Teacher’s Handbook
Sugarland Elementary School
Sterling, Virginia
SCHOOL YEAR 2014-15
GENERAL INFORMATION .......................................................................................................................................... 1
SCHOOL HOURS .............................................................................................................................................................. 1
LATE ARRIVAL................................................................................................................................................................. 1
DRESS CODE ................................................................................................................................................................... 1
BEVERAGES .................................................................................................................................................................... 1
TEACHER OBSERVATIONS ................................................................................................................................................ 1
EARLY DEPARTURE ..................................................................................................................................................... 2
PERSONAL BUSINESS SHOULD BE CONDUCTED OUTSIDE OF SCHOOL HOURS..................................................................... 2
TEACHER ABSENCE......................................................................................................................................................... 2
SUBSTITUTES ................................................................................................................................................................. 2
REQUESTING SUBSTITUTES ............................................................................................................................................. 2
SUBSTITUTE PLANS (THE PLAN BOOK) ........................................................................................................................... 2
SUBSTITUTE FOLDERS ..................................................................................................................................................... 3
SCHEDULES..................................................................................................................................................................... 3
ATTENDANCE - STUDENTS ........................................................................................................................................ 3
DAILY RECORD OF ATTENDANCE (DRA) ......................................................................................................................... 3
VERIFICATION OF STUDENT ABSENCE ............................................................................................................................. 3
TARDINESS...................................................................................................................................................................... 3
DIRECTIONS FOR ATTENDANCE ............................................................................................................................. 3
EARLY DISMISSAL ........................................................................................................................................................... 4
CAFETERIA..................................................................................................................................................................... 4
LUNCH COUNT................................................................................................................................................................ 4
FREE AND REDUCED LUNCH ........................................................................................................................................... 4
LUNCH MONEY ............................................................................................................................................................... 4
PARENT LUNCHES ........................................................................................................................................................... 4
SUPERVISION AND CLASSROOM TEACHER’S DUTIES ....................................................................................................... 4
LUNCH SCHEDULES ........................................................................................................................................................ 5
TABLE ASSIGNMENTS AND CAFETERIA RULES ................................................................................................................. 5
CAFETERIA HOSTESSES ................................................................................................................................................... 5
COLLECTING AND DISTRIBUTING ITEMS ............................................................................................................ 5
MONEY ........................................................................................................................................................................... 5
MATERIALS ..................................................................................................................................................................... 5
BOOK CLUBS .................................................................................................................................................................. 5
DISMISSAL ...................................................................................................................................................................... 6
REGULAR DISMISSAL ...................................................................................................................................................... 6
TEACHER RESPONSIBILITIES............................................................................................................................................ 6
SUPERVISION................................................................................................................................................................... 6
COUNTYWIDE OR SCHOOL-WIDE EARLY DISMISSAL ....................................................................................................... 6
DETENTION/AFTER SCHOOL TUTORING .......................................................................................................................... 6
SUPERVISION OF STUDENTS ..................................................................................................................................... 6
MORNING ....................................................................................................................................................................... 6
SAFETY PRECAUTIONS .................................................................................................................................................... 7
BATHROOMS .................................................................................................................................................................. 7
CLASSROOM BATHROOMS............................................................................................................................................... 7
HALL BATHROOMS .......................................................................................................................................................... 7
GENERAL PROCEDURES ............................................................................................................................................ 7
MOMENT OF SILENCE...................................................................................................................................................... 7
HALLWAYS ...................................................................................................................................................................... 7
ASSEMBLIES ................................................................................................................................................................... 7
RECESS ............................................................................................................................................................................ 8
GUIDELINES FOR ELEMENTARY RECESS .......................................................................................................................... 8
GUIDELINES FOR PROPER SUPERVISION AT RECESS ......................................................................................................... 8
GUIDELINES FOR INDOOR RECESS ................................................................................................................................... 9
ACCIDENT PROCEDURES DURING RECESS....................................................................................................................... 9
HEALTH/SAFETY/EMERGENCIES ............................................................................................................................ 9
GENERAL SAFETY GUIDELINES ....................................................................................................................................... 9
FIRST AID/CPR ............................................................................................................................................................... 9
FIRE DRILL ROUTINES................................................................................................................................................ 9
FIRE DRILLS .................................................................................................................................................................... 9
EMERGENCY EVACUATION PROCEDURES ........................................................................................................ 10
IN THE REGULAR CLASSROOM ...................................................................................................................................... 10
DURING LUNCH ............................................................................................................................................................ 10
STUDENTS WITH SPECIALISTS DURING EVACUATION PROCEDURES ................................................................................ 10
STUDENTS TRAVELING UNATTENDED IN THE HALLWAYS ............................................................................................... 10
TORNADO ACTION PLAN ......................................................................................................................................... 10
TORNADO FACTS .......................................................................................................................................................... 10
TORNADO EMERGENCY INSTRUCTIONS ......................................................................................................................... 11
STUDENT SICKNESS OR INJURY ............................................................................................................................ 11
ILLNESS ........................................................................................................................................................................ 11
INJURY .......................................................................................................................................................................... 12
HEALTH RECORDS ........................................................................................................................................................ 12
MEDICATION ................................................................................................................................................................. 12
BLOOD-BORNE PATHOGENS (INCLUDING AIDS/HIV) ................................................................................................... 12
STAFF SICKNESS OR INJURY .......................................................................................................................................... 12
HOMEWORK ................................................................................................................................................................ 13
HOMEWORK ASSIGNMENTS........................................................................................................................................... 13
EVALUATION OF HOMEWORK ........................................................................................................................................ 13
FUTURA-RELATED HOMEWORK ........................................................................................................................... 14
FUTURA HOMEWORK POLICY ..................................................................................................................................... 14
CLASSROOM FUNCTIONS ........................................................................................................................................ 14
PARTIES......................................................................................................................................................................... 14
FIELD TRIPS ................................................................................................................................................................. 15
ORGANIZATION ............................................................................................................................................................. 15
REQUESTS ..................................................................................................................................................................... 15
FIELD TRIP TIPS ............................................................................................................................................................ 15
PROTECTING INSTRUCTIONAL TIME .................................................................................................................. 15
MINIMIZING DISRUPTIONS............................................................................................................................................. 15
OFFICE PROCEDURES REQUIRING AN ANNOUNCEMENT: ................................................................................................. 15
TERRORIST THREAT PRECAUTIONS – “LOCK DOWN/LOCK OUT” ............................................................ 15
“LOCK DOWN/LOCK OUT” WILL BE ANNOUNCED!......................................................................................................... 16
ASSEMBLIES................................................................................................................................................................. 16
ASSEMBLIES ................................................................................................................................................................. 16
STUDENT CONDUCT ...................................................................................................................................................... 16
AT-RISK PLANS .............................................................................................. ERROR! BOOKMARK NOT DEFINED.
PROMISE STUDENTS ...................................................................................................................................................... 17
AUDIO-VISUAL EQUIPMENT ................................................................................................................................... 17
OPERATION OF AV EQUIPMENT ..................................................................................................................................... 17
ORDERING MATERIALS ................................................................................................................................................. 17
BULLETIN BOARDS .................................................................................................................................................... 17
BUSES ............................................................................................................................................................................. 17
BUS CONDUCT .............................................................................................................................................................. 17
EQUIPMENT ................................................................................................................................................................. 18
COPY MACHINE ............................................................................................................................................................ 18
PURCHASING................................................................................................................................................................. 18
STAFF COMMUNICATION AND MEETINGS ......................................................................................................... 19
EMERGENCY TELEPHONE RELAY LISTING ..................................................................................................................... 19
STAFF AND TEAM MEETINGS......................................................................................................................................... 19
FAMILY LIFE EDUCATION (FLE) ............................................................................................................................ 19
FAMILY LIFE EDUCATION .............................................................................................................................................. 19
FLE OPT-OUT PROCEDURE ........................................................................................................................................... 19
PLANNING FOR INSTRUCTION ............................................................................................................................... 20
THE CURRICULUM – CORE AND SUPPLEMENTARY MATERIALS ...................................................................................... 20
TEACHING TIME ............................................................................................................................................................ 20
READING PROGRAM ...................................................................................................................................................... 20
MATHEMATICS .............................................................................................................................................................. 20
HANDWRITING .............................................................................................................................................................. 20
LANGUAGE ................................................................................................................................................................... 20
SPELLING ...................................................................................................................................................................... 21
SOCIAL STUDIES ........................................................................................................................................................... 21
SCIENCE........................................................................................................................................................................ 21
MUSIC .......................................................................................................................................................................... 21
PHYSICAL EDUCATION .................................................................................................................................................. 21
ART .............................................................................................................................................................................. 21
FLES ............................................................................................................................................................................ 21
ELEMENTARY COUNSELOR ............................................................................................................................................ 21
TEACHER RECORDS .................................................................................................................................................. 21
PLAN BOOK .................................................................................................................................................................. 21
GRADE BOOKS.............................................................................................................................................................. 22
ANECDOTAL RECORDS .................................................................................................................................................. 22
STUDENT RECORDS ................................................................................................................................................... 22
ACCESS......................................................................................................................................................................... 22
GENERAL PROCEDURES FOR RECORDS.......................................................................................................................... 22
SCHOLASTIC RECORD ................................................................................................................................................... 24
GENERAL MAINTENANCE OF RECORDS ......................................................................................................................... 24
REPORT CARDS ............................................................................................................................................................. 24
CONFERENCE RECORDS ................................................................................................................................................ 24
INTERIM REPORTS ......................................................................................................................................................... 25
GRADING, TESTING, DIAGNOSIS ............................................................................................................................ 25
STANDARDIZED TESTS .................................................................................................................................................. 25
TEACHER TESTS ........................................................................................................................................................... 25
TESTING OF FUTURA STUDENTS ................................................................................................................................. 25
GRADING ...................................................................................................................................................................... 25
GRADING CRITERIA....................................................................................................................................................... 25
DIFFERENTIATION ......................................................................................................................................................... 25
DISCIPLINE ................................................................................................................................................................... 26
General Information
School 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 Code
It 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.
Beverages
Many 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 Observations
Teachers 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.
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Walk-Throughs
The 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 hours
Staff 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.
Substitutes
Requesting 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
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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 - Students
Daily 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
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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
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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 Count
Lunch 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 Money
As 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.
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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 Rules
Table 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 Monitors
The 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 Items
Money
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.
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Dismissal
Regular 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 Activities
Teachers 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 Students
Morning
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
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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 Precautions
1. 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.
Bathrooms
Classroom 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 Procedures
Moment 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 Allegiance
Students 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.
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Recess
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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 teachersupervised, 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
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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
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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.
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Guidelines for Indoor Recess
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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 Recess
In 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/Emergencies
General 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 Routines
Fire Drills
Virginia 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.
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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 Procedures
In the Regular Classroom
Evacuation 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 Plan
Tornado 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.
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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 thunderstorms
Hail
Roaring noise (like a railroad locomotive)
Exploding windows
Funnel 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
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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 Injury
Illness
Students 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.
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Injury
When 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.
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Homework
Homework Assignments
Homework 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)
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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
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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 Homework
FUTURA 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 Functions
Parties
Teachers 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.
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Field Trips
Organization
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 administrators
to 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 Tips
1. 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 Time
Minimizing Disruptions
The 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:
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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.
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“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.
Assemblies
Assemblies
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.
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Promise Students
A 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 Equipment
Operation 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.
Buses
Bus 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.
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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.
Equipment
Copy 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.
Purchasing
Advanced 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.
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Staff Communication and Meetings
Emergency Telephone Relay Listing
When 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 Meetings
Staff 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.
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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 Instruction
The Curriculum – Core and Supplementary Materials
Teaching Time
Teachers 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 Program
A 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.
Mathematics
Materials available include the teacher’s guide, pupil text, resource kits, and pre- and post-tests.
Manipulative kits are available in the building
Handwriting
The 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.
Language
Loudoun 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.
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Spelling
The Word Study program provides the framework for spelling instruction for grades 1-5.
Social Studies
Each 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.
Science
Texts are provided in grades 1-5. Science kits are available at each grade level with consumable and
non-consumable items.
Music
Students 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.
Art
Students 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 position
Program offers Spanish immersion in grades K-5
Elementary Counselor
The elementary counselor is available to work with teachers in helping students understand themselves,
develop positive self-concepts, develop effective interpersonal relationships, develop effective decisionmaking 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.
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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 Records
Access
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
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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 Assessment
Assessments 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).
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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.
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Scholastic Record
The following items are maintained in the student’s scholastic record:
1. Elementary Scholastic Record
2. Standardized Test Data Card
3. Profile Sheets for other tests (DRA, PALS, etc.)
4. Certificate of School Health Examination
5. School Entrance Health Form
6. Cumulative Health Record
7. Cumulative Physical Fitness Record
8. School Registration Form
9. Reading and Math Cards
10. Non-confidential Evaluations (Reading Resource reports, for example)
11. Report Cards
12. Performance Objectives for Kindergarten
13. Student’s Rights and Responsibilities Sheet (most recent)
14. Conference Record Sheet
15. Transfer Records
16. 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
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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.
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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, Diagnosis
Standardized Tests
The 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.
Grading
In 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.
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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.
TEACHER’S HANDBOOK – Sugarland Elementary School – Sterling, Virginia
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