Health & Safety
Safety & Security Plan Reference Summary
Everyday Security
All exterior doors remain closed and locked.
Staff verify identity before granting access.
Weapons, firearms, or simulated violence are never permitted on school grounds.
Lockdown
Initiated by any staff or visitor if an imminent threat exists.
Announced by saying “LOCKDOWN, LOCKDOWN, LOCKDOWN” over the paging system.
Doors locked, lights off, children sheltered in safe areas.
No door is opened until police or authorized personnel unlock it.
Shelter in Place
Used when there is a non-imminent external threat.
Movement inside the school is permitted; exterior doors remain locked.
Class continues while following security measures.
Evacuation
Fire or building emergencies: classes evacuate to designated outdoor meeting areas.
If off-site evacuation is required, students and staff relocate to Emma’s Place (1464 Parker St, Springfield, MA).
Teachers bring Go Bags with attendance lists, red and green cards, medications, and contact information.
Reverse Evacuation
For outdoor threats or severe weather, staff bring students inside quickly and safely.
Missing Child
Immediate search is initiated by all available staff.
Parents are notified whether or not the child is located quickly.
If necessary, emergency services are contacted without delay.
Emergency Contacts
911 – Police, Fire, Rescue
Poison Control – 800-222-1222
Eversource (Electric) – 877-659-6326
Eversource (Gas) – 800-525-8222
Springfield Water & Sewer – 413-310-3500
Utica National Insurance – 800-216-1420
Pioneer Valley Montessori School Safety and Security Plan and emergency evacuation location map can be found in Appendix II - Handbooks and Plans
Contingency Plans for Emergency Situations
Loss of Power
Power and heat are essential for maintaining a safe and comfortable school environment.
Winter Months (November–March): If the school loses heat or power, families will be contacted immediately to pick up their children as soon as possible. Children will remain in their classrooms until pickup. Teachers will ensure children are dressed in appropriate outerwear and, if necessary, engage them in movement activities to keep warm.
Spring, Summer, and Fall: If power is lost during warmer weather, the Head of School will determine whether to continue school operations or dismiss early. Considerations include the time of day, access to natural light, ventilation, and ability to maintain safety indoors or outdoors.
Loss of Water
Water is essential for health, sanitation, and daily classroom activities. In a Montessori environment, where water is used frequently for practical life work and classroom routines, access to water is especially important.
Before School Begins: If water service is lost prior to the start of the day, the Head of School will determine whether to open on time, delay opening, or close for the day. Families will be notified as soon as a decision is made.
During the School Day: If water service is interrupted, staff will use the school’s supply of bottled water to meet basic needs (e.g., handwashing, flushing toilets) until service is restored.
Extended Outage: If bottled water cannot sustain operations for the duration of the outage, the Head of School may implement an early dismissal or other measures to ensure health and safety.
Preparedness: Pioneer Valley Montessori School maintains a supply of bottled water for emergency use.
Loss of Communication
If the school becomes unable to send or receive information through normal channels such as telephones, cell phones, or internet, the administrative staff will notify classroom staff directly and provide any necessary instructions for temporary communication. During this time, the administrative team will work to troubleshoot the issue and restore service as quickly as possible, while ensuring that staff remain informed and connected through alternative means until normal communication is reestablished.
Visitors
Pioneer Valley Montessori School maintains a cautious approach to all visitors in order to protect the safety of the children. Exterior doors are to remain shut and locked at all times. Staff are expected to verify the identity of anyone requesting entry before allowing them inside. If a visitor is unknown or their purpose for being at the school is unclear, staff should use our intercom system in the front office to confirm their reason for visiting, and admit them only if it is deemed safe to do so.
Visitors who are picking up a student unfamiliar to staff must state the name of the child they are picking up and then be verified against the child’s authorized pick-up list. In such cases, staff will also ask for photo identification, such as a driver’s license, to confirm identity.
When staff are unsure of a visitor’s identity, they may politely explain that safety protocols require extra caution and that they may not be admitted into the building without verified business.
Staff Health Requirements
All staff at Pioneer Valley Montessori School are required to provide documentation of immunity or vaccination for measles, mumps, and rubella (MMR), as well as proof of an annual physical examination. These requirements must be met prior to beginning employment and maintained throughout employment at PVMS.
Staff Hand Washing Policy
Handwashing is one of the simplest and most effective ways to prevent the spread of illness in a school setting. For staff, it is not only essential for personal hygiene but also an important opportunity to model healthy habits for children. Staff should wash their hands frequently throughout the day—before and after meals, after helping children with toileting, after outdoor play, and anytime they come into contact with bodily fluids or shared surfaces.
Proper handwashing involves using soap and water for at least 20 seconds, covering all areas of the hands, and drying thoroughly. By demonstrating and practicing good hand hygiene consistently, staff help keep themselves, the children, and the school community healthy, while reinforcing an essential life skill that children can carry beyond the classroom.
Staff Illness/Injury
During Working Hours:
If you begin to feel unwell or are injured while on shift, please inform your supervisor and the Head of School as soon as possible. This allows the school to make appropriate arrangements if you need assistance or need to leave during your workday.
At Home:
To maintain a healthy school environment, staff are expected to remain home when experiencing symptoms that may indicate a communicable illness. Staff should not report to work if they have a fever (over 99.9°F), cough due to illness (not allergies), excessive runny nose, sore throat, gastrointestinal symptoms (nausea, vomiting, diarrhea), or other symptoms that prevent full participation in the school day. Staff may return to work once they or their doctor believe that they are not contagious. Additionally, staff members should reach out to the Head of School if they have sustained an injury that prevents them from doing their required duties so that accommodations or leave can be discussed.
Communicable Disease Reporting
The Massachusetts Department of Early Education and Care (EEC) requires licensed child care programs to notify parents when certain communicable diseases have been introduced into the program. This is in accordance with EEC regulations and Department of Public Health (DPH) recommendations. Please make sure to inform the school if you have any of the following.
Disease
Common Symptoms
Exclusion-Return to School Guidelines
Influenza (Flu)
Fever, cough, sore throat, body aches, fatigue
Stay home until fever-free for 24 hours without medication and feeling well enough to participate
Fever, cough, shortness of breath, loss of taste/smell
COVID-19
Follow current MA DPH isolation guidance; return after symptom resolution and/or negative test per DPH
Sore throat, fever, headache, swollen lymph nodes
Strep Throat
Can return 24 hours after starting antibiotics and when fever-free
Red, itchy, watery eyes, discharge
Conjunctivitis (Pink Eye)
Can return when eye discharge resolves and symptoms are improving
Red sores, blisters, crusted lesions
Impetigo
Can return 24 hours after starting prescribed antibiotics and sores are covered
Chickenpox (Varicella)
Itchy rash, fever, fatigue
Can return when all lesions are crusted over and no new blisters are forming
Mumps
Fever, headache, swollen salivary glands
Can return 5 days after onset of gland swelling
Measles
Fever, cough, runny nose, rash
Can return 4 days after rash onset, per DPH guidance
Scarlet Fever
Sore throat, fever, red rash, “strawberry” tongue
Can return 24 hours after starting antibiotics and fever-free
Diarrheal Diseases (e.g., Norovirus, Rotavirus)
Diarrhea, vomiting, abdominal cramps, sometimes fever
Stay home until 24 hours symptom-free
Hand, Foot, and Mouth Disease
Fever, mouth sores, rash on hands/feet
Can return once fever-free and sores are healing
Pertussis (Whooping Cough)
Severe cough, vomiting after coughing, runny nose
Can return 5 days after starting antibiotics or per DPH guidance
Tuberculosis (TB)
Persistent cough, weight loss, fever, night sweats
Must follow DPH guidance; typically requires medical clearance before return
Other Vaccine-Preventable Diseases
varies
Return only with medical clearance per DPH recommendations
Employee Medical Absence & Return-to-Work Summary
If you are out sick, injured, or have a health issue for three (3) or more workdays, you need to provide a doctor’s note or other official medical documentation. This should confirm the days you were out and say that you are able to return to work, including any restrictions or special accommodations you might need. The school will review any restrictions and see if adjustments can be made.
If you expect to be out for a longer time due to a serious health condition, you may be able to use Massachusetts Paid Family and Medical Leave (PFMLA).
The full policy is in Appendix I – Policies, Forms & Procedures.
Wearing Gloves
Staff are required to wear disposable gloves whenever there is a risk of contact with bodily fluids. This includes, but is not limited to, assisting children with injuries, administering first aid, cleaning up blood or other bodily fluids, changing diapers, and handling soiled diapering supplies or toileting messes. Gloves help protect both staff and children by reducing the risk of spreading germs and contamination.
The school keeps a supply of disposable gloves in multiple sizes in the basement for classroom restocking. Please notify office staff if supplies are running low or if your size is not available.
Toileting Plan
Children are encouraged to use the bathroom as needed throughout the day. Young and newly toilet-trained students will receive gentle reminders, while toddlers are not expected to be fully toilet-trained. Teachers will collaborate with parents to ensure consistent language and timing around toilet training.
Accidents are treated with sensitivity and understanding. Staff will supervise bathroom use, and in the event of soiled or wet clothing, the child will be helped to change into clean clothing. Soiled clothing will be placed in a labeled plastic bag to be sent home. Children will never be expected to remain in soiled clothing during school hours. The school maintains a small supply of extra clothing for emergencies, and parents are asked to provide additional clothing that is labeled and kept in the classroom.
Staff will ensure that children wash their hands thoroughly after using the bathroom.
Staff Procedure: Suspected Student Illness
If a staff member suspects that a student may be ill during the school day, the following steps should be followed to ensure the child’s safety, the safety of others, and proper communication with families:
Observation & Assessment: Monitor the student for signs of illness, including fever, vomiting, diarrhea, persistent cough, lethargy, sore throat, eye discharge, rashes, or unusual behavior. Investigate the situation further, including taking the child’s temperature, to determine if they need to go home. If uncertain, consult another adult for guidance before making a decision.
Separation & Supervision: If illness is suspected or confirmed, gently separate the student from the group while ensuring continuous supervision. Place the child in a quiet area of the classroom, such as the reading or calm corner, where they can rest comfortably until a caregiver arrives.
Parent/Guardian - Emergency Services Notification: Contact the child’s parent or emergency contact as soon as possible. Whenever feasible, the staff member who is familiar with the child and the situation should make the call, as parents often have specific questions about the child’s condition that administrative staff may not be able to answer.
Documentation: While waiting for pickup, complete a return to school form noting the reason for dismissal, any measured temperature, and instructions on when the child may return. These sheets are available from the office, and each classroom should maintain a supply. Continue to supervise and provide reassurance to the child until a parent or guardian arrives.
Return to School: Students may return to school only when symptom-free according to the Family Handbook guidelines (e.g., 24 hours fever-free without medication, diarrhea/vomiting resolved, clearance for contagious conditions). Teaching staff are responsible for enforcing these timelines at drop-off to ensure the safety of the community. The office updates Transparent Classroom with return-to-school information regularly to support staff in this process.
Full illness protocols, including communicable disease and return-to-school guidelines, are detailed in the Family Handbook (Appendix II – Handbooks and Plans).
Staff Procedure: Suspected Student Injury
If a staff member observes or is informed of a student injury, the following steps should be followed to ensure the child’s safety, proper care, and communication with families:
Immediate Assessment: Assess the severity of the injury using the skills and knowledge from your most recent first aid and/or CPR training. Determine whether the injury is minor (e.g., small scrape or bruise) or potentially serious (e.g., head injury, deep cut, broken bone).
First Aid & Safety: Provide first aid immediately according to your training. Use disposable gloves whenever contact with blood or bodily fluids is possible. Keep the child as comfortable and calm as possible, allowing them to participate in self-care as appropriate, consistent with Montessori principles.
Parent/Guardian Notification:
For serious injuries requiring medical attention, contact the child’s parent or emergency contact immediately and call 911 if necessary.
For non-emergency injuries, parents may be notified verbally at pickup, and an accident report should be provided at that time. Clearly explain the situation, first aid provided, and any recommendations for further care.
Documentation:
Complete an accident report anytime first aid is administered, for all head injuries, and whenever a child leaves school with a bump, bruise, or mark that was not present on arrival. Classrooms should maintain an ample supply of accident report forms for immediate use. Parents should always have clear information about what occurred and how the child was cared for.
Return to Activities:
Children may return to regular activities once they are stable and able to participate safely. Staff should continue to monitor for any delayed symptoms, particularly in cases of head injuries or injuries requiring ongoing observation.
Accident & Incident Reports
Accident and incident reports are important documents and tools for maintaining student safety and an important step in student record keeping. They help the school track injuries, monitor trends, and communicate clearly with families. Completing these forms professionally, accurately, and promptly is essential.
General Guidelines
Use professional language. Avoid casual or colloquial phrases like “took a ball to the head.”
Do not use other students’ names when describing events.
Read each question carefully and answer as directed. For example, when describing an injury, state the type of injury and location on the body—not how it happened.
Staff should remain vigilant to prevent accidents wherever possible.
For information of when and how to complete an incident report please refer to the behavior management section of this document.
Accident Reports
When to Fill Out an Accident Report (applies to all levels and programs):
Any time a child receives any level of first aid.
Any new wound, bruise, or abrasion is seen, or if a bruise is suspected to appear later.
Any suspected head injury, including bumps or impacts to the head.
Accident Report Process:
After the injury has been addressed, the staff member who witnessed the accident should complete and sign the accident report. If the injury was not directly witnessed, the staff member in charge at the time should complete the report to the best of their ability.
Head of School Review:
If the Head of School is present, they should sign the report.
If the Head of School is unavailable, place the report in the Head of School’s mailbox for signature the next morning. If the injury is serious, make the main office aware and attempt to contact the head of school.
Parent/Guardian Notification:
Notify parents verbally when they pick up the child. If the child is going to aftercare, communicate the situation to the child's aftercare teacher and leave the accident report with them if available.
If the Head of School has signed the report, parents may receive a copy at that time.
If the report is not yet signed, inform parents that a report has been completed and they will receive a copy as soon as possible.
Student Medication
Staff Training Requirement
No staff member should administer any medication to a student unless they have completed training on the Medication Administration and/or the 5 Rights of Medication Administration.
Medication Storage
All medications must be stored safely and securely.
Refrigerated medications should be kept in a refrigerator in a container that is inaccessible to students.
Controlled substances must be stored in a locked cabinet or safe, with access limited to trained staff only.
Medications should never be left in unsecured or unsupervised areas.
Medication Paperwork
Before any medication can be administered to a child, all paperwork must be completed and submitted to the front office. If a staff member becomes aware of a medication that they have not been previously informed about, they should check with the office to ensure authorization and documentation are in place before administering it.
5 Rights of Medication Administration – Summary
To safely administer medication, staff must follow the 5 Rights:
Right Student – Confirm the medication is for the correct child.
Right Medication – Verify the medication matches the prescription or parent authorization.
Right Dose – Ensure the correct amount is given as instructed.
Right Time – Administer at the proper time or interval specified.
Right Route – Give the medication using the method indicated (e.g., oral, topical, inhaled).
Additional Student Medication Guidance
Always practice proper hand hygiene and wear gloves if needed.
Do not allow self-administration unless explicitly authorized in writing.
All remaining medication, empty bottles, or fully utilized medication (e.g., used EpiPen) must be returned to the parent and cannot go home with the student.
All medications must be returned to parents at the end of the school year.
Cleaning, Sanitizing and Disinfecting
Step 1: Clean First
Sanitizers and disinfectants work best on clean surfaces. Always remove visible dirt or debris before sanitizing or disinfecting.
Process: Soap & water → Rinse → Sanitize (for low-risk areas) → Disinfect (for high-risk areas).
Step 2: Know the Difference
Sanitize: Reduces germs to safe levels. Used on food-contact surfaces and mouthed items.
Disinfect: Kills nearly all germs. Used in bathrooms, diapering areas, or after illness or bodily fluid contact.
Step 3: Approved Products & Use
Mild Multipurpose Cleaner: For removing dirt and grease. Spray and wipe.
Bleach and Water: For daily sanitizing or disinfecting of tables, chairs, cubbies, and high-touch areas. 1 T or ¼ cup of bleach to 1 gallon of water depending on use.
Force of Nature Sanitizer: For daily sanitizing or disinfecting of tables, chairs, cubbies, and high-touch areas. Fill the bottle to the line, add one capsule, press start, and transfer to a spray bottle. Wet for one minute, then air dry or wipe with a clean cloth.
Disinfecting Wipes: Use sparingly,for quick clean-ups where spray use is impractical; .
Alcohol Prep Pads: For electronics, keyboards, tablets, and monitors.
Daily Cleaning Routine
Opening (Before Students Arrive)
Sanitize high-touch surfaces (tables, doorknobs, faucets).
Throughout the Day
Wipe tables after each use → sanitize if food-contact.
High-touch points: sanitize 1–2× daily with Force of Nature.
Mouthed toys → wash, sanitize, air dry.
End of Day
Clean all surfaces with soap & water.
Sanitize food-contact surfaces.
Disinfect bathrooms, diapering areas, and illness-related messes.
For more information about the above please refer to the cleaning, sanitizing and disinfecting guide posted in each classroom
Policy: Children’s Cleaning in the Classroom
Caring for the classroom is a core part of the Montessori curriculum, fostering responsibility and independence. Children are encouraged to help maintain their environment through safe, age-appropriate cleaning activities.
Children may clean with Force of Nature products only.
Even though Force of Nature is non-toxic, children must always be supervised when using it.
Children may not mix or prepare cleaning solutions, clean bathrooms, or handle adult cleaning supplies.
Staff must store all cleaning products safely and out of children’s reach when not in use.
Cleaning activities should promote independence, not serve as chores or discipline.
Summary:
Children may participate in classroom cleaning using only approved non-toxic products, with staff supervision at all times. Their participation should reflect Montessori principles of care, order, and respect for the environment.