450 N. Arizona Boulevard, Coolidge, Arizona 85128 Phone: 520.723.2040 Fax: 520.723.2442
COOLIDGE UNIFIED SCHOOL DISTRICT #21 EMPLOYEE HANDBOOK
2015-2016
Successful Students; Premier Schools; Educational Excellence
The Coolidge Unified School District is an equal opportunity institution for education and employment
This Handbook has been prepared as a guide for general information that should assist you during your employment. District policies in their entirety can be accessed at the campus site, Coolidge District office, or at the Arizona School Boards Association website: www.azsba.org. For additional information or questions regarding the content of this Handbook, please contact your administration or supervisor. The Coolidge Unified School District reserves the right to alter, modify, amend, or terminate these policies and information as it deems appropriate, and these changes may be implemented even if not communicated, reprinted, or substituted in this Handbook. All forms are available at the District Office if not included in this handbook.
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TABLE OF CONTENTS
Subject Page
Cover Page 1 Table of Contents 2 Vision and Mission statements 5 Governing Board Members, District Administration, and District Sites 5 Administrative Staff Directory 6 Calendar – School Year 8
BUSINESS PROCEDURES Auxiliary Operations/Student Activities 9 Budget 11 Central Printing 11 Copy Paper 11 Equipment/Inventory 11 Grant Funded Positions 12 Overtime 13 Paydays/Holidays 13 Timesheets 14 Purchase Procedures – Requisitions, Purchase Orders, Receiving 15 After the Fact Purchases 15
Tax Credit 15 Travel 15
HUMAN RESOURCES PROCEDURES Anti-harassment/Sexual Harassment 21 Benefits 21 Conflict of Interest 22 Credentials 22 Dress Code 22 Drug Free Workplace 23 Educational Research 23 Equal Employment Opportunity and Non-Discrimination 23 Ethics 24 Evaluation/Supervision of Administrative Staff 25 Evaluation/Supervision of Certified Staff 25 Evaluation/Supervision of Classified Staff 25 Gifts To & Solicitations by Staff 25 Grievances 25
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Subject Page Health & Safety 26 Horizontal Advancement 26 Identification 26 Leave 26 Emergency/Religious Sick/Personal Black Out Days Bereavement Leave of Absence without Pay Military Leave/Legal Leave Jury Duty Family Medical Leave (FMLA) Sick Leave Bank/Donation of Leave Sick Leave Payment upon Retirement
Participation in Political Activities 30 Professional and Unprofessional Conduct 31 Employee Conduct Conduct with a Student Social Networking
Personnel Records 36 Prep Hours 36 Resignation 36 Secondary Employment 38 Volunteers 38 Workman’s Compensation Procedures 39
STUDENT PROCEDURES Accidents – Students 40 Child Abuse Reporting 40 FERPA 43 Field Trips 44 Snacks 45 Supervision of Students 45 Transportation of Students 45 Movie Viewing Procedures 45
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Subject Page
FACILITIES/TRANSPORTATION PROCEDURES Break-ins, Burglaries, Vandalism 47 Facility Use 47 Emergency Preparedness 50 Keys 51 Safety 51 Employee Safety 52 Transportation Procedures 52 Visitors 53 Weapons 53
TECHNOLOGY Cell Phone Use 54 Help Desk Procedures 54 Technology Purchasing Procedures 54 Computer and Technology Acceptable Use Policy 55
APPENDIX A - Student Minutes Entry Form 56 B - Fundraising Approval Form 58 C - Purchase Order Requisition for Auxiliary 61 D - Deposit Inventory Log 63 E - Asset Disposition Form 65 F – Extra Curricular Tax Credit Program Form 67 G – Sexual Harassment Form 69 H- Movie Viewing Permission Form 72 I – Cell Phone/Radio Agreement 74 J- Computer Acceptable Use Policy 77 K – Staff Conflict of Interest 80 Employee Handbook Receipt Signature Page 82
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VISION STATEMENT
Successful Students; Premier Schools; Educational Excellence
MISSION STATEMENT
Coolidge Unified School District is committed to providing comprehensive academic and social learning in a safe and positive environment for all students.
GOVERNING BOARD MEMBERS
Mr. T.J. Shope – President Ms. Lisa Garrett – Vice President Ms. Kris Gillespie – Member Mr. Michael Flores – Member Dr. Kathryn Perry – Member
DISTRICT ADMINISTRATION
Ms. Charie Wallace – Superintendent Mr. Stephen Adolph – Assistant Superintendent
DISTRICT SITES Site Address City Telephone District Office 520-723-2040 Business Services 520-723-2221 Curriculum, Instruction & Assessment 520-723-2211 Human Resources 520-723-2094
450 N. Arizona Blvd Coolidge, AZ 85128 Professional Development & Community 520-723-2044 Partnerships Special Services 520-723-2061 Superintendent’s Office 520-723-2052 520-723-2184 Technology Food Services 600 W. Northern Ave Coolidge, AZ 85128 520-723-2083 Support Services 595 N. 9th St. Coolidge, AZ 85128 520-723-2066 Coolidge Alternative Program (CAP) 450 N Arizona Blvd Coolidge, AZ 85128 520-723-2115 Coolidge High School/ (PreK; 9-12)/Hohokam 684 W. Northern Ave Coolidge, AZ 85128 520-723-2305 Middle School (7-8) San Tan Foothills High School (9-12)/Mountain San Tan Valley, AZ 1255 W. Silverdale Rd. 480-474-6800 Vista Middle School (7-8) 85142 Heartland Elementary School (K-6) 1667 West Caroline St. Coolidge, AZ 85128 520-424-2100 2500 W. San Tan Heights San Tan Valley, AZ San Tan Heights Elementary (PreK-6) 480-888-2930 Blvd. 85142 West Elementary (K-6) 460 S. 7th St. Coolidge, AZ 85128 520-723-2703
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ADMINISTRATIVE STAFF DIRECTORY 2015-2016
DISTRICT OFFICE TITLE PHONE CELL PHONE Charie Wallace Superintendent 520-723-2041 520-251-6017 Steve Adolph Assistant Superintendent 520-723-2072 520-251-3100 Laurie McBride Executive Administrative Assistant 520-723-2052 NA BUSINESS OFFICE TITLE PHONE CELL PHONE Alyssa Unger Director of Business Services 520-723-2221 520-251-1284 Jennifer Acuna Payroll/Accts Payable Specialist 520-723-2430 NA Yolanda Felix Student Auxiliary Specialist 520-723-2048 NA Augustina “Tini” Gonzales Business Services Generalist 520-723-2419 NA HUMAN RESOURCES TITLE PHONE CELL PHONE Kami Manley Director of Human Resources 520-723-2094 520-251-0925 Susan Harris Human Resource Generalist 520-723-2053 NA Terry Sullivan Administrative Assistant/Courier 520-723-2040 520-251-6314 CURRICULUM OFFICE TITLE PHONE CELL PHONE Jessica Miller Director of Curriculum 520-723-2211 520-371-9359 Shannon Witcher Federal Projects Specialist 520-723-2434 NA Cheryl Cardinal Gifted Coordinator 520-723-2443 NA Janine Balding Grants Writer 520-723-2180 NA Mary DeHaven Curriculum Specialist 520-723-2047 NA Teena Henry Homeless Liaison/Clerk 520-723-2425 NA Polly Abraham CTE Supervisor/Medicaid 520-723-2324 NA Coordinator Anthony Gonzales ELL/Migrant Interventionist 520-723-2057 NA Yolanda Magallanes Migrant Program Coordinator 520-723-2429 520-251-2694 Arthur Seemann District Data Specialist 520-723-2427 NA Paulette Sutulovich SAIS Supervisor 520-723-2079 520-251-1305 Carmen Navarro Migrant Interventionist 520-723-2058 NA John Allee District Instructional Data Coach 520-723-2434 NA TECHNOLOGY TITLE EXT. CELL PHONE James O’Brien Technician 1001 520-251-3413 Sam Honea Technician (San Tan Sites) 1002 520-251-1842 Jon Manzanedo Technician-Help Desk/Cell Phones 1000 520-251-2241 Jim Rose Technician Server 1003 520-371-9348 SPECIAL SERVICES TITLE PHONE CELL PHONE Kathy Minard Director of Special Services 520-723-2061 520-251-3394 Teresa Boble Administrative Assistant 520-723-2065 NA Suzy Taylor Data Management Clerk 520-723-2063 NA Cari Tolley Special Services Clerk 520-723-2062 NA FOOD SERVICES TITLE PHONE CELL PHONE Lisa Avila Food Service Supervisor 520-723-2081 520-251-2335 Elizabeth Morales Food Service Lead 520-723-2085 NA Alejandra Murillo Administrative Assistant 520-723-2083 NA
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ADMINISTRATIVE STAFF DIRECTORY 2015-2016
SUPPORT SERVICES TITLE PHONE CELL PHONE Michael Schmitt Director of Plant Operations 520-723-2068 520-251-0188 Ray Houser Safety/Training Coordinator 520-723-2069 520-251-1791 Angela Smiley Non CDL Driver 520-723-2067 520-280-3717 Margarita “Maggie” Quijada Administrative Assistant 520-723-2066 NA Julio Garcia Maintenance Supervisor NA 520-251-2698 Gene “Duke” Thurman Grounds Supervisor NA 520-251-0816 Matthew Carlson Lead Mechanic NA 520-251-1741 Storm Cox Systems Technician Alarms/Phones NA 520-251-2316 CAP TITLE PHONE CELL PHONE Vickie Williams Site Administrator 520-723-2310 520-251-3566 Denise Dickerson Administrative Assistant 520-723-2115 NA HOHOKAM MIDDLE SCHOOL & PHONE CELL PHONE TITLE COOLIDGE HIGH SCHOOL Dawn Dee Hodge Principal 520-723-2302 520-251-3973 Andrea Cardona Assistant Principal 520-723-2343 520-371-3838 Patrick McBride Athletic Director 520-723-2303 520-251-2646 Helen Henry Administrative Assistant 520-723-2305 NA Diana Mattingly Registrar 520-723-2318 NA Administrative Assistant-Athletics/ Jontea Byrd 520-723-2308 NA Discipline Shona Brinkerhoff Family & Community Engagement 520-723-2133 NA Peggy Clemens Attendance Clerk 520-723-2307 NA Heather Poland Guidance Counselor 520-723-2125 NA Debby Leo Guidance Counselor 520-723-2320 NA WEST ELEMENTARY TITLE PHONE CELL PHONE Ben Armstrong Principal 520-723-2701 520-251-3643 Marc Bruno Assistant Principal 520-723-2710 520-251-1106 Mary Easley Administrative Assistant 520-723-2703 NA Darci Neuhart Registrar/Attendance Clerk 520-723-2702 NA HEARTLAND RANCH ELEMENTARY TITLE PHONE CELL PHONE Jessie Arroyos Principal 520-424-2102 520-251-3568 Vallarie Woolridge Administrative Assistant 520-424-2101 NA Anise Chuigo Registrar/Attendance Clerk 520-424-2100 NA MOUNTAIN VISTA MIDDLE SCHOOL & PHONE CELL PHONE TITLE SAN TAN FOOTHILLS HIGH SCHOOL Robert Edwards Principal 480-474-6803 520-251-2325 Carla Patberg Assistant Principal 480-474-6802 520-251-6376 Tom Black Athletic Director 480-474-6120 NA Amber Stinson Administrative Assistant 480-474-6801 NA Joanna Rochelle Registrar/Attendance Clerk 480-474-6807 NA Elizabeth Valencia Attendance Clerk 480-474-6800 NA SAN TAN HEIGHTS ELEMENTARY TITLE PHONE CELL PHONE Art Moncibaez Principal 480-888-2964 520-251-0316 Katie Hall Assistant Principal 480-888-2931 520-251-3944 Patty Gladney Administrative Assistant 480-888-2930 NA Melissa Munoz Registrar/Attendance Clerk 480-888-2930 NA
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Coolidge Unified School District #21 2015-2016 School Year Calendar (4-Day)
July-15 August-15 S M T W Th F S S M T W Th F S 13 New Teachers Start Day 1 2 3 4 1 28 Professional Development 21 Returning Teachers Start Day 5 6 7 8 9 10 11 2 3 4 5 6 7 8 27 First Day for Students 12 13 14 15 16 17 18 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 (4 Instructional Days) 26 27 28 29 30 31 23 24 25 26 27 28 29 30 31 (17 Instructional Days)
September-15 October-15 S M T W Th F S S M T W Th F S 7 *Labor Day 1 2 3 4 5 1 2 3 1 Parent Teacher Conferences 28 End of 1st Quarter (36 days) 6 7 8 9 10 11 12 4 5 6 7 8 9 10 5 - 15 Fall Break 25 Professional Development 13 14 15 16 17 18 19 11 12 13 14 15 16 17 12 *Columbus Day 30 Parent Teacher Conferences 20 21 22 23 24 25 26 18 19 20 21 22 23 24 20 40th Day (17 Instructional Days) 27 28 29 30 25 26 27 28 29 30 31 27-29 High School AIMS 30 Professional Development (9 Instructional Days)
November-15 December-15 17 End of 2nd Quarter/1st Semester S M T W Th F S S M T W Th F S (37 Days/73 Days) 11 *Veteran's Day 1 2 3 4 5 6 7 1 2 3 4 5 21 -31 Winter Break 20 Professional Development 8 9 10 11 12 13 14 6 7 8 9 10 11 12 28 *In Lieu of 07/04/2015 26 *Thanksgiving Break 15 16 17 18 19 20 21 13 14 15 16 17 18 19 29 *In Lieu of 11/27/2015 (15 Instructional Days) 22 23 24 25 26 27 28 20 21 22 23 24 25 26 30 *In Lieu of 12/25/2015 29 30 27 28 29 30 31 31 *In Lieu of 1/1/2016 (11 Instructional Days)
January-16 February-16 S M T W Th F S S M T W Th F S 18 *Civil Rights Day 1 2 1 2 3 4 5 6 15 *President's Day 29 Professional Development 3 4 5 6 7 8 9 7 8 9 10 11 12 13 22-24 High School AIMS 10 11 12 13 14 15 16 14 15 16 17 18 19 20 23 100th Day 17 18 19 20 21 22 23 21 22 23 24 25 26 27 26 Professional Development (15 Instructional Days) 24 25 26 27 28 29 30 28 29 (16 Instructional Days) 31
March-16 April-16 S M T W Th F S S M T W Th F S 9 End of 3rd Quarter (37 Days) 1 2 3 4 5 1 2 9 - 10 Parent Conferences 6 7 8 9 10 11 12 3 4 5 6 7 8 9 14 - 24 Spring Break 13 14 15 16 17 18 19 10 11 12 13 14 15 16 24 *In Lieu of 3/25/ 2016 20 21 22 23 24 25 26 17 18 19 20 21 22 23 29 Professional Development (11 Instructional Days) 27 28 29 30 31 24 25 26 27 28 29 30 (16 Instructional Days)
May-16 June-16 26 Last Day For Students/HS Grad S M T W Th F S S M T W Th F S End of 4th Quarter/2nd Semester 1 2 3 4 5 6 7 1 2 3 4 (37 Days/74 Days) 8 9 10 11 12 13 14 5 6 7 8 9 10 11 25 San Tan Foothills Graduation 15 16 17 18 19 20 21 12 13 14 15 16 17 18 26 Coolidge High School Graduation 22 23 24 25 26 27 28 19 20 21 22 23 24 25 27 Last Day for Teachers/PD-Checkout 29 30 31 26 27 28 29 30 30 *Memorial Day (16 Instructional Days) 8 *12-Month Employee Paid Holidays
BUSINESS SERVICES POLICIES AND PROCEDURES
AUXILIARY OPERATONS/STUDENT ACTIVITIES/CLUBS
1. Student Minutes Entry Form (See Appendix A)
a) Student Minutes are required for all Student Activity Requests. b) Make sure every area on Student Minutes Entry Form is completed. In the area “Name of Leader” & “Secretary” must be completed by a student. Sponsor signature is required on this form. Attach a list of members in attendance. c) State your order of business and what you are requesting: What is the purpose of your Fundraise? Why are you requesting a purchase order? What is your check request for? - Transfer of funds, etc. d) Minutes cannot state to approve all expenses for the school year – minutes must have what activity is taking place and date, and also needs approval for each request. e) Student Minutes are required for all Student Activity requests. Auxiliary Operations accounts are not required to have minutes. f) A vote is required and noted in minutes.
2. Student Fundraising (See Appendix B)
a) Complete a Student Activity Fundraising Approval Form (Appendix B) for all fund-raising activities and submit three weeks prior to event. b) Student Minutes Entry form must be completed and attached to fund raising form. If Student Minutes Entry form is not attached your request will be placed on hold until received. c) Student Activity Fund Raising Approval form must be approved by Student Council/ Student Government and sent to Student Activities/Auxiliary Operations Specialist to make sure all information has been provided. d) Form is then sent to the Superintendent for final approval. e) When the Student Fund Raising Approval form has been approved & signed by Superintendent and received by Student Activities/Auxiliary Operations Specialist, a copy of form is then sent back to sponsor to start the fund raising event. f) Fund Raisers are NOT to take place without prior approval. g) Raffles are considered a form of gambling; therefore, such an activity is NOT permitted as a school or related organizational function.
3. Purchase Order Requisition (see Appendix C)
a) Purchase orders are required for all purchases or for reimbursement. b) Make sure vendors accept purchase orders prior to purchase before any item is ordered. c) Attach completed Student Minutes Entry Form (Appendix A) to your purchase order. If Student Minutes Entry Form is not attached your request will be placed on hold until received. d) Make sure all areas are completed and purpose for PO and date of event is listed. e) Have appropriate signature and authorizations in place. f) Do not make any purchases prior to obtaining a purchase order. If a purchase is made without a purchase order – this will be considered a personal purchase. 9
4. Check Requests (See Appendix D)
a) A Check Request is requested in the event a vendor does not accept a Purchase Order. A check will be processed for the amount of purchase only. b) Attach any documentation when requesting a check for purchase. c) A copy of completed Student Minutes Entry Form must be attached to your request. If Student Minutes Entry Form is not attached your request will placed on hold until received. d) Receipts/invoices must be returned as soon as your purchase is complete. An envelope is provided for you to return receipts/invoices. In the event that change is given back to you please complete a Deposit Listing/Cash Collection Report Form (Appendix D) and enclose in the envelope with receipts/invoices and return to the Student Auxiliary Specialist.
5. Deposit Listing/Cash Collection Report Form/Inventory Log (Appendix D)
a) Deposits are to be done on a daily basis if possible, otherwise weekly. b) Deposits are to be turned in to your school site secretary for safeguarding. Money should NOT be left in desk drawers or filing cabinets. c) Money is to be placed into a deposit bag already counted, coins placed in coin wrappers if coin has been turned in, paper money wrapped accordingly, checks stamped on back with bank and account info. (if no stamp is available, write account number on back), write Student Activity Club Account No. on front of check to be able to identify where funds are to be debited or credited with all paperwork attached such as the Deposit Listing/Cash Collection Report Form & Inventory Log and Deposit Ticket for the bank. d) This Deposit Listing/Cash Collection Form & Inventory Log Form is to be completed for any and all sales that take place such as yearbooks, concession stands, dances, sporting events, etc.
6. Change Fund Receipt
a) This form is to be completed when requesting a cash box when sales take place such as concession stands, dances, and admission to sports events, etc., occur. b) You will be required to sign a Change Fund Receipt form when a check is issued for a Cash Box. c) A return envelope will be issued which is used to return cash box funds when event has been completed and you will again sign off on the Change Fund Receipt form to complete transaction.
7. Non-Sufficient Funds (NSF) Checks
a) If accepting checks for fund raisers, school lunches, yearbooks, etc., please make every effort to deposit immediately. b) There are occasions that a check will be returned due to NSF or Account Closed. The Business Office will notify the Check Writer. c) Please do not accept payment at your school site. Once the letter has been sent to the Check Writer for NSF status, the Business Office will handle transaction. d) Checks must be imprinted with name and address. Checks need to be made payable to Coolidge Unified Schools or school site. Also, make sure date is listed and that check is signed.
8. Receipt Book
a) Receipt books are purchased by the club/group. b) Receipts must be issued for sale of yearbooks, t-shirts, Pay-To-Play fees, parking permits, Student ID’s, club dues, cookie dough sales, etc., and a copy must be given to parent or individual paying for purchase of item(s). 10
c) Original is given to parent or individual paying for purchase of item, second copy is sent to Business Office with Deposit of these funds and third copy is your file copy to be remain attached in receipt book.
9. Ticket Sales
a) Receipts from social events, concession stand sales, yearbook sales, and fundraiser sales, etc., will be accounted through ticket sales as follows:
1. The club will purchase pre-numbered tickets recording the beginning and ending number. 2. The club sponsor, or designee, signs for receipt of change fund. 3. After the event has taken place, the Club Sponsor or designee, reconciles cash to ticket sales and completes Deposit Listing/Cash Collection Report/Inventory Log information and places money into a tamper resistant deposit bag and passes to the School Site Secretary to place in the school safe for safekeeping. 4. If money for a Cash Box has been requested you will complete the Deposit Listing/Cash Collection Report and place money into a tamper resistant deposit and given to School Site Secretary to place in the school safe for safekeeping.
b) It is recommended that the ticket seller and ticket taker be two different individuals.
For additional questions, please contact the Student Activities Specialist at x2048.
BUDGET
Any request for budget transfers may be requested to the Director of Business Services through email.
CENTRAL PRINTING
All copies for classroom use should be made at the site. Any large printing jobs in excess of 5000 copies shall be sent to the District Office for printing. You will still need to provide the paper for these jobs. Please allow for the following amount of time for your requests: 5000 – 9999 copies 3-5 business days 10,000 or more copies 5 business days minimum
Please contact the District Office Administrative Assistant at extension 2040 to make arrangements and provide details. Extremely large jobs may require additional time depending on the complexity of the job.
COPY PAPER
Copy paper will be purchased in bulk by the Business Office. Delivery will be made at the beginning of each school year based on need and enrollment. Sites will be responsible for storing the paper and allocating that paper to staff throughout the year.
EQUIPMENT/INVENTORY (Appendix E)
A large amount of money is expended each year cleaning, painting, repairing and purchasing additional equipment. This is done because we firmly believe the school environment should be as attractive, clean, and wholesome as we can possibly make it. Please strive to instill into each of your students a pride in the physical appearance of the school, paid for by his/her parents and other taxpayers.
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Equipment must not be taken from the school site without permission from an administrator. Equipment should not be traded among staff members or permanently moved to another location without filling out an Asset Disposition Form, which can be obtained by the Procurement Specialist in the Business Office.
Items lost or stolen should be reported immediately to the Assistant Superintendent.
School equipment and facilities cannot be made available for use for individual personal projects and repairs.
The Coolidge Unified School District will not assume any responsibility for any teachers or student's personal equipment or materials.
Inventory
According to the Auditor General’s office, Districts need to keep track of items that are $1,000.00 and higher in value. The District has chosen to include equipment. (TV’s, computers, monitors, printers, projectors for SMART boards) Classified and Certified Staff members will need to do an inventory of their classroom: 1. Anytime during the year items are removed from or added to your room, an “Asset Disposition Form” (see Appendix E) must be completed with the appropriate administrative approval/signatures. 2. At the end of the year, personnel will need to do an inventory of their classroom. This inventory form will be given to you by your administrator. 3. After inventory is completed, return form to school site administrator. 4. Site administrators will forward the completed form to the Procurement Specialist in the business office.
GRANT FUNDED POSITIONS
Employees hired in a grant funded position will cease employment with the District once the funding has expired.
Time and Effort Reporting Procedures
Employees who are funded under a grant are required to submit Time and Effort Certification. The following procedures will be followed:
In January and July, the direct supervisor will have employees, whose whole salary is paid from one federal source, complete a semi-annual Time & Effort Certification. Completed Time & Effort Certifications will be turned into the Director of Business Services no later than January 15th and July 15th. For employees who are paid between more than one grant, Time and Effort Certification must be submitted to their direct supervisor by the 15th of the following month of working. The completed logs will then be submitted to the Director of Business Services. The employee and direct supervisor will make sure the Time & Effort certification is signed and dated. The Time & Effort Certifications will be filed with each individual grant. If the Time & Effort Certifications are not turned in on time, the Director or Supervisor will follow-up with the employee(s) to complete the Time and Effort Certification.
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OVERTIME
All non-exempt employees (hourly) shall not work more hours than scheduled without prior authorization by their immediate supervisor or an administrator. Supervisors must seek approval from the business office or Superintendent prior to allowing additional hours, unless funding has been previously identified (grant, donation, etc.) In the event of an emergency, notify the business office as soon as possible.
Any time worked in excess of forty (40) hours in a given week will be compensated in the form of compensatory (comp) time at a rate of one and one half times each hour worked. Employees must use accrued comp time before using sick and/or vacation accruals.
All overtime hours worked in excess of the normal work schedule must be accurately recorded on the employee’s timesheet. The timesheet must be signed by the immediate supervisor which states the need for the additional hours.
PAYDAYS/HOLIDAYS
Checks and direct deposit will be issued bi-weekly during the fiscal year. An employee who resigns from the District or is terminated shall be paid a “live check” all wages due on the regular payday for the pay period during which termination occurs. All final checks must be picked up at the Business Office.
An electronic copy of the pay stub will be sent via the employee’s school email address. If an employee is not issued a school email address, they may provide a personal email address in which the pay stub may be sent. It is the employee’s responsibility to notify payroll if there is a change to their direct deposit accounts. This must be done ten (10) days prior to a payday.
If employees receive a “live check”, they may be picked up at their site. Employees must sign for their check. If someone other than the employee picks up the check, they must have a written authorization from the employee and be able to provide identification. This authorization must be signed by the employee.
For the purpose of calculating regular and extra hours in accordance with wage and hour requirements, the District’s designated work week begins at 12:01 a.m. on Saturday and concludes at 12:00 p.m. midnight Friday.
School Districts are required to implement a delayed payroll system. Under a delayed payroll system, payments are made after the end of a pay period based on actual time worked during that period. This type of system allows time for payroll adjustments to be made before payment to help ensure employees receive only the compensation they have earned. USFR indicated that Districts should determine how long to delay payment. Coolidge Unified has a two-week delayed payroll. The following is the pay schedule for the 2015-2016 school year: 7/2/2015 and 7/17/2015 – these will be “live checks” for all employees 7/31/2015 – first pay for staff returning between July 6 and July 16 (This will be a “live check” for all NEW Employees – no direct deposit, except for returning staff) 8/14/2015 – first pay for returning staff between July 20 and July 30. (This will be a “live check” for all NEW Employees – no direct deposit, except for returning staff) 8/28/2015 9/11/2015 9/25/2015 10/9/2015 10/23/2015 11/6/2015 11/20/2015 12/4/2015 12/18/2015 12/31/2015 1/15/2016 1/29/2016 2/12/2016 2/26/2016 3/11/2016 3/25/2016 4/8/2016 4/22/2016 5/6/2016 5/20/2016 6/3/2016 6/17/2016 – Balance of Contract “Lump Sum” for certified staff. Final paycheck for all 9/10 month employees. This will be a “live check” – no direct deposit, except for 12 month employees.
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Holidays – Paid for 12 Month Employees*
9/7/2015 – Labor Day 10/12/2015 – Columbus Day 11/11/2015 – Veteran’s Day 11/26/2015 – Thanksgiving Day 12/28/2015 – In Lieu of 7/4/2015 12/29/2015 – In Lieu of 11/27/2015 12/30/2015 – In Lieu of 12/25/2015 12/31/2015 – In Lieu of 1/1/2016 1/18/2016 – Civil Rights Day 2/15/2016 – President’s Day 3/24/2016 – In Lieu of Day 5/30/2016 – Memorial Day *12 Month Employees, excluding exempt employees, receive 2 Floating Holidays. These may only be used when students are out of school.
Holidays – Paid for 9 Month-Plus Employees and Certified Teachers
9/7/2015 – Labor Day 11/11/2015 – Veteran’s Day 11/26/2015 – Thanksgiving Day 12/30/2015 – In Lieu of 12/25/2015 12/31/2015 – In Lieu of 1/1/2016 1/18/2016 – Civil Rights Day 2/15/2016 – President’s Day 5/30/2016 – Memorial Day
TIME SHEETS
Timesheets are due to site administration on Thursday the week of payday. Each timesheet must be signed by the supervisor and is due in the business office by Noon the following Tuesday. Any sick time used in conjunction with a holiday or over more than three days must be accompanied by a note from the doctor. This documentation must be included with the original timesheet submission to avoid payroll processing delays.
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PURCHASE PROCEDURES – REQUISITIONS, PURCHASE ORDERS, RECEIVING
All requisitions must be submitted electronically. Please allow five working days for the processing of requisitions unless quotes or bids are required. Requisitions requiring bids or quotes will require additional processing time.
1. Fill out a purchase requisition in Visions. Allow five (5) working days for processing. Requisitions requiring bids or quotes will require additional processing time. A W-9 is required for all new vendors. Please allow adequate time when processing a new vendor. 2. A detailed description of the item, proper funding code and full cost, including tax and freight, must be included in the request. A quote may be used to obtain approximate pricing. 3. Purchase requisitions must be approved by the immediate supervisor, Director of Business Services and Assistant Superintendent. 4. After final approval a purchase order will be created. 5. All purchase orders will be returned to the requesting department. 6. When goods and/or services are received, sign the receiving copy of the purchase order and return to the business department, along with original receipts and packing slips. Payment cannot be made to the vendor without this information. 7. In the event emergency procurement is necessary and the proper procedure cannot be followed, please contact the Director of Business Services or Superintendent immediately.
After the Fact Purchases
Goods and services cannot be purchased until a purchase order is received by the requesting department. Any good or services received prior to the purchase order date (date the purchase order is approved) are considered “After the Fact Purchases.” After the Fact Purchases are against procurement rules and District policy. The District may choose to hold the purchaser responsible and provide a donation form for the purchase of the goods and/or services. Employees who make After the Fact Purchases will receive a letter, outlining the District’s purchasing policy, which will remain in their personnel file.
If there are any questions please contact the Procurement Specialist at extension 2419.
TAX CREDIT (See Appendix F)
This is your chance to make an important contribution to education at our schools and receive an income tax credit for the full amount you contribute up to $200 for individual or $400 per married couple. Arizona tax law (ARS 43-1089.01) allows taxpayers a tax credit if they contribute to extracurricular activities in public schools. Extracurricular activities such as sports, band, overnight field trips, and clubs are not fully funded by the District. For convenience, employees may authorize a payroll deduction. Please contact payroll for authorization form.
TRAVEL
In State Travel by Staff and/or Students
The travel by staff members of the District, provided that funds are available within the allocations for their school or department, may be approved by their immediate supervisor.
The travel of students on trips funded within the allocations provided to their school may be approved by the
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Any travel that requires special fund raising shall first be presented to the Board. The Board shall determine whether to authorize such fund-raising efforts and shall later, contingent upon the success of the fund-raising efforts, approve the travel.
Out-of-state travel. When it is deemed to be in the interest of the District to have members of the Board or District employees travel outside the state, they are required to submit travel requests, which must be approved by the Board provided that funds have been properly budgeted for such purposes. All requests must be submitted at least ninety (90) days in advance.
Interscholastic activities. Student travel to participate in any regularly scheduled interscholastic competition will be approved upon submission to the Superintendent of the yearly schedule for each team and/or group.
All staff and student travel shall be intended to provide educational benefits and to serve the best interest of the District. The scheduling of all staff and student travel shall be done in a manner intended to provide the minimum possible disruption to the educational program of students and to the normal duties of the staff.
Submitting Travel Requests All staff travel requests, unless warranted by special circumstances, should be processed at least two (2) weeks in advance. It is the responsibility of the traveler to confirm the availability of a District vehicle for the trip with the transportation supervisor upon approval of the travel authorization by the person's supervisor. If a District vehicle is not available the traveler must get approval from the Superintendent in order to be reimbursed mileage for taking their personal vehicle.
Travel requests shall be submitted to the office of the business manager in accordance with the following schedule:
In-state travel. A request must be submitted to the business office fourteen (14) days before the date of travel. Out-of-state travel. A travel request memorandum requiring Board action must be submitted seven (7) days before a scheduled Board meeting and ninety (90) days before travel.
It is the traveler's responsibility to work with appropriate District personnel to ensure that all travel arrangements are being appropriately made in a timely manner.
Reimbursement for Travel Expenses
A subsistence allowance shall be paid, as specified in A.R.S. 38-624(C), for each twenty-four (24) hour period. The subsistence allowance includes reimbursement for meals, lodging, and other incidental expenses relating to travel, except transportation and communication expenses. The full subsistence allowance may not be claimed for less than a full twenty-four (24) hour period of travel.
In the event the authorized travel cannot be taken, for any reason, it is the responsibility of the traveler to notify the business manager and transportation supervisor, in writing, in advance that travel has been canceled. Except in cases of legitimate emergencies, any cancellations shall be made in time for the District to cancel all costs or receive reimbursement of such costs as registration fees. Any costs incurred by the District due to late notification of cancellation may be charged to the traveler.
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Vehicle rental. If a vehicle rental is necessary, it is the responsibility of the traveler(s) to confirm the reservation and payment of vehicle rental. No request for funds will be issued for vehicle rental. Reimbursement will be provided on the final travel receipt.
Privately owned vehicle. The District maintains vehicles for employees to use for authorized travel. If a District vehicle is not available and a written statement to that effect is submitted, the business manager may, at the request of the traveler's supervisor, allow the traveler to use a privately owned vehicle at the reimbursement rate set by the state.
At the request of the traveler's supervisor and discretion by the business manager, the traveler may be allowed to use a privately owned vehicle for authorized travel even though use of such vehicle is for the convenience of the traveler more than for the District. In such instances, the District shall reimburse traveler. The traveler shall request, in writing, to be reimbursed and shall state how using a privately owned vehicle is of benefit to the District.
A traveler shall bear the cost if a District vehicle is scheduled for an authorized trip and space is available but the traveler chooses to take a privately owned vehicle. If a privately owned vehicle is authorized for use, the vehicle shall be appropriately insured. The District is not responsible for any and all losses, costs, damages, claims, expenses, or other liabilities whatsoever, rising out of or connected with the use of a private vehicle, including but not limited to, any accident or injury to person(s) or property. The District must have a copy of the employees Driver’s License and Insurance card on file with the Human Resource Department before using their privately owned vehicle. If a privately owned vehicle is authorized for use, reimbursement for mileage will be based on the shortest distance between the traveler's destination and return. When a privately owned vehicle is used for out-of-state travel, no transportation expense shall be allowed unless such travel request is authorized in advance. Such authorized travel shall be reimbursed at the lesser of either the rate set by the Department of Revenue or air coach fare to the same destination. When more than one (1) traveler on official business is transported in the same privately owned vehicle, mileage shall be allowed for only one (1) person.
Lodging Expenses
Lodging must be at a commercial establishment, and the traveler must request the lowest available rate.
Lodging costs incurred within fifty (50) miles of the traveler's designated duty post or residence will not be reimbursed unless an emergency exists and proper documentation is submitted.
Reimbursement rates for lodging are based on the federal per-diem rates, which provide a comprehensive listing of locations. The lodging rates are exclusive of taxes; therefore, the District may reimburse employees for actual expenses up to the maximum lodging reimbursement amounts listed in the index plus any applicable taxes The travel policy and rates can be located at http://www.gao.az.gov/travel/.
Note. Reimbursement for lodging includes only room charges and applicable taxes only.
To use the lodging index, first locate the state to which the individual will travel. If the specific city is listed in the index, use those lodging rates. If the city is not listed, refer to the county in which the city is located and use the applicable rates. If the county is not listed, use the state default rate.
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If the business manager concurs with a District supervisor that an unusual situation exists that makes compliance with the above maximums impractical and the Board approves such exception in advance, actual lodging costs may be reimbursed even if the above maximums are exceeded.
Although the lodging reimbursement rate may not exceed the listed maximum, there is an exception for conference (Brochure must say conference) lodging. For employees staying at a conference-designated hotel, the Department of Administration guidelines authorize reimbursement at the conference-lodging rate. Conference-designated lodging is defined as the hotel at which the conference is being held or the hotels listed in the conference brochure. Accommodations at alternative hotels in the immediate vicinity of the conference may be considered as conference-designated lodging when no vacancies exist at the hotels listed in the brochure. However, the conference brochure indicating lodging rates provided at the conference must accompany the travel claim, and reimbursement for lodging may not exceed the least expensive single-room rate plus tax published in the brochure for the conference-designated hotel.
When lodging is shared with an individual not on school business (such as one's spouse) reimbursement shall not exceed the single room rate.
If a room is shared by two (2) or more school employees, reimbursement is to be claimed as follows: Each traveler should obtain a separate original lodging receipt for such traveler's portion of the lodging costs. The total of the two (2), or more, lodging receipts cannot exceed the total lodging cost. When a room is to be shared, the travelers should request separate receipts in advance (when they register) from the lodging establishment.
If the lodging establishment cannot issue separate original receipts, one (1) traveler may submit the original lodging receipt and the other traveler(s) may submit photocopies. However, each receipt (original and photocopies) must be marked "Shared Lodging" and have the names of all travelers sharing the room. Photocopies must be signed by the traveler, the traveler's supervisor, and the Superintendent. No photocopies will be accepted without these original signatures. Or, if the establishment cannot issue separate original lodging receipts, one (1) traveler may submit the original receipt for the total lodging cost. The lodging receipt must indicate the names of all travelers who shared the room.
As required by A.R.S. 38-624(A), all claims for lodging reimbursements shall be accompanied by commercial lodging expense receipts. The commercial establishment's original receipt is required; credit card receipts in lieu of the original lodging receipt will not be accepted.
Per Diem and Incidental Expenses
In-state reimbursement rates for meals are based on the federal per-diem rates, which provide a comprehensive listing of locations for meal reimbursements for in-state locations. You can get the different rates at http://www.gao.az.gov/travel/.
Example: Phoenix: Breakfast = $11.00, Lunch = $16.00, Dinner = $27.00, Total = $54.00
Refer to the meal index for rates allowed in specific locations. For travel that is less than twenty-four (24) hours use the state reimbursement rate. Claims must be accompanied by receipts.
Out-of-state reimbursement rates for meals are based on the federal per-diem rates, which provide a comprehensive listing of locations and provide four (4) different meal reimbursement rates for out-of-state locations.
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Out-of-state per-diem and incidental expenses shall be computed on the federal per diem reimbursement schedules.
To use the meal index, first locate the state to which the individual will travel. If the specific city is listed in the index, use those meal rates. If the city is not listed, refer to the county in which the city is located and use the applicable rates. To obtain the meal rates for Alaska, Hawaii, and other countries, contact the General Accounting Office of the Department of Administration (DOA) at (602) 542-5602. Other Allowable Expenses Registration fee Communication expenses Parking fees Taxi, local bus, rental car, street car, or subway fare
Note. A receipt and justification statement must be submitted for each claim.
Non-allowable Expenses
A membership fee is not an allowable travel expense except when membership in an association is approved by the Board. If membership is a requirement for participation in a conference, convention, or meeting, the traveler must show proof of membership when submitting a travel request.
Request for Funds/Advancements
In-state. Travelers normally shall be expected to pay all travel costs and request reimbursement upon their return. In a hardship case and at the written request of the traveler, superintendent may authorize a travel advance for food and lodging for travel of three (3) days or more. Such travel advance shall not exceed fifty percent (50%) of maximum lodging and per-diem amount for an authorized in-state travel request.
Out-of-state. The superintendent may authorize a travel advance in an amount not to exceed fifty percent (50%) of the maximum lodging and per-diem amount of an authorized out-of-state travel request. It is the responsibility of the traveler to request a travel advance, no less than fourteen (14) days before date of travel.
A purchase requisition may be issued to pay for the following expenses:
Commercial carrier's ticket. Registration fee, which may be paid in advance by purchase order if the fee is twenty-five dollars ($25) or more. Meals and lodging for student travel at a commercial establishment. A traveler's room if funds are not available for an advance.
If a purchase order is not accepted, traveler must make hotel arrangements in advance and request reimbursement upon return. A traveler will need to supply his/her own credit card to the hotel.
Note. Reimbursement to the traveler shall not be made for any meals or lodging paid as part of the registration fee.
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Approval of Expenses
Upon return from an official trip, the traveler shall submit a travel expense claim form detailing expenses. Claims will be processed by the business office to the extent of the allowance authorized in the official request for travel.
The travel expense claim shall be submitted within five (5) working days after the traveler has returned to the District.
For auditing purposes, the traveler should attach a copy of the leave request form, event information, including agenda and registration if available.
When the travel expense claim form has been approved by the business manager and all signatures have been secured, the claim will be processed for payment.
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HUMAN RESOURCES
POLICIES AND PROCEDURES ANTI-HARASSEMENT
The Coolidge Unified School District is committed to providing all students and staff with a safe and supportive environment. All members of the school District are expected to treat each other and students with respect. Teachers and other staff members are expected to demonstrate by example that all members are entitled to respect. Harassment is a violation of Governing Board policy AC. This includes, but is not limited to, harassment based on race, national origin, marital status, sex, sexual orientation, gender identity, religion, or disability. Punishable harassment is unprofessional conduct, including verbal conduct that creates, or will certainly create, a hostile working environment by substantially interfering with opportunities, performance, or with a member’s physical or psychological well-being.
The Coolidge Unified School District is committed to equal opportunity for all students and staff. It is the District’s practice that no one shall be treated differently, separately, or have any adverse action directly affecting them on the basis of race, religion, national origin, marital status, sex, sexual orientation, gender identity, or disability where a person is otherwise qualified as a student or employee or could be with reasonable accommodation. The immediate remedy for any act of discrimination shall be to end it, treat the individual equally, and, as much as practically possible, to eradicate any effects of discrimination. Discipline will be imposed where appropriate.
Sexual Harassment (Appendix G)
Sexual harassment includes unwelcome sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual nature when made by a member of the school staff to a student or to another staff member, where; Submission to such conduct is either explicitly or implicitly made a term or condition of employment; or Submission or rejection of such conduct is used as a basis for employment decisions affecting the person; or Such conduct has such purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.
Anyone who is subject to sexual harassment or knows of such conduct should inform their immediate supervisor, who will then inform the Human Resources Department. A substantiated charge against a staff member shall subject such staff member to disciplinary action. Any person who feels sexually harassed or to have been the victim of sexual harassment or who knows of sexual harassment against another person should file a complaint with the Superintendent. See Policy ACA-E for a complaint form or (Appendix G).
BENEFITS
In addition to salary and wages, the District offers medical, dental, and vision, life and supplemental benefits to full time employees for a small monthly fee. This may change year to year, dependent on number and costs of district-wide claims. Please contact Human Resources for any questions.
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CONFLICT OF INTEREST (see Appendix J)
The Governing Board has adopted limitations on practices of employees designed to remove employees from situations in which their personal interests may not be the same as the District’s interest. No employee of the District may be supervised by a close relative (father, mother, son, daughter, sister, brother, spouse or those same relatives of a spouse). No employee of the District shall accept gifts from any person or entity doing business, or desiring to do business, with the District, other than inexpensive novelty advertising items, business lunches or holiday gifts to be shared with other employees. Any employee who has or whose relative has a substantial interest in any decision of the District— contract, purchase of goods or services, employment, award, etc.—must make known that interest on a form designed by the District for such purpose and must not participate in any manner in the District’s decision-making process. All employees must list any relative working for the District on the conflict of interest form (see Appendix J) and return to Human Resources.
The determination of whether a particular situation constitutes a conflict of interest under state statutes, and therefore requires an employee file a statement of a conflict of interest and not participate in related decisions, is not simple. Employees who are not sure whether or not a conflict exists should bring the matter to the attention of their supervisor so a decision can be made by District Office staff. Common examples of situations that present conflicts are a relative who is a District student, a District employee or an owner of a business that sells or wants to sell goods or services to the District. See policy GBEAA.
CREDENTIALS
All certified personnel are responsible for keeping their credentials current (includes certificate(s), fingerprint cards, and transcripts). Warrants cannot be drawn unless a current certificate is up to date and properly recorded with the County Superintendent.
All teachers new to the District need to provide official transcripts, a valid Arizona certificate, highly qualified information, fingerprint clearance card, and a placement file.
IT IS ULTIMATELY THE TEACHER'S RESPONSIBILITY TO KEEP HIS/HER CERTIFICATE CURRENT AND MAINTAIN HOURS FOR PROFESSIONAL DEVELOPMENT.
DRESS CODE
Staff must dress in a neat, professional, and appropriate manner. Clothing should enhance the educational process and present a positive image to the community. No employee should wear any article of clothing that distracts from the learning environment. See Policy GBEBA.
Examples: Dress pants, slacks, blouses, and/or shirts are appropriate for men and women; no shorts should be worn. Rule of thumb: more than two (2) inches above the knee is not appropriate; Sweatpants and Lycra spandex are not permitted (physical education teachers excluded); No midriff tops, shoulder straps (not less than three (3) inch wide), muscle shirts, sheer-see-through blouses, braless attire, plunging necklines, or underwear as outerwear; No profanity or inappropriate words or pictures on clothing. Tattoos with profanity and inappropriate words must be covered. Tattoos must be covered as best as possible with clothing and as determined by your work location and supervisor. 22
It is acceptable for female staff to wear cotton blend leggings with a thigh length top that covers the buttocks; Jeans may be worn if allowed by direct supervisor, but must be clean, in good repair, and neatly pressed. Clean tennis shoes and in good repair may be worn; Shoes need to be appropriate for the position as determined by supervisor and be in good repair; No shower shoes or rubber flip flops; Hats should not be worn indoors (Exception: approved outdoor school events or as approved for safety reasons). Bandanas are prohibited; Jewelry must not present a hazard to one’s self or others. For safety reasons, limit pierced jewelry to the ears only. It is not safe or appropriate to wear tongue, nose, lip, eyebrow, or exposed navel jewelry when working in an educational environment.
DRUG FREE WORKPLACE
No employee shall violate the law or District policy in the manufacture, distribution, dispensing, possession, or use, on or in the workplace, of alcohol or any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana, or any other controlled substance as defined in the Controlled Substances Act. Any employee who violates Policy GBEC is subject to discipline, which may include, but is not limited to, dismissal.
Medical Marijuana
The District recognizes Arizona's medical marijuana law and shall not discriminate against a person in hiring, termination or imposition of any term or condition of employment or otherwise penalize a person on the basis of the person's status as an eligible medical marijuana cardholder, or as a registered qualifying patient, having a positive drug test for marijuana components or metabolites, unless the person used, possessed or was impaired by marijuana on District property, at a District event, or during the hours of the persons regular or extended hours of employment, or as prescribed by law.
EDUCATIONAL RESEARCH
In regard to questions related to personal habits and lifestyles, the Protection of Pupil Rights Amendment affords parents and students who are under age 18 certain rights regarding the District’s conduct of surveys, collection and use of information for marketing purposes, and certain physical exams. These include the right to: Consent Receive notice and opportunity to opt a student out of Receive/inspect, upon request and before administration or use
Please contact the Superintendent’s Office before administrating any collection of information.
EQUAL EMPLOYMENT OPPORTUNITY AND NON-DISCRIMINATION
The Coolidge Unified School District affords equal opportunities for employment and education without regard to race, color, religion, national origin, age, sex, and disability. The District complies with all federal and state laws prohibiting discrimination. No employee or applicant shall be excluded from participation in, be denied the benefits of or be subjected to discrimination under any employment conditions or practices. Questions or requests for additional information regarding the ADA or Title IX may contact the Director of Human Resources, 450 N Arizona Blvd, Coolidge, AZ 85128 or 520-723-2052. Questions regarding Section 504 may contact the Director of Special Services, 450 N Arizona Blvd, Coolidge, AZ 85128 or 520-723-2065. Employees who need further guidance and/or assistance with reasonable accommodations should contact their supervisor who in turn will contact Human Resources. Any employee who feels unlawfully discriminated 23 against or to have been the victim of unlawful discrimination by an agent or employee of the District or who knows of such discrimination against another person should file a complaint with the Superintendent. See Policy GBA and Exhibit GBA-E for a complaint form.
This annual public notice of non-discrimination 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 the Education Amendments of 1972, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990. Questions, complaints, or requests for additional information regarding these laws may be forwarded to the designated compliance coordinator(s). Human Resources Department, 450 N Arizona Blvd, Coolidge, AZ 85128 (520) 723-2052.
ETHICS
All employees are expected to maintain high standards in their school relationships. These standards must be idealistic and at the same time practical, so they can apply reasonably to all staff members. The employees acknowledge that the schools belong to the public they serve for the purpose of providing educational opportunities to all. However, every employee assumes responsibility for providing leadership in the school and community. This responsibility requires the employee to maintain standards of exemplary conduct. It must be recognized that the employee’s actions will be viewed and appraised by the community, associates, and students. To these ends the Board adopts the following statements of standards:
The school employee: Makes the well-being of students the fundamental value of all decision-making and actions; Maintains just, courteous, and proper relationships with students, parents, staff members, and others; Strives for the maintenance of efficiency and knowledge of developments in the employee’s field of work; Fulfills job responsibilities with honesty and integrity; Directs any criticism of other staff members or of any department of the school system toward improving the District. Such constructive criticism is to be made directly to the school administrator who has the responsibility for improving the situation; Supports the principle of due process and protects the civil and human rights of all individuals; Obeys local, state, and national laws and does not knowingly join or support organizations that advocate, directly or indirectly, the overthrow of the government; Implements the Governing Board’s policies and administrative rules and regulations; Refrains from using school contacts and privileges to promote partisan politics, sectarian religious views, or selfish propaganda of any kind; Pursues appropriate measures to correct any laws, policies, or regulations which are not consistent with sound educational goals; Avoids using position for personal gain through political, social, religious, economic, or other influence; Maintains the standards and seeks to improve the effectiveness of the profession through research and continuing professional development; Stresses the proper use and protection of all school properties, equipment, and materials; Honors all contracts until fulfillment or release.
Employees shall keep in confidence such information as they may secure unless disclosure is required by law. See Policy GBEA.
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EVALUATION/SUPERVISION OF ADMINISTRATIVE STAFF
Principals, Assistant Principals and Directors will be evaluated on an annual basis by the direct supervisor prior to March 15.
EVALUATION/SUPERVISION OF CERTIFIED STAFF
As a TAP (Teacher Advancement Program) District, the TAP teacher evaluation system requires that each teacher be evaluated multiple times each year by multiple qualified evaluators. The evaluation team consists of an administrator (principal, assistant principal, or District personnel), a master teacher, and a mentor teacher. The teacher also serves as a self-evaluator to facilitate reflection on his or her own teaching.
Each teacher will earn a score based on his or her performance as compared to the standards that are set.
Qualified evaluators assess standards for decision-making related to: 1. Annual evaluation process according to law 2. Qualification for career path movement 3. Determination of performance awards
For each of these observations, teachers are also required to complete a self-evaluation.
EVALUATION/SUPERVISION OF CLASSIFIED STAFF
All classified staff will be evaluated on an annual basis by an administrator or supervisor prior to April 15.
GIFTS TO & SOLICITATIONS BY STAFF
Students, parents, and other patrons of the District shall be discouraged from the routine presentation of gifts to employees. Gifts to students by staff is discouraged. A school employee’s position in the District shall not be used to influence parents or students to purchase books or other merchandise. Staff member solicitation of other employees and/or students for any profit, nonprofit, or charitable group or organization must have the approval of the Superintendent in advance. See Policy GBEBC.
GRIEVANCES
Effective communication between District employees, the administrative staff, and the Board is essential for proper operation of the schools. The Governing Board, therefore, authorizes the Superintendent to establish a grievance procedure for employees as the prescribed means of resolving grievances at the earliest date and at the lowest possible administrative level.
Governing Board Policy GBK addresses the grievance process. Staff will address any grievance with their immediate administrator/supervisor first. If the immediate administrator/supervisor is unable to resolve the issue, the staff member can address the issue through the administrative levels of the District.
Such procedure shall provide for Board review of any grievance that cannot be resolved at the administrative level. In such instances, the affected individual may request that the Governing Board review the situation. Such request shall be in writing and shall contain the basis for the appeal, including the act or acts out of which the grievance arose, identification of the policies and/or administrative regulations involved, and the remedy sought. Within five (5) working days following notification of the Superintendent’s decision, any written request for appeal shall be submitted to the Superintendent for transmittal to the Board. The Governing Board shall review the grievance and issue a response within fifteen (15) working days following such review.
The decision of the Governing Board is final. 25
HEALTH AND SAFETY
It is policy of the District to take reasonable measures to protect students and staff members from the transmission of communicable diseases. A staff member who has a communicable disease shall be excluded from school only if the staff member presents a direct threat to the health and safety of others in the work place. The District may require a physician’s written medical release as a condition for the staff member’s return to work. The District shall make reasonable efforts to maintain the confidentiality of staff member’s medical conditions. All medical information related to employees is confidential. See Policy GBGCB.
HORIZONTAL ADVANCEMENT
The following guidelines have been established for certificated personnel requesting horizontal advancement on the salary schedule: All teachers must submit a request for horizontal advancement along with Official Transcripts to the Human Resources Office no later than October 1st to be considered for horizontal movement for the current fiscal year. Transcripts received after October 1st will be applied in the next fiscal year. Horizontal advancement is permitted if funds are approved in the District budget and placed on the faculty members’ contract. Courses required to qualify for an Arizona Teaching certificate upon employment will not apply toward horizontal advancement. Credit will not be granted for horizontal advancement where professional leave was granted by the District or if the District has paid for the course(s). There will be no allowance for horizontal advancement if the course(s) was taken during the teacher’s contract day unless special permission has been granted by the Superintendent in advance of taking such course(s).
IDENTIFICATION
All Staff are required to wear school or District I.D. on a lanyard at all times.
LEAVE
Professional Staff Personal/Emergency/Religious Leave
Each professional staff member will be granted personal leave not to exceed four (4) days per year to be deducted from their sick leave balance. Requests for personal leave must be received four (4) working days prior to the first day of leave, and must be approved by the immediate supervisor. Personal leave may not be granted on the day immediately preceding or following a holiday or vacation or during the first two or the last two weeks of school. The Superintendent may approve on an individual basis and additional documentation may be required. See Policy GCCB.
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Support Staff Personal/Emergency/Religious Leave
Each support staff member may take up to three (3) days of personal leave annually to be deducted from their sick leave balance. Personal leave may not be granted on the day immediately preceding or following a holiday, break or vacation, or during the first two weeks of school or the last two weeks of school. The Superintendent may approve on an individual basis and additional documentation may be required. See Policy GDCB.
Professional/Support Staff Sick Leave
Sick leave for personnel is a designated amount of compensated leave that is granted to a staff member who, through personal or family illness, injury, or quarantine, is unable to perform the duties assigned. When a staff member exhausts all days of accumulated sick days, an unpaid leave of absence must be requested. Sick Leave used prior to or after a holiday, break or vacation or during the first two weeks of school or the last two weeks of school will require medical documentation. Medical documentation is also required for absences of three (3) days or more.
Employees are expected to schedule appointments on Fridays due to a 4-day Work Week. Any employee who is absent three (3) or more days in a semi-annual period (July-December or January – June) will be required to provide documentation for medical, court, or funeral. If documentation is not provided, an employees’ pay may be docked.
All documentation must be submitted by employee with leave form or timesheet. See Policy GCCA.
Black Out Days – any absences on the day immediately preceding or following a holiday or vacation or during the first two or the last two weeks of school will require documentation for medical, court or funeral. The Superintendent may approve on an individual basis and additional documentation may be required.
Professional /Support Staff Bereavement Leave
An employee may be granted five (5) days in state and seven (7) days out of state leave per year, to be used in the event of death in the professional employee’s immediate family (parent, grandparent, children, grandchildren, sibling or like relations by marriage). Employees must provide documentation of the bereavement.
Professional/Support Staff Leave of Absence Without Pay
Leaves of absence may be requested for the following purposes: for additional education that relates to the employee’s primary assignment; for leave under the Family Medical Leave Act; and for other purposes approved by the Superintendent if the leave does not exceed twelve (12) weeks, or recommended by the Superintendent and approved by the Governing Board if the leave exceeds twelve (12) weeks. See Policy GCCC-EA, GCCC, EB, EC.
Professional/Support Staff Military/Legal Leave
The Board will grant leaves when an employee is called to attend field training services for the military reserve or National Guard. When an employee receives notice that requires military leave, it is the responsibility of the employee to immediately notify their immediate supervisor.
Jury Duty Leaves of absence for jury duty will be granted and it is the responsibility of the employee to reimburse the District for jury duty pay when such payment is made directly to the employee. Employee must provide documentation to support their service. See Policy GCCD.
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Family Medical Leave Act (FMLA)
The District shall fully comply with the Family and Medical Leave Act and all interim and final regulations interpreting the FMLA issued by the U.S. Department of Labor. Accordingly, all portions of this policy that pertain to the FMLA shall be interpreted in a manner consistent with the FMLA and its regulations. Subject to the conditions set forth herein, any eligible employee of the District may take up to twelve (12) weeks of leave (FMLA leave) during any twelve month period, without pay, for any one (1) or more of the following reasons:
Because of the birth of a child of the employee and in order to care for such child. Because of the placement of a child with the employee for adoption or foster care. In order to care for the spouse or a son, daughter, or parent of the employee, if such person has a serious health condition. Because of a serious health condition that makes the employee unable to perform the functions of the position of such employee.
Serious medical condition means an illness, injury, impairment, or physical condition that involves inpatient care in a hospital, hospice, or residential medical facility, or outpatient care with continuing medical treatment by a licensed physician. Any employee who has been employed by the District at least twelve (12) months and who has completed at least one thousand two hundred fifty (1,250) hours of service immediately prior to the time the leave is to commence shall be eligible for FMLA leave.
Special conditions applicable to FMLA. Entitlement to leave for the birth of a child or the placement of a child for adoption or foster care ends at the expiration of a twelve-month period, beginning on the date of the event.
A husband and wife working for the District may be limited to a total of twelve (12) weeks of leave during each fiscal year for leave for the birth of a child or the placement of a child for adoption or foster care and to care for an employee's parent with a serious health condition.
The District shall not require an employee to substitute accrued sick leave for FMLA leave used by reason of a birth, adoption, or foster placement. An employee shall substitute accrued vacation or personal leave for FMLA leave used by reason of a birth, adoption, or foster placement, to the extent available by policy, unless otherwise agreed to by the District. In any other circumstance, an employee's accrued sick, vacation, personal, or other applicable leave shall be substituted for FMLA leave, to the extent available by policy, unless otherwise agreed to by the District.
Notice. An employee must provide at least thirty (30) days' notice before the FMLA leave is to begin if the need for the leave is foreseeable based on an expected birth, placement for adoption, or foster care, or planned medical treatment for a serious health condition of the employee or family member. If thirty (30) days' notice is not practicable, notice must be given as soon as practicable. The notice shall be in the form of a request for leave of absence as specified in this policy. The District may deny FMLA leave to any eligible employee until such time as the employee has provided the required notice.
Medical certification. All FMLA leave shall be supported by medical certificate provided by the employee's health provider in the form of the exhibit accompanying this policy. In any instance where the FMLA leave must be preceded by thirty (30) days' notice, the medical certificate should accompany the request for leave of absence. In any other instance, the medical certificate should be provided within fifteen (15) days after the FMLA leave commences.
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The employee may be requested to provide recertification of medical conditions in support of leave if the District feels that the circumstances so warrant and notice is given. Recertification shall not be required for intervals shorter than thirty (30) days.
Whenever a medical certification or recertification is required of an employee, notice describing such requirement and providing the form of such certification shall be provided to the employee. An employee shall not be denied FMLA leave or other rights under the FMLA unless a notice required by FMLA in such situation has first been provided to the employee.
Intermittent or reduced time (IRT) leave. FMLA leave may be taken intermittently or on a reduced leave schedule only (1) if medically necessary to care for a family member or for the employee's own serious health condition or (2) if approved by the District. The District may, for the term of the leave, transfer the employee to an alternative position with equivalent pay and benefits.
If the IRT leave is for an instructional employee (one whose principle function is to instruct students in a class, small group, or as individuals), the District can require the employee either to take leave for a period or periods of a particular duration not greater than the duration of the planned treatment or to transfer temporarily to an available alternative position with equivalent pay and benefits that provides better accommodation of recurring periods of leave, provided the leave is
Requested to care for a qualifying family member or as a result of the employee's serious health condition preventing job performance; Foreseeable, based upon planned medical treatment; and
For more than twenty percent (20%) of the working days in the leave period
The employee may be granted leave under these circumstances, subject to reasonable efforts to schedule treatment so as not to unduly disrupt the educational program.
Special end-of-semester circumstances for instructional employees. Under each of the following conditions, leave for an instructional employee may be required to continue to the end of the academic semester:
Leave begins more than five (5) weeks before the end of the semester, leave is for at least three (3) weeks, and return to employment would occur during the last three (3) weeks of the semester. Leave other than for the employee's serious health condition begins within the last five (5) weeks of the semester, leave is for greater than two (2) weeks' duration, and return to employment would occur during the last two (2) weeks of the semester. Leave other than for the employee's serious health condition begins within the last three (3) weeks of the semester and leave exceeds five (5) working days.
Employee notification. With each request for FMLA leave, the employee shall be notified:
About FMLA by provision of the FMLA fact sheet (exhibit 2).
As appropriate concerning the expectations, obligations, and consequences of taking FMLA leave per 29 C.F.R. 825.301 of FMLA. That FMLA leave may be withheld until a requested notice is provided or the time frame is met.
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That if leave is granted to an employee who is unable to perform the work required, restoration may be denied until the employee has complied with the request to provide medical certification of ability to return to work.
The District will post notices in conspicuous places on the District premises that provide a summary of FMLA and information on how to file a charge for an FMLA violation.
Health care continuation. An employee taking FMLA leave shall be entitled to have the health care plan in which the employee is participating continue under the same terms and conditions applicable to actively working employees. The District shall require the repayment of any health care premiums paid by the District for continuing coverage during the period of the FMLA leave if the employee fails to return to work after the FMLA leave expires and the failure to return is not due to circumstances beyond the employee's control.
Position restoration. Upon return from FMLA leave, an employee shall be restored to the same position held before the FMLA leave commenced or to an equivalent position with equivalent pay, benefits, and working conditions. The District requires an employee to provide a medical certificate from a health care provider that the employee is able to resume work before returning from FMLA leave for a serious personal health condition. The District may delay the return of an instructional employee from FMLA leave at the end of a semester, in accordance with Section 108(d) of FMLA. The District may deny restoration of position to any key employee (i.e., one who is among the highest-paid ten percent [10%] of all employees of the District), in accordance with Section 104(b) of FMLA.
Sick Leave Bank/Donation of Leave The District has one sick leave bank for staff that has exhausted all leave days during a serious health condition. Staff may voluntarily contribute a maximum of five (5) days of earned/accrued sick leave to the sick leave bank annually, the value of which will be determined by the number of days multiplied by the employee’s hourly rate. Administrators may only contribute to the sick leave bank within 30 calendar days after the initial request for sick leave bank donations are posted. A request to use the sick bank must be submitted in writing to Human Resources with a doctor’s note explaining the medical condition and expected return to work date. The sick bank committee will meet to make a recommendation for approval/disapproval of the request.
Sick Leave Payment upon Retirement
Upon proper and timely application for retirement, the District will pay for accumulated sick leave up to the maximum one hundred (100) days. The payment for certificated employees shall be calculated by multiplying the daily rate of pay for a substitute teacher by fifty percent (50%) times the employee's number of unused accumulated sick leave days, to a maximum of one hundred (100) days.
The payment for support staff members shall be calculated by multiplying the federal minimum wage by fifty percent (50%) times the employee's number of unused accumulated sick leave days to a maximum of one hundred (100) days.
PARTICIPATION IN POLITICAL ACTIVITIES
The Board recognizes the right of its employees, as citizens, to engage in political activity; however, the work day may not be used for political purposes. Campaigning and other electoral activities must be done during off duty hours, when not working in an official capacity for the District, and without the participation of District employees and students acting in the capacity of District or school representatives. The use of District equipment, supplies, materials, buildings, or other resources to influence the outcome of any election is prohibited. See Policy GBI.
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PROFESSIONAL AND UNPROFESSIONAL/IMMORAL CONDUCT
The regulation adopted by the Arizona State Board of Education to define unprofessional and immoral conduct prohibits the following conduct. Remember that such conduct must be reported to the State Board by the District and may result in disciplinary action up to and including loss of certification and or termination. 1. Discrimination or harassment based on race, national origin, religion, sex, including sexual orientation, disability, color, or age. 2. Committing fraud securing employment. 3. Insubordination. 4. Exhibiting incompetency/inefficiency in their work. 5. Misrepresenting or falsifying data. 6. Discourteous treatment of others. 7. Accepting gratuities or gifts that influence judgment in the exercise of professional duties. 8. Possessing, consuming, or being under the influence of alcohol on school premises or at school- sponsored activities. 9. Illegally possessing, using, or being under the influence of marijuana and/or other dangerous drugs. 10. Making any sexual advance toward a pupil or child, verbal, written, or physical. 11. Engaging in sexual activity, a romantic relationship, or dating a pupil or child. 12. Committing fraudulent acts. 13. Misuse of school equipment to include access pornographic, obscene, or illegal materials. 14. Engaging in conduct that would discredit the District. 15. Any arrest MUST be reported to the immediate supervisor and Human Resources Department or Superintendent within 24 hours.
There are countless legal and practical situations for which staff may need guidance. Even experienced educators sometimes have lapses in judgment as has been evidenced by numerous press accounts. While District employees may not commit any illegal acts per se, some behavior can be misconstrued and cause a firestorm of negative publicity for the school and District and eventually cost an employee his/her job. The fallout caused by employees, especially teachers, engaging in inappropriate behavior is great considering that mostly minor students are involved. Behavior may be not only inappropriate, but also potentially illegal.
Employee Conduct
All employees are expected to conduct themselves in the manner consistent with effective orderly education and to protect students and District property. All employees will thoroughly acquaint themselves with the policies, regulations and rules of the Governing Board. All staff members using or on school property for any purpose shall refrain from engaging in:
Any conduct intended to obstruct, disrupt, or interfere with teaching, research, service, administrative or disciplinary functions, or any activity sponsored or approved by the Board; Physical or verbal abuse of, or threat of harm to, anyone on property owned or controlled by the District or at functions sponsored or supervised by the District; Damage, threat of damage, to property of the District, regardless of location, or property of a member of the community or a visitor to the school, when the property is located on premises controlled by the District; Forceful or unauthorized entry to or occupation of District facilities, including buildings and grounds; Use, possession, distribution, or sale of drugs, alcohol, or other illegal contraband on District property or at school-sponsored functions, except as provided in District policy; Conduct or speech which violates commonly accepted standards of the District and that, under present circumstances, has no redeeming social value;
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Failure to comply with lawful direction of District officials, security officers, or any other law- enforcement officers acting in performance of their duties, or failure to identify oneself to such officials or officers when lawfully requested to do so; The carrying or possession of a weapon on school grounds unless they are peace officers or have obtained specific authorization from the appropriate school administrator; A knowing violation of District policies and regulations; or any conduct violating any federal, state, or city law or regulation. In general, all staff members will: Maintain order and carry out all orders given by the Superintendent concerning maintenance of order; Dress and maintain a general appearance to reflect their position and so as not to be detrimental to the educational program of the school; and Immediately report to the Superintendent, or to a principal who is their immediate supervisor, a violation of A.R.S. 13-3411 when they observe a person present in a drug-free school zone who: o Possesses or uses marijuana, peyote, dangerous drugs, or narcotic drugs; or o Is intentionally present in a drug-free zone for the purpose of selling marijuana, peyote, prescription-only drugs, dangerous drugs, or narcotic drugs.
Employees who violate these rules may be subject to warning, reprimand, suspension, or dismissal. See Policy GBEB or GBEB-R.
Conduct with a Student
Employees are expected to exercise general supervision over the conduct of students, not only while in the classroom, but also while on school property before and after school and during recess. Relationships between staff members and students that include “dating,” “courtship,” or “romantic involvement” are prohibited. Staff and student relationships shall reflect mutual respect between staff members and students and shall support the dignity of the profession and educational process. Violations of policy may result in disciplinary action, including dismissal. See Policy GBEBB
Young staff especially may be subject to inappropriate attention from students. Please be reminded that what we consider to be part of being a good teacher –being friendly, showing concern for students, relating to student—can be easily misconstrued. This is especially true when the age difference between student and teacher is small, students can make the mistake of thinking of the teacher as a peer.
Staff knows engaging in sexual relations with students, or buying alcohol for or drinking with students is not only completely unacceptable, it is illegal. What a staff may not realize is that a simple gesture, such as a congratulatory hug, is borderline behavior that should be checked. What follows is a blueprint for how to prevent inappropriate attention from occurring in the first place, and to put a lid on exposure if it does occur. These are rules of propriety that are imposed upon all staff.
No hugs or kisses, even on the cheek or the top of the head. Stick to handshakes and high-fives. Require students to use proper greetings, such as Mr. Smith or Ms. Jones. No first names are allowed. No dating of a student ever, even if the student is 18. Avoid being alone with a student. If it is impossible, keep the classroom door wide open and sit near it. Ask a colleague to walk by once in a while. Document any situation that could potentially come back to haunt you. Report it to the principal or other appropriate administrator. Do not ask about students’ personal lives, especially regarding dating and social activities. Never socialize with students outside of school to include web based sites.
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Respect personal space. Instead of sitting side-by-side or leaning over a student, sit across a desk from each other. Do not give or accept gifts. Beware of doing favors, such as offering a ride home. Better to stay with the student, in public until his/her ride arrives. Do not comment on a student’s body or figure. If a student is dressed inappropriately please send to the office. It is perfectly acceptable for a teacher to feel uncomfortable about a student’s dress and not allow it in his/her classroom.
The above may be overly correct and should be tempered with good sense but it is better to be safe, than to lose a job, a career, be in court, or be in the headlines.
The Arizona Department of Education has published guidelines to help educators in the state comply with statutes which require them to report alleged or suspected cases of sexual misconduct by educators against minors. District procedures require you notify an administrator immediately of alleged or suspected cases. Reporting to an administrator is not enough. After reporting to the administrator, you have an obligation to make a report to ADE. The following is a summary of several sections from the guidelines:
A report must be made in writing or by e-mail to the state education department’s investigative unit as soon as is reasonably practicable, but no later than three business days after the person first suspects or receives an allegation of misconduct. All school district superintendents and chief administrators of charter schools are required to make such reports. The standard for making a report is a reasonable suspicion or receipt of a reasonable allegation. School personnel are not required to investigate allegations of misconduct prior to making a report. The best policy is to report the allegation to the proper authorities if it is unclear what should be done. Reporting statutes grant those making reports immune from civil damages, provided that the report was made in good faith. Failure to comply with any part of ARS 15-514 constitutes ground for disciplinary action by the Governing Board. Disciplinary action may include censure, suspension, suspension with conditions or revocation of an individual’s teaching credentials.
Social Networking
Networking Web Sites and/or Blogs Professional standards dictate an adult should never be alone with a student in an isolated space (e.g., one student, one teacher together in a classroom with the door closed after school operating hours). This is true in online environments as well. Even though blogs, social networks, and Web sites such as Facebook, Snap Chat, Twitter, Instagram, LinkedIn, YouTube and other emerging sites are exciting new channels to share knowledge and connect with others, guidelines must be used to effectively protect personal and professional reputation.
Social networking sites such as Facebook are structured to be closed environments, and as such the Coolidge Unified School District does not allow students and teachers to use them to communicate with one another.
District employees are required to maintain professional relationships with students. To maintain this professional relationship, employees shall not “friend” or accept personal Facebook, Twitter or other third-party social media requests from students. Redirect students to school related social media sites approved by the District.
District/Professional Use of Internet/Social Networking/Blogs, Etc. The following best practice guidelines have been developed from other districts, online and industry sources. 33
First and foremost, it is vital that when participating in Internet social media, in a professional capacity, you are honest who you are and are thoughtful before you post.
For District/business related use of such resources: Accessing inappropriate web sites during work hours, or using your district e-mail address or resources inappropriately may result in disciplinary action. You must identify yourself and your position with the District. Never create an alias and never be anonymous. Misidentifying yourself or providing false information may result in disciplinary action. The coolidgeschools.org address attached to your name implies you are acting on behalf of the District and as such, you are expected to conduct yourself as a professional. When using a District E-mail address and/or equipment to participate in any social media or professional social networking activity (such as LinkedIn and others), your actions are public and employees will be held fully responsible for any and all activities. Any information shared via social networking sites and/or blogs regarding the business of the District, is considered public record. Do not post confidential or proprietary information about the District, its students, alumni or employees. Use good ethical judgment. By their very nature, social media Web sites and blogs are not private. Internet search engines can find information years after it was originally posted. Comments may be forwarded or copied and archival systems save information even if you delete the post. If you feel angry or passionate about a subject, it may not be the time to share your thoughts in a post – you should delay posting until you are calm and clear-headed. Thoroughly spell and grammar check your content before you post. Citizens expect educational employees to set a good example when they write and speak in public. Content never disappears entirely once it is posted, so it’s important you correct any errors as soon as you can. Since transparency is important, admit your mistake, apologize if necessary, correct it and move on. Remember you are writing for publication, even if it’s just for a social networking Website. Refrain from making unsubstantiated statements and avoid careless comments, such as “research shows” unless you also provide full citations of their search. Always represent the District in a positive and respectful manner.
Personal Use of Internet/Social Networking/Blogs, Etc. The personal use of social networking sites or blogs creates the risk of affecting your professional career whether you want it to or not. To that end, it is vital you conduct yourself in such a way that it doesn’t adversely affect your position with the District.
An employee should not expect personal social media communications marked as “private” to remain private. It is not uncommon to have information in personal “private” social media sites disclosed to the District by a person within the person “private” group, and the District may investigate the information further.
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The following guidelines have been developed:
If you participate in a social networking site for personal use, you may choose to identify yourself as an employee of the District. If you do, you must state you are expressing your own opinion, not that of the District. If you identify yourself as a District employee, remember, your actions will reflect not only on you, but on the District as well. If you identify yourself as a District employee, readers will associate you with the District, even with the disclaimer that your views are your own. Never pretend to be someone else and post information about the District. Tracking tools enable supposedly anonymous posts to be traced back to their authors. Do not use the District’s Official Seal or individual school logos, athletic logos, mascots or any other such graphic representations or images – including photographs – during your personal online activities (Website, blogs, etc.) or on any personal sites. Weigh whether a particular posting puts your effectiveness or position at risk. If you post information or comments not related to the District, your activities may still result in professional and/or personal repercussions. Such actions include, but are not limited to: Posting of photographs, regardless of the content, which could be considered offensive to other parties and be a violation of state and/or District rules and policies; Posting of information that is considered to be proprietary, copyrighted, defamatory, libelous or obscene (as defined by the courts) may be a violation of state and/or District rules and policies. Exercise caution with regards to exaggeration, colorful language, guesswork, legal conclusions, and derogatory remarks or characterizations. You do not have control of what others may post on social networking sites; therefore, be aware that your conduct in your private life may affect your professional life. Be vigilant about what others post about you or on your page and, if necessary, take steps to remove comment which pose a risk to you or the District. It is inappropriate for District employees to communicate with current students enrolled in the District on any public social networking site (Face book, Twitter, personal email, etc.). This includes becoming “friends” or allowing students to access your personal page to communicate. Do not accept students as friends on personal social networking sites. Decline any student- initiated friend requests. Do not initiate friendships with students. Remember that people classified as “friends” have the ability to download and share your information with others. Post only what you want the world to see. Imagine your students, their parents, your administrator, visiting your site. It is not like posting something to your website or blog and then realizing a story or photo should be taken down. On a social networking site, once you post something it may still be available, even after it is removed from the site. Do not discuss students or coworkers. Do not make any statements regarding the school or District unless supported by facts. Visit your profile’s security and privacy settings. At a minimum, educators should have all privacy settings set to “only friends”. “Friends of friends” and “Networks and Friends” open your content to a large group of unknown people. Your privacy and that of your family may be a risk. Employees may not create “personal” Web pages, etc. that permit social interaction with current students enrolled in the District. This does not include “professional” Web pages that may be used for work related reasons (homework blogs, school sports teams, etc.) All postings on work related Web pages that are related to District business are public record and must be maintained as required by law. Employees are encouraged to consult with Human Resources to create a Web page related to their activity that can be made a part of their location’s own Web page.
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Employees should notify parents of their intention to use this media to communicate with the student and the intended purpose of such communications. All ethical and legal expectations for appropriate employee/student relationships should be followed. Employees are not to provide their personal email address to students currently enrolled in the District. Employees should only provide their official District email address (this address can be accessed via computers at work, at home and on personal digital assistants and Smartphone’s) as a way to communicate with students or parents regarding District and/or school related business. During the work day, employees are to refrain from participating on any social networking Web site for personal reasons, even from personal equipment (i.e. their own Smartphone, iPad, iPhone, laptop, netbook, etc.) Employees should avoid posting personal comments – on their page or someone else’s page – no matter whose equipment it is during lunch time and/or breaks since such activities will leave time-stamps that could be misinterpreted by others. If a staff member learns of information, on the social networking site, which falls under the mandatory reporting guidelines, they must report it as required by law.
The very nature of the internet and social networking sites are that they are ever changing. The above guidelines are intended to provide direction if you choose to use social networking sites and/or blogs for either personal or professional reasons.
PERSONNEL RECORDS
It is the duty and the responsibility of each certificated employee to keep their certification current. All documents within a personnel file are confidential, and access to personnel files will be limited to authorized District officials and employees.
Employees may review their own files by making written requests to the Superintendent or Director of Human Resources. Documents within a personnel file may be reviewed by the public only to the extent that disclosure is compelled as a public record.
PREP HOURS
Prep hours are used for planning, preparing and parental contact. There are numerous times parents and administrators need to contact a teacher during this time. Therefore, if teachers should find it necessary to leave campus during their prep hour, please sign out with the front office.
Because the substitute pool is limited, it is necessary to ask teachers to cover their colleagues’ class. Every effort will be made to keep these requests to a minimum and the assignments will be on a rotation basis.
RESIGNATION
All resignations or requests to be released from contract shall be presented in writing to the immediate supervisor for consideration by the Governing Board for approval. A teacher who resigns contrary to this policy shall be deemed to have committed an unprofessional act and be held responsible for liquidated damages. See Policy GCQC.
Liquidated Damages
When a teacher or administrator resigns prior to the end of a contract term, or otherwise fails to honor an employment contract which has been signed, there is a loss of continuity in instruction in the classroom and in the leadership at the site or district level. The Governing Board believes that the teacher should be present in 36 the classroom and the administrator should be present at the site or district to carry out their duties and provide a stable learning environment. None-the-less, the District realizes that certain circumstances may make it necessary or advantageous for the employee to request that the Governing Board allow the professional staff member to be released early from his/her contract obligation. These situations may include, but are not limited to, reasons of health, family emergency, or transfer of a spouse, or situations where release of the professional staff member may be in the best interests of the District.
Any professional staff member who wishes to apply for a release from a contract shall submit a request to the Superintendent as promptly as possible. The Superintendent shall inform the Board and evaluate the request. Liquidated damages may be assessed based on certain factors, including but not limited to:
Recruitment expenses, including, but not limited to: Prior and additional advertising for the position; Employee time used in the recruitment and replacement process; Indirect cost of recruitment and replacement, including travel, lodging, food, and communications. Certification endorsements beyond a standard teaching certificate; i.e., special education, English As A Second Language, reading, etc. Difficulty of finding a qualified teacher in a specific subject area; e.g., high school science or math. Lost opportunity to employee candidates available at the time of initial recruitment.
District personnel time necessary to coordinate and provide class(es), substitutes, and ancillary assignment changes, as well as orientation of the new employee.
If the Board concurs with the Superintendent's recommendation, the resignation will be approved contingent upon payment of the liquidated damages. If the District owes the professional staff member additional salary amounts as of the effective date of the resignation, the District may withhold all or any part of these liquidated damages from any amount payable to the employee after receipt of the resignation or a failure to report for duty, and may take any reasonable action, including filing suit, to collect the liquidated damages. The employee shall reimburse the District for any collection fees, attorney fees, court costs or other reasonable expenses incurred by the District to collect the amount owed as liquidated damages.
If the District does not owe the employee additional compensation, any amount of liquidated damages assessed by the Board shall be paid by the staff member to the District prior to the Board’s acceptance of the resignation of the staff member and the release of the staff member from the employment contract. This payment shall be made in the form of a Money Order or Cashier’s Check.
If the employee is not willing to bear the liquidated damages, the employee will be expected to serve out the term of the contract or be subject to sanctions under the provision of Arizona statutes and/or the District contract.
A staff member who resigns contrary to this policy shall be deemed to have committed an unprofessional act and shall be subject to the penalty as provided under Arizona Statutes and the State Board of Education regulations.
Any professional staff member who intends to resign by the end of the contract term, or who resigns prior to signing a subsequent contract, should submit a resignation to the Board for approval.
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SECONDARY EMPLOYMENT
While the District understands that employees may need to find additional employment opportunities, you are required to notify the Human Resources Department if you have a second job. Your employment with the Coolidge Unified School District will need to be your primary job and any outside employment must not conflict with your daily working schedule with the District.
VOLUNTEERS
Coolidge Unified School District welcomes and appreciates community members who wish to volunteer with the District. The following procedures are designed to help maintain an active volunteer list within each School and the District. Volunteers must pay their own fingerprinting fee.
1. Anyone interested in volunteering must complete a Volunteer Application which is available at each school location.
2. Volunteer applicants can indicate if they are interested in a particular school or if they are available district-wide. Applicants may also indicate if they have a particular function, sport or class in which they are interested.
3. Upon completion of the Volunteer Application, designated site personnel will complete the “Site Recommendation” section of the application, complete reference checks, and return the completed Volunteer Application Form to the Human Resources Department.
4. Once the Volunteer Application Form has been reviewed by Human Resources, applicants will be contacted by Human Resources to finalize the process.
5. All volunteers must be fingerprinted prior to being on-site. If a volunteer is fingerprinted by the District, the fingerprint card will be considered valid for up to four (4) years. The District reserves the right to re-fingerprint a volunteer at any time. Any volunteer who is arrested after being fingerprinted is required to report it to the Human Resources Department within 24 hours. The cost for fingerprinting is $20, payable to AZDPS, by money order or cashier’s check and is paid by the volunteer.
6. Upon receipt of fingerprint clearance, site personnel will be notified of applicant approval and an updated Volunteer list will be sent to all sites. Fingerprint Clearance from the Department of Public Safety takes approximately 6-8 weeks, so please plan accordingly.
7. Volunteers will report to the Site Administrative Office for assignment and will log in and out each day of service. A green volunteer badge will be worn by all fingerprinted volunteers whenever they are on campus. A red volunteer badge will be worn by all non-fingerprinted parents or guardians visiting campus.
8. Parents or Guardians wearing a red badge will be allowed to volunteer only in their child’s classroom. They cannot be asked to accompany other students out of the classroom. They cannot be left alone with other students in the absence of the teacher.
9. Red badge volunteers may be allowed to go on field trips with their child at the Principal’s discretion and at their own expense. However, teachers will not allow red badge volunteers to be placed in an unsupervised situation with other students. Red badge volunteers will need to provide their own transportation to and from events and pay for any admission.
10. All Volunteers must be supervised by a Coolidge Unified School District Employee. 38
WORKMAN’S COMPENSATION PROCEDURES
The Arizona Alliance for Workers’ Compensation has instituted a nurse triage program. The purpose of the program is to provide injured employees with the appropriate level of care as soon as possible. All injuries, regardless of severity, must be reported to the site administrator or designee, prior to the end of the business day in which the injury occurred. An incident form should be completed for minor bumps and scrapes. All other injuries are to be reported to the nurse hotline.
How does the nurse triage program work?
Members will report claims by calling 1(888) CLAIM-89 (1-888-252-4689), press 2 if medical treatment has not occurred or press 3 if medical treatment has already occurred. Ideally, both the injured employee and the supervisor will participate in the call. As calls are received for triage services, the in-house triage nurse will assess the injured employee over the phone. The nurses will then either: (1) provide at-home care advice to the injured employee; or (2) refer him/her to a nearby district-preferred occupational medical facility.
When the triage nurse recommends at-home care, the District will receive a copy of the triage encounter report with the nurse’s recommendations to the injured employee. When the call is made after medical treatment is provided, an Employer’s Report of Industrial Injury form would be filled out by Alliance staff and the claims adjuster will contact both the District and the injured employee.
What if the injured employee who was given at-home care instructions ends up seeking medical treatment sometime later?
The injured employee and/or the District would report the claim by calling the 888 number and pressing 3 in response to the prompt.
What if the injured employee goes to the medical facility without calling the triage nurse?
The Alliance realizes that some injuries may be too severe for the injured employee to take the time to call the triage nurse. In those cases, injured employees will go directly to the medical facility to receive care. District staff, however, will need to report the claim as soon as possible, between the hours of 7:00 a.m. and 4:00 p.m., by calling the nurse triage number: 1(888) CLAIM-89, or 1 (888) 252-4689, and pressing 3 in response to the prompt.
The below list is of injuries that Alliance staff considers severe or urgent enough to warrant seeking immediate medical treatment without first calling the triage nurse. amputation of any extremity; active bleeding, that is, bleeding that has not stopped after 10 minutes of pressure and ice; head trauma (with or without loss of consciousness); shortness of breath caused by anaphylactic reaction to a bee sting, or to other allergic reaction; laceration that exposes tendons; and any decrease in level of consciousness related to an injury.
What if we have staff working after normal school hours or on the weekends?
The nurse triage phone number will still be available during after-school hours and on the weekends. Injured employees would call 1-888-252-4689 and go through the same triage process with a nurse.
HUMAN RESOURCES MUST BE CONTACTED IMMEDIATELY WHEN TRANSPORTATION BY AN AMBULANCE IS REQUIRED.
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STUDENTS
POLICIES AND PROCEDURES
ACCIDENTS - STUDENTS
If a student under your jurisdiction has an accident during the school day or on a school sponsored activity, an accident report must be filled out giving a detailed account of the circumstances and disposition of the case, together with any property damage involved. This must be turned in to the school or site on the day of the accident, or the following morning. Injured students should be sent to the health office immediately.
If you judge the injury is severe and requires immediate attention, call 911, the school nurse or school health aide, and an administrator, in that order. When speaking to a 911 operator, it is important to be specific while describing the location of an accident.
CHILD ABUSE REPORTING – Department of Child Safety (DCS) – formerly CPS
Failure to report is a violation of Arizona State Law and punishable by fine or jail time.
What must be reported? (ARS 13-3620; 13-1404; 13-405; 13-406; 13-1410; 13-3552; 13-3553; 13-3212; 8- 201; 36-2281 Any suspected physical, sexual, or emotional abuse, medical nutritional neglect or improper supervision. This includes the electronic transmission of “harmful” material. Any non-consensual sexual contact with a minor. Any contact involving a minor 13 or under whether the minor consented or not. Any sexual intercourse or oral sex between student and adult regardless of consent (a person 18+ and not enrolled in high school is considered an adult. A person 18+ and still enrolled in high school does not apply) If sexual contact with consenting students above the age of 14 – law does not apply. Incidents must be reported no matter how long ago the incident occurred. Any non-accidental injury (unexplainable) including any injuries from fights, pushing, etc. even between kids. DEFINITELY if it results in medical intervention.
When report is required? When a child disclosed to you. When unexplained injuries lead you to suspect abuse. When a third party discloses - If this occurs, you are not to contact the child unless you feel the child may need medical intervention. Call DCS – 888-767-2445 WHEN IN DOUBT, REPORT.
When a child discloses: Provide a safe environment. Listen, do not make assumptions. Make no promises. 40
Document exact quotes. But supportive, not judgmental. Ask only four questions What happened? Who did this to you? Where were you when this happened? When did this happen?
These four questions provide essential information. We are NOT conducting an investigation. Asking additional questions may very well contaminate a case and prohibit or prevent prosecution. If a child starts to disclose to you, do not stop him/her or refer him/her to someone else. He/she has chosen you for a particular reason. Allow him/her to disclose and then your report. Disclosure is usually just the tip of the iceberg.
Procedure for reporting:
Call 1-888-SOS-CHILD (1-888-767-2445)
A person furnishing a report, information, or records required or authorized under Arizona Revised Statutes or a person participating in a judicial or administrative proceeding or investigation resulting from a report, information or records required or authorized under Arizona Revised Statutes shall be immune from any civil or criminal liability by reason of such action unless such person has acted with malice or unless such person has been charged with or is suspected of abusing or neglecting the child or children in question.
Professional privilege, provided for by professions such as the practice of nursing or psychology covered by law or a code of ethics regarding practitioner-client confidences, both as they relate to the competency of the witness and to the exclusion of confidential communications, shall not pertain in any civil or criminal litigation in which a child’s neglect, dependency, abuse, or abandonment is an issue, nor in any judicial or administrative proceeding resulting from a report, information or records submitted pursuant to the Arizona Revised Statutes nor in any investigation of a child’s neglect or abuse conducted by a peace officer or the Child Protective Services of the Department of Economic Security.
A person who fails to report abuse as provided in A.R.S. 13-3620 is guilty of a class 1 misdemeanor.
Any staff member or Governing Board member who reasonably suspects or receives a reasonable allegation that a person certificated by the Department of Education has engaged in conduct involving minors that would be subject to the reporting requirements of section 13-3620 shall report or cause reports to be made to the Department of Education in writing as soon as is reasonably practicable but not later than three (3) business days after the person first suspects or receives an allegation of the conduct.
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CHILD ABUSE REPORTING PROTOCOL COOLIDGE UNIFIED SCHOOL DISTRICT #21
Employee/Volunteer Suspects Abuse 3rd Party Suspects Abuse
Using CUSD #21 Suspected Child Abuse/Neglect Report Form, Ask 4 Questions: 1. What happened? 2. Who did it? 3. When did it happen? 4. Where did it happen?
If SEXUAL ABUSE is RD reported by a 3 PARTY, do not ask 4 questions
If NEGLECT or MENTAL ABUSE If PHYSICAL ABUSE or SEXUAL is suspected ABUSE is suspected
Call Department of Child Safety (DCS) Call Police IMMEDIATELY for abuse by a person living IMMEDIATELY. Never delay a outside the victim’s home. telephone/online report until the next day. Call Police and DCS IMMEDIATELY for abuse by a family 1-888-767-2445 member or other person living in the home. 1-888-767-2445
Coolidge Police Department: 520-723-5311 Pinal County Sheriff – San Tan Valley: 520-866-5280
Submit the Coolidge Unified School District #21 Suspected Child Abuse/Neglect Report Form to the investigating agency within 72 hours. This form is available in the Nurse’s Office.
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FERPA (FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT)
Educational Record is defined as records that contain information directly related to a student and which are maintained by an education agency or institution OR a party acting for the institution.
Examples of Records: Handwritten or typewritten information Tapes, film, or video Computer records Attendance records Test scores Psychological records Application for admission Health information Teacher & counselor evaluations
The question remains open if a teacher’s grade book is an educational record. To avoid a violation of FERPA, the safest course is to consider the teacher’s grade book to be an educational record.
Personally Identifiable (Or non-releasable information) Includes all information, not defined as directory information, that the student has instructed the LEA not to release; personally identifiable information may not be released without the prior written consent of the parent or eligible student, except to the extent that FERPA authorizes disclosure without consent. Legitimate educational interest is a school official that has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Access to Records: Parents or eligible students have the right to inspect and review all of the student's education records maintained by the school. Schools are not required to provide copies of materials in education records unless, for reasons such as great distance, it is impossible for parents or eligible students to inspect the records. Schools may charge a fee for copies. Records Correction: Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record. What can be Disclosed: FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31): School officials with legitimate educational interest; Other schools to which a student is transferring; Specified officials for audit or evaluation purposes; Appropriate parties in connection with financial aid to a student; Organizations conducting certain studies for or on behalf of the school; Accrediting organizations; To comply with a judicial order or lawfully issued subpoena; Appropriate officials in cases of health and safety emergencies; and State and local authorities, within a juvenile justice system, pursuant to specific state law.
Custodial Issues: In a dispute over parental authority, look at the domestic court ruling or require the parties to obtain clarification from the domestic court.
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Easiest Way to Comply: Keep papers containing student information face-down; Minimize your computer screen when someone comes into your classroom or office or move your screen so that information is not viewable by others; Lock your computer screen if you must step away from your desk; Place documents in a drawer or file cabinet so they cannot be seen by a casual observer; Shred all papers containing student information when you no longer need those papers; Lock your classroom or office when you leave it. To Avoid FERPA regulations do not: At any time, use the entire social security number or ID number of a student in a public posting of grades; Ever link the name of a student with that student’s social security number or ID number in any public manner; Leave graded tests in a stack for students to pick up by sorting through the papers of all students; Circulate a printed class list with student name and Social Security number, ID number, or grades as an attendance roster; Discuss the progress of any student with anyone other than the student or parent (if the student is not an “eligible student”) without the consent of the student; Provide anyone with student schedules or assist anyone other than the parents or those with a “legitimate interest” in locating a student on campus.
Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. FERPA Websites: The United States Government http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html http://www2.ed.gov/policy/gen/guid/fpco/ferpa/students.html
Arizona State University https://students.asu.edu/policies/ferpa
FIELD TRIPS
Field trips must be planned within the context of the school program and must be appropriate for the age level, grade level, and curriculum. Due to limitations imposed by local conditions, field trips may be limited by the Superintendent. All field trips must be specifically approved by the Superintendent long enough in advance so arrangements can be made prior to the trip. No student shall be required to pay for participation in an approved field trip, and all students eligible to participate shall participate in educational field trips. Before any student is taken from school grounds on a field trip, written permission must be obtained from the parents or legal guardians. Transportation shall be provided only by District vehicles, driven by authorized personnel.
In general, field trips shall be conducted within the normal school day. Longer trips or overnight trips must have Governing Board approval. The District will not sponsor, approve, support, or encourage field trips that do not meet the criteria outlined in this policy, unless the Board gives approval after a presentation justifying the specific need for the exception. See Policy IJOA
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SNACKS
Snacks brought from home to share with students cannot be homemade. This is due to the unknown factors, such as, lack of a food label, food allergies, and sanitation in preparation.
SUPERVISION OF STUDENTS
Teachers are expected to be in the classroom during the class period. Classes should never be without the teacher's supervision whether they are being conducted in the classroom, athletic field, labs, off campus activity, etc.
Teachers are expected to supervise areas adjacent to their classrooms, including the halls before school, after school and during passing periods. Teachers are expected to assist in campus supervision even when not specifically assigned to an area. As you move around the campus, please be alert for any problems that may occur and settle them immediately, if at all possible. Report these incidents to the administration if further action is required.
Teachers are not to allow students to leave campus for any reason.
It is the responsibility of every teacher to have control of all the students in his/her class during the entire period. Teachers are not to dismiss individual students or the class as a whole before the period has ended.
TRANSPORTATION OF STUDENTS
Students are NOT to be transported by employees in their personal vehicles.
MOVIE VIEWING PROCEDURES (see Appendix H)
Movies and videos can prove to be positive instructional activities. However, the performances of such are controlled by the Copyright Act. Unless a movie or video is released with an express license authorizing the performance in a classroom situation aligned with face-to-face instruction, (such as those accompanying a textbook adoption), a special license must be purchased. Infringing on this copyright act can result in damages ranging from $500 - $20,000, or even greater financial damages and/or jail time. (law.wlu.edu/students/page.asp?pageid=91) There are no general educational exceptions for these performances. Additional guidelines can be found at http://www 2.wlu.edu/x36055.xml
Any movie or video shown as part of an instructional activity must meet this minimum criteria: Not be shown in its entirety; Align with academic content; Not be for entertainment purposes only Be shown in the course of face-to-face instruction; Must be licensed for this particular type of showing; Must be in the “public domain”.
To determine whether your situation can be deemed a public showing consider these two questions here:
Are you going to show the movie to anyone other than your family or a small group of friends? Are you going to show the movie in a place that is open to anyone other than your family or a small group of friends (e.g.. a classroom, summer camp, public library, daycare facility, parks and recreation department, or church)?
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An answer of “yes” to either of these questions means this will be deemed a “public showing” and is subject to licensing.
You will NOT need a public performance license if you can answer “yes” to the following three questions:
Will you be showing the movie as part of live face-to-face teaching activities in a classroom or similar place devoted to instruction, and do you have a legitimate copy (purchased, nor copied from any other performance)? Did the movie come with an express license specifically authorizing you to show the movie in the manner intended? Is the movie in the public domain?
Coolidge Unified School District Governing Board Policy I-6300 IJND states that “there is educational value in utilizing movies and videos in classrooms only when such movies or videos extend and/or reinforce the concepts being taught and have been planned for in advance.”
Coolidge Unified School District Governing Board Regulation I-6311 IJND-R states that movies and videos with any rating other than G for general audiences of all ages are not to be shown except when:
The movie or video has first been previewed by the teacher or other certified staff member. The movie or video has been determined to not contain material that is objectionable or inappropriate for the age group to which it is intended to be shown. The responsible site administrator has approved the use of the movie or video prior to its showing. The responsible teacher or other certified staff member has provided advance written notification to each student’s parent(s), or other responsible adult, of the title of the movie or video and the date on which it will be shown. A student whose parent(s) or other responsible adult has provided written or verbal notice of their disapproval will not be permitted to view the movie or video. Parents have the right to request that their child not view any movie or video, regardless of its rating or the purpose for which it is to be shown. A student will not be penalized for not viewing this video or video and an alternative assignment may be provided.
The District has created a permission slip for showing any movie or video in a classroom setting. See Appendix H.
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FACILITIES AND TRANSPORTATION
POLICIES AND PROCEDURES
BREAK-INS, BURGLARIES, VANDALISM
Please notify an administrator immediately if there appears to have been a break-in, theft or vandalism. Check to determine if anything has been disturbed. Since the police are notified of all incidents of this nature, please do not disturb any evidence until cleared by an administrator.
FACILITY USE
Any person or organization wishing to use district facilities must contact the Director of Business Services.
The Coolidge Unified School District may allow groups or individuals to use school facilities in accordance with A.R.S. 15-1105. Use of facilities by outside groups or individuals must first be approved by the Governing Board, or their designee. All request for such use shall be in writing on forms furnished by the District and executed on behalf of the Governing Board. A lessee, by entering into a contract, shall thereby waive any claim against and shall indemnify, save and hold harmless, the Coolidge Unified School District and its agents and employees against claims of any and all persons for injury to persons or damage to property arising out of lessee's use of the facilities. All facility requests must be initiated at least two (2) weeks, but not more than one (1) year prior to the date(s) requested. No request will be acted upon for succeeding school year until after the school calendar is set.
Insurance The Coolidge Unified School District will require a certificate of insurance from the individual or organization requesting use of District facilities showing that the individual or organization has in force one million dollars ($1,000,000) of public liability and property damage insurance. This policy must name the District as an additional insured and must cover any and all use of school property by or under the sponsorship or control of the individual or organization. Responsibility for obtaining such insurance coverage rests solely with the individual or organization requesting use of District facilities. Lessee shall report to the principal of the facility involved any losses or damage to District property. Lessee shall pay for any and all loss or damage to District property arising out of lessee's use of facility.
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Coverage No outside group may use District facilities unless a District employee is on duty or on call.
User Groups Class I This category of user is exempt from facility rental fees, but is subject to all personnel and other out-of-pocket costs incurred by the District. This class includes: Organizations directly associated with the District, and conducting activities for the District school age children. Examples include staff and student groups or clubs, school teams, site councils, PTA/PTO, booster clubs, et cetera; Youth organizations (i.e., Boys/Girls Clubs, YMCA, Scouts, Campfire, Little League, Pop Warner, Soccer, et cetera), Rotary, Lions, et cetera;
Note: Requirements for this class may be: State tax identification number other than a social security number; A copy of Articles of Incorporation indicating a nonprofit organization in "good standing"; Units or elected officials of federal, state, or local government, or local civic groups when conducting community or official business within the District. This includes the City of Coolidge and Pinal County for which reciprocal agreements have been executed; and Groups of District departments conducting staff development, in-service, or other job-related training classes primarily for District personnel, and at the request of a District administrator.
Class II This category is for non-school sponsored, nonprofit service organizations whose academic or recreational activities do or do not involve District school age children. This category of user is also subject to all personnel and other out-of-pocket costs incurred by the District. Equipment rental fees apply to this category of user. Included in this class are: Churches and religious groups; Home Owners Associations; and National or state educational organizations using District classrooms for instructional purposes.
Class III This category of user is subject to facility rental fees as well as all personnel and other out-of-pocket costs incurred by the District. This class includes: Nonprofit groups who do not qualify under Class I or Class II (organizations whose academic or recreational activities involve District school age children); and All commercial, for profit individuals and organizations, regardless of the purpose of their use of facilities. Note: Any activity of a for profit organization for the purpose of donating profits or proceeds to the District or a public charity, does not change the rental fee rate from the Class III schedule.
NOTE: Staff members may not use the District facilities for purposes related to outside compensation. This includes, but is not limited to tutoring for compensation, unless they obtain permission for use of facilities under the appropriate class above.
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FACILITIES USE RATES All fees are due in advance, before a request will be approved. An invoice is available upon request.
All rates indicated are by the hour for a two (2) hour minimum.
Class I: Schools Class II: Non-Profit Class III: Activities for Profit
Facility Class I Class II Class III Classroom 0 $20.00 $45.00 Cafeteria (no kitchen use) 0 $35.00 $55.00 Governing Board Room 0 $35.00 $55.00 Gymnasium 0 $80.00 $120.00 Library: * High School 0 N/A N/A Middle School 0 N/A N/A Elementary 0 N/A N/A Stadium 0 $50.00 $250.00 With lights 0 $200.00 $500.00 Performing Arts Center (PAC)(see attached) West School Fields** 0 0 0 *The use of a library by a non-school organization is prohibited. ** Fields are open to the public. To reserve, a facilities request is required, including proof of insurance.
Special Services
Equipment may not be removed from campus, or rented for off-campus use.
If, in the opinion of the District, a custodian is needed for an event, the user will be charged regardless of user's classification.
Personnel Rates are by the hour, (four [4] hour minimum for each employee). Holidays, weekends, and outside scheduled work hours, rate doubles.
Personnel Class I Class II Class III Custodian/Grounds $25.00*** $25.00 $25.00 Technician/Maintenance $30.00*** $30.00 $30.00
Performing Arts Center (PAC) (see below)
**West School Fields ***If required outside normal work shift.
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Performing Arts Center (PAC) The base rental of Coolidge Unified School District Performing Arts Center for a two (2) hour minimum includes Director of Performing Arts Center, one (1) centered spotlight, one (1) microphone, stand or podium, custodial and utility fees. Rates are as follows: Non-Profit $75.00 Commercial $500.00 for the first five hours and $100 for each additional hour Additional Equipment: Microphone w/stand $10.00 p/day Spotlight (follow) $5.00 p/day Tables $2.00 p/day Chairs $0.50 p/day Video Camera $35.00 p/day (must employ camera operator also) Piano $25.00 p/day Risers (per section) $10.00 p/day (set-up by District personnel only)
Additional Facilities Greenroom $50.00 p/day Additional cost for labor: Light Board Operator: $30.00 p/hour Sound Engineer $30.00 p/hour Stagehand $15.00 p/hour Spotlight Operator $15.00 p/hour House Manager $30.00 p/hour Video Camera Operator $30.00 p/hour Any equipment needs not listed above, please contact the Director of Performing Arts Center. All services and rentals must be agreed upon in writing seventy-two (72) hours before rental. Any additional changes after that time will be charged a fifty dollar ($50) surcharge in addition to the rental fees.
EMERGENCY PREPAREDNESS
The Coolidge Unified School District highly values ensuring that staff and students are safe at all times. The first and best line of defense with maintaining a safe school environment is a well-trained, highly alert staff and student body. Recognizing this assumes school safely is everyone’s job - administrators, teachers, support staff, students, parents and other adults. A significant part of recognizing that everyone’s job is to maintain a safe school environment is to be well prepared for any possible emergency. Because of this we have developed individual site based emergency response plans that are clearly communicated to staff and we regularly practice these plans. It is critical that staff be expected to adhere to established District protocols in the areas of developing nonverbal de-escalation strategies, threat assessments, lockdown procedures, reunification, crisis management, Incident Command, hazardous materials, media protocols, and proper documentation of all. It is imperative that each staff member think and act cognitively, not emotionally at all times.
Fire Drills
Fire drills are conducted within the first ten (10) days of the school year and then on a monthly basis and will not be announced. Please refer to your classroom’s evacuation plan and inform all students of the procedure. Keep your door unlocked and take a hard copy of your class roster. When you arrive at your destination, please take roll. If not all students are accounted for, inform the administration immediately.
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KEYS
Keys will be distributed by the office staff at each site.
Do not loan keys to anyone, including students. Inform the site administrator and Director of Plant Operations immediately if keys are lost. Do not attempt to have a key duplicated. A charge for lost key(s) will be charged to employee at the applicable rate. Master Keys - $250 per key; All Other Keys - $100/key
All building, cabinet, and gate keys are the property of the school District. Teachers may not keep school keys over the summer. Keys will be available in the office during summer months for your use.
SAFETY Safety Rules, General It is the intent of the Coolidge Unified School District to limit the risk of injury to employees, students, and all others who may be present on school property by asking that staff members keep in mind the following safety rules. 1. Attend all training sessions on the handling of body fluids, following universal safety precautions at all times. See policy GBGCB-E 2. When lifting boxes, desks, supplies, etc., remember to lift with your knees, not your back. 3. Do not stand on desks or chairs to hang items on bulletin boards or from the ceiling. 4. Do not place heavy items on shelves higher than shoulder level. 5. Keep the windows and exit doors clear of obstruction in case of a fire. 6. Be conscious of safety hazards around the campus and report them quickly to the principal. 7. Do not permit horseplay, practical jokes, fighting or other disorderly conduct which may endanger any employee or student. 8. Be considerate of fellow employees; keep their safety in mind when working together. 9. Follow the proper procedures for transporting students to ensure their safety. 10. When in doubt of safe procedures for doing any task, it is always better to as than to risk injury. See policy EEAE/EEAG.
Safety Rules, Maintenance/Custodial/Transportation It is the responsibility of everyone to maintain the school grounds and building to ensure safety to all staff and students. The following safety rules will be followed by all members of the maintenance, custodial and grounds staff. 1. Keep work areas clean and orderly. Clean up all tools and equipment and put them up properly when a job is finished. 2. Be alert, watch for, and heed all warning signs and tags when working on such things as: Electric lines Water/Steam lines Gas lines Chemicals Power equipment 3. Report any unsafe conditions to the supervisor immediately, correct the situation if possible. 4. Appropriate clothing and safety wear must be used at all times, examples include: Gloves Masks 51
Safety glasses Hard hats 5. Horseplay, practical jokes, fighting or other disorderly conduct which may endanger any employee or student, or the operation will not be tolerated. 6. Do not perform any task unless you are trained and aware of the hazards associated with that task, examples include: Boiler repair Chemical use Equipment use 7. Practice safe work habits. When in doubt about performing a job safety, contact the supervisor for instruction and training. 8. Be considerate of fellow employees; keep their safety in mind when working together. 9. Always perform an assigned job in a safe and proper manner. Do not take short cuts. Taking short cuts, using excessive speed and ignoring established safety rules are leading causes of employee injury. 10. Follow safety lifting practices, if in doubt, ask for help. 11. Make sure all fire exits and fire doors are kept clear of obstructions. 12. Follow the proper procedures for transporting students to ensure their safety. This includes that all passengers in a vehicle must wear a seat belt. 13. Be conscious of safety hazards around the transportation vehicles and campus and report them quickly to the supervisor. This includes any equipment such as windows, tires, etc. that need to be repaired. 14. Maintain a schedule for inspections of vehicles and equipment to ensure all safety requirements are met. 15. Follow safety rules for each specific duty your job may require.
Employee Safety Any employee who is threatened with harm by an individual or group while carrying out assigned duties shall immediately notify the building principal or supervisor. Immediate steps, in cooperation with the employee, will be taken to provide reasonable precaution for the employee’s safety. See Policy GBGB.
SMOKING BY STAFF MEMEBERS, STUDENTS, OR OTHERS ON SCHOOL PREMISES
The possession or use of tobacco products, tobacco substitutes, electronic cigarettes, other chemical inhalation devices, or vapor products is prohibited in the following locations: School grounds. School buildings. School parking lots. School playing fields. School buses and other District vehicles. Off-campus school-sponsored events.
Under the provisions of A.R.S 36-798.03, a person who violates the prohibition is guilty of committing a petty offense.
TRANSPORTATION PROCEDURES
1. Transportation request forms can be obtained from the transportation department or your site administrative assistant. 2. They need to be filled out by the requestor, signed by the site administrator, and then received by transportation two weeks in advance of the approved trip.
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3. All site approved transportation requests, District vehicle requests, and new student transportation requests need to be scanned and emailed to “Transportation Department” email group. Please if at all possible do NOT fax. 4. The hard copy can then be sent via inter office mail to Support Services attention: Administrative Assistant. 5. Your request will be routed and ready for you on the scheduled time and day.
White Fleet Training
Any District employee driving a District vehicle needs to complete the White Fleet Training. This can be scheduled by contacting the Transportation Department at 520-723-2066.
Field Trip and Non AIA Events There is a $300 charge per day per bus for field trips and non Power Point or State Qualifying AIA events. There will also be a $50 charge per day for use of a Van or Mini-Bus for a field trip or non Power Point or State Qualifying AIA event. All of these events need to be approved by the Superintendent by using a Field Trip Request Form. Once it is approved, transportation will quote the charges in order for a Purchase Order to be obtained. Transportation will then finalize the process.
VISITORS
All visitors must check in with the front office staff of a site before being allowed on campus. Identification must be checked to match the signature. Visitors will be given a visitors sticker, and if necessary, escorted to their location.
WEAPONS
Any rumor about a dangerous instrument and/or weapon, contact the administration immediately. If in your professional judgment you believe the health and safety of others is in immediate jeopardy, call the police, and then contact the office.
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TECHNOLOGY
POLICIES AND PROCEDURES CELL PHONE USE (see Appendix I)
A school district-owned cell phone will be issued to a District employee when required by that employee’s job duties and as determined by the Superintendent or his/her designee.
Additionally, the following rules shall apply regarding the use of a District-owned cell phone: The District enrolls in a monthly plan that provides for up to a specific number of minutes available for use. When on a monthly basis, the use exceeds the allowable minutes, the employee will be responsible for all personal calls or other data use (text messages, internet), if any, charged that month, up to the total number of minutes that exceeded the monthly allocation. The employee is also responsible for any additional charges incurred during each month as a result of personal use, i.e., total calls. Excessive charges may be paid by employee by a personal check or deducted by payroll. The cell phone may not be used by anyone other than the School District employee.
Each employee assigned a district-owned cell phone must sign a Cell Phone Use agreement (see page 56-57).
HELP DESK PROCEDURES
To make sure your technology needs get met please follow the procedures as stated below.
1. Call IT Help Desk at extension 1000 or email at [email protected] 2. You may not get a live person when you call so leave a message or email with the following information a) Name b) Building c) Room Number d) Telephone Extension e) Best time to contact you f) Description of the problem 3. The IT Help Desk hours are 7am to 5:30 pm 4. If you email your request, please copy your administrator or supervisor so they are aware of your issues. 5. Please do not continue to call if you do not get a live person as this will tie up the phone lines. 6. You will receive an email from the help desk within 24 hours on the status of your request. 7. If you do not get a response within 24 hours, submit a second request. Again, copy your administrator or supervisor. 8. If you do not receive a response the second time, please send your request to the Director of Business Services.
TECHNOLOGY PURCHASING PROCEDURES
To make sure the District has technology that is compatible with the Districts network it is important that all technology, including computers, printers, smart boards, projectors, etc. are all approved by the technology department before submitting a purchase requisition. 1. Call IT help desk at ext. 1000 or email at [email protected]
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2. You may not get a live person when you call so leave a message or email with the following information: a. Name b. Building c. Room # d. Telephone extension e. Best time to contact you f. Description of the item(s) you want to purchase. Be very specific. 3. If you email your request please copy your administrator or supervisor so they are aware of item(s) you wish to purchase. 4. IT will give you a quote(s) on what will be the best product. 5. Submit your purchase requisition. Under the notes tab put the quote number and who you got the quote from. 6. Send a copy of the purchase requisition and the quote to the procurement specialist in the Business Services Department.
COMPUTER AND TECHNOLOGY ACCEPTABLE USE POLICY (see Appendix J)
Employees are required to sign a statement regarding acceptable use of District Information Technology (IT) resources. IT resources include, but are not limited to computer equipment, peripherals and email accounts. Computer users should be aware that the District retains the right to all information contained on any IT resource. The District may monitor equipment, systems and network traffic at any time. It is the staff member’s responsibility to ensure they do not engage in prohibited activities. It is against policy to stream live music or radio through the District’s internet system. Staff member’s breach of this policy shall be grounds for disciplinary action and may result in termination of employment. See Appendix I.
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APPENDIX A
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COOLIDGE UNIFIED SCHOOL DISTRICT #21 STUDENT ACTIVITIES MINUTES ENTRY FORM SECRETARY’S RECORD
The ______was called to order (Club/Organization) ______on ______(Time of Day) by______(Name of Student Leader)
There were ______members present.
List members in attendance: ______
______
______
Minutes of the previous meeting were approved as read (or as corrected): ______
The treasurer’s report was given. The balance on hand was $______(attach written report to minutes).
UNFINISHED BUSINESS:
Purpose of Unfinished Business: ______
______
Motion made by: ______Voted For: ______Voted Against: ______
Purpose of Unfinished Business: ______
______
Motion made by: ______Voted For: ______Voted Against: ______
NEW BUSINESS:
Purpose of New Business: ______
______
Motion made by: ______Voted For: ______Voted Against: ______
Purpose of New Business: ______
______
Motion made by: ______Voted For: ______Voted Against: ______
Meeting adjourned at (Date & Time): ______
Respectfully submitted by: ______, Student Club Secretary
______Club Sponsor Signature Date
Please Note: THIS FORM MUST ACCOMPANY ALL FUND RAISING REQUESTS, PURCHASE ORDER REQUESTS, CHECK REQUESTS AND TRANSFER OF FUND REQUESTS FOR ALL STUDENT ACTIVITIY CLUB REQUEST.
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APPENDIX B
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COOLIDGE UNIFIED SCHOOL DISTRICT #21 STUDENT FUND-RAISING ACTIVITIES FUND RAISING APPROVAL REQUEST FORM
School Site: ______Date: ______
Organization or Club: ______Account No.: ______
Sponsor (Faculty or Administrator): ______
Project __ Sales to student __ On Campus __ Off Campus Type: __ Sales to others: ______Direct solicitation (contributions) __ Activity – to make money __ Activity – Other: ______
Purpose of fundraiser: ______
Describe item or merchandise to be sold: ______Quantity: ______
Who will sell merchandise: ______Cost: ______
Describe activity fully (how it works): ______
Location of activity: ______
Date and time of activity: ______
Student time required: ______
Student work/activity required: ______
Teacher time required:______
Teacher work/activity required: ______
Merchandise supplier: ______
Who will be responsible merchandise: ______
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COOLIDGE UNIFIED SCHOOL DISTRICT #21 STUDENT FUND-RAISING ACTIVITIES FUND RAISING APPROVAL REQUEST FORM
A cash Collection Report/Deposit Inventory Log is required for all Fund Raising Approval Requests that sell items such as concession sales, bake sales, candy sales, t-shirt sales, school dances, yearbooks, gate receipts for sporting events and any other type of sales not mentioned above.
Pre-numbered tickets or pre-numbered cash receipts are to be used when selling tickets for sporting events, yearbooks, school dances, school plays, dance recitals and any other types of sales not mentioned above must be recorded on a Cash Collection Report/Deposit Inventory Log.
In case of concession sales, bake sales, candy sales, t-shirt sales, etc. an Inventory Log should be completed to keep track of sales and attached to the Cash Collection Report.
This is a required process. There are no exceptions.
(When completing this form, be sure to complete all areas before turning in your request. Any areas left incomplete will be returned to you for completion. Make sure that all signature areas have been signed.)
Other information: ______
NOTE: NO SCHOOL TIME (INSTRUCTIONAL OR NON INSTRUCTIONAL) MAY BE USED FOR FUNDRAISING ACTIVITIES.
APPROVALS NEEDED:
Student Club Officer: ______Date: ______
Club Sponsor: ______Date: ______
Student Council: ______Date: ______
Principal: ______Date: ______
Superintendent: ______Date: ______
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APPENDIX C
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COOLIDGE UNIFIED SCHOOL DISTRICT #21 AUXILIARY OPERATIONS/STUDENT ACTIVITIES PURCHASE ORDER REQUISITION
Requested by: Date: Club or Account Organization: Code:
Purpose for Goods or Services Requisitioned:
This purchase is in accordance with the approval recorded in meeting minutes of , 20 on file in principal’s office.
Signature of Student Council/Government Officer: REFLECTING MINUTES ACTIVITITY THE STUDENT OF COPY NOTE:
THIS PURCHASE MUST BE ATTACHED TO ALL 800 ACCOUNT ACCOUNT 800 ALL TO ATTACHED BE MUST THIS PURCHASE *Signature of Student Council/Government Sponsor:
*Signature of Sponsor:
Signature of Administrative Approval:
VENDOR: ADDRESS:
CITY, STATE, EXPENDITURES. ZIP:
Quantity Description Catalog or Item No. Unit Cost Extension
SUBTOTAL TAX FREIGHT/SHIPPING Actual, if known *Signatures required from Student Government Sponsor Or 10% of subtotal And Club Sponsor. TOTAL THIS ORDER
FUNDS CUSTODIAN USE ONLY
PURCHASE ORDER NUMBER: ______DATE: ______
SIGNATURE OF FUNDS: ______
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APPENDIX D
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COOLIDGE UNIFIED SCHOOL DISTRICT #21 AUXILIARY OPERATIONS/STUDENT ACTIVITIES DEPOSIT INVENTORY LOG
School Site:
Club Account Name: Club Account #:
Event Name & Date:
Total Deposit: Overage/Shortage:
NUMBER ITEM TO BE SOLD PRICE TOTAL SOLD
TOTAL
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APPENDIX E
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COOLIDGE UNIFIED SCHOOL DISTRICT REQUEST FOR ASSET TRANSFER OR CHANGE OF DISPOSITION FORM (Use this form to request location or disposition changes for equipment with fixed asset tags)
Transfer Request for Disposal Trade-in Lost Stolen Unsafe/Unused
From: (Initiating School/Department) School/Dept.: Loc #: Room #: Authorized Signature: Date: Phone Ext. #:
To: (Receiving School/Department) School/Dept.: Loc #: Room #: Authorized Signature: Date: Phone Ext. #:
Justification for Transfer:
Asset ID#: Item Description Serial #
Notes:
Business Office Use Only
Completed Visions Updated: Initials:
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Appendix F
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EXTRA CURRICULAR TAX CREDIT PROGRAM (Donations must be received or postmarked by December 31)
This program allows up to $200 state tax credit for single taxpayers or head of households. For married taxpayers that file a joint return, the credit cannot exceed $400. If married taxpayers file separate returns, each spouse may claim ½ of the credit that would have been allowed on a joint return. This is a credit against state tax liability – NOT a reduction from income. Deductions are based on a calendar year not a school year.
PICK A PREFERRED SCHOOL SITE and AMOUNT:
West School: $ ______
Heartland Ranch: $ ______
Hohokam School: $ ______
Mountain Vista: $ ______
San Tan Heights: $ ______
Coolidge High: $ ______
San Tan Foothills: $______
DESIGNATE YOUR GIFT:
____ Athletics – Girls and Boys (Volleyball, Football, Basketball, Softball, Cheerleading…) -please specify: ______
____ Arts – (Band, Drama, Choir, Visual Arts, School Plays) – please specify: ______
____ Clubs – National Honor Society, JNHS, FBLA, FFA, Academic Decathlon, Social Clubs, ROTC, Yearbook, Student Government & Others) – please specify: ______
____ Activities (Field Trips and Special Events) – please specify: ______
Please note: school supplies and classroom parties do not qualify for this credit.
Included is $ ______or Setup payroll deduction: ____ (CUSD employees only): One time deduction: ___ or Reoccurring: ____ ~Reoccurring deductions will be divided among remaining pays available prior to December 31~
Name: ______
Address: ______
City, State, Zip: ______
School Activity: ______
Please remit to: Coolidge Unified School District – c/o Business Services; 450 N Arizona Blvd – Coolidge, AZ 85128
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APPENDIX G
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SEXUAL HARASSMENT COMPLAINT FORM
Please print:
Name: ______Date: ______
Address/City/State/Zip: ______
Telephone: ______Another Phone where you can be reached: ______
During the hours of: ______
E-mail address: ______
I wish to complain against:
Name of person, school (department), program or activity: ______
______
______
Address: ______
Specify your complaint by stating the problem as you see it. Describe the incident, the participants, the background to the incident, and any attempts you have made to solve the problem. Be sure to note relevant dates, times, and places.
______
______
______
______
______
______
______
______
______
Date of the action against which you are complaining ______
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If there is anyone who could provide more information regarding this, please list name(s), address(es), and telephone number(s).
Name Address Telephone Number
______
______
______
______
The projected solution
Indicate what you think can be done to solve the problem. Be as specific as possible.
______
______
______
______
______
______
______
______
______
______
______
______
I certify that this information is correct to the best of my knowledge,
______Signature of Complainant
The compliance officer, as designated in ACA-R, shall give one (1) copy to the complainant and shall retain one (1) copy for the file.
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APPENDIX H
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Coolidge Unified School District Movie Permission Slip
______School Movie / Video Permission Slip
Date of Request: ______
Name of Requesting Teacher: ______
Name of Movie/Video: ______
Rating on Movie/Video: ______
Reason for showing Movie/Video:
______
______
______
______
Explain how this Movie/Video aligns with classroom instruction and raises rigor/higher level of thinking in your classroom.
______
______
______
______
Proposed Date of viewing: ______
Teacher Signature: ______
Site Administrator Signature: ______
Student Name: ______
Parent / Guardian Approval: ______
Curriculum Department 2014 Page 73
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APPENDIX I
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Information and Technology Department
Cellular/Radio Equipment Agreement
Assigned Equipment: □Cellular Phone □Radio Unit
I have read the terms of the Cellular/Radio Equipment Agreement. I agree to be fully responsible for the equipment assigned to me during my employment with the Coolidge Unified School District #21 and will use this phone for school business. Should the equipment be lost or stolen, I agree to immediately report the situation to the Information and Technology Department.
Printed Name:______
Job Title:______
Job Site or Office Location:
□West □MV □HR □Technology
□CHS □HHK □STFH □Other______
□STH □DO □Transport Cellular or Radio Number______
Accessories: □AC Charger □Car Charger □Belt Clip □Other______
Equipment Received: Date______Equipment Received: Date______
Condition Received: □Good □Bad Condition Returned: □Good □Bad
Signature:______Signature:______
IT Signature:______IT Signature:______
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Technology Department CELLULAR PHONE/RADIO RECIPIENT AGREEMENT
USAGE OF CELLULAR PHONES Cellular phone/radio usage is for work related activities and will remain activated unless the service is terminated due to loss or theft of the unit, a change in the service provider, or should the District determine to discontinue issuing such devices. Employees may acquire a manual or other assistance for use of the telephone by contacting the Technology Department at (520) 723-2184.
LOST OR STOLEN DEVICES Employees are required to report lost or stolen cellular phones/radio units to the Information and Technology Department (IT) immediately. Replacement will be assessed and set up by the IT Department.
CELLULAR PHONE OVERAGES Employees may be held responsible for overage charges. Monthly billings will be monitored for usage according to the assigned plan and employees will be notified by the IT Department if the allocated minutes are exceeded. Should it be determined that additional air time is required on a consistent basis, the IT department will consider the assignment of additional airtime. Charges identified as personal will be the responsibility of the employee. Information regarding overage charges will be forwarded to the business office for processing payment. Continuous unpaid charges will be referred to the employee’s supervisor.
NEGLIGENCE Employees are expected to protect property of the District and will be held responsible for negligence or the abuse of District property. Should it be determined that an employee has been negligent in handling a District cellular phone/radio, the employee will be responsible for the cost of equipment replacement.
RETURNING CELLULAR PHONES/RADIOS Upon leaving employment of the Coolidge Unified School District, the resigning employee must contact the Information and Technology Department and make arrangements for the return of cellular phone/radio equipment and any accessories (such as chargers and belt clips) assigned to the unit. Upon return of all equipment, the recipient agreement will be updated to include the condition of the equipment and the date equipment was returned.
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APPENDIX J
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Coolidge Unified School District Employee (AUP) Acceptable Use Policy
The purpose of this policy is to outline the acceptable use of CUSD (Coolidge Unified School District) IT resources. These policies are in place to protect the employee and CUSD.
The objectives are threefold: 1. To protect the CUSD networks and equipment. 2. To reduce the Unsolicited Commercial Email “Spam" that is flooding the CUSD mail server. 3. To protect CUSD and its employees from activities that might expose them or CUSD to legal action.
"CUSD resources”, as used herein, is defined as comprising all computer equipment, including peripherals, that is owned, used or leased by CUSD or its affiliates as well as CUSD networks, servers and off-site services that company subscribes to.
The connection of any device, regardless of ownership or purpose, to any of CUSD resources shall constitute use of CUSD resources.
The policy extends to the use of any CUSD email account or subscription account provided to CUSD by any third party.
While CUSD administration desires to provide a reasonable level of privacy, users should be aware that the data they create on the CUSD resources, or while utilizing CUSD resources, remains the property of CUSD. Management cannot guarantee the confidentiality of information stored on any computer device belonging to CUSD or connected to CUSD resources.
Employees are not to use District resources for personal use of any kind. This includes the streaming of live music or radio through the District’s internet system.
For security and network maintenance purposes, authorized individuals within CUSD may monitor equipment, systems and network traffic at any time. CUSD reserves the right to audit networks and systems on a periodic basis for any business purpose.
Passwords must remain secure and personnel are expressly prohibited from sharing accounts.
Authorized users are responsible for the security of their passwords and accounts.
All PCs, laptops and workstations should be secured with a password protected screen saver with the automatic activation feature set at 10 minutes or less, or by logging off when the system will be unattended.
CUSD email accounts are provided for school business related communications only.
Any equipment that is connected to the CUSD network must be approved by the CUSD Technology Staff. Approval will be withheld unless there is an active anti-virus program running on the equipment with current anti-virus definitions. This anti-virus software is available from the CUSD technology staff.
Under no circumstances is an employee authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing CUSD resources.
The following activities are expressly prohibited: Violations of the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of "pirated" or other software products that are not appropriately licensed for use or the duplication or transmission of copyrighted or otherwise protected materials. This provision applies to materials that are considered "CUSD Confidential." The use of any peer-to-peer files sharing software including, but not limited to, KaZAA, Grokster, Morpheus or 78
Lime Wire. The use of any IRC or messenger software including, but not limited to AOL or other "Messengers", IRC or "chat" clients. Unless specifically business related, posting or subscribing to newsgroups, on-line discussion boards or email list groups from CUSD facilities. Posting or subscribing to newsgroups, on-line discussion groups or email lists using a CUSD email address unless required for reasonable school business purposes. Participating in any on-line chat unless specifically required for school business purposes. Revealing your account password to others or allowing use of your account by others. This includes - but is not limited to - family and other household members when work is being done at home. Using CUSD resources to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws. Effecting disruptions to, or interfering with, any other computer or network. Sending unsolicited commercial email "spam," junk mail or any form of advertising. Using any form of network monitoring which will intercept data not specifically intended for the employee unless this activity is a part of the employee's normal job responsibilities. Circumventing user authentication or security of any host, network or account. Providing information about, or lists of, CUSD employees, customers or potential customers to any third party. Unauthorized use, or forging, of email header information. Connecting to the Internet, or sending email through, an anonymous proxy server or similar conveyance designed to obfuscate the user's identity. Creating or forwarding "chain letters", "Ponzi" or other "pyramid" schemes of any type. Installing any software that is not approved by the CUSD Technology Department.
This policy may be changed at any time, without prior notice, at the sole discretion of CUSD.
Any changes will be provided to Employee in writing and shall have the full force and effect as if originally incorporated herein.
Employee's breach of this policy shall be grounds for disciplinary action and may result in termination of employment.
CUSD's failure to enforce any provision or provisions shall not operate to invalidate CUSD's rights to enforce any of the provisions of this policy including subsequent changes.
Should any provision of this policy be deemed invalid it shall not affect nor invalidate any other provision.
By my signature, below, I affirm that I have read, understand, agree to comply with and have received a copy of this Acceptable Use Policy.
Printed Name: ______Signature: ______Date______
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APPENDIX K
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STAFF CONFLICT OF INTEREST
I, ______, do hereby indicate:
1. That I am presently an officer/employee of the Coolidge Unified School District;
2. That I (or my relative[s]): ______
______
______
have a substantial interest in the contract, sale, purchase, or service to, or decision by the Coolidge Unified School District Governing Board as described below.
3. That I shall refrain from participating in any manner in my capacity as an employee or officer of the Coolidge Unified School District in such contract, sale, purchase, service to, or decision by the Governing Board unless specifically permitted to do so by law.
4. That I have the following relative (s) working for the Coolidge Unified School District:
______
______
______
I understand that board policy does not allow for direct supervision of a close relative (father, mother, son, daughter, sister, brother, or spouse, etc).
______Name (printed) Signature & Date
Description of Conflict:
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EMPLOYEE HANDBOOK RECEIPT
NAME ______SCHOOL/DEPARTMENT ______
I hereby acknowledge receipt of or access to the Coolidge Unified School District #21 Employee Handbook. I agree to read the handbook and abide by the standards, policies, and procedures defined or referenced in this document.
The Coolidge Unified School District #21 Employee Handbook may be accessed by opening the Coolidge Unified School District “Intranet” at http://cusd-web and click on the “Employee Handbook”.
The information in this handbook is subject to change. I understand that changes in District policies may supersede, modify, or eliminate the information summarized in this booklet. As the District provides updated policy information, I accept responsibility for reading and abiding by all changes/updates. I understand that no modifications to contractual relationships or alterations of at-will employment relationships are intended by this handbook.
I acknowledge the following policies and procedures have been updated this year: 1. Timesheets are due on the Thursday of Payday Week – Page 14 2. Professional and Support Staff Sick Leave and Personal Leave Policies – Page 27 3. Black Out Days – Page 27 4. Family Medical Leave (FMLA) – Page 28 5. Professional and Unprofessional/Immoral Conduct – Page 31 6. Volunteers – Page 38 7. Transportation of Students in personal vehicles – Page 45 8. Keys – cost for lost keys – page 51 9. Help Desk Procedures – page 54
I understand that I have an obligation to inform my supervisor or department head of any changes in personal information, such as phone number, address, etc. I also accept responsibility for contacting my supervisor or the Director of Human Resources if I have questions or concerns or need further explanation.
______Signature
______Printed Name
______Date
Please sign and date the receipt and forward to your site administrators by August 6, 2015
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