Oak Hill Academy 2025-2026 Policy Manual

Eligibility Policy for Athletics, Clubs, Field Trips, and Off-Campus Activities • Grade Monitoring and Checks Academic eligibility for participation in athletics, clubs, school-sponsored field trips, and optional off-campus activities will be reviewed regularly. o Formal grade checks will occur every four weeks, conducted by the Athletic Director (or designee), Director of Basketball Operations (or designee), and Principal (or designee). o Advisors and coaches are expected to monitor student performance. Students may be issued a warning after three weeks if they are at risk of becoming ineligible by the four-week mark. o A faculty member may request an administrative review at any time for any student who has held a “D” or “F” in a class for longer than one week. This allows the school to respond proactively between formal grade checks. • Eligibility Criteria A student will be declared ineligible for one week if they meet either of the following during a grade review: o Earn two grades of a “D” or o Earn one grade of an “F” o If a student fails a semester course, resulting in a loss of 0.5 credit, additional consequences or extended ineligibility may be considered on a case-by-case basis. • Notification of Ineligibility o Ineligible students' names will be shared with the Athletic Director, Head of Basketball operations, Deans, Team Coaches, and the Assistant Head of School. o Parents and students will receive notification emails from the Athletic Director, Director of Basketball Operations, or Principal, depending on the student’s team affiliation. • Academic Focus During Ineligibility Students who are ineligible must actively work to improve their grades. Support measures will include: o Mandatory attendance in the course(s) in which the student is earning a “D” or “F” during daily Focus Time. o Assignment to a structured Focus Time schedule during third period by the Principal. o Coordination between the Principal (or designee) and athletic coaches to include additional study sessions during practice time. o Strong encouragement to attend and participate in peer tutoring sessions. • Re-evaluation and Return to Eligibility o After one week, grades will be re-evaluated by the Athletic Director, Director of Basketball Operations, or Principal or their designees. o If the student meets eligibility criteria, they will be cleared to resume participation, and all relevant parties will be notified. o If the student still does not meet the criteria, they will remain ineligible for an additional week, with continued academic support and monitoring.

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