Faculty/Staff Handbook

2017-2018
2320 Cook Road
Durham, North Carolina 27713
http://www.southwest.dpsnc.net
919-560-3972

Nick Rotosky – Principal

Torrey Flores – Assistant Principal
Michael Bloom - Principal Intern

1
 TABLE OF CONTENTS

SECTION I- HELPFUL INFORMATION

pg. 1-2 School Information and Staff Roster*
pg. 3 School Calendar for 2016-2017 School Year*
SECTION 2 - SPECIFIC GUIDELINES
pg. 4 Absences of Staff Members*
pg. 4 Academically/Intellectually Gifted pg. 20 Maintenance
pg. 4 Announcements* pg. 20-21 Medication
pg. 4-5 Assessments pg. 21 Meetings*
pg. 6-7 Attendance/Student (Documentation*, pg. 21-22 MTSS(Multi-Tier System of Supports)
Policy, Statute for Notification, Terms) pg. 22 Non-Negotiables/Expectations*
pg. 8-9 Behavior (Management, Monitoring, pg. 23 Observation/Evaluation Process
Office Referral, PBIS, Suspensions, pg. 23 Office Personnel*
Behavior Form)
pg. 24 Paper Use/Copiers
pg. 9 Bookbags/Backpacks
pg. 24 Professional Growth/Development*
pg. 9 Book Clubs
pg. 24 Promotion/Retention (Board Policy)
pg. 9 Book Fair
pg. 24 PTA*
pg. 9 Books/Textbooks, Supp. Materials
pg. 25 Recess*
pg. 10 Bus Awareness
pg. 25 Report Cards*
pg. 10 Cafeteria Procedures*
pg. 26 School Pictures/Photographs
pg. 11 Celebrations (Board Policy)
pg. 26 School Spirit*
pg. 11 Cell Phone Use
pg. 26 Sign-In/Out
pg. 12 Character Education
pg. 26 Special Area Classes
pg. 12 Classroom Interruptions (Board Policy)
pg. 27 Staff/Prof. Development Days*
pg. 12-14 Communication
School: Weekly Newsletter*, Email, Bulletin pg. 27 Substitutes*
Boards, Mailboxes, Phone Directory pg. 27 Tardy/Early Release Passes
Parent: Email/Voicemail, Friday Folders, pg. 27 Team Planning/PLC
Newsletters, Conferences, Parent Pass* pg. 27 Telephone Use
pg. 14 Cumulative Folders pg. 28 Title I School-Wide
pg. 14-15 Daily Schedule (Class, Other, School*) pg. 28 Tutoring for Pay (Board Policy)
pg. 15 Dismissal pg. 28 Videos (Board Policy)
pg. 15-16 Drills pg. 28-29 Volunteers
pg. 16 Inclement Weather* pg. 29 Wellness
pg. 16 Dress Code/Employee pg. 29 Workroom Expectations
pg. 16 Early Dismissal/Student pg. 30-40 School-wide Procedures Handbook
pg. 17 Exceptional Children’s Program pg. 41 Agreement/Signature Verification**
pg. 17-18 Field Trips*
pg. 18 Financial Regulations (Check Requests,
Receipt Books, Requisitions)
pg. 18 First Aid
pg. 18 Fundraisers * Updated information for 2016-2017
pg. 18-19 Grade Level Chairs
pg. 19 Housekeeping
pg. 19-20 Inst. Plans/Curriculum Pacing*
(Differentiation, Expectations, Homework,
Pacing, Lesson Plans*, Objectives/Standards)

**pg. 40 Agreement/Signature Verification Page

Hardcopy with signature is due Thursday, September 1st to the front office. 2
SECTION I- HELPFUL INFORMATION
SCHOOL INFORMATION
Southwest Elementary School Durham Public Schools website: www.dpsnc.net
2320 Cook Road Southwest Elementary School’s website:
Durham, NC 27713 www.southwest.dpsnc.net
919-560-3972
919-544-1112 Fax
SOUTHWEST ROSTER
Administration
Nick Rotosky, Principal (Extension 72222)
Torrey Flores, Assistant Principal (Extension 72225)
Michael Bloom Principal Intern (Extension 72236)

Office Staff
Petra Clemons, Secretary (Extension 72221)
Ruth Bailey, Treasurer (Extension 72224)
Renee Harrington, Data Manager (Extension 72228)

Support Staff
Arthur Hicks, Instructional Coach
Melissa Rosenberger, K-2 Counselor, State Testing
Jennifer Schira, 3-5 Counselor, MTSS Coordinator
Robert Cox, ISS Facilitator
Symone Kiddoo, Social Worker
Marisa Kane, School Psychologist
Carol Clark, Turning Point Family CARE
Tonita Hamilton Nurse
Kimberly Barrier, Nutritionist
Katerina Dimov, Dual Language Coordinator/ESL
Maria Zinter, ESL
KF Grotelueschen, AIG Specialist
Jennifer Willingham, Technology Specialist, STEM Support
Cindy Eubanks, Interventionist
Shyvonne Steed-Foster, Interventionist
Thernarda Crudup-Harris, Interventionist
Esme Scott, Interventionist
Norma Ball, Interventionist

Classroom Teacher Assignments for 2017-2018

Kindergarten Teachers
Africa Dutor
Julie Harrison
Jessica Metzdorf Kindergarten/Third Grade Assistants
Tralyne Usry Wanda Motley
Terry Walker Katie Kizzie
Beverly Evans
First Grade Teachers Linetta James
Susanna Benites Karla Fernandez
Yosheka Gaisie
Katie Kuhn
Heidi McIntosh
Anika Goslen

Second Grade Teachers First and Second Grade Assistants

Xineiraly Agosto Pat Garnett
Karen Cromwell Vacant
Rachel Jennings
Jennifer Neufeld
Nancy Tremaglia
Third Grade Teachers
Laura Campbell
Fiona Gillespie
Ebonye Fils-Aime
1
Aricka Hawkins
Liz Hill
Cynthia Sanders

Fourth Grade Teachers Behavior Support Specialist

Merelyn Bunn Robert Cox
Valerie Nelson
Lisa Williams
Georgia Young
Erica Philips

Fifth Grade Teachers

Bonnie Cronin
Susan Pape
Katrina Green
Jennifer Meyer
Toni Tate

Special Area Teachers

Robin Crouch, Dance
Richie Frasz, Physical Education
Kerri Lockwood, Art
James Lyle, Music
Jennifer Willingham, Technology
Valerie Souchek, Media

Exceptional Children's Program

Sheila Borrero, EC Facilitator Anita Burnette, Speech
Susan Patrylick, EC Resource Erin Carpenter, OT
Amanda Clark, EC Resource Triailyn Evans, OT

Developmental Needs Program DN Assistants

Kaitlin Cordova (K-2) Jenny Ramos, Queen Wilson
Antoinette Jordan (3-5) Carolyn Springle, Lashima Sharpe

Pre-K Teachers Pre-K Assistants

Linda Tillman (Title I) Mattie Hurdle

Cafeteria Manager
Tina Davis

Head Custodians
Maureen Boyer (Day Shift Supervisor)

2
 Durham Public Schools
2017-18 Traditional Student Calendar
AUGUST
August 15-16, New Teacher Workdays REQUIRED STAFF EVENTS
August 17-18, 21-25 Teacher Workdays AUGUST
August 28, First Day of School August 24th Staff Pics 10:30am
SEPTEMBER Open House/ Orientation Night
September 4, Labor Day (10 min. Meet & Greet / 30 min. Orientation)
September 20, Early Release Day (1pm Dismissal for Students)  Session 1~5-5:40pm
OCTOBER  Session 2~5:45-6:25pm
October 25, Early Release Day (1pm Dismissal for Students)
October 27, End of Quarter 1 OCTOBER
October 30, Teacher Workday October 12 Literacy & Math Family Night 5-6:30pm
October 25th Lakemoor Outreach 2:30-4:30pm
NOVEMBER
November 10, Veterans Day (Early Release)
November 22-24, Thanksgiving Holiday for Students
JANUARY
DECEMBER
January 25th Science Night and
December 6, Early Release Day (1pm Dismissal for Students)
Showcase of Schools 5-7pm
December 22-29, Winter Holiday for Students
JANUARY MARCH
January 1, New Year’s Day Holiday March 23rd Spring Arts Concert 5:30pm
January 12, End of Quarter 2
January 15, Martin Luther King, Jr. Holiday JUNE
January 16, Teacher Workday June 6th Moving On Up Night
January 31, Early Release Day (1pm Dismissal for Students) 5–5:25 pm & 5:30pm-6:00pm
FEBRUARY
February 19, Teacher Workday VOLUNTARY STAFF EVENTS
February 28, Early Release Day (1pm Dismissal for Students) OCTOBER
MARCH October 21st Fall Festival 10:00am-2:00pm
March 14, Early Release Day (1pm Dismissal for Students)
March 23, End of Quarter 3 NOVEMBER
March 30, Spring Holiday November 30 Winter Concert and
APRIL Book Fair Family Night 5:30pm
April 2-6, Spring Break for Students
April 18, Early Release Day (1pm Dismissal for Students) DECEMBER
MAY December 16th Southwest Holiday Party 7:00pm
May 9, Early Release Day (1pm Dismissal for Students)
May 28, Memorial Day Holiday
JUNE Inclement Weather
June 7, Last Day of School and End of Quarter 4
Days
June 8, Required Teacher Workday
June 11-12 Teacher Workdays October 30
January 16
February 19
June 8

3
 SECTION 2 - SPECIFIC GUIDELINES
(alphabetical order)

ABSENCES OF STAFF MEMBERS

a) Certified Personnel/EC Instructional Assistants Only: When you are out for any reason (sick,
workshop, appointment, etc.) you MUST do the following:
 Place a request in AESOP, the automated substitute calling system, to arrange for coverage.
(See the technology facilitator if you need training in AESOP.)
 Notify administration by submitting a Leave Request form prior to your absence for
approval*. If the absence was unexpected and you were unable to fill out a Leave Request prior to your
departure, the Leave Request form MUST be filled out IMMEDIATELY upon your return.
 Absence requests should not be made for dates preceding or following a holiday.
 In case of an emergency, contact Mr. Rotosky (text message preferred) at (919)610-6971.
Follow-up with an email to BOTH administrators and Mrs. Clemons. A folder with
emergency lesson plans must be on file in the office to cover when you are out at the last minute. Due to
the nature of these plans, they should be generic and cover at least 3 days. These are due to the secretary
by September 1st.
b) Personnel (Do Not Required a Sub: Follow the above expectations as well as the following:
 In addition to contacting Mr. Rotosky, instructional assistants must notify their supervising
teacher(s) when an emergency arises after school hours.
 If you know about the absence in advance, let the supervising teacher(s) and Mr. Rotosky know
ahead of time. A follow-up email should also be sent to BOTH administrators and Mrs.
Clemons.
c) Leaving Campus: If you need to leave school for any reason, you MUST receive approval from
an administrator beforehand and sign out on the appropriate log sheet in the office.

ACADEMICALLY/INTELLECTUALLY GIFTED
Information will be requested from the classroom teachers regarding students to be screened
for the AIG program at each grade level. Parents and teachers may, at any time, request that a child be
tested outside of the regular screening time. The AIG facilitator must have parent permission in order
to test a student. AIG services for students depend on their test scores. Students who have been
identified as AIG or AIG Nurturers will receive AIG services through AIG support personnel and/or a
teacher with AIG certification. Students will continue to benefit from a heterogeneous classroom
environment while being served in a manner that challenges students on an arduously abstract level.

ANNOUNCEMENTS
Every effort will be made to provide morning announcements from 8:20-8:30 am each day.
These announcements will include the Pledge of Allegiance, the PBIS pledge, and the character trait of
the month. When needed, announcements will be made at the end of the day after 2:15 pm.
Afternoon announcements will be made for bus dismissal on an “as needed” basis. As much as
possible, we will avoid making intercom announcements between 8:30 am and 2:15 pm.

ASSESSMENTS
Assessment for Learning is a formative assessment approach that uses various methods to
provide students, teachers, and parents with consistent evidence of student progress towards mastery of
curriculum standards. Assessments are administered regularly to assess student learning, determine the
effectiveness of instruction, and make adjustments to provide corrective instruction or enrichment.

4
ASSESSMENTS CONTINUED
a) Achievement Series Updates:
 PowerSchool serves as the authoritative data source for student information including
Achievement Series data. Please make sure addresses and phone numbers are current
in PowerSchool. Please notify the data manager if a change is needed.
 Achievement Series data is dependent upon the relationship between the teacher, course
and student data. Teachers will need a Unique Identification Number/UID (a 10 to 12 digit
number also used to access TrueNorthLogic evaluation system) to log into the website. The
UID will serve as the Staff ID and all Passwords may reset to “durham1.”
b) mCLASS Reading 3D in Grades K-3:
 Students in grades K-3 will be assessed using mCLASS Reading 3D which combines Dibels
Next measures with text reading comprehension (TRC). These students will be assessed at
the beginning of the year (BOY), middle of the year (MOY), and end of the year (EOY).
 Progress monitoring expectations will be followed for students participating in mCLASS
Reading 3D assessments. Students in “red” will be progress monitored every ten days
which is approximately every two weeks. Students in “yellow” will be progress monitored
every ten days which is approximately every four weeks Students in “green” or “blue” will
be progress monitored every nine weeks. Progress monitoring calendars are expected
from all teachers participating in mCLASS Reading 3D.
c) iReady Math Screener in Grades 3-5 and DPS Math Performance Tasks in Grades K-2
 All DPS students in grades 3-5 will participate in the iReady math screener. This adaptive
diagnostic screener for mathematics pinpoints student needs down to the sub-skill level.
Progress monitoring shows whether students are on track to achieve end-of-year targets.
 All DPS students in grades K-2 will participate in quarterly performance tasks for math.
d) Other 3-5 Assessments:
 Students in grades 3-5 participate in common district assessments (CDA), which are formative
assessments, aligned to each unit and used to monitor student progress towards mastery of grade
level standards. as well as district writing tasks for on-demand and process writing pieces.
 Students participate in a mid-year district benchmark on all standards to that point in the year.
 At the end of the school year, students in grades 3-5 also take summative assessments for
reading comprehension and mathematics, referred to as the End-of-Grade (EOG) tests.
Additionally, 5th grade students take the Science EOG online. End-of-Grade testing takes place
during the last 10 days of school and involves the entire school staff and students. Schedules
will need to be adjusted during this time. We will all work together to support each other.
 The EOG gauges how well students have learned the curriculum outlined in the North Carolina
Standard Course of Study for the particular grade in reading, math, and science (grade 5 only).
Students are scored using five achievement levels reflecting both grade level proficiency and
college-and-career readiness:
Achievement Level* Meets On-Grade-Level Meets College-and-Career
Proficiency Standard Readiness Standard
Level 5 denotes Superior Command of Yes Yes
knowledge and skills
Level 4 denotes Solid Command Yes Yes
of knowledge and skills
Level 3 denotes Sufficient Command of Yes No
knowledge and skills
Level 2 denotes Partial Command No No
of knowledge and skills
Level 1 denotes Limited Command No No
of knowledge and skills
5
ATTENDANCE DOCUMENTATION/STUDENT
Attendance is due by 9:00am each day. Attendance must be done electronically in
PowerSchools as well as on the paper copy for the first 20 days which is sent to the office. Students
who arrive after 8:30am must sign in at the office, and their attendance will be corrected by the data
manager. If a student is late because of a bus, do not mark that student absent. If you are absent for
any reason, leave your attendance with your substitute lesson plans to ensure that the substitute can
take attendance for that day. Attendance is monitored at the district and state level. Accurate
attendance records are an expectation.
In the event of an emergency, accurate attendance records are vital to the safety and security of
our students. Since we cannot anticipate an emergency of that nature, attendance is expected no later
than 9:00am each day.

ATTENDANCE POLICY/STUDENT (BOARD POLICY)

The Durham Public Schools Student Attendance Policy 4100.1 is as follows:
A student who is absent from school shall within three days of returning to school furnish a written
excuse from the student's parent/guardian, custodian, or doctor stating the dates and reason for the
absences. After five consecutive or ten accumulated absences in a semester, the principal may require a
written doctor's excuse for any additional absences attributed to illness.
When a student has accumulated unexcused absences from class or school three, six, and ten
times during the school year, the principal or designee shall notify the parent/guardian or custodian of
the absences in writing. The notice shall include a warning of the possible consequences of additional
absences and/or a copy of this policy.

ATTENDANCE STATUTE: NOTIFICATION OF EXCESSIVE ABSENCES

The principal and his staff shall take appropriate action to help prevent excessive absences
and/or provide counseling for students with a history of excessive absences. Parents must be
notified of their child's excessive absences and the teacher and/or counselor shall then work
with the student and his family to analyze the causes and to determine the steps to eliminate
the problem.
The law requires that schools notify parents of excessive absences under the conditions below:
a) After the third unexcused absence:
 The principal or his designee shall contact the parent/guardian within a period of three school days.
 If unable to contact the parent/ guardian, the principal shall refer the matter to a school social
worker or his designee for immediate investigation.
b) After six unexcused absences, the principal shall notify the parent/guardian of the student's
excessive number of unexcused absences from school.
 Notification of the parent shall be by mail and shall state that the parent may be in violation of the
North Carolina Compulsory Attendance Law and may be prosecuted if the absences cannot be
justified under established attendance policies (see G. S. 1 15C-378).
 A copy of the notice will be directed to the social worker, school attendance counselor, or other
appropriate school personnel, who will work with the student and the family to remedy the problem
(see G.S. 1 15C-378).
c) After a student has accumulated 10 unexcused absences in a school year, the parent/ guardian shall
be notified by certified mail of the student's excessive number of unexcused absences.
 The principal shall also review any reports or investigation prepared pursuant to G. S. 1 15C-378
through 1 15C-381 and shall confer with the student and his/her parent/guardian, if possible, to
determine whether the parent/ guardian received notification pursuant to the requirements of the
Compulsory Attendance Law and made a good effort to comply with the law.
 If the principal determines that the parent/guardian has made a good effort to comply with the law,
the district attorney will be notified.

6
ATTENDANCE TERMS
Attendance - To be considered in attendance at school, a student must be present for at least half of the
school day or at a place other than the school with the approval of the appropriate school official for the
purpose of attending an authorized school activity. Such activities may include field trips, athletic contests,
student conventions, musical festivals, or any similar approved activity. These absences from instructional
classes will be excused and will not count toward the total absences from those classes missed.
Absences - A student shall be considered absent from school for attendance purposes, if the student is not
present for at least half of the school day.
Tardiness - A student shall be considered tardy to school/class after 8:30 am unless the student is attending
an authorized school activity. Such activities may include field trips, athletic contests, student conventions,
musical festivals, or any similar approved activity.
Excused Absences - The principal or his/her designee shall have the right to excuse a child temporarily
from attendance due to sickness or other unavoidable cause which does not constitute unlawful absence as
defined by the State Board of Education. The following shall constitute valid excuses for the temporary
nonattendance of a child at school provided satisfactory evidence of the excuse is provided to the
appropriate school official.
 Illness or injury: An absence is excused when the absence results from illness or injury which
prevents the child from being physically able to attend school.
 Quarantine: An absence is excused when isolation of the child is ordered by the local health
officers or by the State Board of Health.
 Death in the immediate family: An absence is excused when it results from the death of a member
of the immediate family of the child. For purposes of the regulation, the immediate family of a child
includes, but is not necessarily limited to grandparents, parents, brothers, and sisters.
 Medical or dental appointments: An absence is excused when it results from a medical or dental
appointment of a child. A written excuse should be presented with a doctor's signature or stamp.
 Court or administrative proceedings: An absence is excused when it results from the attendance of
a child at the proceedings of a court or an administrative tribunal if the child is party to the action or
under subpoena as a witness.
 Religious observances: An absence may be excused if the tenets of a religion to which a child or
his/her parents adhere require or suggest the observance of a religious event. The approval of such
absences is within the discretion of the school principal, but approval should be granted unless the
religious observance or the cumulative effect of religious observances is of such duration as to
interfere with the education of the child.
 Educational opportunity: An absence may be excused when it is demonstrated that the purpose of
the absence is to take advantage of a valid educational opportunity, such as travel. Approval of such
an absence must be gained prior to the absence.
Unexcused Absences - All absences for reasons other than those identified under the section entitled
"Excused Absences" will be considered unexcused. Any absence for which the proper school official does
not receive valid, written documentation within three (3) days of the student's return to school shall
constitute an unexcused absence. A student suspended pursuant to G.S. 1 15-391 shall not be considered
unexcused for purposes of the Compulsory Attendance Law. These absences shall be unexcused absences
for purposes of makeup work and co-curricular activity eligibility.
Waiver of Minimum Attendance Requirements - A waiver request to the Appeals Board must be made prior
to the fifth school day after maximum allowance for absences occurs. A waiver may be granted outright or
with conditions. If conditions are not met by the student, no credit will be granted for the course.

7
 BEHAVIOR
Everyone wants a safe and orderly school - an environment where teachers can teach and
students can learn. Parents want it; teachers want it; and students want it too. Schools, which have
been identified by research as effective schools, have structure, order, and high expectations for all
students’ behavior and academic performance.
a) Management of Student Behavior: Teachers are expected to manage daily classroom behavior.
Administration and behavior support will handle unruly students, but the first line of interventions is
with the teacher through fair and appropriate consequences, rewards, and procedures. Teachers must
follow and document redirection procedures/interventions (as identified on the DPS Behavior Referral
Form) prior to making an office referral. Documentation must be current.
b) Monitoring Students: All faculty and staff members bear the responsibility for the safety and well-
being of all students on our campus. Supervision must begin when the buses and cars are unloaded.
Whether they are on the playground, in the cafeteria, hallways, or classrooms, we must constantly
monitor and supervise them. We are all responsible for every one of the students, not just those
assigned to our class. If an emergency arises and you must leave your class unattended, you must
contact the office immediately. In addition to monitoring your students on the playground and in the
hall, the expectation stands that students MUST be monitored in the classrooms as well. While
we like to encourage a family/community atmosphere at Southwest, remember how precious
instructional time is and the level of guidance your students require to meet their academic and
developmental potential. If students are working independently, the expectation is that teachers are
either working with a small group or engaged in informal assessments and/or conferences as they move
among the students. Students are to be monitored at all times. Safety is a priority at Southwest.
c) Office Referral: If it becomes necessary for the office to handle behavior issues, please make sure the
appropriate forms have been filled out and procedures have been followed. Parent contact is required
prior to an office referral. Teachers must also make sure the administrator is available before
escorting the student to the office. For the safety of everyone, students should not be sent to
the office unattended. If an administrator is not available, the referral form should be placed in
the administrator’s box, and the administrator will call for or retrieve the student from class.
DURHAM PUBLIC SCHOOLS BEHAVIOR REFERRAL FORM (Revised August 2014)
Student: ____________________________ Classroom Teacher: ________________Grade______ Age: _____ Gender: □Male □Female
Date of Incident: __________ Time of Incident: _______ Race: □WH □BK □HSP □AS □Other Student Status: □ no □ yes □ 504
Parent/Guardian Name: ___________________________________ Cell Phone: _________ Work Phone: _________ Other: _________
LEVEL I Violations LEVEL II Violations LEVEL III Violations
CHECK VIOLATION (√) CHECK VIOLATION (√) CHECK VIOLATION (√)
I-1 Inappropriate Language ___ II-1 Verbal Abuse ____ III-1 Assault on School Personnel ____
I-2 Attendance ____ II-2 Threat/False Threat ____ III-2 Assault on Another Student ____
I-3 Cheating ____ II-3 Repeated, systematic pattern of gestures or written, III-3 Coercion or Extortion ____
I-4 Plagiarism ____ electronic, or verbal communications, or any physical act or III-4 Weapons and Dangerous Instruments ____
I-5 Falsification ____ any threatening communication____ (Also refer to Level IV violations)
I-6 Compliance with Directions ____ II-4 Sexual Harassment ____ III-5 Bomb Threats ____
I-7 Disrespect of Other Students____ II-5 Fighting/Physical Aggression ____ III-6 Controlled Substances and Drug
I-8 Disruptive Behavior ____ II-6 Hazing ____ Paraphernalia ____
I-9 Electronic Devices ____ II-7 Theft or Damage to Property ____ III-7 Threats, Hoaxes and Other Acts of Terror ___
I-10 Student Dress Code ____ II-8 Arson ____ III-8 Gangs and Gang Activities ____
I-11 Gambling ____ II-9 False Fire Alarm ____ LEVEL IV and V Violations - Refer to Code of
I-12 Disruptive or Indecent Images ____ II-10 Trespassing ____ Student Conduct
I-13 Use of Tobacco ____ II-11 School Transportation Disturbance ____
I-14 Misconduct on School Vehicle ____ II-12 Computer Misuse ____
II-13 Indecent Exposure/Sexual Behavior ______

Documented teacher interventions before office referral: (Attach separate sheet if needed for additional information)
□ Parent Conference(s) (date: _________) □ Loss of Privileges (specify: _____________) □ Student Conference (dates: _____) □ Time Out (dates:__________)
□ Telephoned Parent (date: _______) □ Verbal Warning ( ___ times) □ Changed Seating ( _____ times) □ Guidance Referral ( _____ Sessions)
□ Office Referral (date(s): _______) □ Lunch Detention ( ____# of times) □ Reflection Sheet (date: _______) □ Positive Reinforcement (date: _____)
□ Time in Buddy Classroom (date: ______) □ Letter of Apology (date: _____) □ Previous Office Referral (date: _____) □ Attendance/Tardy Contract (date: ____)
□ PST/RTI/SAP/PBIS/Intervention Team Referral (date: _______) □ Individual Behavior Plan (Beginning Date: _______ Ending Date: _________ copy attached)
Detention: □ Before School □ After School □ Saturday Detention □ Other __________________________________________
Describe the nature of the offense (Be specific):
______________________________________________________________________________________________________________________
______________________________________________________________________________________________________________________ 8
_______________ ________ PARENT CONTACT MADE BY _________________DATE: _________ TIME: ________ PHONE NUMBER: ___________
Referring Adult Date
d) PBIS: Southwest will implement a Positive Behavior and Intervention Support System (PBIS) to
assist with structures and procedures. SOAR is the acronym we use to describe appropriate behavior:
S – Show self-control, O – Offer peer support, A – Actively listen and learn, and R – Respect people
and property. The “Southwest Pledge” aligns with these expectations and is recited each morning to
encourage positive behavior.
Seahawks soar to great heights with academic success in our sights.
Staying focused on our goals. Ownership of actions never gets old.
Always helpful, polite and kind, respecting others will make us shine.
Southwest Seahawks are the best soaring above all the rest.
Teachers may also develop additional “classroom procedures” that support positive behavior. Teachers
monitor behavior through DOJO, an online system accessible to parents. DOJO is used to monitor
behavior in all grades, specials, and the cafeteria.
e) Suspensions (IN-SCHOOL and OUT-OF-SCHOOL): Statute provides authority for the principal
or assistant principal to suspend students; teachers and teacher assistants are not so
empowered. This rule also applies to the assignment of After School Detention. Do not
threaten such punishments or alternatives. Serious discipline and/or behavior problems should always
be referred to the principal or assistant principal and documented on the appropriate form. Please be
sure that you have taken appropriate steps to solve problems before referring students to the office.

BOOKBAGS/BACKPACKS
To preserve the floors and prevent student injury, rolling bookbags/backpacks are not allowed.

BOOK CLUBS
To order from book clubs, have each child's parent write a check/money order directly to the
book club. You, in turn, may put all of the checks in the order and send them to the company. Many
book clubs also offer an electronic option that will allow parents to order on-line and credit the class
with the purchases. Note: We cannot cash checks made payable to Southwest Elementary School.

BOOK FAIR
The PTA will hold two book fairs in the fall and spring. Teachers will be provided with a
schedule of when to bring their classrooms to the Media Center to view books and make purchases.

BOOKS/TEXTBOOKS/SUPPLEMENTARY MATERIALS
Fees for Damaged or Lost Books - Textbooks may be lost or seriously damaged during the
year. Please keep records of the names of students, the condition of all textbooks at the beginning of
the year, and titles of books lost or damaged. Pricing will be available through Mrs. Flores, and the
money should be receipted as usual with Mrs. Bailey. Do not discard any books that are damaged.
Damaged books must be returned regardless of the condition.
Supplementary Materials - All supplementary materials and leveled reader books must be
stamped with a Southwest stamp and processed by the Media Center (including class sets of novels).
Year-End Checklists – Mrs. Flores will distribute and collect a year-end checklist for all
textbook materials to maintain an accurate count of in-house resources. Teachers must be able to
account for all books assigned to her/him. Grade level chairs should maintain a check-out list of
any materials borrowed by interventionists, EC, ESL, etc. These materials will need to be
returned to the grade level chair for inventory purposes at the end of the year.
*State Textbooks, Federal Title I Materials, DPS Property – All materials and textbooks
purchased with state, federal, or local funds should remain in the classroom. Any item brought by the school is the
property of Southwest and should not be removed at the end of the year. Removing items from Southwest is against state
and federal statutes.

9
BUS AWARENESS
Stop consolidation efforts reduce the number of stops on a route resulting in more efficient
bus routing, a reduction in miles traveled and an increase in walking distance for some students.
Traditional neighborhood bus service is streamlined so that fewer stops are made on each route. Stops
are consolidated in community stop locations resulting in fewer street level bus stops. Stop locations
are determined based on the accessibility of bus stops for students, with consideration for vehicular
traffic and adequate wait areas. Every attempt is made to put safety first in determining stop locations;
the safest bus stops are those that have a parent or guardian present.
Double runs use a single bus to transport two loads of students at the same school. Typically,
double runs are designed to transport students that are closest to the school so as to minimize overall
travel time for all students at the school. Routes are designed to be as short in duration as possible to
minimize the impact on school staff and parents.
Mainstreaming regular education students with special needs students improves the
efficient use of school buses equipped with wheel chair lifts. Consideration is given to students with
extreme special needs, and those students will NOT be mainstreamed with regular education students.
Where mainstreaming is feasible, larger buses are deployed to allow some of our special needs students
to ride with a segment of our regular population. All of these buses have adult monitors; students with
special needs are separated on the bus from other students to ensure proper safety and discipline.

CAFETERIA PROCEDURES
Breakfast is free and available to all students from 8:00-8:30 am. At 8:20 am, students who are
receiving their breakfast will be sent to the classroom to eat. Routines and procedures should be in place to ensure that
students are allowed to eat their breakfast without disrupting announcements and the start of the instructional day.
Ensure that students know their lunch numbers or create a system to assist younger students
with account numbers. This is important at breakfast and at lunch. Students are assigned a
number that will follow the student through 12th grade.
Students are encouraged to purchase a school lunch if desired. Students in all grades may pay
for lunch daily as they go through the lunch line or prepay by the month. Please sort students by
entrees when you get to the lunchroom to assist with the selection process. Students should then sit
with their class at the assigned table in the cafeteria. Signs will be provided at both ends of the tables
with teacher names and lunch times. Please adhere to these times when bringing and picking up
classes.
Free meals and meals at reduced prices are available for lunch. Applications are sent home at
the beginning of the year for this service. Please make a note of the cafeteria prices listed below.
Breakfast Lunch
Reduced Free $ .40
Grades K-5 Free $2.90
Adults $2.00 $3.75
Milk $ .50 $ .50
Remind parents/guardians that lunches prepared at home or brought in should include items
which do not spoil when kept at room temperature for several hours. Children who bring their lunches
may purchase milk. We discourage lunches requiring refrigeration or a microwave. Unbreakable
thermos containers for beverages or soups are recommended. Please make sure that any reusable item
brought from home has the child’s first and last name and the classroom teacher’s name written on
each item (i.e., lunch box, thermos, food containers).
Class behavior will be monitored by faculty on duty in the cafeteria. Teachers should sit with
students and teach appropriate cafeteria behavior during the first few weeks of school.

10
CELEBRATIONS~DISTRICT POLICY
District Policy 3021 was revised during the 2012-2013 school year. Guidelines for
celebrations of birthdays or special occasions are outlined below. In all cases, teachers and parents
should be aware of any allergies that would affect food choices. Please remember that out of respect
for the variety of cultures and ethnicities among our community, holidays may be taught but
not celebrated.
3021.4 Nutrition Guidelines for All Foods on Campus The integrity of the school nutrition
environment depends on the quality of all foods and beverages sold or served at school. Foods that
provide little nutritional value compete with healthy school meals, send mixed messages to students,
undermine nutrition education efforts and discourage healthy eating. School nutrition guidelines shall
address all food and beverages sold or served to students from vending machines, school stores, after
school events, school celebrations, fundraisers, and a la carte items sold during school meals. Decisions
about the sale of all foods should focus on nutrition goals for students, and shall comply with
applicable federal, state, and district regulations (see Healthier US School Challenge standards).
a) All food served at cultural events (e.g., international food celebrations or world language club
activities) must either comply with Policy 3021.5C or be served after school hours. All such
food must be prepared under hygienic conditions and be safe to consume. The Durham Public
Schools cannot be responsible for any food-borne illnesses carried by foods prepared off
campus.
b) Individual student birthdays may NOT include parties with food, but should instead
use alternative celebration methods.
c) School-wide celebrations that involve food (such as all-A honor roll celebration) will be
limited to four times per year, and each will include no more than one food item
(constituting no more than 25% of food served) that does not meet HUSSC standards.*
d) School staff should encourage non-food alternatives to school rewards.

PLCs will come to a consensus on four dates that will involve celebrations with food (i.e., end
of the year party). These dates will be submitted to the office to assist with parent questions
and monitoring food brought into the building.

3021.5 Food Safety/Food Security The food offered to students in the schools must not only be
nutritious, but must also comply with state and local food safety and sanitation regulations. The quality
of the food is determined both by the foods’ nutrient value and by the standards by which it was
prepared.
a) All foods made available on campus will comply with the state and local food safety and
sanitation regulations. Hazard Analysis and Critical Control Points (HACCP) plans and
guidelines shall be implemented in order to avoid food illness in schools.
b) For the safety and security of the food and facility, access to the food service operations is
limited to Child Nutrition staff and personnel authorized by the Superintendent or designee.
c) ALL FOOD brought to school by students, parents, or community members to feed
more than one child must be pre-packaged or prepared and delivered by a restaurant or
catering service that meets all applicable food safety and sanitation regulations.

CELL PHONE USE

Cell phones must be turned off and stored during the school day. Personal cell phone use or
text messaging during instructional time is forbidden and will be strictly enforced. Cell phone use
is also restricted during professional development sessions. Our full attention should be directed to the
students during the school day as well as any presenters/consultants who are working with us to
enhance instructional practices.

11
CHARACTER EDUCATION
We believe that in order to have well-rounded programs, it is important to reinforce those
values that we expect good citizens to uphold. See our school wide focus for each month below.
August/September – Self-Discipline February – Fairness
October – Respect March – Courage
November – Honesty April – Perseverance
December – Kindness May – Citizenship
January – Responsibility

CLASSROOM INTERRUPTIONS (Board Policy)

Policy Number 3055 Principals shall enact guidelines that will ensure protection of instructional
time and keep interruptions to an absolute minimum. At a minimum, the guidelines should include the
following terms:
 3055.1 School personnel should use the public address system sparingly. Except in emergency situations,
announcements should be scheduled to avoid interference with instructional time.
 3055.2 School and central office personnel, parents/guardians, and visitors should, when possible, schedule
conferences/appointments with teachers when they will not interfere with instructional time.
 3055.3 Parents/guardians are welcome in the Durham Public Schools but should schedule visits through the principal's
office, when possible. The principal may decline or reschedule visitations that would be unduly disruptive.
 3055.4 Parents/guardians should, when possible, make prior arrangements with the school principal for early dismissal
of their children. Unexcused, chronic early dismissal or late arrival of students may result in action under the school
system’s compulsory attendance policy.
 3055.5 Salespeople shall not be permitted to interrupt teachers during the school day, and must have prior permission
from the principal before meeting with school personnel or others at any time on school property.
 3055.6 Students enrolled in other school systems, including private schools, are not permitted to visit or attend Durham
Public Schools during the instructional day except as approved by the principal. * Southwest Elementary will extend
this policy to include the prohibition of middle and high school students from visiting or attending Southwest
events without prior administrative approval and parental supervision.

COMMUNICATION
School Communication:
In order to facilitate effective communication within our school, teachers are expected to do the
following:
a) Weekly Newsletter: The weekly bulletin will be the primary source for communication.
Please read the bulletin to remain up to date on events around the school. The newsletter will
be distributed via email.
b) Email: Check your DPS email at least two times per day. This is a primary form of mass-
communication between school personnel. Make every effort to return emails within a 24 hour period.
If you need additional time to answer a response, send an email stating that you are working toward answering
the email request.
c) Community Bulletin Boards: The board located near the mailboxes is to be used to post the
weekly newsletter, notices regarding various educational topics or positive acknowledgements.
d) Mailboxes: Please check your mailboxes at least two (2) times a day – in the am and pm.
Mailboxes must not be used for solicitation or for spreading gossip. Policy Number 5260
 Boxes for the use of local school faculty and staff for receiving notices, mail, etc. are part of
school property and are under the jurisdiction of the DPS, as are other school equipment items.
 Official school communications distributed through regular administrative channels do not
require prior approval. System-wide distribution of materials through local school boxes, except
items received from the U.S. Postal Service, must be approved in advance by the

12
 Superintendent or his designee. Distribution through local school boxes of local school
materials, other than official school business and items received from the U.S. Postal Service,
must be approved in advance by the respective principal.
 Personal notes among teachers and communications from school-related professional
associations are excluded from the above prior-approval requirements. All such
communications, however, must contain the name of at least one person responsible for
sending the materials.
 At no time may personnel boxes be used for political purposes such as endorsing political
candidates, not even in communications such as newsletters. This does not include internal
elections of any school-related organization or group.
e) Phone Directory: The staff phone directory should be used for work issues ONLY. Please
respect peoples’ time and privacy by not using the phone tree for personal matters.

Parent Communication:
In order to facilitate effective communication between home and school, teachers are expected to do
the following:
a) Check your email AND voicemail daily. * Make every effort to return emails and phone calls within a
24 hour period. If you need additional time to answer a response, reply that you are working toward the request.
b) Send a Friday Folder home each week. Papers/correspondence should be sent home on a
weekly basis in the Friday Folders. This is your most consistent form of weekly communication
with your students’ homes. Include a system for parents to sign papers and return them to the teacher,
verifying the parents’ inspection of the work and inviting parent comments on individual assignments.
c) Send a newsletter home monthly. Additional newsletters are at the discretion of the teacher.
 All classroom teachers are required to send home a monthly newsletter to their families.
Newsletters should include key information for your classroom (i.e., weekly schedule;
information regarding instructional programs, projects and events; volunteer opportunities;
helpful tips to guide parents as they work with their children; space to inform parents of
their child’s academic/behavioral successes and challenges).
 All teachers must provide an electronic copy of their monthly newsletter to both
administrators and the secretary on or before the day it is sent home. Newsletters will be
kept on file as a reference for parent questions.
d) Schedule quarterly conferences. Parent-teacher conferencing is a crucial and mandatory
component to the educational and developmental progress of our students. Conferences are
required for Quarters 1 and 3. Additionally, teachers should communicate on a regular basis
with all of their students’ families to facilitate a sense of community within their classroom.
Maintain communication logs and documentation of conferences and be prepared to submit a
copy at the end of the year for Title I.
e) Make positive phone calls to each parent.
f) Make calls home that solicit support regarding any inappropriate behaviors.
* Treat all parents as you would a bank account; you must make the appropriate positive deposits before a negative
withdrawal may be made. Once you establish a positive relationship with a student’s parents, they will be more open to
constructive and critical feedback if needed for a student to be successful.
Parent Pass:
In order to foster a positive, open relationship between home and school, parents will be
allowed to sign in each morning and walk their student(s) to class from 8:00-8:15am. After signing in at
the front table, parents will be provided with a “Parent Pass.” Parents are encouraged to drop off their
student(s) and avoid impromptu conferences that may impede a teacher’s ability to monitor other
students in the classroom. At 8:15am, all parents should be encouraged to return to the table to sign
out and return the “Parent Pass.” Adults without identification (i.e., DPS badge, parent pass, visitor’s
badge) after 8:30am, should be directed to the front office to sign in.
13
CUMULATIVE FOLDERS
Cumulative folders are housed in the records room in the main office. You may sign them out
at any time; however they must be back in the records room by 3:30 pm each day. Cumulative folders
may NEVER be taken from the building.

DAILY SCHEDULE
Class Schedule:
All classrooms are required to have a posted schedule written legibly and posted in a visible area
inside the classroom as well as outside the classroom. A posted schedule allows students to feel a sense
of belonging and consistency that may be lacking in their lives away from the school. Every effort
should be made to adhere to the posted schedule, and key components of the core curriculum should
not be omitted. Each schedule must be detailed with schedule components and meet district
time requirements (i.e., vocabulary, mini-lesson, guided reading, literacy centers, double dose,
writing, word work, math, science). The schedule should also include, but not be limited to, specific
times for breaks, lunch, and specials. Additionally, one copy of your schedule must be submitted
electronically to both administrators and the secretary, one hard copy left in the front of your plan
book, and one hard copy left in your Emergency Substitute Folder.
Other Schedules:
A copy of all schedules must be submitted to the secretary in the office. This includes school-
wide schedules, PLC meetings, support personnel (interventionists, ESL, ECP), remediation, and
classroom schedules. Anytime a schedule changes, a hard copy of the new schedule MUST be
furnished to the secretary and an electronic copy sent to both administrators.
Schoolwide Schedule:
The student day is from 8:30am - 3:00pm. Employees are scheduled from 7:45am – 3:15pm.* *
*7:00 Doors unlocked
*7:30 School office opens
**7:45 All school personnel report and sign in
7:55 Personnel report to morning duty stations
8:00 Unload buses and cars … Breakfast begins
Parent Pass/Sign In 8:00-8:15am
*8:20 Morning Announcements
8:30 Instruction begins
*2:55 Dismissal of students begins
3:00 End of school day for students
**3:15 End of school day for school personnel
*4:00 School office will be locked
* Times are approximate and subject to exception.
 ALL students must be dismissed before the responsible teacher leaves for the day.
 Staff meetings are required for all staff and begin at 3:30pm the first Wednesday of each
month. (Faculty PLC meetings may occur in conjunction with an Early Release Day if this day
falls on the first Wednesday of a month.)
 District early release times are reserved from 1:30-4:30pm. 1:30-3:30pm will consist of
professional development and faculty/grade level PLCs. 3:30-4:30pm will be reserved for
committee meetings.
 See Meetings for additional time expectations.
**Excluding those with prior permission or arrangements with Mr. Rotosky or Mrs.
Flores.
14
DISMISSAL
Dismissal times will be from 3:00-3:15pm. Grade levels should coordinate supervision for
students who are bus riders and car riders. The classroom teacher or instructional assistant who is
supervising the dismissal should remain with the students on his/her grade level until they
have safely departed in either a bus or a car. If a bus is late, teachers should assist other staff
on duty with student monitoring. If a student is not picked up in carpool by 3:45pm, the
supervising teacher should assist with contacting the student’s teacher and parents.
Carpool tags will continue to be issued for the 2017-18 school year. Parents will have the
opportunity to register for a carpool tag number that will be used to identify the students that ride in
the same car. Multiple siblings will be identified with the same carpool tag number. Carpool numbers
will remain the same as long as the student(s) are registered to attend Southwest Elementary. If you
have a parent who needs a carpool tag, please have them contact the office to register for a number.

DRILLS
What tools do teachers need for emergency planning?
 A copy of the Classroom Emergency Procedures Guide which details the primary response
actions.
 A copy of the Emergency Actions Quick Reference Guide.
 Green Cards which are to be used to notify first responders the status of the classroom/office
in the event of a lockdown.
 Student Attendance Roster
 Special Needs Plans for Students/Staff
 Include plans for transporting medication
 Student Emergency Contact Information
Every classroom should have an emergency packet which includes an Emergency Actions Guide. The
guide is a quick reference for situations related to the following: fire, bomb threat, lockdown, medical,
weather, and hazardous materials. If you do not have this guide, let the office know.
Bomb Threat Procedures:
a) The signal shall be the same as a fire drill with additional directions over the intercom to go as
far from the buildings as possible.
b) Take the children out exits as designated for fire drills to areas far from buildings and buses.
c) Remain calm and move children out quickly. Do not gather personal possessions-just get out.
d) The principal will give a signal when it is safe to return.
Fire Drill Procedures: The state law requires monthly fire drills and evacuation routes to be posted in every room.
a) The signal shall be the fire alarm.
b) Turn off lights.
c) Line up students and proceed quietly to your designated areas.
d) Assign the last student out to close the door.
e) Maintain an orderly and silent single file line while waiting in your areas.
f) Take roll when outside to determine the whereabouts of all students.
g) Have an alternate plan in mind in case your regular exit is blocked.
h) If the drill occurs while your class is outside, collect all students in a quiet line. Be prepared to
exit from any part of the building regardless of activity.
i) Students who are working elsewhere with assistants or specialists should stay with those adults.
j) Be sure to discuss with all your students what to do when they are in rest rooms or any place
without the rest of the class when the alarm sounds.
k) An “all clear” signal will be given when it is safe to re-enter the building.

15
Tornado Drill Procedures:
a) The signal shall be a voice warning over the intercom.
b) Line children up quietly.
c) Leave windows slightly open and doors closed.
d) Take the children to the designated area within the building (inside walls).
e) Children and adults should squat down facing the wall. The head should be bent down and the
arms and hands placed over the head and neck for protection.
f) The principal or designee will signal the end of the drill.

INCLEMENT WEATHER PROCEDURE FOR ALL EMPLOYEES:

Please listen to the radio/TV for information on school closings. If DPS is closed, it automatically
becomes a teacher workday. Our guiding principle is to ensure the safety of our employees. Each
school and department will devise its own plan for handling the situation. If staff does not work a full
day, the time must be made up or covered by one of the following options:
1. Go to work
2. Take annual leave
3. Make up the time (arrange with supervisor)
4. Take leave without pay
All inclement weather closing announcements apply to students only.
Snow emergencies can vary so much that instructions will be reserved for last minute directions via the
intercom. In such an emergency, all personnel must remain on the job until dismissed by the
principal.

DRESS CODE/EMPLOYEE Policy Number 5105

All faculty and employees of the Durham Public Schools serve as role models for students with
whom they work and as leaders in the community. Consistent with these roles, all faculty and
employees will dress in a manner and have an appearance that is appropriate and professional
in light of their job duties and work environment. If in doubt, do not wear to work.
Expectations for students are also expected from staff. The following specific items are
not permitted for staff:
 Clothing worn in such a manner so as to  Skirts and shorts shorter than mid-thigh
reveal underwear, cleavage, or bare skin (Skirts/shorts should fall below teacher’s
between the upper chest and mid-thigh; fingertips when straight arms are extended
 Bare feet, bedroom slippers; downward. Check front and back.);
 Spaghetti straps, strapless tops, halter tops  Sunglasses worn inside school building;
(Follow the 2 finger rule.);  Hats, caps, hoods, sweat bands and bandannas
 See-through, mesh garments; or other headwear worn inside school
 Trousers, slacks, shorts worn below waist building; and
level;  Any other article of appearance that is
 Clothing that is excessively baggy or tight; physically revealing or provocative.

EARLY DISMISSAL/STUDENT
Students can be dismissed early if their parents/guardians come to the main office to request
their dismissal. Parents/Guardians will not come to the classroom to retrieve their child unless prior
notice has been given to the office staff. Students that have habitual early dismissals should be reported
to the main office. Do not dismiss a child early to anyone without receiving word from the office.
Doing so may result in an immediate administrative reprimand.

16
EXCEPTIONAL CHILDREN’S PROGRAM (EC)
The EC team is responsible for receiving referrals, obtaining parental permission for
assessment, initiating evaluation procedures, evaluating information, and seeing that an individualized
education plan (IEP) is developed and revisited annually, if a placement is made. Exceptional children's
services are determined by a student’s IEP (i.e., co-teaching, resource, speech/language, hearing
impaired, occupational therapy, physical therapy). At Southwest Elementary, there are also two pre-K
classes and two developmental needs classes that are reserved for special needs. For many students,
inclusion is the preferred method for addressing student needs. Classroom teachers are encouraged to
create an environment that welcomes inclusion practices and plan time to meet with the EC teachers to
share data and foster collaboration efforts.
If an EC student is in your classroom, you are responsible for any accommodations and/or
modifications to be implemented in the classroom. Accommodations and modification will be noted
on the General Education Participation page of the student’s IEP. If they are on this ‘legal document,’
then they must be implemented on a consistent basis. When you differentiate throughout your daily
instruction (i.e., independent work, homework, text levels), the accommodations/modifications are
often taken care of automatically. Please note that you can be held legally liable for not providing
accommodations, modifications or defaulting on any part of the IEP that is related to you.

FIELD TRIPS
a) Request Forms: Proposed trips must be discussed with administration a minimum of 3
weeks prior to the trip. Most field trips require approval request and transportation request
forms. Both forms are submitted to the principal for approval. Do not communicate with
families or finalize plans with a venue without administration approval. Once approved,
the forms will be given to the assistant principal for bus requests if needed. All bus reservations
must be submitted through WhereBus in advance to secure transportation unless charter buses
are being used. When approved, please follow procedure below:
b) Check Requests: Complete a check request form prior to field trip if you need to pay in
advance. Original documentation/invoice must be attached.
c) Cafeteria: Notify the cafeteria manager three weeks in advance if school lunch will not be
required and place orders for bag lunches if necessary.
d) Charges: For the 2017-2018 school year, the driver hourly rate will be $19 and the bus mileage
rate will be $1.65 per mile. If there is a charge for the trip, $1.00 over the cost of the trip per
child may be added to the fees to help pay for students who need financial assistance. This does
not apply to grants. (See Mrs. Bailey for any questions regarding fieldtrip financials.)
e) Trip Hours: Field trip bus hours are from 9:30am -1:30pm. End time is the time due back at
the school not the time departing from the event. Trips that run overtime run extra expenses.
f) Permission Slips: A written permission slip and updated medical information sheet is required
for any student who is attending a field trip. Administrators may grant phone permission in an
emergency.
 Send home permission slips which include the teacher’s name and an explanation of the
proposed field trip including the educational value. Be sure to include this message,
Fees for fieldtrips, once paid, will not be refunded. This applies to any student
who is absent on the day of the trip, arrives after the fieldtrip departure time, and
any student who has lost the privilege to participate due to excessively
inappropriate behaviors.
 Send home a Medical Information Sheet and emphasize to parents that this form must
be completed and submitted for any child planning to participate on the fieldtrip.
 Only an administrator may choose to hold a student back from a fieldtrip if his/her
demonstrated and documented behaviors pose a safety risk to themselves or others.

17
  Provide a copy of all field trip parent letters/flyers to the secretary in the front office on
the day they go home with students. This will assist with fielding parent calls regarding
field trip details.
f) Required Documentation: Mrs. Bailey, the bookkeeper, MUST receive the following
documentation with the teacher’s name at the top and the date of the field trip:
 Roster and Bus Number: On the day of the field trip, a roster with the total number of
students boarding the bus AND the bus number carrying the students.
 Permission Slips: Permission slips MUST be submitted to Mrs. Bailey within 24 hours
of the trip preferably the afternoon of the trip or first thing the next morning. Copies
should be in alphabetical order by students’ last names.
g) First Aid/Medication Needed: Prepare and carry a mini-first aid kit on every field trip. Check
out any required medications from the front office. Document in the notebook provided.

FINANCIAL REGULATIONS
a) Check Requests: Forms must be filled out appropriately with the original documentation
attached in order for a check to be written. Please allow sufficient time for checks to be
processed.
b) Receipt Books: Receipt books MUST be hand-delivered to Mrs. Bailey no later than 1:30PM
on the day money is receipted. DO NOT send receipt books with students or leave receipt
books in her box or chair. For security purposes, money should never be kept overnight
in classrooms.
c) Requisitions: Teachers should fill out requisitions for instructional materials needed for their
classroom. Please fill in shipping and handling, and tax for all orders. Total the order please.
Requisitions must be submitted to the principal for final approval.
For all other questions, please refer to the bookkeeper, Mrs. Bailey.

FIRST AID
If an injury causing accident does occur, please report it to the office. Should you suspect an
injury is severe, do not move the injured person. Call the office for help. A student accident report
must be completed and submitted to the principal or assistant principal before you leave for
the day. Always contact the parents/guardians when accidents are considered more than minor, or an
injury has occurred to the head. This contact ought to be made before the child arrives home to ensure
that the parents are provided with the story from an adult point of view.

FUNDRAISERS
The school and PTA hold separate fundraisers. All students and staff are encouraged to
participate. All funds raised by students must be spent on students.
All grade level and non-school-wide fundraisers must be approved by the school
administration prior to being communicated throughout the Southwest community.

GRADE LEVEL CHAIRS

Grade level chairs are the driving force behind cohesive teams and effective workgroups within
a Professional Learning Community (PLC). Each PLC will have a grade chair and co-chair. Grade level
chairs are responsible for the nuts and bolts activities of running the school. They are directly
responsible to the administrators. Duties include, but are not limited to, the following:
a) Organizing and disseminating teachers' manuals/materials for the grade level.
b) Assisting with the orientation of new teachers.
c) Facilitating PLC sessions twice a week focused on literacy and math/science.
d) Facilitating the PLC notebook (i.e., agendas, minutes, intervention plans).
e) Collecting documentation for Title I.

18
 f) Serving on the Faculty Council and participating in vertical alignment meetings.
g) Coordinating any other meetings for the grade level (i.e., Kid Talk).
h) Handling concerns relative to the team and/or interaction with other grade levels.

HOUSEKEEPING
Please help keep our facility looking nice. If you have a spill on your carpet, soak it up
immediately and then write up a maintenance request form to have it spot cleaned.
Rooms should remain locked. Maintenance will have limited access to rooms for cleaning
purposes. When you leave each day, make sure all food containers are sealed or disposed of
and that your windows and blinds are closed and locked. Also, place the students’ chairs up on the
desks and pick up big pieces of trash. If you have an issue that needs housekeeping attention, please
notify the secretary and record it in the notebook located in the front office.

INSTRUCTIONAL PLANS/CURRICULUM PACING

Differentiation:
All teachers are required to differentiate their instruction, which must be planned to meet the
needs of the individual learners. Current data should be used to drive these instructional decisions.
Guided reading groups and double dose groups should be flexible and responsive to data. The
expectation is that we will meet the students at their learning needs and not expect them to
accommodate our teaching styles.
Instructional Expectations:
 Teachers are expected to differentiate instruction for all students for all ability levels.
 Teachers are expected to follow the NCSCOS/Common Core State Standards for all subjects and
any district pacing guide provided for a core subject area.
 Teachers are expected to incorporate all components of a balanced literacy framework including
vocabulary, skill/strategy mini-lesson, literacy centers, guided reading, writing, and word study.
 Teachers are to be present in their classroom, begin instruction promptly at 8:30am, and actively
engage their students throughout the day.
 Teachers are expected to create a Tier II plan for any student performing below grade level
academically or struggling with behavior issues. A Tier II plan should be reviewed by the
grade level PLC and instructional coach. Tier III plans will be reviewed by the MTSS
team. Interventions must be consistent and documented (date, level of success).
 Teachers are expected to modify all class work and homework for EC/504 as identified on the IEP
or 504 Plan and accommodate class work and homework assignments for struggling students.
 Teachers must keep work sample portfolios for each student.
 Teachers are expected to communicate with parents positively and constructively to elicit support
and guidance with academics and behavior. All communication should be documented
appropriately (date/time of call or conference, with whom you spoke or left as message).
Homework:
Homework should be used to reinforce skills already introduced by the teacher. Level of
difficulty should coincide with the needs of the students. In addition, all assignments should be
differentiated and clear to the students. For students with an IEP or 504 Plan, modifications for
homework should align with the student’s goals. Please see a member of the Exceptional Children’s
Program, if you have any questions or need assistance with modifications.

19
Instructional Pacing:
All teachers will adhere to the curriculum pacing developed by the district. In addition, grade
levels are expected to “unpack” Common Core State Standards associated with each unit of study.
Copies of all curriculum unpacking should be kept in the grade level PLC notebook and should be
available for review by the principal, assistant principal, and the Instructional Facilitator at any time.
Unpacked standards are also required by each grade level for Title I documentation. These samples will be collected by the
grade level chair and submitted each quarter.
Lesson Plans:
Planning is essential for effective teaching and should be based on the Common Core State
Standards/North Carolina Standard Course of Study. Each teacher is required to have written plans in
a format that can be followed by a substitute and understood by an administrator or support personnel.
Lesson plans are vital to optimal student learning, engagement, and student achievement.
Effective unit plans include building prior knowledge/hook, student-friendly objectives/“I can”
statements, essential questions, focused mini-lessons, key vocabulary in context, higher-order
questions (refer to the timeline provided), differentiated instruction and rigorous activities,
partner and/or group collaboration (i.e., collaborative pairs, numbered heads), and
summarizing with students utilizing key vocabulary (distributive and at the end of the lesson).
Evidence of informal assessment measures should also be included. All faculty providing instruction to
students MUST have detailed lesson plans visible. Any member of Southwest administration (or a
designee) may request lesson plans at any time. During walkthroughs and evaluations, lesson plans
should align with instructional delivery observed. Sample lesson plans are required by each grade level
for Title I documentation and will be collected by the grade level chair.
All teachers must submit an emergency lesson plan folder to the secretary at the front desk.
These plans will be used in the case of an emergency absence and must include:
a) A class list, identifying individual student’s needs, schedules, and pertinent medical information
b) Daily class schedule (include resource times for individual students)
c) General lesson plans with open-ended activities which could be used throughout the year (i.e., Read
aloud, centers, independent reading with written summary/response, math activity and/or centers, science video online)
More detailed plans can be provided in hard copy or emailed to a partner teacher and the secretary.
d) Extra activities for students if they finish early or in case of emergency absences by teacher
e) Procedures for discipline
f) Seating chart
Detailed substitute lesson plans must be provided to a partner teacher or left in the classroom
for a scheduled absence.
Objectives/Standards (CCES):
Objectives for all major instructional components of the school day MUST be posted.
Having your objectives posted in a child-friendly manner/language will promote better student access
to standards, create ownership to class goals, and foster a greater connection to the instructional day.

MAINTENANCE
If there is a maintenance issue or repair needed in your classroom, please send a detailed email
to the secretary in the office. The office will contact Maintenance Services. Do not place service
requests on your own. This includes any internal needs from the custodial crew (clean-ups, paper towels,
etc.). If a request is not completed in a reasonable time period, please let administration know.

MEDICATION 4400 -ADMINISTRATION OF MEDICATION TO STUDENTS

The Durham County Board of Education discourages administration of medication to students
during the school day when medicine could be taken outside of school hours. Pursuant to G.S. 115C-
307(c) and 115C-375.1, school employees may administer medication, including over-the-counter

20
medication, when prescribed by a doctor, upon written request of a student’s parent or guardian.
Administration of medication during school hours by school personnel is discouraged.
Only trained school personnel, parents, or guardians will be allowed to administer medicine to a
student during the school day. Self-medication by students is allowed only in accordance with Section C
of this policy. Students are prohibited from sharing medication with other students.
It is the parent or guardian’s responsibility to alert school personnel to any possible adverse
reaction to medication. The first dose of any medication must be given at home to help prevent an
adverse reaction occurring at school.* Please refer to the DPS Website, District Policy 4400 for the full policy

MEETINGS
a) Faculty PLC Meetings: 3:30 pm on the first Wednesday of each month
Punctual attendance is required for all staff. Do not schedule parent conferences or other
meetings on these days during this time. Meetings are held in the cafeteria.
b) PLC Planning: During specials (Focused on Data and Curriculum) See master calendar.
 Tuesdays Curriculum Focused (ELA/SS)
 Wednesdays Data and Kid Talk (Tier I and II) Every Wed. Q1 and Q2, As Needed Q3 and Q4
 Thursdays Curriculum Focused (Math, and Science)
Meetings will be led by the instructional coach or the grade level chair. The location
will be determined by the PLC. Data discussions will be used to inform curricular decisions and
create Tier I and II plans to meet the needs of identified students.

c) Beginning Teacher (BT)/Mentor Meetings:

Beginning teachers and mentors will meet quarterly afterschool on dates to be determined by
the BT Coordinators. These sessions will support BTs as they maneuver through the first years
of teaching. Meetings are held in the media center.
d) Early Release PLC Meetings: 1:30-4:30pm for all staff on designated district days
In accordance with district expectations, early release PLC meetings will be held from 1:30-4:30pm.
Meetings will be held in the cafeteria unless otherwise notified of a location change. The format
will prioritize professional development/faculty PLC for the first two hours and committee team
meetings for the last hour. All staff will be expected to serve on a committee and participate
during this scheduled time. Committees include the following:
 School Improvement Team: This data-driven team develops and implements the School
Improvement Plan, which keeps the school focused throughout the year on overall
improvement and success for every child. (Media Center)
 PBIS (Positive Behavioral Interventions and Supports)/Community Outreach: This
team will focus on structures to ensure positive behavior and intervention support success.
Community outreach will be designed to support PBIS and SIT goals. (Guidance Room)
 AIG (Academically or Intellectually Gifted): This committee will discuss, review, and
refine the local AIG program/plan and advocate for the needs of gifted students from all
populations at all grade levels. (AIG Room on C Hall)
 Health and Wellness/School Spirit: This committee will facilitate health and wellness
initiatives aligned with district expectations. School spirit will be integrated to promote a
positive climate among students and staff. (Cafeteria)

MULTI-TIER SYSTEM OF SUPPORTS (MTSS)

MTSS is an acronym for a Multi-Tier System of Supports (formerly known as RtI/Response to
Intervention). Most decisions within the framework of multi-tier system of supports (MTSS) are made
by teams—building leadership teams, student support teams, or grade-level teams. Tier I focuses on
universal/core instruction for all students, Tier II responds to data-driven student needs by developing
21
 group interventions for those who are academically and/or behaviorally at risk, and Tier III focuses on
intensive interventions for those who continue to be at risk. The tiers serve to monitor students’
progress and use a multi-tier prevention system to provide evidence-based interventions.
Teachers are expected to create a Tier II plan for any student performing below grade
level academically or struggling with behavior issues. A Tier II plan should be reviewed by the
grade level PLC and instructional facilitator(s) to ensure that the area of concern is clearly identified and
research-based interventions are selected. (At the end of the year, students may not be considered for
retention without Tier II plan documentation. Tier III documentation is also recommended.)
If a student needs more individualized and intensive intervention, a Tier III meeting should be
requested with the MTSS team. The MTSS Team will review Tier II documentation and determine
research-based interventions based on the needs of the student. Interventions must be consistent and
documented (date, level of success). Tier III documentation will later be reviewed by the MTSS team
to determine the best recommendation for the student. The Tier III team typically includes the teacher,
parent, MTSS coordinator, and administrator. Additionally, the school social worker, school
psychologist, and an EC team representative may attend. MTSS team meetings and plans are always
more successful with parental involvement but are not contingent on parental permission.

NON-NEGOTIABLES … EXPECTATIONS FOR SOARING AT SOUTHWEST

Expectations are established to ensure the highest quality of instruction for the students at
Southwest. These “non-negotiables” are separated into two key areas, professional and academic, both
of which affect student engagement and achievement.
Professional Academic
 Be knowledgeable of all Weekly Wrap-Up content  Be an active participant in students’ learning by
before the beginning of each school week: monitoring instruction:
 Administrative expectations  Circulate during independent work times.
 Pertinent information and important  Conference in response to observations.
events  Meet with small groups (i.e., guided
 Master calendar updates reading, math groups)

 Follow the master schedule to maximize
instructional time.
 Start promptly at 8:30am.
 Adhere to specials, lunch, and playground
times.
 Limit transitions.
 Actively support a positive school culture.
 Be visible to greet students every morning
between 8:00-8:20am.
 Consistently following PBIS expectations.
 Recognize positive classroom behavior through
school-wide DOJO.
 Arrive to work and duties on time.
 Exemplify professional dress (Dress for Success the first Monday of every month).
 Read email daily and respond within 24 hours.
 Ensure guided reading is done with fidelity to
meet student needs.
 Include times on the class schedule.
 Meet daily with students who are below
grade level.
 Document progress through running
records or anecdotal notes.
 Incorporate guided writing and written
responses to texts.
 Demonstrate connections to current content by
creating displays that showcase quality student
work.
 Display the applicable standard(s).
 Include a written response across subjects
(i.e., math, science).
 Attach evidence of the writing process with
student writing.
22
OBSERVATION/EVALUATION PROCESS
All teachers must review the new Teacher Evaluation Process Manual for a full understanding
of the observation/evaluation process. The self-assessment, PDP, evaluations, and summative will be
completed electronically on the TrueNorthLogic website. Usernames will be provided by
administration. The TrueNorthLogic website can be accessed through the following:
https://ncdpitrain.truenorthlogic.com/ia/render.userLayoutRootNode.uP.
a) Orientation/Training and Self-Assessment must be completed in the first two weeks of
school. Follow all steps until a green check appears to indicate that all steps have been
completed. Each process is dependent on the previous one. If you have difficulty, see an
administrator or a member of your PLC.
b) PDP: All teachers must complete an electronic Professional Development Plan (PDP)
in TrueNorthLogic as a part of the evaluation process. The PDP must be reviewed and
signed by an administrator at the beginning of the year, mid-year, and at the end-of-year as a
part of the evaluation process.
c) Quantity of Observations:
 All non-tenured teachers will have a minimum of three full observations by an
administrator and one from a peer, in addition to a summative evaluation. The full
version of the evaluation instrument will be used.
 All career-status teachers in their renewal year will have one formal observation, two
informal observations, and a summative evaluation. The full version of the evaluation
instrument will be used.
 All other career-status teachers will have two informal observations and a summative
evaluation. An abbreviated version of the evaluation instrument will be used.
OFFICE PERSONNEL
The school office staff serves many different functions. They take care of the clerical
duties associated with the general school operation, keep the school's financial records, attendance
records, handle school correspondence, and greet the public. These specific duties should help you
know to whom specific questions should be addressed.
We ask your cooperation in keeping the office area neat. In order to protect your privacy,
students should not be in these areas for any reason. The only exception will be for students
participating in the morning announcements (i.e., pledge).

SECRETARY DATA MANAGER BOOKKEEPER

RECEPTIONIST DATA MANAGEMENT FINANCES
o Answer Phone o Records o Payroll
o Greet Visitors o Student Registration o Banking
o Work Orders o Enrollment/Registration Setup o Fundraisers/Pictures
o Announcements o DPS/DPI Reports o HR issues (paycheck, address change)
o Voicemail Management o Where Bus Changes o Requisitions/Purchase
o Accident Reports o Immunizations Orders/Inventory
CLERICAL o Print/Copy Student Locator o Workman Comp
o Administer Medicine (Primary) Monthly CLERICAL
o Keys o Attendance o Receipt Books
o Administrative Clerical Requests o Administer Medicine (Secondary) o Field Trip Management
(typing, duplicating) o Secretary Backup o Update Staff Data AS400
o Room Listing/Mailboxes o Substitutes/AESOP o Secretary Backup
o General Mail Delivery OTHER
o Emergency Lesson Plans o Facility Rentals
o Supply Closet/Inventory
o Copier Maintenance/Codes
23
PAPER USE/COPIERS
Copy machines and duplicators are located in the teachers' workrooms and are to be used by
teachers and instructional assistants. Volunteers, unless trained on the copier use by the school
administration or a designee, are also restricted from using the copiers. The copy machine located in
the office is to be used by the office staff only. To get the most efficient use of our duplicator and
supplies, please get together and run copies for the entire grade level whenever possible. Please do
everything you can to cut down on paper and copier use. Use both sides of a sheet whenever
practical. Excessive use of worksheets is highly discouraged. Be mindful that we are working
toward rigor and relevance, and “worksheets don’t grow dendrites.”

PROFESSIONAL GROWTH AND DEVELOPMENT OPPORTUNITIES

Durham Public Schools offers employees a variety of professional growth and development
opportunities that support student achievement and align to individual, classroom, school, district, and
state goals. Employees are encouraged to participate in the opportunities as appropriate to their role in
the district. As a part of the teacher evaluation instrument, teachers are required to create a Professional
Development Plan (PDP) that is reviewed by administration, monitored mid-year, and assessed at the
end of the year for completion and next steps.
Professional growth and development opportunities are communicated by administrators and
curriculum leaders through email announcements and the Professional Development tab on True
North Logic. Employees should register for professional growth and development opportunities by
selecting the desired or assigned activity through the Professional Development link. Teachers may
also be assigned a required or suggested session by an administrator. Follow normal procedures for
accessing True North Logic. A noreply@truenorthlogic.com confirmation will be sent to your email to
confirm enrollment.

PROMOTION/RETENTION
Utilizing all available assessment data, the principal, in collaboration with a student's teacher,
parents/guardians, and other professional staff will determine if the student should be promoted.
Before a student will be considered for retention, there must be appropriate documentation that we, as
a school, have attempted numerous strategies and interventions. A Personal Education Plan (PEP)
must be developed, parent communication documented, and the student must be active in the
MTSS process.
If retention of a student appears likely because of classroom performance, at least two written
notices must be given to the parent/guardian of the student. The first notice should include a
conference with written notification; the second notice must be in writing and provided at the end of
the third quarter. The principal's office provides an official notice of retention to the parent/guardian
by the last day of school. (The final report card satisfies as the notice to the parent/guardian.) Important: The
school principal makes all final decisions regarding promotion and retention of students, and
appropriate documentation must be maintained when making a decision about retentions.
PARENT TEACHER ASSOCIATION
The PTA is responsible for a great deal of support for our teachers and students. All staff is
encouraged to join the PTA and attend PTA events as a demonstration of their reciprocated support.
Representation at PTA meetings and sponsored events is expected from each grade level as
well as instructional assistants, support staff, special area teachers, and the Exceptional
Children’s Program. PTA Meetings are typically the first Monday of each month at 5:30.

24
RECESS
Recess is a time when students should be able to relax and enjoy themselves but may need a
little direction and structure. Make sure your students have appropriate procedures and guidelines
regarding entering and exiting the playgrounds, appropriate play, and boundaries. To encourage
physical fitness participation and limit fights and injuries, there must be an adult present in all areas
where students are playing to monitor all students. After completing playground supervision
training, PLCs will submit a playground supervision plan that should also be included in
substitute plans. Adhere to scheduled times to respect the schedules of other grade levels and ensure
that interactions between grade levels do not occur.
In all cases, teachers must adhere to School Board Policy 3021.7 related to physical
activity: Physical activity is critical to a child’s healthy weight and healthy lifestyle, as well as to his/her ability to focus
in the classroom. To ensure that all children are staying active, physical activity needs to be incorporated into the daily
school curriculum and prioritized as essential to each child’s social and academic achievement. Structured/
unstructured recess and other physical activity (such as, but not limited to, physical activity
time, physical education or intramurals) shall not be taken away from students as a form of
punishment or for any unapproved reason. The district highly discourages taking away PA or PE time in
order to provide extra instructional time in other subjects. In addition, severe and/or inappropriate exercise
may not be used as a form of punishment for students.

REPORT CARDS AND PROGRESS REPORTS

The report card process was revised during the 2014-15 school year. Grades will be submitted
through an on-line system referred to as PowerTeacher Gradebook. Grades are issued every nine
weeks and align with North Carolina Standard Course of Study. Kindergarten through 5th Grade will
be assigned levels of mastery in all appropriate subjects.
Rating Scale for Standard Course of Study
4 Exceeds All Standards
3 Meets All Standards
2 Meets Some Standards
1 Does Not Meet Standards
Non-academic behaviors will be demonstrated by one of the following:
C=Consistently, S=Sometimes, or R=Rarely.

Parents must remain informed of their child’s progress and needs. Individualized
progress reports will be provided to each parent during the middle of each quarter. Teachers will meet
as a PLC to determine what will be included on the progress report for all students at that grade level.
Progress reports should be consistent across the grade level. Progress report dates will be provided by
the district.
Report Card & Progress Report Distribution Dates

Quarter Progress Report End of Quarter Report Card

Distribution Date Grading Period Distribution Date

1st Quarter September 27th October 27th November 6th

2nd Quarter December 5th January 12th January 29th

3rd Quarter February 20th March 23rd April 9th

4th Quarter May 4th June 7th June 7th

25
SCHOOL PICTURES/PHOTOGRAPHS
School pictures are a held two times a year at Southwest. Dates will be provided prior to the
event and details regarding payment will be sent home to families. Students will take school pictures
which are scheduled accordingly:
 Individual pictures in the fall, and
 Full body and class pictures in the spring.
Photographs: Throughout the year, Southwest may have special events (i.e., Fall Festival, Spirit
Week, Curriculum Nights) in which photographs are taken to represent the event. These pictures may be
posted on the school website. In addition, members of the media may contact the school district for
permission to photograph classes.
Parents who DO NOT want their child photographed, should complete the attached form in the
back of the Student/Parent handbook within the first two weeks of school. Teachers should keep these
requests on record and provide a copy to Mrs. Willingham (tech facilitator) to ensure that these
students are not included in event photography.

SCHOOL SPIRIT
School Spirit Day ~Every Friday, we encourage all members of our school community to
show their Southwest school spirit by wearing a Southwest t-shirt (past or present design) or the Southwest
school colors of royal blue and gold. Teachers will provide a record of all students who participate in Spirit
Day. Drawings will be held from student participants.

Dress to Impress Day ~ Every first Monday of the month is Dress to Impress Day. At
Southwest, we take pride in our school and in our students. Everyone is encouraged to wear a
professional/dressy outfit on this day.

College Spirit Day ~ Every first Thursday of the month is College Spirit Day. At
Southwest, we are college and career ready! We encourage everyone to show their support for their favorite
college or university on this day.

School Spirit Day/Weeks ~ In December, we will be a School Spirit Week. Notification

will be sent home in advance. Participation is optional but encouraged. (Note: School dress code expectations still
apply during spirit weeks.) Additional weeks may be added to support other school initiatives (i.e., Dr. Seuss
Week, Pennies for Patients).

SIGN-IN/OUT
Employees are required to sign in and sign out daily. All employees are required to sign-in
when arriving to school late and sign-out when leaving school early. When you leave early, you must
have prior approval or be signed out by an administrator. If you have filled out a leave request,
this process is not necessary.

SPECIAL AREA CLASSES

Please remember that our special area teachers (Art, Music, Media, Physical Education, and
Dance) work with all of you. Classes should be an extension of your instructional program. Collaborate
with special area teachers to coordinate activities and units of study.
Bring your class on time and pick them up on time. Because of the number of classes, it is
important that we all follow the schedule. If you do not follow the schedule, it affects other teachers’
classes. Have your students use the restroom before going to specials. If you need to cancel a class or
change a time, please let the special area teacher know at least three days ahead of time. Every effort
will be made to provide maximum service.
Our goal in the media center is to develop life-long learners who love to read and to ensure that
students and staff are independent and effective users of ideas and information. It is also our mission
26
to provide media and information related services that are fully integrated with the instructional
program. Contact Valerie Souchek for further information.

STAFF/PROFESSIONAL DEVELOPMENT DAYS

Staff members are encouraged to attend workshops that develop and enrich professional skills
and abilities. Staff wishing to attend a professional workshop must first receive approval from
the principal.
When a substitute is required, the request may be submitted to the School Improvement Team
to allow site-based approval regarding the purpose of the workshop and substitute funding. Note:
When Title I funds are used, a twenty day prior approval process is required by the district.
Whenever a staff member is out for a workshop, a leave request must be filled out before the workshop
is attended.
As a member of a PLC at Southwest, we are building capacity within our school with teachers
who are capable of disseminating instructional strategies that will benefit all students. To support this
leadership initiative, a teacher who attends a workshop should be prepared to present the material to
the teachers at Southwest.

SUBSTITUTES
DPS thoroughly screens anyone applying to be a substitute teacher. Substitute teachers are
approved through DPS, and we can only call those candidates that are cleared. Teachers are
responsible for contacting Mr. Rotosky or Ms. Harrington and they will secure a substitute for an
absence. Training is provided at the beginning of the year. If you are having trouble securing a
substitute, see Mrs. Willingham for tech assistance or Mrs. Harrington for personnel recommendations.
To ensure that your classroom will run smoothly when you are out, detailed substitute plans* should be ready and
accessible. To assist students with the transition, try to maintain your classroom routine.

TARDY
Any student arriving late to school will have a tardy pass, which must be collected and returned
to the secretary in the office by the end of each day. If a child arrives in the classroom after the 9:00am
bell without a pass, they must be sent back to the office to sign in as late.
If students will be delayed due to a late bus, the delay will be announced to the staff. Students
who need to eat breakfast will be allowed to do so before reporting to class. These students will not be
counted as “tardy.”

TEAM PLANNING/PROFESSIONAL LEARNING COMMUNITIES (PLC)

Grade level PLC teams are responsible for planning together and following the NC Standard
Course of Study/Common Core Essential Standards. We want every classroom on each grade level to
work together cohesively so that all classrooms are equitable and fair. Teams are required to plan
together two days per week. One day is designated for literacy and social studies, and the other day is
designated for math and science. Administration and curriculum support also participates in these
planning sessions.
Documentation of PLC planning is a required component of Title I and will be collected by the
grade level chair. Quarterly samples will be submitted at the end of each quarter to the assistant
principal/Title I facilitator. A list of required documents for Title I will be provided.

TELEPHONE USE

27
 It is expected that during the school day, your phone business will be school related. Except in
cases of emergency, you should not use school time or telephones for personal business. Long distance
calls for school business must be made from the assistant principal’s or principal’s office.
When a parent is called during the school day, leave a message and notify the front office
immediately if you are expecting the parent to return your call.

TITLE I- SCHOOLWIDE
What is Title I?
Title I, the largest federal education program, is intended to help ensure that all children have
the opportunity to obtain a high quality education and reach proficiency on challenging state academic
standards and assessments. Components of Title I include Adequate Yearly Progress (AYP), teacher
and paraprofessional requirements, accountability, sanctions for schools designated for improvement,
standards and assessments, annual state report cards, professional development, and parent
involvement. Documentation of key components is required for all Title I schools.
Title I, starting with the passage of the Elementary and Secondary Education Act of 1965,
provides federal funding for schools to help students who are behind academically or at risk of falling
behind. Services can include hiring teachers to reduce class size, tutoring, technology, parental
involvement activities, professional development, and the purchase of materials and supplies. About
half the schools in North Carolina receive Title I funding as do all 115 of the state’s school districts.
Funding supports Title I School-wide Programs and Targeted Assistance Schools, depending on the
level of poverty in the school and how the school wants to function. School-wide Programs are in
schools that have at least 40 percent of their children on free or reduced-price lunch and go through a
one-year planning process.

TUTORING FOR PAY (BOARD POLICY 5425)

A teacher shall not use the school property to privately tutor a child for a fee, who currently is
enrolled in a school where the teacher works.

VIDEOS (BOARD POLICY 3045)

Durham Public Schools permits the appropriate use of videos and digital media resources for
instructional purposes in the course of face to face instruction. Please make sure you are familiar with
DPS Board Policy 3045 - USE OF VIDEOS AND DIGITAL MEDIA and the accompanying consent
forms. All Board policies can be located by clicking on RESOURCES on the DPS webpage, and then
"District Policies."
If you are planning to show a video that is not from our approved media collection, fill
out the district request form and submit it to the principal for approval prior to viewing.
Movies or videos should be used for instructional purposes only and should be consistent with the
Standard Course of Study/Common Core Essential Standards. Use of movies or videos for
entertainment or reward purposes violates board policy and may violate copyright laws.

VOLUNTEERS
Durham Public Schools encourages our parents and community members to volunteer their
time in schools. Field trip chaperones, classroom assistants, tutors and many others are an essential part
of our efforts to ensure academic achievement for every student in every school. All persons 18 years
or older who participate in school activities are required to complete the volunteer registration
process, including a criminal background check, prior to beginning their volunteer activity.
The safety of all students in Durham Public Schools is our first priority. While we encourage,
appreciate, and celebrate volunteer involvement, it is important that we avoid any situation in which a
volunteer might compromise student safety.
Volunteers must register online at the secure web site www.dpsnc.net/volunteers. Persons
without computer access are permitted to use a computer in the school media center or other location.
28
Volunteer registration online requires either a Social security number or a US I-94 VISA number. If an
applicant does not have either of these items, he/she may request the Alternative Volunteer Application.

Individuals will be notified by email of clearance to volunteer. Approved volunteers should

print and provide a hard copy of the email to the classroom teacher. Central services will also
inform the office and designated volunteer coordinator(s) who is cleared or not cleared to volunteer.
All parents/guardians/ relatives wanting to chaperone field trips, work in the classroom or
work with students MUST fill out a volunteer application and be cleared. No exceptions!
If you need to confirm a parent/guardian’s volunteer status, check with the secretary in the
front office. Do not wait until the week of a field trip or event to confirm. Volunteer applications
can take several weeks, so this process must be completed weeks in advance of an upcoming event.
Encourage all of your parents to complete the volunteer process at the beginning of the year to avoid
any surprises or disappointments at a later date and time.

WELLNESS
Southwest will continue to promote fitness as a key element of our Health and Wellness Program.
All classrooms are required to manage a structured recess with their students. To promote “Fitness First,”
classes will also work together (staff and students) for the first 5-6 minutes of each recess block on
structured activities that put “fitness first” at Southwest. This can include, but is not limited to, doing laps
around the track or one of the premeasured loops on the school grounds. Our goal is for each class to add
25-30 additional minutes to the scheduled 80 minutes provided in physical education and dance instruction.

WORKROOM EXPECTATIONS
a) Cleanliness: Please keep the teacher workroom areas clean. This means that all recyclable and
non-recyclable scraps and papers must be discarded appropriately. Furthermore, all materials
used need to be placed back in the same spot that they belong.
b) Copies: With regard to the workroom copiers, we all need these to remain functional and
long-lasting. When there is a paper jam, clear out the paper causing the jam or find someone
else to assist you. If a copier is out of ink/staples or an error message/repair notification
appears, notify Mrs. Bailey so the issue may be addressed. Furthermore, with the exception of student
teachers, students at any level must not use the copiers for any reason. Volunteers, unless trained on the
copier use by the school administration or a designee, are also forbidden to use the copiers.
c) Lamination: If a laminator is out of film, turn it off (to allow for the necessary cooling time
required for film replacement and maintenance) and inform the office immediately. To conserve
lamination, refrain from laminating small, single items that require wasted lamination to
complete. Laminate multiple items at one time or join with a peer teacher to laminate items. If
we can conserve the lamination we currently have, we will be more likely to have what is needed
toward the end of the year.

29
 Southwest

School-Wide Procedures

Handbook

2017-2018

All Southwest Staff must be familiar with these procedures; teach and reinforce them
throughout the year with students in order to create a safe and orderly environment.

30
 CAFETERIA
PROCEDURES
1. Line up according to lunch choices.

2. Remain silent when going through the serving

lines, except to say “Thank You” ,
“Yes, Please” and “No, Thank You.”

3. Focus on eating and use a quiet voice when talking

in the cafeteria.

4. Use appropriate manners when eating.

5. Stay seated unless given permission to get up.

6. Raise your hand if you need something after

you have already been seated.

7. Remove all trash from the floor and table

before lining up.

31
HALLWAY PROCEDURES
1. Line up single file on the right side of the hall.

2. Stay one square away from the wall.

3. Keep hands to yourself and face forward at all times

to avoid collisions.

4. Silent walking in the hall at all times.

5. at all posted stop signs.

6. Give other teachers a silent wave or a finger hug as

you stay in your line.

7. All unsupervised students in the hall must have a hall

pass.

32
 Hallway Procedures

1. Classes must stop at designated stop signs that are placed in the halls.

2. Keep all conversations with students and adults professional and quiet.

3. Stop movement and talking whenever the intercom comes on (students and

staff).

4. Teachers monitor students:

a. Strategically place students in line

b. Teachers should walk in the middle or at the end of the line so they

are able to monitor students at all times.

5. Students should look with their eyes, not with their hands. (Don’t touch

anything in the hallways).

6. All unsupervised students should have hall passes walking throughout the

halls.

7. Staff should send students back to their classroom if they do not have a hall

pass.

8. Teachers should enforce the Hallway Procedures that are placed in the halls.

33
BATHROOM PROCEDURES
1. Follow hallway procedures before and
after using the restroom.

2. Only assigned number of students use the

bathroom at one time.

3. Playing is for the playground, not in the

bathrooms.

4. Be sure to always flush and wash your hands.

5. Place (do not throw) all trash in the garbage

cans.

6. Respect the privacy of others.

34
 Bathroom Procedures

1. Do not allow students to bring pens, markers, or pencils into the bathrooms.

2. Either a teacher or monitor needs to take a quick check before leaving

bathroom to make sure it is clean.

3. Send children to the bathroom by themselves or with a partner (not in

groups, as this is a safety issue).

4. Classes going to specials should have priority in using the restrooms.

5. Students must follow procedures listed on displayed poster.

6. After students line up, teachers should only send in a few students at a

time, depending on the number of stalls available.

7. Teach 3 pulls per paper towel – “Tug, Tug, Pull” or “Tug, Tug, Tear”

8. Students with behavior issues should not go into the bathroom at the same

time or by themselves.

9. Follow the posted Bathroom Schedule unless there are extenuating

circumstances.

35
 OFFICE
ETIQUETTE
1. Hold brief and professional
conversations.

2. Keep noise level down.

3. Refrain from using cell phones.

4. Please be respectful of office

staff, children, and adults.

36
 Office Procedures
1. Please be mindful of professional demeanor while in the front office.

2. No horseplay or playful banter in the front office.

3. Leave inappropriate language out of the office.

4. Be especially aware of noise level when someone is on the phone (which is most of the

time).

5. Refrain from speaking to office staff while they are on the phone. (Believe it or not, this

happens frequently.)

6. Give appropriate wait time when buzzing or calling the office.

7. Do not leave things in the office to retrieve at a later time.

8. Teachers should not sit at the front desk and use it as a work space. You may sit behind

the desk only if you have been asked to help answer the phone and/or greet parents and

guardians.

9. Food items should be taken to the workroom rather than brought to the office.

10. If you send a child to the office, please be sure to send a detailed note with them (Many

times students don’t remember why they were sent to the office). 

37
 PLAYGROUND
PROCEDURES
1. Be respectful of others.

2. No fighting or aggressive play.

3. Always demonstrate good sportsmanship.

4. Do not leave the playground without a

teacher’s permission.

5. Check to be sure you have all equipment at the

end of recess. If equipment is left on
playground, please return it to the assigned
classroom.

38
 Playground Procedures
1. Adhere to assigned schedule.

2. If your class is on the playground when it is another class’ designated time, your

students must adhere to their playground rules.

3. Teachers should actively monitor students and station themselves in different parts

of the playground. This way problematic behavior can be prevented.

4. All grade levels should come to an agreement and enforce common procedures and

consequences across the grade level.

5. Teach students not to pick up glass, but rather, bring it to the attention of the

adult monitoring the class or area.

6. Students should eat snack in a designated area and make sure all trash is picked up

before they leave or go to play. Assign a monitor to make sure it is done.

7. Adults should always have their keys with them. Do not let students bang on doors

or handles to go in and use the rest room.

8. B-Hall should be used for playground entering and exiting only by the 5 classrooms

closest to the door. Other classrooms may use the B-Hall side entrance, or the

doors beside the gym.

9. Please follow weather guidelines, Ozone warnings, etc.

10. Do not have students stand up against the wall or run laps as punishment (North

Carolina State mandate).

11. Each grade level should come up with their own procedures and rules that are safe

and developmentally appropriate for their grade level.

39
 Assembly Procedures

1. Seating:
a. Seat behavior issues closer to the teacher.
b. Emphasize the importance of sitting on bottoms for the
entire performance.
c. Sit students according to grade level, youngest children
closest to the stage.
d. Respect and enforce “Give me 5.”
e. Teachers and students should quietly respect the
performers and show appropriate audience etiquette by not
talking, grading papers, texting, playing, joking, etc.
f. Teach students the appropriate manner and time to applaud.

2. Entering and Exiting:

a. Teachers should constantly monitor students in hall,
entering gym, exiting gym, and in the hall back to the
classroom.
b. Leave gym from both doors, one classroom at a time.

40
 Congratulations!!!

You have completed our Southwest Faculty/Staff Handbook.

Please print off this page and sign in the space provided below to verify that you have read

this handbook from start to finish. A signature indicates that you are familiar with the

contents of this booklet and may, therefore, be held accountable to all the school rules and

policies identified within its pages.

This page must be submitted directly to the secretary (not left in her mailbox, on her

desk, or sent via email) by 3:30 pm on Friday, August 25th.

My signature and initials below are verification that I have read the Faculty/Staff

Handbook and understand, accept, and agree to abide by the policies and procedures

outlined in the Faculty/Staff Handbook.

______________________________________________ ___________
Signature Date

Initial
I am aware of the bell times and understand that my scheduled hours are from 7:45am until 3:15pm.
(Exceptions are faculty PLC meetings, early release days, and required staff events.)

I am aware of the staff expectations both professional and academic including the
“non-negotiables,” employee dress code, and communication guidelines.

I understand that failure to abide by these times and expectations may result in a formal
reprimand which can be placed in my personnel file.

41