SECTION 2
DISTRICT HEALTH & SAFETY POLICIES & PROCEDURES
Highlighted areas are new or updated
2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 18
ACCIDENT PREVENTION & SAFETY PROCEDURES Board Policy EBBB – 11/18/13
Through its comprehensive safety program, the district will attempt to prevent accidents by assuring a safe working and learning environment. Warning systems will be installed; accident prevention instruction will be given to students and staff; safety procedures will be taught; and other precautions will be taken in order to prevent accidents and potentially harmful situations.
ACCIDENT REPORTS
Written reports will be submitted to the safety officer on all accidents occurring on district premises, in school vehicles, at a school-sponsored activity or involving staff members who may be elsewhere on school business. Reports will cover property damage as well as personal injury. Copies of such reports may be forwarded to the district's agent-of-record and legal counsel.
Accidents that require medical attention shall be reported to the school office and the appropriate accident form completed. The completed form shall then be forwarded to the safety officer. Should an employee have an accident that may require medical attention, a state industrial accident form shall be completed and sent to the safety officer. The safety officer will then comply with Oregon OSHA requirements.
All accidents resulting in medical attention will be promptly investigated. As a result of the investigation any needed corrective measures will be acted upon.
Monthly records will be maintained. An analysis of the data and trends will be made at least annually.
The Board will receive reports on serious accidents and periodic statistical reports on the number and types of accidents occurring in the district, as well as on the measures being taken to prevent such accidents in the future. The agent of record shall include SAIF information and shall provide the Board with at least an annual report on the district's safety report.
ADMINISTERING NONINJECTABLE MEDICINES TO STUDENTS Board Policy JHCD & JHCD-AR – Administering Noninjectable Medicines to Students – 6/15/98
Students may be permitted to take prescription or nonprescription medication at school or at school-sponsored activities on a temporary or regular basis, when necessary.
Training will be provided by a qualified trainer to designated school staff authorized to administer medication to students within individual school buildings and while participating at school-sponsored activities on or off district property.
Training will provide an overview of applicable provisions of Oregon law, administrative rules, district policy and administrative regulations and include, but not be limited to, safe storage, handling, monitoring medication supplies, disposing of medications, record keeping and reporting of medication administration and errors in administration, emergency medical response for life-threatening side effects and allergic reactions and student confidentiality. Materials as recommended and/or approved by the Oregon Department of Education will be used.
Students in grades K-12 are permitted to self-medicate prescription and nonprescription medication in accordance with the following procedures:
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1. A parent (guardian) permission form and written instructions have been submitted for all prescription and nonprescription medication. In the case of prescription medications, permission from the physician or other licensed health care provider is also required. Such permission may be indicated on the prescription label. Principal permission is also required for all self-medication requests; 2. Students who are developmentally and/or behaviorally unable to self-medicate will be provided assistance by designated school staff. A permission form and written instructions will be required as provided above; 3. All prescription and nonprescription medication must be kept in its appropriately labeled, original container, as follows: a. Prescription labels must specify the name of the student, name of the medication, dosage, route and frequency or time of administration and any other special instruction; b. Nonprescription medication must have the student’s name affixed to the original container. 4. The student may have in his/her possession only the amount of medication needed for that school day except for manufacturer packaging that contains multiple dosage, the student may carry one package; 5. Sharing and/or borrowing of medication with another student is strictly prohibited.
Permission to self-medicate may be revoked by the principal if there are any abuses of these procedures.
All other students will be administered medication only by designated school staff after receipt of required parent permission forms and written instructions.
BUILDINGS AND GROUNDS INSPECTION Board Policy EBA – 03/14/11
A formal safety inspection of buildings and grounds is to be done quarterly and at other times as needed throughout the year by the Site Safety Committees. One copy of the inspection report is to be filed at the site and one copy is to be sent to the Safety Officer. Particular attention should be given to the following:
That approved safety devices are installed and ready for use; That emergency measures are defined and posted; That warning notices are posted where needed; That ADA provisions are followed.
CHILD ABUSE REPORTING Board Policy JHFE, JHFE-AR – Reporting of Suspected Child Abuse – 8/13/12
All staff will be required to participate in annual training in the prevention and identification of child abuse and the obligations of reporting.
Any staff member who has reasonable cause or reasonable suspicion to believe that any child under 18 years of age with whom he/she has come in contact has suffered abuse or neglect, or that any adult with whom he/she is in contact has abused a child, shall immediately orally report to the Oregon Department of Human Services, Community Human Services, or local law enforcement agency. The principal or department supervisor is also to be immediately informed.
Written documentation of this report must be completed and submitted to the principal with a copy sent to the superintendent’s office. Forms are available in the school or department office.
Oregon law recognizes these types of abuse: 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 20
1. Physical; 2. Neglect; 3. Mental injury; 4. Threat of harm; 5. Sexual abuse or sexual exploitation.
Failure to report a suspected child abuse or to comply with the confidentiality of records requirements is a violation punishable by law and by district disciplinary action up to and including dismissal.
A staff member who, based on reasonable grounds, participates in the good faith making of a child abuse report shall have immunity from any liability, civil or criminal, that might otherwise be incurred or imposed as provided by law.
Intentionally making a false report of child abuse is a Class A violation.
COMMUNICABLE DISEASE / BLOODBORNE PATHOGENS / INFECTION CONTROL PROCEDURES Board Policy GBEB/JHCC - 4/11/11; and AR – Communicable Disease – 12/17/12 Board Policy GBEBAA/JCCBA/EBBAB – HIV, AIDS, HBV – 04/11/11 Board Policy EBBA – First Aid – 10/20/14
The district provides for the reasonable protection against the risk of exposure to communicable disease to all staff while engaged in the performance of their duties. Protection is provided through immunization and exclusion in accordance with Oregon Revised Statues and Oregon Administrative Rules. Infection control procedures, including provisions for handling and disposing of potentially infectious materials, have also been established through Board policy and administrative regulations for staff and student protection.
All staff shall comply with measures adopted by the district and with all rules set by the Oregon Department of Human Services, Health Services, and the county health department.
Staff members have a responsibility to report to the district when infected with a communicable disease unless otherwise stated by law.
HBV*/Bloodborne Pathogens Training and Immunization
Staff members designated as primary first-aid providers, or who may otherwise incur occupational exposure to blood or other potentially infectious materials in conjunction with their assigned duties as determined by the district, will receive appropriate information and training as follows:
1. At the time of initial assignment to tasks where occupational exposure may take place; 2. At least annually thereafter and within one year of their previous training; 3. When changes such as modification of tasks or procedures or new tasks or procedures affect the staff member’s occupational exposure.
Additionally, HBV vaccination and vaccination series will be made available after training and within 10 days of initial assignment to all staff that have been identified by the district as having occupational exposure. Report any occupational exposure to bloodborne pathogens to the building safety committee representative. Following a report of an exposure incident, the district will immediately make available to the exposed staff member a confidential post-exposure evaluation and follow-up.
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Employees who use medical sharps in the performance of their duties (e.g. administering injectable medicines to students, such as epinephrine and glucagon) will annually be provided an opportunity to identify, evaluate and select engineering and work practice controls (e.g. sharps disposal containers, self-sheathing needles, safer medical devices, such as sharps injury protections and needleless systems). The district will implement such work practice controls, as appropriate.
Infection Control Procedures
Appropriate hygienic and sanitation practices have been established by the district as follows:
1. Standard precautions are to be followed at all times. Standard precautions require the assumption that staff and students approach infection control as if all direct contact with human blood and body fluids is known to be infectious for HIV*, HBV and/or bloodborne pathogens; 2. Whenever possible, students would be directed to care for their own minor bleeding injury. This includes encouraging students to apply their own band-aids. If assistance is required, band-aids may be applied after removal of gloves if care giver will not come into contact with blood or wound drainage; 3. Food and Drug Administration (FDA) approved gloves are required for all tasks in which an individual may come into contact with blood or other potentially infectious materials. Such tasks include cleaning body fluid spills, emptying trashcans, handling sharps/containers, handling contaminated broken glass, cleaning contaminated equipment and handling contaminated laundry/clothing. This also includes assisting with any minor wound care, treating bloody noses, handling clothes soiled by incontinence, diaper changing and cleaning up vomit; 4. Immediate, complete and effective hand washing with soap and running water of at least 30 seconds duration should follow any first aid or health care given a student or contact with potentially infectious materials; 5. If exposure to blood or other potentially infectious materials occurs through coughing, any first-aid procedure or through an open sore or break in the skin, thorough washing, preferably with germicidal soap, is necessary; 6. In the event hand-washing facilities are not readily available, thorough cleaning using an antiseptic cleanser and clean cloth/paper towels or antiseptic towelettes provided by the district as an alternative is necessary. In the event alternatives are used, hands must be washed with soap and water as soon as feasible; 7. Contaminated work surfaces shall be decontaminated with an appropriate disinfectant after completion of procedures; immediately or as soon as feasible when surfaces are overtly contaminated or after any spill of blood or other potentially infectious materials; and at the end of the work shift if the surface may have become contaminated since the last cleaning. Clean surfaces with soap and water and then rinse with an Environmental Protection Agency (EPA) approved disinfectant** following labeling instructions for use, or a freshly-made solution of one part bleach to nine parts water, and allow to air dry. These surfaces include equipment, counters, mats (including those used in physical education classes and athletic events), toys or changing tables; 8. An EPA-approved disinfectant must be used when cleaning fluids such as blood or vomit from the floor or other such contaminated surfaces; 9. Contaminated laundry such as clothing and towels must be placed and transported in bags and containers in accordance with the district’s standard precautions. All such items must be laundered in hot or cold water and soap and placed in a dryer; 10. Needles, syringes, broken glassware and other sharp objects found on district property must not be picked up by students at any time, or by staff without appropriate puncture-proof gloves or mechanical device such as a broom, brush and dustpan. 11. All wastebaskets used to dispose of potentially infectious materials must be lined with a plastic bag liner that is changed daily; 12. Gloves and repellent gowns, aprons or jackets are required for tasks in which exposure to blood or other potentially infectious materials can be reasonably anticipated to contaminate street clothing. Type and characteristics of such protective clothing will depend on the task. Such tasks may include diapering/toileting with gross contamination, assisting with wound care, sorting or bagging contaminated laundry/clothing and disposing of regulated waste with gross contamination;
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13. Maximum protection with gloves, face and/or eye protection and gowns are required whenever splashes, spray, spatter or droplets of blood or other potentially infectious materials may be generated and eye, nose or mouth contamination can be reasonably anticipated. Such tasks may include feeding a student with a history of spitting or forceful vomiting and assisting with severe injury and wounds with spurting blood; 14. If a first-aid situation occurs, students should report to a person in authority, staff should report to a supervisor.
* HIV – Human Immunodeficiency Virus * HBV – Hepatitis B Virus ** Disinfectants, which can be used, include Lysol, Purex, Clorox, Tough Act bathroom cleaner, Dow bathroom cleaner, Real Pine liquid cleaner, Pine Sol, Spic and Span, Tackle liquid, Comet and other products with EPA numbers. Other disinfectants as recommended by the Center for Disease Control may be used.
DRUG-FREE WORKPLACE Board Policy GBEC – Drug Free Workplace – (Will be Board adopted 9/14/15)
All staff members are hereby directed to refrain from the unlawful manufacture, possession, dispensation, use or distribution of controlled substances and alcohol on school premises or as part of any of its professional activities.
In compliance with federal law, marijuana is considered a controlled substance subject to this directive despite the fact that the use, possession, and distribution of marijuana is permissible under certain circumstances under Oregon law. Employees may be subject to random drug testing upon reasonable suspicion that the employee has violated this drug-free workplace policy.
Violation of this policy shall be considered grounds for disciplinary sanctions up to and including termination of employment and referral to prosecution. For the purpose of this policy, a disciplinary sanction may include the completion of an appropriate intervention, treatment and/or rehabilitation program.
Employees may access drug and alcohol counseling, rehabilitation and re-entry programs by contacting the superintendent or HR. The employee may make a written request to the superintendent to complete a program not approved by the District, but at his or her own expense. The superintendent may deny such a request if, in his/her opinion, the proposed program is not of sufficient quality to meet the intent of this policy.
Compliance with all sections of this policy is mandatory.
As a condition of employment, an employee shall abide by terms of the district’s drug-free workplace policy and shall notify the employer of any criminal drug convictions for violations occurring in the workplace no later than five days after such conviction.
Any employee convicted of a criminal drug statute violation occurring in the workplace shall be subject to an appropriate sanction for required satisfactory participation in a drug abuse assistance or rehabilitation program.
The District shall notify the federal granting agency within 10 days after receiving notice of an employee’s conviction of any criminal drug statute violation occurring in the workplace.
The District shall make a good faith effort to maintain a drug-free workplace through implementation of this policy.
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DRUG, ALCOHOL AND TOBACCO PREVENTION, HEALTH EDUCATION Board Policy IGAEB – Drug, Alcohol & Tobacco Prevention, Health Education – 05/19/14
The district will not tolerate the possession, sale or use of unlawful and harmful drugs (illicit drugs, non-therapeutic use of prescribed drugs, misuse of solvents and other dangerous substances and drug paraphernalia), alcohol or tobacco in the schools, on district property, on a school bus or while participating in any school-sponsored activity, whether on district property or at sites off district property.
Given the extensive use and the formal and informal promotion of drug, alcohol and tobacco use in society, the school has an obligation to provide drug, alcohol and tobacco education that emphasizes prevention, describes intervention and referral procedures and outlines consequences. No district employee shall knowingly sell, market or distribute steroid or performance enhancing substances to kindergarten through 12th grade students with whom the employee has had contact as part of the employee’s district duties, or knowingly endorse or suggest the use of such substances.
An age-appropriate drug, alcohol and tobacco prevention curriculum is provided for all students in grades K-12 as a part of the health education curriculum. For students in grades 9-12 not enrolled in health education classes, a program of activities which meets the requirements of the drug, alcohol and tobacco prevention rule has been developed. At least annually, senior high school students will receive age-appropriate instruction.
Funds needed to support activities related to drug, alcohol and tobacco prevention are identified by source, particularly the Safe and Drug-Free Schools and Communities Act moneys or other grants received from federal, state or local sources.
Each year, a planned staff development and public information program that addresses the needs and responsibilities for the entire staff is developed by the superintendent. The program includes current basic drug, alcohol and tobacco information and an explanation of district drug, alcohol and tobacco policies, procedures and programs. The input of staff in planning and implementing the district’s staff development and public information program is encouraged to ensure a drug, alcohol and tobacco program that best meets the needs of district students
EMERGENCY CLOSURES Board Policy EBCD – Emergency Closures – 01/26/15
In the event of hazardous or emergency conditions, all district schools or selected schools or grade levels may be closed or schedules altered to provide delayed openings of school and/or early dismissal of students, as appropriate.
An automated caller system will be used to notify staff and parents of any school delays or closures. If at any time the automated system is not functioning, administrators and supervisors will rely on a phone tree to initiate calls to staff. The phone trees will be updated and distributed at the beginning of each year. Additionally, radio and TV stations regularly report delayed openings and school closures: Radio: KRCO, KWPK, KQAK, KLTW, KWLZ, KNLR, KNLX, KBND, KLRR, ITWS, KMTK, KICE, KTIX, KMGX, KSJJ TV: KTVZ21
EMERGENCY PROCEDURES – 04/18/94 Board Policy EBC/EBCA – Emergency Procedures & Disaster Plans
2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 24
All staff will be provided with a copy of the district’s emergency procedures plan detailing staff responsibilities in the event of such emergencies as disorderly behavior, unlawful assembly, disturbances at school activities, natural disasters, fire, illness or injury of a student or staff member and the authorized use of force on school property.
Copies of the emergency procedures plan will be available in the school and district office and other strategic locations throughout the buildings.
HAZARDS - REPORTING OF HAZARDS Board Policy EBAA – 03/14/11
Through routine inspection of all facilities, materials and equipment, as well as through staff training, it is expected that all hazardous or potentially hazardous conditions will be identified, reported and acted upon appropriately.
The superintendent, or his/her designee, will develop and maintain a written hazard communication program for the district. All personnel who, during the performance of their duties, or in an emergency, may be exposed to hazardous chemicals will be informed and trained to deal appropriately with these chemicals.
Further, the district will use all appropriate precautions when the application of any pesticide or other potentially harmful substance is used on school premises. Only those products readily available and approved for such use will be used. Those products which can be applied without special licensing or training are most appropriate. Employees will be instructed regarding the correct and safe application of any potentially hazardous or harmful substance. The Material Safety Data Sheet for any product used for such purposes will be available for employees and/or members of the public.
HAZING / HARASSMENT / INTIMIDATION / CYBERBULLYING / MENACING Board Policy JBA/GBN – 11/09/09 & JBA/GBN-AR – 01/11/10 - Assault / Disorderly Conduct / Harassment / Bullying / Cyberbullying Board Policy JFCFA/GBNAA & JFCFA/GBNAA-AR – Cyberbullying – 4/13/09
Hazing, harassment, intimidation, cyberbullying or menacing by students, staff or third parties toward staff is strictly prohibited and shall not be tolerated by the district. Staff found to be in violation of this policy will be subject to discipline up to and including dismissal. Individuals may also be referred to law enforcement officials and licensed staff will be reported to the Teacher Standards and Practices Commission (TSPC). Students will be subject to discipline up to and including expulsion.
An employee who has knowledge of conduct in violation of Board policy JBA/GBN and JFCFA/GBNAA shall immediately report his/her concerns to the building principal or department supervisor. Students shall immediately report his/her concerns to the building principal.
INJURY / ILLNESS REPORTS
All injuries/illnesses occurring on district property or during the course of school-sponsored activities, including field trips and other away events, are to be reported to the principal immediately.
INTEGRATED PEST MANAGEMENT Board Policy EBB – 11-17-14
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To ensure the health and safety concerns of student, staff and community members, the district shall adopt an integrated pest management plan (IPM)1 which emphasizes the least possible risk to students, staff and community members and shall adopt a list of low-impact pesticides for use with the IPM plan. The district’s Lead Groundskeeper has been trained and certified as the district’s Integrated Pest Management Plan Coordinator. The IPM plan is a proactive strategy that:
1. Focuses on the long-term prevention or suppression of pest problems through economically sound measures that: a. Protect the health and safety of students and staff; b. Protect the integrity of district buildings and grounds; c. Maintain a productive learning environment; and d. Protect local ecosystem health. 2. Focuses on the prevention of pest problems by working to reduce or eliminate conditions of property construction, operation and maintenance that promote or allow for the establishment, feeding, breeding and proliferation of pest populations or other conditions that are conducive to pests or that create harborage for pests; 3. Incorporates the use of sanitation, structural remediation or habitat manipulation or of mechanical, biological and chemical pest control measures that present a reduced risk or have a low-impact and, for the purpose of mitigating a declared pest emergency, the application of pesticides that are not low-impact pesticides; 4. Includes regular monitoring and inspections to detect pests, pest damage and unsanctioned pesticide usage; 5. Evaluates the need for pest control by identifying acceptable pest population density levels; 6. Monitors and evaluates the effectiveness of pest control measures; 7. Excludes the application of pesticides on a routine schedule for purely preventive purposes, other than applications of pesticides designed to attract or be consumed by pests; 8. Excludes the application of pesticides for purely aesthetic purposes; 9. Includes school staff education about sanitation, monitoring, inspection and pest control measures; 10. Gives preference to the use of nonchemical pest control measures; 11. Allows the use of low-impact pesticides if nonchemical pest control measures are ineffective; and 12. Allows the application of a pesticide that is not a low-impact pesticide only to mitigate a declared pest emergency or if the application is by, or at the direction or order of, a public health official. The district shall designate the Lead Groundskeeper as the Integrated Pest Management Plan Coordinator, which gives this person the authority for overall implementation and evaluation of the IPM plan.
Integrated Pest Management Plan Coordinator
The IPM Plan Coordinator shall: 13. Attend not less than six hours of IPM training each year. The training shall include at least a general review of integrated pest management principles and the requirements of IPM as required by Oregon statute; 14. Ensure appropriate prior notices are given and posted warnings have been placed when pesticide applications are scheduled; 15. Oversee pest prevention efforts; 16. Ensure identification and evaluation of pest situation; 17. Determine the means of appropriately managing pest damage that will cause the least possible hazard to people, property and the environment; 18. Ensure the proper use and application of pesticide applications when non-pesticide controls have been unsuccessful; 19. Evaluate pest management results; and 20. Keep for at least four years following the application date, records of applied pesticides that include: a. A copy of the label; b. A copy of the Safety Data Sheet (SDS);
1See Model Integrated Pest Management Plan for Oregon Schools at http://www.ipmnet.org/tim/IPM_in_Schools/Model_School_IPM_Plan_Main_Page.html 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 26
c. The brand name and USEPA registration number of the product; d. The approximate amount and concentration of pesticide applied; e. The location of where the pesticide was applied; f. The type of application and whether the application was effective; g. The name(s) of the person(s) applying the pesticide; h. The pesticide applicator’s license numbers and pesticide trainee or certificate numbers of the person applying the pesticide; i. The dates and times for the placement and removal of warning signs; and j. Copies of all required notices given, including the dates the IPM Coordinator gave the notices. 21. Respond to inquiries about the IPM plan and refer complainants to Board policy KL - Public Complaints; 22. Conduct outreach to district staff about the district’s IPM plan.
SAFETY
The following pages are part of a separate “Safety In The Workplace” booklet, which you can find on the Staff section of the District website. We have also included most of these pages in this section as well.
SAFETY IN THE WORKPLACE . . . MAKING CROOK COUNTY SCHOOL DISTRICT A SAFE ENVIRONMENT FOR ALL EMPLOYEES
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Safety Statement
At Crook County School District, we care about the safety, health and well-being of our employees. We value the contributions our employees make toward our success.
Our School District operates with a goal of zero accidents or injuries. It is our policy to provide safe working conditions. At CCSD, everyone shares equally in the responsibility of identifying hazards, following safety rules and operating practices.
At CCSD, it is our policy to provide and maintain safe working conditions and to follow operating practices that will safeguard all employees. No job will be considered properly completed unless it is performed in a safe manner.
CCSD is concerned about the health and good work habits of its employees. In the event an employee is injured or unable to perform their job, the District wants to help all employees obtain the best treatment so they can return to their regular job as soon as possible.
The final responsibility for safety rests with our employees. Safe practices on the part of our employees must be part of all operations. Employees must follow safety precautions and rules to protect themselves and their fellow employees. Employees will be held accountable for their safety and for obeying those rules that have been designed for their protection.
Dr. Duane Yecha, Superintendent Deen Hylton, Director of Facilities & District Safety Officer
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Safety Training
All CCSD employees will participate in annual safety trainings. Trainings are completed on-line through Safe Schools within the first sixty days of the school year at the following website:
http://www.crookcounty.or.safeschools.com
Trainings may vary from department to department and may vary slightly from year to year as requested by the department supervisor. The following list includes the current required trainings. Additional trainings may be required.
For All District Employees:
Bloodborne Pathogen Exposure Prevention Training List May Child Abuse: Identification & Intervention Change
Sexual Conduct: Student to Student
Sexual Harassment: Staff to Staff
Maintenance/Custodial additional trainings as directed by department supervisor:
Asbestos Awareness
Back Injury and Lifting
Fall Protection Training List May Change Hazard Communication: Right to Know
Ladder Safety
Material Safety Data Sheets
Personal Protective Equipment
Playground Maintenance & Inspection
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EMPLOYEE RESPONSIBILITIES
1. Report any injury that happens during the workday to your immediate supervisor.
2. Fill out the Employee Accident Form. To access the form go to our CCSD website as follows: www.crookcounty.k12.or.us. Under Departments / Facilities-Safety / Safety Forms, download the form, fill out the shaded fields, print and sign. The second page will go to your supervisor for further information. The final document will be sent to the Safety Officer.
3. Any on-the-job injury or illness must be reported as soon as you notice, no matter how minor the injury. An injury can be traumatic (caused by an accident), cumulative (caused by repetitive motion), or an occupational disease (such as loss of hearing).
4. Seek immediate medical attention if necessary. You have the right to select your own doctor, but please let the HR Department know who is treating you.
5. File a Workers’ Comp claim by filling out an 801 Form in your own words describing the accident. If you are unable to complete and sign the 801, have your supervisor or HR Dept. fill it out for you. Send the form to the District Office HR Dept. right away.
6. Keep your building or department secretary informed of your absences and any follow-up medical appointments.
7. If you file an 801, be prepared for a personal call from SAIF. They may have questions or concerns about your accident. In addition, they may speak with any witnesses to your accident.
8. If Time-Loss benefits are authorized, our Benefits/Risk Specialist will work with SAIF and our payroll department to coordinate your time-loss payments.
9. Questions or concerns? Call the HR Department! (541) 447-5099
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EMPLOYER RESPONSIBILITIES
For accepted work-related injuries, workers’ compensation insurance pays for medical treatment related to the accepted condition and lost wages beyond the first three days (if authorized by the attending physician or authorized nurse practitioner). Workers do not pay premiums, co-payments or deductibles. Injured workers also may be entitled to payments for permanent disability, travel expenses to seek treatment for the accepted condition, reinstatement of their former job or, if necessary, vocational assistance.
When an employee is injured and unable to perform his/her regular duties, CCSD may be able to work with the employee’s treating physician, supervisor, CCSD’s Benefits/Risk Specialist and SAIF consultants, to develop a modified plan at a medically appropriate level. It may be part-time, light duty, temporary transitional, or a modified version of the regular work he/she was performing at the time of injury.
In some cases, an injury or occupational disease prevents an injured worker from returning to his/her job with the district or any other type of employment held in the past that pays a suitable wage.
In such a case, vocational assistance may be necessary to provide the injured worker with additional skills needed to obtain suitable employment. Eligibility of these services is based upon the facts of each claim. Some services may be provided for direct placement with a new employer; other workers may require additional skills or formal training in order to return to work.
The Preferred Worker Program was created to encourage the re-employment of qualified Oregon workers with permanent disabilities resulting from on-the-job inquiries and who are unable to return to their regular work because of those injuries. Workers who qualify for the program may apply it to their current employer or to a new employer.
SAFETY PROGRAM Board Policy EB – 02/14/11
Safe buildings, grounds and equipment will be maintained in order to prevent accidents or injury to students, employees and other citizens from fire, natural disasters, mechanical and electrical malfunction and other hazards.
Buildings will be planned, equipped and maintained in accordance with appropriate local, state and federal safety regulations. 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 31
Buildings will be provided with alarm systems, fire extinguishers and other safety devices required by state and federal laws and regulations.
The superintendent, or his/her designee, will develop and implement a safety program which will include, but not be limited to, compliance with and enforcement of state and federal laws, rules and regulations.
SAFETY COMMITTEE Board Policy EBAC – 03/14/11
A centralized safety committee shall be established to implement the district’s safety program as part of an ongoing effort to help ensure the safety of students, staff and others while on district property.
The superintendent or designee will coordinate the district’s Central Safety Committee efforts and maintain all necessary records.
The superintendent or designee will develop administrative regulations as may be necessary to implement this policy and meet the applicable Oregon Occupational Safety and Health Division requirements.
SAFETY COMMITTEES Board Policy EBAC-AR (1) – 03/14/11
District Safety Officer
The superintendent shall designate a district safety officer (For 2015-16 the Safety Officer is Deen Hylton, Facilities & Transportation Director.). The safety officer shall:
1. Establish a centralized safety committee, advisory to the safety officer, to implement and monitor the district safety program;
2. Be responsible for writing and implementing a district safety program. (The written program shall include reporting procedures and in-service safety training program.);
3. Coordinate all matters relating to safety and shall make, or cause to be made, periodic inspections of sites and review with the site safety manager the status of record keeping, reports and meeting agendas;
4. Maintain liaison with applicable agencies outside the district;
5. Assist all administrators and department supervisors as necessary in the preparation and implementation of their site safety programs;
6. Maintain the accident record system; make necessary reports, personally investigate fatal, serious and potentially serious accidents; and check corrective action taken by teachers or other personnel to eliminate causes of accidents;
7. Establish specific goals for the district’s safety program and evaluate goals and accomplishments on a regular basis.
Support Services Safety Committee 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 32
A district safety committee may be established. The primary functions of this committee shall be to assist the district safety officer in planning, implementing and evaluating the support services buildings. Reasonable efforts shall be made to ensure that committee members are representative of the district’s various sites where employees work. This committee shall meet at least three times each year. The members of the committee may change but shall include at least the following employees:
1. The district safety officer or a member of the Central Safety Committee; 2. A transportation staff member; 3. A maintenance staff member; 4. A food service staff member; 5. A confidential representative; 6. Representatives from appropriate agencies when there is a need (e.g. workers’ compensation carrier, district insurance agent of record).
Centralized Safety Committee
A centralized safety committee shall be established to represent the safety and health concerns of district employees and students and as oversight to the site safety committees.
There shall be a minimum of five (5) members in the committee: 1-2 licensed staff, 1-2 classified staff, 1 confidential staff, 1 administrator, and the Safety Officer or his/her designee. Safety committee members shall serve a continuous term of at least one year. The length of membership shall be staggered so that at least two experienced members are always serving on the committee.
A reasonable attempt will be made to ensure that committee members represent major work classifications (i.e., certified, confidential, classified, and administrative).
Employee representatives shall be volunteers or elected by their peers unless there is a provision in the collective bargaining agreement that addresses the selection of employee representatives. Members of the committee shall serve at least a continuous one-year term. Terms shall be staggered to provide continuity. There shall be a chair elected by the site safety committee.
Employee representatives attending safety committee meetings outside regularly scheduled workday shall be compensated by the employer at the regular hourly wage.
The Centralized Safety Committee will:
1. Hold regular meetings at least once a month except months when quarterly workplace safety inspections are made. This does not exclude other months from site safety committee meetings if more frequent safety inspections are conducted. Quarterly safety committee meetings may be substituted for monthly meetings when the committee’s sole area of responsibility involves low hazard work environments such as the district office;
2. Provide written agendas for each meeting which shall set the order of business;
3. Make written records of each meeting which the district shall review and maintain for three years for inspection;
4. Post and send copies of meeting records to committee members;
5. Assist in creating a hazard-free work environment by: a. Recommending to the district how to eliminate hazards in the workplace and promoting employee adherence to safe work practices; and 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 33
b. Using lines of communications to promote cooperative attitudes between all persons involved in the operations of the workplace.
Duties of the Centralized Safety Committee will include:
1. Establishing procedures for minimum quarterly workplace safety inspections of a safety committee inspection team to locate and identify safety and health hazards. The safety inspection team shall include employer and employee representatives. The team shall document the location and identity of the hazards and make recommendations as to how and when the hazards will be corrected;
2. Establishing procedures for investigating all significant safety-related incidents including injury accidents, illnesses and deaths for the purpose of recommending corrective action necessary to prevent similar events from recurring; 3. Evaluating district policies which may affect safety and health in the workplace and making recommendations for changes to existing policies or adoption of new policies;
4. Evaluating all the accident and illness prevention programs brought to the committee’s attention and making recommendations necessary to make the programs more applicable to the workplace;
5. Establishing a system whereby the safety committee can obtain information that would help in creating a hazard-free work environment, directly from all persons involved in the operations of the workplace. The information obtained shall be reviewed at the next safety committee meeting;
6. Establishing procedures for the review of all safety and health inspection reports made by the committee and making necessary recommendations;
7. Establishing procedures for the review of corrective action taken on the committee’s recommendations or determining the reasons why no corrective action was taken;
8. Making all reports, evaluations and recommendations of the safety committee a part of the minutes of the safety committee;
9. Evaluating employee/supervisor training needs.
CENTRAL SAFETY COMMITTEE CHARTER Board Policy EBAC-AR (2) – 03/14/11 The Crook County School District is committed to accident prevention in order to protect the safety and health of all our employees. Injury and illness losses due to hazards are needless, costly, and preventable. To prevent these losses, a joint management and employee safety committee is established. Employee involvement in accident prevention and support of safety committee members and activities is necessary to ensure a safe and healthful workplace.
Purpose The purpose of our safety committee is to bring workers and management together in a non-adversarial, cooperative effort to promote safety and health in the workplace. The safety committee assists management and makes recommendations for change.
Organization There shall be a minimum of 5 members in the committee; 1- 2 licensed staff, 1 - 2 classified staff, 1 confidential staff, 1 administrator, and the Safety Officer or his designee. Safety committee members shall serve a continuous term of at least one year. The length of membership shall be staggered so that at least two experienced members are always serving on the committee. 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 34
Rules The Chairperson and Secretary shall be elected by the committee with a simple majority for the term of one year. The Chairperson shall preside over the committee and execute the agenda in an orderly manner. Recommendations shall be put to management with the approval of a majority of the members. Committee members who are derelict in performing the duties of the committee may be removed upon approval of a majority of the members. Changes to this Safety Committee Charter or Agenda format must be approved by a majority of the committee and maintain agreement with state law.
Extent of Authority It must be clearly understood that the safety committee advises management on issues that will promote safety and health in the workplace. The written recommendations of the safety committee will be forwarded to management. In turn, management will give serious consideration to the recommendations and will respond in writing to the committee within 30 days.
Functions 1. Management Commitment to Workplace Safety and Health. The Safety Committee will: Forward written recommendations for safety/health improvements and receive management responses. Review corrective actions taken by management. Evaluate the employer’s safety and health policies and procedures. Will work in collaboration with site safety meetings.
2. Committee Meetings and Employee Involvement. The Safety committee will: Develop procedures for gathering employee concerns, i.e., to receive suggestions, report hazards, and other pertinent safety and health information. Include all employee concerns on the agenda for the next safety committee meeting. Hold meetings on a monthly basis. Develop and make available a written agenda for each meeting. Take meeting minutes and distribute to management and all committee members. See that committee minutes are posted on district website. Include in the meeting minutes all recommendations. Insure that meeting minutes are kept on file for three (3) years and available for inspection by OR- OSHA.
3. Hazard Assessment and Control. The safety committee will: Establish procedures for at least quarterly inspections to identify hazards. Appoint an inspection team of at least one employee representative and one employer representative. Develop a written report of hazards discovered during quarterly inspections. Review corrective measures for adequacy and recommend corrections of hazards to management for a timely response.
4. Safety and Health Planning. The safety committee will: Establish procedures to review inspection reports and review safety and health rules and work practices. 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 35
Develop and establish procedures to conduct annual review of employer’s accident prevention program.
5. Accountability. The safety committee will evaluate the employer’s system(s) for assigning safety and health responsibility and accountability.
6. Accident and Incident Investigations. The safety committee will establish procedures for investigating employee safety and health incidents and accidents so that recommendations can be made for appropriate corrective action to prevent recurrence.
7. Safety and Health Training. The safety committee will: Be trained on the safety committee purpose and operations and its application, and method of conducting safety committee meetings. Have accessible all applicable OR-OSHA safety and health codes. Be instructed on how to use OR-OSHA Codes. Receive training on hazard identification in the workplace and principles regarding effective accident and incident investigation.
Summary of Duties The Chairperson will: Schedule meetings. Prepare an agenda for each meeting. Arrange for meeting places. Notify members of meetings. Review previous minutes and materials for meetings. Conduct meetings.
The Secretary will: Record minutes of the meeting. Distribute minutes to committee members. Make sure that minutes are posted on district website. Report status of recommendations. Assume the chairperson’s duties in his/her absence. Ensure currency of OR-OSHA rules.
Members will: Report unsafe conditions and practices. Attend all safety meetings. Report all accidents and near misses. Review injury accident, illness and death investigations. Contribute ideas and suggestions for the improvement of safety. Work safely. Influence others to work safely. Make or assist in inspections.
CURRENT SAFETY COMMITTEE MEMBERS CROOK COUNTY SCHOOL DISTRICT SAFETY COMMITTEE 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 36
Deen Hylton, Facilities/Transportation Director, Safety Officer, and Safety Committee Chair Committee Members To Be Determined TBD, administrative representative TBD, licensed representative Once committee members have been TBD, licensed representative determined, the committee members TBD, classified representative will be posted on the web. TBD, classified representative TBD, confidential representative Meetings are normally held monthly during the school year and the minutes from the meetings are posted on the CCSD Website at: hhtp://www.crookcounty.k12.or.us/Departments/FacilitiesSafety/SafetyCommittee.aspx CROOK COUNTY SCHOOL SITE SAFETY COMMITTEE The purpose of the Site Safety Committee is to inspect the non-school buildings in the district and to report back to the Central Safety Committee regarding any safety issues. The site buildings include the Transportation Office and Shop, Food Warehouse, IT Building, Print Shop, Maintenance Office & Shop, Pioneer Alternative HS.
Committee Members To Be Determined
Meetings are normally held monthly during the school year and the minutes from the meetings are posted on the CCSD website at: hhtp://www.crookcounty.k12.or.us/Departments/FacilitiesSafety/SafetyCommittee.aspx
SCHOOL SITE SAFETY COMMITTEES Once Crook County High School (committee members to be named in October of each year) committee Crook County Middle School (committee members to be named in October of each year) members have Cecil Sly Elementary (committee members to be named in October of each year) been Crooked River Elementary (committee members to be named in October of each year) determined, Ochoco Elementary (committee members to be named in October of each year) the committee Paulina Elementary (committee members to be named in October of each year) members will Brothers Elementary (committee members to be named in October of each year) be posted on the web. STAFF HEALTH AND SAFETY Board Policy GBE – 11/17/14
The Board authorizes the superintendent or designee to take appropriate means to provide for the health and safety of all employees while engaged in the performance of their duties. The input of staff will be encouraged in the development of district health and safety plans. A notice of safety hazard form will be made available on district website for staff reporting.
The superintendent or designee will develop a district plan for dealing with hazardous chemicals in the work place. This plan will include proper labeling and disposal of all such materials.
The superintendent or designee will develop training and written procedures necessary to accomplish this goal and to meet the requirements of the law.
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All personnel who may be exposed to hazardous materials during the performance of their duties or in an emergency will be so informed and trained to appropriately deal with these materials.
The superintendent or designee will provide staff members with the Safety Data Sheets, which must accompany any hazardous substance used in the school setting. No over-the-counter chemicals, soap or cleaners will be brought into the district without prior approval of the Safety Officer.
All employees shall conduct their work in compliance with the safety rules of the district.
SEXUAL CONDUCT (Reporting Requirements) Board Policy JHFF – Reporting Requirements Regarding Sexual Conduct with Students 09/16/13
Sexual conduct by district/school employees as defined by Oregon law will not be tolerated. All district employees are subject to this policy.
“Sexual conduct” as defined by Oregon law is any verbal or physical or other conduct by a school employee that is sexual in nature; directed toward a kindergarten through grade 12 student; unreasonably interferes with a student’s educational performance; and creates an intimidating, hostile or offensive educational environment. The definition for sexual conduct does not include behavior that would be considered child abuse as outlined by Oregon law and district Board policy JHFE and JHFE-AR – Reporting of Suspected Child Abuse.
Any district/school employee who has reasonable cause to believe that another district/school employee or volunteer has engaged in sexual conduct with a student must immediately notify his/her immediate supervisor or the person identified by the district to receive such reports (Regional HR Director or Superintendent).
When the district receives a report of suspected sexual conduct by an employee or volunteer, the district may decide to place the employee on paid administrative leave or in a position that does not involve direct, unsupervised contact with students while conducting an investigation. The volunteer would be replaced while the investigation is conducted. An investigation is a detailed inquiry into the factual allegations of a report of suspected sexual conduct that is based on interviews with the complainant, witnesses and the district employee or volunteer who is the subject of the report. The investigation must meet any negotiated standards of an employment contract or agreement.
If, following the investigation, the report is substantiated, the district will inform the employee that the report has been substantiated and provide information regarding the appeal process.
The employee or volunteer may appeal the district’s decision through the appeal process provided by the district’s collective bargaining agreement. A substantiated report is one that: a) An educational provider has reasonable cause to believe it is founded based on the available evidence after conducting an investigation; and b) Involves conduct that the educational provider determines is sufficiently serious to be documented in the employee’s personnel file.
If the employee decides not to appeal the determination or if the determination is sustained after an appeal, a record of the substantiated report will be placed in the employee’s personnel file. The employee will be notified that this information may be disclosed to a potential employer.
The district will post in each school building the name and contact information of the person designated to receive sexual conduct reports, as well as the procedures the HR Director or Superintendent will follow upon receipt of a
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report. When the HR Director or Superintendent take action on the report, the person who initiated the report must be notified.
The initiation of a report in good faith about suspected sexual conduct may not adversely affect any terms or conditions of employment or the work environment of the complainant. If a student initiates a report of suspected sexual conduct by a district employee in good faith, the student will not be disciplined by the Board or any district employee.
The district will provide annual training to district employees, parents and students regarding the prevention and identification of sexual conduct. The district will provide to employees at the time of hire a description of conduct that may constitute sexual conduct and a description of records subject to disclosure if a sexual conduct report is substantiated.
Educational providers shall follow hiring and reporting procedures as outlined in ORS 339.370 for all district employees.
SEXUAL HARASSMENT Board Policy GBN/JBA & GBN/JBA-AR – Harassment – 11/09/09
Sexual harassment by staff, students, Board members, school volunteers, parents, school visitors, service contractors or others engaged in district business is strictly prohibited and shall not be tolerated in the district. “District” includes district facilities, district premises and non-district property while a staff member or student is at any district-sponsored, district-approved or district-related activity or function, such as field trips or athletic events, in which students are under the control of the district or where the staff member is engaged in district business.
Sexual harassment of students and staff shall include, but not be limited to, unwelcome sexual advances, requests for sexual factors and other verbal or physical conduct of a sexual nature when:
1. The conduct or communication has the purpose or effect of soliciting sexual favors in exchange for benefits; 2. Submission to or rejection of the conduct or communication is used as the basis for educational decisions affecting a student or employment or assignment of staff; 3. The conduct or communication is so severe, persistent or pervasive that it has the purpose or effect of unreasonably interfering with a student’s educational performance or with an employee’s ability to perform his/her job; or creates an intimidating, offensive or hostile educational or working environment. Relevant factors to be considered will include, but not be limited to, did the individual view the environment as hostile; was it reasonable to view the environment as hostile; the nature of the conduct; how often the conduct occurred and how long it continued; age and sex of the complainant; whether the alleged harasser was in a position of power over the student or staff member subjected to the harassment; number of individuals involved; age of the alleged harasser; where the harassment occurred; and other incidents of sexual harassment at the school involving the same or other students or staff. Principals, the compliance officer and the superintendent have responsibility for investigations concerning sexual harassment. All complaints and reported incidents shall be investigated. The investigator shall be a neutral party having had no involvement in the complaint presented or reported incident.
The investigator(s) shall be a neutral party having had no involvement in the complaint presented. All complaints will be investigated in accordance with the following procedures:
Step I Any hazing, harassment, intimidation, menacing or bullying and acts of cyberbullying information (complaints, rumors, etc.) shall be presented to the building principal or superintendent. 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 39
Complaints against the building principal shall be filed with the superintendent. Complaints against the superintendent shall be filed with the Board chair. All such information will be reduced to writing and will include the specific nature of the offense and corresponding dates.
Step II The district official receiving the complaint shall promptly investigate. Parents will be notified of the nature of any complaint involving their student. The district official will arrange such meetings as may be necessary with all concerned parties within five working days after receipt of the information or complaint. The parties will have an opportunity to submit evidence and a list of witnesses. All findings related to the complaint will be reduced to writing. The district official(s) conducting the investigation shall notify the complainant and parents as appropriate, in writing, when the investigation is concluded and a decision regarding disciplinary action, as warranted, is determined.
A copy of the notification letter or the date and details of notification to the complainant, together with any other documentation related to the incident, including disciplinary action taken or recommended, shall be forwarded to the superintendent.
Step III If any party involved in the complaint is not satisfied with the decision at Step II, he/she may submit a written appeal to the superintendent or designee. Such appeal must be filed within 10 working days after receipt of the Step II decision. The superintendent or designee will arrange such meetings with the complainant and other affected parties as deemed necessary to discuss the appeal. The superintendent or designee shall provide a written decision to the complainant’s appeal within 10 working days.
Step IV If the complainant is not satisfied with the decision at Step III, a written appeal may be filed with the Board. Such appeal must be filed within 10 working days after receipt of the Step III decision. The Board shall, within 20 working days, conduct a hearing at which time the complainant shall be given an opportunity to present the complaint. The Board shall provide a written decision to the complainant within 10 working days following completion of the hearing.
Documentation related to the incident may be maintained as a part of the student’s education records or employee’s personnel file. Additionally, a copy of all hazing, harassment, intimidation, bullying, menacing or acts of cyberbullying complaints and documentation will be maintained as a confidential file in the district office.
Direct complaints related to employment may be filed with the U.S. Department of Labor, Equal Employment Opportunity Commission or Oregon Bureau of Labor and Industries. Direct complaints related to educational programs and services may be made to the Regional Civil Rights Director, U.S. Department of Education, Office for Civil Rights, Region X, 915 2nd Ave., Room 3310, Seattle, WA 98174-1099. Additional information regarding filing of a complaint may be obtained through the principal, compliance officer or superintendent.
The initiation of a complaint in good faith about behavior that may violate the district’s sexual harassment policy shall not adversely affect any terms or conditions of employment or work environment of the staff complainant.
A staff member whose behavior is found to be in violation of Board policy may be subject to discipline up to and including dismissal.
TOBACCO-FREE ENVIRONMENT Board Policy GBK/JFCG/KGC – Use of Tobacco – 1/28/13 Board Policy GBK/JFCG/KGC-AR – Tobacco Free Environment 3/18/13 2015-16 CCSD Staff Handbook: Section 2 – District Health & Safety Policies & Procedures 40
In order to comply with state law and to protect the health of students, staff and the general public, provide a healthy working environment and promote good health for students, tobacco use is prohibited on all district property and in district-owned buildings and vehicles and at district sponsored events.
Tobacco is defined to include any lighted or unlighted cigarette, cigar, pipe, bidi, clove cigarette and any other smoking product, spit tobacco also known as smokeless, dip, chew, snuff in any form, nicotine or nicotine delivering devices, chemicals or devices that product the physical effect of nicotine substances or any other tobacco substitute (e.g., e-cigarettes). This does not include FDA approved nicotine replacement therapy products used for the purpose of cessation.
WEAPONS Board Policy JFCJ – Weapons In The Schools – 07/15/13
In accordance with Oregon law, any employee who has reasonable cause to believe a student or other person has, within the previous 120 days, unlawfully been in possession of a firearm or destructive device as defined by the district’s weapons policy, shall immediately report such violation to an administrator, his/her designee or law enforcement. Employees who report directly to law enforcement shall also immediately inform an administrator.
Administrators shall promptly notify the appropriate law enforcement agency of staff reports received and at any other time there is reasonable cause to believe violations have occurred or that a student has been expelled for bringing, possessing, concealing or using a dangerous or deadly weapon, firearm or destructive device. Parents will be notified of all conduct by their student that violates the district’s weapons policy.
Employees shall promptly report all other conduct prohibited by the district’s weapons policy to an administrator.
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SECTION 3
HUMAN RESOURCE DEPT. Highlighted areas are new or updated PERSONNEL POLICIES & PROCEDURES (Including Leave, Insurance & Payroll)
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ABSENCES Board Policy GCBD/GDBD – Personal Illness & Injury – 04/18/94 Absences Due to Weather Conditions – Classified Staff
Licensed staff members unable to report to work for any reason must notify the Subfinder Program by phone as soon as possible to ensure that appropriate substitute arrangements can be made. Substitutes are assigned on a daily basis unless a longer duration is specified. Also, as a courtesy, please notify the lead secretary in your building of your absence.
Classified staff, depending upon their job function, who are unable to report to work for any reason must notify the Subfinder Program (or School or Dept. Secretary if you do not use the Subfinder Program) by phone as soon as possible to ensure that appropriate substitute arrangements can be made. Contact your building or department lead secretary and/or building handbook for details regarding reporting absences. Substitutes are assigned on a daily basis unless a longer duration is specified.
Staff members may, at the time of the reported absence, request a particular substitute through the Subfinder Program. Final decisions regarding substitute use or nonuse will be made by the district. Under no circumstances may staff members arrange coverage through personal arrangements with substitutes or others either for all day or temporary absences from their duties.
An absence report form must be completed and returned to the school or department secretary for all staff absences, including absences due to school or district-related activities. Forms are available through the school or department office.
CLASSIFIED STAFF Delayed Start to School When a "two hour delayed start" is announced, employees are expected to report to work as close to your regular report time as safely possible. If the program or assignment you are normally responsible for has been changed due to the late start, your immediate administrative supervisor may request you to perform other duties to assist the school or department allowing you to work their normal daily hours. Or: Personal Leave: If the employee feels she/he cannot safely report to work Personal Leave hours may be utilized (if the employee has Personal Leave hours available). Mark those hours on your timesheet as “PL”. Unpaid Leave: The employee may choose to take unpaid leave for any hours missed. Mark those hours on your timesheet as “UP”. Make-Up The Hours Missed: The District will schedule an opportunity for anyone who wishes to make up the hours they lost (in lieu of “PL” or “UP”) on the next scheduled Staff Development Day. Mark those hours you wish to “make up” on your timesheet as “MU” (on the timesheet covering the day/hours you did not work). On the actual day you make up the hours, which may not be in the same pay period, mark those hours as “MU”. Remember, if you choose “PL” or “UP” on your timesheet, you may not later choose the “make up hours” option. School Closure If school should be closed due to weather or another emergency, only those staff members who have been instructed by their supervisor to report to work will be required to do so. Those employees not working have the choice of one of the following options: Personal Leave: Record the day as Personal Leave (“PL”) (if the employee has Personal Leave hours available) on your timesheet. Unpaid Leave: Record the day as Unpaid Leave (“UP”) on your timesheet.
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Make-Up The Hours Missed: The District will schedule an opportunity for anyone who wishes to make up the hours they lost (in lieu of “PL” or “UP”) on the next scheduled Staff Development Day. Mark those hours you wish to “make up” on your timesheet as “MU” (on the timesheet covering the day/hours you did not work). On the actual day you make up the hours, which may not be in the same pay period, mark those hours as “MU”. Remember, if you choose “PL” or “UP” on your timesheet, you may not later choose the “make up hours” option. Paid and unpaid leaves are provided in accordance with collective bargaining agreements, established Board policy and law.
Federal Family and Medical Leave Act (FMLA)/Oregon Family Leave Act (OFLA) Military Family Leave Act (MFLA)/Oregon Military Family Leave Act (OMFLA) Board Policy & AR – GCBDA/GDBDA & GCBDA/GDBDA-AR (1) (2) (3)-A-B-C-D (4)– FMLA / OFLA – 04/20/15
Eligibility In accordance with federal law, staff members employed by the district for the previous 12 months and who have worked at least 1,250 hours during the year preceding the start of the leave may be eligible for FMLA leave. Staff members employed by the district at least 180 days prior to the first day of the family medical leave of absence and who have worked an average of 25 or more hours per week may be eligible for OFLA leave. There is no minimum average number of hours worked per week when determining employee eligibility for parental leave under OFLA.
Length/Purpose of Leave Employees eligible for FMLA leave under federal law and/or OFLA leave under state law are entitled to take 12 work weeks of leave within a 12-month period for the:
1. Birth of the employee’s child (eligibility expires 12 months after the birth); 2. Placement of a child for adoption or foster care when the child is under 18 or older than 18 if incapable of self- care (eligibility expires 12 months after placement); 3. Care of a family member with a serious health condition; or 4. The staff member’s own serious health condition.
Additionally, an employee eligible for OFLA leave is entitled to such leave for the care of a sick or injured child who requires home care but who is not suffering from a serious health condition. An additional 12-workweek leave within any one-year period is available for an illness, injury or condition related to pregnancy or childbirth that disables the employee from performing her work duties. An employee who takes 12 full workweeks of parental leave is then entitled to 12 additional workweeks of sick child leave under OFLA.
Contact the Hr Manager (541-416-9963) in the District Office for additional information regarding length of leave entitlements under state and federal law and provisions governing two family members eligible for FMLA or OFLA leave. Request forms are available on the District website.
A serious health condition is defined differently under federal and state law. Contact the HR Manager for details.
Contact the HR Manager for additional information regarding the Military Family Leave Act (MFLA)/Oregon Military Family Leave Act (OMFLA).
Intermittent Leave and Alternate Duty
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The district may transfer an employee, with the employee’s voluntary consent, on intermittent FMLA and/or OFLA leave or a reduced work schedule into an alternate position with the same or different duties to accommodate the leave provided certain criteria are met.
Additionally, the district may transfer an employee recovering from a serious health condition to an alternate position that accommodates the serious health condition provided certain criteria are met.
Calculating the 12-Month Period for Leave The district will use the same method for calculating the 12-month period in which the 12-workweek FMLA and OFLA leave entitlement occurs for all employees. The district will use the 12-month period measured forward from the date the employee’s leave begins.
Paid/Unpaid Leave Family leave under federal law is generally unpaid. Under state law, employees are entitled to access any accrued paid leave including paid sick leave for any OFLA qualifying event. The district requires the employee to use any accrued sick leave, vacation or personal leave days (or other paid time established by Board policy(ies) and/or collective bargaining agreements) in that order before taking FMLA and/or OFLA leave without pay for the leave period.
The district will notify the employee that the requested leave has been designated as FMLA and/or OFLA leave and, if required by the district, that accrued paid leave shall be used during the leave period. Such notification will be given to the employee prior to the commencement of the leave or within two working days of the employee’s notice of an unanticipated or emergency leave.
When the district does not have sufficient information to make a determination of whether the leave qualifies as FMLA or OFLA leave, the district will provide the required notice promptly when the information is available but no later than two working days after the district has received the information. Oral notices will be confirmed in writing no later than the subsequent payday.
Application Staff members requesting FMLA and/or OFLA leave shall submit to the district a written request at least 30 days prior to the anticipated leave date if the leave is foreseeable based on planned medical treatment. The notice shall include the anticipated starting and ending dates of the requested leave and an explanation of the need for the leave. Staff members are expected to schedule treatment, including intermittent leave and reduced hours, so as to not unduly disrupt the operation of the district.
If advance notice of FMLA leave, under federal law, is not possible, for example due to a change in circumstances or medical emergency, notice must be given as soon as practicable. “As soon as practicable” means at least oral notification within one or two business days of when the leave becomes known to the employee.
Failure to provide the required notice for FMLA leave may result in the district delaying the staff member’s leave for up to 30 days after the notice is ultimately given.
If advance notice of OFLA leave is not possible due to unanticipated or emergency leave situation, oral or written notice is required within 24 hours. The district realizes that there may be circumstances when it is not possible to provide a 24-hour notice. Therefore, the staff member may designate a family member or friend to notify the district during that period of time. In either case, proper documentation must be submitted within three working days of the employee’s return to work.
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Failure to provide the required notice for OFLA leave may result in the district deducting up to three weeks from the staff member’s leave period.
Medical Certification
If the staff member provides 30 or more days notice when applying for FMLA and/or OFLA leave, he/she may be required to provide medical documentation when appropriate to support the request for leave. The district will provide written notification to employees of this requirement within three working days of the staff member’s request for leave. If the staff member provides less than 30 days notice, he/she is required to submit such medical certification no later than 15 calendar days after receipt of the district’s notification that medical certification is required.
Under federal law, a second medical opinion at the district’s expense may be required whenever the district has reason to doubt the validity of the initial medical opinion. The health-care provider may be selected by the district. The health-care provider shall not be an individual employed by the district on a regular basis. Should the first and second medical certifications differ, a third opinion may be required. The district and the employee will mutually agree on the selection of the health-care provider for a third medical certification.
The third opinion will be final. Second and third opinions and the actual travel expenses for a staff member to obtain such opinions will be paid for by the district.
Under state law, the district may require a second opinion and designate the health-care provider. Should the two opinions conflict, the district may require a third opinion and that the two providers designate the third health-care provider. The third opinion will be final. Second and third opinions and the actual travel expenses for a staff member to obtain such opinion will be paid for by the district.
If the leave is for the purpose of an employee’s own serious health condition, he/she may also be required to provide a fitness-for-duty medical release from the health-care provider before returning to work.
The district may require a staff member using OFLA leave to care for a sick child to provide medical certification after the use of more than three days of such leave in a one-year period. The district will pay the cost of the medical certification not covered by insurance or other benefit plans.
Continuation of Health Insurance Benefits
Under FMLA leave, group health insurance benefits and premium payments must be continued on the same basis as coverage would have been provided and premiums paid in the absence of the leave. The district will continue to pay the district’s contribution toward the employee’s premium. The employee will continue to pay the employee’s share of premiums, if any. A 30-day grace period will be allowed for receipt of employee contributions. The district’s obligation to maintain the employee’s benefits will cease if the employee’s contribution is more than 30 days late. The district will provide written notice that the premium payment is more than 30 calendar days late. Such notice will be provided within 15 calendar days before coverage is to cease.
Return to Work Following a FMLA or OFLA leave, a staff member is generally entitled to be returned to his/her former position or to an equivalent job with equivalent benefits, pay and other terms and conditions of employment, with certain exceptions. See the HR Manager for details of this or any other provision of FMLA or OFLA leave.
Public Employees Retirement System (PERS) Break in Service Employees who are currently members of PERS who are considering a leave of absence from work for a period that may exceed six months should contact the district business department or payroll specialist to establish what if any impact their leave could have on their PERS status.
Uniformed Services Employment and Reemployment Rights Act (USERRA)
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Uniformed Services Employment and Reemployment Rights Act (USERRA_ is a Federal law granting employees certain rights to reemployment and benefits after completing a period of duty in the United Sates uniformed services. The law applies to Crook County School District. As such the district is required to provide to persons entitled to rights and benefits under USERRA, a notice of the rights, benefits and obligations of such employers under USERRA.
Employees seeking additional information pertaining to USERRA, may do so on the U. S. Department of Labor’s website at www.dol.gov/vets#ussera.
BREAKS
Scheduled breaks are provided to all nonexempt employees to ensure safety, efficiency and to meet the requirements of law. All classified staff members who work four or more consecutive hours are entitled to one 10- minute break. Those working more than six hours a day are entitled to two 10-minute breaks and a 30-minute unpaid lunch break.
Nonexempt (e.g. includes some confidential) employees are expected to adhere to the break schedule established by their supervisor. Deviation from the regularly scheduled break period requires prior supervisor approval.
BREAKS - MOTHER FRIENDLY WORKPLACE Board Policy GBDA – Mother Friendly Workplace - 05/18/15
The District will make a reasonable effort to provide a room or other location in close proximity to the employees’ work area, other than a restroom, where an employee can breast-feed her child or express milk in privacy. The following list of designated locations must be readily available upon request in the central office of each school facility and in the district’s central office:
CCHS Modular “B” Pioneer Alt HS TBD
CCMS Staff Lounge Office BBE 112
CRE Room 314 Paulina TBD
Brothers TBD Transportation Supervisor’s Office
Facilities Supervisor’s Office Technology TBD
Dist. Off. Conf. Rm. “D”
COMPLAINTS Board Policy KL, KL-AR (1) and KL-AR (2) – Public Complaints – 02/22/10
Student/Parent Complaints The district recognizes that complaints regarding staff performance, discipline, grades, student progress and homework assignments will be made by students and parents from time to time. Every effort will be made to ensure that such complaints are handled and resolved informally and as close to their origin as possible. Students, parents and others with complaints will be encouraged to discuss the complaint directly with the staff member. All such meetings should be held in confidence and not in the presence of others.
If the complaint is not informally resolved, staff should advise the complainant that he/she may submit the matter directly to the principal or immediate supervisor, as appropriate. The complainant will be provided with necessary
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formal complaint procedure guidelines in accordance with Board policy and applicable provisions of collective bargaining agreements.
When a complaint is made directly to the Board as a whole or to an individual Board member, it will be referred to the superintendent for appropriate building administrator follow-up. If the complaint is against the superintendent, the complaint will be referred to the Board chair.
All staff members should familiarize themselves with Board policy and applicable provisions of administrative regulations and collective bargaining agreements regarding the handling of complaints.
Staff Complaints
Board Policy GBM & GBM-AR – Staff Complaints – 05/18/15
It is an unlawful employment practice for an employer to discharge, demote, suspend or in any manner discriminate or retaliate against an employee with regard to promotion, compensation or other terms, conditions or privileges of employment for the reason that the employee has in good faith reported information in a manner as to disclose employer violations of any federal or state law, rule or regulation, mismanagement, gross waste of funds, abuse of authority, or substantial and specific danger to public health and safety.
Staff member complaints contending a violation, misinterpretation or inappropriate application of district personnel policies and/or administrative regulations should be directed to the principal or immediate supervisor for informal discussion and resolution. If the staff complaint is against the superintendent the complaint should be referred to the Board chair.
If the complaint is not resolved informally, formal complaint procedures may be initiated by staff in accordance with Board policy and administrative regulations.
This complaint procedure may not be used to resolve disputes and disagreements related to the provisions of any collective bargaining agreement.
CONTRACTS AND COMPENSATION
Contracts will be issued for all licensed, supervisory and confidential district employees.
Contract teachers are employed pursuant to two-year employment contracts. “Contract teacher” means any teacher who has been regularly employed by a school district for a probationary period of three successive school years and who has been retained for the next succeeding school year.
The Board may enter into agreements that provide for a shorter probationary period of not less than one year for teachers who have satisfied the three-year probationary period in another Oregon school district.
Upon recommendation of the superintendent, the Board may extend a contract teacher’s employment for a new two-year term by providing written notice to the teacher no later than March 15 of the first year of the contract. Any new contract that extends the teacher’s employment for a new term shall replace any prior contracts.
If the teacher’s contract has not been extended for a new two-year term, the Board upon recommendation of the superintendent, may elect by written notice to the teacher prior to March 15 of the first year of the contract. Any new contract that extends the teacher’s employment for a new term shall replace any prior contracts.
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Salaries, including compensation for extracurricular assignments over and above the duties associated with a staff member’s regularly assigned duties, will be determined in accordance with salary schedules and salary placement guidelines established by the Board and/or policies adopted by the Board which are consistent with salary schedules and salary placement provisions of collective bargaining agreements.
It is the staff member’s responsibility to provide all information necessary for placement on the salary schedule to the HR Dept. in accordance with timelines established by the district and collective bargaining agreements.
Notice will be given to staff in compliance with rules of the insurance carrier and current relevant collective bargaining agreement regarding domestic partner benefits.
CRIMINAL RECORDS CHECKS/FINGERPRINTING Board Policy GCDA/GDDA & GCDA/GDDA-AR – Criminal Records Checks/Fingerprinting – 12/16/13
All newly licensed or registered educators are required to submit to a nationwide criminal records check including fingerprinting in accordance with rules established by the Teacher Standards and Practices Commission (TSPC). This includes any individual registering with TSPC for student teaching, practicum or internship as a teacher, administrator or personnel specialist who has not submitted to a criminal records check with the previous year.
All staff not requiring licensure or registration as a teacher, administrator, personnel specialist or school nurse and newly hired are required to submit to a nationwide criminal records check including fingerprinting as required by Board policy and law.
All volunteers to the district will be required to annually complete a criminal history verification check.
Employment will be offered pending the return and disposition of such checks. All offers of employment are contingent upon the results of such checks.
Fees for individuals subject to the checks including fingerprinting, including nonlicensed applicants, shall be paid by the individual.
A staff member not requiring licensure or registration may request that the required fees be withheld from his/her paycheck. A staff member may request periodic payroll deductions rather than a lump sum payment.
All newly licensed or registered educators and those applying for reinstatement of a license or registration that has expired for more than three years are required to submit to nationwide criminal records checks and fingerprinting in accordance with rules and procedures as set forth by TSPC.
The following procedures will be used for all newly hired employees subject to criminal records checks including fingerprinting:
Processing/Reporting
1. The individual shall, as part of the application process, complete either a Criminal History Verification of Applicants form or a Fingerprint-Based Criminal History as provided by ODE. 2. Following acceptance of an offer of employment, the Criminal History Verification of Applicants form for those not subject to fingerprinting will be sent to ODE for processing. A copy will be kept on file by the district in the individual’s personnel file. 3. If the individual is subject to fingerprinting, he/she will be required to report prior to his/her first day of work to an authorized fingerprinter for fingerprinting. Fingerprints may be collected by one of the following: a. Employing district staff; b. Contracted agent of employing district; c. Local or state law enforcement agency. Normally, fingerprinting will be completed in the CCSD HR Dept. by district personnel.
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Individuals shall be subject to fingerprinting only after acceptance of an offer of employment or contract.
4. The Fingerprint Criminal History Verification form and fingerprint cards will be sent to ODE. A copy of the form will be kept in the HR Dept.
Termination of Employment
Any individual required to submit to criminal records checks and/or fingerprinting in accordance with law and/or Board policy will be terminated from consideration as a district volunteer and employment or contract status by the superintendent immediately upon the following:
a. Refusal to consent to a criminal records check and/or fingerprinting; or b. Notification by the Superintendent of Public Instruction or his/her designee or the State Board of Education that the employee has made a false statement as to conviction of a crime or conviction of crimes prohibiting employment with the district as specified in law.
2. Employment termination shall remove the individual from any district policies, collective bargaining provisions regarding dismissal procedures and appeals and the provisions of Accountability for Schools for the 21st Century Law. Appeals
All appeals regarding a determination which prevents his/her employment or eligibility to contract with the district will be directed to the Oregon Superintendent of Public Instruction. Individuals eligible to appeal as a contested case will be so notified in writing by ODE.
DISCIPLINE AND DISCHARGE Board Policy GCPD – 06/08/09 & GCPD-AR – 05/11/09 - Discipline and Dismissal of Licensed Staff
Discipline and dismissal of staff will follow due process, relevant provisions of collective bargaining agreements and applicable law.
EVALUATION OF STAFF Board Policy GCN/GDN – Evaluation of Staff – 12/17/12
An effective evaluation program is essential to a quality educational program. It is an important tool to determine the current level of a teacher’s performance of the teaching responsibilities. It is also an important assessment of classified employees and current performance of their job assignments. Under Board policy, administrators are charged with the responsibility of evaluating the staff. An evaluation program provides a tool for supervisors who are responsible for making decisions about promotion, demotion, contract extension, contract non-extension, contract renewal or nonrenewal, dismissal and discipline.
Licensed Staff Evaluation of licensed staff shall be conducted to conform with applicable Oregon Revised Statutes and any applicable collective bargaining provisions.
Teachers’ evaluations shall be customized based on collaborative efforts and include the core teaching standards adopted by the State Board of Education.
Evaluations must attempt to: 1. Strengthen the knowledge, skills, disposition and classroom practices of teachers; 2. Refine the support, assistance and professional growth opportunities offered to a teacher, based on the needs of the teacher and the needs of the school and district;
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3. Allow the teacher to establish a set of classroom practices and student learning objectives that are based on the individual circumstances of the teacher, including classroom and other assignments; 4. Establish a formative growth process for each teacher that supports professional learning and collaboration with other teachers; 5. Use evaluation methods and professional development, support and other activities that are based on curricular standards and are targeted to the needs of the teacher. Classified Staff All classified employees will be formally evaluated by their immediate supervisor at least twice during their first year of employment and at least once a year thereafter. Copies of the district’s evaluation procedures will be provided to all staff. Evaluation of all staff will be conducted in accordance with established Board policy and applicable district evaluation procedures, collective bargaining agreements and Oregon Revised Statutes.
FAIR LABOR STANDARDS ACT Board Policy GBAA – Fair Labor Standards Act – 03/14/11
Regular working hours for all classified staff will be set by the building principal or department supervisor. Nonexempt staff are not to work before, beyond or outside their established working hours and are not to work overtime without prior authorization from the principal or department supervisor.
All time sheets must be a true reflection of all time worked, whether it is more or less than regularly scheduled work hours.
Failure to comply may result in disciplinary action in accordance with applicable provisions of Board policy, administrative regulations and collective bargaining agreements.
Administrators, directors and/or supervisors shall give written notification to nonexempt employees, as defined by the Fair Labor Standards Act, of the Board’s following expectations:
1. What constitutes nonexempt working hours; 2. What constitutes normal working hours; 3. That employees are not to work before, beyond or outside their normal working hours or are not to work overtime without prior authorization; 4. That employee time sheets be a true reflection of all time worked, whether it is more or less than normally scheduled hours; 5. That a written corrective statement be given to employees not complying with established procedures. Overtime is defined as time worked over 40 hours in one week. A week is defined as seven consecutive days covering Monday through Sunday.
If funds are available, overtime will be compensated at not less than one and one-half times the employee’s rate of pay. If funds are not available for overtime, compensatory time at not less than time and one-half will be allowed, Compensatory time is capped at 240 hours and is cashed out at the employee’s current rate.
HEALTH INSURANCE
Health Insurance is available to employees as outlined in the collective bargaining agreements for licensed and classified staff. Health insurance benefits are also available for administrators, supervisors, and confidential staff. The annual renewal for health insurance is October 1 each year. Open enrollment takes place between August 15 and September 10. For more insurance information, go to the CCSD website at www.crookcounty.k12.or.us, click on “Staff” in upper right corner, scroll down and click on “Insurance Information”.
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HEALTH INSURANCE PORTABILITY AND ACCOUNTABLITY ACT (HIPAA) Board Policy EHA – Health Insurance Portability and Accountability Act (HIPAA) – 05/10/04
The district will safeguard the protected health information of employees from use or disclosure that may violate standards and implementation specifications to the extent required by law.
“Protected health information” means individually identifiable health information that is:
1. Transmitted by electronic media; 2. Maintained in electronic media; 3. Transmitted or maintained in any other form or medium.
The electronic exchange of financial and administrative transactions related to an individual’s protected health information will meet the requirements of HIPAA, including national standards for transactions designed to ensure the security of health information created or received by the district.
Individuals with questions about how medical information may be used and disclosed and how to get access to this information, or with complaints about district compliance with HIPAA, should contact the personnel office.
IDENTIFICATION BADGES
To help ensure the protection of staff and students and reduce the possibilities of theft, vandalism and loss of district property, all district employees shall be issued and wear identification badges when on district property.
1. Identification badges are the property of the district for use by district employees. Any employee who duplicates or lends his/her identification badge will be subject to disciplinary action; 2. All identification badges are to be worn in plain sight when the employee is engaged in the performance of district duties while on district property; 3. A report of a lost or stolen badge must be made to the appropriate administrator immediately; 4. An identification card lost, stolen or damaged due to circumstances beyond the employee’s control will be replaced by the district at no cost to the employee. Other replacement costs will be charged to the employee; 5. The district will not disclose the identification badge or card of an employee without the written consent of the employee if: a. The badge or card contains the photograph of the employee; b. The badge or card was prepared solely for internal use by the district to identify employees.
The district will not disclose a duplicate of the photography used on the badge or card, unless agreed upon by the employee.
JOB SHARING
The district may consider a request for job sharing. Job sharing is defined as the sharing and occupation of a single staff position by two individuals with each assignment being half time.
The district’s overall cost of job share may not exceed that of one full-time equivalency. The amount of fringe benefits as may be afforded in current collective bargaining agreements and normally assigned to one staff employee position is shared in a manner agreeable to both job sharing employees, providing the total dollar amount does not exceed the amount designated for one staff employee in a non-job sharing position.
Job sharing requests are considered on an individual basis and subject to superintendent approval. Applications and additional guidelines are available in the HR Dept.
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LICENSE REQUIREMENTS Board Policy GCA – License Requirements – 04/18/94
Teachers offered employment in the district must present their original teaching license to the HR Dept. before the Board will consider approving their employment.
Applicants not presenting their license prior to the beginning of school or the first day employment is to begin, will not be employed until such license has been submitted.
Licensed staff are required to submit copies of all license endorsements to the HR Dept. It is the responsibility of each licensed staff member to keep his/her license and all endorsements current. Teachers are cautioned that failure to maintain license and endorsements may invalidate their contract with the district.
In the event the district is required to forfeit any State School Fund moneys as a result of a teacher failure to meet license requirements as set forth by the Teacher Standards and Practices Commission (TSPC), the district is entitled to recover one-half of the amount of the forfeiture from the teacher whose unlicensed status caused the forfeiture. Recovery may not exceed one-half of the amount forfeited that is attributable to the particular licensed person.
PAYROLL CUT-OFF DATES – 2015-16 School Year
PAYROLL MONTH CUT-OFF DATE PAY DATE September 09/19/15 09/30/15 October 10/17/15 10/30/15 November 11/14/15 11/30/15 December 12/12/15 12/18/15 January 01/16/16 01/22/16 February 02/13/16 02/25/16 March 03/12/16 03/31/16 April 04/16/16 04/29/16 May 05/14/16 05/27/16 *June 06/11/16 06/30/16 *(Except teachers will be paid on 6-13-16) July 07/6/16 07/29/16 August 08/20/16 08/31/16 Timesheets are due by noon on the Monday following the cut-off date.
PAYROLL HANDBOOK RULES
1. Pay dates and pay periods are established at the beginning of each year and will not be deviated from. No early checks or draws will be allowed without Superintendent approval, and then only in an emergency. 2. The established workweek is the 7-day period beginning with Sunday as the first day and Saturday being the last day. Each workweek stands alone for overtime purposes. 3. Timesheets and leave sheets:
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A. Must be completed with a dark colored ink and the employee and their administrator must sign them. (No pencil, red or pink, Please!) B. Timesheets and leave sheets need to be completed and turned in on time, (see the payroll cutoff dates posted in your buildings.) C. Substitute Pay: Classified - if you are subbing in a job that is out of your normal classification, record your hours in the sub hours column. Make sure you note whom you are subbing for. You will be compensated according to the current bargaining agreement. D. Job 1, 2, 3: List the hours for your “regular” job under Job 1. If you are doing something different (i.e. staff meeting, ticket taking, etc.) list that under job 2 or 3. Make sure to note a description of what you were doing. E. Employees are not to work before, beyond or outside their normal working hours or are not to work overtime without prior authorization. F. Your timesheet must be a true reflection of all time worked, whether it is more or less than normally scheduled hours. Any time absent must be recorded as leave, whether it is paid or unpaid. 4. Report Address and Phone Number changes to your building secretary ASAP, or enter your change through IVisions. 5. Call the Payroll office for any changes in tax withholding; you will need to complete a new Form W-4. 6. Direct Deposit: You are encouraged to have your paycheck direct deposited to your bank or credit union. Some institutions offer incentives if you subscribe to this service. If you elect direct deposit, it must be the full amount of your net check. 7. PERS: To qualify for PERS you must work at least 600 hours in a 12-month period, according to PERS regulations. PERS has a 6-month waiting period before membership starts. The district pays the Employee and Employer portion for all regular and temporary PERS entitled employees. 8. Benefits Available to the Employee: A. Medical/Dental/Vision insurance for anyone working 3 hours or more per day. The coverage is for the employee and their family. There is also a provision for Same-Sex and Opposite-Sex Domestic Partners. The district pays a portion (cap) of the premium and the employee pays the balance. Employees enrolled in the designated “High Deductible” insurance plan must open a Health Savings Account. The District will contribute the difference of the cost of the insurance premium and the allowed insurance cap amount, into the H.S.A. Upon leaving the employment of the district, continuation coverage is available for the employee and their dependents as per ‘COBRA’ regulations. B. Cafeteria 125 Plan: You have the option to “pretax” your medical insurance premium. There is also the “flexible spending account” for dependent care and unreimbursed medical expenses. C. Tax Sheltered Annuities: You have the option to contribute to a Section 403B Tax Sheltered Annuity or after tax – Roth 403B per IRS regulations. The employee is responsible for the Salary Reduction Agreement. Forms and more information can be found by going to the following link on the CCSD staff website: crookcounty.k12.or.us-Staff-Employee Resources and Forms-Retirement Savings – 403(b) and 457(b). The School District does not supply this form. See the payroll office for a list of approved companies. D. Deferred Compensation Plan: You have the option to contribute to a section 457B Deferred Compensation plan. The employee is responsible for the Salary Reduction Agreement. The School District does not supply this form. Forms and more information can be found by going to the following link on the CCSD staff website: crookcounty.k12.or.us-Staff-Employee Resources and Forms-Retirement Savings – 403(b) and 457(b) E. Credit Union Deductions: We currently allow payroll deductions to accounts at Mid-Oregon Credit Union or Oregonians Federal Credit Union. F. Optional Long-Term Disability Insurance, Accidental Death and Dismemberment Insurance, and Life Insurance are available.
PERSONNEL RECORDS Board Policy GBL – Personnel Records – 04/11/11
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An official personnel file is established for each person employed by the district. A staff member’s personnel file may contain such information as applications for employment, references, records relative to compensation, payroll deductions, evaluations, complaints and written disciplinary actions. All charges resulting in disciplinary action shall be considered a permanent part of a teacher’s personnel file and shall not be removed for any reason. Employees may submit a written response to any materials placed in their personnel file.
All records containing medical condition information such as workers’ compensation reports and release/permission-to-return-to-work forms will be kept confidential, in a separate file from personnel records. All other personnel records are considered confidential and not open to public inspection. Access to personnel files is limited and inspection only by the following or as otherwise required by law:
1. The individual employee. An employee or designee may arrange with the HR Dept. to inspect the contents of his/her personnel file on any day the HR Dept. is open for business; 2. Others designated in writing by the employee; 3. The comptroller or auditor, when such inspection is pertinent to carrying out his/her respective duties, or as otherwise specifically authorized by the Board. Information so obtained will be kept confidential. No files will be removed from their central location for personal inspection; 4. A Board member when specifically authorized by the Board. Information will be kept confidential. No files will be removed from their central location for personal inspection; 5. The superintendent and members of the central administrative staff; 6. District administrators and supervisors who currently or prospectively supervise the employee; 7. HR Dept. staff; 8. Attorneys for the district or the district’s designated representative on matters of district business; 9. The disciplinary records of a district employee convicted of a crime listed in ORS 342.143 are not exempt from the disclosure under ORS 192.501 or 192.502 and may be released to any person upon request. Prior to the release of disciplinary records the district shall remove any personally identifiable information from the record that would disclose the identity of a child, a crime victim or a district employee who is the subject of the disciplinary record; 10. Upon request from a law enforcement agency, the Department of Human Services or the Teachers Standards and Practices Commission, a district shall provide the records of investigations of suspected child abuse by a district employee.
The superintendent may permit persons other than those specified above to use and to inspect employee records when, in his/her opinion, the person requesting access has a legitimate official purpose. The superintendent will determine in each case the appropriateness and extent of such access.
Release of personnel records to parties other than those authorized to inspect them will be only upon receipt of a court order.
RELEASE OF GENERAL STAFF INFORMATION Board Policy - GBLA – Disclosure of Information – 03/14/11; KBA – Public Records – 06/08/09; KBA-AR – Public Records – 10/12/09
A staff member’s or volunteer’s address, electronic mail address, date of birth, social security number and personal phone number contained in personnel records maintained by the district are exempt from public disclosure. Such information will be released by the district only upon written permission of the staff member or volunteer, unless otherwise excepted by law.
Authorized district personnel may disclose information about a former employee’s job performance to a prospective employer under the following conditions:
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1. Disclosure of information is upon the request of the prospective employer; 2. Disclosure of information is upon the request of the former staff member; 3. The information is related to job performance; or 4. The disclosure is presumed to be in good faith. The district will not disclose information that is knowingly false, deliberately misleading, rendered with malicious purpose or is in violation of the staff member’s civil rights. Oregon law extends this exemption to the district’s volunteers.
Exceptions for employees includes requests by a labor representative of the employee’s recognized bargaining unit or requests by a party seeking disclosure who is able to show by clear and convincing evidence that the public interest requires disclosure in a particular instance.
Regardless, disclosure should not be made if the staff member provides evidence that disclosure would cause danger to the staff member or to other members of his/her family. The district may consider such evidence as the employee and/or family has been a victim of domestic violence, has contacted law enforcement officials involving domestic violence or other physical abuse, has obtained a temporary restraining order or other no contact order, or has filed criminal or civil proceedings regarding physical protection.
RESIGNATION OF STAFF
A resigning staff member is required to deliver a written and signed notice of resignation to the HR Dept. or office of the superintendent. If the resignation is accepted, acceptance shall be by letter from the superintendent to the employee. The resignation shall be effective as of the date specified in the notice. If no effective date is specified in the notice, the resignation shall be effective as of the date specified in the superintendent’s acceptance letter.
A licensed staff member who wishes to resign from his/her position with the district must give written notice at least 60 days prior to the date he/she wishes to leave district employment. The superintendent may accept the resignation effective the day it is received and either release the teacher immediately or inform the teacher that he/she must continue teaching for part or all of the 60-day period.
Where less than a 60-day notice is given, the Board may request the Teacher Standards and Practices Commission (TSPC) to discipline the licensee. Exceptions due to emergency or other extenuating circumstances may be considered by the Board.
A classified employee is expected to submit a written and signed notice of resignation, preferably at least two weeks prior to the date he/she wishes to leave district employment.
RETIREMENT
To assist the district in its planning efforts, staff members considering retirement are encouraged to notify the district as early as possible, preferably at the beginning of the school year in which the retirement will take place.
STAFF CONDUCT
All staff are expected to conduct themselves in a manner that conforms to applicable job descriptions.
Additionally, all licensed staff are expected to adhere to the Standards for Competent and Ethical Performance of Oregon Educators as specified in Oregon Administrative Rules.
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Application of Rules
1. Oregon Administrative Rules were adopted by the Teacher Standards and Practices Commission (TSPC) in accordance with Oregon Revised Statutes. 2. Oregon Administrative Rules may be used as criteria by TSPC in matters pertaining to the revocation or suspension of licenses issued by the commission under Oregon Revised Statutes or the discipline of any license holder or any person who has held a license at any time within five years prior to issuance of the notices of charges under Oregon Revised Statutes. 3. The commission determines whether an educator’s performance is ethical or competent in light of all the facts and circumstances surrounding the educator’s performance as a whole. 4. The commission will promptly investigate complaints: a. The commission may, at its discretion, defer action to charge an educator against whom a complaint has been filed under ORS 342.176 when the investigation report indicates that disciplinary action against the educator is pending at the local district level or when criminal charges are pending or are likely to be filed against the educator. In considering whether to defer action to charge an educator, the commission shall consider all relevant circumstances including the nature and seriousness of the allegations and whether the educator is currently employed as a teacher or school administrator; b. The executive secretary shall regularly inform the commission of the status of any complaints on which the commission has deferred action. Definitions
The following definitions apply to Oregon Administrative Rules unless otherwise indicated by context: 1. Administrator – Any supervisory educator who holds a valid Oregon administrative license or registration. 2. Competent – Discharging required duties as set forth in these rules. 3. Educator – any licensed or registered person, who is authorized to be engaged in the instructional program including teaching, counseling, administering and supervising. 4. Ethical – Conforming to the professional standards of conduct set forth in these rules. 5. Sexual contact – Includes: a. The intentional touching of the breast or sexual or other intimate parts of a student; b. Causing, encouraging or permitting a student to touch the breast or sexual or other intimate parts of the educator; c. Sexual advances or requests for sexual favors directed toward a student; d. Verbal or physical conduct of a sexual nature when directed toward a student or when such conduct has the effect of unreasonably interfering with a student’s educational performance or creates an intimidating, hostile or offensive educational environment; or e. Verbal or physical conduct which has the effect of unreasonably interfering with a student’s educational performance or creates an intimidating, hostile or offensive educational environment. f. Sexual harassment – Any unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when: g. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; h. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or i. Such conduct unreasonably interferes with an individual’s work performance or creates an intimidating, hostile or offensive working environment. 6. Teacher – Any person who holds a teacher’s license as provided in ORS 342.125. The Competent Educator The teacher demonstrates a commitment to: 1. Recognize the worth and dignity of all persons; 2. Encourage scholarship; 3. Promote democratic citizenship;
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4. Raise educational standards; 5. Use professional judgment.
Curriculum and Instruction
The competent educator measures success by the progress of each student toward realization of personal potential as a worthy and effective citizen. The competent educator stimulates the spirit of inquiry, the acquisition of knowledge and understanding and the thoughtful formulation of goals as they are appropriate for each individual.
The competent teacher demonstrates: 1. Use of state and district-adopted curriculum and goals; 2. Skill in setting instructional goals and objectives expressed as learning outcomes; 3. Use of current subject matter appropriate to the individual needs of students; 4. Use of students’ growth and development patterns to adjust instruction to individual needs consistent with number of students and amount of time available; 5. Skill in the selection and use of teaching techniques conducive to student learning. Supervision and Evaluation
The competent educator is a student of human behavior and uses this knowledge to provide a climate that is conducive to learning and that respects the rights of all persons without discrimination. The competent educator assumes responsibility for the activities planned and conducted through the district’s program and assists colleagues to do the same. The competent educator gathers relevant information and uses it in the planning and evaluation of instructional activities.
The competent teacher demonstrates: 1. Ways to assess progress of individual students; 2. Skill in the use of assessment data to assist individual student growth; 3. Procedures for evaluating curriculum and instructional goals and practices; 4. Skill in the supervision of students. Management Skills
The competent educator is a person who understands students and is able to relate to them in constructive ways. The competent educator establishes and maintains good rapport. The competent educator maintains and uses records as required and as needed to assist the growth of students.
The competent teacher demonstrates skills in:
1. Establishing and maintaining classroom management that is conducive to learning; 2. Using and maintaining district property, equipment and materials appropriately; 3. Using and maintaining student records as required by district policies and procedures; 4. Using district lawful and reasonable rules and regulations.
Human Relations and Communication
The competent educator works effectively with others – students, staff, parents and patrons. The competent educator is aware of the ways the community identifies with the school, as well as community needs and ways the school program is designed to meet these needs. The competent educator can communicate with knowledge, clarity and judgment about educational matters, the school and the needs of students.
The competent teacher demonstrates:
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1. Willingness to be flexible in cooperatively working with others; 2. Skill in communicating with students, staff, parents and other patrons.
The Ethical Educator
The ethical educator is a person who accepts the requirements of membership in the teaching profession and acts at all times in ethical ways. In so doing, the ethical educator considers the needs of the students, the district and the profession.
The ethical educator, in fulfilling obligations to the student, will:
1. Keep the confidence entrusted in the profession as it relates to confidential information concerning a student and family; 2. Refrain from exploiting professional relationships with any student for personal gain or in support of persons or issues; 3. Maintain an appropriate professional student-teacher relationship by: a. Not demonstrating or expressing professionally inappropriate interest in a student’s personal life; b. Not accepting or giving or exchanging romantic or overly personal gifts or notes with a student; c. Reporting to the educator’s supervisor if the educator has reason to believe a student is, or may be, becoming romantically attached to the educator.
The ethical educator, in fulfilling obligations to the district, will:
1. Apply for, accept, offer or assign a position of responsibility only on the basis of professional qualifications and will adhere to the conditions of a contract or the terms of the appointment; 2. Conduct professional business, including grievances, through established lawful and reasonable procedures; 3. Strive for continued improvement and professional growth; 4. Accept no gratuities or gifts of significance that could influence judgment in the exercise of professional duties; 5. Not use the district’s or school’s name, property or resources for non-educational benefit without approval of the educator’s supervisor or the appointing authority.
The ethical educator, in fulfilling obligations to the profession, will:
1. Maintain the dignity of the profession by respecting and obeying the law, exemplifying personal integrity and honesty; 2. Extend equal treatment to all members of the profession in the exercise of their professional rights and responsibilities; 3. Respond to requests for evaluation of colleagues and to keep such information confidential, as appropriate.
STAFF DRESS, GROOMING & PROFESSIONALISM
All staff are expected to be neat, clean and to wear appropriate dress for work that is in good taste and suitable for the job at hand.
Employees are allowed to wear religious attire while maintaining religious neutrality and refraining from endorsing religion in the educational environment. Please contact your building administrator or supervisor for additional information/guidance.
Working in schools, as a professional or support staff, demands setting a good example for students in every possible way. As adults and professionals . . . administrators, supervisors, teachers and support staff are expected to be guided in their grooming habits by what is most generally acceptable in the business and professional world.
2015-16 CCSD Staff Handbook: Section 3 - Personnel Policies & Procedures (including Ins. & Payroll) 59
In addition, administrators, supervisors, teachers and support staff are expected to interact with students, staff members, parents, and community members in a professional manner appropriate for a school setting, which includes refraining from the use of profane, obscene, vulgar, or otherwise inappropriate language (such as cursing).
STAFF ETHICS
Staff members are prohibited from engaging in, or having a financial interest in, any activity that raises a reasonable question of conflict of interest with their duties and responsibilities as employees of the district.
This means that:
1. Staff members shall not solicit for financial remuneration from students, parents or other staff; 2. Any device, publication or any other item developed during the staff member’s paid time shall be district property; 3. Staff members shall not further personal gain through the use of confidential information gained in the course of or by reason of their position or activities in any way. Staff members are prohibited from performing any duties related to an outside job during their regular working hours or during the additional time needed to fulfill the position’s responsibilities. District facilities, equipment or materials may be used under the same conditions as this property is made available to the general public and the authorized use is consistent with ORS Chapter 244].
STAFF DEVELOPMENT
The Board recognizes the importance of continued educational experiences and other professional growth activities as a means to improve job performance.
Professional growth experiences may include, but are not limited to, college courses, workshops, curriculum planning, individual research, travel, supervision of teacher trainees and other such activities.
All requests for district payment of college course work tuition require prior administrative approval.
Professional growth application forms are available in the school office and district office.
All requests for release time from regular work duties for attendance at meetings or conferences will be decided based on such factors as availability of funds, consistency with district and building goals and job assignment. Requests require prior principal approval. Forms are available in the office.
Continuing professional development plan requirements as set forth in OAR Chapter 584, Division 090 by the Teacher Standards and Practices Commission for license renewal shall be consistent with the qualified district continuing professional development program and the responsibility of the employee to maintain. Meetings and conferences devoted primarily or exclusively to organizational or business affairs of staff member collective bargaining units, political workshops, training sessions for consultation committees and like activities will not be considered as appropriate activities for the expenditure of district funds.
VACANCIES/TRANSFERS
2015-16 CCSD Staff Handbook: Section 3 - Personnel Policies & Procedures (including Ins. & Payroll) 60
Announced vacancies for licensed and classified positions are posted on the district website, in the staff rooms and district office according to collective bargaining agreements (5 days licensed and 7 days classified). Copies of the postings are also sent to licensed and classified staff via e-mail notification
Voluntary and involuntary transfer of staff members may be authorized by the superintendent based on district personnel needs and in accordance with district procedures and collective bargaining agreements.
2015-16 CCSD Staff Handbook: Section 3 - Personnel Policies & Procedures (including Ins. & Payroll) 61
SECTION 4
BUSINESS / FISCAL OFFICE POLICIES & PROCEDURES
Highlighted areas are new or updated
2015-16 CCSD Staff Handbook: Section 4 - Business-Fiscal Office Policies & Procedures 62
CASH IN DISTRICT BUILDINGS Board Policy DH – Bonded Employees and Officers – 07/15/13; DM – Cash in District Buildings – 11/04/02
Money collected within school buildings will be taken to the building’s designated depository. Only a minimum amount of money will be kept in school buildings. At no time are substantial amounts of money to be kept overnight or held during holidays or for long periods of time in classrooms.
Staff members are asked to emphasize to students the importance of promptly depositing money collected with appropriate school officials.
MOBILE COMMUNICATION DEVICES Board Policy EGACA & EGACA-AR – 11/17/14
MOBILE COMMUNICATION DEVICES
The District may provide a mobile communication device or stipend for the business use of a personal mobile communication device for employees whose job duties require a frequent need for business-related communication. A district-provided mobile communication device or stipend may be authorized based on the following guidelines:
The job function of the employee requires considerable time outside of his/her assigned office space or work area and it is important to the District that he/she is accessible during those times; The job function of the employee requires him/her to be accessible outside of the scheduled working hours; The employee is a critical decision-maker; or The employee is a necessary responder to emergencies.
A data-capable district-provided device or stipend may be authorized if the following additional requirements are met: The job function of the employee requires him/her to have wireless and/or cellular data (i.e. internet access, email, etc.); and The specific functionality of the device is crucial to that employee’s ability to perform necessary services and/or job functions.
The Director of Business and Finance will maintain a list of positions eligible for District-provided devices or stipends, which includes type of device or stipend allowed.
Hourly employees who are contacted outside of normal work hours for the purpose of conducting District business are expected to record calls as time worked on their timesheet.
District-Provided Mobile Communication Devices
1. Mobile communication devices are provided specifically to carry out official district business when other means of communications are not readily available. 2. Cellular telephones are not to be used when a less costly alternative is readily available, unless as otherwise necessary for safety or emergency circumstances. 3. Personal use of mobile communication devices is limited to making or receiving calls for family emergency purposes, including contacting a family member or child care provider to advise that the employee is going to be late arriving home or picking up children for a reason directly related to his/her official district duties, i.e., a meeting which runs later than expected or a last minute schedule change.
2015-16 CCSD Staff Handbook: Section 4 - Business-Fiscal Office Policies & Procedures 63
4. Mobile communication devices are not to be used for conversations involving district information of a confidential nature. 5. Mobile communication devices are not to be loaned to others. 6. Employees issued a mobile communication device are responsible for its safekeeping at all times. Defective, lost or stolen devices are to be reported immediately to the Technology department. 7. Mobile communication devices issued for employee use are to be returned to the business office upon termination of employment, at the conclusion of the school year or activity, or as otherwise specified. 8. Devices covered by the policy are used in part to conduct District business. Information contained, sent, or received on these devices are subject to federal and state maintenance and protection laws (e.g., FERPA, HIPAA, records retention requirements), as well as District policies, including those pertaining to data security, acceptable computing use, and email usage. 9. Any mobile device that has data capabilities must be secured based on current District security standards including password protection and encryption. If a device with data capabilities is stolen or missing, it must be reported to the Technology department as soon as possible.
Privately-Owned Mobile Communication Devices
1. District employees eligible for a district-provided mobile communication device may request a stipend in lieu of a district-provided device. In order to receive a stipend, employees must fill out and sign a stipend agreement request form. The request may be made at any time during the fiscal year. Once approved, the stipend will be added to the employee’s regular monthly paycheck. a. The stipend does not constitute an increase to base pay, and will not be included in the calculation of percentage increases to base pay due to annual raises, salary scale adjustments, etc. b. The stipend will be considered taxable to the payee. Tax considerations have been taken into account in the determination of rates. c. The stipend will be paid as a flat rate per month, based on a predetermined rate schedule maintained and periodically updated by the Director of Business and Finance. The amount of the stipend will be dependent upon the business-related contact requirements of the employee’s position and job responsibilities. d. The stipend is neither permanent nor guaranteed. The District reserves the right to remove a participant from this plan and/or cancel the plan if it is deemed unnecessary or if there is insufficient budget to meet the plan costs. 2. The employee agrees to either allow his/her personal telephone number to be distributed for business use or to set up his/her office phone to automatically forward to the personal telephone covered by the stipend. 3. The employee is responsible for purchasing the mobile device and establishing a service contract with the provider of his/her choice. The contract is in the name of the employee, who is solely responsible for all payments to the service provider. The employee is responsible for purchasing the service and equipment; determines plan choices, service levels, calling areas, service and features; and accepts termination clauses and payment terms. The employee must be able to provide a copy of the monthly access plan charges and business-related use if requested by his/her supervisor. The District does not accept any liability for claims, charges, or disputes between the service provider and the employee. Use of the mobile device in any manner contrary to local, state, or federal laws will constitute misuse, and will result in immediate termination of the stipend. 4. Devices covered by the policy are used in part to conduct District business. Information contained, sent, or received on these devices are subject of federal and state maintenance and protection laws (e.g., FERPA, HIPAA, records retention requirements), as well as District policies, including those pertaining to data security, acceptable computing use, and email usage. An employee receiving a stipend must comply with federal, state, and District requirements, and assist the District in providing access to information about or contained on the mobile device covered by this policy in response to requests for such data or information by third parties as required by federal and/or state law. 5. Any mobile device that has data capabilities must be secured based on current District security standards including password protection and encryption. If a device with data capabilities is stolen or missing, it must be reported to the Technology department as soon as possible.
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6. Stipends will be canceled immediately upon termination of employment. No stipends will be paid after the final paycheck has been processed.
Reimbursement District employees not eligible for a stipend may be reimbursed for use of privately-owned mobile communications device to conduct district business in accordance with Board policy and this regulation. Approval for reimbursement must be approved by the supervising manager and the Director of Business and Finance.
An employee who occasionally requires a mobile communications device for business purposes is not eligible for a stipend; however, the employee may submit a record of these expenses for reimbursement as provided below.
1. Requests for reimbursement are to be submitted on district-provided forms, available through the business office and accompanied by a copy of the billing statement with the district business-related calls highlighted. Notations for each highlighted entry, indicating the nature of the call, is required. 2. All requests for reimbursement, including the highlighted billing statement, must be submitted within 30 days of the end of the time period for which reimbursement is requested. Requests after the reimbursement deadline has passed will be denied. 3. District reimbursement for authorized use of employee-owned mobile communications devices will be based on actual cost incurred for district business and made in conformance with district payment procedures.
EXPENSE REIMBURSEMENT Board Policy DLC – 07/15/13 and DLC-AR –– 07/15/13
BUSINESS TRAVEL AND EXPENSE REIMBURSEMENT
BUSINESS TRAVEL
Business travel and related expense reimbursement for individuals traveling on approved district business will be governed by the following policies and procedures. Business travel expenses may include transportation fares, mileage, meals, lodging, and other related expenses. Individuals eligible to travel on district business under this policy include employees, approved volunteers, and board members. In order for travel-related costs to be considered reimbursable, expenses must meet the following criteria:
Prior approval for the trip and related expenses must have been obtained, evidenced by a completed and approved purchase order. Expenditures must be directly attributable to district business purposes. Expenditures must be “ordinary and necessary,” which means common and accepted in the profession, and essential and appropriate in order to conduct business. Reimbursement requests must be supported by detailed receipts. Receipts must include line item detail rather than summary, and only allowable line items on the receipts will be included in the reimbursement payment. Summarized meal receipts will be denied reimbursement with no exceptions. Travel expense reimbursement requests must include dates, locations, dollar amounts, and business purposes of expenses. Mileage reimbursements for the use of a personal vehicle must include dates, number of miles traveled, locations, and purpose of travel. Reimbursement requests must be completed on the appropriate forms. Completed and approved forms must be received by the district office within 60 days after the expenses are incurred. Reimbursements processed after 60 days may become taxable to the employee, and due to the extra time and effort required to process taxable reimbursements, late requests will be denied reimbursement. Local Travel: 2015-16 CCSD Staff Handbook: Section 4 - Business-Fiscal Office Policies & Procedures 65
Local travel is travel within the Central Oregon area that does not reasonably require a non-local overnight stay. Expense reimbursements for local travel are limited to transportation and meal* costs. This includes either mileage for personal vehicle use or fuel and maintenance costs for district-owned vehicles. No lodging expenses will be reimbursed for local travel.
Meal reimbursements during local travel are allowed if the travel requires an employee to be away from home for a period of time that would reasonably require a meal, which is to be determined by the employee’s supervisor before the travel occurs. *Reimbursements for meals incurred during local travel are taxable income, and will be processed through the payroll system.
Mileage reimbursements for distances between district buildings will be determined using the chart located on the District website . . . “Staff” page . . . “Employee Resources & Forms” . . . Accounts Payable Forms . . . “Mileage Chart”. The chart will be updated to include Barnes Butte and Brothers. Locations not listed on the chart will be reimbursed using actual miles as tracked on the vehicle’s odometer.
Non-Local Travel: Non-local locations are defined as those distant enough to require at least one overnight stay away from home in the pursuit of business on a temporary basis. Reimbursable expenses for travel to a non-local location may include transportation fares, mileage, meals, lodging, and other related expenses such as toll charges or parking fees.
Transportation Costs: Estimated costs related to travel outside of the school district must be analyzed in advance to determine the most cost-effective and reasonable form of transportation, comparing mileage reimbursement costs, airfare costs, vehicle rentals, taxis and shuttles, etc. The lowest cost method of travel must be chosen except in cases of justifiable exception, to be approved by the supervising administrator. Examples of allowable transportation costs include: Airfare Bus, taxi, or shuttle Rental vehicle Mileage reimbursement for private vehicle use Fuel reimbursement for district-owned vehicle use Meals: 1. Allowable meal expenses include food, non-alcoholic beverages, taxes, and gratuities, all of which must be itemized on the receipt. 2. Gratuities 15% will be reimbursed in an amount up to 15% of the cost of the meal and beverage. Gratuities above this amount will be deducted from the reimbursement payment. 3. Meals will be reimbursed at actual cost, not to exceed the maximum allowance. The total maximum dollar amount allowed per meal will be based on the State of Oregon per diem allowance (http://www.gsa.gov). If a specific location is not listed, the nearest listed location will be used. Amounts above the maximum allowance for any meal will be deducted from the reimbursement payment. 4. Non-allowable expenses include, but are not limited to, alcoholic beverages, dessert, gratuities above 15%, and costs for persons not on district business. Non-allowable costs will be deducted from the reimbursement payment. NOTE: consumption of alcohol in the presence of students, or while responsible for students, is forbidden and will be handled as a disciplinary issue according to applicable District policies.
Lodging:
2015-16 CCSD Staff Handbook: Section 4 - Business-Fiscal Office Policies & Procedures 66
The District expects diligent selection of hotel rooms that provide adequate personal safety and cleanliness, reasonably close proximity to event activities, and reasonable commercial rates. When multiple choices are available, the lowest cost accommodations must be chosen.
Use of District-Owned Vehicles:
Staff members may use district-owned vehicles when available and practical.
Use of Private Vehicles:
Privately-owned vehicles may be used in conducting business travel if no students are being transported. Refer to policy EEBB.
Mileage costs will be reimbursed on a per-mile basis using the Standard Mileage Rate for business travel as determined by the IRS. This rate is intended to cover all of the fixed and variable costs of operating an automobile, such as fuel, tire wear, insurance, maintenance, etc., and these costs are not separately reimbursable.
It is the responsibility of the driver of the vehicle to insure the vehicle with auto insurance coverage that meets or exceeds Oregon statutory minimums. The driver’s auto insurance policy is considered primary coverage.
When multiple individuals are traveling to the same location, the administrator or director has authority to direct consolidated travel arrangements and designate an individual driver who will receive mileage reimbursement. Individuals choosing to travel separately for his/her own convenience will not receive mileage reimbursement.
Personal Convenience or Enjoyment
Expenses incurred for personal convenience or enjoyment while traveling on district business are not reimbursable. The examples below are designed to illustrate the policy, and while not all-encompassing, should be used as guidance for determining whether certain expenses are reimbursable.
An individual traveling on district business must stay in a non-local location overnight, and desires to incorporate a family vacation on two of the days following the business event. The individual brings his/her spouse and children, and the family stays two additional nights. The allowable lodging costs would only include the first night, and only at a single room rate. The individual must provide documentation of what the single room rate would have been, along with documentation of actual costs incurred. An individual traveling on district business is traveling to a non-local location, and meets with a friend. The individual buys an expensive dinner, and leaves a large tip. The reimbursement payment for this meal will include only the meal and non-alcoholic beverage costs for the individual on district business, only 15% gratuity, and a grand total of only up to the maximum dollar amount allowed (see “Meals” above). An individual attends an approved event at a non-local location that happens to be somewhat near family members. The individual travels three hours in his/her personal vehicle on Thursday evening, and attends an all-day event on Friday. Then he/she travels another hour to visit with family members on Saturday, and returns home on Sunday. Allowable mileage expenses for this trip include the mileage to the event, multiplied by two (for the round trip). Allowable meal expenses include dinner on Thursday, and breakfast, lunch, and dinner for Friday (if not provided at the event). The travel for the extra mileage to visit the family members is not allowed, and the meals for Saturday and Sunday are not allowed because the individual would be reasonably expected to have returned home on Friday evening. An individual attends an approved two-day event at a non-local location. On the evening of the first day, the individual decides to takes a taxi to watch a movie with several other colleagues who are also attending the business event. The cost of the taxi and the movie are for personal enjoyment, are not necessary to district business, and are therefore not reimbursable expenditures.
2015-16 CCSD Staff Handbook: Section 4 - Business-Fiscal Office Policies & Procedures 67
Travel Advances
To prevent financial hardship to individuals traveling away from home on business, the district may provide advance payments to cover the costs incurred while traveling.
Requests for advance funding must be made no less than 10 days before departure. Requests must include detailed information regarding the estimated costs expected. There must be a reasonable relationship between the amount of the advance and the estimated expenses to be incurred. Advance funds will be provided in the form of a check, not more than 30 days prior to the departure date. Return of unspent money and detailed receipts must be returned to the district office no later than 30 days after the date of return from traveling. Individuals must properly account for all money spent: o If there is money left over, the total amount of detailed receipts, minus any disallowed expenses, plus the remaining cash returned, must equal the exact amount of the advance check. o If the individual spent more than the amount of the advance on allowable expenditures, a reimbursement to the individual may be requested. The total dollar amount of all detailed receipts, minus disallowed expenditures, must exceed the total of the original advance. If an individual fails to substantiate expenses, or does not do so in a timely manner, the advance will be considered taxable income and will be subject to income taxes. Corporate Credit Card
The District Office administers a corporate credit card account that can be used to pay for some advance travel expenses and to reserve hotel rooms. Upon completion and approval of a purchase order, Building or Department staff can make reservations or purchases on the corporate credit card with information provided by the individual(s) making the travel arrangements.
Travel Time
Non-Exempt (hourly) employees may be entitled to additional pay when travel is necessary to perform job functions.
It is the employee’s responsibility to record and report the appropriate hours on his/her timesheet in order to be compensated for travel time.
The supervising administrator responsible for approving travel time should consider the additional costs that may be incurred due to travel time before approving travel requests.
Daily Work Activity
Time spent traveling as part of an employee’s daily work activity is considered paid work time and should be included in the total hours recorded on the employee’s timesheet. This includes travel from one job site to another, travel to perform work-related errands, and travel to attend required meetings. This does NOT include travel from home to work or from work to home.
Overnight Stays
Travel by an employee, which requires a non-local overnight stay is considered paid work time only during the employee’s “regular working hours.” The definition of “regular working hours” is the hours of the day that correspond with the employee’s normal schedule, excluding normal meal periods, and includes normally scheduled days off.
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Example: An employee is regularly scheduled to work from 8:00 a.m. to 5:00 p.m. Monday through Friday with a lunch break from 12:00 to 1:00. His employer sends him to a conference in Seattle, so he travels from Redmond to Seattle on an 11:00 a.m. flight on Sunday and arrives at his hotel at 1:30 p.m. He then attends the 7-hour conference from 8:30 a.m. to 3:30 p.m. on Monday. He flies back to Redmond on a 4:30 p.m. flight on Monday after the conference. In this case, Edgar would be compensated for the following:
1.5 hours on Sunday (11:00 a.m. to 1:30 p.m., minus his normal 1-hour lunch break) 8 hours on Monday (7 hours for the conference, plus travel time, but only up to his normally scheduled work time of 5:00 p.m.).
If the total paid time exceeds 40 hours in a week (Sunday through Saturday), the hours above 40 will be considered overtime rate only if the educational event, licensure, etc. is specifically required as a condition of employment in the job description for the employee’s current position. Otherwise, the regular rate of pay will be used for all hours paid, including those above 40 hours. If the hours above 40 meet the criteria above to be considered overtime, the employee may elect comp time instead of overtime.
EXPENSE REIMBURSEMENT
Employees, volunteers, and board members may occasionally incur expenses due to purchasing goods or services on behalf of the District. Normal District purchasing procedures should be followed whenever possible, with payment made by the District instead of by an individual. However, in some cases it may be impractical or unfeasible for the District to process advance payment for certain expenditures, in which case individuals may be authorized by an administrator or director to make purchases on behalf of the District with expectation of reimbursement.
In order for purchases to be considered reimbursable, expenses must meet the following criteria:
Prior approval for the expenses must have been obtained, evidenced by a completed and approved purchase order. Documentation must be made in the purchase order explaining the reasons for purchase by an individual, rather than following normal District purchasing procedures. Expenditures must be directly attributable to district business purposes. Expenditures must be “ordinary and necessary,” which means common and accepted in the profession, and essential and appropriate in order to conduct business. Reimbursement requests must be supported by detailed receipts. Receipts must include line item detail rather than summary, and only allowable line items on the receipts will be included in the reimbursement payment. Expenditures for services should only be paid by an individual in extreme circumstances. If such circumstances warrant payment by an individual, that individual must obtain an IRS Form W-9 from the service provider and forward the completed form to the District Office. Reimbursement requests must be completed on the appropriate forms. Completed and approved forms must be received by the district office within 60 days after the expenses are incurred. Reimbursements processed after 60 days may become taxable to the employee, and due to the extra time and effort required to process taxable reimbursements, late requests will be denied reimbursement.
FUND RAISING Board Policy IGDF – Student Fund-Raising Activities – 01/07/08
2015-16 CCSD Staff Handbook: Section 4 - Business-Fiscal Office Policies & Procedures 69
Fund-raising activities to raise money for a wide variety of school activities and equipment are held at various times throughout the course of the school year. All fund-raising activities must be conducted under the direct supervision of staff or other authorized individuals and approved by the principal prior to the activity being initiated.
Fund-raising requests must include an explanation or justification for the proposal consistent with building and/or district goals. Fund raising must not interfere with or disrupt school.
Fund-raising request forms are available in the school office.
All money raised must be receipted and deposited with the district.
Staff and students should take all reasonable precautions to provide for the security of any items / materials / products being sold. Staff members are directed to follow established building procedures for the depositing of funds collected. At no time should money collected be allowed to accumulate in classrooms, lockers or other unsecured areas.
GIFT CARDS AND CASH PRIZES Board Policy DJA – 10/15/12
In general, the purchase of Gift Cards or cash awards with General Fund or Grant resources is prohibited. Gift Cards or Cash Awards may be purchased or funded with Student Body Funds or Special Revenue Funds if the granting authority provides written approval of such purchases. In all cases, staff advisors must provide written justification for the purchase and shall follow all guidelines set forth in this policy:
Students: Schools may purchase incentives or rewards for students and they may be in the form of gift cards or cash awards payable only by District check, provided such expenses are included in the approved budget for the activity and donors are informed of such expenses during fundraising campaigns. The recommended maximum dollar amount for such gift cards is $25. A detailed explanation needs to be contained in the requisition description for such purchases. However, gift cards may not be purchased for students as compensation for services provided to the District, e.g. maintenance of a school’s website, which would constitute wages and would require conforming to payroll related laws.
Employees: It is expressly prohibited by the District to award gift cards or cash prizes to employees for any purpose. Gift cards are considered cash equivalents and are taxable income. Cash equivalents are never excludable as de minimis (small value) fringe benefits, per the IRS. If gift cards or cash awards were to be allowed by the District, they must be taxed at the current Internal Revenue Service and Oregon state tax rates for prizes and awards – presently 25 percent for federal withholding, 9 percent for state withholding and 7.65 percent for Social Security and Medicare withholding. In addition to the employee cost paid by the District, the employer cost is between 28 to 34 percent. If gift card is given to an employee in disregard of this policy, the amount will be processed as taxable income in the employee’s paycheck, and related costs will be charged to the school or department.
Parents/Volunteers: Gift cards may be purchased for parents/volunteers as a thank you or reward provided such expenses are included in the pre-approved budget for the activity and donors are informed of such expenses during fundraising campaigns. A detailed explanation needs to be contained in the requisition description for such purchases. The recommended maximum dollar amount for such gift cards is $25. Gift cards or cash awards may not be given to parents or volunteers as compensation for services provided to the District.
GIFT CARDS AND/OR CASH AWARDS SHOULD NEVER BE UTILIZED AS PRIZES IN SCHOOL SPONSORED COMPETITIONS OR DRAWINGS (Except when Specifically Approved and Documented in a Federal Grant*)
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* Federal Funds: While there is no specific Federal regulation or memorandum that bars the purchase of gift cards with federal funds, such purchases are severely “frowned” upon by Oregon Department of Education. According to an ODE Title I Specialist, gift cards are generally not allowable expenditures because the District does not know for what the cards will be used. For example, if the gift cards are for a retail store, the recipient could use the gift cards for alcohol or tobacco, which would not be allowable. The preferred method of purchasing items is to allow the recipient to select and identify the items needed, then to acquire the actual items with a district purchase.
The following guidelines apply to all Gift Cards purchased by the District, regardless of funding source:
1. The gift card or cash award must be aligned with specific program plans and goals. 2. The reason and the individual to whom the gift card or cash award is given must be documented and retained. Recipients awarded gift cards or cash shall sign a receipt upon accepting the card and a statement of purchases prohibited with public funds, i.e., alcohol, tobacco products, lottery tickets, and adult literature or media. 3. All gift cards or cash awards must be pre-approved by an approved Purchase Order and documented with a District purchase order in advance. 4. The individual who received the gift card must bring receipts of the items purchased with the gift card and the receipts must be retained on file. 5. Donors or people supporting district activities need to be made aware that a portion of funds raised or fees paid for specific activities will be expended on gifts or cash awards. 6. Building secretaries/bookkeepers shall maintain a log of recipients awarded gift cards or cash awards. The log shall include date of award, full name, address, and SS# of recipients, source of funding, purpose of award, activity sponsoring award, and amount. A copy of this log must be forwarded to the Business Office in January each year. Recipients who have received $600 or more in total for the year will receive a 1099 from the District.
GRANT FUNDING PROPOSALS AND APPLICATIONS Board Policy – DD/DFC – 10/15/12 (This is not a new policy, however, it is new to the Handbook.)
The district shall pursue private, federal and/or state grants-in-aid that will assist the district in meeting adopted goals and objectives of the curriculum or in creating facilities or in purchasing equipment. The Board will receive notification of all grant applications.
The superintendent is authorized to apply.
Grant proposals from private sources must first receive support from the building supervisor and district level administrator before being submitted for consideration. Grant proposals that involve information technology must be approved by the IT Manager. Grant proposals will be evaluated using the following general criteria:
1. The proposal directly supports the well-being and academic achievement of students; 2. The proposal supports the district goals, as adopted by the Board; 3. The proposal does not negatively impact the availability of current or future district funds; and 4. The proposal directs resources toward priorities outlined in the Consolidated District Improvement Plan. 5. The grant requirements can be supported by district resources.
Should a grant proposal not be approved by the building supervisor and district level administrator, the individual or group writing the proposal may submit it to the Board for further consideration. The superintendent will submit funded grant proposals to the Board for final approval before accepting funds and/or implementation.
The Board reaffirms its veto power over all grants prior to actual acceptance of funds.
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GRANT APPLICATION AND MONITORING PROCESS Board Policy – DD/DFC-AR – 10/15/12
Guidelines for Applications for Grants
The following guidelines apply to “all” grant funding from both inside and outside funding agencies.
1. Submit a district Intent to File a Grant Application form (with principal or supervisor signature) as soon as possible to obtain district clearance to apply and to trigger help and assistance from Instructional Services.
2. Provide drafts (via e-mail, fax, or district mail if time permits) if feedback and assistance is desired. This helps to obtain clearance from District departments (if necessary), and provides the person applying with helpful hints and guidance for his/her proposal.
3. Submit a final draft ready for submission with a district Grant Application Cover Sheet form, allowing one- week lead-time to obtain necessary signatures before the submission deadline. Given appropriate time, Instructional Services will obtain necessary district signatures for the grant, make the required copies and mail the proposal to the funding agency. If the funding agency requires School Board approval for the application, additional lead-time may be necessary.
4. Upon notification of funding, set up a budget detail sheet and submit all paperwork to Instructional Services. The business office will generate a fund number.
5. The grant writer/administrator, with the assistance from Instructional Services, is responsible for writing and submitting required reports and assisting with the final requests for funds.
6. Copies of necessary reports and/or revisions must be submitted to Instructional Services in a timely manner.
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INTENT TO FILE A GRANT APPLICATION
Project Title:
Project Director(s): Phone:
Funding Agency: New Renewal
Submission Due Date: Postmark Receipt
Submission Address:
Project Operation Dates:
Requested Amount: District Match Amount (if any):
Project Description (for public communications):
Signatures:
Project Director: Date:
Supervisor of Director: Date:
Instructional Services: Date:
Approval for Submission
Superintendent (or designee): Date:
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GRANT COVER SHEET District Fund Number
Grant Name:
Funding Source: Project Number:
Beginning Date: Ending Date:
Official Approval Date:
Final Report Date: Postmark Receipt
Amount Received: Amount Requested:
Match Required: Yes No Carry-over Allowed: Yes No %______
District Assigned Project Facilitator:
Budget Detail Complete: Yes No
Funds Can be Requested: Up Front Monthly Quarterly Yearly
Summarize Approved Expenditures:
Grant Administration Fee:
Can we deviate from the budget? Yes Yes with Approval No
Summarize Expenditures NOT Approved:
Attach a Copy of the Grant and All Supporting Details from the Funding Agency
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PETTY CASH Board Policy DJB & DJB-AR – Petty Cash Accounts – 10/11/10
In order to expedite the purchase of minor school supplies, postage, freight and other emergency items, a petty cash account has been established.
Expenditures from petty cash are drawn from budgeted line item accounts and may be authorized only as such funds are available to cover the cost of the purchase.
Requests for reimbursement for approved purchases must include detailed receipts.
PURCHASING Board Policy DJ – 10/15/12 The function of district purchasing is to serve the educational program by providing necessary supplies, equipment and services. Items commonly used in the various schools and their subdivisions will be standardized whenever consistent with educational goals and in the interest of efficiency or economy.
The superintendent or superintendent’s designee is appointed by the Board to serve as purchasing agent. He/She will be responsible for developing and administering the district’s purchasing program.
No obligation may be incurred by any officer or employee of the Board unless that expenditure has been authorized in the budget or by Board action and/or Board policy. In all cases calling for the expenditure of district money, except payrolls, a requisition and purchase order system must be used.
No purchase will be authorized unless covered by a pre-approved purchase order. No bills will be approved for payment unless purchases were made on pre-approved orders.
The superintendent or designee is authorized to enter into and approve payment on contracts obligating district funds not to exceed $150,000 for products, materials, supplies, capital outlay and services that are within current budget appropriations. The Board shall approve all contracts that exceed this threshold, as well as any collective bargaining agreements or service contracts that include the provision of labor performed by district employees, such as custodial, food service and transportation services.
The superintendent or designee will review bills due and payable for the purchase of supplies and services to determine if they are within budget amounts. After appropriate administrative review, superintendent or designee will direct payment of the just claims against the district. The superintendent or designee is responsible for accuracy of all bills and vouchers.
No Board member, officer, employee or agent of this district shall use or attempt to use his/her official position to obtain financial gain or avoidance of financial detriment for himself/herself, a relative or for any business with which the Board member or a relative is associated. Acceptance of any gratuities, financial or otherwise, from any supplier of materials or services to the district by any board member, officer or employee of the district is prohibited and subject to disciplinary action, up to and including dismissal.
PURCHASE ORDERS
Purchase Order Procedures: 1. Purchase request is given to building secretary.
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2. Secretary will make sure request is complete and will also confirm money is available for purchase. Any incomplete forms, improper accounting, or our expended accounts will be returned to the school. 3. Secretary enters requisition, which then goes to District Office for final approval. All purchase orders will be issued from the District Office. Nothing is to be ordered prior to approval by District Office. The District will not guarantee payment for items ordered before having an approved Purchase Order. 4. When merchandise is received the secretary will send an approved invoice to District Office for payment, along with packing slips if available. If a packing slip is not available, a copy of the purchase order must be initialed, dated, authorized for payment and forwarded to accounts payable at the District Office.
In order for a vendor to recognize an employee of the District and authorize purchases, the employee must have an approved purchase order. Students are not authorized purchasers for the District!
When purchases are made, the employee must legibly sign an invoice and return it to the building secretary. The secretary will then code it and send it to Accounts Payable.
A current list of “Open Purchase Orders” and dollar limits will be given to the secretaries.
VEHICLES - STUDENT TRANSPORTATION IN PRIVATE VEHICLES Board Policy EEAE – Students Transportation in Private Vehicles - 04/09/12; EEAE-AR - Proof of Auto Liability Insurance – 05/19/14
Transportation of students will be by the district’s transportation system or by a school district employee’s automobile, properly insured, except as provided as follows.
Parents and other designated adults may be permitted to use private vehicles to transport students other than their own on field trips or other school activities if the following conditions have been met prior to the activity: 1. The school administrator has approved the activity; 2. A permission slip signed by each student’s parent/guardian has been received by the principal or his/her designee, granting permission for the student to ride in a privately owned automobile; 3. The parent, employee or other adult driving the automobile is properly licensed to drive, has proof of acceptable automobile liability insurance in the amount of $300,000 or greater on file with the district; and has met the following criteria for volunteer driver eligibility: A) Licensed driver at least 25 years of age or older; B) Driver’s driving record must be approved annually by Crook County School District based on the following guidelines and verified DMV records: 1) No more than two moving violations in past three years. 2) No major violations (DUI or Diversion). 3) License must be current (not suspended). 4) History of activity must be satisfactory. C) Proof of “Auto Liability Insurance” form, copy of insurance policy coverage, copies of permission slips and proof of DMV driving history must be maintained on file by the school and renewed annually. D) All volunteer/privately owned vehicles must be inspected for equipment safety by District personnel prior to their use in transporting students. E) Current minimum limits are: $100,000 per person and $300,000 per accident for bodily injury; $50,000 per accident for property damage; or $300,000 Bodily Injury/Property Damage Combined Single Limit.
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4. An adequate number of seat restraints are available and the adult driver requires their use.
USE OF COMMUNICATION DEVICES WHILE TRANSPORTING STUDENTS
In order to enhance student and staff safety, the use of mobile communication devices, including phones, radios and walkie-talkies, while transporting students is prohibited. Such devices may be used in the case of an immediate or pending emergency, which requires outside communication.
When making or responding to emergency calls, the driver/operator shall bring the vehicle to a safe and secure stop out of the lane(s) of traffic before continuing with the conversation.
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SECTION 5
DISTRICT MISCELLANEOUS POLICIES & PROCEDURES
No Changes in this Section
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ADMISSION TO DISTRICT EXTRACURRICULAR ACTIVITIES Board Policy DFEA – Free Admissions – 02/22/10
Refer to Board Policy DFEA regarding eligibility for free admission to athletic events.
School staff members, designated by the school principal with responsibility at extracurricular activities, are admitted free of charge. All other district staff members attending district extracurricular activities are assessed the uniform district admission rate, as established by the Board.
ANIMALS IN DISTRICT FACILITIES Board Policy ING – Animals In Schools – 10/12/09
The district recognizes that under the proper conditions animals can be an effective teaching aid. In order to protect both children and animals the following guidelines are adopted for use in all facilities in the district.
1. Permission must be obtained from the principal before animals are brought into the facility. 2. The only animals allowed to be housed in a classroom must be for a specific and appropriate educational purpose and shall be allowed for the amount of time necessary to achieve the educational goal. 3. All animals must be in good physical condition and vaccinated against transmittable diseases. 4. Special consideration should be given to the effect of furred and feathered animals on allergic children, before bringing the animals into the classroom. 5. The teacher will be responsible for the proper control of animals brought to school for instructional purposes, including effective protection of children when animals are in the school. This will include keeping the animal in an appropriate cage or container that prevents contact with fecal matter. 6. No animals are to be allowed to run freely in the classrooms, food areas, or activity areas. 7. No poisonous animals shall be brought into the school. 8. Animals serving persons with a disability must be certified by licensed animal training programs. The principal/supervisor shall be advised of any animals to be housed in the classroom. At the principal’s/supervisor’s discretion, permission to keep the animal may be denied based on these considerations: (1) the purpose for the animal’s presence, (2) the ability of the teacher to control the animal, and (3) the past practice in the classroom.
Permission is to be obtained from the principal before animals are brought into the school. Animals must be adequately cared for and appropriately secured. Only the teacher or students designated by the teacher are to handle the animals.
If animals are to be kept in the classroom on days when classes are not in session, arrangements must be made for their care.
Animals may not be transported on a school bus.
Animals serving those with disabilities would be an exception to this policy.
CARE/USE OF DISTRICT PROPERTY Board Policy KGF/EDC – Authorized Use of District Equipment & Materials – 07/21/14; KGF-AR – Equipment Sign Out form – 06/12/00; Board Policy ECAB – Vandalism/Malicious
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Mischief/Theft – 02/13/12; and EDB – Maintenance and Control of Materials – 04/18/94; and Oregon Government Ethics Commission (OGEC): ORS Chapter 244
All staff members are encouraged to exercise continuous and vigilant care of all district-owned property. Such items as computer and video equipment, and musical instruments are priority items for theft and damage.
Incidents of theft of willful destruction of district property through vandalism or malicious mischief should be reported immediately to the principal.
Certain district-owned equipment (including computers) may be checked out by staff and district patrons. Such equipment may not be used for personal financial gain or avoidance of personal financial loss. An equipment use form must be submitted and approved. Forms are available in the office. There are no equipment use fees.
In the event of loss or damage, a fee will be assessed by the district according to the repair or replacement costs.
COMPUTER USE IIBGA – Electronic Communications System – 12/10/07 & IIBGA-AR (3) Internet Filtering – 04/17/08, OARs 584-020-0041, 0040 and 0035
Staff may be permitted to use the district’s electronic communications system only to conduct business related to the management or instructional needs of the district or to conduct research related to education consistent with the district’s mission and goals. Personal use of district computers, including internet and email access is restricted. Any personal use by staff is limited to such uses as deemed permissible under the Oregon Government Ethics Commission (OGEC) guidance (e.g. “occasional use to type asocial letter to a friend or family member, preparation of application materials for another position in the district, or computer games which may serve to improve the individual’s keyboard proficiency and software component familiarity”). Such use is restricted to the employee’s own time, for personal use, in addition to official district business, consistent with Board policy, the general use prohibitions/guidelines/etiquette and other applicable provisions set forth in administrative regulations. Personal use of district-owned computers including internet and email access by employees is prohibited during the employee’s work hours. Additionally, employee use of district-owned computers may be permitted only when such use does not violate the provisions of ORS 244.040 and use is under the same terms and conditions that access is provided to the general public under the district’s policy governing use of district equipment and materials. Staff members who violate Board policy or administrative regulations, including general system user prohibitions, shall be subject to discipline up to and including dismissal. Violations of law will be reported to law enforcement and violations of applicable Teacher Standards and Practices Commission (TSPC) Standards for Competent and Ethical Performance of Oregon Educators will be reported to TSPC.
The district retains ownership and control of its computers, hardware, software and data at all times. All communications and stored information transmitted received or contained in the district’s information system are the district's property and are to be used for authorized purposes only. Use of district equipment or software for unauthorized purposes is strictly prohibited. To maintain system integrity, monitor network etiquette and ensure that those authorized to use the district’s system are in compliance
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with Board policy, administrative regulations and law, school administrators may routinely review user files and communications.
Files and other information, including email, sent or received, generated or stored on district servers are not private and may be subject to monitoring. By using the district’s system, individuals consent to have that use monitored by authorized district personnel. The district reserves the right to access and disclose, as appropriate, all information and data contained on district computers and district-owned email systems.
COPYRIGHT
A variety of machines and equipment for reproducing materials to assist staff in carrying out their educational assignments is available to staff in both the school and home setting.
Infringement on copyrighted material, whether prose, poetry, graphic images, music, audiotape, video or computer-programmed materials, is a serious offense against federal law, a violation of Board policy and contrary to ethical standards required of staff and students.
All reproduction of copyrighted materials shall be conducted strictly in accordance with applicable provisions of law. Unless otherwise allowed as “fair use” under federal law, permission must be acquired from the copyright owner prior to reproduction of material in any form. Permission forms are available in the office or media center.
“Fair use” guidelines are as follows:
Fair Use
I) Printed Materials A) Permissible uses – district employees may: 1) Make a single copy of the following for use in teaching or in preparation to teach a class: (a) A chapter from a book; (b) An article from a periodical or newspaper; (c) A short story, short essay or short poem, whether or not from a collective work; (d) A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper. 2) Make multiple copies for classroom use (not to exceed one copy per student in a course) from the following: (a) A complete poem, if it has fewer than 250 words and does not exceed two printed pages in length; (b) A complete article, story or essay of less than 2,500 words; (c) Prose excerpts not to exceed 10 percent of whole or 1,000 words, whichever is less; (d) One chart, graph, diagram, cartoon or picture per book or per issue of a periodical; (e) An excerpt from a children’s book containing up to 10 percent of the words found in the text. B) All permitted copying must bear an appropriate reference. References should include the author, title, date and other pertinent information. C) Prohibited uses – district employees may not: 1) Copy more than one work or two excerpts from a single author during one class term; 2) Copy more than three works from a collective work or periodical volume during one class term; 3) Copy more than nine sets of multiple copies for distribution to students in one class term;
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4) Copy to create or replace or substitute for anthologies or collective works; 5) Copy “consumable” works, such as workbooks, exercises, standardized tests and answer sheets; 6) Copy the same work from term to term; 7) Copy the same material for more than one particular course being offered (may not copy every time a particular course is offered) unless permission is obtained from the copyright owner. D) All sound recordings, including phonograph records, audiotapes, compact disks and laser disks, will be treated under the same provisions that guide the use of print materials unless as may otherwise be excepted by regulations governing the reproduction of works for libraries/media centers. II) Sheet and Recorded Music A) Permissible uses – district employees may: 1) Make emergency copies to replace purchased copies which for any reason are not available for an imminent performance provided purchased replacement copies will be substituted in due course; 2) Make, for academic purposes other than performance, multiple copies (one per student) of excerpts not constituting an entire performance unit such as section, movement or aria, but in no case no more than 10 percent of the whole work; 3) Make, for academic purposes other than performance, a single copy of an entire performable unit such as a section, movement or aria if confirmed by the copyright holder to be out of print or the “unit” is unavailable except in a larger work. The copy may be made solely for the purpose of scholarly research or in preparation to teach a class; 4) Edit or simplify printed copies which have been purchased provided that the fundamental character of the work is not distorted or the lyrics, if any, altered or lyrics added if none exist; 5) Copy complete works which are out of print or unavailable except in large works and used for teaching purposes; 6) Make a single copy of a recorded performance by students to be retained by the school or individual teacher for evaluation or rehearsal purposes; 7) Make a single copy of a sound recording, such as a tape, disk or cassette, of copyrighted music owned by the school or an individual teacher for constructing aural exercises or examinations and retained for the same purposes. B) Prohibited uses – district employees may not: 1) Copy to create or replace or substitute for anthologies, compilations or collective works; 2) Copy works intended to be “consumable”, such as workbooks, exercises, standardized tests and answer sheets; 3) Copy for the purpose of performance, except as noted above (1.a.) in emergencies; 4) Copy to substitute for purchase of music except as noted above (1.a., b. and c.); 5) Copy without inclusion of the copyright notice on the copy; 6) Downloading/file sharing of music from the internet that was originally intended for sale. III) Television Off-the-Air Taping A) Permissible uses – district employees may: 1) Record a broadcast program off-air simultaneously with the broadcast transmission, including simultaneous cable or satellite transmission and retain the recording for period not to exceed the first 45 consecutive calendar days after the date of the recording. A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of teachers. Each additional copy will be subject to all provisions governing the original recording.
Unless authorized by the [library/media supervisor], at the conclusion of the retention period, all off-air recordings shall be released or destroyed immediately.
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Individuals who wish to retain programs beyond the 45-day period need to complete and return the preview portion of the Request for Off-Air Video Taping form to the [library/media supervisor] for each program videotaped. The [library/media supervisor] will coordinate requests for permission to use or retain copyrighted television programs beyond the 45-day retention period.
2) Retain videotapes of commercial programs only with written approval of appropriate copyright holders; 3) Use off-air recordings once for each class in the course of relevant teaching activities and repeat once only when instructional reinforcement is necessary and only within the first 10 consecutive school days of the 45-consecutive calendar day retention period; 4) Use off-air recordings for evaluation purposes only, after the first 10 consecutive school days up to the end of the 45-consecutive calendar day retention period. Evaluation purposes may include use to determine whether or not to include the broadcast program in the teaching curriculum; 5) Use off-air recordings made from a satellite dish if they conform to the 45-consecutive calendar day retention period established for broadcast or cable programming and are not subscription channels; 6) Use copies of off-air recordings, as stipulated in these guidelines, only if the copies include the copyright notice on the broadcast program; 7) Request that a library/media center record and retain for research purposes commercial television news programs from local, regional or national networks; interviews concerning current events; and on-the-spot coverage of news events. Documentary, magazine-format and public affairs broadcasts, however, are not included in the definition of daily newscasts of major events of the day. Requests for retention of programs recorded off-air will be directed to the producers of those programs directly through the network (not affiliate).
B) Prohibited uses – district employees may not: 1) Tape off-air programs in anticipation of an educator’s requests; 2) Request that a broadcast program be recorded off-air more than once for the same educator, regardless of the number of times the program may be broadcast; 3) Use the recording for instruction after 45 consecutive calendar days; 4) Hold the recording for weeks or indefinitely because: (a) Units needing the program concepts are not taught within the 45-day use period; (b) An interruption or technical program delayed its use; or (c) Another teacher wishes to use it, or any other supposedly “legitimate” educational reason. 5) Record programs off-air without written permission from the author/producer/distributor when a special notice is provided specifically prohibiting reproduction of any kind; 6) Alter off-air programs from their original content. Broadcast recordings may not be physically or electronically combined or merged to constitute teaching anthologies or derivative works. Off-air recordings, however, need not be used in their entirety; 7) Exchange program(s) with other schools in the district or other school districts without the approval of the [media/library supervisor]; Programs will be used for the specific curriculum application for which the request was intended. No other curriculum application is authorized. 8) Use the recording for public or commercial viewing; 9) Copy or use subscription programs transmitted via subscription television cable services, such as HBO or Showtime. Such programs are licensed for private home use only and cannot be used in public schools; 10) The downloading of programs originally intended for sale or pay for use from the internet.
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“Pay” programs received via satellite dish are also subject to these prohibitions.
IV) Rental, Purchase and Use of Videotapes A) Permissible uses – district employees may: 1) Use purchased or rented videotapes such as feature films as part of a systematic course of instruction, in accordance with district policy. Such use shall be for direct instruction and must take place in a classroom or similar area devoted to instruction; 2) Use only rented lawfully-made videotapes; 3) Arrange for the local school to transmit videotapes over their closes circuit television for direct instruction; 4) Use off-air videotapes made at home for classroom instruction and only in accordance with television off-air guidelines and district policy. B) Prohibited uses – district employees may not: 1) Use rented or purchased videotapes where a written contract specifically prohibits such use in the classroom or direct teaching situation; 2) Use rented or purchased videotapes such as feature films for assemblies, fund raising, entertainment or other applications outside the scope of direct instruction without public performance rights. V) Computer Software A) Permissible uses – district employees may: 1) Make a copy of an original computer program for the purpose of maintaining the availability of the program should it be damaged during use. Either the copy or the original may be retained in archives. Only one, either the original or the copy, may be used at any one time; 2) Make a copy of a program as an essential step in using the computer program as long as it is used in conjunction with the machine and in no other manner; 3) Make a new copy from the archival program in the event that the program in use is damaged or destroyed; 4) Use a purchased program sent from a manufacturer labeled “archival” simultaneously with the original copy of the program provides its use is permitted (not excluded) by the terms of the sales agreement; 5) Make an archival copy of a rightfully-owned disk that is labeled “archival” by the software manufacturer; 6) Load a software program from a single disk into a distribution network or to individual stand- alone computers for simultaneous use when the distribution network is only accessible to the owner-user if not otherwise prohibited by terms of a sales agreement; 7) Adapt a copyrighted program from one language to another for which it is not commercially available or add features to a program to better meet local needs. B) Prohibited uses – district employees may not: 1) Load the contents of one disk into multiple computers at the same time in the absence of a license permitting the user to do so; 2) Load the contents of one disk into local network or disk-sharing systems in the absence of a license permitting the user to do so; 3) Make or use illegal copies of copyrighted programs on district equipment; 4) Allow any student to surreptitiously or illegally duplicate computer software or access any database or electronic bulletin board; 5) Make copies of software provided by a software publisher for preview or approval; 6) Make multiple copies of copyrighted software (or a locally-produced adaptation or modification) even for use within the school or district; 7) Make replacement copies from an archival or back-up copy; 8) Make copies of copyrighted software (or a locally-produced adaptation or modification) to be sold, leased, loaned, transmitted or even given away to other users; 9) Make multiple copies of the printed documentation that accompanies copyrighted software.
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C) With permission from the copyright holder, prohibitions may be significantly modified or removed altogether. VI) Reproduction of Works for Libraries/Media Centers A) Permissible uses – district employees may: 1) Arrange for interlibrary loans of photocopies of works requested by users, provided that copying is not done to substitute for a subscription to or purchase of a work; 2) Make for a requesting entity, within any calendar year, five copies of any article or articles published in a given periodical with the last five years prior to the date of the request for the material; 3) Make single copies of articles or sound recordings or excerpts of longer works for a student making a request, provided the material becomes the property of the student for private study, scholarship or research; 4) Make a copy of an unpublished work for purposes of preservation, of a published work to replace a damaged copy of an out-of-print work that cannot be obtained at a fair price; 5) Make off-the-air recordings of daily television news broadcasts for limited distribution to researchers and scholars for research purposes; 6) Make one copy of a musical work, pictorial, graphic, sculptural work, motion picture or other audiovisual work if the current copy owned by the library/media center is damaged, deteriorated, lost or stole; and it has been determined that an unused copy cannot be obtained at a fair price. B) Prohibited uses – district employees may not: 1) Make copies for students if there is reason to suspect that the students have been instructed to obtain copies individually; 2) Copy without including a notice of copyright on the reproduced material. VII) Performances A) Permissible uses – district employees must: 1) Contact the copyright holder in writing for permission whenever copyrighted works such as plays and musical numbers are to be performed. This is particularly important if admission is to be charged or recordings of the performance are to be sold. VIII) Violations Employees in violation of copyright law may be required to remunerate the district in the event of loss due to litigation and may be subject to discipline up to and including dismissal.
ENERGY/WATER CONSERVATION BOARD POLICY ECF – Energy / Water Conservation – 10/14/02
The Board recognizes the responsibility of the District to reduce the waste of, and substantially lower the consumption of, energy/water to as low a level as possible without compromising the mission and goals of the District.
Any funds saved as a result of an energy/water conservation program shall be reallocated to further support such efforts as follows:
1. For awareness and training programs; 2. For facility maintenance costs associated with the energy conservation program; 3. To facility administrators for discretionary spending; and, 4. To the District to support general need.
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A committee with representatives from each site/facility will be responsible for establishing district energy/water reduction goals based upon state and federal recommendations.
It will be the responsibility of each District employee and student to participate in conservation efforts to reduce consumption to desired levels. It is the responsibility of District administrators under the leadership and direction of the District Facilities Director, to implement, direct, monitor, evaluate and report district energy/water conservation efforts.
GIFTS AND SOLICITATIONS Board Policy GBI – Gifts & Solicitations – 04/18/94, KI – Public Solicitation in District Facilities – 11/10/03, Oregon Government Ethics Commission (OGEC): – ORS Chapter 244
Staff members are to avoid accepting anything of value offered by another for the purpose of influencing his/her professional judgment.
Staff members are prohibited from accepting items of material value from companies or organizations doing business with the district. Material value is defined by law as $50 or more from a single source in a single year.
No organization may solicit funds from staff members within the schools, nor may anyone distribute flyers or other materials related to fund drives through the school without principal approval.
The solicitation of staff by sales people, other staff or agents during on-duty hours is prohibited without principal approval. Any solicitation should be reported at once to the principal.
MAIL AND DELIVERY SERVICES
The interschool mail service is established for school-related purposes. It provides a central mailing service to expedite the distribution of materials and professional communications among schools and staff.
Recognized collective bargaining units may use the service in accordance with the terms of their collective bargaining agreements and Board policy on the use of school facilities and current postal regulations.
All staff are to check their mailboxes before school, at noon and after each working day and remove mail daily. Students should not pick up mail from staff mailboxes.
District mailing and postage may be used for school district business only.
MATERIALS DISTRIBUTION Board Policy KJA – Materials & Distribution – 08/14/00
Requests of staff by individuals or groups to distribute pamphlets, booklets, flyers, brochures and other similar materials to students for classroom use or to take home are to be referred to the principal. The
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materials and proposed method of distribution will be reviewed and a decision made based on the educational concerns and interests of the district.
NATURAL RESOURCE CONSERVATION BOARD POLICY EDD – 11/04/02
The District recognizes the importance of the wise use of natural resources. The District also realizes a responsibility to teach and model natural resource conservation practices.
Decisions will be made considering the most positive impact on our environment when economically feasible. Such decisions may include: 1. Full utilization of materials prior to disposal; 2. Limited use of disposable materials; 3. Limited use of non-biodegradable, toxic or hazardous products and materials; 4. Establishing and/or expanding recycling programs; 5. Purchasing recycled products when user specifications can be met; and, 6. Using the most energy efficient delivery methods available.
The district will cooperate to the fullest extent in the recycling efforts of the community.
PARKING/TRAFFIC CONTROLS Board Policy ECD – Traffic and Parking Controls – 10/12/09
The superintendent or the superintendent’s designee will authorize parking areas and post notices on District property, which is designated for staff, student, and visitor parking, and such other classifications of parking as may be necessary.
Any vehicle not parked in an authorized area may be towed away and stored, and all charges for such towing and storing will be the responsibility of the owner or operator of the vehicle.
Any person failing to abide by the District’s parking regulations may be further prohibited from bringing any vehicle on District property.
Building principals will establish such regulations as are necessary for the use and control of staff and student parking areas around their buildings. Such regulations will be made available to staff, students and parents.
PARTICIPATION IN POLITICAL ACTIVITIES
Staff members may exercise their right to participate fully in affairs of public interest on a local, county, state and national level on the same basis as any citizen in public or private employment and within the law.
Staff members may, within the limitations imposed by state and federal laws and regulations, choose any side of a particular issue and support their viewpoints as they desire by vote, discussion or persuading others. Such discussion and persuasion, however, may not be carried on during the performance of district duties, except in open discussion during classroom lessons that consider various candidates for a particular office or various sides of a particular political or civil issue consistent with district curriculum and assigned duties.
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On all controversial issues, staff members are expected to make clear that the viewpoints they represent are personal and are not to be interpreted as the district’s official viewpoint.
No staff member may use district facilities, equipment or supplies in connection with his/her campaigning, nor may he/she use any time during the working day for campaign purposes.
PERSONAL COMMUNICATION DEVICES AND SOCIAL MEDIA
Staff possession or use of personal communication devices on district property, in district facilities during the work day while staff is on duty including duty in attendance at school-sponsored activities may not be permitted (subject to the limitations in Board policy and consistent with any additional rules as may be established by the superintendent). At no time, whether on duty or off duty, will a personal communication device be used in a manner that interferes with staff duty, the responsibility for the supervision of students or in a manner that violates any other district policy.
A “personal communication device” is a device (not issued by the district) which emits an audible signal, vibrates, displays a message or otherwise summons or delivers a communication to the possessor of the device. These devices include, but are not limited to, walkie-talkies, long- or short-range portable radios, portable scanning devices, cellular telephones, pagers, personal digital assistants (PDAs), laptop computers and similar devices with wireless capability. This also includes other digital audio and video devices such as, but not limited to, iPods, radios and TVs.
Personal cellular telephones/pagers and other digital audio and video devices shall be silenced during instructional or class time, while on duty or at any other time where such use of the device would cause a disruption of school activities or interfere with work assignments. Cellular telephones, which have the capability to take photographs or video, shall not be used for such purposes while on district property or while a staff member is on duty in district-sponsored activities, unless as expressly authorized by the principal or designee. Laptop computers and PDAs brought to school will be restricted to classroom or instructional-related activities only. The district will not be liable for loss or damage to personal communication devices brought to district property and district-sponsored activities.
Staff members, while on duty and off duty, will utilize social network sites (e.g. Facebook, MySpace and Twitter), public websites and blogs, judiciously by not posting confidential information about students, staff or district business. Staff members, while on duty and off duty will treat fellow employees, students and the public with respect while posting in order to prevent substantial disruption in school. Communication with students using personal communication devices will be appropriate, and professional. Communication with students using personal communication devices regarding non-school- related matters is prohibited during work hours and strongly discouraged at all other times. If communicating with students electronically regarding school-related matters, staff should use district email using mailing lists to a group of students rather than individual students. Texting students during work hours is discouraged. Texting students while off duty is strongly discouraged.
Exceptions to the prohibitions set forth may be made for educational, health, safety or emergency reasons with principal or designee approval.
2015-16 CCSD Staff Handbook: Section 5 - District Misc. Policies & Procedures 88
Staff members are subject to disciplinary action up to and including dismissal for using a personal communication device in any manner that is academically dishonest, illegal or violates the terms of policy. Staff actions on social network sites, public websites, blogs and other social media, while on or off duty, which disrupt the school environment, are subject to disciplinary action up to and including dismissal. A “disruption” for purposes of this policy includes, but is not limited to, one or more parent threatens to remove their children from a particular class or particular school, actual withdrawal of a student or students from a particular class or particular school and/or a threatened or actual negative impact on the learning environment. (The taking, disseminating, transferring or sharing of obscene, pornographic, lewd or otherwise illegal images or photographs, whether by electronic data transfer or otherwise – commonly called texting, sexting, emailing, etc. – may constitute a crime under state and/or federal law. Any person taking, disseminating, transferring or sharing of obscene, pornographic, lewd or otherwise illegal images or photographs, will be reported to law enforcement and/or other appropriate state or federal agencies which may result in arrest, criminal prosecution and lifetime inclusion on sexual offender registries.) A referral to law enforcement officials may also be made.
PERSONAL PROPERTY
The district is not liable for lost, stolen or damaged personal property on district property.
RESEARCH/COPYRIGHTS AND PATENTS
Staff members engaged in a research project during the workday or who use district resources for students, for study toward advanced work or for use in classroom instruction, may do so only with the prior approval of the principal.
Privacy rights of students or other individuals involved in such research projects must be maintained.
Publications, instructional materials, articles, models and other devices prepared by staff members for district use with district time, money and facilities as part of the employee’s job responsibilities remain the property of the district.
In the event that a staff member produces items described above partly on his/her own time and partly on district time, the district reserves the right to claim full ownership. The employee may petition the district for assignment of copyright or patent rights. Employees may not attempt to copyright or patent such items without the knowledge and consent of the district.
STAFF INVOLVEMENT IN COMMUNITY ACTIVITIES
The district encourages all staff to participate in community activities, which have the improvement of the general welfare of the community, state and nation as their objectives.
STAFF INVOLVEMENT IN DECISION MAKING
Staff members are encouraged to participate in the decision making process whenever practicable. Staff may become involved by participating in district and building activities. Contact the principal for additional information regarding possible building and district level committee work that may be available.
2015-16 CCSD Staff Handbook: Section 5 - District Misc. Policies & Procedures 89
TELEPHONES
Telephones are available throughout the building for staff convenience. Local personal telephone calls made during working hours from district telephones should be brief, infrequent and placed before or after school, during breaks, lunch or at other times when staff is not responsible for supervising students. Personal long distance calls may not be made on district telephones, even if staff offers to reimburse the district for such charges. If it becomes necessary to make personal long distance calls while at work, such calls must be made with the staff member’s personal calling card or by pay phone.
Staff possession or use of personal communication devices on district property, in district facilities during the workday and while the staff is on duty in attendance at district-sponsored activities may be permitted subject to the limitations set forth in policy and consistent with any additional school rules as may be established by the superintendent. At no time will a personal communication device be used in a manner that interferes with staff duty and responsibility for the supervision of students.
2015-16 CCSD Staff Handbook: Section 5 - District Misc. Policies & Procedures 90