2016 - 2017 CES Process Handbook

CAPROCK ELEMENTARY SCHOOL

PROCESS HANDBOOK

Instruction Board Policy AE(EXHIBIT)

PROCESS MAP(S): KISD Administrative
Regulation(s)

FORM(S):
Balanced Literacy

Instructional time is to be utilized fully. Students and teachers should be actively involved in
the instructional process throughout the day. An effort should be made to utilize every
moment of time in the day to achieve academic success for all.

Teachers are required to follow the district curriculum when planning instruction and should
utilize powerful instructional strategies daily. Learning Stations (aka “Centers”) should
reinforce and extend learning from the current curriculum unit and require intentional
planning and preparation. Learning Stations should include opportunities for working with
the teacher. In addition, each student should receive direct feedback regarding their
progress.

In order to remain focused on instruction as our primary goal, please adhere to the following
expectations:

A. Establish a routine by which students are engaged in meaningful instructional
activities from the time that they arrive, and at all times during the instructionally
allocated times.

B. It is expected that teachers remain “actively involved” in teaching. This means that
teachers are moving about, working with individual or groups of students at least
80-90% of the time.

C. All instructional activities should be developmentally appropriate, engaging, and
relevant for each and every student.

D. Do not use time allocated for instruction for lesson preparation or other
administrative tasks, such as e-mailing or making phone calls.

E. Do not allow parents to hold conferences with you during instructional time.

F. Students with social and/or behavioral problems usually experience low
achievement. It is extremely beneficial for these students to remain in the
classroom as much as possible, without compromising the achievement of other
students in the classroom. Teachers should work diligently to build relationships,

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model and teach appropriate behaviors, and collaborate with others when needed
to help a child with social/behavioral concerns.

Laminating Board Policy

PROCESS MAP(S): KISD Administrative
Regulation(s)

FORM(S):

The laminator machine is an expensive piece of equipment that needs to be handled with
care.

A. Staff members must be trained before utilizing the laminator for the first time.

B. The laminator key is required for use.

C. The laminator will be shut off at the end of each day.

D. If the roll is getting low, please notify the office secretary.

E. Due to the high cost of laminating and the time involved in laminating, please exercise
good judgment in choosing what and how many items you laminate.

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Leaving the Classroom Board Policy FFF(LOCAL)

KISD Administrative
Regulation(s)

PROCESS MAP(S): FORM(S):

Student safety and security is our number one priority. Students may not be left unattended
at any time.

Teachers will need to have a plan in place to ensure adequate classroom supervision, in the
event an emergency arises and the teacher must leave the classroom. This plan is
extremely important, as you are liable for negligence in the event a child under your
supervision is injured while the teacher has left the classroom.

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Board Policy

Lesson Plans KISD Administrative EG(R2)
Regulation(s)
PROCESS MAP(S):
FORM(S):

The most important part of the instructional process is planning. Teachers are responsible for
keeping lesson plans updated utilizing Forethought or google docs, as organizing and
planning are essential to effective teaching.

A. Horizontal (Grade Level) Teams are expected to collaboratively develop engaging,
challenging plans for their students as well as provide for consistency between classes.

B. All plans must be aligned to the Scope and Sequence (content/performance standards
and time frame) and include a plan for intervention if a student(s) fail to master the skill.

C. Each teacher is responsible for keeping plans up-to-date.

D. Administrators will regularly review lesson plans to look for student engagement, best
practice instruction, and plans for re-teaching.

Note: Teachers should be prepared with at least 3 days of emergency lesson plans and
materials that are easily accessible to administrators, team members, and substitute
teachers.

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Library Board Policy

KISD Administrative EFB(R2)
Regulation(s) FP(R2)

PROCESS MAP(S): FORM(S):

The library is an extension of the classroom. Teachers will remain with students during library
time to assist with learning and provide support for discipline. The librarian will outline specific
procedures and routines for library use. Your cooperation is expected.

A. Students are not allowed to check out books if they have not returned their books
from the previous week.

B. A fee may be assessed by the librarian for overdue, damaged, or lost books.

C. Teachers are welcome to check out items from the library. Please see the librarian
to obtain a list of items housed in the library, or to request new items.

D. All library books must be returned, or fees collected, prior to student’s withdrawal.

E. All library books must be returned at the end of the school year, unless special
arrangements have been made with the librarian for summer check-out (teachers
only).

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Lounge Board Policy

PROCESS MAP(S): KISD Administrative CX(R3)
Regulation(s) CLB(R1)

FORM(S):

Our school is a "home away from home" for each of us. It is the responsibility, therefore, of all
staff members to keep our lounge neat and clean. It should be a place for relaxing and
enjoying our co-workers.

*Note: Refrain from discussing student problems, negative behavior, families of students, etc.
in an open forum.

Please remember the following regarding the lounge:

A. Help keep the microwave and refrigerators clean.

B. Always clean-up after yourself (dishwashing is not a custodial duty.) It is all of our
responsibility to keep the lounge clean.

C. Employee’s children are allowed in the staff lounge after 4:00 pm with an adult
escort to use the vending machines. Remember, this is a place for employees to
relax, unwind, and talk with their peers. It is best for children to stay out of “earshot”
of these conversations.

D. Label items that are placed in the refrigerator and keep track of the items you
place in the refrigerator.

E. Open containers will be discarded every Friday.

F. Respect each other by not taking items that do not belong to you.

G. For health reasons and before any extended holiday break, the refrigerator will be
cleaned out. Notices will be posted and all items remaining after the deadline will
be thrown in the trash, regardless what condition it is in, or how expensive the dishes
may be.

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Name Badge Board Policy CLA(LEGAL)

PROCESS MAP(S): KISD Administrative
Regulation(s)

FORM(S):

A. Picture name badges are provided to all new staff members and are also the
building access cards.
a. Lost/damaged badges cost $25.00 to replace.
b. YOU MUST report a lost/damaged badge immediately to the campus
secretary.
c. You will have 48 hours to find your badge and then it will be turned off.
d. An administrative report regarding badges that are not used over a period of
time, and that are NOT reported as lost, will be given to the Principal for
follow-up. Therefore, it is important to use your badge daily.

B. Staff members are expected to wear their picture name badge at all times. Please
keep your badge in good condition in order to promote a professional image.

C. Staff will also receive a gold or silver name plate badge which must be worn in
addition to the picture name badge.

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Board Policy

Out-going Mail Distribution KISD Administrative
Regulation(s)
CX(R6)

PROCESS MAP(S): FORM(S):

The District mail system is intended for official school business. This includes delivering items
between District buildings and to and from the U.S. Post Office. Limited personal use is
allowed for items that fit into a standard intra-office envelope provided that the sender holds
the District harmless for loss or damage to the contents.

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Parent-Teacher Conferences Board Policy EIA(LOCAL)

KISD Administrative
Regulation(s)

PROCESS MAP(S): FORM(S):

Parent-teacher conferences are an essential part of a child's total education. Effective
communication is one of the most important tools for success in this area. ALWAYS start
conferences with positive statements about the student. Put yourself in the parent’s shoes
when pre-planning for a parent teacher conference and the topics to be discussed.

A. In lieu of the first three weeks progress report, teachers will contact the
parent/guardian of every child to discuss progress thus far. This will help establish a
positive working relationship with the family.

B. Every attempt should be made to schedule a face-to-face conference with
parent/guardian.

C. All conferences should be documented in AWARE.

D. When communicating in a difficult situation, please refer to the following tips by Al
Ostroot, President of Organizations by Design:

a. Listen, listen, and listen. Hear them out. Don’t interrupt. People typically spend some
time thinking about what they want to tell you, so don’t frustrate their efforts to do
so.

b. Remain calm. Don’t get defensive. Aim instead for empathy with people. What
could make the complaint true from their standpoint? You will never know the
answer to this unless you really listen to what they are saying and see it as credible
from their perception and experience.

c. Acknowledge and summarize. Don’t trivialize the complaint. Restate the problem as
you understand it. Ask clarifying questions. Keep restating their concerns until they
are satisfied that you really understand.

d. Apologize. No matter where you see the fault as lying, apologize that there was a
problem. Thank them for bringing it to your attention. Remember, by bringing the
problem to you, they have given you the opportunity to keep the relationship.

e. Ask what they would like for you to do. Find out what they need and want out of the
situation. Often, they will be satisfied with less than you feared would be necessary,
especially if you have given them the courtesy of a genuine hearing. Be sure that
you follow through and resolve in a timely manner.

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Board Policy DEA(LEGAL)
EAC
Paychecks
KISD Administrative
PROCESS MAP(S): Regulation(s)

FORM(S):

A. All professional employees are paid monthly. Auxiliary employees are paid every two
weeks. During the school year, paychecks are delivered to each campus.

B. Payday for teachers is the 28th of each month (26th for direct deposit), or if the 28th falls
during a weekend or holiday, it will be the last workday prior to the 28th.

C. Paychecks will not be released to any person other than the district employee named
on the check without the employee’s written authorization.

D. An employee’s payroll statement contains detailed information including deductions,
withholding information, and the amount of leave accumulated and is available at
the Employee Access Center (EAC).

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Board Policy FFF(LOCAL)

Recess & Playground Rules KISD Administrative
Regulation(s)
GKD(R2)

PROCESS MAP(S): FORM(S):

Recess plays an important role in the physical and social development of young students.
There is educational value in giving students the opportunity to be physically active for short
periods of time during the instructional day. Therefore, it is expected that recess be viewed
as an instructional activity and not a privilege or break from learning.

A. The total time allotted for recess/bathroom/transition is 30 minutes.

B. It is expected that active supervision take place. This includes walking and
continually scanning the area, as well as interacting with students. Teachers are
not to stand together and visit. Students must remain in sight of adults at all
times.

C. Students are not to be left in classrooms or on the playground unattended at
any time.

D. The weather is a consideration impacting recess time. An email will be sent if
the weather does not permit outside recess.
Ozone Alert Days
Purple – No outside activity
Red – No outside activity
Orange – Students with asthma must have limited exposure; parents may
request that their child stay inside

E. Always check playgrounds for potential hazards and make sure to check the
temperature of the equipment before students play.

F. Water may not be restricted to students.

G. Students will follow these playground rules:

 Stay in your teacher's view at all times.
 Up the stairs and down the slide.
 Woodchips stay on the playground.

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Board Policy FB(LOCAL)
FFAF(LEGAL)
Reporting Progress
KISD Administrative
Regulation(s) EIA(R2)

PROCESS MAP(S): FORM(S):

All grading practices should be used to promote learning, achievement and academic
growth. Grades should be seen as a tool to foster academic growth. All grading practices
used by teachers should be in writing and shared with students and parents.

All teachers are expected to be in compliance with the Elementary Grading Guidelines at all
times.

Meeting the needs of students with special needs:
A. Teachers are required by law to implement and follow all Individualized Education
Plans (IEP’s) as determined by the ARD Committee and must show documentation
of all accommodations and modifications. Progress Reports will be sent home
every 3 weeks, with the exception of the 1st three weeks of school. A parent phone
conference will replace this first report.

B. Teachers are required by law to implement and follow all Individualized
Accommodation Plans (IAP’s) as determined by the 504 Committee and must show
documentation of all accommodations and modifications.

C. Teachers are required by law to implement and follow all Individualized Health
Plans (IHP’s) as determined by the campus health committee.

D. Teachers will work collaboratively with the Student Intervention Team (SIT) to assist
students struggling academically, behaviorally, or developmentally (see RtI
Processes).

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Board Policy

Response to Intervention (RtI) KISD Administrative
Regulation(s)
EHBC(R1)

PROCESS MAP(S): FORM(S):

Response to Intervention (RtI) is a proactive, preventative process utilizing an integrated
problem-solving framework designed to identify and address the needs of students.

The Student Intervention Team (SIT) will work collaboratively to identify and monitor
instructional and behavioral supports to ensure student success.

A. The Student Intervention Team consists of the teacher, parent, administrator, and
other campus staff as needed.

B. All speech, academic, and behavioral concerns must be addressed through the
Student Intervention Team (SIT) so that the Response to Intervention (RtI) process
may be implemented and the student’s progress monitored.

C. Teachers must follow all SIT recommendations and Intervention plans.

D. Teachers must document student progress and come to SIT meetings prepared
with required paperwork and supporting documents.

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Board Policy

Security KISD Administrative GKC(R2)
Regulation(s)
PROCESS MAP(S):
FORM(S):

Safety and security for our staff and students is our number one priority.

A. All staff will utilize picture access badges to enter the building.

B. All outside doors are locked and require badge entry access.

C. Never prop open outside doors under any circumstances.

D. Do not open outside doors for visitors. All visitors must be allowed access
through the main entrance and must check-in at the receptionist desk.

E. Lock up valuables and purses at all times.

F. When leaving your classroom throughout the day, please turn off your lights and
lock your classroom door.

G. Technology resources may be checked-out through the library and must be
returned by the end of each day. Staff may not take this equipment out of the
building.

H. Staff should immediately report any security concerns or suspicious activities to
an administrator.

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Board Policy

Severe Weather Procedures KISD Administrative
Regulation(s)
FFF(R3)

PROCESS MAP(S): FORM(S):

For the safety of staff and students we will not go outside the building when there is lightning or hail.
We will not dismiss until the weather subsides and outside conditions are determined safe by campus
administration. If we are currently experiencing these types of weather, remaining in the building is
the safest place to be. The awnings are effective protection from sun and rain, but they do not
protect against lightning and hail.

Releasing our students safely during lightning will be a slow process. Please expect delays and help us
by being patient with this process. The safety of our students is always our first priority.

Special Severe Weather Instructions:

Arrival- When there is lightning in the area, parents may wait until the weather has cleared or
parents may park and walk their child into the building. District staff will not be outside to
receive students. Staff members will greet students inside at 7:25 A.M. as they enter the
building and we will supervise the students in designated areas.

Dismissal- When there is lightning or hail we will not release students out of the building until a
parent comes in and escorts them outside. Parents may not wave from the car for their child
to be dismissed. Parents may wait until the weather has cleared or parents may park and
walk up to the dismissal location. District staff will not be outside dismissing students during
any period of lightning or hail.

Light Rain, No Lightning
 Regular Dismissal
 Staff will assist students to their cars using umbrellas.

Heavy Rain - This process is slow. Thank you for your patience.
 Car riders will wait in the front foyer for pick up. Parents may walk up to the main
entrance (carrying their pick up sign) to pick up their child. Parents that do not have
pick up signs must provide the receptionist with their driver’s license to verify with the
pick-up information in the computer system.
 Bus riders will be kept inside until the weather has been determined safe. Bus students
will be loaded one bus at a time.

In Case of Severe Lightning, Hail -

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 Students and staff will remain indoors when lightning and/or hail are present. Students
will remain in classrooms during severe weather. Parents may walk inside to pick up
their child from their classroom (carrying their pick up sign). Parents that do not have
pick up signs must provide the receptionist with their driver’s license to verify with the
pick-up information in the computer system before walking to child’s class

 District staff will NOT escort students to cars while we are experiencing lightning or hail.
In Case of Tornado Warnings/Watch –

 When conditions are determined outside to activate a tornado warning or tornado
watch, the campus will lockdown. No one may enter the building during a lockdown.
All staff, students, and parents who are currently in the building will remain in the
building until the lockdown is over.

School Cancelation: Staff members will receive a Remind101 message from Mrs. Erb
regarding cancellation.
The KISD Website is the only official website to be used for determining closures.

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Student Withdrawal Board Policy FD(LOCAL)

KISD Administrative
Regulation(s)

PROCESS MAP(S): FORM(S):

A. Notification from a parent/guardian is needed before withdrawing a student. If a
student indicates that he/she is moving, notify the office so we can verify that
information with the parent.

B. The student must return all library books prior to withdrawal.
1. Grades should be completed for any student who has been enrolled for fifteen
days of that six weeks grading period.
2. Return all papers and student folder to the office when information has been
completed.
3. Fees for library books must be paid prior to withdrawal.
4. ALL student purchased supplies must be returned to students prior to withdrawal.

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Board Policy

Supplies & Materials KISD Administrative
Regulation(s)
FP(R1)

PROCESS MAP(S): FORM(S):

Teacher Supplies/Materials:
A. All requests for classroom supplies should be made by e-mailing the school secretary.
Orders will be filled on a daily basis and placed in your mailbox. If we are out of
something, you will be notified, and your order will be filled as soon as the item arrives.

B. Office supplies are a costly expense. Effort to conserve paper and other supplies is
expected.

C. All materials will be ordered through the P.O. system only – NO reimbursements will be
made!

Student Supplies/Materials:
A. Students are to provide supplies listed on the district approved school supply list.
(These supplies may need to be replenished during the school year.) If a student
is unable, for financial or other reasons, to provide the necessary supplies, notify
the school counselor for assistance.

B. In accordance with FP (legal), required school supplies are the property of the
student. Therefore, school supplies may not be required to become communal
property unless donated to the classroom by the student or parent. However, it
is not expected that teachers will fund necessary school supplies to the
classroom when the supply expires.

C. Teachers may engage in one of the following methods per semester in order to
replenish necessary supplies:
a. Teachers may send a letter to parents requesting donations of specific
classroom supplies or materials to support the instructional program, OR
b. Teachers may place a “wish list” on their classroom door for specific
classroom supplies or materials to support the instructional program.

D. The following guidelines should be followed when making the request for
donations.
a. The campus Principal will approve all letters requesting donations from
parents before letters are sent home.

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b. Once the initial request is made, no follow up requests or reminders may
be made verbally or in writing.

c. Teachers may not request monetary donations.
d. Students may not be rewarded or penalized for donating or not donating

items to the classroom.

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Teacher Access Center Board Policy

KISD Administrative
Regulation(s)

PROCESS MAP(S): FORM(S):
TAC Process Map

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Board Policy

Team Collaboration KISD Administrative
Regulation(s)
DK(R8)

PROCESS MAP(S): FORM(S):

Teams are expected to collaboratively develop plans, procedures, and processes.

A. Regular team meetings should be held to ensure consistency among classrooms,
share information, collaboratively plan lessons, solve problems, work on professional
development activities, etc.

B. All staff members are expected to actively participate and must follow the team
norms.

C. Team Meeting Notes, including an agenda and detailed information, must be
submitted online in the appropriate Team Folder.

D. Each team is responsible for ensuring all students’ needs are being met; whether they
are in your individual classroom or not.

E. Consistent communication, expectations, and instruction are expected for all
students.

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Board Policy

Visitors KISD Administrative
Regulation(s)
GKC(R2)

PROCESS MAP(S): FORM(S):

A. Visitors will need to sign-in at the office by presenting a valid drivers’ license, which will
be verified through the RAPTOR system.

B. Every visitor MUST wear a visitor's badge given to them when they register with the
office.

C. Please instruct anyone without a visitor's badge to return to the office to check-in
before allowing him or her into your classroom. Please inform the office of any visitor
who is exhibiting noncompliance regarding this policy.

D. Parent-Teacher Conferences should be prearranged. Teachers are asked to let the
front receptionist know when a parent/guardian is coming to for a conference.

E. Parent/guardian observations must be arranged through the campus principal in
writing at least 24 hours in advance.
o Classroom visits will be limited to approximately 20 minutes, no more than 30.
o Observations may not interfere with the instructional process.
o The following is not allowed: interviewing teachers, or videotaping, recording,
and/or photographing.
o A limit of one adult guest is allowed.
o Classroom observers will be accompanied by an administrator during the
duration of the visit.
o A pre- and post-observation meeting with an administrator is required.
o Classrooms observations will be limited or denied at the discretion of the
campus principal.

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Board Policy GKG(LEGAL)

Volunteers KISD Administrative DBAA(R1)
Regulation(s)
PROCESS MAP(S):
FORM(S):

Parents/Guardians, “Junior Achievement” volunteers, and mentors are welcome and
encouraged to help at school.

A. Volunteers or mentors who work with students one-on-one with little or no supervision
will need to fill out a *Criminal History Record Information Authorization Form, which is
available on the KISD web-site.

B. Acceptable volunteer activities include the following (*Criminal History form is
necessary at least two weeks BEFORE the activity takes place):
1. Working in the library under the direction of the librarian.
2. Assisting a teacher in non-instructional activities.
3. Supervising an individual* or a small group of students with an assigned task.
4. Assisting with any special school sponsored event.
5. Group or individual* tutoring.

Activities that are not acceptable include the following:
1. Entering areas of the school that are restricted to the public, such as: private
offices, closets, or any area considered closed due to safety reasons.
2. Pulling a student from instructional time without prior approval from the
teacher and/or administrator.
3. Removing a student from campus.

E. Guidelines for volunteers include the following:
1. To maintain the cohesive team concept on our campus, volunteers are to be
designated as “team” volunteers instead of for specific classrooms.
2. Volunteers should be willing to make a commitment to a definite time
schedule for working and should call the office when they are unable to
attend.
3. They should observe the same guidelines as regular staff members regarding
dress, the use of the equipment, lounge, etc.
4. Teachers should be very professional when working with volunteers. They
should never discuss the problems of individual students with volunteers.
5. Parents should never have access to permanent records of students or other
confidential information.
6. Teachers should always have the appropriate activities ready for volunteers
when they arrive. Time should not be taken from instruction to gather work.

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Work Orders Board Policy

PROCESS MAP(S): KISD Administrative
Regulation(s)

FORM(S):

A. If you have something that needs to be fixed, replaced, or looked at, let the Office
Aide know immediately.

B. Please list whether or not the request is urgent – a broken ceiling tile isn’t urgent, but no
air conditioning on a 100 degree day is urgent.

C. Your documentation will help us ensure these things get taken care of in a timely
manner.

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Workroom Board Policy

PROCESS MAP(S): KISD Administrative
Regulation(s)

FORM(S):

A. Staff members should always leave the workroom area as they found it.

B. Good housekeeping is important, and others will appreciate a clean and neat area in
which to work.

C. Due to the confidential nature of some items, students are not allowed in the
workroom or mailroom areas.

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