Information on Flex Academy

A collection of frequently asked questions and helpful information related to the Flex Academy program.

Assessment

Assessment

Completing the Student Self-Assessment

The ability to self-reflect is a life skill and student self-assessment is a central element of BC's curriculum. The K-9 self-assessment tool can be accessed in each student's homepage in Encom.

To complete the survey, simply follow these steps:

1. Go to the student's Encom home page.

2.  Click the Self-Assessment Survey button.

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3. Read through this page in Encom:

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4. Choose a number from the four point scale for each row.

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5. Add a goal or two, and done!

Thank you for participating in student self-assessment.

Assessment

Core Competencies

The core competencies are a set of intellectual, personal, and social and emotional proficiencies that students will develop through the course of their schooling. These core competencies encompass a set of skills and abilities that are embedded in each discipline and area of learning. Students will learn skills at Flex Academy in self-assessing their core competencies.

See this page for more information

Assessment

Foundation Skills Assessment - FSA

The Foundation Skills Assessment is an annual, province-wide assessment of British Columbia students’ academic skills, and provides a snapshot of how well BC students are learning foundation skills in Literacy and Numeracy. These are assessments for students in Grades 4 and 7. 

The FSA is not optional unless students meet a very narrow set of requirements for exemption.

HCOS will be administering the assessments and families receive a package in order to carry them out at home. Here is some information to help you and your child prepare for the tests.

There are two categories of assessment; the assessments in total take about four hours. Here are the categories:

The FSA will take your child about 4 hours to complete over a few days during a four week writing period. The assessments include online and written questions and a reflection activity.

The written parts of the assessment will be marked by teachers from HCOS and the results sent to your support teacher.

The results will be based on the following proficiencies:

FSA Questions and Answers

What does FSA stand for? FSA stands for Foundation Skills Assessment and this test is given to all students in BC enrolled in grades 4 and 7.
What subjects are tested? The student is tested in Literacy and Numeracy.

What is an invigilator?

 

 An invigilator is a person responsible for supervising a test. The invigilator for the FSAs is either a teacher (in our case, with HCOS) or any person the administration deems as unbiased. This can be the parent of the child. 

What time is involved for each test?

About 2 hours for each of the two sections.

 

Assessment

Interim Grade Reports

In addition to three formal reporting periods, Flex Academy has developed an Interim Grade Report (IGR) to ensure families are aware of any challenges or concerns regarding their child’s progress between reporting periods. 

About the IGR:

How it will look:

The IGR will include the teacher’s name, the current interim grade, the current course completion percentage (if applicable), and two comment fields. The teacher will identify their cause for concern, and provide information on ways to support learning in the comments.

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Parents will receive an email with a PDF of the IGR when a teacher creates it, and can view it in Encom via the Interim Grade Report Button

Assessment

Understanding Your Report Card

Flex Academy has three reporting periods for all grades, Kindergarten through Grade 12. In addition to the regular reporting terms, teachers have the option of submitting an Interim Grade Report, which will be completed if a student’s level of performance is below expectations or the teacher has cause for concern.

We have designed the report card to give a clear picture of a student’s progress and learning. A list of the student's courses will appear connected with the teacher’s assessment based on the learning standards.

Grades will be reported using the following scales:

K-12 Marking Legend 

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Report Card Comments:

K-9

We want to ensure parents receive easy-to-read and informative comments regarding student progress. To accomplish this, we have created a system to ensure consistent, high quality comments from teachers that give parents and guardians the bigger picture, help identify areas of struggle and provide insight into your student’s success at school. The comments will focus on the following five areas:

Student Engagement and Behaviour

This section reports on your child's level of engagement in learning and their behaviour, focusing on their developing skills in the Core Competencies. These competencies include communication, personal and social thinking, and creative and critical thinking. For more information regarding the characteristics of the competencies, visit BC Curriculum: Core Competencies.

Literacy

Numeracy

Even though the new curriculum encourages students to dig into topics and broaden their knowledge through inquiry projects, it is still important that each child has a solid literacy and numeracy foundation.


A specific comment will be written on literacy, identify the student’s skills and abilities based on reading, writing, speaking and listening across a variety of subjects. 

Another comment will cover all aspects of numeracy to help identify skills and abilities to understand and apply mathematical concepts, processes, problem solving, and decision making.

Areas of Strengths

To celebrate successes, the teacher will highlight areas for celebration, projects completed, or skills and learning accomplished that term. The teacher will not focus on every project or area of learning, but rather on one or two that stand out and demonstrate your child’s strengths.

Ways to Support Learning

To encourage student learning, teachers will also include a constructive component that provides feedback on future learning. These comments are intended to support your child with ideas, strategies and tangible ways to address areas of concern, or areas to focus on in the following term.

Students will continue to receive a grade for every subject. Online Courses and Community Connections Plus courses will still receive subject-specific comments twice a year.

Grades 10-12

Students will continue to receive subject-specific comments twice a year. 

It is our hope that the Report Card will provide parents and guardians with a more accurate and concise reflection on how their student is doing at school.

Flex Family Calendar 2024/2025

This calendar provides an overview of the upcoming dates for families. Every effort is made to not deviate from this calendar but on occasion dates are adjusted to accommodate other ministries, facilities usage requirements, etc.

Assessment Report Cards  Parent Events No School

July 2024

July 23 First Tuition Payment Processed for 24/25 School Year

September 2024

September 3 First Day Back!
September 3-6 Week of Welcome Events & Student Orientation
September 4-5  JK & Kindergarten Meet & Greets
September 6 (8:30am-11:30am) First Day of JK & Kindergarten
September 9 First Day of Flex Academy Sparks (After School Care)
September 27 Pro-D Day (No School) 
September 30 Last Day for Tuition Assistance Applications
September 30 National Truth and Reconciliation Day (No School)

October 2024

Oct 1-31 Foundational Skills Assessments (FSAs)
October 10 & 11 Pro-D Days (No School)
October 14 Thanksgiving Day (No School)

November 2024

November 4 Pro-D Day (No School)
November 11 Remembrance Day (No School)
November 15 Term 1 Ends
November 21-22
 Pro-D Days (No School)
November 27 Report Cards Sent Home
November 28-29 Parent Teacher Interviews 

December 2024

December 11 Foundations Christmas Concert
December 22 Last Day of School
December 20 (4:00pm) - December 30 (8:00am) Brightspace Shutdown
December 30 Brightspace Opens
December 21 - January 5 Christmas Break (Offices Closed)

January 2025

January 6 First Day Back
January 13 - January 31 Re-Enrolment Window
January 14 Enrolment Information Session
January 15 - February 12 Read for Change
January 23 & 24 Ready, Set, Learn Events for JrK & K Families
January 13-24  Grade 10 & 12 LTE Assessments (TBC)

February 2025

February 7 Pro-D Day (No School)
February 19 Family Day (No School)
February 21 Term 2 Ends

March 2025

March 5

Term 2 Report Cards 
March 3 - March 7

HCOS Grad Program Orientation Week
March 11-14 & 15

Heritage Theatre Show Week
March 15 (4:00pm) - March 22 (4:00pm)

Moodle Shutdown

March 17 - March 28

Spring Break

April 2025

April 7 & 8
 Pro-D Days (No school)
April 7-11 Numeracy and Literacy Assessments
April 18  Good Friday (No School)
April 21 Easter Monday (No School)
April 28 Pro-D Day (No School)
April 28 HCOS Connect 

May 2025

May 19 Victoria Day (No School)

June 2025

June 4 Flex Athletics Banquet
June 11 Term 3 Ends
June 12 JK & Kindergarten Graduation 
June 13 Last Day of School (Half Day)
June 13 Final submission deadline for online synchronous course work
June 16 Flex Graduation Breakfast
June 17 Report Cards Posted
June 17 Grade 1-5 Celebration
June 18 Grade 6-11 Celebration 
June 20 HCOS & Flex Kelowna Grad Convocation & Banquet 
June 2-13 (TBC) Numeracy and Literacy Assessments - Grades 10-12




Encom

Encom

Encom Access & Icon Explanation

Encom is a database in which student records and reports are stored. This can be considered to be the ‘office’ area of the school and it is separate from the site in which the online courses are posted, which is called Moodle, and you can login to it here Moodle. (Moodle is still there for the next year for students who are finishing old courses, otherwise use Brightspace) 

In Encom, the following is visible fore each student: basic information (address, phone numbers etc.), course list, student learning plans (SLP) for Individualized subjects, resource budget information, and report cards. Any errors in information can be shared with your support teacher or directed to the main HCOS Office at info@flex.academy.

When a student is enrolled, parents/guardians are emailed a User Name and Password for Encom. Please save this information and be sure to record it exactly as it is sent so it can be found easily when needed to access Encom.

To access Encom, go to https://encom.onlineschool.ca/

If you forget your username and/or password please contact Tech Support


When you access Encom, this is approximately what you will see. Please take the time to become familiar with the various components of Encom.


The Main Icons Used by Parents/Guardians

 

Additional Resources – This icon is where information related to the curriculum budget is tracked. Please check the curriculum budget before making purchases with the Purchase Order number to ensure there are enough funds for the purchase.

The Report Card links directly to each student's report card. If there are any difficulties viewing it, please contact the Support Teacher and they can help. 

The Self-Assessment Survey is completed annually for each student and can be done in combination with the support teacher, student, and parent/guardian. Typically, Support Teachers share information related to this and guide parents through the process.

      

Select See more items for the student to access the student Contact Information to ensure it's up to date or when it needs to be changed. To see parent/guardian email and other contact information, click on the name above Guardian on the main page in Encom. The HCOS Office should be notified of any changes as well at info@flex.academy.











Encom

Logging Into Encom

Sign into Encom

You can access Encom here, or from our FLEX homepage by clicking on the Log In button near the bottom of the page in the quick access section:

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Select Encom:

You might want to pause and bookmark Encom before you move on.

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Now sign-in with the username and password that you received by email when you first registered with Flex Academy. If you have lost this information, please click on the Lost Your Password? link on Encom. You will receive an email with a link to reset your account information.

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Encom

Viewing a Student Report Card

To view your student’s report card in Encom, please begin by logging in.

Find the student whose report card you wish to view and click the Report Card button below their name.

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You will be taken to the report card page within Encom for your student.

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Here you can view a summary of your student’s marks in the given subject areas as well as directly finding the Student Learning Plan (SLP) and Learning Standards available for each course. You will find the Grades and Scales Legend on the right hand side.

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Below the report card summary you will find the Term Comments for your student. These comments are for students in Kindergarten through Grade 9. Grad Program, Grades 10 through 12, will only have course specific comments. Select the term you are looking to view: 

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Below the Term Comments you will find Internal courses and space for course specific comments.  Internal courses appear for Kindergarten through Grade 9 students who are enrolled in courses with their support teacher.  Comments for these courses are included in the Term Comments section (see above)

Course specific reporting applies to the following course types for Grades 5-12:

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Next, you will find the Student Self-Assessment Survey Questions and Answers. Currently these populate for students in Kindergarten through Grade 9 - Grades 10 through 12 will be added soon.

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Lastly, you will see a Promotion box. Once your student has completed their courses for the year, in Kindergarten through Grade 9, your support teacher will use the Promotion Sign-Off box to acknowledge your student has completed their current grade!

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Some courses are completed on a one-by-one basis, and often times students will take a different grade levelled course that is not necessarily associated with their current grade level. As such, the promotion box is not significant for Grad Program students. 

In addition, if your student is currently working on a course that was activated in the previous school year (or recently completed a course from the previous school year), updated marks and comments are added to the report card from that school year. To view those updated marks and comments, you will need to change the 'grade' you are viewing to the previous year by selecting a different grade level.

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Once you've selected the previous grade level, the report card associated with that year will appear, and you can read any updated comments and grades for courses activated in that school year. 

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Please connect with your teacher(s) regarding any questions you have about your student’s report card or how to navigate the sections described above.

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In addition to viewing the report card in your browser, you have a few additional options at the top of the page. 

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Print Report Card generates a web-based document that can be printed. 
Download PDF generates a PDF file of the report card that you can save to your computer.

You can also navigate to a few other pages directly from the report card. 

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Course Selection will take you to the course selection page within Encom. If courses have already been selected this will be locked.

Learning Standards will take you to the overview page for your student’s learning standards. From there, if you select a course, you will be able to see their progress on the curricular competencies within that course. 

Student Learning Plan - Coming soon

SLP Parent/Guardian Sign-Off - Coming soon

Flex Family Calendar 2023/2024

This calendar provides an overview of the upcoming dates for families. 

September 2023

September 5 First Day Back!
September 5 Week of Welcome Afternoon Event
September 6-7 Student Mentor Meetings & Course Planning
September 6 -7  JK & Kindergarten Meet & Greets
September 8 First Day of Kindergarten (8:30-11:30)
September 8 First Day of Jr. Kindergarten (9-11)
September 29 Pro-D Day (No School) 
September 29 Last Day for Tuition Assistance Applications

October 2023

October 2 National Truth and Reconciliation Day (No School)
October 9 Thanksgiving Day (No School)
October 10
 Pro D Day (No School)

November 2023

November 6 RTM Interior - ProD Day
November 13 Remembrance Day (No School)
November 17 Term 1 Ends
November 23 - 24
 Pro-D Days (No School)
November 24 Report Cards Sent Home
November 28 Parent Teacher Interviews 3:30pm - 8:30pm 

December 2023

December 20 Christmas Concert
December 22 Last Day of School
December 22 (4:00pm) - January 2 (8:00am) Moodle & Brightspace Shutdown
December 25 - January 5 Christmas Break (HCOS Offices Closed)

January 2024

January 2 Moodle & Brightspace Opens
January 8 First Day Back
January 15 - February 14 Re-Enrolment Window
January 17 - February 14 Read for Change
January 31 Re-Enrolment Window Closes

February 2024

February 9  ProD Day (No School) 
February 19 Family Day (No School)
February 23 Term 2 Ends

March 2024

March 1

Term 2 Report Cards 
March 4-8 HCOS Grad Program Orientation Week
March 11-14 & 16

Heritage Theatre Show Week
March 15 (4:00pm) - March 22 (4:00pm)

Moodle & Brightspace Shutdown

March 18 - April 1

Spring Break

April 2024

April 8 
 Pro-D Day (No School)
April 19 Pro-D Day (No School)
April TBC Numeracy and Literacy Assessments
April 29 Pro D | HCOS Connect - Interior (No School)

May 2024

May 17 Non-Instructional Day (No School)
May 20 Victoria Day (No School)

June 2024

June 5 Flex Athletics Banquet
June 7 Final submission deadline for online synchronous course work
June 7 Term 3 Ends
June 14 Last Day of School (Half Day)
June 17 Flex Academy Grad Breakfast
June 18 Grade 1-5 Celebration
June 19  Grade 6-11 Celebration 
June 21 Grad Convocation & Banquet 
June TBC Numeracy and Literacy Assessments - Grades 10-12




Flex Academy Codes of Conduct

Flex Academy Codes of conduct, terms and definitions

Flex Academy Codes of Conduct

Athletics Expectations

Rationale

Our aim is to have Athletics be a meaningful part of students' school experience and
our school community as a whole. As such, we uphold strong values within for our sports teams
and fans.

The Athletics Code of Conduct can be found here. Student-Athletes and families are encouraged to thoroughly read the code of conduct and reach out with any questions to the Flex Athletic Director.


Flex Academy Codes of Conduct

Flex Academy Code of Conduct

Purpose & Rationale

The Flex Academy Code of Conduct outlines our expectations of members of the Flex Community. It is built around the characteristics outlined in the Flex Learner, Teacher and Staff profiles and our school’s Core Values.

Definitions

“Flex Community” or “the Community” refers to staff, teachers, contractors, students and parents enrolled at or working for Flex.

“Abusive behaviour” refers to acts directed towards members of the Community that are deemed threatening, demeaning, disrespectful or contradictory to the core values and characteristics outlined on this page.

Our Commitment to You

All Flex staff and contractors commit to treating members of the Flex Community with respect and in alignment with our core values of Relationship, Integrity, Flexibility and Academic Success and the characteristics outlined in our Teacher and Staff profiles. As a school, we are committed to ensuring Flex is a safe, supportive, and inclusive school.

Members of our staff and contractors who act in a manner that contradicts this commitment may be subject to discipline as outlined in the Student Discipline policy.

Our Expectations of Students

We expect students to treat members of the Flex Community with respect and in alignment with our core values and the characteristics outlined in the Learner profile. In addition, students must adhere to the policies and guidelines provided through SOPHIE and by teachers. Failure to do so may result in disciplinary action based on the severity and frequency of the behaviour as outlined in the  Student Discipline policy. 

Our Expectations of Parents

We expect parents to treat members of the Flex Community with respect and in alignment with our core values. Flex has a zero-tolerance policy with regard to abusive behaviour towards members of the Community and reserves the right to withdraw students from the school if a parent is found to be treating members of the Community with disrespect or counter to our core values.

Our Expectations of All Members

Communication

We expect and promote open, honest communication so that all members of the Flex Community feel safe and valued at Flex events.

All members of the Community are asked to share with an Flex teacher or staff member about any behaviour that does not align with the expectation laid out in this code of conduct.

Face-to-Face

Whether online or in-person, students are expected to wear modest clothing and refrain from public displays of affection that are unsuitable for a group learning environment.

The possession or use of any form of weapon is prohibited at any Flex event.

Technology

Due to their potentially disruptive nature, personal media devices, such as phones or tablets, are not to be used during flex events unless approved by the event supervisors for the purpose of the activity or other approved reasons (e.g., medical).

Our Process to Resolve Incidents

Where violations of the code of conduct occur, flex leadership will work through the Student Discipline policy with those involved in the incident with the goal of restoring relationships and keeping the safety and security of all members of the Community at the forefront.

Grad Program

Grad Program

Additional Resources & Learning Supports

Subscriptions

We have plenty of online subscriptions you can access to in order to find your subscription login information, go to your parent homepage in Encom and click on “Curriculum Resources”:

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Then scroll down to find the links and passwords to the subscription(s) you are interested in.

Learning Camps/Community Connections

You may sign up for our learning camp e-alerts here. By visiting the former website you may also find more info on our Learning Camps and Community Connections programs for the Grad Program.

Learning Commons

Be sure to visit our Learning Commons (library) and check out all the fabulous resources there. An excellent source of help is Pippa Davies who is our Learning Commons Librarian. She can help you with both physical and virtual resources to cover most, if not all, of your curricular needs.

Grad Program

Advanced Placement Courses

What are they?

The Advanced Placement (AP) program makes college and university level courses available for students to take while they’re still in secondary school. For students who are interested in extending their learning beyond the grade 12 level, while still in high school, these courses can be a great option. Students can earn additional credits at the high school level by completing these courses and may also be granted first year college or university credits, depending on the post-secondary institution, when the AP exam is taken. 

AP courses are overseen by the College Board which is recognized for advanced credit or placement in many Canadian and American universities and colleges. Schools are permitted to offer AP courses from a set list, and are responsible for ensuring that any courses they offer meet College Board standards. Students complete the course work and are then required to write a formal ‘AP’ exam administered by the College board to earn the additional AP credits. 

HCOS offers a select number of AP courses, based on the in-house expertise of our instructors and course developers. The list of AP courses offered each year can be found on the HCOS course description webpage and AP exams are written in May of each school year. 

How do they work? 

In general, if a student enrolls in an AP course and completes all the required components, they will earn 4 external credits for the high school level course. Generally, the additional AP material extends or expands on the concepts and content addressed in the grade 12 level course. In addition, if a student successfully completes the AP exam, university credit may also be granted (see section below)

What about the AP Exam?

AP Exams are administered at authorized schools and test centers each school year in the month of May. AP course work is arranged so students have ample time to complete the necessary AP work prior to writing the exam in May. This may mean students have some coursework remaining to complete after the AP exam is written, depending on how the course is laid out. 

HCOS staff will help students arrange for a proctored exam location with an email going out to students in the beginning of the year to gather interest and information to help set sessions up.

The exams are marked and scored on a scale of 1 to 5 by college and university professors and experienced AP teachers (not the HCOS AP course teacher). Many post secondary institutions offer credit for AP Exam scores of 3 or higher.

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Grad Program

Advanced Placement FAQs

1. Do I have to take 2 final exams (the school’s final exam and the Collegeboard’s AP exam in May)? 

Most AP courses require an online proctored final exam for you to receive your high school course credit. This exam must be written to receive this credit. 

If you want to attempt to receive university credit through the College Board that exam takes place in May. Please note that the AP and school exams are separate from each other. Some course teachers will accept the AP Exam in lieu of the final exam for the course. This is a teacher by teacher decision and once enrolled, you should discuss your options with your course teacher. 

2. Do I have to create an AP student account? 

If you plan to write the AP exam in May, you will need to create an AP student account. This will allow for our school to order and book your AP exam. By creating this account, it will also give you access to additional material that your teacher may require as a part of your course. 

3. What if I don’t live close to an AP exam location? 

We have two exam locations, one in Kelowna and the other in the Greater Vancouver area. If a student lives outside of one of these locations we will arrange for you to write at a facility near you. Please note that there will be additional fees associated with writing an exam outside of our school locations. 

4. Can I take the AP Exam at my own school (school of record)? 

Yes, you may write your AP Exam at your school of record if they offer AP exams.  You will need to connect with the AP Coordinator at your school as they will need to provide you with an exam only join code. You will also need to inform our offices so that we can adjust your registration with our school.

5. How much does it cost to take the AP Exam?

The cost to write each AP exam is $200. If you live outside of our exam writing locations there will be additional fees to accommodate a special setting.

6. How do I register for the AP Exam?

After creating an account on the College Board website you will want to login at myap.collegeboard.org.

Click the Join a Course or Exam button. Before you do this, make sure you have the six-Character join code from your teacher. You’ll need it to join a class section.   

Enter the join code your teacher gave you and click Submit.

Make sure the information that comes up is for the course you’re taking. If it is, click Yes

If you need to make any adjustments to your exam registration, such as in you no longer want to write the exam or yes you would like to write, please email Johanna Martz at:  johanna.martz@bconlineschool.ca 

7. What is the AP Exam registration deadline?

There are two AP Exam registration deadlines in a year. The first one is in the middle of November for students who enrolled in the course before this time. The second deadline is in the middle of March. Information will be sent by course teachers and our office informing of upcoming deadlines.

Grad Program

Career Life Education & Career Life Connections Courses

This page is designed to outline the differences in the Career Life Education (CLE) and Career Life Connections (CLC) offerings at HCOS. 

Career Life Education should be taken before Career Life Connections. 

The Ministry of Education has outline the rationale and goals for the new K-12 Career Education offerings:

Rationale

Today’s graduates must be able to adapt to ongoing change in many aspects of their lives. For most people, career life planning will not be a matter of making one major decision and living with it for a lifetime. Instead, purposeful career-life development, where students learn how to set personally meaningful goals, recognize and cultivate relevant opportunities and supportive relationships, and continually re-evaluate and revise their plans, is a requirement for educated citizens in an ever-changing world.

Educated citizens are lifelong learners who continually build on their self-awareness about evolving interests and strengths, and who are able to use this personal knowledge to inform their career-life choices with flexibility as opportunities and challenges arise. Career Education fosters development of the confidence, knowledge, and competencies necessary to succeed in personal, educational, and workplace contexts throughout life.

From Kindergarten to graduation, the Career Education curriculum offers students many opportunities to explore and develop personal interests, strengths, and competencies while making connections with experiential learning, career life possibilities, and preferred post-graduation opportunities. Under the guidance of their teachers, students discover that career life development with intent is not simply figuring out what they want to be when they grow up, but a lifelong journey of being and becoming who they want to be in the world and how they can make meaningful contributions in their communities.

Career Education includes reflection on learning experiences both in school and out of school, and facilitates connections with communities and networks to support personal career-life interests and goals. The Career Education curriculum aligns with the First Peoples Principles of Learning, highlighting a holistic view of students placed at the centre of their learning, and recognizing the importance of experiential learning, guidance from mentors, and community involvement.

Goals

The Career Education curriculum contributes to students’ development as educated citizens through the achievement of the following goals. Students are expected to:

Flex Academy Grad Program Offerings

In Encom you will see Career Life Education and Career Life Connections offered at all three grade levels (10, 11 and 12). This is because we want to work flexibly with our students to have them complete the courses when it is best for them in their educational journey. 

Requirements:

Flex offers both Career Life courses as Hybrid courses. Please connect with your Grad Advisor to plan the best time for you to take these as well as which course option is best for you! 

Grad Program

Comparative Civilizations Program (with Overseas Travel)

Flex Academy Grad students can cross-enroll with HCOS if they would like to participate in the Comparative Civilizations Program (in years it is running). See this page for more information on this opportunity.

Grad Program

Course Options

Flex Academy offers the flexibility to design a unique High School experience with a variety of different learning options. All courses provide credit towards the BC Dogwood Diploma.

Hybrid Courses

Flex Academy offers Blended courses at the grad level in Math, Science, Social Studies, English Language Arts, Career Education, Career Life Connections, and Spanish where course content and unit lessons are hosted in Bright Space for students to complete on a flexible schedule throughout their week. Students then participate in weekly learning labs where they engage in high-engagement hands-on activities to support the subject area's learning. Flex Hybrid courses run the length of the school year with the support of a Flex Academy subject specialist teacher.

(Moodle is still operating this year for students who are finishing old courses; otherwise, we have transitioned to Brightspace).

Online Courses

Flex Academy offers Grad Students the ability to cross-enroll with HCOS to access an impressive online course catalogue that provides engaging online learning.

HCOS offers two flexible pacing options:

  1. Asynchronous: work at your own pace to complete the course within twelve months from activation date.
  2. Synchronous cohorts: work at the same pace as your peers, meeting regularly on Zoom with your online teacher. 

If available, Flex Students should take the Flex Academy Blended course instead of the same HCOS synchronous online course. Please talk to your Grad advisor or the Director of Flex Academy if you have any questions.

Grad Program

Course Withdrawals or Changes

Students and parents can request course withdrawals or changes during the year, however, there are some implications that need to be acknowledged when changes are made to courses that are in progress.

  1. If you withdraw from a course you were activated in (in progress), you may need to wait until the following school year to take it again.
  2. If you are dropping a hybrid course, you may choose an alternative course.
  3. Core Courses that are required for graduation, such as Science 10-11, Math 10-11, Language Arts 10-12, Career Education 10, and Career Life Connections 12 should not be dropped. Please speak to your grad advisor or school administrator for more information.

To proceed with a course withdrawal or change, please reach out to your grad advisor or school administrator.

Grad Program

Dual Credits

The Ministry of Education and Child Care has provided an option for students to be involved in dual credit programs where they enrol in and complete post-secondary courses or training and also earn secondary (high school) credits at the same time. These dual-credit programs are stand-alone agreements set up between a specific secondary school and a specific post-secondary institution, usually within the same school district. 

Flex Academy does not currently offer dual credit course offerings for our Grade 10-12 students. Students interested in dual-credit courses are encouraged to explore options for cross-enrolment with a local secondary school, and your grad advisor is happy to help you create a schedule and plan for graduation that includes any information on local dual-credit options you bring to them.

For more information on Dual Credits please visit the Ministry of Education website.


Grad Program

Exams

Flex Academy grad teachers will walk students through the process for scheduling exams for any Flex Blended courses that have an exam component.

Grad Program

Flex Academy Graduation Certificate

This page outlines the requirements needed to receive a Flex Graduation Certificate on top of a student's BC Dogwood Diploma. 

Students who complete the BC Graduation requirements receive a BC Dogwood Diploma. HCOS students who complete a minimum of 8 credits in Christian Studies programming also receive an HCOS Graduation Certificate. These 8 credits can be earned through:

These 8 credits also satisfy elective requirements for a student's BC Dogwood.

Why a Flex Academy Graduation Certificate?

Often we are asked what is the purpose to working towards this certificate? There are a few beneficial reasons we suggest to all students to take Christian Studies courses with us. 

  1. Faith Development - We are a Christian school and as such believe that our students should continue to be learning and growing in their personal faith journey. 
  2. Our Christian Studies courses help equip students for their future by ensuring they have a strong foundation and can clearly articulate their beliefs.
  3. Courses are designed to encourage personal development for students as articulated in the HCOS Learner Profile.  
  4. The certificate has been helpful to students applying to Post Secondary studies at Bible Colleges, YWAM programs and universities such as Trinity Western. Showing completion of some under graduate studies in the field they are pursuing can help with entrance requirements. 
Grad Program

Grad Orientation Week Recordings 2023

Welcome to the Grad Program


Math 101: What Math is Right for Me?

SlideDeck


What Course Type to Choose?


Learning Commons


Science 10 and Beyond!

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Creating a Plan for a Successful Year

SlideDeck


HCOS Graduation


Are you Ready for Grade 10?

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Student Panel


Combined Course Offerings

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English 10 - So Many Choices!

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Brightspace/Encom: What Students and Parents Need to Know


Provincial Assessments

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Planning for the Future


Thinking Ahead: BCeID, Scholarships and Student Awards

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Student Support Centre

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Breakfast Club

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Grad Program

Grad Planner - FAQ

What is the purpose of the Grad Planner? 

As students complete Grades 10-12 in British Columbia, they begin building their transcript and accumulating credits towards a diploma. The Grad Planner module in Encom is used for planning and tracking student progress through the various graduation requirements in BC. 

The Grad Planner seen in Encom reflects the graduation program a student is currently enrolled in, either Dogwood, Adult Graduation or School Completion Certificate. It is meant to be a simple tool used to understand graduation requirements and a student’s current standing at any point in time. 

Who sets up the Grad Planner? 

When a student first connects with their Grad Advisor (GA) and prepares to enter the grad program at Flex, the GA will initiate the set-up of the Grad Planner. If you think your Grad Planner still needs to be set up, please contact your GA.

When a GA initially sets up a Grad Planner, they will:

As the GA continues to support a student through grades 10-12, further updates to the Grad Planner may include: 

Who can view the Grad Planner? 

The grad planner in a student’s Encom profile is viewable and printable by the student, the parents, course teachers, Grad Advisors, IE case managers, and administrators. 

Grad Advisors and Grad Program administrators are the only ones who have the ability to update, edit or alter the Grad Planner.

How is the Planner updated? 

Once created, the Grad Planner will automatically update when HCOS course information changes. This includes updates when:

Grad Advisors will manually update Grad Planners when: 

What if I change Graduation programs at some point? 

The Grad Planner module is designed to automatically update whenever a Grad Advisor or Grad Program administrator changes the graduation program that a student is enrolled in. 

For example, if a student decides at 18 to pursue an Adult Graduation Program, the GA would make that change in Encom and the Grad Planner module will automatically update to reflect the requirements for that program. It will also automatically pull any relevant course information from the previous version of the planner. 

What do the different icons within the planner mean?

There is a legend at the top of the Grad Planner that explains what each colour and symbol mean.

Grad Planner Legend.jpg

Additionally, see the Grad Planner for Families page here for more detailed explanation of the most commonly seen icons and colours.  

Can I print a copy of my Grad Planner?

Yes! To generate a print or pdf copy of your Grad Planner, navigate to the top of your Grad Planner, where you will see a Download PDF button. Click on that button and it will save a PDF of the Grad Planner which you can print.

Grad Planner Download PDF.jpg

Please note, your electronic grad planner will automatically update when courses are completed, so be sure you are working with the most recent version of your grad planner when planning future courses. 

Who do I contact if I have questions about the Grad Planner? 

Please contact your Grad Advisor if you have any questions.

Grad Program

Grad Program Course Planning Worksheet

British Columbia Dogwood Graduation Program Planner
Required BC Ministry Courses Credits Scheduled Date Completed
English Language Arts Module 1 2    
English Language Arts Module 2 2    
Social Studies 10 4    
Science 10 4    

Mathematics 10 - one of...

  • Foundations and PreCalculus OR
  • Workplace
 4    
Physical and Health Education 10 4    
English Language Arts 11 4    
Social Studies 11 or 12 4    
Science 11 or 12 4    

Mathematics 11 or 12

 4    
English Studies 12 4    
Career Life Education 4    
Career Life Connections with Capstone Project 4    

1 Fine Arts OR 1 Applied Skills course

(at the grade 10, 11 or 12 level)

 4    
Literacy Assessment Grade 10      
Numeracy Assessment Grade 10      
Literacy Assessment Grade 12      
Total Credits: 52    
Locally Developed Courses (minimum of 8 credits required for HCOS Certificate) Credits Scheduled Date Completed
Christian Studies Modules
1. 2    
2. 2    
3. 2    
4. 2    
Or 4 credit offerings such as Adventure Discipleship, Humanities etc. 
1. 4    
2. 4    
Total Credits: 8    
Additional Grade 10 through 12 Credits Credits Scheduled Date Completed
Foreign Language (if planning to attend university,
up to Grade 11)		      
       
       
       
       
       
       
       
       
Total Credits Required: 20 minimum    
Total Credits Required to Graduate: 80 credits    
Grad Program

Math Course Options and Streams

This page provides information regarding the various courses and streams a student can take at HCOS for Math

 

 

Students in Grade 10 will have to make a decision regarding what Math courses to take

Things to consider when choosing a Math Stream:

If you’d like to find out the content that is covered in a particular course please view the Course Description Website

 

Grad Program

Monitoring Progress & Official Reporting

Your Student's Schedule

Each of our dedicated Course Specialist teachers are there to support your student in their learning journey. Teachers can help set up course schedules, but it is best that you as the parent collaborate with your student to decide on the best schedule. 

At the Grad Program level, each courses roughly takes 100-120 hours of work. Be sure that the schedule takes this into account. Generally, students should be dedicating 25-30 hours per week for specific course work, with additional time required for reading and research. This time allotment is standard for completing four courses per semester (an 18 week period). 

Course Progress

Be sure you know your student’s Bright Space User Name and Password (this can be set up in Encom). Until you are sure your student is on pace, please log in every week to monitor your student’s progress.

You or your student should always contact the teacher if they need assistance, or would like to reset their schedule. They are there to help!

Proctored Exams

For some core courses, students will need to write a supervised Proctored Exam. This is at the teacher’s discretion and the student and parent will be notified by the teacher. At that time, the teacher will also inform the parent and student about the process of proctoring and how that exam mark is weighed.

Official Report Cards

If your student has an Active Date (having completed 5-10% or more of a course) they will receive a term report card until they are done. Term report cards are posted in Encom in January and the end of June. Interim reports may also be sent home at any time to update parents and students on their course progress or areas of concern.

In Encom, there is the option to print out the report if you would like a paper copy.

If you do not see a report for a course your student is active in, please get in touch with Bri Dyck, Director of Flex Academy

Ministry of Education Official Transcripts

We regularly submit final grades to the Ministry of Education and they post them onto the student transcript usually about four weeks after the school has submitted. Students can check on their transcript here. If you have any questions about your transcript, please contact your Grad Advisor or the Director of Flex Academy. 

Grade 12 students can also request a copy of their final transcript at the same web-page above. 

Note: you will need your PEN (Personal Education Number) in order to order your transcript. This can be found in Encom. If you need assistance, please contact your Grad Advisor. 

Grad Program

Provincial Assessments - Literacy and Numeracy

What is a Provincial Assessment?

There are three provincial assessments that Grad program students need to take.

Grade 10 Graduation Numeracy Assessment 

The Graduation Numeracy Assessment (GNA) is a provincial assessment written in Grade 10. It is a graduation requirement. The GNA is based on mathematical concepts learned across multiple subjects from kindergarten to Grade 10, with an emphasis on K–9. It requires students to solve problems by using the five numeracy processes (different ways of thinking and working): interpret, apply, solve, analyze and communicate.

HCOS has written a free resource for grad program students to access to help prepare for the Numeracy 10 assessment. To access the resource, click on this link: https://lms.onlineschool.ca/course/view.php?id=2741. Students can self-enrol in this online module, and simply need to contact their GA for the enrolment key to complete the enrolment steps.

image-1662591751548.png

Ministry Resources for Numeracy 10 Assessment

Grade 10 Graduation Literacy Assessment

The Grade 10 Graduation Literacy Assessment (GLA 10) assesses students' ability to use critical thinking and analysis to make meaning from a diverse array of texts. It also assesses the ability of students to communicate their ideas. GLA 10 is not based on a particular course but on learning across multiple subjects, from kindergarten to Grade 10.

Ministry Resources for Literacy 10 Assessment

Grade 12 Graduation Literacy Assessment

The Grade 12 Graduation Literacy Assessment (GLA 12) is currently under development by the ministry and more information will be provided as released.

Ministry Resources for Literacy 12 Assessment 

Who needs to take a Provincial Assessment?

Students Graduating with a Dogwood Diploma Adult Students Graduating with the Adult Dogwood Diploma

Students must complete:

  • Grade 10 Graduation Numeracy Assessment
  • Grade 10 Graduation Literacy Assessment
  • Grade 12 Graduation Literacy Assessment

Students graduating with an Adult Dogwood are not required to complete any of the provincial assessments.


They can however, choose to complete an assessment.

assessment_system_prov_no.jpg

Students on a School Completion path are not required to write any provincial assessments in the Grad program. 

Why do students need to take a Provincial Assessment? 

The three provincial assessments are a required part of the graduation program in BC. Students who wish to graduate with a BC Dogwood Diploma must write the provincial assessments. Students who are not yet declared Adult Graduation Program students (AGP) are also required to take the assessments. Once declared, the assessments are no longer required to earn an AGP however, they may be required by post-secondary institutions.  Students should verify the admission requirements for any post-secondary institution they plan on applying to.

For more information, or if you have any further questions, please contact your Grad Advisor. 

General Information

Grad Program

The Role of the Grad Advisor

In the grad program at Flex Academy, students are connected with a Grad Advisor. The Grad Advisor works alongside students and families throughout their time in the grad program to help plan, support and guide students to successfully complete grade 12.

Grad Advisors are typically available during regular school hours to connect with students and families. They are willing and able to communicate in a variety of ways, including email, phone calls, in-person meetings or Zoom chats. Below is a brief outline of what your Grad Advisor can help you with, and what things are outside of their responsibilities. 

Grad Advisors are Responsible for: 

Knowing Students

GA’s want to get to know students in order to understand a student's strengths and challenges. This helps them tailor a specific path to graduation for each student.

  • In some cases this may also include connecting students with supports through Learning Services or Inclusive Education departments when appropriate

Academic Advising and Course Selection

This is the the main job of our Grad Advisors and it includes: 

  • Monitoring overall student progress
  • Reporting of external credits
  • Changing and withdrawing courses throughout the year
  • Matching course selection with post secondary goals

Grad Planner

GA’s update and maintain the grad planner tool in Encom. This represents a student’s current plan and path to graduation. 

Share Relevant Community Information

GA’s will communicate general information as it is made available. Throughout the year this may include: 

  • Scholarship information communicated to Flex Academy
  • Graduation event information
  • Local Flex community events

Student Record Transfers

Ga’s will facilitate the transfer of student records and information to new schools when students leave Flex Academy. 

  • This includes submitting requests to deactivate student accounts or instructing families on how to finish courses in progress

Grad Advisors may also:

Give advice, share ideas, brainstorm options

GA’s may give advice on or suggest potential careers or areas of study that line up with student interests and abilities. This will vary among GA’s as each of them have different life experiences and areas of expertise. 

Discuss Provincial Assessment preparation

GA’s can provide guidance to help plan, register, and prepare for Provincial Assessments 

  • Session registration is completed through the Provincial Assessment Coordinator. 
  • GA’s are not involved in Provincial Assessments beyond discussing recommended sessions for students to write assessments in, alerting students to the registration windows,  and providing resources students can use to prepare for assessments. 

Write Reference Letters

With enough time and information provided, GA’s are willing to write reference letters for scholarships and post secondary applications. 

  • If you GA feels there is another individual better suited to write the reference letter, they may suggest you contact that person for a stronger reference. 

Grad Advisors do not:

Act on behalf of a course instructor or teacher

GA’s will not respond to or interpret course specific questions or instructions (interpret teacher emails etc). 

  • If you have questions about a specific course, they will direct you to contact the course teacher for more information.

Complete application forms for students

Post Secondary Applications 

  • Grad Advisors will work with families to help students plan for the appropriate course or program prerequisites IF families bring that information to their Grad Advisor. 
  • Grad Advisors do not research post secondary programs or institutions to determine entrance requirements, course prerequisites, application deadlines, etc for students. This is the responsibility of the student/family.

Scholarship Applications

  • Grad Advisors do not research scholarship information and/or apply for scholarships for students. This is the responsibility of the student/family.

Provide regular, daily support for students

GA’s do not monitor student work, activity, or engagement of students in their courses (or with teachers) on a daily basis to report to parents. It is the responsibility of the parent to maintain the ongoing, regular oversight of their student as they work through their grade 10-12 courses. 

  • Students may access the Student Support Centre at any time if they need extra help with specific assignments, planning, or time management.

Set up LS/IE Assessments or Services

This is the responsibility of the Flex Academy IE Coordinator. They will contact you directly once the referral process is completed. 
Grad Program

Transferring to Flex Academy from within HCOS

The Ministry of Education expects that when a student is enrolled in courses in more than one school, the school that holds the majority of courses is designated as the school of record (SOR). Flex Academy is both a division of HCOS, and a separate school entity from HCOS. So, this presents a few quirks that needs to be navigated.

Families of students cross-enrolling wth Flex Academy will need to be aware of a few aspects of cross-enrollment. This page gives helpful information on the subject.


Grad Program

Transitioning from Grade 9

Welcome to the Grad Program!

This page is to help you understand some of the ins and outs and changes as you move from Grade 9 to Grade 10. At any time, if the information is confusing please feel free to reach out to your Grad Advisor (GA). They are your sidekick through your grad years! 

Student Support

There are lots of resources and people to support your student's learning journey:

Prerequisite Courses

Although the ministry does not mandate prerequisite courses - having taken a specific course before being able to take another - it is highly recommended that in core subject areas you have completed the prior grade level.

Core Courses: Mathematics, Sciences, English Language Arts and Social Studies

For example, to take Foundations and PreCalculus Math 10, it is expected that a student has successfully demonstrated completion of a Math 9 course. 

Course Types 

The Flex Academy grad program currently has three different types of course offerings, all with subject specialist teachers:

(Moodle will be for students who are finishing courses in 2023; otherwise, we have transitioned to Brightspace). 

  1. Flex Academy Hybrid Courses
    Flex Hybrid courses are a creative blend of online and in-person learning. These courses use Bright Space as a platform to structure the learning journey and are teacher-directed. Teachers post material for students to follow along with in a synchronized fashion. Teachers host learning labs for students where they engage in hands-on learning related to the course material.
  2. Flex Academy Traditional in-person courses. Flex Academy offers a variety of in-person elective courses in Physical Education, the Sciences and the Arts.
  3. HCOS Online Courses
    These courses are hosted in Bright Space, and all the of the learning activities and resources are provided for the students to complete. Curriculum is designed by the HCOS team and directed by an HCOS teacher. Parent involvement is encouraged, though not required.

All courses follow the modernized curriculum and the content outcomes, curricular competencies, core competencies, big ideas as well as biblical worldview integrations.

Please feel free to check out the ministry curriculum here. 

Starting in 2023, during your Grade 9 year at Flex, you will have been able to try several online courses. Middle school students at Flex Academy will also complete several hybrid courses during their middle school years. This will greatly support students in their most flexible years at the Academy during the grad program, where they will have opportunities to schedule their course loads in a way that fits their needs.

While in middle school, students should participate in their learning by understanding what is expected from their teachers and communicating regularly to ask questions, seek clarification and let teachers know what works and doesn't work for them as learners. When students do this at younger ages with the support of their families, the transition to those discussions with the grad program teachers will be smoother.

For more tips and tricks about getting ready for the Grad Program, please click here. 

Grad Program

Viewing Graduation Assessment Results and Your Transcript

This page provides information for students that would like to view their unofficial transcript or see the results of a Graduation Assessment Results. 

Step 1: Create BCeID

To access your StudentTranscripts Services, you will need to sign up for a BCeID. If you already have a BCeID please go down to step 2. 

  1. Complete the registration form for a Basic BCeID on the Ministry of Education's website
    1. Register for a Basic BCeID by entering your personal information. Use a personal email account that you will have for a number of years. When done, click continue.
    2. The next page will ask you to Register for StudentTranscripts. You will need information used by your School of Record (ex. Personal Education Number).
  2.  You will receive a confirmation email indicating that you have registered for the BC Ministry of Education StudentTranscripts services. To complete the registration process you will need to activate your StudentTranscript Registration.

Be sure to keep your userID and password on file as you will need both for future use.

Step 2: Register for StudentTranscript Services

  1. Log in to StudentTranscript Services using your BCeID information (userID and password).
  2. Once logged in you will have access to:
    1. Transcripts & Certificates
    2. Account Information
    3. Marks & Scholarships 
    4. System Notice(s)

Video Tutorial for setting up BCeID and StudentTranscripts Services



Technology at Flex

This chapter outlines the technology access and support we have in place for Flex Academy Students.

Technology at Flex

Accessing Tech Support

If you're experiencing technical difficulties (logging in to Bright Space, Encom or student google workspace account), please get in touch with your student's teacher or reach out to our Tech Support department using this email address: tickets@onlineschool.ca. Our Tech department aims to respond to your requests within 24 hours. 


Technology at Flex

Bright Space Q&A

At Flex Academy, students will experience a variety of innovative educational programs, some of which will be delivered through an Online Learning Management System (LMS). Brightspace is the platform the Ministry of Education and Childcare mandates us to use for our online and hybrid courses.

See this page for helpful information about Bright Space.


September 2023 Brightspace Q&A and Information Session
Technology at Flex

Brightspace Troubleshooting

Logging into Brightspace

The Brightspace login website is https://hcos.onlinelearningbc.com/d2l/login 

Brightspace Errors

If a student discovers that they are missing a Flex Blended course or an HCOS online course, please let your teacher know as soon as possible so that we can you into the course or fix any issues.

If a student discovers that something is broken in one of their Brightspace courses, email your teacher with the link to the page that is broken. If you are in class, clearly explain what is happening or show your teacher. It sometimes takes a little while to fix problems like that, so see if you can move on and circle back.

Teachers might need to remove conditions they’ve set up that don’t allow students to skip the (broken) lesson. Make sure to ask your teacher about this for any broken lessons.

One of the more common errors is not using a supported browser. Please only use Firefox or Chrome to access Brightspace. Other Browsers are not guaranteed to work.

Troubleshooting Lesson Errors in Brightspace (StudyForge Content)

  1. Only use Brightspace with the most current version of Google Chrome or Firefox

  2. Do a HARD refresh on the page (Hold down Ctrl and click the Reload button)

  3. Log out, close your browser and log in again

  4. Clear your browser’s cache

How to Clear your Browser’s Cache 

A great way to see if it is a caching issue is to open an “incognito window” or “private browsing window” which will always start from scratch with cache and browser sessions, and try logging in from there. If the problem persists, move on to the next step.

  1. If none of that works, email your instructor a picture or screenshot that shows

When reporting a Brightspace error, please share the student’s first and last name, and any other information that can’t be found in the picture.

Sending Files to your Teachers

Some Brightspace assignments ask you to submit PDFs. There are a few ways you can do this.

  1. If you are working in Google Docs, here are instructions for saving your doc as a PDF (this also works for sheets and presentations).
  2. If you are sending in work that you have completed on paper, you can use a scanning app such as Adobe Scan app for iPhone & Android.
  3. If you use an Android phone or tablet, the Google Drive app will let you scan documents to PDF and upload them to your Google Drive. Here are the instructions.
  4. If you are using an iPhone or iPad, you can scan to PDF using the notes app.
  5. If you are using a Chromebook, you can use Google Drive and the Chromebook's camera app to scan documents.
Technology at Flex

Email, Chromebook, and Wi-Fi Troubleshooting

Student Email

Students will receive an @ student.flex.academy Google Workspace account, which includes Gmail, Google Drive and a host of other tools for getting work done.

Chromebook log-in in Steps

Wi-Fi access is automatically enabled on all school Chromebooks. 

If you have a school Chromebook, please provide the IT Asset tag, which can be found on the bottom of the Chromebook.

Wifi Login Steps (For Personal Devices)

See this document for complete instructions on getting students into the school's WIFI system.

Important: when looking at the Wi-Fi settings on a Chromebook for the KCCS network, It needs to be set to  PEAP for protocol and "Don't validate certificate".

Personal Chromebooks

If a student is using a personal Chromebook, the best way to make sure they can get onto Wi-Fi and all of their sites like Encom and Brightspace easily is to have them create a brand new Chromebook user profile using their Flex Academy email address. 

If a student's personal Chromebook is parent-locked, Families will need to either unlock the Chromebook for us or they will need to do the setup of the new profile with the student at home. 

Students must use a school google chrome profile or be signed out of their personal accounts (even if on a personal laptop) while at school, or they will not be able to log into the school’s wifi. 

School Devices and Personal Laptops

On School laptops, personal laptops and school Chromebooks: If a student is struggling to login to wifi, make sure they can login to their Flex Academy email account on a device that has an internet connection. Go to gmail.com and have the student login with their @student.flex.academy account.

Quick Tip: Use the Chrome browser’s guest profile or a Private Window to let them login using a laptop as a test 

If you see this error message at any point, clear the browser cache and try again: Here are instructions for Google chrome

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Technology at Flex

Flex Academy Computer Leases

Leasing a Computer through Flex Academy

Flex Academy provides leased computers and iPads to students as a service, not an entitlement.

Leasing a Laptop or Macbook through Flex Academy can provide your student with a high-quality computer with good warranty protection and easy payment options.

Flex Academy Computer Lease Payment Schedule:

Year

Payment

PC Laptop

Macbook

1

50%

$750

$1250

2

30%

$450

$750

3

20%

$300

$500

* There is an optional buyout in the 3rd year if the family wants to keep the computer.

based on total cost of $1500

Based on total cost of $2500

Please note.  The computer lease is facilitated by Heritage Christian Online School (HCOS). HCOS has an agreement with Staples to provide both Delivery and Warranty for HCOS Computer Equipment at reasonable prices, including an extended warranty.  Families who find online bargains are welcome to purchase units at "bargain prices" (but remember that you get what you pay for). 

Flex Academy does not lease open box, used or sale items.

Here is the process:

STEP 1: The family fills out and signs the Computer Lease form and emails it to ryan.mcguire@flex.academy or bring it to Flex's Main office.

STEP 2: If not already done as part of your student's onboarding at the beginning of the school year, complete the Student Computer & Wi-Fi Agreement Form. Make sure to select “A WiFi Key for my personal device”.

And that's it!

Once the lease is approved, you will be notified when your machine is ready for pick-up, and your first payment can be made at the Flex Academy Main Office.

Technology at Flex

Technology and Programs

As a division of Heritage Christian Online school, Flex Academy is pleased to provide students with a wide array of Technology, including laptops and chrome books at school, as well as software platforms to support learning,

Please see this page for more information.

Technology at Flex

Wifi and Computer Use Agreement

Parents/Guardians of students accessing the school's Wifi network, using media technology at school, or borrowing or leasing a computer from the school must review and sign the Flex Academy Wifi and Computer use agreement form. Parents/Guardians are asked to review the policies with their children before signing.

https://forms.kccnet.ca/view.php?id=761937 

A paper copy of the form is available from the Flex Academy office on request

Academic Integrity Policy

Rationale

At Flex Academy, we believe students are reflective and adaptable thinkers who act with honesty, integrity, and transparency, walking in the wholeness that comes from an authentic relationship with Jesus Christ. Our expectation is that students will submit work that genuinely demonstrates their learning. 

Academic integrity is the quality of being honest, truthful and responsible in a school setting. It includes submitting work that reflects the original thoughts of the student along with the proper citing of sources when used to enhance a student’s work. 

Academic integrity includes, but is not limited to:

As the internet and technology advance, we know that resources and tools are readily available to provide shortcuts on that journey. Our goal with this policy is to provide guardians and students guidelines for how teachers will address the use of these tools and ensure students are developing the skills necessary to succeed. It is our intention to walk together through a restorative process with students and guardians, ensuring that students are able to explain their choices and participate in determining the next steps. 

Guiding Principles

These principles will be applied across all academic areas:

Definitions

“plagiarism” - to steal and pass off (the ideas or words of another) as one's own; to use (another's production) without crediting the source Merriam-Webster Dictionary (2022)

“artificial intelligence” - computer systems that utilize techniques like machine learning, neural networks, and transformers to perform tasks such as problem-solving, decision-making, pattern recognition, and generate content such as language and images 

Plagiarism

Credit, in the form of a citation, must be given for any content in an assignment that is not original. It is important for students to develop healthy habits of academic integrity when researching, creating, and sharing their work. As we study and learn in an increasingly digital world, it is important to give credit for both written and visual sources (e.g., images). See more on plagiarism here and please refer to this page for more information on citing digital images.

Artificial Intelligence

The introduction of large language models and generative artificial intelligence (AI), like ChatGPT, have created a unique opportunity and challenge for schools and students. As the technology grows, we anticipate increased and diverse uses of artificial intelligence to emerge. As a school with a mission to provide innovative educational opportunities, we want to ensure that students develop healthy habits around the use of AI, enhancing their critical thinking and research skills, not replacing them. To that end:

  1. Teachers have the discretion to restrict the use of AI content generators for particular units, assignments, activities or for an entire course.

  2. Students will be informed of the general policies toward AI content generators in the course or assignment they are completing. 

  3. In the event that a teacher requires or allows the use of AI content generators in a particular course, unit, assignment, or activity, the student must cite the content generator as a source and clearly indicate the extent to which AI was used. Students should be prepared to share the prompts and, if possible, a link to view the conversation that was used to generate the content.

  4. Teachers may use AI detectors if they believe a student has submitted work that does not reflect their usual style, voice, or level of work. 

  5. Any use of AI content generators that is outside of the parameters allowed by the teacher or which does not properly cite its use will be considered a breach of academic integrity.

Academic Integrity Process

Where a teacher suspects that a student has submitted work that does not represent an accurate representation of the student’s usual level of understanding or output, they will:

  1. Engage the student directly in conversation, with the intent to hear from the student how they created the submitted work, their sources, why citations are missing, etc.

  2. Engage with the guardian(s) and student if they do not believe the student is being honest about the process.

  3. Include school leadership if they believe there continues to be an issue.

Throughout the process, our priority is the growth and development of the student. Where there is evidence of plagiarism or inappropriate use of artificial intelligence, we want to understand and work with the student to arrive at a solution that supports their educational journey, while ensuring academic integrity remains at the forefront. After discussion with all parties, the following levels will be used to determine an appropriate response.

Plagiarism Level

Description

Action

Level 1

Most of the student's work is original but there may be phrases and/or a few lines that have not been cited correctly.

This is considered unintentional plagiarism. The student may have copied someone else’s work without understanding how to properly cite their sources or knowing they need to properly cite their sources.

Teachers will approach students and have conversations around citing sources and academic integrity. 

Level 2

Significant portions of the assignment are not the student's own work. Someone else's ideas or content generated by AI have been used in multiple paragraphs without proper acknowledgement. This includes repeated paraphrasing of someone else's work.

Teachers will approach students and have conversations around citing sources and academic integrity. 

Discussions about how to proceed with the assignment will ensue. This may be the opportunity to redo in parts or in entirety, a new assignment, a penalty on the current assignment or a proctored solution with teacher supervision. 

Level 3

This is the second time the student has plagiarized at Level 2.

Teachers will approach students and/or guardians to convey the concerns in behavior and have conversations around citing sources and academic integrity. 

Teachers will inform school leadership of a Level 3 infraction. 

Discussions about how to proceed with the assignment and future assignments will ensue. This may be the opportunity to redo in parts or a new assignment entirely, a penalty on the current assignment or a proctored solution with teacher supervision. 

Level 4

The student refuses to comply with the corrective measures outlined by the teacher.

Repeated Level 3 infractions will result in the failure of the course. 

Re-enrollment options in future years or courses may be removed. This is determined at the discretion of leadership. 

In all cases, teachers are required to document student behaviour so that other course teachers are aware of the discussions occurring. Teachers regularly communicate with one another and are knowledgeable about issues in other courses. Infractions to the Academic Integrity Policy are cumulative across all of a student’s courses.

Flex Academy - FAQ for HCOS families with Inclusive Education Students

Clarifying not home-learning: Flex is a teacher-directed brick and mortar experience. 

If a Inclusive Education (IE) student is attending Flex Academy full time, will the family have any say in how the student is supported and funds are spent?

 A: Funding will be decided by the Flex Academy administration team and will be allocated as needed to support students in a brick and mortar environment. 

A: Cross-enrollment and part-time options in Flex Academy are only available for Grades 10-12. Priority enrollment will be given to full-time enrolling families. A part-time student at Flex is any student who is taking 3 or fewer classes. Once a student is taking 4 or more classes, they are expected to pay full tuition as Flex Academy will oversee their entire program and include extracurricular aspects like retreats, graduation ceremonies and events, subsidized travel, electives, etc. 

A: The EA will be provided by whichever school is providing the majority of the student’s programming (i.e., the SOR). So, if a student is an onsite Flex student for 5 classes and is taking 2 online courses, Flex would provide the EA support. Conversely, if the student is an HCOS student with 3 or fewer Flex classes, HCOS would provide the EA.

A: IE teacher support at Flex Academy will be provided by and determined by Flex Academy. There will not be HCOS IE Case Manager cross-over with Flex. 

A: Our elective offerings are determined in part by our hiring. We hope to hire staff who have a background in teaching various electives. In April, we will share with the Flex Academy families and interested HCOS families what the onsite Flex programming will be.

A: Flex students can cross-enroll with HCOS at the Grade 10-12 level (via the BCOS department). For full-time Flex Academy students, no additional tuition will be charged. For part-time Flex students, regular additional BCOS course fees will apply.

A: IE Funds cannot be used towards student tuition but would be used to support the student through other supports like counseling, EA support, occupational therapy, etc. depending on the student’s designation and support needs. 

A: Yes - Sports Team tryouts will be open to Flex Academy students and HCOS students who are not enrolled at Flex. 

A: Unfortunately due to funding restrictions, part-time enrollment is not available until the Grad program. 


Quick Links

Here are some helpful and important links shared in past newsletters:

Flex Academy - Junior Kindergarten Tuition Information

Flex Academy is proud to offer Junior Kindergarten (JK) as part of a full suite of educational programming. Junior Kindergarten is available for ages 3 to 5 with various scheduling options.

Please note, the dates/times listed below will only proceed with sufficient applicant interest. Following initial enrollment, we will contact families to confirm which days and times our Junior Kindergarten will be offered. 

Please take a moment to read over the Junior Kindergarten Parent Handbook


2024-2025 JK Tuition Scale

Age Days Times Annual Tuition Per Learner Monthly Fee (Sep-Jun) CCFRI Discount Net Monthly Payment
4 Year Old Mon/Wed/Fri Mornings (8:30-11:15) $2,625 $262.50 -$57.00 $205.50
4 Year Old Mon/Wed/Fri Afternoons (12:15-3:00) $2,625 $262.50 -$57.00 $205.50
3 & 4 Years Old Tue/Thu Mornings (8:30-11:15) $1,750 $175 -$38.00 $137.00
3 & 4 Years Old Tue/Thu Afternoons (12:15-3:00) $1,750 $175 -$38.00 $137.00


Tuition Guidelines

Junior Kindergarten runs from September through June following the Flex Academy school calendar. Fees may be pre-paid at any time. Any fees for which an official receipt for child care fees has been issued are non-refundable. The monthly fees represent payment for each calendar month, September through June, regardless of the number of school days in the month.
 
Monthly fees are payable through Pre-Authorized Debit (PAD) and are automatically debited
from your bank account on the 1st of each month (September 1st through June 1st).
 
Credit Card payments may be made for Semi-Annual payments only (September 1st and January 1st).

Charitable Tax Receipt Information

Please note, Junior Kindergarten is not eligible to receive a Charitable Tax Receipt but parents do receive a receipt for child care/pre-school fees paid which can be claimed accordingly on tax returns.

Flex Academy Education FAQ

This page contains frequently asked questions & answers regarding Hybrid Education. We will continually update this FAQ page with new questions and answers as we receive them. 

What is HCOS?

HCOS is the largest K-12 school in Western Canada and has been providing online learning for students in BC for the past 18 years. They have some offices here at our Badke location in Kelowna and also have staff that work at locations throughout the province. In addition to providing online courses for students, they also run over 20 face-to-face campuses which provide one day per week classroom instruction for online students. With over 7000 students and 200 teachers in Kindergarten to Grade 12, HCOS is a vibrant school that has proven its ability to uphold its mission: To develop innovative Christ-centered educational opportunities for learners to explore and embrace God’s unique purpose. 

What is hybrid pedagogy? 

A school using hybrid pedagogy combines online instruction with onsite, face-to-face interaction in a way that supports personalized, inquiry-based learning for students. Students are still learning from their onsite certified teachers in a school setting with digital tools being used to support and expand student learning opportunities. This approach allows teachers to focus on relationships with students, and encourages students to envision and pursue their interests, linking academics to careers, jobs, internships, sports, arts - or whatever captivates each student.

How would this look for the early years of a child’s education? 

For K-Grade 5, students experience a predominantly teacher-led, learner-focused program. Classroom learning would be facilitated by teachers who would have close relationships with their students.  Personalized inquiry-based learning allows students to focus on passion areas and be supported in foundational academics while growing their independence as learners. 

How would this look in the middle years of a student’s education? 

Beginning in grade 6, students will use increasing amounts of digital curriculum tools to create the chance for teachers to focus on inquiry and experience-based learning. Experiments, collaborative problem-solving, and exploration of the world around them and who they are, form the core of the student experience. Mentor teachers support students at every step and their relationship with caring adults and a caring community of peers remains our focus.

How would this look in high school? 

Freedom! Mentor teachers work with students to design a high school program that celebrates their passions and gifts and ensures they’re ready for whatever they pursue post-graduation. Programming and curriculum are made as flexible as possible to allow students to pursue their passions.

I’m concerned that using digital tools means lots of screen time? 

The emergency remote learning that schools underwent during the pandemic meant a lot of “Room and Zoom” - teachers engaging with some students while others watched from home. This, by and large, has not been successful for students or for teachers. In the Flex model built with intention and students at the center, the best tools are used to accomplish the purpose;  technology is not the “only” tool. Relationships remain the primary concern of teachers at Flex Academy and the intentional and measured use of technology actually frees up teacher time to focus on student care. Student needs and progress are carefully monitored, digital skills and effective use of technology are taught, and well-being is a priority.  

What would I need to do from home to support my child in this model? 

Kids will always be more successful in school when education is valued and supported at home. Reading with your child at home, discussing their learning with them, supporting them to work on homework - all of this will continue to be a part of a student’s school experience in Flex Academy. 

But, whether the student’s learning is happening through an online course module or through their teacher, the school will continue to carry the responsibility for their school education. 

How many days/week will my kid be one site for school?

Elementary: K-5 would have a 5 days/week program. Four days would be structured classroom instruction and the 5th day would be an explorations day - field trips, mixed-grade activities, etc. 

Middle School: Grades 6 and 7 would have a 4 day/week program. The 5th day would still be used for school but students wouldn’t have structured classes. Grades 8 and 9 would have 3.5 days/week in structured classes and 1.5 days of unstructured school time where they could be working on their class work. Kids in middle school could still be on site, doing school, for 5 days per week. Their “unstructured” time where they aren’t in a classroom, could be at school with teacher supervision and support but not direct instruction. 

High School: Grades 10-12 would have as much of an on -site program as necessary for them to pursue their goals. Some kids learn better independently in some subject areas - they’d be free to do so. Other students need more direct classroom instruction - that would be available as well. 

So - as of right now, our plan is that from K-12 kids could be on site 5 days per week in school. However, depending on their grade and program, they wouldn’t be in full-time classes each day, but rather for some days will have the chance to learn independently in a supervised environment that works for them. 

When does the online course aspect of this model start? 

In our current planning, the first time a student participates in an online course with their Flex teacher would be in the second half of grade 5. That course wouldn’t be in a discipline like Math or English, but would rather be a practice course that would teach students how to navigate online curriculum. Students would learn how this “custom textbook” works and get to practice using it with the guidance of their on-site teacher. 

Prior to Grade 5, student use of computers would be focused on practicing all these skills but in smaller segments - moving a cursor, typing a sentence, creating a document, saving a file, and organizing a folder are all skills that we take for granted but that students need to learn before they dive into an online course. 

However, the K-4 grade range focus isn’t on creating “online learners”. Not at all. Rather, the focus of our Foundations program is on helping students become learners who have a strong sense of agency in their learning. Even in Elementary, we want students to practice answering the questions “What do you want to learn about?” and “How do you want to show what you’ve learned?” So that by the time they begin an online course in Middle School they’ve developed skills in self-reflection, curiosity, self-compassion, resilience, decision-making, and have kept the sparks of their wonder and excitement for learning alight. 

What is mixed-grade learning and why would we explore that?

Believe it or not, just because a student is in Grade 2, that doesn’t necessarily mean they are reading at a Grade 2 level. 

Where this becomes concerning is if a student moves from grade-to-grade and the gap between their classroom learning and their ability widens. Imagine a student is only grasping 50% of the content in Language Arts in Grades 2, 3, and 4. Over time this gap in their learning compounds. 

This results in frustration for the child. They begin to hate Language Arts as year-on-year it’s become a source of frustration. They avoid reading. Come middle school, they’re in a tricky spot. 

This is a frequent problem in core disciplines like Math and Language Arts. The instruction speeds up and a child’s gap in their learning widens. A big reason for this is the arbitrary “Grade Level” system of school. 

Imagine instead a model of school where that same child had support with a tricky concept until they understood it and then they moved on. What if there were checks and balances along the way to make sure kids were getting it instead of just being scooted through to the next grade. We would create an opportunity for success, confidence. So, maybe in this model that “Grade 2 student” is doing LA with some “Grade 1 students” and maybe a “Grade 3 student” as well. 

Oh dear - well, will they feel self-conscious that they aren’t with their peers? 

In our planning there are LOTS of times where kids are learning across grades and working to solve problems together - from exploration blocks, to chapels, to clubs, to support teacher times. The frequency of collaboration, exploration, and cross-grade relationships can make this feel less like being “pulled from my friends to learn with the Grade 1s” and more like “I learn with everyone in my school at different times.” 

As is the case with many things, culture is so important. Instead of kids feeling segregated grade-to-grade, what if we welcomed kids into a learning community where they fit right in at just the right place for them. 

FAQ for HCOS families with Inclusive Education Students



Flex Academy Information Session for HCOS Families

The following recording was an information session about Flex Academy specifically geared towards current Heritage Christian Online School families.


Flex Academy Tuition Information

As a division of Heritage Christian Online School, an independent school in BC, Flex Academy receives only 50% of the funding that an equivalent public school receives. In order to provide the educational services expected of a school, independent schools need to charge tuition to make up a portion of the difference from what a public school receives.

Flex Academy does the same, though at a lower rate than other independent schools in the region. Additionally, the majority of independent schools charge an increasing rate of tuition as students move into higher grades due to the inherent increased costs of running educational programs at the middle and high school levels. However, at Flex Academy, our hybrid educational model allows us to keep the same full-time tuition rate all the way through Grade 12.

2024-2025 Tuition Scale

Number of Learners (K-12) Annual Tuition Per Learner Total Annual Family Tuition Average Annual Tuition Per Learner 12 Month Payment Amount
First Learner $5,270 $5,270 $5,270 $439.17
Second Learner (40% Discount) $3,162 $8,432 $4,216 $702.67
Third Learner (76% discount) $1,265 $9,697 $3,232 $808.08
Fourth Learner (86% discount) $738 $10,435 $2,609 $869.58
Fifth+ Learner (100% discount) $0 $10,435 $2,087 $869.58

Click here for Junior Kindergarten Tuition Information

Tuition Guidelines

By enrolling your child(ren) at HCOS: Flex Academy, you are committing to partner with the school for the entire school year.

Tuition Payments

  1. Tuition is collected on a 12-month Pre-Authorized Debit plan (July 23rd through June 23rd) or a Semi-Annual plan paid through Pre-Authorized Debit or Credit Card (July 23rd and January 23rd).
  2. Ongoing failure to maintain a current tuition account and the ability to meet financial obligations of the chosen payment plan may result in the family being placed on Probationary Enrollment and/or the family’s enrollment being rescinded.
  3. If a payment is rejected by the financial institution for any reason, there will be a $25 fee.
  4. Should a family be facing circumstances that impact their ability to pay tuition, they are expected to contact the school at the earliest notice to inform the office and administrative staff.

Continuous Enrollment

  1. Upon enrollment at HCOS: Flex Academy, students in good standing are continually enrolled from year-to-year until they graduate or leave the school. Continuous enrollment requires that families maintain up-to-date contact and personal information with the school to ensure effective communication. The school will publish the upcoming school year’s tuition rates no later than January of each year.
  2. While students are continually enrolled at HCOS: Flex Academy, their placement status is not guaranteed until all financial obligations from the previous year are fulfilled.

Late Enrollments

  1. Late enrolments are defined as after September 30th each year
  2. Late enrollments will be accepted based on vacancy for the requested grade(s).
  3. Tuition for late enrollments will be calculated as a percentage of the remaining school year (eg. January enrollment will pay 60% of the annual posted tuition, representing 6 months of the school year)

Withdrawal Policy

  1. A student or family who elects to withdraw for an upcoming school year must provide written notice of withdrawal on or before June 15th to avoid the collection of 2 months’ tuition (July and August). In other words, a student or family who withdraws between June 16th and September 14th is responsible for 2/12s of the annual tuition.
  2. If you choose to withdraw your child(ren) on or after September 15th for any reason, the prorated annual tuition (over 12 months) including the current month plus one additional month, will be charged to your family's account. For example, if a family chose to withdraw in November, they would be required to pay all tuition due from July – November in addition to December.
  3. When a student is expelled or asked to withdraw for disciplinary reasons all prorated tuition and any other outstanding fees are due and payable.
  4. When a student leaves HCOS: Flex Academy for any reason, all unpaid accounts remain due to the school, even after graduation.

Charitable Tax Receipt Information

Payee(s) are issued a charitable tax receipt in February for the portion of tuition paid that pertains to religious instruction (please note, any payments for which a charitable tax receipt has been issued are non-refundable). The receipt amount varies from year to year and is calculated in accordance with Canada Revenue Agency requirements. This receipt may be used to reduce the amount of personal income tax paid and, consequently, reduce the total cost of tuition.

Tuition Assistance

Families seeking financial assistance can complete this assistance application available online until September 30. Regular tuition will be charged until the application is submitted and approved. Assistance is based solely on your family’s income and allocated funds for this program are limited.

CRA Requirement - Families receiving Tuition Assistance bursaries of more than $500/student will have a T4A issued in the name of each applicable student. The total Tuition Assistance will be split equally among all siblings enrolled for each school year.

Families wishing to discuss tuition assistance can email our Office Manager.

Flex Schedules

Below are some examples of what scheduling may look like. Please note these are subject to change at any point.

Flex Academy Foundations (K-5) 

Monday

Tuesday

Wednesday

Thursday

Friday 

Grades K-2

Mixed Grade Explorations Day 

Regular Class Programming 

Regular Class Programming 

Regular Class Programming 

Grades K-2

Regular Class Programming  

Grades 3-5

Regular Class Programming 

Grades 3-5

Mixed Grade Explorations Day 

Flex Academy Innovations Middle (6-9) 

Monday

Tuesday

Wednesday

Thursday

Friday 



Regular Class Programming 

Grades 6-7

Explorations 

Regular Class Programming 

  

Flex Day:

Independent Supervised Learning 

Regular Class Programming 

Grades 8-9

Explorations

Flex Academy Innovations High (10-12)

Monday

Tuesday

Wednesday

Thursday

Friday 

Regular Class Programming 

Flex Day:

Independent Supervised Learning

Regular Class Programming  


Flex Day:

Independent Supervised Learning

 


Regular Class Programming 


Foundation Skills Assessment - FSA

The Foundation Skills Assessment is an annual, province-wide assessment of British Columbia students’ academic skills, and provides a snapshot of how well BC students are learning foundation skills in Literacy and Numeracy. These are assessments for students in Grades 4 and 7. 

The FSA is not optional unless students meet a very narrow set of requirements for exemption.

HCOS will be administering the assessments and families receive a package in order to carry them out at home. Here is some information to help you and your child prepare for the tests.

There are two categories of assessment; the assessments in total take about four hours. Here are the categories:

The FSA will take your child about 4 hours to complete over a few days during a four week writing period. The assessments include online and written questions and a reflection activity.

The written parts of the assessment will be marked by teachers from HCOS and the results sent to your support teacher.

The results will be based on the following proficiencies:

FSA Questions and Answers

What does FSA stand for? FSA stands for Foundation Skills Assessment and this test is given to all students in BC enrolled in grades 4 and 7.
What subjects are tested? The student is tested in Literacy and Numeracy.

What is an invigilator?

 

 An invigilator is a person responsible for supervising a test. The invigilator for the FSAs is either a teacher (in our case, with HCOS) or any person the administration deems as unbiased. This can be the parent of the child. 

What time is involved for each test?

About 2 hours for each of the two sections.

 

Inclusive Education

Inclusive Education (IE) Program

Our IE Program works with students who receive additional funding to help build specialized programs that aid in their success as learners. Our diverse and robust program is made up of British Columbia certified teachers who specialize in IE education, Education Assistants (EAs) who work directly with students in home, an experienced office support team, and a wide variety of community-based support services throughout the province. If you would like more information on our IE Program, please visit the IE Program page.

Learning Services (LS) Program

We also offer an LS Program for students who are not designated IE students but would benefit from specialized planning and, where possible, some additional support. Some students may have learning challenges that are outside of IE designations; these include but are not limited to Attention Deficit Hyperactivity Disorder (ADHD), dyslexia, speech difficulties, giftedness, and written output delays. If you suspect your child would benefit from extra help and are seeking advice with regard to their learning, please contact your support teacher with your concerns. The support teacher will then contact our LS Team to discuss how best to offer support. For more information on our LS Program, please see this page: LS Program.

Individual Education Plan

Students in our IE Division and some LS supported students will have an Individual Education Plan (IEP) that outlines specifically how their education program will be adapted to help them succeed. Teachers work closely with parents and other support team members to write the IEP.

Education Assistants

The Education Assistant provides the following services, as requested by Flex Academy:

 

Personal Information Privacy Policy for Parents and Students

The School’s Commitment to You

Safeguarding personal information of parents and students is a fundamental concern of Flex Academy. The school is committed to meeting or exceeding the privacy standards established by British Columbia’s Personal Information Protection Act (PIPA) and any other applicable legislation.

This Personal Information Privacy Policy describes the policies and practices of Flex Academy regarding the collection, use and disclosure of personal information about students and parents, including the steps the school has taken to ensure personal and financial information is handled appropriately and securely.

Flex Academy may add, modify or remove portions of this Personal Information Privacy Policy when it is considered appropriate to do so, and any such changes will be effective upon giving notice of the revised policy. You may ask for the most recent update of this Personal Information Privacy Policy at the school office. This Personal Information Privacy Policy may be supplemented or modified by agreements entered into between Flex Academy and an individual from time to time.

Ten Privacy Principles

As part of Flex Academy’s commitment, the Ten Privacy Principles govern the actions of the school as they relate to the use of personal information. This Personal Information Privacy Policy describes the Ten Privacy Principles and provides further details regarding Flex Academy’s compliance with the principles.

Definitions

In this Personal Information Privacy Policy, the following terms have the meanings set out below:

“personal information” means any information about an identifiable individual, as further defined under British Columbia’s Personal Information Protection Act or other applicable laws. Personal information excludes the name, position name or title, business telephone number, business address, business email, and business fax number of an individual, as well as any publicly available information as designated under applicable laws, such as information available from a public telephone directory or from a public registry.

“Parent” means the parent, guardian, or other legal representative of a student.

“Student” means a prospective, current, or past student of Flex Academy.

Principle 1 – Accountability

Flex Academy is responsible for maintaining and protecting the personal information under its control. In fulfilling this mandate, the school designates (an) individual(s) who is(are) accountable for the school’s compliance with the Ten Privacy Principles. This individual is the Privacy Officer of the school.

You may contact our Privacy Officer as follows:

Heritage Christian Online School

Attention:

Privacy Officer

Address:

905 Badke Road, Kelowna, BC V1X5Z5

Phone:

1-877-862-2375

Fax:

250-762-9277

Email:

privacy@onlineschool.ca
Principle 2 – Identifying Purposes

Heritage Christian Online School will, before or at the time personal information is collected, identify the purposes for which the information is collected, used and disclosed.

What Information is Collected?

Flex Academy collects and uses personal information to provide students with the best possible educational services enunciated by the Mission statement of the school. Most of the information the school collects comes to the school directly from parents and students or is information regarding the student’s school activities, performance or behaviour, such as attendance records or grades. For example, when a student applies to register in the school, the school will ask you to provide the information that enables it to complete the registration process. This also includes information on academic, health, and personal matters needed by the school to provide the best possible education and co-curricular programs. Flex Academy also collects information in connection with the use of its computer systems.

Personal information may also be collected and used and disclosed in the course of the operation of building security systems, including video and other surveillance systems.

Principle 3 – Consent

Flex Academy will obtain consent of the individual for the collection, use or disclosure of personal information except where the law states exemptions, grants permission, or creates a requirement for collection, use, or disclosure of personal information.

Requirements for consent to collection, use or disclosure of personal information vary depending on circumstances and on the type of personal information that is intended to be collected, used or disclosed. In determining whether consent is required and, if so, what form of consent is appropriate, Flex Academy will take into account both the sensitivity of the personal information and the purposes for which Flex Academy will use the information. Consent may be express, implied (including through use of “opt-out” consent where appropriate), or deemed. For example, if an individual provides his/her mailing address and requests information regarding a particular service, consent to use the address to provide the requested information may be implied.

On giving reasonable written notice to Flex Academy, an individual may withdraw consent to the collection, use or disclosure of his or her personal information. Upon notice of withdrawal of consent, Flex Academy will notify the individual of the likely consequences of withdrawing his or her consent and, except where otherwise required or permitted by law, Flex Academy will stop collecting, using or disclosing the personal information as requested.

If a person provides Flex Academy or its service providers or agents with personal information about an individual, the person represents that it has all necessary authority and/or has obtained all necessary consents from such individual to enable Flex Academy to collect, use and disclose such personal information for the purposes set forth in this Personal Information Privacy Policy.

Principle 4 – Limiting Collection

Flex Academy will limit the personal information collected to that information necessary for the purposes identified by the school.

Principle 5 – Use, Disclosure and Retention

Flex Academy will only use, disclose and retain personal information for the purpose for which it was collected unless the individual has otherwise consented, or when its use, disclosure or retention is required or permitted by law.

How is Information Used?

Flex Academy uses personal information as follows:

If for any reason personal information is required to fulfill another purpose, the school will, where appropriate, notify you and ask you for your consent before the school proceeds.

Flex Academy may use anonymous information, such as information collected through surveys or statistical information regarding students, to constantly improve our school.

When May Information be Disclosed?

Flex Academy may disclose an individual’s personal information to others in connection with the purpose for which it was collected, as consented to by the individual, or as required or permitted by law. The following are some examples of how Heritage Christian Online School may disclose personal information.

When Authorized by You

In some cases, when communication is over the telephone, your consent to the use and/or disclosure of your information will be obtained verbally. In other cases such as when you communicate through e-mail, your consent will be obtained electronically.

When Required by Law

The type of information the school is legally required to disclose most often relates to family court issues, legal proceedings, court orders, government tax reporting requirements and health authorities. Student information as per Form 1701 is annually filed with the Ministry of Education.

Only the information specifically requested is disclosed and the school takes precautions to satisfy itself that the authorities making the request have legitimate grounds to do so.

When Permitted by Law

The school is legally permitted to disclose some personal information in situations such as an investigation of illegal activities, reasonable methods to collect overdue accounts, a medical emergency or suspicion of illegal activities, etc. Only pertinent information is disclosed.

The school does not sell, lease or trade information about you to other parties.

Outside Third Party Service Suppliers

At Flex Academy, the school sometimes contacts outside organizations to perform specialized services such as printing, student assessments, subscriptions, market research or data processing. Suppliers of specialized services are given only the information necessary to perform those services, and Flex Academy takes appropriate steps to ensure that such information is securely transferred and stored and is used only to fulfill the purposes for which it was disclosed to the service provider.

Restricting Sharing Information

If you choose to limit the sharing of your personal information, please contact the school office and submit a written letter specifying which items of personal information you wish to limit, and to whom you wish these items to be restricted. Please remember that certain agencies, by law, have access to certain types of personal information.

How Long Is Personal Information Retained?

Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected. Once the personal information is no longer required to be retained to fulfill the purposes for which it was collected and is no longer required or permitted to be retained for legal or business purposes, it will be destroyed or made anonymous.

Principle 6 – Accuracy

 Flex Academy will take appropriate steps to ensure that personal information collected by Flex Academy is as accurate and complete as is reasonably required in connection with the purposes for which it was collected, used or disclosed.

How May I Update Outdated or Incorrect Information?

An individual may, upon written request to Flex Academy, request that Flex Academy correct an error or omission in any personal information that is under Flex Academy’s control and Flex Academy will, as appropriate, amend the information as requested and send the corrected personal information to each third party to which it has disclosed the information during the preceding year.

Principle 7 – Safeguarding Personal Information

Flex Academy will protect personal information by security safeguards that are appropriate to the sensitivity level of the information.

The School’s Employees

In the course of daily operations, access to personal information is restricted to authorized employees who have a legitimate reason for accessing it. For example, teachers will have access to personal information about students but not your account with the school.

Employees are appropriately educated about the importance of privacy and they are required to follow the school’s policies and procedures regarding handling of personal information.

Student Files

Student files are stored in secured filing cabinets and/or in digital format. Access is restricted to only those employees (teachers, teacher-aides, counselors, secretaries, etc.) who, by nature of their work, are required to see them.

Electronic Security

The school manages electronic files appropriately with passwords and security measures that limit access by unauthorized personnel. The school’s security practices are reviewed periodically to ensure that the privacy of personal information is not compromised.

Principle 8 – Openness

Flex Academy will make information available to individuals concerning the policies and practices that apply to the management of personal information.

Individuals may direct any questions or enquiries with respect to the school’s privacy policies or practices to the Privacy Officer of Flex Academy.

Principle 9 – Individual Access

Flex Academy will inform an individual, upon the individual’s request, of the existence, use and disclosure of the individual’s personal information, and shall give the individual access to it in accordance with the law.

How May I Access My Personal Information?

Individuals may access and verify any personal information with appropriate notice so that the office is able to supply the information required. Most of this information is available in the registration forms and other forms that you filled out.

Parent Access to Student Personal Information

A parent may access and verify school records of the student, with appropriate notice during normal school hours. In situations of family breakdown, the school will grant access to records of students in accordance with the law.

Student Access to Student Personal Information

A student may access and verify school records of the student, with appropriate notice during normal school hours.

Principle 10 – Complaint Process

Individuals may question compliance with the above principles.

Questions, Concerns and Complaints

Questions, concerns, and complaints about privacy, confidentiality and personal information handling policies and practices of the school should be directed to the school’s Privacy Officer by calling the school office. If necessary, individuals will be referred to use the school’s complaint procedure and appeals policies.

Skills for Online Success

ADST: Skills for Online Success 1

Course Overview

All Flex Academy Students in Grades 6-9 will take this ADST Module as a Hybrid class. Skills for Online Success introduces students to many tools they will need to use to succeed in their Hybrid and online courses. Topics covered include Brightspace, Zoom, email, file management, screenshots, screen recording, online communication guidelines, scanning and digitizing documents, presentation programs, recording video presentations, and more. This module culminates in a final presentation.

Time Commitment

This module satisfies ⅓ of the ADST requirements for grades 6-9 students. There are 17 lessons which take between 15-45 minutes. Many lessons are short and practical, introducing skills students will practice and further develop in their future studies. Most of the lessons end with review questions or a short assignment. The final project may take several hours to complete.

This module can be taken at any point in grades 5-9, which is why you will see it offered at each grade level, but please note it is the same module offered at each grade, so it only needs to be taken once.

Tools required

Major Units and Topics

Email, Brightspace, Zoom, File Management, Screenshots, Screen Capturing, Digitizing Your Work, Cameras & Scanners, Recording Yourself, and Digital Presentations. 

Tips for Middle and High School Educational Success

Navigating regular in-person, online and hybrid courses together can be challenging for students. Here are a few tips to help your child find success in their courses at Flex Academy.

No one ever sets out to fail! 

We know students want to succeed with their in-person, online and hybrid courses. Students will hit roadblocks and technical difficulties. It is important to keep a positive mindset about these things, and for students or families to reach out for help from their Education Assistants, Learning Coaches, Teachers, Tech support or School Administrators. We are here to help! 

1. Role of Teachers

We are here to provide great courses and a positive learning experience with a teacher ready to support your student and give feedback to their work. Flex teachers care about each student. If your student is struggling, please get in touch with the teacher involved. 

2. Role of Students

Students are responsible for showing up consistently throughout the school year. That means being active in their course and being “present” with their teacher through assignment responses, Zoom, email and Learning Labs.

3. Role of Parents

Parents are an essential part of the learning process. We value when families are involved throughout the school year. Your student needs your encouragement and interest. Plan to sit down together at the computer every week to see where your child is at in their courses. Just asking, “Are you done?’  is not enough. It’s easy for a student to say “Yes, Mom” when they are not done at all. It happens all the time.

You are your student’s advocate, so don't be afraid to ask questions of your student or their teacher. 

4. Quality Communication

Flex Academy cares about your family's online experience. If you are thrilled with your experience, We would love to hear from you. Likewise, if you feel you are not being well served, please get in touch with Bri Dyck, Director of Flex Academy.

Truth and Reconcilation

Truth and Reconciliation Week

How the Church is Responding

Website Resources

 

Flex Family Newsletter Archives

Here is where you can find the Flex Family newsletters archive!

https://drive.google.com/drive/folders/1bq7LkJHu-Ha0ZLE1s7psyB6YeNJzPoa6