WMS Handbook - STAFF Addendum€¦ · WMS Handbook - STAFF Addendum Nothing in this Addendum or any...

WMS Handbook - STAFF Addendum Nothing in this Addendum or any oral or written representation by any faculty or staff member shall be construed as a

contract of employment with WMS. The only valid contracts of employment with WMS are designated as such, in writing, and

signed by the Head of School and/or the Board of Trustees. All staff members are required to be familiar with this Staff

Addendum in addition to the Parent Handbook and to act within the spirit and letter of their intent.

TABLE OF CONTENTS 1 Hiring Policies ........................................................................................................................... 3

1.1 Non-Discrimination Policy ................................................................................................................3

1.2 Hiring Criteria .....................................................................................................................................3

1.3 Nepotism Policy ................................................................................................................................3

1.4 Employment of Head of School ......................................................................................................3

1.5 Employment of Faculty & Staff .......................................................................................................3

1.6 Minimum Qualifications for Teaching Faculty .............................................................................4

1.7 Medical Requirements for Employment .......................................................................................4

1.8 Required Documentation ...............................................................................................................4

1.9 Reference Check .............................................................................................................................4

2 Employment/Work Policies ................................................................................................... 5 2.1 Teaching Assignments .....................................................................................................................5

2.2 Reassignment ....................................................................................................................................5

2.3 Contracts ...........................................................................................................................................5

2.4 Pay Schedule ....................................................................................................................................5

2.5 Holidays ..............................................................................................................................................5

2.6 In-Service and Work Days ...............................................................................................................6

2.7 Professional Days ..............................................................................................................................6

2.8 Continuing Education ......................................................................................................................6

2.9 Staff Arrival and Departure .............................................................................................................6

2.10 Staff Parking .....................................................................................................................................7

2.11 Planning Time ..................................................................................................................................7

2.12 Parent Education and School Activities .....................................................................................7

2.13 Texas Department of Family and Protective Services .............................................................7

2.14 Children of Staff Members ............................................................................................................7

2.15 Curriculum ........................................................................................................................................8

3 Employee Benefits .................................................................................................................. 9 3.1 Health Insurance ...............................................................................................................................9

3.2 Optional Dental, Vision, and Other Supplemental Insurance ..................................................9

3.3 Retirement Plan .................................................................................................................................9

3.4 Worker’s Compensation ..................................................................................................................9

3.5 Professional Liability Insurance .......................................................................................................9

3.6 Unused Paid Personal Leave Incentive ........................................................................................9

3.7 Continuing Education ......................................................................................................................9

3.8 Tuition Discounts for Children of Staff Members ..........................................................................9

3.9 Tuition Discounts for Grandchildren of Staff Members ...............................................................10

4 Contracts ................................................................................................................................. 11 4.1 Disclaimer ...........................................................................................................................................11

4.2 Employment At-Will ..........................................................................................................................11

4.3 Substitute Teachers ..........................................................................................................................11

4.4 Faculty Contracts .............................................................................................................................11

4.5 Contract Cancellation ....................................................................................................................11

5 Resignation and Termination ............................................................................................... 12 5.1 Resignation Procedure ....................................................................................................................12

5.2 Layoffs .................................................................................................................................................12

5.3 Termination for Cause ......................................................................................................................12

5.4 Reciprocal Termination ...................................................................................................................12

5.5 References for Future Employment ...............................................................................................12

6 Grievance and Employee Discipline Procedures ............................................................ 13 6.1 Anti-Harassment ................................................................................................................................13

6.2 Grievance Procedure ......................................................................................................................14

6.3 Non-Staff Member Grievance Procedure ...................................................................................15

6.4 Staff Member Discipline ...................................................................................................................15

Waco Montessori School Staff Handbook - August 2016 of 35

7 Employee Absences .............................................................................................................. 16

7.1 Paid Personal Leave ........................................................................................................ 16

7.2 Discretionary Leave ......................................................................................................... 17

7.3 Military Leave .................................................................................................................... 17

7.4 Absence from Duty Procedures ..................................................................................... 18

7.5 Family and Medical Leave (FMLA) ............................................................................... 18

7.6 Medical Emergency of Staff .......................................................................................... 21

8 Professional Conduct ............................................................................................................. 22

8.1 American Montessori Society Code of Ethics ............................................................. 22

8.2 Confidentiality ................................................................................................................... 23

8.3 Parent Concerns .............................................................................................................. 23

8.4 Administration Concerns ................................................................................................ 23

8.5 Staff Concerns .................................................................................................................. 23

8.6 Timely Arrival ...................................................................................................................... 23

8.7 Personal Appearance ..................................................................................................... 23

8.8 Personal Hygiene .............................................................................................................. 24

8.9 Smoking and Tobacco .................................................................................................... 24

8.10 Drugs and Alcohol ......................................................................................................... 24

8.11 Outside Employment ..................................................................................................... 24

8.12 Cell Phone Use ................................................................................................................ 24

8.13 Electronic Media ............................................................................................................. 25

9 Staff Evaluations and Personnel Files .................................................................................. 27

9.1 Staff Evaluation Policy .................................................................................................... 27

9.2 Staff Evaluation Procedure ............................................................................................ 27

9.3 Proposed Schedule for Evaluation Process ................................................................. 27

9.4 Staff Personnel Files .......................................................................................................... 27

10 Facilities and Equipment ....................................................................................................... 29

10.1 Upkeep of Shared Areas .............................................................................................. 29

10.2 Classroom Pets and Plants ........................................................................................... 29

10.3 Office and Teachers’ Work/Breakrooms ................................................................... 29

10.4 Hall Restrooms in the Children’s House ...................................................................... 29

10.5 Copiers ............................................................................................................................. 29

10.6 Laminating Machine and Paper Cutters ................................................................... 29

10.7 Use of Telephone by Staff ............................................................................................. 30

10.8 Use of Telephone by Children ..................................................................................... 30

10.9 Purchase of School Supplies ........................................................................................ 30

10.10 Respect for Other Environments ............................................................................... 30

10.11 Heating and Cooling ................................................................................................... 30

10.12 Bedding .......................................................................................................................... 31

10.13 Laundry .......................................................................................................................... 31

10.14 Sanitation of Dishes ...................................................................................................... 31

10.15 Classroom Materials .................................................................................................... 31

10.16 Cleaning Rooms and Hallways ................................................................................. 32

11 Class Management/Routines ............................................................................................... 33

11.1 Names for Staff Members ............................................................................................. 33

11.2 Morning Greeting ........................................................................................................... 33

11.3 Taking Attendance ........................................................................................................ 33

11.4 Parent Communication ................................................................................................ 33

12 Safety and Health ................................................................................................................... 34

12.1 Unsupervised Children ................................................................................................... 34

12.2 Injury to a Child ............................................................................................................... 34

12.3 Recess/Rules for Playground Safety ........................................................................... 35


1 Hiring Policies

1.1 Non-Discrimination Policy

Waco Montessori School is an equal opportunity employer, complying with all local,

state, and federal laws. WMS does not discriminate against any person in

admission, employment, or otherwise because of race, color, religion, national

origin, gender, or age.

1.2 Hiring Criteria

Waco Montessori School makes employment decisions based on what is in the best

interest of the school. Hiring selections are made based on all relevant factors.

1.3 Nepotism Policy

This policy shall apply to all faculty, staff, and employees who receive remuneration

from Waco Montessori School (“Employee”) and trustees on the Board of Trustees of

Waco Montessori School (“Trustees”).

This policy seeks to address potential conflicts that can arise when related persons

jointly are employed and/or occupy Board of Trustees positions at Waco Montessori

School.

In this policy, “related” is defined as parents, children, siblings, spouses, or any two

persons living in the same household.

No trustee shall be related to another trustee. No employee of WMS shall be related

to a trustee of WMS. Employees may be related to one another but shall have no

authority over or accountability to each other.

If a prospective Employee seeks hire from WMS, and a related person is a trustee,

the Trustee shall tender his/her resignation to the Board of Trustees prior to receiving

the relative’s application. Such resignation may be contingent upon filling the

unexpired term of that trustee.

An exception to this policy may occur if approved by a three-quarters vote of all

trustees. If a related Trustee is involved, such trustee shall have no vote regarding

this exception. This exception is to be used sparingly and in limited circumstances.

1.4 Employment of Head of School

The Head of School is selected and hired by the Board of Trustees.

1.5 Employment of Faculty and Staff

Selection and hiring of individuals for WMS is performed directly by the Head of

School. The Head of School reports to the Board of Trustees with final decisions;

assistance will be provided by the Board of Trustees upon the Head of School’s

request.


1.6 Minimum Qualifications for Teaching Faculty

Lead Teacher’s (hired after 2006) in each classroom shall have a bachelor’s degree.

It is the desire of the school that lead teachers obtain one of the following:

an American Montessori Society (AMS) certificate;

an American Montessori Institute (AMI) certificate; OR

a certificate from a Montessori Accreditation Counsel for Teacher

Education (MACTE) approved training center for the appropriate age

level.

Elementary Teachers should have a bachelor’s degree.

Early Childhood and Toddler Assistants should have a high school diploma or

equivalent and a Child Development Associate (CDA) or be in the process of

obtaining their CDA or enrolled in a program for a higher degree in an educational

field.

1.7 Medical Requirements for Employment

It is strongly recommended that employees receive a flu shot annually and receive

the Hepatitis A and Hepatitis B vaccines. Each employee must meet physical and

emotional requirements as outlined in that person’s job description.

1.8 Required Documentation

Before any applicant may be considered for a position at WMS he/she must provide

the following documentation:

an application detailing past experience including responsibilities and

length of service. Also included should be an explanation for any gaps in

employment.

copies of transcripts and teaching credentials, as applicable.

at least three letters of recommendation or references – one personal

and two professional.

1.9 Reference Check

As part of the hiring process, WMS reserves the right to check all representations

made on the applicant’s resume, the application form, transcripts and other

employment documents. Falsifications of information could result in disqualification

for hire or dismissal.

Employment is contingent on a criminal background check through TDFPS and an

FBI fingerprinting background check.


2 Employment/Work Policies

2.1 Teaching Assignments

The assignment of a teacher is made by the Head of School.

2.2 Reassignment

Reassignment of any faculty member may be made when the Head of School

determines that reassignment is in the best interest of the school.

A staff member who wishes to request a change in assignment for the following

academic year should submit such request in writing to the Head of School by

March 15 of the current school year. If a teacher wishes to request a reassignment

at any other time, he/she should immediately notify the Head of School in writing.

2.3 Contracts

All WMS teachers are contracted on an annual basis. The signed contract is placed

in the personnel file and kept confidential. Each year salary scales and increases

are based on projected income and the financial state of the school at the end of

the year. Salaries are predominately on a scale, which takes into account

academic degrees, certifications, years of experience, job description, etc. It is

important that documentation of additional degrees and certifications in the

teacher’s personnel file are kept current. Undocumented items cannot be

considered.

WMS makes every effort to provide its faculty members with the most competitive

salaries and additional compensation in the form of tangible and intangible

benefits.

2.4 Pay Schedule

Salaries are paid on a semi-monthly basis. Salaried staff will receive checks on the

15th and the last day of the month. Hourly employees are paid according to time

sheets. Hourly employees will receive checks on the 15th and the last day of the

month in accordance with signed time sheets.

2.5 Holidays

The school will be closed for the following holidays:

Labor Day

Thanksgiving and the Friday immediately thereafter

An approximate two-week Winter Break including Christmas and New

Year’s Day

A one week Spring Break

Good Friday

Memorial Day

The Fourth of July

Other holidays may be included in the calendar at the discretion of the Head of

School.


2.6 In-Service and Work Days

Required in-service and work days are determined on a yearly basis and will be

outlined for each employee in the school year schedule. Employees will be

required to attend the entire scheduled time allotted for in-service and work days.

Vacations and personal appointments should not be scheduled for these dates.

2.7 Professional Days

All teachers will be authorized to take up to three school business days for the

purpose of observing in and/or consulting with another Montessori school for

Continuing Education and professional development. This day may also be used to

attend professional workshops. Those enrolled in a Montessori teacher education

program may be given additional professional days to travel to training weekends

as well. The request for a Professional Day must be submitted in writing to the Head

of School at least one week ahead of time for approval. A copy of the Absence

from Duty form can be found in the Appendix of this handbook.

2.8 Continuing Education

Each staff member in Toddler and Early Childhood must obtain at least 24 clock

hours of training each year relevant to the age of the children for whom the

caregiver provides care. The 24 clock hours of annual training are exclusive of

orientation, pre-service training requirements, and CPR and first aid.

Elementary and Specials staff members should obtain at least 15 clock hours of

training each year. The Head of School must obtain a minimum of 30 clock hours

each year.

For the purposes of the Continuing Education requirement the year begins August 1.

Some in-service training provided through the school may count towards the

Continuing Education requirement as determined by the Head of School.

Each person is responsible for planning to attend workshops or classes of interest,

with Head of School approval, and documenting these hours with the school office.

Continuing Education documentation must include the date(s) of training, the

number of hours, a description of the course, and the name of the presenter and

organization.

Each staff member is responsible for keeping CPR and First Aid credentials current.

CPR and First Aid training will be provided by WMS, but may also be attained

elsewhere.

2.9 Staff Arrival and Departure

Staff members are expected to arrive on time and be ready for work. Beginning

and ending times for each job are outlined in the employment contract or letter.

Prompt arrival is necessary for smooth transitions and to ensure safety and well being

of students. Staff is expected to be on campus during contracted times (except

during lunch break) unless prior arrangements have been made. An Absence from

Duty form (see Appendix) must be completed and submitted to the Head of School

to document time spent away from campus during contracted hours. Teachers are

expected to be with their students at all designated times.


2.10 Staff Parking

All employees are expected to park in the parking lot across from the school or next

to the Brophy Building. Handicapped employees may make special arrangements

for parking with the Head of School.

2.11 Planning Time

Early Childhood and Elementary teachers have a brief planning period in the

morning and a longer planning period during the PE/Art/Foreign Language time

and after school. Several days a year are provided for conferences, training and

teacher preparation.

2.12 Parent Education and School Activities

Teachers are expected to attend program level parent meetings during the school

year and to be present and participating at school functions. These meetings and

social activities provide valuable opportunities to build relationships with the families

at WMS.

2.13 Texas Department of Family and Protective Services

WMS’s Toddler, Early Childhood, and After-School Programs are licensed through

the Texas Department of Family and Protective Services (TDFPS). A copy of TDFPS

regulations can be found in each of these classrooms. Teachers should let the

Business Manager know if they are in need of a copy of this book. It is the

responsibility of each teaching team to read and become thoroughly familiar with

the regulations.

For further information or questions you may contact TDFPS by phone at

254.750.9374, by fax at 512.339.5952 or by mail at 801 Austin Avenue, Waco, TX

76701.

2.14 Children of Staff Members

Employees should make appropriate arrangements for the care of their child(ren)

during their scheduled work hours. Employee children may be on campus during

student days if they are enrolled in a Waco Montessori School program.

Early Bird (7:30am – 8:15am) and After-School (dismissal – 5:30pm) care is provided

for enrolled employee children at no charge to the employee. Employee children

participating in these programs should be enrolled and on the class roster.

Employees should communicate directly with program staff regarding their child’s

participation if they will not attend on a regular basis.

Employee children may stay with their parent before and after school provided they

will stay in their parent’s classroom and do not interfere with other programs of the

school. Teacher work/break-rooms and the office area are off limits to children

unless supervised by a staff member. Employee children should not be unsupervised

on the playground, in the hallways, in the gym, or in any other part of the school.

Childcare may be provided for employee children on non-student days. For

example; childcare may be offered on a non-student employee workday for

employee over the age of three. Employees with children under the age of three

would need to make appropriate arrangements for their children that do not meet

the minimum age.


2.15 Curriculum

The Head of School will work with faculty in each program (Toddler, Early Childhood,

and Elementary) to provide the needed information and training so that each

classroom is consistent in practice while allowing for a degree of freedom that

allows each teacher to “follow the child”.

Teachers follow the curriculum flow charts and write weekly lesson plans that reflect

the curriculum outlined in the flow charts. They keep accurate records of each

student’s work and communicate effectively through written progress reports

according to the schedule for each program. Teachers inform parents of each

child’s progress during two required parent conferences each year and as needed.

There are yearly, weekly, and individual student plans, which incorporate into the

curriculum.

Yearly Plans (Scope and Sequence)

The lead teachers in each program will work together to develop an

overall plan of class studies for the year in order to plan activities and

order needed materials in advance. However, this plan may be

modified during the year to adapt to needs of a given class.

Weekly Plans

Teachers are responsible for developing weekly lesson plans, which

include circle activities, large group, small group, and individual lessons.

These plans should reflect the WMS curriculum and the needs of

individual students in the classroom.

Individual Student Plans

Children work on self-chosen tasks. They may choose activities that

interest them as long as they have had a lesson on how to use the

material. The teacher prepares the activities from which the children

choose, thus creating a “prepared environment.” The degree of

guidance offered to the child in his/her choices depends on the

developmental level of the child and the ability of the child to make

appropriate choices. Records are kept by the teacher of the lessons

each child has had and what choice he/she makes. Based on the

child’s age, stage of development, interests and staff observations

future lessons are planned. Lessons are given to individuals, to small

groups, and to the whole group.

Elementary students choose work from their individual work plans and

record their work for their teachers. Teachers guide the students’

choices to provide a balanced and appropriate plan of instruction.


3 Employee Benefits

3.1 Health Insurance

Health insurance is carried by WMS for eligible employees (salaried employees who

work at least 30 hours per week); WMS pays 50% of the employee’s premium and

the employee pays the remainder plus any additional coverage. Full details of the

current health plan are available in the Business Manager’s office. The employee’s

portion of the premium is paid with pre-tax salary.

3.2 Optional Dental, Vision and Other Supplemental Insurance

Salaried staff members who work more than 20 hours per week have the option of

participating in a variety of supplemental insurance plans offered through the

school. Details of such plans are distributed during in-service at the start of school or

obtained from the Business Manager.

3.3 Retirement Plan

A tax-deferred voluntary retirement savings plan (403(b)), is also available through

pre-tax payroll deductions. Contact the Business Manager for more information.

3.4 Worker’s Compensation

The school provides Worker’s Compensation Insurance. Forms are in the Business

Manager’s office. Please report any on the job injuries promptly to the Business

Manager.

3.5 Professional Liability Insurance

Limited professional liability insurance is provided through the school.

3.6 Unused Paid Personal Leave Incentive

At the end of each school year, salaried employees who work 35 or more hours per

week are compensated for unused paid personal leave at the rate of $65.00 per full

day and $45 per day for salaried employees who work 25 to 34 hours per week. This

incentive does not apply to salaried employees who work less than 25 hours per

week or to hourly employees.

The unused paid personal leave incentive will be paid with the June 15 pay check.

3.7 Continuing Education

WMS may provide funding for continuing education including conferences,

workshops, CPR/First Aid certification and Montessori training.

3.8 Tuition Discounts for Children of Staff Members

Tuition discounts will be given to children whose parent, step-parent, or legal

guardian works at WMS. The discount is determined by the Head of School.

Full-time employees (at least 35 hours per week) will receive the following discount:

Child #1 Discount is 10% - 50% (with a maximum discount of 50%)

Child #2+ Year 1 discount is 10% - 30% (with a maximum discount of 30%)

Part-time employees (25 – 34 hours per week)




3.9 Tuition Discounts for Grandchildren of Staff Members

Grandchildren of employees will be eligible for a tuition discount after the employee

has been with WMS for five (5) years. The employee must work a minimum of 30

hours per week. The first grandchild from an employee’s child may receive a 20%

discount. Additional grandchildren from that same child’s family may each receive

a 5% discount. Should the employee leave WMS, the grandchildren will no longer

be eligible for the tuition discount effective with the date of departure.


4 Contracts

4.1 Disclaimer

The only valid contracts of employment with Waco Montessori School are

designated as such, in writing, and signed by the Head of School and/or Board of

Trustees.

4.2 Employment At-Will

Staff members who are not offered a contract are at-will employees.

4.3 Substitute Teachers

Substitute teachers are not contractual employees but are independent

contractors/ employees at-will and are subject to at-will dismissal.

4.4 Faculty Contracts

Annual contract negotiations are not scheduled until after the Board of Trustee

meeting in April. If a staff member is not going to be offered a contract, the staff

member will be notified as soon as possible so that he/she may seek employment

elsewhere.

Contracts include job description, salary, number of days, and daily hours. An

acknowledgement of the handbook and release of liability for future job references

are required as part of the contract process.

Acceptance of a contract by a teacher represents a serious commitment to our

children and to their families. Breaking the signed contract after May 1st for other

than unavoidable reasons (relocation of family, death or serious illness in family,

etc.) is considered to be a breach of professional ethics and responsibilities.

4.5 Contract Cancellation

All contracts are subject to cancellation without cause with thirty (30) days written

notice by either party.


5 Resignation and Termination

5.1 Resignation Procedure

Any employee wishing to resign should submit a written letter of resignation to the

Head of School, giving a minimum of thirty (30) days advance notice and indicating

the date and the reason for the resignation. A letter of resignation will also serve to

terminate the contract between a staff member and Waco Montessori School. All

wage accrual will cease after the thirty (30) day period has ended. If a teacher

resigns before the close of the school year, he/she must furnish the Head of School

with a summary of completed work, pupil progress, and plans for at least 2 weeks

including lesson plans and schedules.

5.2 Layoffs

Layoffs may become necessary due to situations such as, but not limited to, budget

reduction; program changes; decreased student enrollment; financial

emergencies; reorganization and other factors. Waco Montessori School retains the

right to reduce its work force either permanently or temporarily when the situation

demands. The school will reduce its work force by giving thirty (30) day termination

of contract notice to all staff that will be laid off.

5.3 Termination for Cause

A staff member may be discharged in the manner described in the Handbook

section entitled “Contracts”. If a staff member wishes to appeal his/her dismissal,

whether it is with or without cause, he/she should follow the appropriate steps in the

grievance procedure.

If an employee is terminated for cause, the employee contract will be cancelled.

Staff members under contract may also be discharged immediately without notice,

for cause. Cause is defined as acting in a manner which prejudices the reputation

of the school. Examples of such conduct include, but are not limited to: conviction

of a serious crime, conduct which tends to lower the services or morale of the

school, inability to perform duties, willful refusal to take direction, neglect of duty,

excessive absence or tardiness, abuse of a child, willful destruction of property,

misrepresentation on the application or any employment document, failure to

cooperate in any part of an investigation conducted by the Head of School or the

Board of Trustees, and unsatisfactory performance.

5.4 Reciprocal Termination

Waco Montessori School offers some of its staff members a contract, which is

designed and used in conjunction with this Handbook Addendum. All contracts are

subject to cancellation without cause with thirty (30) days written notice by either

party. This includes the employment contract of the Head of School.

5.5 References for Future Employment

Absent express authorization from the staff member, the WMS reference policy is

one of neutral reference. This means the school will only verify employment, title,

and dates of employment. If WMS is given express written authorization from the

staff member, WMS may give further reference information.


6 Grievance and Employee Discipline Procedures

6.1 Anti-Harassment

A fundamental policy of Waco Montessori School is that the workplace is for work.

The goal is to provide a workplace free from tensions involving matters which do not

relate to WMS business. In particular, an atmosphere of tension created by non-

work related conduct, including denigrating ethnic, racial, sexual, or religious

remarks, animosity, unwelcome sexual advances, or requests for sexual favors or

other such conduct, does not belong in the WMS workplace.

Harassment of staff members or of applicants by other staff members is prohibited.

Harassment includes, but is not limited to, the following: verbal harassment

(epithets, derogatory statements, and slurs), physical harassment (assault, physical

interference with normal work or involvement), visual harassment (posters, cartoons,

drawings) or innuendo.

Sexual harassment is a violation of state and federal law. It includes sexual

advances, requests for sexual favors, sexually motivated physical contact, and

other verbal or physical conduct, or visual forms of harassment of a sexual nature

when submission to that conduct is neither explicitly or implicitly made a term or

condition of employment or is used with the purpose or effect of unreasonably

interfering with an individual’s work performance or creating an intimidating, hostile,

or offensive work environment.

A staff member or applicant cannot be forced to submit to such conduct as a basis

for any employment decision, and WMS will do its best to keep itself free of any

conduct that creates an intimidating, hostile, or offensive work environment for staff

members. If any sort of ethnic, racial, religious, or sexual harassment, or similarly

abusive verbal or physical conduct, interferes with any individual’s work

performance or creates an intimidating, hostile, or offensive work environment, the

staff member or applicant should immediately contact the Head of School in

accordance with the Grievance Procedure. If the Head of School is thought to be

involved in the harassment, Steps 1-3 of the grievance procedures may be

bypassed and the harassment problem may be brought directly to the President of

the Board of Trustees in the manner described in Step 4 of the Grievance

Procedure.

WMS understands that these matters can be extremely sensitive, and as far as

possible will keep all staff member complaints, and all communications, such as

interviews and witness statements, in strict confidence. WMS will not tolerate

retaliation against any staff member who complains of any form of harassment or

provides information in connection with any such complaint.

A non-staff member who subjects a staff member to harassment will be informed of

WMS’s policy and appropriate action will be taken.


6.2 Grievance Procedure

Inherent on all working environments is the possibility of conflict, personality clashes,

disagreements with policy and other occasional problems. If possible, the staff

members themselves should work out such disagreements. If this is not an

appropriate or acceptable solution the following steps should be taken:

If, and only if, the complainant’s problem directly involves the Head of School, the

complainant may skip Steps 1-3 and may present his/her grievance in writing

directly to the President of the Board of Trustees.

Step 1:The complainant should schedule a first conference, as soon as

possible, with the Head of School in an attempt to resolve the problem.

If a specific incident has given rise to the problem, this first conference

should be scheduled as close to the date of the event as possible. The

maximum time a staff member should take to report the event and

schedule this first conference is five (5) working days.

Step 2: If this first conference with the Head of School fails to resolve the

problem, an official complaint should be submitted to the Head of

School, in writing, on the form provided in this Handbook, within five (5)

working days following the first conference. The grievance form

requires the complainant to describe in detail the problem and steps

that have been taken to resolve it.

Step 3: The Head of School shall begin an investigation into the problem. All

staff members are mandated to fully assist the Head of School in his/her

investigation. Failure to fully assist in the investigation shall be

considered cause for immediate termination of a staff member’s

contract. The Head of School shall have seven (7) working days to

complete his/her investigation. Upon completion of the investigation,

the Head of School shall meet with the complainant and inform

him/her of the results and what remedy the Head of School determines

is appropriate. This meeting is the second conference. If the situation

warrants, the Head of School may choose to bring the problem to the

attention of the Board President at this time. If the complainant is not

satisfied with the Head of School’s investigation or suggested remedy,

the complainant may appeal to the Board President by submitting a

written complaint, on the form provided in this Handbook, within ten

(10) working days following the second conference.

Step 4: If a grievance is brought to the Board President, a Grievance

Committee appointed by the Board President shall conduct an

investigation into the complaint and shall respond to the grievance

within thirty (30) working days. Any decision by the Grievance

Committee shall be final and binding.

Step 5: If the complainant is not satisfied with the Grievance Committee’s

resolution of the grievance, the complainant may wish to contact an

outside agency. If the complainant chooses to contact any outside

agency or counsel prior to the resolution of any internal Grievance

Procedure, the school reserves the right to terminate such internal


Grievance Procedure. If a contractual staff member chooses to file suit

against WMS, the binding arbitration clause in the staff member’s

contract will immediately go into effect.

In order to preserve the integrity of this internal procedure all steps in the grievance

process must be followed exactly. No staff member is to take any matter to a

member of the Board of Trustees, to the spouse of a member of the Board of

Trustees, or to other staff members who are not directly involved in the problem that

is the subject of the grievance without first taking the appropriate steps laid out in

the Grievance Procedure. Such conduct is highly inappropriate and may lead to

termination of the staff member for cause.

6.3 Non-Staff Member Grievance Procedure

Although non-staff members are not required to follow the Grievance Procedure, if

any staff member or member of the Board of Trustees is contacted by a non-staff

member regarding a grievance, the staff member or Board member shall provide

such non-staff member with the Grievance Procedure and shall direct such non-

staff member to the initial step which may be taken in an attempt to resolve such

matter. Any staff member or Board member contacted regarding such matter shall

keep any and all information confidential and shall disclose such information only in

response to an investigation conducted by the Head of School, the Board of

Trustees, or a Grievance Committee appointed by the President of the Board of

Trustees, or in response to a proper request made during legal proceedings

regarding such matter.

6.4 Staff Member Discipline

In most cases of complaint or misconduct, termination is not necessary. WMS strives

to deal with staff member problems before they reach the harsh result of

termination. Thus a staff member discipline procedure is necessary and will be used

as a first step in resolving problems whenever this level of remedy is appropriate.

However, as stated in the Contracts section of this Handbook, WMS reserves and

maintains the right to skip any of the following steps and to immediately terminate

any staff member for cause. The staff member discipline procedure works as

follows: Step 1: If a staff member displays a problem that affects proper performance of his/her

job, he/she will be advised of the deficiency and a meeting with the Head of

School will be scheduled. A copy of any written notice will be placed in the staff

member’s personnel file.

Step 2: After this meeting the staff member will be given the opportunity to correct the

problem. Suggestions for improvement should be made in writing; a copy of these

suggestions should be included in the staff member’s personnel file.

Step 3: A follow-up meeting should be scheduled within a reasonable amount of time

with the staff member and the Head of School to discuss if satisfactory

improvement has taken place. The results of this meeting should be documented

and a copy should be placed in the staff member’s personnel file.

Step 4: If satisfactory improvement has not taken place, the staff member’s contract may

be terminated for cause.


7 Employee Absences

7.1 Paid Personal Leave

Each salaried employee (contracted to work five days per week) is allowed up to

ten (10) days paid personal leave per year as needed for illness or personal leave.

A “day” will be the equivalent of the employee’s contracted daily hours. For

example; if the employee is contracted to work 7.75 hours per day, their paid

personal leave day will equal 7.75 hours.

Salaried employees who work less than five days per week will earn paid

personal leave days based on the percentage of the week worked. For

example, a salaried employee who is contracted to work three (3) days per

week works 60% so they may earn up to 60% or six (6) days of paid personal

leave per school year.

The paid personal leave days will accrue at 1 ½ days per month from August

through January, and 1 day in February. Accrued days will be credited to the

employee at the close of the last business day of the month.

Each salaried employee that has been employed for at least 90 days of the

previous school year will be allowed access to the paid personal leave as of

the first day of work as specified in the employee’s contract. Should the

salaried employee use their paid personal leave and then terminate

employment prior to the actual accrual of the paid leave, their pay will be

deducted for the amount of time absent from duty at their contracted rate of

pay.

Salaried employees who are new to WMS will have access to their paid

personal leave days as it is accrued. Should a salaried employee need to

take personal leave after they have utilized earned paid personal leave, their

pay will be deducted for the amount of time absent from duty at their

contracted rate of pay. The deduction will occur with the June 15 paycheck

or final paycheck if the employee work relationship is terminated prior to the

end of the employee’s contract.

Paid personal leave days expire at the end of the contract period and may

not be carried over to the summer or the next school year.

A salaried employee will use earned paid personal leave days in conjunction

with an unpaid medical leave under FMLA.


7.2 Discretionary Leave

Discretionary Paid Leave may be granted to a salaried employee as follows:

Death in the immediate family: up to five (5) consecutive days, or within a 10-day

period. Immediate family is defined as the employee’s spouse, parent, step-parent,

spouse’s parent, sibling, siblings-in-law, children, step-children, grandparent,

spouse’s grandparent, child’s spouse, or grandchild.

Jury Duty: Salaried employees will receive leave with pay and without loss of earned

paid leave for jury duty. Employees must present documentation of the service and

will be allowed to retain any compensation they receive for this service.

Other court appearances: Salaried employees will be paid while on leave to

comply with a valid subpoena to appear in a civil, criminal, legislative or

administrative proceeding, and will not be required to use paid leave. Employees

may be required to submit documentation of their need for leave for court

appearances.

7.3 Military Leave

Paid leave for military service: Any salaried employee who is a member of the Texas

National Guard, reserves component of the United States Armed Forces, or a

member of a state or federally authorized Urban Search and Rescue Team is

entitled to be paid for authorized training or duty orders. Paid military leave is

limited to 15 days each fiscal year. In addition, a salaried employee is entitled to

use available paid personal leave during a time of active military service.

Re-employment after military leave: employees who leave WMS to enter the United

States Armed Forces or who are ordered to active duty as a member of the military

force of any state (e.g. National or State Guard) may return to employment if they

are honorably discharged. Employees who wish to return to WMS will be

reemployed provided they can be qualified to perform the required duties. To be

eligible for reemployment, employees must provide notice of their obligation or

intent to perform military service, provide evidence of honorable discharge or

release, and submit an application for employment within the period of time

specified by law. In most cases, the length of federal military service cannot

exceed five years.

Continuation of health insurance: Employees who perform service in the armed

forces may elect to continue their health plan coverage at their own cost for a

period not to exceed 24 months. Employees should contact the Business Manager

for details on eligibility, requirements and limitations.

Employers are required to provide employees with notice of rights, benefits, and

obligations under the Uniformed Services Employment and Reemployment Rights

(USERRA). The notice “Your Rights under USERRA” is provided by posting on the

bulletin board in the main office area breakroom.


7.4 Absence from Duty Procedures

Each employee is required to notify the school office as soon as possible, but in any

event is required to notify the school of his/her impending absence by 7:30am of

the day to be missed.

The procedure for absences is outlined below:

1. The employee should inform his/her co-workers of his/her impending

absence.

2. Personal leave days, absences for medical appointments, any other

absences which can be anticipated in advance, must be approved by

the Head of School in writing. The name of the substitute must be included

on the Absence from Duty form.

3. Each employee is expected to secure his/her substitute teacher when an

absence is anticipated in advance. The substitute is to be selected from

an approved list. If a substitute cannot be found and the teacher is ill, the

Receptionist and/or Head of School will assist in securing a substitute.

4. An employee who is ill should notify the Receptionist by 3:00p.m.

concerning whether he/she will be able to return to work the next day.

Otherwise it will be assumed that the employee will be returning to work

the following day.

5. The employee should complete an Absence from Duty form the day he or

she returns to duty.

7.5 Family and Medical Leave (FMLA)

The following text is from the federal notice, Employee Rights and Responsibilities

under the Family and Medical Leave Act. Specific information that Waco

Montessori School has adopted to implement the FMLA follows this general notice.

Basic Leave Entitlement: The FMLA requires covered employers to provide up to 12

weeks of unpaid, job-protected leave to eligible employees for the following

reasons:

For incapacity due to pregnancy, prenatal medical care or child birth;

To care for the employee’s child after birth, or placement for adoption or

foster care;

To care for the employee’s spouse, son or daughter, or parent, who has a

serious health condition; or

For a serious health condition that makes the employee unable to perform

the employee’s job.

Military Family Leave Entitlements: An eligible employee whose spouse, son,

daughter, or parent is on covered active duty or called to cover active status may

use his or her 12-week leave entitlement to address certain qualifying exigencies.

Qualifying exigencies include attending certain military events, arranging for

alternative childcare, addressing certain financial and legal arrangements,

attending certain counseling sessions, and attending post-deployment reintegration

briefings.


The FMLA also provides a special leave entitlement that permits eligible employees

to take up to 26 weeks of leave to care for a covered service member during a

single 12-month period. A covered service member is (1) a current member of the

Armed Forces, including a member of the National Guard or reserves, who is

undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient

status, or is otherwise on the temporary disability retired list, for a serious injury or

illness*; (2) a veteran who was discharged or released under conditions other than

dishonorable at any time during the five-year period prior to the first date the

eligible employee takes FMLA leave to care for a covered veteran and who is

undergoing medical treatment, recuperation, or therapy for a serious injury or

illness.*

* The FMLA definitions of “serious injury or illness” for current service members

and veterans are distinct from the FMLA definition of “serious health

condition”.

Benefits and Protections: During FMLA, the employer must maintain the employee’s

health coverage under any “group health plan” on the same terms as if the

employee had continued to work. Upon return from FMLA leave, most employees

must be restored to their original or equivalent positions with equivalent pay,

benefits and other employment terms.

Use of FMLA leave cannot result in the loss of any employment benefit that accrued

prior to the start of an employee’s leave.

Eligibility Requirements: Employees are eligible if they have worked for a covered

employer for at least one year, for 1,250 hours over the previous 12 months*, and if

at least 50 employees are employed by the employer within 75 miles. (Public or

private elementary or secondary schools are covered employers regardless of the

number of employees it employs.)

Eligible employees can take up to 12 weeks of unpaid leave in the 12-month period

from August 1 through July 31.

*Special hours of service eligibility requirements apply to airline flight crew

employees.

Definition of Serious Health Condition: A serious health condition is an illness, injury,

impairment, or physical or mental condition that involves either an overnight stay in

a medical care facility, or continuing treatment by a heath care provider for a

condition that either prevents the employee from performing the functions of the

employee’s job, or prevents the qualified family member from participating in

school or other daily activities.

Subject to certain conditions, the continuing treatment requirement may be met by

a period of incapacity of more than three (3) consecutive calendar days combined

with at least two (2) visits to a health care provider or one (1) visit and a regimen of

continuing treatment, or incapacity due to pregnancy, or incapacity due to a


chronic condition. Other conditions may meet the definition of continuing

treatment.

Use of Leave: An employee does not need to use the leave entitlement in one

block. Leave can be taken intermittently or on a reduced leave schedule when

medically necessary. Employees must make reasonable efforts to schedule leave

for planned medical treatment so as not to unduly disrupt the employer’s

operations. Leave due to qualifying exigencies may also be taken on an

intermittent basis.

Substitution of Paid Leave for Unpaid Leave: Employees may choose or employers

may require use of accrued paid leave while taking FMLA leave. In order to use

paid leave for FMLA leave, employees must comply with the employer’s normal

paid leave policies. WMS requires paid leave be used concurrently with FMLA.

Employee Responsibilities: Employees must provide thirty (30) days advance notice

of the need to take FML leave when the need is foreseeable. When thirty (30) days

notice is not possible, the employee must provide notice as soon as practicable

and generally must comply with an employer’s normal call-in procedures.

Employees must provide sufficient information for the employer to determine if the

leave may qualify for FMLA protection and the anticipated timing and duration of

the leave. Sufficient information may include that the employee is unable to

perform job functions, the family member is unable to perform daily activities, the

need for hospitalization or continuing treatment by a health care provider, or

circumstances supporting the need for military family leave. Employees also must

inform the employer if the requested leave is for a reason for which FMLA leave was

previously taken or certified. Employees also may be required to provide a

certification and periodic recertification supporting the need for leave.

Employer Responsibilities: Covered employers must inform employees requesting

leave whether they are eligible under FMLA. If they are eligible, the notice must

specify additional information required as well as the employee’s rights and

responsibilities. If they are not eligible, the employer must provide a reason for the

ineligibility.

Covered employers must inform employees if leave will be designated as FMLA and

the amount of leave counted against the employee’s leave entitlement. If the

employer determines that the leave is not FMLA, the employer must notify the

employee.

Unlawful Acts by Employers: The FMLA makes it unlawful for any employer to:

Interfere with, restrain, or deny the exercise of any right protected under the

FMLA;

Discharge or discriminate against any person for opposing any practice

made unlawful by the FMLA or for involvement in any proceeding under or

relating to the FMLA.


Enforcement: An employee may file a complaint with the US Department of Labor

or may bring a private lawsuit against the employer. The FMLA does not affect any

Federal or State law prohibiting discrimination, or supersede any state or local law or

collective bargaining agreement which provides greater family or medical leave

rights.

WMS FMLA Family and Medical Leave Provisions: Eligible employees may take up to

12 weeks of unpaid leave in the 12-month period from August 1 through July 31.

Use of Paid Leave: FMLA runs concurrently with accrued personal leave and

absences due to a work-related illness or injury. WMS administration will designate

the leave as FMLA if applicable, and notify the employee that any available paid

leave will run concurrently.

Intermittent Leave: When medically necessary or in the case of a qualifying

exigency, an employee may take leave intermittently or on a reduced schedule.

WMS shall permit the use of intermittent or reduced-schedule leave for the care of a

newborn child or for adoption or placement of a child with the employee.

WMS FMLA Contact: Employees that require FMLA leave or have questions should

contact the Head of School for details on eligibility, requirements, and limitations.

FMLA section 109 (29U>S>C §2619) required FMLA covered employers to post the text of this notice.

Regulations 29 C.F.R. §85.300 (a) may require additional disclosures.

For additional information:

1-866-4US-WAGE (1-866-487-9243) TTY: 1-877-889-5627

www.wagehour.dol.gov

7.6 Medical Emergency of Staff

If a staff member becomes ill or is injured on the job, appropriate first aid will be

given. If the illness or injury is serious, his/her emergency contact person will be

called. Additionally, emergency transportation to a medical facility may be

arranged.


8 Professional Conduct

8.1 American Montessori Society Code of Ethics

Principle I – Commitment to the Student

In fulfillment of the obligation to the children, the educator:

1. shall encourage independent action in the pursuit of learning.

2. shall protect the opportunity to provide for participation in educational

programs without regard to race, sex, color, creed or national origin.

3. shall protect the health and safety of students.

4. shall honor professional commitments, maintain obligations and contracts while

never soliciting nor involving students or their parents in schemes for

commercial gain.

5. shall keep in confidence information that has been secured in the course of

professional service, unless disclosure serves professional purposes or is required

by law.

Principle II – Commitment to the Public

The Montessori educator shares in the responsibility for the development of policy

relating to the extension of educational opportunity for all and for interpreting

educational programs and policies to the public.

In fulfilling these goals, the educator:

1. shall support his/her professional society and not misrepresent its policies in

public discussion. Whenever speaking or writing about policies, the educator

should take the precaution to distinguish his/her private views from the official

position of the Society.

2. shall not interfere with nor exploit the rights and responsibilities of colleagues

within the teaching profession.

Principle III – Commitment to the Profession

The Montessori educator makes efforts to raise professional standards and

conditions to attract persons worthy of trust to careers in Montessori education.

In fulfilling these goals, the educator:

1. shall extend just and equitable treatment to all members of the Montessori

education profession.

2. shall represent his/her own professional qualification with clarity and true intent.

3. shall apply for, accept, offer, recommend, and assign professional positions

and responsibilities on the basis of professional preparation and legal

qualifications.

4. shall use honest and effective methods of administering his/her duties, use of

time and conducting business.

It is expected that interpersonal relationships begin and stay on professional footing.

If one word could define the relationship staff members are to have with children,

parents, and co-workers, it would be respect.


8.2 Confidentiality

A staff member of WMS may learn confidential school information or confidential

student information during the course of his/her employment. During and after

employment with WMS, confidential school or student information may not be

shared with any non-staff members and may only be shared with staff members on

a need-to-know basis. If a staff member violates this policy, disciplinary action will

be taken, up to and including immediate termination for cause.

8.3 Parent Concerns

When a parent comes to a WMS staff member with a concern, the staff member

should consider first whether it concerns his/her area of responsibility or whether it

should be handled by the Head of School.

8.4 Administration Concerns

If a staff member has concerns about administrative matters, he/she is expected to

share them with the Head of School. If the staff member is not able to discuss the

concern with the Head of School, they should contact the Board of Trustees

President.

8.5 Staff Concerns

Staff members are expected to show respect for one another by calmly taking

work-related problems directly to the staff member concerned. If this does not

solve the problem, then the staff member should refer the matter to the Head of

School. Complaint to any other staff member, Board member, or parent violates

WMS policy.

WMS staff members are expected to take responsibility to keep comments about

others positive and focus on their strong points rather than their weaknesses. Gossip

and negative comments about other staff members should be avoided.

WMS staff members should work to develop a giving and forgiving attitude.

8.6 Timely Arrival

All preparation for the class day should be complete prior to the children’s arrival.

Teachers should be prepared to greet children upon their arrival.

8.7 Personal Appearance

Staff members represent the school at all times and come in contact with many

parents, students and prospective applicants. Therefore, it is important that staff

members practice the best possible grooming.

Since staff members are in constant contact with children and are on the

playground during the day, dress should allow for free movement. Staff members

must exercise good judgment in selecting clothing, which presents a professional

image while allowing maximum flexibility. Examples of inappropriate dress would be

tight pants and jeans, low neckline, and tops showing the midriff or t-shirts with

questionable printing. Undergarments should not be visible. Shorts should be no

shorter than two inches above the knee. Tattoos should be as minimally visible as

possible.


If a concern arises involving the manner of dress, the Head of School will consult

with the staff member and take necessary action.

8.8 Personal Hygiene

Length and color of nails, length and style of hair, jewelry, and designs on clothing

should not distract the child’s attention for lessons being presented and should be a

model for lessons given in personal care.

8.9 Smoking and Tobacco

Staff members are expected to model healthy habits for children. Therefore,

smoking is not permitted on school property (including the school parking lot) or in

front of WMS children. Smoking by staff members is prohibited at any school-related

function. Violation of this policy will invoke disciplinary measures and may result in

termination of contract for cause.

8.10 Drugs and Alcohol

Staff members may not serve or consume alcohol at any school-related function

(on campus or off campus) where children are present. An employee’s violation of

this policy may result in termination of employment. Any staff member who is found

to be in possession of alcoholic beverages on school premises or who reports to

work under the influence of alcohol may be subject to immediate termination for

cause.

The illegal use, sale or possession of drugs is a violation of school policy, therefore,

the Head of School shall immediately discharge, with cause, anyone who uses,

possesses, or sells drugs illegally. Waco Montessori School reserves the right to require

drug or alcohol testing of any staff member at any time for any reason. Refusal to

take such a test upon request may result in termination of contract for cause.

8.11 Outside Employment

Employment outside of school is permissible provided the effectiveness of classroom

instruction is not impaired, and so long as the employment does not detract from

the dignity of Waco Montessori School. The Head of School must be informed in

advance by written notice of any outside employment.

Waco Montessori School employees may not be employed by a competitor as this

will cause a conflict of interest in employment with WMS.

The Head of School reserves the authority to determine, case by case, whether any

WMS employee is in violation of this provision. Any WMS employee who is

determined to be in violation of this policy will be given written notice of the findings

of the Head of School. Failure to comply with this provision may be considered

reason for termination for cause.

8.12 Cell Phone Use

Employees should be present for the children in their care. Cell phone use should

be limited to times when the employee is not responsible for supervising children.

Texts and messages should be responded to during breaks and lunch. Texting or

messaging while supervising children may result in disciplinary action.


8.13 Electronic Media

Electronic media includes all forms of social media, such as text messaging, instant

messaging, electronic mail (e-mail), web logs (blogs), electronic forums (chat

rooms), video-sharing websites, editorial comments posted on the Internet, and

social network sites. Electronic media also includes all forms of telecommunication,

such as landlines, cell phones, and web-based applications.

As an organization with a commitment to quality education and the safety of our

students as well as the preservation of our outstanding reputation as a school, the

standards for appropriate online communication are necessarily high. While we

respect the right of employees to utilize the variety of electronic media options

available, must insist that the following standards be met by our employees at all

times.

8.13.1 Electronic Media – Use with Students

Employees are prohibited from using electronic media to communicate directly

with students who are currently enrolled at Waco Montessori School.

8.13.2 Electronic Media – Use with Parents

Employees may text, phone, or e-mail parents with regards to school business.

School business should not be communicated through social media outlets. For

example: the employee may send the parent a picture of their child by text or e-

mail, but not through a social media site.

Contacting parents through electronic media should be limited to times when the

employee is not responsible for supervising children. Texts and messages should be

responded to during breaks and lunch. Texting or messaging while supervising

children may result in disciplinary action including termination of employment.

8.13.3 Electronic Media – Personal Use

WMS respects the right of employees to use social media and networking sites, as

well as personal websites and blogs, but it is important that employee’s personal use

of these sites does not damage the School’s reputation, its employees, or its

students and their families. Employees should exercise care in setting appropriate

boundaries between their personal and online behavior, understanding that what is

private in the digital world often has the possibility of becoming public, even without

their knowledge or consent. WMS strongly encourages all employees to carefully

review the privacy settings on any social media and networking sites they use and

exercise care and good judgement when posting content and information on such

sites.

Employees should adhere to the following guidelines with regards to personal use of

electronic media:

● An employee should not make statements that would violate the school’s

policies, including policies concerning discrimination or harassment.

● The employee must uphold the school’s value of respect for the individual and

avoid making defamatory statements about the school, its employees, its

students, or their families.

● An employee may not disclose any confidential information of the school or

confidential information obtained during the course of his/her employment, about


any individuals, including students and/or their families.

● Employees should not post pictures/videos of students to social media sites.

If the school believes than an employee’s activity on a social networking site, blog,

or personal website may violate the school’s policies, the school may request that

the employee cease such activity. Depending on the severity of the incident, the

employee may be subject to disciplinary action including termination of

employment.


9 Staff Evaluations and Personnel Files ______

9.1 Staff Evaluation Policy

A minimum of one formal written evaluation and one self-evaluation per year will be

completed and placed in each staff member’s personnel file. These evaluations will

remain confidential.

9.2 Staff Evaluation Procedure

The staff member will complete a self-evaluation with the aid of the Head of School

and develop goals to be reached within a specified time frame. The Head of

School will concur on priorities of the goals identified and behaviors to be worked

on; a method of record keeping will be devised; further observations will monitor

progress. A final assessment will be made at a specified time to determine what

needs to comprise the next goal-setting sequence. Goal setting is effective in the

evaluation process.

9.3 Proposed Schedule for Evaluation Process

September Goal-setting Conference

Oct. – Feb. Observations by Head of School, designee, or consultant

February Self-evaluation

March Final Evaluation Conference

9.4 Staff Personnel Files

A personnel file is kept for each staff member to document his/her work history with

Waco Montessori School. Any and all written documents concerning the staff

member are kept in the file including, but not limited to, evaluations, letters of

commendation or other indications of excellent performance, documentation of

grievances and resolutions, any documentation of disciplinary procedures and

resolutions, tax information, personal information such as home address and

telephone number, and emergency contact.

The school will provide each staff member with access to his/her personnel file. The

staff member may view the file in the presence of the Head of School or Business

Manager. If the staff member finds mistakes or disagrees with information

contained in the file he/she may complain through the formal grievance

procedure. The staff member also has the right to take notes about his/her file, or

request single copies of any page in his/her file. Under no circumstances may a

staff member remove or destroy any part of his/her file. If a staff member does

destroy part of the file he/she may be immediately terminated for cause.

Personnel files are considered strictly confidential. Therefore only the staff member,

the Head of School, the Business Manager, members of the Executive Committee of

the Board of Trustees and members of the Grievance Committee appointed by the

Board President may have access to the file. Any of the authorized persons above

may only have access to the file if they have a legitimate reason for doing so such

as but not limited to documentation of training, verification of dates of

employment, and investigation of personnel matters. Any authorized person who

accesses such a file for any reason must have a witness and is mandated to keep

the information contained within the file strictly confidential. Failure to do so may


result in immediate termination for cause. Any unauthorized person who accesses a

personnel file may be subject to immediate termination for cause.

Waco Montessori School shall refuse to release any staff member information

contained in the personnel file without express written authorization from the staff

member. Exceptions to this may include verification of employment, dates of

employment, and special legal requirements such as but not limited to

investigations, subpoenas, and judicial orders.

Each staff member is responsible for updating personal information with the Head of

School, in writing, when there has been a change. Waco Montessori School may

request other personal information if it is deemed pertinent to the staff member’s

job. Tax information must be kept current. W-4 forms are available from the Business

Manager throughout the year.


10 Facilities and Equipment

10.1 Upkeep of Shared Areas

Everyone is responsible for the upkeep of the shared areas of the school. Each staff

member is expected to leave shared areas prepared for the next person or group

to use. These include the break rooms, the parts of the office used by all staff, the

kitchen, the playground, the storage room, and the gym. While a schedule for

cleanup of these areas will be posted in the teachers’ lounge, each staff member is

expected to clean up after him/herself.

10.2 Classroom Pets and Plants

Classroom pets and plants are an important part of each environment. They add to

the beauty and warmth of the classroom. Care of pets and plants should be

included in the children’s responsibilities.

No turtles or other reptiles may be introduced to the classroom environment.

All plants must be determined to be non-toxic if they are in the classroom.

A vet must inspect all animals in accordance with TDFPS regulations. The Business

Manager maintains a complete record of all animals in the building. Therefore,

teachers must see the Business Manager before bringing pets into the classroom.

It is the responsibility of the teaching team to provide for pets and plants during

holidays and summer vacation.

10.3 Office and Teachers’ Work/Breakrooms

The office and teachers’ work/breakrooms are off limits to children unless they are

under direct supervision of a staff member.

10.4 Hall Restrooms in the Children’s House

Hall restrooms in the Children’s House are for adults only unless an adult

accompanies a child. Classroom bathrooms are provided in the Children’s House

for use by children during the day.

10.5 Copiers

The copy machines may be operated only by staff and adults authorized by school

administrators. Children may not use the copy machines.

Teachers must enter their classroom code for all copies made for WMS use.

Teachers are also responsible for respecting the copyright laws in regard to use of

the copy machine. Teaching materials from the Houston Montessori Center and

other publishers may not be duplicated without the knowledge and written consent

of the Head of School and the publisher.

Copies made for anything other than the express use of WMS are subject to a

posted per page fee. These fees should be paid to the Business Manager.

10.6 Laminating Machine and Paper Cutters

A laminating machine and paper cutters are provided in the teacher’s lounge for

staff use only. Children may not use these pieces of equipment. Personal items may

be laminated for a fee.


10.7 Use of Telephone by Staff

Telephones are in the building to facilitate communication between classrooms

and to keep in touch with parents. Written telephone messages will be left in the

appropriate box in the teachers’ lounge. Teachers should check their boxes at least

twice daily. Voice mail is also available for each classroom. During instructional

periods, calls will be sent to voicemail and the teacher should plan to check

voicemail at least once each day.

Calls should be limited to important business only. Brief personal calls may be made

at lunch or during planning periods from the phones in the classroom or from the

phone in the teachers’ work/breakrooms.

10.8 Use of Telephone by Children

Children are not allowed to leave the classroom to receive or make telephone calls

except in an emergency situation. Telephone messages for children will be left in

the lead teacher’s box in the teachers’ lounge or sent to the classroom voice mail.

It is the lead teacher’s responsibility to make sure the child is given the message.

Emergency messages may be relayed by the receptionist to the classroom by way

of the phone.

10.9 Purchase of School Supplies

Shopping is done on a monthly basis by the Business Manager. Staff members

should submit a list of needed items to the Business Manager by Thursday the week

before the first week of each month. Food for snacks and a limited number of

classroom supplies are purchased with funds from the general supply budget. Items

not on this list will be charged to each classroom’s budget. If a teacher needs an

item immediately, he/she should get approval from the Head of School or Business

Manager, make the purchase, and submit the receipt for reimbursement.

Purchases made without prior approval may not be reimbursed. Sales tax will not be

reimbursed. The teacher may get a tax exempt form from the Business Manger

before making the purchase.

Teachers should not use classroom supply allotment to buy major items for their

classroom. These funds should be used each month on consumable items and

materials for making educational materials. We have a general supply account for

purchasing Montessori materials for the classroom. Responsibility for determining

how funds are used rests with the lead teacher. Each team should carefully

coordinate the use of monthly supply money so they do not, as a team, exceed

their budget. All purchases must be approved by the Head of School.

10.10 Respect for Other Environments

Teachers may not borrow any items from another classroom without the lead

teacher’s knowledge and consent.

10.11 Heating and Cooling

The AC Unit should be kept at 78 degrees in the summer and 68 degrees in the

winter when teachers/students are not present. The unit may be adjusted for

comfort during the school day.


10.12 Bedding

All bedding used by nappers must be washed weekly. Nappers will be issued a

napmat that is sent home with parents each Friday for laundering.

10.13 Laundry

Teachers using the laundry facilities are expected to follow the guidelines on the

posted notice and fold and remove laundry promptly.

10.14 Sanitation of Dishes

All reusable equipment used in food preparation or serving (glasses, bowls, knives,

cutting boards, etc.) must be cleaned after use. A commercial dishwasher is

provided for this purpose in the kitchen area.

10.15 Classroom Materials

An annual inventory of each classroom provides an opportunity for each teaching

team to assess the needs for the following year. Funds are available for replacing

worn equipment and adding additional materials as needed. It is the responsibility

of the teacher to first replace or repair basic equipment before ordering

supplemental materials.

Teachers are responsible for the maintenance and repair of basic Montessori

equipment in each classroom. Repainting chipped materials and ordering missing

parts is an important job expectation.

Each teacher will make materials for the classroom to accompany the basic

Montessori materials. Funds are provided to pay for paper, stickers, markers, etc.

Making these materials is part of the teacher’s job description and the resulting

products become property of the school. It is the school’s belief that all materials

used in the classroom have a limited life span and have to be replaced regularly.

Supplementary teacher-made materials that contain only material purchased and

assembled by the teacher (stickers, paper, laminating film) belong to the teacher.

They should be labeled with the teacher’s name and a separate inventory that

identifies these items should be submitted to the business office. If this is not done,

the assumption will be that all materials in the classroom belong to the school. This is

necessary for insurance reasons and to prevent misunderstandings should the

teacher leave.

As new items are added to the room, it is the teacher’s responsibility to add them to

the inventory. This inventory must be updated annually. Teachers may be held

responsible for unreported missing items.

Educational materials, forms, curriculum outlines, handbooks, and all other items

developed by administration, WMS staff or obtained through consultants and

trainers paid with WMS funds are the intellectual property of the school and may not

be shared with teachers or administrators of other schools without the written

consent of the Head of School. WMS maintains a proprietary interest in all forms

and materials developed by the staff.


Teachers who are participating in workshops and in training programs should inform

the Head of School and receive prior written consent before providing copies of

any WMS materials to other schools or individuals.

10.16 Cleaning Rooms and Hallways

Classroom materials must be kept clean in accordance with TDFPS regulations. This

is the responsibility of each teaching team.

Classroom floors are waxed annually.

Teachers should remove fingerprints from the walls and around the light switches.

All shelves including the teacher’s shelves in each room should be kept clean and

clear of clutter. Classrooms should be tidy and ready for the next day before a

teaching team leaves for the afternoon. Be sure to turn off lights, adjust

heating/cooling, and lock classroom when leaving.

A cleaning service vacuums and cleans the bathrooms and sinks each night but

other jobs such as dusting, replenishing supplies, restoring materials, etc. are the

responsibility of the children and teachers. Teaching teams should negotiate who

will be responsible for these jobs and rotate as needed.

Any problems with the cleaning service should be reported to the Business

Manager. Teachers may place special requests for cleaning on their classroom

door. Large jobs must be requested and scheduled through the Business Manager.

Children should be instructed concerning the proper storage of lunches, coats, etc.

in lockers. A change of clothing for each child in the Toddler and Early Childhood

Programs would be kept in a labeled Ziplock bag in the cubby.

Each teaching team is expected to clean and maintain locker/cubby areas outside

their respective classrooms on a weekly basis. Each classroom should have a

weekly cleaning time when children clean out their cubbies and take items home.

Children and staff should wipe off the cubbies at least once a month.


11 Class Management/Routines

11.1 Names for Staff Members

The staff member will determine the manner in which the children may address

him/her.

11.2 Morning Greeting

In the Toddler and Early Childhood Programs one adult will greet the children as the

other assists children already in the classroom. Keep conversations with other staff

members and parents brief.

In the Elementary Building, teachers are prepared to receive students in the

classroom when the doors open each morning.

11.3 Taking Attendance

Attendance should be taken by 9:00am each morning. A list of absentees should

be posted on the classroom door. At the beginning of each new program

(Nappers, Enrichment, After-School, etc) attendance must be taken. Roll sheets

must be turned in to the receptionist at least monthly.

11.4 Parent Communication

The lead teacher should be the primary source of information concerning children

in his/her classroom. When teaching responsibilities are shared, the teachers should

work out who will be the team spokesperson concerning each child. A teaching

team should present a united front in dealing with parents. Assistants/interns should

be careful to refer questions on sensitive matters to the lead teacher.

Lead teachers and parents should communicate about home and school child-

rearing practices in order to minimize potential conflicts and confusion for children.

This is initially done through the Student Information Form completed by parents at

enrollment time. Parent conferences are scheduled twice yearly with additional

conferences scheduled as needed. Parent Orientation takes place early in the fall.

Parents receive a parent handbook that explains school policies and procedures.

Parent education and parenting classes will be offered during the year.

The lead teacher should report changes in a child’s physical or emotional state to

parents regularly through notes home, telephone calls, or face-to-face

conversations.

Each team should consider how to keep parents informed about school activities.

The team might also consider calling a few parents each week to “touch base”,

sending home “Look what I did today!” notices, or giving positive comments as

children are loaded in the car or picked up. Teachers should clearly communicate

to parents how and when they can be reached. This may vary according to

teacher.

All general written notices and materials sent home must be approved by the Head

of School.


12 Safety and Health

12.1 Unsupervised Children

No child or group of children shall be left unsupervised. Leaving children

unsupervised for ANY length of time is grounds for immediate termination. If a

teacher must leave the classroom, another teacher must be asked to cover the

children or they must be taken to another teacher.

12.2 Injury to a Child

A staff member evaluates the injury and the appropriate first aid is given. If a child

receives a minor injury, a record of the injury and first aid given will be sent home

with the child, a copy will be left with the Head of School and filed in the office. If

some additional information should be given, teachers may call the child’s parents.

If an injury is determined to be severe, an opinion of a second staff member will be

obtained. The parent will be informed and asked to contact their doctor.

If, in the staff member’s judgment an injury is life threatening or the child is

unconscious or unresponsive the following procedure will be followed:

1. A staff member will stay with the child and have someone else call 911 to

arrange the quickest transportation to a medical facility.

2. Office staff will notify the parents, tell where the child is being taken, and

ask the parents to meet the child at the medical facility. Another staff

member will cover the teacher’s class so he/she may accompany the

child in the ambulance.

3. If the office staff is unable to reach the parents, persons listed on the

emergency transportation consent form will be contacted.

4. At the parents’ request, WMS will contact the child’s physician.

If in the staff member’s judgment an injury is serious but not life threatening the

following will be implemented:

1. A staff member will stay with the child while someone else contacts the

parent/guardian to pick up the child and take him/her to the doctor.

2. If the parents may not be reached, persons listed on the emergency

transportation consent form will be contacted.

3. At the parents’ request, WMS will contact the child’s physician.

4. If parents are not able to transport their child to a medical facility, an

ambulance will be called.


12.3 Recess/Rules for Playground Safety

Adult Supervision and Responsibility

The playground is an extension of the classroom so each teaching

team is responsible for their children, but supervision of all children is

expected.

There should be at least one adult for each class of children at all times.

Adults should position themselves around the play areas to be able to

supervise all parts of the playground. An adult should stand in the area

with the tire swings so that this area can be safely monitored at all

times. Adults should not be seated at the picnic tables.

Teachers should be watching and interacting with children rather than

congregating and visiting.

The adult should count the children before entering the building.

Last adult entering the building should lock the door to the playground.

Tire Swings Three students per swing with one pusher (four total)

Be seated while on swing. Legs and feet must go through the hole.

Waiting children will stand beyond the framework of the swing set

Tables No sitting or standing on tables.

Slides Children should not climb up slides.

Only one child slides down at a time when the area below is clear.

Climbing Climbing on the outside of equipment is prohibited

No climbing or standing on railings

Throwing Children should not throw sand, rocks, mulch, sticks or pecans.

GaGa Pit Only Upper Elementary children may play inside the GaGa pit.

The area behind the GaGa pit is off limits for play.

Track Children should not dig on the track.

Sandbox All sand and sandbox toys should stay inside the sandbox.

Bathroom Children should go to the bathroom before going outside.

When children come into the building to use the bathroom, an adult

must stand at the end of the hallway to supervise the children while

they are in the building. EC children should the restroom in EC 1 or EC 4.

Elementary children may use the hallway restrooms and should go with

one friend.

Maintenance Each group that uses the playground is responsible for keeping it

clean. If playground trash cans are so full that the lids will not fit

securely, they should be emptied and new trash liners put in place for

the next group. Filled trash bags should be placed in the dumpster at

the back of the playground.

Any playground equipment that is broken should be reported to

administration.

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