General Information, Procedures, and Schedules

On this page:

• Daily Schedule
• Arrival
• Before School Care
• Attendance
• Snack
• Lunch
• Dismissal
• Carpool Information
• After-School Program
• Administrators
• Admissions
• Books and Supplies
• Visitors

Daily Schedule

Arrival 7:30 - 7:50 a.m.

Students enter the school through the main entrance and report to the multipurpose building from 7:30 - 7:50 a.m. At 7:50, they may proceed to their lockers and classrooms. Students should be dropped off by 7:50 to give them time to visit their lockers and prepare for the day. A bell rings at 8:00 to begin the school day. Children who arrive after this time are considered tardy. Tardy students must report to the front desk

Please notify the office before the beginning of the day when a student will be absent.

Before School Care 7:30 - 7:50 A.M.

Attendance

Keep in mind that there is a direct correlation between success and attendance. It is the student's responsibility to make up missed homework/classwork coordinated with the individual teacher. (See section on Homework).

To ensure that your child begins the day appropriately, it is very important for parents to have their children at the school on time. Late students disrupt the education of all students in the class. Absences and tardies will be noted in a child's school record and excessive absences/tardies may be reported to appropriate authorities.

If your child arrives at his/her classroom after 8:00 with a parent's note explaining why s/he is late, an "Excused Tardy" will be given. If a student arrives at his/her classroom after 8:00 without a note, an "Unexcused Tardy" will be given.

If your child is tardy (excused or unexcused) more than 10 times in one grading period, a letter will be sent home requesting clarification on the cause of the numerous tardies. A copy of this letter will remain in your child's permanent record.

Pre-Planned Absences

Pre-planned absences that effect the instructional day are discouraged. Any such absences decrease the quality of instruction that your child receives and takes teachers’ time/energy from other students. When a parent decides that the situation warrants a child being absent from school for a planned absence, the teacher must be notified at least one week prior to the absence. Teachers will give up to one week’s worth of “make-up work” to be done during the absence. After returning, the student will only be allowed an equal number of school nights to turn in the work as the number of school days absent (i.e. missed two days, work is due the third day after returning.) It is the student’s responsibility to receive, complete, and turn in assignments. In addition, teacher’s availability may be limited in providing one-on-one assistance to explain direct instruction that was missed.

While all pre-planned absences are discouraged, any absence beyond five days must be requested in writing to the administration. In this case, additional work beyond the one week will be assigned upon returning.

Snack (Grades K - 5)

A brief snack time is scheduled mid-morning. Water and healthy snacks are permitted in the classroom. Because our rooms are carpeted, foods such as yogurt and pudding should not be sent in for snack. These items are fine for lunchtime.

Special occasions: Teachers must give students permission ahead of time to bring snacks for special occasions (birthdays, etc.) These snacks must accommodate any special dietary needs of all of the students in that class.

Lunch

Each class eats lunch in the multipurpose building unless otherwise scheduled. Children are to bring their own nutritious lunches to school or purchase meals through the lunch program. If the children bring their lunch to school, we suggest easy-to-open containers. Glass bottles, soda and gum are not permitted. A microwave oven is NOT available.

Commercially prepared lunches are available for a fee. Please see the site page about the CCS Lunch Program for more information.

Dismissal 3:00 P.M.(for Grades K-5) or 3:10 (for Grades 6-8) (unless otherwise noted)

Dismissal Schedule

- 3:00 - 3:10 Families with elementary students only

- 3:10 - 3:20 Families with both elementary and middle school students

- 3:20 - 3:30 Families with Middle School Students only

All students must be picked up from car line unless they attend the After-School Program or an after-school onsite activity. Parents may not ask for a child to be called prior to car line unless the child has an unavoidable appointment and is signed out prior to departure. Any child not picked up by 3:25 p.m. will automatically be dismissed to the After-School Program and parents will be charged the emergency drop-in rate. Students may not linger around the school building or grounds. CCS cannot be responsible for students on CCS property after dismissal. The only reason a student should be on grounds after school is for either the After-School Program or a special activity on site. When parents are on school grounds after picking up their child they are directly responsible for the child’s supervision and must keep the children with them.

For the safety of all students, parents are asked to not visit the classrooms during dismissal (car line times.). If you need to talk to your child’s teacher, please call or email her to arrange for an appointment. Teachers utilize their entire day and cannot meet with parents unannounced.

Early pick-ups must be preceded by written notification or by phone and you must report to the front desk to sign out your child. Children are not to be picked up from the classrooms nor are they to meet you outside the school building. A staff member will page your child to meet you at the front desk. The school calendar can be consulted for scheduled early release days.

Carpool/Carline Information

Carpools are encouraged and anyone interested in setting up a carpool can add their information to the Carpool Connection listing on the CCS website.

Pick Up Authorization forms are sent out in the summer mailing. This form must be completed so the office knows with whom your child has permission to go home. Copies are available at the school office and on the forms page of this site (if you have your CCS parent password) if you join a carpool later in the year or if your carpool information changes.

For safety reasons, if the office does not have this completed form we will not allow your child(ren) to be released to anyone but the parent/guardian. If changes are made to your carpool list, you must indicate this change in writing to the front desk as soon as possible.

If your child will be going home with another driver not in your regular carpool (i.e. going home with a friend for the afternoon, a grandparent from out of town, etc.), you must indicate this in writing or by phone either prior to or the morning of the pick-up.IMPORTANT: If we do not have this permission from the parent/guardian, we will not allow your child to leave.

Dashboard signs are sent home in the summer mailing and are mandatory during car line. Please display them prominently on the passenger side visor to help speed up the process. If you leave your car unattended in car line, please be sure to display your dashboard sign(s) so the person taking names will be sure to know who you are picking up.

To avoid congestion on Pen Park Road, please continue the car line up the gravel driveway.

Car line lasts until approximately 3:25 p.m. each day. After 3:25, please park and come get your child from after-care. If your child has an after school activity on site which ends after 3:30, park and meet your child in the front foyer.

After School Program 3:25 - 6:00 P.M.

Children attending the after-school program need to be registered. Any child who is not picked up by 3:25 will automatically be dismissed to after-school care. Registration forms were sent in a summer mailing and can also be obtained at the front desk or on the forms page of this site. Families using this program are billed monthly and statements are mailed out at the beginning of each month. There is a $1/minute charge for children left in the after-school program beyond 6:00 p.m.

Administrators

The CCS administration consists of a Principal/Vice Principal model. If for some reason both administrators are off of the premises at the same time, the authority is then delegated to a faculty member. Issues or concerns raised by parents must first be addressed to the classroom teacher. If resolution is not achieved, parents may make an appointment with the principal and a parent/teacher/principal meeting may be scheduled.

Admissions

An application, birth certificate, health records, previous school records, including any testing, teacher evaluations, and filing fee are necessary to complete the enrollment process. A student is officially enrolled at Charlottesville Catholic School after the family's enrollment contract is issued, completed, signed, returned to the school office.

More detailed admissions information is found in the Admissions section of this site.

Books and Supplies

Textbook charges, consumable workbooks, and some supplies are included in your child's tuition. Non-consumable textbooks are checked out to the student for the year and (s)he is expected to take proper care of them and to return them in good condition. All hardbound textbooks must be covered by the student. Additionally, at the beginning of summer each teacher provides a list of other supplies and incidentals that each student will need to bring the first day of school. Copies of the school supply lists are available on the website.

Visitors

All visitors must enter through the main entrance and report directly to the front desk. State regulations require that you sign in and be issued a visitor's badge in order to enter the school. Individuals observed in the school without a visitor's badge will be directed to report to the front desk. Please help us keep our school safe for your child/children. Any visitors who are not listed on our Registered Volunteer list will be issued a special visitor pass and will have to be chaperoned at all times in the building. Parents and other volunteers are highly encouraged to become a Registered Volunteer (which includes a Child Protective Services check, VIRTUS training, and volunteer application form). All costs will be covered by CCS.