Mrs. Rosie Cobarrubias
________ I understand that my Administrative Team is to be contacted directly if there is any situation
or incident that may become a potential problem. They are here to support and assist me.
________ I understand that discussions about a student need to be directed to persons directly working
with that child. Disclosure, discussion or comments regarding any student, their personality, record,
behavior or home circumstances should be only with those directly involved with the student and
that pertinent topic and should occur only within an educational setting.
_______I understand that in case of my absence I must notify the principal immediately or call her
home no later than 6:15am, and follow that up with AESOP protocol. Absences of three or more days
must be submitted to the principal in writing, who will then inform the Superintendent.
_______ I understand that it is my responsibility to perform all my duties in a prompt and professional
manner, including but not limited to, attendance rosters, lesson plans, documentation of TEKS
mastery, grades, progress reports and report cards, parent-teacher contacts, DMAC documentation,
RTI timelines and procedures, classroom management, referral and discipline procedures.
______I understand my legal responsibility to report to the Principal, Assistant Principal, Counselor or
CPS any allegations or suspicions of child abuse, neglect or child sexual abuse.
______I understand the zero tolerance policy regarding bullying.
______ I understand that all personal cell phone texting and usage is prohibited during school hours.
______I understand that this is a professional community dedicated to supporting individual and
corporate development and engagement of each person intellectually, socially, emotionally and in
all aspects of professional growth. Consequently, all staff is required to maintain the highest
standards of respect and courtesy toward others, to refrain from exacerbating personality conflicts
or engaging in gossip or otherwise creating an offensive or hostile environment. Professionalism,
consideration, courtesy and discretion are the expectations for all team members.
I have received a copy of this memorandum. I understand that it is my responsibility as an employee
of Ben Milam Elementary to review our campus staff handbook accessible through E-documents on
our campus website and a hard copy is also available in the campus library.
Mrs. Rosie Cobarrubias
Ben Milam Elementary fosters a mission of success for every student. In a caring,
friendly, and professional environment, individual needs are met by recognizing and
working with each student according to his skills, experiences, talents, and cultural
background. Staff members see all students as very special people with unlimited
potential. Teaching each student to think logically, independently, creatively, and to
communicate effectively is accomplished through the use of the latest technology and
the mutual cooperation of parents, teachers, community volunteers, and
administrators. The faculty strives to keep abreast of new research and innovative
ideas in the educational field. Ben Milam incorporates practices which will promote a
learning environment free from physical harm and fosters collegiality and team building
among staff and students. These factors encompass the framework of our mission.
Ben Milam Commitment
At Ben Milam Elementary, we believe every child is important. Students are
recognized for their success and are encouraged and praised for their individual
achievements. We understand every child learns at a different rate in different ways.
The staff provides instruction using a variety of styles and modalities. The classroom is
a place of active learning where our staff works together in a harmonious way to
ensure student success. We have strong communication among students, staff,
parents and community. Our parents and community are invited to be actively involved
in our student’s education.
We Achieve the Extraordinary”
Character Pledge
I pledge to be a kid of character.
I will be worthy of trust.
I will be respectful and responsible, doing what I must.
I will always act with fairness.
I will show that I care.
I will be a good citizen, and always do my share.
All school announcements will be made each morning at 8:00 am over a PA system.
A representative from a designated class will lead the pledges on a rotating basis. A schedule will be
assigned and available on E-Documents.
Teachers will be assigned to a PDAS appraiser at the beginning of the school year. Note:
if the campus has a new principal, those that are assigned to that principal will all
require PDAS appraisal.
A teacher may be appraised less frequently if the teacher meets the required PDAS
waiver qualifications. The qualifications are as follows: 1) The teacher’s most recent
appraisal was rated Exceeds Expectations in Domains I, II, III and IV, at minimum
Proficient in Domains V, VI, VII, and VIII. AND no indicator less than proficient on PDAS.
If the waiver is mutually agreed upon by the teacher and the appraiser, the PDAS
waiver form must be signed by both parties and turned into Personnel by the required
date. The teacher must also complete the Individual Development Plan form. The PDAS
appraiser will be required to conduct and document a minimum of two (2) walkthrough observations during the school year. A Year-End Conference must be held with
those whom have waived the annual appraisal. The Year-End Conference must include
discussion of the observations made during the walk-throughs, other cumulative data
gathered, and the Individual Development Plan.
Teachers who do not meet the criteria for less frequent appraisals or who wish not to
waive their appraisals, will go through the complete PDAS appraisal process. For
certified personnel, appraisals are conducted yearly by a PDAS- certified appraiser. The
teacher has the right to request either a second evaluation by another appraiser or can
choose to attach a written rebuttal to the appraisal.
After the completion of observations and walk throughs, a written summary of each will
be accessible within ten working days on Eduphoria.
When it is necessary for you to be absent, please advise the principal as soon as
possible or call her at home no later than 6:15 A.M. Then follow the AESOP
automated system to request for a substitute. When absent, please call the school
office by 1:30 P.M. to let us know your plans for the following day.
If you do NOT call, the substitute will be released.
*If you anticipate being absent for three or more consecutive days due to surgery,
prolonged illness, or having a baby, written notification must be submitted to the
principal as soon as possible. This information will then be forwarded to the
Discussions about a student need to be directed to persons directly working with
that child. Disclosure, discussion or comments regarding any student, their
personality, record, behavior or home circumstances should be only with those
directly involved with the student and that pertinent topic and should occur only
within an educational setting.
First impressions of the school come from looking at the outside, and next, from seeing
how attractive and welcoming the halls and classrooms appear. All bulletin board
displays should either be instructional or display students’ work. No bulletin board
should be empty for more than a single day. All displays and bulletin boards at Ben
Milam Elementary should be eye-catching and appealing to the onlooker, and
representative of what is being learned.
Each classroom should have posted:
Emergency exit route maps
Colored coded cards (green and red) in door window
Classroom schedule
Classroom management plan
Pledge of Allegiance (USA & Texas)
Harlingen CISD Core Practices Framework
College degree(s)
Classroom management fosters self-disciplined students. Teachers are expected
to effectively manage the classroom procedures and routines, thus minimizing discipline
issues. Management procedures and routines are to be established at the beginning of
the year and consistently practiced and reinforced throughout the school year. Most of
the discipline “problems” in a classroom are actually management “problems”.
School wide discipline focuses on problem solving, character education and the growth
and development of students’ internal control. All discipline actions address the
inappropriate behaviors but also leave the individual child with his/her own
dignity. We will not tolerate fighting, disrespect toward others, obscene language, or
destruction of school property. A policy of ZERO TOLERANCE regarding drugs and
gang-related activity will be enforced.
All staff members are responsible for executing discipline in the classroom, in
hallways/sidewalks areas or in areas of assigned duty. It is imperative that all staff
members be consistent and impartial in enforcing the school rules.
Do not punish a whole group for some unknown student’s misbehavior. Be
prepared to support and justify your action taken for the student’s misconduct
occurring during your time of supervision.
Under no circumstances should students simply be told to leave the classroom!
Each teacher will develop a classroom Discipline Plan which will be submitted to the
principal at the beginning of the school year and when changes in the plan occur. It is
advisable to send a copy home with each student.
Children are to use their “Quiet Voices” in school, especially before entering any
academic area and hallways. Be sure the students are familiar with hallway procedures
the first day of school. Before entering these areas, each teacher should establish a
procedure that students adhere to.
All students, while at an assembly, will be expected to follow best behavior practices.
Teachers are expected to remain in assemblies and monitor students.
Prior teaching moments should be used by teachers to instruct students in appropriate
behavior and explain why talking, whispering, whistling, stamping of feet, booing and
texting are discourteous behaviors.
A policy of ZERO TOLERANCE toward bullying will be enforced. Teachers who witness
bullying or suspect that it is occurring must intervene, carry out the appropriate
disciplinary measures, or notify the counselor or school administration.
Serious discipline problems should be reviewed with the principal. Students sent to
the office should bring a discipline referral with them from the staff member. The
referral should state exactly what the student has done and said. State the offense in
objective behavioral terms with exact quotes if possible. Do not include on the referral
personal opinions. Documentation of misbehavior for both minor and major
infractions is necessary in establishing behavioral patterns. It is imperative that
teachers keep classroom referrals to be presented if more serious action becomes
There are two (2) types of Discipline Referral forms:
1) A Classroom Referral- A referral that is sent directly home
without the student being sent to the office.
2) An Office Referral- A referral that is sent home by the
Administrator as a result of a serious infraction.
Administrator’s Discipline Plan
A. Conference with student
B. Call home/parent
C. Loss of privilege
A. Parent conference at school
B. In-school suspension
Immediate removal from school/classroom.
(Willfully harming others; willfully destroying property, refusing to obey)
A. Verbal recognition
B. Personal contact during school day
C. Stickers/Treats
D. Parent Contact
Respect all adults
2. Walk quietly through the building and on sidewalks
3. No fighting
4. No destruction of school property
5. Obscene language and/or signs are not allowed at any time.
6. There is ZERO TOLERANCE for drugs and gang related activities.
Students shall not SELL, BUY or TRADE anything on school property
except for school related activities, which have had prior approval.
Students shall not borrow or loan bicycles on school property.
Anyone who suspects that a child has been or may be abused or neglected has a
legal responsibility, under state law, for reporting the suspected abuse or neglect to
law enforcement or to Child Protective Services (CPS). You may also want to notify
the principal or counselor to your concerns.
Sexual abuse in the Texas Family Code is defined as any sexual conduct harmful to
a child’s mental, emotional, or physical welfare as well as a failure to make a
reasonable effort to prevent sexual conduct with a child. Possible physical warning
signs of child abuse or sexual abuse could be difficulty sitting or walking, pain in the
genital areas, and claims of stomachaches and headaches. Behavioral indicators
may include verbal references or pretend games of sexual activity between adults
and children, fear of being alone with adults of a particular gender, or sexually
suggestive behavior. Emotional warning signs to be aware of include withdrawal,
depression, sleeping and eating disorders, and problems in school.
Call 1-800-252-5400 or (956) 423-3100
Or use the CPS secure website:
Playground Supervision
Teachers and support staff are responsible for closely supervising students while on the
playground. It is Ben Milam Elementary goal to ensure our students are in the safest
possible environment in which they play and learn. Children are to use all play
equipment appropriately and safely. A schedule of play areas will be assigned and
available on E-Documents.
Students that are injured while on the playground will need to be escorted by a staff
member (if possible) or student to the Nurse’s Office. If the injury is severe, have the
student remain still and request the nurse by calling from the P.E. complex.
School Bus Safety Rules
Follow the bus driver’s instructions.
Remain seated and face forward until the bus stops.
Keep hands feet, and objects to yourself.
Be polite to others and talk quietly
Keep aisles clear and free from obstructions at all times.
If rules are not followed, drivers are required to report any misconduct to the
principal and parents in writing.
Students will be supervised by monitors at breakfast and lunch. A significant part of
your orientation to your students regarding classroom and school expectations during
the first days and weeks of school should include student behavior at breakfast and
lunch. When bringing your class into the cafeteria, emphasis should be placed on:
Students will enter on the right hand side in an orderly way.
Students will speak softly.
Stay in your place.
Keep hands to yourself.
Only eat from your tray or lunch box.
All food and drinks must be consumed in the cafeteria.
Clean up your area after eating.
Dispose of your trash appropriately.
Follow all directions given by all adults.
The dress and grooming of District employees shall be clean, neat, in a manner
appropriate for their assignments, and in accordance with the following
1. Personnel are expected to dress in a manner that projects a professional
image for the employee, District, and community.
2. Style of clothing for males and females should always reflect a professional
and business-like atmosphere. Dresses, slacks, skirts, and blouses for females
should not attract unfavorable attention. Males shall be expected to wear
slacks, shirts, or appropriate professional attire.
3. Administrators and supervisors shall have the discretion to determine
appropriateness of attire for all personnel in certain grades and subjects
(physical education, special education), or for medical necessities.
4. Blue denim jeans may be worn on Fridays and specified days with a spirit shirt.
Examples of spirit shirts are Hawks, Cardinals, Ben Milam, and seasonal shirts.
5. When denim clothing is designated, it must be clean and neat with no holes, no
extreme fading or worn look.
This is a professional community dedicated to supporting individual and corporate
development and engagement of each person intellectually, socially, emotionally and in
all aspects of professional growth. Consequently, all staff is required to maintain the
highest standards of respect and courtesy toward others, to refrain from exacerbating
personality conflicts or engaging in gossip or otherwise creating an offensive or hostile
environment. Consideration, courtesy and discretion are the expectations.
Teachers are expected to begin instruction at 7:45 am daily unless specifically
scheduled to be on duty by 7:30 am. Teachers are expected to be at their classroom
door to greet each student once the bell rings. Students are not permitted in the
classroom without staff supervision.
Duty schedules are posted in E Documents for each professional and paraprofessional
staff member. Please review the schedules and become familiar with your
responsibilities. Please be prompt to your duty as you are responsible for the children
If it becomes necessary for a child to leave the cafeteria or the playground, the child
MUST get permission from the teacher on duty.
After lunch, each teacher is responsible for meeting their class on the playground. All
classes should enter the building in an orderly manner.
Web Pages
Class web pages are to be updated with current information.
The following E-Documents can be accessed through our school website at
Staff Information
Professional Noon Recess Duty
Paraprofessional Duties
Paraprofessional Assignments
Lunch Duty
Conference, P.E./Library/Music Schedules
Deposit Report
Detention List
Documentation of Film Usage in Classroom
Furniture and Supply Needs
Parent Permission- Child to Leave Campus
Field Trip Request
Awards Forms
Early Dismissal Lunch Schedules
School Bell Schedule
Guidelines on PDAS Waivers
SDT/TPRI Schedule
Staff Emergency Information
Substitute Teacher Evaluation
Identification Roster
Budget/Requisition Form
Textbook Classroom Inventory
Nine Weeks
End of the Year Forms
Placed or Retained List
Retention Form
Annual Inventory
Summer Address
Summer Maintenance
Batteries of tests are administered to all K-grade 5 students during the school year.
These tests serve as one indication of student progress as well as a basis for eligibility for
special programs.
At designated times during the school year; DCAs will be administered to students in
grades K through 5. These DCAs are designed to prepare students for not only end of the
year testing, but to determine which skills a student may need extra assistance.
Kinder students will be screened for the Gifted and Talented Program using a battery of
tests, which include verbal and nonverbal subtests. Also, students in Grades 1-5 who are
new to our district will be eligible for testing based on teacher recommendation.
When the home language survey indicates the student may be limited English proficient,
the student will be administered one or more of the TEA approved tests selected by the
District. During the spring semester, a posttest will be administered to determine
student progress.
The Reading teacher will administer a Survey of Developmental Tasks (SDT) to all PK
students to assess their reading readiness. K-2nd grade teachers will administer the TPRI
in accordance with the prescribed timetables.
STAAR will include more difficult testing and require a higher level of student
performance. Assessments will increase in length at most grades and subjects. For
reading, greater emphasis will be placed on critical analysis of passages rather than
literal understanding. Most science and mathematics assessments will include three
to five griddable items. Illustrations of the test design for grades 3-8 and further
explanation about griddable items are available at
All teachers will be responsible for teaching the Texas Essential Knowledge and Skills,
which are prerequisites for passing the state mandated assessments. Grades 3-5 will
be tested in the spring. Those that are serviced by Special Education will be tested
based on the consensus of the ARD Committee.
Faculty meetings will be held Monday afternoons at 3:05 P.M. Special meetings will be
kept to a minimum. Attendance is required and promptness is expected by all staff
members. All staff members are required to sign in at each faculty meeting.
All field trips are to include the TEKS and/or behavioral objectives being taught. A fieldtrip
is an extension of the classroom and must be planned thoroughly. Items to consider
Appropriateness of fieldtrips to the age of the students
Objectives of the fieldtrips
Follow up activities
Evaluation in relation to the objectives
Discuss your plans with the principal at least 3 ½ weeks prior to the fieldtrip. The
fieldtrip form, located on E Documents, must be completed and turn it in to the
principal 3 weeks before the trip.
The parental permission form, located on E Documents, is required before a student goes
on a fieldtrip. A bus request form located on E Documents needs to be completed and
emailed to campus secretary, Diana Sanchez, 3 weeks in advance. Adhering to the 3
week advanced policy does not guarantee bus availability.
Flag raising ceremonies will be held on special occasions.
Grade level meetings will be held weekly. These meetings will be a
collaborative planning time for the grade level. We encourage the team to
utilize the campus facilitator as needed.
Agenda items will include instructional planning, curriculum, TEKS, and
benchmarks, the exchange of ideas, suggestions, materials, and other items
related to the instructional program designed for our students. At the conclusion
of the grade level meeting, the designated grade level representative will submit
a written report of any concerns to the facilitator.
Collaboration is crucial for the development and achievement of all students.
1. Since daily work and daily growth should be stressed, daily work grades will
count equally. Daily work will be defined as:
assignment to be completed in class for a grade
weekly tests
chapter/unit tests
oral/written reports
class participation
2. No less than 15 daily work grades will be recorded in the grade book for
reading, language/composition and mathematics.
3. No less than 9 daily work grades will be recorded for social studies and
No grades are taken on elementary DCAs for reporting purposes.
Pre-K and K
In pre-kindergarten and kindergarten, achievement or progress shall be reported to parents as
90-100 = E (excellent)
80-89 = G (good)
75-79 = S (satisfactory)
70-74 = N (needs improvement)
below 70 = U (unsatisfactory)
Grade 1
In first grade, achievement or progress shall be reported to parents as
numerical grades in mathematics and language arts (reading and
language / composition). In reporting science/health, social studies,
handwriting, art/drama, music, physical education, and conduct,
E(excellent), G(good), S(satisfactory), N(needs improvement), and
U(unsatisfactory). Work habits shall be reported as satisfactory (no
mark) and N (needs improvement). The following conversion table shall
be used:
90-100 = E (excellent)
80-89 = G (good)
75-79 = S (satisfactory)
70-74 =N (needs improvement)
below 70 = U (unsatisfactory)
Grades 2-5
In grades 2-5, the District shall report students’ progress as numerical
grades for mathematics, language arts (reading and
language/composition), science/health, and social studies. For
handwriting, art/drama, music, physical education, and conduct, E
(excellent), G (good), S (satisfactory), N (needs improvement), and U
(unsatisfactory) shall be used. Work habits shall be reported as
satisfactory (no mark) and N (needs improvement). The following
conversion table shall be used:
90-100 = E (excellent)
80-89 = G (good)
75-79 = S (satisfactory)
70-74 = N (needs improvement)
below 70 = U (unsatisfactory)
o The highest grade for satisfactory make-up work after a suspension shall be a grade of 75.
o Students shall receive credit for satisfactory make-up work after an excused absence.
o In the event that a student does not master a test with a minimum of 70, the skills will be
re-taught and retesting will occur. The grade posted in the grade book shall be no more
than a 70, even if a higher grade is earned on the retest.
o Technology training will be provided to each teacher for the maintenance of grades on the
HCISD encourages the practice of assigning homework to students. The following
administrative guidelines are designed to help teachers and parents.
1. Homework should not be assigned unless the concept or skill has been
well explained and understood by students.
2. Assignments should be specifics; students should know exactly what is
expected of them.
3. Homework assignments should be reasonable in length. On a daily
basis, it is recommended that regular homework should not exceed
one-half hour (1/2) at the primary grades (1-3), and one hour (1) at
the intermediate grades (4-5).
4. Homework should include those activities, which a child can carry on
outside the school, but have direct application to things being studied in
5. Homework should be an integral part of the classroom activities. It
should never be busywork nor construed to be punishment.
6. Homework should be corrected, discussed, and returned promptly to
provide feedback to students, but will not be recorded as a “daily work”
7. Homework assignments should supplement the classroom instruction
rather than replace the classroom instruction.
8. Parents should understand the posture of the district in assigning
homework. P-T conferences should be used to explain homework to
9. Parents should not do children’s work.
In summary, if homework is carefully examined and constructed as a meaningful part
of learning, it can be another step in the direction of bringing the school, the student,
and the community closer together in a common interest for quality education.
A student is eligible if he/she earns a 90 average or all E’s in each subject.
A student is eligible if he/she maintains an overall average of 90 for all subjects,
providing that no grade below 80 or a combination of (3) E’s and (1) S has been
received in any subject.
Students who follow all school rules and at least two Pillars of Good Character will be
recognized. Each classroom will nominate a boy and a girl who demonstrates these
values. They will be recognized at the end of each nine weeks.
Students must have perfect attendance through the academic year with no absences.
These students will be recognized for their achievement and receive a perfect
attendance t-shirt.
Students in grade 5 will have a special recognition for perfect attendance/no absences
throughout their elementary years (PK-5). Those student will receive both a perfect
attendance t-shirt and a trophy.
1. In the event of an injury, the child will be brought to the
Office/Nurse immediately or if the child cannot be moved, the
office will be notified immediately. A student accident form must
be completed.
2. Notify the Principal immediately. Then the school nurse will be
inform the child’s parents about the situation.
3. If the parents cannot be reached, the school has the authority to
take the child to the hospital emergency room. A statement to this effect is
printed on the Master Pupil Personnel card signed by the parent.
Should you have an accident on campus, immediately advise the Principal and
complete an accident report. This form can be obtained from the secretary. In
addition to the form, a copy of the employee’s driver’s license must be submitted.
Should you find it necessary to seek medical assistance for a work-related injury,
please contact the Principal prior to obtaining any medical assistance.
Conferences with parents are a vital ingredient of our program. Conferences are
scheduled twice annually; however, teachers are encouraged to confer with
parents at other intervals, as the need arises. Documentation of conferences is
advisable. Parent/teacher conferences, which may result in subsequent actions by
the Principal, will be coordinated with the principal prior to the scheduled
conference. When an emergency exists and requires immediate attention, the
conference will be held in the Principal’s Office only with the principal present.
School approved parties at the elementary level are limited to three (3) during the
school year, two of which will include a Christmas party and an end-of-the-year party.
These should be documented in the lesson plans.
At the beginning of the school year, it is recommended to request a parent to be
the “Room Mother/Father” for the class. This would be helpful for organizing and
preparing for the classroom parties. If students wish to invite all members of
their room to birthday parties, they may do so. One general invitation will be
written on the chalkboard or an announcement made. Cupcakes are allowed on
birthdays and should be distributed at the end of the school day. Cupcakes must
be purchased at a store due to health permit requirements.
Plans for a scheduled party should first be cleared with the principal 2 ½ weeks
prior to the date requested.
Reminder: If your class will not be eating in the cafeteria, contact the
principal and coordinate with the cafeteria.
To be promoted from one grade level to the next, a student shall attain for the school
year an overall average of 70 or above. Averaging the final numerical grade for
language arts, math, social studies, and science shall derive the overall average. In
addition, a student shall attain an average of 70 or above in language arts and math.
A student who fails to meet the above promotion criteria, but is advanced to the next
grade level, shall be considered placed.
Fire Drills
As per requirements by the State Board of Insurance, fire drills must include
obstructed drills and unobstructed drill. Maps indicating exit routes should be
discussed with your students and must be on display in your classroom.
Additional Safety Drills
(Severe Weather, Bomb Threat, Intruder in the Building)
Drills will be held periodically throughout the school year. See the map for
your room’s designated location. This map should be on display in your
Fire Alarm: Teachers should lead their students from the building when the fire
alarm sounds. Take student roster (including parent/guardian contact
information with phone numbers) and proceed in orderly fashion to the
designated area. Once there, teachers should take roll and keep their class
together pending further instructions. Should a child be missing, do not re-enter
the building. Notify office personnel, located outside in the front.
Tornado: Be familiar with the instructions posted in the room.
Hostage situation: If a hostage crisis occurs in your room, try to communicate
calmly with perpetrator. Try to get the person to let you relay his or her
demands to the office, thereby altering the office to the situation.
If a hostage situation occurs at another location in your building, your
responsibility is for the safety of your students. Follow the directions of the
principal. Until such directions are given, lock your classroom door and gather
the students against the wall nearest the hallway to make the room appear
Bomb threat: Notify the office immediately. If the building needs to be
evacuated, follow the fire evacuation plan.
Crisis Management Plan
A Crisis Management Plan is in place to ensure the safety of all on campus. The plan
includes accidental death, biological / chemical threats, bomb threats, demonstrations
/protests, explosion/fire, fights, hurricanes / severe weather, shooting, suspicious mail
and train derailment. Communication, evacuation procedures, and general guidelines
for safety are included. Plans will be reviewed and drills will be performed throughout
the school year.
To ensure security, money and/or valuables should not be left in your desk or
classroom. Personal items are not insured. If it becomes necessary to step out of
the classroom for a brief period of time, notify the teacher in the adjoining room to
monitor and be aware that the classroom is left unsupervised. This should be done
only when an emergency exists.
When the room is vacated, turn off lights and equipment and close the door. The
classroom door should be locked when leaving the room for lunch, library, computer
lab, assembly-type activities, and at the end of the day.
Students are NOT permitted in the classroom without supervision.
Before the students leave at the end of the day, the classroom should be free of
litter. All materials should be picked up, books put away, and chairs stacked.
Students should be encouraged to respect the buildings and property as part of their
civic responsibility.
Non-employees of the school district
1. The school principal or building supervisor, at his or her discretion,
shall approve or disapprove all such requests. Generally speaking, only
those insurance companies approved for payroll deductions shall be
afforded the opportunity to meet with employees. All other solicitations
shall be discouraged. Requests by charitable organizations may be
approved as deemed appropriate.
2. All meetings shall be scheduled before or after regular working hours
and shall not interfere with school routine.
3. The staff will be notified as to the time, date, place, and purpose of
approved meetings.
4. Attendance at meetings shall be strictly voluntary.
Employees of the school district
1. The school principal or building supervisor, at his or her
discretion, shall approve or disapprove all such requests.
Generally speaking, only those solicitations by professional,
student, or charitable groups will be approved. Solicitations or
sales for a profit by individuals will not be allowed.
2. Solicitations will not interrupt and/or interfere with planning
or conference period, classroom instruction, school activities,
or office operations.
Faculty members are responsible for the cleanliness of the equipment and
tidiness of the lounge. The staffs’ lounge is OFF-LIMITS to all students.
Everyone who uses the refrigerator is asked to do his/her best to take home
items and keep fresh food in it. Please cover dishes in the microwave to avoid
splattering. After using utensils, please wash and return to its designated area
prior to leaving the lounge.
A faculty member shall be called from class to accept a telephone call ONLY in the case
of an emergency. All other calls will be recorded and a message will be placed in the
faculty member’s mailbox. The office is not responsible for personal calls, which you
may receive.
Personal calls may be made during your lunch or conference period unless an
emergency arises. Personal calls should be kept at a minimum, as this is a business
No cell phone usage is allowed during school hours. Texting is not allowed.
A directory assistance call to obtain a phone number is not permitted as the school is
charged for this service.
Should a student become ill, notify the Office and they will initiate parental contact.
Students are not to use cell phones for texting or otherwise during school hours.
Textbooks are tools, which enhance the teaching/learning process. They may
be checked out through the Assistant Principal. Since the textbooks are loaned
to students:
1. A book card indicates the number of each book assigned to
the student.
2. Textbooks must be covered and remain covered throughout the
school year.
3. The student is responsible for damaged and lost textbooks.
Teachers are responsible for keeping accurate records of all textbooks
used in his/her room. Textbooks must be checked in and out through the
Assistant Principal. At the end of the year, textbook records must be
cleared and balanced.
Keep accurate records of all textbooks issued to students. When students take
books home, be sure all are returned. Students shall pay for lost and/or
damaged textbooks issued to them.
Check with the Assistant Principal for the total price of a textbook. Use the
following chart to calculate the amount of the fine a student owes. If the
textbook has been lost, the entire amount of the book is due. However, if at
some point during the year the book is found, the amount paid by a student will
be refunded.
Price x % = fine
Ink/Torn Pages
Water Damage/Broken Spine
Lost/Unusable (Round off to the nearest $0.25
Students who are failing or in danger of failing math, English language arts, social
studies, or science will be required to attend tutorial classes. Progress reports must
be sent to parents every third week within each nine weeks reporting period. After
the third week of school, all students failing or in danger of failing will receive
tutorial services.
The Student Success Initiative is in place and all efforts including tutorials are
designed to prepare students for lifelong learning.
A videotape is a tool to enhance the teaching/learning process and should support
an instructional objective in the classroom. Tapes are available from our school
library or Region I and their use must be documented in your plan book.
Should you plan to use a video, prior approval must be obtained through the
Principal. Submit a request at least two days prior to the date you plan to use the
tape. The required request is located in E Documents.
Visitors to our campus are welcomed; however, they may not interrupt the
instructional program. Observations and/or conferences should be arranged with
the teacher.
Visitors are required to check in through the office prior to visiting the classroom.
Each visitor, who has cleared through the Office, will have a VISITOR’S badge.
Your assistance is vital to the enforcement of this guideline. If your visitor has not
been cleared through the Office, please direct him/her to the Office.
This is a school board policy.
School staff live in the community and parents from the community volunteer at school.
It is important to contain all conversations to those related to the tasks at hand; topics
concerning student details and personal staff situations are not to be discussed; keep it
When a student withdraws from Ben Milam, that parent must notify the teacher or
secretary and forwarded to the teacher to complete. The teacher will:
1. Collect all textbooks.
2. Clear the student through the Library.
3. Attach the report card to the transfer form if the student is
leaving the district.
4. Complete the cumulative folder.
5. Return the transfer form to the Office.
First Day Procedures
Each classroom teacher will receive one (1) copy their class list. This copy serves as
your attendance roster (hard copy) for the teacher for day one. 1st Day Attendance
will be signed and turned into the office.
1. Teachers will take attendance on the 1st day of school solely for identifying “No
Shows”. All other students will be considered present and require no action.
2. Teachers will code No Show students using attendance code “No Show”.
3. On day one, accept only those students whose names appear on your class list.
Send any other students not on your class list to the Office.
4. On 1st Day Attendance please indicate which students were “No Shows” and add the
ones sent to your classroom with a Raptor label from the office. Indicate total number
of students in your class at 10:00, sign and return to the office along with any MPP
cards of “No Shows”.
Note to Teachers:
If Teacher Access Center is inaccessible, teachers will need to submit manual
attendance slips listing “No Shows” only. Office personnel will manually inactivate these
students as “No Shows”.
New students may arrive to your class who are not on your Teacher Access Center class
roster. These students will be activated by office personnel and will appear on your
class roster the following day.
MPP cards for students that do not arrive on the first day of school should be returned
to the office on that day along with the signed “1st Day Attendance”.
Attendance Code “No Show” will be deleted after the 1st day of school.
*Refer to TAC emailed instructions.*
Regular Procedures
Teachers will take attendance on-line every morning at 10:00 a.m. A bell will sound
to remind you that it is attendance time. If the student is present at 10:00 a.m., the
student is considered present all day. Likewise, if the student is not on campus at
10:00 a.m. the student is considered absent for the day. For PM Prekindergarten
official time for attendance is 1:00pm.
Exception: If a student comes in after 10:00 a.m. and has a Doctor’s excuse, that
student is considered present for the day. The office will issue a Raptor label and will
enter that student as present. Likewise, if a student is in class and leaves before 10:00
a.m. for a Dr’s appt., that student will still be counted absent until a Dr’s excuse has
been turned in to the office. The office will also make the entry to count the student
All substitute personnel will do a paper attendance at 10:00 a.m. and send it to the
office. The homeroom teachers name goes at the top and the substitute personnel will
sign the bottom with “sub” next to the signature.
Attendance slips will be done in black ink only. It should include the students name
that is absent along with their ID number. The total number of students enrolled should
also be written at the bottom.
If a student comes in after the 7:55 bell has sounded, that student is considered tardy
and will need a Raptor label from the office to enter your class. All tardies will be
entered into the system by the attendance clerk in the office.
If more than five (5) tardies are recorded for any semester, the student will be
assigned detention by the office for 30 minutes for each occurrence, regardless of the
reason stated for the tardy. Notices will be sent home by the office stating the time
and date of the detention. A list, indicating the names of the students who have
detention will be sent via email to the teacher the day prior to the detention being
Each teacher has the freedom to have or not to have detention for his/her own room
after school, enrichment time or to keep students in for make-up work. Advance
notice should be given to children so that the parents may be informed of a late
dismissal. Teacher is responsible to ensure that the child is picked-up by the
appropriate adult.
Turn in written excuses daily.
The following information needs to be written on every excuse:
Legal name
Date of birth
Date of absence
Whether the absence is excused or unexcused
Your online attendance is subject to state audit. It is imperative that it be
accurate. Teachers must keep attendance in grade books or in a designated
notebook. Attendance and tardies will be reported on report cards.
When a student is absent, a note must be brought from the parent or doctor
to clarify if the absence was excused or unexcused. The office will then enter
any excused absences.
Note: All absences are unexcused until a written note is turned in to
the office.
Excused Absence
Personal illness
Illness or death in the immediate family
Weather or road conditions making travel dangerous
Any unusual cause* acceptable to the Principal
*Unusual cause is defined as an emergency situation which
could not be anticipated and/or scheduled at a time other
than during the school day.
Unexcused Absence
Unexcused absence means an absence not excused (If not one of above).
All notes for excused absences and for unexcused absences should be brought to
the Office immediately.
When a student is absent for two consecutive days or when the student
establishes a pattern of absences, report it to Magda as soon as possible.
If a student has a serious illness, notify Magda as soon as possible.
Cumulative folders are kept in filing cabinets in the office. Please be certain
that cumulative folders are filed in alphabetical order in the appropriate
cabinet. It is in your best interest to become thoroughly familiar with your
students records.
Cumulative folders for new students and transfer students will be
reviewed by the Assistant Principal and then placed in the classroom
teacher’s box. Please complete what information is required and file the
cumulative folder in the file cabinet immediately.
By the end of the first quarter, demographic data should be updated on each
cumulative folder.
If curriculum documents are sufficiently comprehensive, the teacher’s daily
lesson plans can be quite brief. In fact, in such cases the lesson plans can be
concise statements of how the teacher intends to carry out the district’s
curriculum guide for a specified group of students within a specified period of
time. The important thing is that lessons be well planned, not that a great
deal of time has been spent writing extensive documentation to prove that
planning has been done. More detailed lesson plans are necessary when a
substitute teacher is scheduled for your classroom.
If district-wide curriculum documents address all TEKS, it is not necessary
for teachers to copy or identify the essential elements again in their lesson
plans or grade books. A mere reference to the curriculum guide is
In addition, grade book entries provide sufficient documentation of
individual student mastery where the grades can be related to the material
in the curriculum document or the lesson plan. Typically, this can be
accomplished merely by referring to the test, the homework assignment,
or the work sample that covered the content prescribed in the curriculum
guide or the lesson plan.
The curriculum guides, the lesson plans, the textbooks, the grade book, the
tests, and work samples all combined together are considered as an overall
system by which a district demonstrates that the TEKS are being taught
and the degree to which children are learning them. No single piece of the
overall system is expected to stand-alone or to have all of the
documentation in that one piece. TEA will look at the entire system, not at
isolated pieces.
Electronic grade books will be kept by all teachers. This includes physical
education and music. At the end of the school year, an electronic copy will
be turned in to the office.
When a student must leave your class for the remainder of the school day, the
parent must check the student out through the office. Office staff will then call
the student from the room to come to the office.
Do not let parents and relatives take students from your classroom, even if the
adult says that they already signed them out.
Anyone who finds it necessary to leave campus during the workday, other
than during the lunch period, must confer with the principal or designee. It is
required to sign out upon leaving and sign in upon return to the campus in the
staff binder located in the front office.
Clear, well-prepared lesson plans are essential and expected. They are not
only to serve as a reminder of intended activities, but are also important to
the continuity of a well-managed classroom. A current hard copy should be
clearly marked and kept where they can be located by administrators and/or
a substitute teacher. Plans need to be prepared on a timely manner and
submitted via e-mail weekly to the facilitator and assistant principal. The
deadline for submitting your weekly lesson plans is WEDNESDAY. This
means, lesson plans need to be prepared and submitted in advance. The
WEDNESDAY deadline is intended to allow time for preparation and / or
collaboration with facilitator. At the end of the year, a hard copy of the
entire year will be turned into the office.
Each teacher is asked to have a substitute teacher folder up to date and kept in
a visible location, which includes:
Daily Schedule
Class Roster
Map of School
Seating Chart
Attendance Note Pad
Discipline Management Plan
Routines/Duties is applicable
A List of Students who may be leaving the class for other services
Exact Location of Instructional Materials
Fire Drill Procedures
Lesson Plans that include:
o Approximate time allowance for subjects
o Materials used
This will allow for maximum instructional time and minimal down time during
your absence.
At the end of each three weeks of a grading period, a Student Progress Report
will be printed by the attendance clerk and placed in your box for distribution.
This report provides notice of progress to the parent and requires a parent
signature and be returned back to school.
Report cards will be issued each nine weeks. Exact dates of distribution to the
students are included in on the District calendar.
Staff id’s should be worn daily.
For all procedures, questions, concerns and policies not covered in this
manual, staff should consult the On-line policies of the District at: