Employee Handbook 2017-2018 2222 Broadway & 1715 Octavia San Francisco Ph. 415.563.2900/415.345.5811 www.sacredsf.org Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 1 TABLE OF CONTENTS Chapter 1: INTRODUCTION 8 History 9 Philosophy 9 Notable Figures 9 Traditions and Terms 10 Sacred Heart Commission on Goals (SHCOG) 10 Organization Chart UPDATED 11 Administration 12 Hours of Operation 12 Campus & Facility Maps 13 Chapter 2: EQUAL OPPORTUNITY 15 Equal Employment Policy 15 Request for Accommodation 16 Policy Against Harassment 16 Suspected Child Abuse and Reporting 19 Whistleblower Policy 20 Problem Resolution/Arbitration 22 Chapter 3: EMPLOYMENT POLICIES 23 Employment Definitions 23 Conditions of Employment 23 Goals & Criteria 23 Employment Authorization 23 DOJ and FBI Fingerprint Clearance 24 Shield the Vulnerable Training & Child Abuse Acknowledgment 24 Tuberculosis Testing 24 Transcripts 24 Employment Agreements and Renewal/Non-Renewal 24 Probationary Period 25 Term 25 Performance Evaluation 25 Disciplinary Procedures 25 Termination for Cause 26 Voluntary Termination 26 Exit Interviews 27 Evaluation and Employment Agreement Timeline 28 Employee Records 29 Employment Verifications and References 29 Distribution of Contact Information 29 Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 2 Media Contacts 29 Publicity 30 Chapter 4: PRINCIPLES OF CONDUCT 31 School Ethics 31 Interactions and Communications with Students 31 Hazing/Bullying/Harassment Amongst Students 33 Community Relations 33 Dress and Grooming 33 Absenteeism and Tardiness 34 Attitude 34 Damage to Property 34 Misuse of Property 34 Off Duty Use of Facilities 34 Off Duty Social and Recreational Activities 35 Outside Employment 35 Personal Mail 35 Insubordination 35 Telephone Calls 35 Fraud, Dishonesty and False Statements 35 Gambling 36 Facsimile and Copy Machines 36 Illegal Activity 36 Drug and Alcohol Policy 36 Searches and Inspections 38 Smoking 38 Employment of Relatives 38 Providing Testimony for Domestic Disputes NEW 38 Romantic /Sexual Relationship with other Employees 38 Sleeping 39 Solicitation – Distribution Policy 39 Theft 39 Workplace Violence 39 Conflict of Interest UPDATED 40 Confidentiality 41 Chapter 5: TECHNOLOGY 43 Network Resources Acceptable Use Policy (AUP) 43 Definitions 43 Overview 43 Addendum for Employees 44 Legal and Ethical Use 45 Intellectual Property Rights 47 Commercial and Political Activity 47 School Access, Monitoring and Security 48 Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 3 Privacy and Personal Security 48 Social Media 49 Chapter 6: COMPENSATION & BENEFITS 52 Introduction 51 Pay periods 51 Pay Advances 51 Timecards 52 Overtime 53 Meal and Rest Periods 53 Breaks for Nursing Mothers 55 Paychecks 56 Direct Deposit 56 Pay Statements 56 Health Plans UPDATED 56 Guardian Dental 56 EyeMed Vision 57 Affordable Care Act (ACA) 57 San Francisco Health Care Security Ordinance 57 TIAA-CREF Retirement Plan UPDATED 57 Early Retirement Benefits 58 Flexible Spending Account 58 Commuter Benefits 59 Parking 59 Lincoln National Life Insurance and Long-Term Disability 59 Medical Information Privacy Under HIPAA 59 Tuition Remission 60 Employee Tuition Reimbursement 60 State Mandated Insurance Benefits 61 Workers Compensation Insurance 61 Chapter 7: PAID TIME OFF 63 Employment Classifications for purposes of Vacation Accrual 63 Time off Reporting 63 School Complex Closed Days 63 Holidays 63 Academic Breaks 64 Vacation 64 Sick Leave Days for Regular Employees (≥30 hours) 66 Sick Leave Days for Temporary and Part Time Employees(< 30 hours) 67 Sick Leave Donation Program 67 Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 4 Bereavement Leave 67 Religious Holidays 67 Jury and Witness Duty 67 Professional Development 68 Voting Time 68 Family Friendly Workplace Ordinance (FFWO) 68 Other Approved Unpaid Absences 68 School Activities 69 Emergency Personnel 69 Victims of Domestic Violence, Sexual Assault and Stalking 69 Crime Victims Leave 70 Chapter 8: LEAVES OF ABSENCE 71 General Procedures for all Leaves 71 Family and Medical Leave 71 Pregnancy Disability Leave 74 Organ and Bone Marrow Donor Leave 75 One-Year Voluntary Leave Of Absence 75 Workers’ Compensation 76 Discretionary Medical Leave 77 Military Leave 77 Alcohol/Drug Rehabilitation Leave 81 Chapter 9: BUSINESS & FACILITIES 82 Budgets 82 Purchases 82 Business Office Request 83 Business Travel Guidelines 84 Insurance 84 Air Fare 84 Rental Cars 84 Personal Automobile 84 Driving with Students 85 Taxi’s and Other Ground Transportation 85 Lodging Guidelines 85 Personal Meals 85 Business Entertainment 86 Gratuities 86 Cash Advances 86 Business Travel with Family Members 86 Travel Expense Reimbursements 86 Accuracy of Records and Compliance 87 Document Retention and Destruction NEW 87 Facilities Procedures UPDATED 88 Maintenance Requests 89 Space & Hospitality Requests 89 Fitness Room Usage Policy 90 Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 5 Chapter 10: ACADEMIC POLICIES AND PROCEDURES 91 Arrival and Dismissal Traffic 91 Dress and Grooming 91 Tutoring 92 Student Attendance Protocol 92 Faculty Attendance and Teaching Hours 92 Faculty Absences UPDATED 92 Leaving Campus During the School Day 93 Field Trips 93 Bus Arrangements 94 Student Ridesharing NEW 94 Student Medications 94 School Athletics - Concussions (AB588) 94 Professional Development 94 Academic Notice and Probation 95 Report Cards - Reporting Procedures UPDATED 95 High School Specifics 95 High School Faculty Assignments 95 High School Honor Council 95 High School Class Moderators/Advisors 96 Weekly Bulletin 96 Teacher Advisor 96 Chapter 11: SUSTAINABILITY INITIATIVES UPDATED 97 The Four R’s 97 Energy 97 Paper Usage 97 Beverages 98 Water 98 Materials 98 Transportation 98 Three Bins 98 Batteries & E-Cycling 98 Zero waste 98 Central Supply 99 Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 6 Chapter 12: CRISIS MANAGEMENT & SECURITY UPDATED 100 Fire Drills 100 Bomb Threat 100 Evacuation 101 Suspicious Items Found 101 Earthquake Procedure 101 Automated External Defibrillation 101 Lockout- Threat Outside Campus 101 Lockdown- Threat On Campus 102 Fire Extinguishers 102 Classroom Doors and windows 102 Visitor Check-in – The Raptor System 102 Personal Property 103 Employee Name Badges 104 Keys & Card Reader Access 104 Emergency Exits 104 Chapter 13: INJURY AND ILLNESS PREVENTION PROGRAM UPDATED 105 Preventing Accidents and Managing Workplace Hazards 108 Spills 108 Back Safety 108 Slips, Trips and Falls 109 Ergonomics 109 Fire Safety 109 Electrical Safety 110 Seismic Safety 110 Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 7 CHAPTER 1: INTRODUCTION This handbook is designed to acquaint you with the Schools of the Sacred Heart – San Francisco (the “School”) and provide you with information about working conditions, Employee benefits, and policies and procedures affecting your employment. It contains general statements of School policy and procedure, which the School reserves the right to apply at its sole discretion based on the facts of individual situations (or in consideration of other factors it deems pertinent) and in preservation of the best interests of the School. All Employees should be aware that violation of School policies and procedures may subject the Employee to corrective action, up to and including termination of employment. No Employee handbook can anticipate every circumstance or question about policy. The School reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time, as it deems appropriate and at its discretion. The School continually strives to maintain excellent communications with all faculty and staff members. The Human Resource Office works diligently to keep the handbook up to date and to keep all Employees informed as policy changes occur from time to time during the normal course of business. This edition of the handbook replaces and supersedes all prior versions. Please understand, however, that there may be times when policy will change (at the sole discretion of the President and Board of Trustees) before the written document can be revised and distributed to all Employees. History The Society of the Sacred Heart was founded in France in 1800 by St. Madeleine Sophie Barat. The Order, known as the Religious of the Sacred Heart of Jesus (RSCJ), was brought to the United States in 1818 by St. Rose Philippine Duchesne. There are nearly 3,500 RSCJ working in 45 countries and associated with more than 200 schools and colleges around the world. In North America, 24 schools comprise the Network of Sacred Heart Schools; all are guided by and committed to the same philosophy as articulated in the five Goals & Criteria. The RSCJ opened the first Sacred Heart School west of the Rockies in San Francisco in 1887, opening a K-12 School for girls on Bush Street. As the School grew, it moved to a different location until it was established at 2700 Jackson Street, where it remained for 31 years. In 1939, Mrs. Maude Lee Flood gave her family home, the Flood Mansion at 2222 Broadway to the RSCJ, who subsequently acquired the three neighboring homes as well. The Grant House became Convent of the Sacred Heart Elementary School (girls K-8) in 1950 and the Hammond Schools of the Sacred Heart – San Francisco 2017-18 Employee Handbook 8 House became Stuart Hall for Boys (boys K-8) in 1956. In 1986, the Herbst House was purchased to provide additional space for the elementary Schools. Convent of the Sacred Heart High School (girls 9-12) stayed in the Flood Mansion. Additional spaces were constructed on the Broadway campus to accommodate a growing student population, and a second campus was acquired in 2000 so that the School could add a boys’ high school program, Stuart Hall High School, which opened in the Fall of 2000. San Francisco was the first of the Network schools to offer a complete K-12, single-sex program for young women and young men. The School remains connected to the Society through its membership in the Network of Sacred Heart Schools.