Handbook

Southside Elementary School
2025–2026
Parent/Student Handbook

Home of the Bees

Address:
10305 Boydton Plank Road
Dinwiddie, VA 23841

Office Hours: 8:15 a.m.–4:30 p.m.

Telephone: (804) 469-4480
Fax: (804) 469-4484
Transportation: 804-469-4680
School Board Office: 804-469-4190

School Website

District Website

Table of Contents

General Schedule
Administrative Message
Tips for a Successful Year
Absences/Attendance
Accident/Illness
Awards & Student Recognition
Birthday Celebrations
Breakfast/Lunch Program
Bus Behavior
Bus Passes
Cafeteria Manners
Cell Phone Use
Changes in Parent Contact Information
Character Education
Child Custody
Classroom Assignments/Teacher Requests
Contagious Diseases
Discipline Referrals
Dress Code
Dropping Off/Picking Up Students
Drug-Free Workplace
Early Dismissal/Leave Early
Emergency Procedures
Field Trips
Fund Raising/Selling
Holiday Celebrations
Homework
Inclement Weather/School Closing
Late Arrival to School
Lost and Found
Medication
Moment of Silence
Parental Notification of Assessment Opt Out Policies
Parent Conferences
Parent Teacher Organization(PTO)
Parking
Physical Education
Prohibited Items
Promotion/Retention
Reading
Reporting Student Progress
Residency
School Pictures
School Based Student Success Team
Selling Items on School Grounds
Student Conduct
Technology
Telephone
Textbooks/Library Books
Transfer/Withdrawal of Students
Wednesday Folders
Visitors
Volunteers

Elementary Promotion/Retention/Remediation Recovery
Excused and Unexcused Absences

General Schedule

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Administrative Message

Dear Southside families,

Welcome to Southside Elementary School, Home of the Bees!  Southside is a place where BEING a hard worker, SHOWING integrity, HAVING values, and STRIVING for excellence are our keys to success.

The vision of our school is to provide an educational experience where children can achieve their highest potential in a safe and nurturing environment.  We are eager to form a family partnership where we build positive relationships and work together.  

Southside Elementary has an outstanding faculty and staff who are committed to the success of all its students. We recognize that to be successful, children need support from both home and school. We know a strong partnership with you will make a great difference in your child’s education. As partners, we share the responsibility for our children’s success and want you to know that we will do our very best to carry out our responsibilities. Please help us by encouraging your child to attend school daily, to arrive on time, and to be prepared for class with needed supplies and ready to learn.  “Bee” involved! “Bee” supportive! One suggestion is to have daily conversations with your child about their school experiences!  

We know this school year will be your child’s best year yet as we continue to build upon the future of Dinwiddie County Public Schools’ “Deep Roots, Great Heights.”  It is an honor and a privilege to be working with you and your child.  Please feel free to contact us at (804)-469-4480 or email at sculbreath@dcpsnet.org or fcrowder@dcpsnet.org at any time. 

Mrs. Sheri Culbreath, Principal
Mr. Frankie Crowder, Assistant Principal

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Tips for A Successful School Year

• Talk to your child’s teacher frequently.  Together, you are a team for your child’s academic success.
• Read and do math with your child daily.
• Provide a quiet place and a consistent time to do homework.  Please help and support your child in homework efforts, but refrain from doing homework for your child.
• Help your child learn to follow directions.  Give one and two-step directions and see that the task is completed.
• Teach your child to show respect for others by using polite phrases such as please, thank you, and excuse me.
• Model, reinforce, and encourage appropriate behavior.
• Help your child learn his birthday, address, and telephone number(s).
• Guide and monitor your child’s television viewing and computer/technology use.
• Establish a bedtime routine and require your child to be in bed on time on school nights.
• Listen to your child and encourage him to talk about his experiences that day.
• Encourage your child to succeed by insisting he always do his best.
• Write your child’s first and last name on the inside of all personal items brought to school, such as backpacks, books, coats, hats,  gloves, sweaters, lunchboxes, etc.
• Refrain from sending your child to school sick.
• Dress your child according to the weather.  Students will go outside every day, weather permitting.
• Make sure your child has the appropriate footwear(tennis shoes) every day for recess and PE times in order to promote and ensure safe play.
• Discuss with your child what to do in the event you are not at home when he arrives.

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Absences/Attendance

Attending school every day and being on time for school are extremely important to a student’s academic development and achievement.  Every day a student is in school is an opportunity to learn, build relationships, and access needed support.  Students are expected to attend school at least 95% of the time.  During a 180-day school year, that means students should not miss more than 9 days of school. Parents are asked to call the school the morning of their child’s absence; otherwise, a phone call will be placed to the home to verify an absence. 

The following actions will be taken at the time of the corresponding absence (Items with an asterisk (*) are required by Virginia Code):

A detailed record will be maintained, documenting each meeting, that includes: the attendance plan, the names of each person in attendance at each meeting (including those participating by phone or virtually), the location and date of the meeting, a summary of what was discussed, and a plan that includes the next steps following the meeting.

➢ 3 unexcused absences*– A school official will contact the parent/guardian to review the attendance policy. The parent/guardian will also receive a letter from the school reviewing this policy.

➢ 4 unexcused absences– The attendance team will meet with the student and/or parent/guardian.

➢ 5 unexcused absences*– An attendance plan will be developed.  This may be done by phone conference, virtually, or in-person with the student and parent/guardian to determine if more support and/or interventions are needed.

➢ 6 unexcused absences– The school will develop and implement an attendance agreement with the parent/guardian and student.

➢ 7 or more unexcused absences*– A face-to-face attendance conference will be scheduled. (Per VA

Code, the attendance conference must be held within 10 school days from the date of the 10th unexcused absence). The conference shall include the student, parent/guardian, School Social Worker, and Principal or Principal’s designee.

The attendance team shall monitor the student’s attendance and, as necessary, meet again to address and plan additional interventions if the student’s attendance does not improve. 

The school social worker may (i) file a complaint with the juvenile and domestic relations district court alleging the student is a child in need of supervision (CHINS) as defined in § 16.1-228 of the Code of Virginia or (ii) institute proceedings against the parent pursuant to § 18.2-371 or 22.1-262 of the Code of Virginia. In addition to written documentation of the efforts to comply with the notice provisions of § 22.1-258 of the Code of Virginia, all records of intervention regarding the student’s unexcused absences, such as copies of the conference meeting notes, attendance plan, and description of the supports offered or made available to the student shall be presented to the intake worker.

What are the procedures if a student is absent? 

The parent/guardian is requested to notify the school of the student’s absence on the day of the absence. If the parent/guardian fails to do this, a reasonable effort will be made by the school to verify the absence. When an absence occurs, the parent/guardian is requested to provide the school written or oral verification explaining the reason for the absence within two days of the student’s return to school. Written verification should be signed by the parent/guardian and be accompanied by documentation from a physician when possible. 

What if my child is late to school? 

When late arrival is necessary, written verification stating reasons for such shall be presented upon arrival. Tardiness will be considered excused for reasons consistent with those for which an excused absence is granted. Students are not considered tardy when the bus arrives late. In the event the school officials determine it necessary, steps shall be taken to verify an excuse for absence, late arrival, or early dismissal. A pattern of absences, late arrivals, or early dismissals may be questioned by school officials when there is reason to suspect forgery or a misrepresentation of facts exists. 

What if my child needs to leave school early?

When early dismissal is necessary, written verification requesting such shall be presented to the attendance secretary. Early dismissal shall be considered excused for reasons consistent with those for which an excused absence is granted. *We understand that there will be times when late arrivals or early departures are unavoidable due to doctor’s appointments. We ask that these only occur when absolutely necessary. Every minute of the instructional day matters for students.

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Accident/Illness

If your child becomes ill or is injured at school, we will make every attempt to notify you or the person listed on the Emergency Card and in the Student Management System. Please help us keep this information current by notifying us immediately of changes in telephone numbers.  In some cases, your child may need to be picked up by the parent or designee so that you may decide on the treatment needed.  Students who are vomiting, who have a 100.3° F or higher fever, or who have diarrhea cannot stay at school.  They must be picked up within a reasonable amount of time. In respect for the health and well-being of other children, your prompt response is essential.  Minor cuts and scrapes will be disinfected and dressed.  The administrative team will notify emergency services when deemed necessary.  You will be notified of this call. 

Students may not return to school until they have been free of vomiting, fever, and/or diarrhea for 24 hours.  This keeps all of our children safe and healthy!

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Awards & Student Recognition

Students have many opportunities to participate in activities for which they receive special recognition.  These include, but are not limited to, Citizenship, Spelling Bee, Academic Excellence, and Attendance.

Students will be recognized every nine weeks for academic achievement as well as good behavior.  A formal awards ceremony will be held at the end of the school year.  Parents are encouraged to attend.

Criteria for Citizenship Award:

Displays appropriate behavior above and beyond expectations

• No office/ bus referrals for the year
• Displays appropriate work habits, citizenship, and attitude in the classroom and at specials, above and beyond expectations
• No “N”s or “U”s on the report card in Work Habits

Criteria for Perfect Attendance Award:

Students who were present every day during the school year with no tardy arrivals or early dismissals will receive a Perfect Attendance Award. 

Criteria for Outstanding Attendance Award

Students who have missed less than 4 days of school and have had fewer than 4 tardies or early releases.

Criteria for Academic Recognition

• Each nine weeks, students who receive all A’s will be recognized:
  • Grades 1-5 – Principal’s Honor Roll

• Each nine weeks, students who receive all A’s and B’s (no C’s) will be recognized:
  • Grades 1-5 – Honor Roll

• To receive Academic Recognition for the year, a student must receive A’s and B’s (no C’s).

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Birthday Celebrations

Student birthdays are important to us at Southside.  

If parents choose to send/bring in cake/cupcakes to celebrate their child’s birthday, the following guidelines should be observed:

• Notify the student’s teacher in advance.
• Must be store-bought. No homemade goods.
• Must be reviewed by the school nurse for potential food allergies.
• Must be shared with classmates in their classroom.  
• Birthday celebration treats/food cannot be shared with students during lunch or in the cafeteria setting.

Students will not be allowed to distribute birthday party invitations at school unless everyone in the class is receiving an invitation.  Privacy laws prevent the office from disclosing parents’ telephone numbers or addresses.

Parents/guardians are encouraged to contact the child’s teacher in advance.

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Breakfast/Lunch Program

Southside participates in the National School Lunch Program, which includes breakfast.  

Breakfast and lunch will be provided to all students at no cost to families.   Menus are posted in the classroom and sent home monthly in the Wednesday Folders.

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Bus behavior

School bus transportation is provided as a service to the students of Dinwiddie County.   Riding the bus is a privilege that may be revoked if students fail to follow bus rules.  (Refer to the County Code of Conduct for a full explanation of bus rules.)

Bus drivers will explain the bus rules and expectations to students on their bus during the first week of school.  Parents/guardians are encouraged to carefully review these guidelines with their children.  Students must comply with all bus rules and procedures to ensure all students arrive at their destination safely. 

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Bus Passes

ALL BUS PASS REQUESTS MUST BE APPROVED BY THE TRANSPORTATION DEPARTMENT, NOT SOUTHSIDE ELEMENTARY.  

Requests for changes to the bus that a student normally rides must be made in writing by the parent/ guardian.  The bus pass request MUST contain the following information:

1. Student’s full name
2. Bus # they are to ride
3. Name and address of the stop where student is to get on and/or off bus
4. Date(s) the student is to ride this bus(month, day, year)
5. Indicate morning, afternoon, or both
6. Signature of parent/guardian
7. Phone number of parent/guardian (for verification purposes)

For safety and security purposes, bus pass requests cannot be taken over the phone.  All bus changes must be made in writing.  

If an emergency arises during the school day, parents may fax a bus pass request to the school before dismissal.  It must contain a parent/guardian signature.   It must be approved by the Transportation Department.

ALL BUS PASS REQUESTS MUST BE APPROVED BY THE TRANSPORTATION DEPARTMENT.  The Transportation Department must receive the request and approve it before a student is allowed to make a bus change.  Requests should be sent to the school by 9:00AM, if possible, so that the request can then be forwarded to the Transportation Department.  There are reasons why a bus pass may be denied(i.e. there is not enough room on the bus, not enough notice was given to the transportation department, etc.), so please be sure to have a backup plan in place in case your child’s bus pass request cannot be approved.  

Parents must follow these guidelines to protect our students.

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Cafeteria Manners

The use of good manners in the cafeteria and ensuring that our cafeteria is clean and orderly is a student’s responsibility.  Students are expected to pick up dropped paper, plastic, or food items belonging to them.  At the end of the lunch period, each child is responsible for cleaning up after themself and throwing all trash away.

All students are asked to assist in keeping our lunchtime orderly.  Parents can assist us greatly by teaching and modeling appropriate table manners at home.

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Cell Phone Use

Cell phones are required to be out of visible sight and powered off completely during scheduled class time.  Cell phones MAY NOT be displayed, activated, or used on the school bus by students while being transported to and/or from school.  When students are attending instructional-related after-school activities (tutoring, homework help, make-up work, etc.), cell phones and electronic devices should not be used. 

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Changes in Parent Contact Information

Parents are expected to notify the classroom teacher and office immediately of any changes in address, phone numbers, or other contact information throughout the school year.  This enables the school to reach parents quickly in the event of an emergency involving the student. Any changes to a student’s address will require Proof of Residency prior to changes being made in Infinite Campus.

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Character Education

Character Education involves teaching children about basic human values, including honesty, kindness, generosity, courage, freedom, equality, and respect.  The goal of our character education program is to raise children to become morally responsible, self-disciplined citizens.  Problem-solving, decision-making, and conflict resolution are important parts of developing moral character.  

We focus on one character word each month.  We encourage students to remember these words throughout the year and show good character every day.  Families can help by modeling good character traits and by reminding their children to be good citizens.

CHARACTER WORDS

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Child Custody

The issues related to the legal and physical custody of students are complicated and can impact academic performance.  Parents and legal guardians are strongly encouraged to stay involved with their child’s academic progress.  Unless a court order states otherwise, a parent or a legal guardian may view educational records and attend school functions or school meetings regarding the student.  Official notices and report cards will be sent to the parent or legal guardian with primary physical custody of the student during the school year.  

It is the responsibility of the parent or legal custodian with primary physical custody to provide current copies of court orders to the school.

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School Based Student Success Team

A Student Success Team is available to assist the school and our parents in seeking solutions to problems that may result from poor attendance, lack of academic progress, lack of motivation, and/or unacceptable behavior.  In short, this team will seek to find solutions for children who are not achieving success, regardless of the reason.  Parents may contact the school counselor for more information.

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Classroom Assignments/Teacher Requests

Students are assigned to classrooms and teachers by the Principal.  Many factors are considered, including the student’s academic strengths and weaknesses.  Decisions are made based on what is believed to be best for the student.

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Contagious Diseases

If your child has a contagious condition, such as head lice, pink eye, chicken pox, etc., you will be contacted by the school nurse at the time of occurrence outlining the conditions that must be met for the child to safely return to school.

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Discipline Referrals

Teachers are responsible for addressing a child’s inappropriate behavior in the classroom and enlisting the parent’s assistance.  In cases of serious disruptive behavior or when the child’s behavior is repeatedly disruptive to the learning environment, a referral to the administration may become necessary.  When a referral is received by the administration, the disciplinary sanction will follow the DCPS Code of Conduct.

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Dress Code

There is a direct correlation between dress, attitude, and achievement in school. Parents and students are asked to support a standard of dress that contributes to a positive educational environment. 

A student’s dress and appearance shall not be such that it causes disruption, distracts others from the educational process, or creates a health or safety problem. 

All students must follow the Dress Code Guidelines outlined in the DCPS Code of Conduct.

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Dropping Off/Picking Up Students

Students may not be dropped off at school before 8:15AM, as we do not have staff to provide supervision before this time. 

Students being picked up by car at dismissal will report to the cafeteria.  Parents/guardians must have a car rider tag to pick up their child.  Car rider line-up cannot begin before 2:50PM, and students will be released by 3:25PM. Students who are car riders must be picked up no later than 3:30PM.

Parents/guardians picking up children for early release, or who do not have a car rider tag, must report to the main office to sign out their child before 3:00PM.  At 3:00PM, dismissal procedures begin, and parents/guardians must then wait to pick up students from the car rider line.  Once bus dismissal begins, parents needing office assistance will need to wait on the sidewalk (behind the orange cones) until all buses have been dismissed. A picture ID will be requested and required before releasing a student to someone.  A student can only be released to someone who is listed on their contact sheet.  This is to ensure your child is safe and secure.  Your cooperation is appreciated since the safety of our students is involved.

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Drug-Free Work Place

The Dinwiddie County Public Schools abide by local, state, and federal laws to provide a drug-free workplace for staff, students, and visitors. Smoking is not permitted on school property at any time.  This includes inside vehicles on school property.

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Early Dismissal/Leave Early

When early dismissal is necessary (doctor’s appointment, dentist appointment, etc.), the person picking up the student must sign the student out in the office.  Persons picking up children will be required to show a picture identification and must be listed on the emergency card.  The following forms of identification are acceptable:

• A picture ID (driver’s license, DMV issued picture ID, passport, or military issued picture ID) must be presented for early release.

A photograph/photo ID (driver’s license, DMV picture ID, passport, or military picture ID) on a cell phone is not an accepted proof of identification.  

A student will not be released to anyone who does not have a physical picture ID with them(driver’s license, DMV issued picture ID, passport, or military issued picture ID).  Images on cell phones will not be accepted.

(Note: Written permission is required if the child is leaving with someone other than the legal parent/guardian.) 

Early dismissal shall be considered excused for reasons consistent with those for which an excused absence is granted.  Parents are asked to remain in the office and a member of the office staff will call the student from the classroom to be released.

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Emergency Procedures

Dinwiddie County Public Schools has established plans for emergencies such as fire, illness, and violent or threatening behavior.  Plans and complete procedures are on file in the school’s main office, and students are informed of them at the beginning of each school year as well as throughout the year.  

In addition, Southside Elementary School has a Crisis Management Team and the entire staff receives training in crisis management annually.  

Should your child notice a condition that appears threatening to them, your child should tell the nearest staff member so that appropriate action may be taken to ensure the safety of all students.

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Field Trips

Field trips are an extension of classroom instruction in that they enhance and enrich concepts and content taught in the classroom.  All students are expected to participate in field trips.

Parent chaperones will generally be assigned a small group of students in their child’s class to supervise on the trip.  Chaperones are expected to travel on the bus with the students and enforce instructions given by the teacher.  Often, only a limited number of chaperones will be allowed to participate due to the nature of the field trip and available spaces on the trip.  In this case, chaperones may be chosen by drawing names. 

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Fund Raising/Selling

Fundraising activities that involve Southside Elementary students in door-to-door solicitation will not be allowed.   Students are not allowed to sell/buy items from other students on the bus or at school.

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Holiday Celebrations

Holiday celebrations (Halloween, Thanksgiving, Christmas, Valentine’s Day, and Spring) may be held in the classroom on the holiday or on the last day of school before the holiday.  

Halloween costumes are allowed, provided the following guidelines are followed:

• Costumes should not in any way prevent the child from participating in normal school activities.
• Costumes may not drag on the ground or prevent the child from safely getting on/off the bus.
• Masks, face paint covering the entire face, fake blood, or anything that covers the face are not allowed.
• Scary costumes or costumes that promote violence are prohibited.
• Toy guns, knives, swords, etc., may not be brought to school for any reason.
• Costumes must not interfere with student safety.  Students must be dressed appropriately to participate in recess and PE.  If clothing and shoes are not appropriate, a student will not be permitted to play at recess or PE.  

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Homework

Homework should be given as a means of review and reinforcement of previously taught skills.  Students should practice reading at their independent reading level for 20 minutes each night.  Nightly math practice is also encouraged.

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Inclement Weather/School Closing

If inclement weather conditions warrant the closing of school, announcements will be made over social media, the county website, and the following TV stations:

WTVR Channel 6
WRIC  Channel 8
WWBT Channel 12   

The school division utilizes an automated telephone system to communicate with and notify parents of events or schedule changes for the school or school division.  Parents should notify the classroom teacher AND main office of any telephone number changes as they occur during the school year to allow these communications to be received.

Should it be necessary to close school early due to weather conditions, announcements will be made over the same stations.    

Should it be necessary for the school to close on short notice, we must have(signed and in writing) an alternate location to send your child to if it is different from the regular afternoon routine.

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Late Arrival to School

Students arriving at school after 8:30AM must report to the main office with their parent/guardian, sign in at the front desk, and pick up a tardy slip before reporting to class.  Students should give their teacher the tardy slip upon entering the classroom.

Parents are encouraged to ensure students arrive at school by 8:30AM to prevent missing valuable instructional time.

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Lost and Found

Items that are found should be taken to the main office. To claim an item, students should report to the main office and check to see if the item has been turned in.  Due to the lack of space, items will not be kept for more than one month.  Unclaimed jackets and other clothing will be donated to Social Services or other charitable organizations.  Personal items such as combs, costume jewelry, etc., will be thrown away if not claimed within this period.

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Medication

A student must not bring medication of any type to school.  This is Dinwiddie County School Board Policy and must be followed.  Please use the following guidelines when requesting the school to administer medication to your child.  

• Prescription Medication (for a temporary condition) We ask, if possible, to arrange a schedule that would not make it necessary to give this medication at school.  If the medication must be given three (3) times a day, check with the doctor to see if this could be done before and after school, and at bedtime.  If the medication should be given every six (6) hours, ask the doctor if it is possible to administer it before and after school.  
• Prescription medication (given at school regularly) – The parent/guardian must bring the medication to school.  Proper documentation for the medication must be submitted at this time.  This includes: the Physician’s Administration Form, indicating the name of the medication, the child’s name, the dosage that the child receives, the time that the medication is to be administered, and the signature of the physician.  We must also have a signed and dated Parent Permission Form that gives school personnel permission to administer the medication.  The medication must be in the original container with the child’s name, name of the medication, dosage time, and amount to be given.  Non-Prescription Medication – We do not administer this type of medication without a doctor’s order (this includes Tylenol, Motrin, etc.).  
• Prescription medication and medication bought over the counter cannot be brought to school by any student.  

Medication questions should be referred to the school nurse.

Reminder:  An adult must bring all medication to the school office.  At no time should medication be transported by a child.  This includes any prescriptions or medicine that can be bought over the counter.

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Moment of Silence

A moment of silence will be observed daily as mandated by the Virginia General Assembly.

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Parental Notification of Assessment Opt Out Policies

On December 10, 2015, the Every Student Succeeds Act of 2015 (ESSA) was signed into law. Section 1112(e)(2) of ESSA states that parents of students in Title I schools have a right to know about state or division policies regarding student participation in any assessments mandated by ESSA, including any policy, procedure, or parental right to opt students out of such assessments. If you would like to receive information about this topic, please contact the Director of Assessment and Student Services for more information.

All students enrolled in Virginia public schools are expected to take the applicable state tests. The Virginia Board of Education Regulations Establishing Standards for Accrediting Public Schools in Virginia state:

“In kindergarten through eighth grade, where the administration of Virginia assessment program tests are required by the Board of Education, each student shall be expected to take the tests” and “each student in middle and secondary schools shall take all applicable end-of-course SOL tests following course instruction” (8VAC20-131-30).

Virginia regulations do not provide for what is sometimes referred to as an “Opt-Out Policy” for students regarding the Virginia assessments. If parents refuse to have their student participate in one or more of the required Virginia assessments, they should be aware that their student’s state assessment score report will reflect a score of “0” for any test that is refused.

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Parent Conferences

Parent/teacher conference days are scheduled once each semester during the school year.  Parents who wish to meet with the teacher at any other time during the school year are asked to contact the classroom teacher to make an appointment.  Every effort will be made to accommodate a parent’s schedule, however, parent conferences cannot be scheduled during a teacher’s instructional time.

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Parent Teacher Organization (PTO)

The goal of the Southside Elementary School PTO is to create awareness about the educational programs and to provide support for these programs. The interest and support of every parent/guardian are essential to the success of this organization.  The PTO sponsors several fundraising projects a year.  Proceeds from these projects are used to purchase equipment, books, instructional supplies, and entertainment for the development and enjoyment of the children.  Parents are encouraged to join the PTO, as your involvement will create a better educational environment for our children.

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Parking

Parents and visitors are asked to park in the paved side visitor’s parking lot and enter the building through the main front entrance.  Parking is prohibited along the curb near the entrance.  Car traffic is not allowed in the bus loop between the hours of 7:30AM-9:00AM and 2:30PM-4:30PM.

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Physical Education

The physical education program is an important part of the elementary education experience for students.  If a health condition prevents a student from participating in physical activities over an extended period, a signed note from a doctor indicating the limitation is required.  For a student to be excused from physical education for a short period (1-3 days), a written request from a parent/guardian is needed.

GYM RULES

1. Students MUST wear tennis shoes on the days they have PE in order to participate.  
2. Crocs, slides, flip flops, sandals, dress shoes, etc. are not acceptable footwear for PE or recess.  Students who do not wear tennis shoes to PE will not be allowed to participate in PE/Gym.  Students may ask their classroom teacher to change shoes before going to PE.  Safety is a priority in the gym.  If a student does not have tennis shoes on for PE class, the student WILL NOT participate and will sit out for the class session.
3. Gum, food, and drink should not be brought into the gym at any time.  
4. Students are expected to exhibit good sportsmanship at all times.  Reckless behavior such as running at inappropriate times, pushing, foul language, defacing of facilities, disrespect, or fighting will not be tolerated.  
5. If a student gets injured, he/she should report the injury to the Physical Education teacher immediately.

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Promotion/Retention

It is our desire for every child to be successful. We ask parents to carefully monitor grades in Infinite Campus, Wednesday Folders, Interim Reports, and Report Cards to ensure success.  In the event your child is receiving low grades (Ds or Fs) in any subject, we suggest that you schedule an appointment with your child’s teacher as soon as possible to discuss your concerns and ways to help your child be successful.  Should retention be necessary, it should be evident by the third nine weeks, if not sooner.  Please check your child’s grades in Infinite Campus at least once a week in order to remain aware of your child’s progress.  If you need assistance accessing or logging in to Infinite Campus, please notify the school.

A copy of Dinwiddie County’s Promotion/Retention Policy will be made available upon request.

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Reading

Reading is a top priority at Southside Elementary School.  Parents are encouraged to read to/with their child for a minimum of 20 minutes each day (including weekends).  After reading, it is also important to discuss what was read with your child to check for understanding. 

Every class receives 50 minutes of scheduled library time each week.  During this time, students will be allowed to check out books as well as receive instruction in various aspects of library usage and research. 

Additionally, one month each school year is designated as Reading Month.  Special activities are planned to celebrate reading and writing.

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Reporting Student Progress

Report cards will be made available via Infinite Campus at the end of each nine-week grading period.  Interims (progress reports) will be posted midway through each nine weeks.  Specific dates are indicated on the school calendar.

Grading System

A 90 – 100   Superior
B 89 – 80     Good
C 79 – 70     Fair or Average
D 69 – 60     Poor
F 59-Below  Unsatisfactory

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Residency

For a child to attend Dinwiddie County Public Schools, the child must reside with a natural parent/guardian (with legal custody) who is a resident of Dinwiddie County.  Proof of address/residency can be requested by the school division at any time during the school year.  

Waiver/Out of Zone Policy – Any parent/guardian who does not reside in the Southside Elementary school attendance zone and who wishes to have their child attend Southside Elementary School must submit an Out-of-Zone Waiver to the building Principal by June 1st of each year. Failure to return the waiver by the due date may result in the waiver being denied.

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School Pictures

The school schedules a professional photography studio to take individual and group photographs of students in fall and in spring.  All students will be photographed in the fall, regardless of whether parents’guardians choose to purchase pictures.  Photographs will be used for the computer student information system and student cumulative files.  Information regarding picture dates and costs will be sent home to parents in the Wednesday Folder.

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Selling Items on School Grounds

Any event, action, or statement that relies on chance for the monetary advantage of one participant at the expense of others is gambling.  This includes exchanging items of value for money or other items of value and extends to keeping score for later settlement.  This event has the potential to disrupt the orderly functions of the school and may be given appropriate disciplinary action as deemed by the administration.  Selling items on school grounds is not allowed.

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Student Conduct

The Dinwiddie County Code of Conduct can be found electronically on the DCPS website.   It contains specific information concerning student behavior, disciplinary consequences, expectations, and the rights of students.  Parents and students should read and discuss its contents thoroughly.  It is important to understand that disruptive students who interfere with the educational process and/or do not comply with regulations and procedures are subject to administrative action.

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Technology

Students and parents will be expected to review and understand the Acceptable Computer Use Policy (located in the County Code of Conduct). Students will not be allowed access to school technology if the Acceptable Computer Use Policy is not signed by both the parent/guardian and student. Violation of the Acceptable Computer Use Policy will result in the student’s loss of privilege to use school computers for part or all of the school year.

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Telephone

The school telephone is for conducting school business.  Students are not allowed to use cell phones at school or on the bus. See the Code of Conduct – Cell Phones.

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Textbooks/Library Books

The school division provides students with textbooks for use during the school year.  Students are expected to exercise care when handling and using textbooks and library books.  Parents will be responsible for the cost of lost or damaged textbooks and library books.

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Transfer/Withdrawal of Students

Parents of students withdrawing or transferring from school should contact the School Registrar and School Counselor.  A transfer request must be made to Southside Elementary School from an educational institution. Students will not be withdrawn until this request has been fulfilled. 

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Wednesday Folders

Students will bring home a yellow folder (Wednesday Folder) each Wednesday containing papers and graded work from that week, as well as calendars, fliers, lunch menus, and general school information.  Parents are asked to carefully review the contents of the Wednesday Folder with their child each week.  Papers requiring a signature should be signed and returned to school in the folder on Thursday.

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Visitors

Visitors are welcome at Southside Elementary.  For the safety and protection of students, all persons must do the following:

• Enter the school through the main entrance and report immediately to the main office
• Sign in at the main office
• Wear a visitor badge in a visible location while in the school.  Be able to show this badge if asked and understand this is for the safety of all students.
• Only visit areas of the school that you have been given permission  
• A physical picture ID (driver’s license, DMV issued picture ID, passport, or military issued picture ID) must be presented when visiting.  Images from cell phones will not be accepted.
• All visitors must have their license scanned through the Raptor System in order to obtain a visitor’s pass. 
• A photograph/photo ID (driver’s license, DMV issued picture ID, passport, or military issued picture ID) on a cell phone is NOT an acceptable proof of identification.  
• A student will not be released to anyone who does not have an acceptable picture ID with them (driver’s license, DMV issued picture ID, passport, or military issued picture ID).  

Parents/guardians who would like to discuss their child’s progress with the teacher, or discuss a problem or concern, are asked to schedule a time with the child’s teacher before 8:15AM, after 3:50PM, or during the teacher’s planning period.  If a meeting is scheduled during the school day, parents/guardians must adhere to the visitor policy and present a picture ID (driver’s license, DMV issued picture ID, passport, or military issued picture ID).  A photograph/photo ID (driver’s license, DMV issued picture ID, passport, or military issued picture ID) on a cell phone is not an accepted proof of identification.  All conferences should be scheduled with the child’s classroom teacher by contacting the teacher directly.

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Volunteers

Parent and community volunteers provide many valuable services to our students, teachers, and school.  Please consider joining our dedicated team of volunteers and becoming an active part of your child’s school.  The rewards are wonderful!  Contact the school if you can give just a little of your time.  

Volunteers are welcome to join the Southside’s Parent-Teacher Organization (PTO), which supports the educational programs offered to our students and teachers.  The interest and participation of parents/guardians are essential to the success of our PTO.  The PTO sponsors our fundraising project, and proceeds are used to purchase materials, supplies, etc.  Parents are encouraged to join the PTO, as your involvement will help to create a nurturing, educational environment for our children.

Parent and community volunteers provide many valuable services to our students, teachers, and school.  Please consider joining our dedicated team of volunteers and becoming an active part of your child’s school.  The rewards are wonderful!  Contact the school if you can give just a little of your time.  

Volunteers are welcome to join the Southside’s Parent-Teacher Organization (PTO), which supports the educational programs offered to our students and teachers.  The interest and participation of parents/guardians are essential to the success of our PTO.  The PTO sponsors our fundraising project, and proceeds are used to purchase materials, supplies, etc.  Parents are encouraged to join the PTO, as your involvement will help to create a nurturing, educational environment for our children.

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Elementary Promotion/Retention/Remediation Recovery 

Per Virginia Regulation 8 VAC 20-131-270.B, every DCPS parent is to be notified of the current Promotion, Retention, and Remediation Policies (Policy IKFAA):

Policy IKFAA:

The goal of every educator in Dinwiddie County is to provide educational experiences on a daily basis, which will ensure every student multiple opportunities to successfully master the standards necessary for promotion to the next grade level.

Promotion, retention, or administrative placement of a pupil is always based on a primary concern for what is in the best interest of the student. Academic progress within the classroom and performance on the Standards of Learning (SOL) assessments shall be the major criteria in determining promotion to the next grade level.

Promotion, retention, or administrative placement of a student shall be recommended by the classroom teacher individually or in consultation with other staff members who work with the student. In most cases, the Child Study Team shall serve as the avenue for such consultation. The promotion, retention, or administrative placement process must provide ongoing communication with the parents. The report card is one, and only one, means of sharing pertinent information.

Specific grading procedures and the current grading scale can be found on the Dinwiddie County Public School’s website: www.dinwiddie.k12.va.us/students/grading-procedures/ and www.dinwiddie.k12.va.us/students/grading-scale/

Elementary Guidelines for K-5 Promotion, Retention, or Administrative Placement

1. Classroom performance on grade-level standards and objectives shall be the primary consideration in the promotion decision. Classroom performance in math or reading at 69% or below shall trigger a promotion/retention meeting. Parents shall receive notification by the end of the first semester if his/her child is in danger of retention in his/her present grade.
2. Standardized test scores, benchmark tests, and end of year cumulative tests, attendance, report card performance, remediation attendance/participation, and level of mastery of Standards of Learning strands shall be considered in making promotion/retention decisions in Grades K-2. In grades of subject areas where Standards of Learning assessments (SOLs) are administered, the test results shall also be part of the decision process (Grades 3-5).
3. Students should not be retained more than once in grades K-2 and in 3-5.
4. Parents shall be notified as soon as promotion is in jeopardy. A meeting will be held wherein a student’s work samples and the intervention strategies being employed can be shared.
5. Administrative placement is a transfer of a student who is making marginal academic progress and who is placed at the next grade level because of extenuating circumstances, including but not limited to instructional, social, emotional, age-related, previous retentions, or other pertinent factors. No student may be administratively placed at the middle school without the prior approval of the Superintendent or the Superintendent’s designee.
6. The Individualized Educational Plan (IEP) Team shall determine the promotion, retention, or administrative placement of students with an IEP.
7. During the final marking period, a conference with the parent/guardian shall be scheduled to discuss the final decision regarding retention of the student. If a parent/guardian does not attend, a written summary shall be forwarded to them within five calendar days.
8. All decisions shall be made following policy and guidelines, and shall be in the best interest of the child. A parent may file a written appeal of the retention decision.

Remediation Recovery Program 

The Dinwiddie School Board supports efforts to provide instructional support to those students who have demonstrated a need for such support by their failure to pass certain Standards of Learning (SOL) assessments. Therefore, in Kindergarten through grade 12, students may participate in a remediation recovery program as established by the Board of Education in English (reading) or mathematics or both.

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EXCUSED AND UNEXCUSED ABSENCES 

What is the difference between an excused absence and an unexcused absence?

Any absence will be considered unexcused until appropriate verification is received and reviewed by the school’s Attendance Secretary.

Dinwiddie County School Board Regulation JED-R defines excused and unexcused absences.  Examples are shown in the chart below.

**We will only excuse two (2) personal illness days per nine weeks with parent notification.

**Extenuating circumstances must have prior written approval from the Principal.

**Professional/Legal/Doctor Appointments require a note from the doctor, lawyer, etc.

**Three (3) days will be allowed for a death in the immediate family or household.

What are the procedures if a student has excessive unexcused absences?

It is extremely important that ANY student absence is for a valid reason (see chart above) and that the parent/legal guardian submits the appropriate documentation either in advance of, during, or directly following the absence so that it can be documented as excused.

If there is a medical or disability-related reason for a student’s absence(s), the parent/legal guardian should communicate with support staff at school, such as the school nurse, school counselor, teacher, and/or administrator to ensure appropriate support(s) can be put into place to assist the student.

The state requires that schools take steps to support students who have excessive unexcused absences.  Please see the Absences/Attendance section on page 4 for more information.

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