Well first let me just say that I never thought so many people would think a letter would be a bad idea. I had seen many people posting about the education value of going to WDW so I was just thinking that would be the best way to approach the subject of being away from school for a full week.
Secondly my son is a junior not a senior. I talked to his head coach well in advance and the week that we are going away, he will play Friday night we leave that Sunday and then they have a by week and his next game will not be until the following Saturday. While he will miss a week of practice he will not miss the week leading up to the next game. He is a staright A+ student, very well liked and respected both by his peers, his teachers and coaches. So missing a few days will not hurt him as that will possiably be the only 5 days he misses all year as this kid hardly ever stays home from school.
As for my other children, all of their coaches for soccer and field hockey also have no issue with them missing some time for vacation (& they too get good grades.) They were made aware of us going away from day 1 of try outs so no issue there.
As for why I am going away at this time, this is because of many factors.
My DH can only take vacation from Sept until March. Seems easy enough but not as easy as it sounds I assure you.
He has to get approval from his job for whatever week he picks as it goes by seniority and if there are already 4 guys that have that week he can't have it. So we played around with dates, talked to coaches, basketball coach as well and he said there was no way my son could miss anytime at all, and price and seaonal rates were also a factor as March forward is more expensive time to travel as you all probably already know.
The point to my post was merely to see how I should best handle how to imform the school of our plans as best as we could.
I wasn't asking for insults or remarks about my son, his position on a team or weather or not he would be able to do this or that where everyone else is from. Although it does my me a bit more grateful that I don't have to worry about his position here, if I did we wouldn't be going away.
Thank you to everyone who simply answered my questions without the other commentary.
I guess I will just call the school and tell them we are going to be away that week and see what they say.