Parent Handbook 2024-25
Ellis Elementary School
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Parent/Guardian Handbook
Welcome to the Ellis Elementary School Parent and Guardian Handbook. This comprehensive guide provides essential information, guidelines, and explanations to ensure your child's success and a thriving school-community partnership. Together, we create an environment where learning, growth, and community are at the heart of everything we do. Let's embark on a successful educational journey together!
Andrew M. Jacks, Ed.D., Principal
Tonya D. Woods, Ed.D., Assistant Principal
This handbook was last updated on August 18, 2024.
ADDRESS & PHONE NUMBER
Ellis Elementary School
10400 Kim Graham Lane
Manassas, VA 20109
Phone: (703) 365-0287
Fax: (703) 365-0257
IMPORTANT SCHOOL NOTES
VISION STATEMENT: Ellis Elementary School students will be high-achieving, socially supportive, problem-solvers, responsible, and globally minded.
MISSION STATEMENT: Ellis Elementary School will provide an engaging, inclusive, and safe learning environment that empowers every student to succeed in school expectations and their individual performance goals.
AFFIRMATION: At Ellis Elementary School, we SOAR to success. We are Spectacular learners with Outstanding attitudes who Achieve our goals and are Ready to celebrate our success.
SCHOOL COLORS: Maroon, White, Black, Gold
MASCOT: Explorer Space Shuttle and Astronaut
NAMESAKE
Ellis Elementary School is honored to have its name from Suella Gilbert Ellis, the first African American administrator in Prince William County Schools.
Ms. Ellis lived in Manassas and began her teaching career in 1945 at Manassas Regional High School, which was the only high school for black students at that time. The school later changed its name to Jenny Dean High School. In 1966, she moved as teacher to Stonewall Jackson High School when the schools desegregated. During her teaching career, Ms. Ellis taught English, French, German, math, physics, biology, and chemistry. She then began her role as assistant principal in 1971. She continued her role as assistant principal at Osbourn Park High School in Manassas until her retirement in 1990.
Ms. Ellis was born in Lexington, Kentucky. She received a bachelor’s degree from Knoxville (Tennessee) College and a master’s degree from the University of Virginia. Ms. Ellis passed away in 2003 and Ellis Elementary was named after her when it opened in 2004.
Ms. Ellis was a huge fan of science fiction and so when the school was named after her, they chose the Explorer Space Shuttle.
SCHOOL COMMUNICATION
PHONE NUMBER: The school’s phone number is (703) 365-0287 and we offer Spanish interpretation services.
EMAILS & TEXTS: The school sends texts and emails to parents and guardians via a program called SchoolStatus. Please make sure to read these messages from school and call the school with any questions.
FACEBOOK: We will use Facebook to share good news and updates from school as well as emails and texts. Please like and follow our Facebook page, “Suella G. Ellis Elementary School” at https://www.facebook.com/elliselementaryexplorers.
NEWSLETTERS: The school administration and teachers will create and send out newsletters to families via email on a regular basis. Look for your child’s teacher to send out these newsletters or email updates to keep you informed this year. We try to Go Green at Ellis, but paper copies can be printed, if you need one.
PARENT LIAISON: The parent liaison will help families connect and feel supported in various activities and events that will take place during the school year. They support registration, school to home communications, events, translations and interpretation. If you need any support with connection with our online support, please contact our parent liaison, Natalia Guardado at guardane@pwcs.edu
PARENTVUE: Parents should use ParentVUE regularly to check grades, attendance, and complete the Back to School Packet. ParentVue Parent Sign-in Link. Need help with ParentVUE? Use this to help: ParentVue Help Link. You can also call or come to get help from or office staff.
CODES FOR INCLEMENT WEATHER: PWCS uses various Inclement Weather Codes to notify staff, students, and families when any changes to school will occur for inclement weather. PWCS provides Key Things to Remember for Parents & Procedures for Communication on their webpage.
- Code Green: Schools Closed for Students and Teachers
- Code Orange: Virtual Learning Day for Students and Remote Work for Employees
- Code Red: Schools Closed for Students and Employees
CONCERNS: We welcome feedback and look forward to working together at Ellis. With concerns, communication is key. We encourage students to advocate for themselves by telling their teacher of their concerns or anything happening that the teacher needs to be aware of and encourage families to work with students to practice these important self-advocacy skills. Next, we encourage families to bring concerns to their student’s teacher to address and resolve together. If additional intervention, support, or conflict resolution or needed, please include an administrator. During the year, parents may have questions or concerns about things happening in the classroom. It is important that parents contact the teacher first. Teachers have the right to address these concerns directly and our goal is that they work with parents to come to a positive solution that is in the best interest of ALL the children in the classroom.
SCHOOL HOURS
SCHOOL OFFICE HOURS:The office will have staff available to support parents from 8:15 am to 4:45 pm. We have staff that speak Spanish for families that need it.
REGULAR SCHOOL DAY SCHEDULE: Typical hours for students are from 9:20 am to 4:00 pm each day, Monday through Friday. Front doors will open for all students to arrive at 9:10 am.
HALF-DAY SCHEDULE: When school is in session for only half the day, then school hours are from 9:20 am to 12:40 pm. On half-days, lunch is provided for all students. The schedule for both lunch and other classes is modified on these half-days.
TWO-HOUR DELAY SCHEDULE: Sometimes due to weather, such as snow accumulation, school may begin on a 2-hour delay. The school division decides this and sends out notification to all families. On 2-hour delays, school will begin at 11:20 am and end at 4:00 pm.
CALENDAR: To get updated information on days off, half-days, and the duration of grading periods please review the PWCS 2024-25 Student Calendar.
SCHOOL MAP
PARKING
There are five parking spaces in the front of the school for parents and visitors. There are additional parking spaces behind the school and next to the school in the Unity Reed High School parking lot. At the end of the day during dismissal, please use the car rider line and car rider program to pick up your child. If you do not have a car rider tag, please come to school to register.
ARRIVAL AND DISMISSAL PROCEDURES
CAR RIDERS: Each family who wishes to provide their own transportation and pick up their student(s) from school in the Car Rider Lane (located in the rear of the school) will register and receive two numbered signs. You will need to complete the registration form and show your ID to receive a sign with a designated number. Families should never leave their car parked or unattended and should remain fully attentive during pick up and drop off (ex. not being on cell phones while in line) To ensure students' safety, staff members are present to assist with getting students in and out of vehicles in a safe, orderly manner and students should not be dropped off at the curb on their own.
BUSES AND BUS LOOP: The bus loop is at the front of the building and is closed to traffic other than buses. Bus drivers always maintain safety and discipline. They will communicate the student’s Code of Behavior to administrators to ensure our students maintain a standard of behavior while riding in PWCS vehicles. Riding the school bus is a privilege. For questions regarding bus transportation, please call McCuin Transportation Center at (571) 402-3902 and download the https://herecomesthebus.com/getting-started for up-to-date information.
ARRIVAL PROCEDURES: Our school grounds is designed to have a bus loop in the front and the car pick up in the back of the school. See the diagrams below for more information.
Bus Arrival: Buses will enter and park in the bus loop. Students will exit the buses and enter through the door by the 2nd-3rd grade hallway. Students will be supervised the entire time.
Car Arrival: Parents should drive past the school and enter the back parking lot. They will drop off their child(ren) and students will enter through the kindergarten hallway.
Special Education Buses: Buses will drop students off directly in front of the school. Staff will escort and supervise students into the building and class.
DISMISSAL PROCEDURES: Our school grounds is designed to have a bus loop in the front and the car pick up in the back of the school. See the diagrams below for more information.
Bus Arrival: Buses will enter and park in the bus loop. Students will exit the school through the door by the 2nd-3rd grade hallway. Students will be supervised the entire time as they are escorted to their bus.
Car Arrival: Parents should drive past the school and enter the back parking lot. They will have their car rider tag hanging from the front of their review mirror. Staff will use the two-way radios to call students from the kindergarten hallway to the car rider line based on their car rider number.
Special Education Buses: Special education teachers will escort their students from the school through the front doors and onto the special education buses.
DISMISSAL CHANGES: Changes in regular transportation home should be communicated to the front office and your student’s teacher prior to dismissal that day via phone call, e-mail and/or note (by 3:15pm). Changes can also be submitted by email to edwardcd@pwcs.edu. Students are not permitted to go home a different way from their regular dismissal plans without parent’s written/verbal permission. You will come to the front office to sign out your child and you must bring a valid driver’s license or ID. Students will only be released to those individuals listed on the emergency list. Planned early dismissal ends at 3:15 PM so as not to interfere with regular dismissal procedures. Please minimize early dismissals as much as possible to ensure consistency in instruction and minimize disruptions to the learning environment for all students.
EARLY DISMISSAL: In the event of major weather (snow/ice) while students are in the school building, students will be dismissed according to a designated time provided by the county. Students must be picked up on time from the office. All SACC and evening activities will be cancelled. Please contact the main (703-365-0287) or SACC (703-365-0223) if you have questions on that specific day.
BUS NUMBERS, MOBILE APP, AND EXPECTATIONS: All students riding the bus are expected to understand and adhere to the code of conduct for bus behavior, which is available on the PWCS website at PWCS Online Code of Behavior Link.
PWCS provides a mobile app called “Here Comes the Bus” for parents to get real-time map locations for your child’s buses, get push-notifications when the bus gets close by, and get everyone to the stop at the right time, every time. Learn more here: PWCS Transportation "Here Comes The Bus" Information Link.
School Bus Search Tool Link – Use this link to look for your child’s bus using your home address.
Here Comes the Bus Link – Use this link to sign-up for “Here Comes the Bus.” You will need this for the school code: 76348. You will need your child’s ID number. You can also download the app to your phone: Apple iPhones App Link Android App Link
KINDERGARTEN DISMISSAL
There are a variety of options for students for dismissal, including riding the bus, using daycare services, or receive a car tag to use the car rider line (located in the rear) for transportation. If parents need before or afterschool service, please contact Alphabest SACC program. All students are fully supervised by a staff member the entire time during school and during dismissal. When the first bell rings at 3:55 pm, students will prepare for dismissal. At 4:00 pm, the dismissal procedures will begin as described below.
Kindergarten Car Rider - Car riders will be escorted to the hallway directly outside their kindergarten classrooms. Students will sit against the walls outside the kindergarten classroom listening for their car number. Once the student’s number is called, the student is escorted to the designated car. Staff will open and close the door to assist student getting in the car. Parents must complete the car rider registration to receive two tags to post in the front window of car during dismissal. Staff will read the car numbers and use those numbers to call students for dismissal using two-way radios.
Day Care Vans/Buses - Students attend a private day care after school will be escorted to the front foyer/main lobby to wait for their day care van or bus to arrive. Once it arrives, the students will be escorted out the front doors to their day care van/bus.
School Age Child Care (SACC) - Students that attend SACC will be escorted to the cafeteria by their teacher, teacher assistant, or another staff member that knows the students.
Kindergarten Bus Rider - Bus riders will be escorted by their teacher and/or teacher assistant to their designated bus. Students who ride buses that are late to arrive at school for dismissal will be escorted to the cafeteria and organized according to assigned bus. When the late bus arrives, the students will be escorted to their bus.
Kindergarteners are given assigned seats in the front of the bus and will only be released to a parent, guardian, babysitter or older sibling at the bus stop. All kindergartners that are not picked up at the bus stop will be brought back to school at the end of the route. Parents will be expected to come to the school to pick-up their kindergartener when this occurs. An intervention meeting will occur with the next steps needed if this occurs more than two times during the school year. Please note that the appropriate person in charge of picking up the kindergartner MUST be AT the bus stop to meet the driver to receive the kindergarten student with their ID. Kindergarten backpacks are tagged with contact information so that it is immediately evident to all staff and the bus drivers that additional protocol should be followed for arrival and dismissal. For questions regarding bus transportation, please call McCuin Transportation Center (Danny Younce) at 571-402-3940.
BEFORE AND AFTER SCHOOL
SCHOOL AGE CHILD CARE (SACC): Prince William County Public Schools (PWCS) School Age Child Care (SACC) Program is run by Alphabest and offers adult-supervised, high-quality, affordable before- and after-care, as well as vacation camps for students. The SACC program provides a safe and familiar setting which meets the needs of our SACC families. Contact for information is PWCS SACC OFFICE phone 703.791.8844. Learn more about Alphabest and SACC here: School Age Child Care (SACC) Information Link
STUDENT ACTIVITIES: Upper grade students are given the opportunity to participate in a variety of before and after school activities. Some of these include Student Council Association (SCA), Safety Patrols, Art Club, Chess Club, Strings, Chorus, Robotics, Striders Running Club, Book Clubs, Challenge 24, Maker Club, Coding, Sustainability Ecology Club, and Explorer Academy. Students will be given information about each of these different opportunities at school.
DURING THE SCHOOL DAY
SCHOOL DAY SCHEDULE: School doors open at 9:10 am for student arrival. School begins at 9:20 am. Students will be allowed to receive FREE breakfast in the cafeteria on their way to class in the morning.
BREAKFAST: Students at Ellis receive free breakfast every morning each school day. Breakfast begins at 9:10 am and will remain open for all students until all buses arrive. Students will “grab and go” directly to class to make
LUNCH: Each grade level has an assigned lunch time in the cafeteria. Every student receives lunch for FREE but they may bring their own lunch if they want to instead. Each grade level has an assigned time in their grade level schedule and students sit at a table with their class. Parents are welcome to join their child for lunch in the Parent Café, which is a designated family area with tables available to enjoy school lunch or lunch brought in from outside. Please remember that you can only have your child join you at the parents’ table and we ask that you come during your child’s designated lunch time. Please double-check with your child’s teacher that there are no schedule changes for the day you want to attend lunch with your child. Our priority is to maintain learning momentum and appropriate supervision for all students, every day!
SNACKS: Students are allowed to bring snacks to school to eat at assigned times when their teacher says they can during the day. We are also starting a new program to provide healthy and free snacks to our students this year.
DAILY SCHEDULE: Each grade level has a different schedule for their core classes (math, language arts, science, social studies), encore classes (art, music, physical education), recess, lunch, and core extension. Below is a plan for our grade-level schedules this year.
RECESS: Every student will have a 30 minute recess every day. In accordance with PWCS Regulation 602-1, all students are provided 30 minutes of unstructured recreational time each day. Ten of these thirty minutes may be spent informally in the classroom building social skills, investigating ideas, and building peer relationships. The remaining minutes are spent outside, when weather permits. Students remain indoors during recess, with allotted unstructured time, when the temperature is below 32 degrees (wind chill included), above 94 degrees (heat index), or weather events prevent an unsafe outdoor environment.
ENCORE: Every student at Ellis receives Art, Music, Library, Spanish, Guidance, and Physical Education. Students receive library check-out time each week and can visit the library during additional times allotted by classroom teachers. Your student’s teacher will provide a copy of the class schedule and communicate any changes in schedule throughout the year. The Encore teachers can be reached by email and welcome your communication.
AGENDAS: All students in grades 2, 3, 4, and 5 will be given an Ellis Elementary School agenda to copy homework information and test dates, daily. Agendas are also used for home school communications where parents or teachers may write messages or questions. Students are expected to bring agendas home daily and parents should review information and initial or sign.
certain they are not missing instructional time.
BACKPACKS: Students are allowed and encouraged to bring bookbags or backpacks to school. Students are not allowed to use rolling backpacks with handles. Students have hooks at the side of the classroom to store their bags during the day.
BIRTHDAYS: Birthdays are special; all students are recognized on morning announcements on their birthday. Classroom teachers may have special birthday traditions (i.e., birthday crown, extra 5 mins of recess, stickers, special helper, etc.) that allow children to be celebrated on their day. Students/Families who wish to celebrate their special day may only bring outside food items that are pre-wrapped. Due to possible food allergies or intolerance of specific foods of other students, these procedures must be followed. Parents may choose to provide non-food items to share with the class to help celebrate their student’s special day. Please notify the teacher and the office before the event so that the office will know the student participating.
COUNSELING SERVICES: Our school counselor provides support to students through brief supportive counseling and small group sessions. They meet with students regularly in their classrooms and cover a guidance curriculum that includes social and peer relationship skills and organizational and study skills. You may contact our school counselor for more information or to share concerns about your child.
FIELD TRIPS & CHAPERONES: Teachers arrange field trips to provide a supplemental instructional lesson that aligns with the county and state curriculum. Please follow your child’s teacher’s directions for these field trips. We typically have 1-2 field trips per grade per year. Parents will receive advanced notice of the trip and must give permission in writing for their child to attend. Parents will be asked to help chaperone during the field trips and will be selected via a lottery system. All students must travel to and from the location with the group of students and teachers. Parents are not allowed to sign-out their child from the field trip location. Parents can only attend the field trip if they are assigned as a chaperone by their child’s teacher. Parents may not just show up at the field trip location if they are not assigned as a chaperone. This is primarily due to the importance of a clear line of supervision and for the safety of the students. As a chaperone, you are responsible for your assigned group and no other children may attend with you. All student medication will be brought by the classroom teacher, as instructed by the student’s medical treatment plan. Students who will not be back for lunch at school will be provided with a brown bagged lunch from the cafeteria.
HOMEWORK: PWCS provides guidance regarding homework through PWCS Regulation 663-1 Link. The purpose of homework is to provide practice of an idea already presented by a teacher. Homework may consist of activities or projects, which enrich, enhance, and extend a school experience, provide real-life application of a subject being studied, and/or develop an appreciation of a community resource. Homework will be incorporated as an integral part of the instructional program. Teachers are not required to provide assignments in advance for students going on vacation. In Kindergarten through Second Grade, students may have up to 10 to 20 minutes of homework per day. In Third through Fifth Grades, students may have up to 30 to 50 minutes of homework per day.
GOAL SETTING: All students set goals as part of the culture of IBPYP. Classroom teachers and students focus on the vision and mission at Ellis and create classroom visions and missions for the year. Students determine goals as a class and personally that reflect specific growth they hope to achieve. Data walls are displayed and updated regularly, and students have a data binder to record and reflect on their personal data. Students revisit goals each quarter to change as needed. Conferences in the fall are student-led and include goal setting.
LIBRARY: All children visit our school library for literacy skill classes, book check-out, and research support from our librarian. Students may visit the library whenever their classroom teacher allows them to renew or exchange books. Library books are expected to be taken good care of and returned on time. We encourage a love of reading for our Explorers!
LOST AND FOUND: Articles lost by students are kept in the lost and found table in the main hallway in the alcove near the stairs where they can be claimed by students or parents. Periodically, articles will be displayed for identification purposes. Articles not claimed after a reasonable length of time will be donated to a charitable organization.
INTERNATIONAL BACCALAUREATE PRIMARY YEARS PROGRAM (IBPYP): At Ellis, we are an IBPYP school, and ALL students participate in Units of Study that integrate the county learning objectives with global themes. The IBPYP transdisciplinary themes are a big part of guiding our discussions in all areas of our curriculum: Who we are, Where we are in place and time, How we express ourselves, How the world works, How we organize ourselves, and Sharing the planet. Please refer to our website to learn more about our program.
SCHOOL PHOTO POLICY: According to current PWC school policies and regulations, photographs and video images of any student engaged in school activities may be produced and used in any school division program, publication or exhibit, if deemed appropriate by school division personnel. Photos and images may also be authorized for use by outside organizations such as the news media and scholarship providers so long as this is in the best interest of the students, the school and the school division and complies with other regulation guidelines. Any parent wishing to avoid use of their children’s photos by external organizations may fill out and submit an Opt-Out Form Link. This form along with the complete Regulation 790-3 - Release of Directory Information Link can be found online.
SAFETY PATROLS: As the leaders of the school, our fifth grade Explorers may apply to serve as safety patrols throughout the building and on the bus. These students are role models for our other students and work to ensure order and safety inside and outside the building during arrival and dismissal procedures. Students apply in September and if selected receive a safety patrol belt and badge to wear while “working”. All safety patrols are expected to follow the Code of Behavior issued by PWCS and act in accordance with our school vision.
SCHOOL PHOTOS: Formal photos by an outside photography company will be offered in the Fall and Spring each year. All students will be photographed, and proofs will be sent home if no specific order forms are completed prior to the day. Individual fall photos are used in the yearbook and class pictures are taken in the Spring. A picture retake day is offered for students who wish to retake photos or are absent on the original day.
STRINGS: Strings instruction will be offered to 5th graders at Ellis. The many hours of practice and commitment pay off when they can showcase their collective talent in the Fall and Spring at school-sponsored concerts. Please contact our Strings teacher with any questions about this program.
STUDENT LED CONFERENCES: As an IBPYP school, we believe in a student-centered approach to education. During the first quarter conference day in November, all families can participate in a student-led conference. This conference is between the student, teacher, and family, to share progress, goals, and areas of need. The student leads the conference with their family while the teacher provides information, current grades, and addresses any questions or concerns. Additional parent-teacher conferences are available upon request throughout the year.
TECHNOLOGY: Students in grades K-5 will all be provided with a school-issued Ipad, which they will be able to use at school and at home. All students are encouraged to use educational resources at home to help support their learning. Some include: SOLPass, Quizlet, IXL for both Reading and Math, MyOn and Lexia Core 5 for Reading. Students are given individual login information at school and should not share this information with others. Teachers may be contacted if login information is lost. Students are responsible for these devies and will have to pay for damages if they intentionally break them or are not acting in a responsible manner to keep them safe.
TEXTBOOKS AND LIBRARY BOOKS: Students and parents are responsible for all items issued to them by their teachers or the school, including library books and textbooks. Parents will be asked to make restitution for all damaged or lost books.
VISITING SCHOOL: For the safety and security of our children, all visitors and volunteers in the building during school hours must report to the office to sign in. PWCS ID requires photo identification to be left with the secretary. You will be given a visitor’s badge that must be visibly worn at all times. Your photo identification will be returned to you when you sign out and return your visitor’s badge (Regulation 926-1).
CURRICULUM AND LEARNING GOALS
ACCREDITATION: The Virginia Department of Education (VDOE) accredits schools based on the achievement of students on Standards of Learning (SOL) assessments in English, history/social science, mathematics, and science. Assessment results in each subject area are based on a Standard-based grading system according to the state SOL standards. Students are graded by the level of mastery achieved on assessments (mastery, proficient, approaching, need support). Additionally, assessment results in each subject are combined to produce an overall pass rate, which is adjusted to account for Limited-English Proficient students, transfer students and successful remediation of students in reading and/or math.
INSTRUCTIONAL PROGRAMS: Language arts, mathematics, social studies, and science are the four major areas of study. All students also receive instruction in art, music, science, technology, physical education, guidance, and library on a rotating basis. Fifth grade students may elect to take strings. Reading and Math Resource, Special Education, ESOL, and Gifted Education services are also available. Please contact your child’s teacher and/or the office for more information on these instructional programs.
Instruction in PWCS/Virginia are guided by the Standards of Learning (SOL). The standards describe the expectations for teaching, learning, and assessment for students in grades K-5. Please review the VDOE website for more details. Your child’s teacher will describe the standards that they are teaching and assessing throughout the school year.
VDOE SOLs: Virginia Department of Education (VDOE) Standards of Learning (SOL) Link
READING: Daily reading each night is integral for students to build vocabulary, fluency, and comprehension skills and an expectation at Ellis. Research shows that uninterrupted reading at home, for 20 minutes a day, can boost students into the 90% percentile on end of year summative assessments. We encourage our explorers to never leave school without books to read in their backpacks! Teachers and staff are happy to help guide students and families to find “just right” books they can enjoy at home.
MATH: Ellis teachers will use a blended approach that teaches various strategies to best meet the needs of all learners. Concepts are based upon the Virginia Math State Standards of Learning (SOL) and are assessed using formal and informal methods. Information about these standards can be found on the Prince William County website under Academic Programs. There are new math state standards being implemented this year.
GRADING: In keeping with PWCS Regulation 661-1, the grade a student receives in K-5 shall be based on the same criteria and will be a balance of the child’s total performance in each subject area. Please read our school Assessment Policy which is posted on our school web page. Upper grade teachers in grades 3, 4, and 5 will update student grades on ParentVue weekly. Please contact your child’s teacher if you would like to review progress.
ASSESSMENTS: Assessments are based on the state and school divisions’ policies and regulations (PWCS Regulation 661-1 & 661-2). Teachers will include details on their grading and assessment practices in their beginning-of-year syllabi.
There are two main types of assessments that we conduct to inform us and students on how they are mastering learning objectives.
- Formative assignments help to inform you, and me, about your thinking. It allows you to get feedback and to try new things without the fear of making a mistake. It is practice that is used to support you on summative activities. These assessments include but are not limited to quick checks, observations, labs, essays, works of art, performance, problem-based learning, multimedia productions, oral examination/verbal responses, discussion, presentations, quizzes or projects.
- Summative assignments come at the end of a unit and are used to see your mastery of a topic. They act as a summary of your performance. These assessments include but are not limited to observations, labs, essays, unit assessments, works of art, performance, problem-based learning, multimedia productions, oral examination/verbal responses, discussion, presentations, quizzes and tests, and culminating activities or projects.
RETAKE POLICY: Retake opportunities are available; however, students must meet the school requirements. Missing assignments, which connect to the topic, must be completed before a retake will be given, as this will help to provide evidence of practice and study. Retake requests are student-driven in an effort to foster student growth and development. The highest grade will be recorded in the gradebook. Your child’s classroom teacher can provide more details on their grade level process for retakes.
Learn more about the grading policies and regulations:
PWCS Grading Website: Grading in PWCS Link
Regulation 661-1: Assessment and Grading Practices – Elementary Link
STANDARDIZED TESTS: Throughout the year, students in all grade levels will take standardized tests mandated by PWCS and/or the Virginia Department of Education (VDOE). Some examples are listed below:
Virginia Kindergarten Readiness Program Link (VKRP): Kindergarten
Phonological Awareness Literacy Screening Link (PALS): grades K-2
Cognitive Abilities Test (CogAT): 3rd grade
Naglieri Test: 2nd grade
Standards of Learning Tests Link (SOL): grades 3-5
Virginia Growth Assessment (VGA): grades 3-5
Virginia English Language Proficiency Assessments Link: grades K-5 English Language Learners
Learn more about state tests on the VDOE website: VDOE Student Assessments Link
SPECIAL SERVICES
SECTION 504: Learn more about the required steps to determine 504 eligibility and services in the PWCS Regulation 690-3 - Section 504 Identification, Evaluation, Placement, and Hearing Procedures Link
SPECIAL EDUCATION: Students found eligible as Student With a Disability are required to receive special education services as determined by their Individualized Education Program. All students who receive Special Education services will have an Individualized Education Program (IEP) that should clearly articulate the services and accommodations for each student. IEPs are written together as an IEP team that includes school staff and parents. All students who receive Special Education services also have a Case Manager, a specific teacher, usually their special education teacher who provides services, as one person to oversee the student's IEP and ensure services are being provided accordingly. Learn more about PWCS Special Education on the PWCS Special Education website.
NEED/WANT SPECIAL EDUCATION OR 504 SERVICES FOR YOUR CHILD? There is a process for schools to use to support students, provide interventions, and possibly evaluate students to determine special education and/or 504 eligibility. This process is called "Child Find" and typically involves an Intervention Team (parents and school staff) Meeting to review the student's progress and needs. Learn more about the Child Find process on the Child Find Special Education website.
Contact Dr. Woods via email at woodstd@pwcs.edu if you would like to learn more about the Child Find process or if you would like additional support through Special Education or Section 504 for your child.
ADDITIONAL RESOURCES: Use the following links to learn more about parents’ rights and resources for special education:
Parent Resource Center - The PRC provides information, lending library (PDF), and supports parents regarding the special education process in Prince William County, and will refer parents to appropriate resources in the Division and the community.
ENGLISH LEARNER PROGRAM: PWCS provides a program of language instruction at each K-12 school in supportive settings so that ELs attain proficiency in English and meet the same challenging academic content and student achievement standards as other students. Components of instruction include:
Academic language instruction to students at English Language Proficiency (ELP) levels 1-5 for success in language arts, math, social studies, and science;
Delivery styles to maximize service opportunities: Co-taught, push-in, pull-out, inclusion, and EL-Only class; and
Support from ESL-certified teachers and content teachers knowledgeable in techniques which support English language development (ELD).
The PWCS Student Opportunity And Multilingual Services Department (SOMSD) provides guidance on the EL program, services, and supports. Learn more on the SOMSD website.
GLOBAL WELCOME CENTER: New students to PWCS and Ellis may be helped through the PWCS Global Welcome Center. The Global Welcome Center conducts English proficiency assessments and registrations for students who speak and/or understand another language in addition, or instead of, English. Learn more about how to contact and schedule an appointment on the Global Welcome Center website.
INTERPRETATION AND TRANSLATION SERVICES: PWCS offers free language assistance to parents. We provide access to professional interpreters to help our families understand important information about their child's education. We also provide translations of many of our important documents and information. Find contact phone numbers and online services for translations on the PWCS Translations website. Please call the Office and talk with Mrs. Guardado, our Parent Liaison, if you need to speak Spanish and have questions and need support.
GIFTED EDUCATION: Eligible students receive direct resource services with a gifted education resource teacher. At most grade levels, these services are delivered through a pull-out model. The amount of service time varies with the grade level of the student. Gifted education teachers also work with classroom teachers to support appropriate classroom instruction for identified students.
A differentiated Service Plan (DSP) will be created annually for each identified student. This plan documents how instruction will be adapted to meet the needs of gifted learners. These plans, as well as progress reports, will be regularly sent home to parents.
Learn more about Gifted Education Services on the PWCS Gifted Education website or contact Mrs. Sadowski, our Ellis Gifted Education Teacher at sadowslj@pwcs.edu.
NEED/WANT GIFTED EDUCATION SERVICES FOR YOUR CHILD? PWCS and Ellis follow a specific process to identify and assess students to determine if they qualify for Gifted Education services. This includes screening assessments given to all students and referrals from staff and parents. Determining eligibility uses multiple criteria and a Gifted Education Identification Committee.
Gifted Education Referral Form - English (PDF)
Gifted Education Referral Form – Spanish (PDF)
Submit forms to Mrs. Sadowski. Learn more about the process for identifying and placing students on the Gifted Education Identification Process website. This includes the appeal process and an explanation video for parents.
ATTENDANCE
Please report absence in ParentVUE or email Mrs. Ramos, our Attendance Administrative Assistant, at edwardcd@pwcs.edu, and follow up with a doctor’s note or written excuse with your student when they return. You may contact our school office during the day or leave a message after hours at (703) 365-0287.
The PWCS Code of Behavior specifies the different types of excused and unexcused absences.
It is the responsibility of parents/guardians to see that their child attends school regularly and on time every day. Every school day is important to the education of your child. Research tells us that the best learning takes place during the interaction between the teacher and child in class. Simply making up the missed work does not begin to take the place of actual class attendance. Students who enter class tardy are disruptive to classroom instruction and can have a challenging time getting into the classroom routine. The same holds true for students who leave early. It is important that students are here for the entire day. We urge you to schedule medical and other appointments so that they do not conflict with class time. If it is necessary for your child(ren) to arrive after regular instruction time begins or to leave school before the regular dismissal time, please send a written note to the teacher indicating your intentions.
Did you know attendance is the number one predictor of dropout and graduation rates? That’s why this year we are increasing communication to our parents and students around the importance of attendance- a critical indicator of success. Attending school every day helps our students build a solid foundation for their future in school and in life.
Our strategy includes an attendance management system that carefully tracks attendance and ensures that parents are notified in a timely and consistent manner. Our goal is to connect with parents quickly so that we can remove any barriers that families face in getting students to school on time, every day.
You may receive a letter regarding your students’ attendance in the mail. Please understand that these notifications are to bring awareness on how much school has been missed this school year. We pledge to partner with you to find solutions and resources to support your student. If you feel that you have received the letter in error or have questions, please contact the school directly.
We understand there are unavoidable illnesses or other times when your child should remain at home. We also know that absences add up quickly, and that “showing up” is critical to your child’s success in school and in life. We are committed to achieving our goals and supporting our Ellis families. Together, let’s create a culture of showing up.
We discourage vacations during the school year. However, we know for a variety of reasons they may occur. Please send a note or letter in advance to the teacher and the principal informing the school of your plans. The principal has the responsibility of approving prearranged absences. We realize in the case of a family emergency that this may not be possible. Teachers are not required to provide assignments in advance. We would encourage students to read, keep a written journal, and practice math facts while out of school. Students can complete make up assignments when they return.
ATTENDANCE NOTIFICATION: If your child is absent, please call or email the office. This is for your child’s safety. If you do not contact the school, it will be necessary for the school office to contact you. If we do not hear from you; your child will be marked as unexcused for the day. Students with excused absences are allowed two days for every day of absence to make up work. Students are responsible for making up work when they are absent. As a courtesy to other parents and your child(ren)’s classmates, parents should notify the school nurse or office if their child has been diagnosed with a communicable disease.
These attendance guidelines are in accordance with PWCS Regulation 724-1 Link, which also states the following about prearranged absences: “In order for any prearranged absences to be classified as excused, principals shall be notified in writing within a reasonable amount of time prior to the absence. Parents will be strongly encouraged to schedule family trips during school holidays. Prearranged absences that extend beyond 15 school days will result in the withdrawal of the student from school. In this situation, parents would be required to re-enroll their child. Excessive prearranged absences may result in absences being unexcused.”
The same regulation also discusses make-up work: “Due to the varied demand on teachers for make-up work, teacher discretion shall determine the type/amount of work and when students shall make up work for prearranged absences. Teachers shall not be required to provide assignments in advance of an absence; however assignments requested in advance may be provided at the teacher’s discretion. Students shall not be exempt from nine-week tests, semester examinations, or SOL exams.”
ATTENDANCE ACCOUNTABILITY PLAN: The staff will repeatedly contact families to address attendance concerns as outlined below.
School’s Action Steps
3 UNEXCUSED Absences
- School attempts direct contact with parent/guardian (in person, phone, or email)
5 UNEXCUSED Absences
Initial Intervention Conference with parent/guardian (in person, phone, or email)
Develop an attendance plan and document it on the Absences Intervention Plan Form and in the Student Information System (SIS)
7 UNEXCUSED Absences
School attempts direct contact with parent/guardian (in person, phone, or email)
Second Intervention Conference with parent/guardian (in person)
Update the Absences Intervention Plan and document it in SIS
10 UNEXCUSED Absences
School attempts direct contact with parent/guardian (in person, phone, or email)
Interagency Team Meeting with student, parent/guardian, administrator, additional staff as need, and the school attendance officer
Document the meeting on the Interagency Team Meeting Form and in SIS
11 UNEXCUSED Absences
Attendance officer meets/attempts to meet with the student
Document the meeting on the Attendance Officer Referral in SIS
Attendance officer notifies the school and the parent/guardian that the meeting has taken place
12 UNEXCUSED Absences
Attendance officer schedules a meeting within 10 school days with the student and the parent/guardian
Document the meeting using the Attendance Officer Referral and in SIS
13 UNEXCUSED Absences
Attendance officer shall enforce the provisions of the compulsory attendance laws
TARDIES: The school starting time bell rings at 9:20 am. Students arriving after 9:20 am are considered tardy. Students who arrive after the bell has rung should be accompanied by a parent to sign in at the front office and obtain a Tardy Slip from the secretary. Parents will NOT be allowed to walk their child to class when they are tardy. Students who ride the bus will NEVER be considered tardy.
SCHOOL DISCIPLINE
Code of Behavior and Elementary Handbook: Please carefully read the PWCS Code of Behavior with your child so they understand expectations. This document is available online and can be found on PWCS home page Code of Behavior. It is the student’s and family’s responsibility to follow all county policies outlined in these documents. Please remind your children that any look-alike weapons (as described in the Code of Behavior) brought to school will result in disciplinary action. Please also speak with your child about making verbal or physical threats to other students or staff. Such actions create serious and unsafe environments and consequences may follow.
Discipline: Ellis Elementary School uses the PWCS Code of Behavior as the foundation for our behavioral expectations and our responses to misconduct. This includes a Positive Behavioral Interventions and Supports (PBIS) framework to use a Multi-Tiered System of Supports, Restorative Practices, and Educator Cultural Competencies.
As an International Baccalaureate Primary Years Program (IBPYP) school, we partner with families to build responsible citizens who exhibit the learner profiles and attitudes at school, at home, and in the community. This includes a variety of strategies for modeling, teaching, and reinforcing positive social interactions on a regular basis in all settings in the school.
Dress Code: Student dress and overall appearance must meet the basic standards of health, safety, cleanliness, and decency. The PWCS Code of Behavior describes this in the section Student Dress And Grooming. The signature of the parent and child on the back of the emergency card is our indication that you have read and agree to the Code of Conduct.
LUNCH BEHAVIOR: Students are expected to behave during lunch to include the following:
Remain seated at the table during the entire lunch period. Students may only get up if they have permission from a staff member who will help get them anything they need.
Talk with in an ‘inside voice’ quietly to those near them.
Clean trash from lunch and make sure the area, table and floor, is clean before leaving.
Follow the directions of the cafeteria hostesses and staff on duty.
Raise hands and be polite when asking for assistance.
Refrain from throwing any food or objects.
Only eat food that the student purchased or brought with them.
BRINGING ITEMS TO SCHOOL: Students should not bring toys, games, gaming devices, tablets, comics, trading cards, sports equipment to school unless they have been asked or given permission to do so by their teachers (i.e., show and tell, earned rewards/time). The student will assume responsibility for any item brought to school. Students should never bring weapons or anything that can be seen as or used as a weapon to school.
CELL PHONE RULES: Students who bring an electronic communication/entertainment device on school property consent to follow the Prince William County Schools (PWCS) Code of Behavior and all Division regulations. Students must also adhere to the standards defined by PWCS Policy 295, Standards for Computer Systems and Network Services Link, Regulation 295-1, Computer Systems and Network Services - PWCS Acceptable Use and Internet Safety Policy Link, and Regulation 295-2, Web site Development and Implementation Link, to include school division personnel’s authority to confiscate and/or search such devices. Per the PWCS Code of Behavior, possession of electronic communication/ entertainment devices by students on school grounds is a privilege, not a right.
Students may possess electronic communication/entertainment devices on school grounds provided that:
The devices are powered OFF, not visible upon entering the school building at arrival and exiting the school building at dismissal, and that the devices are not left on “silent” or “vibrate”.
The devices are to be stored in the student’s backpack at the beginning of the school day and stowed until dismissal unless directly told by a staff member that the use of a cell phone is permitted.
Electronic communication/entertainment devices may be utilized by students while traveling in a school bus, to and from school, provided that these devices are not a distraction to the bus driver, compromise safety, or violate and PWCS Code of Behavior rules and regulations.
Students shall not use or record (audio or video) without the permission of a school administrator.
Students shall not audio/video record, or photograph, any other person while on school grounds, or while traveling on a school bus to and from school or to and from school activities. Students shall not take or display graphic video or still images of any other person who is fully or partially undressed. Violators may be subject to disciplinary action up to and including expulsion. Under Virginia Code, § 18.2-386.1, this crime is a misdemeanor if the victim is an adult, but a felony if the victim is under 18.
Staff/teachers shall confiscate any electronic communication/entertainment device being used inappropriately, in violation of the school rules, or in violation of the code of behavior. Any confiscated device shall, as soon as possible, be turned over to an administrator, or school security, along with a completed property record with the date of the confiscation, description of the device, the name of the student who the device was confiscated from, a brief reason for the confiscation, and the name of the staff/teacher who confiscated the device.
Administrators, school security, and designated office personnel will place confiscated devices in the security office for safe keeping. Depending on the number of violations, either student or the parent will need to pick up the confiscated device from the office. If it is a first offense, the student can retrieve after they have been dismissed at the end of the day. If a parent or guardian is retrieving the device, they can pick it up from the front office during typical school hours.
A violation, by students, of the school policy, or the code of behavior regarding electronic communication/entertainment devices will result in:
1st violation – verbal warning from an administrator, and the return of confiscated device to the student at dismissal.
2nd violation – verbal warning from an administrator, and the return of the confiscated device to a parent/guardian only.
3rd or subsequent violation – a written referral with disciplinary action(s), to include the possible suspension/revocation of a student’s privilege to bring a device to school, and the return of the confiscated device to a parent/guardian only.
- Students who bring electronic communication/entertainment devices on school property are responsible for their own device. The school is not responsible for any lost or stolen devices.
SAFETY, MEDICATION, AND HEALTH
Parents and staff work together to keep everyone safe at school. Here are some ways below:
All parents and visitors must report to the school office directly upon entering the school. Prince William County requires all visitors sign in and leave photo identification with a valid expiration date. Visitors will then be issued a visitor’s pass which they must wear the entire time they are in the school.
Teachers use a “buddy system” for when students move from one part of the school to another.
Parents should keep their child’s emergency information up-to-date with valid phone numbers, emergency contact persons, and persons designated to pick them up from school. These items can be updated using the ParentVUE Link.
Parents and teachers will teach the students not to become involved with strangers, to accept rides, etc. and to be alert to unusual happenings or “cruising vehicles” in your neighborhood. They will also teach them to report such occurrences to an adult.
The school should be notified immediately of any potentially serious or unusual situations involving friends or relatives who may try to contact children at school. The school’s only interest in knowing this very private type of information is for the protection of our students and staff.
The school does not allow older siblings in high school to “drop-in” for an unannounced visit. Visitor privileges to older students during regular school hours will not be allowed except through administrative permission.
Parents should make appointments for conferring with their child’s teacher. “Drop-in” conferences are distracting to the learning environment and cannot be accommodated.
The school and school division has multiple emergency/crisis plans to deal with specific safety and emergency issues.
Students must be signed out in the office and will not be released to anyone other than those listed on the emergency cards, unless prior written authorization is provided.
HEALTH: In accordance with Virginia Code and PWCS Regulation 723-6, all students enrolled in school must be properly immunized and have up-to-date shot records on file. Students who are exempt due to religious or medical reasons must provide documentation. A full list of immunizations needed can be found at www.pwcs.edu immunizations under Student Services.
ILLNESS: If your child becomes ill while at school, we will notify you by phone to pick up your child. Students are expected to be picked up promptly. Students experiencing the following symptoms should be kept home until they are symptom free for at least 24 hours (PWCS 758-1)
Fever of 100 degrees or over
Any contagious infection such as pink eye, strep, impetigo, or ringworm
Rash, cold with heavy discharge or cough, vomiting, or diarrhea
Any head injury or stiff neck
MEDICATION: If taking medicine at school is necessary, parents must deliver the medicine to school in the prescription container, and it must not exceed the expiration date. PWCS policy does not permit students to transport medication to and from school. A PWCS Medical Authorization form, signed by a physician, must be completed for school staff to administer prescription medication. Please contact our school nurse, Giovanni Ginolami, if you have any concerns or questions.
CHILD ABUSE AND NEGLECT: All staff at Ellis are designated as mandated reporters identified in the Code of Virginia as having a legal responsibility to report suspected abuse, neglect and exploitation. The purpose of mandated reporting is to identify suspected abused and neglected children or vulnerable adults as soon as possible so that they can be protected from further harm. Child Protective Services (CPS) and Adult Protective Services (APS) cannot act until a report is made. Mandated reporters play a critical role in preventing any future harm to children and vulnerable adults. Whether required by law or not, If you suspect that a child or an adult (who is over age 60 or incapacitated adults 18 years and older) is being abused, neglected, or exploited, you should immediately report your concerns to the local department of social services in your community. A list of local departments of social services, addresses and phone numbers is available on our Find Your Local Department Link page. After normal business hours, weekends and holidays, reports can be made to the state hotlines: APS - 888-832-3858 or CPS - 800-552-7096. A call to a hotline is not an accusation, it is a request for the helping process to begin.
OUTSIDE ACTIVITIES: Please help your children dress appropriately for the weather, especially considering physical education and recess.
TNS follows the PWCS Cold Weather Guidelines:
When outside during recess or physical education, all students shall wear appropriate clothing to remain warm and dry. Students shall be physically active with limited periods of inactivity.
At or above 32⁰F with or without wind chill: recess and physical education activities may be held outdoors.
Below 32⁰F to 20⁰F with or without wind chill: principal discretion with the following considerations:
Precipitation: snowy, wet, and icy conditions should be evaluated for student safety;
Playground safety: the playground equipment and surface (i.e. icy conditions) should be evaluated for student safety. Below 20⁰F with or without wind chill: recess and physical education activities shall be held indoors.
FOOD ALLERGIES: Please remember there are several reasons why we need to be careful about what food is brought into school from home or the store. Many students have very serious allergies to specific ingredients. Also, we should be mindful of instilling good habits of nutrition in our students at a young age. Fruit and vegetables should be brought instead of candy, cupcakes, or cookies. Also consider non-food items like pencils to use instead of food for celebrations in school. Please check with the teacher as to what items can or cannot be brought into the classrooms. We greatly appreciate your support in keeping students safe and healthy! See PWCS Regulation 275-1 (Wellness Plan) for more information: Regulation 275-1 Wellness Plan Link
If your child has food allergies, please fill out this information on the Emergency Form so that we have up-to-date information on keeping them safe. The nurse will provide medical information on allergies to classroom teachers that work directly with that student to ensure safety. Peanut-free classrooms will be created and celebrations that involve food or materials will be closely monitored. The cafeteria tables are wiped down between classes and areas at specific tables are set aside for students with food allergies. In the case of an emergency student medical treatment plans will be followed.
NUT FREE ZONES: We take our Explorers with nut allergies very seriously and have designated areas of the cafeteria tables to be nut-free zones. In addition, classrooms avoid any nut products for celebrations or student snacks. As a reminder, any food being brought into the building for celebrations must be store bought, with a clear label indicating ingredients, to be checked by the school nurse.
SAFETY DRILLS: In accordance with PWCS Regulation fire drills, lock-down drills, tornado drills, and earthquake drills are practiced several times throughout the year to ensure all students and staff understand what to do in the event of a real situation. All students will also participate in a state mandated bus evacuation drill two times per year. These drills are reviewed annually by selected staff members on the Crisis Management Team. Parents will be notified in advance of lockdown drills.
EMERGENCY PICK-UP LOCATION: In the event of an emergency that requires all students and staff to evacuate to an alternate location, you will pick-up your child at Unity Reed Middle School. In this situation, please do not come to the school to retrieve our child. Information will be communicated as soon as all students are safely moved.
MEDICATION: It is the intent of the Prince William County School System to assist parent(s)/guardian(s) by giving needed medication to students so the student may maintain school attendance when parents are unable to come in. Regulation 757-4 - Management of Medication Administration in the School Setting Link
It is the parent(s)/guardian(s) responsibility to provide the following for prescription or non-prescription medication: Medication Authorization form Link or Medication Authorization Form Link (for field trips) must be filled out for all prescription and over the counter medications. Prescription medications require a physician’s signature and both types of medication require a parent/guardian’s signature.
Medication shall be in the original container. Prescription medications must have the pharmacy label attached. Parents need to bring the medication to the office themselves. Students are not allowed to bring medication in. Students are not allowed to keep medication in their possession while at school. However, students may keep in their possession certain medication such as prescription inhaler for Asthma or EPIPEN for Life threatening allergies. Parents must make this request known to the school nurse. The school nurse will provide the appropriate forms for the doctor to fill out.
PARENT INVOLVEMENT
PARENT TEACHER ORGANIZATION (PTO): The PTO is a unified non-profit organization, led by parents of students at Ellis Elementary, whose primary purpose is to promote the welfare of children through educational means. PTO meetings will be monthly at school. PTO helps create special events, fundraisers, and provides input to school administration for programs. Reach out to Dr. Jacks, Principal, if you are interested in joining the PTO.
PRINCIPAL’S ADVISORY COUNCIL: Our Principal’s Advisory Council (PAC) generates community input through elected parent members and teachers. We look at our school’s continuous improvement in achieving Division and school goals outlined in the annual Strategic Plan. Representatives and community members, consisting of parents and teachers, meet monthly.
WATCH DOGS: Dads and “Dad-like figures” are encouraged to become a Watch DOGS volunteer. This program stands for Dads of Great Students (D.O.G.S) and is a way of having more male role models in our building to support our school community. Volunteers get their own shirt and Watch DOGS gear to help in the halls, library, classrooms, café, and on the playground. Please contact the Parent Liaison at (703) 365-0287, or your child’s teacher to get signed up today!
SCHOOL WI-FI
All student and staff PWCS-provided devices are automatically connected to our school’s wireless network. When visiting, parents, guardians, and visitors may connect to our school’s guest wireless network. Go into your device’s Wi-Fi setup. Click on “PWCS-Guest.” A tab will open for you to sign in on the PWCS Portal.
If you are a PWCS employee, you may use your PWCS login as username and password.
If you are not a PWCS employee, you will need to register first. Click on “Or register for guest access.” It will ask for your email and basic information as well as creating a username. Then it will provide you with a user-specific password to use to sign on to the network. You will receive a text message on your device with the login information. Then, login using the provided username and password, accepting the conditions of signing on to the network. You will then be connected to the school’s wireless guest network.