BOARD OF SCHOOL COMMISSIONERS INDIANAPOLIS PUBLIC SCHOOLS Indianapolis, Indiana

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1 BOARD OF SCHOOL COMMISSIONERS INDIANAPOLIS PUBLIC SCHOOLS Indianapolis, Indiana Salary Resolution Number 5232 A Salary Resolution for certain Classified Personnel, excluding a group of employees covered by the Agreement with Local 661, Council 62, AFSCME, AFL-CIO. Updated 10/25/2011 by Board Action authorizing the redesign of Health Insurance Offerings Updated 11/23/2010 Board Action authorizing Balanced Calendar

2 INDIANAPOLIS PUBLIC SCHOOLS This resolution governs certain Classified Employees found in the following job families. Administrative Support Business Operations Education Foodservices Health Information Technology Maintenance Operations Multimedia Museum Arts Print / Production Safety / Security Transportation I. WORKING HOURS The normal work schedule shall consist of up to, but no more than forty (40) hours within any seven (7) consecutive days. Certain work schedules will contain some work on each of the seven (7) days. The normal working day shall contain eight (8) hours; however, this may be varied because of need, so long as the total of forty (40) hours in any one (1) week is not exceeded for the purposes of figuring straighttime pay for non-exempt employees. Time and one-half (1.5) will be paid to non-exempt employees for all hours worked in excess of forty (40) hours per week. Notwithstanding the above provision for time and one-half (1.5), compensatory time-off at a rate of time and one-half (1.5) times the hours worked in excess of forty (40) in a given work week, may be given to non-exempt employees in lieu of overtime pay. Such compensatory time-off may be used by the employee subject to the pre-approval of his/her supervisor. For additional information concerning overtime and compensatory time, refer to IPS BoardDocs Policy No A. Lunch Periods Employees who work at least five (5) consecutive hours daily will receive an unpaid lunch period of no less than thirty (30) minutes. The principal or supervisor will determine the time in each employee s work schedule when such a period may be taken. B. Rest Periods Rest periods are paid time; therefore, employees are expected to remain on the worksite unless authorized by their supervisor. Rest periods are subject to approval by the supervisor. Rest periods may not be combined or taken immediately before or after lunch; also, they may not be substituted for time at the beginning or end of the workday. Breaks are encouraged, but not mandatory, if circumstances like an emergency, deadline, or student need requires continued work. Employees who do not take their break period are not eligible for compensatory time. Employees who work four (4) or five (5) consecutive hours daily, excluding a lunch break, if any, are eligible for one fifteen (15) minute break; employees who work six (6) or seven (7) consecutive hours are eligible for two ten (10) minute breaks; (one in the morning and one in the afternoon); employees who work eight (8) hours per day are eligible for two fifteen (15) minute breaks (one in the morning and one in the afternoon)

3 II. BENEFITS OF WORKING FOR INDIANAPOLIS PUBLIC SCHOOLS Insurance: Regular status employees who are employed to work 600 or more hours per year are eligible to participate in the following insurance programs. 1. Health Insurance a. Programs The Board shall make available to employees, covered by this Resolution, and their dependents hospitalization, surgical, major medical and emergency family insurance. Employees may select coverage from these two programs: (1) The HDHP/HSA program (2) The HMO program The health insurance carrier shall be permitted to make contacts through the schools with employees in order to inform them of their programs. Such contacts shall be limited to periods before and after the employee s work day and through the distribution of materials. b. Types of Coverage Coverage shall be available on the basis of four (4) options: 1. Employee Only 2. Employee and Child or Children 3. Employee and Spouse 4. Employee and Family (Spouse and Children) c. Premium Payment Beginning January 1, 2012, for each employee electing coverage from himself/herself or including his/her dependents, the Board shall make the following annual maximum contribution for such coverage, and the employee shall pay any additional premiums: Employee Only $ 6, Employee / Child(ren) $ 8, Employee / Spouse $ 11, Family $ 12, d. Special Rate Employees whose spouses also are IPS employees are eligible for the same insurance options and the same Board contribution as other employees; provided, however, that an employee cannot be both an employee and a dependent at the same time. 2. Non-Management Group Term Life Insurance: A thirty thousand dollar ($30,000) Group Term Life Insurance plan shall be available for each employee. The Board shall pay the annual premium, with the exception of one cent ($.01) per pay, which shall be paid by the employee

4 3. Dental Insurance Each employee and his/her dependents may be covered by a dental program. The Board shall pay the annual premium with the exception of one cent ($.01) per pay which shall be paid by the employee. 4. Non-Management Long-Term Disability Insurance: Each eligible non-management employee may participate in a long term disability program. Non-Management Plan: Total cost: Cost to employee: Maximum Board contribution: $.46/$ of employee base salary $.13/$ of employee base salary $.33/$ of employee base salary 5. Insurance for Management Personnel: a. A Group Term Life Insurance Plan is available at a cost of one cent ($.01) per pay. The insurance amounts for management personnel are as listed below. Benefit Amount Class I Tables R-1 and R-2 $50,000 Class II Tables R-3, R-4, and R-5 $65,000 Class III Tables R-6, R-7, R-8, and R-9 $75,000 Class IV Table A $85,000 b. Long-Term Disability Insurance: Long-Term Disability Insurance is provided to management personnel, listed above, at a cost to the employee of one dollar ($1.00) per year. c. Vision Insurance: Each employee may be covered by a vision program. The Board shall pay the annual premium with the exception of one cent ($.01) per pay which shall be paid by the employee. d. Employee Assistance Program (EAP) An employee assistance program (EAP) is available to assist employees and their family members with counseling services for a variety of problems including chemical dependency, family/domestic issues, legal or financial difficulty, job related situation and stress. The Board shall pay the full cost of the EAP. e. Section 125 Flexible Benefit Plans A Section 125 Flexible Benefits Plan, which allows an eligible employee to pay medical insurance premiums on a before-tax basis and/or to pay certain unreimbursed medical and/or qualified dependent care expenses, is available. Consistent with applicable law, the Section 125 plan will automatically enroll employees to pay their portion of health insurance premiums on a pre-tax basis, unless they submit the appropriate waiver form during their benefit eligibility period or prior to the end of the calendar year

5 f. Tax Deferred Annuity 403(b) Programs Tax Deferred Annuity 403(b) Programs are available for eligible employees. The list of eligible vendors is available in the Employee Benefits Department. Matching 403(b) Plan: IPS has established a 403(b) plan effective July 1, 2000, that requires IPS to match an employee s contribution within a specified cap. g. PERF Retirement Contribution: The Board will pick-up on behalf of each eligible employee, the employee's three percent (3%) contribution to the Public Employees' Retirement Fund. 6. Support Team Members are eligible for the following insurances and program: medical, dental, vision, life, long-term disability, and the 403(b). 7. Eligibility for continuing medical, dental, and/or vision insurances shall be available to those employees who retire prior to Medicare eligibility, providing the applicant has had coverage in the insurance for five (5) consecutive years and immediately prior to retirement. The retiree shall be required to pay the full premium cost of coverage. Eligibility to participate in such insurance programs shall end when the retiree becomes eligible to obtain coverage under Medicare. Coverage for eligible dependents will be as provided by law. 8. Retirement Benefits: a. Employees who have decided to retire shall send a letter of intent to the Human Resources Division with a copy to the immediate supervisor advising the date of intended retirement. A request to change the date or rescind the intent to retire is subject to IPS approval. b. The service credit benefit for non-management employees was eliminated as part of the IPS Buyout Program. Employees will be paid $35.00 per day for each day of accumulated sick and personal leave time remaining in their accounts upon retirement. This amount shall be given in a lump sum. Employees shall be paid for any vacation hours earned, but not taken by the time of retirement and a pro-ration of the next year's benefit based upon months worked since July 1, if applicable. Such vacation pay will be calculated at the pay rate in effect on June 30th or at the time of retirement. c. The service credit benefit for Management Personnel was eliminated as part of the IPS Buyout Program. Employees will be paid $42.00 per day for each day of accumulated sick and personal leave hours remaining in their accounts. This amount shall be given in a lump sum. 9. Each employee shall have the option to make contributions to the 403(b) Retirement Savings Plan by payroll deduction up the maximum allowable by federal law, and IPS shall match the employee s contribution dollar-for-dollar not to exceed 0.5% of the employee s base pay or $105, whichever is less. For Management Personnel, IPS shall contribute 0.5% of the employee s base salary or $175, whichever is less. Employees shall have the option of rolling into the Plan assets from other Tax Shelter Annuities, as permitted by federal law

6 10. If an employee first begins work in IPS prior to the beginning of the school year, that employee s Plan accounts shall be fully vested immediately. If an employee first begins work in IPS on or after the first day of the school year, that employee s Plan accounts attributable to employer contributions shall become fully vested after five (5) years of service in the District. If an employee terminates employment with IPS for any reason before his or her accounts have become fully vested, those accounts will be forfeited. If such an employee later returns to IPS employment, the returning employee will start with no account balance and must accumulate five (5) additional years of service after returning to become fully vested in new account accruals attributable to employer contributions. An employee s absence under an authorized leave, paid or unpaid, will not be a termination of employment. Each employee s Plan accounts attributable to employee contributions and rollover contributions shall be fully vested at all times. For each pay period, IPS shall deposit the employee s contribution and the employer s contribution for each employee into individual accounts for the employee, as established by the selected vendor. In the event an employee s employment is terminated, the employee may choose to receive a distribution of the vested balance of his/her Plan accounts at any time and in any form permitted by the selected investment provider and federal tax law, or to transfer that vested balance under applicable federal law. In the event of death, the employee s vested account balance shall be distributed to the employee s designated beneficiary, or estate, if not beneficiary exists. 11. Payment for accumulated sick and personal leave time as outlined above is based upon an eight (8) hour day. Retirees who have worked on a schedule of less than eight (8) hours will be paid on a prorated benefit adjusted according to the number of hours worked. Notwithstanding the above provision, all employees hired prior to January 1, 1978, shall be exempt from this provision and shall have their service credit benefit calculated on a nonprorated basis. 12. Upon the death of an employee eligible to be paid for accumulated sick and personal leave time payment will be made through the normal payroll process involving the death of an employee. 13. In order to receive payment for accumulated sick and personal leave time, an employee must retire from the retirement fund immediately upon separation or provide proof of social security approval. III. TIME OFF WORK A. Holidays Holiday pay will be paid at the employee's regular straight time rate. The number of hours paid will be the employee's regular schedule of hours for that day. If an employee is absent due to illness or unexcused the working day before or the next working day after a holiday, the holiday will be charged against the employees sick day allowance or unexcused if applicable. In cases where an extended illness results in an absence of three (3) or more days, or a hospital stay is involved in the sick day absence(s), and the employee is in an active pay status, the employee will be eligible for holiday pay

7 To be eligible for holiday or floating holiday pay, an employee must work his/her regularly scheduled shift or be on a pre-approved personal day, floating holiday, or vacation day immediately prior to and following the holiday. A non-exempt employee who is required to work on a holiday will be paid at a rate of time and one-half (1.5) Month Employees a. Twelve (12)-month employees shall receive pay for each of the following holidays: Martin Luther King, Jr. Day, Presidents' Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas Day and New Year's Day. b. In addition, one day shall be scheduled by the Human Resources Division during the Christmas/New Year s season (this day may differ each year due to the calendar). c. Twelve (12) month employees will receive one (1) floating holiday each January 1. New employees hired prior to September 1 shall receive one (1) floating holiday, following the completion of two full months of employment, which may be taken during the calendar year at the request of the employee. The floating holiday must be taken as a full day. Approval will be granted by the appropriate supervisor as department needs dictate. Requests should be made in writing at least 48 hours in advance of the absence. Emergency requests may be approved by the appropriate Division Head or Principal upon shorter notice. Floating holidays are not accrued and must be taken within the calendar year awarded month Employees a. Employees who are on a ten (10) month work schedule shall receive pay for each of the following holidays if they fall within their work schedule: Labor Day, Thanksgiving Day, the day after Thanksgiving, Martin Luther King, Jr. Day Presidents' Day and Memorial Day. b. Support Team Members are employed to work in special programs the length of the full school year. Members of these specific teams are eligible to receive the following paid holidays, if they fall within their work schedule: Labor Day, Thanksgiving Day, the day after Thanksgiving, Martin Luther King, Jr. Day, Presidents' Day and Memorial Day. B. Personal Leave Time 12-Month Employees On the first of the month following two (2) full calendar months of employment the employee will be eligible for personal leave hours equivalent to three (3) of their regularly scheduled work days. At the beginning of each fiscal year thereafter, the employee will be eligible for personal leave hours equivalent to three (3) of their regularly scheduled work days. Any personal leave hours not used during the year shall be added to the employee's sick leave balance at the end of each fiscal year. All personal leave hours must be requested in writing at least 48 hours in advance to the immediate supervisor. Emergency requests may be approved by the appropriate division head or principal upon shorter notice

8 10-Month Employees On the first of the month following two (2) full calendar months of employment, the employee will be eligible for personal leave hours equivalent to two (2) of their regularly scheduled work days. At the beginning of each fiscal year thereafter, the employee will be eligible for personal leave hours equivalent to two (2) of their regularly scheduled work days. Any personal leave hours not used during the year shall be added to the employee s sick leave balance at the end of each fiscal year. All personal leave hours must be requested in writing at least 48 hours in advance to the immediate supervisor. Emergency requests may be approved by the appropriate division head or principal upon shorter notice. C. Sick Leave Time 1. After a new employee has been employed by IPS for two (2) full calendar months s/he shall be eligible to receive sick hours equivalent to their regularly scheduled work day at the beginning of each subsequent calendar month. Sick leave may not be used unless earned. Unused sick leave shall accumulate without limit. Employee sick leave may be used for preventive medical care, personal illness, family illness (up to 7 days)*, or disability of the employee which is certified by a physician and prevents the employee from working. The Board has the prerogative to order a complete medical or psychological examination by a Board approved physician if there is reason to question the use of sick leave. 2. Employees who have been rehired will be eligible to have previously earned, but unused at the time of the previous separation, sick leave from IPS reinstated to their accounts following the completion of their probationary period. Only days or hours which can be documented on IPS payroll records will be reinstated. * In any given fiscal year, up to seven (7) of an employee's accumulated sick leave days/hours may be used due to the illness of the employee's child, parent, spouse, or any other relative living in the same household with the employee Month Employees The same applies as noted in the paragraph above, except that 10-month employees accrue sick hours equivalent to their regularly scheduled work day, September through May of each fiscal year. D. Vacation Leave Time 1. The following regulations govern earned vacation hours for employees under this resolution, with the exception of temporary employees, and ten (10) month employees who are not eligible for vacation benefits due to the length of their work year. 2. Vacations are intended to provide a period of rest and relaxation within each work year. They are based upon the fiscal year (July 1 st through June 30 th ). In cases when it is not possible to schedule and take all vacation allotment within the fiscal year, an employee will be permitted to carry over up to 50% of the scheduled annual allotment. At no time will an employee be allowed to accumulate greater than one and a half times the annual allotment

9 3. Employee s shall request and receive prior approval from the Division Head or designee before taking vacation leave hours. 4. An employee, who transfers into a vacation eligible position, shall begin work as if s/he were a new employee. No vacation credit will be given for previous employment. 12 Month Employees 1. Eligible employees, who begin work during the course of the fiscal year, will be allotted vacation hours in their first full fiscal year of employment, based upon full time employment (1.0 FTE), as per the following prorated schedule: Employed between No. of Hours July 2 August 9 80 August 10 September September 15 October October 21 November November 26 December January 1 February 5 40 February 6 March March 13 April April 20 May May 25 June The starting, partial, (prorata) year shall not be counted as part of the full fiscal years of service required for increased vacation. No vacation, whether on a prorata or full-time basis, shall be granted before it has been earned. 3. After one (1) full fiscal year, but less than eight (8) full fiscal years of consecutive service, an employee will receive 80 vacation leave hours with pay. 4. After eight (8) full fiscal years, but less than fifteen (15) full fiscal years of consecutive service, an employee will receive 120 vacation leave hours with pay. 5. After fifteen (15) or more full fiscal years, an employee will receive 160 vacation leave hours with pay. 6. Employees who leave the system for any reason during the first year of employment, shall receive vacation pay out as follows: Separation Date No. of Hours July 2 August 9 8 August 10 September September 15 October October 21 November November 26 December January 1 February 5 48 February 6 March March 13 April April 20 May May 25 June

10 Classified Personnel (R1-R4 Salary Table) Employees in this group who begin work during the course of the fiscal year (July 1 st through June 30 th ) will be immediately eligible for vacation leave hours as outlined below. Employee Group 12 Month Less than one Year See prorated schedule above Years 1 to 3 Years 4 to 15 Years Employees in this group who leave the system for any reason shall receive pay out of not more than the following vacation leave hours as follows (minus vacation leave hours already used): Vacation Pay Out (plus carry over) Separation Date: Years Years 1 to 3 4 to 15 Years 16+ July 1 August August 16 November November 16 February February 16 May May 16 June Classified Management Personnel (R5-R9 Salary Table) Employees in this group who begin work during the course of the fiscal year (July 1 st through June 30 th ) will be immediately eligible for vacation leave hours as outlined below. The first year will be prorated as follows: Employed between No. of Hours July 1- July August 1 September October 1 December January 1 March April 1 June 30 0 Employees in this group who leave the system for any reason shall receive pay out of not more than the following vacation leave hours as follows (minus vacation leave hours already used): Separation Date : Vacation Pay Out (plus carry over) July 1 August 15 0 August 16 November November 16 February February 16 May May 16 June Upon Separation 1. An employee who severs his/her relationship with IPS by resignation, and who is later reemployed, shall begin work as if he/she were a new employee. No vacation credit will be given for previous employment. 2. An employee who fails to provide a two (2) weeks notice of separation, forfeits vacation payout. 3. Vacation leave hours cannot be used after the last day worked. Any unused vacation

11 leave time will be paid out upon separation of employment. 4. In the event of death, accrued vacation will be paid to the employee s estate. E. Bereavement Leave 1. In the case of death in the immediate family, employees shall be allowed leave with full pay up to five (5) consecutive working days within 14 calendar days following the date of such death. You are eligible for the bereavement period if the death occurs during an employee s primary work schedule/appointment. The immediate family is defined to include husband, wife, child, grandchild, parents or guardian, grandparents, sister, brother, each similar relationship established by the employee s marriage, any other legal dependent, and any person for whom the employee was a legal dependent. A birth certificate has to have been issued to receive bereavement leave for a stillborn. Proof of death shall be furnished if requested. Failure to provide proof shall result in loss of bereavement pay. 2. Employees on a leave status or non-paid breaks (Winter, Spring, Summer, and Intercessions) are not eligible for bereavement leave pay. 3. Each employee shall be allowed one (1) day with full pay to attend the funeral of an aunt, uncle, niece or nephew and any such relationship established by the employee s marriage, when the funeral falls on a regularly scheduled work day. 4. Should death occur during an employee s vacation, the employee may be allowed to reschedule his/her vacation. 5. For the purposes of this Section, divorce or death dissolves all relationships established as the result of the marriage. 6. There is no bereavement entitlement for the death of a member of the employee s in-law s family who is not also your direct in-law. For example, there is no bereavement leave for the death of your sister-in-law s parents or siblings. F. Unpaid Leaves of Absence 1. Full-time employees, who have been employed for two (2) consecutive years of service, may be granted, upon approval by the Board, an unpaid leave of absence for reasons of medical disability, study, or public office. Such leaves must be requested for periods exceeding 14 calendar days. It should be understood that leaves are not automatically granted, but will be granted only in instances where administration has satisfactorily established that the leave is necessary and appropriate. 2. Any employee returning after a 12-week period will not be eligible, as a matter of right, to return to the same position, but may be reassigned where and when a vacancy occurs. 3. Employees returning from a leave of absence must work a full fiscal year before being eligible for another leave, other than medical disability and/or military. 4. Leaves of absence shall not be granted for purposes of other employment, except as specifically provided in this section, nor shall an employee accept other employment during a leave of absence. 5. Insurance programs may be retained at employee s expense during the leave

12 6. Return from medical must be accompanied by a statement from the employee s physician releasing the employee to return to work. The statement should be submitted to Human Resources in order for a return-to-work card to be issued. This card must be given to the employee s supervisor on the return-to-work date. 7. Medical Disability a. An employee who is under the regular care of a physician and must be absent from work because of such medical disability may apply for a leave of absence under the terms and conditions prescribed by this resolution. Any employee with less than two (2) years may request this leave in case of emergency medical situations. b. Medical documentation must be provided to support any employee s leave request. c. Provisions for leaves of absence are subject to the Family and Medical Leave Act, (FMLA), as applicable. Any leave of absence will run concurrently with and be counted as an FMLA leave to the extent the reason for the leave would qualify for an FMLA leave. If an employee takes a leave under the Family and Medical Leave Act to care for a child, parent, or spouse, then the employee, upon request, can use up to an additional twenty (20) accumulated sick days concurrently with FMLA. d. Medical leaves may be requested for up to one (1) year upon written request by the employee. 8. Child Rearing Child rearing leave may be granted for a period not to exceed one (1) year. 9. Adoptive Adoptive leave may be granted for a period not to exceed 12-weeks. 10. Study A leave of absence without pay of not more than one (1) year's duration may be granted upon request, to the employee, for the purpose of engaging in full-time study (a minimum of 24 semester hours during the regular school year) at an accredited college or university. The request deadline shall be July 1 immediately proceeding the school year during which the leave shall be taken. 11. Public Office Leaves without pay shall be granted to an employee to serve in elected public office. Such leaves shall be granted annually and renewed annually for the length of the term of office. In addition, a reasonable period of time may be granted to an employee for the purpose of campaigning for public office. G. Military Leave A military leave of absence will be granted in accordance with law

13 H. Miscellaneous 1. Jury Duty: An employee who is called for jury duty, shall, during the period of absence on account of such jury duty, be paid the full regular salary less the total amount of per diem allowance earned by such employee for jury duty. Proof of jury service and per diem allowance is required to receive jury duty pay. Employees who waive the jury duty pay shall be subject to this deduction. The amount paid by the court for parking and/or mileage will not be deducted from the employee's salary. 2. School Closing: a. If a school(s) is officially closed for the day by the Superintendent of schools or health authorities, employees on week work schedules will not be required to work. When such an event occurs, an announcement will be made over local radio and television stations. b. For employees not required to be paid by state statute, the following procedures will apply: Exempt employees who work on a week work schedule will be paid for the day(s) when schools are closed. However, if such day(s) must be rescheduled, such day(s) will be added to the employee s work schedule without additional compensation. In the event the employee does not work the rescheduled day(s), the employee s pay will be docked. Non-exempt employees who work on a week work schedule will not be paid for the day(s) when schools are closed. However, if such day(s) must be rescheduled, such day(s) will be added to the employee s work schedule with additional compensation. In the event the employee does not work the rescheduled day(s), the employee will not be paid for the rescheduled day(s). The school closing procedure, noted above, does not apply to employees on a 12- month work schedule. 3. District Closing: In the event the Superintendent or governmental authorities close all IPS district buildings, the following guidelines will apply: 12-Month Employees a. The employee will be required to use one paid leave day (example: floating holiday, personal day, or vacation day) for each day of closing. b. In the event the employee has a zero paid leave balance, the employee s pay will be docked. 4. School Delays Non-exempt employees may opt to use paid leave or be excused without pay for the period of the school delay

14 5. Injury off the Job Any employee absent from work because of an injury, which occurred off the job, is required to obtain a physician's signed statement permitting the employee-patient to return to work on an unrestricted basis. The Board has the prerogative to order a complete medical or psychological examination by a Board approved physician, if there is reason to believe that the employee is unable to perform assigned duties. Some departments may require the completion of a return-to-work medical evaluation form. 6. Absences of Three (3) or More Days Subject to other requirements involving FMLA leave, an employee who is absent three (3) working days or more because of illness or injury shall, prior to his/her return, obtain a physician's signature on an IPS Return-to-Work Medical Evaluation form permitting the employee to return to work. Foodservice employees may be required to complete a returnto-work medical evaluation form when absent for fewer than three (3) working days due to the unique nature of the business. Employees approved by physicians to return to work with restrictions will be referred to the Human Resources Division for a determination as to whether the employee may return to work. 7. Property Reimbursement In case of a business related assault on an employee while conducting school business, the Board shall be responsible for making available reimbursement, upon proof of value, any item of personal property damaged as a result of such personal assault. Legal counsel and assistance will be provided to the employee in prosecuting such cases to final resolution

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