DOUGLAS COUNTY SCHOOL DISTRICT EMPLOYEE HANDBOOK Table of Contents

Transcription

1 DOUGLAS COUNTY SCHOOL DISTRICT EMPLOYEE HANDBOOK Table of Contents EMPLOYEE HANDBOOK ACKNOWLEDGEMENT... 6 DISTRICT INFORMATION... 7 Superintendent Letter... 7 Description of the District... 8 Vision statement... Error! Bookmark not defined. District Maps... Error! Bookmark not defined. DCSD Strategic Plan... 8 Board of Education... 8 Administration... Error! Bookmark not defined. Helpful Contacts... Error! Bookmark not defined School Calendar... Error! Bookmark not defined. EMPLOYMENT... 9 Equal Employment Opportunity... 9 Job Vacancy Announcements... 9 Employment after Retirement... 9 Probationary Contracts Contracts Criminal and Background Checks

2 Certification and Licenses Searches Employees Required to Maintain Commercial Driver s Licenses Health Safety Training Reassignments and Transfers Workload and Work Schedules Reasonable Assurance of Employment Notification to Parents Regarding Qualifications Outside Employment and Tutoring Performance Evaluation Employee Involvement Professional Development COMPENSATION AND BENEFITS Salaries, Wages and Stipends Annualized Compensation Salary Basis Compensation for Teachers Salary Basis - Classified Employees Paychecks Automatic Payroll Deposit W4 Form Payroll Deductions Travel Expense Reimbursement Overtime Compensation Compensatory Time Temporary Assignment for Classified Employees Classroom Coverage Requirements for Classified Employees

3 Unused Sick Leave Payout Eligibility for Employee Benefits Enrollment for Medical, Dental, Vision Coverages Effective Date of Coverage Medical Coverage Dental Coverage Vision Coverage Voluntary Group Term Life Insurance (Employees and Dependents) Workers Compensation Insurance Unemployment Compensation Insurance Teacher retirement... Error! Bookmark not defined. Discounts... Error! Bookmark not defined. Employee Liability Coverage Pre-Paid Group Legal Benefit Employee assistance program Tax-sheltered Annuities Licensed Employees... Error! Bookmark not defined.... LEAVES AND ABSENCES Medical Certification Continuation of Health Insurance Personal Leave Sick Leave Bereavement Leave Military Leave Adoption Leave

4 Leave for Jury Duty and Required Attendance in Legal Proceedings Unpaid Leave of Absence Return To Duty Local Family and Medical Leave Provisions... Error! Bookmark not defined. Temporary Disability Leave... Error! Bookmark not defined. Paid Holidays for Non-Exempt Classified Employees Vacation Leave for Non-exempt (Classified Employees) Non-Work Days for Exempt Employees EMPLOYEE RELATIONS AND COMMUNICATIONS District Communications Employee Self-Service (ESS) Page Employee Recognition and Appreciation COMPLAINTS AND DISPUTE RESOLUTION Overview Core Requirements Dispute Resolution Process Administrative Review EMPLOYEE CONDUCT AND WELFARE Standards of Conduct Dress Code General Responsibilities of All Personnel Reporting of Arrests or Convictions for Criminal Conduct Discrimination, Harassment, and Retaliation Reporting Suspected Discrimination and/or Harassment Alcohol, Tobacco and Drug-free Workplace Reporting Suspected Child Abuse

5 Use of Electronic Media Use of Electronic Media with Students and Parents Use of Technology Resources Disclaimer Fraud and Financial Impropriety... Error! Bookmark not defined. Conflict of Interest Gifts to and Solicitations by Staff Selection of Materials of an Employee-Author Nepotism Disciplinary Action Associations, Political Activities and Charitable Contributions Safety Use of Cell Phones Employees Who Drive DCSD Vehicles Possession of Firearms and Weapons Visitors in the Workplace Copyrighted Materials GENERAL PROCEDURES Emergency Closing Emergencies Purchasing Procedures Employee Self Service (ESS) Personnel Records Building Use... Error! Bookmark not defined. Lost Keys Energy Management Plan

6 TERMINATION OF EMPLOYMENT Resignations Dismissal or Nonrenewal of Employees Probationary Employees Exit Interviews and Procedures Reports to the Colorado Department of Education Reports Concerning Court-ordered Withholding OTHER EMPLOYMENT ISSUES Substitute Teachers Student Teachers Reporting/Communication with Parents... Error! Bookmark not defined. Use of Balloons... Error! Bookmark not defined. Copy Center... Error! Bookmark not defined. Guidance Program... Error! Bookmark not defined. Copies of Required Policies, Statutes and Forms... Error! Bookmark not defined. 6

7 DISTRICT INFORMATION Superintendent Letter Insert here (Cinamon) 7

8 Description of the District DCSD ===BLURB by Randy or Cinamon DCSD Strategic Plan - Board of Education 8

9 EMPLOYMENT Equal Employment Opportunity Douglas County School District (DCSD) is an equal opportunity education institution and does not unlawfully discriminate on the basis of race, color, national origin, sex, or disability in admission or access to, or treatment or employment in, its educational programs or activities. Inquiries concerning Title VI, Title IX, Section 504 and ADA may be referred to DCSD Human Resource Office, 620 Wilcox St., Castle Rock, CO 80104, Telephone (303) ; or to the Office for Civil Rights, U.S. Department of Education, Region VIII, Federal Office Building, 1244 North Speer Blvd., Suite 310, Denver, Colorado 80204, Telephone (303) Job Vacancy Announcements Announcements of job vacancies by position and location are posted on a regular basis on the District s website: Employment after Retirement EMPLOYMENT AFTER RETIREMENT Individuals receiving retirement benefits from the Public Employees Retirement Association (PERA) may be employed in limited circumstances on a full- or part-time basis with affecting their benefits, according to PERA rules. Detailed information about employment after retirement is listed below: "Hard to Fill" positions only PERA - Retirement Eligible by June 30 of the current year. 15 years or more of continuous teaching or admin. service working in the District 110/110 position is contingent upon staffing allocations and supervisor approval. Must submit a Separation Notice no later than March 1st. Retired teachers may continue as employees as substitute teachers as long as they meet the PERA guidelines for 110/110. Please visit the PERA website at for more information on 110/110 employment. 9

10 Probationary Contracts Teachers, librarians, counselors, nurses and other full-time licensed employees new to the District receive a probationary contract during their first three years of continuous employment. Probationary contracts are one-year contracts and may be subject to nonrenewal as provided by law. Contracts Full-time employees in positions requiring a license from the Colorado Department of Education will be employed by regular contracts after they have successfully completed the probationary period. The terms and conditions of employment are detailed in the contract and employment policies. All employees will receive a copy of their contract (which may be electronic). Employment policies can be accessed on-line. Teacher on Special Assignment (TOSA) Teachers on Special Assignment (TOSA) will retain the same rights as classroom teachers. TOSA s have specialized expertise, are resources to the system, and can be utilized in a variety of capacities including, non-evaluative coaching, demonstration teaching, curriculum coordination and dissemination and administrative support. Licensed employees who accept a TOSA position will be bound by the same work day schedule as regular classroom teachers. TOSA positions are special assignments for one year. If the position becomes a continuing position beyond one year it may no longer be a TOSA position. In this case, the person in the position may apply for the position as a non-teacher or return to the classroom. If the position becomes a continuing position, a new job description will be written by the supervisor and approved by Human Resources. Criminal and Background Checks Pursuant to state law, all employees are subject to a criminal history check based on the employee s fingerprints, photo, and/or other identification prior to being hired by the District. In addition, DCSD may make further inquiry into the criminal or employment history at any time during employment. Arrests, indictments, convictions (including guilty pleas or pleas of nolo contendre) of felonies, any felonies, misdemeanors or offenses involving drugs or other controlled substances, violence, dishonesty, fraud, theft, unlawful sexual behavior or any unlawful behavior involving children, whether 10

11 occurring before or during employment may be grounds for immediate suspension or dismissal. Such information may also be reported by DCSD to the Colorado Department of Education as required by law. Certification and Licenses Professional employees whose positions require Colorado Department of Education (CDE) certification or a professional license are responsible for ensuring their credentials do not lapse. Employees must submit documentation that they have obtained the required license and/or renewed their credentials to Human Resources in a timely manner. Certification expiration dates are posted monthly on payroll check stubs. A certified employee s contract may be voided without due process and employment terminated if the individual does not hold a valid license. A contract may also be voided if CDE suspends or revokes certification because of an individual s failure to comply with criminal history background checks. Searches Non-investigatory searches in the workplace, including accessing an employee s desk, file cabinets, or work area to obtain information needed for usual business purposes may occur when an employee is unavailable. Therefore, employees are hereby notified that they have no legitimate expectation of privacy in those places. In addition, the District reserves the right to conduct searches when there is reasonable cause to believe a search will uncover evidence of work-related misconduct. Such an investigatory search may include drug and alcohol testing if the suspected violation relates to drug or alcohol use. The District may search the employee, the employee s personal items, work areas, including District-owned computers, lockers, and private vehicles parked on District premises or work sites or used in District business. Employees Required to Maintain Commercial Driver s Licenses Any employee whose duties require a commercial driver s license (CDL) is subject to drug and alcohol testing. This includes all drivers who operate a motor vehicle designed to transport 16 or more people, counting the driver; drivers of large vehicles; or drivers of vehicles used in the transportation of hazardous materials. Teachers, coaches, or other employees who primarily perform duties other than driving are subject to testing requirements when their duties include driving a commercial motor vehicle. Drug testing will be conducted before an individual assumes driving responsibilities. Alcohol and drug tests will be conducted if reasonable suspicion exists, at random, 11

12 when an employee returns to duty after engaging in prohibited conduct, and as a followup measure. Testing may be conducted following accidents. Return-to-duty and followup testing will be conducted if an employee who has violated the prohibited alcohol conduct standards or tested positive for alcohol or drugs is allowed to return to duty. All employees who are required to hold a CDL or are otherwise subject to alcohol and drug testing will receive a copy of the District s policy, the testing requirements, and detailed information on alcohol and drug abuse and the availability of assistance programs. Employees with questions or concerns relating to alcohol and drug policies and related educational material should contact the Director of Transportation or Human Resources. Health Safety Training Certain employees who are involved in physical activities for students must maintain and submit to the District proof of current certification or training in first aid, cardiopulmonary resuscitation (CPR), the use of an automated external defibrillator (AED) and extracurricular athletic activity safety. Certification or documentation of training must be issued by the American Red Cross, the American Heart Association, University Interscholastic League, or another organization that provides equivalent training and certification. Employees subject to this requirement must submit their certification or documentation to Health Services by the first day of starting the assignment which carries this requirement. Reassignments and Transfers All personnel are subject to assignment and reassignment by the superintendent or designee when the superintendent or designee determines that the assignment or reassignment is in the best interest of the District. Reassignment is a transfer to another position, department, or facility that does not necessitate a change in the employment contract. School-based reassignments must be approved by the principal at the receiving school except when reassignments are due to enrollment shifts or program changes. Extracurricular or supplemental duty assignments may be reassigned at any time unless an extracurricular or supplemental duty assignment is part of a dualassignment contract. Employees who object to a reassignment may follow the District process for employee complaints as outlined in this handbook and District policy. An employee with the required qualifications for a position may request a transfer to another school or department. Workload and Work Schedules 12

13 Professional Employees Professional employees and academic administrators are exempt from overtime pay and are employed on a 10-, 11-, or 12-month basis, according to the work schedules set by the District. A school calendar is adopted each year designating the work schedule for teachers and all school holidays. Notice of work schedules including start and end dates and scheduled holidays will be distributed each school year. Classroom teachers will have planning periods for instructional preparation, including conferences. The schedule of planning periods is set at the campus level but must provide at least 450 minutes within each two-week period in blocks not less than 45 minutes. Teachers and librarians are entitled to a duty-free lunch period of at least 30 minutes. The District may require teachers to supervise students during lunch one day a week when no other personnel is available. Reasonable Assurance of Employment The District shall issue letters of reasonable assurance, as appropriate, to non-exempt employees in positions requiring less than 12 months of service whose services are anticipated to be needed at the beginning of the following school year. Notification to Parents Regarding Qualifications In schools receiving Title I funds, the District is required by the No Child Left Behind Act (NCLB) to notify parents at the beginning of each school year that they may request information regarding the professional qualifications of their child s teacher. NCLB also requires that parents be notified if their child has been assigned to or taught for four or more consecutive weeks by a teacher who is not Highly Qualified under NCLB. Employees who have questions about their certification status may contact the Human Resources office. Outside Employment and Tutoring Employees are required to disclose in writing to their immediate supervisor any outside employment that may create a potential conflict of interest with their assigned duties and responsibilities or the best interest of the District. Supervisors will consider outside employment on a case-by-case basis and determine whether it should be prohibited because of a conflict of interest. District employees may not: 13

14 Engage in activities that create a conflict of interest with the performance of his or her District duties and responsibilities, nor use their position with the District for private or individual gain. Engage in activities that rely upon the use of District buildings, equipment, supplies, in-school services of other District personnel, in-school contact with District students, or on-the-job time of the employee, through such activities as: Tutoring of and/or giving private lessons for pay to students assigned to the employee s class. (No District employee shall accept pay for tutoring any students during school time.) Performance Evaluation Evaluation of an employee s job performance is a continuous process that focuses on improvement. Performance evaluation is based on an employee s assigned job duties and other job-related criteria. All employees will participate in the evaluation process with their assigned supervisor at least annually. Employees will participate in a performance conference with their supervisor and have the opportunity to respond to the evaluation. Employee Involvement DCSD values the input of employees. At both the campus and District levels, DCSD occasionally offers opportunities for input in matters that affect employees and influence the instructional effectiveness of the District. As part of the District s planning and decision-making process, employees are encouraged to serve on District- or campuslevel advisory committees. Detailed information about these decision-making opportunities will be communicated via or through each campus office. Professional Development Professional Development opportunities are available to all employees in order to maximize the employee s potential and achieve the District s desired outcomes. Learning opportunities are shared through District course work, e-trainings and sitebased trainings. The course catalog can be found on the Staff Development website page. 14

15 COMPENSATION AND BENEFITS Salaries, Wages and Stipends Employees are paid in accordance with administrative guidelines and an established pay structure. The District s pay plans are reviewed by administration each year. All District positions are categorized as exempt or nonexempt according to federal law. Administrative, Professional, Technical, and Certified employees are generally categorized as exempt and are paid monthly salaries. They are not entitled to overtime compensation. Other employees are generally categorized as nonexempt and are paid an hourly wage and receive compensatory time or overtime pay for each hour worked beyond 40 in a workweek. All employees will receive written notice of their pay and annual work schedules at the start of each school year. Contracted employees who perform extracurricular or supplemental duties may be paid a stipend in addition to their salary according to the District s extra-duty pay schedule (Schedule A). Employees should contact Human Resources for more information about the District s pay schedules or their own pay. Annualized Compensation The District pays salaried employees over 12 months regardless of the number of months employed during the school year. Salaried employees will receive equal monthly payments on the 20th day of the month unless otherwise specified on the payroll calendar. Salary Basis Compensation for Teachers Accrual Salary: Pay is calculated based on the annual salary (assigned by Human Resources) divided by 12 months. Paid August to July. You are paid 1/12 of your salary each month beginning in August through July. For example: Yearly Gross Salary = $30,000 $30,000/12 = $

16 You will be paid the gross amount of $2,500 less all deductions on August 20 th through July 20 th. Salary Basis - Classified Employees The Human Resources Office will send new employees a letter explaining their salary basis/hours/rate/days. Employees may refer to the letter for their correct salary basis. The four types of salary basis are: Regular/Hourly Wages, Accrual Wages, Classified Salary and Substitute Hourly. Regular/Hourly Wages: These are wages for Classified Employees and they are paid for all hours worked in a period on the following month s payroll. An example is an employee who works 20 hours in the month of November multiplied by the rate of pay equals the Regular Wages salary basis. This employee would receive pay in the month of December for hours worked in November. Employees in this category are paid in September if they begin working in August and will be paid through the end of the school year. Accrual Wages: Accrual wages are paid to Classified Employees who follow a track, work five (5) days a week and at least four (4) hours per day. The pay is calculated based on the hours worked, hourly wage times the number of days worked divided by twelve months or the months that are left in that school year. These employees are paid from August to July. You will be required to use the ATM (Automated Time Management System) to record your time. Would be great if we can get Accrual wages sample timesheet inserted. Classified Salary: These employees are classified staff and are paid current. This means you are paid for a pay period in the same month, (i.e. November pay period is paid on the November payroll). Any adjustments for actual hours worked will be made on the following month s payroll. An employee s current pay is 1/12 of your annual hours each month. Classified Salary Example: If an employee works 8 hours a day for 261 days a year, pay will be calculated as 8 hours X 261 days = 2088 annual hours, 2088/12 months 174 hours. 174 hours would be paid to the employee in each month. Employees are paid July to June and are required to use the ATM (Automated Time Management System). 16

17 Automated Time Management System: All classified employees will be required to use the ATM (Automated Time Management System) except for substitutes. Substitutes will be required to complete a timesheet. On the first full pay cycle that an employee s assignment is processed, the employee will receive a pre-printed timesheet for the following month. (Substitutes and students will not receive pre-printed timesheets.) Substitute Hourly: Substitutes are paid for the hours you work in a pay period on the next month s payroll. Classified staff must complete a timesheet. If you sub for multiple schools, you must fill out a timesheet for each school. Turn the timesheet into the secretary at the site at the end of the month. o It is very important to write the type of job(s) you worked in the description column of your timesheet. This insures that you will be paid the correct hourly rate. o If you sub at multiple schools, you must fill out a timesheet for each school. Paychecks All District employees are paid monthly on the 20th of the month unless otherwise specified on the payroll calendar. An employee s payroll statement contains detailed information including deductions, withholding information, leave balances, and license expiration dates. Payroll statements are available electronically via ATS Print Freedom, at Employees can also view their check stub and W- 2 forms online at The access ID is DCSDK12, user name is first initial, middle initial and last name. The password is the last four digits of your social security number. If an employee has a common name (such as Smith), please contact your payroll representative for confirmation of the user name since a number 1 or 2 has been entered behind your last name. Automatic Payroll Deposit All District employees are paid via direct deposit to a bank, credit union or financial institution of their choice. It is the employee s responsibility to complete a new Direct Deposit form and submit it to the Payroll office when a change is made to banking accounts, i.e., closed accounts, changed banks, etc. 17

18 Direct Deposit forms are due to Payroll by the 1st working day of the month. A voided check must be provided for a checking account and a savings deposit slip for a savings account. A pre-note process is done every time new account info is set up. A pre-note is an electronic verification of account numbers and is done for your protection. You will receive an actual check for the first payroll run, and direct deposits after that. W4 Form Employees can change their income tax withholding using a W4 form. Log into the Employee Self Service on the District web page and print one form. Complete, sign and submit to the Payroll Department. Payroll Deductions SECTION SUBJECT TO NEGOTIATIONS The District is required to make the following automatic payroll deductions: PERA State Retirement contributions Federal income tax Medicare tax (applicable only to employees hired after March 31, 1986). Other payroll deductions employees may elect include deductions for the employee s share of premiums for health, dental, voluntary group term life, vision insurance and 403(b) contributions. Employees also may request payroll deduction for payment of membership dues to professional organizations, and the DCSD Education Foundation. Travel Expense Reimbursement Mileage Before any travel expenses are incurred by an employee, the employee s supervisor must give approval. For approved travel, employees will be reimbursed for mileage and other travel expenditures according to the current rate schedule established by the District and the Internal Revenue Service. Employees must submit receipts to be reimbursed for expenses other than mileage, in accordance with established reimbursement policy distributed through DCSD Business Services. See the Mileage Reimbursement Guidelines: 18

19 s pdf Meal Reimbursement Individual reimbursement as actual cost or per diem not to exceed the current IRS rate. Per diem is only available when required to stay overnight and will begin with the day of departure and end on the day of return. If appropriate, per diem may be reduced due to inclusion of meals in the registration cost or other circumstances. The taxes and tips paid as part of the meal cost are to be included in the per diem meal policy. Employees are responsible for maintaining receipts and submitting requests for reimbursement within 60 days of travel. Requests for meals reimbursement must be submitted to the Business Services Department no later than July 31st of the school year in which the expense was incurred. Lodging Reimbursement Actual cost of reasonable accommodations. Receipts for lodging are to be retained and submitted by the employee. Requests for lodging reimbursement must be submitted to the Business Services Department no later than July 31st of the school year in which the expense was incurred. Overtime Compensation The District compensates overtime for non-exempt employees in accordance with federal wage and hour laws. All employees are classified as either exempt or nonexempt for purposes of overtime compensation. Professional and administrative employees are ineligible for overtime compensation. Only non-exempt employees (classified employees) are entitled to overtime compensation. Non-exempt employees are not authorized to work beyond their normal work schedule without advance approval from their supervisor. Overtime is legally defined as all hours worked in excess of 40 hours in a work week and is not measured by the day or by the employee s regular work schedule. For the purpose of calculating overtime, a workweek begins at 12:01 a.m. Sunday and ends at midnight Saturday. An employee who works two or more jobs during the work week and is paid different rates for each job will have his/her overtime rate determined by blending the regular rates of the two or more jobs. Hours worked in addition to the employee s regularly scheduled hours will be paid at his/her regular rate of pay, or in compensatory time on an hour-for-hour 19

20 basis unless the total hours worked during the work week exceed forty (40) hours. Reporting of time will be maintained on all non-exempt employees for the purpose of wage and salary administration. Compensatory Time Employees may be compensated for overtime at time-and-a-half rate with compensatory time off or direct pay. The following applies to all non-exempt employees: An employee must make a request of his/her supervisor to take such time off. Such requests will be granted if the use of the compensatory time does not unduly disrupt the operations of the employee s school or department. Compensatory time earned by non-exempt employees may not accumulate beyond a maximum of 120 hours or have an unused balance beyond December 31 of each year. Comp. time exceeding 120 hours or an unused balance on December 31 will be paid to the employee at the employee s then-current rate of pay. An employee may be required to use compensatory time before using available paid leave (e.g., sick, personal, vacation). Upon resignation, the employee is paid for all compensatory time accumulated. Temporary Assignment for Classified Employees A classified employee who is assigned to, and performs the responsibilities of another classified employee for a continuous period of ten (10) work days or more will be paid for the hours worked in that assignment on the same basis as if he/she had been permanently assigned to that position, or the employee s regular rate of pay, whichever is higher. At the conclusion of the temporary assignment, the employee s pay will revert to the pay rate appropriate to his/her former position and he/she will be treated as having continuously worked in that assignment for the purpose of any pay or benefit determinations. Classroom Coverage Requirements for Classified Employees 20

21 Requirements: Classified employees who provide continuous classroom coverage as a substitute teacher for one or more hours must hold a current substitute authorization through the Colorado Department of Education, which must be on file with the District substitute office. The authorizations that are necessary differ based on the employee s educational attainment. The District substitute office can assist with determining the specific requirements. Compensation: Eligible employees will be compensated at $15.00 per hour or his/her current rate of pay, which is higher. The starting and ending time of substitute service is rounded to the nearest quarter (¼) hour. o The classroom coverage pay is provided in lieu of the employee s regular pay during the hours when the employee is providing classroom coverage services. The employee must also comply with other District timekeeping and recording requirements that may be in place from time to time. o This requirement and payment option does not apply to Special Education Assistants who provide classroom coverage for a teacher who is attending a student s staffing meeting at the school. Unused Sick Leave Payout Classified employees will be paid $7.00/hour for all of his/her accumulated sick leave up to 1,040 hours upon separation from service with the District, provided he/she has at least ten (10) years continuous service with the District. The employee will receive a lump sum payment. Licensed employees will be paid $48.00 for each day of their accumulated sick leave up to 130 days upon resignation or retirement from service with the District, provided they have at least ten (10) years continuous service with the District. Employees who qualify for the sick leave severance benefit will receive a lump sum payment on or before August 31stof the year they retire and/or separate from DCSD. Eligibility for Employee Benefits Licensed employees who work a.5 FTE or greater are eligible for employee benefits, including Life & Accidental Death & Dismemberment Insurance, Long Term Disability Insurance, Medical, Dental and Vision Insurance. Substitute teachers and long term substitute teachers are not eligible for benefits. 21

22 Classified employees who work a minimum of 676 hours per year are eligible for employee benefits, including Life & Accidental Death & Dismemberment Insurance, Long Term Disability Insurance, Medical, Dental and Vision Insurance. Classified employees who work 676 hours to 1182 hours per year or are a.5 to.9 FTE are considered a part-time employee and will receive a pro-rated District contribution for their medical coverage and will need to pay the remainder of the cost for your selected coverage. Employees will also need to pay the full cost of any eligible dependents they enroll for coverage. Classified employees who work 1183 hours up to 2088 hours per year or are a 1.0 FTE are considered a full-time employee and will receive the full District contribution for the medical plan. Employees will also need to pay the full cost of any eligible dependents they enroll for coverage. Detailed descriptions of the benefit plan design for all coverages and rates are provided to all employees on the Benefits website located at under Employee Benefits. Enrollment for Medical, Dental, Vision Coverages New employees have 31 days from their first day on the job to enroll for benefits. Employees can enroll on-line using ebenefits and can access ebenefits by going to the District website, and click on E at the bottom of the screen for Employee Benefits. Clicking on Employee Benefits will take you directly to the Employee Benefits website. Employees will use the same user name and password that they use to log onto the District . Eligible employees will automatically be enrolled into the Life, Accidental Death & Dismemberment and Long Term Disability coverage. The District pays the full cost for these coverages. Effective Date of Coverage Coverage for new employees will be effective the first day of the month after the 1st day on the job. Bus Drivers coverage is effective the first day of the month after their training is completed. Employees must enroll using ebenefits within 31 days of their first day on the job. 22

23 Medical Coverage The District offers a variety of medical plans for employees to choose from: Kaiser HMO, Kaiser High Deductible Health Plan with a health savings account, CIGNA/Allegiance PPO plan and a CIGNA/Allegiance High Deductible Health Plan with a health savings account. Health Savings Account (for Kaiser High Deductible Health Plan and CIGNA/Allegiance High Deductible Health Plan) The Health Savings Account is an account that allows pre-tax dollars to be deducted from your paycheck for eligible healthcare expenses. Funds in a Health Savings Account can roll over from year to year and are owned by the employee. Even if an employee retires or separates from the District, the monies in the HSA account belong to the employee. There is an IRS maximum annual contribution allowed including both employer and employee contributions. The District contributes to the employee s Health Savings Account on a monthly basis only if the employee is enrolled in either the Kaiser High Deductible Health Plan or the CIGNA/Allegiance High Deductible Health Plan. This amount is contributed on monthly basis after each pay period, beginning the month of the employee s medical coverage effective date. The employee must be eligible to participate in an HSA account and HSA eligibility is verified each year during open enrollment in the month of May. Dental Coverage The District offers two dental programs - a Basic Preventive Plan and the Premier Delta Dental Plan. The District pays for employee only coverage for the Basic Preventive Plan; if the employee wishes to enroll in the higher option, Premier Delta Dental Plan, the employee must pay the difference between the Basic Preventive Plan and the Premier Delta Dental Plan. Vision Coverage 23

24 The District makes vision coverage available through Vision Service Plan (VSP). The plan is totally voluntary with no District subsidy. Employees must pay the full cost of this coverage. Voluntary Group Term Life Insurance (Employees and Dependents) At their own expense, employees may enroll in the Voluntary Group Term Life Insurance Program. Premiums for this program can be paid through payroll deduction. Employees may purchase additional amounts of life insurance on their spouse, eligible dependent children and themselves. Employees may obtain additional information about this program on the employee benefits website. Workers Compensation Insurance The District, in accordance with state laws, provides workers' compensation benefits to employees who suffer a work-related illness or injury on the job. The District has a selfinsured workers' compensation plan. All work-related accidents or injuries should be reported within four (4) working days in writing to the employee s supervisor and Risk Management pursuant to Section (1) and (1.5), Colorado Revised Statutes. Employees who are unable to work because of a work-related injury will be notified of their rights and responsibilities. The District has the right to select the medical provider that injured employees must use. An employee receiving workers compensation wage benefits for a job-related illness or injury may choose to use available, partial-day increments of sick leave or any other paid leave benefits to make up the difference between wage benefits and pre-injury or illness wages. While an employee is receiving workers compensation wage benefits, the District will charge available leave proportionately so that the employee receives an amount equal to the employee s regular salary. Unemployment Compensation Insurance Employees who have been laid off or terminated through no fault of their own may be eligible for unemployment compensation benefits. Employees are not eligible to collect unemployment benefits during regularly scheduled breaks in the school year or the summer months if they have employment contracts or reasonable assurance of returning to service. PERA Retirement 24

25 The Colorado Public Employees' Retirement Association (Colorado PERA) provides retirement and other benefits to employees of the Douglas County School District. Colorado PERA is a 401(a) defined benefit retirement plan, sometimes called a pension plan. For many employees, Colorado PERA serves as a substitute for Social Security. Colorado PERA provides benefits to you when you retire or are disabled, or to your survivors after your death. Employee Liability Coverage The District shall, at its expense, provide a legal defense and provide at least $1,000,000 liability indemnification coverage for employees who are sued for actions occurring in the course and scope of their duties subject to the coverages, provisions and exclusions provided by the Colorado School Districts Self Insurance Pool. Pre-Paid Group Legal Benefit Coming Soon The District shall, at its expense, pay the premium to provide to each employee and the employee s dependents, a prepaid legal plan offering personal, independent legal advice and services. The specific coverages and exclusions of the plan shall be provided to the employees at the time of open enrollment for other insurances. Employee assistance program DCSD provides a comprehensive Employee Assistance Program to all employees and their eligible dependents at no cost up to six (6) visits per issue to give employees the help needed with life challenges when they need it. The employee assistance program provides the services of a professional and experienced counselor who can help identify the challenge and, if necessary, refer to the appropriate community resource for assistance. This is a confidential program and may be accessed through direct contact with Horizon Health at Tax-sheltered Annuities District employees have the option to enter into a tax-sheltered 403(b) or 457 investment vehicle using payroll deductions with either AXA-Equitable or MetLife. If an employee desires to contribute to a 403(b) or 457 plans, the employee must meet with one of the designated vendors and then complete a salary reduction agreement, indicating the amount of the deduction. This form must be submitted to the Benefits 25

26 Department for processing. The Salary Reduction Agreement must be submitted by the first of the month and contributions will be deducted on the next payroll date. The salary reduction agreement will remain in full force and effect unless terminated by written notification from the employee (i.e. or faxed request). 26

27 LEAVES AND ABSENCES The District offers employees paid and unpaid leaves of absence in times of personal need. This handbook describes the basic types of leave available and restrictions on leaves of absence. Employees who expect to be absent for an extended period of more than seven (7) days should call the Employee Benefits Office for information about applicable leave benefits, payment of insurance premiums, and requirements for communicating with the District. Employees must follow District and department procedures to report or request any leave of absence and complete the appropriate form or certification. Medical Certification An employee shall submit medical certification of the need for leave if: The employee is absent more than three consecutive work days because of personal illness or illness in the immediate family (a doctor s note is acceptable if the employee is using only paid leave without concurrent use of FMLA or temporary disability); or The District requires medical certification due to a questionable pattern of absences or when deemed necessary by the supervisor or superintendent; or The employee requests FMLA leave for the employee s serious health condition or that of a spouse, parent, or child; or The employee requests FMLA leave for military caregiver purposes. In each case, medical certification shall be made by a health-care provider as defined by the FMLA. The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by this law. To comply with this law, we ask that employees and health care providers do not provide any genetic information in any medical certification. Genetic information as defined by GINA, includes an individual s or family member s genetic tests, the fact that an individual or an individual s family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services. 27

28 Continuation of Health Insurance Employees on an approved leave of absence other than family and medical leave may continue their insurance benefits at their own expense. Health insurance benefits for employees on paid leave and leave designated under the Family and Medical Leave Act will be paid by the District as they were prior to the leave. Otherwise, the District does not pay any portion of insurance premiums for employees who are on unpaid leave. Personal Leave Employees who are scheduled to work a minimum of 676 hours or are hired for a minimum of a.5 FTE in a school year will be awarded up to two (2) work days per year with full pay to attend to matters of an emergency or special nature not covered under other leave provisions. The amount of hours granted to each employee will be equal to their average scheduled hours worked per day, times the two (2) days allowed per year. Note: An employee may not use paid personal or vacation leave during the last two scheduled work weeks of employment. Unauthorized time off will not be paid during this period. Personal Leave Proration The amount of personal leave granted will be prorated for new employees who start after the first school day. Proration is based on the employee s start date within the school year in accordance with the following table. Request/Approval Notification of personal leave requests must be submitted to the employee s administrator or designee as far in advance of the dates of the leave as reasonably possible prior to commencement of the leave, except in emergencies and in situations beyond the employee s control. Supervisors may reasonably deny a leave request. Computation 28

29 Non-Exempt employees may take personal leave in fifteen (15) minute increments. Licensed staff may take personal leave in half or full day increments. Transfer to Non-Sick/Personal Leave Eligible Position If an employee transfers to a position not eligible for sick and personal leave, the employee will no longer earn personal leave but may use his/her accumulated personal leave in his/her current position. Additional Days Under certain circumstances, employees who use personal for the purpose of a religious observance or who use personal leave when summoned to appear in a legal proceeding may receive up to the equivalent of one (1) additional day of leave upon providing satisfactory proof of such use of the leave. Religious Purposes In order to qualify, the employee must use personal leave for the purpose of observing a religious holiday when the employee s religious faith requires that they not work on such religious holiday. In such an instance, the employee may be requested to provide an affidavit (a statement signed under oath) in order to verify the need to use personal leave for observance of a religious holiday. Once an employee provides a satisfactory affidavit, it need not be resubmitted to cover the same situation in the future, so long as these provisions and the circumstances of the leave remain unchanged. Legal Business Purposes Use of leave for appearance in a legal proceeding in response a summons or subpoena will require the employee to provide a copy of the summons, subpoena or other acceptable verification of the need to appear in the legal proceeding. Unused Leave Unused personal leave may be accrued up to a total of four (4) days. Accrued personal leave may be used all at one time, using the criteria set forth in this Section. Personal leave that is unused at the end of the school year in excess of the above limit will be added to the individual employee s sick leave accrual. 29

30 Years In District Hours Worked for each Hour of Sick Leave Accrued Sick Leave Absence from Work The District recognizes the value of consistent employee attendance at work. Nevertheless, there are circumstances where it is reasonably expected that employees may be unable to work and the District has provided for the continuation of the employee s pay, subject to certain requirements, conditions and stipulations. Employees shall be charged leave as used even if a substitute is not employed. Leave shall not be approved for more workdays than have been accumulated in prior years plus those earned during the current year. Reporting. When an employee must be absent due to illness or disability, each employee is required to notify their administrator or designee according to the procedures established by the building or department where the employee works, and state the reason for the absence and the anticipated length of the absence. o All errors and omissions must be reported to Payroll within 30 days of the check date. Medical Verification. Upon advance notice to an employee, they shall be required to furnish proof of illness, proof of fitness to return to duty, or proof of fitness to continue to perform duty. At any time, the District may require the employee to be examined by a physician designated by the District at District expense. Medical reports should be submitted to the District Human Resources Department or its designee. Eligibility The District will provide sick leave benefits to regular status classified employees who are scheduled to work a minimum of 676 hours in a school year or other employees who work a minimum.5 FTE. This provision does not apply to substitute or temporary employees. The following provisions determine the formulas for earning sick leave, as well as the situations qualifying for use of the accumulated sick leave benefits. Classified Sick Leave Earnings Formula. Employees in a position who are scheduled to work a minimum of 676 hours per year will receive one (1) hour of sick leave for each block of hours worked or paid in accordance with the following table: 30

31 Years in District Hours Worked for each Hour Hours Worked for each Hour of Sick Leave Accrued or more 21.6 Use of Sick Leave Employees may use their accumulated sick leave for their own illness or disability, or the illness or disability of a member of the employee s immediate family. This provision includes disability due to pregnancy, child birth and recovery there from. An employee may also use sick leave for necessary medical treatment or examination when such treatment or examination cannot reasonably be scheduled outside of the employee s work day. This includes treatment or examination of a member of the employee s immediate family. The term immediate family includes the employee s spouse, child or parent, grandparent and grandchildren. Recognizing that in today s family, the employee may be in a close relationship akin to these while not in a biological parent or child relationship, the District may grant the use of sick leave to care for persons in a similarly close relationship. Classified employees may use sick leave in fifteen (15) minute increments, not to exceed the employee s regularly scheduled hours of work for the absence period in question. Licensed staff must use sick leave in whole workday and half workday increments. Transfer to Non-Sick/Personal Leave Eligible Position If an employee transfers to a position not eligible for sick and personal leave, the District will maintain the employee s sick leave balance until the employee terminates employment or returns to a sick leave-eligible position. While in a non-eligible position, the employee will no longer earn sick leave but may not use his/her accumulated sick and personal leave in current position. If the employee returns to a sick leave-qualified position, the accumulated balance will again become available. 31

32 Bereavement Leave Full-time and part-time employees will be allowed up to five (5) consecutive work days leave of absence without loss of pay immediately following the death of an employee s family member. The employee s family includes the employee s spouse, children, grandchildren, parents, grandparents, siblings, and the employee s spouse s family, as defined herein. Two (2) additional consecutive work days leave of absence may be granted upon the employee s request. The additional days will be deducted either from the employee s personal leave or accrued sick leave or vacation leave or, if none is sufficient, will be without pay. In cases of death of a person who is not a family member as defined above, but a person who was in a close relationship to the employee akin to that of a family member, the Human Resources Department may grant an employee bereavement leave as well. Military Leave Military Training Leave Employees belonging to guard or reserve units are permitted time off when ordered to attend military training by their unit. A leave not to exceed fifteen (15) calendar days per year shall be without any loss of pay. The employee must provide the supervisor with a copy of the military orders to attend training, and apply for leave through the Human Resources Department. Military Service An employee is eligible for leave consistent with the provisions of state and federal law when entering into active military service. Employees entering into active military service should provide their supervisor with orders or other documentation regarding their military service and apply for leave through the Human Resources Department. Except for the military training leave identified in section A. above, military leave is without pay. When a former employee seeks reinstatement to employment at the conclusion of his/her military service, reinstatement will be governed by the provisions of state and federal law as it may exist at the time reinstatement is sought. Military Family Leave SECTION SUBJECT TO POLICY/NEGOTIATIONS 32

33 Adoption Leave SECTION SUBJECT TO POLICY/NEGOTIATIONS Leave for Jury Duty and Required Attendance in Legal Proceedings Jury Duty If summoned to appear in court for jury duty/serve as a juror, an employee shall be granted full leave of absence with pay for work missed work due to jury duty. The employee shall pay to the District all appearance fees paid to them for jury duty; however, the employee may retain compensation received for mileage and any other expenses related to such service. Work-Related Appearance in Legal Proceedings If subpoenaed to appear as a witness in litigation, or required to appear as a party in a legal proceeding arising out of their employment with the District, an employee shall be granted full leave of absence with pay for work missed due to such subpoena and/or required appearance. The employee shall pay to the District any witness fees paid to them for such appearance; however, the employee may retain compensation received for mileage and any other expenses related to his/her appearance. Non Work-Related Appearance in Legal Proceedings If subpoenaed to appear as a witness in litigation, or required to appear as a party in a legal proceeding not arising out of their employment with the District, the employee may utilize personal leave as provided in this Agreement. If additional time is needed, the employee will be granted a leave of absence without pay for work missed due to such subpoena or necessary appearance. When the absence from work exceeds the employee s available personal leave, the employee may request assistance from the District through their supervisor for additional time-off work. At the discretion of the District, the employee may be allowed to convert up to the equivalent of five (5) days of sick leave to personal leave for appearance(s) in legal proceedings. When the employee wants to make up work time missed due to the subpoena or required appearance, the District will also explore opportunities for work assignments for the employee, consistent with the provisions of this Agreement, to make up lost work time. 33

34 Unpaid Leave of Absence Availability Unpaid leave of absence is available for full and part-time employees who have completed the probationary period. Unpaid leaves of absence for a period of thirty (30) calendar days or less are considered short-term. Unpaid leaves of absence in excess of thirty (30) days are considered long-term. Unpaid leaves of absence are generally granted for no more than one (1) year, although medical leaves and family care leaves may be extended for an additional six (6) month period. Reasons for Leave Requests for leave of absence without pay will be considered for the purpose of caring for the employee s children, family emergencies, education, a serious medical condition of a family member, a serious medical condition of the employee extending beyond the coverage of sick leave or sick leave bank, or other personal reasons. Unpaid Leave of Seven (7) Days or Less An employee requesting an unpaid leave of absence without pay of seven (7) days or less, should make the request of his/her supervisor or the supervisor s designee. Notice should be given thirty (30) days prior to the requested commencement of the leave if the circumstances concerning the reason for leave are reasonably known at the time. The supervisor or designee will determine whether the request will be granted. If granted, the supervisor will make an appropriate record of the leave approval. Unpaid Leave of More Than Seven (7) Days An employee requesting a leave of absence without pay of more than seven (7) days must submit the request in writing on a District-approved leave of absence form to the supervisor. The written request should be submitted thirty (30) days prior to the requested commencement of leave if the circumstances concerning the reason for leave are reasonably known at that time. The specific approval process is noted on the form. 34

35 Benefits While On Leave of Absence Without Pay Employees on an approved leave of absence without pay will not receive either pay or benefit contributions from the District (except for leave under the FMLA.). Any coverage for health, dental, vision, life and long term disability insurance ceases on the last day of the last month worked. An employee may have the right to continue health insurance coverage as provided under COBRA, provided that the employee applies for such coverage continuation and makes timely payment of the required health insurance premiums. An employee on unpaid leave of absence due to a disability may continue his/her health insurance coverage at his/her own expense for up to two (2) years from the date of the start of the leave by applying for continuation and making timely payment of the required premiums. Employee Contact Information An employee on leave of absence without pay is responsible for notifying the Human Resources Department of any change in his/her address, phone number and other then-current contact information. Return To Duty Return From Short-Term Leave of Absence Without Pay An employee returning to work in the District after a leave of absence without pay of thirty (30) calendar days or less will return to the same position, job title, pay grade and job location/assignment or bus route which they held prior to taking the leave unless it is no longer available. The employee s salary schedule placement and service credit will be determined as if he/she had worked for the duration of the leave. Return From a Long-Term Leave of Absence Without Pay An employee returning to work in the District after a leave of absence without pay of more than thirty (30) calendar days will be returned to the same job title, pay grade and location they held prior to commencement of the leave, but not necessarily the same responsibilities or bus route. Pay On Return From Leave of Absence Without Pay An employee returning from a leave of absence without pay will receive any annual range adjustment granted to his/her classification. An employee who returns from a 35

36 leave must have worked ninety (90) days of the prior evaluation period, and must be evaluated by the supervisor to receive the evaluation adjustment in addition to the annual range adjustment. Special Enrollment Period for Newborn Children Coverage of a newborn child will be automatic for the first 31 days following the birth of your newborn child. For coverage to continue beyond this time, you must notify the Claims Administrator through the Plan Administrator within 31 days of birth and pay any required contributions within that 31-day period or a period consistent with the next billing cycle. Coverage will become effective on the date of birth. If the Claims Administrator is notified through the Plan Administrator after that 31-day period, the newborn child s coverage will become effective on the Plan Anniversary Date following the Employer s next Open Enrollment Period. Use of Paid Leave FML runs concurrently with accrued sick and personal leave, temporary disability leave, compensatory time, assault leave, and absences due to a work-related illness or injury. The District will designate the leave as FML, if applicable, and notify the employee that accumulated leave will run concurrently. Combined Leave for Spouses A husband and wife who are both employed by the District are limited to a combined total of 12 weeks of FML to care for a parent with a serious health condition; or for the birth, adoption, or foster placement of a child. Military caregiver leave for spouses is limited to a combined total of 26 weeks. Intermittent Leave When medically necessary or in the case of a qualifying exigency, an employee may take leave intermittently or on a reduced schedule. The District does not permit the use of intermittent or reduced-schedule leave for the care of a newborn child or for adoption or placement of a child with the employee. District Contact 36

37 Employees who require FML or have questions should contact the DCSD Employee Benefit Office for details on eligibility, requirements, and limitations. Paid Holidays for Non-Exempt Classified Employees Eligibility Classified support staff employees are granted paid holidays on the basis of the days and hours of their regular work schedule. Only employees who are scheduled to work a minimum of 169 days per year and a minimum of twenty (20) hours per week are eligible for holiday pay. All employees who are considered 12-Month Employees qualify for up to ten (10) paid holidays per year as set forth below. For the purposes of this Section, the term 12-Month Employee includes employees, whose position is assigned on a District calendar, consisting of the annual work days totaling 250 or 251 paid work days. In addition, the following employees will earn paid holidays according to the 12-Month Employee Schedule: o Transportation Educational Assistants who work a minimum of twenty (20) hours per week, and 232 paid work days per year. o Child Care Employees who work a minimum of twenty (20) hours per week and who are assigned 232 paid work days per year. o Nutrition Services Employees who work a minimum of twenty (20) hours per week and who are assigned 232 paid work days per year. 12-Month Employees Labor Day Thanksgiving Christmas New Year s Day Martin Luther King Day President s Day Memorial Day Independence Day 1 day 2 days (Thursday & Friday) 2 days 1 day 1 day 1 day 1 day 1 day For all other employees, the number of work days identified in the particular employees work calendar will determine eligibility for paid holidays as follows: 11-Month Employees ( Paid Work Day per Calendar Year) 37

38 Labor Day Thanksgiving Christmas New Year s Day Memorial Day 1 day 2 days (Thursday & Friday) 2 days 1 day 1 day 10-month Employees ( Paid Work Day per Calendar Year) Labor Day Thanksgiving Christmas New Year s Day Memorial Day 1 day 1 day 1 day 1 day 1 day 9-month Employees ( Paid Work Day per Calendar Year) Thanksgiving Christmas 1 day 1 day Holiday Observed In any instance when an employee is actually scheduled to work on the Districtrecognized holiday, that day shall be treated as the employee s holiday for purposes of pay computation. Whenever an employee works on a District-recognized holiday, the employee will be paid at the rate of time and a half for the hours actually worked on the holiday in addition to the holiday pay to which he/she is otherwise entitled. Special Situations Notwithstanding any prior provisions in this Section: Pre-School Employees who work at least twenty (20) hours per week and scheduled to work a calendar of 167 paid or working days will be eligible for two (2) paid holidays granted to 9-Month Employees. Security Personnel Employees work four (4) eight-hour (8-hour) days during the week of a holiday. For scheduling and holiday pay computation purposes, the two (2) additional hours that security personnel would work per day are considered paid holiday time. Any hours that security personnel work in excess of the scheduled eight (8) hours per work day will be paid at one and one-half 38

39 (1½) times their normal hourly rate of pay, in addition to the two (2) hours per day of paid holiday pay to which they are otherwise entitled. Vacation Leave for Non-exempt (Classified Employees) Eligibility Regular full-time and part-time employees who are scheduled to work a minimum of 20 hours, and who are assigned 251 or more work or paid days per school year, are eligible for vacation leave. Additionally, child care, nutrition services and transportation educational assistant employees, working a minimum of 20 hours per week, and who are assigned at least 232 work or paid days per school year, are also eligible for vacation leave. Note: An employee may not use paid personal or vacation leave during the last two scheduled work weeks of employment. Unauthorized time off will not be paid during this period. Maximum Vacation Hours Available Eligible employees may be granted the hours of paid vacation leave each year based on their normal scheduled hours of work and completed years of service, according to the following formula. The maximum amount of hours of paid vacation an employee may receive each year is determined by dividing the employee s normal scheduled annual hours per year by the factor that corresponds to the employee s completed years of service as of July 1 of each year. The formula provides employees vacation time based on scheduled hours and years of service (see computation formula below). Completed Years of Service as of Anniversary Date At Hire Computation Formula X divided by 32.5 = vacation hours 1 X divided by = vacation hours 5 X divided by = vacation hours 39

40 10 X divided by = vacation hours X equals the number of normally scheduled annual work hours. If during the year, the employee completes year of service 1, 5, or 10, the additional vacation to bring the employee to the higher level for the year is made available on the employee s anniversary date. An employee who fails to use paid vacation as allowed by this provision will not carry forward any time and is deemed to have waived the use of that paid vacation time. Under special circumstances, the employee and/or the employee s supervisor may request an extension by submitting a written request to the Director of Human Resources. Application for Vacation Leave An employee wanting to use available vacation leave must submit a request to his/her immediate administrator or designee at least two (2) weeks in advance of the planned vacation leave, or in accordance with the department/division vacation scheduling practices. The District administrator or supervisor will schedule vacations at the convenience of the District and as nearly as possible, at the convenience of the employee. Employees may take vacation leave on the days before and after a paid holiday, provided that such use is approved by the employee s administrator or designee. Vacation is available in fifteen (15) minute increments. Pay at Separation or Change of Eligibility Employees who leave their employment with the District, or move to a position not eligible for vacation, will not be paid for vacation leave not taken prior to the termination or re-assignment. Adjustment to an employee s vacation will be made when an employee s vacation eligibility changes during the year. Non-Work Days for Exempt Employees Licensed Staff, Administrator and Professional The salary for all 12-month employees is based on their contracted days. The salary is spread evenly over 24 pay periods. The remaining number of days in the year, after subtracting holidays and weekends, is the number of non-duty days in a given (work) year. Employees who work a 12-month schedule can use those days at their discretion. However, to receive the full 12-month salary, an employee must work all his/her 40

41 contracted days. An employee who does not work his/her contracted days between July 1 and June 30 does not have non-duty days for the number of days short of his/her contracted days. An employee can ultimately owe the District if they have been paid for days they did not work. 41

42 EMPLOYEE RELATIONS AND COMMUNICATIONS District Communications Throughout the school year, the DCSD Communications Office publishes newsletters, brochures, fliers, calendars, news releases, and other communication materials. These publications offer employees and the community information pertaining to school activities and achievements. Employee Self-Service (ESS) Page This secure page housed on the Human Resources Google site allows employees, from the convenience of their home or worksite, to view their own personnel, payroll, and benefit information. Employees can update their home address, phone, emergency contact, and personal information. Employees can also request employment verification information be sent to a lender. Employee Recognition and Appreciation Continuous efforts are made throughout the year to recognize employees who make an extra effort to contribute to the success of the district. Employees are recognized at board meetings, in the district newsletter, and through special events and activities. Recognition and appreciation activities also include an Employee Awards Program at the end of the school year. 42

43 COMPLAINTS AND DISPUTE RESOLUTION SECTION FOR EMPLOYEES NOT COVERED UNDER CONTRACT GRIEVANCE PROCESS Overview One of the core values of this DCSD is trust. DCSD is dedicated to promoting a workplace where employees can express their concerns in an open forum. The Dispute Resolution Policy is an internal process designed to provide employees with a complete and impartial process to attempt to resolve work-related conflicts. The Administrative Review pathway applies to all part-time and full-time employees. Core Requirements The concerns and issues of every employee are important to the District. When concerns are raised, they should be resolved at the lowest possible level and as quickly as possible. Time limits have been established to ensure swift conclusion. The Dispute Resolution Policy is intended to provide an avenue for resolving issues regarding an employee s job, management, and policies, or in some cases about other employees, with the assurance that no reprisals will result from doing so. All decisions made through the Dispute Resolution Procedure must be in accordance with DCSD policy. Not every issue an employee encounters can be resolved through the Dispute Resolution Procedure. Conflict between employees and a co-worker normally should be worked out between the two of them or possibly with the involvement of each employee s supervisors. Many of the Districts benefit provisions, such as health care and workers compensation claims, have specific appeal processes for those benefits. Human Resources will advise employees of the appropriate procedure for their issue. Issues regarding an employee s performance appraisals, with the exception of situations of termination, will be heard only through the employee s own department s levels of management. The Dispute Resolution Procedure is an internal process, and participation by non- DCSD employees is prohibited. 43

44 Employee Responsibility Employees should bring work-related concerns and issues to the attention of management as they occur. To make this process work, employees must be committed to working with management toward a solution that is in the best interest of the employee and the District. Employees need to use the Dispute Resolution Process before seeking assistance outside the District. Employees are expected to keep the information they become aware of in confidence. Leadership Responsibility Supervisors must respect the rights of the employees, and keep all information confidential. Supervisors must respond to work-related concerns of employees quickly and accurately. Supervisors are expected to actively encourage and maintain an open-door policy. Supervisors will make every possible effort to work with employees to reach a mutual resolution and with mutual respect. As a member of management, supervisors are expected to participate in the Dispute Resolution Process in a positive, productive, and expeditious manner. Retaliation or indifference toward employees who use the process is prohibited. Dispute Resolution Process The District encourages employees to resolve their concerns informally through the chain of command prior to using the formal avenue of the Dispute Resolution Process. If an employee wishes to use the Dispute Resolution Process, they must inform Human Resources within five (5) business days of their last discussion with management regarding their issue, but no later than 30 calendar days from the event or decision in dispute. Employees should submit their concern in writing on the Dispute Resolution Form to Human Resources within five (5) business days of receiving the form. 44

45 Administrative Review When Human Resources receive the written copy of an employee s dispute, they will forward the employee s concern to the appropriate level of management. Within five (5) business days after receiving the employee s dispute, the employee s manager at this level will meet with the employee. The manager also may meet with any other people necessary to consider the employee s dispute. Within five (5) business days after meeting with the employee, the manager will contact the employee with a decision and will provide them with a written response. A copy of the written decision also will be forwarded to Human Resources. If an employee is not satisfied with the decision, they have five (5) business days to ask Human Resources to move their dispute forward to the next level. Within five (5) business days of receipt of the employee s dispute, the department manager will contact the employee with a decision and send them a written response. A copy of the written decision also will be forwarded to Human Resources. If after the second level the employee is not satisfied with the decision, they have five (5) business days to ask Human Resources to move their dispute to the next level. Human Resources will forward the complete file to the Chief Human Resources Officer (CHRO). Within five (5) business days of receipt of the employee s dispute, the CHRO may meet with others necessary and then issue a written decision to the employee. A copy of the written response also will be forwarded to Human Resources. This is the final step of the process. Steps in the process may be skipped on occasion. The most likely event is when an issue is between the employee and their immediate supervisor. In this case, the first step may be skipped. Human Resource s Roles & Responsibilities Human Resources will maintain a complete file of all formal disputes. This file will not be included in the employee s personnel record. During the Administrative Review, the Employee Relations Director will explain the dispute process and arrange an appointment with the appropriate person. The 45

46 Employee Relations Director will accompany the employee at each step during their presentation of the dispute if requested by either the employee or management. 46

47 EMPLOYEE CONDUCT AND WELFARE Standards of Conduct All employees are expected to work together in a cooperative spirit to serve the best interests of the students and the District. This includes recognizing and respecting the rights of students, parents, other employees, and members of the community. Dress Code The general appearance of all District employees, especially those who interact with the public, is an important aspect of the professional image the Board wishes the District to reflect. Unless otherwise required by department or building rule, employees may choose their clothing for work consistent with the essential functions of their job and reasonable standards of professionalism, safety, cleanliness and hygiene. Department heads and building principals may require employees to change clothing and/or discontinue practices of dress that are inconsistent with the criteria in the immediately preceding sentence, or that have a negative impact on the educational process or District operations, as authorized by law. Notwithstanding any other provisions of this policy, departments within the District may require that non-licensed staff wear uniforms for their position as defined by the supervisor of that department or adhere to identified dress code requirements within the department in order to promote a safe and productive working environment. Such requirements may include that non-licensed staff wear prescribed safety equipment or clothing. Building principals and other department supervisors shall monitor employee dress according to the contents of this policy and shall have the authority to make building and department rules and regulations to implement this policy. Such rules and regulations, if developed, shall be included in department or building handbooks or other communication to employees. General Responsibilities of All Personnel 47

48 Essential to the success of school operations and the instructional program are the following specific responsibilities that shall be required of all personnel: Faithfulness and promptness in attendance at work Compliance, support and enforcement of the District s policies and regulations Diligence in submitting required reports promptly at the times specified Care and protection of District property and funds Use District time, funds, and property for authorized District business and activities only Concern and attention toward their own and the District s legal responsibility for the safety and welfare of students, including the need to insure that students are appropriately supervised Support for providing healthy learning environments and appropriate role models for students Compliance with all state and federal laws and District policies Maintaining confidentiality in all matters relating to students and coworkers Express concerns, complaints, or criticism through appropriate channels Observe all safety rules and regulations and report injuries or unsafe conditions to a supervisor immediately. Reporting suspected crimes involving students or District property Violation of policies, regulations, or guidelines may result in disciplinary action, including termination. Reporting of Arrests or Convictions for Criminal Conduct An employee must notify their principal or immediate supervisor within three calendar days (72 hours) of any arrest, indictment, conviction, no contest or guilty plea, or other adjudication of any of the following, whether occurring before or during employment, and whether occurring in or outside of the workplace: Any felony, (including felony DUI/OUI) Any offenses involving drugs or other controlled substances Any offenses involving violence Any offenses involving unlawful conduct with children Any offenses involving dishonesty, fraud or theft Any offenses involving unlawful sexual behavior Any felonies, misdemeanors or offenses involving drugs or other controlled substances 48

49 Any felonies, misdemeanors or offenses involving violence Any felonies, misdemeanors or offenses involving dishonesty, fraud or theft Any unlawful sexual behavior or any unlawful behavior involving children, whether occurring before or during employment Discrimination, Harassment, and Retaliation The District is committed to the policy that no otherwise qualified employee shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any District program or activity on the basis of race, color, religion, national origin, ancestry, marital status, sex, age, disability or sexual orientation. As part of this policy, the District is committed to maintaining a working environment for employees that is free from harassment based on an individual s race, color, religion, national origin, ancestry, sex (with or without sexual conduct), sexual orientation, age, disability or protected activity (opposition to prohibited discrimination or participation in the statutory complaint process). All such harassment, by District employees, students and third parties, is strictly prohibited. All members of the District community, employees, and students are required to promptly report conduct that could be in violation of this policy. In addition to the procedures outlined herein, discrimination and harassment complaints may be filed with the U.S. Equal Opportunity Commission; U.S. Department of Education, Office for Civil Rights; or Colorado Civil Rights Commission. Any complaint of harassment filed under the District s policy shall be processed even if the complainant also files a complaint or suit with an outside agency such as the U.S. Equal Employment Opportunity Commission; U.S. Department of Education, Office for Civil Rights; or Colorado Civil Rights Commission. Retaliation against anyone who makes a complaint or participates in the complaint process shall not be tolerated. The District will: Respond to every complaint of discrimination or harassment reported; Take action in response when discrimination or harassment is discovered; Impose appropriate sanctions on offenders in a case-by-case manner, and Protect the privacy of all those involved in discrimination or harassment complaints to the extent practical and appropriate under the circumstances. The above actions will apply to the extent permitted by law or where personal safety is not an issue. 49

50 Harassment is defined as unwelcome verbal, written, or physical conduct based on race, color, religion, national origin, ancestry, sex, sexual orientation, age, disability, or protected activity, that has the purpose or effect of unreasonably interfering with an individual s work performance or creating an intimidating, hostile or offensive work environment. Harassment does not include verbal expressions or written material that is relevant and appropriately related to course subject matter or curriculum. Harassment based on race or color can include unwelcome, hostile and offensive verbal, written, or physical conduct based on or directed at the characteristics of a person s race or color, such as nicknames emphasizing stereotypes, racial slurs, and negative references to racial customs. Harassment based on religion can include unwelcome, hostile and offensive verbal, written, or physical conduct based on or directed at the characteristics of a person s religion or creed, such as comments regarding surnames, religious tradition or religious clothing, as well as religious slurs and/or graffiti. Harassment based on national origin or ancestry can include unwelcome, hostile and offensive verbal, written, or physical conduct based on or directed at the characteristics of a person s national origin, such as comments regarding surnames, manner of speaking, customs, language or ethnic slurs. Harassment based on disability can include unwelcome, hostile and offensive verbal, written, or physical conduct based on or directed at the characteristics of a person s disabling condition, such as imitating manner of speech or movement; hostile or offensive acts; and/or interference with movement or access to necessary equipment. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when: Submission to such conduct is made either explicitly or implicitly a term or condition of an individual s employment or educational experience Submission to or rejection of such conduct by an individual is used as the basis for employment or educational decisions affecting such individual Such conduct is sufficiently severe and pervasive so as to alter the conditions of, or have the purpose or effect of substantially interfering with, 50

51 an individual s work by creating an intimidating, hostile, or offensive working or educational environment The definition of sexual harassment applies whether the harassment is between people of the same or different gender. Sexual harassment can include unwelcome verbal, written, or physical conduct, directed at or related to a person s gender, such as sexual gossip or personal comments of a sexual nature, sexually suggestive or foul language, sexual jokes, whistling, spreading rumors or lies of a sexual nature about someone, demanding sexual favors, forcing sexual activity by threat of punishment or offer of educational or employment reward, obscene graffiti, display or sending of pornographic pictures or objects, offensive touching, pinching, grabbing, kissing, or hugging or restraining someone s movement in a sexual way. Reporting Suspected Discrimination and/or Harassment Any employee who believes that he or she may have experienced unlawful discrimination or harassment, or who believes that he or she has observed unlawful discrimination or harassment taking place, shall report this information immediately to his or her immediate supervisor. If the complaint involves unlawful discrimination or harassment on the basis of disability, an employee may instead choose to file a complaint pursuant to policy GBB, Nondiscrimination on the Basis of Disability. If the complaint involves the employee s immediate supervisor, the employee may report to the supervisor or administrator at the next level or may report directly to a Human Resources director. An employee may also request the right to make his or her report of sexual harassment or discrimination to an appropriate level supervisor or administrator of the same sex as the employee. Such request shall be made through the Chief Human Resource Officer or designee. No employee shall be subject to adverse employment action in retaliation for any good faith report of unlawful discrimination or harassment under this policy. To the extent possible, all reports shall be kept confidential. The administrator receiving the complaint shall investigate any report of alleged discrimination or harassment. Following the investigation, the matter will be reviewed by the Chief Human Resource Officer or designee for further action if warranted. 51

52 In conducting an investigation in response to an allegation of unlawful discrimination or harassment, the following process will be utilized: Confer with the complainant privately regarding the basis of the complaint Meet privately with the person(s) charged to obtain a response to the complaint Meet with any witnesses privately to obtain their perceptions of the incident(s) Additional meetings with the persons involved or witnesses to the event(s) may be held as deemed necessary When possible, make an express, written finding as to whether unlawful discrimination or harassment has occurred based on the information obtained. A written record of the complaint, meetings, and investigation shall be established and maintained, and a copy will be placed in the staff member s file who has been found to have violated the District s nondiscrimination/non-harassment policy Alcohol, Tobacco and Drug-free Workplace The unlawful manufacture, distribution, dispensing, possession, or use of alcohol, controlled substances, and illicit drugs is prohibited on District property and at any school sponsored or sanctioned activity or event off District property, such as athletic events. Illicit drug use is the use of illegal drugs and the abuse of alcohol and/or other drugs, including anabolic steroids. Controlled substances are drugs specifically identified and regulated under federal law and include, but are not limited to, opiates, narcotics, cocaine, amphetamine and other stimulants, depressants, hallucinogenic substances, and marijuana. This policy shall apply to all District employees. In order to promote a healthy environment for students, the use of alcohol is prohibited on District premises or as part of any activity involving students. An employee knowingly in the possession of or under the influence of alcohol or any controlled substance shall be suspended immediately by his or her principal or supervisor if such use or possession is: On any District property at any time; At any school sponsored or sanctioned activity or event off District property, such as athletic events, or en route thereto; or On the way to work. 52

53 Observance of this policy is a condition of employment. A violation shall subject the employee to appropriate disciplinary action, up to and including termination and referral for prosecution. In appropriate circumstances and at the District s discretion, disciplinary sanctions may include the completion of an approved drug or alcohol abuse assistance or rehabilitation program. However, the District is not required to offer rehabilitation in lieu of termination or other discipline to any employee who has violated this policy. Any employee who is convicted, pleads nolo contendere, or who receives a deferred sentence or deferred prosecution under any criminal drug statute for a violation occurring in the workplace shall notify the superintendent no later than five days after the conviction, entry of the plea, or deferred sentence/prosecution. The District has an obligation under federal law to notify the appropriate federal agency within 10 days after receiving notice of such conviction, plea or deferred sentence/prosecution if there is a relationship between federal funds received by the District and the convicted employee s work site. Tobacco The visible possession and use of tobacco by employees in or on any school property or while participating in any school-sponsored activity is prohibited. See Policy ADC for more information. Reporting Suspected Child Abuse All employees who have reasonable cause to know or suspect that child has been abused, neglected or subject to unlawful sexual contact are required by policy and state law to report. The Child Protection Act grants school employees, and other persons who report suspected child abuse or neglect, immunity from any liability that might otherwise be incurred, except for knowingly making a false report. Employees who fail to report as required by law and District policy may be subject to disciplinary action and may also be subject to criminal and/or civil penalty. Any school employee or official with such knowledge or suspicion must report such information immediately to Health and Human Services of Douglas County at (303) or to law enforcement. The employee should notify the mental health staff and principal as soon as possible. For detailed definitions of abuse and neglect, see Policy JLF-R. Employees shall cooperate with law enforcement and Health and Human Services Investigators in any investigation of child abuse or neglect. Employees shall not contact 53

54 the child s family or any other persons to determine the cause of the suspected abuse or neglect. It is not the responsibility of the school official or employee to prove that the child has been abused or neglected. All information received by employees regarding a child abuse or neglect investigation, or services provided to students and families shall be treated as confidential, and shared only with those school personnel directly involved with the child s educational program. Use of Electronic Media Electronic media includes all forms of social media, such as text messaging, instant messaging, electronic mail ( ), Web logs (blogs), electronic forums (chat rooms), video-sharing Web sites (e.g., YouTube), editorial comments posted on the Internet, and social network sites (e.g., Facebook, MySpace, Twitter, LinkedIn). Electronic media also includes all forms of telecommunication such as landlines, cell phones, and Webbased applications. As role models for the District s students, employees are responsible for their public conduct even when they are not acting as District employees. Employees will be held to the same professional standards in their public use of electronic media as they are for any other public conduct. If an employee s use of electronic media interferes with the employee s ability to effectively perform their job duties, the employee is subject to disciplinary action, up to and including termination of employment. If an employee wishes to use a social network site or similar media for personal purposes, the employee is responsible for the content on the employee s page, including content added by the employee, the employee s friends, or members of the public who can access the employee s page, and for Web links on the employee s page. The employee is also responsible for maintaining privacy settings appropriate to the content. An employee who uses electronic media for personal purposes shall observe the following: The employee shall not use the District s or a school s logo or other copyrighted material of the District without express, written consent. The employee continues to be subject to applicable state and federal laws, District policies, administrative regulations, (including, but not limited to GBEB, GBEE, GBEE-R, and GBEA) even when communicating regarding personal and private matters, regardless of whether the employee is using private or public equipment, on or off campus. These restrictions include: o Confidentiality of student records 54

55 o Confidentiality of health or personnel information concerning colleagues, unless disclosure serves lawful professional purposes or is required by law o Confidentiality of District records, including educator evaluations and private addresses o Copyright law o Prohibition against harming others by knowingly making false statements about a colleague or the school system See Use of Electronic Media with Students and Parents, below, for regulations on employee communication with students through electronic media. Use of Electronic Media with Students and Parents 5/4/12 9:08 AM Comment: An employee may communicate through electronic media with students who are currently enrolled in the District, and parents of those students. District employees must comply with the provisions outlined below when communicating with students and parents via electronic media. An employee is not subject to these provisions to the extent the employee has a social or family relationship with a student or parent. For example, an employee may have a relationship with a niece or nephew, a student who is the child of an adult friend, a student who is a friend of the employee s child, or a member or participant in the same civic, social, recreational, or religious organization. The following definitions apply for the use of electronic media with students: Electronic media includes all forms of social media, such as text messaging, instant messaging, electronic mail ( ), Web logs (blogs), electronic forums (chat rooms), video-sharing Web sites (e.g., YouTube), editorial comments posted on the Internet, and social network sites (e.g., Facebook, MySpace, Twitter, LinkedIn). Electronic media also includes all forms of telecommunication such as landlines, cell phones, and Web-based applications. Communicate means to convey information and includes a one-way communication as well as a dialogue between two or more people. A public communication by an employee that is not targeted at students (e.g., a posting on the employee s personal social network page or a blog) is not a communication: however, the employee may be subject to District regulations on personal electronic communications. See Personal Use of Electronic Media, above. Unsolicited contact from a student or parent through electronic means is not a communication. 55

56 An employee who uses electronic media to communicate with students shall observe the following: The employee shall limit communications to matters within the scope of the employee s professional responsibilities (e.g., for classroom teachers, matters relating to class work, homework, and tests; for an employee with an extracurricular duty, matters relating to the extracurricular activity. The employee is prohibited from knowingly communicating with students through a personal social network page; the employee must create a separate social network page ( professional page ) for the purpose of communicating with students. The employee must enable administration and parents to access the employee s professional page. The employee does not have a right to privacy with respect to student/parent communications. The employee continues to be subject to applicable state and federal laws, District policies, administrative regulations, including: o Compliance with the Open Records Act and the Family Educational Rights and Privacy Act (FERPA), including retention and confidentiality of student records. o Copyright law The employee is prohibited from soliciting or engaging in sexual conduct or a romantic relationship with a student. Upon request from administration, an employee will provide the phone number(s), social network site(s), or other information regarding the method(s) of electronic media the employee uses to communicate with currently-enrolled student(s) and/or their parents. Upon written request from a parent or student, the employee shall discontinue communicating with the student through , text messaging, instant messaging, or any other form of one-to-one communication. An employee may request an exception from one or more of the limitations above by submitting a written request to the superintendent or designee. Use of Technology Resources The Douglas County School District provides computers, networks, and Internet access to support the educational mission of the District and its schools and to enhance the curriculum and learning opportunities for students and school staff. 56

57 Technology resources include laptops, desktop computers, , Internet access, web sites, text messaging, instant messaging, blogging, podcasting, listservs, server-based document storage, social media, administrative systems and/or other emerging technologies. These rules provide general guidelines and examples of prohibited uses for illustrative purposes, but do not attempt to state all required or prohibited activities by users. Employees who have questions regarding whether a particular activity or use is acceptable should seek further guidance from the principal or appropriate administrator. Failure to comply with District policy GBEE (Employee Computer and Internet Use), these rules, and/or other established procedures or rules governing computer use may result in disciplinary action, up to and including dismissal. Illegal uses of the District's computers will also result in referral to law enforcement authorities. Access to District Computers, Networks, and Internet Services The level of access that employees have to computers, networks, and Internet services is based upon specific employee job requirements and needs. Acceptable Use Employee access to the District's computers, networks, and Internet services is provided for administrative, educational, communication, and research purposes consistent with the District's educational mission, curriculum, and instructional goals. General rules and expectations for professional behavior and communication apply to use of the District's computers, networks, and Internet serv1ces. Employees are to utilize the District's computers, networks, and Internet services for school-related purposes and performance of job duties. Incidental personal use of District computers is permitted as long as such use does not interfere with the employee's job duties and performance, with system operations, or other system users. "Incidental personal use" is defined as use by an individual employee for occasional personal communications. Employees are reminded that such personal use must comply with this policy and all other applicable policies, procedures, and rules. Prohibited Use The employee is responsible for his or her actions and activities involving District computers, networks, and Internet services, and for his or her computer files, passwords and accounts. General examples of unacceptable uses that are expressly prohibited include, but are not limited to, the following: 57

58 Any use that is illegal or in violation of other Board policies, including harassing, discriminatory, or threatening communications and behavior violations of copyright laws or trade secrets; or use of software without proof of proper licensing Any use involving materials that are obscene, pornographic, sexually explicit, or sexually suggestive Any inappropriate communications with students or minors Any use for private financial gain, or commercial, advertising, or solicitation purposes Any use as a forum for communicating by or any other medium with other school users or outside parties to solicit, proselytize, advocate, or communicate the views of an individual or non-school sponsored organization To solicit membership in or support of any non-school sponsored organization To raise funds for any non-school sponsored purpose, whether profit or non-for-profit; or to engage in political activities or campaigns No employee shall knowingly provide school addresses to outside parties whose intent is to communicate with school employees, students, and/or their families for non-school purposes o Employees who are uncertain as to whether particular activities are acceptable should seek further guidance from the building principal or other appropriate administrator Any communication that represents personal views as those of the school or District or that could be misinterpreted as such Downloading or loading software or applications without permission from the system administrator Opening or forwarding any attachments (executable files) from unknown sources and/or that may contain viruses Sending mass s to school users or outside parties for school or nonschool purposes without the permission of the system administrator, principal, or designated administrator Any malicious use or disruption of the District's computers, networks, and Internet services or breach of security features Any misuse or damage to the District's computer equipment Misuse of the computer passwords or accounts (employee or other users) Any communications that are in violation of generally accepted rules of network etiquette and/or professional conduct Any attempt to access unauthorized sites Failing to report a known breach of computer security to the system administrator Using District computers, networks, and Internet services after such access has been denied or revoked Any attempt to delete, erase, or otherwise conceal any information stored on a District computer that violates these rules. 58

59 No Expectation of Privacy The District retains control, custody, and supervision of all computers, networks, and Internet services owned or leased by the District. The District reserves the right to monitor all computer and Internet activity by employees and other system users. Employees have no expectation of privacy in their use of school computers, including messages and stored files. Electronic mail and other electronic records are subject to the Colorado Public Records law, which means that most any or files sent, received, or stored on the District's computers could be public information and accessible by members of the public. Confidentiality of Information Employees are expected to use appropriate judgment and caution in communications concerning students and staff to ensure that personally identifiable information remains confidential Employees should not use electronic mail for confidential matters or privileged communications, such as student education records, unless appropriate measures are taken to ensure confidentiality and to maintain the appropriate privilege. Staff Responsibilities to Students Teachers, staff members, and volunteers who utilize District computers for instructional purposes with students have a duty of care to supervise such use to help ensure that students are using computers appropriately and responsibly. Teachers, staff members, and volunteers are expected to be familiar with the District's policies and rules concerning student computer and Internet use and to enforce them. When, in the course of their duties, employees or volunteers become aware of student violations, they are expected to stop the activity and inform the building principal or designee. Compensation for Losses, Costs, and/or Damages The employee shall be responsible for any losses, costs, or damages incurred by the District related to violations of policy GBEE and/or these rules. No Responsibility for Unauthorized Charges, Costs, or Illegal Use The District assumes no responsibility for any unauthorized charges made by employees, including, but not limited to, credit card charges, subscriptions, long distance telephone charges, equipment and line costs, or for any illegal use of its computers such as copyright violations. Proprietary Information 59

60 Any information or material including, without limitation, discove1ies, ideas, inventions, techniques or processes, that an employee discovers or develops as a result of the employee's employment with the District, whether with the use of District technology or otherwise, shall constitute trade secrets of and be the sole property of the District. Employee Acknowledgement Required Each employee authorized to access the District s computers, networks, and Internet services is required to sign an acknowledgement form stating that he or she has read policy GBEE and these rules. The acknowledgement form will be retained in the employee's personnel file. Disclaimer Please note that the Internet is a network of many types of communication and information networks. It is possible that users may run across inaccurate or objectionable material. While DCSD will use filtering technology to restrict access to such material, it is not possible to absolutely prevent such access. A user who accesses such material is expected to discontinue the access as quickly as possible and to report the incident to the appropriate supervisor. The District s system is provided on an as is, as available basis. The District does not make any warranties, whether expressed or implied. The District does not warrant that the functions or services performed by, or that the information or software contained on, the system will meet the system user s requirements, or that the system will be uninterrupted or error-free, or that defects will be corrected. Opinions, advice, services, and all other information expressed by system users, information providers, service providers, or other third party individuals in the system are those of the providers and not the District. The District will cooperate fully with local, state, or federal officials in any investigation concerning or relating to misuses of the District s electronic communications system. Conflict of Interest All staff members have the responsibility to avoid conflicts of interest and to observe rules of conduct and ethical principles established by state law and District policies and regulations. Among other things, these require employees not to engage in certain activities or conduct, as follows: 60

61 Prohibited Activities The following guidelines are included for staff direction. These guidelines are not intended to be all encompassing, but provide a reference point for staff members. When questions about specific activities arise, they should be discussed with the immediate supervisor, principal, Human Resources Director, Assistant Superintendent, or the Superintendent. District employees shall not: Engage in activities that create a conflict of interest with the performance of his or her District duties and responsibilities, nor use their position with the District for private or individual gain. Engage in activities that rely upon the use of District buildings, equipment, supplies, in-school services of other District personnel, in-school contact with District students, or on-the-job time of the employee, through such activities as: o Tutoring of and/or giving private lessons for pay to students assigned to the employee s class. (No District employee shall accept pay for tutoring any students during school time.) o Without prior District approval, promoting or selling educational tours, clinics, workshops, or other things when such promotion or sale results in personal or indirect gain. o Soliciting students or District employees for activities that are not Districtapproved and that result in personal or indirect gain. Engage in activities that benefit the employee by personal gain, financial gain, or private advantage because of commercial exploitation of his/her status, influence, position with the District or professional relationship with students. Disclose or use confidential information acquired in the course of employment to further personal financial interests. Accept a gift or benefit tantamount to a gift that is intended to, or would tend to, improperly influence a reasonable person in the employee s position or that the employee knows or should know is primarily intended to reward the employee in the performance of duties or the exercise of discretionary authority for the District. The phrase economic benefit tantamount to a gift includes a loan at a rate of interest substantially lower than the prevailing commercial rate and compensation received for private services rendered at a rate substantially exceeding fair market value, and discounts not available to the public, other than through District sanctioned programs. Engage in a financial transaction for the employee s private business purposes with a person whom the employee supervises. Perform any action in which the employee has discretionary authority that directly and substantially confers an economic benefit on a business or other undertaking in which he or she has a substantial financial interest or in which he or she is engaged as a counsel, consultant, representative, or agent. 61

62 Use District facilities, equipment, or supplies for personal, family, or business purposes. Act as paid consultants or honoraria recipients during assigned working time. Influence other employees, patrons, or students to participate in an activity or business venture in order to positively affect evaluations, promotions, or grades. It is permissible for an employee to receive: An occasional non-monetary gift that is insignificant in value or items of perishable or nonpermanent value, except lodging, travel expenses, tickets to sporting, recreational, educational, or cultural events, and coupons or discounts not otherwise generally available to District employees. A non-monetary award publicly presented by a nonprofit organization in recognition of public service. Payment or reimbursement for actual and necessary expenditures for travel and meals, for attendance at a convention or other meeting at the request of the employee s supervisor and with the prior approval of the Superintendent or designee. Reimbursement for, or participation in, a social function or meeting, after obtaining the prior approval of the employee s supervisor and Superintendent or designee, that is designed to further the employee s knowledge in his or her position with the District. Payment for speeches, presentations, or other public events reported as honoraria and approved by the Superintendent or designee. A short leave of absence without pay (maximum of five working days) to participate as a paid consultant. The leave must be initially approved by the immediate supervisor and submitted to a Human Resources Department director for further consideration. Any uncertainty on the part of an employee about activities that may result in a conflict of interest or ethical violation must be submitted in writing to a Human Resources Department director via the immediate supervisor for review, consideration, and direction. It shall not be considered a breach of conduct for a staff member to use school facilities and equipment to communicate or correspond with constituents, family members, or business associates on an occasional basis. A staff member may request an advisory opinion from the Secretary of State concerning issues relating to conduct that is proscribed by state law. Gifts to and Solicitations by Staff 62

63 The giving and receiving of gifts by teachers and other staff members in situations related to their professional positions is not in accordance with good professional practice. Any action or comment by an individual that might be interpreted as an invitation for a gift is unethical. Although there may be no wrongful activity involved, acceptance of money, favors, or gifts may appear to impair professional judgment and any appearance of wrongful acts, as well as wrongful acts in themselves, are to be avoided. Therefore, gifts from pupils, from parents, or from members of the school staff to school personnel shall be limited to token gifts of small value. This includes classroom exchange of gifts among pupils and the collection of money for gifts. The above statements are not intended to interfere with any welfare or flower fund. Neither are they intended to preclude appropriate recognition on special occasions, such as retirement or departure from service. In all other instances, words of appreciation or letters of warm and friendly greetings are encouraged as more desirable than gifts. No organization may solicit funds of staff members within the schools nor may anyone distribute flyers or other materials related to fund drives through the schools, without the approval of the building administrator or principal. Nor shall staff members be made responsible, or assume responsibility for, the collection of any money or distribution of any fund drive literature within the schools without such activity having the approval of the building administrator or principal. As a matter of policy, the District expects such activities to be kept to a minimum. Selection of Materials of an Employee-Author Staff members who write, edit, publish, or otherwise develop textbooks or learning resource materials may not be members of any school or District-wide committee or selection process that will render recommendations or decisions for possible purchase by the District. Nepotism More than one member of an immediate family may be employed by the District, however, no employee may be under the direct supervision of, or be evaluated by, a member of the employee s immediate family. 63

64 Disciplinary Action Violation of the policy statement or the regulations may result in disciplinary action including, but not limited to: Reprimand and/or written inclusion in the employee s evaluation report Dismissal proceedings in accordance with applicable law Associations, Political Activities and Charitable Contributions Employees are free to join professional, community or other associations or organizations so long as such activities do not interfere with their duties. All employees are encouraged to exercise their constitutional rights as citizens on their own time and away from school property so long as such activities do not interfere with their duties. Employees shall not involve their schools or work sites schools in political campaigns, and shall not solicit contributions or campaign workers for political campaigns on school property. In accordance with state law, campaign literature supporting one or more candidates or ballot measures shall not be distributed within the schools or on school buses nor shall campaign material be displayed at or within the schools or District buildings. (Customary community political activities, however, may be expected when the facility has been rented for such purpose, and on election days at schools when schools are used as polling places.) Employees shall not solicit charitable contributions from students or parents without the permission of the school principal or building administrator. Safety The District has developed and promotes a comprehensive program to ensure the safety of its employees, students, and visitors. The safety program includes guidelines and procedures for responding to emergencies and activities to help reduce the frequency of accidents and injuries. To prevent or minimize injuries to employees, coworkers, and students and to protect and conserve District equipment, employees must comply with the following requirements: 64

65 Observe all safety rules. Keep work areas clean and orderly at all times. Immediately report all accidents to their supervisor. Operate only equipment or machines for which they have training and authorization. Employees with questions or concerns relating to safety programs and issues can contact the Risk Management Office. Use of Cell Phones Employees driving DCSD insured vehicles are prohibited from using a cell phone while the motor vehicle, which they are driving, is in motion. If a call comes in the driver must safely pull over to a complete stop before taking the call or calling out on the cell phone. Cell phone usage by all employees will be kept to a minimum and not adversely affect the performance of duties/responsibilities during the time scheduled for work. Any employee using a cell phone excessively in the workplace will be subject to disciplinary action. Employees Who Drive DCSD Vehicles All DCSD employees who drive District vehicles must have a valid license. Police departments have installed cameras at some intersections. If an employee drives a DCSD vehicle through a red light or exceeds the posted speed limit and the DCSD vehicle is issued a ticket, the driver assigned to that vehicle at the time of the ticket will be have the cost of that ticket automatically deducted from their next pay check. Possession of Firearms and Weapons Employees, visitors, and students are prohibited from bringing firearms, knives, clubs or other prohibited weapons onto school premises (i.e., building or portion of a building) or any grounds or building where a school-sponsored activity takes place. To ensure the safety of all persons, employees who observe or suspect a violation of the District s weapons policy should report it to their supervisors or call School Security immediately. Visitors in the Workplace All visitors are expected to enter any District facility through the main entrance and sign in or report to the building s main office. Authorized visitors will receive directions or be escorted to their destination. Employees who observe an unauthorized individual on the 65

66 District premises should immediately direct him or her to the building office or contact the administrator in charge. Copyrighted Materials Employees are expected to comply with the provisions of federal copyright law relating to the unauthorized use, reproduction, distribution, performance, or display of copyrighted materials (i.e., printed material, videos, computer data and programs, etc.). Electronic media, including motion pictures and other audiovisual works are to be used in the classroom for instructional purposes only ( Fair Use ). For more information regarding the use of copyrighted material, see Policy EGAD and EGAD-R. Duplication or backup of computer programs and data must be made within the provisions of the purchase agreement. 66

67 GENERAL PROCEDURES Emergency Closing The District may close schools because of bad weather or emergency conditions. When such conditions exist, the superintendent will make the official decision concerning the closing of the District s facilities. When it becomes necessary to open late or to release students early, or to cancel school, District officials will post a notice on the District s web site and notify local radio and television stations. Only essential personnel are to report to work at the affected sites. Essential personnel are those employees predetermined by the site supervisor. Responsibilities of essential employees include responding to the type of situation causing the closure or performing a time sensitive or critical District function that would have an adverse impact on the District if not performed on a specific day. Essential non-exempt personnel will be paid their regular rate of pay plus one and one half (1 ½) times their regular rate for the hours actually worked. Essential personnel reporting to work will be paid for a minimum of 2 hours. No other employees are to report to work. Non-exempt (classified) employees may make up the time missed at a later date if approved by the employee s supervisor. The employee may also choose to use accumulated personal leave, compensatory or vacation time to fill-out the lost hours and maintain expected compensation levels; otherwise, the employee will not be paid for the hours of work issued. If because of state attendance requirements the District is required to schedule make-up time due to emergency closure classified employees affected will be required to work the make-up days so scheduled. Emergencies All employees should be familiar with the safety procedures for responding to a medical emergency and the evacuation diagrams posted in their work areas. Emergency drills will be conducted to familiarize employees and students with safety and evacuation procedures. Each campus is equipped with an automatic external defibrillator. Fire extinguishers are located throughout all District buildings. Employees should know the location of these devices and procedures for their use. 67

68 Purchasing Procedures All requests for purchases must be submitted to the Business office on an official District purchase order (PO) form with the appropriate approval signatures. No purchases, charges, or commitments to buy goods or services for the District can be made without a PO number. The District will not reimburse employees or assume responsibility for purchases made without authorization. Employees are not permitted to purchase supplies or equipment for personal use through the District s business office. Specific guidelines to purchasing supplies for DCSD are located on the District website under the Purchasing Department. Employee Self Service (ESS) Name and address changes It is important that employment records be kept up to date. Employees must notify the Human Resources office if there are any changes or corrections to their name, home address, contact telephone number, marital status, emergency contact, or beneficiary. Forms to process a change in personal information can be obtained from Human Resources or found at: Personnel Records The Douglas County Schools Department of Human Resources shall maintain the official personnel file for each employee. All official personnel records of employees shall be maintained in compliance with the following requirements. Materials in Files Only material directly related to professional development and performance shall be placed in the file. No anonymous communications shall be included in the file. Supervisors Working Files A supervisor s working file includes information that a supervisor gathers on an ongoing basis that might be used in conferring with an employee, or as part of a formal employee evaluation. This information will be purged unless it is referenced in the yearend evaluation document. If the information is used in a year-end evaluation document, 68

69 it will be placed in the employee s official personnel file, and such material will be provided to the employee. Employees may access this file upon a seventy-two (72) hour notice to the supervisor. A letter of concern or other documentation may only be retained if referenced in the year-end evaluation documents. Official Files Only one (1) official personnel file shall be kept for each employee and it shall be kept at a central place. Derogatory material shall not be placed in the file unless either the employee acknowledges having received and/or read the material as indicated by the employee s signature on or referencing the document, or by a signed notation by a District official indicating that the employee was given the opportunity to sign the document and refused or failed to do so; however in any event, material furnished by the employee and copies of correspondence addressed to the employee shall not require the employee s signature. It is further understood that the employee s signature or acknowledgment of having read the material does not signify that the employee agrees with its content. No anonymous communication shall be included in the file. Anonymous communications may not be used as evidence against an employee. Access to Official Files Employees shall be given access to the portions of their employee personnel or supervisors working file as guaranteed to them by the Colorado Open Records Law upon seventy-two (72) hours notice to Human Resources. The employee shall have the right to be provided with copies of materials to which he/she is entitled at the employee s expense. The District may charge a reasonable fee for copies of personnel file contents. Removal of Material All material in an employee s official personnel file which is false or unrelated to his/her professional development and performance shall be removed. Manner of Retention The District converts personnel files to electronic or file imaging systems. Accordingly, employee personnel files may not exist in paper format and some records may exist only in electronic form. 69

70 Lost Keys Employees shall not loan keys to anyone, including students. Keys shall not be duplicated for any reason. Broken keys may be replaced by returning the broken key to the maintenance supervisor. Lost keys shall be immediately reported to the supervisor. Employees are responsible for all costs associated with lost keys, which may include changing of locksets. Energy Management Plan Employees shall abide by the District Energy Management Policy. The following regulations apply to the District s Energy Management Plan: Air conditioning control system set points shall be no lower than 74 degrees. Heating control system set points shall be no higher than 70 degrees. HVAC systems in each building will start at times necessary to reach set points no earlier than the scheduled start of the school day. HVAC systems in each building will shut down no later than one hour prior to the end of regular custodial shifts. HVAC systems will not run on weekends without approval from the superintendent or designee. Doors and windows shall be kept closed at all times. Use of individual space heaters is prohibited. Use of refrigerators and other appliances is restricted to designated staff lunchrooms and workrooms. Use of personal appliances in individual classrooms and offices is prohibited unless approved by the principal for instructional purposes. All computers must have power management software activated or must be turned off when not in use. All lights must be turned off when rooms are not in use. Only designated security lighting will be on at night at times deemed most effective. 70

71 TERMINATION OF EMPLOYMENT Resignations Licensed Employees Licensed employees may resign their position without penalty at the end of any school year if written notice is received 45 days before the first day of instruction of the following school year. A written notice of resignation should be submitted to the supervisor. Licensed employees may resign at any other time only with the approval of the superintendent or the Board of Education. Resignation without consent may result in disciplinary action by the Colorado Department of Education (CDE). Administrative, Professional, Technical, & Classified Employees Administrative, Professional, Technical, & Classified employees may resign their positions at any time. A written notice of resignation should be submitted to the supervisor at least two weeks prior to the effective date. Employees are encouraged to include the reasons for leaving in the letter of resignation but are not required to do so. Dismissal or Nonrenewal of Employees Classified employees and employees on probationary, One-Year-Only, and continuing contracts can be dismissed during the school year according to the procedures outlined in District policies. Employees on probationary or One-Year-Only contracts can be nonrenewed at the end of the contract term. Dismissal of licensed, nonprobationary employees is governed by state law (CRS et seq). Probationary Employees Classified employees are considered probationary for the first ninety (90) scheduled work days after beginning employment with the District. Teachers are probationary during their first three (3) years in the District. Classified employees rehired within one year of their separation into a different classification/position will be probationary for ninety (90) scheduled work days. Licensed employees rehired by the District will be probationary for three (3) years. 71

72 A probationary employee may be terminated by the District for any reason that the District, in its judgment, deems sufficient. Exit Interviews and Procedures Exit interviews will be scheduled via for all employees leaving the District who have provided personal addresses. Separating employees are asked to provide the District with a forwarding address and phone number. All District keys, books, uniforms, property including intellectual property, and equipment must be returned upon separation from employment. Outstanding debt to the District will be deducted from the employee s final paycheck, or by individual arrangement with the Payroll Department. Reports to the Colorado Department of Education The dismissal or resignation of an employee will be reported to the Colorado Department of Education (CDE) when the superintendent first learns about an alleged incident of conduct that involves the following: A reported criminal history Any form of sexual or physical abuse of a minor or any other illegal conduct with a student or a minor Soliciting or engaging in sexual conduct or a romantic relationship with a student or minor The possession, transfer, sale, or distribution of a controlled substance The illegal transfer, appropriation, or expenditure of school property or funds An attempt by fraudulent or unauthorized means to obtain or alter any certificate or permit that would entitle the individual to a professional position or to receive additional compensation associated with a position Committing a crime on school property or at a school-sponsored event Violating assessment instrument security procedures Reports Concerning Court-ordered Withholding The District is required to report the termination of employees that are under court order or writ of withholding for child support or spousal maintenance to the court and the individual receiving the support. Notice of the following must be sent to the court and support recipient: 72

73 Termination of employment not later than the seventh day after the date of termination Employee s last known address Name and address of the employee s new employer, if known OTHER EMPLOYMENT ISSUES Substitute Teachers Regular teachers are asked to notify the principal and report the absence(s) to the SubFinder System as soon as possible to obtain a substitute. Lesson plans and special instructions should be kept in a folder and left in the teacher s desk where they will be easy to find. If the desk is locked, provision should be made for a key for the substitute to use. Information included in the folder should be: Seating charts Attendance records Any grouping that is expected Brief summary of routing for lunch Special duty schedule Each classroom teacher will complete a substitute report form upon return to duty. Student Teachers Student teaching assignments are made cooperatively by the institution of higher education in which the student teacher is enrolled, the supervising teacher, the principal of the school in which the student teacher shall serve and the DCSD Office of Curriculum and Instruction. Duties and responsibilities, which may be assigned to student teachers, include any duty or responsibility granted by the District to certified teachers generally or any school program duty or responsibility granted to the supervising teacher. It may not include administering corporal punishment. While performing duties and responsibilities under the supervision of the supervising teacher and the principal, the student teacher is entitled to exercise any authority relating to student management that is granted to certified teachers generally, including the handling of confidential records. The institution of higher education, the supervising teacher, and the principal shall exercise due care to avoid placing the student teacher in a situation which is known to them that the student teacher is not capable of handling successfully. 73

74 Students must have prior approval from the principal or designee for any type of initiation rites of a school club or organization. While most initiation rites are permissible, engaging in or permitting hazing is a criminal offense. Any teacher, administrator, or employee who observes a student engaged in any form of hazing, which has reason to know or suspect that a student intends to engage in hazing, or has engaged in hazing must report that fact or suspicion to the designated campus administrator. 74