(Fax) Www:Boyd.Kyschools.Us

Employee Handbook 1104 Bob McCullough Drive Ashland, Kentucky 41102 606-928-4141 606-928-4771 (fax) www:boyd.kyschools.us

2015-2016 K. Curnutte T A B L E OF C O N T E N T S Leaves of Absence; Jury Duty; Worker’s Compensation...... 55 Worker’s Compensation (cont.); Timekeeping System; Approving Hours Worked; Address and/Name Chang- COVER...... 1 es;...... 56 TABLE OF CONTENTS...... 2-4 Beneficiary Changes...... 57 INTRODUCTION...... 5 District Office Staff...... 6 Certified Salary Schedule 2015-2016...... 58 District Schools...... 7 Classified Salary Schedule 2015-2016...... 59-62 Location of Boyd County Policies & Procedures...... 8 Leadership Components...... 9 BOARD POLICIES AND PROCEDURES GENERAL INFORMATION Certified Personnel History of Boyd County Public Schools...... 10-11 Definition...... 64 Organizational Structure...... 12 Hiring...... 64-66 Vision and Mission Statement, Values and Strategic Planning...... 13 Medical Examination...... 66-67 Code of Ethics...... 14 Certification and Records...... 67-68 Equal Employment Opportunity...... 68 Public Relations...... 15 Contract; Transfer of Tenure; Compensation and Benefits...... 69-70 Curriculum Advisory Council...... 15 Salaries...... 70-71 Access to Electronic Media (Acceptable Use Policy)...... 16-18 Salary Deductions...... 71 Site Technology Coordinators...... 18 Salary Deductions (cont.);...... 72 Notification of Rights Under FERPA...... 19 Reduction in Salary and Responsibility; Cafeteria Plan; Holidays...... 73 Family Education Rights and Privacy Act (FERPA) Definitions...... 20 Leaves and Absences ...... 74 Notification of Protection of Pupil Rights Amendment (PPRA)...... 21 Personal Leave...... 75 Student Records Policy...... 22-24 Sick Leave...... 76 BEA, ROSE Society...... 24 Sick Leave (cont.); Family and Medical Leave...... 77-79 Boyd Co. Foundation For Children (BCFFC) with donation card...... 25 Maternity Leave...... 78 Family Resource and Youth Service Centers (FRYSCS)...... 26 Extended Disability Leave...... 80 Honeywell Instant Alert information and procedures...... 27 Extended Disability Leave (cont.); Educational/Professional Leave...... 81 Boyd County App...... 28 Emergency Leave...... 82 Asbestos-Containing Materials in Schools Notice to Public...... 28 Emergency Leave (cont.); Jury Leave; Military/Disaster Services Leave...... 83 Insurance...... 84 Expense Reimbursement...... 85-86 TRAVEL GUIDELINES Planning Time...... 86 Employee Travel Guidelines Tuition-Free Enrollment of Children; Assignment...... 87 Travel Reimbursements...... 30-31 Transfer; Promotion ...... 88 Special Instructions for Travel Related Purchase Orders...... 32 Promotion (cont.); Demotion; Supervision...... 89 Local Mileage Chart...... 33 Use of School Property...... 90-91 Standard Round Trip Distance Chart...... 34 Use of Personal Cell Phones/Telecommunication Devices...... 91 Travel Expense High Rate Areas chart...... 35 Political Activities...... 92 Professional Meeting Attendance Request Form sample...... 36 Disrupting the Educational Process...... 92-93 Travel Voucher sample form...... 37 Drug-Free/Alcohol Free Schools...... 93-94 Monthly Travel Expense Record sample form...... 38 Dress and Appearance...... 95 Use of Tobacco...... 96 PURCHASING PROCEDURES Duties...... 96-97 Purchasing Procedures: A Quick Reference...... 40 Outside Employment or Activities; Hours of Duty...... 97 Checklist for Purchase Order Completion...... 41 Staff Meetings; Health and Safety...... 98 Purchase Order sample form...... 42 Health and Safety (cont.); ...... 99-100 Personnel Records...... 101 Choosing a Vendor...... 43 Communications...... 102 Important Laws and Policies Related to Purchasing...... 44 Harassment/Discrimination...... 102-105

Termination/Non-renewal/Separation by Employee...... 105 EMPLOYEE BENEFITS Reduction in Force; Sanctions...... 106 Payroll & Employee Benefits Handbook Conflict of Interests; Suspension...... 107 Welcome...... 46 Suspension (cont.); Reinstatement...... 108 Health Insurance; Dental Insurance; Vision Insurance; State-sponsored Life Insurance �� 47 Retirement...... 109 Life, Cancer and Disability Insurance...... 48 Evaluation...... 110-111 Kentucky Teachers’ Retirement; Kentucky Retirement Systems...... 49 Teacher Observation Document (example)...... 112-125 Kentucky Retirement Systems (cont.); Social Security Benefits...... 50 Professional Development...... 126 Medicare Deduction; Cafeteria Plan; FSA; Federal and State Taxes; Tax-Sheltered Annuties .51 Professional Meetings...... 127 Tax-Sheltered Annuites (cont.); YMCA; Credit Union; United Way; ROSE Society; BCFFC Donations Instructional Leaders’ Training...... 128 KEA & KASA Dues; Employee Detail; Direct Deposit...... 52 Classified Personnel Payroll Schedule; Errors; Salaries, Deduction Change/Cancellation Form; Change in Rank—Certified Definition...... 130 Sick Leave...... 53 Hiring...... 130-132 Sick Leave Donation; Personal Days; Emergency Days...... 54 Medical Examination...... 133 Equal Employment Opportunity...... 134-135 2 3 Compensation and Benefits...... 136 INTRODUCTION Salaries...... 136-138 Salary Deductions...... 137 Salary Deductions (cont.); Cafeteria Plan; Holidays...... 138 Welcome to Boyd County Public Schools. This book has been produced to assist all Leaves and Absences...... 139 certified and classified employees in providing valuable information to assure greater effective- Personal Leave; Sick Leave...... 140 ness and efficiency in the workplace. Please read all sections of this employee handbook care- Sick Leave (cont.)...... 141 Family and Medical Leave...... 142-144 fully. The intent is to define your employment relationship with Boyd County Public Schools. Maternity Leave...... 144 Maternity Leave (cont.); Extended Disability Leave...... 145 All sections are presented as a matter of standard or general information applying to all em- Educational Leave; Emergency Leave...... 146 Jury Leave; Military/Disaster Services Leave...... 147 ployees. All plans, procedures, policy statements and employee benefits set forth the eligibility, Insurance...... 148 limitations, exclusion and other requirements which directly impact you as an employee. Expense Reimbursement...... 148-150 Tuition-Free Enrollment of Children; Assignment...... 150 Assignment (cont.); Transfer; Promotion...... 151 The Boyd County Board of Education may implement new policies, procedures, and plans should Demotion; Supervision; Use of School Property...... 152 it choose to do so at any time. It may modify, revoke, suspend, terminate or change any of the Use of School Property (cont.)...... 152-154 Use of Personal Cell Phones/Telecommunication Devices...... 154 plans, procedures and policies, both in this document and in other formal employee documents Political Activities; Disrupting the Educational Process...... 155 in whole or in part, with or without prior notice to employees. Boyd County Public Schools’ in- Disrupting the Educational Process (cont.)...... 155-156 Drug-Free/Alcohol-Free Schools...... 156-157 terpretation of any of its plans, procedures and policies is final and binding. Dress and Appearance...... 158 Use of Tobacco; Duties...... 159 Any information or concerns relative to any section of this document concerning the content may Outside Employment or Activities; Health and Safety...... 160 Health and Safety (cont.)...... 160-162 be obtained from Kelli Prater, District Administrator, at: Personnel Records...... 162-163 Boyd County Public Schools Communications...... 163-164 Harassment/Discrimination...... 164-166 1104 McCullough Drive Harassment/Discrimination Reporting Form...... 167 Ashland, KY 41102 Witness Disclosure Form...... 168 606-928-4141 Discipline, Suspension and Dismissal of Classified Employees...... 169-170 Reduction in Force...... 171 More information about Boyd County Public Schools may be found online at www.boyd.kyschools. Non-renewal...... 172 us. Conflict of Interests...... 173 Retirement...... 173-174 Evaluation; Staff Development...... 174 Job-Related Meetings; Substitute Teachers...... 175 PUBLIC NOTICE Substitute Teachers (cont.)...... 176 Boyd County Board of Education Paraprofessionals; Volunteers/Paraprofessionals...... 177-178 Non-Discrimination Policy Statement

APPENDIX A The Boyd County School District does not discriminate on the basis of race, color, national origin, sex/gender, age, or disability in MANDATORY TRAINING FOR CERTIFIED EMPLOYEES - GIFTED AND TALENTED STUDENTS ...... 1-4 admission to its programs, services, or activities, in access to them, in treatment of individuals, or in any aspect of their operations. The Boyd County School District also does not discriminate in its hiring or employment practices.

The following career and technical education programs are available to students in grades 10-12: automotive technology, health • The Policies and Procedures listed within this handbook are subject to change. careers, welding, drafting, child care, marketing, information technology, business and office, industrial technology, agriculture/ • horticulture, and family and consumer science. The lack of English language skills will not be a barrier to admission and participation in career and technical education programs. • The most current Policies and Procedures are online at www.boyd.kyschools. us. From the main district website, choose the menu link “District,’” then This notice is provided as required by Title VI of the Civil Rights Act of 1964, Section 504 of the rehabilitation Act of 1973, Title IX of “Board of Education,” then “Policies and Procedures.” the Education Amendments of 1972, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990. • Questions, complaints, or request for additional information regarding these laws may be forwarded to the designated compliance • It is the responsibility of the employee to adhere to the most current policy coordinator: and/or procedure. Kelli Prater, District Administrator 1104 Bob McCullough Drive, Ashland, KY 41102 606-928-4141, Extension 2014; 8 AM to 4 PM, Monday - Friday

The policies and procedures for identifying and reporting discrimination may be found in the Board Policies and Procedures manual which may be accessed online at www.boyd.kyschools.us.

4 5 1104 McCullough Drive Ashland, KY 41102 606-928-4141 606-928-2651 (Direct to Voice Mail) Boyd County Public Schools District Office 606-928-4771 (Fax) 1104 McCullough Drive 606-929-9504 (Finance Fax) Ashland, KY 41102 www.boyd.kyschools.us 606-928-4141 www.boyd.kyschools.us DISTRICT OFFICE STAFF Mr. R. Brock Walter - Superintendent Ms. Tamala Martin - Assistant Superintendent/Curriculum & Instruction/PD/Federal Programs Ms. Carole Chaney - Secretary to the Superintendent Boyd County High Cannonsburg Elementary Early Childhood Learning 14375 Lions Lane 12219 Midland Trail Road Center North Mr. Cliff Salyers - Pupil Personnel/Pre-Employment Ashland, KY 41102 Ashland, KY 41102 1100 Bob McCullough Drive Ms. Tina Carroll - Administrative Assistant 606-928-7100 606-928-7131 Ashland, KY 41102 606-928-1312 (Fax) 606-928-2685 (Fax) 606-928-8001 Principal – Tommy Holbrook Principal – Jon Stevens 606-928-4410 (Fax) Ms. Janice Marcum – Curriculum Instruction & Assessment/Gifted & Talented Grades 9-12 Grades P-5 Director – Carla Malone Ms. Lisa Maynard – Administrative Assistant Ages 3 & 4 B. C. Career & Technical Catlettsburg Elementary Ms. Kelli Prater – District Administrator/ESS/FRYSC/Grant Writing/P.R./Curriculum/Textbooks/Title XI Education Center 3348 Court Street Ms. Karen Curnutte – Public Relations/Copy Specialist/Writer/District Webmaster 12300 Midland Trail Road Catlettsburg, KY 41129 Early Childhood Learning Ashland, KY 41102 606-739-5515 Center South/Preschool Ms. Lani Thacker– Director of Food Service 606-928-7120 606-928-8625 (Fax) Administrative Office Ms. Cory Withrow - Food Service Assistant 606-928-6432 (Fax) Principal – Marci Prater 12862 State Route 180 Director – Doug Deborde Grades Pre-K-5 Ashland, KY 41102 Grades 9-12 606-929-5500 Mr. Don Fleu – Director of Finance Ponderosa Elementary 606-929-5568 (Fax) Ms. Helen Campbell - Finance Ramey Estep High School 16701 Ponderosa Drive Director – Carla Malone Ms. Cindy McClelland - Head Start/Title I Finance 2901 West Pigeon Roost Road Catlettsburg, KY 41129 Ages 3 & 4 Rush, KY 41168 606-928-2330 Ms. Angie Marcum – Payroll Director/Health Insurance Coordinator 606-928-5801 606-928-2337 (Fax) Catlettsburg Preschool Ms. Lora Adams – Payroll 606-928-2145 (Fax) Principal – Matt Spade (located at Catlettsburg Ms. Donna Black - Payroll Principal – Ann Brewster Grades P-5 Elementary) Grades 9-12 3348 Court Street Summit Elementary Catlettsburg, KY 41129 Mr. Pete Fraley – Athletic Director/Title IX Boyd County Middle School 830 State Route 716 606-739-5515 1226 Summit Road Ashland, KY 41102 606-739-8625 Ms. Susan Stapleton - Homebound Instructor Ashland, KY 41102 606-928-6533 Director - Carla Malone 606-928-9547 606-928-5234 (Fax) Ages 3 & 4 Ms. Cindy Pointer - District Technology Resource Instructor 606-928-2067 (Fax) Principal – Ben Maynard Principal – Bill Boblett Grades P-5 Grades 6-8 Ms. Carla Malone - Director of Head Start/Preschool, Director of Special Education (office located at ECLC-South)

email: [email protected]

6 7 Boyd county public schools Leadership components

Board of Education

Purpose: Governance of Boyd County Public Schools BOYD COUNTY BOARD OF EDUCATION Composition: Five elected members representing the entire community of Boyd County Public Schools and the appointed district P o l i C i e S A n d P r o C e d u r e S superintendent Boyd County Board Policies and Procedures may be accessed at any time online at: Meeting times - once a month in regular session and may choose

to meet more often as the need arises in specially called sessions www.boyd.kyschools.us

Click on the menu item “District”, then the link “Board of Education” and then on the link Current Members: Tammy Pruitt - serving Division I “Policies and Procedures.” Bob Green, Chairperson - serving Division II Judy Nichols - serving Division III Randall Stapleton, Vice Chairperson - serving Division IV Linda Day - serving Division V A full and current paper copy of the Boyd County Board of Education Policies and Procedures will R. Brock Walter, Superintendent of BCPS - serving as secretary be housed at: Boyd County Public Schools District Office Board meetings are open to the public and are held at Boyd County High School Superintendent’s Office in the Alumni Auditorium, 7:00 p.m. on the fourth Tuesday of each month. 1104 Bob McCullough Drive Ashland, KY 41102 606-928-4141

The Policies and Procedures included in this handbook are not a complete representation for employee guidance. It is the responsibility of the employee to research the most current and complete policies and procedures online at the link listed above. District leadership team

Purpose: Provision of effective/efficient educational management of all resources in the district schools

Composition: Superintendent selected administrative and supervisory personnel of Boyd County Public Schools

Meets once a month following the regular Board of Education meeting

8 9 A History of Catlettsburg High School and Catlettsburg Junior High School. This development, making it necessary for all students living in the city of Catlettsburg to attend school outside the city once they finished grade five, re- BOYD COUNTY PUBLIC SCHOOLS sulted in some consternation for several Catlettsburg residents. Now, however, it seems that most Catletts- burg citizens and students have accepted this development and the former Catlettsburg School system and To accomplish the assignment of the writing of the history of the Boyd County Public Schools system with the Boyd County Public Schools system are perceived by this writer to be united in spirit and effort to the brevity, this writer has elected to mention in passing some selected significant milestones in that history, greatest extent experienced since the merger in 1974. A prime example of this is the election of the present while addressing in more depth some of the most pivotal milestones. local board member for the division that includes the city of Catlettsburg without a candidate residing within the city running in opposition of the incumbent whose residence is outside the city. Boyd County Public Schools originated as a conglomerate of one– and two-room graded schools. A hall- mark event occurred in 1929 when Boyd County High School graduated its first class. Prior to that time, KERA Arrives in 1990 those young people who wished to go beyond the eighth grade generally enrolled in either Catlettsburg High One would be remiss not to cite the advent of the Kentucky Education Reform Act (KERA) as an all pervasive milestone in the history of Boyd County Public Schools. The district began implementing the non-graded School or Ashland High School in nearby cities. Boyd County High School enrolled its first students in the primary to replace grades kindergarten through three with some trepidation but even more high expecta- 1920’s using Cannonsburg Methodist Church as temporary quarters until a high school facility was built. tions for the future. Site Based Decision Making (SBDM) councils were organized in all Boyd County Public Schools at an earlier date than in some other districts, and no school has ever chosen to disband an existing At the inception of the Boyd County Public Schools system, the entire Boyd County Public Schools district council. To this date, the curriculum documents and their delivery in the schools are largely test-driven. In was rural and, in fact, very sparsely populated. Gradually the one– and two-room schools, having such Kentucky, we are to “test what we teach” and “teach what we test.” The state assessment system has liter- colorful names as Slippery Rock, Long Branch and Arat, were consolidated into such larger schools as Sum- ally forced “selective abandonment” of much curriculum content in order to emphasize the Core Content for mit Elementary, Cannonsburg Elementary and England Hill Elementary. But, eventually Summit became so Assessment and Classroom Strategies that bode well for success on the state’s mandated assessment. From large (over 900 students) that part of its students were sent to a newly-constructed Ironville Elementary. a historical perspective, perhaps no other factor has induced systemic change in the Boyd County Public England Hill eventually disappeared, as its students were divided between the newly constructed Eidson Schools comparable to that of KERA. Elementary and Cooper Elementary schools. Author: Dr. James Harper (1939 - 2012) District Administrator When the writer became an administrator in Boyd County Public Schools for the 1966-67 school term, the Written in February, 2000 District was comprised of these schools: Dr. Harper was a life-long resident of Boyd County and was employed in the Boyd County Public School System for 46 years Cannonsburg Elementary—grades 1-8; Summit Elementary—grades 1-8; Ironville Elementary—grades 1-8; ______Cooper Elementary—grades 1-8; Eidson Elementary—grades 1-8; Durbin Elementary—grades 1-6; Garner Schools now within the Boyd County Public Schools district are: Elementary—grades 1-6; Boyd County High School—grades 9-12. Boyd County High School, Ramey Estep High School, Boyd County Career & Technical Center, Boyd County Central, Boyd County Middle School, Cannonsburg Elementary, Catlettsburg Elementary, Ponderosa The first junior high school (grades 7-9) in the district opened for the 1974-75 school year in the former Elementary, Summit Elementary, Early Childhood Learning Center—North, Early Childhood Learning Center— Catlettsburg High School facility that had become part of the Boyd County Public Schools system in 1974. South and Catlettsburg Preschool housed at Catlettsburg Elementary. For the 1976-77 school year a second junior high school, Summit Junior High School, was opened in a new facility to include grades 7-9 in the western portion of the county. Beginning with the 1993-94 school year, The New Boyd County High School the configuration of Boyd County Public Schools was changed to include grades 9-12, rather than grades On October 22, 2010, ground was broken for the new Boyd County High School. The architectural firm 10-12 at Boyd County High School and the former Summit Junior High School facility became the home of of Sherman-Carter-Barnhart designed the 145,471 square foot facility at a cost of 40 million. The school grades 6-8 in the facility known today as Boyd County Middle School. accommodates 1,000 students with classrooms grouped in Science, Technology, Engineering and Math (STEM) academies. The building was dedicated on December 13, 2012 with students arriving in January, From its beginnings as a very sparsely populated rural area in the ‘20’s, the Boyd County Public Schools 2013. In 2014, the facility earned the U.S. Environmental Protection Agency’s (EPA’s) ENERGY STAR district has entered the new millennium as a district largely rural South of I-64 and largely suburban north certification, which signifies that the building performs in the top 25 percent of similar facilities nationwide of I-64. The population residing within the boundaries of the district now represents almost fifty percent of for energy efficiency and meets strict energy efficiency performance levels set by the EPA. the total population of Boyd County. At its inception, the population residing within the Boyd County Public K-Prep Assessment and Unbridled Learning Schools district was only a minuscule portion of the population of the entire county, as the city of Ashland In 2009, the Kentucky legislature passed Senate Bill 1 which called for more rigorous academic standards was home to most of Boyd County’s populace. and a new state test based on those standards. The bill also called for a more balanced assessment and accountability system focused on our student’s readiness for life after high school - College and Career The milestone events in the history of Boyd County Public Schools system for which this writer has chosen Readiness. to provide a more lengthy analysis are: Two years later, the state adopted the Common Core Standards in English/language arts and mathematics. • Merger of the Catlettsburg Independent School system with the Boyd County Public Schools system Known as the Kentucky Common Core Academic Standards, they are designed to be aligned with college in 1974. coursework and 21st century skills required in the workplace. These standards were first taught in 2011- • KERA (Kentucky Education Reform Act) arrives in 1990. 2012.

Catlettsburg Merges These new standards are tougher than what has been in place before and could prove to be challenging in the beginning. It is important that, as a community, we support the extra effort because the new standards The merger of the Catlettsburg Independent School System with the Boyd County School System became are good for our kids’ future, will provide a more skilled workforce, and help the U.S. retain its strong effective on July 1, 1974. While the Catlettsburg Schools had come upon hard times due to such factors as position in a global economy. declining enrollment, decaying buildings and financial problems that made merger a very rational decision on the part of the Catlettsburg Board of Education, the decision was very unpopular with some of the citi- Consistent standards mean that academic performance of our students can be compared to that of students zenry. Especially unpopular was conversion of Catlettsburg High School to Catlettsburg Junior High School, in other states, and when students move from one state to another, they will have the same learning requiring high school students to attend Boyd County High School at Cannonsburg. Also, one Catlettsburg guidelines in both places. Elementary school, Haney, was closed at that time. If you would like more information about the new standards and how they will be assessed, please visit the Kentucky Department of Education (KDE) website and click on the Unbridled Learning College/Career Despite the initial displeasure of many Catlettsburg citizens regarding the merger and loss of Catlettsburg Readiness for All icon. High School and Haney Elementary, the issue of merger now is seldom spoken of in disparaging terms. Boyd County Middle School Facility Improvements As the years have passed since 1974, Hatfield Elementary and Yost Elementary have also ceased to exist, The architectural firm of Sherman-Carter-Barnhart were again selected to design the updates and additions leaving none of the Catlettsburg elementary schools, extant at the time of the merger, in operation. The to the Boyd County Middle School during the 2015-2016 school year. Additions will include a new entrance most recent change in the schools of Catlettsburg was the conversion of Catlettsburg Junior High School facade, new windows, elevator access to the top level of the gymnasium, and a bus loading/unloading area to Catlettsburg Elementary in 1993, the elementary school now occupying the site formerly occupied by designed to improve traffic flow during peak pick-up and drop-off times. 10 11 boyd county public schools Boyd County Public Schools ORGANIZATIONAL STRUCTURE

Vision Statement “The Leader In Learning”

Mission Statement “Boyd County Public School District employees are committed to create an environment of high expectations, to engage every student in work reflecting a high achievement level and to work collaboratively with students, colleagues, families and our community to ensure student learning. This commitment guides our every decision and establishes our priorities.” Values • We will invest in quality personnel who take responsibility for student success and failure.

• We will identify the essential learning goals and help each student to achieve those goals.

• We will teach for understanding, frequently assessing students’ understanding and providing a variety of opportunities for students to demonstrate mastery.

• We will work collaboratively in developing instructional strategies, design- ing methods of assessment, and advancing the vision of the district.

• We will involve our families and our community in the learning process by creating shared learning experiences.

• We will be models of the life-long learning and commitment to high-quality work that we hope to develop in our students.

• We will monitor the results of our individual and collective efforts and use evidence of results to celebrate accomplishments and guide our processes of continuous improvement.

• We will identify and provide opportunities for our students to experience and value diversity in a diverse global society.

Our strategies state that we will… • Build stronger internal and external “trust” to strengthen the Boyd County Schools system. • Continue to improve our facilities to create a safe, inviting environment that is conducive to learning at the highest levels. • Improve communications with all stakeholders…students, parents, staff and the community. • Continually access and improve instructional programming, instructional effectiveness and organizational efficiency.

13 12 CODE OF ETHICS PUBLIC RELATIONS 704 KAR 20:680 What is School Public Relations? Section 1. Certified personnel in the Commonwealth: The National School Public Relations Association professional definition is: “Educational public relations are a planned and systematic management function to help improve the programs and 1. Shall strive toward excellence, recognize the importance of the pursuit of truth, nurture services of an educational organization. It relies on a comprehensive two-way communications democratic citizenship, and safeguard the freedom to learn and to teach; process involving both internal and external publics, with a goal of stimulating a better understanding of the role, objectives, accomplishments and needs of the organization. Educational 2. Shall believe in the worth and dignity of each human being and in educational opportunities public relations programs assist in interpreting public attitudes, identify and help shape policies for all; and procedures in public interest, and carry on involvement and information activities which earn public understanding and support.” 3. Shall strive to uphold the responsibilities of the education profession, including the following obligations to students, to parents, and to the education profession. Why School Public Relations? This is the media age. School communication needs have increased dramatically and become TO STUDENTS more complex. A school district needs to develop and execute its communications’ plans through • Shall provide students with professional education services in a non-discriminatory manner and both print/electronic media and face-to-face communications, and to handle relations with the in consonance with accepted best-practice known to the educator. multitude of media that call school districts weekly. • Shall respect the constitutional rights of all students. • Shall take reasonable measures to protect the health, safety and emotional well-being of Education is under attack… from taxpayers, business groups and others. A school district needs students. to publicize the positive news about student and staff achievement and programs and to develop • Shall not use professional relationships or authority with students for personal advantage. a coordinated proactive, rather than reactive, approach that anticipates problems before they • Shall keep in confidence information about students which has been obtained in the course of develop. If there is no positive communication from the school district, the critics’ voices are the professional services, unless disclosure serves professional purposes or is required by law. only ones that will be heard. • Shall not knowingly make false or malicious statements about students or colleagues. • Shall refrain from subjecting students to embarrassment or disparagement. The scope of successful school public relations has expanded greatly from what in the past was • Shall not engage in any sexually related behavior with a student with or without consent, but mostly written communications to a greatly increased need for face-to-face communication with shall maintain a professional approach with students. Sexually related behavior shall include such the many publics in the community. A school district needs to schedule community relations pro- behaviors as sexual jokes; sexual remarks; sexual kidding or teasing; sexual innuendo; pressure gramming to build informed support and solid community relationships. for dates or sexual favors; inappropriate physical touching, kissing or grabbing; rape; threats or physical harm; and sexual assault. The Public Relations Department maintains the district website and the Boyd County App. The app may be found by searching “Boyd County Schools” in your mobile app store. You may TO PARENTS download it for free. • Shall make reasonable effort to communicate to parents information which should be revealed in the interest of the student. • Shall endeavor to understand community cultures and diverse home environments of students. • Shall not knowingly distort or misrepresent facts concerning educational issues. • Shall distinguish between personal views and the views of the employing educational agency. CURRICULUM ADVISORY COUNCIL • Shall not interfere in the exercise of political and citizenship rights and responsibilities of others. • Shall not use institutional privileges for private gain for the promotion of political candidates or PURPOSE: To monitor the delivery of a standards-based, continuous progress for partisan political activities. model of curriculum. • Shall not accept gratuities, gifts, or favors that might impair or appear to impair professional judgment, and shall not offer any of these to obtain special advantage. Composition: The administrator and two representatives from each district school level: Pre-k, Primary, Intermediate, Middle and High TO EDUCATION PROFESSIONALS • Shall exemplify behaviors which maintain the dignity and integrity of the profession. • Shall accord just and equitable treatment to all members of the profession in the exercise of their professional rights and responsibilities. • Shall keep in confidence information acquired about colleagues in the course of employment, unless disclosure serves professional purposes or is required by law. • Shall not use coercive means or give special treatment in order to influence professional decisions. • Shall apply for, accept, offer, or assign a position or responsibility only on the basis of professional preparation and legal qualifications. • Shall not knowingly falsify or misrepresent records of facts relating to the educator’s own qualifications or those of other professionals. 14 15 The following policies are from the Board Policies and Procedures Manual 2. If permission is granted, staff members will set up the site following any District guidelines developed by the Superin- CURRICULUM AND INSTRUCTION 08.2323 tendent’s designee. Access to Electronic Media 3. Guidelines may specify whether access to the site must be given to school/District technology staff. 4. Once the site has been created, the sponsoring staff member is responsible for the following: (Acceptable Use Policy) a. Monitoring and managing the site to promote safe and acceptable use; and The Board supports reasonable access to various information formats for students, employees, and the community and believes b. Observing confidentiality restrictions concerning release of student information under state and federal law. it is incumbent upon users of electronic media and/or Boyd County Public Schools (BCPS) network to utilize this privilege in an Staff members are discouraged from creating personal social networking sites to which they invite students to be friends. Em- appropriate and responsible manner as required by this policy and related procedures, which apply to all parties who use District ployees taking such action do so at their own risk. technology. Employee Use Safety Procedures and Guidelines All employees shall be subject to disciplinary action if their conduct relating to use of technology or online resources violates The Superintendent shall develop and implement appropriate procedures to provide guidance for access to electronic media. this policy or other applicable policy, statutory or regulatory provisions governing employee conduct. The Professional Code of Guidelines shall address teacher supervision of student computer use, ethical use of electronic media (including, but not limited Ethics for Kentucky School Certified Personnel requires certified staff to protect the health, safety, and emotional well-being of to, the Internet, e-mail, and other District technological resources), and issues of privacy versus administrative review of elec- students and confidentiality of student information. Conduct in violation of this Code, including, but not limited to, such conduct tronic files and communications. In addition, guidelines shall prohibit utilization of networks for prohibited or illegal activities, relating to the use of technology or online resources, must be reported to Education Professional Standards Board (EPSB) as the intentional spreading of embedded messages, or the use of other programs with the potential of damaging or destroying required by law and may form the basis for disciplinary action up to and including termination. programs or data. Students shall be provided instruction about appropriate online behavior, including interacting with other individuals on social Community Use networking sites and in chat rooms and cyberbullying awareness and response. On recommendation of the Superintendent/designee, the Board shall determine when and which computer equipment, software Internet safety measures, which shall apply to all District-owned devices with Internet access or personal devices that are permit- and information access systems will be available to the community. ted to access the District’s network, shall be implemented that effectively address the following: Upon request to the Principal/designee, community members may have access to the Internet and other electronic information • Controlling access by minors to inappropriate matter on the Internet/World Wide Web; sources and programs available through the District’s technology system, provided they attend any required training and abide by • Safety and security of minors when they are using electronic mail, chat rooms, and other forms of direct electronic com- the rules of usage established by the Superintendent/designee. munications; Disregard of Rules • Preventing unauthorized access, including “hacking’ and other unlawful activities by minors online; Individuals who refuse to sign required acceptable use documents or who violate District rules governing the use of District tech- • Unauthorized disclosure, use and dissemination of personal information regarding minors; and nology shall be subject to loss or restriction of the privilege of using equipment, software, information access systems or other • Restricting minors’ access to materials harmful to them. computing and telecommunications technologies. A technology protection measure may be disabled by the Board’s designee during use by an adult to enable access for bona fide Employees and students shall be subject to disciplinary action, up to and including termination (employees) and expulsion (stu- research or other lawful purpose. dents) for violating this policy and acceptable use rules and regulations established by the school or District. The District shall provide reasonable public notice of, and at least one (1) public hearing or meeting to address and communicate Responsibility for Damages its initial Internet safety measures. Individuals shall reimburse the Board for repair or replacement of District property lost, stolen, damaged, or vandalized while Specific expectations for appropriate Internet use shall be reflected in the District’s code of acceptable behavior and discipline under their care. Students or staff members who deface a District web site or otherwise make unauthorized changes to a web site including appropriate orientation for staff and students. shall be subject to disciplinary action, up to and including expulsion and termination, as appropriate. Permission/Agreement Form Responding to Concerns A written parental request shall be required prior to the student being granted independent access to electronic media involving School officials shall apply the same criterion of educational suitability used to review other educational resources when ques- District technological resources. tions arise concerning access to specific databases or other electronic media. The required permission/agreement form, which shall specify acceptable uses, rules of on line behavior, access privileges, and penalties for policy/procedural violations, must be signed by the parent or legal guardian of minor students (those under 18 years Audit of Use of age) and also by the student. Users with network access shall not utilize District resources to establish electronic mail accounts through third party providers This document shall be kept on file as a legal, binding document. In order to modify or rescind the agreement, the student’s par- or any other nonstandard electronic mail system. ent/guardian (or the student who is at least 18 years old) must provide the Superintendent with a written request. The Superintendent/designee shall establish a process to determine whether the District’s education technology is being used for purposes prohibited by law or for accessing sexually explicit materials. The process shall include, but not be limited to: Employee Use 1. Utilizing technology that meets requirements of Kentucky Administrative Regulations and that blocks or filters Internet Employees shall not use a code, access a file, or retrieve any stored communication unless they have been given authorization to access for both minors and adults to certain visual depictions that are obscene, child pornography, or, with respect to computers do so. (Authorization is not required each time the electronic media is accessed in performance of one’s duties.) Each employee with Internet access by minors, harmful to minors; is responsible for the security of his/her own password. 2. Maintaining and securing a usage log; and Employees are encouraged to use electronic mail and other District technology resources to promote student learning and com- 3. Monitoring online activities of minors. munication with the home and education-related entities. If those resources are used, they shall be used for purposes directly related to work-related activities. Teacher- and Student-Owned Devices Technology-based materials, activities and communication tools shall be appropriate for and within the range of the knowledge, The District appreciates the fact that employees are willing to bring in personally owned devices to be used for school work and understanding, age and maturity of students with whom they are used. student use. However, several items must be addressed when connecting a non-KETS standard device to the District’s network: District employees and activity sponsors may set up blogs and other social networking accounts using District resources and 1. Security following District guidelines to promote communications with students, parents, and the community concerning school-related 2. Network stability activities and for the purpose of supplementing classroom instruction. 3. Liability for personal property Networking, communication and other options offering instructional benefits may be used for the purpose of supplementing 4. Virus protection classroom instruction and to promote communications with students and parents concerning school-related activities. 5. Repairs and upgrades In order for District employees and activity sponsors to utilize a social networking site for instructional, administrative or other A student or staff member who brings privately owned devices to school are personally responsible for the equipment. Responsi- work-related communication purposes, they shall comply with the following: bility for the maintenance and repair of the equipment rests solely with the student/staff member. Any damage to the equipment 1. They shall request prior permission from the Superintendent/designee. is the responsibility of the individual. No privately owned devices, printers, or other devices may be attached to the District’s

16 17 network. All privately owned devices may only connect to the District’s network through the Guest Wireless connection. Software residing on privately owned devices must be personally owned. All devices must include up-to date anti-virus software Notification of Rights Under the Family Educational Rights and Privacy as necessary. District technicians will not service or repair any device not belonging to the District. No internal components belonging to the Act (FERPA) District shall be placed in any personal equipment, whether as enhancements, upgrades or replacements. No software that is deemed by the District technology department to be for personal use will be supported by District level personnel. If personal The Family Educational Rights and Privacy Act (FERPA) affords parents and eligible students software interferes with the CURRICULUM AND INSTRUCTION Access to Electronic Media 08.2323 (CONTINUED) who are 18 years of age or older (“eligible students”) certain rights with respect to the student’s education records. District network software or hardware, a technician may remove the personal software from the device. Any damage caused by These rights are: use in 1. The right to inspect and review the student’s education records within 45 days after the District is the responsibility of the owner. the day the “School” receives a request for access. Purchasing perishable supplies to be used in equipment not owned by the District is the owner’s responsibility. Parents or eligible students should submit to the school principal or the designated school The District retains the right to determine where and when privately owned equipment may access the network. The student/staff official a written request that identifies the records they wish to inspect. The school official will member is responsible for the security of the equipment when it is not being used. The District does not guarantee the privacy or security of make arrangements for access and notify the parent or eligible student of the time and place any item stored on or transmitted by any privately owned devices. where the records may be inspected. A privately owned device can be connected to the District’s guest wireless network only, including access to the Internet, under 2. The right to request the amendment of the student’s education records that the the following conditions: parent or eligible student believes are inaccurate, misleading, or otherwise in violation of the 1. The connection has been approved and/or performed by the District technology department. student’s privacy rights under FERPA. Parents or eligible students who wish to ask the school 2. Use of the device must adhere to this policy. to amend a record should write the school principal or the designated school official, clearly 3. File storage on the network from privately owned devices is limited to schoolwork only. identify the part of the record they want changed, and specify why it should be changed. If 4. The individual must supply all necessary hardware/software and cabling to connect to the network. the school decides not to amend the record as requested by the parent or eligible student, the 5. Privately owned devices must be running up-to-date virus detection software prior to accessing the network or Internet. school will notify the parent or eligible student of the decision and of their right to a hearing For privately owned devices being used in District facilities, the District reserves the right to: regarding the request for amendment. Additional information regarding the hearing procedures 1. Monitor all activity. will be provided to the parent or eligible student when notified of the right to a hearing. 2. Make determinations on whether specific uses of the device are consistent with this policy. 3. Lot network use and monitor storage disk space utilized by such users. 3. The right to provide written consent before the school discloses personally identifiable 4. Deem what is appropriate use. information (PII) from the student’s education records, except to the extent that FERPA 5. Remove the user’s access to the network and suspend the right to use the privately owned device in District facilities if authorizes disclosure without consent. at any time it is determined that the user is engaged in unauthorized activity or is violating this policy. One exception, which permits disclosure without consent, is disclosure to school officials with 6. Limit the number of devices per user that can be connected to the district network. legitimate educational interests. A school official is a person employed by the school as an Retention of Records for E-Rate Participants administrator, supervisor, instructor, or support staff member (including health or medical staff Following initial adoption, this policy and documentation of implementation shall be retained for at least five (5) years after the and law enforcement unit personnel) or a person serving on the school board. A school official last day of service in a particular funding year. also may include a volunteer or contractor outside of the school who performs an institutional References service of function for which the school would otherwise use its own employees and who is under KRS 156.675; KRS 365.732; KRS 365.734 the direct control of the school with respect to the use and maintenance of PII from education 701 KAR 005:120 records, such as an attorney, auditor, medical consultant, or therapist; a parent or student 16 KAR 1:020 KAR 001:020 (Code of Ethics (Code of Ethics) volunteering to serve on an official committee, such as a disciplinary or grievance committee; 47 U.S.C. 254/Children’s Internet Protection Act; 45 C.F.R. 54.520Kentucky Education Technology System (KETS) or a parent, student, or other volunteer assisting another school official in performing his or her Related Policies: tasks. A school official has a legitimate educational interest if the official needs to review an 03.1325/03.2325; 03.17/03.27 education record in order to fulfill his or her professional responsibility. 08.1353; 08.2322 Upon request, the school discloses education records without consent to officials of another 09.14; 09.421; 09.422; 09.425; 09.426 school district in which a student seeks or intends to enroll, or is already enrolled if the disclosure Adopted/Amended: 07/22/2014 is for purposes of the student’s enrollment or transfer. [NOTE: FERPA requires a school district Order #: 002 to make a reasonable attempt to notify the parent or student of the records request unless it states in its annual notification that it intends to forward records on request.] 4. The right to file a complaint with the U.S. Department of Education concerning alleged SITE TECHNOLOGY COORDINATORS failures by the Boyd County Public School District to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:

Purpose: To serve as technology support for each of the district schools and to provide Family Policy Compliance Office communication of technology needs to the district technology coordinator. U.S. Department of Education 400 Maryland Avenue, SW Composition: One representative from each school is selected to serve as STC. Washington, DC 20202

Revised 2014

18 19 STUDENTS 09.14 AP.1 STUDENTS 09.14 AP.112 Family Education Rights and Privacy Act Definitions Notification of PPRA Rights

Although this listing is not intended to take the place of the complete FERPA law and regulations, the following definitions Distribute this notice annually to parents and students. shall apply when implementing Policy 09.14 and the procedures that follow. The Protection of Pupil Rights Amendment (PPRA) affords parents and eligible students (those who are 18 or older or Education Records - Refers to records directly related to a student that are maintained by the District or by a party who are emancipated minors) certain rights regarding conduct of surveys, collection and use of information for marketing acting for the District. purposes, and certain physical examinations. These include the right to: A “record” shall include any information recorded in any way, including, but not limited to, handwriting, print, computer ♦ Consent before minor students are required to submit to a survey, analysis, or evaluation that concerns one (1) or media, video or audiotape, film, microfilm, and microfiche. Student records shall include disciplinary records with regard more of the following protected areas (“protected information survey”) if the survey is funded in whole or in part by to suspension and expulsion. a program of the U.S. Department of Education: Staff should refer to federal regulations for examples of documents that are not considered education records. 1. Political affiliations or beliefs of the student or student’s parent; 2. Mental or psychological problems of the student or student’s family; Personally Identifiable Information - Includes, but is not limited to, the following: 3. Sex behavior or attitudes; 1. Student’s name; 4. Illegal, anti-social, self-incriminating, or demeaning behavior; 5. Critical appraisals of others with whom respondents have close family relationships; 2. Name of the student’s parent or other family member; 6. Legally recognized privileged relationships such as with lawyers, physicians, or ministers; 3. Address of the student or student’s family; 7. Religious practices, affiliations, or beliefs of the student or the student’s parents; or 8. Income (other than that required by law to determine eligibility for participation in a program or for 4. Any personal identifier, such as the student’s social security or student number; receiving financial assistance under such program). 5. Personal characteristics that would make the student’s identity easily traceable, including biometric records ♦ Receive notice and an opportunity to opt a student out of: (measurable biological or behavioral characteristics that can be used for automated recognition of an individual, such as fingerprints, retina and iris patterns, voiceprints, DNA sequence, facial characteristics, and 1. Any other protected information survey, regardless of funding; handwriting); or 2. Any non-emergency, invasive physical exam or screening required as a condition of attendance, administered by the school or its agent, and not necessary to protect the immediate health and safety of a 6. Other information that, alone or in combination, is linked or linkable to a specific student that would student (except for any physical exam or screening permitted or required under state law); and allow a reasonable person in the school community, who does not have personal knowledge of the relevant 3. Activities involving collection, disclosure, or use of personal information obtained from students for circumstances, to identify the student with reasonable certainty. marketing or to sell or otherwise distribute the information to others. NOTE: If the parent/eligible NOTE: Unless the parent/guardian or secondary school student requests in writing that the District not release information, student has indicated no directory information is to be provided to third parties or if the marketing the student’s name, address, and telephone number (if listed) shall be released to Armed Forces recruiters upon their activity involves provision of social security numbers, consent form 09.14 AP.122 should be used. request. ♦ Inspect, upon request and before administration or use: Student - Except as otherwise specifically designated by law, “student” shall mean any individual who is or has been in 1. Protected information surveys to be used with students; attendance in the District and for whom the District maintains education records. 2. Instruments used to collect personal information from students for any of the above marketing, sales, or Attendance – District “attendance” includes, but is not limited to, attendance in person or by paper correspondence, other distribution purposes; and videoconference, satellite, Internet, or other electronic information and telecommunication technologies for students who 3. Instructional material used as part of the educational curriculum. are not physically present in the classroom; and the period during which a person is working under a work-study program. The District shall annually provide parents and eligible students notice of these rights under law in the Student Handbook, Disclosure - Refers to permitting access to, or release or transfer of, personally identifiable information contained in a the District Code of Acceptable Behavior and Discipline, or other avenue designated by the Superintendent/designee. student’s education record to any party, except the party identified as the provider or creator of the record, by any means, The District shall also notify parents and eligible students at least annually at the start of each school year of the specific including oral, written, or electronic. or approximate dates of the activities listed above. A new or supplemental notice shall be given as necessary to provide the Education Program - Programs principally engaged in the provision of education, including, but not limited to, early opportunity to consent or opt out under the standards set forth above. Parents/eligible students who believe their rights childhood education, elementary and secondary education, postsecondary education, special education, job training, career have been violated may file a complaint with: and technical education and adult education, and any program that is administered by an educational agency or institution. Family Policy Compliance Office Early Childhood Education Program - A Head Start program, a state licensed or regulated child care program, U.S. Department of Education or a program that serves children from birth through age six (6) that addresses the children’s cognitive, social, emotional 400 Maryland Ave., SW and physical development and is a (a) state prekindergarten program; (b) a program authorized under the Individuals with Washington, D. C. 20202-4605 Disabilities Education Act; or (c) a program operated by a local education agency. Review/Revised:7/23/07 References: 34 CFR Part 99, 20 U.S.C. 1232g P. L. 107-110 (No Child Left Behind Act of 2001) Review/Revised:7/23/12

20 21 STUDENTS 09.14 ficient merit to interest high school graduates. Student Records Approved “directory information” shall be student names, addresses, telephone numbers, date and place of birth, student’s Data and information about students shall be gathered to provide a sound basis for educational decisions and to enable Student Records school email address, major field of study, participation in officially recognized activities and sports, preparation of necessary reports. photograph/picture, grade level, weight and height (members of athletic teams), dates of attendance, honors and awards Procedure to be Established received, and the most recent education institution attended. The Superintendent shall establish procedures to promote effective notification of parents, legal guardians and eligible Any eligible student, parent, or legal guardian who does not wish to have directory information released shall notify the students of their rights under the Family Educational Rights and Privacy Act (FERPA) and to ensure District compliance Superintendent in writing within thirty (30) calendar days after receiving notification of FERPA rights. with applicable state and federal student record requirements. The District allows for disclosure of directory information only to specific parties for specific purposes. Such limitations Disclosure of Records are specified in the student directory information notification. Student records shall be made available for inspection and review to the parent(s) of a student or to an eligible student on Unless the parent/guardian or secondary school student requests in writing that the District not release such information, request. Eligible students are those 18 years of age or older or those duly enrolled in a post secondary school program. In the student’s name, address, and telephone number (if listed) shall be released to Armed Forces recruiters upon their re- general, FERPA rights pass to the eligible student upon either of those events. Parents may be provided access to the edu- quest. cational records of an eligible student 18 years old or older if the student is dependent under federal tax laws.1 Surveys of Protected Information Upon written request, parents, legal guardians or eligible students may be provided copies of their educational records, The District shall provide direct notice to parents/guardian to obtain prior written consent for their minor child(ren) to including those maintained in electronic format, when necessary to reasonably permit inspection. Such copies shall be participate in any protected information survey, analysis, or evaluation, if the survey is funded in whole or in part by a provided in a manner that protects the confidentiality of other students. A reasonable fee may be charged for copies. program of the U.S. Department of Education. District personnel must use reasonable methods to identify and authenticate the identity of parents, students, school officials, and any other parties to whom the District discloses personally identifiable information from education records. Parents/eligible students also shall be notified of and given opportunity to opt their child(ren) out of participation in the In addition, considering the totality of the circumstances, the District may disclose information from education records to following activities: appropriate parties, including parents of eligible students, whose knowledge of the information is necessary to protect the Any other protected information survey, regardless of funding; health or safety of a student or another individual, if there is an actual, impending, or imminent articulable and significant Any non-emergency, invasive physical exam or screening required as a condition of attendance, administered by the threat to the health or safety of a student or other individual. In such instances, the basis for a decision that a health or school or its agent, and not necessary to protect the immediate health and safety of a student, except for any physical safety emergency existed shall be recorded in the student’s education records. exam or screening permitted or required under State law; and Authorized District personnel also may disclose personally identifiable information to the following without written pa- Activities involving collection, disclosure, or use of personal information obtained from students for marketing or to sell rental consent: or otherwise distribute the information to others. • Officials of another school, school system, or institution of postsecondary education where the student seeks Parents/eligible students may inspect, upon written request and prior to administration or use, materials or instruments or intends to enroll or is already enrolled, so long as the disclosure is for purposes related to the student’s enrollment or used for the collection, disclosure, or use of protected information. transfer; PPRA requirements do not apply to evaluations administered to students in accordance with the Individuals with Dis- • Authorized representatives of a Kentucky state child welfare agency if such agency presents to the District an abilities Education Improvement Act (IDEIA). official court order placing the student whose records are requested under the care and protection of said agency. The state Students with Disabilities welfare agency representative receiving such records must be authorized to access the child’s case plan. The District’s special education policy and procedures manual shall include information concerning records of students • School officials (such as teachers, instructional aides, administrators) and other service providers (such as con- with disabilities. tractors, consultants, and volunteers used by the District to perform institutional services and functions) having a legiti- Records Release to Juvenile Justice Systems mate educational interest in the information. Once a complaint is filed with a court-designated worker alleging that a child has committed a status offense or public District and school officials/staff may only access student record information in which they have a legitimate educational offense, schools shall provide all records specifically requested in writing, and pertaining to that child to any agency that interest. is listed as part of Kentucky’s juvenile justice system in KRS 17.125 if the purpose of the release is to provide the juvenile Contractors, consultants, volunteers, and other parties to whom the District has outsourced services or functions may ac- justice system with the ability to effectively serve, prior to adjudication, the needs of the student whose records are sought. cess student records provided they are: The authorities to which the data are released shall certify that any educational records obtained pursuant to this section • Under the District’s direct control with respect to the use and maintenance of education records; and shall only be released to persons authorized by statute and shall not be released to any other person without the written • Prohibited from disclosing the information to any other party without the prior written consent of the parent/ consent of the parent of the child. The request, certification, and a record of the release shall be maintained in the student’s eligible student, or as otherwise authorized by law. file. Disclosure to Representatives for Federal or State Program Purposes Juvenile Court Records Personally identifiable student information may be released to those other than employees who are designated by the Records or information received on youthful or violent offenders shall not be disclosed except as permitted by law. When Superintendent in connection with audit, evaluation, enforcement, or compliance activities regarding Federal or State such information is received, the Superintendent shall notify the Principal of the school in which the child is enrolled. programs. Such designation must be executed in writing with the authorized representative and specify information as The Principal shall then release the information as permitted by law. Only the Superintendent and school administrative, required by 34 C.F.R. Part 99.35. transportation, and counseling personnel or teachers or other school employees with whom the student may come in Duty to Report contact, shall be privy to this information, which shall be kept in a locked file when not in use and opened only with per- If it is determined that the District cannot comply with any part of FERPA or its implementing regulations due to a con- mission of the administrator. Notification in writing of the nature of offenses committed by the student and any probation flict with state or local law, the District must notify the Family Policy Compliance Office (FPCO) within forty-five (45) requirements shall not become a part of the child’s student record.2 days of the determination and provide the text and citation of the conflicting law. Records of Missing Children Student Directory Information Upon notification by the Commissioner of Education of a child’s disappearance, the District in which the child is cur- The Superintendent or the Superintendent’s designee is authorized to release Board approved directory information of rently or was previously enrolled shall flag the record of such child in a manner that whenever a copy of or information senior students to local schools and colleges, to military authorities, and to other groups which offer opportunities of suf- regarding the child’s record is requested, the District shall be alerted to the fact that the record is that of a missing child.

22 23 Instead of forwarding the records of a child who has been reported as missing to the agency, institution, or individual making the request, the District shall notify the Justice Cabinet. Court Order/Subpoena Prior to complying with a lawfully issued court order or subpoena requiring disclosure of personally identifiable student information, school authorities shall make a documented effort to notify the parent or eligible student. In compliance with FERPA, notice to the parent is not required when a court order directs that disclosure be made without notification of the student or parent, or when the order is issued in the context of a dependency, neglect, or abuse proceeding in which the parent is a party. If the District receives such orders, the matter(s) may be referred to local counsel for advice. “The Foundation” provides to our community and schools an alternative avenue for pro- References: viding direct support to our school system. Through the Foundation, members of the 1Section 152 of the Internal Revenue Code of 1986 community, parents, employees and alumni provide financial support for projects and 2KRS 158.153; KRS 610.320; KRS 610.340; KRS 610.345 programs having no other source of funding. The programs and projects include teacher KRS 7.110; KRS 15A.067; KRS 17.125; KRS 158.032; KRS 159.160; KRS 159.250 mini-grants but expansion to other worthwhile programs are possible. KRS 160.990; KRS 161.200; KRS 161.210 Donating is simple and can be done through payroll deduction. KRS 365.732; KRS 365.734; KRS 600.070 702 KAR 001:140; 702 KAR 003:220 Please copy the contribution form below, complete it and send to the address listed. 20 U.S.C. 1232g et seq., 34 C.F.R. 99.1 99.67 All contributions, no matter how large or small, are appreciated and are TAX DEDUCT- 20 U.S.C. 1232h (Protection of Pupil Rights Amendment); 34 C.F.R. 98 IBLE. The Foundation is proud to say that 100% of donated funds go to grants. This is OAG 80 33; OAG 85 130; OAG 85 140; OAG 86 2; OAG 93 35 possible through the continued generosity of the Board of Education. Kentucky Family Educational Rights and Privacy Act (KRS 160.700; KRS 160.705 KRS 160.710; KRS 160.715; KRS 160.720; KRS 160.725; KRS 160.730) If you have any questions regarding the Foundation, please contact President, Judge Individuals with Disabilities Education Improvement Act of 2004 Marc Rosen at 606-325-8180 or the District Liaison, Karen Curnutte at 606-928-4141, Kentucky Education Technology System (KETS) extension 2021. P. L. 107-110, Sections 1061 and 9528 (No Child Left Behind Act of 2001) Related Policies Join the $1 Per Pay Campaign! 09.111; 09.12311; 09.43 Adopted/Amended: 06/24/2014 Our Goal - $1 per pay from every employee. This will fund more than 31 grants per Order #: 193 year!

(Cut on dotted line) DONATION CARD I would like to help support the realization of the primary goal of the Boyd County Public Schools’ Foundation BEA for Children, Inc. to assist in providing quality education to all its students. Therefore, I am submitting my tax- Boyd County Education Association deductible donation to: BEA, Boyd County Education Association is the local Kentucky Education Associa- The Boyd County Public Schools’ Foundation For Children, 1104 Bob McCullough Drive, Ashland, KY tion connection. It promotes legislation to strengthen and improve the quality of 41102 education in Kentucky Public Schools. NAME______Certified employees may gain additional information about membership and meetings by contacting the BEA representative for Boyd County Schools, currently Judi ADDRESS______King, at Catlettsburg Elementary: 606-739-5515. TELEPHONE______CITY______STATE______ZIP______ROSE SOCIETY  Visa/MasterCard No. ______Expiration date:______Amount donated: ______The ROSE Society was organized in January of 1994 by a group of committed professionals in Boyd County. It was modeled after and established in the spirit of  I have included the Foundation in my Will or Estate Plan. Student Ally United. The ROSE Society meets the various needs of Boyd County by  I am interested in other ways to give such as Estate planning, life insurance beneficiary designation, Trusts or providing services and/or opportunities for students needing help which cannot be Endowments and would like someone to contact me about giving in this way. met by other programs within the Boyd County Schools district.  I would like to make a one-time donation in the amount of ______and have enclosed a check to the Boyd County Public Schools’ Foundation for Children. MISSION STATEMENT: The ROSE Society is to provide opportunities for all Boyd  I would like to make a yearly donation in the amount of ______/yr. for the next ______years and County students: Reaching Our Students Everyday have enclosed a check payable to the Boyd County Foundation for Children, for the year ______. Ten dollars membership dues are collected once a year. More information may be  I am an employee of Boyd County Public Schools and would like to make a pledge donation of ______/ pay period and give permission for the donation to be payroll deducted. obtained by calling Ruth Ellen Chaney, FRC – West: 606-928-1435. ______Signature Date Employee Number ______24 25 FAMILY RESOURCE AND YOUTH SERVICE CENTERS (FRYSC’s) Honeywell Instant Alert System Instant Alert for Schools is an essential tool for notification and communication. Within minutes of an Boyd County Public Schools is served by two Family Resource Centers and one Youth Services emergency, school officials can use Instant Alert to deliver a single, clear message to the students’ parents Center. Family Resource Center – East is housed at Catlettsburg Elementary but serves or guardians and district employees by telephone, cell phone, e-mail, pager or PDA in any combination. The Catlettsburg, Ponderosa and the Early Childhood Learning Center – North. Family Resource system can also be used to notify you of a school closing due to inclement weather. It’s an equally effective Center – West is housed at Summit Elementary but serves Summit and Cannonsburg Elementary way to keep you informed of everyday activities, such as event times and location as well as schedule and The Early Childhood Learning Center – South. Family Resource Centers serve elementary changes. school children and their families. Core components are: (Note: If you are using the Boyd County App, some Honeywell Alerts will appear on your smart phone via Push Notification, if you have activated that feature.) • Full-time preschool child care for children two (2) and three (3) years of age; The system is Internet based, allowing each employee to maintain a secure, password protected • After school child care for children ages four (4) through twelve (12) with the full-time online profile. You will be able to log into your profile at any time to update your contact information. child care during the summer and on other days when school is not in session; Maintaining the accuracy of your profile will increase the ability of the school to keep you informed. • Families in Training which consists of an integrated approach for home visits, group Your online profile will enable you to: meetings and monitoring child development for new and expectant parents; • Input your personal contact information • Parent and Child Education (PACE) as described in KRS 158.360 or a similar program; • Select which type of school information you would like to receive on each of your contact • Support and training for child day care providers; and devices • Health services or referral to health services or both. • Send yourself a test text message to make sure your text messaging contact information is entered correctly The Youth Services Center is housed at Boyd County High School and serves Boyd County High • Add contact information of other caretakers of your children, such as a grandparent or School and Boyd County Middle School. Youth Services Centers serve middle school, junior high neighbor and high school students and their families. Core components are: In addition to receiving communication alerts on your designated contact devices, the alert messages will also appear in your online profile. You can use this feature to read any alerts that may have been erased • Referrals to health and social services; or deleted accidentally on your other contact devices. • Employment counseling, training and placement; TM • Summer and part-time job development; Honeywell Instant Alert for Schools • Drug and alcohol abuse counseling; and Staff User Interface • Family crisis and mental health counseling. Website URL: https://instantalert.honeywell.com FRYSC’s are funded through state grant and developed by single schools or groups of schools Minimum Requirements Log in and update your account when at least 20 percent of the students in those schools are eligible to receive free school meals. 1. Go to the Honeywell Instant Alert for Schools website, listed above. Once the centers are established, all the students and families in the school can use their services. 2. Log in using the Login Name and Password given to you by your school. Or, if you are a brand new staff member at this school, click ‘School Staff’ in the New User box and complete the registration screens. Purpose: To enhance students’ abilities to succeed in school by assisting children, youth and 3. If you want to complete your Personal Profile, select ‘Staff.’ families in overcoming mental and physical barriers to learning. 4. If you are a Group Administrator and want to send communication Alerts, select ‘Group Admin.’ Note: The school must designate you as a Group Admin in order for you to have this capability. Center staff are employees of the school district. Each center has a local advisory council that 5. Note: Remember your Login Name and Password so you may use it to update your profile. includes school personnel, parents of students in the schools, two students (in the case of the View and check details about yourself Youth Services Centers) and community representatives including the staff of public and private 1. Upon successful login, click on ‘My Profile.’ services used by FYRSC’s for referrals. 2. Click on your name to view and edit details about yourself. Configure alert settings for yourself Boyd County Public Schools’ FRYSC’s encourage parents and others to get involved in center 1. Click on ‘Alert Setup.’ activities by volunteering or serving on center advisory councils, responsible for the operation of 2. Click on the check boxes to select which alert type you would like to have sent to which device. Click on each center. ‘Save’ when complete. 3. If you would like to add another contact device, select the device type and enter the device details. Select the person to whom the device belongs and click on ‘Add.’ 4. For e-mail, text messaging and pagers you may send yourself a test message. Click on ‘Send Test Message’ to send yourself a message. View History of Alerts Click on ‘Alert History’ to view Alerts that have been sent to you. Use the calendar icons and ‘Alert Type’ list to filter the Alerts. For Assistance: [email protected] *The BCPS website has information and a tutorial for the Honeywell Instant Alert System. Please go to www.boyd.kyschools.us and browse through the “Quick Links” on the left to find “Honeywell Instant Alert and School Closings.”

26 27 Boyd County Phone App

Boyd County Public Schools also has a free app for your smart phone or tablet. Go to your provider’s app store and search for Boyd County Schools.

The app has features such as “Headlines” which will alert you to events going on throughout the district, “District Calendar,” “Bell Schedules,” “Sports Schedules” and links to the Infinite Campus Parent Protal as well as the “mySchoolBucks” meal payment account service. You may also choose to have Push Notifications sent to your device to alert you of important messages.

NOTICE TO THE PUBLIC TRAVEL Asbestos-Containing Materials in Schools GUIDELINES

The Boyd County Board of Education, in compliance with Part III of the Environmental Protection Agency in reference to asbestos-containing materials in schools (40 CFI Part 763), is hereby notifying parents and employees of the availability of Asbestos Management Plans for each school.

Individual Management Plans are available in each principal’s office for public information and inspection. Duplicate Management Plans are available on request with a five-day production allowance and a nominal fee. (Fees are posted at each school.)

The Master Plan for Boyd County Board of Education is located at the District Office, 1104 Bob McCullough Drive, Ashland, KY.

Boyd County Public Schools’ designated asbestos control person is Tim Black, Director of Facilities and Operations. He may be reached by calling 606-928-7124.

28 29 EMPLOYEE TRAVEL GUIDELINES 7. Meal expenses incurred during trips not requiring an overnight absence from the (Revised August 2014) district will not qualify for reimbursement. Expenses for meals during out-of-district trips requiring TRAVEL REIMBURSEMENTS an overnight absence to a destination of at least 40 miles will be reimbursed at a maximum of $35 per diem. More and more of our staff members are traveling to destinations we have not visited in the past. We are finding more hotels that will not direct bill our district for lodging. We recommend all staff The state has designated several “high rate areas” which qualify for a maximum of $42 members, who may need to travel, have access to their own personal credit cards to solve these per diem. A list of these areas is included in this section of the handbook. If the employee’s trip kinds of problems. does not qualify for a full day’s reimbursement, an amount corresponding to the meals that do qualify will be reimbursed. You can pay for any or all of your travel related expenses and be reimbursed upon your return. You need receipts for all claimed expenses except your meals. Meals are reimbursed by the Individual meal allowances are as follows: Breakfast - $8, Lunch - $10 and published schedule in your employee handbook. Dinner - $17. For high rate areas (see page 29) the meal reimbursement allowances are: Breakfast - $10, Lunch - $11 and Dinner - $21. When you submit your blue travel voucher for reimbursement, we must have a copy of your meeting agenda and your professional meeting attendance request form. Some common travel These amounts will be paid for reimbursement regardless of the amount actually spent expenses for which people forget to obtain receipts include taxis, airport shuttles and parking above the allowable amount. Meal receipts will not be required in order for reimbursement to be facilities. given. Meeting agendas, itineraries, etc., will be used to determine eligibility for reimbursement. Do not charge meals to your hotel/motel room bill! We want you to receive all the reimbursement to which you are entitled. In fact, many people received more than they requested last year because they were entitled to it under our travel 8. In order to receive reimbursements, you must file requests on travel reimbursement policy. The key to the whole process is that you provide to us the necessary reimbursement forms from the Central Office. Travel expenses for trips out-of-district documentation. If you have questions about travel reimbursements, contact the finance should be filed on the blue “Travel Voucher” form and submitted for payment within 30 days department, 928-4141. of your return. A copy of your approved meeting request form and a copy of your itinerary or meeting brochure, along with your original receipts, must be attached to the “Travel Voucher” General Instructions and Reimbursement Information: when submitted. 1. Requests to attend professional meetings must be submitted on a Professional Meeting Attendance Request Form (sample follows). This form should be filled out completely Expenses for daily travel within the district should be filed on the yellow “Monthly and very carefully. The information on this form will be the basis for expenses you are entitled to Travel Expense Record” form and submitted for payment before the end of the next month. claim upon your return. Electronic templates of the form may be found at www.boyd.kyschools. us under link for the Finance department and named “Travel Request Form.” 9. Travel reimbursement forms, with accompanying attachments, should be submitted to the finance department in the Central Office by the first working day of the month if payment is 2. Employees should only pay for their own expenses and obtain a receipt for every expected that month. Forms may be obtained at any main office in any of the district’s schools. expense, except meals, that they intend to claim on their travel reimbursement form. Any questions involving the reimbursement request must be resolved before it can be processed This form is blue and entitled, “Travel Voucher” and can also be found on the Boyd County web for payment. Checks for reimbursement will be released after the board approves them. page. 10. For additional travel expense reimbursement information, see Board Policy 3. No reimbursement can be claimed for the expenses of any person other than numbers 03.125 and 03.225. employees, board members, or other individuals so designated by the Superintendent.

4. Maximum reimbursement for overnight lodging will be the single room rate including any taxes. If your spouse or another person accompanies you on a trip, you must pay the additional room charge. Lodging reimbursement requests must be substantiated by a receipt. Additional room charges (such as movie rentals and telephone charges) will not be paid.

5. Employees approved to use their own vehicle for travel will be reimbursed at the rate in effect during the time of the trip for mileage from Boyd County to the meeting site and back. A list of standard mileage to destinations in and near Kentucky is included in this information booklet and available from the finance department. Employees approved for reimbursement for personal vehicle usage within the district will be reimbursed at the rate in effect during the time of vehicle usage. This reimbursement does not include travel to your primary work site. Only trips from the primary site to other sites are covered.

6. All tolls and parking fees incurred in school related travel, which are substantiated by a validated receipt, will be reimbursed. Reimbursement amounts should be entered on the Travel Voucher in the “Other Expenses” column of the form.

30 31 SPECIAL INSTRUCTIONS FOR TRAVEL RELATED PURCHASE ORDERS

1. Employees wishing to use purchase orders for certain expenses connected to their professional meetings need to keep some time frames and other information in mind.

Before you start filling out purchase orders for your trip, have yourAPPROVED trip request form in your hand. That way you will be able to make copies of it for all of your purchase orders and reimbursement form. Purchase orders are specific to the vendor to whom they are made. You normally cannot use one purchase order for your registration and hotel, for example, because these bills will be paid to different vendors.

2. The purchase order should answer the “who, what, where and when” questions. Even if this information is on your approved meeting attendance request form, it still needs to be on your purchase order. If several people are going to the same meeting and need to have registration fees paid in advance, these multiple fees can be combined on the same purchase order. Just attach each person’s necessary forms to the group’s purchase order.

If there are several sources of funding that will be used to pay for expenses, these sources should be clearly stated on the purchase order or professional meeting attendance request form. Please provide copies of any documents (i.e., registration forms) that need to be mailed or returned to you.

3. Do not wait until the last minute to submit purchase orders which require the creation of a manual check. If you want a registration fee paid in advance or need to have an airline ticket paid, your completed purchase order needs to be delivered to the finance department at least one week before your deadline. If you cannot meet these time requirements, you should pay your own fees and submit them for reimbursement, with proper receipts, upon your return. Your canceled check or credit card receipt can be used as proof if no other receipt is available.

4. Checks for lodging expenses and meals will not be issued in advance.

5. If you want to have your lodging direct billed to the district using a purchase order, make sure the hotel or motel will agree to this when you make your reservation. Some will not.

32 sure to double the miles for round trips. Distances listed above are ONE WAY. Make click can be found on the website. Go to www.boyd.kyschools.us, The current mileage reimbursement rate and Professional Meeting Forms.” on “Staff” then “Travel 33 STANDARD ROUND-TRIP DISTANCE CHART Finance and Administration Cabinet FAP 120-17-03 Listed below are cities in and around Kentucky for which standard round trip distances from Office of the Controller Boyd County have been established. Please use these distances when requesting mileage Travel Expense High Rate Areas reimbursements to meetings in these locations.

Location Akron, OH Corporate Limits Omaha, NE Corporate Limits Round Trip Distance - Miles Alaska Entire State Pennsylvania Entire State Bardstown 366 Albuquerque, NM Corporate Limits Phoenix/Scottsdale, AZ Corporate Limits Bowling Green 480 Baton Rouge, LA Corporate Limits Portland, OR Corporate Limits Campbellsville 387 Biloxi, MS Corporate Limits Raleigh, NC Corporate Limits Carter Caves Birmingham, AL Corporate Limits Rapid City, SD Corporate Limits 70 Charleston, WV Boise, ID Corporate Limits Reno, NV Corporate Limit 120 Cincinnati, OH Burlington, VT Corporate Limits Rhode Island Entire State 350 California Entire State Richmond, VA Corporate Limits Cincinnati Airport 378 Canada All Provinces Roanoke, VA Corporate Limits Columbus, OH 300 Charleston, SC Corporate Limits Salt Lake City, UT Corporate Limits Danville Charlotte, NC Corporate Limits Santa Fe, NM Corporate Limits 154 Elizabethtown Chicago, IL Cook County and Springfield, IL Corporate Limits 387 Falls of Rough DuPage County St. Louis, MO Corporate Limits 507 Cincinnati, OH Corporate Limits St. Paul, MN Corporate Limits Florence 352 Cleveland, OH Corporate Limits Texas Entire State Fort Boonesboro 204 Coeur d’ Alene, ID Corporate Limits Topeka, KS Corporate Limits Frankfort Colorado Entire State Tucson, AZ Corporate Limit 280 Gatlinburg, TN Columbia, SC Corporate Limits Tulsa, OK Corporate Limits 600 General Butler State Park - Carrollton Columbus, OH Corporate Limits Washington Entire State 208 Connecticut Entire State Washington, D.C. Corporate Limits Georgetown 241 Des Moines, IA Corporate Limits Washington, D.C.; Grayson 33 Detroit, MI Corporate Limits the cities of Greenbo Lake State Park Florida Entire State Alexandria, Falls 50 Hagerhill Gatlinburg/Pigeon Corporate Limits Church of 125 Hazel Green Forge, TN Arlington, 144 Georgia Entire State Loudown and Huntington, WV 50 Hawaiian Islands All Islands Fairfax in Virginia; Jenny Wiley State Park 130 Hilton Head, SC Island and the counties of Knoxville, TN Hot Springs, AR Corporate Limits Prince George in 570 Lake Barkley Indianapolis, IN Corporate Limits Marylyand 690 Lake Cumberland (Jamestown) Jackson Hole, WY Corporate Limits Wilmington, DE Corporate Limits 426 Kansas City, KS Corporate Limits Ypsilanti, MI Corporate Limits Lexington 220 Kansas City, MO Corporate Limits Other All United London 340 Knoxville, TN Corporate LimitsStates Louisa 60 Lake Tahoe, NV Corporate Limits Possessions Louisville Las Vegas, NV Corporate Limits 400 Maysville Little Rock, AR Corporate Limits 172 Madison, WI Corporate Limits (KRS 45.101 and 200 KAR 2:006) Morehead 110 Maine Entire State Nashville, TN 674 Maryland Entire State Owensboro 600 Massachusetts Entire State Owingsville Memphis, TN Corporate Limits 153 Pedro, OH Milwaukee, WI Corporate Limits 52 Minneapolis, MN Corporate Limits Pike County Schools 191 Mobile, AL Corporate Limits Philadelphia 1,058 Myrtle Beach, SC Corporate Limits Prestonsburg 138 Nashville, TN Corporate Limits Richmond New Hampshire Entire State 260 Rockcastle County Schools New Jersey Entire State 296 New Orleans, LA Corporate Limits Slade, KY – Natural Bridge 251 New York Entire State Somerset 350 Oklahoma City, OK Corporate Limits Williamsburg 394 34 35 BOYD COUNTY PUBLIC SCHOOLS Professional Meeting Attendance Form Name of Person Applying: ______

School: ______Position: ______Date: ______

Type of Meeting: Description: ______

______

Departure Date: ______Return Date: ______Request absence from duty on the following date(s): ______(Not absent full day – only luncheon)

From: ______To: ______From: ______To: ______Reason for attending: ______

______

Is this meeting request an activity related to the Comprehensive School Improvement Plan (CSIP) or your professional growth plan? (check one) ______CSIP ______Professional Growth Plan ______Not Applicable

FUNDING: ESTIMATED EXPENSES: School SEEK ______Registration Fee ______School PDC ______Transportation (type) ______District PDC ______Mileage (.___cents/mile) ______*Print this form on blue paper Board Expense ______Meals ($__/day) with overnight stay ______Other (explain) ______Lodging ______TOTAL ESTIMATED EXPENSE: ______Substitute needed ______yes ______no

Permission granted: ______yes ______no Permission granted: ______yes ______no

______Principal/Director/Coordinator Signature Superintendent or Designee Signature ______Date Date

IMPORTANT – PLEASE NOTE: Please attach a copy of this completed, approved attendance form, along with a copy of your meting agenda or itinerary, to all purchase orders and reimbursement requests associated with you meeting. Pay- ment and/or registration will be delayed if forms and receipts are not legible and complete with necessary information for processing. See the latest edition of the district travel reimbursement booklet or the Employee Handbook for further information and travel guidelines. (Revised 07-2008) 36 37 PURCHASING PROCEDURES

*Print this form on goldenrod paper 38 39 PURCHASING PROCEDURES: A QUICK REFERENCE CHECKLIST FOR PURCHASE ORDER COMPLETION*

All requests for supplies, equipment and services that will obligate Boyd County Board of Education 1. Always use a blue or black ink ballpoint pen or typewriter to complete purchase funds must be made on a district REQUEST/PURCHASE ORDER form. Products requested on a orders. Please press firmly because you are making three copies. Fill in the vendor’s complete trial basis should also have a purchase order completed and approved prior to ordering. name and mailing address. This helps us identify the correct vendor. If the Finance Department Supplies, equipment and services ordered prior to obtaining an authorized purchase is to mail the order, this information must be confined to the four (4) lines available. order constitutes an illegal purchase and payment will be the responsibility of the purchaser! 2. If you mark “Mail: Yes,” we will mail the order for you. If you are telephoning or After your purchase order has been completed and signed by the principal or director (see Checklist faxing your order or if you are picking it up from the vendor, mark “No” and we will return the for Purchase Order completion that follows) send all four copies and any necessary supporting vendor copy of the purchase order to you. If this section is left blank, the purchase order will be documents to the Finance Department. You may want to retain a copy of the documents for your retuned to you. The Finance Department does not fax or telephone orders. records. When your purchase order is received by the Finance Department, your request will be 3. Fill in the complete address where you want the order sent. Mark it to your attention reviewed to assure Model Procurement requirements have been met. Once approved, your so it is sure to be delivered to you. purchase order will be signed by the finance director or a designee and assigned a number. The last copy of the purchase order will be returned to you. 4. Write or print clearly the catalog number, description of item, number of units, price The original (top white page) will be mailed or returned to you based on your instructions. per unit, and total cost of each item you are ordering. Purchase orders with no mailing instructions will be returned to you. The Finance Department does not fax orders to vendors. 5. Please limit your orders to a maximum of three pages. If you need more than one Remember, an approved purchase order gives you the authority to spend Board controlled page, use the “Page ___ of___” section to tie the pages together. Do not crowd items together funds. An approved purchase order is for use solely with the original vendor for the specific to keep from using an additional page. amount approved. You cannot change the vendor, increase the amount or otherwise alter a purchase order. If the order must be cancelled, notify the Finance Department 6. Circle the appropriate number in the Model Procurement box to correspond with the immediately to void it and free up funds for other puchases. reason you have selected this vendor. Remember, numbers 2, 3, 4, 5, 6, 9, 12 and 13 require What happens to the rest of the purchase order? The Finance Department keeps the additional information written on or attached to the purchase order. If item number 6 is circled, receiving copy (pink) and the business office copy (yellow). After the invoice is received in the you may be asked to obtain verification from the vendor. If no item in this box is circled, the Finance Department, it and the pink receiving copy of the purchase order will be sent to you. purchase order may be returned to you. If you have questions concerning your vendor choice, Your responsibility is to review these documents, reconcile the receiving copy’s information to the contact the Finance Department. invoice by making changes on the receiving copy in red and re-total the corrected amounts. If you did not receive some of the items shown on the invoice or the invoice’s prices are not 7. Sign the “Requesting Teacher” block and present the purchase order to the person correct, contact the vendor to request a credit memo be issued. who has authority over the funds to be used to pay for your order. If the source of funding is Only you know what items were delivered to you… this makes your verification of these documents Board allocation funds (SEEK), ESS or Professional Development, this person is probably the vital. In the end, the total you approve for payment must match the total on the invoice minus principal. If someone else is responsible for the funds you wish to spend (i.e., federal grants, any credit memos. special education, etc.), the overseer of these funds is the person who needs to sign the center After reviewing these documents and making any necessary changes to the purchase order “approval” box. receiving copy, sign and date the receiving (pink) copy in the space provided at the bottom right corner and return it with the invoice to the Finance Department. Do not hold invoices you 8. If you do not know the correct MUNIS codes, ask the person approving the purchase receive directly from the vendor. order to do this for you. Purchase orders received by the Finance Department with no MUNIS If you make a personal pickup of items listed on your purchase order and receive an invoice or codes may be returned. receipt at that time, please do the following: 1. Sign and date your receipt/invoice. 9. Once the “approval” signature has been obtained and dated, the completed 2. Put the purchase order number on the receipt/invoice. purchase order is sent to the Finance Department. Turn around time is normally 24 hours. 3. Send the receipt/invoice to the Finance Department for processing. When you receive the pink receiving copy of your purchase order and the invoice from the 10. If you have questions about any part of your purchase order, contact the Finance Finance Department, please verify that all of the items on the invoice have been received or Department. Do not rely on the purchasing expertise of your colleagues. canceled before returning them to the Finance Department for payment. We do not want to pay for goods you have not received and we do not accept back orders! When items are not available (out of stock), they should be canceled and re-ordered at a later date with a new purchase order. *A sample of the front page of a district purchase order follows for help in understanding this NOTE: We cannot pay for your order until you return your signed and corrected (if necessary) checklist. receiving copy and invoice. Please help us help you receive the best service and pay your vendors in a timely manner.

40 41 CHOOSING A VENDOR 2 Vendors appearing on the district bid list or on KEDC’s bid list should always be your first choice when buying goods or services. KEDC’s bid list is available on CD or paper in the administrative office in your building or on line at KEDC’s web site. The district list of approved vendors is available in paper form in your building or from the Finance Department. Some bid vendors may require you to use a code to receive your discount. Some bid vendors offer free shipping or other incentives. Please see the bid details attached to the vendor list in your building for additional information.

The majority of our approved bids are on vendors’ catalogs or their store inventories. This means 3 that everything in the catalog or store is covered by the bid, unless the vendor has stipulated otherwise. We can also take advantage of sale fliers and other special pricing; however our standard discount will not be applicable to these special prices.

Vendor bid pricing on state, federal and other government agency price contracts is also available to our district. When using one of these price sources you must write the contract number at the end of line number four (4) in the Model Procurement box on your purchase order.

Model Procurement allows us to use non-bid vendors when the situation is appropriate. These cases should be the exception rather than the rule. If there are vendors you think should be on our bid list that are not currently, please send their names and mailing addresses to the Finance 4 Department. They will be solicited during the next cycle.

These items can be purchased from non-bid vendors without additional explanation or backup: • Line #7 – Perishable items such as food • Line #8 – Replacement parts not normally stocked • Line #9 – Items for resale such as supplies in a school store or for fundraisers. Items sold to students for a profit should be bid. • Line #10 – Use of a licensed professional or technician • Line #11 – The purchase of certain types of insurance • Line #13 – Other purchases exempted by the Model Procurement statute: a. Items that qualify under the state textbook exemption b. Items purchased on trips out of the school district c. Buying or selling by students as part of the curriculum d. Items purchased at a public auction or by sealed bid e. Lease or contract payments when the original document was previously approved 6 under Model Procurement These items can be purchased from non-bid vendors with additional explanation or backup: • Line #2 – Competitive negotiations… imply no bid vendor is available and circumstances make bidding disadvantageous • Line #5 – Emergencies… can only be declared by the Board of Education • Line #12 – Sale at a reduced price… refers to a product offered by a bid vendor but 7 9 available at a substantially reduced price from a non-bid vendor • Line #6 – Single source is the most abused reason for choosing a vendor. Single source is reserved for products where the vendor is the only source in the United States or within a particular sales territory. If you mark “Single Source” on your purchase order, you may 5 be asked to obtain a letter from the vendor verifying this fact. 8

*The numbers above correspond to the checklist on the proceeding page.

42 43 IMPORTANT LAWS AND POLICIES RELATED TO PURCHASING

KRS 45A.455 – Conflict of Interest, Gratuities and Kickbacks, and Use of Confidential Information: This law states that it is a “breach of ethical standards for any employee with procurement authority to” be involved with any aspect of purchasing decisions or contracts “in which to his (her) knowledge” he/she or any “immediate” family m ember has a financial interest. This prohibition also includes any business organization of which the employee or family member might be an officer, owner, or employee. It further states that offers of employment used to influence procurement decisions are violations. See the actual text of the law for complete details.

KRS 156.480 – Conflict of Interest: This statute prohibits employees from doing business with schools either directly or indirectly. Supplying goods or services at a cost to a school system while employed by the system may result in fines up to $500 and loss of employment. See the actual text for complete details.

Board Policy 04.3111 – District Payment of Bills: This policy states that no bill can be paid without having a pre-approved purchase order, an invoice, and confirmation that the “invoiced materials were received in accurate quantity and in good order.” It also states that bills cannot be paid without the prior approval of the Board, with the exception of “contract salaries, payments to take advantage of discounts, and payments made to prevent penalties and disruption of services.’

Board Order No. 11, dated July 19, 1991: This Board Order outlines purchasing procedures. It states a “purchase request form shall be completed and submitted to the business office.” When the request is approved and signed by the Superintendent or the director of “financial affairs,” it becomes a purchase order. Purchases made without an authorized purchase order “shall become EMPLOYEE the personal liability of the person placing the order.” It also authorizes school principals to “purchase items with their activity funds consistent with all other purchasing regulations.” BENEFITS and PAYROLL

44 45 regarding the HRA. WELCOME TO Health Insurance As a new employee you are eligible to participate BOYD COUNTY PUBLIC SCHOOLS in the Kentucky Employees Health Plan. You have thirty (35) calendar days from the date you Dental Insurance are hired to enroll in a plan or waive (decline) Please take time to read this section and keep for future reference. It contains coverage. Coverage of a new employee will begin Dental insurance is available through Delta information you will find helpful throughout your career with Boyd County on the first day of the second calendar month Dental of Kentucky at your own expense. Schools following the employee’s hire date. For example, if you are hired anytime during the month of There are two plans to choose from: This section does not provide comprehensive coverage of all personnel January, your coverage will be effective March issues. To obtain further information regarding any benefit or personnel policy, 1. There are four (4) plans available in which Delta Premier please contact the payroll department or your building supervisor. to choose from. Refer to your Health Insurance $50 individual/$150 Family Deductible. Handbook for options and rates. (May use out of network dentist)

There is an open enrollment period each year To Contact the Payroll Department for information, call 928-2651 and Delta Preferred during the month of October to allow you to make $25 individual/$75 Family Deductible then dial the extension you wish (listed below) or through the website at www. changes to your health insurance coverage. Exact boyd.kyschools.us by clicking on the “Staff” drop down menu item, then choosing “Payroll (Must use network dentist to receive network dates of open enrollment will be provided to you benefits) and Benefits” by Angie Marcum, Health Insurance Coordinator. We urge you to read all the information you The maximum benefit paid per covered person receive during open enrollment. Health Insurance each benefit period is $1,000.00. Angie Marcum, Payroll Director Lora Adams, Payroll Clerk Donna Black, Payroll Clerk is an important benefit and each and every person 606-928-4141, extension 2023 606-928-4141, extension 2022 606-928-4141, extension 2005 has different health insurance needs and this For rates, details of covered services and a list of [email protected] [email protected] [email protected] information can help you choose the right plan. network dentists, contact Donna Black.

Call Angie for questions regarding: Call Lora for questions regarding: Call Donna for questions regarding: During Open Enrollment, you may make any Payroll Payroll Payroll changes that you wish. You can change your type Vision Insurance Salary Salary Direct Deposit of coverage, level of coverage, or add or remove Taxes Direct Deposit Timeclock dependents. All changes made during open A Vision Care Plan is available to all full-time AESOP AESOP YMCA deductions enrollment will be effective January 1 through employees with CompBenefits at your own Timeclock Timeclock Credit Union December 31, and will stay in effect until the expense. Health Insurance Credit Union Optional Deductions (disability/ next open enrollment period (unless you meet a cancer) qualifying event). The Vision Care Plan offers you and your family a State Sponsored Life Insurance Sick Leave Workers’ Compensation benefit that covers all routine eye care, including Retirement - Certified Employees Retirement - Classified Employ- You have only 35 days after a qualifying event (ex. eye exams and eyeglasses (lenses and frames) or ees marriage, birth or adoption of a child, spouse’s contacts. The plan features: FMLA - Leave of Absences loss of employment, etc.) to make changes to your • In-network and out-of-network benefits coverage. Contact Angie Marcum immediately if • Exam Plus means if you prefer contacts Office hours are from 8 AM until 4 PM, Monday through Friday. If we can be of you experience a qualifying event. you get your exam plus an allowance for assistance to you, please call to discuss your question or make an appointment contacts in place of lenses and frames. to come by during office hours. The State of Kentucky gives every full time employee a monthly dollar amount to spend on a For rates, details of covered services and a list of health plan. If you choose to waive coverage, you network providers, contact Donna Black. may direct your state contribution into a Health Reimbursement Account. Refer to your health insurance handbook for further information 46 47 State-Sponsored Life Insurance an open enrollment period every year. The policy, please contact the carrier at the numbers beneficiary unless there are strong objections, open enrollment period is only offered provided above. because your spouse must be the primary The Commonwealth of Kentucky offers you when a contract is signed with a new beneficiary to be eligible for survivor benefits. If Group Term Life Insurance and Accidental Death insurance carrier. Kentucky Teachers’ Retirement you marry after becoming a member, your spouse and Dismemberment (AD&D) Insurance.• • Employees will receive a summary of automatically becomes your beneficiary and your Each eligible employee has a $20,000 state coverage showing their individual life Kentucky Teachers’ Retirement System previous beneficiary designation is void. Divorce sponsored life insurance policy including an insurance coverage mailed to his or her membership is mandatory for all persons voids any previous beneficiary designation, Accidental Death and Dismemberment plan home address. occupying positions which require either and your estate automatically becomes the FREE. Also, included with this policy is an added • Your life insurance policy terminates certification or graduation from a four (4) beneficiary. In the event of either marriage, seat belt benefit of $10,000. with your employment. You have two year college or university as a condition of divorce, or the beneficiary’s death, you should • This policy is a term life insurance policy options to keep your coverage after employment. Additionally, any person providing file a new beneficiary designation with KTRS. with no cash value. terminating employment. Please call the part-time or substitute teaching services that are Neglect of this responsibility can be disastrous. • Your insurance takes effect on the first Group Life Insurance Branch for your the same or similar to those teaching services You may name more than one beneficiary and day of the second month following the available options as soon as you terminate provided by full-time, certified teachers shall be may designate them as co-beneficiaries or in month you were employed. employment. a member of the retirement system, regardless order of succession. Your beneficiary does not of whether certification or graduation from a have to be a relative. • An employee has the option to take out • For additional information, please four (4) year college or university is required. additional coverage up to two times their contact Angie Marcum or the Group Life Eligible members may combine service credit Your Social Security number is the positive annual salary or provide coverage for a Insurance Branch at 502-564-4774 or in KTRS and other public retirement systems identification of your account; however, it is spouse and/or dependent child. 800-267-8352. in Kentucky to qualify for retirement benefits. your responsibility to send KTRS notification of • If you have a policy that is based on your Currently, employees contribute 12.855 of their any changes, such as name and address. Name annual salary, the volume of coverage will Life, Cancer and Disability Insurance creditable compensation to KTRS. Payment of and address change forms may be obtained by not automatically be changed. Employees Federal income tax on retirement contributions contacting Angie Marcum. After the close of each must request a change in writing within 30 Optional insurance policies can be obtained made after August 1, 1982 is deferred until you fiscal year, you will receive an annual statement days from their salary increment. from providers approved by the board. We are retire or withdraw your account from the system. of your account. This will report to you the presently making payroll deductions for the • Your dependent child can only be covered salary earned in the preceding year, the service while under the age of 18. following providers: Your service credit and salary (both of which credit earned in that year, the contributions made, the total monies in your account, and the total • The spouse coverage is to be provided on directly affect your right to retire and annuity Life service credit. If you think there is an error in this a spouse while you are legally married. amount) are determined on the basis of KEA (606-325-0325) statement, write KTRS immediately. (NOTE: If An employee cannot keep coverage for an contributions and service credit reported to Jefferson Pilot (800-487-1485) your address is not updated, you will not receive ex-spouse after a divorce. KTRS. Any contribution less than the current Colonial Life (800-325-4368) contribution rate times your contract salary will a statement.) • No beneficiary can be listed for the Transamerica Life (866-242-2806) result in a reduction in service credit and salary spouse and/or dependent coverage. The American Fidelity (800-662-1113) credit. If you are absent without pay or your salary If you plan on retiring at the end of the school year, employee is automatically assigned as the is reduced, retirement regulations may allow you contact KTRS 3 months prior to your retirement beneficiary for this coverage. Cancer to purchase credit so that you will receive a full date for an estimate of your benefits and a • An employee can decrease coverage at Colonial Life (800-325-4368) year of service credit. You will be notified at the retirement packet. Requesting this information any time providing the request is made in American Fidelity (800-325-3748) end of the school year of eligibility to purchase does not commit you to retiring -- only your letter writing. AFLAC (800-992-3522) credit for any unpaid absences. of resignation to the superintendent does that. Conseco Life (800-541-1225) Kentucky Teachers’ Retirement System telephone • To increase coverage without an open Philadelphia American (800-552-7879) Perhaps your most important responsibility as number is 800-618-1687. enrollment or qualifying event, the Disability employee must complete a medical an active member of the system is to maintain American Fidelity (800-662-1113) your beneficiary designation in a current history statement and have it approved by AFLAC (800-992-3522) Kentucky Retirement Systems the insurance carrier. status. Failure to do so can cause very serious Colonial Life (800-325-4368) consequences and possible loss of valuable • The Life Insurance Branch does not offer If you have any questions about your individual benefits. You should designate our spouse as The Commonwealth of Kentucky provides retirement benefits for state and county employees 48 49 through the Kentucky Retirement Systems (KRS). must request Form 4525, Request for Refund Statement). The form can be downloaded from deductions, to use for certain expenses not of Contributions from KRS by calling 800-928- the Social Security Administration’s website at reimbursed by your medical plan. You decide Retirement benefits are funded by employee 4646. http://www.ssa.gov/online/ssa-7050.pdf It is an how much to contribute to your health care FSA. contributions deducted from an employee’s wages, easy form to complete and should only require employer contributions paid by each participating about five minutes of your time. If you are age 60 or older you will automatically receive the  Dependent Care Account – is pre-tax money agency and investment income. The employee Social Security Benefits statement each year. you set aside, through payroll deductions, to use contribution rate is set by the General Assembly. for eligible dependent care expenses. (ex. after- Why do classified employees have to pay Employees who began participation with KRS school care, baby-sitting fees, day care services, prior to September 1, 2008, contribute 5% of FICA (Social Security Benefits) while certified employees do not? Medicare Deduction in-home care, nursery, preschool, or summer day their creditable compensation to KRS. Employees camps). who began participation on or after September 1, Certified employees are not eligible to participate Deductions for the Medicare portion of social 2008, contribute a total of 6% of their creditable in Social Security at this time. Social Security security are withheld at the rate of 1.45 percent. Refer to your health insurance handbook for compensation to KRS (5% is deposited into the participation is a benefit that Boyd County Public Deductions are made on all classified employees information on accessing your FSA funds. individual employee’s account; the other 1% is School Boards have felt is an important and and certified employees hired after April 1, 1986. worthwhile benefit to classified employees. A deposited to the KRS medical insurance fund. former board entered into a Section 218 agreement Enrollment in these plans is during health with the Social Security Administration on July insurance open enrollment. Contributions to the retirement system are 16 1951, to cover all eligible employees. Cafeteria Plan currently tax deferred. Employers contribute at the rate determined by the Board of Trustees to What is a 218 agreement? Through American Fidelity Assurance Co., a Federal and State Taxes be necessary for the actuarial soundness of the third-party administrator, we offer a premium systems as required by KRS 61.565. This document is a contract between the conversion program to reduce your federal and government employer (i.e.: Boyd County At the beginning of each school year or calendar state income taxes and social security taxes. year, you should review your W4 (federal taxes) For requirements for Normal and Early Retirement Board of Education) and the Social Security Administration. It originally provided coverage and K4 (state taxes) allowances. If you need eligibility, refer to kyret.ky.gov. for government employees who were not covered  Premiums for health, life, disability, cancer to make changes, obtain a new W4 and/or K4 by a retirement system. Government employees insurance are withheld before taxes are calculated. from your school’s secretary or download a form who subsequently came under a retirement system Upon termination of employment, a member has from the Boyd County Public Schools District were allowed to remain under Social Security, as Our Section 125 Cafeteria Plan year ends three options in regard to their retirement account: well. website. Send the completed forms to the payroll (1) retire if eligible, (2) leave the contributions in December 31. Representatives from American department. Remember, the W4 is for federal the retirement system until you reach retirement Can we terminate this Section 218 agreement? Fidelity Assurance Co. will contact all employees taxes and the K4 is for state taxes, so if you send eligibility, (3) or take a refund of retirement during the open enrollment period so that you us a W4 only, we will make changes only on No. After April 20, 1983, Section 218 agreements contributions. can make any necessary changes to your benefits federal taxes. could no longer be terminated. selection. A member choosing to take a refund of retirement Why do classified employees have to pay We also make deductions for Ohio and West contributions will receive their individual retirement? Virginia state taxes for out-of-state residents. The retirement contributions plus any accumulated Flexible Spending Accounts deduction is not calculated but is a flat amount When classified employees became eligible for interest. The payment can be made directly to the deducted each payday. We have the necessary retirement coverage under the Kentucky County Employees are also eligible to participate in the forms for these deductions member or the funds can be rolled into another Employees Retirement System, the Board qualified retirement plan. If the member elects agreed to join, believing this to be an additional Flexible Spending Accounts administered by to receive a direct payment, KRS is required to worthwhile benefit. Both Social Security and the Personnel Cabinet Department of Employee withhold 20% for federal income taxes. The County Retirement plans result in additional costs Insurance. There are two types of FSA accounts Tax-Sheltered Annuities to the Board. But the Board continues to believe amount withheld is not a penalty tax and will available – a health care FSA and a dependent these benefits are well worth the costs. There are several companies approved by the board apply towards the federal tax liability for the year care FSA. The FSA accounts are offered through to offer tax-sheltered annuities to employees. in which the refund was issued. Additional taxes the Section 125 cafeteria plan and contributions Without these benefits, the employee would have Company representatives frequently visit the to totally provide for his/her own retirement. are made on a pre-tax basis. due to age or other factors may also apply if a schools to explain their plans. AFPlanServ acts direct payment is received. Classified employees can find out what to expect  Health Care Flexible Spending Account – as the district’s Third Party Administrator for in Social Security benefits by completing Form is pre-tax money you set aside, through payroll oversight of 403(b) plans. Some of the approved In order to process a refund of contributions, you SSA-7004-SM (Request for Social Security companies are: 50 51 * You will be able to access ‘eStub’ for your as required by law and paid bi-weekly. American Fidelity (800-662-1106) with the updated information. pay information (net amount and deductions Conseco Variable (800-824-2726) CLASSIFIED New York Life (606-324-6836) will appear on the stub). Your money will be in KY Deferred Compensation System (800-542-2667) your checking or savings account by opening of Classified employees are paid bi-weekly based United Way, ROSE Society, Boyd County upon their annual contract (hours per day X hourly Investor’s Heritage (800-372-2997) Foundation For Children and BEA business on the morning of payday. Reliastar (ING) (800-829-0132) rate X days per year). Any adjustments (extra General American (800-449-6447) Scholarship Donations * If, due to circumstances beyond our control, time, overtime or deduct time) will be made to the employee based upon the current year check Representatives of these organizations will be we cannot complete the direct deposit transaction, schedule. YMCA Deduction contacting employees during the year regarding you will receive a regular check for that pay donations. Deductions are usually handled as period. You will be notified if this occurs. YMCA dues may be payroll deducted. If you follows: If you intend to change accounts or banks at Deduction Change/Cancellation Form wish to have your dues deducted, please contact Boyd County Memorial Fund Bi-weekly (24 checks) United Way Bi-weekly (24 checks) anytime, please notify the payroll department your school secretary for an application. You If you wish to change your payroll deductions ROSE Society Annually before doing so. You must complete a new direct may also contact Donna Black at ext. 2005 for an during the school year you must submit a Foundation for Children Inc. Bi-weekly (24 checks) deposit enrollment before closing any accounts. application and current rates. deduction change form and forward to the Payroll The types of memberships available are: Department. Please note that Federal and State • Family Health Center (Husband AND Wife) Kentucky Education Association Payroll Schedule taxes require alternate forms (W-4 and K-4). • Family Health Center (Husband OR Wife) and Kentucky Association of School Members Choice Credit Union requires that • Family without Health Center Administrators Dues All employees are paid on a bi-weekly pay you notify them directly of any changes to your • Women’s Health Center schedule. Full-time employees will receive 26 deduction amount, they will in turn contact us. • Men’s Health Center KEA and KASA dues can be payroll deducted. checks. Lastly, be aware that pre-tax items may only be • Adult Employees wishing to join KEA should see their  All employee direct deposit advices will changed during open enrollment or in the case of • College BEA building representative for an application. be avaliable via e-Stub no later than 8:00 a qualifying event. • Youth a.m. each pay date. If, due to extenuating circumstances, you are to be paid via a Employee Detail check it will be -depending on your work Change in Rank - Certified Personnel Credit Union situation- sent to your work location or At the beginning of the school year every em- your home. If you receive a Master’s Degree or Rank I Our credit union is handled by Member’s Choice ployee will receive an Employee Detail showing certification during the summer break, you should Credit Union. They have two locations to serve their current year salary and deductions. Please notify the payroll department. We must have you. take a moment to review this document carefully Russell Office In Case We Make an Error a copy of your new teaching certificate no later 145 Russell Rd. and make corrections. One copy must be returned than October 1. Salaries cannot be adjusted until Ashland, KY 41101 to Payroll and one copy is yours to keep. When you view your check advice, be sure to we receive the new certificate or a letter from the Phone: (606) 329-7876 look it over carefully. If you believe you have university verifying the change in rank. Your Central Office been paid incorrectly, any deductions are wrong, salary is based upon rank and experience as 1401 Central Ave. Direct Deposit or absence balance is incorrect, please notify us of September 15. It is the responsibility of the Ashland, KY 41102 immediately. Due to direct deposit, the correc- employee to see that proper certification is on file Phone: (606) 326-8000 Direct deposit is the standard method of paying tion will not be effective until the next pay period. in the Superintendent’s office at all times. employees of the Boyd County School District. The earlier we discover an error, the easier it is to To become a member, you must open an account You may select any financial institution to send correct. at one of the credit union locations. Services your direct deposit. This includes banks, savings Sick Leave - Classified and Certified available are: Checking, Savings, and Christmas and loans or credit unions. This comes in handy Club Accounts, IRA’s, Certificate of Deposits, Personnel during scheduled holidays, breaks, and during the Salaries – Certified & Classified Amusement Park Tickets, ATM Cards, Visa Card, winter months when school is cancelled due to Travelers Checks and Loans. If you need to make inclement weather. Some points to keep in mind CERTIFIED Full-time employees are entitled annually to the a change in your account, contact a representative concerning direct deposit. All salaries shall be based on a single salary following paid sick leave days: with Member Choice and they will contact us schedule providing for 185 days of employment 199 days or less 10 days 52 53 200 - 219 days 11 days Certified and classified employees are eligible working day. These days shall be granted for the constituted local, sate or federal court shall be 220 days or more 12 days to receive donated days if they meet the criteria following reasons: granted leave with full pay. However, you must established in statute. Bereavement reimburse the Boyd County Board of Education Persons employed for less than a full-year contract --Death of a relative or personal friend. for any compensation received as jury pay for shall receive a pro rata part of the authorized Any donated sick leave not used shall be returned the period of your actual jury service. From this sick leave days calculated to the nearest one-half on a proportionate/pro-rated basis to employees Disasters reimbursement, exclude any expense monies day. Persons employed on a full-year contract who donated days. --Personal disaster of the magnitude of received (example: meals or mileage). You may but scheduled for less than a full work day shall tornado, fire, flood, etc. This applies only in cases An employee wishing to donate sick leave days to submit your reimbursement as it is received or receive the authorized sick leave days equivalent not covered by sick leave. another District employee must submit a “Request wait until you have finished serving jury duty. to their normal working day. to Donate Sick Leave” form to Lora Adams at Court Submit your reimbursement by a check made Sick leave days not taken during the school year Central Office. The receiving employee shall be --Court appearances when employee’s payable to Boyd County Board of Education and in which they were granted shall accumulate responsible for providing any required statement presence is required. (This does not include jury send to Lora Adams. without limitation. of need certified by a licensed physician. duty.) Sick leave can also be taken for illness in the Other immediate family. Immediate family shall mean --Such other reasons of an emergency Workers’ Compensation the employee’s spouse, children (including Personal Days or extraordinary nature as approved by the stepchildren), parents (including stepparents), Superintendent or designee. Employees who sustain “on-the-job” injuries are Full-time certified and classified employees are eligible for workers’ compensation benefits. You spouse’s parents (including stepparents), Persons taking emergency leave must complete eligible for three (3) personal leave days. Persons are required to report all work related injuries grandparents and spouse’s grandparents without an absence affidavit upon their return to work employed for less than a full-year contract shall to your supervisor prior to leaving the work reference to the location or residence of said stating the specific reason for their absence. receive a pro rata part of the authorized personal premises. Failure to do so may result in a delay in relative and any other blood relative who resides in the employee’s home. leave days calculated to the nearest one-half processing your claim. day. Persons employed on a full-year contract Leaves of Absence For each injury or illness: All absence affidavits must be filled out and given but scheduled for less than a full work day shall • First Notice of Injury Report must be to the school secretary the first day you work receive the authorized sick leave days equivalent There are various board policies relating to completed by your supervisor at the time of following your absence. to their normal working day. An absence affidavit leaves of absence for both certified and classified injury and faxed immediately to Donna Black  Upon retirement, certified and classified must be completed when using a personal day. employees, such as: at Central Office at 929-9504. employees will be compensated for each Personal leave days not used by an employee • Accident Investigation Report must be unused sick day at the rate of 30 percent of during the year will carry forward to the next • Maternity • Extended Disability completed by injured worker within 24 hours their daily salary. This calculation is based on school year as sick leave. • Adoption of Child • Military of the incident and forwarded to Donna Black the employee’s last annual salary. • Family and Medical Leave Act of 1993 at Central Office. Documentation of any The Superintendent or designee must approve the leave doctor/hospital visits are also to be forwarded  If an employee must miss work for more than day. Approval shall be contingent upon the availability of • Educational three consecutive days, please contact Angie qualified substitute employees. to Donna Black. Marcum regarding your duties for FMLA or a If an employee is off work for more than three • LOA. days (e.g., maternity leave), contact the payroll √ In a NON-EMERGENCY, you are Emergency Days department. This is important in regard to health required to notify your immediate supervisor insurance, deductions, and how future pay will be within 24 hours of your injury whether or not Sick Leave Donation Full-time certified and classified personnel are affected. your injury requires medical attention. Your entitled to three (3) emergency days per school supervisor will direct you to the appropriate Certified and classified employees who have year. Persons employed for less than a full- If you need more information on any of the above designated school administrator for further accrued more than fifteen (15) days of sick year contract shall receive a pro rata part of the policies, please contact Angie Marcum. instructions. Should care be needed, you must go leave may request to transfer sick leave days to authorized emergency days calculated to the to a participating physican within the Bluegrass another employee who is authorized to receive nearest one-half day. Persons employed on a Healthcare Network. the donation. The number of days donated shall full-year contract but scheduled for less than Jury Duty √ A medical emergency is defined as not reduce the employee’s sick leave balance to a full-work day shall receive the authorized medical services required for the immediate less than fifteen (15) days. emergency days equivalent to their normal Any employee who serves on a jury in a duly diagnosis or treatment of a medical condition that

54 55 if not immediately diagnosed or treated could the last day of the payroll period, you should you need to consider whether you need to make a lead to a serious physical or mental disability or check to make sure you have time clocked in beneficiary change in regards to teacher retirement, death, or medical services that are immediately for every day. If you were absent any days you county retirement, state-sponsored life insurance and necessary to alleviate severe pain. should check to see if the absence codes used any other life insurance policy you may have. Please √ In a MEDICAL EMERGENCY, were correct and to be sure you have completed an contact Angie Marcum to secure the necessary form(s) proceed to the nearest emergency facility or health absence affidavit card. You will be certifying the to make your changes. care provider qualified to provide emergency hours entered in TimeClock are your actual hours. medical treatment. You must notify Donna If, in the event hours worked are not posted by Black within 24 hours of your initial emergency the Tuesday following the end of the pay period, treatment. If additional medical care is needed, you will be deducted for said hours. It will then you must select a provider that will accept be the responsibility of the employee to notify Kentucky Workers’ Compensation claims. their immediate supervisor that a “corrected √ Medical claims for a work related injury time sheet” is needed. Any hours deducted will should never be turned in to your private health then be reimbursed the following pay period if a insurance carrier. correction is received in a timely manner. √ If your injury causes you to be absent from work, you should contact the Donna Black immediately so that future effects on your pay, Address and/or Name Changes deductions, sick leave, health insurance etc. can be determined. The “Address and/or Name Change” form is used to notify the payroll department of a change of address or a name change. Please look at your Timekeeping System most recent payroll check. If the address is incorrect, please notify us. A computer based program from TimeClock Plus is used to record clock in and out times for all When we receive an address change, we will employees. This helps document that we are in notify Kentucky Teachers’ Retirement or compliance with FLSA (Fair Labor Standard Act) Kentucky Retirement Systems, State Sponsored and Wage and Hour Regulations for employees Life Insurance and health insurance providers of who are paid by the hour. Other benefits of the the change. TimeClock system are: • Eliminates incorrect employee numbers When making a name change, please notify us • Real-Time Data with an “Address and/or Name Change” form and • Improves accuracy of end of year reports a copy of a new social security card. • Documents required lunch breaks (exceptions – certified and any classified **Many forms such as ‘change of employee who does not have a duty free address’, ‘direct deposit’, ‘deduction lunch) changes’, ‘W4’, or ‘sick leave donation’, are available on-line at: http://www.boyd. Importance of “Approving Hours kyschools.us under the “Staff” menu tab. Worked”

Whether you are a principal, teacher, cafeteria worker, etc., it is the responsibility of each Beneficiary Changes employee to approve their hours worked through TimeClock Plus. At the end of each week or on Anytime there is a change in your family status, 56 57 58 59 60 61 CERTIFIED PERSONNEL

Certified and Classified Personnel Policies and Procedures may be found on Boyd County Public Schools’ Website at www.boyd.kyschools.us

Follow the links: “District,” “Board of Education,” “Policies and Procedures.”

A YouTube video series for New Teachers and Staff may be accessed at: www.boyd.kyschools.us/content/ new-teacher-orientation The series covers topics such as: Assessment and Accountability, Professional Learning, Facilities, Finance, Payroll and Benefits, and Technology

(To find the most recent update to any Policy or Procedure, please go online. It is the responsibility of the employee to adhere to the most current policies and procedures found online.)

62 63 and testing as required by applicable statutes and regulations.1 PERSONNEL ‑ CERTIFIED PERSONNEL ‑ 03.1 Each application or renewal form provided applicants for a certified position shall conspicuously state Certified Personnel the following: "FOR THIS TYPE OF EMPLOYMENT, STATE LAW AND BOARD POLICY REQUIRE A NATIONAL AND STATE CRIMINAL HISTORY BACKGROUND CHECK AS A CONDITION OF DEFINITION EMPLOYMENT".1 Certified personnel are those employees holding positions for which Kentucky teacher certification is required.1 As permitted by KRS 160.380, employment shall be contingent on receipt of records documenting that REFERENCES: the individual does not have a conviction for a felony sex crime or as a violent offender as defined in 1KRS 161.720 (1); KRS 161.020; KRS 161.030 KRS 17.165 or other conviction determined by the Superintendent to bear a reasonable relationship to Adopted/Amended: 11/19/1991 the ability of the individual to perform the job. Probationary employment shall terminate on receipt of Order #: 206 a criminal history background check documenting a conviction for a felony sex crime or as a violent offender. PERSONNEL 03.11 JOB REGISTER - CERTIFIED PERSONNEL - The Superintendent or the Superintendent's designee shall maintain in the Central Office a job register Hiring listing all current job openings in the District. The register shall describe the duties and qualifications for each opening, and District employment policies shall be attached to the register. The job register SUPERINTENDENT'S RESPONSIBILITIES shall be open to public inspection during Central Office business hours. All appointments, promotions, and transfers of certified personnel for positions authorized by the Board shall be made by the Superintendent who, at the first meeting following the actions, shall notify VACANCIES POSTED the Board of same. Such notification shall be recorded in the Board minutes. Under procedures developed by the Superintendent, a listing of all District job openings shall be posted in the Central Office and in each school building on a timely basis and shall refer interested persons When a vacancy occurs, the Superintendent shall notify the Commissioner of Education thirty (30) to the Central Office job register for additional information. Postings of vacancies may be made with days before the position is to be filled. other agencies, as appropriate. When a vacancy needs to be filled in less than thirty (30) days to prevent disruption of necessary When a vacancy for a teaching position occurs in the District, the Superintendent shall conduct a instructional or support services of the school District, the Superintendent may seek a waiver of the search to locate minority candidates to be considered for the position. thirty (30) day advance notice requirement from the Commissioner of Education. If the waiver is approved, the appointment shall not be made until the person selected by the Superintendent has been REVIEW OF APPLICATIONS approved by the Commissioner of Education. Under procedures developed by the Superintendent, each application shall be reviewed and each applicant so notified upon initial application. Applications for candidates not employed shall be retained EFFECTIVE DATE for three (3) years. Personnel actions shall not be effective until the employee receives written notice of such action from the Superintendent. Certified employees may be appointed by the Superintendent for any school year RELATIONSHIPS at any time after February 1 preceding the beginning of the school year. The Superintendent shall not employ a relative of a member of the Board unless the relative was initially employed by the District prior to the tenure of the Board member and the member was seated on QUALIFICATIONS the Board prior to July 13, 1990. The Superintendent shall employ only individuals who are certified for the positions they will hold and who possess qualifications established by law, regulation and Board policy, except in the case where no A relative of the Superintendent shall not be employed except as provided by KRS 160.380. individual applies who is properly certified and/or who meets established qualifications set by Board CONTRACT policy. Upon initial employment, all certified personnel except for noncontracted substitute teachers, shall As required by KRS 161.100, when an individual with emergency certification must be employed, the enter into annual written contracts with the District. Superintendent and the Board shall declare the need for employing such personnel by filing the appro- JOB DESCRIPTION priate forms and paperwork with the Education Professional Standards Board. All employees shall receive a copy of their job description and responsibilities. Hiring of certified personnel who have previously retired under KTRS shall be in compliance with ap- INTENT plicable legal requirements.2 Under procedures developed by the Superintendent, employees may be requested to indicate their All teachers of core academic subjects shall be “highly qualified,” as defined by state and federal regula- availability for employment for the next school year. tion.3 REFERENCES: 1KRS 160.380 CRIMINAL BACKGROUND CHECK AND TESTING 2KRS 161.605; 702 KAR 001:150 Applicants, employees, and student teachers assigned within the District shall undergo records checks 3P. L. 107-110 (No Child Left Behind Act of 2001) 64 65 34 CFR 200.55-200.56; KRS 17.160, KRS 17.165 MEDICAL CONFIDENTIALITY KRS 156.106; KRS 160.345; KRS 160.390; KRS 161.042; KRS 161.100; KRS 161.611 Signed consent of the employee designating personnel to be informed shall be required before the Su- KRS 161.750, KRS 335B.020, KRS 405.435, 704 KAR 007:130 perintendent advises personnel of the employee’s medical condition. OAG 73-333, OAG 91-10, OAG 91-149, OAG 91-206 OAG 92-1; OAG 92-59, OAG 92-78, OAG 92-131, OAG 97-6 The Superintendent shall determine which employees are to have access to medical information. This Records Retention Schedule, Public School District determination shall be made on a need-to-know basis. RELATED POLICIES: REFERENCES: 01.11; 02.4244; 03.132 2702 KAR 1:160, 902 KAR 2:020; KRS 214.181; KRS 214.625 Adopted/Amended: 04/30/2012 OAG 65 560 Order #: 158 Genetic Information Nondiscrimination Act of 2008 Americans with Disabilities Act RELATED POLICIES: PERSONNEL 03.111 103.1234, 03.14, 03.24 CERTIFIED PERSONNEL Medical Examination NEWLY EMPLOYED PERSONNEL PERSONNEL 03.112 All newly employed certified personnel, including substitute teachers, shall present documentation in ‑ Certified Personnel ‑ the form of a medical examination performed by a designated licensed physician, physician assistant Certification and Records (PA), or Advanced Practice Registered Nurse or by a licensed medical practitioner of the employee’s CERTIFICATION choice. Through appropriate personnel documents, such as handbooks and/or job applications, em- The Board shall set certification requirements for teachers of all grades/courses, including elective ployees shall be notified as to who will pay for medical examinations required for initial employment. courses, in compliance with applicable legal requirements. Medical examinations performed within a ninety (90)-day period prior to assuming duties will be accepted. All persons appointed to positions requiring Kentucky certification shall present to the Superintendent a copy of the required certificate prior to assuming the duties of the position. REPORT The medical examination shall be reported on the form required by Kentucky Administrative Regu- It shall be the responsibility of the employee to see that the required certification is on file in the Super- lation or an electronic medical record that includes all of the data equivalent to that on the Medical intendent's Office and is kept current at all times. Examination of School Employees form. A copy of the form or electronic medical record and a state- NOTICE TO PARENTS OF TEACHER’S QUALIFICATIONS/CERTIFICATION ment indicating the employee’s medical status must be filed with the Superintendent prior to assuming If the school receives Title I funds, the District shall notify parents of students attending the school assigned duties. annually that they may request the District to provide information regarding the professional qualifica- TUBERCULOSIS SCREENING/TESTING tions of their child’s classroom teachers. In complying with such requests, the District shall provide the Each medical examination shall include a risk assessment for tuberculosis as required by Kentucky information designated by federal law. Administrative Regulation. Individuals identified by that assessment as being at high risk for TB shall Schools receiving Title I funds shall notify parents when their child has been assigned to, or has been be required to undergo a tuberculin skin test or a blood test for Mycobacterium tuberculosis (BAMT) taught for four (4) or more consecutive weeks by, a teacher who is not “highly qualified,” as defined by as required by 702 KAR 1:160. A person who tests positive for TB shall be required to comply with the state and federal regulation. directives of the Board, local board of health and the Kentucky Department for Public Health, Cabinet CERTIFICATION FOR TEACHING ELECTIVE COURSES for Health and Family Services, for further evaluation and treatment of the tuberculosis infection.1&2 The Principal/designee shall forward to the Superintendent the course description for proposed new or PRESENT PERSONNEL revised elective courses, with a proposal for certification requirements for teachers of the course. The When, in the opinion of the Superintendent, there is evidence that an employee is no longer able to Superintendent shall present this information, along with a recommendation for certification require- perform satisfactorily the assigned duties because of health problems or when the employee poses a ments, to the Board for its approval. health threat to students or other employees, the Superintendent may require the employee to provide In determining certification requirements for elective courses, the Board shall observe the following evidence of fitness in the form of an examination and report by a physician of the Superintendent’s standards: choosing. 1. A teacher’s preparation program should align with the basic structure of the elective course. The Board shall bear the cost of this examination.1 2. Teachers of interdisciplinary electives should be certified in at least one (1) of the disciplines SCHOOL TO REPORT included in the course. Local school authorities shall report immediately all known or suspected cases of communicable dis- REFERENCES: ease to the local health department. Diseases to be reported shall not include those considered confi- KRS 160.350; KRS 161.020; KRS 161.048 dential, such as HIV/AIDS, as set forth in Kentucky Administrative Regulation.2 KRS 161.730; KRS 161.740; KRS 161.750 66 67 KRS 161.760; KRS 161.780; KRS 161.790 Title IX of the Education Amendments of 1972 KRS 161.800; KRS 161.810 Genetic Information Nondiscrimination Act of 2008 016 KAR 001:030; 34 CFR 200.61 RELATED POLICIES: P. L. 107-110 (No Child Left Behind Act of 2001) 03.133, 05.11 RELATED POLICIES: Adopted/Amended: 06/25/2013 02.4241; 03.11; 03.5 Order #: 247 Adopted/Amended: 07/25/2011 Order #: 10 PERSONNEL 03.114 - CERTIFIED PERSONNEL - PERSONNEL 03.113 Contract - CERTIFIED PERSONNEL - CONTRACT Equal Employment Opportunity All certified employees (Superintendent excepted) shall receive either a limited or a continuing con- NONDISCRIMINATION tract.1 The Superintendent shall adhere to a policy of equal employment opportunity in all personnel mat- Contracts for certified personnel shall not exceed two hundred sixty-one (261) days per fiscal year.2 ters. No person shall be subjected to discrimination in regard to employment, retention, promotion, VOCATIONAL demotion, transfer or dismissal because of race, color, religion, sex, genetic information, national or Vocational agriculture teachers shall be allotted sufficient days of extended employment to provide ethnic origin, political affiliation, age or disabling condition.1 for twelve (12) months instructional salary per year.3 INDIVIDUALS WITH DISABILITIES REFERENCES: No qualified person with a disability, as defined by law, shall, on the basis of the disability, be subject 1KRS 161.730 to discrimination in employment.2 2KRS 161.220 3KRS 157.360 District employment practices shall be in accordance with the Board approved procedures address- 016 KAR 004:040 ing requirements of the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of RELATED POLICY: 1973. 03.121 Adopted/Amended: 09/21/1998 No human immunodeficiency virus (HIV) related test shall be required as a condition of hiring, pro- Order #: 33 motion, or continued employment, unless the absence of HIV infection is a bona fide occupational qualification for the job in question as defined in KRS 207.135. REASONABLE ACCOMMODATION PERSONNEL 03.115 Employees who have a long-term or permanent disability may request the District supervisor to pro- ‑ Certified Personnel ‑ vide reasonable accommodations necessary for them to perform the essential duties of the position. Transfer of Tenure Medical information obtained as part of an employee request shall be confidential.3 All teachers employed who have attained continuing‑contract status from another Kentucky district If assistive technology is deemed necessary for an employee, every reasonable effort will be made to shall serve a one (1)‑year probation period before being considered for continuing‑contract status in obtain that technology in a timely fashion. the school District. Reasonable accommodation shall be provided as required by law. Reference: KRS 161.740 (1) (c) ADVISING EMPLOYEES Adopted/Amended: 11/19/1991 The Superintendent shall inform all school employees of the provisions of this policy.1 Order #: 206 REFERENCES: 1KRS 161.164 229 U.S.C.A. 794 PERSONNEL 03.12 329 U.S.C. section 1630.14 KRS 207.135 -CERTIFIED PERSONNEL- 34 C.F.R. 104.3 104.14 Compensation and Benefits 42 U.S.C. 200e, Civil Rights Act of 1964, Title VII; KRS Chapter 344 ESTABLISHMENT Americans with Disabilities Act The Board shall annually establish salary schedules and employee benefits for all certified personnel. Kentucky Education Technology System (KETS) Section 504 of the Rehabilitation Act of 1973 COBRA

68 69 At the time of initial employment an employee shall be given the first COBRA notification. Second EXCEPTION notification and continuation of benefits shall be contingent upon the employee’s notifying the The Superintendent’s salary may be established without regard to the above mentioned schedules. district of a qualifying event.1 PAYROLL DISTRIBUTION REFERENCES: Direct deposits will be issued according to a schedule approved annually by the Board. 1Consolidated Omnibus Budget Reconciliation Act At the close of the school year, employees who have completed all responsibilities and duties may 26 CFR Part 1 KRS 157.320 (12) request to be paid their remaining salary prior to the end of the fiscal year. KRS 160.290 (1) QUALIFICATIONS KRS 160.340 (2e) Employees shall be responsible for providing the Superintendent with all required certificates, health 702 KAR 003:070 Adopted/Amended: 11/19/1991 examinations, and verifications of experience prior to beginning work. Order #: 206 NOTICE OF SALARY Not later than forty-five (45) days before the first student attendance day of the succeeding school year or June 15, whichever occurs earlier, the Superintendent shall notify all certified personnel of the PERSONNEL 03.121 best estimate of the salary for the coming year. CERTIFIED PERSONNEL LIST OF SALARIES Salaries The Board shall maintain for public scrutiny a factual list of individual salaries of its employees for SINGLE SALARY BASIS the fiscal year just closed and shall furnish that list by mail to a newspaper qualified under KRS All salaries for certified personnel shall be based on a single salary schedule providing, at minimum, 424.120 to publish advertisements for the District. for the number of working days required by law. PAYROLL DEDUCTIONS Although a school may submit a request for an increment for an extended employment position, The Board shall approve all payroll deductions as specified by KRS 161.158 and Board policy 03.1211. extra service, or related adjustments, the Board must set increments in pay for positions requiring REFERENCES: services beyond those normally expected of other positions if the duties rendered extend beyond the KRS 157.075; KRS 157.320; KRS 157.350; KRS 157.360 regular school day or require extended days. KRS 157.390; KRS 157.395; KRS 157.397; KRS 157.420 KRS 160.290; KRS 160.291 EXTENDED EMPLOYMENT KRS 161.1211; KRS 161.134; KRS 161.168; KRS 161.760 Compensation for employment contracted beyond the minimum number of working days required KRS 424.120; KRS 424.220 by law shall be prorated. 702 KAR 003:060; 702 KAR 003:070 702 KAR 003:100; 702 KAR 003:310 Extended employment positions shall be established in a position job description, funded in the Dis- 016 KAR 001:040; OAG 97-25 trict budget, and specified in an addendum to the employee’s contract. 29 C.F.R. Section 541.303, 29 C.F.R. section 541.602.29, C.F.R. section 541.710 Addition of days to be worked beyond the original contract or additional days of extended employ- RELATED POLICIES: ment for a position require prior Board approval before the change goes into effect. 03.114; 03.1211; 03.4 Adopted/Amended: 06/25/2013 EXTRA SERVICES, SUPPLEMENTS AND SUPERVISION Order #: 247 The Board shall annually establish a schedule of compensation for extra services, hazardous duty supplements and supervision. As provided under law, teachers who attain certification from the Na- tional Board for Professional Teaching Standards shall be given an annual salary supplement of $2000 PERSONNEL 03.1211 for the life of the certificate. CERTIFIED PERSONNEL RANK AND EXPERIENCE Salary Deductions The rank and experience of certified personnel shall be determined at time of hire. The Board shall MANDATORY DEDUCTIONS direct the Superintendent to validate all experience of professional personnel employed in the Dis- Mandatory payroll deductions made by the Board include: trict. 1. State and federal income taxes; Changes in rank and experience shall be determined on September 15 of each year. 2. Occupational tax, when applicable; To assist with the budgeting process, candidates for National Board certification shall notify the 3. The Teachers’ Retirement System of the State of Kentucky; Superintendent/designee in writing prior to September 15 that certification is pending and by Janu- 4. Any deductions required as a result of judicial process, e.g., salary attachments, etc.; and ary 1 whether they passed the certification test in order for the employee to receive any rank-related 5. Medicare (FICA) applicable to personnel newly hired after 3/31/86. increase retroactive to the beginning of the school year. 6. Employee health insurances offered by the State of Kentucky. 70 71 OPTIONAL DEDUCTIONS PERSONNEL 03.1212 Pursuant to the provisions of KRS 161.158, the following optional payroll deductions are authorized CERTIFIED PERSONNEL by the Board for those employees who choose to participate: Reduction in Salary and Responsibility 1. Board approved health/life insurance program in which at least ten percent (10%) of those Salaries for teachers shall not be less than the preceding year unless such reduction is part of a uni- employees eligible to participate enroll by December 1 each year; form plan affecting all teachers in the entire District or unless there is a reduction of responsibilities. 2. Board approved Tax Sheltered Annuity program in which at least ten percent (10%) of those Reduction of responsibility for teachers may be accompanied by a corresponding reduction in salary. employees eligible to participate enroll by December 1 each year; as well as other Tax Sheltered Written notice that states the specific reason(s) for the reduction shall be furnished teachers no later Annuity Programs in which any employees, regardless of how few in number, are already en- than ninety (90) days before the first student attendance day of the school year or May 15, whichever rolled by the date this policy is amended. Tax Sheltered Annuities not having any employees occurs earlier. enrolled on the date this policy is amended shall not be eligible for payroll deduction until the year ten percent (10%) of eligible participation is verified by December 1. REFERENCE: KRS 161.760 3. Other state approved deferred compensation plan; Adopted/Amended: 07/28/2008 4. Board approved credit union; Order #: 002 5. United Way, AAA, and YMCA; 6. State-designated Flexible Spending Account (FSA) and Health Reimbursement Account PERSONNEL 03.1213 (HRA) plans; CERTIFIED PERSONNEL 7. Membership dues for professional teachers’ organizations when thirty percent (30%) or more Cafeteria Plan eligible members request the deduction. Such deductions may include a life insurance plan and Certified personnel shall be eligible to participate in a cafeteria plan of benefits. an income protection plan associated therewith, but excluding teachers’ organizations devoted to The Superintendent shall develop and make available to employees a list of benefits and procedures a particular discipline or disciplines, e.g., organizations for mathematics teachers, English teach- consistent with the regulations as listed in 26 C.F.R, Part I, 1.125.1. This listing, or any amendments ers, etc. (For purposes of this policy, a professional teacher organization is one in which all teach- thereto, shall be subject to review and final approval by the Board. ers are eligible for membership.) REFERENCE: MEMBERSHIP DUES IN PROFESSIONAL ADMINISTRATORS’ OR SUPERVISORS’ ORGANIZA- 26 C.F.R., Part I, 1.125.1 TIONS WHEN THIRTY PERCENT (30%) OR MORE OF THE ELIGIBLE MEMBERS REQUEST Adopted/Amended: 11/19/1991 THE DEDUCTIONS. SUCH DEDUCTIONS MAY INCLUDE A LIFE INSURANCE PLAN AND Order #: 206 AN INCOME PROTECTION PLAN ASSOCIATED THEREWITH, BUT EXCLUDING ADMINIS- TRATORS’ OR SUPERVISORS’ ORGANIZATIONS DEVOTED TO A PARTICULAR DISCIPLINE OR DISCIPLINES, E.G., ORGANIZATIONS FOR SCHOOL BUSINESS OFFICIALS, PERSONNEL PERSONNEL 03.122 OFFICERS, ETC. (FOR PURPOSES OF THIS POLICY, A PROFESSIONAL ADMINISTRATORS’ -CERTIFIED PERSONNEL- OR SUPERVISORS’ ORGANIZATION IS DEFINED AS A PROFESSIONAL ORGANIZATION IN Holidays WHICH ALL ADMINISTRATORS AND SUPERVISORS ARE ELIGIBLE FOR MEMBERSHIP.) Certified employees shall be paid for four (4) holidays which shall be designated in the official school The above limitations as to groups specified in subsections (1), (2), (7) and (8) above are designed to calendar. These are part of the school year required by state law.1 permit the Board to maintain a practicable control over the number of payroll deductions. Full-time employees working 230 days or more per year shall receive two (2) additional paid holidays. No other payroll deductions shall be made unless otherwise authorized by the Board. CONTRACTED DAYS REFERENCES: KRS 160.291, KRS 161.158, 702 KAR 001:035; OAG 72-802 Employees shall work the number of days specified in their contracts. Use of noncontracted days Adopted/Amended: 07/28/2008 must be approved in advance by the Superintendent or the Superintendent's designee. Noncontracted Order #: 002 days shall not accumulate. REFERENCES: 1KRS 158.070 KRS 160.291 KRS 161.220 KRS 161.540 KRS 2.110 KRS 2.190 Adopted/Amended: 08/21/2006 Order #: 023

72 73 PERSONNEL 03.1231 PERSONNEL 03.123 CERTIFIED PERSONNEL CERTIFIED PERSONNEL Personal Leave Leaves and Absences NUMBER OF DAYS Authorization of leave and time taken off from one’s job shall be in accordance with specific leave Full time certified employees shall be entitled to three (3) days of personal leave with pay each school year. policy. Absence from work that is not based on appropriate leave for which the employee is qualified Persons employed for less than a full year contract shall receive a prorata part of the authorized personal leave may lead to disciplinary consequences, up to and including termination of employment. days calculated to the nearest 1/2 day. NOTIFICATION Persons employed on a full year contract but scheduled for less than a full work day shall receive the authorized In all cases of absence, teachers shall notify the Principal before the opening of school or the night personal leave days equivalent to their normal working day. before, if possible, and the Principal shall call substitute teachers from the official substitute list ap- APPROVAL proved by the Superintendent. The Superintendent or designee must approve the leave date, but no reasons shall be required for the leave. Employees on leave covered by the related policies listed below shall notify the Superintendent in Approval shall be contingent upon the availability of qualified substitute employees. Those employees making writing by March 15 of the year the leave terminates of the date of their intent to return to the school earliest application shall be given preference. system. Employees who fail to notify the Superintendent of their return by March 15 cannot be AFFIDAVIT guaranteed employment for the following school year. If an employee on leave has not contacted the Employees taking personal leave must file a personal affidavit on their return to work stating that the leave was Superintendent by March 15 the Superintendent is authorized to fill the position for the following personal in nature. school year. Where an employee in the final year of leave fails to contact the Superintendent by March ACCUMULATION 15, to either request an extension of leave or to provide a date of return, the Superintendent may de- On June 30, personal leave days not taken during the current school year shall be transferred and credited to the termine whether personnel action is required. employee's accumulated sick leave account. LEAVE FOLLOWING ASSAULT REFERENCE: The District shall provide leave with pay for employees assaulted while performing their assigned du- KRS 161.154 ties when the assault results in injuries that qualify the employee for workers’ compensation benefits. RELATED POLICY: The period of leave shall not exceed one (1) calendar year following the assault. During that period, 03.1232 the employee shall not experience loss of income or benefits, including sick leave, under terms and Adopted/Amended: 11/15/1993 conditions set forth in KRS 161.155. Order #: 135 PLACEMENT UPON RETURN Employees taking any long term leave will be entitled on return to a comparable position for which they are qualified. Placement in the same position or the same school cannot be guaranteed. FMLA Eligible employees may apply for leave under the provisions of the Family and Medical Leave Act of 1993. REFERENCES: KRS 161.155; KRS 161.770; OAG 01-9 Family and Medical Leave Act of 1993 RELATED POLICIES: 03.1232, 03.12322, 03.1233, 03.1234, 03.1235, 03.124 Adopted/Amended: 07/25/2011 Order #: 10

74 75 PERSONNEL 03.1232 1KRS 161.155, Sec. 2, KRS 161.152, OAG 79-148 CERTIFIED PERSONNEL OAG 93 39 Family & Medical Leave Act of 1993 Sick Leave RELATED POLICIES: NUMBER OF DAYS 03.12322, 03.1233, 03.124 Full time certified employees shall be entitled annually to the following numbers of paid sick leave Adopted/Amended: 09/16/2002 days: Order #: 268 1. Employees scheduled to work 199 days or less shall be entitled to ten (10) days' sick leave; 2. Employees scheduled to work between 200 and 219 days shall be entitled to eleven (11) days' PERSONNEL 03.12322 sick leave; and CERTIFIED PERSONNEL 3. Employees scheduled to work 220 days or more shall be entitled to twelve (12) days of sick Family and Medical Leave leave. REASONS Persons employed for less than a full year contract shall receive a prorata part of the authorized In compliance with the Family and Medical Leave Act of 1993 and under procedures developed by sick leave days calculated to the nearest 1/2 day. the Superintendent, leave shall be granted to eligible employees for the following reasons: Persons employed on a full year contract but scheduled for less than a full work day shall receive the 1. For the birth and care of an employee’s newborn child or for placement of a child with the authorized sick leave days equivalent to their normal working day. employee for adoption or foster care; ACCUMULATION 2. To care for the employee’s spouse, child, or parent who has a serious health condition, as de- Sick leave days not taken during the school year in which they were granted shall accumulate without fined by federal law; limitation to the credit of the certified employee to whom they were granted. 3. For an employee’s own serious health condition, as defined by federal law, that makes the em- DEFINITION ployee unable to perform the employee’s job; Sickness shall mean personal illness, including illness or temporary disabilities arising from preg- 4. To address a qualifying exigency (need) defined by federal regulation arising out of the cov- nancy. ered active duty or call to active duty involving deployment to a foreign country of the employee’s spouse, son, daughter, or parent who serves in a reserve component or as an active or retired FAMILY ILLNESS/MOURNING member of the Regular Armed Forces or Reserve in support of a contingency operation; and Sick leave can also be taken for illness in the immediate family or for the purpose of mourning a 5. To care for a covered service member (spouse, son, daughter, parent or next of kin) who has member of the employee’s immediate family. Immediate family shall mean the employee's spouse, incurred or aggravated a serious injury or illness in the line of duty while on active duty in the children (including stepchildren and foster children), grandchildren, daughters-in-law and sons-in- Armed Forces that has rendered or may render the family member medically unfit to perform law, brothers and sisters, parents (including stepparents), spouse's parents (including stepparents), his/her duties or to care for a covered veteran with a serious injury or illness as defined by federal grandparents, and spouse's grandparents, without reference to the location or residence of said rela- regulations. tive and any other blood relative who resides in the employee's home. NOTICES AND DEADLINES TRANSFER OF SICK LEAVE • Employees who may be eligible for or who request leave for any of the above reasons shall Teachers coming to the District from another Kentucky school district or from the Kentucky Depart- be provided an FMLA notice of eligibility and rights and responsibilities. Requests for family and ment of Education shall transfer accumulated sick leave to the District. medical leave should be made in writing but verbal requests may be made to the immediate su- SICK LEAVE DONATION PROGRAM pervisor or other designated administrator who shall then document the request. The District may Under procedures developed by the Superintendent, certified employees who have accrued more require that a request for leave be supported by a certification for health care or military-related than fifteen (15) days of sick leave may request to transfer sick leave days to another employee who is situations as permitted by federal law, but such requirements must be set out in the required no- authorized to receive the donation. The number of days donated shall not reduce the employee's sick tice. leave balance to less than fifteen (15) days. Deadline for Notice to be Provided: Absent extenuating circumstances, within five (5) business days Certified employees are eligible to receive donated days if they meet the criteria established in statute. of District receipt of a request or the District being made aware of a potentially qualifying reason. Any sick leave not used shall be returned on a proportionate/pro-rated basis to employees who do- NOTE: Only the District’s human resources professional, leave administrator, or personnel director nated days. may contact an employee’s health care provider to clarify or authenticate an FML certification in sup- AFFIDAVIT port of an FML request about which there are questions. The employee’s direct supervisor shall not Upon return to work, a certified employee claiming sick leave must file a personal affidavit or a certif- contact the provider. icate of a physician stating that the employee was ill or that the employee was absent for the purpose • The District shall designate an employee’s leave, paid or unpaid, as FMLA-qualifying and shall of attending to a member of the immediate family who was ill.1 provide a designation notice indicating whether the request is approved or if additional informa- REFERENCES: tion is needed. Leave may be delayed if the employee does not provide proper notice (30 days 76 77 advance notice for a foreseeable leave); otherwise, notice as soon as the need becomes known). CONTINUATION OF BENEFITS Deadline for Notice to be Provided: Absent extenuating circumstances, within five (5) business days While on family and medical leave, employees shall be entitled to all employment benefits accrued of learning that an FMLA reason supports the leave. prior to the date on which the leave commenced. Health insurance for an employee on family and medical leave shall continue to be provided by the state on the same basis had the employee not taken ELIGIBILITY leave. Other employment benefits and seniority shall not accrue during unpaid family and medical Employees are eligible for up to twelve (12) workweeks of family and medical leave each school year, leave. if they have been employed by the District for twelve (12) months, have worked at least 1,250 hours during the twelve (12) months preceding the start of the leave, and otherwise qualify for family and RETURN TO WORK medical leave. When family and medical military caregiver leave is taken based on a serious illness or As noted by the required notice of eligibility and rights and responsibilities when family and medical injury of a covered service member, an eligible employee may take up to twenty-six (26) workweeks leave is taken due to an employee’s own serious health condition, the employee shall provide fit- of leave during a single twelve-month period. This provision also applies to covered service members/ ness for duty certification before returning to work. This may include certification by the health care veterans that have been on active duty within the past five (5) years as defined by federal regulation. provider that the employee is able to perform essential functions specific to the job, as noted by the District in a list attached to the certification form. Full time teachers are presumed to have worked at least 1,250 hours during a school year. In deter- Upon return to work, the employee shall be entitled to his/her same position (or an equivalent posi- mining whether returning veterans meet the minimum 1,250 hour standard, hours actually worked tion with equivalent pay) with corresponding benefits and other terms and conditions of employ- for the District during the twelve-month period are to be combined with hours they would have ment. worked for the District had they not been called for military service. NOTICE In situations involving both the Americans with Disabilities Act (ADA) and FMLA, the District shall The District shall notify employees of family and medical leave provisions by posting appropriate apply the law affording the employee the greater benefit. notices in conspicuous places in the Central Office and each worksite and distributing notices as RESTRICTIONS required by law. To the extent that an employee is entitled to any paid leave, such leave shall be taken and it shall run REFERENCES: concurrently with family and medical leave, except that the employee may request to reserve ten Family and Medical Leave Act of 1993, 29 U.S.C. 2601-2654 (10) days of sick leave. (This requirement shall not apply to employees taking workers’ compensation Title I of the FMLA, as amended by the National Defense Authorization Act leave.) However, when an employee’s work related injury/medical state qualifies as a serious health Code of Federal Regulations, Title 29, Part 825 condition, worker’s compensation leave shall run concurrently with the twelve (12) work week en- RELATED POLICIES: titlement. 03.123, 03.1232, 03.1233, 03.1234, 03.1238, 03.124 Paid leave used by the employee as required under this policy shall count, as applicable, against the twelve (12) or twenty-six (26) FMLA workweek entitlement. Entitlement to family and medical leave for the birth and care of a newborn child or placement of a PERSONNEL 03.1233 child shall expire twelve (12) months after the date of such birth or placement. CERTIFIED PERSONNEL When both spouses are employed by the District, the combined amount of family and medical leave Maternity Leave for reasons other than personal illness or illness of a child shall be limited to twelve (12) workweeks. PAID SICK LEAVE In cases of personal illness or illness of a child, each spouse is entitled to twelve (12) workweeks of Childbirth and recovery therefrom, which prevent the employee from performing assigned duties, family and medical leave. shall entitle the employee to sick leave benefits as provided in Board Policy 03.1232. Exception: The limit on the combined amount of family and medical leave shall be twenty-six (26) An illness of the newborn shall entitle the employee to sick leave benefits as provided in Board Policy workweeks when both eligible spouses are employed by the District and are eligible for leave that 03.1232. involves a covered Armed Forces service member/veteran. An employee may use up to thirty (30) days of sick leave immediately following the birth or adoption Depending on the date family and medical leave is to begin, instructional employees as designated of a child or children. Additional sick leave days may be used when the need is verified by a physi- by federal regulation may be required to continue on leave until the end of the school term to avoid cian’s statement. disruption. UNPAID MATERNITY LEAVE (KRS 161.770) Unused family and medical leave shall not accumulate from year to year. On written request, the parent of a newborn or the employee who adopts a child or children shall be granted unpaid leave of absence not to exceed the remainder of the school year in which the birth or INTERMITTENT LEAVE/REDUCED HOURS placement occurred. Thereafter, leave may be extended in increments of no more than one (1) year. Family and medical leave may be taken intermittently (when medically necessary) or on a reduced hours basis. Employees on maternity leave shall notify the Superintendent in writing of their intent to return to the school system on or before the date prescribed in Policy 03.123. Employees who fail to notify the 78 79 Superintendent of their return by the date prescribed in Policy 03.123 cannot be guaranteed employ- INVOLUNTARY DISABILITY LEAVE ment for the following school year. When, in the opinion of the Board, there is evidence that a teacher or the Superintendent is no longer Employees taking a maternity leave will be entitled on return to a comparable position for which they able to perform satisfactorily the assigned duties, the Board may require the employee to provide evi- are qualified. Placement in the same position or the same school cannot be guaranteed. dence of ability to perform the essential functions of the position in the form of an examination and report by a physician of the Board's choosing. The Board shall bear the cost of this examination. FMLA In compliance with the Family and Medical Leave Act of 1993, eligible employees are entitled to up The Board may suspend the employee temporarily pending the physician's examination and may to twelve (12) workweeks of unpaid leave to care for the employee's child after birth or placement of grant an involuntary leave of absence and renewals thereof following the physician's examination. a child with the employee for adoption or foster care. Leave to care for an employee’s healthy new- The employee shall have the right to a hearing on such involuntary leave and its renewal or extension born baby or minor child who is adopted or accepted for foster care must be taken within twelve (12) in accordance with the provisions for hearing and appeal in KRS 161.790. months of the birth or placement of the child. RETIREMENT DISABILITY REFERENCES: Retirement disability shall be handled in accordance with KRS 161.662.2 KRS 161.155; KRS 161.770 REFERENCES: OAG 80 151; OAG 84 43; OAG 86 66 1KRS 161.790, OAG 65 560, KRS 161.770 2KRS 161.662, OAG 80 151, OAG 84 43 Family and Medical Leave Act of 1993 Consolidated Omnibus Budget Reconciliation Act RELATED POLICIES: Family & Medical Leave Act of 1993 03.123; 03.1232; 03.12322 Americans with Disabilities Act RELATED POLICIES: Adopted/Amended: 08/10/2010 03.111 Order #: 33 03.113 03.123 03.12322 PERSONNEL 03.1234 03.173 - CERTIFIED PERSONNEL - Adopted/Amended: 09/16/1996 Extended Disability Leave Order #: 43 This policy shall be applied in a manner consistent with policy 03.113 and the Americans with Dis- abilities Act (ADA), when those provisions are applicable. UNPAID LEAVE PERSONNEL 03.1235 Unpaid disability leave shall be granted by the Board for the remainder of the school year. Thereafter, CERTIFIED PERSONNEL leave may be extended by the Board in increments of no more than one (1) year with a written re- Educational/Professional Leave quest from the employee and medical grounds supported by a Doctor’s written statement. EDUCATIONAL/PROFESSIONAL PURPOSE FMLA Upon written request of a teacher or the Superintendent, the Board may grant leave (without pay) not In compliance with the Family and Medical Leave Act of 1993, medical leave shall be granted in ac- to exceed two (2) consecutive years for educational or professional purposes. Leave may be granted cordance with Board Policy 03.12322. for full time attendance at universities or other training or professional activities approved by the NOTIFICATION OF RETURN Board when those activities are related to the employee's job or to other jobs an employee might hold Employees on extended disability leave shall notify the Superintendent in writing of their intent to in the school system. Leave will not be granted for part time educational activities. return to the school system on or before the date prescribed in Policy 03.123. Employees who fail to LIMITATIONS notify the Superintendent of their return by the date prescribed in Policy 03.123 cannot be guaran- No more than two percent (2%) of the certified employees may be on educational/professional leave teed employment for the following school year. at one time. When requests exceed two percent (2%), those submitting the earliest requests will be VERIFICATION given first consideration. The Superintendent shall require the employee to secure a licensed physician's verification of disabil- TIME OF APPLICATION ity. The Superintendent may require examination by a physician of his/her choosing and the Board Written application for educational/professional leave must be made at least sixty (60) days before the shall bear the expense of such examination. leave is to begin. PLACEMENT UPON RETURN NOTIFICATION OF RETURN Employees taking disability leave will be entitled on return to a comparable position for which they Employees on educational/professional leave shall notify the Superintendent in writing of their intent are qualified. Placement in the same position or the same school cannot be guaranteed. 80 81 to return to the school system on or before the date prescribed in Policy 03.123. Employees who fail specific reasons for their absence. to notify the Superintendent of their return by the date prescribed in Policy 03.123 cannot be guaran- ACCUMULATION teed employment for the following school year. Emergency leave days not taken during the school year shall not accumulate. PLACEMENT UPON RETURN REFERENCES: Employees taking an educational/professional leave will be entitled on return to a comparable posi- KRS 161.152; KRS 161.155 tion for which they are qualified. Placement in the same position or the same school cannot be guar- OAG 76 427; OAG 72 348; OAG 74 770 anteed. RELATED POLICIES: 03.1232, 03.1237 REFERENCES: Adopted/Amended: 09/17/2001 KRS 161.770 Order #: 057 OAG 79 106 OAG 84 43 OAG 91 134 Adopted/Amended: 09/16/1996 PERSONNEL 03.1237 Order #: 43 CERTIFIED PERSONNEL Jury Leave PERSONNEL 03.1236 SALARY CERTIFIED PERSONNEL Any employee who serves on a jury in a duly constituted local, state, or federal court shall be granted Emergency Leave leave with full compensation, less any compensation received as jury pay (except expense monies), NUMBER OF DAYS for the period of his actual jury service. Full time certified employees shall be entitled to three (3) days of emergency leave with pay each NOTICE school year. Persons who will be absent from work to serve on juries must give advance notice to their immediate Persons employed for less than a full year contract shall receive a prorata part of the authorized emer- supervisors. gency leave days calculated to the nearest 1/2 day. REFERENCES: Persons employed on a full year contract but scheduled for less than a full work day shall receive the KRS 161.153 OAG 78 696 authorized emergency leave days equivalent to their normal working day. Adopted/Amended: 11/19/1991 Emergency leave shall be granted for the following reasons: Order #: 206 BEREAVEMENT Death of a relative or personal friend. PERSONNEL 03.1238 DISASTERS CERTIFIED PERSONNEL Personal disasters of the magnitude of tornados, fires, flood, etc. This applies only in cases not cov- Military/Disaster Services Leave ered by sick leave. Military leave will be granted to certified personnel under the provisions and conditions specified in COURT/LEGAL law. Appearances as a witness or to produce documents when the employee's presence is required by Employees who are members of the National Guard or of any reserve component of the Armed Forc- subpoena. This is not to include appearances in actions in which the employee is a party and the sub- es of the United States, or the reserve corps of the United States Public Health Service shall be entitled poena is obtained by or on behalf of the employee. This also does not include jury duty. (See policy to military leave, without loss of time, pay, regular leave, impairment of efficiency rating, or of any 03.1237.) other rights or benefits to which they are entitled. In any one (1) federal fiscal year, employees, while on military leave, shall be paid their salaries or compensations for a period or periods not exceeding OTHER twenty-one (21) calendar days. Any unused military leave in a federal fiscal year shall be carried over Such other reasons of an emergency or extraordinary nature as approved by the Superintendent or to the next year. Any unused military leave shall expire two (2) years after it has accrued. Determina- designee. tion of the period of military leave to be granted shall be made according to statutory requirements. REQUEST FOR LEAVE The employee is responsible for notifying his/her immediate supervisor as soon as s/he is notified of Emergency leave must be requested through the Superintendent or designee who will determine if an impending military related absence.1 the leave requested meets the Board's criteria. The Board may grant disaster services leave to requesting eligible employees. An “eligible employee” AFFIDAVIT means one who is a certified disaster services volunteer of the American Red Cross. Disaster services Persons taking emergency leave must file a personal affidavit upon their return to work stating the leave shall be with pay and shall not exceed thirty (30) work days in any twelve (12)-month period.2 82 83 REFERENCES: PERSONNEL 03.125 1KRS 61.373, KRS 61.375, KRS 61.377, KRS 61.394, KRS 61.396 -CERTIFIED PERSONNEL- 2KRS 61.395 KRS 161.168 Expense Reimbursement KRS 161.740 (3) Provided the Superintendent/designee has given prior approval to incur necessary and appropriate 702 KAR 003:070 expenses, the Board shall reimburse school personnel for school-related travel when such travel is a re- OAG 76 316 quired part of the duties of the employee or for school related activities approved by the Superintendent OAG 74 258 and, when appropriate, the School Council. Travel expenses of school-based personnel in SBDM schools OAG 82 305 Adopted/Amended: 07/17/2006 shall be paid from Council funds. In the case of expenses reimbursed from internal accounts, the Prin- Order #: 002 cipal shall be the authority for approving reimbursement. Travel expenses for guests of employees shall not be reimbursed. The expense reimbursement process shall require documentation of the funding source/category used to pay expenses for all approved trips. PERSONNEL 03.124 The Board will be responsible only for actual expenses. Allowable expenses are: CERTIFIED PERSONNEL MILEAGE Insurance Actual mileage between official work stations within the school system and actual mileage for trips INSURANCE outside the school system which have been approved by the Superintendent and the Council in SBDM The Board shall provide unemployment insurance1, workers' compensation2 and liability insurance schools will be reimbursed at a rate equal to the rate currently in effect for state employees when the for all certified personnel. In addition, the State provides group health and life insurance to employ- employee uses his/her own vehicle. ees who are eligible as determined by Kentucky Administrative Regulation.3 GASOLINE To address variable hour employees who may qualify for group health insurance, substitute person- Actual cost of gasoline and oil purchased and placed in a Board owned vehicle by an employee while nel shall not work more than one-hundred-twenty-nine (129) service hours per month unless pre- engaged in school related travel. Purchase must be substantiated by a receipt showing total gallons and approved by the Superintendent based on certification needed for longer term assignments. total charges. WORKERS' COMPENSATION TOLLS AND FEES Employees who qualify for workers' compensation benefits following an assault and injury while per- All tolls and parking fees incurred in school related travel. Parking fees must be substantiated by a re- forming assigned duties should refer to policy 03.123. ceipt. (Tolls are not to be charged for District vehicles being operated in state in an official capacity.) Fees Employees who qualify for Workers' Compensation may be offered the opportunity to participate for traffic or parking violations will not be reimbursed. in an Early Return to Work Program. Transition employment need not be in the same job classifica- CAR RENTAL tion or location, but must comply with the treating physician's restrictions and amendments until the Car rental charges when approved by the Superintendent and the Council in SBDM schools. Charges participating employee achieves maximum medical recovery. must be substantiated by a receipt. REFERENCES: COMMON CARRIERS 1KRS 341.050 All charges or fares for necessary travel on common carriers (plane, bus, train, subway, taxi, ferry, etc.). 2KRS 342.630 Sight seeing and pleasure tours are not reimbursable. 3702 KAR 001:035 OUT OF STATE TRAVEL KRS 161.158; OAG 83 151 Reimbursement for out of state travel by privately owned vehicles shall be made on the basis of airplane P. L. 111-148 (Affordable Care Act) coach fare or mileage rate, whichever is the lesser amount. Consolidated Omnibus Budget Reconciliation Act Kentucky Constitution (Section 3); KRS 161.155; KRS 342.730(6) FOOD 1. Reimbursement for meals will be made on a per meal basis, at the rates shown below, when RELATED POLICIES: authorized travel requires an overnight absence To a destination more than forty (40) miles from the 03.1211, 03.123, 03.12322, 03.1241, 03.14 employee's work station; Adopted/Amended: 12/17/2013 2. During the mealtime hours shown below. Order #: 79 Employees must be in travel status during the entire meal period to qualify for reimbursement (i.e., to be eligible for dinner reimbursement an employee must leave before 5:00 PM and continue to be away past 7:00 PM). This requirement applies to all meal times. Qualification for meal reimbursements will be determined from meeting agendas or other documentation provided by the employee. 84 85 Reimbursement for non-high rate areas: PERSONNEL 03.127 • Breakfast (6:30 AM to 9:00 AM) $8.00 -CERTIFIED PERSONNEL- • Lunch (11:00 AM to 2:00 PM) $10.00 Tuition Free Enrollment of Children • Dinner (5:00 PM to 7:00 PM) $17.00 Employees who live in Kentucky but outside the District shall have the option of enrolling their Reimbursement for high-rate areas designated by the Kentucky Finance Administration Cabinet: children in the District schools without a tuition charge, contingent on the District receiving ADA as • Breakfast (6:30 AM to 9:00 AM) $10.00 provided by law. • Lunch (11:00 AM to 2:00 PM) $11.00 REFERENCES: • Dinner (5:00 PM to 7:00 PM) $21.00 KRS 157.350 KRS 158.120 LODGING OAG 72 154 Hotel or motel charges (not including food or other charges) incurred in school related travel. Charg- 702 KAR 007:125 es must be substantiated by a receipt. RELATED POLICIES: EMERGENCY REPAIRS TO VEHICLES 09.11 09.12 Reimbursement will be made for emergency repairs or road service to Board owned vehicles if in- 09.124 capacitated while out of District. Drivers may not obligate the Board for major repairs without the 09.125 permission of the Director of Transportation or Superintendent. Adopted/Amended: 6/25/2013 Order #: 247 REIMBURSEMENT FORM Travel vouchers shall be submitted within one (1) week of the travel. No requests for travel reimbursement will be considered unless filed on the proper form and accompanied by itemized receipts. PERSONNEL 03.131 Without proper documentation, individuals shall not receive reimbursement, and, if it is determined CERTIFIED PERSONNEL that reimbursement was made based on incomplete or improper documentation, the individual may Assignment be required to reimburse the District. The assignment of all certified personnel shall be made by the Superintendent.1 The Superintendent shall make all appointments, promotions, and transfers of certified personnel for positions authorized SUPERINTENDENT’S TRAVEL EXPENSES by the Board and, at the first meeting following the actions, shall notify the Board of same. Such noti- Prior to granting approval for payment, the Board shall review itemized reimbursement requests for fication shall be recorded in the Board minutes. No personnel action shall be effective prior to receipt the Superintendent’s travel expenses in an open board meeting. of written notice of the action by the affected employee from the Superintendent. REFERENCES: KRS 160.290; KRS 160.410; KRS 175.525; OAG 80 395 The Superintendent shall assign personnel who are certified for the positions they will hold and who United States v. Correll, 389 U.S. 299 (1967) possess qualifications established by Board policy, except in the case where no individual applies who Accounting Procedures for Kentucky School Activity Funds Adopted/Amended: 11/26/2013 is properly certified and/or who meets qualifications set by Board policy. Order #: 52 The Superintendent shall not assign the relative of a school Principal to the school where the Princi- pal is assigned unless the relative is not the spouse and was employed in that school during the 1989 90 school year. No spouse of a Principal shall be assigned to the school where the Principal is as- PERSONNEL 03.126 signed unless the spouse was assigned in that school during the 1989 90 school year and there is no CERTIFIED PERSONNEL other position in the District for which the spouse is certified or unless the spouse was employed in Planning Time the 1989-90 school year and the District has no more than one (1) elementary school, one (1) middle In schools not operating under SBDM, the Principal shall cause class schedules to be developed that school, and one (1) high school. A Principal’s spouse employed in the Principal’s school shall be will provide planning time for teachers. In other schools, the council shall provide for planning time evaluated by another school administrator.1 through its policies for assignment of instructional and noninstructional staff time and determination of the schedule of the school day. The Superintendent shall not assign a certified employee to an alternative education program as Due to emergencies lack of substitutes or other unusual situations teachers may be required to defined in KRS 160.380 as part of any disciplinary action pursuant to KRS 161.790 or as part of a cor- supervise classes or activities during their planning period. rective action plan established pursuant to the District’s evaluation plan. REFERENCES: The planning period shall be used for appropriate instructional duties. It may not be used for per- 1KRS 160.380; OAG 76 360 sonal out of school activities. KRS 156.095; KRS 158.060 Adopted/Amended: 07/17/2000 KRS 160.345; KRS 160.390 Order #: 008 KRS 161.760; KRS 161.790 OAG 11-001; OAG 78 266 86 OAG 91 28; OAG 91 149 87 OAG 92 1; OAG 92 135 The promotion of personnel shall be based on qualifications, success in past assignments, and poten- RELATED POLICY: tial for success in the new position. 02.4244 REFERENCES: Adopted/Amended: 07/23/2012 KRS 160.380 Order #: 3 OAG 76 360 OAG 91 149 OAG 92-1 PERSONNEL 03.1311 RELATED POLICY: CERTIFIED PERSONNEL 02.4244 Transfer Adopted/Amended: 11/19/1991 Transfers of certified personnel shall be made by the Superintendent, who, at the first meeting fol- Order #: 206 lowing the transfer, shall notify the Board of same. Such notification shall be recorded in the Board minutes. No personnel action shall be effective prior to receipt of written notice of the action by the PERSONNEL 03.1313 affected employee from the Superintendent. CERTIFIED PERSONNEL Transfer or reassignment of certified personnel will be made no later than thirty (30) days before the Demotion first student attendance day of the school year except to fill vacancies created by illness, death, or res- In accordance with statutory provisions, the demotion of certified personnel shall be made by the ignations; to reduce or increase personnel because of a shift in school population; to make personnel Superintendent, who at the first meeting following the actions, shall notify the Board of same. Such adjustments after consolidation or merger; or to assign personnel according to their major or minor notification shall be recorded in Board minutes. No personnel action shall be effective prior to receipt fields of training.1 of written notice of the action by the affected employee from the Superintendent. TRANSFER OF EMPLOYEES CHARGED WITH A FELONY REFERENCES: KRS 161.760 Notwithstanding any other policy provision, the Superintendent may transfer an employee charged KRS 161.765 with a felony offense as permitted under KRS 160.380. KRS 161.164 REQUESTS FOR TRANSFER OAG 76 360 OAG 91 149 Requests for transfer must be submitted in writing to the Superintendent. OAG 92 1 REFERENCES: OAG 92 135 1KRS 161.760; OAG 78 266 Adopted/Amended: 11/16/1992 KRS 160.380; OAG 76 360 Order #: 121 OAG 91 149 OAG 92 1 OAG 91-115 PERSONNEL 03.132 OAG 92 135 OAG 92 78 CERTIFIED PERSONNEL RELATED POLICY: Supervision 02.4244 IMMEDIATE SUPERVISOR 03.172 Supervision shall be provided for all certified employees. Employees shall be informed as to whom Adopted/Amended: 07/17/2006 Order #: 002 their immediate supervisor is and to whom they will be responsible. JOB DESCRIPTION Each employee shall be provided a job description, which shall delineate all essential functions and PERSONNEL 03.1312 the general duties and responsibilities of the position held by the employee. Job descriptions shall CERTIFIED PERSONNEL not be considered all inclusive descriptions of the job but shall indicate the general parameters of the Promotion duties and responsibilities of the position. The immediate supervisor may, as needed, assign other The promotion of certified personnel shall be made by the Superintendent, who at the first meeting reasonable duties to the employee. following the actions, shall notify the Board of same. Such notification shall be recorded in Board REFERENCE: minutes. No personnel action shall be effective prior to receipt of written notice of the action by the KRS 160.290(1) affected employee from the Superintendent. RELATED POLICY: The Superintendent shall not promote a personal relative or the relative of a Board member who con- 03.133 Adopted/Amended: 11/16/1992 tinues employment in the District under provisions of KRS 160.380. Order #: 121 88 89 PERSONNEL 03.1321 2. Assistant Superintendent(s) as authorized by the Board, CERTIFIED PERSONNEL 3. Maintenance Supervisor or designee, and Use of School Property 4. Transportation Supervisor or designee. All personnel shall be responsible for the school equipment, supplies, books, furniture, and apparatus Employees issued a Board-owned automobile for the purpose of commuting to and/or from work will under their care and use. Any damaged, lost, stolen, or vandalized property shall be reported to the be responsible for the vehicle’s safekeeping at all times. employee's immediate supervisor, who shall then report it to the Superintendent/designee once it is Use of these vehicles must comply with IRS requirements, including implications for reporting tax- confirmed that the item cannot be recovered. able income. Employees assigned full-time use of Board-owned vehicles shall be on call twenty-four In addition, employees shall not perform personal services for themselves or for others for pay or (24) hours a day to perform services required by their job responsibilities. profit during work time and/or using District property or facilities. District property being used for Board vehicles shall not be used for private purposes other than to commute or for de minimus unauthorized purposes shall be reported to that employee’s immediate supervisor. personal use (such as a stop for a personal errand on the way between a business delivery and the OUTSIDE WORK employee’s home). Only employees who are required to commute for bona fide noncompensatory An employee shall not use any District facility, vehicle, electronic communication system, equipment business reasons may use a Board vehicle to commute. or materials in performing outside work. These items (including security codes and electronic re- RESTRICTIONS cords, such as E mail) are property of the District and shall be used solely for job related purposes. • Drivers shall not use a telecommunication device while operating a Board-owned vehicle un- ELECTRONIC COMMUNICATIONS less the vehicle is parked. Employees shall not use a code, access a file, or retrieve any stored communication unless they have • Board-owned automobiles are not to be loaned to others. been given authorization to do so. Employees cannot expect confidentiality or privacy as to informa- REIMBURSEMENT tion entered or stored in their E mail accounts. Authorized District personnel may monitor the use of On a quarterly basis, employees will be charged taxable wages, based upon the commuting valuation electronic equipment from time to time. rule, for each school day worked. USE OF ASSIGNED TELECOMMUNICATION DEVICES DRIVING RECORD The Board authorizes the purchase and employee use of telecommunication devices, as deemed ap- Employees who have occasion to drive any Board owned vehicle and/or transport students shall an- propriate by the Superintendent. The Superintendent shall recommend for Board approval, a list of nually provide the Superintendent with a copy of their driving record from the Kentucky Department positions to which telecommunication devices may be assigned. These devices shall include, but are of Transportation. Any traffic citation received during the year shall be reported to the Superinten- not limited to, pagers and digital or cell phones. dent prior to driving a Board owned vehicle or transporting students. Telecommunication devices may be assigned or made available on a temporary or on-going basis REFERENCES: when it is determined that: KRS 160.290 1. Assignment of a device to an employee is a prudent use of District resources. KRS 189.292 2. The employee's job responsibilities require the ability to communicate frequently and access KRS 281A.205 to a District or public telephone is not readily available. 702 KAR 005:080 Adopted/Amended: 06/25/2013 3. The employee's job involves situations where immediate communication is necessary to en- Order #: 247 sure the security of District property or safety of students, staff or others while on District property or engaged in District sponsored activities. PERSONNEL 03.13214 District-owned telecommunication devices shall be used primarily for authorized District business CERTIFIED PERSONNEL purposes. However, occasional personal use of such equipment is permitted. Use of Personal Cell Phones/Telecommunication Devices Due to privacy concerns, and except for emergency situations, personally owned recording devices Violators of this policy shall be subject to disciplinary action and may be required to return the Dis- are not to be used to create video or audio recordings or to take pictures while on duty or working trict’s telecommunication devices. with students except with prior permission from the Principal/designee or immediate supervisor. SCHOOL KEYS An exception may be made for events considered to be in the public arena (e.g. sporting events, aca- District employees shall not allow the use of school keys by unauthorized persons. Keys may be du- demic competitions, or performances to which the general public is admitted) where the activity does plicated only on the specific authorization of the Superintendent or designee. not materially disrupt the event, prevent others from observing the event, or otherwise violate legal AUTOMOBILES rights. School social events for students, activities sponsored by student clubs, and activities during The Board may provide automobiles which may be driven to and from the employee's place of resi- the school day that are not open to the public are not considered to be in the public arena. dence/work site for the following positions: Such devices include, but are not limited to, personal cell phones and tablets. 1. Superintendent, Adopted/Amended: Pending 90 91 PERSONNEL 03.1324 review other policies that may govern the allegations, including but not limited to, 09.422 and/or CERTIFIED PERSONNEL 03.162, which addresses harassment/discrimination allegations. Political Activities REFERENCES: No District employee shall promote, organize, or engage in political activities while performing his/ KRS 160.290 KRS 161.790 her duties or during the work day. Promoting or engaging in political activities shall include, but not RELATED POLICIES: be limited to, the following: 03.113, 03.162, 03.17, 09.422, 10.21 1. Encouraging students to adopt or support a particular political position, party, or candidate; Adopted/Amended: 09/17/2001 Order #: 057 or 2. Using school property or materials to advance the support of a particular political position, party, or candidate. PERSONNEL 03.13251 "Political positions" shall not be defined to include communications approved by the Superintendent CERTIFIED PERSONNEL to be distributed to parents or the community concerning District needs or proposed actions by the Drug Free/Alcohol Free Schools Board. Examples of such communications may include, but not be limited to, those addressing desig- DRUGS, ALCOHOL AND OTHER PROHIBITED SUBSTANCES nation of attendance zones/areas and District facility and financial needs. District employees shall not manufacture, distribute, dispense, be under the influence of, purchase, SCHOOL BOARD ELECTIONS possess, use, or attempt to purchase or obtain, sell or transfer any of the following in the workplace or The Superintendent shall inform all District employees of the provisions of KRS 161.164. in the performance of duties: 1. Alcoholic beverages; REFERENCES: 2. Controlled substances, prohibited drugs and substances, and drug paraphernalia; and KRS 161.164; KRS 161.990 3. Substances that look like a controlled substance. In instances involving look alike substances, OAG 72 700; OAG 63 572 there must be evidence of the employee’s intent to pass off the item as a controlled substance. OAG 92 145 In addition, employees shall not possess prescription drugs for the purpose of sale or distribution. RELATED POLICY: 03.113 DEFINITIONS Adopted/Amended: 09/17/2001 Controlled substance shall mean any substance or immediate precursor listed in Chapter 218A of the Order #: 057 Kentucky Revised Statutes or any other substance added by the Kentucky Cabinet for Health and Hu- man Services under regulations pursuant to KRS 218A.020. PERSONNEL 03.1325 Prohibited drugs include, but are not limited to, any substance that an individual may not sell, pos- CERTIFIED PERSONNEL sess, use, distribute or purchase under Federal or Kentucky law. Disrupting the Educational Process Prohibited substances include: Any employee who participates in or encourages activities that disrupt the educational process, 1. All prescription drugs obtained without authorization, and whether on school property or at school-sponsored events and activities, may be subject to disciplin- 2. All prohibited substances however taken or used, including but not limited to, inhaling, in- ary action, including termination of contract. gesting, and/or injecting. These include, but are not limited to, prescribed and over-the-counter For purposes of this section, behavior which disrupts the educational process shall include, but not be drugs, prohibited volatile substances as defined in KRS 217.900 or synthetic compounds/sub- limited to: stances that are used or intended for use for an abusive and/or intoxicating purpose. 1. Conduct that threatens the health, safety, or welfare of others; AUTHORIZED DRUGS 2. Conduct that may damage public or private property, including the property of students or Employees who personally use or who are designated to administer to a student a drug authorized by staff; and administered in accordance with a prescription from a health professional shall not be consid- 3. Illegal activity; ered in violation of this policy. 4. Conduct that interferes with a student's access to educational opportunities or programs, in- WORKPLACE DEFINED cluding ability to attend, participate in, and benefit from instructional and extracurricular activi- Workplace shall mean the site for the performance of work done for the District including any place ties; or where work on a District program, project or activity is performed, including, but not limited to, a 5. Conduct that disrupts delivery of instructional services or interferes with the orderly adminis- school building or other school premises and any school owned vehicle or any other school approved tration of the school and school-related activities or District operations. vehicle used to transport students to and from school or school activities. "Workplace" shall also OTHER CLAIMS include school sponsored or school approved activities, events or functions which are held off school When a complaint is received that does not appear to be covered by this policy, administrators shall property and in which students are under District jurisdiction including, but not limited to, field trips 92 93 and athletic events. PERSONNEL 03.1326 SUSPENSION/TERMINATION/NON-RENEWAL CERTIFIED PERSONNEL Any employee who violates the terms of this policy may be suspended, non renewed or terminated. Dress and Appearance In addition, violations may result in notification of appropriate legal officials. APPAREL APPROPRIATE FOR EMPLOYEES • Shorts of appropriate professional fit and length ALTERNATIVE • Denim/Chambray fabric skirts, dresses and jumpers As an alternative, the Superintendent may choose that an employee who violates the terms of the • Dresses and skirts of appropriate professional fit and length District's drug free/alcohol free workplace policies shall satisfactorily participate in a Board approved • Shirts, blouses, tops and dresses with moderate neckline drug/alcohol abuse assistance or rehabilitation program. If the employee fails to satisfactorily partici- • Knit dress pants with tunic length top or casual/dress slacks of appropriate professional fit and pate in such a program, the employee may be suspended, non renewed or terminated. length REPORTING DEFINITE “NO-NO’S” Employees of the District shall promptly make a report to the local police department, sheriff, or • Tank-tops/Tank-top dresses Kentucky State Police, by telephone or otherwise, if they know or have reasonable cause to believe • Cut-off/Jeans shorts that conduct has occurred which constitutes the use, possession, or sale of controlled substances on • Sweatpants the school premises or within one thousand (1,000) feet of school premises, on a school bus, or at a • Coaching shorts, spandex (shorts or pants) of any length school sponsored or sanctioned event. • Blue Jeans NOTIFICATION BY EMPLOYEE • Mini-skirts Any employee convicted of a workplace violation of criminal drug statutes shall, within five (5) work- • Jogging suits ing days, provide notification of the conviction to the Superintendent. • Denim overalls POST-DISCIPLINE DRUG TESTING • Apparel with offensive logos Following determination by an administrative or judicial proceeding that s/he engaged in misconduct School/locations may develop “special dress days” for special occasions or for other individual appro- involving the illegal use of controlled substances, a teacher who has been reprimanded or disciplined priate occasions at the discretion of the Principal/supervisor. One (1) day per month may be desig- for misconduct involving illegal use of controlled substances shall submit to random or periodic drug nated as "Casual Day" for all District employees, on the last Friday of each month. testing in accordance with applicable Kentucky Administrative Regulation for a period not to exceed APPAREL APPROPRIATE FOR SPECIALTY GROUPS twelve (12) months from the date of such reprimand or disciplinary action. Specialty teachers and staff (such as physical education, special education, art, vocational, daycare, PREVENTION PROGRAM custodial, food service, maintenance, transportation, etc.) who require specific attire are permitted to The Superintendent shall establish a comprehensive and on-going drug free/alcohol free prevention dress according to restrictions of their job duties during that specific time period. program for all employees which shall include notice of the following: SPECIAL NOTE 1. The dangers of drug/alcohol/substance abuse in the schools; Days when school is not in session (i.e., professional development, snow days and summer/fall/winter 2. The District's policies and related procedures on drug free/alcohol free schools; breaks) employees may use their own discretion on appropriate apparel. 3. The requirement for mandatory compliance with the District's established standards of conduct, including those that prohibit use of alcohol, drugs and other controlled and prohibited IDENTIFICATION BADGES substances; Using the system provided by the District, building Principals/designees shall create ID badges to be 4. Information about available drug/alcohol counseling programs and available rehabilitation/ worn by all school employees while on duty. Badges shall display a picture of the employee, the em- employee assistance programs; and ployee’s name and title, and the name of the school in which the employee is based. ID badges must 5. Penalties that may be imposed upon employees for violations of this policy. be with the employee and easily visible at all times. One (1) ID badge shall be provided at the begin- REFERENCES: ning of each school year. Replacement badges shall be purchased by the employee at a cost of three KRS 160.290; KRS 160.380 dollars ($3.00). KRS 161.120; KRS 161.175; KRS 161.790 REFERENCES: KRS 217.900; KRS 218A.1430 016 KAR 001:030; 701 KAR 005:130; 34 CFR Part 85 KRS 161.170 P. L. 101 226 (Improving America's Schools Act of 1994 (Title IV): Safe and Drug Free OAG 79 158 Schools and Communities) Adopted/Amended: 11/26/2007 RELATED POLICIES: Order #: 91 03.1325; 08.1345; 09.2241 Adopted/Amended: 07/23/2012 Order #: 3 94 95 PERSONNEL 03.1327 016 KAR 001:020 (Code of Ethics); OAG 91 10; OAG 92 1 CERTIFIED PERSONNEL RELATED POLICY: Use of Tobacco 03.113 Adopted/Amended: 07/23/2012 USE OF TOBACCO PROHIBITED Order #: 3 The use of any tobacco product is prohibited in any building and on any property owned, operated or leased by the Board. This will apply to indoor and outdoor facilities, inside Board-owned vehicles, stadiums/athletic fields and during school-sponsored trips and activities. Activities occurring before, during and after school hours, on weekends and during vacation periods are included in this prohibi- PERSONNEL 03.1331 tion. Employees who violate these prohibitions shall be subject to disciplinary action. CERTIFIED PERSONNEL REFERENCES: Outside Employment or Activities KRS 438.050 OUTSIDE EMPLOYMENT OAG 81 295 Certified employees shall not accept outside employment or activities which will prevent them from OAG 91 137 fulfilling regularly assigned school duties and obligations. KRS 160.290 KRS 160.340 Employees shall not perform any duties related to an outside job during their regular working hours. P. L. 107-110 (No Child Left Behind Act of 2001) EXCEPTION RELATED POLICY: While performing service or undergoing training, employees who are members of the National 09.4232 Guard, any reserve component of the U.S. armed forces, or reserve corps of the U.S. Public Health Adopted/Amended: 06/19/2006 Order #: 205 Service shall be entitled to leave of absence from their respective duties.1 REFERENCES: 1KRS 61.394, KRS 61.396 KRS 160.290 PERSONNEL 03.133 KRS 160.291 (4) CERTIFIED PERSONNEL RELATED POLICIES: Duties 03.122 All employees are expected to use sound judgment in the performance of their duties and to take rea- 03.1238 Adopted/Amended: 12/19/1994 sonable measures to protect the health, safety, and well-being of others, as well as District property. Order #: 124 JOB DESCRIPTION Prior to the authorization of any personnel position in the District budget, the Superintendent, col- laborating with other District authorities with personnel assignment responsibilities, shall develop, PERSONNEL 03.1332 for Board approval, a job description which establishes all essential functions of the position. The CERTIFIED PERSONNEL description shall encompass supervision responsibilities, completion of records and reports, and Hours of Duty achievement of professional goals identified to enhance student achievement and help the school REGULAR HOURS and/or District meet goals established by statute and/or Board policy. Certified personnel shall also Certified employees shall be prompt in attendance. They shall be on duty based on a schedule ap- be held responsible for cooperation with students, professional associates, parents, staff, and commu- proved annually by the Superintendent. nity groups. ADDITIONAL HOURS INVESTIGATIONS Certified employees may be required to perform additional duties as assigned by their immediate All employees shall cooperate fully with all investigations conducted by the District as authorized by superior. policy or law. Failure to comply may be considered insubordination. REFERENCES: ACCOMMODATION KRS 160.290 (2) Reasonable accommodation shall be provided each qualifying employee with a disability to comply KRS 158.060 with the requirements of law and regulation.1 OAG 77 718 REFERENCES: OAG 65 179 1Americans With Disabilities Act (ADA) OAG 55-37, 675 P. L. 101 336 Adopted/Amended: 02/17/1992 Rehabilitation Act of 1973; P. L. 93 112 Sec. 504 KRS 158.645; KRS 158.6451 Order #: 301 96 97 PERSONNEL 03.1335 2. The inventory of all chemicals used at each school and worksite; CERTIFIED PERSONNEL 3. The identification of each chemical in the inventory that is covered by the OSHA Hazard Staff Meetings Communication Standard; ATTENDANCE 4. Maintenance of a Material Safety Data Sheet (MSDS) for each substance on the chemical in- Unless they are on leave, all staff members shall attend meetings called by the Superintendent, build- ventory list for as long as the District uses the substance, plus thirty (30) years; ing Principals, Supervisors or their designees. 5. Labeling of all containers of each chemical identified as required by the Hazard Communica- tion Standard; SCHEDULE OF REGULAR STAFF MEETINGS 6. The development of an employee Hazard Communication Information and Training Pro- Supervisors shall provide personnel with appropriate advance notice of all meetings which concern gram; and routine school business. 7. The development, implementation and maintenance of a written Hazard Communication The Principal and administrative staff shall develop and present to the council for its review and com- Program. ment a proposed schedule of routine staff meetings that will take place after the end of the regular BLOODBORNE PATHOGEN CONTROL instructional school day. The schedule shall include the projected dates and anticipated time frames The Superintendent/designee shall develop an Exposure Control Plan to eliminate or minimize Dis- for the meetings. trict occupational exposure to bloodborne pathogens. The plan shall address: The final meeting schedule shall then be shared with staff members by the Principal/designee in a 1. Identification of employees at risk of occupational exposure and their assigned tasks and pro- timely manner. cedures which could lead to such exposure; Changes may be made to the approved schedule, and staff meetings may be called on short notice to 2. Communication of hazards to employees; address urgent school problems. Every reasonable effort shall be made to give appropriate advance 3. Vaccinations of at risk employees for Hepatitis B at no cost to these employees; notice in such cases. 4. Determination of universal precautions to be observed, including adequate engineering con- ABSENCE trols and housekeeping procedures; Absence from staff meetings must have approval of the administrator who called the meeting. 5. Appropriate training of employees; 6. Provision of personal protective equipment including an opportunity provided annually for REFERENCE: employees who use medical sharps in performance of their duties to identify, evaluate and select KRS 160.345 engineering and work practice controls to be implemented by the District, as appropriate; RELATED POLICIES: 7. Maintenance of a sharps injury log; 02.4241 8. Medical follow up and counseling for employees after a work site exposure; 03.1332 9. Maintenance of confidential records of each exposure incident; and Adopted/Amended: 07/28/2008 10. A schedule for implementing all provisions required by the OSHA standard. Order #: 002 The Superintendent/designee shall review and update the Exposure Control Plan at least once each year and when needed to reflect new or modified tasks and procedures that affect occupational exposure or new or revised employee positions with occupational exposure. The review and PERSONNEL 03.14 update shall also address: CERTIFIED PERSONNEL 1. Changes in technology that eliminate or reduce exposure to bloodborne pathogens; Health and Safety and SAFETY 2. Annual documentation that appropriate, commercially available and effective safer It is the intent of the Board to provide a safe and healthful working environment for all employees. medical devices that are designed to eliminate or minimize occupational exposure have Employees shall report any conditions they believe to be unsafe to their immediate supervisor, who been obtained and are now in use. shall examine the situation and take appropriate action. LOCKOUT/TAGOUT The District shall develop, maintain and implement health and safety plans in compliance with state The Superintendent/designee shall develop a lockout/tagout program to eliminate or minimize the and federal law. unexpected startup or release of stored energy in mechanical or electrically powered equipment. The plan shall address: HAZARD COMMUNICATION PLAN 1. Assignment of a District employee to be responsible for implementation and coordination of The Superintendent/designee shall develop a District Hazard Communication Plan. The plan shall the lockout/tagout program; include: 2. A written program consisting of energy control procedures; 1. The assignment of a District employee to be responsible for the implementation and coordi- 3. Development, documentation and utilization of energy control procedures for the control of nation of the Hazard Communication Plan;

98 99 potentially hazardous energy when employees are engaged in servicing and maintaining equip- PERSONNEL 03.15 ment; CERTIFIED PERSONNEL 4. Periodic review of the lockout/tagout program to assure authorized employees are properly Personnel Records controlling unexpected startup or release of stored energy; and One (1) master personnel file, documenting employment history and including information main- 5. Annual training of employees authorized to use lockout/tagout to emphasize program proce- tained in electronic format, shall be maintained for each employee. This file shall be maintained in dures and retraining whenever a periodic review reveals deficiencies in employee performance. the Central Office and shall be under the custody of the Superintendent or the Superintendent's PERSONAL PROTECTIVE EQUIPMENT (PPE) designee. This file may be inspected by the employee.1 The Superintendent shall develop procedures Each year, the Superintendent/designee shall conduct a hazard assessment to determine when and to ensure the security of the files.2 where the use of personal protective equipment (PPE) is necessary. The hazard assessment shall ad- The Principal/supervisor may maintain a personnel folder for each person under his/her supervision. dress: These folders may contain: 1. Assignment of a District employee responsible for assessing the workplace for hazards; 1. Items used as reference and not forwarded to the master personnel file in the Central Office, 2. Selection of appropriate PPE to safeguard employees from hazards that cannot be eliminated; 2. The employee’s evaluation and other school-related correspondence to or from the employee, 3. A training program to be conducted to educate employees about the need for PPE and when and it must be worn; 3. Other informational items that may or may not be maintained in the Central Office master 4. Training of employees on the use and care of PPE, how to recognize deterioration and failure personnel file. and the need for replacement; and PUBLIC INSPECTION 5. Requiring employees to wear designated PPE as deemed necessary by the hazard assessment. Those portions of personnel records containing material of a personal nature, the disclosure of which

would constitute an invasion of privacy, are not open for public inspection.3 ASBESTOS MANAGEMENT The District shall conduct school inspection and re-inspection activities as required by state and fed- MEDICAL INFORMATION eral law1 to identify the status of asbestos. The District shall maintain an updated asbestos manage- Medical information shall be maintained separately from an employee’s personnel file. ment plan that shall include, but not be limited to, applicable current and/or future inspection activi- District acquisition and disclosure of applicant and employee genetic information shall comply with ties, response actions and surveillance activities and a description of steps taken to inform staff and applicable legal requirements.4 parents about any such activities. Each school shall maintain in its administrative office an updated REFERENCES: copy of the management plan for that school. Annual written notice of the availability of the plan 1KRS 61.884 shall be provided to parent, teacher, and employee organizations. In the absence of any such organiza- 2KRS 61.876 3KRS 61.878 tions, the District shall provide written notice of plan availability to parents, teachers, or employees, 4Genetic Information Nondiscrimination Act of 2008 as applicable. KRS 61.870; KRS 61.872; KRS 61.874; KRS 161.151; KRS 160.705 REFERENCES: 704 KAR 003:370 1401 KAR 058:010, 40 C.F.R. Part 763 OAG 77 394; OAG 85 109; OAG 86 15; OAG 89 90; OAG 91 161; OAG 91 176 Kentucky Department for Public Health Kentucky Education Technology System (KETS) Centers for Disease Control and Prevention Records Retention Schedule, Public School District Kentucky Labor Cabinet, 803 KAR 002:308; 803 KAR 002:404 Americans with Disabilities Act; (P.L. 101-336); 42 U.S.C. 12112 OSHA 29 CFR 1910 RELATED POLICIES: 132 PPE Hazard Assessment 03.111, 10.11 147 Lockout/Tagout Adopted/Amended: 8/10/2010 1200 Hazard Communication Order #: 33 1030 Bloodborne Pathogens Adopted/Amended: 07/23/2012 Order #: 3

101 100 PERSONNEL 03.16 into contact with employees and students. (Acts of harassment/discrimination based on sex may be CERTIFIED PERSONNEL committed by persons of the same or the opposite sex.) Communications District staff shall provide for a prompt and equitable resolution of complaints concerning harass- PROCEDURES ment/discrimination. The Superintendent shall develop specific communication procedures to include, but not be limited DISCIPLINARY ACTION to, the opportunity for problems to be addressed and resolved at each level of the chain of command Employees who engage in harassment/discrimination of another employee or a student on the basis from the point of origin, time limitations for the filing, and the appeal of complaints not satisfactorily of any of the areas mentioned above shall be subject to disciplinary action including but not limited resolved, and procedures for the orderly review and appeal of each individual complaint. to termination of employment. Complaints are individual in nature and must be brought by the individual complainant. GUIDELINES The Board shall take action only on those complaints that fall within the authority of the Board. Employees who believe they or any other employee, student, or visitor is being or has been subjected GENERAL to harassment/discrimination shall, as soon as reasonably practicable, report it. In each school build- The Board will hear problems only after unsuccessful resolution by the employee's supervisors. ing, the Principal is the person responsible for receiving reports of harassment/discrimination at the PERSONNEL ISSUES building level. Otherwise, reports of harassment/discrimination may be made directly to the Superin- Complaints to be heard by the Board must be submitted in writing to the Superintendent at least five tendent. If an employee is not assigned to a particular school, a report of harassment/discrimination (5) days prior to the regular Board meeting. The Board will not hear any complaint concerning per- may be made to the employee's immediate supervisor or to the Superintendent. Additionally, if sexual sonnel actions taken by the Superintendent/designee, unless the issue is based on an alleged violation discrimination or harassment is being alleged, reports may be made directly to the District Title IX of constitutional, statutory, regulatory, or policy provisions. Coordinator. Complaints of harassment/discrimination, whether verbal or written, shall lead to a documented investigation and a written report. Before accepting a complaint appeal, the Board shall seek the advice of the Board Attorney as to whether the appeal falls within the requirements of this policy. Any personnel complaint not falling In applicable cases, employees must report harassment/discrimination to appropriate law enforce- within those requirements shall be appealed only to the level of the Superintendent. ment authorities in accordance with law.1 The Board shall not hear complaints concerning simple disagreement or dissatisfaction with a per- The Superintendent shall provide for the following: sonnel action. 1. Investigation of allegations of harassment/discrimination to commence as soon as circumstances allow, but not later than three (3) working days of receipt of the original complaint, EXCEPTION regardless of the manner in which the complaint is communicated to a District administrator. A Harassment/Discrimination allegations shall be governed by Policy 03.162. written report of all findings of the investigation shall be completed within thirty (30) calendar REFERENCE: days, unless additional time is necessary due to the matter being investigated by a law enforce- OAG 78 204 ment or governmental agency. RELATED POLICY: 03.162 The Superintendent/designee may take interim measures to protect complainants during the Adopted/Amended: 09/16/2002 investigation. Order #: 268 2. A process to identify and implement, within five (5) working days of the submission of the written investigative report, methods to correct and prevent reoccurrence of the harassment/discrimination If corrective action is not required, an explanation shall be included in the report. PERSONNEL 03.162 3. A process to be developed and implemented to communicate requirements of this policy to CERTIFIED PERSONNEL all staff, which may include, but not be limited to the following: Harassment/Discrimination • written notice provided in publications such as handbooks, staff memoranda, and/or DEFINITION pamphlets; Harassment/Discrimination of employees is unlawful behavior based on the race, color, national • postings in the same location as are documents that must be posted according to state/ origin, age, religion, sex, genetic information or disability of an employee involving intimidation by federal law; and/or threats of or actual physical violence; the creation, by whatever means, of a climate of hostility or • such other measures as determined by the Superintendent/designee. intimidation, or the use of language, conduct, or symbols in such manner as to be commonly under- Method(s) used shall provide a summary of this policy, along with information concerning stood to convey hatred or prejudice. how individuals can access the District's complete policy. PROHIBITION 4. Annual training explaining prohibited behaviors and the necessity for prompt reporting of Harassment/Discrimination is prohibited at all times on school property and off school grounds dur- alleged harassment/discrimination; and ing school-sponsored activities. This prohibition also applies to visitors to the school who may come 5. Development of alternate methods of filing complaints for individuals with disabilities and 102 103 others who may need accommodation. 34 C.F.R. 106.1-106.71, U.S. Department of Education Office for Civil Rights Regulations Implementing Title IX Genetic Information Nondiscrimination Act of 2008 PROHIBITED CONDUCT Depending on the circumstances and facts of the situation, and within the definition of harassment/ RELATED POLICIES: 03.113, 03.1325, 03.16, 09.2211, 09.422, 09.42811 discrimination contained in this policy, examples of conduct and/or actions that could be considered Adopted/Amended: Pending a violation of this policy include, but are not limited to: 1. Any nicknames, slurs, stories, jokes, written materials or pictures that are lewd, vulgar, or pro- fane and relate to any of the protected categories listed in the definition of harassment/discrimi- PERSONNEL 03.17 nation contained in this policy; CERTIFIED PERSONNEL 2. Sexual advances, requests for sexual favors, spreading sexual rumors; and inappropriate touching; Termination/Nonrenewal/Separation by Employee 3. Instances involving sexual violence; Termination and nonrenewal of contracts shall be the responsibility of the Superintendent who, at the 4. Causing an employee to believe that he or she must submit to unwelcome sexual conduct in first meeting following the actions, shall notify the Board of same. Such notification shall be recorded order to maintain employment or that a personnel decision will be based on whether or not the in the Board minutes. No personnel action shall be effective prior to receipt of written notice of the employee submits to unwelcome sexual conduct; action by the affected employee from the Superintendent. 5. Implied or overt threats of physical violence or acts of aggression or assault based on any of CODE OF ETHICS the protected categories; Employees who violate provisions of the Professional Code of Ethics for Kentucky School Certified 6. Seeking to involve individuals with disabilities in antisocial, dangerous or criminal activity Personnel may be subject to disciplinary action, up to and including termination. where they, because of disability, are unable to comprehend fully or consent to the activity; and TERMINATION 7. Destroying or damaging an individual's property based on any of the protected categories. No contract shall be terminated except upon notification of the Board by the Superintendent. Prior to CONFIDENTIALITY notification of the Board, the Superintendent shall furnish the teacher with a written statement speci- District employees involved in the investigation of complaints shall respect, as much as possible, the fying in detail the charge against the teacher.1 privacy and anonymity of all parties involved. Termination of contracts of certified personnel shall be made in compliance with the requirements of APPEAL KRS 161.790. Upon the completion of the investigation and correction of the conditions leading to the harassment/ ALTERNATIVES TO TERMINATION discrimination, any party may appeal in writing any part of the findings and corrective actions to the As an alternative to termination, the Superintendent, upon notifying the Board and providing written Superintendent. notification to the teacher, may impose sanctions in accordance with KRS 161.790. If a supervisory staff member is an alleged party in the harassment/discrimination complaint, provi- NONRENEWAL sion shall be made for addressing the complaint to a higher level of authority. The Principal/immediate supervisor shall provide the Superintendent with notice of recommended Failure by employees to report, notify, and/or initiate an investigation of alleged harassment/discrimi- nonrenewals by March 15. Nonrenewal of limited contracts of certified personnel shall be made no nation as required by this policy or to take corrective action shall be cause for disciplinary action. later than May 15 in compliance with the requirements of KRS 161.750. RETALIATION PROHIBITED SEPARATION BY EMPLOYEE No one shall retaliate against an employee or student because s/he submits a grievance, assists or par- Certified employees seeking to resign or terminate contracts in force shall do so in compliance with ticipates in an investigation, proceeding, or hearing regarding the charge of harassment/discrimina- KRS 161.780. tion of an individual or because s/he has opposed language or conduct that violates this policy. REPORTING Upon the resolution of allegations, the Superintendent shall take steps to protect employees and stu- The Superintendent shall comply with the reporting requirements of KRS 161.120. dents against retaliation. REFERENCES: OTHER CLAIMS 1KRS 161.790 When a complaint is received that does not appear to be covered by this policy, administrators shall KRS 161.120; KRS 161.750; KRS 161.780 016 KAR 001:020 (Code of Ethics) review other policies that may govern the allegations, including but not limited to, 03.113, 03.1325 Consolidated Omnibus Budget Reconciliation Act and/or 09.422. 701 KAR 005:090 REFERENCES: OAG 83 362; OAG 92 135 1KRS 158.156 RELATED POLICY: 42 USC 2000e, Civil Rights Act of 1964, Title VII; KRS Chapter 344 03.172 29 C.F.R. 1604.11, Equal Employment Opportunity Commission (EEOC) Regulations Implementing Title VII Adopted/Amended: 07/25/2011 20 U.S.C. 1681, Education Amendments of 1972, Title IX Order #: 10 104 105 PERSONNEL 03.171 PERSONNEL 03.1721 CERTIFIED PERSONNEL CERTIFIED PERSONNEL Reduction in Force Conflict of Interests When, by reasons noted in KRS 161.800,1 it becomes necessary to reduce the number of certified PECUNIARY INTEREST PROHIBITED personnel, the Superintendent shall do so in compliance with the statute. The Superintendent, at the No administrator or other employee of the District with decision making authority over the financial first meeting following the reduction in force, shall notify the Board of same. Such notification shall position of the school District shall have any pecuniary interest, either directly or indirectly, in an be recorded in the Board minutes. No personnel action shall be effective prior to receipt of written amount exceeding twenty five dollars ($25.00) per year, at the time of or after appointment, in supply- notice of the action by the affected employee from the Superintendent. ing any goods, services, property or merchandise for which school funds are expended. Nor shall any REFERENCES: such person receive directly or indirectly any gift, reward, or promise of reward for goods, services, 1KRS 161.800 property, or merchandise of any kind for which school funds are expended.1 OAG 82 135 Unless prior arrangements are made with the Board, any device, publication or any other item to be OAG 80 150 copyrighted developed during the employee's paid time shall be District property. RELATED POLICY: Employees shall not profit monetarily through use of confidential information gained in the course of 03.1212 or by reason of their position of employment with the District. Adopted/Amended: 11/19/1991 EXCEPTION Order #: 206 This policy shall not prohibit the Board from approving non contracted personal services for the benefit of the District. REFERENCES: 1KRS 156.480 PERSONNEL 03.172 KRS 45A.455 -CERTIFIED PERSONNEL- OAG 77 228 Sanctions OAG 71 474 As an alternative to the termination of a teacher’s contract and in accordance with KRS 161.790, the Adopted/Amended: 12/19/1994 Superintendent, upon notifying the Board and providing written notification to the teacher of the Order #: 124 charge, may impose sanctions including but not limited to suspension without pay, or public or private reprimand. PERSONNEL 03.173 REFERENCES: - CERTIFIED PERSONNEL KRS 160.380 Suspension KRS 161.760 PENDING TERMINATION ACTION KRS 161.790 The Superintendent may suspend a certified employee without pay pending final action to terminate 701 KAR 005:090 the contract if the character of the charges warrants such action. If a tribunal hearing is requested and RELATED POLICIES: the decision of the tribunal is against termination of the contract, the suspended teacher shall be paid 03.1311 full salary for the period of such suspension; however, the Board may appeal the tribunal’s decision to 03.17 the circuit court. 03.173 SANCTIONS 03.174 The Superintendent may suspend a teacher without pay as a disciplinary measure in accordance with Adopted/Amended: 11/19/1991 KRS 161.790. Order #: 206 BOARD NOTIFICATION The Superintendent, at the first meeting following the suspension without pay, shall notify the Board of same. Such notification shall be recorded in the Board minutes. No personnel action shall be effective prior to receipt of written notice of the action by the affected employee from the Superintendent. TEMPORARY SUSPENSION WITH PAY PENDING INVESTIGATION An employee shall be suspended with pay only when the Superintendent determines there is a justifi- able need for an investigation of alleged employee actions necessary to protect the safety of students 106 107 and staff or to prevent significant disruption of the workplace and/or educational process. The period PERSONNEL 03.175 of suspension with pay shall not exceed the time needed to determine whether the employee is to -CERTIFIED PERSONNEL- return to active service or face disciplinary action. However, suspension with pay shall not exceed Retirement ten (10) working days. If circumstance arise that require an investigation or other proceedings that DEFINITION may extend beyond ten (10) days, the Superintendent may lengthen the period of suspension, not to Retirement means retirement as determined by Kentucky Teachers' Retirement system guidelines. exceed an additional fifteen (15) working days. NOTICE Employees suspended with pay shall remain available for immediate recall to active service. Persons retiring should give the Superintendent notice as far in advance as possible but not less than REFERENCES: two (2) weeks prior to retirement. KRS 160.390 RESPONSIBILITY KRS 161.790 Retirement benefits shall be solely a matter of contract between the employee and the Kentucky 701 KAR 005:090 Teachers' Retirement System and shall not be the responsibility of the Board except that the Board OAG 92 135, OAG 96-3 shall deduct and send to the Kentucky Teachers' Retirement System, in the manner prescribed, those 938 S.W.2d 880 (Ky. 1996) amounts required under law. RELATED POLICIES: UNUSED SICK DAYS 03.1234 The Board shall compensate certified employees at the time of retirement, or their estate, for each 03.172 unused sick day at the rate of 30% of the daily salary. This calculation is based on the employee's 03.174 last annual salary. For personnel who begin employment with a local school district on or after July Adopted/Amended: 07/17/2006 1, 2008, unused sick leave days to be recognized in calculating reimbursement under KRS 161.155 Order #: 002 shall not exceed 300 days.1 Annual salary shall be determined by those amounts paid under MUNIS Object Codes 0110, 0111, and 0112. The District shall provide compensation for unused sick leave days when the employee provides proof s/he qualifies as an annuitant who will receive a retirement or disability allowance from the Kentucky Teachers’ Retirement System. Upon death of an employee in PERSONNEL 03.174 active contributing status who was eligible to retire by reason of service, the District shall compensate CERTIFIED PERSONNEL the estate of the employee. Reinstatement Employees retiring from the District may be compensated for unused sick leave days only once, even FOLLOWING TERMINATION HEARING if they are subsequently rehired. When a certified employee has been suspended, pending action to terminate the contract, and the tribunal, if requested, decides against termination after a hearing, the employee shall be reinstated in ESCROW ACCOUNT compliance with KRS 161.790; however, the Board may appeal the tribunal’s decision to the circuit The Board shall create an escrow account to maintain the funds necessary to reimburse employees court. who qualify for the retirement benefit. SANCTIONS REFERENCES: A teacher who has been suspended for disciplinary measures may be reinstated by the tribunal in ac- 1KRS 161.155 cordance with KRS 161.790. KRS 157.420; KRS 161.220 KRS 161.540; KRS 161.545 REFERENCES: KRS 161.560; KRS 161.600 KRS 161.790 OAG 81 1, OAG 83 191, OAG 97-28 938 S.W.2d 880 (Ky. 1996) 29 U.S.C. 631 RELATED POLICIES: Adopted/Amended: 07/25/2011 03.172 Order #: 10 03.173 Adopted/Amended: 09/15/1997 Order #: 35

108 109 PERSONNEL 03.18 APPEAL TO PANEL CERTIFIED PERSONNEL Any certified employee who believes that he or she was not fairly evaluated on the summative evalua- Evaluation tion may appeal to the panel within five (5) working days of the receipt of the summative evaluation. DEVELOPMENT OF SYSTEM The certified employee may review any evaluation material related to him/her. Both the evaluator and The Superintendent shall recommend for approval by the Board and the Kentucky Department of the evaluatee shall be given the opportunity to review documents to be given to the hearing commit- Education an evaluation system, developed by an evaluation committee, for all certified employees tee reasonably in advance of the hearing (minimum of three (3) days) and may have representation of below the level of District Superintendent, which is in compliance with and which shall be imple- their choosing. mented consistent with applicable statute and regulation.1 APPEAL FORM PURPOSE The appeal shall be signed and in writing on a form prescribed by the District evaluation committee. The purpose of the professional growth and effectiveness system shall be to: support and improve The form shall state that evaluation records may be presented to and reviewed by the panel. performance of all certified school personnel and to inform individual personnel decisions. CONFLICTS OF INTEREST The District may submit an alternative effectiveness evaluation system to the Kentucky Board of Edu- No panel member shall serve on any appeal panel considering an appeal for which s/he was the cation for approval. evaluator. Whenever a panel member or a panel member's immediate family appeals to the panel, the member REPORTING shall not serve for that appeal. Immediate family shall include father, mother, brother, sister, husband, The District shall report to KDE the percentage of principals, assistant principals and teachers in each wife, son, daughter, uncle, aunt, nephew, niece, grandparent, corresponding in laws, and current or overall performance category and the percentage of tenured teachers on each professional growth former legal guardian. plan level. A panel member shall not hear an appeal filed by his/her immediate supervisor. NOTIFICATION The evaluation criteria and evaluation process to be used shall be explained to and discussed with BURDEN OF PROOF certified school personnel no later than the end of the evaluatee’s first thirty (30) calendar days of the The certified employee appealing to the panel has the burden of proof. The evaluator may respond to school year as provided in regulation. any statements made by the employee and may present written records which support the summative evaluation. CONFIDENTIALITY Evaluation data on individual classroom teachers shall not be disclosed under the Kentucky Open HEARING Records Act. The panel shall hold necessary hearings. The evaluation committee shall develop necessary procedures for the implementation of this policy. REVIEW All employees shall be afforded an opportunity for a review of their evaluations. All written evalua- PANEL DECISION tions shall be discussed with the evaluatee, and he/she shall have the opportunity to submit a written The panel shall deliver its decision to the District Superintendent, who shall take whatever action is response to be included in the certified employee’s personnel record. Both the evaluator and evaluatee appropriate or necessary as permitted by law. The panel’s written decision shall be issued within fif- shall sign and date the evaluation instrument. teen (15) working days from the date an appeal is filed. No extension of that deadline shall be granted without written approval of the Superintendent. All evaluations shall be maintained in the employee's personnel file.2 SUPERINTENDENT APPEAL PANEL The Superintendent shall receive the panel's decision and shall take such action as permitted by law as The District shall establish a panel to hear appeals from summative evaluations as required by law.1 s/he deems appropriate or necessary. ELECTION REVISIONS Two (2) members of the panel shall be elected by and from the certified employees of the District. No later than the regular August Board meeting, the Superintendent shall submit proposed revisions Two (2) alternates shall also be elected by and from the certified employees, to serve in the event an to the evaluation plan to ensure compliance with applicable statute and regulation. Upon adoption, all elected member cannot serve. The Board shall appoint one (1) certified employee and one (1) alter- revisions to the plan shall be submitted to the Kentucky Department of Education for approval. nate certified employee to the panel. REFERENCES: TERMS 1KRS 156.557; 704 KAR 3:370 All terms of panel members and alternates shall be for one (1) year and run from July 1 to June 30. 703 KAR 5:225 Members may be reappointed or reelected. OAG 92 135, Thompson v. Board of Educ., Ky., 838 S.W.2d 390 (1992) CHAIRPERSON RELATED POLICIES: 203.15; 02.14; 03.16 The chairperson of the panel shall be the certified employee appointed by the Board. Adopted/Amended: Pending

110 111 112 113 114 115 116 117 118 119 120 121 123 122 124 125 PERSONNEL 03.19 PERSONNEL 03.1911 CERTIFIED PERSONNEL -CERTIFIED PERSONNEL - Professional Development Professional Meetings PROGRAM TO BE PROVIDED DEFINITION The Board shall provide a professional development (PD) program that meets the goals established in Professional meetings shall refer to any meeting that relates to the condition, improvement and/or KRS 158.6451 and in the local needs assessment. At the direction of the Superintendent or designee operation of the schools or any meeting held by a professional education organization, which specifi- and in conjunction with each school, the PD coordinator shall facilitate the development and imple- cally addresses job efficiency, safety or performance. mentation of this program for all certified employees. Programs may also include classified staff and AUTHORIZATION TO ATTEND parent members of school councils and committees. Employees shall obtain prior authorization to attend professional meetings on days the employee The PD program for the District and each school shall be incorporated into the school/District ordinarily is scheduled to be on the job as specified by council policy and District procedures. The improvement plan. Prior to the implementation of the program, the school PD plan shall be made requesting employee shall submit a written application to attend the meeting, with or without pay public, and the District PD plan shall be posted to the District web site. and/or expense reimbursement, to the Principal/immediate supervisor, who shall forward approved The program shall be based on a Board approved PD plan for the District, which is designed; requests to the Superintendent/designee. 1. to help achieve student capacities established by KRS 158.645 and goals established by KRS Principals (or Directors at those instructional sites having no Principal) shall be authorized to give 158.6451; prior approval for teachers being absent from teaching duties for a maximum total of three (3) days 2. to support the District's mission, goals and assessed needs; and per school year for the purpose of attending professional meetings, provided those meetings have the 3. to increase teachers' understanding of curriculum content and methods of instruction appro- potential to improve teaching/learning and facilitate accomplishment of the strategic plan or District/ priate for each content area based on individual school plans. school consolidated plans. The Superintendent or his District office designee shall be authorized to The PD plan shall reflect individual needs of schools and be aligned with the school/District improve- approve, on a case-by-case basis, teachers' absences in excess of a total of three (3) days per school ment plan and teacher growth plans. year for attendance at professional meetings. SCHOOL RESPONSIBILITIES Approval of the Superintendent/designee shall be contingent on: Each school shall plan professional development with the PD coordinator and, when appropriate, 1. Whether the meeting meets the definition established by this policy; with other schools to maximize training opportunities. In addition, each school's PD plan shall be 2. Skills required by the employee’s job description or goals of his/her growth plan; submitted to the Board for review and comment. 3. Availability of funds; and DOCUMENTATION 4. The availability of substitutes. The school/District PD plan shall include the method for evaluating impact on student learning and EXPENSES using evaluation results to improve professional learning. Expenses for school-based employees to attend professional meetings shall be paid from the school’s Documentation of completed professional development, including a written evaluation, shall be allocated funds, except when attendance is requested or required by the Superintendent/designee. required. Unless an employee is granted leave under an appropriate Board policy, failure to complete REFERENCES: and document the required hours of professional development during the academic year shall result KRS 156.190, KRS 156.095 in a reduction in salary and may be reflected in the employee's evaluation. KRS 160.345, KRS 160.410 REFERENCES: 702 KAR 003:246 KRS 156.095, KRS 156.553 RELATED POLICIES: KRS 158.070, KRS 158.645, KRS 158.6451 03.125, 03.19 KRS 160.345 Adopted/Amended: 12/08/2000 704 KAR 003:035, 704 KAR 003:325 Order #: 122-C RELATED POLICIES: 03.1911; 09.22 Adopted/Amended: 06/24/2014 Order #: 193 Professional Meeting Attendance Forms may be found online under the main menu. Choose “Staff”, then “Travel /Professional Meeting Froms”. These forms will automatically calculate numerical fields.

126 127 PERSONNEL 03.1912 CERTIFIED PERSONNEL Instructional Leaders' Training Instructional leaders, as defined by the Educational Professional Standards Board (EPSB), shall participate in a continuing intensive training program designed especially for instructional leaders. REQUIRED HOURS Each school year an instructional leader shall complete no less than twenty-one (21) participant hours in an intensive training program approved by the Kentucky Board of Education. As required by Kentucky Administrative Regulation, the District shall report the name of any instructional leader CLASSIFIED PERSONNEL who fails to complete the required twenty-one (21) hours of training.1 PROBATION Failure to participate in the required training shall result in a one-year probation. Those instructional leaders who fail to complete the training hours for the prior year and the current year during the probationary period shall have their administrative certificates revoked by the Education Professional Certified and Classified Personnel Policies Standards Board.2 REFERENCES: and Procedures may be found on Boyd 1KRS 156.101 2704 KAR 003:325 County Public Schools’ Website at 704 KAR 003:035 Adopted/Amended: 07/17/2006 Order #: 002 www.boyd.kyschools.us

Follow the links: “District,” “Board of Education,” “Policies and Procedures.”

(To find the most recent update to any Policy or Procedure, please go online. It is the responsibility of the employee to adhere to the most current policies and procedures found online.)

128 129 PERSONNEL 03.2 Regulations of the State Board for Adult, and Technical Education, toward obtaining a certificate of Classified Personnel high school equivalency. Employees shall hold the qualifications for the position as established by the Definition Commissioner of Education.3 Classified personnel are all those employees who hold positions not requiring teacher certification.1 Existing and new paraprofessionals who provide instructional service or support in programs sup- The terms classified personnel and support personnel are used interchangeably. ported by Title I funds shall satisfy educational requirements specified by federal law.4 FULL-TIME PERSONNEL CRIMINAL BACKGROUND CHECK AND TESTING A full time employee is one who works a minimum of one hundred twenty (120) hours or more per Applicants and employees shall undergo records checks and testing as required by applicable statutes month on a regular basis. Bus drivers who work eighty (80) hours or more per month on a regular and regulations.1 & 2 basis shall be considered full time employees. Each application or renewal form provided applicants for a classified position shall conspicuously PART-TIME PERSONNEL state the following: "FOR THIS TYPE OF EMPLOYMENT, STATE LAW AND BOARD POLICY A part time employee is one who works less than one hundred twenty (120) hours (or less than eighty REQUIRE A STATE CRIMINAL HISTORY BACKGROUND CHECK AS A CONDITION OF EM- (80) hours if a bus driver) per month on a regular basis. PLOYMENT. UNDER CERTAIN CIRCUMSTANCES, A NATIONAL CRIMINAL HISTORY BACK- CREDIT FOR WORK EXPERIENCE GROUND CHECK MAY BE REQUIRED AS A CONDITION OF EMPLOYMENT." 1 An employee shall work seven (7) months or more between July 1 and June 30 of any fiscal year to As permitted by KRS 160.380, employment shall be contingent on receipt of records documenting receive credit for one (1) year work experience for purposes of determining salary. that the individual does not have a conviction for a felony sex crime or as a violent offender as defined SUBSTITUTE EMPLOYEES in KRS 17.165 or other conviction determined by the Superintendent to bear a reasonable relation- Solely for purposes of the County Employees Retirement System, substitute employees shall serve ship to the ability of the individual to perform the job. Probationary employment shall terminate on a probationary period not to exceed twelve (12) months during which they shall not participate in receipt of a criminal history background check documenting a conviction for a felony sex crime or as CERS. a violent offender. REFERENCES: JOB REGISTER 1KRS 161.720 (1) The Superintendent or the Superintendent's designee shall maintain in the Central Office a job reg- KRS 78.510 ister listing all current job openings in the District. The register shall describe the duties and qualifi- KRS 78.615 cations for each opening, and District employment policies shall be attached to the register. The job Adopted/Amended: 08/29/2007 register shall be open to public inspection during Central Office business hours. Order #: 046 VACANCIES POSTED Under procedures developed by the Superintendent, a listing of all District job openings shall be posted in the Central Office and in each school building on a timely basis and shall refer interested PERSONNEL 03.21 persons to the Central Office job register for additional information. Postings of vacancies may be CLASSIFIED PERSONNEL made with other agencies, as appropriate. Hiring REVIEW OF APPLICATIONS SUPERINTENDENT'S RESPONSIBILITIES Under procedures developed by the Superintendent, each application shall be reviewed and each ap- All appointments, promotions, and transfers of classified personnel for positions authorized by the plicant so notified. Board shall be made by the Superintendent who, at the first meeting following the actions, shall notify the Board of same. Such notification shall be recorded in the Board minutes. Applications for candidates not employed shall be retained for three (3) years. EFFECTIVE DATE RELATIONSHIPS Personnel actions shall not be effective until the employee receives written notice of such action from The Superintendent shall not employ a relative of a member of the Board unless the relative was ini- the Superintendent. tially employed by the District prior to the tenure of the Board member and the member was seated on the Board prior to July 13, 1990. QUALIFICATIONS The Superintendent shall employ only individuals who possess qualifications established by law, A relative of the Superintendent shall not be employed except as provided by KRS 160.380.1 regulation, and Board policy except in the case where no individual applies who meets established CONTRACT qualifications. All regular full-time and part-time classified personnel shall enter into annual written contracts with EDUCATIONAL REQUIREMENTS the District. No person shall be initially hired unless s/he holds at least a high school diploma or high school cer- EMERGENCY HIRING tificate of completion or GED certificate or unless s/he shows progress, as defined by Administrative 130 131 During emergency situations, job openings may be filled without listing in the job register or posting PERSONNEL 03.211 in District buildings. CLASSIFIED PERSONNEL JOB DESCRIPTION Medical Examination Upon initial employment, all employees shall receive a copy of their job description and responsibili- Through appropriate personnel documents, such as handbooks and/or job applications, employees ties. shall be notified as to who will pay for medical examinations required for initial employment. INTENT BUS DRIVERS Under procedures developed by the Superintendent, employees may be requested to indicate their As a condition of employment, each school bus driver, including substitute drivers, shall pass a medi- availability for employment for the next school year. cal examination on initial employment and each year thereafter in accordance with 702 KAR 5:080. REASONABLE ASSURANCE OF CONTINUED EMPLOYMENT FOR SUBSTITUTE CLASSI- Before being allowed to drive a bus, the driver must be free of any medical condition which could FIED EMPLOYEES endanger the health or safety of students in the performance of duties. Substitute classified employees shall be notified in writing by April 30 of each year as to whether they OTHER NEWLY EMPLOYED CLASSIFIED PERSONNEL have reasonable assurance of continued employment for the following year. As a condition of initial employment, all classified employees (except bus drivers), including substi- REFERENCES: tute employees, shall pass a medical examination as indicated in 702 KAR 1:160. The examination 1KRS 160.380 shall be provided by a licensed physician, physician assistant (PA), Advanced Practice Registered 2702 KAR 005:080 Nurse designated by the Board. If the employee elects to be examined by a private practitioner, the 3KRS 161.011; 4P. L. 107-110 (No Child Left Behind Act of 2001) cost of examination shall be borne by the employee.1 34 CFR 200.58-200.59; KRS 17.160; KRS 17.165; KRS 156.070 REPORT REQUIREMENTS KRS 160.345; KRS 160.390; KRS 335B.020; KRS 405.435 Unless a new employee is hired after the beginning of the school year, examinations shall be conduct- OAG 91 10; OAG 91 149; OAG 91 206 OAG 92 1; OAG 92 59; OAG 92 78; OAG 92 131; OAG 97-6 ed prior to August 1 of the school year in which the person is employed. Kentucky Local District Classification Plan; 785 KAR 001:110 Medical examinations performed within a ninety (90)-day period prior to initial employment and as- Records Retention Schedule, Public School District suming duties will be accepted. RELATED POLICIES: 01.11, 02.4244, 03.232, 03.27, 03.5, 06.221 The medical examination shall be reported on the form required by Kentucky Administrative Regu- Adopted/Amended: 07/23/2012 lation or an electronic medical record that includes all of the data equivalent to that on the Medical Order #: 3 Examination of School Employees form. A copy of the form or electronic medical record and a statement indicating the employee's medical status must be filed with the Superintendent prior to assuming assigned duties. TUBERCULOSIS SCREENING/TESTING Each medical examination shall include a risk assessment for tuberculosis as required by Kentucky Administrative Regulation. Individuals identified by that assessment as being at high risk for TB shall be required to undergo a tuberculin skin test or a blood test for Mycobacterium tuberculosis (BAMT) as required by 702 KAR 1:160. A person who tests positive for TB shall be required to comply with the directives of the Board, local board of health and the Kentucky Department for Public Health, Cabinet for Health and Family Services, for further evaluation and treatment of the tuberculosis infection.1, 2 & 3 REQUIRED EXAMINATION FOR PRESENT PERSONNEL When, in the opinion of the Superintendent, there is evidence that an employee is no longer able to perform satisfactorily the assigned duties because of health problems or when the employee poses a health threat to students or other employees, the Superintendent may require the employee to provide evidence of fitness in the form of an examination and report by a physician of the Superintendent's choosing. The Board shall bear the cost of this examination.3 SCHOOL TO REPORT Local school authorities shall report immediately all known or suspected cases of communicable disease to the local health department. Diseases to be reported shall not include those considered confidential, such as HIV/AIDS, as set forth in Kentucky Administrative Regulation. 2 132 133 MEDICAL CONFIDENTIALITY ADVISING EMPLOYEES Signed consent of the employee designating personnel to be informed shall be required before the The Superintendent shall inform all school employees of the provisions of this policy.1 Superintendent advises personnel of the employee's medical condition. REFERENCES: The Superintendent shall determine which employees are to have access to medical information. This 1KRS 161.164 determination shall be made on a need-to-know basis. 229 U.S.C.A. 794 REFERENCES: 329 U.S.C. section 1630.14 1KRS 161.145; 702 KAR 5:080 KRS 207.135 2702 KAR 1:160, 902 KAR 2:020; KRS 214.181; KRS 214.625 34 C.F.R. 104.3 104.14 OAG 91 1 42 U.S.C. 200e, Civil Rights Act of 1964, Title VII; KRS Chapter 344 Genetic Information Nondiscrimination Act of 2008 Americans with Disabilities Act Americans with Disabilities Act Kentucky Education Technology System (KETS) Section 504 of the Rehabilitation Act of 1973 RELATED POLICIES: Title IX of the Education Amendments of 1972 303.2234 Genetic Information Nondiscrimination Act of 2008 03.24 Adopted/Amended: Pending RELATED POLICIES: 03.233; 05.11 Adopted/Amended: 06/25/2013 Order #: 247

PERSONNEL 03.212 CLASSIFIED PERSONNEL Equal Employment Opportunity NONDISCRIMINATION The Superintendent shall adhere to a policy of equal employment opportunity in all personnel mat- ters. No person shall be subjected to discrimination in regard to employment, retention, promotion, demotion, transfer or dismissal because of race, color, religion, sex, genetic information, national or ethnic origin, political affiliation, age, or disabling condition.1 INDIVIDUALS WITH DISABILITIES No qualified person with a disability, as defined by law, shall, on the basis of the disability, be subject to discrimination in employment.2 District employment practices shall be in accordance with the Board approved procedures addressing requirements of the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973. No human immunodeficiency virus (HIV) related test shall be required as a condition of hiring, promotion, or continued employment, unless the absence of HIV infection is a bona fide occupational qualification for the job in question as defined in KRS 207.135. REASONABLE ACCOMMODATION Employees who have a long-term or permanent disability may request the District supervisor to provide reasonable accommodations necessary for them to perform the essential duties of the position. If assistive technology is deemed necessary for an employee, every reasonable effort will be made to obtain that technology in a timely fashion. Medical information obtained as part of an employee request shall be confidential.3 Reasonable accommodation shall be provided as required by law.

134 135 PERSONNEL 03.22 LIST OF SALARIES -CLASSIFIED PERSONNEL- The Board shall maintain for public scrutiny a factual list of individual salaries of its employees for Compensation and Benefits the fiscal year just closed and shall furnish that list by mail to a newspaper qualified under KRS ESTABLISHMENT 424.120 to publish advertisements for the District. The Board shall annually establish schedules for salaries and benefits for all classified personnel. PAYROLL DISTRIBUTION COBRA Direct deposits will be issued according to a schedule approved annually by the Board. At the time of initial employment an employee shall be given the first COBRA notification. Second At the close of the school year, employees who have completed all responsibilities and duties may notification and continuation of benefits shall be contingent upon the employee's notifying the dis- request to be paid their remaining salary prior to the end of the fiscal year. trict of a qualifying event.1 PAYROLL DEDUCTION REFERENCES: The Board shall approve all payroll deductions as specified by KRS 161.158 and Board Policy 03.2211. 1Consolidated Omnibus Budget Reconciliation Act OVERTIME 26 CFR Part 1 Overtime work shall be approved in advance by the Superintendent or designee. Hourly employees KRS 160.290 (1) required to work in excess of forty (40) hours per week will be paid at the rate of 1 1/2 times the regu- Adopted/Amended: 11/19/1991 lar rate for all hours beyond 40 as provided by law for overtime work. Compensatory time shall not Order #: 206 be granted. REFERENCES: KRS 78.615; KRS 160.291; KRS 161.011 PERSONNEL 03.221 KRS 337.285; KRS 424.120; KRS 424.220 CLASSIFIED PERSONNEL 803 KAR 001:060; 803 KAR 001:070 Fair Labor Standards Act Salaries Garcia v. San Antonio Metropolitan Transit Authority, 105 S.Ct. 1005 (1985) HOURLY OR SALARY BASIS RELATED POLICY: All regular and substitute classified personnel shall be paid on an hourly or salary basis as established 03.2211 by the Board. Adopted/Amended: 06/25/2013 LENGTH OF WORK DAY Order #: 247 The length of the work day shall be established for each position by the Board. QUALIFICATIONS PERSONNEL 03.2211 Employees shall be responsible for providing the Superintendent with all required certificates, other CLASSIFIED PERSONNEL credentials, health examinations, and verifications of experience prior to beginning work. Salary Deductions DETERMINATION OF EXPERIENCE MANDATORY DEDUCTIONS Upon initial employment or transfer of a classified employee, the Superintendent shall determine Mandatory payroll deductions made by the Board include: experience credit to be granted from any previous employment consistent with applicable salary 1. State and federal income taxes; schedules adopted by the Board and, in the absence of the issue being addressed in such schedules, 2. Occupational tax, when applicable; experience credit shall be determined as follows: 3. Social security, when applicable; 1. Previous experience in the District. 4. County Employees' Retirement System of the State of Kentucky, when applicable; Credit for years of experience in one (1) classified position with the District will transfer with the 5. Any deductions required as a result of judicial process, e.g., salary attachments, etc.; employee when assuming another classified position within the District, if there is no break in 6. Medicare (FICA), when applicable. employment. 7. Employee health insurances offered by the State of Kentucky. 2. Previous experience in an equivalent position in another school district. Years of experience in an equivalent position may be transferred from another school district. OPTIONAL DEDUCTIONS 3. Previous private sector experience in a job of a similar nature. Pursuant to the provisions of KRS 161.158, the following optional payroll deductions are authorized In determining whether previous experience is applicable to a District position, similar expe- by the Board for those employees who choose to participate: rience shall refer to the essential functions, licensing/training requirements, and/or daily job 1. Board approved health/life insurance program in which at least ten percent (10%) of those responsibilities of the positions being similar. employees eligible to participate enroll by December 1 each year; 2. Board approved Tax Sheltered Annuity program in which at least ten percent (10%) of those

136 137 employees eligible to participate enroll by December 1 each year as well as all other Tax Shel- must be approved in advance by the Superintendent or the Superintendent's designee. Noncontracted tered Annuity Programs in which any employees, regardless of how few in number, are already days shall not accumulate. enrolled by the date this policy is amended. Tax Sheltered Annuities not having any employees REFERENCES: enrolled on the date this policy is amended shall not be eligible for payroll deduction until the KRS 158.070 year ten percent (10%) of eligible participants is verified by December 1. KRS 160.291 3. Other state approved deferred compensation plan; KRS 161.154 KRS 2.110 4. Board approved credit union; KRS 2.190 5. United Way, AAA, and YMCA; Adopted/Amended: 08/21/2006 6. State-designated Flexible Spending Account (FSA) and Health Reimbursement Account Order #: 022 (HRA) plans; 7. Membership dues for job-related organizations when thirty percent (30%) or more eligible members request the deductions. Such deductions may include a life insurance plan and an in- PERSONNEL 03.223 come protection plan associated therewith. CLASSIFIED PERSONNEL The above limitations as to groups specified in subsections (1) and (2) are designed to permit the Leaves and Absences Board to maintain a practicable control over the number of payroll deductions. APPROVAL No other payroll deductions shall be made unless otherwise authorized by the Board. Authorization of leave and time taken off from one’s job shall be in accordance with specific leave policy. Absence from work that is not based on appropriate leave for which the employee is qualified REFERENCES: KRS 78.610; KRS 161.158; 702 KAR 001:035; OAG 72-802 may lead to disciplinary consequences, up to and including termination of employment. Adopted/Amended: 07/28/2008 NOTIFICATION OF RETURN Order #: 002 Employees on leave covered by the related policies listed below shall notify the Superintendent in writing by April 1 of the year the leave terminates of the date of their intent to return to the school system. Failure to do so will render the position vacant. PERSONNEL 03.2212 LEAVE FOLLOWING ASSAULT CLASSIFIED PERSONNEL The District shall provide leave with pay for employees assaulted while performing their assigned du- Cafeteria Plan ties when the assault results in injuries that qualify the employee for workers’ compensation benefits. Classified personnel shall be eligible to participate in a cafeteria plan of benefits. The period of leave shall not exceed one (1) calendar year following the assault. During that period, The Superintendent shall develop and make available to employees a list of benefits and procedures the employee shall not experience loss of income or benefits, including sick leave, under the terms consistent with the regulations as listed in 26 C.F.R., Part I, 1.125.1. This listing, or any amendments and conditions set forth in KRS 161.155. thereto, shall be subject to review and final approval by the Board. FMLA REFERENCE: Eligible employees may apply for leave under the provisions of the Family and Medical Leave Act of 26 C.F.R. Part I, 1.125.1 1993. Adopted/Amended: 11/19/1991 Order #: 206 REFERENCES: KRS 161.155 PERSONNEL 03.222 Family and Medical Leave Act of 1993 CLASSIFIED PERSONNEL RELATED POLICIES: Holidays 03.2232, 03.22322, 03.2233, 03.2234, 03.224 Classified personnel shall be paid for four (4) holidays which shall be designated in the official school Adopted/Amended: 07/25/2011 calendar. Order #: 10 Full-time employees working 230 days or more per year shall receive two (2) additional paid holidays. EXCEPTION The Superintendent may require, for security or other reasons, certain classified personnel to work on holidays. In this case, the employee shall be granted the holiday on another day. CONTRACTED DAYS Employees shall work the number of days specified in their contracts. Use of noncontracted days 138 139 PERSONNEL 03.2231 ACCUMULATION CLASSIFIED PERSONNEL Sick leave days not taken during the school year in which they were granted shall accumulate without Personal Leave limitation to the credit of the classified employee to whom they were granted. NUMBER OF DAYS DEFINITION Full time classified employees shall be entitled to three (3) days of personal leave with pay each Sickness shall mean personal illness, including illness or temporary disabilities arising from preg- school year. nancy. Persons employed for less than a full year contract shall receive a prorata part of the authorized FAMILY ILLNESS/MOURNING personal leave days calculated to the nearest 1/2 day. Sick leave can also be taken for illness in the immediate family or for the purpose of mourning a Persons employed on a full year contract but scheduled for less than a full work day shall receive member of the employee’s immediate family. Immediate family shall mean the employee's spouse, the authorized personal leave days equivalent to their normal working day. children (including stepchildren and foster children), parents (including stepparents), spouse's par- APPROVAL ents (including stepparents), grandchildren, daughters-in-law and sons-in-law, brothers and sisters, The Superintendent or designee must approve the leave date, but no reasons shall be required for grandparents, spouse's grandparents, without reference to the location or residence of said relative the leave. and any other blood relative who resides in the employee's home. Approval shall be contingent upon the availability of qualified substitute employees. Those em- TRANSFER OF SICK LEAVE ployees making earliest application shall be given preference. Classified employees coming to the District from another Kentucky school district or from the Ken- AFFIDAVIT tucky Department of Education shall transfer accumulated sick leave to the District. Employees taking personal leave must file a personal affidavit on their return to work stating that SICK LEAVE DONATION PROGRAM the leave was personal in nature. Under procedures developed by the Superintendent, classified employees who have accrued more ACCUMULATION than fifteen (15) days of sick leave may request to transfer sick leave days to another employee who is On June 30, personal leave days not taken during the current school year shall be transferred and authorized to receive the donation. The number of days donated shall not reduce the employee’s sick credited to the employee’s accumulated sick leave account. leave balance to less than fifteen (15) days. REFERENCE: Classified employees are eligible to receive donated days if they meet the criteria established in proce- OAG 77 115 dures. Any sick leave not used shall be returned on a proportionate/pro-rated basis to employees who do- RELATED POLICY: nated days. 03.2232 Adopted/Amended: 11/15/1993 AFFIDAVIT Order #: 135 Upon return to work, a classified employee claiming sick leave must file a personal affidavit or a- cer tificate of a physician stating that the employee was ill or that the employee was absent for the purpose of attending to a member of the immediate family who was ill.

PERSONNEL 03.2232 REFERENCES: CLASSIFIED PERSONNEL KRS 161.155 KRS 337.015 Sick Leave OAG 93-39, OAG 79-148 NUMBER OF DAYS Family & Medical Leave Act of 1993 Full time classified employees shall be entitled annually to the following numbers of paid sick leave days: RELATED POLICIES: 1. Employees scheduled to work 199 days or less shall be entitled to ten (10) days' sick leave; 03.22322, 03.2233, 03.224 2. Employees scheduled to work between 200 and 219 days shall be entitled to eleven (11) Adopted/Amended: 09/16/2002 days' sick leave; and Order #: 268 3. Employees scheduled to work 220 days or more shall be entitled to twelve (12) days of sick leave. Persons employed for less than a full year contract shall receive a prorata part of the authorized sick leave days calculated to the nearest 1/2 day. Persons employed on a full year contract but scheduled for less than a full work day shall receive the authorized sick leave days equivalent to their normal working day. 140 141 PERSONNEL 03.22322 during the twelve (12) months preceding the start of the leave, and otherwise qualify for family and CLASSIFIED PERSONNEL medical leave. When family and medical military caregiver leave is taken based on a serious illness or Family and Medical Leave injury of a covered service member, an eligible employee may take up to twenty-six (26) workweeks REASONS of leave during a single twelve-month period. This provision also applies to covered service members/ In compliance with the Family and Medical Leave Act of 1993 and under procedures developed by veterans that have been on active duty within the past five (5) years as defined by federal regulation. the Superintendent, leave shall be granted to eligible employees for the following reasons: In determining whether returning veterans meet the minimum 1,250 hour standard, hours actually 1. For the birth and care of an employee’s newborn child or for placement of a child with the worked for the District during the twelve-month period are to be combined with hours they would employee for adoption or foster care; have worked for the District had they not been called for military service. 2. To care for the employee's spouse, child, or parent who has a serious health condition, as de- In situations involving both the Americans with Disabilities Act (ADA) and FMLA, the District shall fined by federal law; apply the law affording the employee the greater benefit. 3. For an employee's own serious health condition, as defined by federal law, that makes the employee unable to perform the employee's job; RESTRICTIONS 4. To address a qualifying exigency (need) defined by federal regulation arising out of the cov- To the extent that an employee is entitled to any paid leave, such leave shall be taken and it shall run ered active duty or call to active duty involving deployment to a foreign country of the employ- concurrently with family and medical leave, except that the employee may request to reserve ten ee's spouse, son, daughter, or parent who serves in a reserve component or as an active or retired (10) days of sick leave. (This requirement shall not apply to employees taking workers’ compensation member of the Regular Armed Forces or Reserve in support of a contingency operation; and leave.) However, when an employee's work related injury/medical state qualifies as a serious health 5. To care for a covered service member (spouse, son, daughter, parent or next of kin) who has condition, worker's compensation leave shall run concurrently with the twelve (12) workweek entitle- incurred or aggravated a serious injury or illness in the line of duty while on active duty in the ment. Armed Forces that has rendered or may render the family member medically unfit to perform Paid leave used by the employee as required under this policy shall count, as applicable, against the his/her duties or to care for a covered veteran with a serious injury or illness as defined by federal twelve (12) or twenty-six (26) FMLA workweek entitlement. regulations. Entitlement to family and medical leave for the birth and care of a newborn child or placement of a NOTICES AND DEADLINES child shall expire twelve (12) months after the date of such birth or placement. • Employees who may be eligible for or who request leave for any of the above reasons shall be When both spouses are employed by the District, the combined amount of family and medical leave provided an FMLA notice of eligibility and rights and responsibilities. Requests for family and for reasons other than personal illness or illness of a child shall be limited to twelve (12) workweeks. medical leave entitlement should be made in writing but verbal requests may be made to the In cases of personal illness or illness of a child, each spouse is entitled to twelve (12) workweeks of immediate supervisor or other designated administrator who shall then document the request. family and medical leave. The District may require that a request for leave be supported by a certification for health care or military-related situations as permitted by federal law, but such requirements must be set out in Exception: The limit on the combined amount of family and medical leave shall be twenty-six (26) the required notice. workweeks when both eligible spouses are employed by the District and are eligible for leave that involves a covered Armed Forces service member/veteran. Deadline for Notice to be Provided: Absent extenuating circumstances, within five (5) business days of District receipt of a request or the District being made aware of a potentially qualifying Unused family and medical leave shall not accumulate from year to year. reason. INTERMITTENT LEAVE/REDUCED HOURS NOTE: Only the District’s human resources professional, leave administrator, or personnel direc- Family and medical leave may be taken intermittently (when medically necessary) or on a reduced tor may contact an employee’s health care provider to clarify or authenticate an FML certification hours basis. in support of an FML request about which there are questions. The employee’s direct supervisor CONTINUATION OF BENEFITS shall not contact the provider. While on family and medical leave, employees shall be entitled to all employment benefits accrued • The District shall designate an employee's leave, paid or unpaid, as FMLA-qualifying and shall prior to the date on which the leave commenced. Health insurance for an employee on family and provide a designation notice indicating whether the request is approved or if additional informa- medical leave shall continue to be provided by the state on the same basis had the employee not taken tion is needed. Leave may be delayed if the employee does not provide proper notice (30 days leave. Other employment benefits and seniority shall not accrue during unpaid family and medical advance notice for a foreseeable leave; otherwise, notice as soon as the need becomes known). leave. Deadline for Notice to be Provided: Absent extenuating circumstances, within five (5) business RETURN TO WORK days of learning that an FMLA reason supports the leave. As noted by the required notice of eligibility and rights and responsibilities, when family and medical ELIGIBILITY leave is taken due to an employee's own serious health condition, the employee shall provide fit- Employees are eligible for up to twelve (12) workweeks of family and medical leave each school year, ness for duty certification before returning to work. This may include certification by the health care if they have been employed by the District for twelve (12) months, have worked at least 1,250 hours provider that the employee is able to perform essential functions specific to the job, as noted by the 142 143 District in a list attached to the certification form. REFERENCE: Upon return to work, the employee shall be entitled to his/her same position (or an equivalent posi- Family & Medical Leave Act of 1993 tion with equivalent pay) with corresponding benefits and other terms and conditions of employ- RELATED POLICIES: ment. 03.223 03.2232 NOTICE 03.22322 The District shall notify employees of family and medical leave provisions by posting appropriate Adopted/Amended: 08/10/2010 notices in conspicuous places in the Central Office and each worksite and distributing notices as Order #: 33 required by law. PERSONNEL 03.2234 REFERENCES: CLASSIFIED PERSONNEL Family and Medical Leave Act of 1993, 29 U.S.C. 2601-2654 Extended Disability Leave Title I of the FMLA, as amended by the National Defense Authorization Act This policy shall be applied in a manner consistent with policy 03.212 and the Americans with Dis- Code of Federal Regulations, Title 29, Part 825 abilities Act (ADA), when those provisions are applicable. RELATED POLICIES: 03.223; 03.2232 UNPAID LEAVE 03.2233; 03.2234 Unpaid disability leave may be granted by the Board, upon written request, for the remainder of the 03.2238; 03.224 contract year. Thereafter, leave may be extended by the Board in one (1) year periods upon receipt of Adopted/Amended: Pending a written request from the employee and medical grounds supported by a doctor’s written statement. FMLA In compliance with the Family and Medical Leave Act of 1993, leave shall be granted in accordance PERSONNEL 03.2233 with Board Policy 03.22322. CLASSIFIED PERSONNEL Maternity Leave NOTIFICATION OF RETURN Employees on extended disability leave shall notify the Superintendent in writing of their intent to PAID SICK LEAVE return to the school system on or before the date prescribed in Policy 03.223. Failure to do so will Childbirth and recovery therefrom, which prevent the employee from performing assigned duties, render the position vacant. shall entitle the employee to sick leave benefits as provided in Board Policy 03.2232. VERIFICATION An illness of the newborn shall entitle the employee to sick leave benefits as provided in Board Policy The Superintendent shall require the employee to secure a licensed physician's verification of dis- 03.2232. ability. The Superintendent may require examination by a physician of his/her choosing and shall the An employee may use up to thirty (30) days of sick leave immediately following the birth or adoption Board shall bear the expense of such examination. of a child or children. Additional sick leave days may be used when the need is verified by a physician’s statement. PLACEMENT UPON RETURN Employees taking disability leave will, on return, be entitled to a comparable position for which they UNPAID MATERNITY LEAVE are qualified. Placement in the same position or the same building cannot be guaranteed. On written request, the parent of a newborn or the employee who adopts a child or children shall be granted unpaid leave of absence not to exceed the remainder of the school year in which the birth or INVOLUNTARY placement occurs. Thereafter, leave may be extended in increments of no more than one (1) year. When, on advice of the Superintendent, there is evidence that an employee is no longer able to perform satisfactorily the assigned duties, the Board may require the employee to provide evidence of Employees on maternity leave shall notify the Superintendent in writing of their intent to return to ability to perform the essential functions of the position in the form of an examination and report by the school system on or before the date prescribed in Policy 03.223. Failure to do so will render the a physician of the Board's choosing. The Board shall bear the cost of this examination. position vacant. Employees taking a maternity leave will be entitled on return to a comparable position for which they REFERENCES: Consolidated Omnibus Budget Reconciliation Act are qualified. Placement in the same position or the same school cannot be guaranteed. Family & Medical Leave Act of 1993 FMLA Americans with Disabilities Act In compliance with the Family and Medical Leave Act of 1993, eligible employees are entitled to up RELATED POLICIES: 03.211 to twelve (12) workweeks of unpaid leave to care for the employee’s child after birth or placement of 03.212 a child with the employee for adoption or foster care. Leave to care for an employee’s healthy new- 03.223 born baby or minor child who is adopted or accepted for foster care must be taken within twelve (12) 03.22322 months of the birth or placement of the child. Adopted/Amended: 09/16/1996 Order #: 43 144 145 PERSONNEL 03.2235 PERSONNEL 03.2237 CLASSIFIED PERSONNEL CLASSIFIED PERSONNEL Educational Leave Jury Leave Upon recommendation of the Superintendent, the Board may grant classified personnel short-term SALARY leave with pay for the purpose of obtaining training to enhance the skills required in performing their Any employee who serves on a jury in a duly constituted local, state, or federal court shall be granted job or to obtain training in anticipation of a different position with the school system. leave with full compensation, less any compensation received as jury pay (except expense monies), REFERENCE: for the period of his actual jury service. OAG 84 43 NOTICE Adopted/Amended: 02/17/1992 Persons who will be absent from work to serve on juries must give advance notice to their immediate Order #: 301 supervisors. REFERENCES: KRS 161.153 PERSONNEL 03.2236 OAG 78 696 CLASSIFIED PERSONNEL Adopted/Amended: 11/19/1991 Emergency Leave Order #: 206 NUMBER OF DAYS Full time classified employees shall be entitled to three (3) days of emergency leave with pay each school year. PERSONNEL 03.2238 Emergency leave shall be granted for the following reasons: -CLASSIFIED PERSONNEL- BEREAVEMENT Military/Disaster Services Leave Bereavement leave may be taken for the death of the following relatives: spouse, father, mother, son, Military leave will be granted to classified personnel under the provisions and conditions specified in daughter, sister, brother, corresponding in laws, grandparents, grandchildren, niece, nephew, and any law. other person who is a full time member of the household. Employees who are members of the National Guard or of any reserve component of the Armed Forces of the United States, or of the reserve corps of the United States Public Health Service shall be DISASTERS entitled to military leave, without loss of time, pay, regular leave, impairment of efficiency rating, or Personal disasters of the magnitude of tornados, fires, floods, etc. This applies only in cases not cov- of any other rights or benefits to which they are entitled. In any one (1) federal fiscal year, employ- ered by sick leave. ees, while on military leave, shall be paid their salaries or compensations for a period or periods not OTHER exceeding twenty-one (21) calendar days. Any unused military leave in a federal fiscal year shall be Other emergencies as determined by the Superintendent. carried over to the next year. Any unused military leave shall expire two (2) years after it has accrued. AFFIDAVIT Determination of the period of military leave to be granted shall be made according to statutory Persons taking emergency leave must file a personal affidavit on their return to work stating the spe- requirements. cific reasons for their absence. The employee is responsible for notifying his/her immediate supervisor as soon as s/he is notified of ACCUMULATION an impending military related absence.1 Emergency leave days not used during the school year shall not accumulate. The Board may grant disaster services leave to requesting eligible employees. An “eligible employee” REFERENCES: means one who is a certified disaster services volunteer of the American Red Cross. Disaster services KRS 161.152; OAG 76 427; OAG 72 348; OAG 74 770; KRS 161.155 leave shall be with pay and shall not exceed thirty (30) work days in any twelve (12)-month period.2 Adopted/Amended: 09/16/1996 REFERENCES: Order #: 43 1KRS 61.373, KRS 61.375, KRS 61.377, KRS 61.394, KRS 61.396 2KRS 61.395 KRS 161.740 (3) 702 KAR 003:070 OAG 76-316 OAG 74-258 OAG 82-305 Adopted/Amended: 07/17/2006 Order #: 002

146 147 PERSONNEL 03.224 be reimbursed at a rate equal to the rate currently in effect for state employees when the employee CLASSIFIED PERSONNEL uses his/her own vehicle. Insurance GASOLINE INSURANCE Actual costs of gasoline and oil purchased and placed in a Board owned vehicle by an employee while The Board shall provide unemployment insurance, workers’ compensation, and liability insurance for engaged in job related travel. Purchase must be substantiated by a receipt showing total gallons and all classified personnel. In addition, the State provides group health and life insurance to employees total charges. who are eligible as determined by Kentucky Administrative Regulation.1 TOLLS AND FEES To address variable hour employees who may qualify for group health insurance, substitute person- All tolls and parking fees incurred in job related travel. Parking fees in excess of $10.00 must be sub- nel shall not work more than one-hundred-twenty-nine (129) service hours per month unless pre- stantiated by a receipt. (Tolls are not to be charged for District vehicles being operated in state in an approved by the Superintendent based on certification needed for longer term assignments. official capacity.) Fees for traffic or parking violations will not be reimbursed. WORKERS' COMPENSATION CAR RENTAL Employees who qualify for workers' compensation benefits following an assault and injury, while Car rental charges when approved by the Superintendent and the Council in SBDM schools. Charges performing assigned duties, should refer to policy 03.223. must be substantiated by a receipt. Employees who qualify for Workers' Compensation may be offered the opportunity to participate COMMON CARRIERS in an Early Return to Work Program. Transition employment need not be in the same job classifica- All charges or fares for necessary travel on common carriers (plane, bus, train, subway, taxi, ferry, tion or location, but must comply with the treating physician's restrictions and amendments until the etc.). Sight seeing and pleasure tours are not reimbursable. participating employee achieves maximum medical recovery. OUT OF STATE TRAVEL REFERENCES: Reimbursement for out of state travel by privately owned vehicles shall be made on the basis of air- 1702 KAR 001:035 P. L. 111-148 (Affordable Care Act) plane coach fare or mileage rate, whichever is the lesser amount. KRS 161.158 FOOD Consolidated Omnibus Budget Reconciliation Act Reimbursement for meals will be made on a per meal basis, at the rates shown below, when autho- Kentucky Constitution (Section 3); KRS 161.155; KRS 342.730(6) rized travel requires an overnight absence. RELATED POLICIES: 1. To a destination more than forty (40) miles from the employee's work station; 03.2211, 03.223, 03.22322, 03.2241, 03.24 Adopted/Amended: 12/17/2013 2. During the mealtime hours shown below. Order #: 80 Employees must be in travel status during the entire meal period to qualify for reimbursement (i.e., to be eligible for dinner reimbursement an employee must leave before 5:00 PM and continue to be away past 7:00 PM). This requirement applies to all meal times. Qualification for meal PERSONNEL 03.225 reimbursements will be determined from meeting agendas or other documentation provided by CLASSIFIED PERSONNEL the employee. Expense Reimbursement Reimbursement for non-high rate areas: Provided the Superintendent/designee has given prior approval to incur necessary and appropriate • Breakfast (6:30 AM to 9:00 AM) $8.00 expenses, the Board shall reimburse classified employees for job related travel when such travel is a • Lunch (11:00 AM to 2:00 PM) $10.00 required part of the duties of the employee or for job related activities approved by the Superinten- • Dinner (5:00 PM to 7:00 PM) $17.00 dent and, when appropriate, the School Council. Travel expenses of school-based personnel in SBDM Reimbursement for high-rate areas designated by the Kentucky Finance Administration Cabinet: schools shall be paid from Council funds. In the case of expenses reimbursed from internal accounts, • Breakfast (6:30 AM to 9:00 AM) $10.00 the Principal shall be the authority for approving reimbursement. Travel expenses for guests of em- • Lunch (11:00 AM to 2:00 PM) $11.00 ployees shall not be reimbursed. • Dinner (5:00 PM to 7:00 PM) $21.00 The expense reimbursement process shall require documentation of the funding source/category LODGING used to pay expenses for all approved trips. Hotel or motel charges (not including food or other charges) incurred in school related travel. Charg- The Board will reimburse only actual expenses. Allowable expenses are: es must be substantiated by a receipt. MILEAGE EMERGENCY REPAIRS TO VEHICLES Actual mileage between official work stations within the District and actual mileage for trips outside Reimbursement will be made for emergency repairs or road service to Board owned vehicles if in- the District which have been approved by the Superintendent and the Council in SBDM schools will capacitated while out of District. Drivers may not obligate the Board for major repairs without the permission of the Director of Transportation or the Superintendent. 148 149 REIMBURSEMENT FORMS The Superintendent shall not assign a classified employee to an alternative education program as Travel vouchers shall be submitted within one (1) week of the travel. No request for travel reimburse- defined in KRS 160.380 as part of any disciplinary action pursuant to KRS 161.011 or as part of a cor- ment will be considered unless filed on the proper form and accompanied by itemized receipts. rective action plan established pursuant to the District’s evaluation plan. Without proper documentation, individuals shall not receive reimbursement, and, if it is determined REFERENCES: 1KRS 160.380 that reimbursement was made based on incomplete or improper documentation, the individual may KRS 160.390 be required to reimburse the District. KRS 161.011 OAG 91 28 REFERENCES: OAG 92 1 KRS 160.290, KRS 160.410, KRS 175.525 OAG 92 135 OAG 80 395 Adopted/Amended: 07/23/2012 United States v. Correll, 389 U.S. 299 (1967) Order #: 3 Accounting Procedures for Kentucky School Activity Funds Adopted/Amended: 11/26/2013 Order #: 52 PERSONNEL 03.2311 CLASSIFIED PERSONNEL PERSONNEL 03.226 Transfer CLASSIFIED PERSONNEL The transfer of classified personnel shall be made by the Superintendent who, at the first meeting following the transfer, shall notify the Board of same. Such notification shall be recorded in the Board Tuition Free Enrollment of Children minutes. No personnel action shall be effective prior to receipt of written notice of the action by the Employees who live in Kentucky but outside the District shall have the option of enrolling their affected employee from the Superintendent. children in the District schools without a tuition charge, contingent on the District receiving ADA as provided by law. TRANSFER OF EMPLOYEES CHARGED WITH A FELONY REFERENCES: Notwithstanding any other policy provision, the Superintendent may transfer an employee charged KRS 157.350 with a felony offense as permitted under KRS 160.380. KRS 158.120 REFERENCES: OAG 72 154 KRS 160.380 702 KAR 007:125 KRS 160.390 OAG 92-135 RELATED POLICIES: OAG 92-1 09.11 Adopted/Amended: 07/17/2006 09.12 Order #: 002 09.124 09.125 Adopted/Amended: 6/25/2013 PERSONNEL 03.2312 Order #: 247 CLASSIFIED PERSONNEL Promotion PERSONNEL 03.231 The promotion of classified personnel shall be made by the Superintendent who, at the first meeting CLASSIFIED PERSONNEL following the actions, shall notify the Board of same. Such notification shall be recorded in the Board Assignment minutes. No personnel action shall be effective prior to receipt of written notice of the action by the The assignment of classified personnel shall be made by the Superintendent, who, at the first meeting affected employee from the Superintendent. following the actions, shall notify the Board of same. Such notification shall be recorded in the Board The promotion of personnel shall be based on qualifications, success in past assignments, and poten- minutes. No personnel action shall be effective prior to receipt of written notice of the action by the tial for success in the new position. affected employee from the Superintendent. The Superintendent shall not promote a personal relative or the relative of a Board member who con- The Superintendent shall assign personnel only in positions for which they are qualified. tinues employment in the District under the provisions of KRS 160.380. The Superintendent shall not assign the relative of a school Principal to the school where the Prin- Successful attendance at technical upgrade classes and inservice training sessions shall be considered cipal is assigned unless the relative is not the spouse and was employed in that school during the as strong evidence of the promotibility of personnel. 1989 90 school year. No spouse of a Principal shall be assigned to the school where the Principal is REFERENCE: assigned unless the spouse was employed in the 1989-1990 school year and the District has no more KRS 160.380 than one (1) elementary school, one (1) middle school, and one (1) high school. A Principal’s spouse OAG 92 1 Adopted/Amended: 11/19/1991 employed in the Principal’s school shall be evaluated by another school administrator.1 Order #: 206 150 151 PERSONNEL 03.2313 or materials in performing outside work. These items (including security codes and electronic re- CLASSIFIED PERSONNEL cords, such as E mail) are property of the District and shall be used solely for job related purposes. Demotion ELECTRONIC COMMUNICATIONS The demotion of classified personnel shall be made by the Superintendent, who at the first meeting Employees shall not use a code, access a file, or retrieve any stored communication unless they have following the actions, shall notify the Board of same. Such notification shall be recorded in Board been given authorization to do so. Employees cannot expect confidentiality or privacy as to informa- minutes. No personnel action shall be effective prior to receipt of written notice of the action by the tion entered or stored in their E mail accounts. Authorized District personnel may monitor the use of affected employee from the Superintendent. electronic equipment from time to time. REFERENCES: USE OF ASSIGNED TELECOMMUNICATION DEVICES KRS 161.164 OAG 92 1 The Board authorizes the purchase and employee use of telecommunication devices, as deemed OAG 92 135 appropriate by the Superintendent. The Superintendent shall recommend for Board approval, a list Adopted/Amended: 11/19/1991 of positions to which telecommunication devices may be assigned. These devices shall include, but Order #: 206 are not limited to, pagers and digital or cell phones. Telecommunication devices may be assigned or made available on a temporary or on-going basis when it is determined that: 1. Assignment of a device to an employee is a prudent use of District resources. PERSONNEL 03.232 2. The employee's job responsibilities require the ability to communicate frequently and access CLASSIFIED PERSONNEL to a District or public telephone is not readily available. Supervision 3. The employee's job involves situations where immediate communication is necessary to SUPERVISION ensure the security of District property or safety of students, staff or others while on District Supervision shall be provided for all classified employees. Each employee shall be informed as to property or engaged in District sponsored activities. whom his/her immediate supervisor is and to whom s/he will be responsible. District-owned telecommunication devices shall be used primarily for authorized District business JOB DESCRIPTION purposes. However, occasional personal use of such equipment is permitted. Each employee shall be provided a job description which shall delineate all essential functions and the general duties and responsibilities of the position. Job descriptions shall not be considered all Violators of this policy shall be subject to disciplinary action and may be required to return the Dis- inclusive descriptions of the job but shall indicate the general parameters of the duties and responsi- trict’s telecommunication devices. bilities of the position. The immediate supervisor may, as needed, assign other reasonable duties to SCHOOL KEYS the employee. District employees shall not allow the use of school keys by unauthorized persons. Keys may be du- REFERENCE: plicated on the specific authorization of the Superintendent or designee. KRS 160.290 AUTOMOBILES RELATED POLICY: 03.233 The Board may provide automobiles which may be driven to and from the employee’s place of resi- Adopted/Amended: 11/16/1992 dence/work site for the following positions: Order #: 121 1. Superintendent; 2. Assistant Superintendent(s) as authorized by the Board; 3. Maintenance Supervisor or designee; and PERSONNEL 03.2321 4. Transportation Supervisor or designee. CLASSIFIED PERSONNEL Use of these vehicles must comply with IRS requirements, including implications for reporting tax- Use of School Property able income. Employees assigned full-time use of Board-owned vehicles shall be on call twenty-four All personnel shall be responsible for the school equipment, supplies, books, furniture, and apparatus (24) hours a day to perform services required by their job responsibilities. under their care and use. Any damaged, lost, stolen, or vandalized property shall be reported to the employee's immediate supervisor, who shall then report it to the Superintendent/designee once it is Board vehicles shall not be used for private purposes other than to commute or for de minimus confirmed that the item cannot be recovered. personal use (such as a stop for a personal errand on the way between a business delivery and the employee’s home). Only employees who are required to commute for bona fide noncompensatory In addition, employees shall not perform personal services for themselves or for others for pay or business reasons may use a Board vehicle to commute. profit during work time and/or using District property or facilities. District property being used for unauthorized purposes shall be reported to that employee’s immediate supervisor. Employees issued a Board-owned automobile for the purpose of commuting to and/or from work will be responsible for the vehicle’s safekeeping at all times. OUTSIDE WORK An employee shall not use any District facility, vehicle, electronic communication system, equipment RESTRICTIONS 152 153 • Drivers shall not use a telecommunication device while operating a Board-owned vehicle un- PERSONNEL 03.2324 less the vehicle is parked. CLASSIFIED PERSONNEL Board-owned automobiles are not to be loaned to others. Political Activities No District employee shall promote, organize, or engage in political activities while performing his/ REIMBURSEMENT her duties or during the work day. Promoting or engaging in political activities shall include, but not On a quarterly basis, employees will be charged taxable wages, based upon the commuting valuation be limited to, the following: rule, for each school day worked. 1. Encouraging students to adopt or support a particular political position, party, or candidate; DRIVING RECORD or Employees who have occasion to drive any Board owned vehicle and/or transport students shall an- 2. Using school property or materials to advance the support of a particular political position, nually provide the Superintendent with a copy of their driving record from the Kentucky Department party, or candidate. of Transportation. Any traffic citation received during the year shall be reported to the Superinten- "Political positions" shall not be defined to include communications approved by the Superintendent dent prior to driving a Board owned vehicle or transporting students. to be distributed to parents or the community concerning District needs or proposed actions by the REFERENCES: Board. Examples of such communications may include, but not be limited to, those addressing desig- KRS 160.290 nation of attendance zones/areas and District facility and financial needs. KRS 189.292 SCHOOL BOARD ELECTIONS KRS 281A.205 The Superintendent shall inform all District employees of the provisions of KRS 161.164. 702 KAR 005:080 Adopted/Amended: 06/25/2013 REFERENCES: Order #: 247 KRS 161.164; KRS 161.990 OAG 72 700; OAG 63 572 OAG 92 145 RELATED POLICY: PERSONNEL 03.23214 03.212 CLASSIFIED PERSONNEL Adopted/Amended: 09/17/2001 Use of Personal Cell Phones/Telecommunication Devices Order #: 057 Due to privacy concerns, and except for emergency situations, personally owned recording devices PERSONNEL 03.2325 are not to be used to create video or audio recordings or to take pictures while on duty or working CLASSIFIED PERSONNEL with students except with prior permission from the Principal/designee or immediate supervisor. Disrupting the Educational Process An exception may be made for events considered to be in the public arena (e.g. sporting events, aca- Any employee who, while under the authority of the Superintendent, participates in or encourages demic competitions, or performances to which the general public is admitted) where the activity does activities that disrupt the educational process, whether on school property or at school-sponsored not materially disrupt the event, prevent others from observing the event, or otherwise violate legal events and activities, may be subject to disciplinary action, including termination of contract. rights. School social events for students, activities sponsored by student clubs, and activities during the school day that are not open to the public are not considered to be in the public arena. For purposes of this section, behavior which disrupts the educational process shall include, but not be limited to: Such devices include, but are not limited to, personal cell phones and tablets. 1. Conduct that threatens the health, safety, or welfare of others; 2. Conduct that may damage public or private property, including property of students or staff; Adopted/Amended: Pending 3. Illegal activity; 4. Conduct that interferes with a student's access to educational opportunities or programs, including ability to attend, participate in, and benefit from instructional and extracurricular activities; or 5. Conduct that disrupts delivery of instructional services or interferes with the orderly administration of the school and school-related activities or District operations. OTHER CLAIMS When a complaint is received that does not appear to be covered by this policy, administrators shall review other policies that may govern the allegations, including but not limited to, 09.422 and/or 03.262, which addresses harassment/discrimination allegations. 154 155 REFERENCES: Any employee who violates the terms of this policy may be suspended, non renewed or terminated. KRS 160.290 In addition, violations may result in notification of appropriate legal officials. KRS 161.790 ALTERNATIVE RELATED POLICIES: 03.212, 03.262, 03.27, 09.422, 10.21 As an alternative, the Superintendent may choose that an employee who violates the terms of the Adopted/Amended: 09/17/2001 District's drug free/alcohol free workplace policies shall satisfactorily participate in a Board approved Order #: 057 drug/alcohol abuse assistance or rehabilitation program. If the employee fails to satisfactorily participate in such a program, the employee may be suspended, non renewed or terminated. PERSONNEL 03.23251 REPORTING CLASSIFIED PERSONNEL Employees of the District shall promptly make a report to the local police department, sheriff, or Drug Free/Alcohol Free Schools Kentucky State Police, by telephone or otherwise, if they know or have reasonable cause to believe DRUGS, ALCOHOL AND OTHER PROHIBITED SUBSTANCES that conduct has occurred which constitutes the use, possession, or sale of controlled substances on District employees shall not manufacture, distribute, dispense, be under the influence of, purchase, the school premises or within one thousand (1,000) feet of school premises, on a school bus, or at a possess, use or attempt to purchase or obtain, sell or transfer any of the following in the workplace or school sponsored or sanctioned event. in the performance of duties: NOTIFICATION BY EMPLOYEE 1. Alcoholic beverages; Any employee convicted of a workplace violation of criminal drug statutes shall, within five (5) work- 2. Controlled substances, prohibited drugs and substances, and drug paraphernalia; and ing days, provide notification of the conviction to the Superintendent. 3. Substances that "look like" a controlled substance. In instances involving look alike substanc- PREVENTION PROGRAM es, there must be evidence of the employee’s intent to pass off the item as a controlled substance. The Superintendent shall establish a comprehensive and on-going drug free/alcohol free prevention In addition, employees shall not possess prescription drugs for the purpose of sale or distribution. program for all employees which shall include notice of the following: DEFINITIONS 1. The dangers of drug/alcohol/substance abuse in the schools; Controlled substance shall mean any substance or immediate precursor listed in Chapter 218A of the 2. The District's policies and related procedures on drug free/alcohol free schools; Kentucky Revised Statutes or any other substance added by the Kentucky Cabinet for Health and Hu- 3. The requirement for mandatory compliance with the District's established standards of man Services under regulations pursuant to KRS 218A.020. conduct, including those that prohibit use of alcohol, drugs and other controlled and prohibited substances; Prohibited drugs include, but are not limited to, any substance that an individual may not sell, pos- 4. Information about available drug/alcohol counseling programs and available rehabilitation/ sess, use, distribute or purchase under Federal or Kentucky law. employee assistance programs; and Prohibited substances include: 5. Penalties that may be imposed upon employees for violations of this policy. 1. All prescription drugs obtained without authorization, and 2. All prohibited substances however taken or used, including but not limited to, inhaling, in- REFERENCES: gesting, and/or injecting. These include, but are not limited to, prescribed and over-the-counter KRS 160.290; KRS 217.900; KRS 218A.1430; 34 CFR Part 85 drugs, prohibited volatile substances as defined in KRS 217.900 or synthetic compounds/sub- P. L. 101 226 (Improving America's Schools Act of 1994 (Title IV): Safe and Drug Free Schools and stances that are used or intended for use for an abusive and/or intoxicating purpose. Communities) AUTHORIZED DRUGS RELATED POLICIES: Employees who personally use or who are designated to administer to a student a drug authorized by 03.2325; 08.1345; 09.2241 and administered in accordance with a prescription from a health professional shall not be consid- Adopted/Amended: 07/23/2012 ered in violation of this policy. Order #: 3 WORKPLACE DEFINED Workplace shall mean the site for the performance of work done for the District including any place where work on a District program, project or activity is performed, including, but not limited to, a school building or other school premises and any school owned vehicle or any other school approved vehicle used to transport students to and from school or school activities. "Workplace" shall also include school sponsored or school approved activities, events or functions which are held off school property and in which students are under District jurisdiction including, but not limited to, field trips and athletic events. SUSPENSION/TERMINATION/NON RENEWAL 156 157 PERSONNEL 03.2326 PERSONNEL 03.2327 CLASSIFIED PERSONNEL CLASSIFIED PERSONNEL Dress and Appearance Use of Tobacco APPAREL APPROPRIATE FOR EMPLOYEES USE OF TOBACCO PROHIBITED • Shorts of appropriate professional fit and length The use of any tobacco product is prohibited in any building and on any property owned, operated • Denim/Chambray fabric skirts, dresses and jumpers or leased by the Board. This will apply to indoor and outdoor facilities, inside Board-owned vehicles, • Dresses and skirts of appropriate professional fit and length stadiums/athletic fields and during school-sponsored trips and activities. Activities held before, dur- • Shirts, blouses, tops and dresses with moderate neckline ing and after school hours, on weekends and during vacation periods are included in this prohibition. • Knit dress pants with tunic length top or casual/dress slacks of appropriate professional fit and Employees who violate these prohibitions shall be subject to disciplinary action. length REFERENCES: KRS 438.050 DEFINITE “NO-NO’S” OAG 81 295 • Tank-tops/Tank-top dresses 702 KAR 005:080 (31) • Cut-off/Jeans shorts OAG 91 137 KRS 160.290 • Sweatpants KRS 160.340 • Coaching shorts, spandex (shorts or pants) of any length P. L. 107-110 (No Child Left Behind Act of 2001) • Blue Jeans RELATED POLICY: • Mini-skirts 09.4232 Adopted/Amended: 06/19/2006 • Jogging suits Order #: 204 • Denim overalls • Apparel with offensive logos PERSONNEL 03.233 School/locations may develop “special dress days” for special occasions or for other individual appro- CLASSIFIED PERSONNEL priate occasions at the discretion of the Principal/supervisor. One (1) day per month may be desig- Duties nated as "Casual Day" for all District employees, on the last Friday of each month. All employees are expected to use sound judgment in the performance of their duties and take rea- APPAREL APPROPRIATE FOR SPECIALTY GROUPS sonable measures to protect the health, safety, and well-being of others, as well as District property. Specialty teachers and staff (such as physical education, special education, art, vocational, daycare, JOB DESCRIPTION custodial, food service, maintenance, transportation, etc.) who require specific attire are permitted to Prior to the authorization of any personnel position in the District budget, the Superintendent, col- dress according to restrictions of their job duties during that specific time period. laborating with other District authorities with personnel assignment responsibilities, shall develop, SPECIAL NOTE for Board approval, job descriptions which establish all essential functions of each position. The Days when school is not in session (i.e., professional development, snow days and summer/fall/winter description shall encompass job responsibilities, completion of records and reports, and achievement breaks) employees may use their own discretion on appropriate apparel. of goals identified to enhance student achievement and help the school and/or District meet goals IDENTIFICATION BADGES established by statute and/or Board policy. Using the system provided by the District, building Principals/designees shall create ID badges to be INVESTIGATIONS worn by all school employees while on duty. Badges shall display a picture of the employee, the em- All employees shall cooperate fully with all investigations conducted by the District as authorized by ployee’s name and title, and the name of the school in which the employee is based. ID badges must policy or law. Failure to comply may be considered insubordination. be with the employee and easily visible at all times. One (1) ID badge shall be provided at the begin- ACCOMMODATION ning of each school year. Replacement badges shall be purchased by the employee at a cost of three Reasonable accommodation shall be provided each qualifying employee with a disability to comply dollars ($3.00). with the requirements of law and regulation.1 REFERENCES: REFERENCES: KRS 161.170 1Americans With Disabilities Act (ADA); Rehabilitation Act of 1973 OAG 79 158 P. L. 93 12 Sec. 504; P. L. 101 336 KRS 158.645; KRS 158.6451 Adopted/Amended: 11/26/2007 OAG 91 10 Order #: 91 RELATED POLICY: 03.212 Adopted/Amended: 07/23/2012 Order #: 3 158 159 PERSONNEL 03.2331 7. The development, implementation and maintenance of a written Hazard Communication CLASSIFIED PERSONNEL Program. Outside Employment or Activities BLOODBORNE PATHOGEN CONTROL OUTSIDE EMPLOYMENT The Superintendent/designee shall develop an Exposure Control Plan to eliminate or minimize Dis- Classified employees shall not accept outside employment or activities which will prevent them from trict occupational exposure to bloodborne pathogens. The plan shall address: fulfilling regularly assigned school duties and obligations. 1. Identification of employees at risk of occupational exposure and their assigned tasks and pro- Employees shall not perform any duties related to an outside job during their regular working hours. cedures which could lead to such exposure; 2. Communication of hazards to employees; EXCEPTION 3. Vaccinations of at risk employees for Hepatitis B at no cost to these employees; While performing service or undergoing training, employees who are members of the National 4. Determination of universal precautions to be observed, including adequate engineering con- Guard, any reserve component of the U.S. armed forces, or reserve corps of the U.S. Public Health trols and housekeeping procedures; Service shall be entitled to leave of absence from their respective duties.1 5. Appropriate training of employees; REFERENCES: 6. Provision of personal protective equipment including an opportunity provided annually for 1KRS 61.394, KRS 61.396 employees who use medical sharps in performance of their duties to identify, evaluate and select KRS 160.290 engineering and work practice controls to be implemented by the District, as appropriate; KRS 160.291 (4) 7. Maintenance of a sharps injury log; RELATED POLICY: 8. Medical follow up and counseling for employees after a work site exposure; 03.222 9. Maintenance of confidential records of each exposure incident; and 03.2238 10. A schedule for implementing all provisions required by the OSHA standard. Adopted/Amended: 12/19/1994 The Superintendent or designee shall review and update the Exposure Control Plan at least once Order #: 124 each year and when needed to reflect new or modified tasks and procedures that affect occupational exposure or new or revised employee positions with occupational exposure. The review PERSONNEL 03.24 and update shall also address: CLASSIFIED PERSONNEL 1. Changes in technology that eliminate or reduce exposure to bloodborne pathogens; Health and Safety and 2. Annual documentation that appropriate, commercially available and effective safer SAFETY medical devices that are designed to eliminate or minimize occupational exposure have It is the intent of the Board to provide a safe and healthful working environment for all employees. been obtained and are now in use. Employees shall report any conditions they believe to be unsafe to their immediate supervisor, who shall examine the situation and take appropriate action. LOCKOUT/TAGOUT The Superintendent/designee shall develop a lockout/tagout program to eliminate or minimize the The District shall develop, maintain and implement health and safety plans in compliance with state unexpected startup or release of stored energy in mechanical or electrically powered equipment. The and federal law. plan shall address: HAZARD COMMUNICATION PLAN 1. Assignment of a District employee to be responsible for implementation and coordination of The Superintendent/designee shall develop a District Hazard Communication Plan. The plan shall the lockout/tagout program; include: 2. A written program consisting of energy control procedures; 1. The assignment of a District employee to be responsible for the implementation and coordi- 3. Development, documentation and utilization of energy control procedures for the control of nation of the Hazard Communication Plan; potentially hazardous energy when employees are engaged in servicing and maintaining equip- 2. The inventory of all chemicals used at each school and worksite; ment; 3. The identification of each chemical in the inventory that is covered by the OSHA Hazard 4. Periodic review of the lockout/tagout program to assure authorized employees are properly Communication Standard; controlling unexpected startup or release of stored energy; and 4. Maintenance of a Material Safety Data Sheet (MSDS) for each substance on the chemical in- 5. Annual training of employees authorized to use lockout/tagout to emphasize program proce- ventory list for as long as the District uses the substance, plus thirty (30) years; dures and retraining whenever a periodic review reveals deficiencies in employee performance. 5. Labeling of all containers of each chemical identified as required by the Hazard Communica- PERSONAL PROTECTIVE EQUIPMENT (PPE) tion Standard; The Superintendent/designee shall conduct a hazard assessment to determine when and where the 6. The development of an employee Hazard Communication Information and Training Pro- use of personal protective equipment (PPE) is necessary. The hazard assessment shall address: gram; and 160 161 1. Assignment of a District employee responsible for assessing the workplace for hazards; would constitute an invasion of privacy, are not open for public inspection.3 2. Selection of appropriate PPE to safeguard employees from hazards that cannot be eliminated; MEDICAL INFORMATION 3. A training program to be conducted to educate employees about the need for PPE and when Medical information shall be maintained separately from an employee's personnel file. it must be worn; 4. Training of employees on the use and care of PPE, how to recognize deterioration and failure District acquisition and disclosure of applicant and employee genetic information shall comply with and the need for replacement; and applicable legal requirements.4 5. Requiring employees to wear designated PPE as deemed necessary by the hazard assessment. REFERENCES: 1KRS 61.884 ASBESTOS MANAGEMENT 2KRS 61.876 The District shall conduct school inspection and re-inspection activities as required by state and fed- 3KRS 61.878 eral law1 to identify the status of asbestos. The District shall maintain an updated asbestos manage- 4Genetic Information Nondiscrimination Act of 2008 ment plan that shall include, but not be limited to, applicable current and/or future inspection activi- KRS 61.870; KRS 61.872; KRS 61.874; KRS 160.705; KRS 161.151 OAG 77 394; OAG 85 109; OAG 86 15; OAG 89 90 ties, response actions and surveillance activities and a description of steps taken to inform staff and OAG 91 161; OAG 91 176; 704 KAR 003:370 parents about any such activities. Each school shall maintain in its administrative office an updated Kentucky Education Technology System (KETS) copy of the management plan for that school. Annual written notice of the availability of the plan Records Retention Schedule, Public School District shall be provided to parent, teacher, and employee organizations. In the absence of any such organiza- Americans with Disabilities Act; (P.L. 101-336); 42 U.S.C. 12112 tions, the District shall provide written notice of plan availability to parents, teachers, or employees, RELATED POLICIES: as applicable. 03.211; 10.11 Adopted/Amended: 8/10/2010 REFERENCES: Order #: 33 1401 KAR 058:010, 40 C.F.R. Part 763 Kentucky Department for Public Health Centers for Disease Control and Prevention PERSONNEL 03.26 Kentucky Labor Cabinet, 803 KAR 002:308, 803 KAR 002:404 CLASSIFIED PERSONNEL OSHA 29 CFR 1910 Communications 132 PPE Hazard Assessment PROCEDURES 147 Lockout/Tagout 1200 Hazard Communication The Superintendent shall develop specific communication procedures to include, but not be limited 1030 Bloodborne Pathogens to, the opportunity for problems to be addressed and resolved at each level of the chain of command Adopted/Amended: 07/23/2012 from the point of origin, time limitations for the filing and the appeal of a complaint and procedures Order #: 3 for the orderly review and appeal of each individual complaint. Complaints are individual in nature and must be brought by the individual complainant. PERSONNEL 03.25 The Board shall take action only on those complaints that fall within the authority of the Board. CLASSIFIED PERSONNEL Personnel Records GENERAL One (1) master personnel file, documenting employment history and including information main- The Board will hear problems only after unsuccessful resolution by the employee's supervisors. tained in electronic format, shall be maintained for each employee. This file shall be maintained in the PERSONNEL ISSUES Central Office and shall be under the custody of the Superintendent or the Superintendent's designee. Complaints to be heard by the Board must be submitted in writing to the Superintendent at least five This file may be inspected by the employee.1 The Superintendent shall develop procedures to ensure (5) days prior to the regular Board meeting. The Board will not hear any complaint concerning per- the security of the files.2 sonnel actions taken by the Superintendent/designee, unless the issue is based on an alleged violation The Principal/supervisor may maintain a personnel folder for each person under his/her supervision. of constitutional, statutory, regulatory, or policy provisions. These folders may contain: Before accepting a grievance complaint, the Board shall seek the advice of the Board Attorney as to 1. Items used as reference and not forwarded to the master personnel file in the Central Office, whether the appeal falls within the requirements of this policy. Any personnel complaint not falling 2. The employee’s evaluation and other school-related correspondence to or from the employee, within the requirements shall be appealed only to the level of the Superintendent. and The Board shall not hear complaints concerning simple disagreement or dissatisfaction with a per- 3. Other informational items that may or may not be maintained in the Central Office master sonnel action. personnel file. EXCEPTION PUBLIC INSPECTION Harassment/Discrimination allegations shall be governed by Policy 03.262. Those portions of personnel records containing material of a personal nature, the disclosure of which 162 163 REFERENCE: ment or governmental agency. OAG 78 204 The Superintendent/designee may take interim measures to protect complainants during the RELATED POLICY: investigation. 03.262 2. A process to identify and implement, within five (5) working days of the submission of the Adopted/Amended: 09/16/2002 Order #: 268 written investigative report, methods to correct and prevent reoccurrence of the harassment/discrimination. If corrective action is not required, an explanation shall be included in the report. 3. A process to be developed and implemented to communicate requirements of this policy to PERSONNEL 03.262 all staff, which may include, but not be limited to the following: CLASSIFIED PERSONNEL • written notice provided in publications such as handbooks, staff memoranda, and/or pam- Harassment/Discrimination phlets; DEFINITION • postings in the same location as are documents that must be posted according to state/federal Harassment/Discrimination of employees is unlawful behavior based on the race, color, national law; and/or origin, age, religion, sex, genetic information or disability of an employee involving intimidation by • such other measures as determined by the Superintendent/designee. threats of or actual physical violence; the creation, by whatever means, of a climate of hostility or Method(s) used shall provide a summary of this policy, along with information concerning how intimidation or the use of language, conduct, or symbols in such manner as to be commonly under- individuals can access the District’s complete policy. stood to convey hatred or prejudice. 4. Annual training explaining prohibited behaviors and the necessity for prompt reporting of PROHIBITION alleged harassment/discrimination; and Harassment/Discrimination is prohibited at all times on school property and off school grounds dur- 5. Development of alternate methods of filing complaints for individuals with disabilities and ing school-sponsored activities. This prohibition also applies to visitors to the school who may come others who may need accommodation. into contact with employees and students. (Acts of harassment/discrimination based on sex may be PROHIBITED CONDUCT committed by persons of the same or the opposite sex.) Depending on the circumstances and facts of the situation, and within the definition of harassment/ District staff shall provide for a prompt and equitable resolution of complaints concerning harass- discrimination contained in this policy, examples of conduct and/or actions that could be considered ment/discrimination. a violation of this policy include, but are not limited to: 1. Any nicknames, slurs, stories, written materials jokes, or pictures that are lewd, vulgar, or pro- DISCIPLINARY ACTION fane and relate to any of the protected categories listed in the definition of harassment/discrimi- Employees who engage in harassment/discrimination of another employee or a student on the basis nation contained in this policy; of any of the areas mentioned above shall be subject to disciplinary action including but not limited 2. Sexual advances, requests for sexual favors, spreading sexual rumors and inappropriate touch- to termination of employment. ing; GUIDELINES 3. Instances involving sexual violence; Employees who believe they or any other employee, student, or visitor is being or has been subjected 4. Causing an employee to believe that he or she must submit to unwelcome sexual conduct in to harassment/discrimination shall, as soon as reasonably practicable, report it. In each school build- order to maintain employment or that a personnel decision will be based on whether or not the ing, the Principal is the person responsible for receiving reports of harassment/discrimination at the employee submits to unwelcome sexual conduct; building level. Otherwise, reports of harassment/discrimination may be made directly to the Superin- 5. Implied or overt threats of physical violence or acts of aggression or assault based on any of tendent. If an employee is not assigned to a particular school, a report of harassment/discrimination the protected categories; may be made to the employee’s immediate supervisor or to the Superintendent. Additionally, if sexual 6. Seeking to involve individuals with disabilities in antisocial, dangerous or criminal activity discrimination or harassment is being alleged, reports may be made directly to the District Title IX where they, because of disability, are unable to comprehend fully or consent to the activity; and Coordinator. Complaints of harassment/discrimination, whether verbal or written, shall lead to a 7. Destroying or damaging an individual's property based on any of the protected categories. documented investigation and a written report. District employees involved in the investigation of complaints shall respect, as much as possible, In applicable cases, employees must report harassment/discrimination to appropriate law enforce- the privacy and anonymity of all parties involved. ment authorities in accordance with law.1 APPEAL The Superintendent shall provide for the following: Upon the completion of the investigation and correction of the conditions leading to the harassment/ 1. Investigation of allegations of harassment/discrimination to commence as soon as circum- discrimination, any party may appeal in writing any part of the findings and corrective actions to the stances allow, but not later than three (3) working days of receipt of the original complaint, Superintendent. regardless of the manner in which the complaint is communicated to a District administrator. A If a supervisory staff member is an alleged party in the harassment/discrimination complaint, provi- written report of all findings of the investigation shall be completed within thirty (30) calendar sion shall be made for addressing the complaint to a higher level of authority. days, unless additional time is necessary due to the matter being investigated by a law enforce- 164 165 Failure by employees to report, notify, and/or initiate an investigation of alleged harassment/discrimi- PERSONNEL 03.162 AP.2 nation as required by this policy, or to take corrective action shall be cause for disciplinary action. Harassment/Discrimination Reporting Form RETALIATION PROHIBITED No one shall retaliate against an employee or student because s/he submits a grievance, assists or par- This form provides the opportunity for an employee to report violation(s) of Board Policy 03.162 or 03.262 and ticipates in an investigation, proceeding, or hearing regarding the charge of harassment/discrimina- to secure an equitable, prompt, and satisfactory solution. This procedure shall be implemented in compliance with tion of an individual or because s/he has opposed language or conduct that violates this policy. Board policy and shall be used to document all complaints, whether addressed informally or formally. Upon the resolution of allegations, the Superintendent shall take steps to protect employees and stu- Employee’s Name ______dents against retaliation. Last Name First Name Middle Initial Employee’s Address ______OTHER CLAIMS City State Zip Code When a complaint is received that does not appear to be covered by this policy, administrators shall Employee’s Home Phone Number ______Daytime Phone #______review other policies that may govern the allegations, including but not limited to, 03.212, 03.2325 Work Site ______and/or 09.422. REFERENCES: 1KRS 158.156 Confidentiality 42 USC 2000e, Civil Rights Act of 1964, Title VII; KRS Chapter 344 Information regarding an investigation of alleged harassment/discrimination shall be kept confidential to the 29 C.F.R. 1604.11, Equal Employment Opportunity Commission (EEOC) Regulations Implementing Title VII extent possible. Individuals involved in the investigation shall not discuss information regarding the complaint 20 U.S.C. 1681, Education Amendments of 1972, Title IX outside of the investigation process. 34 C.F.R. 106.1-106.71, U. S. Department of Education Office for Civil Rights Regulations Implementing Title IX Genetic Information Nondiscrimination Act of 2008 Harassment/Discrimination Complaint (Use additional sheets if necessary.) RELATED POLICIES: Date(s)/approximate time of the alleged incident(s): ______03.212, 03.2325, 03.26, 09.2211, 09.422, 09.42811 Place alleged incident(s) occurred: ______Adopted/Amended: Pending What type of harassment or discrimination was involved in the alleged incident?  sexual  racial  on the basis of national origin  on the basis of disability  other type of harassment/discrimination? If other, specify: ______Name of person you believe is guilty of harassment or discrimination: ______Position: ______If the alleged behavior was directed toward another person, name that person: ______Describe the alleged incident as clearly as possible, including such information as verbal statements (i.e. slurs, threats, other verbal or physical abuse or prohibited requests), what physical contact, if any was involved, what force, if any was used. ______List any witnesses to these events: ______Please attach any exhibits or other tangible evidence (i.e., notes).

What results are you seeking by filing this form? ______I agree that all information reported here is complete, accurate and true to the best of my knowledge and affirm that I honestly believe that the person named harassed or discriminated against me or another person. ______Signature of Employee Date ______Received by Date Review/Revised:8/4/03 166 167 PERSONNEL 03.162 AP.22 PERSONNEL 03.27 CLASSIFIED PERSONNEL Witness Disclosure Form Discipline, Suspension and Dismissal of Classified Employees DISCIPLINARY OPTIONS Witness’ Name ______Classified employees may be subject to the following actions, to include, but not limited to: Last Name First Name Middle Initial 1. Verbal warning or reprimand by Superintendent/designee Witness’ Address ______2. Written warning or private reprimand by Superintendent/designee City State ZIP Code 3. Probation imposed by Superintendent/designee Witness’ Phone Number ______4. Reassignment (temporary or permanent) by Superintendent Is witness a  student,  school employee, or  other? If other, specify ______5. Public reprimand by Superintendent School (if a student):______Grade ______Homeroom/Classroom ______6. Suspension without pay by Superintendent Work Site (if an employee): ______7. Nonrenewal by Superintendent Witness’ relationship, if any, to the complainant:______8. Dismissal (termination of contract) by Superintendent Witness’ relationship, if any, to the accused: ______ACTIONS WHICH MAY REQUIRE HEARING PROCEDURES Only the Superintendent may issue a public reprimand, suspend without pay or terminate a classified employee. Subject to the employee’s exercise of applicable hearing rights, these personnel actions On the date(s) of ______, an employee has claimed to be the target of harassment or shall be effective on the employee’s receipt of written notice from the Superintendent. Subject to the discrimination on the basis of ______. Did you observe or are you aware completion of any pending administrative hearing procedure on the action, the Superintendent shall of such an incident?  Yes  No notify the Board at the first meeting following a public reprimand, suspension without pay, or termi- If yes, describe the incident(s) that you witnessed as clearly as possible, including such information as nation and such notification shall be recorded in the Board minutes. the following: TEMPORARY SUSPENSION WITH PAY PENDING INVESTIGATION • What verbal statements, if any, were made (i.e., slurs, threats, other verbal or physical An employee may be relieved from duty for the remainder of the work day (without loss of pay for abuse or prohibited requests)? the affected portion of the day) by the immediate supervisor, pending a review of the facts or allega- • What physical contact, if any, was involved? tions, when such time is needed to protect health or welfare of students or staff or to prevent disruption of the educational process. • What force, if any, was used? • Did other actions occur? If so, please describe. An employee shall be suspended with pay only when the Superintendent determines there is a justifi- able need to protect the health, safety, or welfare of students and staff or to prevent significant disrup- (Use additional sheets if necessary.)______tion of the workplace and/or educational process. The period of suspension with pay shall not exceed ______the time needed to conduct an investigation and to determine whether the employee is to return to active service or face disciplinary action. However, suspension with pay shall not exceed ten (10) List any other witnesses to these events: ______working days. If circumstances arise that require an investigation or other proceedings that may ex- ______tend beyond ten (10) days, the Superintendent may lengthen the period of suspension, not to exceed • I understand that Board policy prohibits retaliation against witnesses who assist or participate in an investigation. an additional fifteen (15) working days. • I agree that all information reported here is accurate and true to the best of my knowledge and, by my signature, Employees suspended with pay shall remain available for immediate recall to active service. agree to its release. CAUSES FOR ACTION ______Any classified employee may be subject to appropriate disciplinary or job action for one (1) or more Signature of Witness Date of the following reasons: ______1. Dishonesty, neglect of duty, incompetence, inefficiency or insubordination. Received by Date 2. Reporting to work under the influence of or use or possession of alcohol or controlled substances while on duty, or the illegal use or possession of controlled substances at any time. Review/Revised:8/4/2003 3. Unsatisfactory evaluation of any factor on the employee's performance evaluation report. 4. Repeated unexcused absence, tardiness, absence without notification or abuse of sick leave. 5. Violation of or refusal to obey local policies or state regulations adopted by the Kentucky Board of Education or by the Board. 6. Refusal to comply with safety directives. 168 169 7. Falsifying information supplied to the District including information on application forms, PERSONNEL 03.271 absence reports, or any other information. CLASSIFIED PERSONNEL 8. Violation of local policy, state, or federal statutes or regulations that apply to assigned duties. Reduction in Force 9. Being convicted of or entering an “Alford” plea or plea of nolo contendere to a felony or any PROCESS crime (including misdemeanors) involving moral turpitude or illegal transactions with minors During the budgeting process the Board shall determine the number of classified positions to be funded by the or students. District. 10. Immorality, misconduct, or conduct unbecoming a school employee. If it becomes necessary to reduce the number of classified employees within the budget year, the Superinten- 11. Loss of licensure or certification required for the position. dent may at any time make a reduction in the number of classified employees due to the following: 12. Failure to maintain the confidentiality of information about students or staff obtained in the 1. Reduction in funding, course of employment, unless disclosure serves a legitimate job-related purpose or is required by 2. Reduction in enrollment of students, law. 3. Changes in the District or school boundaries, or 13. Engaging in any sexually related behavior with a student with or without consent, includ- 4. Other compelling reasons as determined by the Superintendent. ing, but not limited to, behavior such as sexual jokes; sexual remarks; sexual kidding or teasing; The Superintendent shall provide at least thirty (30) calendar days written notification to employees affected. Reduction in force of classified employees shall be defined as total separation from employment in the District. sexual innuendo; pressure for dates or sexual favors; inappropriate physical touching, kissing, or A change in duties or non-renewal of a part-time position when an employee holds more than one (1) position grabbing; rape, threats of physical harm; and sexual assault. shall not be considered a reduction in force. 14. Physical or mental disability, consistent with applicable laws protecting employees with disabilities.1 ORDER OF REDUCTION Employees who have less than four (4) years of continuous active service shall be reduced first. DUE PROCESS PROVISIONS (SUSPENSION WITHOUT PAY/TERMINATION) In the event it is necessary to reduce classified employees who have more than four (4) years of continuous The Superintendent shall develop/adopt procedures to provide adequate due process, covering mat- active service, the Superintendent shall make reductions within each job classification affected based on the ters that may result in public reprimand, suspension without pay or termination of classified em- following: ployees. The procedures shall address, but are not limited to notice, opportunity to be heard, right to 1. Seniority in the District and qualifications required for the position, such as specialty license/training counsel, conducting a hearing (if requested), and the rendition of a decision or action. and whether the position is full-time or part-time, based on District needs. 2. Seniority and qualifications being equal, the classified employee who has the highest evaluation ratings Employees shall be provided written notification of the charges that may result in a public repri- will be retained. mand, suspension without pay or termination. The notification shall include a statement of the right RE EMPLOYMENT to a hearing and a form, the signing and filing of which with the Superintendent shall constitute a Employees with more than four (4) years of continuous active service in the District shall have the right of re- demand for a hearing and a denial of the charges. If an employee wishes to request a hearing, the call, if positions become available for which they are qualified. Recall of those individuals shall be implemented employee shall present the appropriate form to the Superintendent within ten (10) calendar days of according to District seniority with restoration of primary benefits, including all accumulated sick leave and the receipt of the written notification of the charges. If the employee does not file the demand for a appropriate rank and step on the current salary schedule based on total number of years of service in the Dis- hearing within the ten (10) day period, final personnel action may be taken or completed without a trict. In addition, should these employees be subject to a reduction in force, they shall be granted continuation hearing or further proceedings. of benefits under COBRA. OTHER DISCIPLINARY ACTIONS When employees with less than four (4) years of continuous active service in the District are selected for When disciplinary actions other than public reprimand, suspension without pay or termination, are reduction, they shall no longer be considered an employee and shall have no employee rights or benefits other at issue, employees may submit a written response, which shall be placed in their file along with any than those granted under COBRA. These individuals may reapply for employment with the District if posi- documentation of the disciplinary action. tions open in the future. However, a reduction in force does not guarantee future employment with the Dis- REFERENCES: trict or any preference or recall right in the employment process for employees with less than four (4) years of 1Americans with Disabilities Act District experience. 42 U.S.C. Section §12111 et seq.; KRS Chapter 344 KRS 160.380; KRS 160.390; KRS 161.011 REFERENCE: OAG 76 290; OAG 92 135; OAG 96-3; OAG 05-006 KRS 161.011 Consolidated Omnibus Budget Reconciliation Act RELATED POLICIES: RELATED POLICIES: 03.212 02.4331 03.23251 03.22 03.26 03.224 03.271 03.2711 Adopted/Amended: 07/17/2000 07.162 Order #: 008 09.14 09.42811 Adopted/Amended: 07/25/2011 Order #: 10 170 171 PERSONNEL 03.2711 PERSONNEL 03.2721 CLASSIFIED PERSONNEL CLASSIFIED PERSONNEL Nonrenewal Conflict of Interests The Principal/immediate supervisor shall provide the Superintendent with notice of recommended PECUNIARY INTEREST PROHIBITED nonrenewals by March 15. No administrator or other employee of the District with decision making authority over the financial Nonrenewal of contracts for classified personnel shall be made in compliance with the requirements position of the school District shall have any pecuniary interest, either directly or indirectly, in an of KRS 161.011, with written notice being mailed or provided to the employee by the Superintendent amount exceeding twenty five dollars ($25.00) per year, at the time of or after appointment, in supply- no later than May 15. ing any goods, services, property or merchandise for which school funds are expended. Nor shall any such person receive directly or indirectly any gift, reward, or promise of reward for goods, services, BASIS FOR NONRENEWAL (LESS THAN FOUR YEARS OF SERVICE) property, or merchandise of any kind for which school funds are expended.1 The Superintendent may nonrenew the contracts of classified employees with less than four (4) years of continuous active service in the District for any legal reason. No administrator or other employee shall solicit for personal financial gain from students, parents and other staff during the school day or during school events. BASIS FOR NONRENEWAL (FOUR OR MORE YEARS OF SERVICE) Classified employees with four (4) or more years of continuous active service in the District may be Unless prior arrangements are made with the Board, any device, publication or any other item to be nonrenewed for the following reasons: copyrighted developed during the employee's paid time shall be District property. 1. Incompetency, Employees shall not profit monetarily through the use of confidential information gained in the 2. Neglect of duty, course of or by reason of their position of employment with the District. 3. Insubordination, EXCEPTION 4. Inefficiency, This policy shall not prohibit the Board from approving non contracted personal services for the 5. Misconduct, benefit of the District. 6. Immorality, 7. Other grounds contained in Board policy, including, but not limited to, causes for action set REFERENCES: forth in Board policy 03.27, KRS 156.480 8. Loss or reduction of funding, or KRS 45A.455 9. A position becomes obsolete or redundant due to program reorganization, changes to pro- OAG 77 228 gram requirements, elimination or reduction of a program, including a council decision that OAG 71 474 fewer employees are needed at the school, or any other change in District personnel staffing poli- Adopted/Amended: 12/19/1994 cies or guidelines. Order #: 124 REFERENCE: KRS 161.011 PERSONNEL 03.273 CLASSIFIED PERSONNEL RELATED POLICIES: Retirement 03.27 NOTICE 03.271 Persons retiring should give the Superintendent notice as far in advance as possible but not less than Adopted/Amended: 7/25/2011 two (2) weeks prior to retirement. Order #: 10 RETIREMENT ELIGIBILITY Upon initial employment, all full time classified personnel shall be declared eligible for entry into the County Employees' Retirement System. UNUSED SICK LEAVE At the time of retirement and under provisions of KRS 161.155 (10), the Board shall compensate classified employees, or their estate, for unused sick days at the rate of thirty percent (30%) of the current hourly rate for each unused sick day. This calculation is based on the employee's last contracted hourly rate of pay during the final year of employment. For personnel who begin employment with a local school district on or after July 1, 2008, unused sick leave days to be recognized in calculating reimbursement under KRS 161.155 shall not exceed 300 days.1

172 173 Upon death of an employee in active contributing status who was eligible to retire by reason of ser- PERSONNEL 03.2911 vice, the District shall compensate the estate of the employee. -CLASSIFIED PERSONNEL- Retirement shall mean retirement from the County Employees’ Retirement System. Job-Related Meetings Employees retiring from the District may be compensated for unused sick leave days only once, even DEFINITION if they are subsequently rehired. Job-related meeting shall refer to any meeting that relates to the condition, improvement and/or operation of the schools or any meeting held by a job-related organization, which specifically addresses ESCROW ACCOUNT job efficiency, safety or performance. The Board shall create an escrow account to maintain the funds necessary to reimburse employees who qualify for the retirement benefit. AUTHORIZATION TO ATTEND Prior written approval of the Superintendent shall be required for a classified employee’s absence REFERENCES: from the District to attend meetings or training activities that incur cost to the Board and/or occur 1KRS 161.155; OAG 97-28 on days the employee ordinarily is scheduled to be on the job. KRS 61.545; KRS 78.610; KRS 78.616; KRS 157.420 OAG 83 191; 29 U.S.C. 631 Employees shall obtain prior authorization to attend job-related meetings as specified by council Adopted/Amended: 07/25/2011 policy and District procedures. The requesting employee shall submit a written application to attend Order #: 10 the meeting, with or without pay and/or expense reimbursement, to the immediate supervisor, who shall forward approved requests to the Superintendent/designee. Approval of the Superintendent/designee shall be contingent on: PERSONNEL 03.28 1. Whether the meeting meets the definition established by this policy; CLASSIFIED PERSONNEL 2. Skills required by the employee’s job description; and 3. Availability of funds and substitutes, and Evaluation 4. Availability of substitutes. Each classified employee shall be evaluated at least once each year. This evaluation shall be performed by the Principal or the immediate supervisor and shall be based upon a formal procedure approved EXPENSES by the Superintendent for that specific position or class of positions. The administrator performing Expenses for school-based employees to attend job-related meetings, including the cost of substitutes, the evaluation shall share and discuss the evaluation report with the employee. The employee shall shall be paid from the school’s allocated funds, except when attendance is requested or required by have the right to comment in writing on the evaluation report. The employee's written comments the Superintendent/designee. However, the payment of the cost of substitutes from the school’s al- shall be attached to the evaluation report, and the report shall be filed with the Superintendent. located funds shall not begin until the 1998-99 school year and thereafter. Adopted/Amended: 11/19/1991 REFERENCES: Order #: 206 KRS 160.345 702 KAR 003:246 RELATED POLICY: 03.225 PERSONNEL 03.29 Adopted/Amended: 09/15/1997 CLASSIFIED PERSONNEL Order #: 35 Staff Development The Superintendent shall develop and implement a program for continuing training for selected classified personnel. PERSONNEL 03.4 REFERENCES: Substitute Teachers P. L. 107-110 (No Child Left Behind Act of 2001) QUALIFICATIONS 34 CFR 200.58-200.59 All substitute teachers shall meet criminal records check and medical examination requirements as Adopted/Amended: 06/16/2003 specified in policies 03.11 and 03.111. In addition, substitutes serving in a position on a long-term/ Order #: 418 extended basis must meet all certification requirements established by the Education Professional Standards Board. SUBSTITUTE LIST The Superintendent or designee shall maintain a list of qualified substitute teachers. The Superinten- dent or designee shall engage substitutes from this list. Refusal of assignment as a substitute shall be documented, along with any reason provided. 174 175 RETIRED TEACHERS PERSONNEL 03.5 Retired teachers may be reemployed as a part time, temporary or substitute teacher in keeping with Paraprofessionals requirements of the Kentucky Teacher’s Retirement System. SUPERINTENDENT MAY EMPLOY LENGTH OF DUTY The Superintendent may employ paraprofessionals for supplementary instructional and non instruc- Substitute teachers shall observe the same hours of duty as the regular teacher. The substitute will tional duties in the education program in positions authorized by the Board.1 continue to report for duty until relieved by the Superintendent or designee. DEFINITION Substitute teachers shall follow daily lesson plans as outlined by the regular teacher and leave a writ- As used in this policy and in relation to required training and qualifications for instructional person- ten record of the work completed during their length of duty. nel, the term “paraprofessional” is interchangeable with the term “paraeducator,” which means an Substitute teachers shall not work more than one-hundred-twenty-nine (129) service hours per adult school employee who works under the direction of the professional administrative and teaching month unless pre-approved by the Superintendent based on certification needed for longer term as- staff in performing, within the limitations of training and competency, certain instructional and non signments. instructional functions in the school program.2 SUBSTITUTE SALARY AND PAYMENT SCHEDULE EDUCATIONAL REQUIREMENTS Substitutes shall be paid on a per diem basis according to the salary schedule approved by the Board. Existing and new paraprofessionals who provide instructional services or support in programs sup- The salary schedule may reflect adjustments for long term/continuous assignment substitutes. ported by Title I funds shall satisfy educational requirements specified by federal law.2 After substituting twenty (20) full consecutive school-calendar days for the same person, the substi- SUPERVISION tute’s daily pay, beginning on day twenty-one (21) shall be as per the regular official salary schedule Paraprofessionals shall be under the direct supervision of certified teachers.1 & 2 Each paraprofes- for certified teachers. Occurrence of holidays and non-contract days shall not constitute a disruption sional shall have a job description that limits assigned duties to the scope of the individual's compe- of consecutive days, nor shall cancellation of school because of weather conditions or emergencies tencies. constitute a disruption of consecutively. EVALUATION When the teacher being substituted for is a part-time employee, substituting twenty (20) consecu- The Superintendent shall develop and implement procedures for an annual evaluation and profes- tive days as measured by the customary schedule of the person being substituted for shall qualify the sional development of paraprofessionals. Evaluation results shall be a factor in future employment substitute to be paid based upon their rank at zero years experience as per the pro-rated portion of decisions. the day which the teacher was being paid. REFERENCES: In the event the teacher being substituted for is retired and subject to DWT (Daily Wage Threshold) 1KRS 161.044; OAG 76 555; OAG 86 43 the DWT shall not apply to the substitute. 2P. L. 107-110 (No Child Left Behind Act of 2001); KRS 161.010 34 CFR 200.58-200.59 Payment shall be made on the next scheduled paydate for substitutes. Kentucky High School Athletic Association (KHSAA) KRS 17.160; KRS 17.165 EMPLOYMENT NOTIFICATION KRS 156.095; KRS 160.380; KRS 161.180 Each year, substitute teachers on the District's substitute list shall be notified in writing by the last day OAG 73 206 of school if they have reasonable assurance of continued employment for the following school year. RELATED POLICIES: Nonrenewal of substitute teachers on limited contracts shall be made in compliance with the require- 03.21 (Hiring) ments of KRS 161.750. 03.232 (Job Description) 03.28 (Evaluation) REFERENCES: 03.6 KRS 17.160; KRS 17.165; KRS 156.106; KRS 161.605; KRS 161.611 Adopted/Amended: 06/16/2003 016 KAR 002:030; 016 KAR 002:120; 102 KAR 001:030; 702 KAR 001:035; 702 KAR 003:075 Order #: 418 OAG 69 296 P. L. 111-148 (Affordable Care Act) PERSONNEL 03.6 RELATED POLICIES: Volunteers/Paraprofessionals 03.11, 03.111, 03.121 VOLUNTEERS Adopted/Amended: 12/17/2013 Volunteers are persons who do not receive compensation for assisting in school or District programs. Order #: 78 Volunteers are encouraged to use their time and effort to support school and District programs. The Superintendent shall develop procedures that encourage volunteers to assist in school and/or District programs and to facilitate effective communication with persons who volunteer. Teacher education students or students enrolled in an educational institution who participate in ob- 176 177 servations and educational activities under direct supervision of a local school teacher or administrator in a public school shall not be considered volunteers. SUPERVISION All volunteers shall provide assistance only under the direction and supervision of a member of the professional administrative and teaching staff.1 Volunteers who assist in the District on a scheduled and/or continuing basis shall be provided with the same liability insurance coverage as a District employee and shall be provided with a written task description detailing responsibilities and expectations, as well as specific qualifications that may be required. RECORDS CHECK The District shall conduct, at District expense, a state criminal records check on all volunteers who have contact with students on a regularly scheduled and/or continuing basis, or who have supervisory responsibility for children at a school site or on school-sponsored trips. Pursuant to KRS 160.380, the Superintendent/designee also may require volunteers to submit to a national criminal history background check for safety reasons. With prior approval of the Superin- tendent/designee, the background checks will be conducted at District expense. Otherwise, except as stated previously, the volunteer must pay for the background checks. No volunteer shall be utilized to supervise students, or deemed to have the authority to supervise stu- APPENDIX A dents, unless the volunteer has been designated to supervise students by the Principal and approved by the Superintendent/designee, and the volunteer has undergone the required records check. WORK-BASED SITE SUPERVISORS Work-based learning site supervisors are considered volunteers. Pursuant to KRS 160.380 and KRS MANDATORY TRAINING 161.148, prior to being assigned to supervise a student for more than one (1) day in a work-based FOR CERTIFIED EMPLOYEES learning experience, the site supervisor shall have undergone a state criminal background check either as required by their employer at time of employment or within the past twelve (12) months, whichever is the more recent. GIFTED AND TALENTED STUDENTS PARAPROFESSIONALS In the event qualified and certified teachers who are members of the regular school faculty have not applied and provided full compliance with all aspects of Kentucky High School Athletic Association Bylaw 25, paraprofessionals who have a minimum of sixty-four (64) semester hours of college credit and are 21 years of age may be employed as head coaches in any sport (grades 9-12) except basketball and football and may be employed as assistant coaches in any sport once such action is approved by the Board upon the request of the Superintendent. ORIENTATION The Superintendent/designee shall develop orientation materials to be provided to all volunteers who have contact with students on a regularly scheduled or continuing basis. These materials shall include, but not be limited to, pertinent policies and safety and emergency procedures. REFERENCES: 1KRS 161.148 KRS 160.380 KRS 161.044 RELATED POLICIES: 03.5 08.113; 08.1131 Adopted/Amended: 06/24/2014 Order #: 193 178 179 MANDATORY TRAINING FOR CERTIFIED EMPLOYEES MANDATORY TRAINING FOR CERTIFIED EMPLOYEES GIFTED & TALENTED GIFTED & TALENTED (continued) Q & A for the Classroom Teacher: Who are the gifted and how do I address their needs? Leadership services should be offered across the curriculum and in appropriate instructional settings to ALL gifted and talented students, as they will each be expected to be leaders in their fields of expertise. Q. Who are the gifted and talented? A2. The gifted and talented selection and services committee works to match services to the identified A. Kentucky’s gifted and talented students include those who are identified as possessing demonstrated or needs of each student which will provide for continuous progress in students’ areas of strength and potential ability to perform at exceptionally high levels in either of the following areas: need. When services are defined, specific instructional goals for the students are determined, and the • general intellectual ability individual(s) responsible for documenting progress toward the instructional goals are named in the Gifted • specific academic aptitude (e.g., math, science, language arts, social studies) Student Services Plan (GSSP). • creativity • leadership Q. What is the Gifted Student Services Plan (GSSP)? • visual and performing arts A. All students in grades 4-12 who are formally identified as gifted and talented must have an individualized GSSP. This GSSP is designed to match student interests, needs, and abilities to differentiated service options and serves as the communication vehicle between parents and the school.

704 KAR 3:285 The GSSP must include: Gifted students are included as a category of exceptional children requiring accommodation in the • Information about the strength and needs of the student Kentucky Administrative Regulations. • Information about specific instructional strategies and interventions • Identification of the individual(s) responsible for implementing the GSSP and documenting Q. What does the gifted regulation, 704 KAR 3:285, require of the classroom teacher? services and student progress A. Districts, schools, and teachers: • will differentiate, replace, supplement, or modify curriculum to facilitate high level attainment of Parents shall be notified annually of services included in the student’s GSSP. They should expect a Kentucky’s learning goals and to assist students’ development of individual needs, interests, and reporting from the school at least once each semester that reflects the student’s progress toward the goals abilities identified in the GSSP. • will provide multiple service delivery options, with no single service option existing alone, district- wide, at a grade level • will identify students in all five gifted categories Terms Every Classroom Teacher Should Know Acceleration: Allowing students to move through material at a pace faster than their age mates and at a rate that is appropriate to their abilities. Examples: curriculum compacting, parallel content, subject acceleration, grade skipping, and early exit from school. 704 KAR 3:285 Grouping for instructional purposes SHALL be used. Teachers working with gifted students shall be Cluster Grouping: A small group of identified students with similar needs, interests, and abilities assigned to a prepared to address individual needs, interests, and abilities of gifted students through appropriate teacher trained in gifted education in order to provide differentiated instruction. professional development. Compacting: Reducing the amount of time students spend in content areas where students demonstrate mastery. Q. What are the service options and how are they determined? Compacting reduces repetition and promotes student engagement. Pre-testing is key to compacting. A1. The following services may be provided: • Grade Skipping Differentiation: Systematic changes in the pacing, the content (what is learned), the process (how it is learned), or • Early Exit from Primary the product (how learning is demonstrated) to meet the learning needs of students. • Content/Curriculum from High Grade Level • Dual Enrollment • Dual Credit Courses Enrichment: Differentiated activities that go beyond the core curriculum that are intended to supplement and ex- • Early Exit from H.S. tend the student’s educational experience. • Advanced Placement and Honors • Collaborative Teaching and Consultation Services Homogenous Grouping: Students placed together based on academic ability, special needs, interests, or other com- • Special Counseling Services • Differentiation for Individuals mon characteristics related to instruction. • Differentiation for Cluster Groups • KVHS and Other Online Courses Independent Study: A self-directed course or a study of a selected topic under the careful supervision of a teacher • Enrichment Services During the School Day or college/university personnel. • Independent Study • Mentorships Underachieving: A significant gap between a student’s potential ability and demonstrated achievement to a degree • Pull-Out Settings that there is an overall diminished ability to achieve at the expected level of performance. • Appropriate Instructional Setting • Consortium • Seminars • Travel Study Options • Special Schools 4-12 • Self-Contained 4-12 APPENDIX A PAGE 1 APPENDIX A PAGE 2 MANDATORY TRAINING FOR CERTIFIED EMPLOYEES MANDATORY TRAINING FOR CERTIFIED EMPLOYEES GIFTED & TALENTED (continued) GIFTED & TALENTED (continued)

Q & A for the Primary Teacher: • Differentiation for Cluster Groups Who is in the Talent Pool and how do I address their needs? • Enrichment Services During the School Day • Pull-Out Settings • Appropriate Instructional Setting The Primary Talent Pool is intended to discover the gifts and talents of high potential students so that these students may truly thrive in a setting of continuous progress. There shall be multiple service delivery options, with no single service option existing alone, District- wide, at any grade level P-12. Q. Who is in the talent pool? A. The Talent Pool may be made up of approximately 25% of the primary population. Students with A2. The Gifted and Talented Selection and Services Committee works to match services to the potential ability in any of the following areas are represented in the Talent Pool: INFORMALLY identified strengths and needs of each high potential learner which will provide for continuous • General intellectual progress in students’ areas of needs, interests, and abilities. When data is reviewed, the level of services matched • Specific academic aptitude (e.g., math, science, language arts, social studies) to student needs are recorded and communicated to parents in an individual Talent Development Plan. • Creativity • Leadership • Visual and performing arts

Q. How are these high potential learners selected for participation in the Talent Pool? A. High potential learners are selected for participation in the Talent Pool through the use of both formal and informal (minimum of three) assessment options to assess gifted characteristics.

Q. What measures may be used to collect data to determine differentiated service delivery needs during their stay in the primary program? A1. Informal measures may include: • Teacher nomination form • Teacher checklists or jot downs • Parent observation form • Student work samples • Anecdotal records A2. Formal measures may include: • Coloured Raven Matrices (blanket testing grade 1) • Standard Raven Progressive Matrices (new referral in grade 3) • CogAt • Measures of Academic Progress (MAP)

Each school has a Talent Development Coordinator who oversees the Primary Talent Pool and collaborates with the gifted and talented teacher to design appropriate learning opportunities to nurture the gifts and talents of high potential learners.

Grouping for instructional purposes SHALL be used. Teachers working with Primary Talent Pool students shall be prepared to address individual needs, interests, and abilities of these high potential learners through appropriate professional development.

Q. What service options are appropriate to address the needs of the Primary Talent Pool and how are they determined? A1. The following services may be provided: • Grade Skipping • Early Exit from Primary • Content/Curriculum from High Grade Level • Collaborative Teaching and Consultation Services • Special Counseling Services • Differentiation for Individuals

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