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Teacher’s Handbook Sugarland Elementary School

Sterling, VirginiaSCHOOL YEAR 2014-15

GENERAL INFORMATION.................................................................................................................................... 1

SCHOOL HOURS....................................................................................................................................................... 1LATE ARRIVAL......................................................................................................................................................... 1DRESS CODE........................................................................................................................................................... 1BEVERAGES............................................................................................................................................................. 1TEACHER OBSERVATIONS......................................................................................................................................... 1

EARLY DEPARTURE............................................................................................................................................... 2

PERSONAL BUSINESS SHOULD BE CONDUCTED OUTSIDE OF SCHOOL HOURS................................................................2TEACHER ABSENCE.................................................................................................................................................. 2

SUBSTITUTES.......................................................................................................................................................... 2

REQUESTING SUBSTITUTES....................................................................................................................................... 2SUBSTITUTE PLANS (THE PLAN BOOK)..................................................................................................................... 2SUBSTITUTE FOLDERS.............................................................................................................................................. 3SCHEDULES............................................................................................................................................................. 3

ATTENDANCE - STUDENTS.................................................................................................................................. 3

DAILY RECORD OF ATTENDANCE (DRA).................................................................................................................. 3VERIFICATION OF STUDENT ABSENCE....................................................................................................................... 3TARDINESS.............................................................................................................................................................. 3

DIRECTIONS FOR ATTENDANCE........................................................................................................................ 3

EARLY DISMISSAL................................................................................................................................................... 4

CAFETERIA............................................................................................................................................................. 4

LUNCH COUNT........................................................................................................................................................ 4FREE AND REDUCED LUNCH.................................................................................................................................... 4LUNCH MONEY....................................................................................................................................................... 4PARENT LUNCHES.................................................................................................................................................... 4SUPERVISION AND CLASSROOM TEACHER’S DUTIES..................................................................................................4LUNCH SCHEDULES................................................................................................................................................. 5TABLE ASSIGNMENTS AND CAFETERIA RULES.......................................................................................................... 5CAFETERIA HOSTESSES............................................................................................................................................ 5

COLLECTING AND DISTRIBUTING ITEMS.......................................................................................................5

MONEY................................................................................................................................................................... 5MATERIALS.............................................................................................................................................................. 5BOOK CLUBS........................................................................................................................................................... 5

DISMISSAL............................................................................................................................................................... 6

REGULAR DISMISSAL............................................................................................................................................... 6TEACHER RESPONSIBILITIES..................................................................................................................................... 6SUPERVISION........................................................................................................................................................... 6COUNTYWIDE OR SCHOOL-WIDE EARLY DISMISSAL.................................................................................................6DETENTION/AFTER SCHOOL TUTORING.................................................................................................................... 6

SUPERVISION OF STUDENTS............................................................................................................................... 6

MORNING................................................................................................................................................................ 6SAFETY PRECAUTIONS............................................................................................................................................. 7

BATHROOMS........................................................................................................................................................... 7

CLASSROOM BATHROOMS........................................................................................................................................ 7HALL BATHROOMS.................................................................................................................................................. 7

GENERAL PROCEDURES...................................................................................................................................... 7

MOMENT OF SILENCE.............................................................................................................................................. 7HALLWAYS.............................................................................................................................................................. 7ASSEMBLIES............................................................................................................................................................ 7

RECESS..................................................................................................................................................................... 8

GUIDELINES FOR ELEMENTARY RECESS.................................................................................................................... 8GUIDELINES FOR PROPER SUPERVISION AT RECESS....................................................................................................8GUIDELINES FOR INDOOR RECESS............................................................................................................................ 9ACCIDENT PROCEDURES DURING RECESS................................................................................................................. 9

HEALTH/SAFETY/EMERGENCIES...................................................................................................................... 9

GENERAL SAFETY GUIDELINES................................................................................................................................ 9FIRST AID/CPR........................................................................................................................................................ 9

FIRE DRILL ROUTINES......................................................................................................................................... 9

FIRE DRILLS............................................................................................................................................................ 9

EMERGENCY EVACUATION PROCEDURES...................................................................................................10

IN THE REGULAR CLASSROOM............................................................................................................................... 10DURING LUNCH..................................................................................................................................................... 10STUDENTS WITH SPECIALISTS DURING EVACUATION PROCEDURES...........................................................................10STUDENTS TRAVELING UNATTENDED IN THE HALLWAYS.........................................................................................10

TORNADO ACTION PLAN................................................................................................................................... 10

TORNADO FACTS................................................................................................................................................... 10TORNADO EMERGENCY INSTRUCTIONS................................................................................................................... 11

STUDENT SICKNESS OR INJURY...................................................................................................................... 11

ILLNESS................................................................................................................................................................. 11INJURY.................................................................................................................................................................. 12HEALTH RECORDS................................................................................................................................................. 12MEDICATION.......................................................................................................................................................... 12BLOOD-BORNE PATHOGENS (INCLUDING AIDS/HIV)..............................................................................................12STAFF SICKNESS OR INJURY................................................................................................................................... 12

HOMEWORK......................................................................................................................................................... 13

HOMEWORK ASSIGNMENTS.................................................................................................................................... 13EVALUATION OF HOMEWORK................................................................................................................................. 13

FUTURA-RELATED HOMEWORK..................................................................................................................... 14

FUTURA HOMEWORK POLICY.............................................................................................................................. 14

CLASSROOM FUNCTIONS.................................................................................................................................. 14

PARTIES................................................................................................................................................................. 14

FIELD TRIPS.......................................................................................................................................................... 15

ORGANIZATION...................................................................................................................................................... 15REQUESTS............................................................................................................................................................. 15FIELD TRIP TIPS..................................................................................................................................................... 15

PROTECTING INSTRUCTIONAL TIME............................................................................................................ 15

MINIMIZING DISRUPTIONS...................................................................................................................................... 15OFFICE PROCEDURES REQUIRING AN ANNOUNCEMENT:...........................................................................................15

TERRORIST THREAT PRECAUTIONS – “LOCK DOWN/LOCK OUT”.........................................................15

“LOCK DOWN/LOCK OUT” WILL BE ANNOUNCED!..................................................................................................16

ASSEMBLIES......................................................................................................................................................... 16

ASSEMBLIES.......................................................................................................................................................... 16STUDENT CONDUCT............................................................................................................................................... 16

AT-RISK PLANS..................................................................................................................................................... 17

PROMISE STUDENTS............................................................................................................................................... 17

AUDIO-VISUAL EQUIPMENT............................................................................................................................. 17

OPERATION OF AV EQUIPMENT............................................................................................................................... 17ORDERING MATERIALS........................................................................................................................................... 17

BULLETIN BOARDS............................................................................................................................................. 17

BUSES...................................................................................................................................................................... 17

BUS CONDUCT....................................................................................................................................................... 17

EQUIPMENT.......................................................................................................................................................... 18

COPY MACHINE..................................................................................................................................................... 18PURCHASING......................................................................................................................................................... 18

STAFF COMMUNICATION AND MEETINGS....................................................................................................19

EMERGENCY TELEPHONE RELAY LISTING...............................................................................................................19STAFF AND TEAM MEETINGS.................................................................................................................................. 19

FAMILY LIFE EDUCATION (FLE)...................................................................................................................... 19

FAMILY LIFE EDUCATION....................................................................................................................................... 19FLE OPT-OUT PROCEDURE.................................................................................................................................... 19

PLANNING FOR INSTRUCTION......................................................................................................................... 20

THE CURRICULUM – CORE AND SUPPLEMENTARY MATERIALS................................................................................20TEACHING TIME.................................................................................................................................................... 20READING PROGRAM............................................................................................................................................... 20MATHEMATICS....................................................................................................................................................... 20HANDWRITING....................................................................................................................................................... 20LANGUAGE............................................................................................................................................................ 20SPELLING............................................................................................................................................................... 21SOCIAL STUDIES.................................................................................................................................................... 21SCIENCE................................................................................................................................................................ 21MUSIC................................................................................................................................................................... 21PHYSICAL EDUCATION........................................................................................................................................... 21ART....................................................................................................................................................................... 21FLES.................................................................................................................................................................... 21ELEMENTARY COUNSELOR..................................................................................................................................... 21

TEACHER RECORDS........................................................................................................................................... 21

PLAN BOOK........................................................................................................................................................... 21GRADE BOOKS...................................................................................................................................................... 22ANECDOTAL RECORDS........................................................................................................................................... 22

STUDENT RECORDS............................................................................................................................................ 22

ACCESS................................................................................................................................................................. 22GENERAL PROCEDURES FOR RECORDS.................................................................................................................... 22SCHOLASTIC RECORD............................................................................................................................................. 24GENERAL MAINTENANCE OF RECORDS................................................................................................................... 24REPORT CARDS...................................................................................................................................................... 24CONFERENCE RECORDS.......................................................................................................................................... 24INTERIM REPORTS.................................................................................................................................................. 25

GRADING, TESTING, DIAGNOSIS..................................................................................................................... 25

STANDARDIZED TESTS............................................................................................................................................ 25TEACHER TESTS..................................................................................................................................................... 25TESTING OF FUTURA STUDENTS........................................................................................................................... 25GRADING............................................................................................................................................................... 25GRADING CRITERIA............................................................................................................................................... 25DIFFERENTIATION.................................................................................................................................................. 25

DISCIPLINE............................................................................................................................................................ 26

General InformationSchool Hours School Board policy states that teachers shall be on duty for a minimum of seven hours. The teacher’s school day will begin at 7:30 a.m. and end at 2:50 p.m. The librarian and counselor abide by a different contract specifying additional work time. All classroom teachers should be in their rooms and ready for instruction at 7:40 a.m.

Late Arrival Staff should make every attempt to call the office when a late arrival to school is expected so that coverage for the class or other duties may be quickly established. However, since emergencies do occur and it is not always possible to call in a late arrival, the following should become routine:

Teachers assign a student to report their absence to the neighboring teacher after 7:45 a.m. Teachers establish an understanding with each other to check on the other’s class routinely and

notify the office of a concern.

Dress CodeIt is important to strive for a neat and professional appearance. Clothing should be comfortable and suited to the particular position or activity. Choice of clothing should be appropriate to the elementary environment. It is expected that staff members will use common sense in their choice of dress, keeping in mind style, length and practicality. If you look and behave like a highly-training and well-groomed professional, you will win the respect and honor of your students, parents and co-workers. This presents the image of being able to perform your job. This is your place of business; present yourself to parents and students as such.

Only Fridays are designated as “business casual” days. On these days jeans plus spirit wear and a more casual approach to dressing is allowed. However, these clothing items should NOT include sweat pants, tights, faded lettering on apparel, and worn material. Know that your personal appearance counts.

BeveragesMany enjoy a beverage during school hours; however, staff may not carry a beverage through the hallway or when teaching. Carrying hot drinks can be a safety hazard and holding a beverage during instruction could cause a distraction. All beverages should remain on the staff member’s desk or work area.

Teacher ObservationsTeachers are evaluated on an annual basis for the first three years. After three years of receiving a proficient rating, the employee receives a formal evaluation once every three years. A teacher who was not placed initially on the evaluation schedule, may be observed and evaluated as deemed necessary by the administration. This does not change the employees’ evaluation cycle.

Teachers on the evaluation cycle are expected to develop yearly goals. Teachers’ yearly goals will serve as a focal point for meeting with administrators to discuss professional development and growth for the academic year.

TEACHER’S HANDBOOK – Sugarland Elementary School – Sterling, Virginia 1

Walk-ThroughsThe administration will make several short and unscheduled visits to classrooms throughout the year. This brief walk through is not a formal observation. It is used to gather data for new initiatives and engage staff in dialogue and reflection about teacher practices and school-wide goals.

Early Departure

If illness or an emergency requires the teacher or staff member to leave early, the teacher: Explains the problem to the principal and receives authorization to leave early. Signs out at the office indicating time of departure.

Personal business should be conducted outside of school hoursStaff must understand that contractual hours shall be adhered to. Frequent late arrivals or early departures will be monitored. A conference with the principal to discuss variations from these hours will be required. Staff will have one hour of discretionary leave which must be prearranged with the principal or assistant principal. Teacher Absence There is a direct correlation between teacher absences and student achievement. The impact of one absence is less than 1%; however, multiple absences quickly add to the impact. Furthermore, teacher absences lead to student misconduct, impact collegiality and relationship building. All of which are crucial in creating a productive work environment. Although it may be impossible to avoid absences, one must be mindful of the impact on Sugarland students and your professional colleagues.

Teachers are to make arrangements for substitutes with the assistant principal. Please notify the assistant principal in writing as soon as you know an absence is necessary. Leave Request Forms for this purpose can be found outside of the assistant principal’s office. Advance notice is required. Submit the completed form in the box outside the assistant principal’s office door.

The assistant principal establishes procedures and hours for requesting leave. A leave sheet must be signed upon your return.

A personal day must be requested in writing. Submit a Leave Request Form to the assistant principal. A personal day will usually be approved; however, school board policy does indicate times or circumstances when it will not. One important provision of the policy is that we must be able to find a substitute in order for a personal day to be approved.

SubstitutesRequesting Substitutes The assistant principal handles all requests for substitutes and establishes the procedures for teachers and assistants to follow.

Substitute Plans (The Plan Book) It is suggested that the Plan Book be left at school each day so that in an emergency a substitute can carry on instruction. The Plan Book should be visible in the teacher workstation. In non-emergency situations, the responsibility remains with the teacher to supply detailed plans. The


grade level team and the administration will assist substitutes with planning for long-term absences. If possible, the classroom teacher or specialist provides daily plans.

Substitute Folders Each classroom teacher prepares a substitute folder containing basic information, including your class schedule, any student’s individual resource schedules and special needs students. Follow the guideline sheet distributed by the assistant principal. Be sure to note any allergic reactions, special medications, or parent custody concerns. Update the folder as needed. Keep the folder in your desk drawer/file cabinet. Submit substitute folders to the assistant principal for review by October 3.

Schedules Place a copy of your weekly schedule in your substitute folder.

Staff schedules should be submitted by September 12.

Attendance - StudentsDaily Record of Attendance (DRA) Take student attendance as the first order of the day. It is extremely important that the attendance form is completed accurately and in a timely manner each day by the teacher. Attendance should never be delegated to students. The attendance form should be brought to the office by your student messengers at approximately 8:10 am.

Verification of Student Absence According to state regulations, the school is obligated to call each parent if a student’s absence has not been verified. A parent call-in system is used to meet this mandate. Please notify the attendance secretary if you receive information from the parent/guardian regarding a student’s absence as soon as you receive this information.

Tardiness Excessive tardiness should be discussed with the administrator, who will then make a call to the family.

Directions for Attendance

No mark is necessary if the student is present. If a student is absent, use a pencil to make a small vertical line to mark the student absent.

Please use a ruler as a guide; it is crucial that all entries on the DRA be completed correctly.

If a student arrives after the DRA has been collected, (s)he must have a tardy slip - if (s)he doesn’t have one send him/her to the office to get one. Hold the tardy slip until the next day so you can verify its entry on the DRA.

Pay special attention to morning announcements concerning attendance; sometimes circumstances prompt changes in procedures (i.e. late buses, bad weather, traffic problems).

Only record the present day’s absences. Do not mark students absent in advance, even if you have been notified that they will be out.


Mistakes made in recording the attendance result in highly upset parents.Please do not sacrifice accuracy for speed.

Early Dismissal Students leaving early will be called to the office via the PA system. Any students leaving early must be signed out in the office. For security reasons, do not release students to anyone coming to your door unless you have been specifically instructed to do so by office personnel. Students will not be allowed to sit in the office and wait to be picked up during the school day. Valuable learning time is lost as parents are often late. Keep the students in your classroom until called.

If you know that a student will be dismissed early and your class will not be in your room or at a regularly scheduled class (such as art, music or PE), notify the office of your whereabouts so that we can locate you. Be sure and leave a note on your door as to the location of your class.

Cafeteria

All staff members will eat in the cafeteria with the students during the first full week of school.

Lunch CountLunch count will be taken as part of the daily morning routine. Students will be made aware of the lunch choices each morning and will be allowed to choose their entrée.

Free and Reduced Lunch At the beginning of the school year or at the time of enrollment, parents are provided forms for application to the free and reduced lunch program. Income requirements must be met by the family in order to qualify for the program. Federal and state regulations prohibit any form of discrimination to students receiving free or reduced lunches. Such information is highly confidential.

Lunch MoneyAs part of the morning opening routine, students should be asked to check for their lunch money. Students are discouraged from charging a lunch. A cheese sandwich is available for students without money on their account.

Parent Lunches Parents are welcome to eat lunch with their child(ren). We encourage parents to contact the teacher beforehand. Parents must report to the office for check-in before going to the lunchroom.

Supervision and Classroom Teacher’s Duties Classroom teachers are expected to review cafeteria rules and behavior expectations with students throughout the school year. The cafeteria monitors appreciate and enlist the support of the staff to make the café a pleasant dining experience for all. The operation of a safe and well-managed cafeteria is the responsibility of students, monitors, administration, and staff.Lunch Schedules Cafeteria schedules must be followed. Promptness counts! Hostesses will not be able to accommodate your class for an extended lunch period if you are late to lunch. Principals will be


advised of frequent tardiness when dropping off and /or picking up classes.

Table Assignments and Cafeteria RulesTable assignments are posted in the cafeteria and a lunch schedule is given to staff prior to beginning the school year. Rules are posted in the cafeteria and are provided to teachers and students at the beginning of the school year. Students with severe allergies will be assigned to a specific table for eating.

Cafeteria MonitorsThe monitors work hard to keep our cafeteria, safe, clean and orderly. They are responsible for reporting inappropriate student behavior to classroom teachers. Monitors try to resolve issues that occur during lunch. However, there are times when they require the support of the administration and staff. We must work together to help students learn respectful behavior and good manners.

Collecting and Distributing ItemsMoney It is the teacher’s responsibility to collect, count and submit money brought in by students (e.g., pictures, yearbook, Weekly Reader, etc.) All money must be sent to the office in the green envelope with a collection slip denoting the purpose and amount collected. Staff members are responsible for keeping track of which students have paid for a particular item or event. Record the student’s full name and the amount collected before sending it to the office.

Send money to the office before noon each day. Never keep money in the classroom overnight.

In general, the office defines and organizes procedures for the collection of picture, yearbook, PTA, or other moneys collected. Please follow those procedures.

Materials Teachers should check with the principal before requesting items of students or parents. The principal will be able to determine whether or not the item(s) requested may cause potential conflicts or problems with safety, legal issues, or other concerns.

Book Clubs Teachers often provide information to students and parents about Troll, Trumpet, and Scholastic Book Clubs. Teachers are to send home a letter (sample available from the principal) describing the book club and the parents’ option not to participate. We strive to explain to parents that we do not select the books, we only provide the service. If you choose to participate in book clubs for your students, this is considered an independent account separate from Sugarland accounts. Money or lost checks will not be reimbursed by the school. The teacher is responsible for the payments and accounting.

Teachers receiving bonuses or gifts from book clubs, etc. are reminded that such gifts are the property of the classroom and school - not the employee.


DismissalRegular Dismissal Announcements, if necessary, are made at 2:15 p.m. daily. Children are to be ready for dismissal accordingly:

2:25 Pack Up Bell and Announcements

2:30 Bus Riders and Car Riders

2:35 Walkers and Day Cares are dismissed

2:50 Teachers May Leave (unless a meeting has been scheduled)

Teacher Responsibilities Keeping to a schedule is difficult at the elementary level. Nevertheless, it is important to plan to complete the school day and return from recess by 2:10 p.m. for announcements. Prompt dismissal is important for bus riders as bus drivers have critical schedule demands.

Supervision All staff members are expected to help with dismissal. Exit door and outside duty schedules are the responsibility of the resource teachers and assistants. All staff members are expected to supervise their classroom doorways and hallway areas each morning and afternoon. Countywide or School-Wide Early Dismissal Occasionally it becomes necessary to dismiss early due to inclement weather or other emergency conditions. The administration will inform teachers of this as soon as possible. Detailed instructions are in your Emergency Response Plan.

In the event of an early dismissal, all students will be held in their classrooms until busses arrive. Bus riders will be called (via the PA system) when their bus is available. Faculty and staff should not assume they are automatically dismissed in the event of an early dismissal. Teachers and staff are to remain at school until dismissed by the principal. Staff and faculty with children returning home from school should prepare alternative plans for their children.

Detention/After School ActivitiesTeachers are to contact parents in advance of students participating in detention or other after school programs or activities. Parent permission (preferably by note) is required to detain a student beyond school hours. Teachers should not transport students. Contact an administrator if a student needs transportation home and he or she will work with you to make arrangements.

Supervision of StudentsMorning Teachers must be present in classrooms at 7:40 a.m. daily. Supervision is especially critical at the opening of the school day. Making copies or other activities that remove you from the classroom should be scheduled during planning. You are responsible for your students at all times and must be with them. Avoid last minute tasks by planning ahead.


Safety Precautions1. Take recess with another class while outdoors so there will be two adults present and on

duty. 2. Close the outside doors after entering and exiting the school.

BathroomsClassroom Bathrooms Teachers who have classrooms equipped with bathrooms are responsible for supervising the proper use of these facilities.Bathroom use should be:

Managed - Restricted to need and not an excuse for students be out of the classroom. Supervised - Using the bathroom is a learned skill; some students may need retraining in the

use of these facilities.

Hall Bathrooms For those teachers who take group bathroom breaks or allow pupils to move freely to a hall bathroom, there must be a system in place for students leaving, returning, and selecting a buddy. Teachers must assign bathroom monitors to check out the condition of the bathrooms before and after group use. This helps us to determine and eliminate vandalism, improper use of bathrooms and damage to the facilities.

General ProceduresMoment of Silence As of July 1, 2000, each school in Virginia will observe a Moment of Silence at the beginning of each day. This will be part of our opening and will be followed immediately with the Pledge of Allegiance. An announcement explaining this will be read at the beginning of the year and at each semester. All students must observe the silence, but may not be forced to bow their heads, close their eyes or submit to other behavior that infringes on their rights.

The Pledge of AllegianceStudents are not required to stand or recite the Pledge of Allegiance. Students who do not participate in the Pledge of Allegiance must remain quiet during this time.

Hallways Students are expected to be quiet in the halls at all times when traveling to lunch, PE, music, art, recess, or other areas of the building. Students (in any grade) traveling without a teacher should always be with a “buddy” for safety.

Assemblies Teachers are expected to remain with their pupils during assemblies. Since assemblies are selected with instructional preparation and follow-up in the classroom in mind, teachers are expected to be present and to view the assembly with their students.


Recess

Recess must be a supervised activity. Recess magnets should be sent to the office prior to going outside. A walkie talkie should be taken outside for emergencies and to contact the teachers for

student pick up. Teachers must position themselves to see all students and all areas of the playground Take recess with another class while outdoors so there will be two adults present and on duty. Close the outside doors after entering and exiting the school.

Teachers are expected to develop a system for lining up, for defining the areas in which to play, for limiting the games and activities students play (no baseball, football, wrestling, or contact sports), and to review basic safety rules for using outdoor equipment. Teachers should also develop a system for gaining students’ attention (three short blasts of the whistle) in case of an emergency.

The following section expands on recess provisions and guidelines as provided in county policy:

Recess in grades 1-5 is part of the elementary school day. Recess is defined as a teacher-supervised, unstructured break from the instructional routine. It must be 15 minutes on days that students have PE and 30 minutes on the days that students do not have PE class.

Guidelines for Elementary Recess Recess should be provided each day for every elementary student in grades 1-5. Recess should be scheduled in the afternoon if physical education is scheduled for the morning,

and vice-versa. Each classroom teacher should develop his/her own schedule for recess. Recess shall be one fifteen-minute period per day (30 minutes when no PE), excluding

transition time. Classes should go outside, weather permitting, for recess. If a student is unable to go outside for recess, the teacher should ask another teacher of the

same grade level to supervise that student in his/her classroom. Instructions regarding recess should be included in the substitute folder. No student shall be deprived of participation in recess without the approval of the principal or

assistant principal.

Guidelines for Proper Supervision at Recess The teacher will set guidelines for expected behavior and the correct use of the equipment. The teacher will be responsible for the supervision of his/her class. Teachers will provide students with choices each day, ranging from free play to specific

activities. The teacher will continually monitor his/her students by circulating in the area of recess

activities. The teacher will not allow students to engage in rough play, such as wrestling, football, or

other contact activities. The teacher will stop any activity that, in the judgment of the teacher, is unsafe. The teacher will be responsible for the classroom recess equipment.


Guidelines for Indoor Recess Teachers will develop a plan of appropriate activities to be conducted during indoor recess. Quiet games and activities are encouraged. Maximum attention should be given to safety in the classroom

Accident Procedures During RecessIn the event that an accident occurs and it requires the full attention of the teacher, all playground and/or classroom activities must stop and the remaining students will line up while the student(s) involved in the accident is (are) receiving attention. For immediate help, teachers must use the walkie talkie to call the office and/or clinic. Teachers must report all accidents to the clinic aid and the principal and complete an Accident Report.

It is further suggested that teachers schedule recess with a class from the same grade so that more supervision is available. Teacher participation or close supervision is needed to insure fair play and equal participation by all students.

Health/Safety/EmergenciesGeneral Safety Guidelines Each teacher is responsible for the safety of the students in his/her classroom. At the beginning of each day, teachers should quickly survey the room before students arrive to be sure no safety hazards exist. All staff shares in the responsibility for student safety.

Please remember: All students must have a “buddy” while traveling in the building. Teachers in grades K and 1

should tour the building several times during the month of September to help students learn the hallways and “routes”.

Students should never move TV carts, heavy items, or any item that is a potential safety threat. Aerosol cans, knives, rifles (such as colonial style rifles) or any other item of potential risk to

the lives and safety of staff and students are strictly forbidden. Arts and crafts items, used with students in the classroom, should be labeled with the Certified

Products (CP) or approved Products (AP) seal. In general, “model” the use of any equipment used by students and discuss safety concerns

prior to any use of such equipment (PE, science, etc.) Even some mathematics equipment can become a weapon or safety concern if used improperly.

First Aid/CPR The administration provides a list of teachers and staff certified in First Aid/CPR. Keep this list handy for quick reference. The list is posted in the office, clinic, cafeteria, teacher’s lounge and gym.

Fire Drill RoutinesFire DrillsVirginia State law requires that a fire drill be held weekly during the first month of school and monthly thereafter. The fire drill signal is easily distinguished from other signals. Should that system not work, the regular school bell will be rung using short, repeated rings.At the Signal:


1. Teachers and students should leave the room in silence. An evacuation map is included in this handbook. A copy MUST be posted near each classroom/office door.

2. Teachers should carry a grade book or a class list/roster, which is kept near the classroom door for this purpose.

3. Upon reaching the designated area, the children should face away from the building and the teacher should call the roll.

4. Report any missing child to the area monitor or to the administration by recording this on the Student Accounting Form.

A long ring of the school bell will be given for classes to return to the building. It is suggested that classroom teachers and specialists review these procedures with students during the first two days of school.

Students should be taught that if a fire drill or other evacuation should occur when they are traveling unattended in the hallways, they should join the nearest teacher, announcing their arrival. They should not return to their room or look for their teacher. Once outside, children should be reunited with their homeroom teacher as soon as possible.

Emergency Evacuation ProceduresIn the Regular ClassroomEvacuation should occur as outlined under “Fire Drills”.

During Lunch Should a fire drill or other emergency occur while pupils are at lunch, pupils will be told to exit quickly and quietly through the exits indicated on the emergency evacuation map. Classroom teachers are asked to return immediately to the cafeteria to help with evacuation.

Students with Specialists during Evacuation Procedures Should a fire drill or other emergency occur while pupils are in art, music, PE, library, reading resource, or other resource room, the specialist shall lead students out of the building.

Students Traveling Unattended in the Hallways Should a fire drill or other emergency occur while pupils are traveling in the hallways without a teacher, they should join the nearest teacher. That teacher must then let an administrator know where the student is and record this on the Student Accounting Form.

Tornado Action PlanTornado Facts

Tornado Watch............This means there is a potential for dangerous weather and damaging winds, depending on worsening weather conditions. Be on the lookout for the danger signs listed below and be ready to move quickly to safety should the warning signal be given, should you observe a tornado, or if you hear a loud roaring sound.

Tornado Warning........This means a tornado has been sighted nearby and that you should take your class or students to the assigned shelter. If you see or hear a tornado, do not wait for a


signal. If there is no time to go to a shelter, have students lie face down, draw their knees up to their chests, and cover the backs of their heads with their hands.

Danger Signs...............Severe thunderstormsHailRoaring noise (like a railroad locomotive)Exploding windowsFunnel cloud (like a “rope” or column from sky to ground).

Tornado season usually begins in late March/early April, and reaches a peak in early May. However, a tornado can occur at any time. It is important that you stay away from windows and follow tornado emergency procedures.

Tornado Emergency Instructions During a “Tornado Watch” the secretary and/or the principal will monitor the emergency radio

for tornado warnings. The librarian or the assistant principal will monitor a weather station to stay apprised of conditions.

If a warning goes into effect, a special announcement will be made over the PA system directing pupils and teachers to the shelter areas. If there is no electrical power, the megaphone will be used by the principal or designee as he/she hurriedly moves through the halls making the announcement.

If a tornado is heard or seen, the teacher should not wait for an announcement or warning signal. Instead - if there is time - the children should move to the designated area. If there is not time, children should lay face down, knees drawn up to their chests, and cover the back of their heads with their hands.

If children are outside when the alarm is sounded, the teacher should bring them inside immediately. If there is no time to bring them in, the students should be escorted to a ravine and made to lie face down with hands over their heads.

Teachers should remain with their students in the designated area until the principal gives the “all clear” signal.

The PE activity room, the cafeteria, and the library should never be used as shelters. Also, stay away from all windows when finding shelter.

When in the designated area or when protecting against the danger of a tornado, the posture should be:

“Crouch on your elbows and knees. Put your hands over the back of your head, and face the inside (interior) wall.”

Student Sickness or InjuryIllnessStudents complaining of aches and pains are to be sent to the office with a buddy. If they cannot move, use the “call button” near the classroom door to call for help. A secretary, lead teacher, clinic aide or administrator will attend the student immediately.

InjuryWhen a student is injured, the teacher should use the emergency call button to the office or use the walkie talkie. Should the student be seriously injured (broken arm or leg, seizures, etc.), do not move the child.


Please fill in the Accident Report before leaving the building for the day.

Reminder: Establish a signal for your class to stop its activities and line up should an emergency occur.

Health Records Each teacher is responsible for maintaining the HPE records during the school year. You should check the Health Check Form, previous records, and the emergency card for any health problems listed. Other teachers working with the student should also be informed of any health concerns.

Medication All medication is to be stored in the clinic. The only exceptions are those medications needed by certain pupils with a life-threatening allergy or other condition. Such circumstances require administrator permission.

Blood-Borne Pathogens (Including AIDS/HIV) All body fluids (particularly blood) have the potential of carrying serious disease. Teachers are given disposable gloves and red bags for use in attending to students with bloody noses or other conditions in which blood may be contacted by the teacher. The office should be contacted in such situations and they will contact the custodial staff for immediate clean-up with a bleach solution.

Staff Sickness or Injury There is always the possibility that a staff member will get injured or sick while at work. If you feel sick, use the emergency call button to call the office or signal your teammate. The office will respond immediately. The administrator will come to the classroom and one of the secretaries will turn on the intercom to listen for any problems in the classroom. The rescue squad will be called if needed. Be sure to complete the Staff Emergency Form to be kept on file in the clinic.

Should a staff member have an accident while at work, he/she should immediately inform the administrators so that proper action (rescue squad, medical attention, etc.) can be taken. The administrators or secretary will inform the staff member of procedures for filing Workers’ Compensation forms and the list of attending physicians. See Risk Management Form in the Appendix.

It cannot be stressed enough that Workers’ Compensation procedures are federally mandated and they must be followed in a timely manner. More information on these procedures will be available at the time of the accident. Regardless, you must inform the office staff (secretary or administrator) of the accident, fill out the form(s), and be examined by an attending physician listed on the panel list.

HomeworkHomework AssignmentsHomework is an important aspect of the educational process, and is a natural extension of the school day. Homework should be assigned each day in accordance with the guidelines outlined below. In all cases, work assigned for home study should supplement and reinforce work done in school. (Reference LCPS Policy Manual 5-14)


Do not assign work without a purpose. Involve the students in meaningful practice, extension, or enrichment activities and projects.

Make homework “count”. In other words, take time to assess student mastery of skills and concepts or to evaluate the level of thinking used by the student. Use it to refine your instructional planning and delivery.

Evaluate, but do not grade homework. Unfortunately, grading of homework can unfairly inflate grades if strong parental or other assistance is given to students. Exception: Projects may be graded; however, involve students in self-evaluation and be sure criteria is specific for grading. Use rubrics and self-evaluation forms with the students.

Distinguish between class work and homework! Class work is completed in class, whereas homework is specifically assigned for practice at home. Class work is graded; homework is not graded - it is evaluated.

Do not unfairly count homework against grades. Counting the non-return of homework as a “zero” can devastate a student’s grades. View homework practices and evaluation standards as a team.

Communicate concerns about homework to parents for further support with that student.

Elementary Guidelines (Reference: LCPS Policy Manual 6:4) In addition to work assigned by the teacher, homework also includes activities that children pursue because of their interests in the classroom program. Individual differences and needs of pupils should determine the kind and amount of homework that is assigned; therefore, teachers will be encouraged to make differentiated assignments. Under no circumstances should teachers assign homework requiring pupils to work with skills or concepts that have not been developed in the classroom. Moreover, homework should never be given as punishment.

Textbook assignments should be those that pupils can do independently. Parental involvement is encouraged for drilling on math facts and spelling words, reading for pleasure, collecting specimens for science, making observations in the home or neighborhood, discussing various school-related topics and playing games that reinforce skills.

The amount of homework that a teacher assigns will vary from day to day. As a general rule, primary age children should be required to spend no more than thirty (30) minutes daily doing homework; children in grades four and five should spend no more than one (1) hour daily.

Evaluation of Homework All written homework should be evaluated; all other homework may be discussed informally. Evaluation of homework is not done through “grades” - other forms of assessment are used. Projects may be graded through specific criteria developed by the teacher and/or team. As stated, a clear distinction is made between class work and homework. Class work is to be finished in class and homework is specifically assigned for completion at home.

If class work is sent home to be finished and then graded the next day, other students can legitimately complain of that student’s unfair advantage of being able to complete work at home and then receive a higher grade. If a teacher assigns homework and allows it to be completed as class work during the day, we are sending conflicting signals to students concerning distinctions


between the two types of work. This also creates a problem with grading and evaluation of student work.

Homework and class work policies are to be communicated to parents at Back to School Night and review often in your newsletters.

FUTURA-Related HomeworkFUTURA Homework Policy The following is an excerpt from county policy: Each student in the elementary school superior learner program is expected to make up all important work missed in the regular program. Important work includes special reports, important assignments, and tests.All homework or special reports assigned in advance are to be turned in before the student leaves to attend the FUTURA program. Important work missed in the regular classroom during the time the student attends FUTURA must be made up within two days.

FUTURA students are not expected to make up all missed FUTURA work because of absences. In situations where conflicts occur as to what constitutes important make up work, the principal will resolve the issue.

FUTURA is an enriching academic experience for our students and should be viewed as a valuable learning program. Be sure, that as an educator, you convey this message to students and parents.

Classroom FunctionsPartiesTeachers are permitted to have two parties during the school year. Provision must be made for students who will not or cannot celebrate classroom parties (due to religious or other reasons). Teachers should be sensitive to the needs of those students. Work with the administrators and the office staff to plan alternative activities for these students.

In an effort to keep all children safe and healthy, Loudoun County Public Schools has recently produced guidelines that do not allow any food to be brought in for a child’s birthday. Additionally, non-food gifts of any kind, to include pencils, stickers, balloons, etc. should not be brought for a child’s birthday. Each child will continue to get a birthday pencil from the office. We recognize that this is a significant change, but please realize that it is for the safety of all students. Your cooperation in following the new LCPS guideline is appreciated.

Please note that NO party invitations may be distributed at school.

Field TripsOrganization The destination dates and arrangements for field trips are to be decided by the team and coordinated with the administration. The principal and assistant principal handle the field trip requests and


coordinate with other school activities. It is best to consult the school calendar and the administratorsto clear the dates of the field trip in advance and to work around other programs and school events.

Requests The grade level team or sponsoring teacher should determine the date, time, and specifics of the trip and meet with the principal. Requests are to be made at least one month in advance of the date of the field trip. Field trip forms are in the file cabinet that is located in the office.

Field Trip Tips1. Carry a first aid kit and cell phone on each bus.2. Have nametags for each child, giving the child’s first name only, school, and school phone.

Older students can construct the tags.3. Remind students to dress comfortably and appropriately.4. Coolers may be taken, if necessary.5. Each teacher should take paper towels, plastic bags, and trash bags.6. Have directions for the driver.7. Arrange for chaperones, and make them aware of their primary responsibilities.8. Specify lunch arrangements (paper bags, disposable drinks).9. Use the Field Trip Permission Slip with emergency information.

Protecting Instructional TimeMinimizing DisruptionsThe administration strives to keep classroom teachers and classrooms guarded against unneeded disruptions to instructional routines. Teachers are to report frequent disruptions to the administration.

Visitors and parents who come to your room without permission and without signing in first should be redirected to the office in a firm, but kind manner. Remind them that visitors need to check in with the office staff and that visits to your classroom must be arranged in advance. Office Procedures requiring an announcement:

Brief morning or afternoon announcements Calling children when parents need them for early dismissal (due to doctor’s appointment, etc.) Emergency preparedness procedures (fire drill, etc.) Emergency phone call received for teacher

Threat Precautions – “Lock Down/Lock Out”

The threat of terrorism or other act of aggression is always with us. Schools are especially vulnerable to acts of this kind. Consequently, it is important to discuss some general safety procedures in a direct, low-key, calm manner. “Lock Down/Lock Out” will be announced!Students will be trained to:

1. Report any strangers not wearing a visitor tag/badge to you immediately.2. Be informed as to where the class will be located if the child is leaving for reading, special


education class, speech, etc.3. Stay within teacher-set boundaries while at recess.4. Follow the instructions when they hear “Code Blue”.

“Lock Down” and “Lock Out” for students means that if they are traveling in the halls, they are to report immediately to the nearest classroom or office in which a staff member is present.

“Lock Down” means:1. Administration/secretaries will contact transportation/police/fire/rescue immediately.2. All school doors will be locked.3. Teachers should immediately lock their classroom doors, close the blinds, turn the lights out.4. Students should be gathered in a far corner of the room. Take attendance immediately and

wait for a call from the office.5. Everyone should sit quietly out of sight in the classroom and wait for further directions.6. Students/ in other locations in the building should be gathered in that area and follow the

same procedures as above. Do not send students back to their classrooms.7. The secretaries will contact each classroom via the PA/phone system and note any “missing”

or “extra” students. They will also gather any teacher or classroom concerns. Periodic checking with each class will continue throughout the emergency.

8. The office will monitor radio, TV, cable, and our emergency radio connected to transportation. This emergency radio is under the front counter near the security monitors.

9. Under no circumstances, are you to open your door. If administration, firemen, or police need to get in, we have keys.

AssembliesAssemblies Assemblies will be scheduled during the first semester and second semester. Assemblies will be chosen based on instructional objectives and curriculum units.

Student Conduct Assemblies are an extension of the instructional program. The appropriate conduct of our students during assemblies is a priority. It is essential that students be taught the behavior expectations and audience manners. Please talk with your students about the importance of being an attentive, quiet audience. Stress the importance of being polite while in a large group.

Students should enter and leave the assembly area in a quiet, orderly manner. Please give some thought to the seating of students in the activity room. During assembly programs, please sit where you can easily supervise and assist your students. Make certain that students have used the restroom facilities before coming to the assembly.

Promise StudentsA Promise student is one who is not demonstrating adequate academic, social and/or emotional skills to be successful in school. The administration and staff are committed to providing a climate that promotes strong, positive self-concepts and academic success for all students. We recognize that many students may be at-risk at some point and to some degree. Therefore, through a team approach to identification, intervention, and communication, the staff will strive to provide services


with sensitivity to other students. Identification is accomplished through the cooperative efforts of the staff that works with the student. PLC meetings are specifically designed to address these needs and determine a plan of action for each student. The Child Study Committee meets on a regular basis to assist teachers with classroom accommodations, modifications and behavior plans.

Computer EquipmentOperation of Computer Carts Teachers should not permit children to move computer carts unless approval has been given by the librarian. Follow the directions from the librarian for securing the library cart and to return it. Laptop carts must be returned on time.

Ordering Materials The librarian has numerous catalogs for ordering material from the central office media center, and other materials available from the state media office. Orders from either source may be placed through the librarian. Please take care to observe the deadline and directions for the use of all materials. The librarian is always willing to assist teachers in locating appropriate books and materials.

Bulletin Boards

Teachers are responsible for the bulletin boards which are located in the team hallways. Please plan to change bulletin boards each month. Teachers are encouraged to display student work in the room and in the hallway next to the classroom.

BusesBus Conduct Transportation on a school bus is provided as a convenience to the students. It is not a right. This convenience may be denied for just cause. All students riding buses are expected to conduct themselves with good manners and respect for the safety of all bus passengers.

The following rules have been established for students who ride a Loudoun County bus:1. Students are under the direction of the bus driver while on a school bus. They must

cooperate with the driver and obey any direction given by the driver.2. Students must give their names to the bus driver on request.3. Students must avoid crowding, pushing, hitting, holding, or otherwise physically interfering

with other students while entering, leaving, or riding a bus.4. Students must remain seated while being transported to and from school.5. Any student who must stand on the bus must stand in the aisle and behind the driver.6. Students may not bring living creatures, breakable containers, potential weapons (including

matches or lighters) or any large object on the bus without permission from the principal.7. Students may not operate electronic devices.8. Students are not permitted to carry or light firecrackers or other fireworks, smoke bombs or

any explosive devices on the bus.9. Students should not talk loudly or make any other loud noise that might distract the driver

or interfere with his ability to hear.


10. Students may not use obscene or other improper language on the school bus.11. Students must not put any object or any part of their bodies outside the school bus.12. Students must not throw paper or any other objects on the bus or out the windows of a bus.13. Students ready to leave the school bus must remain seated until the bus stops.14. Students desiring to get off the bus at any other stop other than their own must have written

permission from their parent and school principal and present this authorization to the driver.

15. Students are to avoid any action that demands unnecessary attention of the driver.16. Students are not to damage seats or other equipment on the school bus.

Failure to obey these rules will be considered misconduct on the part of the student and will result in appropriate consequences, including possible suspension of bus riding privileges. Students and/or their parents may be held responsible for damage to school property.

Staff will supervise the unloading of buses in the morning and the loading of buses in the evening.

Pupils who ride the school buses in the morning must return home on the bus unless a permit is obtained from the office stating otherwise. This permit will not be issued unless parents or members of the immediate family call or send a written excuse to the office. The pupils are insured when on the bus, but not so when they ride with anyone else. Students are discouraged from going home on the bus with a friend to spend the night, visit, or attend meetings; these arrangements should be made with transportation furnished by the parents. Students who ride a bus to school regularly, but would rather walk, must furnish the school with a note from their parents giving permission.

EquipmentCopy Machine Teachers may use the large copy machine for most duplicating needs. Copies needed on special paper (i.e., construction paper) can be run on the Risograph. Please be mindful of the need to conserve paper; whenever possible run copies on both sides of the paper.

PurchasingAdvanced approval must be received from the principal before any purchases are made which are to be paid for with school funds. A purchase order number must be secured from the bookkeeping secretary prior to the ordering of any such materials. We cannot pay or reimburse for sales tax. If you are given permission to make a purchase locally, the secretary/bookkeeper can give you a Tax Exempt Form.

Staff Communication and MeetingsEmergency Telephone Relay ListingWhen school is closed, you will receive notice of this via the staff emergency telephone tree. Each staff member receives a copy of this confidential list. Please keep it in a safe place out of public view.

Staff and Team MeetingsStaff meetings are held on Thursdays. These may be general staff meetings, cluster meetings,


special purpose meetings or staff development meetings. All staff members are expected to reserve Thursdays for these purposes. Please do not schedule other events or appointments on these days. Each member is responsible for the information given at each meeting

Team Meetings are held weekly. Please designate a day and time for your meeting. Submit this information to the principal. Please follow this schedule consistently so that resource personnel and administrators may join your sessions.

Each grade level and resource staff must have a team leader. The team leaders’ responsibilities include updating the team on procedures and activities, and disseminating and collecting information. A team may share the position of team leader. The team leader may change throughout the school year.

Family Life Education (FLE)Family Life Education Loudoun County has implemented a Family Life Education curriculum for students in grades kindergarten through 10 in response to the requirements of Section 22.1-207.1 of the Code of Virginia. A 22-member Family Life Education Committee, composed of clergy, parents, medical professionals, principals, community-at-large members, and a parent/citizen chairman, developed the curriculum using the approved Standards of Learning as a guide. The curriculum was then presented to and approved by the Loudoun County School Board.

Classroom teachers are responsible for teaching the total curriculum in kindergarten through 3rd grade. Due to the sensitivity of some materials in the fourth and fifth grade curriculum, some units are taught by a Family Life Specialist.

Parents may choose to opt their child out of any or all of the program. Opt-out forms are sent home to each family. We must provide an appropriate instructional activity during the teaching of the FLE objectives for those students who have been opted-out of specific objectives by the parent. Teachers cannot be held responsible for spontaneous questions from students that may pertain to subjects previously discussed, neither can a teacher be held accountable for discussions of sensitive topics that occur among students outside of class.

FLE Opt-Out Procedure (if the budget allow this position)1. Opt-out packets will be sent home to parents on the first day of school or provided

immediately to a parent enrolling a child during the school year.2. Parents will have eight (8) days from the first day of school to make their opt-out decision.3. Notification of receipt of the opt-out form will be mailed to parents.4. FLE instruction will not begin before the 13th school day of the new school year to give

school staff more time to develop and recheck opt-out charts and provide the appropriate teachers with a copy of the chart, as well as any revisions made throughout the year.


Planning for InstructionThe Curriculum – Core and Supplementary Materials

Teaching TimeTeachers are expected to become experts in planning and delivering the curriculum to students. Each teacher in grades 1-5 should plan 300 teaching minutes daily (out of 385 total minutes).

Language Arts must be 120 minutes per day. Math must be 60 minutes per day.

Reading ProgramA county guide defines the scope of the program and the strategies for implementation:

Core materials include: Pupil texts, teacher’s edition (although some levels are combined in editions), pupil workbooks, teacher’s edition of workbook, unit skill tests, and free-standing charts (in some grades).

Teacher resource kits are available - one kit per grade level. Certain items from these kits have been purchased for each classroom.

Support reading materials are supplied to the school for classroom use.

Complete lists of the materials for the reading program are available from the principal or assistant principal. The county reading guide will also list items for the program. The program also contains:

A remedial reading program organized by the reading resource coordinator with implementation performed by the RRC and the classroom teacher according to county guidelines and procedures

Testing items to be used both for initial assessment for placement or as unit tests at completion. The reading resource coordinator and the principal are available to help with implementation

or other questions or concerns.

MathematicsMaterials available include the teacher’s guide, pupil text, resource kits, and pre- and post-tests. Manipulative kits are available in the building

HandwritingThe basal program for grades K-5 is D’Nealian Handwriting published by Scott, Foresman. Special paper is available for the teacher and student use in implementing this program.

LanguageLoudoun County’s language program uses textbooks for teaching grammar in grades 1-5. First grade books are optional; first and second grade texts are consumable. The composition/writing program is discussed in the County Writing Guide and stresses the writing process.

SpellingThe Word Study program provides the framework for spelling instruction for grades 1-5.

Social StudiesEach grade level has a particular strand of study. The kindergarten program uses a unit approach; first grades utilize an interdisciplinary approach in the teaching of social studies.ScienceTexts are provided in grades 1-5. Science kits are available at each grade level with consumable and non-consumable items.


MusicStudents in grades 1-5 receive music instruction twice weekly from a music specialist.

Physical Education Students in grades 1-5 receive three classes weekly with the physical education instructor. Teachers have the responsibility of providing the experience on the other two days.

ArtStudents in grades 1-5 receive one art class of 50 minutes weekly with the art instructor.

FLES (Foreign Language in Elementary School) if budget allows for this positionProgram offers Spanish immersion in grades K-5

Elementary CounselorThe elementary counselor is available to work with teachers in helping students understand themselves, develop positive self-concepts, develop effective interpersonal relationships, develop effective decision-making skills, and understand how they can contribute to the world through their social, educational, and working lives. To achieve this, counselors will be working in classrooms, with small groups and with individual students on guidance activities designed to complement the development already taking place in the classroom. The counselor will be scheduling these activities with you throughout the year. The counselor will also be working directly with parents and community agencies on students’ behalf.

Teacher Records

Teacher records include the plan book, the daily schedule, the grades, anecdotal records, portfolios and other recording devices, and files (cumulative composition files and math and reading cards).

Plan Book Lesson Plans are considered your “roadmap” for quality instruction and good plans result in relevant and rigorous learning experiences for the students. Lesson plans document the journey and allow you to be reflective practitioners.

Quality lesson plans are expected daily and should be available for substitutes. Each teacher will maintain an organized daily plan with subjects and dates clearly indicated. The teacher’s planning entries should reveal the topics, concepts, or skills that are introduced, practiced, or tested in the block. Lessons plans will be submitted each Monday morning prior to teaching. An adjusted schedule will begin after the first quarter. Grades An evaluation criterion is established at the beginning of each nine weeks by teams. A grading plan is established at each grade level after team discussion and agreement. The report card design guides the grading plan. Every report card grade must be verifiable in Clarity.

Anecdotal Records Each teacher keeps a variety of anecdotal records on students.

A sample: Discipline concerns and highlights


Academic concerns and highlights Portfolios Diagnostic and assessment information Health, attention, or attitude concerns

These can be kept on index cards, informal files, or other systems at the option of the teacher.

Student RecordsAccess Access to the student scholastic record (formerly called the cumulative folder) is restricted by law. It is important to remember that the classroom teacher has access to the students in his/her class for that year only.

General Procedures for Records No cumulative records may be taken out of the building. When records are checked out of the

file room in the office area, they must be returned by the end of the school day. Disclosure to a third party is restricted by state and county policy. A third party can be another

teacher, colleague, or parent not directly involved with that student. The privacy rights of students and their parents must be respected at all times.

Teacher AssessmentAssessments provide feedback on how well students are learning and the effectiveness of teachers’ teaching. To accomplish these goals, assessment must be frequent, formative, and summative.

Frequent assessments provide students opportunities to display their knowledge on a variety of occasions. Frequent assessments may alleviate concerns about the students’ physical or mental frame of mind on a particular day.

Formative assessments involve activities that teachers and students undertake to provide information that can be used diagnostically to alter teaching and learning. This assessment may encompass interactive notebooks, quality questions, and predicting outcomes.

Summative assessments are cumulative evaluations. Such assessments are utilized to determine whether students have met course goal or the learning outcome. Summative assessment involves content level tests and the Standards of Learning (SOLs).

When teachers know how students are progressing and identify the problem areas, they can use the information to make instructional changes or offer more opportunities to practice.


Scholastic Record The following items are maintained in the student’s scholastic record:

1. Elementary Scholastic Record2. Standardized Test Data Card3. Profile Sheets for other tests (DRA, PALS, etc.)4. Certificate of School Health Examination5. School Entrance Health Form6. Cumulative Health Record7. Cumulative Physical Fitness Record8. School Registration Form9. Reading and Math Cards10. Non-confidential Evaluations (Reading Resource reports, for example)11. Report Cards12. Performance Objectives for Kindergarten13. Student’s Rights and Responsibilities Sheet (most recent)14. Conference Record Sheet15. Transfer Records16. Record of Access (green card)17. Custody Information

General Maintenance of Records Information on all records is entered with black ball point pen. Great care must be taken to avoid erasures and to maintain accuracy. Grades for students leaving during the year are entered in pencil if the student is an in-county transfer and in ball point if the student is leaving the county during the year.

Report Cards Report cards must be completed according to county guidelines (see Clarity). The information must be entered on the computer using proper grammar. Make report card comments constructive and specific. Include positive remarks for

each student. Report cards are submitted to the principal and assistant principal for review each

grading period. Accurate grade-keeping and good anecdotal records make comment writing relatively easy.

Conference Records A conference record form is kept in the scholastic record. All contacts made with parents should be recorded on this form: telephone, school, and home visits should be done promptly. This documentation is essential record keeping that allows a staff member to track student progress on a particular area of concern and to document communication with parents.


Interim Reports Interim reports may be sent home to parents at any time during the nine weeks, but are most often sent home at the 4½ week interval. A calendar for the 4½ week interval is given to teachers at the beginning of each school year. It also notes report card due dates.

Some general guidelines: Send an interim when grades drop below a “C”. Send when grades drop two (2) letter grades in a subject. Send for any and all “D” and “F” grade averages in all subjects.

Some teachers choose to send an interim to every student as a progress report each grading period. The interim report is an extremely effective way to communicate with parents.

Grading, Testing, DiagnosisStandardized TestsThe Testing Schedule is given to teachers for all standardized testing given to K-5 students during the school year.

Teacher Tests Teachers are encouraged to give pretests to determine the entry level skills and skill attainment prior to instruction. Research shows there is a tendency for teachers to emphasize skills already mastered by their students. Pretest students, and should students know the skills and concepts, move on! This saves your energy and avoids repetition of material for students.

Testing of FUTURA Students Whenever possible, tests should not be scheduled on the day students attend the FUTURA program. If it cannot be avoided, FUTURA students should be permitted to make up the test in good testing conditions at a later date.

GradingIn general, teachers at grade levels, have the responsibility to develop clear, fair, and meaningful grading procedures. Students and parents should understand, before report cards are distributed, exactly what merits a specific grade.

Grading Criteria The use of percentages in determining grades is strictly prohibited in the elementary school. No percentages should appear on any graded papers or tests. Students are graded against standards determined by the team. These criteria, including the creation of learning progression scales, are determined prior to evaluation/assessment.

Differentiation It is the teachers’ responsibility to recognize varying background knowledge, readiness, language, learning style, and interest. Teachers are expected to differentiate instruction for all levels of students within the classroom. Educators are to maximize each student’s growth and individual success by meeting each student where he or she is in the learning process.


Discipline

Discipline is evident in a classroom when: Students are attentive to teacher instruction. Students are self-directed and involved. Students move from place to place in an orderly fashion. Students respect each other’s rights, school property, and have good school spirit. The teacher exercises control with his or her presence and should not resort to shouting,

threats, or group punishment.

In teaching, student dignity must always be maintained. Any discipline strategies used should maintain student dignity - and not degrade or embarrass the pupil. Consistency is necessary.

Expectations must be decided upon early in the year. Students and parents are apprised of rules and the consequences.

Should a student need to be sent to the office for disciplinary action, please send a Disciplinary Referral Form with the student(s). Keep an anecdotal record on students with frequent discipline problems. Ongoing communication between school and home helps to solve discipline problems.


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