Matriculation Guide Matriculation is the reception and enrollment of cadets for the beginning of either the Summer Program or the Academic Year. It is critical that we do this efficiently and effectively for all involved parties. This guide is intended to facilitate that process. Due to the COVID-19 situation, families are reminded to wear an appropriate face mask during the matriculation process, and to observe social distancing wherever necessary. Only two family members may accompany the cadet during matriculation. In addition, we are requesting a 14 day self-quarantine of all cadets prior to arrival to limit potential spread. Our intent is to test all cadets upon matriculation. • Matriculations will be held on: • Leadership School: Saturday, August 14, 2020 from 0900 – 1100 • New Students, PG, & International: Saturday, August 22, 2020 • 0900 – 1100 – To Be Assigned • 1300-1500 – To Be Assigned • Returning Students: Monday, August 24, 2020 from 0900 - 1100 • Families should arrive at the start time for their matriculation and bring their cadet and his personal bags and items to the Davis Gym foyer. On the 22 nd , there will be two groups at different time slots to manage the flow through matriculation, and maintain social distancing. A finalized schedule will be sent to families a week in advance indicating which time slot they should attend. • Matriculation Plan - Parents and cadets will follow the route listed below, and will visit all stations, even if the item was completed online. • Station 1 – Bag Drop, Davis Gym: Cadets will take their personal bags and items to the Davis Gym foyer for bag check. Families will be checked in, including, provided instructions for matriculation, given their matriculation check-list, and directed to the chapel. All personal bags should be tagged with the cadet’s name and grade. Ensure all trunks or boxes are unlocked. Bags will be stored in a secure location to ensure their security. Bags will be sprayed with a fabric friendly disinfectant to prevent the spread of COVID-19. • Station 2 – Admissions Check-in, Cheatham Chapel: Admissions will have a table set up to welcome parents and cadets. Snacks and beverages will be available in the foyer. Families will be directed to their seats or the next station.
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Matriculation Guide
Matriculation is the reception and enrollment of cadets for the beginning of either the Summer
Program or the Academic Year. It is critical that we do this efficiently and effectively for all
involved parties. This guide is intended to facilitate that process.
Due to the COVID-19 situation, families are reminded to wear an appropriate face mask during
the matriculation process, and to observe social distancing wherever necessary. Only two
family members may accompany the cadet during matriculation. In addition, we are requesting
a 14 day self-quarantine of all cadets prior to arrival to limit potential spread. Our intent is to
test all cadets upon matriculation.
• Matriculations will be held on:
• Leadership School: Saturday, August 14, 2020 from 0900 – 1100
• New Students, PG, & International: Saturday, August 22, 2020
• 0900 – 1100 – To Be Assigned
• 1300-1500 – To Be Assigned
• Returning Students: Monday, August 24, 2020 from 0900 - 1100
• Families should arrive at the start time for their matriculation and bring their cadet
and his personal bags and items to the Davis Gym foyer. On the 22nd, there will
be two groups at different time slots to manage the flow through matriculation,
and maintain social distancing. A finalized schedule will be sent to families a
week in advance indicating which time slot they should attend.
• Matriculation Plan - Parents and cadets will follow the route listed below, and will visit all
stations, even if the item was completed online.
• Station 1 – Bag Drop, Davis Gym: Cadets will take their personal bags and items
to the Davis Gym foyer for bag check. Families will be checked in, including,
provided instructions for matriculation, given their matriculation check-list, and
directed to the chapel. All personal bags should be tagged with the cadet’s name
and grade. Ensure all trunks or boxes are unlocked. Bags will be stored in a
secure location to ensure their security. Bags will be sprayed with a fabric friendly
disinfectant to prevent the spread of COVID-19.
• Station 2 – Admissions Check-in, Cheatham Chapel: Admissions will have a
table set up to welcome parents and cadets. Snacks and beverages will be
available in the foyer. Families will be directed to their seats or the next station.
• Station 3 - Business Office, Cheatham Chapel Sanctuary: Parents will verify
completion of required documentation
• Stations 4-7 will be in the Science Building (may be visited in any order,
stations 4 and 5 are in the basement, stations 6 and 7 are on the first floor)
• Station 4 – IT, IT Center: Parents and cadets will sign the Honorable Use
Policy, review hardware requirements, and receive HMA network account
information.
• Station 5 – Infirmary, DLC: Parents will verify Consent to Treat and Magnus
Account completion, and COVID-19 testing for all cadets.
• Station 6 – Athletics, Room 214: Parents and cadets will verify sports
enrollment
• Station 7 – Academics, Room 211: Parents and cadets will verify class
enrollment
• Station 8 – Activities, Game Room, Camden Hall: Parents and cadets will
receive information on extracurricular activities, schedules, costs, and
procedures
• Station 9 - Military Department, Parents’ Council, Military Lounge, Camden Hall:
• Transportation - Parents and cadets will receive information from Mrs.
Loney on operations and costs of HMA transportation services
• Cell Phone Turn in - All cadets will turn in their cell phones
• Room Assignments - All cadets will receive their room assignments. ***
This is the time for cadets and parents to say goodbye as cadets will move
next to the Quarter Master for uniform try-on, issue, etc
*** Parents will not be allowed on the barracks due to the hectic activities
and respect for other cadets’ living space
• Station 10 - Quarter Master, Quarter Master Supply: Cadets will be issued all
required uniform and basic issue items. Each cadet will physically try on each
piece of clothing and be inspected by the QM and Staff to ensure proper fit.
Returning Cadets will be inspected in each uniform item for serviceability and fit.
Final Actions - Cadets will deposit their issued items into their rooms. They will then
report to the Military Department, retrieve their bags and move them to their
rooms. The Military Department will coordinate support from other cadets.
*** The Military Department will provide the orientation schedule to each cadet on
matriculation day.
Parent Orientation - A Parent Orientation briefing will be held in Cheatham Chapel
at 11:00 A.M. On the August 22nd, there will be a second Parent Orientation held at
1:00 P.M.
2020 Fall Pre-Matriculation Checklist
□ Submit My Backpack Forms: Contract and Student Fund Form
(How-to documents included)
□ Submit My Backpack permission slips/release forms (How-to documents
included)
□ Have a current physical & current vaccinations, including meningitis.
(optional physical form included)
□ Have all medical documents ready to upload into Magnus. (Once enrolled,
Magnus account info will be mailed to you)
NOTES FOR CADETS ARRIVING ON CAMPUS ALONE
• If you’d like transportation to campus from a nearby airport or bus station, please contact Ms.
Barbara Loney ([email protected]) to arrange for pickup. We offer transportation service for
a nominal fee to Greensboro International Airport, Raleigh-Durham Airport, and Lynchburg
Amtrak station. For more information, please refer to the “Cadet Transportation” page in the
Military Packet of this document.
• In advance of your Cadet’s arrival, please contact Bill Riddle in the business office
Electronic Student Medical Records for the Infirmary
Welcome to the 2020-21 School Year at Hargrave Military Academy! The Infirmary is pleased to serve
your student's medical needs. Hargrave utilizes the Magnus Health Student Medical Record (SMR)
system to collect and maintain all student health information. Magnus Health SMR is an easy-to-use,
secure website for submitting health information online. Please complete this information as soon as
possible; your student's health record must be completed before arriving at Hargrave.
To establish or access your student's medical record, please follow these steps:
1. You will receive an email from Magnus Health; this email contains your login and password
information for your student's Magnus Health SMR account. If you do not receive this email,
please notify your admissions counselor.
2. If you wish, take the "parent tutorial" at http:/ /magnushealth.com/parents/.
3. Access your account, and type in all of the requested information. As you finish each section,
click "save." (International students: Because you do not have a U. S. social security number
(SSN), please type "999-99-9999" into this field.)
4. Print and sign the required forms. (Some forms will require your doctor’s signature.)
5. Please scan, fax, or mail the documents that require signatures back to Magnus Health. (Do not
provide these documents to Hargrave, your personal medical records are not maintained on
campus.) When this is completed, the Infirmary staff will review your data and email you if there
are further questions.
***Please be sure to bring ALL medication to the Infirmary upon your arrival on campus!
We look forward to meeting you this year!
Magnus Health Portal FAQs Magnus Health is an independent healthcare medical records manager. Magnus’ primary purpose is to streamline the medical records process between Hargrave families and the Academy. The ‘Frequently Asked Questions’ about the service follow: Q: I have a returning Cadet. Do I have to use Magnus? Hargrave should already have all of this information from last year! A: Yes. Every family has to use Magnus. We do have paper files from the past. However, the documents all expire yearly except the immunizations. Physicals are only good for one calendar year. There is also much more information in Magnus than we have asked before. This will allow us to understand your young man better and give safer care! Q: How do I reach Magnus with questions? A: The help desk is open Monday thru Friday 9am-4pm. Their number is 1-877-461-6831. You can also email the help desk via the Magnus website www.magnushealth.com. Click the orange Magnus Help button. Then select that you are a parent. There are great step by step articles there to assist you with most of your questions. You can also email Magnus right from there. Q: Why don’t I have a Magnus account yet? A: It takes a day or two for Magnus to establish the account after you are enrolled. If more than several days have passed and you have not gotten an email from Magnus call the help desk and inquire (1-877-461-6831). If they do not have your information yet please call Hargrave admissions and speak with Connie (434-432-2119). Q: How do I get a new user ID/password? A: Your user ID (always your email address) and password were sent to you via email directly from Magnus. They were sent to the email(s) you provided to admissions when applying. If you cannot find the email...check your spam. If you need a new email sent, call the Mangus help line at 1-877-461-6831. They can send you another introduction email. No Hargrave employees are allowed to have your password to protect your privacy, but we can request a re-set if you email the infirmary at [email protected]. Q: I sent my signed documents to Magnus. Why are they not in my account? A: If you choose mail or fax there is a 1-2 day delay for it to show in your account not including weekends. If you FAX OR MAIL, THE COVER SHEET FOR EACH DOCUMENT must be with the document. The cover sheet (and its numbers across the top) tell the system where to place the record. The cover sheet has in bold which document it must go with when submitting. It also has the fax number and mailing address for Magnus clearly identifiable. Q: Do I have to meet the deadlines the email “reminders” give me for completion? A: Yes. Please do your part as soon as possible after receiving the initial email with your password. You will see that several forms have to be signed and you may need doctor’s appointments to get the physical and care plans completed. We cannot process everyone's questions and documents the week before school starts. A Hargrave nurse must review each document before your record is complete. Documents you send in right before matriculation will not show up if entered less than 4 business days before school starts. Q: Can I just bring what I have and finish this during matriculation or when I arrive on campus? A: No. The record must be complete when you arrive. We need to move each Cadet through in a timely fashion. If you come without your record complete you will have to complete it in a computer lab during matriculation. This will delay you in getting through to see every department. Those who complete the record as required will go through very quickly! No more long lines to review the infirmary packet! DO NOT mail documents to Hargrave for Magnus.
Q: What happens if I do not complete the record before school starts? A:The Cadet will have to sit out of sports and activities and possibly classes until it is complete. We cannot allow Cadets without proper medical documents to risk injury. These documents allow us to seek medical treatment. Remember your young man is a minor. We are here to help in your absence but we must have consent to treat on record. Q: Why is the meningitis shot required for Hargrave? A: Most boarding school and colleges require this immunization. Because meningitis is spread rapidly in barracks it is vital for your child’s protection. This is NOT a normal childhood immunization so it may need to be given before arriving at Hargrave. Q: What happens if I say “no” to Hargrave authorization to administer the flu shot? A: Every Cadet needs to have a flu shot yearly during the flu season. The flu can spread rapidly through barracks. If your doctor has already given the shot for the current flu season you may provide documentation to us in the immunization section. If you refuse the shot altogether, then you are responsible to come get your Cadet--immediately-- and care for him if he becomes ill with the flu or flu like symptoms while at Hargrave. Q: Why am I having trouble when using Safari as my Web-browser? A: Safari is the web-browser used by MAC. It does not work well with Magnus. Simply use an alternate browser of your choice and you will resolve all technical difficulties. Q: How can I complete Magnus if do not have a good internet connection? A: All of your work is saved as you go. So take a break if needed and come back to it. You can also call Magnus (1-877-461-6831) to assist you with filling in the Vital Health Record. The remaining documents can then be printed, signed by you and your doctor and then loaded back into Magnus. You can mail or fax the documents to Magnus (with a day delay) or scan the documents immediately into your account. Q: Do I update Magnus for changes in meds or health during the year? A: Yes. Please log in and update any new information in the Vital Health Record and on the medication record if it is a prescription change. Also please alert the infirmary via email at [email protected] you have made a change so we can mark the medication card and alert others of allergy changes. The infirmary email goes to all nurses so whomever is on duty that day should respond to you! This will allow us to return your email quickly! Q: How will the infirmary let me know when refills are needed? A: Our goal is to be safe, efficient and to open communication with you via Magnus. We will notify you first via secure email. If needed, we will then use the phone numbers provided. Refills for drugs are the parent responsibility. Please mark in your calendar approximately when refills will be needed and send them on breaks or open weekends! It is always better to have too many than run out of medication. Q: Why are the refills for ADHD drugs last minute? Do I have to have the actual prescription mailed or can I fax it? A: As you know, most medications for ADHD are controlled, schedule II drugs. The ACTUAL prescription has to be in hand to be filled. No faxed or copied versions can be filled by law. You must coordinate the delivery of the actual prescription to Gretna Drug for packaging. You and your doctor must devise a system for this to happen quickly when it can be written. The law recently changed to allow a physician to postdate three prescriptions at a time. This means you could come to school with three written prescriptions for the next three months, allowing us to work with Gretna when we need refills. Email the infirmary your plan for filling drugs or mailing prescriptions and we will note this in Magnus. If the infirmary must make frequent calls for refills that are late this may result in late charges to the parent. Our priority needs to be treating Cadets but much of our time is spent tracking medication refills!
Q: Can I use my own pharmacy instead of Gretna Drug? A: Yes, but we prefer to use Gretna Drug for all medications as it greatly simplifies our medication processes. Also, Gretna charges an additional fee for repackaging medications brought into the pharmacy from the outside at $5 per sheet. For example, if you send five vitamins to be taken three times a day that is 15 cards every month at $5 each, or an additional $75 per month. ** Make sure you call your health insurance company and alert them of your young man’s location as a boarder. You must ensure the coverage will apply in this area.
WHAT TO BRING – Boarding Cadet
Hargrave will provide bed linens. The following is a list of items each Cadet is required to bring with
him:
Alarm Clock
Athletic Gear
Athletic shoes (1 or 2 pairs)
Athletic socks (4 pairs, white)
Backpack or book bag (black)
Bath towels (5, any color)
Blanket (1, solid gray or navy in color)
Bookends (1 pair)
Box fan (optional, all barracks now have air conditioning)
Broom and dustpan
Bucket with handle
Calculator (TI-83 or TI-84, Alg. I and above)
Cell phone (optional; must comply with HMA regulations)
Coat hangers (10-15)
Computing devices (no more than two; e.g., one laptop and one tablet)
Desk lamp (1, w/ extra light bulbs)
Dictionary
Enrollment packet, completed
Extension cord (1, w/ surge protector)
Footlocker w/ extra lock (any size)* (Available from Quartermaster for $46+tax)
Handkerchiefs (as needed)
iPod, MP3 player w/headphones (optional)
Laptop (Chromebook will be required starting 2nd semester – see letter from IT dept.)
Personal hygiene items (toothpaste, toothbrush, soap, deodorant; NO aerosol cans)*
Pillow (1)
Safe (small, portable)
School supplies: paper, pens, pencils, six (6) 1 ½” binders, six (6) sets of 5-tab dividers*
Slippers and/or shower shoes (1 pair)
Sponge mop
Swim trunks – solid color
T-shirts (12, white, crew neck)*
Underwear (12 pairs, boxers or jockey shorts)*
Washcloths (4, any color)
DO NOT bring:
Civilian clothes Computer games
Hot plate Computer monitor or printer
Refrigerator or other appliances Television
Protein shakes/powders of any kind Hot plate
*Available in the Quartermaster Shop on a limited basis
WHAT TO BRING – Day Cadet
The following is a list of items each Cadet is required to bring with him:
Athletic shoes
Athletic gear for sports
Backpack or book bag (black)
Bath towels (1)
Calculator (TI-83 or TI-84, Alg. I and above)
Coat hangers (10-15)
Dictionary (optional)
Laptop (Chromebook will be required starting 2nd semester – see letter from IT dept.)
Personal hygiene items (toothpaste, toothbrush, soap, deodorant; NO aerosol cans) – in case of
inclement weather and/or late games*
School supplies: paper, pens, pencils, six (6) 1 ½” binders, six (6) sets of 5-tab dividers*
Swim trunks – solid color
DO NOT bring:
Civilian clothes Computer games
Hot plate Computer monitor or printer
Refrigerator or other appliances Television
Protein shakes/powders of any kind
*Available in the Quartermaster Shop on a limited basis
F.A.Q.
What do you mean buy a foot locker of any size?
Your son needs a place to safely store and lock his valuables. Some Cadets purchase traditional foot
lockers or a storage trunk or bin is perfect, too! Traditional foot lockers are available to order from the
Quartermaster in a limited supply. You may contact the Quartermaster’s office to check on availability.
Whatever route you choose, please make sure it’s able to lock and is big enough to safely lock his
valuables.
Initial Uniform Issue
The following items are part of your Cadet's tuition and will be issued by the Quartermaster upon
matriculation:
• Digital Camo uniforms
• Athletic shirts, gray (6)
• Athletic shorts (6 pairs)
• Belt, waist, white (1)
• Belts, web (2)
• Dress coat (1)
• Dress gloves, black (1 pair)
• Dress hat (1)
• Dress hat cover, white (2)
• Dress socks , black (9 pairs)
• Dyking, white (1 set)
• HMA blanket (1)
• Insignia (1 bag)
• Laundry bags (4)
• Military Oxford dress shoes (2 pairs)
• Nametags (2)
• Overseas hat (2)
• Shirts, gray (4 short sleeve, 4 long sleeve)
• Sweatsuit (1)
• Swim shorts (1)
• Travel suit (1)
• Uniform trousers , gray (4 pairs)
• Winter jacket, black (1)
CADET TRANSPORTATION
The following information is provided to assist parents in making transportation plans for the 2020-21
academic year. The Transportation Coordinator (Ms. Barbara Loney, 434-432-2691) will assist with
arrangements for your Cadet to travel to and from airports and bus terminals. Please furnish copies of
your Cadet’s travel itineraries to: Hargrave Military Academy, 200 Military Drive, Chatham, VA 24531,
*Calendar subject to changes due to COVID-19 updates or restrictions
AUGUST JANUARY
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
2020-21 SY One Page Calendar rev 07.24.20
FEBRUARY
(Spiritual Emphasis Month)
MARCH
APRIL
MAY
2020-21 Travel Planning Calendar (to assist you in making travel plans)Hargrave Military Academy | 200 Military Drive | Chatham, VA 24531 | 434-432-2481 | www.hargrave.edu
SEPTEMBER18 Open Weekend (Cadets dismissed at 12:30PM)20 Cadets return by 5:00PM
OCTOBER9 Parents Weekend (Special Weekend - Cadets may leave
after the Parade)12 Cadets return by 5:00PM 30 Open Weekend (Cadets dismissed at 12:30PM)
NOVEMBER1 Cadets return by 5:00PM
20 Thanksgiving Break (Cadets dismissed at 12:30 PM)29 Cadets return by 5:00PM 18 Christmas Break (Cadets dismissed at 12:30 PM)
JANUARY 5 Cadets return by 5:00PM
22 Open Weekend (Cadets dismissed at 12:30PM)24 Cadets return by 5:00PM
FEBRUARY 12 Open Weekend (Cadets dismissed at 12:30PM)14 Cadets return by 5:00PM
MARCH5 CIS Open Weekend (Cadets dismissed at 12:30PM)6 Special Weekend Military Ball (for 10th, 11th, 12th, and PG)
(Parents Welcome)7 Underclass Cadets return by 5:00PM8 Military Ball Seniors Return by 5:00PM
26 Spring Break (Cadets dismissed at 12:30 PM)APRIL
5 No Classes- Cadets return by 5:00PM23 Open Weekend (Cadets dismissed at 12:30PM)25 Cadets return by 5:00PM
MAY9 Mother's Day Parade, Underclass Awards (overnight passes not allowed)
14 GRADUATION CLASS OF 2021!15 Final Formation- Underclassmen Dismissed 17 Barracks Close
*Reminder: Cadets may not leave campus until 12:30PM or after their last class on Open Weekends and Holidays
*Calendar subject to changes due to COVID-19 updates or restrictionsrev 06.03.2020
Hargrave Military AcademyStudent Physical Examination Form
Cadet’s full name Date of Birth
Address
Social Security #
N=NormalHEALTH EXAMINATION
ALLERGIES
Name of Parent / Guardian
A. Height Weight BPA=Abnormal AN COMMENT: abnormal findings, by number
HEALTH HISTORY (serious illness, injuries, medical conditions requiring daily medications)B.
C. SPORTS PARTICIPATION:Is the Cadet cleared for participation in sports (Check one): Yes NoPlease describe in detail any condition which would prevent or limit full participation in all areas of athletics, marching, rifle drill, or academics.
1.2.
9.8.7.6.5.4.3.
10.11.12.
19.18.
17.
16.15.14.13.
Hargrave Military AcademyStudent Physical Examination Form
Cadet’s full name Date of Birth
State diagnosis, prognosis and specify duration (including dates) of any limitations or restrictions:
Are there any further treatments required for this condition? if so, the treatments must be approvedand coordinated with the medical team at Hargrave’s Infirmary before proceeding:
Physician’s Name (Print):
Physician’s Address:
Physician’s Signature:
Date:
HARGRAVE MILITARY ACADEMY
Important Phone Numbers
Main Switchboard: 434-432-2481
Col. Michael Brown, USMC (Ret) President Ext. 2573
LtCol. Nicholas Morris Assistant Head of School Ext. 2584
CSM Jason Roarke Commandant Ext. 2687
TAC Officers Military Dept. Ext. 2685
Dr. Jim Tung Academic Dean Ext. 2576
Rev. Adam Felty Chaplain Ext. 2581
Wesley McClure Director of Admissions Ext. 2147
Jeremy Eubank Registrar Ext. 2574
(scheduling of classes; SAT, ACT testing)
Ben Veshi College Counselor Ext. 2686
Zachary Jones IT Specialist Ext. 3180
Thomas Messinger Director of Athletics Ext. 2690
Thomas Messinger Director of Basketball Ext. 2682
Patricia Baker Head Nurse Ext. 2571
(health, injuries, infirmary matters, insurance)
Ms. Barbara Loney Transportation Ext. 2691
Duty TAC Cell Phone Military 434-441-6722
Guest Accommodations
Gretna/Chatham
Hampton Inn - Gretna
• 200 McBride Ln, Gretna, VA 24557 (434) 656-9000
Keys Accommodations A B & B
• 146 South Main Street Chatham, Virginia 24531
(434) 432-2735 or (434) 770-7608
Arbnb
114 Reid Street Chatham, Virginia 24531
Danville Virginia
Best Western - Danville
• 1292 South Boston Rd, Danville, VA 24540 • (434) 483-5000
Comfort Inn - Danville
• 100 Tower Dr, Danville, VA 24540 (434) 793-2000
Courtyard by Marriott - Danville
• 2136 Riverside Dr, Danville, VA 24540 (434) 791-2661
Holiday Inn Express - Danville
• 2130 Riverside Dr, Danville, VA 24540 (434) 793-1111
Sleep Inn - Danville
• 1483 South Boston Rd, Danville, VA 24540 (434) 793-6090
Lynchburg Virginia
Courtyard by Marriott - Lynchburg • 4640 Murray Pl, Lynchburg, VA 24502
(434) 846-7900
Fairfield Inn & Suites - Lynchburg • 3777 Candlers Mountain Rd, Lynchburg, VA 24502
(434) 845-1700
Extended Stay America - Lynchburg University Blvd
• 1910 University Blvd, Lynchburg, VA 24502 (434) 239-8863
Microtel Inn & Suites - Lynchburg
• 5704 Seminole Ave, Lynchburg, VA 24501 (434) 239-2300
SpringHill Suites - Lynchburg
• 15171 Wards Rd, Lynchburg, VA 24502 (434) 237-5848