New Students

Who do I contact about academic concerns?

Start with your student's advisor — they are your first point of contact for questions about academic performance, faculty expectations and how your student is settling in. For grade-level academic policy questions, you can also reach out to the Dean of Studies for your grade: Meaghan Cavanaugh (Middle School through Grade 9, mcavanaugh@wma.us) or Joseph Gadson-Gill (Upper School grades 10 through Post-graduate, jgadsongill@wma.us).

Who do I contact about health questions, concerns, or allergies?

Amy Crocker, Director of Health Services, oversees the Health Services Office and a team of registered nurses. While health forms and physicals are submitted through Magnus, questions may arise regarding your child. Amy can be reached at acrocker@wma.us.  

Who do I contact about residential life or dorm concerns?

Andrew (Drew) Shea ’08, Dean of Residential Life, oversees dorm life, room assignments and residential policy. He can be reached at ashea@wma.us.

Who do I contact about international student or visa matters?

Gayle Hsiao, Director of the International Student Program, supports international families with travel, visa, homestay and acclimation questions. She can be reached at ghsiao@wma.us or 413.364.3808.

Who do I contact about my student's overall wellbeing?

Elizabeth Squindo, Dean of Student Life, oversees the social, emotional and behavioral wellbeing of all students. School Counselors Allyson Thomas and Carly Garbarino are also available for individual support. Amy Crocker is our Director of Health Services. We work closely together to support the students health, wellbeing and growth at WMA. 

What's the Administrator on Duty (AOD) line, and when should I use it?

The Administrator on Duty is an administrator at WMA who is the main adult on call. It rotates through eight different administrators throughout the calendar year.

The AOD line (413.284.9042) is staffed 24 hours a day. Use it for anything urgent outside of regular business hours.

What learning management system does WMA use, and how do I access it?

WMA uses Canvas as its learning management system. Canvas contains syllabi, teacher contact information, office hours, homework, instructional and study materials. Students gain access during orientation; parents access grades and progress through PowerSchool, available via the our website's Parent Portal.

What is "Red Week/Blue Week"?

WMA runs on a 10-day rotating schedule, alternating between Red Week and Blue Week. The full-year rotation calendar is posted on calendar webpage.

What are Office Hours, and how does my student use them?

Upper School teachers hold office hours every weekday, during which they're available in their classrooms or offices for extra help or questions. Encourage your student to use this time — it's built into the schedule for exactly that purpose.

Middle School students have Directed Study, DEAR (Drop Everything and Read). 

Who is my student's advisor, and what is the advisor's role?

Every student is assigned a faculty advisor who serves as their first point of contact, advocate and the primary communication link between your family and the school. Advisors check in regularly on academic progress, social well-being and extracurricular involvement.

When will my student receive their advisor and class schedule?

Returning students typically receive their schedule in mid-August; new students receive theirs during registration. Advisor assignments are generally shared shortly before the academic year begins.

What is the attendance policy, and how do I report an absence?

Call the attendance line at 413.596.9101 or email attendance@wma.us. A doctor's note may be required to excuse certain absences.

What is the dress code, day by day?

• Monday: Formal academic dress (blazers, collared shirts/blouses)
• Tuesday, Wednesday, Thursday: Regular academic dress (business casual; no jeans, leggings, sweatshirts, t-shirts or hoodies)
• Friday: Regular academic dress or casual (jeans, sweatpants, leggings permitted), as announced by email 

Where do I find the official dress code guidelines and blazer ordering info?

Full dress code details and the Lands' End blazer ordering link are available on our Dress Code webpage.

What are meal times?

Weekdays 

• Breakfast: 7:15 – 8:15 a.m.
• Lunch: during assigned period between 11 a.m. - 1 p.m.
• Dinner: 5:30 – 7 p.m.

Weekends 

• Brunch 10 a.m. – noon 
• Dinner 5 – 6 p.m.

How will I stay updated on school happenings?

The Parent eNews is emailed every Friday at 5 p.m. and covers academic and student life updates. Students receive a similar Student eNews on Sunday evenings.

What's in the enrollment checklist on the Parent Portal, and what's still outstanding?

Your Finalsite Parent Portal checklist includes items like submitting a student photo for their ID, sending a final transcript, ordering the Lands' End blazer and accessing the WMA Parent Portal — which houses the Student/Parent Handbook, dress code guidelines and school calendars.

Is it normal for my student to feel homesick or overwhelmed at first?

Yes - this is a normal and expected part of adjusting to a new school, especially for boarding and international students. Most students move through phases: an initial excitement about the newness of it all, followed by a harder stretch as the novelty wears off, and eventually a settled sense of belonging. This is a typical pattern, not a sign that something is wrong.

How long does it typically take students to adjust?

Adjustment timelines vary by student, but most students feel settled within the first marking period.

Who should my student talk to if they're struggling to adjust?

Their advisor is the best first stop. From there, Health Services, School Counselors, the Dean of Student Life and (for international students) the Director of the International Student Program are all available and experienced in supporting students through this transition.

What should I do if I'm worried about my student's adjustment?

Reach out to your student's advisor first — they're in regular contact with your student and can give you a grounded picture of how things are going. If you'd like additional support, the Dean of Student Life and School Counselors are also available.

What should I do if my child becomes sick when they are on campus?

WMA has a Health Services Office on campus. It is open 7:45 - 4 p.m. Monday, Tuesday, Thursday, and Friday. It closes at 1 p.m. on Wednesdays. Nurses meet with students and care for them. At all other times, the Nurse on Call can be reached by cell phone. Students are requested to have a faculty or staff member contact the Nurse on Call for them.

If the student becomes ill during the school day, the student visits Health Services for care and will be excused from missed classes. If more than first aid and/or non-prescription medicine is required, the student’s parents/guardians are contacted. 

Boarding students also contact Health Services when they feel ill. Health Services staff invite them to the Office to rest and recover.

Where do I drop off and pick up my student?

Upper School day students should be dropped off and picked up at Mattern Hall or the LaCrosse Community Commons.

Middle school students should be dropped off and picked up area at 455 Main Street. It is our Business Office parking lot and is directly behind the Middle School. Students and families requiring assistance entering the building should contact the Director of the Middle School.

How do I register my car and get a parking assignment?

Students who drive should register their car with Julie Chan in the Deans Office. You'll be assigned a parking space at Mattern Hall or the Athletic Center lot. Ms. Chan can be reached at jchan@wma.us.

What's the schedule on a regular day vs. Wednesday?

The regular academic day runs 8:15 a.m. - 3 p.m. On Wednesdays, classes run on a half-day schedule (8:15 a.m. - 12:15 p.m.). Afternoon Program activities follow daily.

Does my student get a locker?

Yes — day students can choose to have a locker in Mattern Hall and can store sports bags and other belongings there. Students are encouraged to bring their own water bottles and snacks. Julie Chan, Deans Office Administrative Assistant, can help with assignments and can be reached at jchan@wma.us.

Lockers are also available in the Athletic Center, and students can see David Weeks, Equipment Manager, for a locker and lock. 

What after-school activities are available for day students?

Day students participate in the same Afternoon Program as boarding students, including athletics, arts and other cocurricular activities. Specific offerings vary by season and grade level — check the Activity Schedule shared via email and posted on campus TV monitors.

Should we attend Parent-Faculty conferences? When are they?

Yes — we strongly encourage all families to attend. Conferences take place in October during Family Weekend and are a great opportunity to see your student in action on campus and hear directly about their growth and progress. This year, Family Weekend is Oct. 23-24. 

What's provided in the dorm room, and what should we bring?

Each room comes furnished with an extra-long twin bed (with mattress), desk, chair and bureau. You'll need to bring:

• Bed sheets, blankets and pillows (beds are extra-long twin)
• Towels, shower slippers and a basket/bucket for toiletries
• A wastebasket, mirror, alarm clock and lamp (no halogen lamps — see below)
• A small fan, since rooms are not air-conditioned
• A computer and headphones

Dormitories are equipped with irons and ironing boards, vacuum cleaners, microwaves, TVs and washers/dryers (operated through the Laundry Connect Pay app), so you don't need to bring your own.

What items are NOT allowed in dorm rooms?

• Halogen lamps (fire hazard)
• Heat-producing items: hot pots, rice cookers, irons (irons are provided in common areas)
• Refrigerators and televisions
• Pets of any kind
• Prescription or nonprescription medication in students' possession, including vitamins or herbal supplements not labeled in English (these must go through Health Services)

What's the Campus Arrival Form, and when is it due?

The Campus Arrival Form lets us know your student's travel plans so we can coordinate shuttles and arrival logistics. It should be submitted by Friday, Aug. 7, 2026. 

How does shuttle service work for Logan/Bradley/Union Station?

WMA provides shuttle service from Logan International Airport in Boston, Bradley International Airport in Windsor Locks, Connecticut, and Union Station (trains, buses) in Springfield, Massachusetts, on designated arrival days. Pickup times and exact dates are shared via the Parent eNews and the Campus Arrival Form; please plan your student's flight or train/bus arrival around the posted shuttle windows. Family vehicles are welcome as an alternative if shuttle timing doesn't fit your travel plans.

What happens during new boarding student orientation?

New boarding students spend their first few days on campus participating in registration, placement testing, group activities and team-building exercises designed to help them make friends and feel at home quickly. Students also get familiar with the Athletic Center and meet the leaders in key departments across campus.

Why do families depart after the Tuesday dinner, and what happens during the days students are on their own?

We've found that students adjust fastest and build the strongest early friendships when they have a few days to navigate orientation together, without family present. During this time, your student will complete placement testing, take part in group activities and start to find their footing socially — all designed to help them feel like part of the community quickly.

What should families do during that time?

We're happy to share recommendations for exploring Western Massachusetts while your student is in orientation — local museums, scenic trails, the Northampton/Amherst Five College area, and shopping and dining options. Just ask your Admissions contact or the Dean of Residential Life's office for an itinerary.

When do we get our room and mailbox keys?

Keys are distributed at registration. We recommend putting them on a lanyard or keychain right away — lost keys mean a locksmith visit at the student's expense.

What are check-in/lights out times?

Evening study hall runs from 8–10 p.m. Check-in and lights out follow shortly after, with exact times varying by grade level.

How does laundry work?

Washers and dryers are available in each dorm, operated through the Laundry Connect Pay smartphone app. Laundry Connect Pay debit cards are available from Drew Shea if students cannot access the app. 

When is Family Weekend, and what does it involve?

Family Weekend is Oct. 23-24, 2026, and often includes parent-advisor conferences — a great opportunity to connect with your student's advisor in person and see campus life firsthand.

What happens on on-campus weekends?

On-campus weekends are community-focused weekends with increased programming and activities for boarding students, including day trips off campus. Boarding students stay on campus overnight

When are the dorms open during vacations, and when do they close?

Our dorms are open during our Fall and Winter Long Weekends. Our dorms close during the long vacations: Fall in November, Winter in December and Spring in March. Exact dates can be found on our annual calendar.

What documents do I need to travel with?

Before traveling to the U.S., make sure your student has:

• A valid passport
• F-1 visa
• A printed copy of the I-20, with the first page signed (WMA will sign the second page upon arrival on campus)
• Printed documentation showing SEVIS fees have been paid

Optional but helpful to carry: a printed copy of the enrollment contract and a letter of enrollment from WMA. Gayle Hsiao, Director of International Student Programs at ghsiao@wma.us, can help you with this letter.

What should we do to prepare for the visa interview?

Pay the I-901 SEVIS fee and schedule the visa interview with the consulate as early as possible. Given longer wait times at the federal level in recent years, we encourage families to plan well ahead rather than waiting until close to the school year. It's also a good idea to review your student's social media presence together as a family to make sure it reflects the values and character they want to bring to WMA.

What if our visa is delayed — will my student fall behind?

If a visa delay affects your student's arrival, please let Drew Shea, Dean of Residential Life, know your travel plans as soon as you have them. His email is ashea@wma.us. WMA will work with your family to build an academic onboarding plan so your student stays on track for the school year.

What should my student do if stopped at immigration or for secondary questioning?

Stay calm, present documents politely and cooperate fully. It's fine to answer questions honestly and ask for clarification if something is unclear, including the reason for the conversation. If possible, your student should note the names of the officers and the time of the conversation. If they have concerns, they can ask to contact the AOD (413.284.9042) or their consulate during the conversation.

How do we tell the difference between a real WMA/government communication and a scam?

If your student is approached by someone claiming to be a government official or if you're ever unsure about an immigration-related communication, contact one of WMA's DSO contacts directly before responding. Scams targeting international families around visa and immigration topics are unfortunately common — when in doubt, verify with WMA first.

Who are WMA's DSOs, and what do they do?

WMA's Designated School Officials (DSOs) and Principal Designated School Official (PDSO) are trained and authorized to support your family through the visa and SEVIS process, and they monitor all matters related to international student arrival and compliance. Reach out to any of them with questions:

• Julie Chan, SEVIS PDSO, Deans Office — jchan@wma.us
• Gayle Hsiao, SEVIS DSO and Director of the International Student Program — ghsiao@wma.us
• Roy Fink, SEVIS DSO and Assistant Director of Admissions — rfink@wma.us
• Drew Shea, SEVIS DSO and Dean of Residential Life - ashea@wma.us 

What does New Student Orientation include?

Orientation is a multiday program before the remainder of students arrive, designed to ease the transition for boarding students. Specific attention is given to our international students as they transition to living, studying and growing up in a New England Boarding School. It includes registration, campus tours, an academic overview with the Deans and College Counseling, placement testing in English and math, course placement interviews, orientation stations on WMA's values and expectations, shopping trip and community-building activities like a Welcome Dumpling Potluck Dinner.

Is it normal to experience culture shock? What does that look like?

Yes — it's a very common part of studying abroad, and most international students experience some version of it. Many students move through a few phases: an early excitement about everything being new, a harder stretch as the novelty wears off and small differences start to feel frustrating and eventually a settled sense of belonging as things start to click. None of this means something has gone wrong — it's simply part of adjusting to a new culture and place.

How long does it usually take to adjust, and what support is available?

Most students find their footing within the first marking period. Support is built into the WMA community at every level — teachers, coaches, and advisors are a first line of support, and the Dean of Residential Life, Dean of Student Life, Director of the International Student Program and School Counselors are all available and experienced in helping students through this transition.

Who is my student's main point of contact for international-specific questions?

Gayle Hsiao, Director of the International Student Program, serves as a mentor for all international students and the main point of contact for international family communication, homestay arrangements and travel planning. Her email address is ghsiao@wma.us. 

When do you offer homestay? 

Gayle Hsiao, Director of the International Student Program, coordinates homestays for students during Fall Vacation in November. Information on homestay materials is distributed during registration Student Homestay 2026-2027. 

How does the homestay matching process work?

Families interested in a homestay match should follow up with Gayle Hsiao, ghsaio@wma.us, by Oct. 1, 2026, to begin the matching process.

Is the supply list different for Middle School?

The basics are the same as Upper School (pens, pencils, highlighters, a notebook and an iPad, laptop or Chromebook), but teachers will share any grade- or class-specific supply needs directly. For technology: if your child tends to be rougher on their belongings, a Chromebook is a sturdier choice than a MacBook for daily school use.

Is the dorm checklist the same for MS boarders?

Yes — the same Boarding Student Checklist applies (see the Boarding Families section for the full list of what's provided, what to bring, and what's not allowed). One difference: due to the size and nature of the Middle School boarding program, the 5-day boarding option available to some Upper School students is not offered for Middle School. MS boarding students may sign out for weekends but are encouraged to be on campus as often as possible.

What after-school activities are available for Middle School students?

Middle School Afternoon Program offerings vary by season — in the fall, options are soccer, Lego Robotics and supervised study hall. Middle School students are able to try out or audition for select Upper School Afternoon Programs. Students interested in Upper School Afternoon programs should contact Erika Whipple, Assistant Athletic Director, at ewhipple@wma.us. 

When is MS Orientation, and how does it differ from Upper School?

Middle School Orientation runs alongside the broader Opening of School schedule but includes MS-specific programming for small groups, such as a climbing wall, high ropes challenges, team building obstacles and other orientation games for all Middle School students – all on campus!

The Middle School uses our first day of school to become acquainted, work together and create bonds that last for years. Specific dates and times are posted on our calendar webpage and shared via the weekly Parent eNews.

What about MS Dress Code expectations?

The only dress code difference from the upper school is MS students may wear a “crested sweater” on Formal Dress days. The sweater is a less expensive alternative to the blazer and can be purchased directly from Lands’ End and features the WMA crest. 

What does a typical MS day look like?

The structure is similar to the Upper School day and both follow the same bell schedule — 65-minute classes beginning at 8:15 a.m. and ending at 3 p.m. on Monday, Tuesday, Thursday and Friday. Wednesdays are different, running from 8:15 a.m. to 12:15 p.m.  

After school activities meet every day after school and there is an evening study hall Sunday-Thursday for MS Boarding students. Our activities include games and performances, the schedule for which can be found on the Athletics webpage.

Mondays: School Meeting/Clubs day, with the two alternating week to week

Wednesdays: Advisor days, with 45 minutes dedicated to our Advisory process and plan. 

Thursday: Thursday Dynamics and Artistic Dynamics alternate week to week and run from 8:15 - 9:20 a.m. 

• Thursday Dynamics is an opportunity for the entire MS to build community through activities, group projects and walks through the campus trail system.  
• Artistic Dynamics is more student/family choice where we can expand on the arts in our community: MS String Ensemble, Introduction to Percussion, Improv Skills, The Art of Leadership, Wood Working as well as an opportunity for families to build their child’s individual music lessons right into the academic day.