Williamson County Schools does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups.

See the district website for more information.

Although every effort will be made to update the handbook on a regular basis, Williamson County Schools reserves the right to change this handbook and any content within, without notice, except as may be required by state and federal law. As a result, the online version of the handbook shall be the official version.

Class Parties/Birthdays

There will be two class parties scheduled during the year – a winter party and an end of year party. The room parents and party planners for each classroom organize classroom parties and coordinate the plans with the teachers. Only the party planners (2-3 per class) and PTO Board members will be allowed to attend to facilitate parties. All foods for scheduled schoolwide and classroom celebrations must be pre-packaged with ingredients and nutritional values listed. Food made from home may not be distributed during the school day or brought into the classroom.

Students love to celebrate birthdays at school, as it is a memorable time to share with teachers and friends. In an effort to be conscious of allergies, promote a healthy lifestyle, and maximize learning time, please send in a non-edible treat for everyone in the classroom (pencils, bookmarks, etc.), donate a book in your child’s name to our school library, donate an educational game or book to your child’s classroom teacher, or have a family member come and read to the class. Individual invitations to private birthday parties may not be distributed during school hours unless there is an invitation for every child in the class.

Custodial Agreements/Parenting Plan

Custodial parents/guardians must inform the school immediately upon any changes in custody, especially court restraining orders. Non-custodial parents may contact the school regarding access to their student’s academic progress. All families with a parenting plan must have that plan on file with their child/children’s front office(s), along with any subsequent orders or changes to the parenting plan or court order establishing the primary residential parent. See Williamson County Board of Education policy 6.209.

Drug-Free Schools

Students shall not unlawfully possess, handle, transmit, use, be under the influence of, share, or sell drugs or any controlled substances in any way in school buildings, on school grounds, or on other grounds used for school purposes, (including parking lots or athletic facilities), on school buses, or at any school sponsored activity (See WCSB Policy 6.307).

Emergency Closings

Parents/guardians of Williamson County Schools students will receive school closure notifications by phone, text, email, mobile app, and social media. Visit the App Store or Google Play to download our app for free. Search for Williamson County Schools.

The district aims to notify parents/guardians and staff members of delays and cancellations by 9:00 PM the night before. If not possible, the district will begin notifying families as early as 5:00 AM the morning of the day school is closed.

Parents/guardians will be notified only at the main number on file in the phone notification system. If school is dismissed during the day, parents/guardians will receive notification to all of the phone numbers on file.

If parents/guardians use SACC at their elementary school, additional information will be communicated as necessary.

Extracurricular Activities, Clubs, and Organizations

All students will need to have a signed permission form before participation in any activity of a club or organization. Permission forms are located on the school website under the extracurricular tab.

Field Trips

Students have the opportunity to participate in several field trips as extensions of classroom activities throughout the year. Teachers will notify parents/guardians concerning field trips and send home permission forms for parent/guardian's signature. The school must have on file written permission from the parent/guardian before a student may go on a field trip. If the written permission slip is not returned by the due date, the child will not be able to attend the field trip. Students will travel by bus to and from all off-campus trips.  Any exceptions to this procedure must be approved by the principal. See the WCS website (here) for more information about volunteering to chaperone a field trip.

Fire, Tornado, and Emergency Drills

See Williamson County Board of Education policy 3.202 for more information on emergency procedures.

Moment of Silence or Prayer

Tennessee State Law – (TCA 49-6-1004):

In order for all students and teachers to prepare themselves for the activities of the day, a period of silence of approximately one minute in duration shall be maintained in each grade in public schools at the beginning of each school day. The teacher shall not indicate or suggest to the students any action to be taken by them during this time but shall maintain silence for the full time. It is lawful for any teacher in any of the schools of the state to permit the voluntary participation by students or others in prayer. Nothing contained in this section shall authorize any teacher or other school authority to prescribe the form or content of any prayer.

Parent and Family Communication

Ongoing communication from school to home and from home to school is essential. Your ideas, questions, and concerns are important. Teachers, administrators, and some support staff have a WCS e-mail address.  Although you may wish to communicate with your child’s teacher by e-mail, please be aware that e-mail is not always confidential.  Please do not send time sensitive information by e-mail. It is our goal to return parent/guardian communication in all forms within 48 hours on Monday-Friday when school is in session.

Pet Policy

Due to allergies and potential safety concerns, pets of any kind are not allowed in the school building or on the school campus without permission from the classroom teacher and the principal.

Photography and Videography Guidelines

The WCS Communications Department has provided the following guidelines for parents regarding photography and videography in schools. The purpose of the guidelines is to address problems that have occurred at some schools when parents have taken pictures at school and posted them on online social media sites. 

• Parents are advised not to post on social media any pictures taken at school that include any children other than their own.
• Picture-taking at non-public school events: These events occur before, during, and after school and include class parties, field trips, assemblies to which the public is not invited (ex. talent show during the day, etc.) Parents are encouraged to take photos/video of their own children but should not take photos/video of other children.
• Picture-taking at public school events: This includes events that are open to the public such as Back to School Bash, Family Fun Night, etc.  Parents may take photos at public school events that include other people's children but should avoid posting these photos to social media.

Recess and Playground Safety

T.C.A. 49-6-1021 requires that an LEA to provide at least one fifteen (15) minute period of physical activity each school day. Williamson County Board of Education policy 3.2011 details safety requirements for WCS playgrounds.

Children go to recess everyday unless it is raining or extremely cold/hot. Please keep this in mind when helping your child select clothing and shoes for the day. The following guidelines from the Williamson County Schools Standard Operating Procedure (SOP) are used to determine whether students will go outside or have indoor recess:

• Students will not go outside for recess when the outdoor temperature including wind chill is less than 32 degrees. In addition, if the wind chill is less than 40 degrees with precipitation, students will not go outside.
• When the heat index is between 90 F and 100 F, the principal will monitor and consider the appropriateness of outdoor activities. Recess time may be decreased.
• When the heat index is 100 F or greater students will not go outside for recess.

SACC (School Age Child Care)

SACC offers before and after school care (6:30 am - 6:00 pm). SACC also has a summer program.  Please click here for more information.

School Nutrition Program

See the WCS website (here) for more information about the school nutrition program.

Student Enrollment 

All new students will register online using their Family Access account login.  If you need assistance or access to a computer, you can contact the school’s front office. Returning students should submit the intent to return documentation on Skyward each year. If you would prefer these forms on paper, you may contact your front office. See WCS website (here) for more information about open enrollment and other enrollment options.

Student Fees

See WCS website (here) for more information about student fees.

Student Withdrawal

If a move or other circumstance requires a withdrawal from school, a withdrawal form must be completed, all WCS issued materials and devices must be turned in, and a student must be in good standing with the library and cafeteria. Once all requirements are met, a parent/guardian may withdraw a student from school. Contact your school for more information regarding withdrawal.

Textbooks

Parents and guardians shall accept full responsibility for the proper care, preservation, return, or replacement of textbooks and instructional materials, including Chromebooks. See Williamson County Board of Education Policy 4.401 for more information about textbooks and instructional materials.

Toys

Students are not allowed to bring toys of any kind to school. Classroom teachers will communicate with parents and guardians about any exceptions to this policy including when it may be appropriate to bring items from home, what those specific items may be, and what they will be used for during instruction/class time.  

Transportation

Bus Riders

See the WCS website (here) for information, policies, and practices regarding bus transportation.

Car Riders

Your school will communicate with you at the beginning of the school year regarding procedures for car riders.

Walkers/Bikers

Your school will communicate with you at the beginning of the school year regarding procedures for walkers and/or bikers.

Transportation Changes

Parents/guardians are encouraged to communicate changes in transportation with their child’s school at least 1 hour prior to dismissal.

Visitors to Schools

1. All visitors must enter and exit through the main office doors.
2. Parents/guardians, visitors, and volunteers must present photo identification to enter the building.
3. All visitors must sign in and out in the office and wear a visitor or volunteer sticker/badge at all times.
4. School personnel escort visitors visiting the school.
5. Family members may join their children for lunch. There is a designated table for parents or guardians to eat with their child. This table is for the parent/guardian and child only. 

See WCSB Policy 1.501 for additional information.

Assessment

Three components play a critical role into every Williamson County Schools student’s educational program: a solid curriculum, effective instruction, and quality assessment. Curriculum, derived from state standards, defines what students need to know. Instruction is the practice of teaching each student that curriculum. Assessment is used to measure the student’s progress and mastery of what is being taught.

Please make every effort to have your student at school on time during assessment windows. No absences will be excused for family trips during these windows. You may view the district assessment resources here.

Attendance

Consistent attendance and punctuality is a cornerstone of student progress and success. If students repeatedly miss school or are often tardy, it puts them at risk for misunderstanding concepts that are taught and reinforced while they are not present. Additionally, student attendance is one of the categories the federal and state governments use to evaluate schools and assess whether or not they are making adequate yearly progress. Consistent attendance is a priority for Williamson County Schools.

Tardies and Early Dismissals

Students arriving after the start of school are tardy. WCS Start & End Times. Contact the SACC program for information regarding childcare prior to the official start time.

Early dismissals are strongly discouraged within 30 minutes of the end of the school day due to the interruption of instructional time in classes and are a disruption to the regular dismissal process.  Instructional time continues until dismissal.  Office personnel must verify the identification of individuals when releasing a student. The parent/guardian must sign the student out in the office when the parent/guardian arrives to pick up the student, stating time and reason, and office personnel will call the student to the office when the parent/guardian arrives to pick up the student.  

Parents/guardians must communicate in writing the permission for someone to pick up a student other than the parent/guardian. Office personnel will ask for a state-issued photo ID when someone comes to school to check out a student. Students may not be picked up from car services such as Uber and Lyft.  These companies prohibit minors from being transported alone.

Late arrival and early dismissal may be excused for the following reasons: (1) illness, (2) death in the family, (3) recognized religious holiday, (4) doctor or dentist appointment, or (5) principal approved emergency or exceptional circumstances.

Excused Absences

As detailed in Williamson County Board of Education Policy 6.200, excused absences include: (1) illness, (2) death in the family, (3) recognized religious holiday, (4) doctor or dentist appointment, or (5) Principal approved emergency or exceptional circumstances.

Written Documentation

The Williamson County School Board Policy 6.200 requires written parental or medical documentation for all absences, tardies, and early dismissals. This documentation ensures that school personnel are fully and accurately informed about your child. All absences are considered “unexcused” until a note is sent, preferably within 48 hours of the student’s return to school. The designation of an absence as “excused” is at the final discretion of the principal. When a student’s absences exceed 8 days, a doctor’s note will be required to excuse all future absences.  Notes are kept on file for the school year.  Parents/guardians may also send an email with all appropriate information to the school’s front office.

Notes should state:

• Child’s name
• Teacher’s name
• Date(s) of absence
• Reason for absence
• Doctor’s note attached (if applicable)
• Parent or guardian signature

School Notification

When a student accumulates a total of 8 total absences, all other absences will be considered unexcused unless a doctor’s note is presented within 48 hours of returning to school. 

In accordance with state guidelines for schools related to truancy, Williamson County Schools has implemented a three-tiered system to monitor attendance.  Parents/guardians will be notified as unexcused absences accumulate (recorded) to proactively help with truancy concerns.

• 3 unexcused absences - parents/guardians will be notified via email or phone.
• 5 unexcused absences – Tier II truancy intervention begins, and a meeting will be held with family and school personnel. The team will create a contract to support the family and ensure subsequent school attendance. Follow-up meetings will be planned to monitor progress.
• If the student continues to accumulate absences, Tier III of truancy intervention may be triggered and additional interventions, including potential juvenile court referral, will be established.

The Tennessee Department of Education Accountability Regulations (ESSA) defines students as "chronically absent" after 18 absences per year, regardless of excused or unexcused.  Students who accumulate 18 or more absences will be considered “Chronically Absent” and reported to the state.

Grading System

See Williamson County Board of Education Policy 4.600 for information regarding the grading system.

Homework

Homework is defined as purposeful academic assignments given to students by teachers, which are to be completed outside of class time. See Williamson County Board of Education Policy 4.609 for more information on homework.

Student Progress

Student performance may be accessed through Skyward Family Access for all students. For Kindergarten and First Grade, standards-based report cards will be available in Skyward at the end of each nine week grading period. Parents/guardians may request that a printed copy of their student’s report card be sent home each nine weeks. More information regarding student progress polices can be found in WCS Board of Education Policy 4.603.

Injury/Illness at School

If a student becomes ill or injured at school, the teacher will have the student evaluated by the school nurse.  Through her examination and in accordance with the district WCS Illness Guidelines, the nurse will determine treatment or if the student does not meet criteria to stay in school.  The nurse will notify parents if a student becomes significantly ill or injured.

If the school nurse determines that your child needs to leave, we ask that you or an emergency contact pick up your child within the hour that you are called.

Communicable Diseases

No student shall be denied an education solely because of a communicable disease, and his/her educational program shall be restricted only to the extent necessary to minimize the risk of transmitting the disease.

When determining whether your child is well enough to attend school, please refer to the Williamson County Schools Illness Guidelines.  Please note that your child should not be sent to school until he/she has been fever free for at least 24 hours without taking a fever reducing medication.

If you have any other questions regarding health services, policies or procedures, please visit the Williamson County Schools Health Services.

Immunizations

No students entering school, including those entering kindergarten or first grade, those from out-of-state, and those from nonpublic schools, will be permitted to enroll (or attend) without proof of immunization, as determined by the Tennessee Commissioner of Health. It is the responsibility of the parent(s)/guardian(s) to have their children immunized and to provide such proof to the school for which the student is to attend.

Exceptions, in the absence of an epidemic or immediate threat thereof, will be granted to any student whose parent/guardian files with school authorities the following:

1. A signed, written statement that such immunization and other preventative measures conflict with the parent’s or guardian’s religious tenets and practices, affirmed under the penalties of perjury;
2. A written statement from the student’s doctor excusing the student from immunization due to medical reasons;
3. Any student determined to be homeless, pursuant to federal law, may not be denied admission because of the student’s lack of immunization records due to being homeless.

Proof of exceptions will be in writing and filed in the same manner as other immunization records.

Medicines

The school nurse may only administer medications that are provided and authorized by the parent/guardian. You can find the medication authorization form here.

Physical Examinations

Each student shall have a complete physical examination prior to:

1. Entering public school for the first time
2. Participation as a member of any interscholastic athletic team on an annual basis.

Cost of the examination shall be borne by the parent/guardian of the student. These records shall be on file in the student’s record. 

Screening tests as required by the Tennessee Departments of Education and Health will be conducted. Parent(s)/guardian(s) will receive written notice of any screening result that indicates a condition that might interfere or tend to interfere with their student's progress. 

In general, the school will not conduct physical examinations of a student without parental consent or by court order, unless the health or safety of the student or others is in question.

English Learners

If the inability to speak and understand the English language excludes a student from effective participation in the educational programs offered by WCS, the district shall take reasonable actions to provide the student equal access to its programs. Students who are English learners (EL) shall be identified, assessed, and provided appropriate services. No student shall be admitted to or excluded from any program or extracurricular activity based on the student’s surname or EL status.

The Superintendent shall evaluate the effectiveness of the district’s language assistance programs to ensure EL students will acquire English proficiency and the ability to participate in the standard instructional program within a reasonable period of time.

Parents/guardians of EL students shall be given notice of, and information regarding, the instructional program within the first thirty (30) days of the school year or within the first two (2) weeks of a student being placed in a language instruction educational program.

For more information, refer to WCSB Policy 4.207.

Homebound Instruction

The homebound instruction program is for students who because of a medical condition are unable to attend the regular instructional program. The homebound instruction program shall consist of three (3) hours of instruction per week while school is in session for a period of time determined, on a case-by-case basis, by WCS.

To qualify for this program, a student shall have a medical condition that will require the student to be absent for a minimum of ten (10) consecutive instructional days, or for an aggregate of at least ten (10) instructional days for a student who has a chronic medical condition. The student shall be certified by his/her treating physician as having a medical condition that prevents him/her from attending regular classes. The services provided to the homebound student shall reflect the student’s capabilities and be determined by the homebound instructor, after consultation with appropriate professional staff of the student’s assigned school.

For more information, refer to WCSB Policy 4.206.

Homeless Students

Homeless students shall be immediately enrolled, even if the student is unable to produce records normally required for enrollment (i.e., academic records, immunization records, health records, proof of residency) or missed the district’s application or enrollment deadlines. Parent(s)/guardian(s) are required to submit contact information to the district’s homeless coordinator. The Superintendent shall ensure that each homeless student is provided services comparable to those offered to other students within WCS, including transportation, special education services, programs in career and technical education, programs for gifted and talented students, and school nutrition.

For more information, refer to WCSB Policy 6.503 or visit the WCS website.

Migrant Students

The District shall:

1. Identify migratory students and assess the educational and related health and social needs of each student;
2. Provide a full range of services to qualifying migrant students including applicable Title I programs, special education, gifted education, vocational education, language programs, counseling programs, elective classes, fine arts classes, etc.;
3. Provide migratory students with the opportunity to meet the same statewide assessment standards that all students are expected to meet;
4. To the extent feasible, provide advocacy and outreach programs to migratory students and their families and professional development for district staff; and
5. Provide parent(s)/guardian(s) an opportunity to participate in the program.

For more information, refer to WCSB Policy 6.503 for more information.

Section 504 and ADA Grievance Procedures

WCS is committed to maintaining equitable employment and educational practices, services, programs, and activities that are accessible and usable by individuals with disabilities. To discuss concerns or seek resolutions related to Section 504 or the ADA, contact Student Support Services. SSS shall respond to all complaints within twenty (20) days with a written response as well as information on further grievance procedures that may be followed if the complaining party is not satisfied with the coordinator's proposed resolution.

For more information, refer to WCSB Policy 1.802 or visit Student Support Services.

Students in Foster Care

Students in foster care, including those awaiting foster care placement, shall be immediately enrolled, even if the student is unable to produce records normally required for enrollment (i.e., academic records, immunization records, health records, proof of residency) or missed the district’s application or enrollment deadlines.

WCS and the child welfare agency shall determine whether placement in a particular school is in a student’s best interest. Other parties, including the student, foster parents/guardians, and biological parents/guardians (if appropriate), shall be consulted. If the child has an IEP or a Section 504 plan, then the relevant school staff members shall participate in the best interest decision process. This determination shall be made as quickly as possible to prevent educational disruption.

WCS shall collaborate with the local child welfare agency to develop and implement clear and written procedures governing how transportation to a student’s school of origin shall be provided, arranged, and funded. This transportation will be provided for the duration of the student’s time in foster care.

For more information, refer to WCSB Policy 6.505.

Students from Military Families

A student who does not currently reside within Williamson County shall be allowed to enroll if he/she is a dependent child of a service member who is being relocated to Tennessee on military orders. To be eligible for enrollment, the student will need to provide documentation that he/she will be a resident of the district on relocation. Within thirty (30) of enrollment, the parent(s)/guardian(s) of the student shall provide proof of residency within the district. 

Students with parent(s)/guardian(s) in the military may also be eligible for excused absences related to his/her deployment.

For more information, refer to WCSB Policy 6.506.

Students with Disabilities

Williamson County Schools, in compliance with federal and state law, performs a countywide Child Find. Child Find uses screening to find students in both public school or private school located in the geographic region who may need special education services and supports.

There are two types of screening. The first is a general screening of preschool age children throughout the school year. These screenings are on-going and serve preschool-aged children. The other kind of screening is only for school-aged children. A child can be referred for screening by school personnel, the family and/or individuals in the county (physicians, childcare providers, etc.) This should be done any time it is suspected that a child has a disability.

Visit Student Support Services on the WCS website for more information.

Typical Arrival begins at 8:30 a.m. School starts at 8:43 a.m.

• When your car is positioned for drop-off, please turn off your car engine for safety.
• Car riders must be dropped off in the unloading zone only. Pay close attention to signs and staff directing traffic.
• Students will not exit their car until an adult blows the whistle or signals time to exit.
• Please do not park and walk children into the building as this slows our unloading process and creates safety issues. All students should utilize the car rider line.
• PARENTS WILL NOT BE PERMITTED TO DROP STUDENTS OFF IN THE PARKING LOT. All car riders are expected to follow arrival procedures.

Dismissal begins at 3:50 p.m.

• All cars must have a Trinity Elementary car tag visible for pick up. If you don’t have one, you must park and go to the office with your valid photo ID to pick up your student.
• When your car is positioned for pick up, please turn off your car engine for safety.
• The staff directs cars to form two lanes with cars pulling up to the designated area.
• Once your car is positioned for pick up, please turn off your car engine for student safety.
• The staff will call for your children and dismiss them to cars. • Students may only get in the car in the loading zone.
• All students must be picked up by 4:00 p.m.
• Students are not allowed back to the classroom after dismissal. 

Please do not use your cell phone in the loading/unloading zone except for checking in on School Dismissal Manager. Distracted drivers pose a safety hazard to our students and staff during loading and unloading of cars.

As of July 1, 2019 a new Tennessee State Law has been enacted regarding the use of hand-held mobile devices. 

Teachers will share this for their individual classes.

We welcome and appreciate parent volunteers in our schools.  One of our main priorities is to keep children safe.  Williamson County Schools has created a three tier guideline to protect children and to continue to maintain the high levels of volunteerism.  Parents are required to adhere to the following procedures in order to protect the students and classroom instructional time.  

• Tier 1 – no volunteer application required, volunteers occasionally in a highly public setting with little or no access to children  
• Tier 2 – volunteer application required, volunteers with student contact under constant supervision of school personnel  
• Tier 3 – volunteer application and fingerprinting required, volunteers who have unsupervised contact with students on and off campus.  See complete volunteer guidelines at http://www.wcs.edu.

  Parent Volunteers

• Please sign in on the Visitor/volunteer clipboard in the front office and obtain your Volunteer badge/sticker.  Please sign out when you leave  
• When volunteering please adhere to school’s dress code  
• Do not drop in to talk to your child’s teacher without an appointment.  Please contact the teachers by email or phone    
• Due to the use of sharp cutting devices and other equipment, students are never allowed in the workroom.  
• When volunteering, please make alternative arrangements for your pre-school age child/children.  
• Please do not drop by the classroom to talk with your child    

Classroom volunteers should schedule work dates and times with individual teachers.  When volunteering in the classroom remember to encourage, praise and compliment students, supervise students carefully at all times and enjoy this precious time of learning and growing with our students.

Early dismissals are strongly discouraged after 3:15 (except in an emergency) due to safety issues and the interruption of instructional time in classes.  Instructional time extends until dismissal at 3:50 PM.  

The parent must sign the student out in the office at dismissal time stating time and reason, and office personnel will call the student to the office when the parent arrives to pick up the student. 

Parents can help protect instructional time in the following ways: 

• Please make sure students have needed items for school each day. 
• Ensure that students arrive to school in time to be in their classrooms by the time the bell rings.
• Work to schedule all appointments for students during the school day. 
• Plan family vacations on scheduled school breaks. See the WCS calendar for dates. 
• Only visit classrooms when scheduled with teachers. 
• Meet your child at the cafeteria when having lunch at school and say “goodbye” to your child in the cafeteria. 
• Do not go to classrooms during arrival and dismissal times.
• Avoid early dismissal whenever possible. Attendance matters!