1 SUPPORT STAFF EMPLOYEE HANDBOOK FRANKLIN COUNTY COMMUNITY SCHOOL CORPORATION 225 E. 10 th St. Brookville, Indiana 47012
2 Support Staff Employees Handbook 1.1 Definition 1.2 Job Postings 1.3 Hiring Procedures 1.4 Supervision 1.5 Employment Year 1.6 Payroll Information 1.7 Time Clock Policy 1.8 Insurance 1.9 Paid Time Off 1.10 Retirement 1.11 Resignations
3 1.1 Definition Support staff in the Franklin County Community School Corporation is defined as all employees who are classified, such as bus drivers, custodians, cafeteria, building secretaries, paraprofessionals, and clerks. Employees in these positions are at-will employees. Either the employee or the school corporation may terminate their employment relationship at any time, for any reason, with or without cause or notice. The superintendent may also suspend, with or without pay, support staff employees. 1.2 Job Postings Whenever a vacancy as determined by the Board of School Trustees occurs, the vacancy shall be posted for a minimum of ten (10) days at a designated place accessible to all employees and/or advertised in the newspaper and on the corporation website. This may be waived if the days conflict with the opening or closing of school. Staff members who are interested in a transfer should indicate their interest in writing to his//her principal/director or the Assistant Superintendent. 1.3 Hiring Procedures Recommendations for employment shall be made to the Board of School Trustees by the Superintendent of Schools. 1.4 Supervision A. Bus Drivers: All recommendations concerning assignments, evaluation, discipline, dismissals, transfers, etc., shall be made by the Director of Transportation and the Superintendent of Schools. Problems concerning students, such as discipline, etc., shall be referred to the Building Principal of the school where the student attends. B. Custodians: All recommendations concerning assignments, evaluation, discipline, dismissals, transfers, etc., shall be made through the Building Principal, the Assistant Superintendent, and the Superintendent of Schools. C. School Secretaries/Treasurers/Clerks: All recommendations concerning assignments, evaluation, discipline, dismissals, transfers, retirement, etc., shall be made through the Building Principal, the Assistant Superintendent, and the Superintendent of Schools.
4 D. Paraprofessionals: All recommendations concerning dismissals, transfers, retirement, etc., shall be made through the Building Principal, the Assistant Superintendent, and the Superintendent of Schools. E. Cafeteria Employees: All recommendations concerning dismissals, transfers, retirement, etc., shall be made through the Food Services Director to the Building Principal to the Superintendent of Schools. F. Maintenance: All recommendations concerning assignments, evaluation, discipline, dismissals, transfers, etc., shall be made by the Director of Maintenance and the Superintendent of Schools. 1.5 Employment Year Beginning July 1 of one (1) year, to June 30 of the following year, shall constitute one (1) year of employment, providing the individual has been employed for at least six (6) months during that time. 1.6 Payroll Information A. Before non-teaching personnel are paid, they shall have the following personnel records on file in the administration office: 1. W4 federal income tax withholding exemption certificate: Changes in W-4 forms may be made at the discretion of the employee. 2. I-9 Form 3. WH4 State and Local option tax withholding exemption certificate. A new form shall be filled out if the information is changed. 4. Effective August 1, 2011 the Franklin County Community School Corporation shall require all employees paid through payroll to be paid by direct deposit. B. All support staff shall be paid bi-weekly. All classified staff (with the exception of bus drivers and bus aides) must clock in and out using the approved time clock. See 1.7 Time Clock Policy. All building level personnel shall be paid on an hourly schedule for the previous two (2) weeks. For any pay period when the amount earned by an employee is less than the amount of the employee s volunteer deductions and/or health insurance premiums, the deductions will be carried over to subsequent pays.
5 C. A wage and benefits schedule shall be adopted by the Franklin County Board of School Trustees for all support staff. Benefits are available to employees who work thirty (30) hours or more per week. D. Bus Drivers - Yearly contracts will be written for bus drivers for 180 days of driving. Bus drivers will be paid separately for attending both required meetings per year, not to exceed sixty (60) dollars. Pay for such contracts shall be in accordance with the schedule approved by the Board. Recommendations for said salaries and/or contracts shall be through the Superintendent of Schools or his/her designee. E. Compensation Time/Overtime - It is the policy of the Franklin County Community School Corporation to minimize any work that requires payment of compensation time/overtime wages. This shall include compensation time/ overtime work for employees in two (2) or more job classifications with the school corporation. All time worked in excess of forty (40) hours in one week shall be paid at time and one-half (1½) the regular hourly rate. In determining overtime worked, only actual time worked, vacation time, and holiday time shall be used in determining overtime. All overtime shall be recommended by the employee's Building Principals and approved by the Superintendent of Schools. Any employee who violates this policy regarding approval of overtime will not be compensated. Compensating time may be substituted in lieu of payment for overtime work when such adjustments take place as mutually agreed. Overtime shall be distributed as equitably as possible among employees in the classification by school. An employee shall be qualified for the assigned work. F. Voluntary Deductions The following voluntary deductions are available to eligible support staff: annuities, Section 125 deductions; retirement accounts (if not eligible for PERF; and community projects (i.e., United Way). 1.7 Time Clock Policy Mission and Objective: To ensure an accurate record of staff attendance and time worked for proper compensation in compliance with Wage and Hour Laws in accordance with the Department of Labor. The Fair Labor Standards Act (FLSA) requires that employers keep detailed records on time and payments for all employees. All FLSA provisions guide utilization of the time clock system at FCCSC. In the event of an emergency situation, this will also allow FCCSC to determine attendances in the buildings.
6 System: AESOP is the electronic system used by all employees to enter absences. The system also contacts substitutes with their daily job assignment(s). VeriTime is the electronic time clock system used to record a classified employee s hours worked and leave days taken. The automated time reports generated by these systems must reflect all regular and extra duty hours worked for the payroll period (including personal/sick leave, vacation, holidays, etc.) Supervisors: a. Supervisors consist of Superintendent, Assistant Superintendent, Building Principals, Director of Maintenance, Director of Transportation, Director of Food Services, and FCCSC Treasurer. Guidelines and Expectations: All classified staff (with the exception of bus drivers, bus aides and substitutes), must clock in and out using the approved time clocks. It is the staff member s responsibility to clock in and out and to report any problems to their supervisors. Supervisors will determine the employee s work hours and attendance leave hours. Employee Badges: a. Employees are required to maintain and display the FCCSC issued identification badge at all times while on school property. b. Employees are to wear their badge in a visible location either at or above the waist. c. Under no circumstances may an employee permit their ID badge to be used by another person. d. An employee who repeatedly reports to work without her/his FCCSC ID badge or employees who refuse to wear the badge may be subject to corrective action. e. An employee who terminates his/her employment with FCCSC must immediately return her/his badge to the appropriate administrator. f. Worn badges can be replaced free of charge at the Administration Building. g. Employees are allowed one replacement badge per year. Additional replacement badges will be provided at a cost to the employee. Procedure: 1. Classified staff will scan the bar code located on the back of his/her FCCSC name badge to clock in and out only at approved time clocks. Should there be a reason that an employee is reassigned to start or end her/his work day at another building location, the employee will use the time clock system at that building.
7 2. It is the responsibility of each classified staff member to monitor their time scans and to advise their supervisor immediately of any problems with the time clock system. If the supervisor determines there are problems with the time clock system, the supervisor shall complete the FCCSC Time Clock Adjustment Form and forward it immediately to the Payroll Department. 3. Classified staff members are required to clock in at the beginning of the work day and out at the end of the work day. a. A classified staff employee is responsible for starting work once he/she has clocked in. When a shift has been completed, it is the employee s responsibility to clock out. b. All classified staff employees must clock in and out for her/his lunch period. The lunch period is to be a duty free break for the employee and must be a minimum of 30 minutes. c. Due to the nature of some district positions, exceptions to the lunch period may be made with the approval of the employee s supervisor and/or Assistant Superintendent. d. There may be instances where employees have multiple job titles. If an employee has more than one position within the district, he/she will be assigned a separate bar code for each classified position. It is the responsibility of the employee to ensure that she/he is clocking on the correct bar code at all times. e. Any time an employee leaves the building during the work day other than for school business, the employee must clock out. If the employee returns that same day, the employee must clock back in. f. It is prohibited to abuse or take advantage of the time clock rounding, e.g. clocking in at 8:07 AM knowing the clock will round back to 8:00 AM or clocking out at 4:53 PM knowing the clock will round forward to 5:00 PM. 4. If a dispute over a clock in/out time arises (by employee, supervisor, or other person), the security video footage located in the building will be used to resolve the situation. When security video footage is not available, the dispute will be properly documented on the Time Clock Dispute Form, signed by both parties, and submitted to the Payroll Department for filing in the employee s personnel file. If the employee refuses to sign the documentation, the supervisor should note this accordingly in the paperwork and remit to the Payroll Department.
8 5. Classified staff must have previous supervisory approval to receive overtime. This includes pre-approval to work through lunch. Supervisors will be responsible for completing the Approval and Verification of Work in Excess of a Forty Hour Work Week Form, which documents whether the staff member had permission to clock in early or out late and why. Staff members who clock in, without permission, more than seven minutes before the start of their shift or more than seven minutes after their shift ends, will be subject to disciplinary action. 6. FCCSC does not allow the accrual or use of Compensatory Time. With supervisor approval, employees may flex their hours within a single time clock week if necessary. 7. Full time classified staff will receive previously determined Compensatory Leave Days. These days will be added to their total on July 1 st of each year to be used for that fiscal school year. Compensatory Leave Days not used during the employment year, July 1 through June 30, shall be added to the accumulated compensatory leave days up to sixty (60) days. If the compensatory leave days are used within the first six months of the school year, and the employee leaves employment from FCCSC, the additional days used will be deducted from the employee s paycheck. The Assistant Superintendent will make the final decision for extenuating circumstances. 8. After a leave day is approved by a supervisor, all employees are responsible for entering his/her leave day absence in AESOP. In the event an emergency or an employee is ill and cannot enter the leave day in the system, it is the supervisor s responsibility to enter this information into AESOP. Leave submitted after the close of a pay period will require a Payroll Exception Form be submitted and will be paid on the next available pay period. In no instance, may approved leave hours and actual time worked exceed allocated position amounts or put an employee into an overtime situation. If this situation arises the supervisor will make the appropriate adjustment to leave hours to bring the weekly total into compliance. 9. FCCSC Payroll Office will close the work week in VeriTime according to a preset schedule to ensure that time adjustments and leave taken are properly recorded. The time clock week begins on Sunday at 12:00 AM and runs through Saturday at 11:59 PM. Supervisors must resolve all missed scans, reconcile and enter all leave taken, and review clock hours for their employees each week. This information must be approved in VeriTime by 9:00 AM each Monday for the Payroll Department to access. 10. The Payroll Department will run Edit Hour reports on a regular basis and review for any irregularities or patterns. All irregularities and/or patterns will be reviewed with the supervisor and all findings shall be reported and/or investigated accordingly.
9 Discipline Guidelines: For this policy, occurrences that will require disciplinary action are defined as: a. Failing to clock in or out b. Clocking in or out for another staff member c. Clocking in early or out late without supervisor permission d. Employees conducting personal business or simply not working after clocking in e. Taking advantage of the time clock rounding feature f. Vandalism of time clock system g. Failing to notify a supervisor of a time clock problem h. Failing to dispute or approve hours worked each work week Three occurrences will result in the beginning of the progressive disciplinary process, which will be a written warning. Further occurrences and/or seriousness of this act or failure to comply may result in disciplinary suspension/or termination following review with your immediate Supervisor.
10 FCCSC Time Clock Adjustment Form Employee Name: Supervisor Name: Date: Adjustment Date Adjustment Reason For Adjustment Employee Signature: Supervisor Signature:
11 FCCSC TIME CLOCK DISPUTE FORM Employee Name: Supervisor Name: Date: Date of Dispute Reason for Dispute Viewed Video Yes/No Documentation Attached Yes/No Employee s Statement: Employee Signature: Supervisor s Statement: Supervisor s Signature:
12 FCCSC Payroll Exception Form Employee Name: Date: Date of Exception Leave Reason Payroll Date No. of Hours I verify that this should be added to the employee s next pay. Supervisor Signature: Date:
13 FRANKLIN COUNTY COMMUNITY SCHOOL CORPORATION CLASSIFIED EMPLOYEE TIME CLOCK POLICY RECEIPT Name of Employee: Building: Employee ID Number: I hereby acknowledge that I received a copy of the Franklin County Community School Corporation Time Clock Policy. I have read the Time Clock Policy and agree to abide by the standards, policies, and guidelines defined or referenced within the document. The information in this Time Clock Policy is subject to change. I understand that changes in FCCSC policies may supersede, modify, or eliminate the information summarized in this Time Clock Policy. As FCCSC provides updated policy information, I accept responsibility for reading and abiding by the changes. I understand that the Time Clock Policy intends no modification to contractual relationships or alterations of at-will relationships. I understand that I have an obligation to inform my supervisor of any time disputes and/or edits to my electronic timesheet. I accept responsibility for contacting my supervisor or FCCSC Payroll Department if I have any questions, concerns, or need further information. Signature of Employee Date
14 1.8 Insurance A. Health Insurance: Classified employees working 30 hours or more per week may choose to participate in the same Health-RX Insurance Plan(s) as certified employees. After the first one dollar ($1.00) employee contribution, the employer s contribution shall not exceed the following amounts toward health insurance premiums: Single: $5, Family: $12, Employees electing to enroll in an HSA may qualify for additional employer contributions to their HSA account upon meeting the following conditions: 1) $500 deposit if the employee completes, or has completed, a wellness exam between January 1, 2014 and December 31, See Appendix E. 2) $500 deposit if the spouse or another dependent covered under the group health insurance plan, completes, or has completed, a wellness exam between January 1, 2014 and December 31, 2014 (Family plan participants only.) See Appendix E. 3) These deposits shall be made to correspond with the second pay in January. Any change in insurance coverage or carrier shall be mutually agreed upon by the employer and the Association. The anniversary date for health insurance coverage shall be October 1 of each year. A teacher on maternity leave or other employer approved leave may continue coverage in the group Health Insurance by paying the premiums, on a month to month or annual basis, to the school employer. The corporation will continue coverage at its expense until the last day of the month in which leave is granted. Part time teachers, those working less than 30 hours per week, shall not be eligible for health insurance. B. Vision Insurance: The Franklin County Community School Corporation shall contribute up to $ for a single plan and $ for a family plan to the employee hired before January 1, For anyone hired after January 1, 1998, the Franklin County Community School Corporation shall contribute up to $ of a single employee premium and up to $ of family coverage. The employee shall pay the difference between the total cost of the coverage. The employee shall pay the difference between the total cost of the coverage and the school corporation s contribution. The vision care benefit plan will include one (1) comprehensive vision examination every twelve (12) months, and a wide selection of quality frames every twelve (12) months.
15 C. Term Life Insurance: $55,000 in group term life insurance policy shall be provided to all eligible employees. The Franklin County Community School Corporation shall contribute $87.00 of total policy costs. The employee shall pay the difference between the total cost of the coverage and the school corporation s contribution. Total cost of a $55,000 Term Life Policy is currently $ per year. The Employer shall contribute $87.00 towards the total cost. D. Long Term Disability Insurance: The Franklin County Community School Corporation shall contribute up to $50.00 in premium per year and the employee will contribute the balance. Cost of LTD coverage is based on the amount you make in a year at a rate of $2.60 per $1,000 income. The $50.00 Corporation contribution would cover an annual salary of $19,230 or less with the employee contributing $1.00 per year. 1.9 Paid Time Off A. Compensatory Leave Days are available for employees working thirty (30) hours or more a week. After the first thirty (30) calendar days of employment, each employee in this classification shall be entitled to one (1) compensatory leave day for each month of service. Prior to the absence, the employee shall report the absence through the AESOP system. One-half (½) day will count as one-half (½) day. In addition, the employee shall notify his/her supervisor in advance when using compensatory leave days. Any general cafeteria employee hired after June 1, 2007, shall not be eligible for compensatory leave days unless he/she works the thirty (30) hour weekly minimum. Compensatory Leave Days, up to sixty (60) days, not used during the employment year, shall be added to their total on July 1 st to be used for that fiscal school year. If the compensatory leave days are used within the first six months of the school year, and the employee leaves employment from FCCSC, the additional days used will be deducted from the employee s paycheck. The Assistant Superintendent will make the final decision for extenuating circumstances. Footnote: Present service employees (those hired before January 1, 1998) are grandfathered at their present leave status. Each employee in this classification shall be entitled to one (1) day of leave for each month of service. These days are accumulated in the same manner as the above mentioned days. B. Bereavement Leave - Each employee in this classification working thirty (30) or more hours a week shall be entitled to be absent from work, without loss of pay, for a period of not more than five (5) calendar days beyond the death of a member of the immediate family. The five working days shall occur within a one calendar week period of time. Bereavement leave days are not accumulative. The term "immediate family" in this instance shall mean husband, wife, children, grandchildren, mother, father, sister, brother, grandparents, mother-in-law, or father-in-law.
16 Time shall be allowed to attend the funeral service of a close friend or neighbor. This time shall not exceed one (1) day per year (documented). This may be liberalized upon approval of the Superintendent of Schools. C. Paid Holidays - There will be eight (8) paid holidays for eligible classified employees working two hundred forty (240) or more days per year. Paid holidays include New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Friday following Thanksgiving, Christmas Eve, and Christmas. There will be seven (7) paid holidays for eligible classified employees working less than two hundred forty (240) days per year. Paid holidays include New Year's Day, Memorial Day, Labor Day, Thanksgiving, Friday following Thanksgiving, Christmas Eve, and Christmas. Areas eligible for paid holidays are: Administration Building Employees, Building Secretaries, Custodians, Director of Food Services, Bus Mechanic and Maintenance personnel. D. Vacation Allowance After one (1) year of employment, a twelve (12) month employee shall be entitled to five (5) days of vacation with pay. With five (5) years of service, the employee shall be entitled to ten (10) days paid vacation. After seven (7) years of service, the employee shall be entitled to fifteen (15) days paid vacation. Classified positions with less than twelve (12) month work schedules will not receive vacation pay. Any unused vacation days, shall be carried over to accumulated compensatory leave days. Note: Accumulated compensatory leave days shall not exceed sixty (60) days. E. Inclement Weather - All employees are expected to report to their respective building as usual; however, if the roads are impassable and the employee is going to report late and/or is not coming to work, the time will be made up and/or a vacation day for the day missed. All employees shall call their respective direct supervisor in regard to the above. All administration building personnel, maintenance personnel and custodial staff employees are to report to work unless otherwise notified by the Superintendent of Schools or their respective Building Principal. F. Family Leave and Medical Leave - The Franklin County Community School Corporation shall grant unpaid leave to an eligible employee for one or more of the following reasons: 1. For the care of the employee's child (birth, or placement for adoption or foster care);
17 2. For the care of the employee's spouse, son or daughter, or parent, who has a serious health condition; or, 3. For a serious health condition that makes the employee unable to perform his/her job. 4. For any qualifying exigency arising out of the fact that the employee s spouse, child, or parent has been deployed to a foreign country. The employee shall provide advance leave notice and medical certification. Intermittent or reduced leave schedules are subject to approval by the Superintendent of Schools or his/her designee unless medically necessary. Upon return from FMLA leave, most employees shall be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms. The Franklin County Community School Corporation Board of School Trustees may deny restoration to certain highly compensated employees, but only if necessary to avoid substantial and grievous economic injury to the employer's operation. The use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave. The use of unpaid FMLA leave cannot affect the exempt status of bona fide executive, administrative and professional employees under the Fair Labor Standards Act. For the duration of FMLA leave, the Franklin County Community School Corporation shall maintain the employee's medical insurance coverage under any "group health plan" under the conditions coverage would have been provided if the employee had continued working. In some cases, the Franklin County Community School Corporation may recover premium paid for maintaining an employee's health coverage if the employee fails to return from FMLA leave Retirement A. Public Employee's Retirement Fund (PERF): The Indiana Public Employee's Retirement Fund (PERF) is a State operated retirement system. The school corporation shall pay the State required portion and each employee shall pay 3% of his/her salary. Present PERF covered positions include: Director of Food Services, cafeteria managers, maintenance personnel, custodians, secretaries, technology personnel and administration building personnel.
18 Employees presently not covered by PERF shall become eligible to participate in a taxdeferred annuity Savings Plan. Franklin County Community School Corporation shall contribute one-half of one percent (0.5%) of a participating employee's salary to the fund. B. Retirement: A full-time employee may be eligible to receive retirement pay benefits if the employee has: (1) completed at least twenty (20) years of actual experience in Franklin County School Corporation and (2) reached the age of sixty (60) prior to retiring. 1. Individuals who have been employed twenty (20) or more years and have reached the age of sixty (60) are eligible for fifty ($50) dollars per day for their accumulated sick/leave days up to sixty (60) days for a maximum of $3, Individuals who have been employed twenty (20) or more years and have reached the age of sixty (60) are eligible to continue membership in the Corporation Group Health Insurance at his/her own expense for a period not to exceed five (5) consecutive years after said year of retirement. Payments are due in the Business Dept. no later than the last day of the month prior to the premium due date. 3. The Superintendent of Schools shall be notified, in writing, one (1) year prior to retirement. 4. In the event that an employee is unable to give timely notice of retirement as required and is forced to retire as a result of ill health, accident or other unforeseen events, including death, then and in such an event, the required notice of retirement may be liberalized by the Superintendent of Schools. The appropriate pay as determined in the Sections above shall be paid to the retiring employee as retirement pay, or in the event of death, to the estate of the employee. 5. Bus drivers who have been employed for twenty (20) or more years are eligible for one hundred ($100) dollars per year of years service up to a maximum of $2,500. Bus drivers are not required to meet with age sixty (60) requirement to receive this retirement benefit. All employees are included under the Federal Social Security Program of OASI at the prevailing rates of matching contributions. Only those eligible for retirement benefits shall be eligible to receive any compensation for sick days remaining on the last day of employment Resignations: A. Bus drivers who plan to resign shall give at least two (2) weeks written notice to the Director of Transportation.
19 B. Custodial employees who plan to resign shall give at least two (2) weeks written notice to the Building Principal and the Assistant Superintendent. This may be waived by the Assistant Superintendent/Superintendent if the circumstances warrant. C. Cafeteria employees who plan to resign shall give at least two (2) weeks written notice to the Building Principals and the Director of Food Services. This may be waived by the Superintendent of Schools if the circumstances warrant. D. Building secretaries, aides, and clerks who plan to resign shall give at least two (2) weeks written notice to the Principal of their respective school and the Superintendent of Schools. This may be waived by the Superintendent of Schools if the circumstances warrant. E. Maintenance employees who plan to resign shall give at least two (2) weeks written notice to the Director of Maintenance. This may be waived by the Superintendent of Schools if the circumstances warrant. APPENDIX E Franklin County Community School Corporation Wellness Exam Verification Form Directions: This form shall be completed by a licensed physician verifying that a wellness exam was completed between the dates of January 1, 2014 and December 31, Completed forms must be received at the Administration Building to the attention of Mrs. Sharon Pohlman, Corporation Treasurer, no later than the end of business on December 31, Name of Patient Date of Birth of Patient Relationship to Policy Holder: Self Spouse Dependent Date of Wellness Exam Physician s Signature
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