ABSENCE POLICIES
It is difficult for a student to make up work missed during absences. The faculty willingly gives extra help in the case of excused absences, but it is impossible to reconstruct the classroom learning situation once it has been missed.

EXCUSED ABSENCES
Excused absences will be granted for illness, emergencies, medical appointments, and pre-approved college visits. Absences for other reasons are strongly discouraged and must be cleared in advance with the Upper School Office. The Upper School does not approve of early departures, late returns, or extended absences during a term for family vacations, nor are teachers expected to provide extra help or assignments for such absences. Parents may obtain an excuse, ahead of time where possible, by calling or writing the Upper School Office.

Note: Students who have late afternoon or evening commitments, such as a game, a performance, or a practice, must be in school all day in order to participate in that game, performance, or practice. A student or activity coordinator may ask for special permission to attend the activity from the Head of the Upper School or the Grade Dean.

EXCUSE PROCEDURE
If a student will be absent, a parent or guardian must telephone the Upper School office by 8:30 a.m. at 503-768-3169.

When students return from being absent from any OES commitment, they must come to the Upper School office and get a note that indicates whether or not they are excused. They will then bring the note to each teacher for whom they missed a commitment.

(See Unexcused Absences in the Behavioral Expectations section.)

ELECTIVE ABSENCES
Excused absences, of course, are granted for illness or other emergencies. In these cases, students will be allowed time to make up work, and the faculty will offer help (although it must be recognized that it is impossible to reconstruct the classroom learning situation once it has been missed).

Generally, “elective” absences are not condoned by the school. We do, however, recognize that there are rare situations when the educational benefit of the absence would convince us that the absence should be excused. In these cases, please approach the school well in advance of the absence so that special assignments can be made. Of course, the homework will be available to students upon their return, but it will be the student’s responsibility to make up any course requirements at the convenience of his or her teachers. If extra tutoring is required to bring the student to current status with the class, it will be the responsibility of the family to arrange for and provide the service.

As you schedule family trips and other excursions, we greatly appreciate your cooperation in not scheduling absences for your children during the school year. In an effort to help families plan vacations, we include the school year calendar in enrollment/re-enrollment packets. Please remember to avoid early departures and late returns from scheduled vacations as well.

FINAL EXAM ATTENDANCE
Absences during final exams compromise the educational experience. As a result, we discourage parents from pulling students during exams for reasons other than illness and emergency. In such cases when elective absences occur, responsibility for arranging make up exams lies with the student and parents.

MEDICAL AND DENTAL APPOINTMENTS
Medical and dental appointments should be scheduled during vacation periods or after-school hours. However, if absence from school is necessary, a call from parents to the Upper School Office prior to the time of absence is required. The student should check in at the Upper School Office upon arrival at school the day of the appointment.

Students who have been absent one or two days are asked to call a friend for the following day’s assignments. For longer absences, assignments and books may be picked up at the Upper School Office with advance notification by telephone.

If a student is going to be absent, a parent or guardian must telephone Wendy Steele in the Upper School Office by 8:30 a.m. at 503-768-3169.

Emergency Form and Update
At the beginning of the year, the School requires every family to complete or update an Emergency Information Form indicating relatives and friends to be notified in case of emergency. If any of the names or numbers change during the year, please call the School Office immediately so that records can be updated.

No student will be permitted to participate in any school activity (including sports) unless an up-to-date Emergency Information Form is on file in the Upper School Office.

Residence Requirement
Students not living in the residence program must live with their families unless permission has been granted by the Head of Upper School.

Field Trips
All students are required to have the Field Trip Permission Form signed by their parents or guardian and on file in the Upper School Office. This form allows your child to participate in off-campus activities during school hours during the academic year. Additional permission forms will be required for after-school hours, weekend or overnight trips and will be distributed as needed. OES reserves the right to deny a student’s participation in any trip if the Division Head, in consultation with the school counselor and school nurse, feels that the student is not physically or mentally prepared to meet the challenges of the trip and/or may pose a threat to his/her own safety and/or the safety of others.

School Lunches
Students are served nutritious, well-balanced meals daily. Parents of children on a restricted diet are free to call the Director of Food Service to discuss problems or particular requirements. The rules are posted outside the dining hall. If it is noticed that a child is regularly skipping lunch, parents will be notified.

Telephone Calls and Personal Messages
The Upper School Office will accept emergency calls (serious health matters, injuries, unavoidable delays) and will see that messages are posted outside the Upper School Office (or delivered, in an extreme emergency.)

The office telephone is reserved for official school business. Personal calls (transportation arrangements, call-home messages, reminders of doctor’s appointments) are strongly discouraged.

Visitors to the Upper School
Students are welcome to invite visitors to the School while it is in session, provided they obtain prior permission from the Upper School Office or the Director of Admissions. All visitors should check in at the Upper School Office.

All visitors of school age visiting the campus or participating in any School activities off-campus are subject to the same regulations applicable to students. As host, the OES student will remain with the visitor and be responsible for explaining School and student procedures and regulations, as well as for the visitor’s activities and conduct.

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