West Elementary » IMPORTANT Back to School Information

IMPORTANT Back to School Information

2020-2021 Daily Transportation Policies and Procedures


Please fill out this form to inform West teacher the transportation your child will be using to get to and from school every day.  Transportation Form



As always, the safety of our students is of utmost concern to us.  We appreciate your compliance with the policies/procedures listed below.  If you have any questions please call the West office or the transportation office. 


DUE TO COVID-19, PROCEDURES HAVE CHANGED.  No guests are ALLOWED TO ENTER THE BUILDING. Please read the procedures and guidelines below. 

  • If you are picking your student up from school, you children will be assigned a number.  Please display this number in the passenger side window in your car.  Your student will be given a yellow tag for their backpack that matches your number.
  • You must fill out a car rider form to receive your assigned student pick up number.  After this form is filled out, you will be given two NUMBER Cards and your student will receive one YELLOW TAG for their backpack.  It is your responsibility to ensure the number card is displayed in your window.  If someone else is picking up your child, it is your responsibility to give them a yellow number to display in their passenger-side window or to let them know they will be asked to sign them out, and to have their ID ready. It is very important for your child to keep the YELLOW tag attached to their backpack.



  • Daily Drop Off students:  Daily Pick Up Form (Car Riders)
    • Dropping off pull into the parking lot, follow (to the right) around the perimeter of the staff parking lot.  Please do not block the driveway so that our buses are able to enter the bus lot. 
    • Students should be dropped off in the front entry drive (one way), no earlier than 9:15
    • For their safety, students must exit the car on the right hand side. 
    • Students will be directed to enter in through the front gym doors.
    • Students will be expected to sit on the socially distanced dots while they are waiting for school to start. 
    • A staff member is assigned to each grade level to escort all car riders to their classrooms.
    • No parents will be allowed to park in the front entry drive and will not be allowed to enter the gym with their child.
  • Daily pick-up students
    • Students will begin to be called 3:55 each afternoon in order to clear the lanes to prevent blocking the bus departure lanes.
    • Students will be released when their car is in the entry drive in front of the school. 
    • We will have school staff members in the 2 pick-up lanes, they will radio to the staff members in the gym indicating the assigned student NUMBER displayed in your passenger-side window (provided by West).  This number will correspond to the same number displayed on your student's backpack, on a yellow tag.
    • Please follow the directions of the Staff member who is running the pickup lines to ensure everyone's safety.  They will tell you when to go and stop. 
    • When you are in the 2 pick-up lanes in front of the school you must put your car in park to ensure the safety of our students and staff. 
    • If you do not have your assigned tag or if someone else is picking up they will be required to park in the side parking lot and go to the office entry way to sign your student out.  If you gave them your assigned West pick up tag then they can do the normal pick up line. 
  • AM Kindergarten pick-up
    • AM pick up will be off Vinnedge Road near the Preschool/Primary playgrounds.
    • Our AM Kindergarten buses use the front driveway to load students so please do not park in front.
  • PM Kindergarten Drop Off
    • PM Kindergarten students should be dropped off in the front of the building.
    • Do not park in the front entry lanes to drop off your child, afternoon Kindergarten bus utilize that lane for drop off.
  • Preschool Drop Off and Pick Up
    • All preschool students are dropped off and picked up in the back of the school on Redwood Dr.
    • Please do not pull past the gate in back.  The area past the gate is our designated bus drop off zone reserved for our special needs buses.
  • Bus Riders: Bus Number and Pick Up/Dismissal
    • Students will be picked up and dropped off on a daily basis at a bus stop located near to his/her home address as it appears in the school district's records.
    • Students are NOT permitted to ride a different bus to/from school at any time unless there is a verifiable emergency.
    • In the event of a verifiable emergency, a parent needs to contact the school office to request a one-time emergency bus pass.
    • Students whom get picked-up/dropped off at a sitter’s or daycare which is in the same attendance area as the route assigned to your home address a Transportation Form must be filled out. These forms are available at the Transportation Department (829-6603). Pick-up and/or drop off at a sitter’s address must be in effect each day of the school year.
    • In the event that a parent or authorized person needs to pick up a student who usually rides the bus home at the end of a school day the information must be received by the office by 3:35 at the latest. Please refer to the procedures for Dismissal of Students.
    • Students need to recognize and follow all of the Rules for Student Conduct on School Buses listed in the “Fairfield City School District Elementary Handbook-Grades PreK-5 School Board Polices”. The handbook lists the behavior expectations of students waiting at the bus stop, riding the bus and departing the bus.
    • Students will be required to wear a mask on the bus.
    • Students will not be allowed to ride the bus without a mask on their face.
    • Students need to socially distance and wear masks at the bus stop to ensure everyone's safety
    • Most important bus rule: students must be in their designated safety zone prior to the bus's arrival.
  • Walkers:  Walker Form
    • Students will be dismissed at 3:55 PM each afternoon from the gym.
    • Complete the walker form on the West Website
    • Student will receive a walker tag that MUST be affixed to their backpack.
    • Student MUST show their walker tag to the adult at the dismissal door. Students without a walker tag will not be permitted to leave the building.
    • By filling out the walker form and placing the designated tag on your student's backpack, you are giving permission for your student to walk out of the building and walk home on their own.



  • All students released during the school day must be checked out in the office entry way.  Students will be released only to a residential parent/guardian or to an authorized pick-up person designated by the residential parent/guardian.  Photo identification will be required for students to be released to the designated person. For safety reason, students are called to the office rather than the adult getting them from class.  Parents/Guests will be asked to wait outside, in their car (if it is an older student) or in the glassed area.  No guests are allowed to enter the office due to COVID-19 precautions.
    • Any change in dismissal (i.e. “go to latchkey,” “don’t ride the bus,” etc.) must be called into the office no later than 3:15pm. We will be strictly enforcing this policy!
    • If your child normally rides the bus home and a parent or authorized person needs to pick up the student at the end of the school day, please make sure they are at West by 3:50 pm to sign your child out. Please tell them to be prepared to show photo identification. We are unable to access the students once they have left the classroom. 
    • We are not allowed to pull students off the bus once they have loaded and parents are not permitted to retrieve their student off the bus for safety reasons. You will need to meet them at their bus stop.
    • It is very important that parents arrive by 3:50 pm if it is a change in the child's routine.
    • If your child attends latchkey or is pick-up daily, we will need a note in writing in order to send the child home on his/her regular school bus. It is your responsibility to notify the Latchkey Coordinator at 887-0549.
    • If you are aware the previous day of a dismissal change for your child it is helpful to send a note to inform your child’s teacher and the office in advance. The note will ensure your child will be sent to the proper location at dismissal.  If you do not send a note and you cannot be here to pick your child up from the gym at dismissal, please plan to pick up your child at his/her bus stop.    If you need to change the dismissal plans for your student after the start of the school day it is difficult for us to ensure the safety of your student.  Anyone could call in claiming to be a parent and make the change.  If a change must be made written verification, including photo identification, will be requested to be sent by fax (West Elementary Fax 868-3624). 




In accordance with Ohio Laws and the Fairfield City School District Elementary Handbook-Grades PreK-5 School Board Polices on page 45, students are required to be at school every day (see full policy in the handbook on the district website). Ohio State Law requires parents to report to schools, by email or telephone, when a student is going to be absent.  Please e-mail (westattendance@fairfieldcityschools.com) or call 868-3021 by 9:45 AM the day of your child's absence. If we do not hear from you, you will receive a phone call informing you of your child’s absence until we receive written documentation, such as a parent note or a doctor’s note. We will be using the Rapid Notification system to make these phone calls. Please return the call as soon as possible for this provision provides a check on your child's safety and whereabouts.


Any student who arrives after 9:30 AM will be considered tardy. For afternoon Kindergarten, students who arrive after 1:20 PM will be considered tardy.  Upon arrival, a tardy student must report to the office for a tardy slip that will admit him/her to class. 


NOTE**According to School Board policy (JED, the full policy is available online at our website): The first forty-five and one half (45.5) school hours of absence in a school year may be excused, if the absence is for one of the following reasons (see below), and if the parent/guardian provides a note or email when the student returns to school explaining the reason for the absence. Such notes are required to be submitted no more than three (3) school days after the student’s return. If documentation is not provided within 3 days, the absence(s) will be deemed unexcused.  Early dismissals and late arrivals are counted toward the number of hours absent.


School Board policy states that, "The Board does not believe that students should be excused from school for non-emergency trips out of the district.  Students who are taken out of school for trips or vacations will not be given permission to do so by the school.  The responsibility for such absence resides with the parents, and they must not expect any work missed by the child to be retaught by the teacher."  If you decide to take your child out of school for a vacation or sports event, please notify the teacher at least one week prior to the date to discuss make-up work.  The decision as to how much work the student will be held responsible for will rest with the teacher.  A student’s absence may be excused for the following reasons:

  • Personal illness
  • Illness in the family
  • Quarantine of the home
  • Death of a relative
  • Medical or dental appointment
  • Observance of a religious holiday
  • Traveling out of state to attend a Board-approved enrichment activity or extracurricular activity (applies to absences up to four days)
  • An emergency set of circumstances, which in the judgment of the Superintendent/designee is a good and sufficient cause for absence. (E.g. court appearance, college visit)
If you have any questions concerning attendance please contact our attendance clerk, Carla Woeste, in the main office



The school NEEDS to be able to contact you if there is an emergency involving your child.  Please sign into FINAL FORMS to make your changes.  If you have a change of address, you must go to the district’s Welcome Center with proof of residency to update your child’s records.

A great deal of effort by teachers, scheduling clerk and administration goes into properly placing students in homerooms.  Many factors are carefully weighed in order to maximize the effectiveness of the learning environment and needs for each student, classes must be carefully balanced. In order to provide the very best schedule possible for all of our students, we will not be able to honor parental requests for specific homerooms/teachersIf you have input or special considerations concerning the placement of your child, you will receive a parent input form in the spring for you to fill out for the following year. Please do not request specific teachers for they will not be honored but instead share the qualities of the type of classroom environment in which your child would thrive.  We will then do our best to match those qualities with the appropriate staff.


  • A great deal of information will come home from the school throughout the year:  Newsletters, forms, invitations, events , brochures, etc.are sent home weekly.  Please check your child's folder daily for information and updates from the school. 
  • REMIND is the number 1 form of communication in our district for all schools and teachers.  You will not receive the traditional all call this year in cases of emergency or calamity days.  If you are not receiving West Remind notices or your teachers please follow the steps below to join. 
    • Steps to Sign Up for REMIND:
      1) Text number 81010
      2) In the text box text @FAWE
            3) Enter full name
            4) Enter role (Parent)
  • West Website is updated weekly with important information. Check it weekly to stay informed!
  • Follow us on Twitter @fcsdwest
  • West News Week at a Peek will be sent out weekly through Remind
  • Follow Fairfield West PTC facebook page: Fairfield West Elementary PTC

Health and Safety are our first priority at West. Due to the pandemic, we have adjusted a lot of our procedures in order to bring the children back safely. Here are a few of the main procedural adjustments:

  • Hand washing and Sanitizing procedures and we have significantly increased the number of times. 
  • All staff and students will be required to wear masks.
  • We have placed "dots" in the hallways, cafeteria, bleachers, bathrooms … to enforce social distancing
  • Classrooms are set up to ensure the highest level of social distancing.
  • Recess is being monitored by the student's teacher and will not be combined with other classrooms (we have designated zones).
  • Cafeteria has assigned seats, all facing one direction and socially distanced.
  • Students will receive a lanyard with a scan code to charge lunch and snacks so they do no have to touch a keypad in line.
  • We have limited the number of children in each classroom to ½ the normal number in order to make it easier to social distance within classrooms.
    We are prohibiting building visitors in the building
  • We have changed student drop off and pick up, bus and early release procedures.
  • We have assigned designated areas for each classroom (recess, cafeteria, bathrooms) to limit contact with other children and staff while your child is at school.
  • We have incorporated disinfecting routines between uses of common areas in the school and activities within the classrooms.
  • No shared supplies with students
  • Specials Schedule is changed to reduce the number students our teachers come into contact with in one week.
We routinely conduct safety drills, fire drills and weather- related drills for the entire building. We take your child and family’s safety serious and we will continue to evaluate the safety at West throughout the year.
West Little Free Library 

Try out the Little Free Library! Located near the front entrance of the school, this Little Free Library is now open to the school and community to help promote literacy. The concept is to "Take a book, Read it, Return it or Keep it." This particular box had been located at the Fairfield Food Pantry at 1085 Magie Ave., however, when the pantry moved to their new location at 78 Donald Dr., they decided to find a new home for it with more residential traffic. Fairfield West Principal Missy Muller was happy to receive the box for their school and community. Stewards of the box will continue to be the Ladies Group of Fairfield First Baptist Church along with Fairfield West staff and parents. 

School Lunch

  • $2.85 per day ($14.25 per week).
  • If you purchase items separately, milk will be $.50 and juice will be $.50.
  • If your child plans to purchase lunches, please consider paying in advance. Whether you send in a check or use the PaySchools Central system: www.payschoolscentral.com.  It reduces the opportunity for lost lunch money. Our Café Terminal keeps track of each student's account balance.
  • For the start of the 2020-2021 school year, our families have been given the choice to keep their students home for the first semester as a virtual learner, or to send their students to in-person learning two days per week. The Fairfield Food Service Department hopes to offer meals to every student, no matter where they will be learning. To facilitate this process, we ask our families to complete the google form entitled “Take-Home Meal Sign up” found on the school website and below, to ensure that we have enough prepared meals to go around!


  • Virtual learning students will have the opportunity to pick up 5 breakfasts & 5 lunches each Wednesday afternoon between the hours of 12:00-1:00 PM. Families with more than one student in the district will need to pick up ALL meals from the school of the OLDEST student in the family. Meals may be picked up without the student(s) present, however, a student name and/or student number will be required upon receipt of these meals for payment information.  For a student that does not qualify for free or reduced meals, the cost of 10 meals will be $19.75. For reduced-price students, this will be $3.50.
  • Hybrid learning students will have the opportunity to bring home 3 breakfasts & 3 lunches at the end of their last in-person school day. For a student that does not qualify for free or reduced meals, the cost of 6 meals will be $11.85. For reduced-price students, this will be $2.10. During your students’ in-person learning days, regular meal service will be provided with a few key improvements to ensure that all state and federal guidelines have been followed.
  • It is important to note that all meals, both in-person or to-go, will need to be paid for unless you qualify for free meals via the Free & Reduced Meal Program. Eligibility applications for this program can be found under the Food & Nutrition Services tab tab on the school website. A paper copy of this application will also be distributed to each student. We encourage our families to utilize the Payschools Central app to pre-load monetary funds to each students’ account prior to the start of the new school year. Cash payments are discouraged but can be accepted under special circumstances. Please note that change will not be given to students upon receipt; all additional funds will be loaded onto the student’s lunch account.
  • To ensure continued business practices as they relate to being fiscally responsible, Fairfield City Schools will no longer allow students to charge a lunch if their is no money on the account. Under Federal guidelines, students who are unable to purchase a lunch will be eligible to receive a substitute meal that meets USDA and National School Lunch Program guidelines. Students that receive this meal will be charged $1.00 or $0.40 for those students that qualify for reduced-priced meals. The parent/guardian of any student accumulating lunch charges above $10.00 will receive a letter from the district explaining the process of repayment and must facilitate this payment within 30 days of receipt. If charges become delinquent, Fairfield City Schools may take all necessary actions, up to and including legal action to retrieve the past due amount.
  • If you have questions about any information provided in this memo, please feel free to contact the Food Services Department at (513)829-6300.



Para el comienzo del año escolar 2020-2021, nuestras familias se les ha dado la opción de mantener a sus estudiantes en casa durante el primer semestre como estudiantes virtuales, o enviar a sus estudiantes al aprendizaje en persona dos días a la semana. El Departamento de Servicios de Alimentación de Fairfield desea ofrecer comidas a todos los estudiantes, sin importar dónde estén aprendiendo. Para facilitar este proceso, les pedimos a nuestras familias que completen el formulario de Google titulado “Registro de comidas para llevar a casa” que se encuentra en el sitio web de la escuela y más abajo, para asegurarnos de que tenemos suficientes comidas preparadas para todos.


Los estudiantes de aprendizaje virtual tendrán la oportunidad de recoger 5 desayunos y 5 almuerzos cada miércoles en la tarde entre las 12: 00-1: 00 PM. Las familias con más de un estudiante en el distrito deberán recoger TODAS las comidas en la escuela del estudiante MAYOR de la familia. Las comidas se pueden recoger sin la presencia del estudiante, sin embargo, se requerirá un nombre y / o número de estudiante al recibir estas comidas como información de pago. Para un estudiante que no califica para comidas gratis o reducidas, el costo de 10 comidas será de $ 19.75. Para estudiantes con precio reducido, será $ 3.50.

Los estudiantes de aprendizaje híbrido tendrán la oportunidad de llevar a casa 3 desayunos y 3 almuerzos al final de su último día escolar en persona. Para un estudiante que no califica para comidas gratis o reducidas, el costo de 6 comidas será de $ 11.85. Para estudiantes con precio reducido, esto será $ 2.10. Durante los días de aprendizaje en persona de sus estudiantes, se brindará un servicio de comidas regular con algunas mejoras clave para garantizar que se sigan todas las pautas estatales y federales.


Es importante tener en cuenta que todas las comidas, tanto en persona como para llevar, deberán pagarse, a menos que califique para recibir comidas gratis a través del Programa de comidas gratis y reducidas. Las solicitudes de elegibilidad para este programa se pueden encontrar en Servicios de alimentos y nutrición en la página web de la escuela. También se distribuirá una copia impresa de esta solicitud a cada estudiante. Alentamos a nuestras familias a utilizar la aplicación Payschools Central para precargar fondos monetarios en la cuenta de cada estudiante antes del inicio del nuevo año escolar. No se recomiendan los pagos en efectivo, pero se pueden aceptar en circunstancias especiales. Tenga en cuenta que el cambio no se les dará a los estudiantes una vez recibido; todos los fondos adicionales se cargarán en la cuenta del almuerzo del estudiante.


Para asegurar las prácticas comerciales continuas en lo que se refiere a la responsabilidad fiscal, las escuelas de la ciudad de Fairfield ya no permitirán que los estudiantes cobren un almuerzo. Bajo las pautas federales, los estudiantes que no puedan comprar un almuerzo serán elegibles para recibir una comida sustituta que cumpla con las pautas del USDA y del Programa Nacional de Almuerzos Escolares. A los estudiantes que reciban esta comida se les cobrará $ 1.00 o $ 0.40 para aquellos estudiantes que califiquen para comidas a precio reducido. El padre / tutor de cualquier estudiante que acumule cargos de almuerzo por encima de $ 10.00 recibirá una carta del distrito explicando el proceso de reembolso y debe facilitar este pago dentro de los 30 días posteriores a la recepción. Si los cargos se vuelven muy altos, las Escuelas de la Ciudad de Fairfield pueden tomar todas las acciones necesarias, hasta e incluyendo acciones legales para recuperar el monto adeudado.


Agradecemos su continuo apoyo a nuestro programa y esperamos poder servir a su estudiante. Si tiene preguntas sobre la información proporcionada en este memorando, no dude en comunicarse con el Departamento de Servicios de Alimentación al (513) 829-6300.