Time & Attendance
Work Schedule
Staff schedules are established according to position and program needs. Staff members are expected to follow the schedule as outlined in their letter of appointment and/or job description. Consistent attendance and punctuality are essential to maintaining a safe and effective learning environment for the children.
School Events
School events are an important part of community life and require participation from staff. Expectations differ for salaried and hourly employees:
Salaried Staff: Required events are outlined in each staff member’s Letter of Appointment. Attendance at these events is considered part of your salaried responsibilities.
Hourly Staff: Required events are outlined in each staff member’s Letter of Appointment. Hourly staff should record the time spent attending these events in Checkwriters for payroll purposes.
Lead Teachers and Administrators do not receive additional compensation for attending required events, as these are included in their salary. Assistant teachers and hourly staff will be compensated for required event hours submitted.
Holidays and School Closures
PVMS observes scheduled holidays and school closures as published in the annual school calendar. Staff are expected to follow the calendar and plan personal time accordingly. Staff should familiarize themselves with their scheduled work days when class may not be in session, these are listed on their individual letter of appointment.
Inclement Weather / Emergency Closures
In the event of severe weather, snow, natural disasters, or other emergencies, the Head of School will determine whether the school will close or delay opening. Staff will be notified promptly via text, email, and through the local news outlets.
Snow days shall be paid for all salaried staff when school is canceled due to a storm and a maximum of 3 days will be paid to non-salaried employees who miss their regularly scheduled shift due to a school closure. If there are weather-related school cancellations, employees may be required to make up the snow days. The make-up days shall not total more than five business days. No additional compensation shall be provided for salaried employees for these make-up days.
Paid Leave
Leave benefits are provided based on employment status:
Year-round staff (full calendar year): 8 sick days and 6 personal days per year, unless otherwise specified on letter of appointment or contract.
Full-time staff (contracted for 30 hours + for school year of September - June): 5 sick days, 5 personal days, and 2 professional development (PD)\Observation days per year, unless otherwise specified on letter of appointment.
Part-time staff (contracted for < 30 hours for school year of September - June): Paid leave is accumulated per hours worked.
Specialty teachers 2 day a week work schedule: 4 personal/self-care days and 1 observation/professional development day.
Specialty teachers 1 day a week work schedule: 2 personal/self-care days and 1 observation/professional development day.
Leave is intended for illness, personal matters, professional development, and other approved absences. When staff members are ill, they are to follow the guidelines in school healthcare policy. Personal vacations should be scheduled to coincide with the school’s vacation schedule to ensure continuity in the classroom.
All leave requests should follow the Absence Procedure and Employee Medical Absence & Return-to-Work Policy if necessary listed below.
Absence Procedure
Staff are required to notify their supervisor and/or Head of School as early as possible when unable to report to work. The expectation is that notification should occur 48 hours before scheduled work time for a personal day and by 7:00a for a sick day. Earlier notification is always preferred.
Staff members are expected to arrange for a substitute for their absence. A substitute list will be published and distributed at the beginning of each school year and updated regularly with any changes; a new list can be obtained from the office at any time. If necessary, a substitute will be arranged by the office staff when an illness or emergency prevents the absent staff member from arranging coverage. If possible, staff should also notify their co-workers in the classroom of their absence.
Time off /Absences should be submitted through the Checkwriters payroll system for approval.
Attendance Policy
Staff members are valued members of the PVMS community, and consistent attendance is essential for maintaining the rhythm and stability of the classroom. When an absence is necessary, employees are expected to make arrangements that support continuity for the children and minimize disruption to the classroom and school community.
Paid leave is available to support staff well-being; however, unused days may not be carried over from year to year. Once paid leave is exhausted, any additional absences will be considered unpaid time off, and the equivalent amount will be deducted from the employee’s subsequent paycheck(s).
Because the presence of each adult is vital to the children and to colleagues, repeated or excessive absences will be addressed in accordance with the School’s policies.
Employee Medical Absence & Return-to-Work Policy
To maintain a safe and healthy environment for all employees, students, and families, Pioneer Valley Montessori School requires appropriate documentation for extended medical or health-related absences.
If an employee is absent for three (3) or more consecutive workdays due to illness, injury, or any health-related condition, the following is required before returning to work:
Medical Documentation – A signed doctor’s note or other official documentation from a licensed healthcare provider confirming:
The dates of the employee’s absence, and
Clearance to return to work, including any restrictions or accommodations needed.
Clearance to Return – The documentation must clearly state that the employee is medically able to resume their duties. If work restrictions are indicated, the School will review and determine if accommodations can be made.
Extended Absences – If an employee anticipates needing a longer absence due to a serious health condition, they may be eligible to pursue leave under the Massachusetts Paid Family and Medical Leave Act (PFMLA). Eligibility, application procedures, and benefit details are determined by Massachusetts law. Employees should visit Mass.gov for information on PFMLA, instructions for initiating a claim, and answers to related questions.
Failure to Comply– Employees who do not provide the required documentation may not be permitted to return to work until it is received. Unexcused absences beyond this point may be subject to the School’s attendance and disciplinary procedures.
All medical documentation will be kept confidential and maintained in accordance with applicable laws.
Breaks
Hourly employees who work six or more consecutive hours are required to take a 30-minute unpaid break at a convenient time for the classroom in which they are working. This time must be noted (not included) in your checkwriters time. Staff members may also ask for a short break and/or immediate break when they are unable to perform their duties. (6A.16) Breaks are not paid and therefore should not be included when submitting your hours in checkwriters
Lunch
Lunch time is not part of your paid time and therefore should not be included if and when submitting your hours in checkwriters
Educators: Lunch periods are scheduled in accordance with maintaining proper classroom ratios and can be found on the EEC classroom schedule posted in all EEC classrooms. The specific length of your lunch break will be listed in your letter of appointment.
Administrative Staff: Lunch should be scheduled in coordination with other administrators to ensure consistent office coverage. The length of your lunch break is outlined in your letter of appointment.
Specialty Teachers: Lunch may be taken outside of scheduled classroom time, with the duration specified in your letter of appointment.
Leave Policies
PVMS provides additional leave in accordance with state and federal regulations, including:
Massachusetts PFML – for qualifying medical or family needs, including maternity/paternity leave.
Jury Duty – full-time staff summoned for jury duty will be granted leave to serve.
Bereavement Leave – full-time staff typically receive two paid days of bereavement leave. They may request additional time off for the death of an immediate family member. We recognize the importance of allowing employees time to grieve, and handle family affairs during this difficult time; length and pay are determined case by case.
Requests for these types of leave should be made as early as possible and approved by the Head of School.
Work from Home Policy
Work from home is generally reserved for administrative staff or staff not responsible for student supervision. In rare circumstances, lead teachers may be granted work from home hours for a clearly defined task or set of tasks. All work from home hours, regardless of position, must be approved in advance by the Head of School. Staff are expected to remain accessible during approved hours and complete assigned work as scheduled.