Welcome to ACCESS Academy. We are so glad your family is part of our school community. ACCESS Academy exists to expand individual potential through innovative instruction, integrated therapy, and meaningful opportunities for growth. We believe every student is capable of learning, building relationships, increasing independence, and preparing for a meaningful future.
This handbook explains the policies, procedures, and expectations that help us maintain a safe, respectful, and effective learning environment. We ask families to read the handbook carefully and follow the provisions that apply to them. Questions may be directed to the ACCESS Academy Director or Assistant Director.
ACCESS Academy is an accredited, private special education school serving students ages five through 21 with developmental disabilities and related needs. Our curriculum integrates academic instruction, life skills development, vocational training, and therapeutic services into a single, cohesive school day—because we believe education and therapy are most powerful when they work together.
The Academy has earned accreditation through Cognia™, a global nonprofit accreditor serving institutions across 90+ countries. This accreditation reflects our commitment to quality instruction, continuous improvement, and accountability to the families we serve.
ACCESS Academy is a private special education school designed for students whose educational and therapeutic needs can be safely and appropriately met within the Academy’s staffing, classroom, and service model. Admission and continued enrollment are based on an individualized review of the student’s needs, current functioning, and ability to participate successfully in the program.
ACCESS Academy may request evaluations, educational records, medical information, behavioral information, therapy records, or other necessary documentation to determine appropriate placement. Families must provide complete and accurate information during the application and enrollment process.
Students must meet the following eligibility criteria:
As part of the admissions process, each prospective student completes a diagnostic visit. The diagnostic visit is a half-day or full-day visit in the student’s proposed classroom and allows ACCESS Academy to observe the student’s participation, independence, behavior, ability to remain with the assigned group and follow safety directions, support needs, and overall fit within the classroom environment.
Following the diagnostic visit, the Academy team reviews the available information and determines whether ACCESS Academy can safely and appropriately meet the student’s needs. Participation in a diagnostic visit does not guarantee admission.
If a student’s needs, behavior, safety risks, or circumstances change after enrollment, ACCESS Academy may reevaluate the student’s placement and continued participation in the program.
ACCESS Academy classrooms are organized into Kindergarten Foundations, Lower School, Intermediate School, and Upper School divisions. Curriculum, programming, classroom expectations, and supports are tailored to the developmental, academic, communication, social, and independence needs of the students within each division.
Student placement is determined through individualized consideration by the Academy team. Placement decisions may take into account:
Students are grouped by age and ability when appropriate, but placement is not determined by chronological age or traditional grade level alone. Placement is reviewed regularly and may change as a student’s needs, skills, and readiness develop. Families will be informed and included in discussions when a classroom transition or significant placement change is being considered.
ACCESS Academy offers a Kindergarten Foundations classroom for students who are eligible for kindergarten and would benefit from an intensive, language-rich learning environment before moving into the Academy’s Lower School programming. Students continue developing early academic skills while also receiving focused instruction and support in language, play, social interaction, classroom routines, and independence.
ACCESS Academy provides individualized academic instruction alongside social communication, life skills, vocational preparation, and therapeutic services. Programming is designed to help students build meaningful skills, increase independence, and prepare for participation in their homes, communities, and future work environments.
Academic instruction includes oral and written communication, reading, writing, mathematics, science, and social studies. Teachers use multisensory methods that may incorporate sound, sight, movement, touch, repetition, and real-world application to support a variety of learning needs.
Instructional approaches may include Ascend Smarter Intervention and the DuBard Association Method for literacy and structured language development. Instructional methods and materials are selected according to student needs and may change as programs are reviewed and updated.
Classrooms use hands-on materials and technology to support instruction and student participation. Available tools may include interactive displays, iPads, assistive technology, and other instructional resources.
Students also participate in experiences designed to promote creativity, health, independence, and practical life skills. Depending on classroom level and current programming, these opportunities may include:
Through academic instruction and meaningful real-world experiences, ACCESS Academy helps students apply their skills beyond the classroom.
Vocational preparation is incorporated throughout the ACCESS Academy curriculum. Students develop foundational workplace skills such as following directions, completing tasks, communicating appropriately, working with others, managing time, solving problems, and increasing independence.
As students progress through the Academy, vocational instruction may include hands-on experiences in areas such as:
Opportunities vary according to the student’s classroom placement, age, abilities, interests, readiness, and current program offerings.
Eligible students ages 16 through 21 may also participate in ACCESS’s Vocation Innovation Project (VIP), a pre-employment transition program. To participate during a given school year, a student must be 16 years old by September 1. VIP provides opportunities to develop employment skills, explore career interests, gain workplace experience, and prepare for competitive employment and greater independence in the community.
Therapy services are integrated into the ACCESS Academy school day to support students’ educational participation, communication, independence, physical access, emotional well-being, and overall development.
To promote coordinated care and consistency across the student’s educational and therapeutic programming, students must receive therapy services provided during the Academy day through ACCESS unless an exception is approved by the Chief Operating Officer.
Speech, occupational, and physical therapists are assigned to specific classrooms, allowing them to collaborate closely with teachers and support classroom routines, instructional goals, and student participation. Mental health therapists are assigned to individual students to promote continuity of care and support the therapeutic relationship.
Therapy services are individualized according to each student’s evaluated needs, plan of care, clinical recommendations, funding authorization, and progress. Service delivery may include:
Service models and treatment plans are reviewed regularly and may be adjusted based on the student’s progress and needs.
ACCESS believes therapy is most effective when families are informed and involved. Therapists communicate with parents or guardians at least once every two weeks regarding the student’s goals, progress, participation, and recommendations. Communication primarily occurs through ParentSquare but may also occur through written notes, telephone calls, progress reports, or scheduled conferences.
Parents and guardians may request a meeting with their child’s treatment team or with any individual team member at any time. Meeting requests should be made through ParentSquare or the Academy administrative office so staff can coordinate an appropriate meeting time.
Tuition is billed as a flat monthly fee regardless of attendance and is drafted electronically on either the first or fifteenth of each month, as selected at enrollment.
Enrollment represents a commitment for the full academic year. Financial obligations related to withdrawal, including any circumstances in which remaining tuition may be adjusted, are governed by the signed Enrollment or Tuition Agreement.
Current tuition, enrollment fees, and other applicable charges are available on ACCESS’s Admissions page.
Eligible families may be able to use funding from the Arkansas Education Freedom Account Program or the Philanthropic Investment in Arkansas Kids scholarship program toward qualifying tuition and fees at ACCESS Academy.
Eligibility requirements, award amounts, application periods, and program procedures are established by the organizations administering each program and may change from year to year. Families are responsible for completing all required applications and providing requested documentation. The ACCESS Admissions team can assist families with questions about applying approved funding toward Academy tuition.
For current information and applications, families should visit the Arkansas Department of Education’s Education Freedom Account Program webpage or The Reform Alliance’s Scholarships webpage at https://thereformalliance.org/scholarships/. Families may contact the ACCESS Admissions team for assistance understanding how approved funding may be applied toward Academy tuition. Eligibility determinations, award decisions, and application requirements are established by the organizations administering each program.
ACCESS is committed to helping reduce financial barriers for qualifying families. Families are required to apply for all available outside funding sources, including applicable educational funding programs, before ACCESS will consider a request for internal tuition assistance. After those sources have been explored, tuition assistance may be available based on financial need and the availability of funds.
Tuition assistance applications are reviewed annually. Families should contact the ACCESS Admissions team for current application instructions, required documentation, and submission deadlines. Awards apply only to the designated school year and do not automatically renew.
ACCESS Academy operates Monday through Friday from 8:00 a.m. to 3:00 p.m. Morning care is available beginning at 7:30 a.m. at no additional cost. Students should arrive early enough to be checked in and in their classrooms before instruction begins at 8:00 a.m.
ACCESS Academy is a year-round program. During the summer months, the Academy operates Monday through Friday from 8:00 a.m. to 12:00 p.m., with morning care available from 7:30 to 8:00 a.m.
Academy students may also enroll in ACCESS Adventure, which operates from 12:00 to 4:00 p.m. during the summer. For students who qualify for summer EIDT services, the cost of ACCESS Adventure is covered through Medicaid A or TEFRA. Students who do not qualify for summer EIDT services may participate on a private-pay basis. Extended care is available for enrolled ACCESS Adventure participants from 4:00 to 5:30 p.m.
During the regular school year, Aftercare is available from 3:00 to 5:30 p.m. for students whose regular Academy day ends at 3:00 p.m. For students receiving school-year EIDT services, the EIDT program day continues through 4:00 p.m., and paid Aftercare begins at 4:00 p.m.
During the summer, extended care is available from 4:00 to 5:30 p.m. for students enrolled in ACCESS Adventure.
Families are encouraged to enroll in Aftercare before the beginning of the school year. Enrollment may be accepted later if space and staffing are available. Families of students who qualify for school-year EIDT services should enroll their student in Aftercare under the EIDT enrollment option.
Parents, guardians, and approved pickup persons must park and enter the front lobby to pick up their student from Aftercare. In the lobby, the pickup person must scan the student’s unique Aftercare tag to sign the student out. The front desk will then contact the appropriate Aftercare staff so the student can be brought to the lobby. Students will not be dismissed through the car rider line during Aftercare hours.
A limited drop-in option is available for unexpected situations or emergencies and must be approved through the administrative office. The drop-in fee is $35 per day.
A student whose regular dismissal time is 3:00 p.m. and who is not enrolled in Aftercare will transition to drop-in Aftercare if the student remains at school after the car rider line concludes. A student receiving school-year EIDT services who is not enrolled in Aftercare will transition to drop-in Aftercare if the student is not picked up by 4:00 p.m. Students participating in after-school clubs must also be picked up promptly at the designated dismissal time, or they will transition to drop-in Aftercare.
Aftercare ends promptly at 5:30 p.m. A late pickup fee of $3 per minute will be charged after 5:30 p.m. Repeated late pickups may result in loss of Aftercare privileges.
Monthly Aftercare fees, drop-in fees, and late fees are posted on the fifteenth of each month for the previous month and charged to the payment method on file ten days later. Visit ACCESS’s Admissions page for the current Aftercare rate schedule.
Some students receive therapy services after the regular school day. Families will be notified of the student’s designated therapy dismissal time and pickup location. Students who are not enrolled in Aftercare must be picked up promptly at the conclusion of their therapy session. A student who is not picked up at the designated dismissal time will transition to drop-in Aftercare, and the applicable drop-in fee will be charged.
Students eat lunch in the cafeteria or in their classrooms. Families may send lunch from home; however, lunches cannot be refrigerated or heated at school. Please provide a sufficient lunch, any needed utensils, and foods the student can safely and independently manage with the level of assistance routinely available in the classroom.
ACCESS Academy also offers optional lunch ordering through Bella’s Kitchen and Wellness. Orders may be placed à la carte, weekly, or monthly. To establish an account:
For assistance, contact Bella's Kitchen and Wellness at info@bellaskitchenandwellness.com or call/text 501-951-0864.
Families may arrange for a student’s lunch to be delivered through DoorDash or another third-party delivery service. All orders must be prepaid, clearly labeled with the student’s full name and classroom, and delivered to the Academy front desk before the student’s assigned lunch period. Delivery drivers may not enter instructional areas or deliver food directly to students.
Families are responsible for placing and monitoring the order and allowing sufficient time for delivery. ACCESS staff cannot contact delivery drivers, track delayed orders, or interrupt student-supervision responsibilities to locate an order. ACCESS cannot guarantee the timeliness, temperature, accuracy, or quality of food provided by a third-party delivery service.
ACCESS Academy will not allow a student to go without food. If a student arrives without a lunch, does not have enough food for the school day, or has an ordered lunch that does not arrive before the student’s scheduled lunch period, ACCESS will provide a basic emergency meal from available supplies. Emergency food will be selected with consideration for the student’s documented allergies, dietary restrictions, and feeding or swallowing needs.
The parent or guardian will be notified through ParentSquare whenever an emergency meal is provided. Emergency meals are intended for occasional, unexpected situations and are not a substitute for regularly sending lunch from home or ordering lunch through Bella’s Kitchen and Wellness.
The first emergency meal provided during each semester will be provided at no charge. A $5 emergency meal fee will be charged to the family’s account for each additional emergency meal provided during that semester. Academy administration may waive the fee when a family is experiencing financial hardship or other extenuating circumstances. Payment of the emergency meal fee does not make emergency meals a routine lunch option or replace the family’s responsibility to provide or arrange for the student’s lunch.
If a student repeatedly requires an emergency meal because of a missing or inadequate lunch or a late food delivery, Academy administration will contact the family to identify the concern and establish a dependable lunch plan. The plan may require the family to send lunch from home or order through Bella’s Kitchen and Wellness.
Upper School students operate the ACCESS Academy school store as part of their classroom and vocational programming. The store offers drinks, snacks, and other approved items. Employees and Intermediate and Upper School students may purchase items using cash or a credit card. The school store is not available to Lower School students.
Car rider is a busy, carefully coordinated part of the school day. We know mornings and afternoons can be hectic, and we appreciate each family’s cooperation in keeping the process safe and efficient. To protect students and staff and prevent traffic from backing up onto North Mississippi Street, families must follow assigned drop-off and pickup locations, traffic routes, times, and staff directions.
If you need to speak with a teacher or staff member, please park in a designated parking space and come inside rather than holding up the car rider line.
Morning drop-off is available from 7:30 to 7:55 a.m. Please allow enough time for your student to arrive in the classroom and be ready for instruction by 8:00 a.m. Students who are not in their assigned classroom or location at 8:00 a.m. will be marked tardy.
Families arriving after the morning car rider line has concluded must park in a designated parking space and accompany their student to the front lobby for check-in. The student will receive a tardy pass before going to class.
Lower School, Academic Foundations, and Intermediate 1
NEW THIS YEAR: Students in Lower School, Academic Foundations, and Intermediate 1 will continue to be dropped off at the breezeway in the north parking lot closest to Cantrell Road. To accommodate increased enrollment, morning drop-off in this parking lot will now operate in two lanes.
Please follow this process:
View the Lower School, Academic Foundations, and Intermediate 1 Morning Car Rider Map:
https://accessgroupinc.org/site/assets/files/5537/academy_lower_int__1_am_drop_off_map.png
Intermediate 2-4 and Upper 1-4
Students in Intermediate 2-4 and Upper 1-4 should be dropped off at the cafeteria door at the back of Building 3 in the south parking lot near the gardens and greenhouses.
View the Intermediate 2-4 and Upper School Morning Car Rider Map:
https://accessgroupinc.org/site/assets/files/5537/academy_int__upper_am_drop_off_map.png
All students, regardless of classroom, are picked up through the 3:00 p.m. car rider line at the cafeteria door at the back of Building 3.
Please follow these procedures:
Please do not stop in the car rider line to speak with a teacher or staff member. Families who need to speak with someone should park in a designated parking space and enter the building.
View the All-School Afternoon Car Rider Map:
https://accessgroupinc.org/site/assets/files/5537/academy_all_school_pm_car_rider_map.png
Our parking lots are busy during dismissal. Please drive slowly, remain alert, watch carefully for students, staff members, and other vehicles, and follow all staff directions.
Any student remaining in the car rider line at 3:30 p.m. will transition to drop-in Aftercare, and the $35 drop-in fee will apply.
To support safe and efficient traffic flow, ACCESS Academy may implement a staggered dismissal schedule when necessary. Families will be notified in advance of any change to their assigned pickup time.
Families arriving after the morning car rider window must park in a designated parking space and accompany their student into the lobby for check-in.
Families picking up a student after the afternoon car rider line has concluded must park and enter the building to complete the checkout process.
Do not park in the fire lane. Fire lanes must remain clear at all times for emergency access, and any vehicle parked in a fire lane must be moved immediately.
School begins at 8:00 a.m. Students must be checked in, in their assigned classroom or location, and ready to begin instruction by 8:00 a.m.
Students arriving after 8:00 a.m. are considered tardy and must be accompanied to the front lobby and checked in by a parent or guardian. Late arrivals disrupt classroom instruction, interfere with established routines, and may limit the student’s participation in scheduled therapy or other services.
ACCESS Academy tracks and reviews all tardies and early checkouts as they are an important part of the student’s attendance record and will be addressed when they become frequent, repeated, or disruptive to the student’s educational or therapeutic programming.
Students must be picked up promptly at their assigned dismissal time. Detailed drop-off and pickup procedures are provided in the Car Rider Procedures section of this handbook.
Early pickups should be limited to appointments or special circumstances. For attendance purposes, an early checkout is treated as a tardy. No early pickups are permitted after 2:45 p.m.
When a pattern of tardiness or early pickup develops, the Academy Director or Assistant Director will contact the family and may require a parent conference and a written attendance and punctuality improvement plan. Continued failure to meet arrival or dismissal expectations may jeopardize the student’s continued enrollment, even when the student’s overall attendance percentage remains at or above 80%.
Consistent attendance is essential to academic progress, therapeutic outcomes, and successful participation in the ACCESS Academy program. Attendance is calculated separately for each fall and spring semester based on the student’s scheduled program days. ACCESS Adventure has separate attendance requirements.
Students are expected to maintain attendance of at least 80% each semester. Excused and unexcused absences are both included when calculating attendance percentage because both represent missed program time. Whether an absence is excused or unexcused affects its classification and any resulting consequences, but it does not remove the absence from the attendance calculation.
ACCESS reviews absences, tardies, and early checkouts throughout the semester rather than waiting until the semester ends. Families will be notified when a student develops a pattern of attendance or punctuality concerns or is at risk of falling below the attendance requirement. ACCESS may require an attendance conference and a written attendance-improvement plan.
Attendance below 80%, continued patterns of tardiness or early pickup, or failure to follow an attendance and punctuality improvement plan may jeopardize the student’s continued enrollment. Decisions affecting continued enrollment will be made following an individualized review of the student’s circumstances, including documented medical or disability-related needs and any applicable accommodations.
Families must notify the academy office promptly when a student will be absent or late. Notification may be provided through ParentSquare or by calling the Academy office at 501-217-8600.
Notification informs ACCESS that the student will be absent or late but does not automatically make the event excused. The reason must meet one of the approved categories below, and written documentation must be submitted within the required time.
For an absence, tardy, or early checkout to be considered excused, written documentation must be submitted through ParentSquare to Academy administration, by email to Info@AccessGroupInc.org, or in person at the front desk.
Written documentation for a single absence, tardy, or early checkout must be received within five school days of the event. For consecutive absences arising from the same illness or circumstance, documentation must be received within five school days after the student returns to school.
Verbal notification by telephone or in person informs ACCESS of the reason for the event but does not, by itself, satisfy the written-documentation requirement.
Documentation received after the applicable deadline will not ordinarily change the attendance classification. The Academy Director or Assistant Director may approve an exception for extraordinary circumstances. Any exception will be documented in the student’s attendance record.
ACCESS will document the date on which attendance information was received and the resulting attendance classification.
An absence, tardy, or early checkout may be classified as excused for one of the following reasons when the required documentation is submitted:
An event that does not meet an approved reason, lacks timely written documentation, or is not approved in advance when required will be classified as unexcused.
Academy administration is responsible for reviewing documentation and determining the official attendance classification. Teachers, therapists, and other staff members may provide relevant information but do not independently determine whether an absence, tardy, or early checkout is excused.
Parents and guardians are responsible for reviewing attendance information and notifying the Academy promptly of a possible clerical error. A request for review should identify the specific date in question and include any documentation originally submitted within the required five-school-day period.
Attendance records will not be changed after the documentation deadline solely because a parent or guardian later disagrees with the classification. Clerical or data-entry errors may be corrected at any time.
Teachers will determine whether make-up work is appropriate based on the student’s assignments, instructional needs, and length of absence. When feasible, teachers will provide work that may be completed during or following the absence. Families should communicate with the student’s teacher(s) in advance when an extended absence is anticipated.
The safety of our students and staff is extremely important to us. All parents and visitors must check in at the front desk when entering the building during school hours. Visitors will be asked to share the purpose of the visit and where they will be on campus. Identification may be required. All visitors must sign out at the front desk before leaving.
To help maintain a secure campus, please do not hold the lobby door open for individuals who are not part of your household or authorized group. All visitors must be individually admitted by the front desk.
Visits must be arranged in advance to limit disruption to classrooms, therapy sessions, and campus programming. Prospective-family tours must be scheduled through the ACCESS Admissions team.
Parents and guardians are welcome to have lunch with their student on campus. Advance scheduling is not required; however, families should verify their student’s assigned lunch time before arriving because different classes eat lunch at different times.
All visitors must check in at the front desk and follow campus visitor procedures. Parents and guardians must sit with their student at the tables designated for family lunch visits rather than joining the student’s classroom table or sitting with other students.
Visitors may bring food for themselves and their own student but may not bring or provide food for other students because of allergies, dietary restrictions, and family preferences. Lunch visits must not interfere with student supervision, classroom routines, or the regular operation of the school day.
Because teachers and therapists are fully engaged with students throughout the day, they are generally not available to take telephone calls during instruction, therapy sessions, transitions, or other student-supervision responsibilities.
ParentSquare is the primary way for families to communicate with their student’s teachers and therapists. Staff members will respond as soon as they are available, typically during planning time or after school.
For urgent matters, please call the Academy office at 501-217-8600. The administrative team will assist you and, when necessary, locate the appropriate staff member.
School-related electronic communication between families and ACCESS employees should take place through ParentSquare or an ACCESS-issued email address. Families should not contact employees through personal telephone numbers, personal text messages, personal email accounts, or personal social media accounts.
ParentSquare is ACCESS Academy’s primary family communication platform. It is used for direct communication with teachers and therapists, classroom updates, school-wide announcements, emergency notifications, school closings, forms, reminders, event information, and other important messages.
Parents and guardians are responsible for activating their ParentSquare accounts, keeping their contact information current, selecting their preferred notification method, and reviewing messages regularly. Notifications may be received by text message, email, through the ParentSquare application, or as a daily digest, depending on the family’s selected settings.
Families may use ParentSquare to contact members of their student’s educational and treatment team. Messages should be sent to the staff member most directly involved with the question or concern.
Students receive report cards four times per year. Two report-card periods include scheduled parent-teacher conferences. Conferences may be held in person, virtually, or by telephone, based on the preference of the parent or guardian.
Families may request a conference during either of the other two report-card periods and may request an additional meeting at any time. Conference dates and instructions will be communicated through ParentSquare and the Academy calendar.
Families who would like to schedule an additional meeting should contact the Academy administrative office or reach out to the student’s teacher through ParentSquare.
ACCESS Academy believes that strong partnerships between families and the school are essential to each student’s growth and success. Families bring important knowledge about their student’s strengths, needs, communication, health, behavior, and experiences, and that information helps the Academy provide effective support.
Parents and guardians are expected to:
ACCESS Academy will make reasonable efforts to schedule meetings in a manner that allows family participation. Meetings may be held in person, virtually, or by telephone when appropriate.
Field trips and off-campus outings extend classroom learning and provide students with meaningful opportunities to practice skills in community settings. Families will receive information about each outing, including the location, schedule, transportation arrangements, and any special requirements.
A signed permission form must be received by the stated deadline for a student to participate. A student without a signed permission form may not attend the outing. Because on-campus supervision is generally not available when the student’s class is participating in an off-campus activity, the parent or guardian may be required to keep the student home that day.
Participation is also subject to the safety and behavioral considerations described in the Participation in Optional Activities and Loss of Privileges section of this handbook.
Parents and guardians who volunteer for a field trip play an important role in helping the outing run safely and smoothly. Volunteers must remain with their assigned group, assist ACCESS staff as directed, and follow all school guidelines and staff instructions. Siblings may not attend field trips.
Students may not ride with another parent or guardian unless prior written authorization has been approved by the Academy administration.
Students must use the passenger-restraint system required by Arkansas law and appropriate for their age, weight, size, and the vehicle being used. Families may be required to provide an appropriate booster seat when needed.
We want to hear from you, and we are committed to handling concerns fairly, respectfully, and promptly. Our grievance process provides families with a clear way to raise concerns and request further review when an issue has not been resolved.
Step 1: Informal Resolution
Whenever possible, concerns should first be addressed directly with the teacher, therapist, or other staff member involved. Many concerns can be resolved quickly through open and respectful communication.
A parent or guardian is not required to address a concern directly with the person involved when doing so would be inappropriate or uncomfortable, or when the concern involves alleged abuse, neglect, discrimination, harassment, retaliation, a serious safety issue, or other significant misconduct. In those circumstances, the concern may be reported directly to Academy administration or the ACCESS Student/Client Grievance Officer.
Step 2: Administrative or Supervisor Review
If the concern is not resolved through direct communication, it should be submitted to the administrator or supervisor responsible for that area:
Step 3: Further Administrative Review
If the concern remains unresolved after the initial administrative or supervisory review:
Step 4: Formal Grievance
If the concern remains unresolved after the applicable review process, a formal grievance may be submitted to the ACCESS Student/Client Grievance Officer:
Melissa Thomas, Chief Operating Officer
Phone: 501-217-8600
Email: Melissa.Thomas@AccessGroupInc.org
Written grievances may be submitted in person, by email, or by mail. The grievance should describe the concern, identify the individuals or services involved, and explain the resolution being requested when possible. If assistance is needed, ACCESS staff will help the parent or guardian prepare a written grievance statement.
ACCESS is committed to ensuring that all grievances are reviewed fairly and impartially.
If the Student/Client Grievance Officer is directly involved in the concern, has already reviewed the matter during an earlier stage of the process, or cannot otherwise serve as an impartial reviewer, she will recuse herself from the formal grievance review. The grievance will be assigned to an alternate administrator designated by ACCESS leadership.
The designated alternate reviewer will have full authority to evaluate the grievance, gather relevant information, and issue a determination.
ACCESS Academy is a community built on respect, honesty, kindness, and care for one another. Students and families are expected to uphold these values while on campus, communicating with members of the ACCESS community, and participating in school-sponsored activities, trips, and events.
Members of the ACCESS community demonstrate these values through:
By demonstrating respect, kindness, honesty, and consideration, students and families help maintain a safe, caring, and productive ACCESS Academy community.
Students must wear shoes that allow safe participation in school, therapy, physical fitness, and other campus activities. Flip-flops, Crocs, and other bulky, loose-fitting, or unsecured footwear that may interfere with walking, running, or participation are not permitted. Closed-toe shoes that fit securely and remain on the foot during movement are required. Athletic shoes are strongly recommended and may be required for physical fitness activities.
Clothing must be appropriate for a school setting and provide adequate coverage while the student is standing, sitting, bending, moving, and participating in school activities. Undergarments should not be visible. Shorts, skirts, and dresses must provide complete coverage and remain visible below the shirt line. Shirts and tops must cover the chest and midsection. Tank tops and dresses with thin straps must be covered by another garment.
Clothing may not be sheer or display obscene, threatening, discriminatory, sexually explicit, or otherwise inappropriate words, images, or messages.
Hats and other head coverings may not be worn inside the school buildings unless required for religious observance, medical need, or another approved accommodation. Face masks worn for health reasons are permitted. Face coverings that conceal most of the face, including balaclavas, are not permitted unless approved in advance for a documented need.
Pajamas and costumes may be worn only on days designated by the classroom teacher or Academy administration.
We know staying connected is important to families, and we appreciate your partnership in helping us maintain a focused learning environment for all students. Families who need to contact a student during the school day should call the Academy administrative office at 501-217-8600.
Students may not use personal electronic devices during the school day. Personal electronic devices include cell phones, smartwatches, AirPods, earbuds, and similar devices that allow communication, recording, internet access, or media use.
Any student who brings a personal electronic device to school must turn it off and secure it in the student’s assigned Yondr pouch upon arrival. The pouch must remain locked throughout the school day, including during classes, therapy sessions, transitions, lunch, recess, and other school activities. Students will regain access to their devices at dismissal.
Devices required for an approved medical communication, accessibility, or educational purpose may be exempt from the Yondr requirement. Any exception must be arranged in advance with Academy administration.
Personal gaming devices, tablets, laptops, over-ear headphones, and other devices that cannot be secured in a Yondr pouch may not be brought to campus without prior written approval from the Academy Director or Assistant Director. An unauthorized device will be held in the administrative office and must be retrieved by a parent or guardian.
Students who do not follow the electronic-device policy will be subject to the following consequences:
Tampering with or intentionally damaging a Yondr pouch may result in disciplinary action. The student’s family will also be responsible for the cost of replacing a pouch that is lost or intentionally damaged. Families will not be charged for ordinary wear and tear.
Students may bring backpacks, lunchboxes, and other personal items to school as needed. To help maintain a safe and healthy environment, ACCESS reserves the right to inspect a student's backpack, lunchbox, or other belongings brought onto campus when necessary to ensure compliance with school policies and safety guidelines.
Inspections will be conducted respectfully and in a manner appropriate to the student’s age and needs. Our goal is always to protect the health, safety, and well-being of students and staff. Items that are not permitted at school may be removed from the student’s possession and handled in accordance with Academy policy. When appropriate, items will be returned to the parent or guardian.
Families should avoid sending unnecessary valuables, toys, or other personal items to school. ACCESS is not responsible for personal belongings that are lost, stolen, or damaged.
Transition objects, comfort items, and fidgets must be approved in advance by ACCESS Academy administration before being used during the school day. Their use may be limited or discontinued if they interfere with instruction, therapy, safety, or the participation of the student or others.
Families should monitor local news broadcasts for information about closures, delayed openings, or early dismissals. In broadcast listings, please look for ACCESS. Updates will also be shared through ParentSquare, the ACCESS website, and the ACCESS social media accounts, @AccessGroupInc on Facebook and Instagram.
When the Academy campus is closed, all programs and services provided at that campus, including school, therapy, evaluations, Aftercare, clubs, and other scheduled activities, are canceled unless families are specifically notified otherwise.
The safety of our students and staff is a top priority at ACCESS.
ACCESS Academy conducts monthly fire and tornado drills to ensure that students and staff are familiar with emergency procedures. Emergency plans are posted throughout the campus, and documentation of all drills is maintained by administration in accordance with applicable requirements.
In the event of a community emergency, such as a hazardous-materials incident, fire, or other situation requiring evacuation, students and staff will relocate together to a pre-designated safe location unless otherwise directed by emergency personnel.
The relocation site for ACCESS Academy is ACCESS Early Childhood, 10618 Breckenridge Drive, Little Rock, AR 72211.
Families will be notified as quickly as possible through ParentSquare and other established communication systems. Once students and staff have arrived safely at the relocation site, additional information and reunification instructions will be provided.
To help protect the health of all students and staff, students should remain home if they have:
Students may return when they have:
Families should notify the School Nurse or Academy administration when a medication or medical treatment is expected to affect the student’s ability to participate safely, comfortably, or independently in the school day. A student may be required to remain home when the effects of a medication or treatment result in symptoms that meet the illness-exclusion criteria or require a level of care that ACCESS Academy cannot reasonably provide.
If a student becomes ill during the school day, the student will be supervised in a comfortable area away from other students when appropriate. A parent, guardian, or authorized emergency contact will be contacted for immediate pickup.
The student must be picked up as soon as reasonably possible, but no later than 30 minutes after notification. Families are responsible for maintaining at least one authorized emergency contact who can pick up the student within this timeframe if the parent or guardian is unavailable. If the student’s condition becomes a medical emergency, ACCESS will follow the emergency medical procedures outlined in this handbook.
If a student is injured during the school day or an ACCESS-sponsored activity, the School Nurse or another appropriately trained staff member will assess the student and provide appropriate first aid within the scope of the staff member’s training.
The student’s parent or guardian will be notified promptly of injuries that require more than routine first aid; involve the head or face; result in significant pain, swelling, bleeding, or loss of function; or may require medical evaluation. For minor injuries, notification may be provided at pickup unless earlier contact is warranted.
If an injury appears serious or requires emergency medical attention, ACCESS Academy will follow the Emergency Medical Procedures outlined below. A parent, guardian, or authorized emergency contact may also be required to pick up the student if the student cannot safely continue participating in the school day.
ACCESS Academy may require written medical clearance before a student returns following an injury, regardless of whether the injury occurred at ACCESS or elsewhere. The documentation must confirm that the student may safely return and clearly identify any classroom, therapy, physical activity, mobility, transportation, or other participation restrictions.
An incident or injury report will be completed on the day of the incident or injury, regardless of severity or whether medical treatment is required. Reports are maintained in the student’s record and shared with the parent or guardian for review and signature.
A report documents what occurred and the actions taken by ACCESS. Signing the report acknowledges receipt and does not necessarily indicate agreement with its contents.
In the event of a serious medical emergency, ACCESS Academy will call 911 immediately. Parents and guardians will be contacted as soon as emergency services have been notified. The student’s medical release form and medication log, if applicable, will be provided to emergency medical personnel.
ACCESS is committed to the safe receipt, storage, administration, and documentation of all medications. Medications must never be sent in a student’s backpack, lunchbox, or other personal belongings or given directly to the student to deliver to staff.
Written authorization from a parent, guardian, or legal representative is required before ACCESS may administer any prescription or over-the-counter medication. All required medication forms must be completed before the first dose is administered.
Medications must be delivered in person by a parent, guardian, or legal representative to the School Nurse. In the rare event that the School Nurse is unavailable, medication may be accepted only by the Academy Director, Assistant Director, or Director of Academy Enrollment and Student Engagement in accordance with ACCESS medication-receipt procedures. Medications may not be left at the front desk or given to any other employee. If the School Nurse or one of the authorized administrators is not available, the parent or guardian must retain the medication and arrange another delivery time.
Except for emergency or rescue medications that are not suitable for blister packaging, prescription medications administered at ACCESS Academy must be provided in blister packs. Blister packs may be prepared by a pharmacy or filled by a parent or guardian; however, the actual pharmacy-issued prescription label must be affixed to each pack. Handwritten labels or medication lists may not be used in place of the pharmacy label. Medications must be organized so staff can identify the correct dose for each scheduled date and administration time.
Emergency or rescue medications that are not suitable for blister packaging may be accepted in the original pharmacy-labeled container. Over-the-counter medications must be provided in the original manufacturer-labeled container unless they have been packaged and properly labeled by a pharmacy.
Students who may require emergency or rescue medication for conditions such as seizures, asthma, diabetes, or severe allergies must have current medication authorization and an Emergency Action Plan completed by the appropriate medical provider. Families are responsible for providing updated plans and medications as needed.
If there is a new prescription, dosage change, administration-time change, or other change in medication instructions, the medication may be accepted temporarily in its original pharmacy-labeled container while an updated blister pack is being prepared. ACCESS will not administer the medication until updated pharmacy instructions and any required written authorization have been received. Once the updated instructions and authorization are on file, the medication may be administered from the original pharmacy-labeled container temporarily until the revised blister pack is provided.
Controlled medications should ordinarily be delivered directly to the School Nurse. When the School Nurse is unavailable, the Academy Director, Assistant Director, or Director of Academy Enrollment and Student Engagement may accept a controlled medication. The medication will be counted with the parent, guardian, or legal representative delivering it; documented and signed for at the time of receipt, secured immediately in the designated medication-storage area; and transferred to the School Nurse as soon as possible.
All medications are stored in locked, secure areas accessible only to authorized staff. Controlled medications are subject to additional counting, storage, documentation, and accountability procedures.
ACCESS’s standard practice is for medications to be administered by a licensed nurse. In the rare event that a licensed nurse is unavailable, medication may be administered only by an employee who has been specifically authorized and trained under ACCESS medication-administration procedures. Any administration must follow the student’s current written medication authorization, pharmacy instructions, and Emergency Action Plan, when applicable. The absence of the School Nurse alone does not authorize another employee to administer medications.
Each medication administration will be documented. Parents and guardians will be notified promptly of any medication error, missed dose, adverse reaction, or other significant medication-related concern. Expired, discontinued, or unused medications must be picked up by the parent, guardian, or legal representative when requested by ACCESS. Medications that are not collected may be disposed of in accordance with ACCESS procedures.
Students must have current immunization records on file prior to enrollment, in accordance with Arkansas requirements. Updated records must be provided to the School Nurse as immunizations are received.
ACCESS Academy will accept medical, religious, or philosophical immunization exemptions only when the family provides a current exemption approval issued by the Arkansas Department of Health for the applicable school year. Families are responsible for completing the required exemption process annually and providing ACCESS Academy with a copy of the current approval. A statement from a private physician alone will not be accepted as proof of a medical exemption without approval from the Arkansas Department of Health.
Delayed vaccination schedules may be considered on a case-by-case basis when permitted under state requirements, provided appropriate documentation is supplied, and the student remains on track to meet applicable immunization requirements.
In the event of an outbreak of a vaccine-preventable illness, ACCESS Academy will follow all applicable public health requirements and guidance. Students who are not fully immunized may be temporarily excluded from attendance as directed by the Arkansas Department of Health and may not return until the exclusion period established by the applicable public health authority has ended.
ACCESS Academy is committed to maintaining a safe, supportive school environment that promotes learning, positive relationships, and social-emotional development. Staff use positive, developmentally appropriate behavior supports, clear expectations, de-escalation strategies, environmental adjustments, and individualized interventions across classrooms and programs.
Behavior is considered in the context of each student’s developmental level, communication abilities, disability-related needs, documented supports, and the circumstances surrounding the behavior. Responses may include reteaching expectations, restorative conversations, changes to the environment or routine, increased supervision, consultation with members of the student’s educational or therapy team, development or revision of an individualized behavior support plan, or disciplinary action when appropriate.
When behavior substantially interferes with a student’s ability to participate in instruction, disrupts the learning environment, or creates a safety concern, ACCESS Academy will respond promptly. Depending on the circumstances, administration may contact the student’s parent or guardian, convene the student’s educational and therapy team, require early pickup, implement additional supports, or begin a review of whether the student’s current schedule, classroom placement, or continued enrollment remains appropriate.
Students are expected to contribute to a safe, respectful, and productive school environment. Expectations will be applied in a manner that considers each student’s developmental level, communication abilities, disability-related needs, and individualized supports.
Students are expected to:
Conduct that may result in disciplinary action includes, but is not limited to:
Disciplinary responses may include reteaching, restorative action, parent or guardian contact, loss of privileges, detention, suspension, individualized supports, placement review, or dismissal. ACCESS Academy may respond immediately to serious conduct without first using lesser consequences.
Disciplinary and placement decisions are made individually. ACCESS Academy will consider the nature and severity of the behavior, the student’s developmental and disability-related needs, communication abilities, relevant history, supports and interventions already provided, the effect on other students and staff, and the Academy’s ability to maintain a safe and effective educational environment.
Kindergarten Foundations, Lower School, Academic Foundations, and Intermediate 1-2
Behavior concerns in Kindergarten Foundations, Lower School, Academic Foundations, and Intermediate 1-2 are typically addressed within the classroom or therapeutic setting through positive behavior supports, redirection, reteaching, and individualized strategies. Recess is an important part of the school day and will not be withheld as a disciplinary consequence.
Each classroom maintains a developmentally appropriate behavior-support system. Teachers, therapists, classroom staff, and administrators work together to help students build self-regulation, communication, social skills, and positive interactions with peers and adults.
When a student experiences a significant behavioral event, such as attempting to leave a supervised area, engaging in physical aggression, or displaying behavior that requires the student’s removal from the classroom or the temporary relocation of other students, the parent or guardian and appropriate members of the student’s team will be notified promptly.
A meeting may be scheduled to review the incident, identify contributing factors and support needs, and develop or revise an individualized support plan. Families are expected to participate in meetings and collaborate with the team when significant behavioral concerns arise.
When necessary to protect the student or others while supports are being developed or evaluated, Academy administration may require early pickup, impose a brief suspension, or temporarily modify the student’s schedule. Any modified schedule will include a documented plan, review dates, and criteria for increasing the student’s attendance as the student demonstrates an ability to participate safely and successfully.
If significant aggressive, unsafe, or disruptive behavior continues despite reasonable individualized supports and interventions, ACCESS Academy may conduct a formal placement review. The review may result in additional supports, a change in schedule or classroom placement, a transition plan, or dismissal when ACCESS Academy determines that it can no longer safely or appropriately meet the student’s needs within its program model.
Intermediate 3-4 and Upper School
Students in Intermediate 3-4 and Upper School are expected to follow school rules, treat others respectfully, participate appropriately in classroom and campus activities, and respond to reasonable directions from ACCESS staff. Discipline is intended to help students understand expectations, repair harm when possible, and return successfully to learning.
When determining an appropriate response, ACCESS Academy will consider the nature and seriousness of the behavior, the student’s developmental and disability-related needs, communication abilities, relevant history, previous interventions, and the effect of the behavior on the safety and learning of others.
Possible responses may include:
Placement review or dismissal when concerns cannot be resolved safely and appropriately
Students may be assigned detention for disruptive, disrespectful, unsafe, or otherwise inappropriate behavior toward staff or other students. Detention takes place on campus, away from peers, and is supervised by ACCESS staff. Depending on the circumstances, detention may occur during lunch, break time, or another noninstructional period.
Parents and guardians will be notified when detention is assigned. Three detentions occurring within the same 90-day period will result in a one-day suspension.
More serious conduct may result in suspension or another disciplinary response without first progressing through three detentions.
Suspension may be assigned when behavior is serious, repeated, creates a safety concern, substantially disrupts the learning environment, or does not improve following lesser interventions. ACCESS Academy does not offer in-school suspension. During a suspension, the student must remain at home under the supervision of a parent or guardian.
When appropriate and reasonably available, teachers may provide assignments for the student to complete during the suspension.
Before returning following a suspension, the student and a parent or guardian must participate in a re-entry meeting with a teacher or administrator. A written re-entry agreement will be developed to document expectations, supports, and any conditions necessary for the student’s safe and successful return.
Repeated or continued behavior concerns may result in progressively longer suspensions. However, consequences will be determined individually rather than applied automatically. ACCESS Academy may move directly to a more serious consequence when warranted by the nature or severity of the conduct.
ACCESS Academy values respectful, collaborative relationships with families. The overwhelming majority of parents, guardians, and visitors work constructively with staff, and we are grateful for that partnership. Concerns and disagreements are expected to be communicated through the procedures outlined in this handbook and in a manner that allows staff and families to work toward resolution.
Parents, guardians, family members, and visitors are expected to:
Conduct that may result in restricted campus access or other administrative action includes:
ACCESS Academy may require communication to occur through a designated administrator, limit a person’s access to certain areas or events, require scheduled appointments, prohibit direct contact with particular employees, or restrict or revoke campus access. Immediate restrictions may be imposed when necessary to protect students, staff, families, or campus operations.
Whenever reasonably possible, ACCESS will communicate restrictions and expectations in writing. Restrictions will be tailored to the circumstances and may be reviewed or modified by Academy administration.
Good-faith complaints, requests for information, disagreement with an ACCESS decision, or use of the grievance process will not result in action merely because the communication is critical or unfavorable. However, the manner in which concerns are communicated must remain safe and respectful.
Serious or repeated parent or guardian conduct that substantially interferes with ACCESS Academy’s ability to provide a safe and effective program or maintain a workable relationship with the family may result in review of the student’s continued enrollment. Any decision affecting enrollment will be made by Academy administration and communicated in writing.
Participation in extracurricular activities, social events, athletic events, class celebrations, reward activities, and other optional experiences is a privilege. ACCESS Academy may temporarily limit or withdraw a student’s participation in an optional activity as a consequence of behavior when the consequence is reasonably related to the conduct and appropriate for the student.
Examples may include loss of participation in a school dance, athletic event, special celebration, recreational outing, or other optional activity. Families will be notified when a student loses the privilege of participating in an activity.
Participation in field trips, community outings, and other off-campus activities may also depend on the student’s ability to participate safely within the staffing, supervision, transportation, and environmental supports available. When making this determination, ACCESS Academy may consider:
ACCESS Academy may require additional conditions for participation, such as a parent or guardian attending, modified participation, alternate transportation, or other individualized safety supports. When the Academy determines that a student cannot participate safely with the supports reasonably available, the student may be excluded from the activity.
Decisions will be made individually and will not be based solely on a student’s diagnosis or disability. Families will be notified as early as reasonably possible when participation is limited or denied and will be informed whether the decision is a disciplinary consequence, a safety-based participation decision, or both.
Loss of an optional activity will not be used to deny required instruction, therapy, or other services. When an activity occurs during the regular school day and is part of the educational program, ACCESS Academy will provide an appropriate alternative whenever reasonably possible. If the student cannot safely remain on campus within available staffing and supervision, the parent or guardian may be required to make other arrangements for that period.
Behaviors such as attempting to leave a supervised area, physical aggression, threats, serious verbal aggression, or an escalation requiring removal from the classroom or the temporary relocation of other students will be addressed immediately. The parent or guardian and appropriate members of the student’s team will be notified, and early pickup may be required.
A meeting will be scheduled to review the incident, identify contributing factors, determine whether additional supports are appropriate, and evaluate whether the student can continue participating safely in the current schedule and placement.
If serious, disruptive, aggressive, or unsafe behavior continues despite reasonable supports and interventions, ACCESS Academy may conduct a formal placement review. The review may result in additional supports, a modified schedule, suspension, a change in placement, a transition plan, or dismissal from the program.
ACCESS Academy is committed to maintaining a school environment in which students and staff feel safe, respected, and comfortable. Students are expected to respect personal boundaries and follow staff direction regarding appropriate physical contact and social interactions.
Public displays of affection that are not appropriate for a school environment are prohibited. This includes kissing, prolonged or intimate embracing, sitting on another person’s lap, intimate touching, simulated sexual activity, or other sexualized conduct.
Brief, appropriate expressions of friendship or affection may be permitted when they are mutual, respectful, and consistent with school expectations.
Sexual harassment and other unwanted sexual conduct are prohibited. This may include:
Retaliation against anyone who reports a concern or participates in a review is prohibited.
ACCESS Academy is committed to maintaining a school environment in which students, staff, and families are treated with dignity and respect. Bullying, harassment, intimidation, and retaliation are prohibited on campus, during transportation, at school-sponsored activities, and through digital communication when the conduct has a direct and substantial connection to ACCESS Academy or affects the safety or participation of a member of the ACCESS community.
Prohibited conduct may include:
A single serious incident may be addressed under this policy even when the conduct has not been repeated.
Students and families should report concerns promptly to a teacher, therapist, or Academy administrator. Reports may be made verbally or in writing. ACCESS Academy will review concerns promptly and may speak with the students involved, staff members, witnesses, and parents or guardians; review relevant records or communications; and take reasonable steps to protect those involved while the matter is reviewed.
ACCESS Academy will consider the nature and seriousness of the conduct, its effect on others, the student’s developmental level, communication abilities, disability-related needs, relevant history, and previous teaching or intervention. Responses may include education and reteaching, supportive services, increased supervision, separation of students, parent or guardian contact, loss of privileges, detention, suspension, placement review, dismissal, or another appropriate action.
Good-faith reports will not result in disciplinary action merely because the concern is not substantiated. Knowingly making a false report or deliberately providing false information may result in disciplinary action.
Students are expected to use digital communication responsibly and in a manner consistent with ACCESS Academy’s community standards. ACCESS does not routinely monitor students’ private accounts or off-campus communications; however, the Academy may respond to digital conduct occurring on or off campus when it has a direct and substantial connection to ACCESS Academy, a school-sponsored activity, or a member of the ACCESS community.
Digital conduct may result in school intervention or disciplinary action when it:
Students and families should preserve relevant messages, screenshots, photographs, videos, or other information when reporting a digital concern. ACCESS Academy may speak with the students involved, parents or guardians, staff members, and other witnesses and may review information voluntarily provided during the investigation. Students and families are expected to cooperate honestly and promptly.
Responses will be based on the nature and seriousness of the conduct, the student’s developmental and disability-related needs, the effect on others, previous concerns or interventions, and the connection between the conduct and the Academy. Responses may include supportive intervention, parent or guardian contact, restrictions on the use of ACCESS technology, loss of privileges, detention, suspension, placement review, dismissal, or contact with law enforcement or another appropriate authority when warranted.
Good-faith reports of concerns, complaints about ACCESS, and respectful expressions of disagreement will not result in disciplinary action merely because they are critical or unfavorable. Retaliation against a person who reports a concern or participates in an investigation is prohibited.
Students are expected to use ACCESS-provided technology, internet access, networks, applications, and accounts safely, responsibly, and for authorized educational purposes. Students and parents or guardians must review and sign the ACCESS Technology and Acceptable Use Policy as required by the Academy.
Students may not:
Artificial intelligence and other digital tools may be used only when permitted by the teacher or staff member supervising the activity. Students remain responsible for submitting their own work and following any instructions regarding disclosure or attribution.
Students should not expect personal privacy when using ACCESS-owned devices, accounts, networks, or systems. ACCESS may review, monitor, restrict, or remove access to technology when reasonably necessary for safety, security, investigation, maintenance, or enforcement of Academy policies.
Families may be responsible for the cost of repairing or replacing ACCESS property that is lost or intentionally or recklessly damaged. Families will not be charged for ordinary wear resulting from appropriate use.
Violations may result in restricted or revoked technology access, parent or guardian contact, loss of privileges, detention, suspension, restitution for damage, placement review, or other appropriate action. Serious concerns may be reported to law enforcement or another appropriate authority.
Nothing in this section prohibits the authorized use of an approved communication, accessibility, medical, or assistive-technology device.
Certain conduct may require immediate removal from the classroom or campus because of the seriousness of the behavior or the risk presented to the student or others. This may include, but is not limited to:
When serious misconduct occurs or is reasonably suspected, ACCESS Academy may require immediate pickup, suspend the student while the matter is reviewed, restrict the student’s participation in school activities, or take other steps necessary to protect the campus community. Law enforcement, emergency services, or other appropriate authorities may be contacted when warranted.
ACCESS Academy will review the available information before determining the final response. The review may include speaking with the student, staff members, witnesses, and the student’s parent or guardian; reviewing relevant records or communications; and considering the student’s developmental level, disability-related needs, communication abilities, intent when reasonably determinable, prior history, and the seriousness and effect of the conduct.
Serious misconduct may result in suspension, placement review, a transition plan, or dismissal from ACCESS Academy without first progressing through detention or the usual sequence of disciplinary consequences. Families will be notified of the decision, and any dismissal will be communicated in writing.
ACCESS Academy may initiate a placement review when concerns arise regarding a student’s safety, behavior, attendance, health, support needs, participation, or ability to benefit from the current program. A placement review may also occur when the Academy has concerns about its ability to continue meeting the student’s needs safely and appropriately within the staffing, services, and supports available through its program model.
This review may include:
The parent or guardian will be notified of the review and given an opportunity to participate. When an immediate safety concern exists, ACCESS Academy may require early pickup, suspension, or a temporary modified schedule while the review is completed.
Possible outcomes may include continued enrollment with additional supports, revision of an individualized plan, a temporary modified schedule, a classroom or program change, a transition plan, discharge, or dismissal.
Dismissal is an Academy-initiated conclusion of enrollment based on conduct, safety, noncompliance, or another serious concern. Reasons for dismissal may include:
Dismissal decisions will be made individually and will consider the nature and seriousness of the concern, the student’s developmental and disability-related needs, communication abilities, relevant history, supports and modifications attempted, and the Academy’s ability to maintain a safe and effective educational environment.
Serious misconduct or an immediate safety threat may result in dismissal without first progressing through detention or the usual sequence of disciplinary consequences.
The parent or guardian will receive written notice of an Academy-initiated dismissal, including the effective date. When appropriate and reasonably possible, ACCESS Academy will assist the family with transition planning and the transfer of records.
No additional tuition charges will accrue after the effective date of an Academy-initiated dismissal. Any existing balance, credit, or refund will be handled in accordance with the enrollment agreement.
Discharge is a non-disciplinary conclusion of enrollment. A student may be discharged or withdrawn because of:
Whenever reasonably possible, discharge will be planned collaboratively with the student, family, Academy staff, and other involved providers or programs. ACCESS Academy will support the transfer of relevant records and information after receiving any required authorization.
Transition planning is an important part of the ACCESS Academy experience. As students approach the completion of their individualized program or prepare to transition to another setting, the Academy team will work with the student and family to review current progress, assessments, support needs, and recommendations for next steps. Transition planning may address continued education, vocational training, employment, adult services, community participation, independent living, or another appropriate program.
ACCESS Academy may determine that a student is ready to complete the Academy program as early as age 18. Continued enrollment after age 18 is not automatic and must be supported by the recommendation of the student’s Academy team. The recommendation will consider the student’s progress, remaining educational and transition needs, ability to benefit from continued enrollment, and whether ACCESS Academy remains an appropriate program.
Families will be asked to indicate their plans for the following school year through the Academy’s annual Letter of Intent process. Families should notify Academy administration as early as possible when they are considering a transition so that adequate time is available for planning.
When a transition is planned, ACCESS Academy may coordinate with the receiving school, program, provider, workplace, or adult-service agency, with appropriate family authorization. Transition activities may include meetings, record sharing, recommendations, visits, or other steps intended to support a successful handoff.
Students who complete their individualized program at ACCESS Academy receive a certificate of completion from the Academy.
Students may choose to pursue the GED pathway as part of their educational and transition planning. ACCESS Academy supports students in developing the academic skills and readiness needed to pursue this option. Students who successfully complete the GED testing requirements receive an Arkansas High School Diploma through the State of Arkansas.
Throughout the school year, special moments happen every day—in classrooms, on campus, and during school events. During enrollment, families complete a Photo and Video Release form indicating whether ACCESS may photograph or record their student during school- and therapy-related activities on or off campus.
These photos may be used for:
If at any time you wish to update or change your student’s Photo/Video Release status, you may do so by contacting the front desk. We also ask that you notify your student’s teacher so we can ensure the change is communicated appropriately.
We are committed to using all photos and videos responsibly and respectfully.
To protect student privacy, parents, guardians, visitors, and other guests may not photograph or record classroom activities, performances, or campus events when other students may be captured unless ACCESS has specifically designated the event or area as open to personal photography or recording.
When personal photography or recording is permitted, families should focus only on their own student and make every reasonable effort not to capture other students. Images, video, or audio identifying another student may not be posted, shared, or distributed without permission from that student’s parent or guardian.
ACCESS may limit or prohibit photography and recording at any time when necessary to protect student privacy, confidentiality, or safety.
To protect the privacy and confidentiality of students, families, and staff, and to support open, accurate, and productive communication, audio or video recording of meetings, conferences, therapy sessions, telephone calls, or other interactions with ACCESS staff is prohibited unless approved in advance.
This prohibition applies to both disclosed and undisclosed recording. A parent, guardian, or other participant who wishes to record an interaction must submit the request in advance to the applicable Program Director. Recording requires:
ACCESS may deny or place conditions on a recording request when necessary to protect confidentiality, privacy, clinical integrity, or the rights of students, families, or staff. When a recording is approved, ACCESS may require that the recording be made or retained by ACCESS and may limit its use, sharing, or distribution.
This policy does not prevent a family from requesting a reasonable accommodation or other assistance needed to participate meaningfully in a meeting. Such requests should be submitted in advance whenever possible.
If an unauthorized recording is discovered, ACCESS may immediately stop or end the meeting, require the individual to leave the meeting or campus, and take further action consistent with ACCESS policy, up to and including discharge or dismissal from the program when appropriate. ACCESS may also request that the unauthorized recording be deleted and may pursue any other remedies available under law or policy.
Families may request a written summary of the meeting and may submit corrections, clarifications, or additional information for inclusion in the student’s record.
We take the privacy of our students and families very seriously. ACCESS maintains educational, classroom, health, therapy, nursing, and other program records in accordance with applicable federal and state privacy and confidentiality requirements, including the Family Educational Rights and Privacy Act (FERPA), when applicable.
Health and treatment information maintained by ACCESS in connection with therapy, nursing, EIDT, or other healthcare services is protected in accordance with the Health Insurance Portability and Accountability Act (HIPAA), when applicable. Educational and other student records are maintained confidentially in accordance with applicable laws, accreditation requirements, and ACCESS policies.
ACCESS maintains records related to educational and classroom services, therapy services, and related programming. All records are:
Information from a student record will not be released without proper authorization, except as permitted or required by law.
When applicable to EIDT, therapy, nursing, or other healthcare services, ACCESS may disclose health and treatment information without separate written authorization when permitted by law and necessary for:
This may include disclosure to:
When necessary to justify treatment eligibility, prior authorization, or payment, ACCESS may also submit or disclose relevant evaluations or documentation received from other organizations, in accordance with applicable privacy laws.
ACCESS will disclose only the minimum information necessary to fulfill the permitted purpose.
Parents, guardians, eligible students, or other legally authorized representatives have the right to request and receive copies of the student’s educational, classroom, health, or treatment records in accordance with applicable requirements.
Requests for records must be made in writing. ACCESS will respond within the time frame required by law. A reasonable fee may be charged for copies, as permitted by law.
Information may be withheld only in circumstances permitted by federal or state law.
When written authorization is required to release records to individuals or entities outside ACCESS for purposes not otherwise permitted by law, the authorization must include:
All third-party release requests must be made in writing.
Every student and family at ACCESS Academy deserves to be treated with dignity, fairness, and respect. ACCESS maintains a comprehensive Student/Client Rights policy that applies across ACCESS programs. The rights listed below are applied as appropriate to the student’s age, legal status, program of enrollment, clinical needs, funding source, and applicable laws and regulations.
Depending on the student’s age and legal status, these rights may be exercised by the student, a parent or guardian, or another legally authorized representative. Some rights may be subject to program eligibility requirements, health and safety considerations, professional standards, payer requirements, and the needs of the educational or treatment environment. Students and families retain the right to make informed choices and decline services; however, declining a service or program requirement may affect eligibility for or continued participation in a particular ACCESS program.
Students, families, and legally authorized representatives may request a copy of the complete organizational Student/Client Rights policy at any time.
ACCESS is committed to protecting and honoring the following rights:
The safety and well-being of every student is our highest priority.
ACCESS employees are required to report suspected abuse, neglect, exploitation, or other maltreatment in accordance with Arkansas law and ACCESS policy.
Concerns involving a student under age 18 must be reported immediately to the Arkansas Child Abuse Hotline at 1-800-482-5964. Mandated reporters may also submit qualifying reports through the State of Arkansas’s secure mandated-reporter portal. Concerns involving an adult student must be reported to Arkansas Adult Protective Services at 1-800-482-8049 when required by applicable law.
Following a report, ACCESS will complete any additional documentation required by law, licensing requirements, or ACCESS procedures. Documentation of maltreatment reports will be maintained in a confidential administrative file separate from the student’s educational and treatment records, except as otherwise required by law.
In accordance with applicable law and regulatory requirements, a student may be interviewed by the Division of Children and Family Services, the Division of Provider Services and Quality Assurance, Child Care Licensing, special investigators, law enforcement, or another authorized agency for investigative or regulatory purposes. Prior notice to or consent from a parent, guardian, or legally authorized representative may not be required when the interview is authorized by law.
At enrollment, parents and guardians acknowledge receipt of the Mandated Reporting License Notification as required by the Arkansas Department of Human Services. An adult student who is legally authorized to act on the student’s own behalf will also acknowledge receipt when applicable.
ACCESS warmly welcomes parent involvement in supporting our mission. Families often ask how they can help raise funds, secure in-kind donations, or increase awareness of our programs—and we are grateful for that enthusiasm.
Because ACCESS is a nonprofit organization with multiple campuses, events, and donor relationships, all fundraising efforts must be coordinated through ACCESS leadership to ensure consistency, compliance, and stewardship of donor relationships.
All fundraising activities and solicitation of gifts must be approved in advance by the Executive Director or Director of Development.
Before approaching a business or organization about a donation, contact a member of the ACCESS Development Team for approval and coordination.
Once approved, a donation form must be completed for any monetary or in-kind gift received. One copy will be provided to the donor, and one will be retained for ACCESS records. Staff are happy to assist with this process.
Parents are welcome to write personal thank-you notes to donors they have contacted. ACCESS staff will also send an official acknowledgment letter containing the required tax information.
ACCESS reserves the right to decline donations based on space, appropriateness, or organizational need.
As a 501(c)(3) nonprofit organization, ACCESS must follow strict financial and tax regulations. To protect both families and the organization:
Families can also support ACCESS through everyday purchases:
Parents may not represent themselves as speaking on behalf of ACCESS or use the ACCESS name, logo, branding, photographs, or confidential information in media communications without prior approval from the Director of Marketing and Communications.