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HANOVER ELEMENTARY SCHOOL

2016-2017

Parent/Student Handbook

 

RULES, ROUTINES AND PROCEDURES

 

ARRIVAL AT SCHOOL

All arrivals by bus are through the front main door. Students dropped off by parents must enter via the rear doors. No students may enter the building before 8:55 AM as there are no adult supervisors on duty. For your child’s safety, please do not arrive before 8:55 AM.

Late arrivals

Any students late to school, after 9:05, must obtain a late slip from the office before going to the classroom.

ATTENDANCE POLICY

There is a high correlation between student attendance and student achievement. The assumption is that the student must have a consistently high level of attendance for learning to take place. The Bethlehem Area School District has developed a set of procedures to be followed at the elementary schools. Each time a child is absent from school the parents must send in a written excuse explaining why the child was absent.   The absence must be for a legal reason such as illness, quarantine, recovery from accident, court attendance, death in the family and approved family educational trips. Absences are generally recognized as cumulative or non-cumulative. Cumulative absences refer to days that contribute to the allotted number of days a student may be absent, which is ten for elementary. Non-cumulative absences are absences that do not contribute to the specified ten days.

Cumulative Absences

Excused absences include:

  • a maximum of ten days of absence for elementary students during a school year verified by a parent note submitted within three school days of each return.
  • pre-approved family vacation. See vacation policy.
  • any absence in which a physician’s written excuse is submitted within three school days of a student’s return.

Unexcused/unlawful absences include:

  • any day for which a written excuse is not submitted within three school days of a student’s return, including notes from physicians.
  • any absence not excused by a physician’s note after ten days of absence.
  • truancy.

Noncumulative Absences

Noncumulative absences include:

  • suspensions from school.
  • illness verified by a physician’s note submitted within three days of a student’s return. (Any absence in which a physician’s note is submitted is not included in the ten days permitted for parental excuses.)
  • death in the family – from date of death until two days after the funeral unless otherwise authorized by the principal.
  • religious holidays.
  • school sponsored activities.
  • pre-approved college visits up to three days.

Vacation Policy:  Parents are strongly encouraged to schedule family vacations with the School District Calendar in mind to ensure that students attend school a maximum number of days.

  1. Students at the elementary level will be permitted to take four (4) educational trips, up to a cumulative maximum of fifteen (15) school days during their tenure in elementary school. Educational trips may not exceed five (5) days per year.
  2. Middle school students will be permitted to take two (2) educational trips, up to a cumulative maximum of (10) school days during their tenure at the middle school level.       Educational trips may not exceed five (5) days per year.
  3. High school students will be permitted to take two (2) educational trips, up to a cumulative maximum of (10) school days during their tenure at the high school level.       Educational trips may not exceed five (5) days per year.
  4. Parental requests which go beyond the numbers of days or trips allowed must first be approved by the building principal and then referred to the superintendent or his designee for final permission.
  5. Any days taken beyond the maximum of five (5) days permitted for educational trips in a given year may be considered unexcused and unlawful for students under the age of seventeen (17) and unexcused for students seventeen (17) years of age and over. Appropriate legal action may be taken where applicable.
  6. The following will be taken into consideration by the principal in granting permission for the trip:
    1. The student’s academic standing
    2. The student’s attendance record
    3. The effect the absence will have on the student’s educational welfare
    4. Exceptionality of the request
    5. The Student Code of Conduct
  7. The Application for Permission for Student Excusal Due to an Educational Trip or Tour must be submitted to the principal ten (10) school days prior to the trip.
  8. It will be the student’s responsibility to contact teachers and make up assignments missed.
  9. Permission will not be granted for trips/tours during the district’s standardized testing period, the state’s testing periods, and the secondary school examination periods at the end of the first and second semesters.

ATTENDANCE VIOLATIONS

The Student Code of Conduct defines attendance violations as late to class, late to school and unexcused class absences. Late to school will result in an administrative discipline referral upon the third occurrence. When a student has committed three attendance violations of any combination of late to class, late to school, or unexcused class absences, the next violation will be considered an Act of Defiance. Continued attendance violations may result in the student being classified as a habitual offender as defined in the Student Code of Conduct which may result in expulsion from the Bethlehem Area School District.

Late to School:

  • The following lateness to school will not result in disciplinary action:

— Illness and appointments verified by a physician’s note.

— Court appearances.

— Funeral for family member.

  • First and second unexcused late to school – Warning to be issued.
  • Students who arrive late and do not procure a late slip from the office will be charged with an unexcused/unlawful absence.

Compulsory Attendance Law:

Three unlawful absences will result in written notice of violation of the Compulsory Attendance Law and may result in prosecution pursuant to Section 1333 of the Pennsylvania School Code. Parents can be fined up to $300, can be required to complete a “parenting program,” or up to six months of community service to the District. Students under 13 can be referred to delinquency proceedings.

BIRTHDAYS

While students might enjoy celebrating their birthdays with their classmates, there are alternatives to junk food items. Edible birthday treats are no longer allowed. Parents are asked to adhere to the following guidelines

  • Contact the classroom teacher prior to the date to make sure that there is no conflict with the date.
  • In lieu of food items, consider sending pencils, a classroom game, or a book for the classroom library.

BIRTHDAY INVITATIONS

Students are not permitted to hand out party invitations in school. All invitations must be mailed to the invitee’s home. Parents are encouraged to participate in the PTA Student Directory which provides student addresses. Neither the school office nor the classroom teacher may provide student addresses.

BOOK CLUB ORDERS

Payment for book club orders should be done by check only. Checks must be made payable directly to the book company and not to Hanover School or to the teacher. Cash will not be accepted for book club orders.

BOOKS

Textbooks, literature, and library books provided by the school are the responsibility of the child. Every textbook MUST BE COVERED AT ALL TIMES! Do not use contact paper to cover the books. Books covered with contact paper will be considered damaged and you will be asked to pay for them. Children who lose or damage textbooks or library books will be required to pay for them within three days after the loss has been confirmed. Library books are school property and should be returned in the condition loaned to the child.

BUS RULES AND REGULATIONS (SEE ALSO TRANSPORTATION)

A complete description of the district transportation policy and bus and conduct and safety code appears in the school district calendar. Please refer to this for additional details.

A child may not exit the bus at a stop other than the designated stop or go home on a different bus unless the parent has written a note to the teacher. The parent should also provide an additional note to be given to the bus driver. The child should show the note to the bus driver after it has been signed by the teacher or principal.

It is the student’s responsibility to act in such a way that they will not hurt themselves or others. If a problem arises, it should be reported to the bus driver.

Rules for proper student conduct and respect for others on the bus:

  • Students are to remain in their seats while the bus is in motion.
  • Students must ride the bus to which they are assigned.
  • Never stick hands, arms or any other part of the body out of windows or doors.
  • Noise is to be kept to a minimum.
  • Roughhousing or throwing objects in or from the bus is prohibited.
  • Eating is not permitted on the bus.

After the first bus conduct referral, a notice will be sent home to the parents advising them of a reported problem concerning their child. Three bus conduct referrals will result in a temporary suspension of bus services.

CHANGES IN ADDRESS, PHONE NUMBERS, ETC.

Please notify the office in writing. It is not sufficient to fill in the emergency card with the new information. The office needs to be made aware of changes that occurred over the summer months by a note from the parent.

CLASSROOM VISITATIONS

Parents are welcome to visit their child’s classroom during the year to get a better perspective of their child’s curriculum and performance. Parents should call the principal at least 24 hours in advance to schedule their visit.

CODE OF CONDUCT

Students need to understand that behavior is a series of decisions and choices. Most students in the Bethlehem Area School District make the type of decisions and choices that demonstrate respect for the rights of others and take seriously the educational opportunity school represents. The Code of Conduct is not designed to either alarm or restrict these students. It is intended to assure them a safe and positive school environment in which to learn.

Each child is given a copy of the Code of Conduct at the beginning of the school year. Parents are expected to review this with their child and return a signed form to show that they have done

  1. There are extra copies in the school office. Mr. Lynch will be glad to answer any questions you may have about the Bethlehem Area School District Code of Conduct.

CONCERNS

If you are concerned about any assignment, situation, or classroom problem, please contact the teacher first. If you still have questions, call the school office for a telephone conference or an appointment with the principal.

CONFERENCES, PARENT/TEACHER

Regularly scheduled conferences are held twice a year; in November and February. You are encouraged to have a conference with the teacher at these times. However, if at any time you have questions concerning your child’s social or academic performance, please make an appointment with the teacher. This can be accomplished by calling the office or by sending a note.

CHILD CARE

Before and after school child care service is available from 6:15 AM to 9:00 AM and from 3:45 PM to 6:15 PM each school day. Details regarding fees and service can be obtained by contacting the Hanover Child Care supervisors anytime during the Child Care hours. Changes in an established Child Care schedule for an individual student need to be made in writing.

DENTIST AND DOCTOR APPOINTMENTS

Dentist and doctor appointments should be made for the hours after school whenever possible. When this cannot be done, then only afternoon appointments should be considered. Permission requests must be in writing. Students will not be excused from the classroom without a written note. You are required to pick-up your child in the office and sign an early-release form.

 

DISMISSAL

Dismissal at the end of the day

Parents picking up students at the end of the school day should arrive at school at 3:37 PM, park in the large parking lot near the gymnasium door. Students will be released from their homeroom by their teacher.

Early dismissal – parent requests– Any parent wishing to pick up children before regular dismissal time must draft a note to this effect and see that the teacher receives it in advance. Phone calls will not be accepted for dismissal purposes.

EARLY CLOSING OF SCHOOL DUE TO WEATHER OR EMERGENCY

Please inform your child of procedures to follow in the event school is closed for an emergency. On occasions, when school is closed early because of snow conditions or for some other emergency, your child should have an alternate place to go in the event that you are not at home. PLEASE DO NOT CALL THE SCHOOL: If our phone lines are being used by parents, we will not be able to receive official verification from the Superintendent’s Office.

The decision to close schools will come from the Office of the Superintendent. If the decision to close schools is made prior to the opening of school, announcements will be made over local radio, TV stations, and the PARENTLINK system.

Allentown:      WAEB 790 AM, WHOL 1500 AM, WTKZ1320 AM, WKAP 1470 AM

WDIY 88.1 AM, WLEV 100.7 FM, WZZO 95.1 FM, B104 FM

Bethlehem:      WGPA 1100 AM

Easton:           WEST1400 AM, CAT Country 96.1 FM, WODE 99.9 FM

WFMZ – TV-69 and WNEP – TV-16 television stations will also carry cancellations or delayed opening announcements. In addition, announcements will be made on the school district website: http://www.bethsd.org.

ELECTRONIC COMMUNICATION/ENTERTAINMENT DEVICES GUIDELINES (BASD Policy 237)

The use of Electronic Communication/Entertainment Devices, such as cellular telephones is not permitted during the school day. All cellular telephone functions must be deactivated and the cellular telephone placed in a secure, non-visible area. No voice and/or text messages may be sent or received during the school day. Use of Electronic Communication/Entertainment Devices, such as cellular telephones, during a school-sponsored activity or athletic competition beyond the school day, will be at the discretion of the advisor or coach.

Students in violation of these guidelines will have their Electronic Communication/Entertainment Device confiscated. These devices will be returned to the student at the end of the school day. A second violation will result in the device being confiscated and returned only to the parent/guardian. Upon the third violation, the device will be confiscated and returned at the end of the school year.

All Electronic Communication/Entertainment Devices must remain off during a school evacuation or drill. The district is not responsible for any lost or stolen Electronic Communication/Entertainment Device.

ENGLISH LEARNERS (EL)

The goal of the BASD English Acquisition Program is to have all limited English proficient (LEP) students become fluent in English in the shortest amount of time possible so they may experience maximum success in school.

Hanover, as a low impact school with less than 6% LEP students, has an itinerant ESOL teacher who schedules sessions with small groups of students two or three times each week. Kindergarten through grade five students are served by the EL teacher. Additional support may be provided by a paid tutor, called a “Second Language Guide.”

Following testing, students are determined to be at the beginner, intermediate or advanced level of proficiency. Each student is monitored twice a year as he or she moves through the stages of oral proficiency, reading and writing. Progress in classroom performance is what signals a move to a higher proficiency level. The classroom teacher works closely with the ESOL teacher to rate each student’s progress. The student is exited from the English Acquisition program when the school team determines the child has the ability to achieve in the regular program.

A major benefit of the English Acquisition Program is greater inclusion. This helps LEP students to build friendships, and leads to interactions that benefit the language minority students and all our students.

ENTERING THE BUILDING

For safety reasons, the Hanover School policy for parents entering the building is as follows:

  • All parents entering the building to perform volunteer services, or for any other purpose, must register in the office and be given a Visitor’s badge to wear.
  • Parents may not go directly to the classrooms to pick up children. Teachers have been instructed not to release children without a signed excuse unless authorized to do so by the principal, secretary or nurse. Upon receiving permission, teachers will send children to the office where they will meet their parents. Parents are required to sign an early release form before their child will be released.
  • Parents bringing lunches, library books, birthday treats, and all other items forgotten by students must leave them in the office and not take them to the classrooms. Please label all items with the child’s name and teacher’s name.
  • If parents wish to confer with the teacher in the classroom at any time, they are asked to call first and make an appointment.

EXCUSED ABSENCES FOR SPECIAL EVENTS

Families requesting excused or early release from school for the purpose of participating in special events such as non-district sponsored theater productions or athletic competitions should submit a request as follows:

A request must be submitted prior to the absence by the parent and the group in which the child is affiliated specifying the reason and the days the child will need to be excused. A form is available for this purpose.

The request will be considered with the following criteria in mind:

— Student’s academic standing and ability to complete missed assignments

— Good attendance and timeliness to school

— Cooperative nature of student

This is the same criteria that is regularly considered when reviewing any request for a school absence. The days will be marked as excused cumulative absences and will not be deducted from educational/vacation trip and tour days. As a condition for continued approval of pre-approved absences from academic classes, the administrator may require that the student’s family provide the student with a tutor for the academic subjects. Students who have a high number of cumulative absences and tardies or are failing subjects will be denied an excused absence from school.

Any student whose request and current absences exceed the 10 cumulative days must make a written application to the superintendent of schools requesting an exception to the attendance policy. The request will be evaluated and determined on a case-by-case basis in collaboration with the respective school administrator.

FAMILY EDUCATION RIGHTS & PRIVACY ACT (FERPA)

FERPA is legislation designed to protect students’ privacy with regard to personal and education information and records. This law affords parents and students who are over 18 years old (referred to as “eligible students”) certain rights. Specifically:

  • The right to inspect and review the student’s educational records within 45 days of the date the district receives a request for access.
  • The right to request the amendment of the student’s records that the parent or eligible student believes are inaccurate or misleading.
  • The right to consent to disclosures of personally identifiable information contained in the student’s educational records, except to the extent that FERPA authorizes disclosure without consent.

Directory Information

The following information is classified as “directory information”, and the district may disclose or make this information public. A parent has the right to refuse to let the district designate any or all of the below types of information as directory information:

  • Student’s name, address, telephone listing, photograph, e-mail address
  • Date and place of birth
  • Major field of study
  • Participation in officially recognized activities and sports
  • Weights and heights
  • Dates of attendance
  • Degrees and awards received
  • The most recent previous educational agency or institution attended by the student

To take advantage of that right, the parent must notify the principal of the school within 20 days of receiving a notice that permission is not given to release any or all of those types of information designated as directory information.

Displaying Student Work

Perhaps the most significant implication of FERPA is the restriction of how a school district publicly displays student work. Student work must no longer be displayed with a letter grade because that practice invites a public comparison of the performance of one student to another. Letter grades placed on the back of the work or a code referenced to a private list of grades may be used.

A form entitled, Access to Educational Records Refusal Form (CA-208), is available in the Hanover office for parents to sign if they object to the inclusion of any or all of their child’s personal and/or educational information in the district’s directory information or if they object to having their child’s work displayed by the school.

FAST FOOD

Students are encouraged to make healthy food choices. As such, family members will be discouraged from dropping off fast food lunches as a treat during school hours.

FIELD TRIPS

Parents will be notified whenever a field trip is scheduled. Details such as appropriate dress will be included. Please remind your child that proper behavior is important for safety. Do not plan to accompany your child on the trip or to join your child at the site. Each field trip is an educational experience which is planned as an off school site classroom. Teachers will arrange for chaperones.

In the event of declaration of war and/or major acts of terrorism, the national alert system will be used to determine whether or not a field trip will be cancelled. Trips scheduled within the Lehigh Valley will be reviewed individually relative to student safety.

In the event of an alert status, the superintendent’s cabinet will review all field trip requests and recommend to the superintendent those that should be cancelled due to concerns regarding student safety.

Meetings of parents and administrators may also be convened to discuss the viability of a scheduled trip in the event a dangerous circumstance places the continuation of the trip in jeopardy.

Students are required to ride the district-approved vehicle to and from the activity unless permission is granted, in writing, by the principal or designee.

FIRST AID EMERGENCIES

Only emergency first aid is administered in school. If the school nurse or medical assistant is not present, first aid will be rendered by a teacher or a responsible member of the staff. In case of a serious injury, when a case appears to require medical attention, the school nurse is notified and will outline plans for treatment. Parents will be notified if possible. Working parents should complete the emergency card so that the telephone numbers of their employers are available. We also appreciate having the name and number of a neighbor or nearby relative who would care for the child if no one is home. Parents who leave town should notify the school and supply the name of the caregiver and provisions for emergency treatment. A form for this information is sent home the first day of school.

FOOTWEAR

Students are encouraged to wear sneakers or other sturdy footwear to school. Open sandals and dress shoes are discouraged. Sneaker/roller skate combination shoes and flip flops are not permitted under any circumstances.

FREE/REDUCED LUNCH

Each Fall you receive an application for free or reduced lunch or you may have received direct certification based on prior eligibility criteria. In addition, free milk is available for kindergarten students. For those who qualify, we urge you to take advantage of this federally funded program. All applications are given confidential handling. If you have not received a form or if your financial status changes, please call the school office at 610-691-3210.

GIFTED STUDENTS

Teachers may refer potentially gifted students’ names to the principal for consideration. A comprehensive building screening that requires teacher, student and parent input is necessary before referral to the District Child Study Center can be made.

GUM

Students are not permitted to chew gum on school property.

HOMEWORK

If children are ill and parents wish to pick up homework for them, it is important to give the school adequate notice of such a request. Generally, if parents call in the morning to request homework be sent home, the materials can be gathered and ready for pick-up in the office by 3:40 PM. You may leave a message by telephoning the school at 610 691-3210. If parents wish another child to deliver homework, this can also be arranged with proper notice. It is the student’s responsibility to make up all work missed during an absence.

HOMEWORK POLICY

Each teacher will send home a copy of the specific homework policy for your child’s class at the beginning of the school year. Check with your child each day to see if he/she has homework due the following day or projects due at a future date.

In addition to classroom assignments, all children are assigned 15 minutes of independent reading each night.

Students are discouraged from returning to the classroom after dismissal.

INJURIES

All students sustaining a serious injury at school or at home will not be permitted to participate in physical education or recess activities until cleared in writing by the child’s physician. This is for the safety of all students.

JUNK FOOD

In order to give your child a learning advantage, please keep junk food to a minimum. Parents are encouraged to monitor their child’s school snacks.

LOST AND FOUND

Place your child’s name on all personal items such as the lunch box, mittens, boots, hats, and coats. This is especially important for younger children. This procedure will help in locating a lost item. Lost items are placed in the “Lost and Found” box in the cafeteria. Children are asked to check the box if they have lost something. These items are always on display during conferences. All articles not claimed by the end of the school year are given to charity.

LUNCH PROGRAM

Cafeteria Rules

During lunch, it is the child’s responsibility to show good manners. In using good manners, the following cafeteria rules must be followed:

  • No canned soda.
  • Walk slowly and carefully.
  • Eat and talk quietly.
  • No exchanging of food.
  • Clean individual eating area and return your own tray.
  • Leave in an orderly manner when dismissed

Lunch Prices

Children have the option of buying a prepared lunch or bringing their own from home. Should your child desire to bring his/her own lunch, juice/milk may be purchased at the cafeteria. Glass containers and carbonated beverages are not permitted. The 2016-2017 prices:

Lunch                          $2.60 (subject to Board approval)

Reduced Lunch              .40 (subject to increase)

White Milk                     .60 (subject to increase)

Chocolate Milk               .60 (subject to increase)

Make lunch easy with an EZ Lunch Account

Parents may choose to pre-pay their child’s lunch. If you choose, the EZ Lunch will provide you with an easier method of making sure your child gets a nutritious lunch. Here are some of the highlights of the program:

  • There is no longer a need to bring cash for lunch
  • Funds are deposited into the student’s account – you decide how much.
  • Funds will remain in the student’s account until they are spent and can be carried over to the next school year.

Safety Features:

  • Students will be informed when their balance is low.
  • All Dining Service EZ Lunch accounts are managed within each individual school’s Dining Hall.       You may call and request a balance directly from the Dining Hall staff.

Here’s how:

  • Determine the amount of money to be deposited into your child’s account. We ask the minimum deposit of $20.00 for full paid and $15.00 for reduced.
  • Make checks payable to “BASD Dining Services.”
  • Please place the check in an envelope. Write your child’s first and last name on the check and the front of the envelope.
  • A form is also provided on the monthly menu.

MATHEMATICS

The Bethlehem Area School District has a balanced mathematics program, aligned with national and state standards, driven by a written curriculum, and composed of concepts, skills, and problem solving.

A comprehensive mathematics foundation for all students includes conceptual and skill-based content derived from (1) numbers and operations, (2) geometry, (3) measurement, (4) data analysis and probability, and (5) algebraic concepts. Teachers facilitate mathematics learning by engaging students in the processes of problem solving, communication, reasoning, making connections, and using representations. Active learning involves appropriate use of hands-on materials, including use of electronic technologies. As a result of learning mathematics, students will become proficient with appropriate basic skills and grow adept at solving routine and non-routine problems.

Processes Integrated Across All Strands

Students:

  • Use mathematical reasoning, problem solving, and estimation, with and without calculators.
  • Use mathematical vocabulary when reading, writing, speaking, and listening.

Strand 1: Numbers and Operations

  • Demonstrate an understanding of numbers, ways of representing numbers, and relationships among numbers.
  • Understand meanings of operations, use operations and understand how they relate to each other.
  • Compute accurately and make reasonable estimates.

Strand 2: Geometry

  • Analyze characteristics and properties of 2- and 3-dimensional geometric shapes and demonstrate understanding of geometric relationships.
  • Identify and/or apply concepts of transformations and symmetry.
  • Locate points and describe relationships using the coordinate place.

Strand 3: Measurement

  • Demonstrate an understanding of measurable attributes of objects and figures, and the units systems and processes of measurement.
  • Apply appropriate techniques, tools and formulas to determine measurements.

Strand 4: Data Analysis and Probability

  • Formulate or answer questions that can be addressed with data and collect, organize, display, interpret and analyze data.
  • Select and use appropriate statistical methods to analyze data.
  • Understand and apply basic concepts of probability or outcomes.

Strand 5: Algebraic Concepts

  • Demonstrate an understanding of patterns, relations and functions.
  • Represent and/or analyze mathematical situations using numbers, symbols, words, tables and graphs.

MEDICAL INFORMATION/AUTHORIZATION FOR MEDICATION DURING SCHOOL HOURS

Administration of medication to students will be done only in exceptional circumstances: when the child’s health may be jeopardized without it. A Bethlehem Area School District form must be completed by the family physician who shall indicate the necessity of the medication being administered during school hours, the name of the medication, the time to be given, the dose and possible reaction, if any. Medication must be marked with the pupil’s name, name of the physician, time, and dosage to be given. If this procedure is not followed, the medication that is sent to school will not be administered.

The above policy applies to the administration of cough drops and other medications for colds and sore throats. We are not permitted to give these “over the counter” medicines to your child without a written statement from your family physician. Children who are so ill that they need medication through the day, should remain at home under parental care.

If your child has recovered from an illness, but is still on medication to be given four times a day, it may be possible for your child to take the proper dosage spaced before school, after

school, at the evening meal and at bedtime. Discuss this possibility with your physician.

The nurse is available to try to answer any specific questions you have on the subject and welcomes your interest. She will explain to you the School’s Medication Policy and give you the proper forms to complete so that your child may receive the required medication in school.

If your child has a medical condition, physical or emotional, which you feel your child’s teacher should be aware of, please make arrangements to share this information with your child’s teacher and/or guidance counselor.

All health information should always be shared with your school nurse, either through a written health history or an individual personal interview. The information given to the school nurse is considered both privileged and confidential. This means the information will be shared only on a “need to know” basis for the safety and well-being of the child. Please contact your school nurse with any questions or to update your child’s health history. Your school nurse will periodically send written requests to update health information.

MONEY AND VALUABLES

Money and valuables should not be brought to school. We suggest that children carry only the necessary amount for lunch and other school needs.

PAPERS SENT HOME

Check daily with your child to see if information has been sent home by either the office or classroom teacher. Even if your child has no homework, the teacher or the office may have sent a memo or an announcement that should be read by parents. It is especially important to check book bags on the weekend even if your child has not received any homework assignments. You may be requested to sign papers for prompt return to the teacher. Your signature does not indicate approval of the quality of the work or grade given, but merely that you have seen the papers and are aware of your child’s performance. If you have questions, please contact your child’s teacher who will be happy to answer them. School/PTA correspondence will be sent home in the Thursday folder.

Copies for other custodial parents: For parents who do not live at the child’s address, teachers will make copies of report cards, calendars of events, PTA Newsletters, and invitations to school functions. However, the office requires that parents who request this service submit stamped, self-addressed envelopes to the office. It is helpful if the envelopes are of various sizes.

PARKING

If you wish to enter school property with your vehicle for morning entry or afternoon dismissal all vehicles must proceed to the rear of the building. Morning drop off or afternoon pick up is not permitted in the front of the building. If you wish to exit your car during drop off and pick up of students you must park in the parking lot or in a marked parking space. Entry doors will be open from 8:55 until 9:05 a.m. After that time you must walk the student(s) to the front of the building. Child Care parents should drop off and pick up their students at the Child Care entrance in the rear of the building. Please drive slowly and carefully on school property for the safety of our children. There is to be NO PARKING in the fire lanes or on the grass. Yellow curbs designate fire lanes. Noncompliance will result in warnings and/or tickets being issued by the Colonial Regional Police Department. Due to the heavy volume of traffic in the morning and afternoon please consider parking off school property and crossing at the guarded walkway on Jacksonville Road. Your cooperation is essential to the safety of the children.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PERSONAL APPEARANCE

While school accommodates a wide variety of individual tastes, appropriate dress helps promote a positive school atmosphere and is encouraged. Students, with the assistance and guidance of their parents, have the responsibility to keep themselves, hair, and clothes neat and clean. Students will not be permitted to attend class where there is evidence that a lack of cleanliness constitutes a health hazard.

Guidelines for School Dress:

Short shorts, halter tops, muscle shirts, cut-off tee shirts with inappropriate messages and any other revealing articles of clothing will not be permitted. The following types of messages, symbols and types of clothing will be excluded from what is considered acceptable:

  • Articles displaying indecent messages, pictures, slogans or advertisements.
  • Articles promoting drugs, tobacco, alcohol or other dangerous chemical products.
  • Articles displaying violence.
  • Articles which could be dangerous to students or property.
  • Articles displaying symbols of death.

If any of these are worn to school, parents will be notified and asked to bring a suitable change of clothes to school.

The use of make-up, perfume, and temporary hair dye is discouraged at the elementary level.

In addition, common courtesy dictates that students will remove all hats upon entering the building and those hats will remain off until they have left the building. Exceptions will be made for special theme days such as “Hat Day”.

We would like to remind you that children need proper footwear to get the most out of scheduled gym activities and recess periods. It is impossible for them to play and compete safely in sandals, clogs, leather-soled dress shoes, and heels. Flip flops are not permitted. We strongly urge you to be firm with your child (children) regarding this policy for their own safety.

Unless weather is unusually severe, children will be outside for recess. Therefore, it is your responsibility to dress them appropriately. This includes hats, gloves/mittens, boots, etc.

Thank you for helping us develop and maintain a positive school climate.

PHYSICAL EDUCATION

All children are required to wear sturdy, rubber-soled shoes that tie to avoid slipping and falling. Students who are not wearing proper footwear will not be permitted to participate in gym class for that day as a safety precaution.

PSSA TESTING

No Child Left Behind is federal legislation which mandates testing in grades 3-4-5 in the areas of ELA and math. Grade 4 will also be assessed in science. Due to the high stakes nature of the testing, students will not be excused for vacations during the testing windows. We also ask that parents not schedule medical appointments on test days.

PSSA test dates for 2015-2016 are as follows:

PSSA English-Language Arts             Grades 3-4-5               April 3-7, 2017

PSSA Math                                         Grades 3-4-5               April 24-28, 2017

PSSA Science                                     Grade 4                       May 1-5, 2017

READING

Classroom Reading Program

Hanover utilizes a balanced reading program composed of community reading, just right reading, and time each day when children read anything of their own choosing. Community reading is time each day when children read, or listen to, grade appropriate text. Just right reading is time each day when children receive instruction in text that will support the development of particular word level and comprehension strategies. This is achieved through leveled text and guided reading. Teachers at all grade levels use flexible grouping strategies for small group activities. A wide range of literature at various reading levels is used in the reading program and classroom libraries have been developed for this purpose. The school library also contains many titles to support the reading program at each grade level.

Remedial Reading

The school reading programs are monitored by the reading specialist. Reading instruction is provided students who are experiencing difficulty.

RECESS

Students need a recess or a “change of pace” from the instructional program of the day. Recess is built into the daily schedule.

Returning After Illness

When children return to school after an illness, parents often want them to remain indoors at recess for a day or two, especially in cold weather. Since children must be supervised, those who remain inside during the noon recess will stay in the cafeteria until it is time to return to class. During classroom recess, other grade level teachers will provide for the supervision of these children, as necessary.

A note from a parent outlining the reason for and the duration of the indoor recess is a prerequisite before this service is provided. In addition, since this procedure requires special arrangements on the part of the teachers and teacher assistants, it is only to be requested if absolutely necessary.

RECYCLING

The Bethlehem Area School District is committed to recycling and will recycle school paper, metal cans (aluminum, tin, steel), glass (clear, brown, green), plastic bottles (green, clear), corrugated boxes, computer printout paper, newspapers, and plastics marked on the bottom with the numbers 1 or 2 in a triangle.

RESPONSIBILITY

Parents are their child’s first teachers, so one can assume responsibility begins at home. Please teach your child to take care of his belongings, pack his own book bag, and give you papers that require your signature and/or attention. If your child forgets something you may deliver it to school and the item will be delivered to your child in a manner that does not interrupt teaching and learning.

SCHOOL HOURS

School hours are from 8:55 AM to 3:45 PM. Students are discouraged from coming back in the building after school to retrieve forgotten books for homework.

SMOKING ON SCHOOL GROUNDS

Smoking or other tobacco use by anyone in district buildings or on district grounds is prohibited. A new state law requires administrators to issue citations to students in violation of tobacco prohibition in school and on school district property. Citations will be acted upon by district justices. The Student Code of Conduct provides additional information relative to tobacco prohibition.

 

 

 

 

STUDENT ACCIDENT INSURANCE

As an optional service, student accident insurance can be obtained through the district. The plan available, as well as optional accidental dental and term like plans, are described in detail in a brochure which is sent home with your child at the beginning of the school year.

TAKE YOUR CHILD TO WORK DAY

Take Your Child to Work Day is not recognized as an excused absence by the Bethlehem Area School District. If you wish to have your child participate in a work-related event on that day, you must fill out an Application for Permission for Student Excusal due to an Education/Vacation Trip or Tour Form and submit for approval ten school days prior to the absence, as stated on the form.

Please note that any days “approved” will count toward the ten (10) cumulative absences for the school year as outlined in the Code of Conduct Book issued by the Bethlehem Area School District.

TRANSPORTATION (SEE ALSO BUS RULES & REGULATIONS)

If at any time you want your child to go home on a different bus or get off at a different bus stop, you must write a note to your child’s teacher. For a permanent change in the location of bus pick-up or drop-off, please call the Transportation Department (610-861-0360).

On any day that you wish to pick up your child, you must send in a note. Please do not call the school. Any student who does not have a note, will automatically be put on the bus.

TELEPHONE CALLS

Parents are requested to give their child all instructions prior to coming to school. In the event of an emergency, the school office will relay messages to students.

Students are restricted from using the telephone unless it is of EXTREME importance. Students will not be permitted to call home if they have forgotten to bring their homework assignments to school.

TRANSFERRING TO ANOTHER SCHOOL

Notify the school well in advance to obtain a transfer card. The school will need your new address and the name and address of the school you are transferring to in order to send official records.

VACATION/EDUCATIONAL EXPERIENCES (SEE ALSO ATTENDANCE POLICY)

Vacations generally constitute a meaningful learning experience; however, the absence of children during school time interrupts the continuity of instruction. This is particularly significant if the child is having difficulty. Some skills and concepts taught to children by the teacher can never be made up except through one-to-one instruction. Therefore, if you choose to vacation during school time, carefully weigh the consequences of this action and decide whether it is in the best interest of your child. The responsibility for making up work missed during the time of the trip rests primarily with the family and child. A student will be permitted to take four educational trips, up to a cumulative maximum of 15 days during their tenure in elementary school. Educational trips may not exceed 5 days per year.

The Application for Permission for Student Excusal Due to an Educational/Vacation Trip or Tour form must be submitted to the principal at least ten school days prior to the trip. Forms are available in the school office. Upon receipt and approval of the application, the student’s teacher will be notified and the teacher will prepare appropriate homework. Permission will not be granted for trips/tours during the District’s standardized testing period or the State’s testing periods.

 

VISITORS

To gain entrance all visitors must press the buzzer located to the right of the front doors. When the buzzer is answered be prepared to state: (1) Your name and (2) The reason you are requesting entrance. Upon providing this information the door will be unlocked so that you may enter. You are to then report IMMEDIATELY to the Main Office. All parents and/or visitors entering the building for any reason must sign the visitors log in the office upon entering the building and again when leaving. All visitors will receive an identification badge to be worn when they are in the school building.

VOLUNTEER AND SCHOOL HELPER ADMINISTRATIVE GUIDELINES

Bethlehem Area School District (BASD) welcomes and encourages parent volunteers and school helpers in its schools and classrooms. Necessary precautions must be undertaken by district administrators to keep students and staff members safe. Therefore, the building principal shall have the right to exclude any person as a volunteer or school helper if the principal, in his or her judgment, believes the participation of that person as a volunteer will not serve the best interests of the students, the school, or the district.

Registered sexual offenders are prohibited from volunteering in a school within the Bethlehem Area School District. Pennsylvania legislators have determined that making information regarding registered sex offenders available to the public enhances public safety. The knowledge of whether a person is a registered sex offender may be a significant factor in protecting students and staff members from potential harm. Pennsylvania law permits individuals to be screened as sexual offenders through the use of the Internet. Internet technology will be used by administrators to identify sex offenders and assist the district in undertaking appropriate proactive precautions to avoid placing students and staff members at potential risk. The information obtained by screening potential volunteers and school helpers is intended solely as a means of public protection. The district’s administration is fully aware that the listing for Megan’s Law does not include every individual who has ever committed a sex offense in Pennsylvania. All volunteers must submit the required clearances to the office. The directions for obtaining the necessary child abuse clearance, criminal history check, and FBI fingerprinting, can be found on the BASD website.

In the interest of safety and preservation of the instructional integrity of our classrooms, volunteers need to be aware that young children, not formally enrolled within the Bethlehem Area School District, may be disruptive in the district’s classrooms, on playgrounds, or on playing fields during normal school hours. This disruption needs to be considered when bringing younger children into the schools.

 

 

 

 

 

 

 

 

 

 

 

 

Bethlehem Area School District

Bethlehem, Pennsylvania

Volunteers and School Helpers Application

Bethlehem Area School District volunteers and school helpers are required to complete a Vital Statistic Information Form and Clearance Certificate before they are permitted to provide volunteer services in the school district.

Bethlehem Area School District welcomes and encourages volunteers and school helpers in its schools and classrooms. As a measure to ensure the safety of the district students and staff members, all volunteers must be screened prior to having contact with students. A volunteer’s name will be processed through the Pennsylvania State Police Megan’s Law Web site to clear the individual as not being a registered sex offender. A volunteer with more than incidental contact with students and staff members (more than one exposure across more than one day) is required to receive a tuberculosis screening. A volunteer must be documented free from tuberculosis before serving as a volunteer or school helper.

 

Formal Legal Name: _____________________   _____________________   _______________________

First Name                           Full Middle Name                                   Last Name

 

Maiden Name:                         ____________________________________________________

Home Street Address:                ____________________________________________________

City/Town, State and Zip:            ____________________________________________________

Home Telephone Number:         ____________________________________________________

Place of Employment:                ____________________________________________________

Employment Address:                ____________________________________________________

Employer Telephone Number:     ____________________________________________________

Clearance Certificates

I affirm I have not been convicted, within the five (5) years immediately preceding today’s date, of any of the offenses set forth in Section 111 of the Pennsylvania School Code (see back). Further, I affirm I have never been named as a perpetrator of a founded report of serious bodily injury, sexual abuse, or sexual exploitation of a child.

I have submitted all necessary clearances to the school office.

Date:________________      Signature of Volunteer or School Helper _________________________________

 

Screenings:

Tuberculosis: Date administered _________            Date Read           _______              Nurse’s Initials_______

Megan’s Law: Date Accessed     _________            Date screened      _______              Admin.’s Initials_______

Picture Identification Type          _________                                                                  Date Confirmed_______

 

Check all that apply – I wish to volunteer in the following buildings:

Elementary                                                                                                           Middle        High

___Asa Packer                                 ___Farmersville      ___Hanover                       ___Spring Garden        ___Broughal     ___Freedom

___Calypso        ___Fountain Hill       ___Lincoln             ___Tho. Jefferson              ___East Hills     ___Liberty

___Clearview     ___Freemansburg    ___Marvine            ___William Penn                 ___Nitschmann

___Donegan      ___Governor Wolf      ___Miller Heights    ___Academy                      ___Northeast

 

HANOVER PTA INFORMATION

 

 

  • Following are the PTA Board Roster, Organizational Structure and Office Guidelines and PTA Standing Rules.
  • PTA Meetings are held on the first Tuesday of each month (except December), at 6:00pm in the Library
  • Correspondence from the PTA will come home on Purple paper
  • If you would like to volunteer in the school and/or help with a PTA event, the BASD requires that you submit the required Volunteer clearances and School Helpers Application for a background clearance check. This form is used to ensure the safety of the district’s students and staff members. Please complete the form at the start of the school year and return it to the school secretary. Please note that TB tests for volunteers only need to be completed once, and are only needed for those volunteers who are in the building and in direct contact with students for 10 or more hours per week.
  • Important flyers, reminders and our Newsletter will be released through our email database. Our email database address is: postmaster@hanoverpta.org. Please do not respond to this email address, as it is an outgoing delivery system only. If your email address changes or you wish to be removed from the email database, please send a note to the PTA Membership Chair.
  • Volunteering is vital to the success of your PTA. Without your help, we will not be able to provide your children with all the wonderful events and programs we have planned for the year. We offer a wide variety of volunteer opportunities and are confident that you will be able to find a committee that will match your interests and availability. If a program does not have enough volunteers, it will not happen. Please help wherever and whenever you can so this does not occur. Your children love seeing you take an interest in their school.

 

 

 

 

 

 

 

 

 

 

Organizational Structure of the PTA

President

 

Vice President

Treasurer

Secretary

Volunteer Chair

Fundraising Chair

Program Chair

Publicity/Membership Chair

Principal

Teacher Representatives

Parents/Members

Problems

Property

National/State Issues

 

 

Vice President

 

American Education Week

Garden/Landscape

Teacher Appreciation

RIF

 

 

Treasurer

 

Budget

Monitor Income & Expenses

Monitor cash flow

Process checks

Report monthly

School Store

 

 

 

 

 

Secretary

 

Prepare minutes

Bulletin board coordinator

Handle correspondence

Assist with annual survey

 

 

Volunteer Chair

 

Coordinate Volunteers

Recruit Chairs

Hospitality

Room Parent Chair

Library Helper

 

Fundraising Chair

 

KidStuff/Entertainment Books

Spirit Wear

Fall Fundraiser

Book Fairs

Bake Sale

Box Tops For Education

Campbell’s Labels

Market Day

Print Cartridge Recycling

Wreath/Poinsettia Sale

Secret Shoppe

Bingo Night

Shopping Night Out

Hawk Walk

 

Publicity Chair

Newsletter & Calendar

Press releases

Publicity of PTA events

Community Outreach

 

 

Program Chair

 

Assembly Programs

Author Day

Field Day

Picture Day

GreatPerson’s Day

Parent Programs

Science, Math, Art Day/Night

After-School Activities

Family Fun Nights

Reflections

Talent Show

Read Across America

Turn Off The TV Week

 

Membership Chair

 

Hook-Up

PTA Membership

Publicity of PTA events

Yearbook

Publishing Center

 

Principal

 

Back-to-School Night

Picture Day

American Education Week

GreatPerson’s Day

District Information

Building Information

Academic Updates

 

Teacher Representative

Act as liaison between teachers and PTA

 

 

Office Guidelines

Entering the School

  • Buzz the office for entry

– stand in front of the camera or in front of the glass door so you can see into the office and be        seen

– state who you are and why you’re coming

– give office personnel time to respond, especially if no one is visible

  • Enter the office, sign in and complete a name tag to wear
  • Sign out when you are leaving (indicate the time you are leaving next to the time you arrived in the sign-in book)
  • If a number of people are coming to a meeting or for a project:

– organizer should arrive earlier than the attendees

– let the secretary know how many will be coming

– if possible, have one person stay at the door to let the others in to avoid everyone having to buzz (all still need to sign in)

– make a sign and place it next to the sign in book telling people where the meeting is being held

  • For hospitality, fundraising, etc. drop-off or pickup arrangements should be made in advance with the principal, the secretary and head custodian to allow the use of an alternate door (usually cafeteria door, kindergarten door or daycare door). Instructions to use only the specified door should be on all flyers or communications for the event and signs should be posted to direct people the day of the event. Additionally, someone should be at the door to meet people.
  • The best time to visit the office is between 9:30 a.m. and 3:00 p.m. It is okay to be in the office at other times if you are just dropping off or picking up something which does not require the attention of office staff.
  • When at school during morning announcement, please refrain from talking while announcements are being read, and please join the staff and students in the Pledge of Allegiance to the Flag and the moment of silence.
  • When using rooms in the school please remember:

– reserve the room in advance with the office

– leave them as clean and orderly as you found them (or better)

– do not eat or drink around computers, books or papers and especially not in the library

– do not remove tables or other furnishings from any room without obtaining permission.

Staff/PTA Interactions

 

  • All memos, flyers, etc. for distribution to teachers, staff and/or students must be approved in advance by both the PTA President and the Principal; a copy must be given to the secretary for school records. Please complete a “Submission to Mr. Lynch for Approval’ form located in the first folder of our PTA box and attach it to your flyer.
  • Write notes to the secretary rather than telling her things she needs to remember
  • All paperwork, correspondence and items needing approval should be placed in the black wire in-basket on the reception desk
  • Interoffice mail is delivered and leaves Hanover once a day around 9 a.m.
  • Make sure to report to the PTA president what transpires at any meetings with the principal; this can be done via notes left in the President’s file in the PTA box, or preferably via e-mail immediately following your meeting
  • When calling the school in your PTA capacity, state your name and your PTA position before getting into why you are calling.

 

Production (Bulk Copying) and Distribution of Flyers, Etc.

  • We are very fortunate to have access to the services of BASD’s excellent copy center for multiple page documents that need to be copied in quantity.
  • Items to be sent to Production require a Production form (available in the PTA Box) which must be completed and delivered to the principal for approval. (The Board contact responsible for your event/function should have already reviewed and approved document). A production form should be completed, attached to the original (make sure to keep a copy for yourself), and clipped to an interoffice envelope. Please ask the school secretary for the name of our current contact at the Production center at Liberty High School. Please allow 2 weeks for this entire process!
  • Always give the secretary and the PTA President a copy of whatever is being sent out to students or teachers so they each have a copy in their file for reference in case of questions.
  • Except in cases where each student needs their own distribution item, all distributions should be made to family messengers only & should be 2-sided whenever feasible.
  • When counting items out for each class always provide one for the teacher, and one extra; also remember to make enough for specialists and other staff members to receive a copy, and to have a few extra to put in the office. (Currently this means that you need to order 206 for a family messenger distribution, plus what you want to put in the rack in the office, 1 Mr. Lynch, 1 Mrs. Ruth, 13 staff – + 1 extra each teacher, 13 specialists, 2 custodians, 2 cafeteria, 3 day care, 1 extra Library, 1 PTA box, 1 your file). Approximately 250 copies.
  • We will be using the envelope distribution method again this year. Any flyers/info should be in the office no later than the end of the day on Tuesday for a Wednesday distribution. In the case of a conflict and the flyer needs to by-pass the “envelope system” prior approval must be given by Mr. Lynch.

 

Copy Machine

  • We are permitted to use Hanover’s copy machine at the following times only, provided that teachers or staff are not using it: * 9:00 – 10:40 a.m. and 11:30 a.m. – 1:00 p.m.   
  • Teachers and staff always have priority in using the machine
  • Hanover’s copy machine (at the present time) does not require the use of a code number to activate it
  • Use of the copier, and the code to operate the copier, requires prior training
  • Those people who have the code should not give the code to anyone else; if someone needs to make copies and does not know the code because they have not been trained, someone who has been trained should make the copies for them.

 

PTA Box

  • The PTA has a covered storage container under the teacher’s mailboxes
  • This box contains virtually everything you might need – always check the box and the shelf under the box before asking the secretary for anything
  • The box contains:
  • yellow file folders for committee chair people (these should be checked and emptied regularly – preferably weekly)
  • purple file folders for each Board member (these should be checked and emptied regularly – preferably weekly)
  • file folder containing PTA closet key
  • yellow file folders containing the following forms:
  • check requisitions (required to obtain money from Treasurer)
  • lease forms (one for blank forms, one for approved leases)
  • production forms (blank forms)
  • returned production forms (these must be filed here for reference)
  • numbers of students and family messengers in each class (do not remove the original from the office, make a copy if needed)
  • Hook-up
  • the following supplies: pens/pencils; scissors; stapler and staples; rubber bands; paper clips; post-its; staple remover; tape, etc. are located in a small plastic container next to the PTA box.

 

PTA Shelf (Located to the far left of the mailboxes at the bottom of the shelves)

  • Contains PTA “in basket” of unsorted mail Check basket if you are looking for something, but do not remove anything that is not yours (the PTA President checks and distributes mail at least three times a week).

PTA Closet (Located by the cafeteria door)

  • Contains supplies including: paper plates, napkins, cups, cutlery; sugar, powdered creamer; publishing material, popcorn maker, etc.

 

PTA Purple Paper

  • Any reams of purple paper currently available are located under the teacher’s mailboxes. If there is one ream of purple paper remaining, please leave a note in the PTA basket so that we may re-order.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Hanover Elementary School PTA Standing Rules

  1. General Information
  • Executive Board meetings will be held at 6:00 PM on the first Tuesday of each month at the school
  • General membership meetings will be held at 7:00 PM on the first Tuesday of each month at the school
  • Meetings will be run (generally) according to Robert’s Rules of Procedure.
  • Discussion on individual items at all meetings will be limited to fifteen minutes.
  • Agendas will be distributed at all meetings. A preliminary agenda if known will be published in the Hanover Happenings newsletter and distributed to all members who are on the e-mail list. Agenda items which will result in amending the budget should be publicized at least one month in advance of any vote, unless there are critical time constraints.
  • Attendance will be taken at Executive Board meetings and a sign in sheet will be placed at General Membership meetings.

 

  1. Officers
  • Whenever possible individuals nominated for officer positions shall have served as either a room parent or an event chair prior to being elected to office.
  • In the event that both the President and Vice President are unavailable to preside over a meeting, the Treasurer shall preside.

 

  1. Standing Committee Chairs
  • Standing committees are as follows:

 

 

Author Day                                                                  Movie Night

Bethlehem Education Week                                         Picture Day

Bingo Night                                                                 Publishing Center

Book Fairs                                                                   Read Across America

Box Tops for Education                                                           Reflections

Bulletin Board/Marquee Coordinator                               RIF

Community Outreach                                                         Room Parent

Envelope Stuffing                                                        Secret Shoppe

Election Day Bake Sale                                                     School Store

Field Day                                                                        Science Day

Great Person’s Day

Harvest Day                                                                Skating Nights

Hawk Walk                                                                  Spiritwear

Hospitality                                                                   Talent Show

Kid Stuff Books                                                            Teacher Appreciation

Labels For Education                                                         Turn Off the TV Week

Landscape/Garden                                                       Wreath and Poinsettia Sale

Library Helper                                                             Yearbook

Market Day

 

 

Special committees planned or considered for the 2015-2016 school year are as follows:

Additional Fundraisers as needed

 

PAC Representatives: TBD

  1. Standing Committee Chairs (continued)
  • The term of office of each committee chair shall be one (1) year (s) or until selection of a successor. All committee chairs must be members of Hanover’s PTA with a child currently enrolled at Hanover.
  • All chairs should present a plan of work and proposed budget to the Executive Board no later than June 30th and thereafter should present or submit a progress report monthly to the Executive Board until the event or activity has taken place and a final report is presented or submitted.
  • Prior to the event please keep your Board contact advised of your progress.  Following the event you need to give a brief verbal and/or written report (forms are included in the Chairperson’s folder) at the next PTA meeting. Any chair who is an Executive Board member and is absent for two or more Executive Board meetings without a report may be required to relinquish that committee.
  • All committee chairs are responsible for the maintenance of a procedure book for their committee which is to be handed in at the end of their chairmanship. This procedure book should contain the following: plan of work, detailed instructions on responsibilities of the chair and the committee, budget for the committee (projected for the current year and actuals for at least the last three years), list of committee members, list of volunteers, list of suppliers, copies of any contracts pertinent to the work of the committee, copies of vendor insurance certificates (if any), etc.
  • If a Committee Chair Person is not fulfilling his or her duties as set by the PTA Standing Rules and the PA By-Laws, a written notice will be given to the Committee Chair Person requesting he or she adhere to the guidelines. He or she will be given a 60 day time frame to adhere to the guidelines. If the Committee Chair Person continues to fail in his/her performance, after the aforementioned written notice and the 60 day time period has passed, the Executive Board shall determine by a unanimous vote said failure. The Executive Board shall then remove said Committee Chair Person from his/her duties.

 

  1. Committee Expenses
  • Budgeted committee expenses may be paid directly or reimbursed to whoever paid them by using a check requisition form.
  • Committee expenses over and above the budgeted amount must be pre-approved by the Executive Board.

 

  1. Leadership Training
  • Hanover PTA may cover the following expenses based on budget and available funds if prior approval is given by the Executive Board for:
  1. Leadership Training Seminars
  2. District Spring Conference
  3. Summer Session
  4. State PTA Convention
  • The Executive Board will choose the delegates and make sure this is included in the budget. A report by those who attended training must be presented or submitted at the next Executive Board meeting.
  • If someone does not attend a function prepaid by PTA, that individual must reimburse the PTA for the cost incurred.

 

 

  1. Correspondence/Donations
  • All PTA correspondence will be sent on PTA letter head, with the exception of certain thank you notes. The Secretary will maintain a good supply of letterhead and should be contacted whenever it is needed. Copies of all correspondence must be given to the Secretary for the files.
  • In the case of the death of a staff or Executive Board member or of their immediate family, a card will be sent from the PTA. A donation of a book or books to Hanover’s school library may be made in memory of the deceased, with Executive Board approval.

 

  1. Insurance

The Treasurer shall purchase Liability and Bonding insurance overage on an annual basis. Carrier for the coverage is to be determined by the Executive Committee.

 

  1. Executive Board member recognition

A member of the Executive Board shall purchase gifts to be presented to the outgoing Board Members at the last Executive Board meeting of the year. These gifts will be paid for with PTA funds. The President’s gift should not exceed $25 and Board member gifts should not exceed $15.

 

  1. Volunteer recognition
  • The President or Vice President will send a personal thank you note to each Chairperson after the conclusion of their duties for the year.
  • At the discretion of the Executive Board an Open House to recognize and thank Committee Chairs and Room Parents will be held in the late Spring of each year
  • No other recognition of parent volunteers will be made. The Executive Board may vote to make an exception to this rule if the volunteer is not a parent (i.e. – a party not affiliated with the school)

 

  1. Finances
  • All checks require two (2) signatures, one of which must be the Treasurer’s. At least three signatures will be kept on file at the bank: Treasurer, President, Vice President and Secretary.
  • It is preferable that checks be signed by the Treasurer and President, however if this is not possible, checks may be signed by either the Treasurer or the President and one other officer.
  • No checks will be issued without a receipt or acceptable substitute.
  • No blank checks will be issued.
  • The Treasurer will present a written, detailed report of income and expense at each Executive Board meeting and General Membership meeting. This report shall be on file with the Secretary’s minutes for the corresponding meeting (both in the Secretary’s records and in the folder in the school office).
  • An audit of the Treasurer’s records and reports shall be completed no later than 90 days after the June 30 fiscal year end and the books promptly transferred to the incoming Treasurer. The auditor’s report shall be given at the October General Membership meeting of the next school year.
  • All tax forms required by law must be filed by the Treasurer within five (5) months of the fiscal year end.
  • All fundraisers must be approved by the Executive Board.
  • Any purchases of equipment, or other unbudgeted expenses must have the prior approval of the Executive Board.

 

  1. Payments
  • Treasurer may make disbursements to pay any bills submitted which are within the budget
  • Treasurer has the right to delay disbursement to verify that the funds remaining in a line item are sufficient to cover the remaining anticipated expenses for that item
  • Any disbursements in excess of budget or not budgeted must be approved by the Executive Board (if under $500) or by a 2/3 majority vote of members present and voting at a general membership

 

meeting provided that notice of the vote was given at least two (2) full weeks prior to the meeting at which the vote is taken.

 

  1. State PTA/District/Incorporation Bureau Forms

            Immediately following the election of officers in April, the President shall send the names of the newly elected officers to the State PTA, District Director and the Treasurer shall notify the Department of State, Incorporation Bureau (308 North Office Building, Harrisburg, PA 17120) on the appropriate forms.

 

  1. PTA Bylaws

The Bylaws of the Hanover Elementary School PTA must be updated annually as necessary to incorporate any changes made in the state and national bylaws. The Bylaws must be completely reviewed every five (5) years and submitted for approval according to the guidelines outlined in the Bylaws and those of the State PTA. Any amendment to the Bylaws must be approved by both the general membership and by the state as detailed in the Bylaws.

 

These Standing Rules must be reviewed annually and revised as needed. Revisions must be approved by a majority of eligible members present and voting.

 

Approved by Executive Board on : ______________________

 

Approved by General Membership on : ____________________

 

 

 

 

 
 
 
 
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