South Eastern School District 377 Main Street - Fawn Grove, PA Phone: (717) Fax: (717) Website: sesdweb.

Transcription

1 RAM PRIDE South Eastern School District 377 Main Street - Fawn Grove, PA Phone: (717) Fax: (717) Website: sesdweb.net

2 SUPPORT STAFF HANDBOOK TABLE OF CONTENTS MISSION... 3 PURPOSE... 3 DISCLAIMER... 3 DEFINITION... 3 ROLE AND FUNCTION... 3 DRESS AND GROOMING... 4 REPORTING OF TIME/HOURS WORKED... 4 PAYMENT OF TIME/HOURS WORKED... 4 WEATHER RELATED CLOSINGS AND DELAYS... 5 ATTENDANCE... 5 FMLA... 5 USE OF TELEPHONE... 6 EMPLOYEE ID S AND FOBS... 6 CHILD ABUSE... 6 FIRE DRILL PROCEDURES... 6 SEVERE WEATHER DRILL/ALERT... 8 EVACUATION PROCEDURES... 8 DISABLED STUDENT EVACUATION... 8 LOCKDOWN PROCEDURES... 9 MEDICAL EMERGENCY PROCEDURES... 9 SCHOOL CLOSINGS EMERGENCY INSTRUCTIONAL TIMES ACCEPTABLE USE OF NETWORK/INTERNET GUIDELINES CONFIDENTIALITY AGREEMENT POLICIES AND AGREEMENT REFERENCES Support Staff Handbook Page 2

3 MISSION South Eastern School District... providing progressive education to strengthen the global community. PURPOSE Employee handbooks are prepared and distributed to serve as reference guides for information on policies and guidelines pertaining to job requirements and work-related conditions. They are not intended as official statements of rules, regulations or procedures. Board adopted policies, job descriptions, salary/wage schedules, etc. are available in each of the schools and district administration building. DISCLAIMER The employment relationship between the South Eastern School District and its employees is that of employment at will. Accordingly, either the employee or the School District may terminate the relationship at any time for any reason. Nothing in the employee handbook should be construed to imply any other relationship. The South Eastern School District fully and actively supports equal access for all people, regardless of race, color, religion, gender, age, sexual orientation, national origin, veteran status, disability or genetic information in its education programs, activities and employment. We prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation. Any compliance issues/questions should be directed to the Superintendent. All written materials are available in an alternate format upon request. DEFINITION Support employee as used in this handbook can include persons in the following classifications: Cafeteria Employees and Head Cooks Custodians (Essential Personnel) Instructional / Non-Instructional Aides Maintenance (Essential Personnel) Clerks/Secretaries/Bookkeepers Technology Support Staff ROLE AND FUNCTION Quality and success in any organization are directly related to the competence, dedication and commitment of its people. School districts can establish and maintain school climates which are conducive to learning and positive images within the community only through the collective efforts of all employees. The support employee plays a pivotal role in the total operation of the school. Virtually all employees in this group have daily contact with all stakeholders students, parents, district residents, teachers, support staff, administrators and school board members. The nature and quality of each interaction can create a positive or negative impression of a school or the entire district. It is imperative that efforts are made to conduct business in a manner that is reflective of a high quality organization. Support Staff Handbook Page 3

4 DRESS AND GROOMING When assigned to district duties, support employees shall be physically clean, neat, well-groomed and dressed in a manner consistent with the needs of the job to be performed. Employees shall be groomed so that hair style does not cause a health or safety hazard for the employee or his/her colleagues. Support employees shall be required to utilize safety gear when necessary and wear designated work uniforms as appropriate. REPORTING OF TIME/HOURS WORKED Utilizing the Veritime system, hourly support and substitute employees will record their time each day by clocking in and out at a designated kiosk in each building using their assigned bar code. Hourly employees do not receive pay for the lunch period taken, therefore a ½ hour lunch break will automatically be deducted from each employee s work day hours who works 5 hours or more in a given day. (Aside from a designated lunch break no other break times are scheduled throughout the day). The actual time that an employee clocks in or out will be rounded to the nearest quarter-hour based on the 7- minute rule. Please refer to the chart below as an example of rounding practices based on the 7-minute rule. Arrival time= 7:52/Pay as 7:45 7:55/Pay as 8:00 8:07/Pay as 8:00 8:09/Pay as 8:15 8:21/Pay as 8:15 If an employee takes a vacation, personal, or sick day, it will automatically be recorded in the employee s timesheet in Vertime, based on their entry to the Attendance System (AESOP). Employees are required to report all hours worked and are not permitted to bank time for later use. This means that employees are not allowed to accumulate compensatory (comp) time. The Superintendent/Director of Buildings and Grounds, during emergency situations, may offer comp time to maintenance employees. Employees should review their accumulated time regularly in Veritime to ensure they do not exceed their normal regular work hours. Employees will be paid for all time worked in accordance with the FLSA (Fair Labor Standards Act) on a current basis. Supervisors may allow employees to arrive/leave early or late, referred to as flex time, as long as normal regular hours worked are not exceeded within a work week. Overtime or any extra hours must be approved in advance by the supervisor and have the consent of the Superintendent. Any overtime or extra hours worked without prior approval may be subject to disciplinary action. The hourly employee s supervisor should be reviewing and approving his/her time each day in Veritime. PAYMENT OF HOURS WORKED Payday is every other Friday as indicated on the annual memorandum, which is posted on the district website District Business Office Payroll Dates. Employees will be paid every two weeks for hours worked through a pay period ending one week prior. Direct deposit is required for all employee pay, and Support Staff Handbook Page 4

5 your pay stub is available to view on the Employee Portal (directions can be found on the district website under Staff). WEATHER RELATED CLOSINGS AND DELAYS Inclement weather may cause the district offices to be closed or delayed at times. This will be a decision made on a case by case basis, due to the severity of the weather. Employees will be notified by the Superintendent or designee via a School Reach message as to whether to report on time, with a delay, or that offices are closed. You will be informed as to whether you will need to utilize paid leave or unpaid leave. Essential personnel related to Buildings and Grounds will be directed separately and are required to report as directed. ATTENDANCE Absence Procedure: SESD utilizes the AESOP system for substitute placement and absence management for all staff. This is an automated system that you can access on-line or by phone. Absences for reasons other than illness must be pre-approved by the building administrator based on the employee input into the AESOP system. Employees should check District Policy for details on the parameters for these leaves. Support Staff employees unable to report for duty due to illness, bereavement or other unanticipated reasons shall: 1. Enter your absence via AESOP (on-line or by phone) as soon as the leave is known. With AESOP being an automated system there is no need to wait to contact a live person; absences can be entered 24/7. AESOP will schedule a substitute for your absence if appropriate this feature will not be used for all job titles. There is a cut off time that AESOP will not allow you to input your own absence on the day of the absence please try to do so by 6:00 am the day of the absence and if you are unable to input the absence please contact your Building Secretary. 2. All absences must be entered via AESOP, with the exception of unpaid leave. Unpaid leave must be requested in writing to the Superintendent. 3. In order to cancel a leave day that has already been requested you must submit a request in writing ( ) to the Superintendent requesting consideration for the cancellation, explaining the reason, and receive an approval to do so. Please copy your immediate supervisor and payroll. FMLA FAMILY MEDICAL LEAVE Family Medical Leave must meet specific criteria but comes into play anytime an absence is for 5 or more consecutive days or if a reason is determined to cause an absence on an intermittent basis for a period of time. Policy 335 more specifically discusses FMLA, its qualifications and requirements; however, all employees should be aware that it exists. If qualified, FMLA provides up to 60 working days of absence and allows an employee to maintain available insurance benefits at the employee contribution rate. FMLA runs concurrently with paid leave. You will only be paid for days that you have paid leave existing the remainder of the 60 days would in fact be unpaid leave. Once FMLA is exhausted, if the leave continues the employee would be responsible for paying the full cost of insurance to the district in order to remain on benefits. For the school year, for example, this cost for medical alone Support Staff Handbook Page 5

6 would be $641 per month for single, $1538 for two party, and $1808 for family. If you anticipate a leave occurring, or find yourself nearing the 5 th consecutive day of absence, please contact Human Resources for more details as they pertain to your situation and the appropriate forms. USE OF TELEPHONE General: The telephone system provided by the South Eastern School District shall be used for school business only, unless emergencies arise. Emergency Calls: Emergency telephone calls to support staff employees will be accepted and transferred immediately. Cell Phones: A staff member should not have a cell phone on during the work day unless cell phone use has been approved by the immediate supervisor. Personal cell phones used for District business are not eligible for reimbursement. EMPLOYEE ID S AND FOBS Pictures for ID s are taken during the first in-service days of the school year by LifeTouch and provided within a few weeks to the start of the school year. If you are not present for in-service or you are hired after the start of the school year you will be required to meet with Human Resources at the Administration Building for a picture to be taken and ID created. The district will provide FOBS for card reader access to designated buildings(s) for all district employees, which will be distributed by the building principals or designee. For security purposes, employees are expected to adhere to the following: Use assigned FOB only Access the building(s) with your FOB daily Maintain FOB in your possession at all times Report a lost or misplaced FOB to your building principal or designee immediately Surrender FOB to building principal or designee at the conclusion of the school year for non-year round employees. Replacement FOBS must be purchased by the employee at a cost determined by the district. CHILD ABUSE Employees are required BY LAW to report suspected abuse of any kind to the building administrator and appropriate personnel (nurse, guidance). FIRE DRILL PROCEDURES In the event of a fire or an emergency requiring that the school be evacuated; the following procedures have been developed to insure that everyone has exited the building: Basic Factors: 1. Orderly, quiet and purposeful exit is paramount. Speed is desirable, but of secondary importance. 2. All classroom doors and windows should be closed. Support Staff Handbook Page 6

7 3. Custodians turn off all mechanical equipment and utilities as required. Stand by to direct the fire department to the location of the fire. 4. Students should not carry books or excess clothing. 5. Teachers take class records (grade books) with them and take roll when clear of the building. 6. Students should stay with their group at all times and face away from the building. 7. The first student through the exit door to the outside campus should hold the door until all students have vacated the building. 8. Secretaries should take attendance and medical records as they exit the building. Employees Supervising Students at the Time of the Alarm: Upon notification of an emergency, either by fire alarm system or public address systems, all staff supervising students will direct and accompany students in exiting the building via designated emergency exits. (An alternate emergency exit may be necessary if the location of the incident blocks exiting from the building). 1. Make certain there is a fire exit map posted in the front of the room. 2. Be responsible for evacuation of class. Staff must know fire drill instructions for all rooms in which they are assigned. 3. Appoint classroom assistants (if appropriate). On the fire signal, one assistant will lead the group to exit; the second assistant will close the windows and doors and turn off lights. 4. Have an accurate record of attendance; take class record book with you. 5. Take a position in the corridor outside of your classroom exit which will enable you to check classroom conditions and supervise corridor traffic. 6. Check that windows and doors have been closed. 7. Check that electric lights and electric appliances are turned off. 8. Each teacher is the last person in line in each classroom group: direct traffic in the corridor to move along the wall in single file; on the stairs, two single file lines (one on each side of the stairway). 9. The last teacher out of the building will close the outside door. 10. Call roll of the classroom group when outside of the danger area. 11. The names of any missing students should be reported to an administrator. Staff Not Supervising Students at the Time of the Alarm: Employees not assigned to supervise students at the time of the emergency are asked to assist in securing the building as they exit. 1. Check for students or anyone still in the building; everyone (including secretaries and custodians) must exit the building. 2. Assist handicapped students in exiting the building. 3. Close any open doors or windows. 4. Turn off room lights or operating electrical equipment. 5. Report any problems/emergency situations to an administrator. It is recommended that employees work in pairs or small groups when checking the building. This will accomplish the following: 1. Maintain personal safety - no one should be alone. 2. Assistance is immediately available in evacuating handicapped students. 3. Someone is available to go for help if additional assistance is needed. 4. Greater efficiency in securing the building. Support Staff Handbook Page 7

8 SEVERE WEATHER DRILL/ALERT The following guidelines are to be followed during a Severe Weather Drill/Alert: Signal: The drill/alert will be conveyed to the employees by a public address announcement. Should this system not be operating, office personnel shall alert all classes through the use of a bullhorn. Immediate Action: 1. All windows and doors are to be closed and lights are to be off. 2. Students are to follow the directions of the classroom teacher and/or other school officials. 3. After students leave their classrooms, they are to proceed to the hall corridors and other designated areas, sit down and face away from any exit. They should place their hands over the back of their heads. 4. All doors are to be closed. Persons must be 20 feet from any exterior wall. 5. Employees and students outside the school building should be directed to lay face down, hands over their head in ditches, culverts or ravines if they cannot be re-located in a safe area in the school building. Accountability of Student and Staff: 1. Employees who have students under their charge during the drill/alert should take attendance and send a report to the office. This report should contain the classroom number and a list of students not accounted for. 2. Employees not assigned to students during drill/alert are to report to the office as soon as possible. Important Guidelines to Follow During a Drill/Alert: 1. Locate persons in safe areas like passage tunnels under solid floors, next to interior wall, basements or inner hallways. 2. Do not locate persons in large rooms such as gymnasiums or auditoriums with wide-span roofs. 3. Hallways or interior walls that are not parallel to an approaching tornado are safer than interior walls or hallways that are parallel to an approaching tornado. Tornadoes usually approach from the southwest. 4. Persons outside should be directed to lie down, hands over heads, in ditches, culverts or ravines if they cannot be relocated in a safe area within the building. 5. Windows and doors should remain closed and lights turned off. EVACUATION PROCEDURES In the event of an extreme emergency at school, the evacuation procedure is as follows: 1. The announcement system will be used to notify the staff. 2. Employees are to instruct the students to go to their lockers for their coats, if possible and then go directly to the designated area as fast as safety permits. 3. Employees will do the same. 4. Attendance will be taken when the group assembles at the designated area. 5. The administration will notify the Police. 6. The administration will call buses to transport students home, if it is deemed necessary. DISABLED STUDENTS EVACUATION Employees are to identify all disabled students who are in their classroom. An emergency evacuation procedure is to be developed by the teacher and supplied to the support staff employees that will provide for emergency exit from the building of these disabled students. It is the responsibility of the teacher to see that disabled students are exited from the building in a safe manner. Elevators are NOT to be used during an emergency evacuation. Support Staff Handbook Page 8

9 LOCK DOWN PROCEDURES Occasionally situations arise that make it necessary for us to secure the building. It will be called a lock down. Lock Down: (Teachers/Staff With Students) 1. Remain calm. 2. Check hallway quickly direct all students to nearest classroom. 3. Close and lock doors and windows immediately (DO NOT cover window on door). 4. Turn off lights. 5. Instruct students to remain silent. 6. Reassure students that they are safe. 7. Place students on the floor against a wall out of view from the door. 8. Take attendance of all students in the room. 9. Do not use telephone or cell phone. 10. Locked doors must not be opened until directed by Principal/Building Secretary/Police Officer/Superintendent/ Designee. Lock Down: (Teachers/Staff Without Students) 1. Sweep through hallways and bathrooms to gather students who are not in classrooms. 2. Keep these students with you and move quickly to a secure room. 3. Close and lock doors and windows immediately (DO NOT cover window on door). 4. Turn off lights. 5. Instruct students to remain silent. 6. Reassure students that they are safe. 7. Place students on the floor against a wall out of view from the door. 8. Take attendance of all students in the room. 9. Do not use telephone or cell phone. 10. Locked doors must not be opened until directed by Principal/Building Secretary/ Police Officer/ Superintendent/ Asst. Designee. MEDICAL EMERGENCY PROCEDURES Emergency Response Team (Purpose): To assist the Certified School Nurse, if additional help is needed for medical assistance and/or triage in the event of multiple injuries and/or medical emergencies. Emergency Response Procedure: 1. Contact the main office. Secretary will be advised of location, name(s), grade and condition. 2. Secretary will: a. Dispatch school nurse/nursing assistant/health room aide to location of concern for primary assessment. b. Alert building administrator that health room staff was called to assess medical emergency. c. In the event of multiple injuries, advance to the Emergency Response Team Procedures. d. Log phone calls, time and communication. Support Staff Handbook Page 9

10 3. School nurse/nursing assistant/health aide will determine whether to activate Emergency Response Team and make second call to the office via walkie-talkies. a. Cancel emergency - no Emergency Response needed,... OR b. Activate Emergency Response Team. Emergency Response Team Procedures... If medical lockdown is Activated: 1. Secretary will: a. Announce medical lockdown and Location. b. All students should remain in their classrooms. c. Dial 911 and call for ambulance giving necessary information, as appropriate. d. Contact closest school nurse (If C.S.N. is not in building). e. Notify district administration building of situation. Ext Emergency Response Team will respond immediately: a. Life Saving Group (certified CPR) Respond to scene immediately. Record pertinent information, 911 sheet and log. Contact parent or advise Communication Group to call parent. b. Control Group Support Life Saving Team. Control Scene. Complete injury report/paperwork. c. Communication Group Communicate between scene and main office (runner). Collect pupil information card, make a copy and transport to scene. d. Direct Group Meet ambulance and direct them to the scene. Handle calls from parents and press. e. Custodial assistance with clearing parking area for ambulance. f. Announce end of medical lockdown / release students to regular schedule. g. Debrief Emergency Response Team. SCHOOL CLOSINGS - EMERGENCY In addition to the notifications via the South Eastern School District Emergency Contact System and/or building emergency phone chains, announcements concerning cancellations, delayed openings and early closings of schools in the South Eastern School District will be posted on the following: District Website: Radio Stations: WHVR 98.5 FM WITF 89.5 FM TV Stations: WGAL Channel 8 WBAL Channel 11 WHP Channel 21 WHTM-TV Channel 27 FOX Channel 43 Emergency Closing announcements will be made as soon as a decision has been reached. Support Staff Handbook Page 10

11 INSTRUCTIONAL TIMES Normal Instructional Day: Elementary Grades Student Hours: 8:50 a.m. 3:45 p.m. Extended K-6 Parent Drop Off: 8:35 a.m. 8:50 a.m. 2 Hour Delay: 10:50 a.m. 3:45 p.m. Breakfast Offered 8:35 a.m. 8:55 a.m. SEMS East Grades 7-8 Student Hours: 7:25 a.m. 2:25 p.m. Parent Drop Off: 7:10 a.m. 7:25 a.m. 2 Hour Delay: 9:25 a.m. 2:25 p.m. Breakfast Offered: 7:10 a.m. 7:25 a.m. Kennard-Dale Grades 9-12 Student Hours: 7:25 a.m. 2:36 p.m. Parent Drop Off: 7:10 a.m. 7:25 a.m. 2 Hour Delay: 9:25 a.m. 2:36 p.m. Breakfast Offered 7:10 a.m. 7:25 a.m. Early Dismissal: Elementary Grades K-6: SEMS East Grades 7-8: Kennard-Dale Grades 9-12: 8:50 a.m. 12:05 p.m. 7:25 a.m. 10:45 a.m. 7:25 a.m. 10:56 a.m. Teacher Contract Day: Elementary Grades K-6: SEMS East 7-8: Kennard-Dale 9-12: 8:25 a.m. 3:55 p.m. 7:10 a.m. 2:40 p.m. 7:20 a.m. 2:50 p.m. Support Staff Handbook Page 11

12 South Eastern School District Network Access Release and Authorization Form As a condition of using the South Eastern District network, I understand the Acceptable Use Guidelines and agree to the following: 1. I will follow all rules as adopted by the School District including its Acceptable Use Policy. 2. Authorized staff has the right to review any materials stored on any system provided by the District and to edit or remove any materials. I hereby waive any right, which I may otherwise have in and to such material. 3. All information and services available on the Internet and the School/District network are placed there for informational purposes. Use of the network is at my own risk. 4. District staff will instruct and enforce this policy. District staff will supervise the use of the network. Students and staff are personally responsible for inappropriate use. 5. District staff is not liable for any damages incurred in connection with the use operation, or inability to use the network. 6. In consideration for using the School/District network and having access to public networks, I hereby release South Eastern School District and its officers, employees and agents from any claims and damages arising from my use or inability to use the network. 7. I understand that is not private and may be subject to monitoring. 8. I understand that the district reserves the right to monitor appropriate use of the system by reviewing directories and files housed on either the fileserver or on a district-owned maintained workstation. 9. I understand that violations, which relate to or are in support of illegal activities, may be reported to the proper authorities. Other violations such as loading personal software on a district workstation or downloading inappropriate materials may result in disciplinary action and/or appropriate legal action. 10. I understand that NO non-district owned computers, laptops, handhelds, or any other computing devices are allowed on the district s computer network at any time. 11. I have read and agree to follow as rules as listed in the Acceptable Use/Policy and Guidelines. I also understand that any violation of the regulations is unethical and may constitute a criminal offense. Should I break any of the rules, I will not be allowed to use the network and will receive a disciplinary consequence. Support Staff Handbook Page 12

13 SOUTH EASTERN SCHOOL DISTRICT CONFIDENTIALITY AGREEMENT Confidentiality is a growing legal issue. Under FERPA (Family Educational Rights and Privacy Act of 1974) only parents and students (and school employees who can demonstrate a need to know) are entitled to information relating to a student s records both educational progress and behavior in school. No student should be discussed with anyone other than an administrator, counselor or parent at any time except in meetings such as IEP/GIEP/RTI/CARE/504 team, which are designated educational assistance groups. Particular care should be taken in school common areas (faculty room, copy rooms, lobbies, main office and hallways). It is recommended that any practice that would give other students access to an individual student s grade not occur in our schools. This should be done out of concern for the individual student. Having students correct each other s tests is not an acceptable practice. Student s grades and/or scores should not be announced or made public. Teachers should not release directory information to third parties without prior administrative approval. (Policy 216) By signing the statement below, you are acknowledging your acceptance and adherence to the confidentiality requirements imposed by federal and state law and South Eastern School District policy. If you should ever be uncertain about what constitutes legitimate use or release of information, err on the side of confidentiality and refer the inquiry to your immediate supervisor and/or superintendent. I understand that by virtue of my work for South Eastern School District, that I may have access to data which is confidential and is not to be disclosed to any person or entity without appropriate authorization, subpoena, or court order. In order to access confidential information, I agree to adhere to the following guidelines: 1. I understand and acknowledge that improper or inappropriate use of data in the district's information systems is a violation of district procedures and it may constitute a violation of federal and state laws. 2. I will not provide confidential information to any individual or entity without proper authorization. 3. I will not review records or files for which I do not have a legitimate need to know in order to perform my work. 4. I will not remove confidential information from district facilities except as specifically authorized to do so. 5. I will not make copies of any records or data except as specifically authorized in performance of my work. 6. I will not share my user id and password with anyone, including my support staff, if any. 7. I will not use the data for personal use or for commercial purposes. 8. I will refer all requests for information from law enforcement governmental agencies, and other external entities to the Office of Legal Counsel. 9. I will refer external requests for all district statistical, academic or administrative data to the administration, superintendent, or those departments that have been authorized to respond to such requests. 10. I agree to report any unauthorized access to confidential data immediately to the building administration. 11. I understand that any improper or inappropriate use of data in the district s information systems may result in the cancellation of my contract with the district and legal action. Support Staff Handbook Page 13

14 SCHOOL BOARD POLICIES Section 300 of the School Board Policies, located on the district web site under School Board, Policies 300 Employees, provides more detailed information for all areas of employee policies. You will be required to review policies on an annual basis and may reference them at any time on the district web site. AGREEMENT SUPPORT STAFF SUMMARY OF BENEFITS Please reference the Support Staff Agreement Summary of Benefits for additional information on leaves, insurance, retirement, overtime, separation from employment, extracurricular positions, job postings, and hourly rate schedule. The agreement is provided to you by the district at the time of hire, or each year a new agreement is approved, and can also be found on the district web site under Staff, once you have logged in. Support Staff Handbook Page 14