New Families Checklist - Wheaton Academy

Checklist for New Families

We are so excited for your family to join our Wheaton Academy community during the 2018-2019 school year. There are several action steps that need to be completed before the first day of school. We hope to make this “Back to School” process as easy as possible for your family.

If you have any questions about this “Back to School” checklist, please contact Angie Roberts in Student Services at 630-562-7541 or A member of our Student Services team would be happy to assist your family in person as well. We will have support every Monday-Thursday from 8:00am-9:00am or you can make an appointment.

Click on the button below for a calendar outlining important dates for students and families to know leading up to the first day of school on August 21. We look forward to August and the start of school. Have a wonderful rest of your summer!

Back to School Calendar 2018-2019

  Schedule and complete an incoming student placement test

Schedule your student’s English, Math, and optional French/Spanish placement tests with the Admissions Office. Each test is approximately fifty minutes long.

Class Placement Information

  Set up your SMART Tuition account

The first tuition payment will be due June 2018. Please log into to set up your Smart Tuition account for 2018-2019. Find account setup instructions here.

  Complete Class Registration meeting

Student Services or the Admissions Office will contact families to schedule their individual appointment time after students complete placement test(s).

Registration Resources:
Incoming Students Booklet
Curriculum Guide
AP Class Information

  Schedule your annual physical

Schedule your annual physical (required for 9th grade) with your family doctor.

  Register for Summer Camps & Leagues (optional)

Visit to register for summer camps and leagues.

  Login to your family's OnCampus account

Student Services will send each family’s log-in information upon enrollment (originally sent by email on May 1). Within this OnCampus system, families will find direct links to Magnus, SMART Tuition, PushCoin, Naviance, student grades, & student schedules.

Click here for the login page to OnCampus.

Once a family logs in for the first time, you will need to update your profile, & set up privacy settings. Click here for instructions.

  Complete the Back to School Medical Forms, Physical Forms, & Permission Slips

Once you log in to OnCampus, you will have access to the Magnus Portal, which is where we collect all of our medical forms and several of our back to school forms. Click here for instructions on setting up your Magnus account. All forms need to be submitted by August 1.

  • Vital Health Record
  • Consent to Treatment of a Minor
  • Parent Standards of Conduct
  • Annual Event Participation/Permission
  • Driving/Riding Permission Form
  • Permission for Over the Counter Medication
  • Care Plans (ex. Asthma, Severe Allergies, etc. if applicable)
  • Upload annual physical form (required)

All other forms, including the 9th grade physical and immunization record, will be due by August 1. You will receive reminders directly from Magnus as the deadline gets closer.

If you have any questions about forms, please contact:

If you encounter difficulty with your Magnus account, please call the Magnus help desk at 877-461-6831 or email them at You will be receiving regular reminder emails from Magnus until all of the requirements have been completed.

IMPORTANT NOTE: All required Magnus forms MUST be completed BEFORE a student will be allowed to participate in athletics (including tryouts), retreats or any school-sponsored event.

  Complete Textbook Acquisition Form

Families have two options for purchasing textbooks. They can opt in to ALL ACCESS rental option or opt out and purchase textbooks independently. Families can select their preference through the textbook acquisition form on OnCampus.

Option 1: Opt in for ALL ACCESS Rental

Wheaton Academy will process pre-bundled book rental orders from eTechCampus for each student. The cost of the ALL ACCESS rental option is $375.00 per student and will be billed to each family’s Smart Tuition account and the charge will be included on the September invoice.  Please see below for a description of ALL ACCESS:

ALL ACCESS:  This pre-bundled book rental option includes required curriculum items for each class specified in your student’s schedule at a flat annual rental rate of $375.00.  This bundle will contain the book format – physical textbook, digital access, etc. and other supporting materials required for each course, such as workbooks, journals and novels.  The pre-bundled rental option also comes with enhanced customer service features from eTechCampus, including shipping to and distribution at Wheaton Academy prior to the start of school and collection from Wheaton Academy at the end of the school year.  Additionally, should your student experience a schedule change, updated books will be processed automatically by eTechCampus and curriculum items for the new class will be added to your rental bundle and sent to your home immediately – at no additional charge to you.  The bundle will need to be returned by May 31, 2019 as this is a rental. If the books are not returned by this date, your account will be charged an additional $400.

Option 2: Opt Out and Purchase Textbooks Independently

If your family chooses to opt-out of this convenient option, you must opt-out by August 1, 2018, in order to avoid books being rented for your student and charged to your Smart Tuition. Please be aware of the following if you choose to opt-out of the ALL ACCESS rental option:

  • Due to accessibility of new, current and accurate editions, all required books for all Bible courses must be ordered à la carte through the eTechCampus bookstore.
  • Due to accessibility of new, current and accurate editions, all required books for all World Language courses must be ordered à la carte through the eTechCampus bookstore.

Note: Once again, eTechCampus will be managing Wheaton Academy’s online “virtual” bookstore for the upcoming school year for those who opt-out.    The bookstore will be open and accessible through the Wheaton Academy website beginning on July 18, 2018.

If you choose to opt-out, you are also confirming that you will purchase books for your student and have them in hand by the first day of school on August 21, 2018

  Consider Co-Curricular Involvement (optional)

Mark your calendar for fall athletic tryouts:

Schedule individual auditions for:

  August 14 – New Parent Orientation, Transfer Student Orientation, and New Family Tech Training

Save the date for our New Parent Orientation on August 14 from 7:00-9:00 p.m. The required tech training and Surface tablet distribution will occur from 5:30-7:00 p.m. on August 14 as well (Summer Academy participants do not need to attend this training)

Transfers: Save the date for our Transfer Student Orientation and Dinner
Transfer students will gather in the Room 113 from 7:00-9:00 p.m. on August 14. Transfer students will receive locker assignments and class schedules as well. We will review important first day of school information and training to help students transfer into Wheaton Academy well!

  August 16 and 17 – BEGIN: Freshman Retreat

Our BEGIN Freshman retreat is soon approaching! On August 16-17, Wheaton Academy will launch the 2018-2019 school year for our incoming Class of 2022 with an off-campus, two-day, one-night retreat. This retreat provides a unique opportunity for our freshman class to connect with each other, learn about WA culture, and prepare for their time at Wheaton Academy. Freshmen students should arrive at Wheaton Academy on August 16 at 2:30 p.m. and they will return no later than 5:30 p.m. on August 17.

Please visit the freshman class retreat’s webpage to review the retreat itineraries, packing lists, and the necessary action steps. Every freshman student must complete the participation survey by Thursday, July 26. This survey can be found on the freshman retreat’s webpage.

  Subscribe to our Online School Calendar and Newsletter

View and subscribe to our online school calendar:

View and subscribe to our newsletter:

This calendar and newsletter will eventually integrate into our new OnCampus portal in August. Stay tuned for more information.

  August 30 & 31 – Lifetouch School Pictures

School pictures will be taken Thursday, August 30 and Friday, August 31. Photographers will be at school both days from 8:00 a.m.-4:00 p.m. in the Atrium. Since these are both school days, students should plan to get their picture taken during a study hall, during lunch, or after school.

An order form from Lifetouch Photography has been included in the Back-to-School mailing.  You may use it to pre-order pictures for your student, using the code provided on the order form, or your order form can be submitted when the picture is taken. If you have questions regarding picture ordering, please contact Lifetouch at 630-910-6800 or visit their website at

***In order to ensure that Wheaton Academy’s Yearbook Department receives a photo for the yearbook and that your student receives his/her student ID for the school year, your student must have his/her picture taken on October 10, making sure to adhere to the Wheaton Academy Appearance Code.

Picture retake day is scheduled for Tuesday, October 9.

For any Wheaton Academy related questions regarding school and student ID photos, contact Jim Holtrop at

  School Supplies

On the first day of school, students should bring their Surface 3’s, textbooks (if they didn’t drop them in their locker already), pencils, pens, paper and perhaps a folder. Teachers will notify students on the first day of school regarding required school supplies for each class.

  Class Schedules and Student Lockers

Freshman and Transfers

Freshmen will receive their schedules and locker assignments on Freshman Retreat. Transfer Students will receive their class schedules and locker assignments during Transfer Orientation.

Returning Students

On Monday, August 20, sophomores, juniors, and seniors will receive locker assignments and class schedules. This day would be a great opportunity for students to drop their books off in their lockers.

The following times on August 20 have been allotted for the different grades:

  • 9:00 a.m. – Senior Meeting        Seniors
  • Between 10:00 a.m. and 12:00 p.m.    Juniors
  • Between 12:00 p.m. and 2:00 p.m.    Sophomores (Freshmen are welcome as well if they were unable to attend the retreat)

***If your student has a conflict with the assigned time for their class, he/she may come any time between 2:00 p.m. and 4 p.m. on Monday, August 20.

  Lunch PushCoin Program

Wheaton Academy’s lunch program uses a computerized all-in-one system called PushCoin. This fully secure, mobile-friendly technology gives families greater control and discretion over their students’ lunchtime purchases while making the purchase transaction easier and more convenient for students.

If your student is interested in participating in this program, login information will be sent to individual families from Student Services in late summer. Once families receive this login, families can register at and questions can be answered at For any Wheaton Academy related questions regarding lunch, contact Ruth Lindstedt at after August 1.

  Student Parking Permits 2018-2019

Any student driving to campus must have a permit if they wish to park on campus. Applications for student parking permits are now available online. Once you have filled out the link for a student parking permit, stop by the front office with your payment made out to Wheaton Academy.  Please be aware that the parking fee of $75 must be submitted and the student’s driver’s license must be shown at the front office to be issued a parking permit. Permits cannot be reserved ahead of time for students who only have a driver’s permit; however, plenty of parking permits still will be available for students who apply later in the year.

The Permit Application can be completed and submitted online here. Please contact Kevin McDonell with any questions at

  Drop-Off Information

Wheaton Academy has two main locations to drop off and pick up students. The east Prince Crossing entrance leads directly to the front flag pole circle.  Vehicles using this drop-off area should only pause briefly to drop off or pick up students and then proceed to exit campus.  Under no circumstances should a vehicle be stopped for more than a moment in the flag pole circle.  This area is a marked fire lane.

Vehicles needing to wait for any period of time should use the south Hawthorne entrance. Vehicles then may wait in the drop-off circle next to the Heritage Field House and Atrium.  If a vehicle needs to be parked for any length of time, please use any of the parking lots.


The Wheaton Academy Student Handbook is available here.

  School Day Times

School begins at 8:00 a.m. and ends at 3:00 p.m. Monday, Tuesday, Thursday and Friday. On Wednesday, school begins one hour later, at 9:00 a.m., and ends at 3:00 p.m. Students can be dropped off on campus as early as 7:00 a.m. and are welcome to stay on campus after school. On Wednesdays, students are asked to leave the main building by 4:45 p.m. to allow for a Willow Creek DuPage rental.

The first day of school is Tuesday, August 21.

  Carpool Directory

If you would like a Carpool Directory, sorted by zip code, you will be able to access it in onCampus after August 1. For questions regarding the Carpool Directory, please contact Kelly Tiemens at


Athletic tryouts/practices begin the week of August 6. Visit the Athletic Website to see the details.
All required Magnus forms MUST be submitted to Magnus BEFORE a student will be allowed to participate in athletics (including tryouts). 


Angie Roberts

Student Services Assistant