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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

E-mail

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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INSTRUCTIONAL PROCEDURES

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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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BENEFITS AND CAMPUS/SCHOOL

POLICIES

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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.

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