STAFF HANDBOOK
(SAMPLE APRIL, 2014)
Italicized comments are for your consideration in compiling the handbook for your
school.
ABSENCES FROM SCHOOL – STUDENTS
The school must be notified when a student is absent. Remind your students and parents
that it is very helpful if they call school and tell us why their child is absent; otherwise
they will receive a call from the automated dialer requesting information regarding the
absence. (We now have voicemail so they can leave a message during non-office hours.)
Additionally, students returning to school following any absence must present a note
from home explaining the absence in order for it to be excused. Such notes are to be sent
to the office. (Please read the note before forwarding it to the office. Make sure it is
dated and has the student’s first/last name and your name on it. Record that information
directly on the note if the parent did not).
Visits to a doctor or dentist during the regularly scheduled school day should be avoided.
However, if a student is absent or tardy due to a doctor or dentist appointment, a note
from the medical office must be presented to the school for the absence/tardy to be
excused. Absences due to confirmed illness, death in the immediate family, and religious
holidays are considered excused.
ABSENCES FROM SCHOOL - STAFF
When a staff member is absent from school, he/she is responsible for calling the school to
report the absence by insert the specified time for your school. Cafeteria staff must speak
to the Nutrition Services Manager who will report the absence to the principal.
Custodians must notify the Plant Operator who will report the absence to the principal.
All other employees are to speak directly to the principal or principal designee. Each
supervisor needs to decide and designate in writing whether texting is an acceptable
method of reporting an absence.
Kindergarten instructional assistants shall make arrangements for a substitute. Certified
teachers must contact the Substitute Teacher Center no later than one hour prior to the
beginning of the school day. If you know that you will be out for more than one day and
you want the same substitute, notify the office and we will contact the substitute for you.
Retaining the same substitute for the length of your absence is critical for the continuity
of the academic program.
Each employee must fill out and sign a leave affidavit upon his/her return from any
absence. This card must be given to the secretary in order for payroll to be completed
and submitted on time. Be advised that absence without leave or falsification of the
affidavit will result in disciplinary action.
(See applicable labor agreement for specific leave guidelines and information.)
ACCIDENTS
All student injuries must be reported to the office (regardless of the nature) as soon as
possible following the incident. Depending upon the seriousness, the teacher may bring
or send the injured child to the office. A "Standard Student Accident Report Form" is to
be completed. Each school will need specific procedures regarding completion of the
form.
Any staff member who is injured while on school grounds must file an accident report
form with the secretary on the day of the injury. All employees of JCPS are covered by
Workers Compensation. For procedures and further information, see the school
secretary.
ANNOUNCEMENTS
We begin each school day [insert time] with a morning telecast (Channel 4). Please
check the "Opening Exercise Schedule" for the date(s) your students will participate by
reciting the Pledge of Allegiance and the [insert school] Student Pledge.
Routine daily announcements will be communicated via email each morning. All
employees are expected to read this email before the school day begins. Announcements
over the PA system during school will be limited as much as possible so as not to
interrupt the instructional process. Therefore, information will be communicated via
email and mailbox notes throughout the day. Make sure to check these during lunch and
planning time. Occasionally, announcements will be made at the beginning of afternoon
dismissal, so it is very important that each classroom be silent during that time.
ARRIVAL - STUDENTS (Information as shared with parents)
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School begins at [insert time] A.M.
Students may arrive at school anytime after [insert time] A.M.
Students arriving prior to [insert time] A.M. will go to the Gym (not to lockers)
and sit in lines according to their homeroom. Students who eat breakfast will
report directly to the Gym upon completing their meal.
For supervision prior to [insert time] A.M. the YMCA provides childcare. If you
need this service, call [insert phone number] for information. (No other student
supervision is provided before [insert time] A.M.)
Students are dismissed from the Gym beginning at [insert time] A.M.
At this time, students can go to the Bookstore (if needed), to their lockers, and
then directly to their Homerooms.
Children will not be allowed to use the restroom without first checking in with
their teacher and getting a pass.
Staff members are assigned to morning supervision duty in the cafeteria, gym, and
hallways, as well as at the car pool and bus unloading areas, beginning at [insert time]
A.M. Classroom teachers are expected to be at their classroom door, assisting with
hallway supervision from [insert time] A.M.
[elementary} PTA parents assist with arrival and dismissal for the first week of school.
All students will be tagged indicating how they will go home from school. It is the
classroom teacher’s responsibility to ensure that every student is tagged correctly and
dismissed according to their tag. Please review transportation procedures with your
students daily during the first two weeks.
ASSAULT
Any case of assault on or off school property when an employee is engaged in school
business must be reported to the principal. The incident will then be reported, in writing,
by the principal to the necessary personnel.
ATTENDANCE - STUDENTS
All homeroom teachers are expected to keep up-to-date, accurate attendance records in
Infinite Campus. If a child arrives after the start of the school day, make sure he/she has
a "Tardy Slip". The attendance clerk will adjust Infinite Campus attendance for that
student. Attendance records are extremely important - percentages are used to calculate
our school-based budget - so please be prompt and accurate.
ATTENDANCE - STAFF
There is an employee sign in/sign out book in the office. Every employee shall sign in
before their work shift begins and sign out after it ends. This information is used to
document employee payroll. All employees are required to sign in and out including the
exact time of departure and arrival. No one is to sign in or out for someone else.
Employees assigned to more than one school will sign-in and out each time they enter or
leave each school.
AUDIO VISUAL
Any movies shown must be G-Rated. They must be either legally copyrighted or meet
JCPS guidelines for presentation. Movies are to be connected to content; showing a
movie for entertainment/reward requires administrative approval.
BEFORE/AFTER SCHOOL SUPERVISION
In order to ensure the safety of all students as they arrive to, and depart from school,
staff may be assigned to morning or afternoon student supervision responsibilities on a
volunteer or rotating basis. This schedule can be found in the “Meetings and Schedules”
section of the handbook. To provide optimum student supervision, safety and security,
all classroom teachers will be at their classroom doors during morning arrival and
afternoon dismissal to supervise students within the room and in the hallway.
BELLS
8:35
8:55
9:05
3:45
[insert school specific times]
Breakfast
Students dismissed from gym to classrooms and Bookstore Opens
School Begins
Dismissal
BIRTHDAYS (Information as shared with parents)
Please make arrangements with the classroom teacher prior to sending any birthday treats
to school. If sending edible treats, we recommend that you send ones that are easy for
your child to distribute such as cookies, cupcakes, etc. It is also recommended that the
treats be purchased, commercially prepared items for food safety reasons. Because of
allergy and medical restrictions the teacher must be consulted prior to providing treats to
the school.
Treats can be brought to the Office by you or your child in the morning before school.
While birthday treats are acceptable, this is not to be considered a birthday party for your
child. Visitors, camcorders, party favors, etc., are interruptions of the educational process
and are not permitted.
BOOKSTORE
The bookstore will be open from [insert time] a.m. until [insert time] a.m. daily. A
supply and price list will be posted outside the bookstore window.
BULLETIN BOARDS/CLASSROOM DECORATIONS
Classrooms should be orderly and decorated in an attractive and inviting way. Bulletin
boards are to be used to highlight student work, a season, holiday, or special topic your
class is studying and are to be updated periodically. Caution should be taken to assure the
appropriateness of all materials posted (non-sexist, non-stereotyping, and non-religious).
For fire and safety reasons, glass on the classroom doors must not be covered in such a
way that vision into the room is blocked. Items are not to be hung from classroom
ceilings as this causes problems with the security alarm system.
BUSES
A child may ride a bus other than his/her regular bus. However, a note from the parent
that has been approved by the school office is necessary for even a one-day change. If
the student is going home a different way than indicated on the student’s enrollment form
or is going on a different bus or car than usual, the student must provide a note from a
parent each day the change occurs advising the bus driver, teacher, and office staff of the
change. If a student is going home with another student, both students must have a
permission note from his/her parent. Bus drivers require a copy of the note and a
signature from a school official in these instances.
It is the teacher’s responsibility to ensure that students board buses at dismissal in a
timely manner. In the event that a student misses the bus, the teacher must accompany
the student to the office in order to resolve the issue.
CHARITABLE CONTRIBUTIONS
The following district-wide solicitations for charitable contributions are authorized by the
Board of Education:
For Employees and Students
 Crusade for Children
 Fund for the Arts
 Metro United Way
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United Negro College Fund
Each school may select one other organization or campaign which has been pre-screened
by the District's fundraising committee to which contributions may be solicited on a local
school basis. The District's pre-screening committee has approved charities from which
schools may choose. The list of these charities is located in the policies section of this
handbook.
CHILD ABUSE, NEGLECT, DEPENDENCY
Kentucky law mandates that any person who suspects child abuse must report this to the
Child Protective Services office at 595-4550 (e-mail and fax options are available). This
is each staff person's legal responsibility. This report must be made as soon as the abuse,
neglect, or dependency is suspected. The principal or counselor must also be
immediately informed. Documentation of the notification to CPS is to be kept on file in
the office. See [insert section] for the memorandum from the superintendent that
summarizes the requirements for “Reporting Child Abuse and Neglect”, issued
yearly.
Adult Abuse/Spousal Abuse
If you have reasonable cause to suspect that a person is the victim of spousal
abuse/domestic violence or that a mentally or physically impaired adult is the victim of
abuse, neglect or exploitation you are required to make a report to the Adult Abuse
Hotline at 595-4803. Death of the adult does not relieve one of responsibility for
reporting the circumstances surrounding the death.
Kentucky law grants immunity from civil or criminal liability to any person acting upon
reasonable cause in the making of such a report.
CLASS SCHEDULES
Daily classroom schedules cannot include non-instructional time (e.g. restroom, telecast,
recess, etc.). The only non-instructional time to be included is lunch. A copy of your
daily schedule must be sent to the office by [insert date]. A copy is to be posted outside
of your classroom door by the end of the second week of school. Should changes occur
during the school year, submit a revised schedule to the office and post the update.
COLLECTIONS
The collection of money from students or parents is not permitted without prior approval
of the principal. Receipts must be issued for all funds collected and the Multiple Receipt
Forms (available from the Bookkeeper) shall be used. When collecting money, send it to
the bookkeeper daily for deposit. No money is to be kept in individual teachers’
classrooms.
COMMUNICATION WITH PARENTS
Maintaining on-going, professional and positive communication with parents is vital to
the success of our efforts to assure the success of every student. Every classroom teacher
should make a personal introduction to each parent prior to the opening of school or
within the first two (2) weeks of school. An information letter to parents should be sent
home during the first week of school. A copy of any communication you send home to
the entire class must be turned into the office. If the contents have the potential to be
problematic or controversial, the letter must be submitted to the principal for discussion
and/or approval before it is copied and distributed. Remember to follow confidentiality
guidelines during any communication, verbal or written, with parents and/or community
members.
CONFERENCES, PARENT/TEACHER
Through conferences, teachers and parents can evaluate the growth and achievement of
the student and communicate the progress to be expected. This should be planned in
order to produce the intended results. The conference should enumerate the student's
strengths as well as areas of needed improvement. Designated conference days are built
into the district calendar, but conferences may also be held at other times if necessary.
Scheduling is done by the teacher, taking into consideration the convenience of the
parent. Include documentation of the conference in Infinite Campus.
It is recommended that parent-teacher conferences held for an ECE or ESL student will
also include personnel from those areas.
The counselor will strive to schedule SBARC meetings before or after school, or during a
teacher's planning time. However, due to the need to consider the schedules of the
numerous people involved in these conferences, SBARC's may be scheduled at other
times. Teachers may be compensated according to contractual guidelines after filling out
the appropriate form.
CONFIDENTIALITY
Information about students is confidential and is to be discussed only in privacy with
appropriate staff members who work with that child or with the parent/guardian.
Information is not to be discussed inside or outside the school with unauthorized persons.
When writing a referral or a note to parents concerning their child, do not write the name
of any other child on the referral (i.e. John was fighting with another student in his class;
not John was fighting with Mary.)
Never discuss another child during a parent conference. Do not leave confidential student
information on an answering machine or voicemail unless there is an emergency.
The professional reputation of our school hinges upon dealing with information about
students in a confidential and sensitive manner. Your concern for confidentiality is
critical to maintaining [insert school name] good reputation in our community. It is a
professional responsibility and obligation.
CONFLICTS OF INTEREST
No employee of the Jefferson County Public School District shall be directly or indirectly
interested in the sale to and contract with the school district of books, stationary or any
other property, perishables, materials, supplies, equipment or services for which school
funds are expended.
COPY MACHINES
The copier in the mailroom is for office use only. There are four other
copiers/duplicators for teacher use. Each certified staff member will have a code for
copier use. The PTA will also have a designated code. Please consider the cost of toner
and developer when making copies and only do so when truly necessary.
COPYRIGHT LAWS
Please be advised that any material that is copyrighted has special restrictions regarding
duplication. It is the express responsibility of each teacher or instructional staff member
to observe the law regarding reproductions of said items. The office and local school
administration accept no responsibility for individual violations of copyright law. (See
memo "Technology and Copyright Infringement" located in the back of this handbook.)
CUSTODIAL SERVICES
We are fortunate to have a dedicated custodial staff that keeps our school neat and clean.
To continue having such a clean school, we must all work together. Please work with
your students and colleagues to implement the following guidelines:
 Form a general housekeeping process with your students.
 At the end of each day, allow time for students to organize their desk and prepare
books and papers to go home.
Important Information
 If any equipment in your room fails, let the plant operator know using the form
located in your handbook.
 Notify the Plant Operator and/or Principal of any safety issue noted in the
building or on the grounds
 Remind students not to put their hands on the walls or bulletin boards as they
walk through the halls.
 Plan an organized procedure for using the restroom facilities. Notify the plant
operator immediately if there are problems with plumbing, cleanliness or safety in
the restrooms.
 Students may not chew gum in school.
 Do not leave windows open when you are not in your classroom.
 When using copy machines and laminating machines, please leave the machine
and area neat.
 Remember that the staff lounge is for all staff. Do your part in keeping it a place
that is attractive and comfortable. The refrigerator will be cleaned out every two
weeks (on pay day Friday). Please remove anything belonging to you before you
go home on those days. Any remaining articles will be thrown out.
The principal and/or plant operator will make weekly building inspections of the building
and grounds.
DISCIPLINE
We maintain a school climate where teachers can teach and students can learn. To do so,
follow the Jefferson County Public Schools’ Code of Acceptable Behavior and Discipline
in implementing our school discipline plan.
Classroom Management - Having well organized plans for instruction and daily
classroom rules and routines ready to implement the first day of school will set the
climate for learning. During the first weeks of school, teach and re-teach rules and
routines. Remember to include procedures and expectations for behavior in hallways, the
lunchroom, the restrooms, in special areas, and on the bus. Teach your consequences and
rewards for appropriate and inappropriate behavior. Reteach the procedures and
expectations throughout the school year.
Teacher Responsibilities
 Discuss and post classroom behavior expectations on the first day.
 Review procedures and routines regularly.
 Provide positive feedback to students when they follow the procedures you’ve set.
 Supervise students at all times. Students are not to be left in the hallways or alone
in a classroom for disciplinary or any other reasons.
 When a student needs to see the Principal or Counselor for disciplinary reasons,
send a discipline referral to the office, not the student. Upon receipt of the
referral, an administrator or member of the Student Response Team will come to
get him/her as quickly as possible.
 No students are to be sent unaccompanied by an adult to the office for
disciplinary action.
 NOTE: If there is an immediate threat to the safety of students or adults, press the
red emergency button in your classroom. An administrator will respond.
Students are not to be deprived of attending special area classes as a means of discipline,
and incomplete work will not be sent with students to complete during these classes.
Special area classes are part of the curriculum and each student needs to attend and
participate. Special Area teachers are not to send students who misbehave back to the
classroom teacher.
Corporal punishment is never to be used in the Jefferson County Public Schools under
any circumstances.
Behavior Expectations and Standards (Information as shared with parents)
Students who attend [insert school name] are encouraged and expected to:
 Be responsible
 Follow directions
 Work hard
 Respect themselves and others
 Treat others the way they want to be treated
 Behave appropriately
Remember: The best way to teach and reinforce these expectations is by modeling them.
Role plays at the beginning of a school year can also be an effective way to teach young
children what you expect from them.
Time-Out System
Each teacher will have a time-out partner. It is expected that you and your partner will
establish procedures you will use to communicate the reason, duration, and expectations
for work completion while your student is out of your room. This communication should
be private (i.e. not to be overheard by the student involved or any other student) and
occur before the student is escorted to the receiving teacher’s classroom or area.
Class Rewards
As a part of our school-wide discipline plan, classes will be eligible to earn points for
good behavior in common areas. Upon earning 25 points, the class will receive the
appropriate reward.
A positive, pro-active, consistent behavior management plan is the best way to insure an
orderly educational environment. Please adhere to the system and plans that have been
developed by your colleagues.
DISCIPLINE REFERRALS
The system of monitoring and reporting disciplinary referrals at [insert school] will be as
follows:
 All referrals are to be submitted on the four part Pupil Disciplinary Referral Form.
 When completing the form, make sure and include your teacher number (use
classroom #) in the space in the lower right hand corner of the form marked "code
of referral source".
 Submit referral to the appropriate administrator. The referring staff member
keeps the gold copy.
 Do not list the name(s) of any other student(s) on the referral form due to
confidentiality. If more than one student is involved, each student must have a
separate referral form. If needed, you may attach a post-it-note to the referral to
provide more information for the administrator. (Remember to use professional
language when describing the reason for the discipline referral.)
 After the administrator has taken the necessary action(s) with the student, a copy
will be mailed to the student’s home and the remaining copies will be processed.
The administrator will:
 record all referrals on a disciplinary referral log sheet and in Infinite Campus.
 return the pink copy, indicating what action was taken, to the referral source,
 forward the yellow copy to the counselor, if appropriate.
 file the white copy of the referral in the office.
 The principal will also prepare and submit a discipline referral report to the
Central Office, as necessary.
DISMISSAL PROCEDURES
 Students are to go to their lockers with their teachers at a designated time.
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All students should be prepared to go home, seated and silent at [insert time]
p.m.
Each classroom teacher is responsible for making sure every student leaves their
classroom when they are called.
Make arrangements with a colleague to supervise your students on the afternoons
you have dismissal duty.
DRESS CODE - STAFF
Teachers are professionals and serve as role models for students. Work attire should
reflect this. Extremes in fashions should be avoided in teaching as they usually are in the
business world.
DRESS CODE - STUDENTS (Information as shared with parents) [insert school
dress code]
As stated in our SBDM policy, all students are expected to dress appropriately for the
activities of the school day and the weather. Students are not allowed to wear halter tops,
spaghetti-strapped tank tops, or any clothing that exposes the abdominal area. Shorts,
skorts, or skirts should be worn at an appropriate length; no shorter than the end of the
fingertip when the arm is extended straight down the side of the body. Pants are to be
worn at the waist level at all times. Students should wear shoes that will be safe for all
activities, including P.E. Students should wear closed toe shoes. Students are
encouraged to wear tennis shoes daily. Heels should be limited to 2" or less.
The staff at [insert school name] solicits your cooperation in emphasizing cleanliness,
neatness, and appropriateness of dress for our students. Personal hygiene, good
grooming, and good manners enhance student's success.
Any type of clothing that causes distractions in the classroom or any clothing that leads to
misconduct will result in students being referred to the principal or counselor.
DUTY HOURS
Please refer to the "Duty Hours" information in this handbook for specific information
regarding your work hours. No one is permitted to leave the school grounds during work
hours unless written permission is given by the principal to do so. Routine appointments
are not to be scheduled during the employees’ duty hours. See the principal if you have
any questions.
EARLY DISMISSAL OF STUDENTS
Please discourage your parents from taking their children out of school early. This affects
the students' and school's attendance. If the student is to leave early, parents must pick
him/her up in the office. For dismissal during school hours, release pupils ONLY when
approved by office personnel. If you receive a note from a parent regarding early
dismissal, be sure to send it to the office in the morning. Do not send the student to the
office for pickup; wait for a call from the office when the parent arrives. BE ALERT for
any special custody situations of students in your classroom.
EXERCISE [elementary schools]
According to Kentucky law, it is mandated that students have at least 150 minutes
(indoors or outside) per week of vigorous exercise. Scheduled P.E. classes will account
for some of this time. The remaining time becomes the responsibility of the classroom
teacher. Each classroom teacher will sign up for 20 minute blocks of time for extended
P.E. use. It is expected that no more than four classes will utilize a playground area at
any one time. Teachers are to be vigilant in monitoring their students at all times while
on the playground. All classroom teachers must adhere to the posted extended P.E.
schedule and NO CLASSES may be outside after 3:15 P.M. This information must be
included in the substitute folder.
A walkie-talkie will be provided for two-way communication between outside and the
office.
FEE WAIVERS
For students on free/reduced lunch whose parents have submitted a Fee Waiver Form,
mandatory waiver of fees shall apply to all charges required for participation, including
classroom fees and fees for field trips. If a parent who has submitted the Fee Waiver
Form voluntarily waives the right to the fee waiver provisions and wishes to pay a
portion or all of a specific fee, then written documentation from the parent verifying the
payment is required. The school bookkeeper will provide you with information regarding
students on Fee Waiver, as well as those whose parents have waived their right.
FIELD TRIPS
Field trips must be related to the curriculum, properly planned/supervised and a “Field
Trip Request” form must be submitted to the principal for approval. A field trip request
must be made at least one month in advance of the planned field trip. The
bookkeeper will provide deadlines for submission of field trip approvals by the Board of
education. Bus arrangements for field trips will be made by the bookkeeper once the trip
has been approved. You are responsible for obtaining proper parent permission slips
signed by the parents/guardians of students who participate. Blank parent permissions
slips are available in the office. Completed slips must be turned into the office prior to
the trip along with the names of any students not attending the field trip. The reason for
non-attendance should be noted next to the students’ names. Remember: No student is to
be excluded from any field trip without prior communication with the parent/guardian
and permission of the principal. Chaperones are to be at least 21 years of age, and no
siblings or non-(name of school) children are allowed on field trips. Chaperones must
have a Criminal Background Check completed and must be cleared and approved before
attending any field trip.
Administration of medications on field trips must be in compliance with JCPS procedures
and arranged at least 24 hours in advance of the trip.
FIRE EVACUATION
It is each teacher’s responsibility to instruct students about and practice fire evacuation
procedures. In the event of a drill or actual fire evacuation, the following procedures will
be followed:
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Students, accompanied by an adult, are to WALK SINGLE FILE in silence to
their assigned area.
Teachers are to take their grade book and check roll at the assigned area to insure
that all students are present and accounted for.
Classes (staff and students) are to remain in the assigned area until directed
otherwise by designated office staff.
Silence must be maintained in these safe areas so important information can be
heard.
Fire evacuation directions are included in this handbook and should be posted in
each classroom as well as included in the substitute folder.
FUND RAISING
According to JCPS Policy IGDF Student Fund Raising Activities each school may
conduct only one (1) school-wide fund raising project. Any additional school-wide
projects will require Board of Education approval. All fund-raising activities, regardless
of scope, require approval from the Principal and must be of direct benefit to the students.
No student shall be compelled to participate, solicit or meet any kind of quota in any
school wide fund-raising activity. Candy/food sales are prohibited during the school day.
GRADING
All teachers are expected to keep accurate and up to date grades in Infinite Campus.
Documentation of formal and informal assessments must be included. Reports are issued
to parents at the end of every six (6) week period. Dates for these reports can be found in
the school information section of this handbook and on the JCPS school calendar. All
reports will be reviewed by the Principal. Grade books must be turned in to the office at
the end of the year and will be retained by the school for five years. All teachers shall
adhere to the JCPS Student Progression, Promotion and Grading Handbook.
GUM
Students may not chew gum in school.
HALL EXPECTATIONS
 Students will use a hall pass at all times when leaving the classroom. Any student
found in the hallway without one will be instructed to return to their classroom.
 Students will walk at all times in an orderly manner, keeping to the right of the
hallway.
 Students are expected to be silent and orderly in the hall, keeping hands, feet and
objects to themselves.
 An adult will always accompany classes as they move from one place to another
in the school building.
HARRASSMENT/DISCRIMINATION
Harassment/Discrimination is defined as intimidation by threats or acts of physical
violence or the expression of hatred, contempt, or prejudice toward an individual for any
reason. Sexual harassment includes unwelcome sexual advances, requests for sexual
favors, and other verbal and/or physical behavior of a sexual nature.
Jefferson County Public Schools does not tolerate harassment/discrimination against
students or employees for any reason. Corrective action will be taken, as described in the
JCPS Code of Acceptable Behavior and Discipline and the Student Bill of Rights, JCPS
Policy JBA Harassment/Discrimination and/or JCPS Policy GBAA
Harassment/Discrimination.
Employees shall report incidents of harassment or discrimination in the workplace to
your principal, immediate supervisor, or to the Office of Compliance and Investigations,
485-3341.
HEALTH ROOM
Children who become ill at school are to be brought by you or sent with an adult to the
office with the proper health form. At no time should a teacher or assistant call a parent
to ask the parent to pick up a sick child. If medication is necessary it will be dispensed
from the office. However, it may be necessary for personnel to dispense medication while
on a field trip. (See Field trip policies and procedures section)
HOMEWORK
Homework is a part of the total educational process and serves to review, reinforce, and
extend learning. The primary purpose of giving homework is to provide a review of
lessons already taught in class. Homework is also given to enrich or to extend the
classroom presentation; to assist in the establishment of independent work habits and
assumption of personal responsibility by the pupil; and to help keep parents abreast of the
curriculum.
Homework should be developmentally appropriate and easily understood by the students
and/or parents. These assignments should be graded, recorded and returned to students in
a timely manner. Refer to the JCPS Progression, Promotion and Grading Handbook for
specific information.
Note: As requested by the PTA, no homework will be assigned on Skate Party nights,
Kentucky Kids Day or Open House. [insert school specific events]
INTERNET USE
Jefferson County Public Schools (JCPS) offers access to electronic information through
the internet. Along with this access to computers and to people all over the world comes
the availability of materials that may not be considered appropriate for use in the
classroom. You are responsible for setting and conveying the standards that students
should follow when using these information resources. Parent permission is required for
student use of the internet. All JCPS staff must read and agree to comply with the
Acceptable Use policy.
KEYS
Classroom keys are provided for each teacher. Notify the office immediately if keys are
lost. Keep your door locked when you and your students are not in the room.
LEAVES OF ABSENCE
JCPS grants leaves, paid and unpaid, to employees in accordance with state and federal
laws and regulations and the provisions of the applicable union contract. No other leaves
are considered as legitimate absences and cannot be approved. Specific information
regarding the various types of leaves can be found in the applicable union contract. If
called for Jury Duty, the employee must report to work on any days their presence is not
required in court. The other most often used leaves are discussed here.
Personal Leave
Each staff member is credited with three (3) days of personal leave per year. These days
shall be used at the employees' discretion. Personal leave will be granted upon request to
the Principal. The Principal may deny such leave for certified staff if the total requests
exceed 10% of the staff for any one day. No personal leave will be granted for the last
five days of the school term, except for graduations of family members (detailed in
JCTA/JCBE contract). Personal leave not used by the staff will roll over to sick days the
following year. When absent, and personal leave is claimed, a yellow personal leave
affidavit must be filled out and signed by the employee, in the presence of a notary (the
secretary). The completed personal leave affidavit must be turned into the office.
Sick Leave
Each staff member is provided with sick leave in accordance with state law, board policy,
and the applicable union contract. When absent and sick leave is claimed, a white sick
leave affidavit must be filled out and signed by the employee in the presence of a notary.
The completed card must be turned into the secretary the day you return after an absence.
Improper or unapproved use of leave may be cause for disciplinary action.
LEAVING SCHOOL
Neither staff members nor students are to leave the school grounds during the regular
school day unless approved in writing by the principal. If an emergency occurs and you
need to leave school during the day, you must obtain written approval of the principal
before leaving. Routine appointments should be scheduled during non-work hours or
when school is not in session.
LESSON PLANS
Quality planning for instruction is essential for effective teaching and classroom
management. It is the professional responsibility of each certified teacher to maintain
written evidence of this planning. Lesson plans must be written at least one week in
advance in a clear and concise manner so that anyone can follow them and should reflect
varied teaching methods to meet all students' learning styles and needs. Goals and
objectives (KCAS and/or Common Core Standards) should be listed. (This can be noted
at the beginning of a unit of study or inserted throughout as appropriate.) Materials
should be noted. The only non-instructional time that is to be included in the lesson plan
book is lunch. Lesson plans will be reviewed by the principal according to the schedule
found in this handbook. Each lesson plan book must be turned into the office at the end
of the school year and will be retained at the school for 5 years.
LIBRARY MEDIA CENTER
All classes have regularly scheduled Library times. Instruction and book checkout will
occur during these times. The library will be closed and unavailable to staff or students
during the Librarian’s planning and library management times.
Library Policies
 Students may have no more than two books checked out at one time.
 Students are expected to be orderly, but not silent.
 Students should use a shelf marker when browsing for books.
There are a variety of resources available for teacher use. Teachers may checkout
materials by having the library media clerk or library volunteer checkout the item(s) on
the computer. The Librarian is not to be interrupted during her classes for this or
any other purpose.
LOCKERS
Locker assignments are determined annually and included in the school information
section of this handbook. Primary students will share (2 students to one locker) and each
intermediate student will be assigned his/her own. Grade groups may continue to use
book storage lockers for "extra" textbooks as they are available. Please indicate,
however, which books are in which lockers and submit this information to the
bookkeeper. Book storage lockers must be locked. Remind/teach students to keep the
locker areas neat and clean. They may not know how to do this without guidance from
you. Primary teachers should practice how to load and unload lockers with their students
during the first few days of school.
Each classroom teacher will submit a class roster with assigned locker numbers to the
office by [insert date].
LUNCHROOM
Inform your students of appropriate lunchroom conduct and go over the following school
cafeteria behavior expectations (as written in the Parent-Student Handbook) frequently:
 Remain properly seated until dismissed.
 Use good table manners.
 Show respect for adults and other students through appropriate behavior and
attitude.
 Keep table area clean.
 Raise your hand for assistance from an adult.
 Use a voice that can be heard at your table only.
 Listen to and follow directions.
Information as shared with parents:
Children are encouraged to eat all of their lunch but no student will be forced to eat
certain foods that he/she dislikes. Adults are available in the cafeteria to assist with
opening condiments, juice boxes, etc.
If a student is allergic to any food product, please provide a doctor’s statement to the
office. If a child is allergic to milk, he/she will be given juice in its place for breakfast
and lunch, provided we have a doctor’s statement.
For safety reasons, please do not pack any glass containers in your child’s lunch.
Students may not wear coats, jackets or backpacks when going through the breakfast
or lunch line.
No additional food (e.g. class pizza parties) may be served to students by parents or staff
until one-half hour after the lunch line is closed, in accordance with federal school lunch
program guidelines. ([insert time])
Teachers will walk their classes to the cafeteria and pick them up at the door following
the posted lunch schedule.
MAIL SERVICE
"Pony Mail" runs three times weekly (Monday, Wednesday and Friday). Only mail
related to school business may be sent through the pony. US Mail is delivered to and
picked up daily from the school office. Any US mail you receive will be placed in your
mailbox. You are required to check your mailbox in the morning, at lunch, and at the end
of the day for mail and messages. Mailbox keys are provided so that employees can and
will retrieve their mail from the hallway. Students are not to be send to retrieve mail due
to the confidentiality of materials that may be placed in mailboxes.
MAKE-UP WORK (Information as shared with parents)
Students are allowed one day for each day of excused absence plus one more day in
which to turn in the make up work.
MASTER CALENDAR
All important dates/events for your classroom will be written on the calendar in the office
hall after they have been approved by the principal. Check this calendar daily to keep
informed of pertinent information.
MEDICATION
Medication is dispensed from the office to students who have a notarized "Permission to
Give Medication" affidavit on file. Date and time that the medication is issued is
recorded.
No student is permitted to have medication (with the exception of asthma inhalers, which
require approval) in his/her desk, locker or backpack. If found, secure the medication
and immediately contact the office to arrange pick-up.
Teachers and other instructional staff will be provided training on the dispensing of
medication on field trips and will then be responsible for doing so in accordance with
JCPS policies and procedures.
Student information regarding medications is confidential --- do not discuss a student’s
medication except with authorized personnel.
MONEY AND PERSONAL BELONGINGS
Money and personal belongings should never be left in the school overnight. During the
day a teacher must not leave his/her wallet etc., where it could easily be taken while
he/she is out of the room. The school is not responsible for lost or stolen articles of
students, parents, staff or community persons.
NON-CUSTODIAL PARENT
All non-custodial parents have the right to inspect their child’s education records and to
receive an explanation of the records. The only exception to this is if a court order, such
as a divorce or separation decree states otherwise and we have a copy on file in the office.
All student dismissals must be made from the school office. Do not release a student
without the approval of office personnel.
PARTIES
Classroom parties should be limited to: Fall, Winter, and Valentine's Day. Each party
should last approximately one hour and be scheduled at the end of the day. Leave the last
fifteen minutes for cleanup. Teachers can contact room parents for their help with these
events. If you have any students who are not permitted to participate for religious
reasons, please make arrangements for them in advance.
P.T.A.
[insert school name] PTA is very active in their support of activities designed to benefit
all children. They provide many services for our children and families including a
tutoring program, vision and hearing screening, a bi-weekly newsletter, and fund-raising
events. They also sponsor whole school academic, social, cultural and athletic programs
that enrich our students overall school experience. The [insert school name] PTA is
associated with the 15th District, State and National PTA organizations.
We are very fortunate to have such an active, supportive PTA, so please show them your
support by joining yourself and encouraging your students and families to join the [insert
school name] PTA.
RECORD KEEPING
Accurate record keeping is essential and the professional responsibility of each certified
staff member. It is important to review student records early in the school year to
become familiar with the student’s IEP or PSP, health needs or restrictions and special
accommodations. These records should be kept in an organized manner and stored where
they can be easily accessed. Student cumulative folders must be kept in a locked location
to insure confidentiality.
Student Records
 VISI records and health cards will be kept in the office.
 Current data is to be recorded on the VISI at the end of each grading period,
within five school days of grade report distribution.

All record keeping is to be done in blue ink unless otherwise notified.
Grade Books
Grade reporting will be conducted in accordance with JCPS Student Progression,
Promotion, and Grading Handbook.
Teacher Responsibilities
All teachers are to maintain a complete, accurate, up-to-date record that contains
assessment documentation for all areas found on the permanent record for which they are
responsible. Accurate records are the basis for many decisions concerning placement,
promotion and retention of student. Therefore, more grades or objective evaluations are
better than fewer. Documentation of progress (i.e., folder of work samples) may be
needed in some instances. Parents will be made aware if a student has an accumulation
of zeros or grades below a "C", "NI" or "U". If you see a pattern of poor work habits
developing, begin intervention strategies for improvement such as talking with parents,
and/or consulting with an administrator. If a student is exhibiting unsatisfactory progress
or is displaying changes in performance, parents/guardians must be notified in a timely
manner prior to distribution of the interim grade reports and the final report card. All
parents will be informed prior to a teacher reporting a D, NI or U on a student's report
card.
Frequency of Reporting
Parents will receive written progress reports six times during the school year. Details and
samples of the interim and regular report card can be found in the "Reporting Student
Progress" section of this handbook. Insert information here regarding school specific
information on use of on-line grading and reporting of grades.
RELIGIOUS OBSERVATIONS
JCPS forbids discrimination on the basis of race, age, gender, religion, national origin,
economic status, marital or parental status, disabling condition, sexual orientation, and/or
veteran status.
Be aware of and sensitive to the following situations and plan accordingly:
 There may be students in your class whose religious beliefs preclude them from
reciting the Pledge of Allegiance to the flag, participating in holiday activities
(e.g. creating Halloween decorations, drawing pictures of Christmas symbols,
writing a holiday theme, exchanging valentines), attending certain assemblies,
singing specific songs, participating in holiday parties, or going on certain field
trips. Students who do not wish to participate in such activities will be excused
from participation.
 Students whose religious obligations require absence from school are allowed to
make up work missed. The district policy on excused absences allows students
the number of days absent plus one (1) day to make up the work missed.
 Students must not be assigned work just before a holiday absence with the
requirement that they turn it in immediately upon their return. Such a requirement
violates the District's policy on excused absences and interferes with families'
rights to practice their religion.
RESTROOMS
A child may be excused to go to the restroom, but must have a restroom pass. All
students must be advised that defacing or destroying school property (writing on walls
and toilet doors, stopping up sinks and commodes with paper towels and rolls of toilet
tissue) are punishable offenses.
Restroom Expectations (Information as shared with parents)
 Students will practice safety.
 Students will help maintain the cleanliness of the restrooms.
 Students will be orderly and quiet in the restrooms.
SEARCH PROCEDURES
DO NOT INITIATE ANY PERSONAL SEARCH OF A STUDENT WITHOUT
FIRST CONTACTING THE PRINCIPAL
The purpose of searching students, their belongings, lockers, desks, or automobiles, is to
protect the property and safety of others and/or to maintain the ongoing educational
process of the school. Searches, used to determine if there is evidence of student
misconduct, are to be conducted only when other techniques have been exhausted or
when there is an immediate danger to life or safety. Students have the protection, as do
all citizens, against unreasonable search and seizure of their property.
Personal Search of Students
A personal search includes a search of a student's accessories (purse, wallet, backpack,
notebooks, gym bag, etc.) and/or other outer garments that would not require disrobing to
the skin. There will be no group searches or disrobing to the skin.
To conduct the personal search of a student's accessories or outer garments, the following
procedure will be used:
1. Students under the immediate supervision of a teacher may be searched to
determine if there is evidence of student misconduct if:
 Standards of reasonable suspicion are met.
 A second school employee is present to serve as a witness.
 Intentional embarrassment to the student is avoided.
2. Students who are not under the immediate supervision of a teacher may be
searched to determine if there is evidence of student misconduct if:
 Standards of reasonable suspicion are met.
 There is prior administrative approval and/or presence of a school
administrator.
 A second school employee is present to serve as a witness.
SEVERE WEATHER
In the event of a severe weather drill or warning, the following procedures will be
followed:
 Students, accompanied by an adult, are to WALK SINGLE FILE in silence to
their assigned area.

Teachers are to take their class roster and check roll at the assigned area to insure
that all students are present and accounted for.
 Children get down on their knees, touch their heads to the floor and place their
crossed arms over the back of their heads.
 Students cannot be positioned in front of bookcases, collapsing walls or doors, or
windows.
 Students are to remain in the assigned area until directed otherwise by designated
office staff.
 Silence must be maintained in these safe areas so important information can be
heard.
Severe weather assigned locations are included in this handbook and are to be posted in
each classroom as well as included in the substitute folder.
SMOKING
All JCPS facilities and grounds are smoke free. Smoking is not permitted in the school
building or on school grounds at any time.
SPECIAL AREAS
Special Area teachers will be available on a regularly scheduled basis to provide
instruction in these areas. Special Area teachers are responsible for class supervision
during assemblies held during their specified class time.
SUBSTITUTE TEACHER CENTER
To request a substitute teacher for sick, emergency, or personal leave, teachers are to call
the Substitute Teacher Center at (485-7777). TEACHERS MUST NOTIFY PRINCIPAL
OF THEIR ABSENCE AND REPORT THE JOB NUMBER PRIOR TO THE
BEGINNING OF THE SCHOOL DAY.
Requests for substitute teachers will be made the night before the absence when possible.
Emergency requests for substitutes can be made up to one hour before the start of school.
Emergency calls made later may result in a substitute not being available and, at the very
least, arriving late. Refer to the section on “Absences” for details regarding reporting an
absence. Substitute plans are to be available for the substitute. Leaving a message on the
sub line, sending an e-mail, or depending on a colleague to provide substitute plans are
not acceptable means of properly insuring that students receive quality instruction in case
of teacher absence.
SUPPLIES
Funds are budgeted for each classroom teacher to purchase supplies. If additional
materials are needed, notify the principal in writing and every effort will be made to
provide what is needed to carry on a sound educational program. P.T.A. grants are also
available. See the P.T.A. mailbox for forms.
TARDINESS - STUDENTS
Tardy students must go to the office for a tardy slip. Homeroom teachers shall require
tardy students to present tardy slips upon arrival to the classroom.
TARDINESS - STAFF
It is necessary for all staff members to be punctual so that adequate supervision of
students can be maintained. Late arrival not only jeopardizes the safety of students, but
interferes with the delivery of organized, well managed instructional activities. If an
emergency situation arises that will cause you to be late for work, you must call and
speak to the principal or designee. Routine medical appointments are not considered
emergencies and should not be scheduled during work time.
TEACHER'S LOUNGE
The lounge is available to all teachers and staff members. In order to help with the
cleanliness, please return all trays and dirty dishes to the cafeteria. Please remove items
from the refrigerator weekly. All items left on "pay day" Friday will be thrown out
during cleaning.
TELEPHONE USAGE
Personal calls should be kept to a minimum, be brief in duration, and be made
before/after school or during scheduled breaks. The school telephones are for business
usage only. Students are not to be sent to the office to call home for homework,
instruments, lunch money, etc.
CELL PHONES
Cell phones are to be muted during instructional time. Use of cell phones is restricted to
non-duty times such as lunch or scheduled breaks.
TEXTBOOKS
Each teacher is responsible for the textbooks in his/her classroom. Each student is to
have a State Textbook Form with a number recorded for each book assigned to him/her.
This form must be signed by the parent, returned to the school, and kept by the teacher in
the event of a lost book. Students who lose or damage books are to be reported to the
office so that collection of funds for a replacement can be made.
TRANSPORTATION
An insurance affidavit must be completed and on file for any staff or parent volunteer to
transport students. Transporting of students by staff members or parents should be limited
and must be approved by the principal in advance. It is preferable for students to ride a
school bus to and from any school-related function.
VISITORS
Parents and community members are invited to visit school and should be welcomed.
The following policies and procedures will be shared with all visitors and must be
followed:
 Arrangements for classroom observations are scheduled through the office.
 The classroom setting/educational process is not to be interrupted by visitors.
 All visitors must stop at the office to sign in and obtain a name badge.



Often it is necessary for a parent to come to school during school hours to bring a
book, lunch, and coat or to deliver a message. These items should be delivered to
the office. An office staff member will insure that the child gets them.
To release a child to go home you must have approval from the office.
Routine Parent-Teacher conferences are not permitted during the student day
unless they are scheduled during your planning time. If a parent shows up at your
door, please direct him/her to the office.
Note: There is a very specific SBDM visitation policy for school security. The intent of
this policy is to keep classroom disruptions of the educational experience to a minimum.
VOLUNTEERS
Volunteer assistance in specific areas of the school program is encouraged. However,
each volunteer must complete the proper form for a criminal records check. No person
will be allowed to act as a volunteer without prior approval by an administrator.