Employee Handbook 2015-2016

BROOKLYN FRIENDS SCHOOL EMPLOYEE HANDBOOK 2015-2016 PAGE INTENTIONALLY LEFT BLANK 2 2015-2016 Employee Handbook TABLE OF CONTENTS 1. BACKGROUND 1.1 Introduction 6 1.2 About this Handbook 7 1.3 An Overview of Brooklyn Friends School 9 ! Mission Statement 9 ! Diversity Statement 9 ! School Profile 9 ! History of Brooklyn Friends School 10 ! Philosophy and Objectives of Brooklyn Friends School 10 ! Quaker Heritage 12 ! Governance and Organization 14 2. EMPLOYMENT POLICIES 2.1 HIRING POLICIES 16 2.1.1 Employee Agreements 16 2.1.2 Equal Employment Opportunity 16 2.1.3. Certification, Licensing & Other Requirements 17 2.1.4. Background Checks 17 2.2 POLICY PROHIBITING HARASSMENT 18 A. Definitions of Harassment 18 B. Complaints 19 C. Anti-Retaliation Policy 20 2.3 EXPECTATIONS AND OBLIGATIONS OF EMPLOYMENT 20 2.3.1 Standards of Conduct 20 2.3.2 Discipline 21 2.3.3 Confidentiality Policy 22 2.3.4 Personal Dress and Appearance Standards 23 2.3.5 Mandatory Reporting of Child Abuse 24 3. COMPENSATION AND BENEFITS 3.1 WAGE AND SALARY POLICIES 25 3.1.1 Salaries 25 3.1.2 Pay Period/Paycheck 25 3.1.3 Employee Classifications 26 3.2 BENEFITS OVERVIEW 26 3.2.1 Continuation of Benefits 28 3.2.2 Tuition Benefits 28 3 3.2.3 Auxiliary Program Remission Policy 29 3.2.4 Worker’s Compensation Insurance and Procedure 29 3.2.5 Other Benefits 30 4. EMPLOYEE LEAVE 4.1 PAID LEAVES OF ABSENCE 30 4.1.1 Vacations 31 4.1.2 Personal and Sick Days 31 4.1.3 Short Term Disability 32 4.1.4 Jury Duty 32 4.1.5 Bereavement Leave 32 4.2 UNPAID LEAVE 33 4.2.1 Family and Medical Leave 33 4.2.2 Military Leave 39 4.2.3 Personal Leave of Absence 39 5. OTHER WORKPLACE POLICIES 5.1 Open Door Philosophy 40 5.2 Summer Hours 40 ‘ 5.3 Conflicts of Interest 40 5.4 SAFETY 41 5.4.1 Emergency Procedures Policy 41 5.4.2 Fire 41 5.4.3 First-Aid and Emergencies 42 5.4.4 Accident Report 42 5.4.5 Visitors Policy 42 5.5 Non-scheduled School closings 43 5.6 Performance Evaluations 43 5.7 Changing Positions within BFS 44 5.8 Professional Development 45 5.9 Whistleblower Policy 47 5.10 Document Destruction Policy 47 5.11 Fundraising 48 5.12 Cafeteria 48 6. ADMINISTRATIVE PROCEDURES 6.1 Ordering Books, Equipment and Supplies 49 6.2 Financial Expenditures 49 6.3 Maintenance 50 6.4 Information, Communication, and Technology Systems 50 4 7. APPENDICES Appendix I Board of Trustees and Committees 55 Appendix II Acceptable Use: Computers, E-mail 57 and Internet Policy Appendix III Acknowledgement of Handbook 65 Appendix IV Arbitration Agreement 67 5 1.1 INTRODUCTION Dear Colleagues, Brooklyn Friends School (BFS), in its 148th year of continuous operation, is honored and privileged to welcome you as an employee and a member of its learning community. As a Quaker school, BFS intentionally places special emphasis on such values as: respect for others; celebrating the particular gifts of intellect and spirit that each individual can contribute to the greater good of the community; striving for peaceful resolution of conflict; speaking truth to power; and seeking active participation in decision-making from community members. Such values provide a unique context for the demanding and rewarding work that is expected of faculty and staff at any educational institution. The students of Brooklyn Friends, from the youngest to the oldest, will always be our primary and deepest concern. Responsibility for their safety, health, intellectual and emotional development, evolving capacity for mature judgment, and ability to contribute meaningfully to the wider world, is in our hands during each school day and represent a weighty responsibility for each of us. This Employee Handbook documents the general operating procedures, policies, expectations and benefits that define our relationships and responsibilities as employees and members of the Brooklyn Friends learning community. Such policies have been developed over the years by the School administration and are regularly reviewed by the School’s governing Board of Trustees. They apply to each of us and are put forward in an effort to ensure predictability of expectations and fairness of implementation. Please note that there is a Handbook Acknowledgement page and an Arbitration Agreement at the end of this Employee Handbook, both of which must be signed and returned to the Payroll and Benefits Coordinator. Together with your employment agreement, these documents comprise the terms of your employment at BFS. As a member of the BFS faculty or staff you are a highly valued participant in a challenging and rewarding educational adventure. The contours of our working relationship are laid out in this handbook. Please read it carefully. If you have any questions about a particular policy or anything else in the Employee Handbook, please feel free to raise your question with your division head, supervisor, Chief Financial Officer, or the Head of School. In friendship, Dr. Larry Weiss Head of School 6 1.2 ABOUT THIS HANDBOOK School Affairs, a committee of the Board of Trustees, is charged with reviewing and revising the Employee Handbook. Our membership includes Trustees, faculty members from each school division, non-teaching staff, as well as the Head of School, and the Chief Financial Officer. BFS parents also serve as co-opted members of the committee. Please note that the School maintains four separate handbooks: (1) this Employee Handbook – which outlines the general understanding between the School and employees concerning certain aspects of one’s job, expectations, and commitments; (2) the Safety Handbook – which outlines emergency procedures and responses to a variety of unexpected, and potentially harmful, internal and external events; (3) the Faculty Handbook – which outlines particular expectations of faculty members, teaching responsibilities, and relationships with their students; and (4) the Parent-Student Handbook – which outlines the compact between families and the School - educators and students. Together, these handbooks comprise the general policies, procedures and expectations that pertain to the BFS community. In preparing this Employee Handbook (hereinafter, the “Handbook”), our goal has been to create a reference tool that clearly articulates the School’s general policies, is easy to use, and reflects the spirit of the School. In formulating the policies in this Handbook, we have received guidance from the National Association of Independent Schools (NAIS) and Quaker process. The Handbook is a “living” document, meaning it reflects not just the past culture of the School, but expectations for the present and the future. We will continue to review and revise it with an eye towards maintaining the supportive environment, academic excellence, and integrity that have always characterized Brooklyn Friends. Faculty and staff are the heart of the School and the reason families send their children here; we want Brooklyn Friends to be the best work environment possible for all. We welcome your feedback on any of the material contained in this Handbook. Please feel free to share comments and questions with your immediate supervisor, division head, CFO or Head of School. This year, the Handbook is only being distributed by email as a portable document file (PDF). In Friendship, Brad Mulder Chair, School Affairs 7 School Affairs Committee Members (2015-2016 ) Board Members: Brad Mulder Kamauru Johnson, Upper School Psychologist Ed Herzman, MS/US History, History Dept. Chair Faculty and Staff Niamh Dolan, PS Head Teacher Jesse Klausz, MS, History, Health Yuval Ortiz-Quiroga, US, Visual Arts, Visual Arts Chair Lisa Favata, Payroll and Benefits Coordinator Cheryl Foote, School Receptionist Peta-Gaye Grey, LS Head Teacher Lisa Favata, Payroll and Benefits Coordinator Ex Officio Members Larry Weiss, ex-officio, Head of School David Kleiser, CFO Co-opted Members Beth Schwartz 8 1.3 AN OVERVIEW OF BROOKLYN FRIENDS SCHOOL Mission Statement Guided by the Quaker belief that there is a Divine Light in everyone, Brooklyn Friends School cultivates an intellectually ambitious and diverse community that celebrates each individual's gifts. We challenge our students to value and embrace difference as they develop critical thinking skills and apply their knowledge and intelligence both in and out of the classroom. In this rich learning environment, we inspire all members of our community to voice their convictions, to discover and pursue their passions, and to seek truth. Our graduates are compassionate, curious, and confident global citizens who let their lives speak in the spirit of leadership and service. Diversity Statement Brooklyn Friends School is committed to maintaining an environment in which all people are respected and valued. To that end, discrimination in any form, such as that based on race, color, national origin, creed, religion, ethnicity, gender, gender identity, age, disability, sexual orientation, marital status, veteran status, or other legally-protected status will not be tolerated. The School actively strives to recognize, respect, and celebrate the differences and commonalities that shape the individual and collective identities of its members. As a member of the National Association of Independent Schools, Brooklyn Friends School admits qualified students regardless of race, color, national origin, creed, religion, ethnicity, gender, disability, and sexual orientation to all the rights, privileges, programs and activities generally accorded or made available to students at the School. The School does not discriminate on the basis of any legally protected classification in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs. School Profile Brooklyn Friends School is a coeducational, college preparatory day school enrolling students in Preschool through grade 12. From its Family Center, for toddlers as young as 24 months, to its college-bound seniors, the School provides a community of learning that challenges students to achieve their best in academics, the arts, and athletics.

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