Frequently Asked Questions

Summer Packet 2018

A Chinese translation of these frequently asked questions (and answers) is available. Contact International Advisor Vivian Hom (vhom@tbcs.org) for additional assistance. 

What is the Summer Packet, and why is it so important that I complete it?

The Summer Packet centralizes all of the required forms, information, and registrations necessary for your child to start school in the fall.

Although the instructions are lengthy, detailed, and a little bit convoluted, there are basically seven steps involved in completing the Summer Packet:

  1. Review your child's emergency form so you are familiar with the information it contains and what needs to be updated in the Family Profile.
  2. Update your Household Profile including your child(ren)'s Medical Profile(s).
  3. Complete the Summer Packet online policy form. This is how you agree electronically to most of the waivers and releases required for your child(ren) to attend class on the first day of school. The policy form also collects T-shirt sizes (and wet suit sizes for seniors).
  4. Print, complete, sign, and submit paper forms (certificate of immunization, waivers for off-site camps, volunteer background check disclosure and driver acknowledgement, etc.)
  5. Sign up for optional activities (fall sports, Cubs Club, Bear Creek Plus)
  6. Get ready for the school year by registering for bus service; paying for student parking, yearbooks, and class/house sweatshirts; ordering uniforms; purchasing school supplies; and completing summer assignments.
  7. Get involved! RSVP to attend the Fall Tailgate or Parenting Your Athlete. Join Boosters and Friends of the Arts.

As you can tell, "Summer Packet" is somewhat of a misnomer; the name is a holdover from the days when Bear Creek families received a large envelope in the mail each summer containing a "packet" of forms, waivers, and flyers relating to the upcoming school year.

I received an email reminder to complete my Summer Packet. Can you tell me what is incomplete?

Sometimes parents update the Household Profile, but never find the Summer Packet online policy form (Step #3 on the Summer Packet instructions). The Summer Packet policy form is also found on your Parent Portal.

From the Parent Portal home screen, click the School Policies button, or if you just finished updating your Household Profile, you will see a School Policies tab near the top of the page. Open the Summer Packet online policy form.

Complete each section of the Summer Packet online policy form. Remember that you can complete it for all your enrolled children simultaneously. Be sure to click the Save Policies button at the top of the page to save your responses.

All the Summer Packet online policies are complete. Why did I get a reminder that some or all of my Summer Packet is incomplete?

Most likely you received the reminder because one or all of the paper forms have not been submitted. See Step #4 on the Summer Packet instructions for a complete list of forms that must be printed, completed/signed, and submitted.

Medical forms may be scanned and emailed directly to the school nurse Angela Burch (aburch@tbcs.org). If you have any questions about the medical forms and/or immunization forms, please contact Angela Burch directly.

What is my username and/or password?

Your school username is usually firstname.lastname, however if you don't remember your username or password, click the "Forgot Username or Password" link on the MyBC/Parents page. You will be asked to enter your email address. Look in your email inbox (and junk mailbox) for an email with a link for resetting your password.

Remember, your username is not an email address. If you created an account using your email address to register for Summer Camp, do not use it for any other purpose.

Parents of new students have had your Admission Portal credentials converted to Parent Portal credentials, therefore you may log in to the school website's MyBC/Parents page using the same username and password previously used to log in to the Admission Portal. These credentials now give you access to the password-protected content accessible via Bear Creek's Parents page. Single-sign-on (SSO) functionality will allow you to log in once on the Parents page and then click straight to the Parent Portal (family profile, grades, assignments, pay invoices, etc.), Vidigami (photos), sports registration, or any other password-protected page on the school website.

If you have any trouble logging in, please let Communications Manager Sini Fernandez (sfernandez@tbcs.org) know immediately, so she can help resolve any issues.

I can log in on the Parents page, but I can't get to the Parent Portal. What's wrong?

Use your official school credentials when logging in on MyBC/Parents. Your username has the format firstname.lastname. Do not log in on the Parents page using an email address.

The temporary credentials new parents created when registering their children for Summer Camp are not useful for any other purpose. (Returning parents used their Bear Creek credentials to register for Summer Camp and should not have this confusion.)

Admission Portal credentials (username and password) received when you applied to Bear Creek will now give you access to the password-protected content accessible via Bear Creek's MyBC/Parents page. Single-sign-on (SSO) functionality will allow you to log in once on the Parents page and then click straight to the Parent Portal (family profile, grades, assignments, pay invoices, etc.), Vidigami (photos), sports registration, or any other password protected page on the school website.

Where do I find the Parent Portal?

Go to the MyBC/Parents page on Bear Creek’s website, log in, and click the button labeled My Parent Portal. This will take you to your Parent Portal home page.

Summer Packet FAQ Screen Shot: My Parent Portal Button

Another option is to go straight to https://portals.veracross.com/tbcs. If you do this however, you won't have activated single-sign-on, so logging in again will be required to access password protected pages on the school website.

How do I "sign" the online Summer Packet policies required for my child to attend school?

Bear Creek will capture your digital consent for the Medical Release, School-Provided Medications Release, Publicity Release and lots more when you complete the online Summer Packet policy form (step #3 on the Summer Packet instructions).

The Summer Packet online policy form is found on your Parent Portal. First click My Profile in the navbar at the top of your Parent Portal, then click the School Policies tab. Then select Summer Packet. Or you can find the School Policies button on the Parent Portal home page.

Summer Packet FAQ Screen Shot: School Policies

Complete each section of the Summer Packet online policy form. Remember that you can complete it for all your enrolled children simultaneously. Be sure to click the Save Policies button at the top of the page to save your responses.

How do I know what information is printed on my child's emergency form?

The emergency form is used by the school any time your child visits the health room, it accompanies students on field trips, and should your child ever need to be transported to the hospital, this form will be sent along with him or her.

The emergency form is generated dynamically using the information you entered on your Household Profile and your child's Medical Profile.

A copy of your child's emergency form is found on the Parent Portal home page. You will find the "Emergency Information Form" link on the Links tab to the right of your child's photo.

Summer Packet FAQ Screen Shot: Emergency Form Link

 

We have moved. How do I update our household address?

To update your family's primary address, click My Profile in the navbar at the top of your Parent Portal.

Then, in the Family Information section, click Change Primary Address, then Edit, then make necessary changes. Be sure to Save your changes.

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the database manager for processing. Updates will be reflected on your Family Profile and your child’s emergency form within one or two business days.

Summer Packet FAQ Screen Shot: Change Home Address

My email address (or phone number) has changed. How do I update?

To update your (or your spouse's) email addresses or phone numbers, click My Profile in the navbar at the top of your Parent Portal.

Then, in the Family Information section, click My Personal Contact Information, then Edit, then make necessary changes for you and/or your spouse. Be sure to Save your changes.

Remember, email addresses may not be shared among family members. Unique email addresses are required for the password reset functionality on the Parent Portal.

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the database manager for processing. Updates will be reflected on your Family Profile and your child’s emergency form within one or two business days.

Do you really need my child's email address and mobile phone number?

Students in grades 5-12 must have a unique email address on file. It is required for the password reset functionality on the Student Portal. Email addresses may not be shared among family members. Upper School teachers often email their students with class information, so please enter an email address that your child will check and use frequently. If you do not enter an email address for your child, once school starts an email address will be assigned to him/her; however it will be restricted to send and receive only to/from other tbcs.org accounts.

Younger students (preschool - grade 4) do not use the Student Portal and do not need an email address on file. Please leave this field blank.

Students in grades 9-12 who have a mobile phone number on file will receive emergency text alerts (e.g. in case of school closure, etc.). Since Upper School students often drive themselves to school, it is convenient for them to receive notifications personally.

To update your child's contact information, click My Profile in the navbar at the top of your Parent Portal.

Then, in the Family Information section, click My Child(ren)'s Contact Information, then Edit, then make necessary changes for each of your children. Be sure to Save your changes.

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the database manager for processing. Updates will be reflected on your Family Profile and your child’s emergency form within one or two business days.

May I submit the printed immunization records from Pediatric Associates instead of the Certificate of Immunization Status?

No. New for the 2018-2019 school year, the Washington State Department of Health requires that schools collect the official parent-signed Certificate of Immunization Status form for each new student (includes all P3 students) plus all students in kindergarten and grade 6. If your child is on a delayed immunization schedule or has not received some immunizations, you must submit the physician-signed Certificate of Exemption.

How do I update my child's primary care provider's contact information?

To update your child's primary care provider's name and phone number, click My Profile in the navbar at the top of your Parent Portal.

In the Medical Information section, click Review Household Doctors, then Edit to update the doctor's phone number or delete the card; be sure to Save your changes. Alternately, you may add a new card if your child has a new doctor.

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the school nurse for processing. Updates will be reflected on your Family Profile and your child’s emergency form within one or two business days.

How do I update my child's medical insurance information?

To update your child's medical insurance provider and ID/group numbers, click My Profile in the navbar at the top of your Parent Portal. We need your provider and group number in case your child should need to go to the emergency room.

In the Medical Information section, click Family Insurance Information, then Edit to update the medical insurance ID number and group number or delete the card; be sure to Save your changes. Alternately, you may add a new card if your child has a new insurance provider.

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the school nurse for processing. Updates will be reflected on your Family Profile and your child’s emergency form within one or two business days.

My child has allergies. How do I ensure the school knows how to treat him/her?

To update your child's medical information, click My Profile in the navbar at the top of your Parent Portal. Then select the Medical Profile tab (or scroll down and click "Review Medical Profile" and "Click here" in the Medical Information section) to edit your child's Medical Profile.

Summer Packet FAQ Screen Shot: Medical Profile

Select "Allergies Symptoms" from the "+ Add a new request" drop down menu. Then type in a detailed description of your child's allergies, symptoms, triggers, and treatments.

Submit your request. Using the labeled tabs you may update all your children's Medical Profiles one right after another.

Summer Packet FAQ Screen Shot: Update Allergies Symptoms

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the school nurse for processing. Updates will be reflected on your child's Medical Profile and your child’s emergency form within one or two business days.

My child takes regular medications. How do I tell the school nurse and emergency providers about my child's current medications?

To update your child's medical information, click My Profile in the navbar at the top of your Parent Portal. Then select the Medical Profile tab (or scroll down and click "Review Medical Profile" and "Click here" in the Medical Information section) to edit your child's Medical Profile.

Summer Packet FAQ Screen Shot: Medical Profile

Select "Current Medications" from the "+ Add a new request" drop down menu. Then list all medications your child takes on a regular basis (prescribed, over-the-counter, or naturopathic) at home or during school hours. Include allergy, ADD/ADHD, migraine, and emergency medications such as epinephrine and inhalers.

Submit your request. Using the labeled tabs you may update all your children's Medical Profiles one right after another.

Summer Packet FAQ Screen Shot: Update Current Medications

If your child requires medication while at school, you must submit a Medication Authorization form. If the medication requires a prescription, then your child's medical provider must complete and sign the form.

Medication Authorization

Remember Bear Creek's Medication Administration Policy requires that all medication (over-the-counter and prescription) must be kept in the health room.

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the school nurse for processing. Updates will be reflected on your child's Medical Profile and your child’s emergency form within one or two business days.

What is the best way to tell the nurse about my child's general medical condition?

To update your child's medical information, click My Profile in the navbar at the top of your Parent Portal. Then select the Medical Profile tab (or scroll down and click "Review Medical Profile" and "Click here" in the Medical Information section) to edit your child's Medical Profile.

Summer Packet FAQ Screen Shot: Medical Profile

Select "General Medical Notes" from the "+ Add a new request" drop down menu. Then you may write detailed notes about your child's medical history and current conditions.

Submit your request. Using the labeled tabs you may update all your children's Medical Profiles one right after another.

Summer Packet FAQ Screen Shot: General Medical Notes

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the school nurse for processing. Updates will be reflected on your child's Medical Profile and your child’s emergency form within one or two business days.

Will you dispense over-the-counter medication to my child? Which ones?

Nine over-the-counter medications are available at school and with your permission may be administered to your child. You may specify which, if any, we may administer using the drop down menu on your child's Medical Profile.

To update your child's medical information, click My Profile in the navbar at the top of your Parent Portal. Then select the Medical Profile tab (or scroll down and click "Review Medical Profile" and "Click here" in the Medical Information section) to edit your child's Medical Profile.

Summer Packet FAQ Screen Shot: Medical Profile

Select "Medications Allowed" from the "+ Add a new request" drop down menu. Unless you specify “all medications,” only medications specifically listed will be administered to your child. (See list of available over-the-counter medications.)

Submit your request. Using the labeled tabs you may update all your children's Medical Profiles one right after another.

Summer Packet FAQ Screen Shot: Update Medications Allowed

Please Note: Submitted and saved updates do not appear immediately, but will be sent to the school nurse for processing. Updates will be reflected on your child's Medical Profile and your child’s emergency form within one or two business days.

How do I designate who may pick up my child in an emergency if I can't be reached?

Emergency contacts are the people you would like us to call if you can't be reached, for example if your child is sick and needs to go home or if we have a snowstorm and must release students early, etc. 

To update your child's contacts, click My Profile in the navbar at the top of your Parent Portal.

Then, in the Household Contacts section, click Contacts for My Child(ren). Use the blue "+ Add New" or Edit buttons to make changes to your child(ren)'s contacts.

Please ensure that four individual contacts (and no more) are designated as “emergency contacts” by selecting “yes” from the drop down menu when editing each contact. (We need four individual emergency contacts, preferably three local and one out of state, so we may contact them if you cannot be reached.)

Do add "John Smith" and "Mary Smith" as a two individual contacts. Do not add "John and Mary Smith" as a single contact.

How do I designate who may pick up my child at the end of a regular school day?

To update your child's contacts, click My Profile in the navbar at the top of your Parent Portal.

Then, in the Household Contacts section, click Pickup Authorization. You will find a card for each of the contacts previously entered under Contacts for My Children. Use the blue Edit button to check the box next to your children's names to indicate who each contact may pick up.

Contacts authorized for pickup are not necessarily emergency contacts.

How do I designate how much of my contact information is shared in the Household Directory?

Bear Creek's online directory is available on the password-protected Parent, Student, and Teacher Portals. It is used by Bear Creek families to contact one another (e.g. birthday party invitations, arranging carpools, etc.). Click Directories in the navbar at the top of your Parent Portal to view the online directory. 

To update your directory preferences, click My Profile in the navbar at the top of your Parent Portal.

Then, in the Directory Preferences section, you may specify which household and personal information you would like listed in the Household Directories and Student Directories.

Please note:

  1. Student Directories are the same as Household Directories except that they have one entry for each student instead of one entry for each household.
  2. Student cell phone numbers and email addresses are not listed in either the Household Directories or the Student Directories.

How can I ensure my child's grandparents are invited to Grandparents Day and are sent a Grizzly Gram?

At The Bear Creek School, we know that the bond between grandparents and their grandchildren is special. We honor that relationship during the school year by offering grandparents various ways to connect with their grandchildren and by keeping them informed of school news. Grandparents Day invitations will be mailed in September, so please add or update their information on your Family Profile this summer. At the beginning of the school year, we also mail Grizzly Grams which grandparents may use to write notes to their grandchildren. We send grandparents our twice-yearly school magazine, Modus Vivendi. Grandparents Day is scheduled every other year (October 18, 2018).

To update your child's grandparent contact information click My Profile in the navbar at the top of your Parent Portal.

Then, in the Grandparents section, click Grandparent Households and Personal Directory Preferences. Use the blue "+ Add New" and Edit buttons to make any additions or changes.

I completed the Volunteer Background Check Disclosure and the Volunteer Driver Acknowledgement last year. Do I need to fill them out again this year?

Yes! In order to help out at school, all volunteers must consent to a background check which is valid for one year. So every year you must resubmit the background check disclosure form along with a copy of your valid driver's license.

Similarly, we require the volunteer driver acknowlegement be completed every year and submitted with a copy of your valid driver's license and proof of automobile insurance. When your insurance is renewed mid-year (most policies are for 6 months), you will be asked to supply an updated proof of insurance.

These forms will only be processed if accompanied by required documentation (driver's license and proof of insurance).

I have reviewed this FAQ, but my question is still unanswered. Whom may I contact?

If you have an unanswered question about completing the Summer Packet, please contact:

Sini Fernandez
Communications Manager
sfernandez@tbcs.org

All questions regarding student health, medications, and immunizations should be directed to:

Angela Burch
School Nurse
aburch@tbcs.org

Please note that email is the best contact method as both frequently work away from their desks.