Roles, Responsibilities & Expectations
Job Descriptions
Job Descriptions for all staff members are available in the office. Staff members will receive any updated job descriptions as they occur. The Board, Head of School and Operations Manager will review Job Descriptions periodically.
Appearance
All employees of Pioneer Valley Montessori School should present a professional Business Casual appearance when representing the school as an employee to project a professional image for our students, parents, potential employees, and community visitors.
Examples of Business Casual Dressing for Work
Pants: Pants, capris and dressy shorts are expected. Nice jeans may be worn occasionally. Inappropriate pants include sweatpants, exercise pants, leggings/spandex not worn under a dress/skirt/tunic.
Skirts and Dresses: Dresses and skirts should be at a length at which you can sit comfortably on the floor. Undergarments may not be showing.
Shirts/Tops: Casual shirts, dress shirts, sweaters, tops, golf-type shirts, and turtlenecks are acceptable attire for work. Inappropriate attire for work includes tank tops; midriff tops, halter-tops and shirts with political or profane slogans on them.
Shoes and Footwear: Athletic or walking shoes, loafers, clogs, sneakers, boots, flats, dress heels, and leather deck-type shoes are acceptable for work. Flip-flops are not acceptable.
Hats and Head Covering: Hats and hoods are not appropriate in school. Head Covers that are required for religious purposes or to honor cultural tradition are allowed.
Our goal is to provide a workplace environment that is comfortable and inclusive for all employees. We expect that your business attire will exhibit common sense and professionalism.
In addition to business casual attire, employees should present themselves with a clean, professional appearance.
• Everyone is expected to exercise proper hygiene and be free of strong odors.
• Wear clean clothing, free of holes, tears, or other signs of wear.
• Clothing with offensive or inappropriate designs or stamps are not allowed.
• Clothing should not be too revealing.
• Clothing and grooming styles dictated by religion or ethnicity are exempt.
• Flip-flops are not acceptable shoes. These can be a safety hazard.
If an employee’s appearance doesn’t meet our standards, a supervisor will bring it to their attention and ask them to make the necessary adjustment. If the issue continues, the employee may be asked to go home to correct it and return ready to work. Repeated concerns may lead to further action including a written warning.
Conduct
The AMS Code of Ethics
PVMS has adopted the AMS ethical standards for our community and have revised it here to suit the needs of a school community. The full unedited AMS Code of Ethics can be found by searching for code of ethics at amshq.org
Principle I: Commitment to Students & Their Families
In fulfillment of the obligation to students and their families, PVMS staff will:
Ensuring that all students and families have fair and equal access to our programs, services, and community life regardless of race, color, culture, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, national or ethnic origins, or any other classification protected by applicable law.
Support practices that protect the physical health and psychological safety of each student and family.
Encourage independent action in the pursuit of learning, community building, and social action.
Honor professional commitments, and maintain obligations and contracts while neither soliciting nor involving students or their families in schemes for commercial gain.
Keep in confidence information that has been secured in the course of professional service, unless disclosure serves professional purposes or is required by law.
Principle II: Commitment to Staff & Colleagues
In fulfillment of the obligation to staff and colleagues, PVMS Staff will:
Ensuring fair and equal access to our employment , services, and other opportunities regardless of race, color, culture, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, national or ethnic origins, or any other classification protected by applicable law.
Represent one’s own professional qualifications with clarity and true intent.
Accept, offer, recommend, and assign professional positions and responsibilities on the basis of professional preparation and legal qualifications.
Use honest, equitable, and effective methods of administering duties and conducting business.
Principle III: Commitment to the Montessori Movement
In fulfillment of the obligation to the Montessori Movement, PVMS staff will:
Uphold and publicly support the greater vision of Dr. Maria Montessori through affiliation with qualified Montessori teacher education programs, seeking out or providing Montessori based professional development opportunities, and an overall support of Montessori research and advocacy when occasion arises.
Ensure that our work honors the core components of Montessori education: properly trained Montessori teachers, multi-age classrooms, the uninterrupted work period, the prepared environment, and child-directed work.
Principle IV: Commitment to the Public
In fulfillment of the obligation to the public, PVMS staff will:
Share perspectives consistent with all of the items set forth in the principles above, when engaged in public discussion.
Distinguish private views from the official position of the American Montessori Society and or Pioneer Valley Montessori School when engaged in public discussion.
Cell Phone Use
To maintain a safe, focused, and professional environment for our children, the following guidelines apply to staff cell phone use:
During work with children: Personal cell phones may not be used in classrooms, on the playground, or at any time when a staff member is responsible for the supervision of children.
Break times: Cell phones may be used only during designated breaks, in a discreet manner, and away from children. Ringers should remain on “vibrate” or off during class times, and kept low during breaks.
Work purposes: Cell phones may occasionally be used as a tool to support your role. However, children may not watch videos, play games, or otherwise use staff cell phones.
Safety and communication: Staff should carry their cell phones when off campus for school business or while outdoors with children, in case the office needs to be contacted.
Emergency contact: Please provide the school’s main phone number to anyone who may need to reach you urgently during the day.
Observations & Documentation
Lead Teacher Classroom Observations:
Lead teachers are expected to observe their classroom for a minimum of five uninterrupted minutes at least three times per week. To establish a clear routine, each teacher should use a visual cue—such as a designated chair, clipboard, or wearable item—so that students and other adults in the room are aware when observation is taking place.
Observation notes should be recorded in a binder or notebook and logged in your observation calendar for reference.
Observation records are also used to guide curriculum planning, prepare reports, and support collaboration among staff. Teachers are encouraged to share observations with one another so that materials, lessons, and the classroom environment can continually evolve to best serve the children.
Child Observation and Progress Documentation
Lead teachers observe children daily in order to understand each child’s abilities, interests, and developmental needs. Observation informs how lessons are presented, how the environment is prepared, and how classroom materials are selected or adapted to meet the needs of the children.
To support this process, PVMS uses Transparent Classroom to document children’s progress throughout the year. Teachers are expected to enter observations and progress into the system on a regular basis, at least weekly, so that records remain current and meaningful. While teachers may still take notes in a notebook or binder during the day, these notes should be transferred into the digital system in a timely way.
All Classroom Adults:
All adults in the classroom are expected to act as the eyes and ears of not only the classroom but also the school. You are responsible for reporting any behavior, practices, or situations that may not align with the mission, policies, procedures, or values of Pioneer Valley Montessori School.
Concerns should be reported promptly to the Head of School, by working together and communicating openly, we ensure that our classrooms remain safe, respectful, and true to the Montessori philosophy, fostering a positive environment for both children and staff.
Mandated Reporting - Suspected Child Abuse Procedure
All staff members are mandated reporters. You are required by law to report suspected abuse and neglect to either the Department of Children and Families or to the program administrator/Head of School.
All staff members will complete a training to recognize signs of abuse and/or neglect. If any staff member has any reason to suspect neglect or abuse of a child, they must immediately contact the Head of School and report their observations and concerns. Any staff member who reports suspicions of child abuse/neglect will not be subject to discharge, retaliation or other disciplinary actions for that reason alone, unless it is proven that the report was intended to harm (10D.5). The staff member will keep written documentation of any observations. A joint decision by the reporting staff member and the Head of School will be made regarding the filing of a 51A with the Department of Children and Families (DCF). The Head of School will be responsible for filing the report, based on the documentation given. Should there not be a consensus opinion regarding the need to file, the concerned individual will be reminded of their right to file on their own and will be assisted in the process. If a 51A is filed, the Head of School will notify EEC of the filing.
All PVMS staff members shall fully cooperate in all investigations of abuse and neglect.
Any allegations concerning abuse or neglect of a child while in the care of PVMS are to be reported to the Head of School. The Head of School must in turn report any allegations to the President of the Board of Trustees as well as the Department of Children and Families. The Head of School will also notify the Department of Early Education and Care. The Head of School will take the recommendations or requirements from DCF regarding the employment status of the accused staff member.
The Department of Social Services can be contacted at the following numbers:
• DCF for Springfield Area (413) 452-3200
• DCF 24 Hour Hot Line (800) 792-5200
Mandated Reporter Training can be found here: https://51a.middlesexcac.org/
Active Supervision
At PVMS, we require active supervision to ensure the safety, engagement, and accountability of every child in our care. Active supervision enables us to maintain a secure, responsive, and enriching learning environment, in alignment with Montessori principles and regulatory requirements.
You are required to review the Active Supervision Policy in full located in Appendix I - Policies, Forms & Procedures
Classroom Ratios
For licensed child care centers and preschools serving ages 2 years 9 months to Kindergarten a ratio of 1 educator for every 10 children must be maintained at all times.
Harassment and Discrimination Policy
Pioneer Valley Montessori School is committed to providing a work and learning environment that is respectful, safe, and inclusive. Harassment or discrimination of any kind—whether based on race, color, religion, national origin, ancestry, sex, gender identity or expression, sexual orientation, age, disability, genetic information, veteran status, or any other characteristic protected by law—will not be tolerated.
As educators and role models, employees are expected to demonstrate respectful, professional conduct at all times, both with one another and with the children in our care. The way we interact with colleagues, families, and students sets the standard for how children learn to engage with others. Concerns or complaints about harassment or discrimination should be reported promptly to the Head of School so they can be addressed in a fair and timely manner. Retaliation against anyone who raises a good faith concern is strictly prohibited.
Substance Use and Smoke-Free Campus
Pioneer Valley Montessori School is a smoke-free campus. Smoking, vaping, or the use of tobacco products of any kind is not permitted anywhere on school property, including the parking lot and outdoor play areas. Violating this policy may result in disciplinary action, up to and including dismissal.
Employees may not be under the influence of alcohol, cannabis, illegal drugs, or the misuse of prescription medications during work hours, while supervising children, or while representing the school in any capacity. Possession, use, or distribution of these substances on school grounds or during school-sponsored events is strictly prohibited.
Prescription medications that may affect alertness, judgment, or the ability to safely supervise children must be reported to the employee’s supervisor before beginning work.
Violations of this policy may result in disciplinary action, up to and including dismissal, in accordance with school policies and state regulations.
Disciplinary Procedures
Job performance issues will be brought to a staff member’s attention verbally by the Head of School. The discussion and resolution agreed upon will be documented. The employee will be given, in writing, a success plan that will outline improvement needed and a time-period to improve their performance.
If the employee’s performance does not improve within the documented time frame, they will receive a written warning and one more opportunity for improvement.
This will be followed by termination if the individual’s performance does not improve.
Grievance and Conflict Resolution Procedure
At PVMS, we value open, respectful communication as the first step in resolving workplace concerns. Staff are encouraged to approach conflicts with a spirit of collaboration, seeking to understand different perspectives and working together toward resolution. Whenever possible, concerns should be addressed directly and constructively with the colleague involved, or with the support of a supervisor, before moving into the formal grievance process.
If a staff member has a grievance that cannot be resolved through informal conversation, they should bring the matter to their immediate supervisor (Lead Teacher or Head of School) to determine next steps. Concerns should be raised with the appropriate supervisor, as discussing grievances primarily with peers may escalate tensions rather than lead to resolution.
If the issue remains unresolved, the staff member may submit a written grievance to the Head of School, who will provide a written response within two working days.
If the staff member is not satisfied with the Head of School’s decision, they may appeal by submitting the written grievance and the Head of School’s response to the Board of Trustees. The Board Officers will review the grievance in Executive Session and develop a plan to address the concern. The Board will respond in writing to the staff member regarding the outcome.
All grievances and conflicts will be addressed in a timely, respectful, and confidential manner, with the goal of maintaining a healthy, supportive work environment for all.
Faculty-Parent/Public Relationships
Faculty should maintain professional boundaries with parents of children who are in their care. To avoid possible conflicts of interest, it is best to avoid developing friendships with parents of children in the school. In particular, special care should be given to any social media interaction.
All Staff are considered ambassadors of PVMS and its programs and therefore should handle all conversations regarding the school, children and staff carefully and thoughtfully. As a staff member you should never engage in conversations involving opinion or conjecture as this may be misconstrued as fact. Discussing information with parents or the public about students, staff or school happenings that is privileged, is strictly prohibited.
Field Trips
Field trips are an important extension of the classroom experience, providing students with opportunities for real-world learning. Teachers are responsible for planning and coordinating all field trips for their class. This includes:
Identifying and researching appropriate destinations that support curriculum goals.
Securing any necessary parent volunteers and ensuring compliance with required supervision ratios.
Communicating trip details to families in advance.
Teachers may request assistance from the Business Manager with scheduling, reservations, and arranging transportation.
The school allocates funding to support classroom field trips, typically up to $300 per classroom annually. These funds are intended to help offset costs but may not cover the full expense of trips. Any remaining costs should be covered through classroom fundraising efforts and/or a per-trip field trip fee assessed to participating families.