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ST. JAMES EPISCOPAL DAY SCHOOL
2014-2015 Faculty Handbook
Mrs. Linda Chauviere
Head of School
Mrs. Lauren Ray
Assistant Head of School
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Mission Statement
St. James Episcopal Day School, a ministry of St. James Episcopal Church, is committed
to developing each child’s unique gifts by providing a strong foundation combining
academic excellence and spiritual formation within a warm, loving, Christian community.
Professionalism
As members of the St. James Episcopal Day School faculty and staff, it is important that you
uphold and remain loyal to St. James's excellent reputation in our community at all times.
1. Your actions and words are observed and heard by the children, parents, and co workers.
Choose them well.
2. School business is confidential.
3. Dress for respect.
4. Reject the notion that your classes are more important than others. Every class at St. James
is part of a child's journey through our program.
5. Be proud of what you do.
6. Accept the school's schedule. There are many interests that the schedule must serve. Some
of these may cause inconvenience to you but are there for the overall program.
7. Be receptive to change.
8. Choose an area to improve this school year.
9. You are here for the children; not the other way around.
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TABLE OF CONTENTS
ADMISSIONS............................................................................................................................................7
Admissions Testing
CHURCH...................................................................................................................................................8
CO-CURRICULAR CLASSES..................................................................................................................9
DISCIPLINE..............................................................................................................................................10
DRESS CODE...........................................................................................................................................12
DUTIES.....................................................................................................................................................13
Playground Duty
Car Pool
EMERGENCY DRILLS-PRACTICE AND OTHERWISE..........................................................................14
Accident Report
Emergency Handbook
Fire Drills
EVENTS....................................................................................................................................................15
Assemblies
Carnival Week
Faculty Meetings
Parent Guild Fundraisers
Parties
FACILITIES...............................................................................................................................................16
Alarm
Classrooms
Gates
GENERAL TOPICS...................................................................................................................................17
Field Trips
Head Lice/Ringworm/Pink Eye
Hospitality
Leaving Campus
Political Campaigns
Proofing Materials
School Board Meeting
School Day
Sign-in
Suckers/Sweets
Tardy Students
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Teacher Absentees
Teacher Recommendations
Teacher Work Days
Telephone
MONEY...................................................................................................................................................21
Class Fee
Supply Money
OFFICE PROCEDURES........................................................................................................................22
Checking Out Students
Forms
Cumulative Folders
Fax Cover Sheets
Medicine at School
PROFESSIONALISM-CONDUCT AND DEVELOPMENT....................................................................23
Confidentiality and Public Relations
Faculty Meetings
TECHNOLOGY......................................................................................................................................24
WEATHER DAYS..................................................................................................................................25
Inclement Weather Days
School Closure/Opening
INSTRUCTIONAL PROCEDURES........................................................................................................27
Attendance Marking
Cafeteria Lunch Choice
Grading System
Homework
Lesson Plans
Progress Reports
Pupil Progression/Retentions
Report Cards
Standardized Testing
Student Classroom Assignments
BENEFITS AND CAMPUS/SCHOOL POLICIES...................................................................................31
Cafeteria Plan
Harassment
Health Insurance
St. James Episcopal Day School Leave Policy
Maternity Leave
Retirement Benefits
Smoking Policy
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GENERAL EXPECTATIONS
1. All faculty and staff of St. James Episcopal Day School should be acquainted with the rules,
regulations, and policies of the day school as set forth in this handbook and the student
handbook and enforce these in the course of their duties.
2. Faculty should report to school no later than 7:50 each day and by 7:45 on duty days. They
should remain on the premises until all students are dismissed either through the Episcopal bus,
carpool, or to extended care.
3. Teachers should begin and end their classes promptly at the appointed times.
4. Students should not be left unattended whether it is in the classroom, cafeteria, or during
recess.
5. All records pertaining to student performance should be promptly and accurately maintained.
6. Any teacher/teaching assistant, or office personnel who must miss school is to notify
Chauviere and Ray via e-mail as soon as possible. The e-mail should also state who is
covering for this absence and the length of the absence. Joey/Andrea should be informed if the
absence is personal or professional
7. While you have days allowed in your contract to be away from campus and are given to you
for illness, family emergencies, etc, please use those with care. No one can cover for you in the
same way as the work would be done with you there. Parents and students begin to notice and
question when your absences become frequent. You are hired for this to be your primary
consideration on a work day unless there is an emergency or a truly unique circumstance.
8. Cell phones for personal use are not to be used while you are supervising students. Office
personnel should only use cell phones when away from their desk and not in public view.
9. Good grooming and dress habits are considered to be a part of a personnel's professional
obligation while at school. No jeans are allowed. Daily dress should be appropriate (not
revealing or too short) to command the respect you deserve.
10. The children are the reason you are here.
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TEACHER SUPERVISION PROCEDURES
General Classroom Management:
Close supervision is one of the keys to successful teaching. During the opening days of school,
teachers (Teacher of Record, Co curricular, and Teaching Assistants) should review and
practice rules and procedures for proper school behavior. It is the responsibility of every
teacher to do so. As the year goes on, these rules should be enforced on a daily basis and
periodically reviewed.
Before School:
Supervision of students begins at 7:50. You should be in place at that time whether it is on the
playground, at carpool following the established duty schedule, or in your classroom. You
should not be reporting while the bell is ringing or after it rings. If you cannot be there, you are
responsible for arranging someone to cover in your place. No beverages/food items are to be
brought out while you are on duty.
Recess:
Playground rules and regulations are to be enforced by the recess duty teachers. Unless there
is a medical reason otherwise, duty teachers should be standing and walking around to
supervise. Only the classes assigned to recess at that time should be out. Teachers do not
have the authority to extend recess time.
Lunch:
Teachers should escort their classes to the cafeteria at the designated time and in an orderly
manner. Student conduct shall be monitored during hand washing, serving line, at the table and
at the disposal area. Co curricular teachers should assist with this, as well, and sit among the
students just as the classroom teachers do. All teachers should remind students to leave their
table area clean.
General Movement of Children:
Either the classroom teacher or the co curricular teacher should supervise the movement of the
students from one class to another. Provide stopping points for children so that lines are not
spread out and wait for all to catch up.
Carpool Duty:
There are guidelines for both morning and afternoon carpool. These are listed later in this
document in the “Duties” section.
Accident Report:
The children are the reason you are here. Look out for them so they are safe. If there is an
accident, the teacher who was supervising at the time must complete the report within 24 hours.
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ADMISSIONS
ADMISSIONS TESTING
The admissions process is a collaborative venture where parents and Day School personnel get
to know each other. Parents will be able to decide if St. James is the best place for their child,
and the Admissions Committee will be in a position to determine which applicants will be best
served by acceptance at the Day School.
The Admissions committee is made of the Head of School, the Assistant Head of School, and
the PK and Kindergarten teachers, provided the teachers participate in the screening process.
If a PK or Kindergarten teacher does not assist in the screening process, he/she cannot
participate in the admissions decisions.
The order of acceptance for students applying for initial admission to St. James Episcopal Day
School is as follows:
1. Currently enrolled students 2. St. James parishioners (A St. James Parishioner is defined as a contributing St. James
Church member for at least 6 months.) 3. Siblings of currently enrolled students 4. Siblings or children of SJEDS graduates
Additional consideration may be given to children of the administration, faculty and staff of St.
James School and Church and St. James parishioners are given priority in each category.
All applicants will require a completed application, parent questionnaire and teacher
recommendation. First – fifth grade applicants will require copies of transcripts from previous
schools. All applicants will be screened by a member of the SJEDS faculty.
The Admissions Committee will discuss and approve most applicants; however, the Head of
School has final authority for admittance of students.
Any student applying after the opening of school will be observed in their classroom
environment (when possible) before being accepted. Additional screenings may be required of
some applicants.
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CHURCH
Please make sure your students enter church quietly.
Please ask your students who arrive late for church to walk to the rear of the church using the
outside aisles. They should not cross in front of the pews. Normally, a co curricular teacher will
help in the office to bring late arrivers to church.
Check to be sure your students are actually singing or participating in the service.
Co curricular teachers, who are here on Monday and Friday, must attend the church service on
those days and help with the children. Sit among the classes.
Please encourage your students to use the restroom prior to church. Students should not be
getting up during church to go to the restroom.
Do not do school work or any kind of paperwork when we are in church. You are not to sit and have a conversation with your coworkers or another adult during the church service. Coffee, cold drinks, or other refreshments (liquid or otherwise) are not allowed in church. The use of cell phones by teachers is also prohibited.
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CO-CURRICULAR CLASSES
The Co-curricular programs are important parts of the overall program of studies.
Co-curricular classes begin and end on time. Be sure your clocks say the same time.
The co-curricular teacher will move the students one co curricular class to another to allow the
teachers to have a block of time for grade level meetings.
If any temporary changes in your schedule must be made, please inform the classroom/other
co curricular teachers by Friday of the proceeding week so that they can plan accordingly and
prepare proper lesson plans.
Classroom teachers should not keep a student from attending co-curricular classes as a form of
punishment. Co-curricular teachers should not dismiss a student from a co-curricular class as a
form of punishment without discussing the issue with classroom teachers. If there is a
disciplinary situation with a student during co-curricular classes, the co-curricular teacher is
expected to discuss it with parents.
Co-curricular teachers are not to delay students from going to their next class unless specific
permission has been given from the teacher of the next class.
Co-curricular classes will meet from the first week through the last week with the exception of
the library, which will stop circulation two weeks early and not be open for classes the last week.
When a co-curricular teacher schedules an assembly or special activity, your class should
attend. This is just common respect and support for their program.
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DISCIPLINE
Philosophy
St. James Episcopal Day School believes that discipline is learned and, therefore, can and
should be taught in the home, school, and community. Children also learn through experience
and imitation. Discipline is a developmental process. As children mature, they should be given
increased responsibility in keeping with their developmental level and social maturity; and every
opportunity to practice self-discipline in order to positively reinforce responsible action. The
ultimate goal should be the internalization of discipline, so that little external enforcement is
required. The administration and staff believe that this philosophy will foster the development of
happy, self-disciplined, self-reliant personalities capable of behaving appropriately as the
situation demands. It is felt that this philosophy will produce individuals with social consciences,
who see the good sense in acceptable behavior and who are spared the consequences of
misbehavior.
St. James prides itself on working with each and every child in positive way. Our philosophy is
not that misbehavior always results in punitive actions but, instead, becomes a learning situation
for a child to problem solve and learn to work with others using a variety of responses.
Sometimes, however, punitive actions are necessary.
Guidelines
St. James students are expected to follow all school rules. School rules include those rules
written in the handbook, classroom rules, playground rules, and cafeteria rules. In addition,
students must recognize and show respect for the authority of the teachers, administrators, and
staff of St. James Episcopal Day School.
St. James prohibits all forms of harassment and bullying on school ground and at all school-
sponsored activities. It will be a violation of this policy for any student to harass or bully any
other student, or any person associated with this school based on race, color, religion, sex, or
national origin.
Teachers are expected to handle discipline situations in their classroom and on the playground.
Teachers are expected to keep parents informed of discipline situations with their child. If these
situations occur to the point that the administration becomes involved, the teacher will supply
documentation of contact with the parent. The administration will then contact the parent and
make the necessary decision for further action. Further action can include but is not limited to
suspension.
If a student’s actions are severe enough that he/she is brought to the administration
immediately, parents will be contacted and further action decided. Further action can include
but is not limited to suspension. Since the action is severe enough for immediate administrative
intervention, teacher documentation of parent contact may or may not be requested.
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Suggested steps for administrative intervention are:
Talk with the student(s) involved
Talk with the teachers and/or review any previous behavior documentation
Contact parents. If needed, arrange a meeting
Consider further steps and/or consequences that may include:
o In house punishment
o Meetings with Guidance Counselor
o Help from outside sources
o Suspension—details would be decided by administration and possibly teachers/parents
Any student under school suspension faces the possibility of receiving a “0” on class work
and/or tests given during the time the student is out of school.
Severe or blatant disrespectful behavior toward any child, teacher, or staff member at St. James
will not be tolerated. This type of behavior is considered grounds for immediate suspension or
expulsion at the discretion of the Head of School and/or Assistant Head of School.
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DRESS CODE
DRESS CODE FOR FACULTY
The guidelines below should be followed to ensure that faculty/staff are professional in
appearance:
Plain tennis shoes (“Keds”) are acceptable at any time.
Athletic shoes may be worn for fieldtrips, if needed.
Denim material is acceptable for shirts and skirts.
When you look in the mirror, be sure your image is appropriate for school…no cleavage
showing, no short skirts or clingy clothes—a professional appearance.
The following clothing items are NOT acceptable:
Jeans
Slogan T shirts – with the exception of special school event T shirts
Shorts above the knee
Rubber Flip-flops
Any clothing allowing your stomach to show
Skirts that are so short you cannot easily bend over without “pulling” on skirt.
If you have any question about whether you can or cannot wear a certain outfit, then you should
not wear it.
DRESS CODE FOR STUDENTS It is all of our responsibility to see that students are in proper uniforms. This begins in the
classroom. Check uniforms as a part of your morning routine.
Field Trips/Parties:
Students will be required to wear regular uniforms or uniform bottoms and spirit tees.
If a grade level and/or class has a special shirt that ALL of the class is wearing, that shirt
can be worn with uniform bottoms.
Procedure for Uniform Infractions
Classroom teacher will be responsible for noticing uniform violations as part of her morning
routine. This could be done while the children watch “Bayou St. James.”
If a student is in violation, the teacher will complete the provided form and send it to the
parents the same day the violation occurs or e-mail the parent.
If a written notice is sent home, the parent must sign it and the child must return it the
next school day. If an e-mail is sent home, the parent should send a confirmation that it
was received (the teacher should request this in the body of the e-mail).
The classroom teacher will follow up the next day to see that the infraction has been
corrected. If it has not, contact the parent for an explanation (ex: hair appointment
might be scheduled for later in the week or can’t go shopping until the weekend).
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DUTIES
PLAYGROUND DUTY
Morning duty starts at 7:50. Be on time
If you are on duty and are running late, call the office to let us know.
You should not sit on the bench all of the time or gather together to talk with co workers for lengthy conversations.
Walk around your area.
During morning playground duty there are assigned duty posts for all playgrounds. Check those posts each nine weeks as they rotate.
You should patrol the area. Be actively involved.
No beverages should be brought out to drink while you are on duty.
CARPOOL
Please send all notes pertaining to car pool changes and/or the Episcopal bus to the office
immediately after the 8:15 bell rings.
Morning carpool:
Duty starts at 7:50 a.m.
If you are on duty, you should come out a minute or two early, not after the bell rings.
You are not allowed to bring any drinks or reading materials with you to morning or afternoon carpool.
If the children are inside because of weather, consult the duty schedule to see if you have duty. The schedule changes when the children are inside.
If you cannot do your duty, it is your responsibility to get someone to cover for you.
Afternoon carpool:
Teachers are required to stay with their class until all remaining students are called. If you occasionally have a need to leave prior to the end of carpool, ask another teacher to watch your class.
Classroom teachers should help monitor who has been called and make sure the student leaves the classroom immediately.
Students in classroom are NOT to be helping the teacher, working on homework, reading, playing games, or talking. Their only job is to listen for and respond to their carpool number.
Afternoon duty teachers should encourage (help) all students to buckle up prior to the car driving away, and if it takes extra time, let them drive to the end of the car pool line and get everyone buckled.
Those on duty should stay until all students are gone. When you are on carpool duty, please remember that you are there for public relations purposes as much as anything.
Do not take drinks or reading materials with you to carpool duty. All of your attention should be on the parents and students.
Prolonged conversations with coworkers, students, or drivers are discouraged. If you cannot do your duty, it is your responsibility to get someone to cover for you
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EMERGENCY DRILLS—PRACTICE AND OTHERWISE
ACCIDENT REPORT
An Accident Report should be completed on any person injured on our school campus by the
teacher who was supervising at the time of the accident. The forms can be found on the school
website or in Joey’s office. Leave the completed form in the Head of School’s brown box within
24 hours of the accident.
EMERGENCY HANDBOOK
You were given a copy of the school’s emergency handbook. It is your responsibility to familiar
with the procedures outlined in that book.
FIRE DRILLS
Fire Drill Routes must be posted in every classroom. Review procedures and fire drill routes
with your class regularly.
When the Fire Alarm Sounds:
Proceed orderly to your designated area outside the building
Children should sit or stand quietly. This is not a social situation. All teachers must have their roll book and school fob with them during fire drills
First teacher to arrive at a locked gate should unlock it with her fob
Take roll to make sure everyone is present when you reach your outside area
Wait with your class until the school bell rings to signal all clear
Take your students back to the classroom
Always have a plan B in mind in case your normal exit is blocked or is unavailable
Scheduled Drills:
Date Type of Drill
August 19 Fire
September 16 Fire
October 7 Lock Down
November 11 Tornado
December 9 Fire
January 13 Fire
February 10 Lock Down
March 10 Tornado
April 15 Fire
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EVENTS
ASSEMBLIES
All teachers (classroom and co curricular) are expected to attend all assemblies unless prior
approval has been given from the Head of School or Assistant Head of School. Do not bring
paperwork to read, papers to grade, or beverages to drink during these assemblies. Your full
attention and possible participation are required.
CARNIVAL WEEK Everyone on staff is required to attend the Carnival each year. The date is given to you in
advance for marking your calendar.
Students may wear their Carnival T-shirts during carnival week with uniform shorts.
FACULTY MEETINGS
All teachers (Teacher of Record or Co curricular) are required to attend faculty meetings. They
are announced in advance in order for you to set that time aside.
Teaching Assistants, as well as Interns, are also welcome to attend.
PARENT GUILD FUNDRAISERS
You are required to attend any fundraiser event sponsored by Parent Guild.
PARTIES
School parties include: Christmas, Easter, and End-of-the Year
Any other social events are not school authorized parties but are, instead, an acknowledgement of the holiday/event in the classroom and should be limited in length, activities, and treats.
Parties at school should be scheduled in the afternoon and in agreement with the school calendar. Please inform co curricular teachers when your students will miss a co curricular class due to a school party.
Christmas Parties are to be held on the last day of school before the Christmas holidays unless permission, otherwise, is given by the Head of School. Students are allowed to exchange gifts.
Students are not to be off campus more than three hours for Easter parties. This includes the drive to/from the location.
End-of-the-Year parties are scheduled during the last days of school. Students may wear uniforms or spirit shirts/uniform shorts to school over swim suits.
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FACILITIES
ALARM
You have been given individual alarm codes. Please do not give your code to anyone.
To turn the alarm off in Atkinson and Werlein Halls:
Enter 7217
Enter your personal 4-digit code
Press ENTER
To turn the alarm on in Atkinson and Werlein Halls:
Press ON
Enter 7217
Enter your personal 4-digit code
Press ENTER
Wait while the alarm does some checking. The alarm will tell you when you only have
120 seconds to leave the building. You must leave then.
Turning off the alarm in one building does not turn it off in every building. You must disarm each
alarm in each building separately.
CLASSROOMS
Doors are not to be locked during the day when you have your class is in the room
Door windows should not be covered blocking the view into the classroom.
The classroom should appear to be orderly and neat. There should not be an accumulation of
soda cans, food, etc. Bookshelves should be in order. Floors should be clear.
If you are drinking a soda during the day when the children are in the classroom, pour it out of
the can into another unmarked, plain cup or container.
Fire Safety Code requires us to:
Remove all flammable (paint) from the school
Store all cleaning supplies up high in locked cabinets or remove from the classroom
Remove all hanging items from light fixtures
Not burn candles in the classroom
GATES
All gates will be locked during school hours. All school personnel must carry a school fob at all
times. Please put your keys on a wrist chain or your lanyard and keep them with you at all
times while at school. Always close and re-lock a gate anytime you enter or exit. Please
remember that teachers must unlock gates during any fire drill or other emergency. Close gates
behind you when going to church.
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GENERAL TOPICS
E-MAIL Check your e-mail daily and check it only when you do not have students.
FIELD TRIPS
Every student must have a “blanket” permission slip on file to go on field trips. In addition, you are required to notify parents in writing of all field trips or anytime you take children off campus.
Copies of driver’s licenses of those driving and copies of Proof of Insurance of drivers must be turned in to the office prior to the field trip.
You are required to send home a reminder to parents driving on your field trip that the driver must check to see that all children are buckled in before driving off.
Attach a copy of your notice to parents of a field trip to your Field Trip form you give to me. The Field Trip Form is to be used to notify all concerned about upcoming field trips. These must be in the office one-week prior to the field trip.
The cafeteria manager must have notice at least two weeks in advance of your trip if you need snacks or bag lunches.
It is your responsibility to notify the co-curricular teachers if you’re missing their classes.
Be a part of the activities.
You should be among the first to arrive at the site. You should also be among the first to arrive back at school.
Always tell your parents what to do with the children if they arrive back at school before you do. Remember that this is a PR experience as much as an academic one. Talk and interact with your parents.
Please remind your parents to check out students who leave school after a field trip.
It is YOUR responsibility to specify with your parents your level of expectations for their participation during a field trip and/or party.
The Episcopal bus is available for your trip. The school is charged for this service. Contact the Head of School if you would like to use this service for your trip.
HEAD LICE / RINGWORM/PINK EYE We have forms in the office to send home if any of your students are experiencing head lice or
ring worm. Notify the school office when head lice or ringworm are found in your classroom.
The office will send home a paper notification and will also send an e-mail to all of the parents in
your class.
When a student who was infested with head lice or ringworm returns to school, a note must be
sent to school from the parent stating that the student has been treated for the problem.
Children with head lice will be checked again to be sure the situation has been treated. In order
to return to class, the child must be nit free.
When a student who is diagnosed with pink eye returns to school, a note must be sent to school
from the doctor stating that the student has been treated and is no longer contagious.
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HOSPITALITY
Hospitality dues of $25.00 are due in September of each year
Flowers are sent to any faculty/staff member who is in the hospital and flowers and/or meals are sent to any faculty member who is ill or injured and is at home
Flowers are sent to anyone in the hospital who lives with a faculty/staff member
Flowers or a memorial donation are sent upon the death of a faculty/staff member’s parent, spouse, parent of spouse, or anyone living at a faculty member’s home
A “Get Well” or “Sympathy” card is sent to substitute teachers or anyone who is at school on a regular basis
Upon the death of a parent of a St. James student, contributions are sent from individual sources
Wedding gifts are sent to children of faculty members
All other circumstances, expression of sympathy, etc., should be handled individually
LEAVING CAMPUS Teachers are not allowed to leave campus during the day without notifying the Head of School
or the Assistant Head of School.
POLITICAL CAMPAIGNS
Campaigning for local state or national elections is not appropriate on campus. Please do not
wear campaign buttons, etc. at school.
PROOFING MATERIALS
As a quality school, it is imperative that we make every effort possible to eliminate mistakes or
spelling errors in each and every note, memo, e-mail, or newsletter we send home. Please
read carefully and have a co-worker proof all of your materials.
SCHOOL BOARD MEETING School Board Meetings are held the fourth Monday of each month at 5:30 in the Vestry room.
SCHOOL DAY Please pick up your class when the bell rings at 8:10 a.m. We should be in class or in church
by 8:15 a.m. The school day ends at 3:05.
SIGN-IN All faculty members are required to be on campus by 7:50 a.m. each morning. If you have duty
you should be here by 7:45. All employees must check in each morning using the computer
located in the office foyer.
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SUCKERS/SWEETS Do NOT give suckers as treats. Hard candies have also caused problems so use caution is
giving those out, too.
There are too many sweets (ex: candy, birthday party cookies/cupcakes, King cake, etc) being
provided to our students during the course of the school day for celebrations and rewards.
Currently, it is possible for a student to receive a sweet treat from every teacher/situation he/she
encounters during the school day, as well as, multiple times during his/her own classroom.
Follow these guidelines:
Work with your room mother to reduce the number of sweet treats at school-sponsored
parties (Christmas, Easter, End-of-the-Year) and to include more healthy options
Celebrate Halloween and/or Valentines in a different way. No sweets. Treats can come
in other forms (be creative) and Valentines could actually be a paper valentine only
event
Limit King Cakes to one a week--ex: on Friday only
Choose sugarless gum to give out, if you give out gum at all
Use non-candy/sweet treats (ex: stickers) for your behavior chart rewards
Send, or have your room mother with your signature, too, send a letter to the class
parents to be creative in sending their child's birthday treat. While we're not eliminating
cookie cakes, cupcakes, even if a few parents were more creative in their non-sweet
approach, it would help.
Included in teacher-made treat bags, in addition to sweets, are non-sweet items, too.
Reduce the size of your treat bag and include only non-sweets/food/candy items.
Take a good, hard look at what you're rewarding in the classroom and with what. A child
does not need a reward for doing what is expected from him/her anyway (ex: school
work, naps, etc). You can control how many rewards you give and what you use.
TARDY STUDENTS
Students are expected to be on time. They should be on campus by 8:10 in order to line up with
their class to start their day at 8:15. Unexcused arrival after 8:15 is considered to be tardy.
Excused tardies include: doctor’s visits documented by the doctor’s office (parents must have
slip in hand), illness of the student verified by a written note signed by the parent, or extenuating
circumstances as approved by the administration.
All students arriving after the 8:15 bell rings must check in on the office foyer school computer.
The computer will be automatically set to notify the office staff when a child checks in with a
third tardy. The administration will review with the school secretary to determine if tardies were
excused (must have documentation) or unexcused.
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TEACHER ABSENTEES
Please notify the Head of School or Assistant Head of School via e-mail prior to taking a
planned personal day (or 1/2 day) of leave or call the office in the morning if something comes
up unexpectedly.
Be sure Joey knows if your absence is personal or professional.
TEACHER RECOMMENDATIONS Please notify the admissions office when you fill out a teacher recommendation form on one of
our students.
TEACHER WORK DAYS
All teachers are to report to school by 7:50 a.m., and remain on campus until after car pool ends
or until the end of any scheduled workshop or program.
TELEPHONE The phone in the office is available for your use. However, please remember that it is the main
school line and we cannot tie it up for a long period! Please limit your calls, and only in an
emergency situation or for a parent phone conference should you stay on the phone over 3-5
minutes.
Cell phones are not to be used in the classroom when you have students or during any
assigned duty except if there is an emergency. In all other cases, use your phone during time
you would normally use a school phone and not during class.
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MONEY
CLASS FEE Class fee is the amount paid by parents of your students to cover classroom parties, field trips,
magazines, etc but NOT class supplies. I will give you the amount your class/grade level has
for the school year in August. You will be given a chart of accounts reflecting the balance for
your class fee each month. You are not to spend exceeding that balance.
Any reimbursement request from a parent for class party expenses should also state the name
of the classroom teacher from whom the funds should be deducted.
Other funds, requested by individual parents or groups of parents that are in addition to end-of-
the-year party expenses, are not a requirement of the school and therefore are optional to
parents.
SUPPLY MONEY
Money issued in May:
Issued in the form of a check
Is based on the estimated number of students with whom you will work for the next
school year
Is to be used for individual student supplies (ex: paper, pencil, crayons, markers, etc)
Keep receipts and submit in bulk on or before date due
Use forms provided for accounting of money
Must be spent during the current school year
Money issued in August:
Is part of the school’s general budget for instruction so you are given a memo with the
amount allotted to you
Can be used for teacher supplies in the classroom
Submit receipts for reimbursement or direct payment to companies
Use the proper forms and follow directions if requesting a reimbursement
Is used to cover any charges you make to School Aids
Must be spent by May 1 of the current school year
Expect a Chart of Accounts each month reflecting your balance as of that date
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OFFICE PROCEDURES
CHECKING OUT STUDENTS Please let the office staff know when parents are coming to pick up an ill student who has called
home from a phone outside the office (students should use a phone in the office unless an
emergency situation.) It puts the office staff in an awkward position when they have no
knowledge of an ill student.
When a note is sent to school indicating that a child will check out at a certain time, please keep
the child in your room and the office will call for the student when the parent arrives. A student
must be checked out in the office before leaving school.
FORMS There are forms such as Purchase Orders, Fax Cover Sheets, Reimbursement forms, etc., kept
in the file box in Joey’s box. Please do not take the last copy. Ask Joey to make more copies.
Forms can also be found on the school website.
CUMULATIVE FOLDERS Cum folders are located in the filing cabinet in Guidance Counselor’s office. The Guidance
Counselor is in charge of cum records. You are to notify her when you need to use/check out
one of the folders.
Always update the file by including important student information supplied by parents/doctors,
etc and return the file to its correct place.
FAX COVER SHEETS
When you send something to the office to be faxed, please fill out the fax cover sheet for
transmittal. Please make your own copies or use those on file in the office. Forms are located
on the school website.
MEDICINE AT SCHOOL Students who take medicine at school must check the medicine in to the school office before
8:10 each morning. It is the responsibility of the classroom teacher to remind students to go
to the office for medicine.
At the beginning of school each year, a list of students with medical considerations such as
current medication and allergies will be given to all involved teachers/staff.
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PROFESSIONALISM—CONDUCT and DEVELOPMENT
CONFIDENTIALITY AND PUBLIC RELATIONS As members of the St. James Episcopal Day School faculty and staff, it is important that we uphold St. James’ excellent reputation in our community at all times. By agreeing to be a member of the faculty and staff, one pledges a loyalty to the policies/procedures and staff/administration of the school.
All faculty and staff members are reminded that “school business” is confidential. Discussions of
students, school personnel or the family of a student outside of school are considered
unprofessional and unethical. Information concerning a student’s academic performance, use
of medicine, or behavior in or out of class should never be discussed with anyone other than the
student’s parents.
FACULTY MEETINGS If needed, faculty meetings are scheduled on a Wednesday. All classroom and co curricular
teachers are required to attend all faculty meetings, and staff is required to attend the first and
last faculty meetings of the year. Your full attention is expected.
Professional Development is encouraged at St. James. Teachers can engage in various forms
of PD including, but not limited to:
Shared articles, professional books/journals
On Campus Learning Lunches
On Campus Consultants targeting a specific area
Grade level meetings
Conference attendance at the national and/or regional level
At the beginning of the school year and/or as conferences are advertised, teachers are
approached about attending if funds are available. Funding is through the general budget,
Parent Guild, Annual Fund, Title II monies, Education Excellence Fund, and the occasional
private donation. After need and cost are determined, teachers are notified about their
attendance.
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TECHNOLOGY
COMPUTERS Software Usage Procedure: Before buying/installing any new software, check with the Tech
team for compatibility. Tech will install your software on your computer.
Software Compliance Policy: Federal copyright law requires St. James to have a license for
each software title used by the school. Most copyright agreements permit individuals to donate
software to educational institutions without registration or further action. In the case of donated
software, however, the license must also be transferred.
Personal software should not be loaded on the school’s computer until the license agreement is
reviewed to confirm that it permits use both at home and at school. Many license agreements
permit this dual use, but it is important that any restrictions on dual use in the license agreement
be reviewed.
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WEATHER DAYS
INCLEMENT WEATHER DAYS On very cold or rainy days students will go the classrooms at 7:50 a.m. There is to be an adult
there to supervise.
When the status of “in” or “out” is in question before school, a note will be written on the dry
erase board in the coke room alerting you if we are inside.
On inclement weather days, teachers must be in the classroom by 7:50 a.m. so students are not
in unattended classrooms. Please have students go to the other class (same grade) if a teacher
is not at school on time.
The duty schedule also changes when we are inside at 7:50. Please check to see if that
change affects you.
SCHOOL CLOSURE/OPENING
Most, if not all, of our school closures due to weather follow the closing of the East Baton Rouge
Parish School and/or Episcopal High School. We will alert you as soon as a decision is made
and will use various forms: broadcast phone call system (provided your phone numbers are
current), texting, website, and sometimes TV.
We will follow the same contact procedure to open school again after a closure. However, we
do not necessarily open when EBR or Episcopal does. This is a school by school decision so
watch for and listen to our opening announcement.
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ATTENDANCE MARKING
Attendance should be sent to the office each morning using the attendance software.
CAFETERIA LUNCH CHOICE
All grade levels will use ACS for lunch choices on a daily basis.
GRADING SYSTEM
There should be a minimum of one grade per week.
Grades will be kept online for grades three through five. Parents will have daily access to these
grades through a password.
Grades K through second will keep a grade book but will print their report cards online.
When giving grades in first and second grades, no letter grades (A, B, C, D, F,) are to be used.
The following scale will be used as a guide to determine S. On all papers and report cards
other factors may also be used to determine grades. Exception: an A+ 100 may be used on
papers only (not Report Cards) when a student scores 100%.
S Satisfactory (A, B) 86 - 100
S- Satisfactory (C) 77 - 85
N Needs Improvement (D) 70 - 76
Students in grades 3, 4, and 5 must receive letter grades (A, B, C, D, F) for the academic
subjects and may receive S or N, for enrichment subjects.
Co-curricular teachers should determine the proper grade (both subject and conduct) for their
classes and give the information to the homeroom teacher on the co-curricular grade sheets.
A fraction (4/5, 9/10) and a corresponding S are to be used on all worksheets and test papers in
grades K-2. No percentile or grades (A, B, D, D, F) are to be used.
All teachers in grades 1-5 must record all grades used to determine report card grades in their
grade.
Zeros are not to be given for work missed because of absences. An “I” for Incomplete can be
used.
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HOMEWORK
No homework is to be scheduled the night of Back to School Night, Parents’ Guild meetings/
functions (ex: Bingo), or school sponsored program/activity that involves your grade level.
When co teaching, be very aware of how much homework each of you is giving. This should
also include testing schedules and project due dates.
LESSON PLANS Daily lesson plans will be submitted by the close of the school day on Friday of the preceding
week for the intended plan. You are encouraged to submit your plan online but can submit a
hard copy. There is a required template.
PROGRESS REPORTS At the end of 4 ½ weeks during each 9-week period, Progress Reports in grades 1-2 are sent
home. The Head of School and her Assistant will review them before they’re sent home.
PUPIL PROGRESSION/RETENTIONS Students must meet the following standards in order to be promoted to the next grade.
Pre-Kindergarten:
Reach the age of four (4) by September 30 of the year admitted to Pre-Kindergarten
Recommendation of the classroom teacher and/or parent request to retain Kindergarten:
Reach the age of five (5) by September 30 of the year admitted to kindergarten.
Recommendation of the classroom teacher. Kindergarten-Fifth Grade:
Students must meet the state minimum attendance requirements. Students who exceed 20 unexcused absences can be retained.
Students must earn a passing grade in reading and math and two other subjects.
Students should have social and emotional maturity for the appropriate grade.
Fifth grade students must be passing all subject areas to be promoted to sixth grade, to participate in the end-of-the-year trip, and to participate in the Church graduation ceremony.
Probational Promotion:
A student who fails any subject may be required to attend a summer remediation program and pass a school placement exam prior to being admitted to the next
grade.
Students who are considered for promotion after failing one or more subjects must have the recommendation of the current and future classroom teacher(s) to be admitted to the next grade. Consideration for Retention:
Social and emotional growth and maturity should be considered as well as academic achievement.
Grades, testing data, and appropriate documentation based on academic achievement must be consistent with a recommendation for retention of a student.
Documentation must include, but is not limited to, work samples, tests, observations, notification to parents of a potential problem, anecdotal records.
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If you are considering recommending that a student repeat a grade, you must talk with the parent as soon as possible and document this conversation.
You should inform the Head of School and Assistant Head of School if you are considering retaining a student if a student is not meeting benchmarks.
REPORT CARDS Report cards should be sent home with parents on the first Conference Day or the next school
day for students whose parents did not come to a conference or on the designated day as listed
on the Master Calendar. No report cards may be given out prior to the designated report card
day. Report cards should be placed in school provided white envelopes to be sent home.
If you are considering recommending that a student repeat a grade, you should talk with the
parents as soon as possible. Also, a final decision should be made by the end of the third 9
weeks.
STANDARDIZED TESTING
Standardized testing is held during the month of either April or May
Specific testing guidelines will be given before testing
No homework should be assigned during testing week. Projects should not be due.
If we have four days of testing, we will not have Church Service on the Monday of testing week. Friday services will be held as usual
You will be notified when test results are in Non-traditional Administration of Tests: For parents requesting special testing procedures for
students, we will follow the guidelines of the Educational Records Bureau (ERB).
“Nonstandard administration may be granted for students who receive test
accommodations under an Individual Education Plan (IEP), or Section 504 Plan or who
otherwise have a documented disability that necessitates reasonable testing
accommodations.”
If students have been given tests in a nonstandard manner (i.e. non-timed tests or readers are
used) all year, this should be an indication that they might qualify for nonstandard testing.
STUDENT CLASSROOM ASSIGNMENTS School policy allows parents to write a note to the Head of School with specific concerns about
their child’s placement for the next school year. While we do not allow parents to request a
certain teacher, it is appropriate that the school be informed of any special needs a student may
require during the placement process.
Please remember that the student assignments you recommend are your recommendations –
not parent requests. Please be very cautious in discussing with parents who you recommend
for their child the next year. If they know whom you recommend and they don’t get that teacher,
it will put us in an uncomfortable situation.
There is no rule stating that a “legacy” must be assigned to that teacher just because an older
sibling was in that teacher’s class. Class placement is for the benefit of the child, not to follow
any legacy pattern.
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CAFETERIA PLAN In an effort to maintain the most cost-effective delivery of employee benefits to the employees of
St. James Episcopal Day School, the Board of Trustees has established a “Cafeteria Benefits
Plan.” This plan enables employees to pay their portion of employer-provided health and other
insurance premiums with tax-free dollars. Employees may elect to have Medical expenses not
covered by insurance deducted from their pay through regular payroll deductions. During the
calendar year (not the school year), the employee can be reimbursed directly from their funds
set aside through the payroll deductions for those qualified health care expenses, and adult and
child day care expenses for eligible dependents. Once an election is made, the funds are
deducted through payroll on a pre-tax basis. Annually, employees must sign up during
November and December for the following year. More information relating to the Cafeteria Plan
Employee’s Handbook and Reimbursement forms may be obtained by visiting the website at
www.omni125.com.
HARASSMENT
Harassment is abusive behavior that harms students and has a negative impact on the school
culture by creating an environment of distrust and intolerance. Because St. James Episcopal
Day School is committed to provide a safe, healthy environment that promotes respect, dignity
and equality for all students, it is the purpose of this policy to create and preserve an
educational environment free from harassment and discrimination.
St. James prohibits all forms of harassment on school grounds and at all school-sponsored
activities.
It shall be a violation of this policy for any employee or school visitor to harass any student or
any person associated with the school based on race, color, religion, sex, or national origin.
St. James will promptly investigate all formal and informal complaints of harassment and will
take prompt action to end the harassment.
HEALTH INSURANCE St. James Episcopal Day School pays one-half of the single premium for any eligible employee*
covered by the group policy Aetna Select EPO Plan is available to St. James Episcopal Day
School teachers and staff. The plan sponsor is the Church Pension Group/Episcopal Church
Medical Trust. The employee has the option to choose an alternative plan, however, if the plan
chosen incurs higher fees then the portion paid by SJEDS will be equivalent to the 50% of the
Aetna Select EPO Plan. This applies to individual or family coverage.
Dental Insurance is available for eligible employees; however, the premium is solely the
responsibility of the employee.
*Eligible employee defined as a salaried employee who works at least 3 full days per week or an
hourly employee who works at least 24 hour/weeks during the school year.
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ST. JAMES EPISCOPAL DAY SCHOOL LEAVE POLICY 1. Each teacher will receive ten (10) sick/personal days a year and which must be taken in ½ or
1 full day increments.
2. Unused sick/personal days may accumulate for up to fifteen (15) emergency days.
3. Accumulated emergency days are based upon the previous three- (3) years
accumulation only. Example:
2009-10 2010-11 2011-12 2012-13 2013-14
Unused sick days 3 2 7 1 2
Emergency days 3 5 12 10
4. The Head of School must approve use of accumulated emergency days.
5. Use of special emergency days beyond the 10 regular sick/personal days and any
accumulated emergency days must be made in writing to the School Board.
6. Teachers using approved accumulated emergency days that meet the established
criteria listed below will not be docked:
-Emergency operations
-Extended personal illness that exceeds 3 days
-Death in the immediate family
-Illness in immediate family when teacher is responsible for care of individual
-Maternity leave (up to six weeks)
7. Teachers using approved accumulated emergency days that do not meet the
established criteria listed in (no. 6) will be docked the cost of a substitute teacher
8. Teachers absent without approved accumulated emergency or special emergency days
will be docked a full day salary.
9. Accumulated emergency days that meet the established criteria for approval may be
used in lieu of regular sick/personal days when a teacher is absent for more than 3
days and with the approval of the Headmaster and the School Board.
10. Requests for use of special emergency days (no. 5) and for use of accumulated
Emergency days in lieu of regular sick/personal days (no. 9) must be made in
writing.
11. If the teacher does not use her allotted 10 sick/personal days and has already accumulated
his/her 15 emergency days, then she loses the unused sick/personal days.
MATERNITY LEAVE Employees on maternity leave are guaranteed 12 weeks of leave without pay and upon
returning to work (within 12 weeks) will be restored to the original on account position.
RETIREMENT BENEFITS St. James Episcopal Day School participates in a Defined Contribution Retirement Plan. An
employee must work a minimum of 720 hours per year in order to be eligible to participate in the
plan. To enroll, employees must complete the Employee Application for Membership and the
Beneficiary Designation Form. The employee may commence salary deferrals immediately
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upon the enrollment date or on the first of the month coincident with or following their
employment date. Retirement contributions cannot be submitted by the School until the
employee is enrolled in the plan. An amount equivalent to 5% of the employee’s salary is
deposited after each payroll period into the account in the employee’s name at Fidelity
Investments. If the employee elects to have a salary deferral, then the employee receives up to
a 4% matching contribution. Salary deferrals and employee contributions are immediately
vested. Church Pension Group is the plan sponsor. Fidelity Investments is the plan trustee. To
learn more, visit www.CPG.org or www.fidelity.com .
SMOKING POLICY FOR ST. JAMES EPISCOPAL DAY SCHOOL
PREFACE
Smoking is an individual decision. The potential health effects of smoking, either first or second
hand, continue to be the source of much debate. The intent of this policy is to neither condemn
nor condone smoking, but simply to prevent the exposure to Day School children and
employees to smoke, and to conform to applicable state and federal laws.
Definitions for the Purpose of the Policy only:
Day School Facilities - Werlein Hall, the classrooms and resource rooms in the Parish
Hall, the hallway connecting the classrooms and resource rooms in the Parish Hall, the library,
the Extended Care room, the cafeteria, the art room and the gym.
Day School Grounds - The large playground, the small playground and its adjacent
covered walkways.
Common Facilities - The court yard and its adjacent covered walkways, the walkways
leading to the Parish Hall, Atkinson Hall, the stairwells adjacent to Atkinson Hall, the parlor and
the Church library.
Day School Employees - the faculty and staff of the Day School, as well as any contract
or service employee working for the Day School.
School Hours - 7:30 a.m. to 5:30 p.m. during school days (instructional or in service) and
during any other Day School activity where children are present.
Designated Smoking Area - One must be at least 25’ away from the Day School
buildings.
SMOKING POLICY
For Day School employees, smoking is prohibited in Day School facilities, on Day School
grounds, and on or within common facilities during school hours with the exception of those
areas designated as a Designated Smoking Area. After 5:30 p.m., provided official school
functions are not underway, smoking by Day School employees is allowed on Day School
grounds but not in Day School buildings.
Anyone smoking in Day School facilities or on Day School grounds during school hours should
be communicated to the Headmaster.
Any Day School employee smoking in a Designated Smoking Area should cease when children
are immediately present. The intent is that children not be exposed to smoke, even if originating
from a designated area.