at all times during this field trip. Printed Name of Student: Student s Signature: Date: PARENT AGREEMENT AND PERMISSION Parent Agreement: I have read and understand the description of the field trip to The Homestead, Hot Springs, Virgina (Destination being visited) which departs on Thursday, April 3, 2014 (M/D/Y) and returns on Sunday, April 6, 2014 (M/D/Y). I further give permission for my child to fully participate and I acknowledge and agree to all the conditions and statements throughout this participation form. Printed Name of Parent/Guardian: Parent/Guardian s Signature: Date: **SIGNATURES INDICATE AGREEMENT WITH ALL CONDITIONS LISTED HEREIN** Overnight and Foreign Field Trip Student Participation & Permission Form Page 2 of 3 Edition: July 18, 2012
WHS STUDENT CODE OF CONDUCT Student s Name In addition to the items listed in the VSCA Code of Conduct, All WHS and LCPS rules apply just as if school were in session from the time we depart on Thursday until we return on Sunday. Any violations may result in the student s dismissal from the convention, referral to the school administration for disciplinary action, and/or disciplinary action within the WHS SCA. All students are expected to ride the provided transportation to and from the convention, with the exception of students running for elected office. Special arrangements will be made for these students. All students are expected to be present and fully engaged in all activities during the convention. This includes General Sessions and Regional Meetings, meals, Friday night s entertainment, Forums and Resolutions activities, school caucuses, school-sponsored workshops, and the Saturday banquet. The Saturday night dance is optional. Students who attend must adhere to the LCPS and WHS Dance Rules and Regulations that are in place for Homecoming and Prom. Students who wish to not attend the dance may participate in the alternate activity or reside in their assigned rooms. Advisors must know the intentions of all students before the dance begins. Students are expected to remain in their assigned rooms throughout the night once final curfew has been called. Students will not intrude on any other guests in the hotel, and will respect the requests of the hotel staff and VSCA administration. Hotel property is not to be taken home. The pool, hotel restaurant/bar, and roof are off limits. Students should stay inside the hotel and within the designated convention areas. Convention nametags must be visibly worn at all times. As the convention approaches, a Packing List will be provided, as will a What-to-Wear-When list. All students will need to follow these dress expectations. Student s signature Date Parent/Guardian printed name Parent/Guardian signature Date