August 9, 2020 Parent Letter

Dear Eagle Families,

The COVID-19 Committee has continued to meet frequently and work diligently to finalize the Academy’s operational plans for the upcoming school year. This is the 6th communication regarding our “Welcome Back Eagle Plan.” It is an essential one. It covers a good bit of practical instruction and guidance for our families and provides detail as to how the school intends to monitor and manage COVID-19 cases and events once we reopen campus on August 19. As a helpful reminder, the cumulative details of our “Welcome Back Eagle Plan” are available on the Academy’s website.

While the COVID-19 Committee’s planning work for the beginning of the school year is coming to a close, please be assured the Academy will continue to send out updates as the school year gets underway. We are in a very fluid environment with the novel coronavirus – the school’s leadership will continuously monitor its behavior within our school community and the surrounding area. We will adjust and respond accordingly and are committed to keeping you informed throughout the upcoming year.

As previously communicated, the operational start-up of the 2020-2021 academic year will be quite different from in years past. Unfortunately, some of the necessary changes will create some inconvenience for our staff and our Eagle families. We very much appreciate everyone’s patience and understanding as we get the new school year underway.

The specific topics addressed in this communication are:

  • Remote Learning Standards

  • Drop Off & Pick Up Procedures (w/ temperature and symptom checks)

  • Check-In & Check-Out Procedures

  • COVID-19 Case Management

  • Return to Campus Realities & Operational Flexibility


Students who are remote learning will meet with their classes and teachers but will do so online. Each class will be synchronous/live via video conferencing using the Google Meet platform. Students at home will meet virtually, in “real-time” with the teacher and class for direct teaching and then work in varying formats using various platforms such as Google Docs, Schoology, Khan Academy, No Red Ink, etc.

In all grades, each class will have classwork and homework expectations. All students, including remote learners, are expected to complete classwork and homework assignments and must submit their work on time unless excused, in writing, by a medical practitioner.

Important objectives the Academy established for this academic year include:

  • maximizing the similarity between on-campus and remote instruction,

  • reducing the course load for middle and upper students using a block schedule to reduce stress,

  • maintaining the educational goals, rigor, and instructional time per week in each class,

  • and providing equitable access to tutoring services for on-campus and remote instruction.

The roles and responsibilities of parents with remote learning students include:

  • defining the physical space for your child for remote learning,

  • beginning and ending each day with a check-in with your child,

  • ensuring that your child is present each day for their live class(es),

  • taking an active role in helping your child process their learning, and

  • establishing routines and expectations (including the use of a plan

The roles and responsibilities of remote learning students include:

  • identifying a quiet space for learning,

  • establishing a daily routine (7:40 start time lower; 8:15 start time middle/upper),

  • regularly monitoring email to check for announcements including each morning before beginning,

  • daily logging into Google Classroom and reviewing assignments

  • completing assignments with integrity and academic honesty, following the Academy’s Honor Code,

  • meeting timelines, commitments, and due dates,

  • complying with the Academy’s Acceptable Use Policy,

  • actively communicating with teachers and staff at the Academy should the need arise,

  • and fulfilling all Google Meet expectations.


The Academy’s drop off and pick up procedures will be very similar to previous years.

Drop Off:

  • The right lane closest to the buildings will be used for Lower School. Drop off will occur from 7:15-7:40.

  • The left outer lane should be utilized exclusively for middle and upper school students. Drop off will occur from 7:15-8:10.

  • Pre-School / Kindergarten will drop off in the parking lot adjacent to and to the right of the Pre-School / Kindergarten building. Drop off will occur from 7:15-7:40.

  • NEW - parents will drive through the lot to the appropriate tent for student temperature & symptom check. (see attached)

  • NEW - parents must remain in the car and must wait until their child has cleared the check.

Pick Up:

  • The right lane closest to the building will be used to pick up your child.

  • The left outer lane should be utilized to pass once your child is safely in your car.

  • Lower school students will be permitted to wait in their classroom if they are waiting on their middle/upper school siblings.

Student Drivers:

  • Will drop off and wait for siblings to be temperature/symptom checked during morning carpool.

  • Must check-in for temperature/symptom screening at the Upper School tent.

  • Will park in Station 1-5 parking space, and call the front office to check-in after 8:15.

  • Will park in a designated, assigned parking lot.


A mandatory health screening process will occur each morning, and if necessary, throughout the school day. A simple symptom & exposure survey will be asked of every staff member, student, and campus visitor; (note - students & staff will complete a mobile device app before arrival on campus). Temperature checks of staff members, students, and campus visitors will be performed daily upon arrival. Students will receive a disposable armband each day upon successful completion of the screening process. Armbands are color-coded to the campus zone to which a student is assigned.

Below is a list of check-in and screening details:

Students will:

  • wash their hands regularly,

  • wear a face-covering during the screening process,

  • exit the car and walk to the appropriate (zone color) screening tent. (see attached)

Parents will:

  • complete the symptom screening questionnaire on the Academy’s Health Screening App before departing for school each morning (instructional memo to be distributed soon),

  • keep student(s) home if ill or displaying symptoms such as fever, chills, cough, shortness of breath, fatigue, muscle/body aches, loss of taste or smell, headaches, sore throat, nausea or vomiting, or diarrhea,

  • keep student(s) home if anyone in their household or close contact has tested positive for or been diagnosed with COVID-19,

  • remain in their car on campus until the temperature and symptom screening process is completed for their child.

  • If a child fails any portion of the temperature/symptom check screening, the parent or guardian will be asked to pull into a parking space to determine the appropriate response.

  • If a child experiences any of the above symptoms during the school day, we will isolate the student quickly, but they will need to be picked up from the Academy as promptly as possible.

  • If a child experiences any of the above symptoms, it is safer to stay home while learning remotely to protect others on campus.


Effective 8/19, access to the Academy will be restricted to only Academy staff, administrators, students, and approved essential service providers who will be allowed on campus or inside buildings. Student Drivers who desire to check-in, and parents who desire to check-in or check-out their children outside of regular drop off or pick up times must do the following:

  • Park in the designated Stations 1-5 marked in front of the school.

  • Call the front office at (910) 897-5423 and indicate the marked Station number.

  • Remain in place; front office personnel will come to the vehicle.


Primary Contacts & Response Plan

Any individual who is symptomatic or who tests positive for COVID-19 must immediately report that information to Marie Sutton in the front office (910.897.5423) and remain off-campus. If Marie is not available, then Tammy Moran can be reached at the same number.

The Head of School will work closely with front office personnel daily to monitor the status of symptomatic and COVID positive cases and ensure that excellent communication is ongoing with impacted families, students, and staff.