Parent and Student Handbook
2012 -2013
Hand In Hand We Build the Future
Olde Providence Elementary School
3800 Rea Road
Charlotte, North Carolina 28226
Phone (980) 343-3755
FAX (980) 343-3722
Revision History:
Revision to Sibling Guidelines, pg.17
Whole document review and update
11/2012
8/2012
Page 1
A Letter From The Principal
Dear Olde Providence Families,
Welcome to the Olde Providence 2012-2013 school year! Whether you are returning or new to
the school, welcome to Olde Providence. We have had a strong commitment to academic
achievement ever since the school opened in 1967. We anticipate another great year of academic
success due to the collaborative effort between staff, parents and students, as we all commit to
our mission, “Hand in Hand, We Build the Future.” It takes the entire school community to
successfully reach common goals and ensure the success for all students.
This Handbook is a commitment to our mission statement, “Hand in Hand, We Build the
Future.” It is one way the school demonstrates a commitment to open communication with the
parent community. Within this handbook, you will find answers for many of your questions
regarding procedures that need to be followed to allow for a safe and orderly academic
environment.
It is our hope that by posting it on the website, we are making the book more accessible to you,
while protecting our environment. Limited copies are available upon request, for those with no
computer access.
Thank you for taking the time to read the contents.
Sincerely,
Rachel McKenzie
Principal
Page 2
A Letter From The PTA President
Dear Olde Providence Parents,
On behalf of the PTA we welcome our new and returning families to the 2012-2013 school
year! We are excited that you have chosen Olde Providence Elementary for your student’s
education and we know that this will be a year filled with successes and memorable experiences.
A major component of OP’s success is the involvement of our parent and extended family base.
Thousands of volunteer hours, over 17,000 in 2011-2012, for the second year in a row, were
logged both in our classrooms and our homes in support of curriculum and enrichment programs.
We hope that you will find your place in this support network of volunteers as well. Let us know
what interests you, or if you have a new idea for us to pursue together. Our PTA values each
contribution made – everyone makes a difference.
The PTA packet contains information to help you get connected to the OP PTA and to the
school. In it, you will find information regarding our primary means of communication and how
to stay informed of OP activities, a Membership Enrollment Form, School Directory Form,
School Directory Ads Form, a Volunteer Form with Committee Descriptions, a Spirit Wear
information and order form and OP’s Sibling Policy.
In our continued efforts to go green the PTA Roster and Calendar of Events are posted on our
website like last year and they are available for you to download and print as needed. Important
updates and information will be posted regularly on the website throughout the school year, as
well.
Please take time to complete these forms and choose how you want to get involved with your OP
family. Please contact a board member if you have any questions or want more information
about a particular committee.
Find out more by visiting our website at:
http://oldeprovidencepta.cmswiki.wikispaces.net/
You can also contact us through email at oldeprovidence.pta@cms.k12.nc.us
We look forward to working with you this year!
Hand in Hand We build the Future at OP…
Lori Rosenthal – PTA President
Pam Cohen – Executive Vice President
Tracy Edmondson – VP of Parliament
Cindy Uselton – VP of Fundraising
Amy Strasser – VP of Programs
Mitzi Lynch – Secretary
Trisha Riesmeyer - Treasurer
Page 3
Olde Providence Handbook
Table of Contents
Letter from the Principal
Letter from the PTA President
Table of Contents
School Calendar
School Hours
Attendance Policies
Absences
Tardiness
Leaving School Early
Health Information
Immunizations
Medications at School
Sickness and Accidents
Accident Insurance
School Nurse
School Rules and Policies
School Rules
OP Behavior Management System
Students’ Property
Lost and Found
Dress Code
Dismissal From School
Transportation Changes
Day Care Information
Before-School and After-School Enrichment Program
Bus Safety
Bus Rules
Consequences for Infractions of Bus Rules
School Closings
OP Traffic Beat
Arrival and Departure General Information
Arrivals
Dismissals
Traffic and Parking
School Safety
Safety Plan
Lockdown
Fire Drills
Visiting the School
School Visitors
School/Classroom Observations
Sibling Guidelines - New
Lunch Program
Lunch Payments
Page 4
Lunch Boxes
Lunch Visitors
Birthday Celebrations
Communication
Home School Agreement
Conferences
E-Mail Communication
Targeting Phone Messages (Connect-Ed System)
OP Web Page
PTA Web Page and Newsletter
School Events and Parties
Field Trips
Special Programs
Parties
Sibling Guidelines – Repeated – New
Curriculum and Classwork
Rationale
Program Description
Grading Procedures
Forgotten Homework
Work Requests for Absent Students
Media Center
Computer Lab
Art, Music and Physical Education
English as a Second Language (ESL)
Accelerated Reader
Religion in the Public Schools
General Guidelines
Guidelines for Winter Holidays
Special Services – Staff
Assistant Principal
Student Services Specialist (SSS)
Speech-Language Clinician
Exceptional Students Resource Teacher
Parent Teacher Association
School Store
Membership
School Leadership Team
Parent Guidelines
How You Can Help Your Student In School
Miscellaneous Policies
Student Records – privacy
Withdrawing & Transferring of Student Records
Payments to School – Returned Check Policy
Page 5
2012-2013 School Calendar
First Day of School .............................................. August 27, 2012
Labor Day Holiday .......................................... September 3, 2012
Parent Conferences ........................................... October 29, 2012
Teacher Workday ............................................. November 6, 2012
Veterans Day Holiday .................................... November 12, 2012
Thanksgiving Break ................................... November 21-23, 2012
Winter Break ....................................... Dec.21, 2012- Jan. 1, 2013
Martin Luther King Jr. Holiday ............................ January 21, 2013
Teacher Workday ............................................... January 22, 2013
President’s Day Holiday .................................... February 18, 2013
Teacher Workday ................................................. March 29, 2013
Spring Break .......................................................... April 1-5, 2013
Memorial Day Holiday ............................................. May 27, 2013
Last Day of School .................................................... June 7, 2013
MidQuarter Reports
September 25th
December 11th
February 26th
May 2nd
Report Card Dates
November 8th
January 31st
April 17th
June 7th
For information about Charlotte-Mecklenburg Schools please visit the CharlotteMecklenburg Schools website at www.cms.k12.nc.us or call the information center
at 980-343-3000. The central switchboard can direct your calls to any department
at the Education Center.
Page 6
School Hours
7:45 a.m......................................................................................................... Students Begin Arriving
8:15 a.m................................................................................................................. School Day Begins
3:15 p.m. .................................................................................................................. School Day Ends
Attendance Policies
Absences
Regular attendance at school and punctuality are important from the very first day until the last.
Frequent absences interfere with a student’s progress toward meeting minimum standards for
promotion. Parents should strive to make all medical and dental appointments after school
hours. Family vacations should be planned around the school calendar so that students do not
miss school.
Each student must bring a written excuse from the parent/guardian stating the reason for absence
upon his/her return to school. If a note is not received within 5 days after the student’s
return to school, the absence will be marked as unexcused. Missing the school bus and
oversleeping are not excused absences.
Tardiness
A word about tardies:
Early morning traffic in this area is heavy and slow and this year, construction on Rea Road
could slow you down. If you are going to carpool, you'll need to start your journey quite early to
avoid being tardy. When the tardy bell rings, students should have unpacked their bookbags, run
any necessary errands, sharpened their pencils and be seated ready for instruction. When students
are tardy, not only is the student who is late starting behind, his late entrance also interrupts his
classmates and his teacher. In addition, a student who is habitually late is learning the damaging
lesson that it is okay to ignore deadlines.

Students who arrive to the school after 8:15 a.m. must report to the office. Students are
expected to be in class at the time of the bell.

Parents must accompany students to the office when they are late.

Tardy passes are issued at the office to ensure that each student is counted present for the
day. We strongly encourage parents to have their students in the classroom by 8:15 since
the instructional day begins promptly at 8:15 am.

CMS counts all tardy occurrences as part of your student’s attendance record. Normal
morning traffic, Rea Road planned construction and rainy weather are not valid
excuses for being tardy.

Students signing in tardy after 11:30 a.m. will be counted absent for the day.
Page 7
Leaving School Early

As a safety precaution, parents must come to the office to pick up their students. No student
will be dismissed from the classroom. Parents should not go to the student’s classroom to
pick up their student.

Written requests for permission to leave early must be sent to the teacher.

Students signed out before 11:30 will be counted absent for the day.

No student will be dismissed to anyone other that a parent/guardian without written
permission.

Students cannot be ready and waiting for parents at the office. He/she will not be called for
early dismissal until a parent comes into the office to sign him/her out.

Students cannot be called for early dismissal after 2:30 p.m. It interferes with afternoon
announcements and orderly dismissal in the classroom. If you cannot pick up your student
before 2:30, please wait for them according to their normal afternoon transportation plan.
Early dismissals should be for necessary and infrequent activities such as doctor’s
appointments. Leaving early for after school activities are not valid requests for early
dismissal.
Health Information
Immunizations
North Carolina state law requires that all students enrolling for the first time or transferring must
present a certified birth certificate, proof of address, and record of immunizations. If required
immunizations are not presented at time of registration, the parent/guardian is given thirty
(30) days to fulfill this requirement. Otherwise, the student is not legally enrolled and must
be suspended until all records are in order. Kindergarten students must also have a CMS
Health Assessment/Physical form completed by a physician before beginning school. Forms are
available in the office. The immunizations required for school enrollment are:
Hep B – 3 does ..............................
1st dose at birth, 2nd dose at 1-2 months, 3rd after 6 months
DTP-5 doses ..................................
4th dose may be administered as early as 12 months if 6
months have elapsed since 3rd dose, final dose at or after 4
year. If any dose after 4 years, 5th dose is not required.
Polio (OPV or IPV)-4 doses .........
If 3rd dose received after 4th birthday, 4th dose is not
required.
MMR-2 doses................................
1st dose must be after 12 months old and doses spaced 30
days apart, 2nd dose recommended at 4 years
Varicella – 1 dose..........................
On or after 1st birthday, if student is born on or after
4/1/2001
Page 8
Medications at School
The school personnel cannot administer or supply Tylenol, aspirin, Neosporin, sunscreen or any
other medication (prescription or over the counter) without authorization from a physician and a
parent.
If your student needs medication either periodically or on a regular schedule, the school must
receive written authorization from the doctor stating the dosage and times medication is to be
administered. A medication authorization form must be completed and signed by the
parent and the doctor before any medication can be given. (Medication authorization forms
are available in the office.) All medications must be brought to the office in the original
pharmacy container labeled with the name of the student, the name of the drug, the dosage, the
name of the doctor and the time interval between dosages.
Sickness And Accidents
If a student becomes sick at school, every effort will be made to contact the parent. In case of an
accident, first aid will be administered. The school does not have the facilities to keep a sick
student in the health room for an extended period of time. Parents should be sure that home,
business and emergency phone numbers are current so that they can be reached. Parents will be
called to pick up their student if the student vomits, has diarrhea or has a fever of at least 100
degrees. Do not send your student to school if he/she has had a fever of 100 degrees or above or
has vomited within the past 24 hours.
Accident Insurance
Accident insurance is available through the school. A brochure explaining the coverage is sent
home with your student the first week of school.
School Nurse
The school nurse is in the school 2 days per week to monitor immunization records, students
with ongoing medical concerns and communicable diseases. The nurse screens for health
problems, which may interfere with learning or may become a permanent handicap. When a
student is referred for a health problem, the nurse assists parents in finding the proper medical
resource.
School Rules and Policies
School Rules
Students must follow all rules established by Olde Providence in addition to refraining from
those behaviors prohibited by the Charlotte-Mecklenburg Board of Education.
1. To practice Respect, Responsibility and Kindness.
Page 9
2.
3.
4.
5.
6.
7.
Follow adult directions at all times.
Walk quietly, promptly and in an orderly fashion at all times.
Keep hands, feet and objects to yourself.
Show courtesy and respect for self, others and school property.
Avoid inappropriate language and gestures.
Leave food, gum, toys, trading items and electronic equipment at home.
Olde Providence Behavior Management System

A school-wide behavior management program for all students is utilized to reinforce
appropriate behavior and to correct inappropriate behavior. This provides a consistent
framework for all school personnel to provide recognition for students who demonstrate
adherence to school rules and to address inappropriate behavior. All grade level discipline
plans are aligned with CMS Rights and Responsibilities Handbook. Students can earn
reward privileges based on homework and behavior. Fifth graders may earn courtyard lunch
privileges.

Olde Providence Staff have established a system of school-wide rules and behavioral
expectations for common areas. The expectations are posted on signs in these areas.

Olde Providence rules are consistent with the CMS Rights, Responsibilities and Character
Education Handbook. The Handbook is used to determine the consequence(s) if a students
does not follow the rules.
Students' Property

We will promote good character throughout the school year. In keeping with our character
standards, we ask that students are especially mindful of the following school rules regarding
property: Students should not bring anything of value to school, as the school cannot be
responsible if it is lost or broken. Trading items often creates conflicts and distracts from
educational time. Students are not permitted to trade or sell items at school. MP3 players,
pagers, radios, cassette players and other electronic devices are not allowed at school or on
the bus. They will be confiscated and returned only to a parent or guardian on the first
offense. Any subsequent offenses will result in full year confiscation.

BYOT (Bring Your Own Technology) is in the pilot stages of CMS. Current information
will be released once the BYOT program is rolled out to OP.

Cell phones are permitted on CMS property however, cell phones must be turned off while
on the bus or during the instructional day. Cell phones are to remain in back packs. Any
violation will result in confiscation of the phone to be returned to the parents in a time frame
not to exceed one week.

Charlotte-Mecklenburg School policy states that no weapon, facsimile of a weapon or object
that could be used as a weapon can be brought to school. This means no toy guns, such as
water pistols and cap guns, matches, caps, firecrackers and anything that could shoot as a
projectile object. Principals are required to confiscate these objects and notify the police
immediately.
Page 10

Please refer to the CMS Rights and Responsibilities and Character Education Handbook for
additional information found online.
http://www.cms.k12.nc.us/parents/resources/Documents/CODEOFCONDUCT2011ENG.pdf
Lost and Found
All belongings (e.g., clothing, lunch boxes, etc. and especially sweatshirts and jackets)
should be clearly labeled with the student’s name. Belongings with names can be returned to
the owners. All unclaimed items are kept in the school office and donated to charitable
organizations periodically throughout the year.
Dress Code
Appropriate dress helps to set the mood for learning at Olde Providence. Many faddish trends are
fine in other places but detract from our educational mission here at school. Conservative dress is
always in good taste in the school setting. Please adhere to the following guidelines:

The best shoes (and safest) are those, which "hug" the whole foot. You can never go wrong with
tennis shoes. Do not wear high heels, platforms, flip-flops, crocks or heely shoes. We expect
students to run and play at recess in safe shoes to prevent injury.

Tee-shirt logos must be appropriate for elementary school. This means no tobacco or alcohol
advertising, no drug or sexual messages, direct or implied, and no profanity of any sort including
the word often used for one's bottom. In addition, tee-shirts may not depict or refer to weapons
(guns, knives, etc.) or death. Plain tee-shirts or OP tee-shirts are always in good taste.

Natural hair color for both boys and girls is expected during school hours. Midriffs should be
covered at all times.

Tank tops and spaghetti straps should not be worn unless worn over or beneath an a shirt that
covers the entire shoulder. The over-blouse should not be made of sheer material.

Hats are fine when worn outside but should not be worn in the building. This rule applies to both
boys and girls. Bandana scarves, when worn on the head, are considered hats.

Young men should wear pants buttoned at the natural waistline, not low slung. Shorts should be
of reasonable length and fit nicely (plenty of room for movement).

Skin "art" of any type is not appropriate in the school setting, (i.e., temporary tattoos, writing on
skin).

Skirts/shorts should be reasonable length. A good rule of thumb to use is to let both arms hang
naturally by your side. The skirt (or dress) should touch the end of your fingertips.
Thanks for making sure our boys and girls look like the young men and young ladies they are. If
you have any questions, please feel free to call any member of the Administrative Team at
980-343-3755.
Page 11
Dismissal From School
Transportation Changes
It is for the safety of students that transportation changes be minimal and in writing.
Following consistent routines, helps the school staff to dismiss your student in a predictable
pattern. This helps us ensure that your student is delivered safely to you. Please limit the use of
phone call changes for emergencies. In the event of an emergency, we will take your dismissal
change over the phone and notify the teacher at the end of the day.
Transportation changes must be in written form and submitted to the teacher the morning the
change is to occur. Do not email transportation changes to the school or to a teacher.
Transportation change notes must include the date, teacher’s name, student’s first and last name
and parent/guardian name and signature.
Due to crowded buses and safety concerns, students cannot ride home with another student
on a bus which they are not assigned. Parents should make arrangements to pick up students
in the carpool line when setting up a play date.
Going Home With A Friend
We are unable to change afternoon dismissal plans for birthdays or play dates. Please
communicate any needed changes in writing. Please make a note, however, that any plans for
“going home with a friend” must be by carpool. We are unable to accommodate students riding
home on another student’s bus for any reason. This is a CMS transportation policy.
Day Care Information
Please notify the teacher in writing if your student attends a day care center and uses the center’s
transportation. CMS bus transportation to daycares will be provided only within the student’s
attendance boundary and will not begin when school starts unless parents provided this
information at the end of the last school year.
Before-School & After-School Enrichment Program
Olde Providence is the location for a Before School and After School Enrichment Program that
offers student care between 6:45 and 8:00 a.m. and 3:15 and 6:00 p.m. at a reasonable price.
Bus Safety
OP assigns each bus route a color. Please be sure your student knows his/her afternoon bus color
and is familiar with the Bus Safety Rules outlined in the Charlotte-Mecklenburg Schools
handbook.
Page 12
Bus Rules
It is important for students to follow all bus rules so that the driver may concentrate on driving.
Bus rules are:
1. Students are to stay seated at all times.
2. Students are to use quiet voices when talking on the bus.
3. Students are not to touch other students or their belongings.
4. Students are to obey the bus driver at all times.
5. No food or drinks allowed on the bus.
6. Students are to wait at the appointed bus stop in a safe and orderly manner.
7. Cell phones must remain in book bags and must be turned off.
Consequences for Infractions of Bus Rules
Any infractions on the school bus and bus stop are treated in the same manner as an in-school
office referral using the Rights and Responsibilities and Character Education Handbook as a
guide for consequences.
School Closings
In the event of hazardous weather conditions, an official decision on school closings and delays
will be made for all Charlotte-Mecklenburg Schools. That decision will be broadcast on local
radio and television stations by 6:00 a.m.
If weather conditions become hazardous during the school day and the decision is made for early
dismissal, an announcement will be broadcast on local radio and television stations and posted
on the CMS website (www.cms.k12.nc.us) under the link “Stay in Touch”. Please make sure
your student knows what to do in case of early dismissal. Please do not call the school.
On rare occasions school may need to close early. Each family should develop a plan in case of
emergency dismissal. A letter about emergency dismissals will be sent home early in the year.
Students are to bring to school a signed form indicating that they know what to do in case of
early dismissal.
OP Traffic Beat
For the safe and orderly arrival and departure of our students from the car lot, please observe the
following procedures. Thank you for your help.
Arrival and Departures General Information
 Please do not talk on cell phones while driving through the car line.
We have had several incidents where parents were not attentive to students, staff or
other cars and narrowly missed hitting someone.
Page 13










Animals are not allowed on school property. If you walk to the school with an animal,
please stay on the other side of both parking lots, out of the way of the congested areas. If
you drive to the school, please keep your animal in your car.
Students will be loaded/unloaded only from the right side of the car to ensure safety for both
student and staff member. Students may open their own doors as long as the car is in the
Loading/Unloading area. Students should close the car door.
Parents are welcome to wait for their students who are walkers/car parkers under the tree
beyond the parking lot or by the tree on the bus lot side; an Eagle Scout made benches for
your comfort.
Walkers must cross at the two designated walkways where adult supervision is provided.
CROSSING ANYWHERE ELSE IS A SAFETY HAZARD FOR THE WALKER AND
DRIVER and DELAYS THE CARPOOL PROCESS.
For your own safety, please adhere to the entrance and exit markings to the parking lot.
Please note we have designated handicap parking spaces. Please observe this law; we do
have some students whose parents will need these spaces.
Arrivals may arrive between 7:45-8:15 AM. Only Jazz Choir, Jump Rope Team Members,
Chess Club and Safety Patrol may arrive in the building prior to 7:45 on the days of
the meetings.
If you need an earlier drop-off time, the BSEP program opens at 6:45.
NO SUPERVISION IS PROVIDED UNTIL 7:45.
To facilitate a quick arrival for all students please, have all papers signed, all bags packed,
money distributed, and breakfast finished. Be ready to exit the car, when at the unloading
area.
Students cannot be dropped off at any other location on campus other than in the car lot
circle. For SAFETY, do not drop your student off on the road or the middle of the parking
lot, or the back of the school.
Arrival after 8:15 requires that you must park your car and walk your student in to the office
to get a tardy pass. The student is expected to be in his/her classroom seat at 8:15. Tardy
arrivals are reported on the CMS Attendance.
Dismissals

PM dismissal on the car lot will be directed by a staff member. Six cars are loaded at a time;
areas for student loading are indicated by painted stripes on the sidewalk. Students are called
to the appropriate cone where staff members will monitor loading the car on the side closest
to the sidewalk color.

Please be advised that students who walk to Windyrush or Summerlin to meet their parents
are escorted only to the edge of the parking/bus lot. You may want to reconsider picking
them up in the carpool line.

Parents who pick up their students early for appointments should report to the office for them
to be called and signed out through the secretary. Do NOT go directly to the classroom;
they cannot be dismissed to you from the classroom. Any early pickups need to occur by
2:30 p.m.
Page 14

Transportation changes must be called in by 2:30 to ensure timely notification to your
student’s teacher. Frequent changes are discouraged and should be for emergencies only.

Parents should congregate outside of the building at the trees across the parking lot when
waiting for the students to be dismissed. Do not wait in the lobby, hallways, classrooms,
or sidewalk. This allows the teachers to provide an orderly dismissal.

At times, parent volunteers may be in the school and may ask the office to have their student
dismissed to the area designated for PTA work.

The changes to the dismissal plan are minimal and are made for the safe and orderly
environment of the school. During the 2007-08 School Year, the SLT and staff members
studied the dismissal process along with the CMS Safety Director. These changes reflect the
extent of the study. Thank you for reviewing the guidelines and abiding by them for the
overall safety of the school.
Please read these traffic expectations carefully and understand the necessity for specific
procedures in order to ensure a safe and orderly arrival & dismissal of students. Thank you!
Traffic And Parking
For the protection and safety of all students when dropping off or picking up your student,
please:
1.
Instruct your students to remain behind the colored line on the sidewalks.
2.
Do not use the bus parking lot during arrival or dismissal time.
3.
Cross only at the crosswalks.
4.
Refrain from using cell phones during pick up/drop off.
5.
Follow the direction of the transportation director.
6.
Follow posted traffic direction signs.
7.
All students must be dropped off in the carpool line. There is no drop-off/pick-up
behind the cafeteria or on the bus lot or on Rea Road.
8.
Carpool Side - Parents who pick up students to walk them home, should wait under the
trees at the benches and students will walk across the upper crosswalk to leave campus.
9.
Parents with strollers waiting to pick up students from dismissal should stand away
from the carpool loading area and the bus loading area. On the carpool side, parents
should stand under the tree that is across the parking lot on the playground side.
10. Bus Lot Side - Parents should allow the students to be lined up with the walkers and
wait for them under the tree at the far side of the bus lot.
11. Dogs are not allowed on CMS properties. Any dogs arriving with families should
remain in the vehicle. This is a safety precaution to protect all students. If you are
walking with a dog on a leash, please stay on the opposite side of the parking lot in the
grassy area by the playground, or at the tree on the opposite side of the bus lot.
Page 15
School Safety
Safety Plan
Every school in CMS has a safety plan in place to ensure a safe environment. Elements of our
plan include locked doors after 9:00, visitor identification, student name tags, practice drills, and
CMS safety audits. We are asking that all parents say good-bye to their students at the entrance
of the school after the first week, all students are able to locate their classrooms on their
own. We will have members to assist those in need. Not only will this build independence in
the students, it will also help Olde Providence continue its high standard of safety. Parents are
asked to wait for their student at dismissal outside under the tree on either the carpool or
the bus lot side.
Lockdown
In response to a crisis on campus, we practice lockdown drills. We have a plan to secure all
students and staff in the building or outside within two minutes. If you should be at Olde
Providence during a drill, you may be asked to return to your car or come into the main office. If
you are volunteering with students in your supervision: You will need to go to a secure
location with a locked door. Go to the closest classroom with a locked door and follow the
direction of the staff member you are with.
Fire Drills
Olde Providence practices monthly fire drills. If you are in the building at the time of the fire
alarm, you are requested to evacuate along with the staff and students.
Visiting The School
School Visitors
The Charlotte-Mecklenburg Board of Education has directed all schools to implement a visitor
identification system. The primary purpose for the regulation is to ensure the safety of all
students and staff. In order to comply with this regulation, visitors are required to come to the
office, sign the visitor computer, and get an OP visitor tag. Visitors are NOT allowed to go
directly to classrooms or other areas at any time.
School/Classroom Observations
All requests for a classroom observation must be arranged through a school administrator. We
request a 24 hour notice be given to allow time to adequately arrange for the observation.
Protecting the teaching time is the highest priority of the school.
Page 16
Sibling Guidelines
At Olde Providence, we encourage parents to be involved in the school and in their child’s
education. When practical, we invite the entire family to some events. At the same time, the
school environment needs to remain conducive to learning and the safety of our students is
paramount.
With these objectives in mind, the Sibling Guidelines are as follows:

Only parents/adults are invited to school parties, as the rooms become over crowded.

Only parents/adults are eligible to attend field trips.

Preschool siblings may come to the school with a parent who is involved in an individual
volunteer activity such as AR, Art, other PTA work, etc. If a parent is doing volunteer work
with a pre-school sibling, please complete the work at a table in the front lobby.

Preschool siblings are welcome to come with parents to eat lunch with the older child.

Preschool-aged siblings are welcome to attend awards ceremonies (such as AR awards,
MLK awards or fitness awards) of the elementary aged child. We require that the preschool
aged children remain with the parent at all times. We request that parents do not remove
other school-aged siblings from their classrooms for these events as this is disruptive to the
learning environment.

Field day activities are for the school-aged child. The opening ceremonies are open for the
entire family to attend, but the field day is restricted to the school aged participant and the
adult volunteer or spectator so that the adult volunteer can focus on the safety of the school
children.
Our goal is to create a family friendly environment, while maintaining a safe and orderly school.
Thank you for your support of this effort.
Lunch Program
Lunch Payments

Breakfast and lunch are served in our cafeteria. Prices can be located on the CMS website.

Lunches may be paid for each day; or a check payable to “Olde Providence Cafeteria” may
be sent for a week or month; or you may participate in the “PayPams” electronic payment.
You may gain information about how to use “PayPams” at
https://paypams.com/HomePage.aspx . Information on “PayPams” will come home at the
beginning of school.

Free and reduced price breakfast and lunch are available. Forms are available online.

Student Nutrition will allow only minimal debit balances. You will be notified in writing
when your student is nearing a depleted account.
Page 17
Lunch Boxes
If your student is not buying lunch in the cafeteria, his/her lunch should be sent with him/her in
the morning. We will not interrupt instruction to deliver or announce lunchboxes that are
brought to the office after 8:15. Forgotten lunches can be placed on the table in the lobby for the
student to pickup on their way to the cafeteria.
Lunch Visitors

Lunchtime provides a pleasant break from the classroom routines and a chance to socialize.
Each class has an assigned time for lunch. Parents are invited to join their student for lunch.
o You must be an approved volunteer to have lunch at any CMS school.
o Parents must sign the visitor’s log in the office, pick up a lunch visitor badge and
wait for the student’s class in the lobby. Adult lunch cost is al-a-carte.
o Due to the limited seating at the classroom tables, a new visitor table has been
designated. Please join your student at the visitor table for lunch.
o You student may choose one friend to eat with you.
o Please also say goodbye to your student in the lobby at the end of lunch.

Please do not bring commercial meals and sodas such as; McDonalds, Chick-fil-a, etc. for
your student to eat. We are trying to promote healthy eating habits. School meals provide
nutritionally balanced meals. Students may not bring soft drinks for lunch. Nutritious meals
are encouraged.

As it is difficult for new kindergartners to finish lunch on time, kindergarten teachers ask that
students not bring money for snacks; each class has a snack procedure which will be shared
with parents.

Each classroom has its own procedure for lining up and seating. Each day different students
have responsibilities for cleaning up by removing silverware, paper products, sponging tables
and sweeping around the tables.

One table in the cafeteria is reserved for our students with severe nut allergies. This table is
designated at Peanut Free. A student with a nut allergy will eat there and they may invite a
friend, providing the friend’s lunch is also peanut free. The best assurance is that the friend
purchases a cafeteria lunch, as we know the cafeteria is peanut free.
Birthday Celebrations
Due to allergies and limited staffing we will no longer allow the students/staff to serve
birthday treats in the cafeteria or classroom. This has become increasingly difficult to
monitor with allergies and distribute due to limited staff numbers.
For off-campus Birthday or party celebrations please use the student directory to send invitations
to individual students via email or USPS. Invitations may be brought to the school only when
Page 18
every homeroom student is being invited. No individual invitations can be distributed at
school.
The school day is reserved for instructional purposes; the delivery of flowers or gifts of any
nature to the school is prohibited.
Communication
Home School Agreements
Each grade level team will design a Home School Agreement. This is a contract between the
parent, the teacher and the student that outlines the expectations for behavior and academics.
Parents will receive the contract/agreement at the beginning of the year. Mutual expectations
from teachers, parents, students, and staff are explained. We request that you read and sign the
agreement. The Home School Agreement supports our Mission Statement of “Hand in Hand, We
Build the Future.”
Home/School Agreements will be signed during the first week of school.
Conferences
Conferences are set up for all parents at the end of the first grading period in October. The
conference date follows the last day of the quarter. Parents may arrange additional conferences
by sending a note to the teacher or calling the school office at 980-343-3755. Teachers also
welcome telephone conferences. Each teacher’s first duty is to teach. Teachers cannot meet
with parents for “drop-in” conferences during school hours. This situation places the teacher
in an awkward position and is unfair to the students in the class.
E-Mail Communication
E-mail communication is another mode for parents and teachers to communicate and teachers
will check their emails in the morning and again in the afternoon before they leave. Email
communications should never be used for transportation changes. Handwritten notes must
be sent to the school via your student anytime there is a change in a student’s usual
transportation. Emails will also never be used for early dismissal requests nor will they replace
the use of progress reports and homework assignment planners.
Targeted Phone Messages (Connect-Ed System)
Periodically, we will use a phone messaging system to contact groups of families. These
messages are intended to keep the families abreast of upcoming dates or other important
information.
OP Web Page
Please check out the latest OP information by logging on to our web page. You can locate us at:
http://schools.cms.k12.nc.us/oldeprovidenceES/Pages/Default.aspx
Page 19
School Events and Parties
Field Trips
Teachers schedule a variety of field trips to extend the curriculum. Parental permission forms
are sent home before each field trip. Although the Charlotte-Mecklenburg system provides some
transportation, the school must pay for most bus trips out of our instructional funds. Nonrequired field trips will have a student cost included; however, parents will be notified well in
advance of the cost.
Preschoolers/siblings are not allowed to accompany parents on field trips because supervision of
students is the highest priority. Parents that accompany students on field trips must be an
approved CMS volunteer.
Special Programs
OP students participate in a variety of school performances including concerts, plays and
musicals. It is OP policy that school-age siblings remain in their classrooms for instruction
during programs due to academic reasons and space seating issues.
Parties
There are two planned parties (social times) per year for each class. Grade parents volunteer to
help organize and assist with winter and end-of-year parties. Guidelines for party themes and
activities are provided to room parents. All food served at parties must be store-bought and
include a label and list of ingredients. Valentine’s Day is an in-class celebration with
refreshments and the sharing of cards. Treat bags are given out at one party only. Parents cannot
bring in treats or treat bags on their own during the year. Parents are invited to attend as
volunteers at parties but siblings are not allowed due to space and supervision concerns.
Sibling Guidelines - Repeated
At Olde Providence, we encourage parents to be involved in the school and in their student’s
education. When practical, we invite the entire family to some events. At the same time, the
school environment needs to remain conducive to learning and the safety of our students is
paramount.
With these objectives in mind, the Sibling Guidelines are as follows:

Only parents/adults are invited to school parties, as the rooms become over crowded. All
parents in attendance must be an approved volunteer.

Only parents/adults with pre-approved Volunteer status are eligible to attend field trips.

Preschool siblings may come to the school with a parent who is involved in an individual
volunteer activity such as AR, Art, other PTA work, etc. If a parent is doing volunteer work
in the classroom for the teacher, this is acceptable upon the teacher’s approval.
Page 20

Preschool siblings are welcome to come with parents to eat lunch with the older student.

Preschool-aged siblings are welcome to attend awards ceremonies and special programs
(such as 1st grade Author’s Tea, etc.) of the elementary aged student. We require that the
preschool aged students remain with the parent at all times. We request that parents do not
remove other school-aged siblings from their classrooms for these events as this is disruptive
to the learning environment.

Field day activities are for the school-aged student. The opening ceremonies are open for the
entire family to attend, but the field day events are restricted to the school-aged participant
and the adult volunteer or spectator so that the adult volunteer can focus on the safety of the
school students.
Our goal is to create a family friendly environment, while maintaining a safe and orderly school.
Thank you for your support of this effort.
Curriculum And Classwork
Rationale
The mission of Olde Providence Elementary School is “Hand in Hand We Build the Future”.
The school is committed to providing a nurturing environment conducive to learning where staff
and students create a collaborative atmosphere. Staff, parents, and students strive to be the best
that they can be by working together to promote high academic and behavioral expectations.
The Olde Providence staff believes that the ability to communicate clearly in oral and written
language is an essential goal of education and one of the hallmarks of successful living. In the
information age, effective communication demands a higher level of literacy, requiring students
to master skills of reading, writing, speaking, listening, viewing, computing, problem solving,
and critical and creative thinking. In addition, an understanding and appreciation of our cultural
diversity is essential.
Program Description
The Olde Providence program offers elementary students a strong scholastic program
concentrating on effective communication skills and processes.
At the elementary level, an enriched academic program is featured. All curricular areas will
focus on skill development for effective expression of ideas and information. Communication
skills will be extended by integrating instruction in art and music. Social studies will highlight
international studies and cultural diversity. The mathematics program will include an algebraic
strand. The use of technology will enrich all academic areas, and a computer lab will be
available for the use of all students.
Page 21
Special features of the program are:

Emphasis on higher level thinking skills such as analysis, synthesis, problem solving,
organization and logic

Reading instruction that focuses on phonics, comprehension and expressive writing

Literature incorporated throughout the curriculum

Discussion in seminar settings

Extensive analytical and creative writing program, including

Use of a computer lab with word processing

Opportunities to promote active citizenship

Mathematics, featuring an algebraic strand and enrichment materials

Science, emphasizing hands-on learning experiences

Multicultural Awareness events

Character Education

Visual and performing arts integrated with the academic program
Grading Procedures
The school year is divided into four grading periods of nine weeks each. Mid-quarter progress
reports are also sent home to inform parents of their student’s academic progress and behavior.
Progress reports and papers are sent home for parent review. The grading scale for 3rd-5th grades
is listed below:
93 – 100
85 – 92
77 – 84
70 -76
Below 70
=
=
=
=
=
A
B
C
D
F
All 3rd-5th Grade students will receive electronically produced report cards through the NCWise
system. Parents in 3rd-5th grade will have electronic access to student’s grades as they are
updated. All 3rd-5th grade parents will have a log-in and password to access their student’s
grades. Please check your student’s grades weekly for his/her academic progress. The progress
reports in grade 3-5 will indicate that grades are available on Parent Assistant.
Forgotten Homework
Students will not be allowed to call home for forgotten homework or book bags. Staff is not
available to open a door after school hours to get forgotten work. We will not interrupt a
classroom to deliver or announce homework brought to school after 8:15. Office personnel
will put it in the teacher’s mailbox.
Page 22
Attendance
School is in session 180 days per academic year. Every day holds multiple learning
opportunities for students and we prefer that students be present every day to maximize their
learning potential. However, we understand that students may be absent due to illness, family
emergency or educational leave.
A student’s absence will be coded excused when the parent/guardian provides the school with
written communication to the homeroom teacher within three days of the student’s absence
stating the reason for the illness. The administration of the school may require a physician’s note
to excuse an absence if the student’s absences are deemed excessive.
Letters for Excessive Excused Absences and Tardies
Olde Providence will contact parents by letter, by telephone and/or by home visit should a
pattern of excused absences and/or tardies develop.
Unexcused Absence Letters




Parents will be notified by letter after three (3) unexcused absences. The unexcused absence letters
are state-mandated letters and are rather blunt and to the point.
Another letter is sent to parents on the sixth (6) unexcused absence. At this time, student services
personnel become involved and a plan of action is developed for working with the student and the
family.
After ten (10) unexcused absences, the principal sends a certified letter to the parents informing them
that the case is being referred to the District Attorney's office for possible prosecution.
Again, these letters and procedures are mandated by state attendance law.
Work Requests for Sick Students
Make-up Work

Whenever a student is absent, it is important for the student to have access to the information
presented in class. The teacher will collect the work during the day while the student is absent. It
will be given to the student upon his/her return to school.

If the student is absent for 2 days or more, the work will be placed in the front office for pick-up after
3:15. Please do not come directly to the classroom to request make-up work.

If a parent calls requesting make-up work for absences less than 2 days, teachers will have 24 hours to
collect the work. The message will be put in the teacher’s mailbox. We cannot guarantee that the
teacher will receive the message and have time to act on it before the end of the school day.

It is the student’s responsibility to turn in the work to the teacher for grading.
Page 23
Educational Leave
If you wish to apply for Educational Leave, the form is available in the office. It must be
completed outlining the learning objectives of the trip, the specific activities that promote the
learning and a description of how the student will document this learning. It must be submitted
to principal five (5) school days before the planned absence.
Teachers are not required to prepare work in advance of the absence whether the Educational
Leave is approved or unapproved.
If Educational Leave is approved, the school will provide a required assignment which includes
open-ended questions about the education opportunity. The student must communicate with all
of his/her teachers prior to leaving, to request that work be collected for them during their
absence. Class work and homework assignments will be given to the student upon his/her return
from the trip. The work must be completed and returned to the teachers in one packet for
grading. The student will have the same number of days to complete the work, as they were out.
For example, if a student was absent four days, the work will be due four days after their return.
Any missing work will be entered as a zero (0) in the NCWise grade book for grades 3 and up.
The work will be graded and factored into the student’s grades for the quarter. The extra
assignment will be presented to the class upon teacher discretion.
Project
Congratulations! You are taking an educational journey. To assist you in making the
most of your learning opportunity, please answer the following questions in any manner
(journal, power point, scrapbook, brochure, etc) that you choose. Make sure to put your
name and date on the project you create and turn it into your teacher. S/he may ask you
to share your learning experience with the classroom.
As you create your project, please use the conventions of writing you have learned
appropriate for your age and grade. For example, a Kindergarten student may use
illustrations or photographs, and a fifth grade student should use an element of
technology.
Before Leaving
1. Where are you going?
2. Why did you choose to go there?
3. What do you plan to learn from your visit?
During your visit
4.
5.
6.
7.
8.
What is significant about this location?
How is it different from Charlotte?
What famous people have lived in this location?
What contributions have those people made to our culture? (If in US)
What did you notice that was the same about your culture and the culture you visited? (if
outside the US)
9. What did you notice that was different about your culture and the culture you visited? (If
outside US)
Page 24
After your Journey
10. Would you recommend that other people go to this place?
11. What should other students do to prepare for a visit to this location?
Media Center
Classes will be scheduled in the Media Center to support classroom instruction and research.
Books may be checked out for one week and renewed for one additional week. Teachers may
also request special research time. We have open check out each morning from 7:45-8:15.
Students need to report to their homeroom teacher before going to the media center for open
check out.
Computer Lab
Students go to computer lab once each week. The emphasis is to extend classroom instruction.
Students will be taught proper use of equipment and computer ethics. Proper care of expensive
technology will also be stressed so that we can protect this valuable investment.
Art, Music and Physical Education
In addition to normal classroom activities, students participate in art, music, and physical
education classes one day each week with special certified teachers. The art, music, and PE
teachers work collaboratively with classroom teachers to integrate the special area curriculum
with the grade level performance standards.
English as a Second Language (ESL)
Olde Providence offers support for English as a Second Language students. Students enrolled in
the ESL program are pulled for ESL support during the day where they receive direct instruction
to build language fluency.
Accelerated Reader
Olde Providence has an Accelerated Reader program that is required. AR books can be located
in the OP Media Center as well as at public libraries. As of 2007-08, Olde Providence through
PTA support launched the new AR Renaissance Learning web-based program. Over 100,000
book titles are available for testing comprehension. Reading AR books is a standard homework
expectation.
Page 25
Religion In The Public Schools
Religion in Public Schools – General Guidelines
The Supreme Court has indicated many times that teaching about religion, as distinguished from
religious indoctrination, is an important part of a complete education. The public school’s
approach to religion in the curriculum must be academic, not devotional.
Religious holidays offer opportunities to teach about religion in elementary and secondary
schools. Teaching about religious holidays, which is permissible is different from celebrating
religious holidays, which is not. Study of holidays serves academic goals of educating students
about history and cultures as well as about the traditions of particular religions.
The use of religious symbols as examples of religious or cultural heritage is permissible as a
teaching aid or resource. Religious symbols should only be displayed on a temporary basis as a
part of the academic program.
Sacred music may be sung or played as part of a school’s academic program. School concerts
that present a variety of selections may include religious music. The use of music, art, drama, or
literature with religious themes is permissible if it serves a sound educational goal in the
curriculum, but not if used as a vehicle for promotion religious belief.
Guidelines for Winter Holidays
The following guidelines are followed for the winter celebrations:
The three holidays most focused on during the winter months are Christmas, Hanukkah, and
Kwanzaa but our ESL diversity offers other celebrations to study as well.
Keep in mind that while students learn about these holidays, the following are the main focus:
 History and Culture
 Traditions
 Customs
 Symbols
Curriculum related stories and literature relating to each grade level are read and studied. Student
involvement may include the opportunity to share on the WOPE News. Other presentations on
the news or in the individual classroom may include music, art, and symbols of the season.
Parents may present mini lessons, as long as they are aware of the guidelines and follow them in
their presentations. Crafts made during the winter parties will be winter related. An alignment
of the study of cultural celebrations to the standard course of study by grade level is available
upon request.
Page 26
Special Services - Staff
Assistant Principal
The assistant principal assists the principal in administrative matters. He/she primarily works
with the staff and administration in providing an excellent instructional program. The assistant
principal helps the staff implement system-wide objectives and is available to discuss curriculum
with parents and teachers. He/she is also responsible for selecting teaching materials and
coordinating special programs and activities. The assistant principal provides support for
classroom instruction and helps determine in-service needs of teachers.
Counselor
The counselor provides support to students with behavioral or academic concerns. Group
counseling and classroom guidance lessons will be delivered. Individual counseling is available
for limited sessions. The counselor does not provide therapy. The counselor will be available to
support concerns of families too. The counselor also checks student attendance and assists
families in using community resources.
Psychologist
The psychologist consults with parents and school staff concerning behavioral management,
academic achievement, and social skill development. The psychologist assists in screening
students with special learning needs and conducts in-depth evaluations when indicated.
Speech-Language Clinician
The Speech-Language Clinician conducts hearing screenings of all kindergarten and first grade
students and screens older students as needed. He or she screens referrals from teachers and
parents for speech and language therapy and provides regular therapy to those students identified
as eligible according to state and local program guidelines.
Exceptional Students (EC) Resource Teacher
The Exceptional Students Resource Teacher provides individual instruction to those students
identified as learning disabled, mentally handicapped or emotionally handicapped. He or she
assists in the evaluation process to identify students with special learning needs and consults with
classroom teachers and parents to develop appropriate methods and materials to meet those
needs.
A team of professionals is available in the school to identify and serve students with special
learning needs. The support team consists of the Student Services Specialist, the
Speech-Language Clinician, the EC Resource Teacher, and the school nurse and system-wide
teachers for hearing and visually impaired students.
Page 27
Parent Teacher Association
School Store
The PTA maintains the school store where students may purchase pencils, erasers, and paper.
The store is open from 7:45 a.m. to 8:15 a.m. and grade levels will have assigned days to go.
This store is run as a service to the students and not for profit.
Membership
The PTA wants and needs your special expertise and encourages you to join the PTA.
Membership dues are collected each fall. Volunteer opportunities abound. Please sign the
volunteer lists in the classroom early in the year. If you arrive after the start of the year, please
ask a PTA board member how you can become involved.
The PTA sends home weekly email blasts and special announcements about programs and
meetings as well as information on topics of interest for all parents.
The School Leadership Team
Each of the Charlotte/Mecklenburg schools has a School Leadership Team. The School
Leadership Team for Olde Providence consists of parent and staff representatives who meet to
provide support and guidance in matters relating to the general welfare of the school. The
School Leadership Team studies the programs and policies of Olde Providence with emphasis on
identifying strengths, weaknesses and future needs. The SLT meets 4-6 times a year. Meetings
are open to the general school population. Minutes are published on the SLT website. A brief
annual report to the Board of Education on the status and needs of the school is submitted at the
end of each school year. Elections are held annually.
Parent Guidelines
How You Can Help Your Student In School
1. Show an interest in what your student tells you about school activities and show an
appreciation of things your student does at school.
2. Provide a safe place to keep school supplies and the work that your student brings home.
3. To avoid turmoil in the morning, encourage your student to organize school clothes, books,
signed papers and forms, and lunch money the night before.
4. Regular homework in grades K-5 is necessary for a strong academic program. Nightly
reading is a requirement at all grade levels. Each teacher will communicate his/her classroom
expectations. Don't engage in battles over homework. Set up a time and place for homework.
If there is an ongoing problem, contact the teacher.
Page 28
5. Have regular bedtimes on school nights. Students who stay up late have a hard time
concentrating in class.
6. Give your student responsibilities at home and help your student realize the importance of the
tasks. Example: feeding and caring for a pet.
7. Encourage friendships with other students.
8. Read with your student often -- when your student feels that reading is important to you, it
will have importance for your student.
9. Join the PTA and other school organizations and attend the meetings. Work with the
principal and teachers toward improving your school.
Miscellaneous Policies
Student Records
The Family Educational Rights and Privacy Act is a federal law that governs the maintenance of
student records. Under the law, students who are l8 years of age and/or their parents have the
right to inspect records kept by the school and the right to correct inaccuracies in the records.
Access to the records by persons other than the parents or the student is limited and requires
prior consent by the parents and student.
Withdrawing And Transfer Of Records
When withdrawing, notify the school one-week in advance of the date of your move. If
possible, provide the name and address of the new school so that your student’s records can be
transferred. All books and materials must be returned to the school before your departure.
Please notify the school as soon as possible if you change your address within the county
and are remaining at Olde Providence. New proof of address will be required.
Payments To School/Returned Check Charges
At times, parents will be asked to provide funds for a variety of items, including field trip fees,
workbooks, lost books, lunch money, etc. We will gladly accept your checks.
ATTENTION CHECK WRITERS!!!
When you provide a check as payment, you authorize us to use information from the check to
make a one-time electronic fund transfer from your account or to process the payment as a check
transaction. You authorize us to collect a fee as indicated below (plus a bank fee if allowed by
your state law). Through electronic fund transfer from your account if your payment is returned
unpaid.
Please include the following on your check: Drivers License #, Full Name, Street Address,
Phone Numbers
$25.00 will be charged for any returned checks plus any bank fees.
Page 29