Daily Operations and Classroom Practices
Daily Schedules
Pioneer Valley Montessori School (PVMS) is open Monday through Friday from 7:30 a.m. to 5:30 p.m. An administrator is present in the office from 7:30 a.m. to 4:45 p.m.
Classroom teachers should follow the hours outlined in their individual letters of appointment. Generally, staff are expected to be in the building preparing for the day by 7:45 a.m. and should not leave before 3:00 p.m. Staff meetings are held Tuesdays from 3:15 p.m. to 4:15 p.m., alternating between level-specific and lead teacher meetings.
Student Hours
Before School: 7:30 a.m. – 8:15 a.m.
Toddlers: 8:15 a.m. – 4:00 p.m.
Children’s House: 8:15 a.m. – 3:00 p.m..
Elementary Programs: 8:15 a.m. – 3:00 p.m.
Afterschool Program: 3:00 p.m. – 5:30 p.m.
The building is cleaned daily after 3:00 p.m.
A complete EEC-compliant staff schedule is posted in every classroom.
Specials schedules vary by year but are generally held in the afternoon for elementary students and during or after the morning work cycle for Children’s House students 2–3 days per week.
Administrative staff will provide copies of the specials schedule to all lead teachers, and additional copies are available from the office as needed.
Arrival and Dismissal Procedures
Arrivals and dismissals are critical transition times that require consistency, professionalism, and close attention to safety. Staff are expected to model calm, warm, and orderly routines for both children and families.
Arrival Times
Toddler Program: 8:15 – 8:30 a.m.
Children’s House (North, South & East): 8:15 – 8:30 a.m.
Lower & Upper Elementary: 8:15 – 8:30 a.m.
Staff Responsibilities:
Be in classrooms by 8:00 a.m. prepared to welcome children.
A staff member will be stationed at the building doors to greet families and ensure children enter their correct classroom safely.
Parents (Toddler & Children’s House) are responsible for walking their child to the doors.
Greet families warmly and briefly. Longer conversations should be scheduled for later.
Record attendance promptly.
Tardiness:
Children arriving after 8:30 a.m. are considered tardy.
Office staff will escort tardy students to their coat room (children’s house)
Teachers should welcome the child calmly and help them transition smoothly into the classroom.
Note frequent tardiness and, if necessary, bring it to the attention of the Head of School.
Dismissal Times & Locations:
Toddler Room:
Half Day – 11:30 a.m.
Extended Lunch – 12:00 p.m.
Full Day – 4:00 p.m. (Toddler Room Entrance)
Children’s House (North, South & East):
Half Day – 11:50 a.m.–12:00 p.m.
Extended Lunch – 12:30 p.m.
Full Day – 2:50–3:00 p.m. (Front Driveway, lane closest to school)
Lower & Upper Elementary:
3:00–3:10 p.m. (Front Driveway, lane closest to street)
Staff Responsibilities:
Children must remain with a teacher or assistant until they are released directly to an authorized adult.
Verify that the adult picking up is authorized. If uncertain, confirm with the office before releasing a child.
Escort afterschool children to the designated space and complete attendance.
Remain with your group until all children are safely dismissed.
Before & After School Care
Before School: 7:30 – 8:15 a.m.
Staff assigned must be ready at 7:30 a.m. to greet children.
For Children’s House, parents walk their child up the ramp, ring the bell, and hand off to the Before School staff member.
Staff assigned will escort children to their classrooms to meet their classroom teacher at 8:15
After School: 3:00 – 5:30 p.m.
Staff supervise children until their authorized adult arrives.
Parents must sign children out to keep track of time for billing
Children must be picked up no later than 5:30 p.m.
Late Pick-Up Procedures
If a child is not picked up at dismissal, escort them to the office or if there is space, the After School Program.
If no space is available in After School, the child must wait in the office until a parent arrives.
Parents arriving after 5:30 p.m. incur fees: $25 for the first 15 minutes, plus $10 for each additional 15 minutes.
After 5:30 p.m., the After School teacher will attempt to contact parents, followed by authorized pick-up contacts if parents are unavailable.
If all contacts fail, the After School teacher must consult the Head of School to determine next steps, which may include contacting the proper authorities.
Chronic lateness should be documented and reported to the Head of School, as it may result in the family’s removal from the After School Program.
Before and After School Program Overview
The Before and After school Program provides a safe, engaging, and relaxed environment for children at the end of the school day. While the Elementary and Children’s House programs operate at the same time and often support one another, they remain separate programs with distinct staff and student groups. Unlike the Montessori work cycle, Afterschool emphasizes free imaginative play, creativity, and social connection. Because the program is more casual and less structured, staff must provide heightened supervision to ensure that all play remains safe, appropriate, and inclusive.
Staff are expected to set up the environment each day, maintain accurate attendance, and monitor students closely through consistent counting and surveying. Children must always remain under active supervision, and staff should know where every child is at all times. Communication among staff is essential, especially during transitions, temporary handoffs, or staffing changes. Accurate attendance is also critical, as it ensures both safety and proper billing. (See Active Supervision Policy in Appendix I for further clarification)
Pickup procedures must always prioritize student safety. Children are only released to authorized adults, and identification must be verified when necessary. Any uncertainty should be referred to the office before a child is released.
Indoor and outdoor spaces used by Afterschool must be left clean, orderly, and secured at the end of each day, with toys and supplies properly stored.
Due to the greater amount of outdoor time, accidents may occur more frequently. Staff are responsible for preventing incidents through active supervision and for documenting all accidents or behavioral incidents using professional and complete reports. These reports are legal documents and must be treated with care. (See Accident and Incident reports in Health and Safety Section of this handbook)
Further details—including job expectations, playground rules, indoor activity guidelines, communication protocols, regulations, and reporting procedures—are outlined inThe Before and Afterschool Handbooklocated in Appendix II: Handbooks and Plans.
Equipment and Materials
Classroom materials for the new school year are ordered during the summer to ensure readiness for September. Staff must submit requests in writing for processing.
All materials purchased by PVMS remain the property of the school. Any request to purchase school-owned materials for personal use must be approved by the Head of School. Teacher-made materials are considered the property of the individual teacher, provided they were created entirely at the teacher’s expense. Materials laminated at school are available for classroom use while the teacher is employed at PVMS.
Materials created or donated by parents are considered property of PVMS.
Supplies purchased during the school year may be reimbursed from the classroom budget. To receive reimbursement, receipts must be submitted to the Business Manager. Purchases over $100 require pre-approval from the Head of School and will only be reimbursed upon submission of both the receipt and a completed Request for Reimbursement Form.
Classroom Inventory
Each classroom maintains a materials inventory, stored in Google Drive, which tracks condition, quantity, ownership, and purchase dates for all classroom resources. Lead teachers are responsible for reviewing and updating their classroom’s inventory weekly to ensure accurate records of materials in use. Notes may be added for items that need repair, replenishment, or follow-up.
The inventory serves as a working document to guide ordering, maintenance, and stewardship of PVMS property. Staff should check the inventory before submitting requests for new materials to avoid duplicate purchases and to prioritize classroom needs.
Lunch and Snack
Lunch
Families are responsible for providing lunch for their child each day. Families enrolled in a half-day program may elect to have their child stay through the lunch period rather than leaving at the regular dismissal time before lunch.
PVMS staff are encouraged to promote healthy eating habits and may suggest nutritious lunch options; however, staff must remain respectful of each family’s individual food choices for their child. Staff must also remain mindful of any allergies present in the classroom community and ensure that food safety procedures are followed during lunchtime.
Snack
The school provides daily snack for all students. Each classroom is given an annual snack budget, which is managed by the teaching team to ensure funds last throughout the year. Snacks are ordered by each classroom and purchased through Stop & Shop and delivered directly to the school.
Each classroom has an assigned order day and delivery day; this schedule is posted in the main office.
Deliveries are placed at the top of the ramp for classroom staff to collect.
Classrooms are responsible for tracking their budget and using funds thoughtfully.
When ordering put your classroom name in the area for PO#/reference ID area.
Staff should make every effort to provide healthy, organic options whenever the budget allows.
When selecting and serving snacks, staff must be attentive to all documented student allergies and take appropriate precautions to avoid exposure.
Nap/Rest Time Protocols and Guidelines
Nap and rest time take place in the Children’s House and Toddler classrooms following lunch. During this time, staff maintain full classroom ratios and active supervision.
Pre-Nap Routine
Children are encouraged to use the bathroom as part of the lunch clean-up or pre-nap transition.
Teachers assist children in preparing for rest by creating a calm and peaceful environment.
Depending on the needs of the classroom, teachers may help children settle by offering quiet comfort, such as gentle back rubs, or by modeling relaxation techniques.
During Nap/Rest
Teachers supervise all children throughout nap/rest time, ensuring safety and calm behavior.
If a child is unable to fall asleep, they may be offered a quiet, non-fiction book as an alternative.
The following expectations should be reviewed and upheld:
The book must remain on the bed or nap mat.
The child may look at the book quietly but may not talk or distract others.
If expectations are not followed, the book is removed, and the teacher provides clear, realistic guidance for when the book may be offered again.
Children who do not nap may engage in quiet independent activities, such as sight-word practice, simple table work, or puzzles.
Waking and Transition
Teachers begin to gently wake children between 1:45 and 2:00 p.m., based on individual needs.
Upon waking, children put away their nap items and prepare for the afternoon portion of the day.
On Fridays, nap sheets are sent home for washing.
Student Clothing Guidelines
The following information outlines expectations for student clothing and how staff can help ensure children are comfortable, safe, and able to fully participate in all school activities.
General Expectations
Students should be dressed in clothing that allows them to participate comfortably in both indoor and outdoor activities. Undergarments should always be fully covered.
Encourage families to send children in play-appropriate clothing that can get dirty. Many school activities (painting, gardening, art, water play, etc.) involve materials that may stain or soil clothing. Especially on days when art is taking place for the K-6 grades.
Remind families that students go outside at least once per day, weather permitting, and should be prepared for outdoor conditions.
Footwear
All students should have a pair of indoor shoes that remain at school.
Indoor shoes should have a non-slip sole and be suitable for occasional outdoor use in case of emergency.
Flip-flops are not allowed due to safety concerns.
Sandals are discouraged for outdoor play, as woodchips and debris can cause discomfort.
Staff should check that indoor shoes are labeled with the student’s name.
Extra Clothing
Elementary students should keep at least one change of clothing at school for use after spills, messy projects, or wet outdoor play.
Toddler and Children’s House students should have two complete, seasonally appropriate, labeled sets of extra clothing (including underwear and socks). Even toilet-trained children may need a change due to spills or outdoor play.
Supporting Independence
For younger students, staff should encourage families to select clothing that the child can manage independently (e.g., elastic waistbands, large buttons, easy zippers).
Independence in dressing and undressing supports Montessori principles of self-care and confidence. Staff should model patience and provide assistance only as needed, allowing children to experience the satisfaction of “I can do it myself.”
Transparent Classroom Use
At Pioneer Valley Montessori School, Transparent Classroom is our primary digital platform for attendance, maintaining accurate student records, planning lessons, and reporting on student progress. All faculty are expected to use the platform consistently and professionally to ensure continuity, transparency, and effective communication with families.
Attendance
As children arrive, teachers mark them Present or Tardy, and any absences are noted with relevant information—or a “?” if details are unknown, signaling the office to follow up with families. Attendance should be updated throughout the day for late arrivals, early dismissals, or schedule changes, and teachers should review any pickup notes entered by the office. The Notes section allows teachers to communicate important updates, reducing interruptions during the work cycle. All attendance must be accurately completed by 9:00 AM to ensure student safety and smooth classroom operations.
Lesson Planning
Teachers are responsible for weekly lesson planning for each student or group in Transparent Classroom. Lesson plans can be accessed on classroom devices or printed if a paper copy is preferred. Plans should reflect each child’s developmental needs, Montessori principles, and the progression of lessons over time.
Record Keeping
Teachers must document student progress and lesson presentations in Transparent Classroom. Paper records are allowed, but all information must be updated in Transparent Classroom weekly. Parents have access to this information, so records must be accurate, complete, and current.
Photography and Communication
Transparent Classroom allows parents to see a glimpse of their child’s week through classroom photos. Each classroom is expected to take at least one photo per week of each child and tag it with the work being done. Tagging enables parents not only to see their child but also to access explanations of the work and its significance, fostering engagement and understanding.
Conference Reports
Lead teachers are required to complete a Conference Report Form after any caregiver conference and during the two scheduled conference periods. Forms can be found in Transparent Classroom under the Conference Report tab. Conference reports must be completed for all students during scheduled conferences, regardless of caregiver participation. Once published, the report is automatically available to families.
Progress Reports
Lead teachers are required to complete two progress reports per year for each student. These reports combine photographs, skill assessments (behavior, academic focus, etc.), documentation of lessons and materials covered, and narrative comments. Timely and accurate completion ensures prompt review by the Head of School, any necessary edits, and publication. Parents have immediate online access once reports are published.
For any questions regarding the use of Transparent Classroom, please contact the Operations and Facilities Manager.
School Records and Privacy
Children’s records are privileged and confidential. All staff are expected to treat them with the highest level of care and professionalism.
Records may only be viewed by administrators and teaching staff or by staff who have documented consent from the parent/guardian or as required by regulatory authorities.
Records must never be copied, photographed, or removed from the office—and under no circumstances should they leave the school building.
Staff should only access records when necessary to support a child’s program plan. Curiosity is not an acceptable reason to view a child’s record.
Parents must be notified if a child’s record is subpoenaed.
Access to a Child’s Record
Parents are entitled to review their child’s entire record upon request.
Records must be made available within two (2) business days of the request unless the parent consents to a longer timeframe.
Records may be maintained in multiple locations, but parents have the right to view the full record.
A record release form and/or Parent Consent for Observation form will need to be filled out for any non-faculty or non-office personnel who access the record.
Amending a Child’s Record
Parents may add information, comments, or documents to their child’s record at any time.
Parents may request the deletion or amendment of information. If the school does not agree that adding information is sufficient, parents have the right to a conference with the Head of School (licensee).
The licensee must respond in writing within one week of the conference with a decision. If the decision is in favor of the parent, immediate steps must be taken to amend the record.
Transfer of Records
When a child leaves PVMS, parents may request in writing that records be transferred to them or to another school/program.
PVMS will not charge an unreasonable fee for copies of any portion of a child’s record.
Phones
Placing a call: Lift the receiver, Dial the number
Parking a call: While on an active call, press a green(free) park button.
Retrieving a parked call: Pick up the receiver and press the red park key associated with your call.
Page All: Press the page all button and wait for beep, speak clearly into the receiver.
Mailboxes
Individual Mailboxes
Each employee has a mailbox for in-house communication. These mailboxes are located just outside of the school office. Employees are expected to check their mailbox regularly.
Classroom Mailboxes
Each classroom has a mailbox for flyers, notices, copy and print requests and updated classroom documents. This mailbox should be checked multiple times in a day to ensure that anything that needs to go home or be updated in the classroom can be done as soon as possible. These mailboxes are purposely located outside of the classroom so that the work cycle is not interrupted. Each classroom mailbox is labeled with the classroom name.
Print and Copy Requests
To ensure smooth operation and prevent issues such as paper jams, incorrect settings, or accidental printing on specialized paper (e.g., checks), the administrative staff prefer to handle all printing and copying.
Staff are welcome to use their classroom printer for printing and coping, but for larger or more complicated jobs Please submit those requests to the office staff using the steps below.
Staff may use the office copier independently when necessary, but should first ensure that the machine is available and confirm that all settings and paper trays are as they need them before use and returned to the state they were found.
Submitting a Print Request
Staff may email print requests to the office staff, attaching the document(s) to be printed.
To ensure timely completion, it is helpful to copy multiple administrators on the email so that the first available person can process the request.
Please include the following details in your request:
Number of copies
Whether you need a master copy
Paper color or type
Finishing options (e.g., collated, grouped, stapled, double-sided)
Completed print jobs will typically be placed in the classroom or individual mailbox promptly.
Submitting a Copy Request
Please place your original document in your classroom’s copy request slot.
Attach a sticky note with clear instructions, including:
Number of copies needed
Whether you need a master copy
Paper color or type
Finishing options (e.g., collated, grouped, stapled, double-sided, or on special paper)
Completed copy jobs will typically be placed in the classroom or individual mailbox promptly.