BROOKLYN FRIENDS SCHOOL
EMPLOYEE HANDBOOK
2015-2016
PAGE INTENTIONALLY LEFT BLANK
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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
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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
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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
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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
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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
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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. Located in the heart of downtown Brooklyn, and neighbor to the newly revitalized site of MetroTech Plaza, the School is at the crossroads of the multitude of cultural and educational resources available in New York City.
Accreditation Brooklyn Friends is accredited by the New York State Association of Independent Schools (NYSAIS). It is a member of numerous national and regional associations including the National Association of Independent Schools (NAIS), and Friends Council on Education (FCE).
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HISTORY AND PHILOSOPHY
History of Brooklyn Friends School
Since its founding in 1867 as a co-educational day school for 17 students in the Quaker tradition, BFS has encouraged and facilitated learning and personal growth within the context of a challenging academic program and a caring, nurturing community. While the percentage of Quaker families and staff is small, the School’s Quaker heritage has remained central to its mission. The School continues to enjoy the strong support of the larger Quaker community.
Starting as an elementary school, BFS added a kindergarten program in 1902, a high school division in 1907, and a Preschool and Family Center in 1985 and 1992 respectively. Both of our recent additions have already gained prominence as the city’s premier early learning centers.
In the 1950’s the School enrolled its first students of color. Its continuing commitment to ethnic and racial diversity has led to the School being one of the most diverse independent schools in the country. Students of color currently comprise about 38% of the total student enrollment. About 38% of the faculty and staff are of color. An early proponent of socio-economic diversity, the School provides a significant amount of financial aid. At present, approximately 25% of the School’s families receive aid.
The School’s original site was the landmarked Brooklyn Monthly Meeting House on Schermerhorn Street, which is still used for school functions, including Quaker Meeting. To accommodate its growing enrollment and kindergarten program, the School expanded its facilities by constructing a two-story building adjacent to the Meeting House and added another three-story building in the 1920’s.
As enrollment continued to grow, BFS moved in the early 1970’s to a larger, more spacious building at 375 Pearl Street, a seven-story art deco building which dates back to 1928 and previously housed the Brooklyn Law School. In the Fall of 2015 the School has opened its new Upper School facility at 116 Lawrence Street, in the One MetroTech building. The home of the Family Center is 189 Schermerhorn where it occupies 4,750 square feet and is close to the Quaker Meeting House. These facilities in downtown Brooklyn are near MetroTech, Renaissance Plaza, and the Brooklyn Bridge and are at the crossroads of all major subway lines and several bus routes. Surrounded by municipal, judiciary and social service buildings, academic institutions, and businesses, the School is in an active, vital environment that urges awareness of the diversity and complex activities of an urban society.
Philosophy and Objectives of Brooklyn Friends School The School’s understanding of an educated person, as well as its academic program, values, and culture, is strongly shaped by the liberal arts tradition and the ideals of the Religious Society of Friends. In keeping with its identity as a Quaker liberal arts school, academics and ethical values are inextricably linked. BFS believes that values without
10 knowledge are ineffective, but education without morals is a danger to the individual and the community.
In a liberal arts education that embraces multicultural perspectives, students receive broad training in the various disciplines and arts that have given birth to human accomplishments and an understanding of the world. Liberal arts students wrestle with such essential questions as what it means to be human, the components of a rewarding life, and the responsibilities of individuals to themselves and to others. Freed to the extent possible from prejudice and mere custom or habit, they are trained to approach these and similar questions with humility and an open mind, critically reassessing their answers on a continual basis. Such an education prepares students to be citizens in the highest sense of that word, to make principled judgments about matters of public debate, and to have the courage to stand by their convictions.
It is the Quaker dimension, however, which defines the School most specifically. Almost immediately after the founding of the Religious Society of Friends in seventeenth century England, Quakers established schools to provide both boys and girls an education in keeping with their values. From their inception, these schools fostered an educational environment promoting strong academics, a commitment to moral values and service, and opposition to cultural and societal norms based on exclusivity, social-class distinctions, and violence. Quakers have been leaders in service and social activism. Values central to Quakerism include integrity, equality, simplicity, community, peace, and the search for truth.
At the heart of Quakerism is the belief that there is “that of Light” or “that of God” in everyone. Its central practice is Meeting for Worship, which is a time for centering, deeper reflection, and contemplation. With each person regarded as having within him or herself the ability to discern the truth, Friends worship silently, waiting upon the spirit. Participants are encouraged to speak from their hearts when so moved.
Believing that spiritual, social, and intellectual growth are closely linked, Quaker education stresses the importance of a curricular program that supports the overall development of the child. To ensure the broad development of each child, all BFS teachers function as advisors, with a formal advisory system beginning at Grade 5.
As a Quaker institution, BFS values community. Quaker Meeting occurs weekly, and the attitudes exhibited therein are meant to be replicated in all interactions among members of the community: active listening, respect for others, openness to divergent opinions, and compassion, within a space safe for everyone to have a voice and take risks. The search for truth is a communal activity involving a free exchange of ideas. Service Learning is an important part of the BFS educational program in every division, with the goal of providing students with experiences that demonstrate that they can make a difference. Diversity is valued: members of the community come together as one, while acknowledging and celebrating their differences. In and out of the classroom, faculty work on community-building skills, promptly and openly addressing actions or attitudes that involve disrespect or bullying. Discipline is based on trust, mutual support, and personal responsibility, with behavioral limits set to ensure that each child receives the
11 benefits of the School’s educational program. To secure the successful development of each child, parents and the School work together as partners.
Content, foundational skills, and higher-order thinking capabilities are priorities in the School’s instructional program: basic skills and a body of knowledge are necessary for successful exercise of critical thinking. Course content is always under review. Of particular importance to the School is the development of the writing and speaking skills of students; the ability to express oneself clearly is necessary for critical thinking and participation in public debates. Overall, the educational program encourages students to become scholars-artists-athletes; the School believes that part of being a full human being is to have explored one’s potential in all these areas.
Each child is approached hopefully as a bearer of special gifts that can be nurtured and expanded by the School’s program. In a cooperative, rather than competitive, learning environment students are encouraged to do their best rather than be the best. It is the School’s belief that strong intellectual growth requires a course of studies that is demanding and challenging. While students are always pushed to reach the next level of excellence, they are provided with the nurturing and support that help them succeed.
Embracing the fundamental idea that each child learns differently, BFS teachers employ multi-sensory approaches and a variety of pedagogical techniques—hands-on activities, independent learning, group work, whole-group discussions, presentation. To ensure that learning is appropriately cumulative, the faculty regularly reviews scope and sequence, with particular emphasis on smooth transitions from division to division.
Maximal learning occurs when students are engaged in the learning process and instruction taps into the strengths, interests, and developmental stage of the individual learner. BFS thus believes that close contact between student and faculty, and a low teacher – student ratio are keys to educational success. The informality of the teacher – student relationship reflects the School’s belief that students and faculty are partners in learning. The School is divided into divisions that reflect the major developmental stages of students: age 24 months through four years (Family Center and Preschool), K–4 (Lower School), Grades 5–8 (Middle School) and 9–12 (Upper School). As students mature, they are given more choices and independence. The successful graduate internalizes values, the commitment to make the world a better place, and the discipline and habits of mind that promote lifetime learning and success in college and beyond.
QUAKER HERITAGE
Introduction
Quaker (or Friends) schools appear all over the country and the world. They can differ greatly from each other in format and style, from boarding, single-sex, college preparatory high schools to co-ed one-room-schoolhouse style elementary schools. While each school is unique, there are some commonalties. Most Quaker schools are independent schools under the care of a “Friends Meeting” (Quaker Church). BFS is under the care of New York Quarterly Meeting of the Religious Society of Friends, a body
12 encompassing the Quaker congregations in New York City, such as our local Brooklyn Meeting. Members of the meeting serve on various committees of the School and function as an external support for our institution. Beginnings
The Religious Society of Friends was originated by George Fox (1624-1691) during a period of political upheaval and social change in England. The established churches, Catholic and Anglican, were at a low ebb at this time, caught up in conflicts and preoccupied with forms and power struggles rather than religious witness. Neither provided much help to victims of upheaval in a violent century, and so there were thousands of “seekers” who were looking for something that they could believe in and that would give meaning to their lives.
One such seeker, George Fox, after years of spiritual questioning, had a revelation on Pendle Hill, in the heart of England’s Lake District. This revelation led to the birth of the Religious Society of Friends and has been at the heart of its life and witness ever since. From this revelation, George Fox derived his essential insight, which was that there is “that of God” in everyone, and that one can gain access to the God within through stillness and the practice of silence. The belief that there is that of God in every person led as well to the Quaker practices of careful listening, compassion, non-violence, full equality of women, and social action in pursuit of social justice. Fox also believed that decisions in the religious community should be made by the “sense of the meeting”, a spiritual step that seeks truth and is distinctive from consensus and voting, which seeks compromise or majority rule.
Quakers came to America very early in their history – the first Quakers came on preaching missions in 1656 to Maryland. Also as a result of the persecution of Quakers in England, many Friends emigrated to the American Colonies. William Penn arrived in America in 1681 and founded Pennsylvania as the Holy Experiment, a colony governed on the ideals of the Religious Society of Friends.
Quakers first established schools in England to provide their children with a “guarded” education, one that protected the children from the influences of the larger society. When Friends arrived in America, they immediately founded schools to educate both boys and girls. Friends schools were founded in Philadelphia in the late 1600’s. Believing that spiritual, social, and intellectual growth are closely linked, Friends have always stressed the importance of an education that supports the overall development of the child. Quaker Meeting
Each week, a Friends school community gathers for Quaker Meeting. The form of the meeting is simple. Each person having with him or herself the ability to discern the truth, Friends worship silently, waiting upon the spirit. Students and teachers are encouraged to speak from their hearts, if so moved.
The unstructured nature of Quaker Meeting, with its focus on the power of the gathered group, gives everyone, regardless of a particular faith, a powerful tool for spiritual growth. They are asked to turn to their Inner Light for guidance in living their lives. Quaker
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Meeting makes explicit the connection between the inward and outward life that is unique in Quaker education. Social Action
Friends education strives to be socially responsible. Peace and war, racism and brotherhood, ignorance and poverty, injustice and law, violence and nonviolence – all these are both subjects for study and issues for commitment for students as they seek to become effective citizens.
Because Friends believe that faith requires action in the world, BFS emphasizes the development of a caring community, peaceful resolution of conflict, and service to others.
GOVERNANCE AND ORGANIZATION
The Board of Trustees Brooklyn Friends is governed by the Board of Trustees, whose job it is to secure the future of the School. The Board does so by setting basic policies, hiring and supporting the Head of School, undertaking strategic planning, evaluating the performance of the School, and leading in financial support of the School. The Board entrusts the daily operations of the School to the Head of School, who supervises all programs and personnel and is the final arbiter of any disputes that may arise, including those involving parent issues or student disciplinary actions. The Board does not sit in review of administrative decisions. Governance
The School became separately incorporated as an educational institution in August 2010. It has a 501(c)(3) non-profit status and has title and ownership of 375 Pearl Street which was transferred to the School from the New York Quarterly Meeting. The School continues to report to the New York Quarterly Meeting once a year.
Of the Board of Trustees, half are members of the Society of Friends and are appointed to serve by the New York Quarterly Meeting (one by the Brooklyn Monthly Meeting.) These trustees are primarily members of Brooklyn Monthly Meeting but they may also be Friends from within or outside the Quarterly Meeting membership. Of the additional members selected at large to serve on the Board of Trustees, seven are nominated by the Board’s Nominating Committee and approved by the full Board. These seven may be parents, alumni, alumni parents, or community persons. In addition, two employees are nominated by the Nominating Committee in conjunction with Brooklyn Friends faculty/staff and are approved by the Board of Trustees.
The Board has four officers: chair, co-chair (or assistant chair), treasurer, and secretary. Of these, either the chair or the co-chair (assistant chair) must be Quaker. All Board of Trustees members represent the School as a whole and are equal as members with no special powers or status above other members.
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Board of Trustees Committees Members of the Board of Trustees committees, which include Board of Trustees members, co-opted parents, faculty/staff, alumni, parents of alumni, and ex-officio administrators, focus on specific areas of interest for the betterment of the School.
For a complete list of the Board of Trustees and committee members, please refer to Appendix I. You may also visit the School website to read profiles of individual Board members and learn more about the work of the Board.
The Board of Trustees may be reached by voicemail at, 718-852-1029, ext. 363 or by e- mail to: [email protected].
Board of Trustee and Committee Opportunities for Faculty and Staff
Under the bylaws of the Board of Trustees, one to two of the nine Board appointed members are faculty/staff members, each of whom is initially appointed for two years, and may be re-appointed for one additional two-year term. A faculty/staff member's service as a Board of Trustees member is independent of such member's duties as a School employee. In consequence, reporting relationships within the faculty and administration do not affect, constrain, or inhibit such member's duty and ability to report fully to the Board of Trustees.
When a faculty/staff trustee seat becomes available, a new faculty/staff member will be selected from a list of three nominees, which the Nominating Committee requests from the School Affairs Committee, usually via the existing faculty/staff member(s) of the Board of Trustees. The Nominating Committee determines which of the three nominees best meets the needs of the Board of Trustees at that time, and proposes his or her name to the full Board of Trustees for approval as a Board appointed member. Terms begin in September, unless a member is appointed mid-term to fill a vacancy.
In addition to the Board of Trustees, committees and ad-hoc Committees are formed and clerked by members of the Board of Trustees. Standing committees which include faculty/staff members are: Development - one non-Board of Trustees faculty/staff member; School Affairs - faculty/staff member(s) plus up to four non-Board of Trustees faculty members, one from each division (additional faculty and staff may serve at the discretion of the Clerk); Spiritual Life - four non-Board of Trustees faculty members, one representing each division. Non-Board members are known as “co-opted members” of a committee. There are also co-opted faculty/staff members on appropriate ad hoc committees, such as search committees, long-range planning committees, or other committees as the need may arise. Co-opted members serve for a term of one year, which is renewable upon mutual consent, for up to four terms.
If a faculty or staff member is interested in service on the Board of Trustees , he or she should advise the clerk of the Nominating Committee, or the current faculty member(s) of the Board of Trustees, or the Head of School. If a faculty or staff member is interested in service on a Board committee, he or she should advise the clerk or a member of the committee.
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2. EMPLOYMENT POLICIES
2.1 HIRING POLICIES:
2.1.1 EMPLOYMENT AGREEMENTS
All employees are employed by the School pursuant to annual employment agreements which are renewed at the sole discretion of the School. There is every expectation that once an employee accepts the annual employment agreement, the employee will complete his/her commitment to remaining employed with the School for the entire school year. An employment agreement, however, does not guarantee employment for the following school year.
Full-time and part-time annual employment agreements will be issued on or near the end of February. Signed annual employment agreements must be returned to the Head’s office within two weeks of receipt. In the event that the School decides not to renew an employee’s annual employee agreement, the School will notify the employee at the earliest possible date, but no later than March 15th.
Job descriptions are subject to change based on School needs and at the discretion of the School.
Please note that New York State is an “at will” employment state and nothing in an employee’s annual employment agreement changes this. Employment with the School is “at-will,” which means that the School or employee may terminate the employment relationship at any time, for any reason or for no reason, with or without cause, or with or without notice, and without breaching the Employment Agreement. By accepting an annual employment agreement with the School, the Employee agrees that the employee’s employment is at-will and that no one, other than the Head of School, has the authority to provide to the employee, either orally or in writing, any agreement for employment for a specific duration. The School does not grant tenure to any employee. To resign in good standing, employees must provide at least thirty (30) calendar days’ advance written notice of resignation to the Head of School. No salary shall be due to the employee beyond the last day worked. The employee and the School agree that, except for the confidentiality provisions outlined in Section 2.3.3, all other obligations between the School and employee cease at termination.
2.1.2 EQUAL EMPLOYMENT OPPORTUNITY
BFS is an equal employment opportunity employer. All employment decisions are based on merit and the needs of the School, and not on race, color, creed, religion, gender, pregnancy, sexual orientation, national origin, age, physical and mental disability, marital status, veteran status, genetic information, or any other characteristic protected by applicable state, local and federal laws (referred to as 16
“protected status”). This policy applies to recruitment, hiring, compensation, training, promotion, and all other personnel actions and conditions of employment such as compensation, benefits, layoffs, reinstatements, tuition assistance, and disciplinary measures. While the School’s administration is primarily responsible for seeing that equal employment opportunity policies are implemented, all employees share in the responsibility for ensuring that, by their personal actions, the policies are effective and apply uniformly to everyone.
It is the School’s policy to reasonably accommodate an individual with a disability in order to provide equal employment opportunities. For that reason, it is against School policy to discriminate, in any manner, against a qualified individual with a disability. "Disability" refers to a physical or mental impairment that substantially limits one or more major life activities of an individual. A "qualified person with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the employment position that the individual holds or has applied for.
Reasonable accommodations for qualified individuals with known disabilities will be made, unless to do so would be an undue hardship to the School. To further this goal, the School encourages employees with disabilities to self-identify, so that the School may provide such employees with a reasonable accommodation. Individuals protected by the Americans with Disabilities Act (ADA) should proactively discuss their need for possible accommodation with the Head.
The School prohibits any discrimination or harassment in violation of this policy, and any employee involved in discriminatory practices will be subject to disciplinary action, up to and including unpaid suspension and/or termination of employment. These policies apply to all applicants and employees, and prohibit harassment, discrimination and retaliation whether engaged in by, or when directed toward, fellow employees, a supervisor or manager, or someone not directly connected to BFS (e.g., an outside vendor or contractor). These policies also apply to all interactions between employees and students.
2.1.3 CERTIFICATION, LICENSING & OTHER REQUIREMENTS
You will be informed by the Head if there are any licensing, certifications or testing requirements for your job. Failure to qualify or to maintain a certification or a license may lead to termination of your employment.
2.1.4 Background Checks
The School recognizes the importance of maintaining a safe place for our students and seek employees who are honest, trustworthy, qualified, reliable, and nonviolent, and do not present a risk of serious harm to their coworkers or others. Consistent with the New York State Department of Education Department guidelines, the School may require prospective employees to be fingerprinted for a criminal background check and be cleared by the New York State Education
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Department before hire. For purposes of furthering these concerns and interests, the School reserves the right to investigate an individual’s prior employment history, personal references, and educational background, as well as other relevant information that is reasonably available to the School. The School may review an applicant’s or an employee’s credit report and criminal background as is required by law or relevant to the position. In the event that a consumer report is obtained, the School will comply with the federal Fair Credit Reporting Act and applicable state laws, including providing the job applicant or employee with any required notices and forms. Consistent with these practices, job applicants or employees may be asked to sign certain authorization and release forms.
Consistent with legal requirements, the School reserves the right to require job applicants or employees to sign the forms as requested as a condition of employment.
2.2 POLICY PROHIBITING HARASSMENT
A. DEFINITION OF HARASSMENT
In keeping with our status as a Quaker institution, BFS expects that all employees will treat each other and students with fairness, integrity, and respect. Harassment (whether inadvertent or intentional, and whether in jest or otherwise) will not be tolerated and is strictly prohibited. Harassment may take many forms, including, but not limited to:
1. Verbal harassment, such as epithets, derogatory comments, degrading comments, jokes, innuendoes, or slurs that refer to a certain gender, race, color, religion, sex, age, national origin, disability, sexual orientation, marital status, gender identity or any other characteristic protected by local, state, or federal law;
2. Physical harassment, such as unwelcome touching, assault, blocking, impairing or otherwise physically interfering with an individual’s normal work or movement;
3. Visual forms of harassment, such as derogatory, demeaning, or suggestive posters, cartoons, drawings, e-mail, computer screen savers, graffiti, photographs; or,
4. Sexual harassment, which is defined as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when:
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• submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; • submission to or rejection of such conduct by an individual is used as a basis for employment decision affecting such individual; or • such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidation, hostile or offensive working environment.
Sexual harassment may encompass a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, examples of sexual harassment may include, but are not limited to:
• Unwelcome or unwanted sexual advances that include physical contact and verbal conduct of a sexual nature, which is considered unacceptable or unwelcome by another individual; • Requests or demands for sexual favors that include express and implied, subtle or blatant, pressure or requests for sexual favors accompanied by any implied or express promise of preferential treatment or negative consequences concerning an employee's employment status or a student’s academic standing; • Verbal abuse or comments, which are sexually-oriented and considered unacceptable by another individual. This includes comments or compliments, which extend beyond mere courtesy, jokes, which are clearly unwelcome or considered offensive, and other comments, innuendo or actions of a sexual nature which are offensive to others; • Sexually-oriented conduct, which interferes with the work performance of another, such as: suggestive or lewd remarks, unwanted hugs, touches, kisses, requests for sexual favors, retaliation for complaining about sexual harassment and derogatory or pornographic posters, cartoons or drawings. • Creating a work environment which is intimidating, hostile or offensive because of unwelcome or unwanted sexually oriented conversation, suggestions, requests, demands, physical contact or attention. • Sexual harassment may also include harassing conduct, which is targeted at an individual because of that person's gender but is not necessarily sexual in nature.
B. Complaints Employees are responsible for respecting the rights of their co-workers and students by refraining from harassing conduct. Any employee who believes he, she, or any other person is being subjected to harassing behavior is urged to report it without delay to his or her immediate supervisor, to that supervisor’s supervisor, or to any of the following: a Division Head, Guidance staff, Chief Financial Officer, Head of School, or Chair of the Board of Trustees. Complaints will be kept confidential to the extent possible, consistent with school’s need to conduct a prompt and thorough investigation. No employee will be subjected to 19
any form of retaliation for filing a good faith complaint under this policy or for assisting in the investigation of any such complaint. In determining what corrective action is appropriate in any particular situation, the School’s goal is to take action to prevent any future occurrence or recurrence of conduct that violates this policy. Violations of this policy may lead to disciplinary action, up to and including unpaid disciplinary leave and/or termination of employment.
C. Anti-Retaliation Policy
Retaliation against anyone who in good faith reports or participates in an investigation of harassment is strictly prohibited. Retaliation against an individual is a serious violation of this policy and, like harassment or discrimination itself, may result in disciplinary action, up to and including suspension without pay and/or termination of employment.
2.3 EXPECTATIONS AND OBLIGATIONS OF EMPLOYMENT
2.3.1 STANDARDS OF CONDUCT
Every member of the staff, regardless of his or her position, has the responsibility of promoting the School’s mission, enhancing its reputation, and serving as a good role model for the students. Non-academic staff members are expected to attend all-school staff meetings and are strongly encouraged to attend Commencement Exercises.
Consistent with the mission of the School, employees must conduct themselves at all times in accord with the highest ethical and moral standards. Everyone should remain mindful that the School’s expectation of appropriate ethical and moral behavior applies to all actions, and as such, the School expects all faculty and staff to: • Respect school property and property belonging to other employees, students, vendors, or visitors; • Maintain the confidentiality of all school records, documents, files, correspondence and communication while employed at Brooklyn Friends, and after leaving the School’s employ (see the confidentiality policy set forth in section 2.3.3 of the handbook); • Be respectful in all forms of communication (spoken, written, and electronic) when discussing the School, its employees, students, parents, or other members of the community; (see also Acceptable Use policy, Appendix II) • Be punctual and to notify a supervisor when it is necessary to be absent or late to work; • Perform assigned work responsibly and safely and as instructed by a supervisor; and, • Behave towards others with kindness, compassion, courtesy, and respect.
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Faculty and staff should never engage in any behavior that threatens the safety, health or well-being of any member of the community. Offenses include the examples in Section 2.3.2 and any and all others which the Head of School deems to be grounds for immediate termination of employment.
2.3.2 DISCIPLINE
As described above, the School expects all employees to conform to certain standards of attendance, conduct, and work performance. The School’s approach to corrective action typically relies on progressive discipline, a system designed to address performance issues early and productively. If you are not performing to the School’s standards, your supervisor, in consultation with the Head of School, will coach and counsel you, and provide notice of the issues to be addressed and the opportunity to address those issues. Note, however, that certain kinds of performance issues and policy violations do not lend themselves to a lockstep progressive discipline approach, and the School reserves the right to impose whatever level of discipline it deems necessary and appropriate in each situation, based on the unique facts and circumstances presented. For example, some infractions may result in termination of employment without prior warning. Please note that nothing in this policy shall affect an employee’s at-will employment, and the School reserves the right to terminate an employee with or without regard to the progressive discipline steps described below.
Procedure:
Unacceptable behavior which does not result in immediate termination of employment may be dealt with in the following manner:
1. Oral reminder 2. Written warning 3. Paid or Unpaid Suspension 4. Termination
The School reserves the right to determine which of these steps to apply in any given situation, including the right to omit or repeat any number of the steps in the process.
Step One: Oral Reminder
Your supervisor will meet with you to discuss the performance issue or relevant policy violation to make sure you understand it and the expected remedy. He or she will let you know that the oral reminder is the first step in the discipline procedure and will document it. If the problem is very serious, you may immediately receive a written warning.
Step Two: Written Warning
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If your performance does not improve or you violate a School policy again, your supervisor will discuss the problem with you, emphasizing the serious nature and the need for immediate improvement or correction. He or she will inform you that you are now at the second formal level of disciplinary action. You may once again be given the opportunity to address performance issues and your supervisor will write a memo to you summarizing the discussion and your agreement to improve your performance and/or correct the issue. A copy of the memo will be placed in your personnel file.
Step Three: Suspension and/or Termination
Further unacceptable conduct will result in additional discipline administered by your supervisor and/or the Head of School, up to and including suspension without pay and/or termination
Faculty and staff must never engage in any behavior that threatens the safety, health, or well-being of any member of the community. The following are some non-exhaustive examples of conduct for which the School maintains a “zero tolerance” policy and that may result in immediate termination of employment:
• Consumption of alcohol on school premises (with the only exception being at school-sponsored functions when no students are in attendance,) and/or being under the influence of alcohol while at School • Use, purchase, possession, sale, or transfer of any controlled substance while at school (with the exception of an employee’s own use of a legally prescribed medication, as directed by his or her physician) • Offering of either controlled substances or alcohol to students • Smoking in the School buildings or in the immediate vicinity of the School • Possession of weapons or other dangerous materials • Gambling on school premises • Engaging in a sexual or otherwise inappropriate relationship with a student • Viewing or disseminating pornography while at the School (see the Acceptable Use policy, Appendix II of this Handbook, for other examples of unacceptable conduct related to computers, e-mail, and the internet)
2.3.3 CONFIDENTIALITY POLICY
In the course of your work, you will often be privy to, or may learn about, confidential information (information not available to the public) about students, colleagues, and the School. Safeguarding such confidential information is essential to a sound relationship between the School and all members of the community; it is also a legal and ethical matter of utmost importance. BFS expects you to maintain the confidentiality of all information entrusted to you and to show the highest regard for the privacy of each student, colleague, and the School.
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Information that is considered confidential includes, but is not limited to, school records, reports, files, financial information, correspondence, communications, and student enrollment and academic and performance records (hereinafter, the “Confidential Information”). Physical copies of the Confidential Information may not be copied or taken from school premises without written consent by the parent/guardian of the student. The School recognizes that you may have Confidential Information in the form of electronic communications, files, or documents stored on a laptop that you use both in school and off-premises. It is your responsibility to protect any such material and to ensure it is not accessible to others whether in school or off-site. You are required to use password protection to keep your electronic files private and never leave confidential documents open on your desktop when your laptop is unattended [See Acceptable Use Policy, Appendix II for additional information].
The School expects you to discuss Confidential Information with those who have a legitimate need to know only when necessary and appropriate in the context of school operations. Please use discretion and take care to prevent confidential discussions from being overheard by other students, parents, or staff members who are not involved (e.g., avoid discussing problems in the stairwell, hallway, elevator, lobby, bathrooms, or cafeteria, etc.). School staff is prohibited from publicly disclosing Confidential Information. Disclosure of Confidential Information or other statements detrimental to the School or members of the School community may result in disciplinary action.
In addition, prior to sharing Confidential Information with third-parties (e.g., outside psychologists, testers, and other educational professionals not employed by the School) you must have written permission from parents/guardians of students authorizing such communication. If you receive calls, letters, or requests for school or student information from any non-School employee, direct them to the Head of School.
You must safeguard Confidential Information at all times, including after your employment ceases. Misuse and/or unauthorized disclosure of Confidential Information can expose you and the School to legal action and undermines the values of integrity and respect held dear by BFS. Be mindful of the sensitive information entrusted to you and protect it.
2.3.4 PERSONAL DRESS AND APPEARANCE STANDARDS
Faculty and staff serve as role models for Brooklyn Friends students and are ambassadors to our larger community of families, alumni, and independent schools. Therefore, the School expects you to dress and groom yourself according to accepted professional standards. Use good judgment and discretion when choosing your attire, keeping in mind the demands of your job and the impression you make on the community (if you wear a uniform during work hours, please make sure it is appropriately cleaned and laundered, and notify your supervisor if your uniform needs replacing). While the School respects the
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individuality of each member of the community, in matters of dress and grooming your appearance should reflect the seriousness of the School’s academic environment and not cause discomfort in others. If your supervisor or department head feels your attire is inappropriate, you can expect that he or she will speak directly to you about it with the expectation that you will make the requested change(s).
2.3.5 MANDATORY REPORTING OF CHILD ABUSE
In keeping with the mission of BFS, the faculty and staff are committed to assist in nurturing the physical and psychological welfare of each child. Therefore, mindful that the welfare of children is not always assured, the School has provided the following guidelines for dealing with instances of suspected abuse, in accordance with current laws of New York State.
State law requires “reasonable cause to suspect”, rather than certainty, before reporting child abuse. The law recognizes that abuse usually occurs at home and without witness, so that there may be no first-hand evidence or conclusive proof. Therefore, deductions from observations or circumstantial evidence must often be relied upon. The School may make use of printed and visual materials and speakers to familiarize the faculty and staff with child abuse issues and help them recognize signs of child abuse. A summary of the State definition of child abuse and maltreatment appears below for your reference.
Under New York State law, any educator or health professional of BFS who suspects that a student has been abused or maltreated must notify the State Central Registrar of Child Abuse and Maltreatment (SCR). SCR’s contact number is: 1-800-635-1522. The Head of School, the division Head, or psychological consultant may be consulted before notifying SCR. Faculty and staff members must also complete a form regarding the report of suspected child abuse, which is available in the School’s main office. Faculty and staff members who suspect child abuse should be careful to protect the privacy of the student and that student’s family and to not share information with anyone at the School except with School personnel with a need to know.
New York State definition of child abuse and maltreatment
According to New York State law the following definitions apply to child abuse and maltreatment:
• “An abused child is one who is under 18 years of age whose parent or other person legally responsible for his care inflicts or allows to be inflicted upon the child or creates or allows to be created a physical injury or 24
substantial risk of death, serious or protracted disfigurement, or protracted impairment of physical or emotional health, or protracted loss or impairment of the functions of a bodily organ.” • “An abused child is also one whose parent(s) or the person legally responsible for his care commits or allows to be committed a sex offense as defined in the Penal Law Article 130: commits incest; allows, permits or encourages such child to engage in prostitution; or allows such child to engage in acts or conduct which constitute a sexual performance.” • “A maltreated child is one who is under 18 years of age whose physical, mental, or emotional condition has been impaired or is in imminent danger of becoming impaired as a result of the failure of the parent or other person legally responsible for his care to exercise a minimum degree of care. The maltreatment may occur through: 1. Failure to supply the child with food, clothing, shelter, or compulsory education or medical, dental, optometric or surgical care though financially able to do so, or offered financial or other reasonable means to do so 2. Failure to provide the child with proper supervision or guardianship 3. Unreasonably inflicting or allowing to be inflicted harm or substantial risk thereof, including the use of excessive corporal punishment 4. Misusing drugs or alcohol to the extent that he/she loses self-control of his actions 5. Abandoning the child.”
3. COMPENSATION AND BENEFITS
3.1 WAGE AND SALARY POLICIES:
3.1.1 SALARIES
Annual salary increases are determined at the discretion of the Board of Trustees. While it has been the Board’s practice to grant across-the-board increases on a yearly basis and create a compensation pool available for distribution across all employees in a manner determined by the Head and his delegates, the Board reserves the right to make individual determinations regarding salary increases.
3.1.2 Pay Period/Paychecks
Paychecks for salaried employees will be issued twice each month, generally on the 15th and 30th. When either the 15th or 30th falls on a holiday or weekend, paychecks will be issued on the last business day prior to the holiday or weekend. Teachers and other ten month employees will be paid on a September 1 through August 31 schedule and twelve month employees will be paid on a July 1 through June 30 schedule. Employees who use time cards – hourly employees – will be paid on a weekly basis.
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The Business Office encourages employees to take advantage of direct deposit of your paycheck. Your compensation for each pay period will be available to you in your bank account on payday. In general, the set-up simply requires providing the Business Office with a blank, voided check from your account and direct deposit will take effect on the second payroll date after submission of your request. If you are interested in direct deposit, please contact the Business Office.
When leaving the employment of the School, your final paycheck will be a paper check, even if you have previously used direct deposit.
3.1.3 Employment Classifications
Full-Time Employees regularly work at least a 40-hour work week/full-time load and receive full benefits.
Part-Time Employees who regularly work less than 40 but more than 20 hours, or less than a full-time load, but more than a 50% load receive pro rata benefits.
Part-Time Employees who regularly work less than 20 hours or fewer per week or work at a 50% load or less do not receive benefits.
In addition to the preceding categories, employees are also categorized as “exempt” or “non-exempt.”
Non-Exempt Employees are entitled to overtime pay at the rate of time and one- half his or her rate of pay under specific provisions of federal and state laws.
Exempt Employees are not entitled to overtime pay and may also be exempt from minimum wage requirements pursuant to applicable federal and state laws.
Upon hire, the School will notify you of your employment classification.
3.2 BENEFITS OVERVIEW
Brooklyn Friends prides itself in providing excellent benefits to all eligible employees. Eligible employees shall receive a benefits information packet and may elect to enroll in various group plans offered. If you have any questions about BFS’ benefits, please direct them to the Business Office. Brooklyn Friends and its benefit plan administrators reserve the right to determine eligibility, interpretation, and administration with respect to benefit plans.
The Benefit Plans that the School currently offers:
• Group Health Insurance; • Health Care Flexible Spending Account; 26
• Dependent Care Flexible Spending Account; • Mass Transportation/Parking Reimbursement Account; • Life Insurance, including accidental death and dismemberment; • Voluntary Term Life & AD&D insurance; • New York State Statutory Short-term Disability insurance; • Voluntary Dental and Vision insurance; • Voluntary Individual Short Term Disability insurance; • Voluntary AFLAC Accident and Cancer policies • Long-term Disability insurance; • 403(b) Retirement Annuity & Supplemental Retirement Annuity; • Section 125 Premium Only Plan; • Tuition Remission plan; and, • Auxiliary Program Remission Plan
The School reserves the sole and exclusive right to modify, add, or eliminate any benefits at any time. The Benefits and Payroll Coordinator has copies of the summary plan documents which outline the specific terms and conditions of each benefit offered. If you have any questions about the benefits, please contact the Benefits and Payroll Coordinator or the coverage provider for clarifications. Details on all of these benefits are available on the Human Resources Portal and the School’s website. Tuition and Auxiliary Program remission benefits are explained below.
Eligibility and Enrollment
All employees who work more than 20 hours per week and meet eligibility requirements may enroll in the above listed plans. Newly hired employees coverage is effective as of the first day actively at work. Employees who waive coverage when they are first eligible, may later enroll either during the annual open enrollment period or if the employee experiences a “qualifying life event.”
When an employee experiences a qualifying life event such as marriage, divorce, legal separation, birth or adoption of a child, or change in spouse’s employment status, s/he may enroll for coverage. However, enrollment must be completed within 30 days of the Qualifying Life Event by submitting a completed enrollment form as well as any other required documentation to the Benefits & Payroll Office.
Employees may elect to have their health insurance contribution deducted on a pretax basis from their pay. By doing so, you will not pay Federal, State, City (if applicable), Social Security & Medicare taxes on the amount of the deduction. By electing the pre-tax option, you are committed to that plan and payment until the next plan year, unless you experience a Qualifying Life Event.
3.2.1 Continuation of Benefits 27
Departing employees and/or their covered family members may elect to continue their health insurance coverage under COBRA (Consolidated Omnibus Budget Reconciliation Act) for up to 18 months. Covered family members may also elect continuation of coverage in the event of divorce from or death of an employee. Coverage under COBRA may be continued for up to 18 months, and in the instance of specific, extenuating qualifying events, even longer.
Upon electing coverage under COBRA, the employee accepts full responsibility for the total monthly premium plus a 2% administrative fee as permitted by law. The election to continue coverage under COBRA must be made within 60 days of the employee’s last day of work and will begin retroactive to the last day of work.
Each new and departing employee will receive information at home via US Mail regarding their rights under COBRA. The School uses an outside administrative agency specializing in COBRA law to provide this material directly to employees to ensure that all information distributed is completely up-to-date and in full compliance with Federal COBRA laws.
3.2.2 Tuition Benefits
• • Full-time employees who began working at BFS during or after the 2001-2002 academic year are eligible for Tuition Remission of 25% after one full year of service. You may also apply separately for need-based financial aid. • Full-time employees (who commenced working at BFS during or prior to the 2000-2001 academic year) who enrolled their child(ren) during or after the 2001- 2002 academic year will receive 35% Tuition Remission. • For eligible part-time employees, the amount of Tuition Remission will be calculated as a percentage of the hours worked by a full-time employee. For example, if a part-time employee works 30 hours per week, he/she will receive 75% of the tuition remission benefit (based upon a 40-hour week). • Employees’ children receiving need-based financial aid may continue to do so based on demonstrated need, as established by the TADS analysis.
For faculty and staff parents of Preschool students:
• For full-time employees that began working at BFS during or after the 2001- 2002 academic year, Tuition Remission will be 25% after one full year of service. • Employees who began working at BFS during or prior to the 2000-2001 academic year and first enrolled their child(ren) during or after 2001-2002 academic year will receive 35% Tuition Remission. As with the rest of the preschool population, no need-based financial aid will be available. Need-based financial aid, over and above tuition remission, starts in Kindergarten.
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For part-time employees, the amount of tuition remission will be calculated as a percentage of the hours worked by a full time employee. For example, if a part- time employee works 30 hours per week, he/she will receive 75% of the full time tuition remission benefit (based upon a full time 40 hours week).
Policy Addenda and Explanations
• If an employee leaves in the middle of the year, the benefit will be prorated. • Admissions and continued enrollment of any employees child is based upon BFS’s admission and continued enrollment policies. • Eligible employees will be considered one of the legacy groups that have a priority in distribution of need-based financial aid provided the TADS form is completed and submitted on time. Employees not abiding by the deadline will be eligible that year for tuition remission only. The tuition remission benefit does not require submission of a TADS form. • The maximum financial aid allowable is 90% of tuition. • The employee must be the legal guardian or parent of a dependent (as determined by a filed federal income tax return) child in attendance at BFS.
Employees may take a one-year leave without prejudice to the tuition remission benefit. Those returning after more than a one-year absence will receive the benefits of a first year employee.
3.2.3 Auxiliary Program Remission Policy
Children of all BFS employees receive tuition remission for after school classes as follows:
• Full tuition remission for play group (K – 4) and study hall (5 – 7). • 50% tuition remission for all on-site, after school specialty classes. • 50% tuition remission for off-site after school programs. • If an employee is teaching an on-site after school specialty class, there will no tuition charged for that person’s child(ren) in that class.
Children of all BFS employees attending any of the camps (Winter/Spring/Summer/Summer Arts) receive tuition remission as follows:
• 50 % tuition remission for all camp programs • Full tuition remission for the children of BFS Summer Camp, Summer Arts, and Horizons staff members during the time of their employment.
3.2.4 Worker’s Compensation Insurance and Procedure
BFS provides Workers Compensation coverage at its expense to all BFS faculty and staff. In the case of work-related injuries and accidents, Workers'
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Compensation insurance supersedes standard medical coverage, whether through BFS or another source. Therefore, IT IS IMPERATIVE THAT ALL FACULTY AND STAFF ACCIDENTS AND INJURIES OCCURRING ON SCHOOL PROPERTY OR DURING THE COURSE OF A SCHOOL TRIP BE REPORTED TO THE BUSINESS OFFICE IMMEDIATELY.
3.2.5 Other Benefits
In 2009 the School Affairs Committee of the Board instituted a program to provide employees with other benefits, which include:
• A Resource Directory of companies that provide educator’s discounts for a wide variety of merchandise (computer software, clothing, office supplies, restaurants, to name a few) both in-store and on-line. The directory is accessible via the School web site; to access it, click the link that’s been added under Employee Non-Payroll Benefits.
• First-come, First-serve: a program in which members of the community donate items they can’t use and offer them to faculty and staff at no charge and on a first-come, first-served basis. Here’s how it works--someone has theatre tickets but can’t attend at the last minute or a gift certificate that’s about to expire, or plans to go to a weekend house are scuttled because family is visiting from out of town. Families will e-mail the details of the offer to [email protected], or call Mary Osorio (ext. 210), who will post the offer to the Faculty and Staff broadcast list-serv. The first BFS faculty or staff member to respond to the posting gets the offer. To make sure everyone has a chance to benefit, you can receive and accept only one offer over the course of the School year.
• Free Membership in Working Advantage, an on-line buyer’s club offering substantial discounts on entertainment, travel, and shopping. Click here for our membership number and registration. Register to become a member by clicking on the link to Employee Non-payroll Benefits/Working Advantage. This will take you to the Working Advantage homepage. Click on “register”.
4. EMPLOYEE LEAVE
All employees are required to request leave time from their supervisor prior to taking paid or unpaid leave, and after gaining approval, to inform their division timekeeper,, except in the event of an emergency. In these instances, employees must inform their supervisor and timekeeper as soon as practicable, but no later than after their first day back to work.
4.1 PAID LEAVES OF ABSENCE
4.1.1 Vacations
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Full time staff members and administrators receive four weeks of paid vacation time, subject to their supervisor’s approval of the schedule. Part-time staff members will earn a proportionate amount of vacation equivalent to the percentage of their full-time equivalent, i.e. 50% or 75%, and are subject to the same requirements for usage. New staff members are eligible to take accumulated vacation time after six months of employment. Full time faculty members receive all School holidays as paid vacation time, and the summer break as vacation time . Faculty employees are not permitted to take vacations during the School year outside of the School holidays. The faculty handbook contains more details regarding faculty work rules.
Staff and administrators are encouraged to use all earned vacation days during the summer break or during the year as approved by their supervisor. Unused vacation days may not be carried over into the following school year. Employees will not receive pay for unused vacation days, either when ending the year or when ending employment. All vacation time, including time requested for personal reasons other than sick leave or vacation, must be approved by the Head of School or the Head’s Designee.
4.1.2 Personal and Sick Days
Full-time employees may, if necessary, take up to ten paid working days per year. Three of these days may be used as personal days. Up to five of th days, if not used, will be added to the cumulative days discussed below. Part-time staff will receive a proportionate number of sick and personal days equal to their proportionate time worked.
Personal days are only to be used for important occasions for which permission is arranged in advance, unless it is a last-minute emergency. Personal days cannot be taken immediately before or after school vacations or during professional development days.
Cumulative days from previous year(s) can only be used for long-term illness, family leave, etc. When an employee exceeds the number of days allowed per year and the use of cumulative days is not appropriate, he or she is not paid for the time taken.
Year of employment Number of annual sick- Total maximum leave days accumulation possible 1st year 10 - 2nd year 10 15 3rd year 10 20 4th year 10 25
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And so on… To 60 (maximum)
4.1.3 Short Term Disability
Short Term Disability benefits, under NYS Disability Law, are temporary cash benefits paid to both faculty and staff when he/she is disabled by an illness (including pregnancy) or a non-work related injury. Benefits are equal to one half of your weekly salary, up to a current maximum of $170 per week. You may be entitled to receive New York State Disability benefits once your claim is approved. Your payment begins on the eighth consecutive calendar day of your illness/disability and can continue for the duration of your disability for a maximum of 26 weeks.
NYS Disability law allows you to take any accrued paid time off in lieu of receiving NYS disability benefits directly. During the period in which you are utilizing your paid time off, all approved disability benefit payments under NYS Disability law which would have been paid to you, will otherwise be paid directly to BFS.
Although you may choose to use any available paid time off, the School is still required to submit a disability claim on your behalf at the onset of your disability. Your paid time off from the School will run concurrently with any approved NYS disability payment that might be due you. When all accrued sick days are exhausted, you can then be paid disability benefits directly from our insurance carrier provided that you satisfy the criteria of a continued disability under NYS Disability law.
Please Note: By receiving accrued paid time off from Brooklyn Friends School, you are subsequently declining direct payment of any NYS disability benefits that you may be entitled to as you may not receive compensation from BFS & NYS disability benefits simultaneously.
4.1.4 Jury Duty
While we recognize jury duty as an important civic duty, to minimize disruptions to the classroom and students, whenever possible, we request that faculty defer jury duty until summer vacation. Non-academic staff should check with their supervisor regarding the optimal time for fulfilling jury duty.
4.1.5 Bereavement Leave
BFS recognizes that a bereavement period is a time when you need to know that the people you work with care about you and your family. The School will make every effort to meet your needs for time off during this period. In addition, as part of the School’s commitment to you, the School will provide bereavement pay for up to three days of regularly scheduled work in the five days following the death.
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This benefit covers death in the employee’s immediate family. “Immediate family” is defined as: • Mother or stepmother • Father or stepfather • Legal guardian • Child or stepchild • Grandchild • Sibling, half-sibling, or step-sibling • Spouse or domestic partner • Domestic partner’s children • Grandparent • In-laws (parents and siblings of spouse or domestic partner) • Any other member of the employee’s household
Employees may request the use of vacation leave or personal leave for the purpose of attending funeral services for friends or family members not covered by this policy.
4.2 UNPAID LEAVE
4.2.1 Family and Medical Leave
BFS is compliant with federal law and specifically the Family Medical Leave Act (FMLA).
General Provisions
FMLA is designed to provide up to 12 work weeks of unpaid leave during any 12- month period to eligible employees for birth or placement for adoption or foster care, the serious health condition of an employee’s parent, child or spouse, or the serious health condition of the employee which makes the employee unable to perform the functions of his/her position.
If an employee experiences a serious health condition and is eligible for benefits under the sick leave, time-off or disability plan of the School, the School will designate the absence as FMLA leave. If an employee suffers a work-related injury that qualifies as a serious health condition, federal FMLA leave will be provided concurrently with any leave allowed under workers’ compensation laws. The taking of FMLA leave will not be used against an employee, in any employment decision, including in connection with promotion, compensation or discipline.
Qualifying Exigency Leave
An eligible employee can take leave in the event of a qualifying exigency arising out of the fact that a spouse, son, daughter, or parent of the employee is on active duty, or has been notified of an impending call to active duty status, in support of a contingency operation, as that term is defined under federal law. 33
Military Caregiver Leave
An eligible employee who is the spouse, son, daughter, parent or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty is entitled to up to 26 weeks of leave in a single 12-month period to care for the service member. This leave is available during a single 12-month period during which an eligible employee is entitled to a combined total of 26 weeks of all types of FMLA leave.
Leave Year Designation
The federal FMLA leave year will generally entitle an employee to 12 weeks of leave within a rolling year 12-month period EXCEPT for Qualifying Exigency Leave or Military Caregiver Leave, in which case an employee is entitled to take up to a total of 26 weeks of FMLA leave within a 12-month period beginning on the first day of such leave for Qualifying Exigency Leave or Military Caregiver Leave (including not more than 12 weeks of FMLA leave during the ordinary rolling year 12 month period other than Qualifying Exigency Leave or Military Caregiver Leave). Unused leave time cannot be carried over from year to year.
Eligibility
In order to qualify for FMLA leave under the federal law, an employee must:
• have been employed by the School at least 12 months, employment prior to a continuous break in service of seven years or more will not be counted unless break in service is a result of military service obligations or as the School may otherwise agree in writing; • worked at least 1,250 hours during the 12-month period immediately before the date when the leave would begin; and • work in an office or worksite where 50 or more employees are employed within 75 miles of that office or worksite on the date leave is requested.
In situations where both spouses are employed by the School, the combined maximum federal FMLA leave allowed will be a combined 12 weeks total for both spouses EXCEPT in the situations of personal serious illness or a seriously ill child (in which case each spouse would be entitled to 12 weeks of FMLA leave) or Military Caregiver Leave where each spouse, son, daughter, parent or next of kin employed by the School would be entitled to their own 26 week Military Caregiver Leave. However, if both spouses work for the School they will only be entitled to a combined 26 weeks total for both spouses for Military Caregiver Leave.
Reasons for Taking FMLA Leave An eligible employee is entitled to take FMLA leave for one of the reasons listed below during a rolling year:
• the birth of a child and in order to care for that child; 34
• the placement of a child for adoption or foster care; • to care for a spouse, child or parent with a serious health condition; or; • the serious health condition (described below) of the employee, which makes the employee unable to perform one or more essential functions of the job, including worker’s compensation illnesses and injuries; • qualifying exigency arising out of the fact of a spouse, son, daughter, or parent of the employee is on active military duty or called to active military duty; or • for care giving of a covered service member who has been injured or is ill.
Under FMLA, the terms “son” and “daughter” include biological or adopted children, a stepchild, legal ward, or child of a person standing in loco parentis. A child must either be under 18 years of age, or 18 years of age or older and incapable of self-care because of a mental or physical disability.
The term “parent” is defined as the biological parent of an employee or an individual who stands or stood in loco parentis to an employee when the employee was under 18 or incapable of self-care. The definition does not include parents-in-law.
Leave for the birth or adoption of a child or the placement of a child with the employee for foster care must be taken within 12 months of the birth or placement. Leave may begin before the date of the birth or placement if circumstances require. For example, an expectant mother may take FMLA leave before the birth of the child for prenatal care or if her condition makes her unable to work.
Serious Health Condition
FMLA defines a serious health condition as an illness, injury, impairment or physical or mental condition that involves:
• Inpatient care (i.e., an overnight stay) in a hospital, hospice or residential medical care facility, including any period of incapacity; or • Continuing treatment by a health care provider. • A serious health condition involving continuing treatment by a health care provider includes: • A period of incapacity of more than three consecutive calendar days and any subsequent treatment or period of incapacity relating to the same condition that also involves: o Two visits to a health care provider within 30 days of the first day of incapacity; o Treatment by a health care provider on at least two occasions, which results in a regimen of continuing treatment; • A period of incapacity due to pregnancy or for prenatal care; • A period of incapacity or treatment for a “chronic” serious health condition that requires at least two visits per year for treatment by a health care provider, and may cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy); 35
• A period of incapacity that is permanent or long-term due to a condition for which treatment may not be effective. The employee or family member need not be receiving active treatment by a health care provider (e.g., Alzheimer’s disease, severe stroke, terminal cancer); • A period of absence to receive multiple treatments for an injury or condition which would result in incapacity of more than three days if not treated (e.g., chemotherapy or radiation for cancer, physical therapy for severe arthritis, or dialysis for kidney disease).
Requesting Family Medical Leave
In situations where the need for FMLA leave is known, employees must give at least 30 days’ written notice to take FMLA leave by filling out and turning in the Request for Leave of Absence form and the Certification of Health Care Provider form. These forms are available in the School’s Main Office. If known, the employee is required to provide a start date of the leave, duration of the leave requested, and if for serious health condition of the employee, a sufficient reason as to why he/she is unable to perform the essential functions of their job.
Thirty days’ notice is considered “reasonable” notice. Notice less than 30 days is considered reasonable only in emergency situations or if it is not possible and practical to give 30 days’ notice under the circumstances provided the employee provides notice the same day they become aware of the need for leave or next business day (unless same day or next business day notice would be impossible or unpractical). Employees requesting FMLA leave must also discuss the timing of the leave with their supervisor.
In the case of an emergency situation, where there is no opportunity to give written notice, an employee must verbally notify his/her supervisor of the intent to take Family Medical Leave within one business day and must deliver the completed Request for Leave of Absence form and the Certification of Health Care Provider form to the Payroll and Benefits Coordinator as soon as possible thereafter.
An employee undergoing planned medical treatment is required to make a reasonable effort to schedule the treatment to minimize disruptions to the School’s operations. If an employee fails to provide reasonable notice or to respond to the School’s inquiries regarding the leave request, the employee’s leave request may be denied, or delayed for the same period as the delay in notice.
Use of Paid Leave
Employees must exhaust all accrued paid-time off available to them during the FMLA leave before the leave will be designated unpaid.
Employee’s Responsibilities during FMLA Leave
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Employees on FMLA leave must communicate with the School on a regular basis regarding the status of the leave and intentions for returning to work. Failure to comply with this requirement may result in disciplinary action, up to and including termination. The School may also request notice of an employee’s intent to return to work during the course of the leave. An employee is required to notify the School immediately in writing if he/she decides not to return to work.
Certification of the Serious Health Condition
The School requires medical certification to support a request for FMLA leave because of the serious health condition of the employee or a family member. The employee must provide the School the completed certification within 15 days of the School’s request, or provide a reasonable excuse for the delay. Failure to provide timely certification without reasonable excuse may result in a denial of leave or a denial of continuation of leave for the same period as the delay in certification beyond the 15 days allotted.
Medical certification must be provided by using the Medical Certification Form. If FMLA leave is required to care for specified family members or service member, the Medical Certification must state that the employee is needed to care for the family member or service member. If the Medical Certification Form is incomplete or insufficient, the employee will be notified of the needed changes. The employee has seven calendar days to correct and return the form. Failure to do so without reasonable excuse may result in your leave request being denied or delayed for the same period as the delay in a return of the form.
The School reserves the right to request a second or third medical opinion. The School may also request recertification of the employee’s serious health condition after the first 30 days of FMLA leave and again after any 30-day period has elapsed. If the reason for leave was the employee’s own serious health condition, the School will require the employee to provide a Fitness for Duty certification prior to the employee returning to work.
Other Required Documentation
The School may require additional documentation in connection with a request for FMLA leave: • A copy of the birth certificate or adoption document as a condition of granting leave related to the birth or adoption of a child. • A copy of the foster care placement document to grant that qualifying leave. • Certification issued for impending call or order of/to active duty. • Confirmation of a family relationship for leave taken to care for a son, daughter, spouse or parent with a “serious health condition” or in cases of military caregiver.
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While on paid leave, the School will continue to make payroll deductions to collect the employee’s share of the premium for any healthcare plan in which the employee participates through the School. While on unpaid leave, the Employee must provide payment of any premium for any healthcare plan in which he/she participates to the School. Such payment must be received by the School on the first day of each month. If the employee fails to remit payment after receiving notice of a late payment, the employee’s insurance coverage may be dropped for the duration of the leave. Employees should remit such payments to: Payroll and Benefits Coordinator, c/o BFS, 375 Pearl St., Brooklyn, NY 11201.
If the employee chooses not to return to work for reasons other than a continued serious health condition, or other circumstances beyond the employee’s control, the School will require the employee to reimburse the School the amount it paid for the employee’s insurance premium during the leave period. If the employee does not return at the end of the covered leave period, the employee’s health insurance will cease and the employee will be provided continuation coverage (COBRA) information consistent with the School’s health plan requirement.
Intermittent Leave or a Reduced Work Schedule
The employee may take FMLA leave in consecutive weeks, may use the leave intermittently (take a day periodically when needed over the year), or under some circumstances may use the leave to reduce the workweek or workday, resulting in a reduced hour schedule. If the employee is approved for an intermittent or reduced leave, he/she will only be paid for hours worked.
Medical leave may be taken all at once or in smaller increments where medically necessary. If leave is taken in smaller increments, the employee may be temporarily transferred to another job at the School to better accommodate the employee’s schedule of treatment or care while on federal family and medical leave.
An agreement between the School, the employee and health care provider needs to be made before taking intermittent leave or working a reduced hour schedule. If the employee establishes that use of the leave is medically necessary, the employee may take leave. The School requires certification of the medical necessity.
Each time an employee takes leave, the School will compute the amount of leave the employee has taken under this Policy and subtract it from the leave available, and the balance remaining is the amount the employee is entitled to take at that time.
Employee Conduct While on Leave
During the period of FMLA leave, an employee shall not engage in other gainful employment or participate in or perform any work that is contrary to the interests of the School. The School may require an employee to certify in writing that the 38
employee has not engaged in other gainful employment while on leave. Failure to comply with this provision may result in discipline, up to and including termination.
Return to Work
If an employee wants to return to work before his/her leave is to end, the employee must notify the Chief Financial Officer at least three days prior to the desired return date. If the reason for FMLA leave was due to the serious health condition of the employee, a Fitness for Duty certification must be provided to the Payroll and Benefits Coordinator before returning to work. Returning to work requires that the employee be able to perform the essential functions of the job. If the Fitness for Duty certification is not received, the employee’s return to work will be delayed until it is received. The School may request a Fitness for Duty Certification once every 30 days if the employee has used intermittent leave during the 30-day period and a reasonable safety concern exists. 4.2.2 Military Leave
The School provides benefits to employees required to serve in the military in compliance with the Uniformed Services Employment and Reemployment Rights Act of 1994, commonly known as USERRA, and does not discriminate in any way between persons who serve in the armed forces and those who do not. USERRA grants specific rights to employees who serve in the armed forces with respect to leave of absence, reemployment rights and continuation of benefits. Employees who expect to utilize benefits under USERRA should contact the Payroll and Benefits Coordinator for more detailed information.
In addition to benefits under USERRA, if an employee is required to perform military service for a period not to exceed two (2) weeks in a calendar year, he/ she will be reimbursed by the School for the difference in pay between the weekly military wage and the employee’s regular pay. An employee should notify his/ her supervisor promptly when receiving notice that he/ she must report for military duty. If a holiday falls during the two (2) week Reserve duty, the employee will receive an additional paid day off at a mutually convenient time or one regular day of salary.
4.2.3 Personal Leave of Absence
Should a faculty or staff member desire to take an unpaid leave of absence for personal reasons, not to exceed one year, a request must be made to the Head of School. Such leaves are granted at the discretion of the Head, based on the needs and interests of the teacher and of the School. The School will make no financial contributions to the faculty member during the leave. However, an individual can maintain certain group benefits by paying the School's group rate, under COBRA. The granting of a leave of absence is made with the understanding that the faculty member will return to BFS and that the School will continue to provide employment, although not necessarily in the same position or with the same level of compensation. 39
5. OTHER WORKPLACE POLICIES
5.1 Open Door Philosophy
In keeping with Quaker principles of respect, integrity, active listening, and peaceful resolution of conflict, Brooklyn Friends believes in an open door policy. Its purpose is to strengthen communication within the School and to help ensure that problems and concerns are addressed promptly and appropriately. The school encourages you to discuss any issue you may have with a fellow faculty or staff member directly with that person. If you are uncomfortable doing so for any reason, or if resolution cannot be reached, school administrators are available to guide and counsel you, to listen to your concerns and recommendations, and to facilitate an appropriate resolution. In general, you should communicate first with your immediate supervisor. If, in your judgment, this is not comfortable or appropriate, or if the person to whom you report cannot resolve the issue, you are encouraged to contact the next level of management in your division or department. If you prefer to speak to someone outside your department, you may contact any of the following: staff offering counseling and psychological services, any division head, the Chief Financial Officer, or the Head of School. Brooklyn Friends encourages all employees to use the Open Door Policy to ensure that the School remains a collegial and productive work environment. The Open Door policy supplements and does not replace the School's Policy Prohibiting Harassment. Please refer to the Policy Prohibiting Harassment, which is located in Section 2.2 for information regarding how to report a complaint or concern of workplace harassment.
5.2 Summer Hours
In the summer, salaried staff may work a seven-hour day, or a six-hour day if no lunch is taken, provided that the employee’s work load and supervisor permits such a schedule. For the purpose of this policy, “Summer” is defined as beginning on the first Monday after the administrative meetings on or about one week after the academic year ends and ending on the Friday before the week faculty return for the new school year. All approvals to work summer hours must be approved in writing by the employee’s supervisor.
5.3 Conflicts of Interest
The staff of BFS shall avoid any conflict between their respective personal, professional, or business interests and the interests of BFS.
In the event that any members of the staff have any interest in, or relationship with any individual or organization which proposes to enter into any transaction with Brooklyn Friends, they must inform their supervisor of such interest or relationship, and must refrain from discussing the particular transaction in question, or otherwise attempt to exert any influence on the School to participate or not participate in such transaction. 40
5.4 SAFETY
BFS takes the safety of its employees, students, parents, visitors, and other members of the community very seriously. PLEASE REFER TO THE SCHOOL’S SAFETY HANDBOOK FOR A MORE COMPLETE EXPLANATION OF THE SCHOOL’S SAFETY POLICIES AND PROCEDURES. Each employee is responsible for protecting his or her own safety as well as that of others. Please maintain safe work practices at all times and obey all applicable safety rules. If you observe unsafe working conditions, report them to your supervisor. Examples include, but are not limited to, slippery floors, hazardous equipment, defective or broken equipment, and cluttered hallways, stairs, entrances, and exits.
5.4.1 Emergency Procedures Policy
The complete Emergency Plan can be found in each classroom. The School has developed emergency procedures for responding to events requiring evacuation of the School or sheltering in place. These procedures exist to protect employees, students, and other persons on the School premises. From time to time, these procedures may be tested. Unless otherwise instructed, employees should regard any activation of these procedures as an actual emergency—not a drill. Please review the emergency procedures and discuss them with the Physical Plant Director and/or your supervisor so that you understand your responsibilities in the event that these procedures are activated.
5.4.2 Fire
Any person detecting a fire is to activate the nearest fire alarm box by opening the box and pulling the lever down. Alarm boxes are located adjacent to the north fire doors. The receptionist should also be immediately notified as to the exact location of the fire. Please review fire emergency procedures outlined in each classroom. Fire Drills
Please review the Safety Handbook for specific instructions on evacuation for a fire drill. New York City law requires a school to hold regular fire drills and to keep a record of the time it takes to leave the building. The first fire drill of the year will be announced to the students beforehand. The second drill will be announced only to the teachers. Additional drills can and will be held at any time without notice. Whenever the alarm bells ring, all faculty, staff and students must immediately exit the building. Early each year, all employees receive specific information regarding procedures and tasks. These should be reviewed carefully.
5.4.3 First Aid and Emergencies
Students who are injured or feeling ill should be taken to the School Nurse office (located on the 2nd floor at 375 Pearl Street). The school nurse, when not in her 41
office, should be contacted to evaluate the problem. When appropriate, the Division Head and the child’s parent(s) should be contacted and informed of the child’s injury or illness.
Under no circumstances should any medication, including inhalers, aspirins, or even topical ointments, be given to a student by any faculty or staff member. If a student is taking any medication in your presence, he or she may only administer it if they have been declared approved for self-medication. If you have any doubt please send the student to the Nurse for verification.
If an accident occurs on a field trip, the teacher in charge of the trip should notify the Division Head and School Nurse as soon as possible. The school Nurse and/or Division Head will notify the student’s parents. Further information and instructions on health- related matters will be provided by the school Nurse and/or Division Head.
5.4.4 Accident Report
In the event of any accident in school, write a thorough report as soon as possible of what occurred and what actions you and others took. Accident report forms can be obtained from the School Nurse or a divisional assistant. Once completed, the accident report must be submitted to the School Nurse and a copy must be given to the Head of School.
5.4.5 Visitors Policy
Who is a visitor? Anyone who is not employed by the School or doesn’t have a school ID is a visitor. Vendors, teacher candidates, student applicants and their families, family members, professors, friends, former students and alums, are examples of visitors.
• If you are expecting a visitor please notify the front desk. • Tell the receptionist whom you are expecting, what time he/she will arrive, and purpose of visit. • Please tell the person you are expecting to check-in at the front desk. • Your visitor will be asked to sign in and sign out. • Your visitor will be given a Visitor’s Nametag. • The school receptionist will call when your visitor has arrived. • You should go to the lobby to greet your visitor – or – ask the receptionist to send your guest to your floor and await his/her arrival by the elevator door.
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• If you are teaching and do not have access to a phone – let the receptionist know you are expecting a visitor and let the administrative assistant of the division you are assigned to know you are expecting a visitor. • When your visitor arrives, the receptionist will call the administrative assistant who will then greet your guest at the elevator and escort your visitor to your room. • Your visitor must be monitored during his/her stay. • When your visitor leaves, if possible escort him/her to the lobby. If it is not possible to take your visitor to the lobby, please escort him/her to the elevator and remind your visitor to sign-out at the front desk.
5.5 Non-scheduled School Closings
Non-scheduled school closings are rare but can occur. If NYC public schools announce they will close because of snow, severe weather, or another city- wide or emergency situation, Brooklyn Friends will also close. We will post this announcement on our website and on the telephone greeting. Families and BFS Staff will be notified via our automated Emergency notification system.
5.6 Performance Evaluations
Faculty
The goal of faculty evaluations is to provide assistance to teachers in developing their potential, guide them in their professional growth and ensure that students receive effective instruction in a spirit that reflects Quaker values. Expectations for teachers include effective teaching and advising, positive contributions to the BFS community, timely performance of assigned duties, and participation in professional development activities. Faculty performance evaluations will take place at a minimum of once per year, during which Department Heads will review each faculty member’s progress within the School and help set new job performance goals where necessary.
Department Heads
In addition to their evaluations as teachers assigned to a specific division, department heads receive feedback from their department members and from every division head in whose division he or she has a role. At the beginning of the year, the department, relevant divisions, and Head of School meet to discuss goals for the year. At the end of the year, they assess together the extent to which the goals were achieved. Over the summer, the Head of School provides a written assessment for each department head on an annual or alternating-year basis.
Administrators and Staff
At least annually, a formal, written evaluation occurs in the first year based on assessments covering areas of job responsibilities Evaluations are based on 43
goals mutually agreed to during the prior evaluation cycle. Self-assessment is part of the evaluation process.
An employee whose work performance is less than satisfactory may be notified of this in the course of the performance evaluation process or at any other time. Such notification may result in termination of employment, the decision not to renew an annual employment agreement, the development of a performance improvement plan or other action in the discretion of the School.
5.7 Changing Positions within The School It sometimes happens that a member of the faculty or staff views changing positions within the School as a desirable path to professional development and growth. In order to make this possible, the School ordinarily announces job openings to the school staff. In most cases, positions are also open to external candidates. To be fair and consistent, the process for applying as an internal candidate is as follows:
Faculty or staff members interested in an announced opening for the following school year should schedule a meeting with their current Division Head, or supervisor, as well as the Head of School. These meetings provide an opportunity to discuss the desired change, the requirements of the position and the advisability of applying for it.
Upon mutual agreement that it is appropriate to continue the process, the internal candidate will send an updated resume to the Division Head, supervisor, in charge of the position. The internal candidate will be interviewed by that Division Head and other appropriate administrators/employees, just as external candidates will be. When appropriate, the candidate for a faculty position will be scheduled to teach a class in the division to which the job is attached. The candidate may also be asked to meet with designated students.
Recommendations for hire are submitted by the Division and Department Heads to the Head of School, who in turn makes the offer of an appointment. Internal candidates who are not successful in their candidacy will be afforded a review of the reasoning surrounding the decision. Under certain circumstances, these processes may be altered or abridged at the discretion of the Head of School. Should this happen, this will be communicated to the community.
Administrators would like to support internal movement in teaching positions that enhance professional growth and benefit students. They may at times direct changes in teaching responsibilities. Faculty members are encouraged to initiate such conversations as well.
5.8 Professional Development
Key to the success of the School is an employee body that models lifetime learning and keeps current with best practices, research and information 44 regarding best teaching practices, curricular developments, use and integration of technology, developmental issues, and the nature and role of Quakerism in a Friends school. The School thus encourages and expects its faculty and staff to be engaged in professional development activities on an ongoing basis. Membership in Professional Associations
Membership in professional educational organizations is encouraged. TheSchool, with the approval of the Head of School, will pay for these memberships. Faculty is encouraged to join the Association of Teachers in Independent Schools (ATIS), and to attend its workshops and yearly meeting in New York City. BFS will pay for ATIS membership. Staff will be encouraged to join professional associations which will advance best practices used in the School. Educational Conferences and Workshops
Guidelines for Approval and Reimbursement for Professional Development
Oversight of professional development spending is handled by the Dean of Faculty/Assistant Head of School.
1) Conferences and Workshops Employees are encouraged to attend conferences, seminars, and/or workshops that will contribute to their development and learning. a) Approval process: The general rule of thumb is that all professional development expenses are covered by the professional development budget held in the office of the Dean of Faculty/ Assistant Head of School.. In most cases employees wishing to attend a program will seek approval from the department head to whom they are assigned, and a request made to the Dean of Faculty/Assistant Head of School. Employees must have approval from their supervisors prior to registering. b) What Professional Development funds pay for:
1. Registration (Valid receipts * are necessary for reimbursement). a. Register ASAP to take advantage of early bird rates. b. When group rates are offered, do not register without checking to see if others are planning to attend.
2. Travel expenses (Valid receipts* are necessary for reimbursement). In order for limited professional development funds to be used for as many people as possible, keep travel and other expenses to a minimum. a. Employees should seek to cut costs by traveling together and sharing rooms when hotel costs are high. b. Basic room charges and applicable taxes, if outside of vicinity of New York City. Valid receipts are necessary.
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c. The most cost effective means of travel must be used for attendance at overnight conferences and for one-day conferences outside of New York City. d. Car rentals will be reimbursed if approved in advance. Valid receipts are necessary e. Employees will be reimbursed for use of their personal vehicles on school business at the IRS mileage rate in effect at the time which is calculated to include gas prices, insurance, wear and tear, etc. f. Parking fees and tolls will be reimbursed over and above mileage costs. Valid receipts are necessary. g. If flying is necessary, coach airfare, must be used. Valid receipts are necessary. h. Taxis will be reimbursed when necessary for overnight travel. i. School will reimburse employees for meals up to $50 per diem, while attending conferences, outside of the New York area, and when meals are not included. In situations where some meals are included, or someone else from the school pays for certain meals, the employee should use the following guideline: up to $10 for breakfast, up to $15 for lunch, up to $25 for dinner. Valid receipts are necessary. Alcoholic beverages are not included in these per diem allotments—the School will not reimburse for these purchases. c) * What is a valid receipt? It includes:
! Vendor information ! Date purchased ! Some information about what was purchased ! Examples are cash register receipts, vendor hand-written receipts, etc.
Handwritten receipts are not sufficient.
Professional development funds do not pay for curriculum materials purchased at or for the conference. They require division/department head approval as they are paid for by divisional textbook/teaching material funds. Receipts must be submitted separately for these.
2) Reimbursement for Course Work Course reimbursement is approved by the Dean of Faculty. Faculty members do not need division head approval for course work, as this is part of our employee benefits package. Those seeking reimbursement should submit a check requisition form along with a description of the course and proof of payment to the Dean of Faculty.
Faculty and staff are reimbursed up to $600 per year for course work that earns college credit per cycle of annual employment agreement, September 1 – August 31 of an academic year.
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3) How to Submit for Reimbursement Fill out a Check Request form and indicate which division/department is paying for it. (If you are submitting multiple receipts, ALSO use a Petty Cash Record for Reimbursable Expenses form to itemize them.)
Get the signature of the responsible division/department head.
Place it directly into the Dean of Faculty’s mailbox at Pearl Street. The business office will not process professional development reimbursements without the Dean of Faculty’s signature. School Visits
BFS encourages faculty and staff to visit other schools, as well as other offices, grades and divisions within the School. Teachers should make arrangements for such visits with their division head at least two to three weeks in advance.
5.9 Whistleblower Policy
Any employee, who has reason to believe that someone is engaging in financial improprieties, misuse of school funds, serious ethical violations, or criminal misconduct, is required to report this to the Head of School. If reporting to the Head of School is inappropriate, the report should be made to the Board of Trustees. The Head of School or Board will undertake an investigation into the matter and do all that is necessary to keep the identity of the informing party confidential. Retaliation against any employee reporting suspected criminal misconduct or violation of any School policy, is prohibited by federal law, and may lead to disciplinary action, up to and including termination of employment. Retaliation may also be deemed a criminal offense. The Head of School or Board will also provide any protection necessary to the informing party. A report of this nature made to the Board of Trustees should be made verbally or in writing directly to the Board Chair.
5.10 Document Destruction Policy
BFS acknowledges its responsibility to preserve information relating to litigation, audits, and investigations. The Sarbanes-Oxley Act of 2002 makes it a crime to alter, cover up, falsify, or destroy any document to prevent its use in an official proceeding. Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against BFS and its employees, and possible disciplinary action against responsible individuals (up to and including termination of employment). Each employee has an obligation to contact the Head of School and/or CFO once he/she becomes aware of a potential or actual litigation, external audit, investigation or similar proceeding involving BFS that may have an impact on the retention of school documents.
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Any request to destroy an official school document (e.g. admission records, transcripts, audits) must be made through the CFO, who will determine whether a document can legally be destroyed, after consulting with the School attorney and other school officials, if necessary. The Business Office will arrange for the destruction of all official school documents, and is required to maintain proper documentation on file that verifies the method, date, and listing of any destroyed documents. In determining the length of time required to retain a document, BFS will follow the most current records retention schedule complied by the New York State Association of Independent Schools.
5.11 Fundraising
All fundraising activities undertaken in the name of and/or under the auspices of the School must be reviewed, approved, and coordinated by the appropriate Division Head as well as the Director of Development and the Head of the School. All fundraising in the lobby is restricted to All School Events only. The Development Office shall maintain a master calendar of all fundraising activities.
In addition, all community service and social action activities that involve soliciting funds, indirectly (such as the Heifer project) or directly, need to be initially approved by the Head of the Division and then by the Community Service Director (who may consult with the Director of Development). If both the Head of the Division and the Community Service Director approve the community service activity, the Community Service Director will then be responsible for obtaining official approval from the Director of Development (who may consult with the Head of the School). All efforts by teachers should be made to minimize direct request for money from parents when designing their community service project. These guidelines will ensure that the proposed community service activities work in concert, and do not conflict with other service or fundraising activities at the School.
5.12 Cafeteria
The cafeteria is open to all students, faculty, and staff. Classes are scheduled in a manner so as to avoid overcrowding. Food and beverages are served daily from 7:30 a.m. until 3:30 p.m. All food and beverages are to be consumed in the cafeteria.
All faculty and staff are to assist in maintaining order in the cafeteria. Students are expected to behave in a courteous and responsible manner at all times. Faculty members assigned to lunch duty are to supervise students, paying particular attention to students as they obtain their lunches, socialize in the cafeteria, and clean up before leaving the cafeteria. Students may not leave the cafeteria without cleaning up after themselves and properly disposing of all food, trays, and garbage.
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6. ADMINISTRATIVE PROCEDURES
6.1 Ordering Books, Equipment and Supplies
Faculty and staff wishing to purchase books, equipment and supplies must first obtain a purchase order form from the Business Office. The completed purchase order, including vendor address and price total, must be approved by the appropriate supervisor (Department or Division Head) and submitted to the Department Head or Division Administrative Assistant for approval and for ordering. The faculty or staff member will keep one copy of the Purchase Order and give the remaining two copies to the Business Office the day the order is placed. Cash or charge expenses should not be incurred. All orders should be made only by Purchase Order.
6.2 Financial Expenditures
Expenditures $250-$999: Requests should be submitted on a purchase order (or check request form) to the administrator to whom one is assigned. If the administrator in question approves, he or she will sign the purchase order/check request and submit to the Head of School or the CFO. * This also includes requests for conferences and workshops and requests for reimbursement for course work. (Almost all expenditures for course work will be approved if the course is taken for credit and bears reasonable relationship to one’s job). Approved requests will be returned to the appropriate administrator to place the order (vendors must be given a purchase order number) and then submitted to the Business Office on the same day. In cases where approval is postponed or denied, the Head of School or administrator in question will inform the person making the request.
*Exceptions: Administrators for Admissions, Communications, Development, Afterschool and Plant can submit requests directly to the Director of Finance.
Expenditures $1-$249: Follows the procedures set forth above, except you need not submit a request to the Head of School.
Expenditures $1000 and over: All requests should be submitted to the Head of School who will then pass it to and discuss with the CFO.
Purchase Orders (the white copy is given to the Business Office, the pink copy and the yellow copy is kept in the division) and Check Request Forms (with receipts) must be completed in full with vendor details, signatures and names and department of person submitting. The Business Office cannot process Purchase Orders and Check Requests prepared incorrectly.
The Business Office will only be able to write checks semi-monthly, specifically those weeks not designated for employee paychecks. This system will strengthen and control cash flow. Faculty and staff need to plan ahead to avoid last-minute problems and delays. 49
6.3 Maintenance
In the event of an emergency that requires the attention of the maintenance staff, BFS employees should notify the front desk immediately. The receptionist will locate a member of the maintenance staff to solve the problem. Non-emergency maintenance requests can be submitted online through the employees portal.
6.4 Information, Communication, and Technology Systems From the Technology Department
Our information, communications and media equipment is used by the many active parts of our community. Along with the rights of use granted by community membership, there is a communal responsibility to care for our equipment.
• Please follow the procedures for the reservation and usage of equipment or spaces. • Encourage classes to leave the equipment area clean and in good working order for the next user. • Promptly report equipment malfunction or failure to the Technology Department.
An orientation session will be held for faculty, staff and students at the beginning of each school year for an overview of the communications information and media services available at the School. Audio-Visual Equipment
The School has extensive in-house audio-visual equipment and services. Audio- Visual equipment is inventoried and stored in various locations throughout the campus. Our audio-visual library includes: • Slide projectors • Overhead projectors • Multimedia projectors • Free standing projection screens • TV/VCR/DVD units • Digital still cameras • Digital video cameras • Digital video editing equipment/suites • Production lighting equipment • Stationary and lavaliere microphones
To reserve A/V equipment for your class or event please submit an electronic request through tech help located in the employees portal.
Copy Machines
Copiers can be found in the following locations:
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Building Location Use
Pearl Street Mail Room, First Floor Administrators and Administrative Assistants Pearl Street Middle and Upper School Single copies and student Library, Third Floor use Pearl Street Copy Room, Sixth Floor Faculty and Staff Willoughby Street Copy Room, Second Faculty and Staff Floor
If extensive personal copying is necessary, please make arrangements with the Business Office.
Fax Machine Our fax number is 718-643-4868.
You can send a fax from 375 Pearl Street, first floor mail room or the copy room at 55 Willoughby Street. Fax cover sheets are located across from the machine.
School Property
• All published material created using the BFS computers or network must be cited as being sponsored by Brooklyn Friends and approved by the Head before it is distributed. • All material created in relation to an employee’s job function or role in the community during an employee’s tenure at Brooklyn Friends belongs to both the School and to the employee. When the employee ceases to be employed by the School, they may take copies of all of their created documents but also must leave a copy with the School. Copies that are left for the School must be in the same media format as the copies that are taken, i.e. if digital files are taken, digital files must also be left.
Telephones and Voicemail
When making calls related to school business, please use phones specifically designated for faculty and staff. The phones in the libraries are not for faculty and staff use.
Students should be directed to use designated phones, with permission. Please minimize "information dialing," but if absolutely necessary, secure the number and then dial it yourself, please!
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There are several phones available for faculty and staff use in the following locations:
Building Room Floor Pearl Street Pre-School Kitchen Second Floor Pearl Street Lower School Office Sixth Floor Willoughby Street Faculty Room (2) Second Floor
Cellular Phones
Please refrain from personal cellular phone use in the halls during the School day.
The School has a fleet of cellular phones enabled with a two-way radio for internal communications and as a part of our emergency preparedness plan. If you are asked to carry a cellular phone for School related business you will receive a thorough orientation at the beginning of each school year and a reorientation each semester. BFS cellular phones are used by administrators, the Technology Department, audio-visual and production staff. Such phones should not be used for non-BFS purposes.
Senior administrators can be located immediately in case of emergency by contacting any Administrative Assistant. Computers and Network Access
Each full time administrator, faculty member and administrative assistant is assigned a desktop or laptop computer for their exclusive use in performing their tasks at the School. If you are having difficulty with access to a computer please see the Director of Technology.
Each member of the BFS community has a unique login ID – your username and password – which grants access to the BFS network and the Internet.
To log on to the network, you will need your username and password, provided during new faculty orientation, in order to follow the steps below:
To conserve energy the computer monitors in the building are set to ‘sleep’ after a long period of inactivity. Tap the space bar and /or move the mouse to ‘wake’ the computer. (If the computer does not respond within a minute – check to make sure that both the computer and the monitor are on, indicated by a steady green light on both.) Follow the on screen directions to activate the login screen. Enter your username. Enter your password. Select ‘login’
Once you arrive at the desktop you may now create or access files stored on our network and access the Internet. 52
All employees must comply with the School’s Acceptable Use Policy set forth in Appendix II when using BFS computers.
Incoming/Outgoing Mail- US Postal Service, UPS, Federal Express
Each employee is assigned a mailbox. Mailboxes are arranged in alphabetical order by surname on the first floor behind the receptionist’s desk.
Preparation of all mailings – including any necessary folding, stuffing, labeling, sealing, and postage metering – are the sole responsibility of the division or department generating the mailing. The division or department is responsible for contacting the Business Office at least 2 days in advance of the desired mailing date for mailings of 50 pieces or more, to arrange for the availability of adequate postage and transport to the Post Office. All outgoing correspondence must be approved by the appropriate Division Head and or Department Supervisor prior to mailing.
Grade or class letters should be typed, carefully proofed, and sent on BFS stationery. Class letters and notices must be approved by the Division Head or Department Supervisor before being mailed or sent home with students. E-Mail
Each employee is assigned a BFS email account. At this time, in an effort to reduce paper waste, email is the preferred method of communication within the BFS community. Your e-mail address is given to you during new faculty orientation.
To access your email from school or home: Open the Brooklyn Friends homepage: http://www.brooklynfriends.org Click employees portal Click on mail and it will take you to Google mail Enter your User ID. Enter your password. Click Sign in.
All employees must comply with the School’s Acceptable Use Policy set forth in Appendix II when using the BFS email system. Library and Information Services
We have two libraries and a computer network with terminals and peripherals located throughout the building. Computer terminals are located in Libraries, Media Centers, Faculty Rooms and in each classroom.
The Preschool and Lower School Library is located on the 2nd floor at 375 Pearl Street. The Middle and Upper School Library is on the 3rd floor at 375 Pearl Street.
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Appendix I
BOARD MEMBERS AND BOARD COMMITTEES 2013-2014 [As of 11/10/2012]
BFS BOARD 2014-2015 Finance Committee Lara Holliday, Co-Chair Pam Kiernan, Chair Brad Muldar (’83), Co- Richard Cutler ChairKamauru Johnson Larry Weiss, ex-officio faculty) David Kleiser, CFO, ex-officio Sarah Clarke Co-opted: Jill Richard Cutler ('62) Rose, Paul Compton Ed Herzman (faculty) Audit Dan Holton-Roth, Committee Secretary Co-opted: Jill Rose Investment Committee Mitch McEwen Co-opted: Pam Kiernan, Jill Catherine Ramey Rose, Pam Kiernan, Treasurer Larry Weiss, ex-officio Development Committee David Kleiser, CFO, ex-officio Macon Jessup, Chair Karen Edelman, ex-officio Brad Mulder Karen Edelman, ex- officio Larry Weiss, ex- BOARD COMMITTEES officio Faculty: Joan Martin, Claudia Lewis Executive Committee Co-opted: Andrea Compton, Fiona Lara Holliday, Co-Chair Forward, Ricardo Granderson, Brad Mulder, Co-Chair Nicole Gagnon and Beth Schwartz Macon Jessup, Development (PAT Co-Chairs), Heidi Joo Burwell Chair and Steve Burwell (Chairs BFS Dan Holton-Roth, Secretary Annual Fund) Pam Kiernan, Treasurer Larry Weiss, ex-officio
School Affairs Committee Brad Mulder, Chair – see page 7
Spiritual Life Committee Richard Cutler Catherine Ramey Faculty: Jonathan Edmonds, Jesse Klausz, Yuval Ortiz-Quiroga, Co-opted: Daniel Holton-Roth, Barbara Mack, Susan Matloff-Nieves, Mary Watson, Robert Wilber (pending Board approval) ! ! Building/Property Committee Mitch McEwenChair Larry Weiss, ex-officio
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David Kleiser, CFO, ex-officio Lesly Pierre, ex-officio Co-opted: Ty Kault
Head Evaluation & Support Committee Sarah Clarke, Chair Lara Holliday Brad Mulder Horizons at BFS Committee Richard Cuttler Larry Weiss, ex-officio Karen Edelman, ex-officio
Nominating & Governance Committee Sarah Clarke, Chair
AD HOC COMMITTEES
PAT Brad Mulder
All-School Diversity Committee
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Appendix II ACCEPTABLE USE POLICY: COMPUTERS, E-MAIL AND INTERNET POLICY
BFS offers Internet access for employee use. This document contains the Acceptable Use Policy for employee use of the BFS computer network.
As educators, we must exercise care to be sure we communicate with students and other School constituents in ways that are both age-appropriate and consistent with the mission of the School. School faculty and staff are expected to behave honorably and responsibly in both real and virtual (online) spaces. Activities that are improper, unethical or illegal, or that cause undue discomfort for students, employees, parents or other members of the School community, should be judiciously avoided in both physical space and cyberspace. BFS reserves the right to monitor, view and intercept all communications and material transmitted over The School’s computers and email system.
A. Educational Purpose
1. The BFS computer network has been established for a limited educational purpose. The term "educational purpose" includes classroom activities, project research, and limited high-quality self-discovery activities. The computers and computer network are not to be used for entertainment purposes.
2. The BFS computer network has not been established as a public access service or a public forum. BFS has the right to place reasonable restrictions on the material employees access or post through the system. All users are also expected to comply with this Policy while using the BFS computer network.
3. Employees may not use the BFS computer network for commercial purposes. This means they may not offer, sell, or buy products or services through the BFS computer network that are not directly related to their role/function at Brooklyn Friends.
4. Employees may not use the BFS computer network for political lobbying. But employees may use the system to communicate with elected representatives and to express their opinion on political issues.
B. Employees Internet Access
1. Employees will have access to Internet through their classroom, library, laptops, or media center.
2. Your confirmation (signature) of your employment agreement as well as your signature confirming your receipt of this handbook signifies your agreement to abide by the guidelines of this Acceptable Use Policy.
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C. Unacceptable Uses
The following uses of the BFS computer network are considered unacceptable:
1. Prohibited Activities a. Employees will not attempt to gain unauthorized access to the BFS computer network or to any other computer system through the BFS computer network or go beyond their authorized access. This includes attempting to log in through another person's account or access another person's files. These actions may be illegal, even if only for the purposes of "browsing." b. Employees will not make deliberate attempts to disrupt the computer system or destroy data by spreading computer viruses or by any other means. These actions are illegal. c. Employees will not use the BFS computer network to engage in any other illegal act, such as arranging for the purchase of illegal materials, engaging in criminal activity, or threatening the safety of person. d. Employees will not use the BFS computer network to send, save, or view offensive material. Offensive material includes, but is not limited to, sexual comments, jokes or images, racial slurs, or any comments jokes, or images that would offend someone on the basis of his or her race, color, religion, sex, sexual orientation, age, national origin or ancestry, physical or mental disability, veteran status, marital status, familial status, genetic characteristics, religious creed, pregnancy, as well as any other category protected by federal, state or local laws. An exception may be made for hate literature or physically explicit material if the purpose of the access is to conduct research and aid teaching.
2. System Security a. Employees are responsible for their individual files and should take all reasonable precautions (password protection) to prevent others from being able to access sensitive files. Under no conditions should employees provide their password to another person. b. Employees will immediately notify a member of the IT Department if they have identified a possible security problem. Employees should not investigate security problems, because this may be construed as an illegal attempt to gain access. c. Employees will avoid the inadvertent spread of computer viruses by following BFS virus protection procedures when handling downloads or attachments.
3. Respecting Resource Limits a. Employees will use the system only for educational and career development activities and limited, high-quality, self-discovery activities. b. Employees will not post chain letters or engage in "spamming." Spamming is sending an annoying or unnecessary message to a large number of people.
4. Plagiarism and Copyright Infringement a. Employees will not plagiarize works that they find on the Internet. Plagiarism is taking the ideas or writings of others and presenting them as if they were one’s own. b. Employees will respect the rights of copyright owners. Copyright infringement occurs when a work that is protected by a copyright is inappropriately reproduced. If a
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work contains language that specifies appropriate use of that work, a employees should follow the expressed requirements. See U.S. Copyright Office - Fair Use. c. Hyperlinking to outside sources is recommended. Be sure to give credit where it is due and do not plagiarize. When hyperlinking be sure that the content is appropriate. d. It is recommended that blogs be licensed under a Creative Commons Attribution 3.0 United States License.
5. Inappropriate Access to Material a. Employees will not use the BFS computer network to access material that is profane or obscene (pornography), that advocates illegal acts, or that advocates violence or discrimination towards other people (hate literature). An exception may be made for hate literature or physically explicit material if the purpose of the access is to conduct research and aid teaching. b. If an employee mistakenly accesses inappropriate information, the employee should immediately tell a member of the IT Department. This will protect the employee against a claim that the policy was intentionally violated.
D. Employees’ Rights
1. Free Speech An employee’s right to free speech also applies to communication on the Internet. The BFS computer network is considered a limited forum, similar to the School newspaper, and therefore BFS may restrict employees’ speech for valid educational reasons. However, nothing in this Policy shall be construed so as to restrict employees’ speech solely on the basis of a disagreement with the opinions the employee is expressing, and will no way restrict or limit a staff or faculty member’s speech regarding working conditions at The School.
2. Search and Seizure a. Employees should expect only limited privacy in the contents of their personal files on BFS system. b. Routine maintenance and monitoring of the School’s computer network may lead to discovery that employees have violated this policy or the law. c. An individual search will be conducted if there is reasonable suspicion that a employees has violated this Policy or the law. The investigation will be reasonable and related to the suspected violation.
3. Due Process a. BFS will cooperate fully with local, state, or federal officials in any investigation related to any illegal activities conducted through the BFS computer network. b. In the event there is a claim that an employee has violated this policy in his/her use of the BFS computer network, the employee will be provided with a written notice of the suspected violation and an opportunity to present an explanation before the Head of School, their supervisor, and Director of Academic Technology or a delegated representative of the technology staff.
E. Limitation of Liability
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BFS makes no guarantee that the functions or the services provided by or through BFS’s computer system will be error-free or without defect. BFS will not be responsible for any personal damage or loss an employee may incur as a result of using the BFS computer system including but not limited to, loss of data or interruptions of service. BFS will not be responsible for financial obligations arising through the unauthorized use of the system, such as purchases which have not been previously authorized.
F. Personal Responsibility
Whenever users do something on a network- the BFS network or the Internet - they leave little "electronic footprints." As set forth above, BFS reserves the right to monitor and access such information. Specifically, The School may access logs of computer use, lists of web sites visited and/or search 3rd party websites for postings about Brooklyn Friends or from Brooklyn Friends Community members when necessary. However, and more importantly, employees are expected to take personal responsibility for following the guidelines of the Brooklyn Friends Acceptable Use Policy and the guidelines for employees’ behavior as stated in our Handbook. This is a matter of personal integrity and honor and is the right thing to do. 1. Your online behavior should reflect the same standards of honesty, respect, and consideration that you use face-to-face. 2. The lines between public and private, personal and professional are blurred in the digital world. By virtue of identifying yourself as a BFS employee online, you are now connected to colleagues, students, parents and the School community. You should ensure that content associated with you is consistent with your work at BFS. 3. When contributing online do not post or disclose Confidential Information.
G. Email and Instant Messaging
You are expected to use your School e-mail account, which is easily accessible from virtually any computer with an Internet connection anywhere in the world, for all e-mail and instant messaging communications with students, parents and all alumni under the age of 18. If circumstances require you to send messages from another account (e.g., from your cell phone), please configure your "Reply To" address as your School address. The IT Dept. staff will gladly assist you with this.
All e-mail and instant messages to students should be addressed to their School- provided accounts or, if to Lower School students, to the e-mail addresses of their parent(s) as listed in the School directory. If replying to a message from a student that has been sent from another address, please cc the student's School-provided address.
H. Cellular Phones & Mobile Devices
To avoid any appearance of impropriety, avoid calling or texting students on their cell phones or mobile devices unless you are using sanctioned Brooklyn Friends communication accounts. Except when necessary in the event of an emergency or for the personal safety of the student (such as to facilitate communication during a School-
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sponsored trip), employees are expected to use the student's home phone number or contact information, as provided by the student's parent(s) or guardian(s). This is for the protection of both students and BFS employees.
I. Classroom Use of Social Networking and Other Interactive Websites
BFS uses an online social networking and project management software suite (Haiku) for posting homework online, as a gathering place for teams, clubs and other common interests associated with community life at the School. Teachers who are considering the use of third-party social networking website or other interactive web tools (gaming sites, blogs, virtual communities, and those yet to be invented) in their classes are requested to consult with their Divisional Technology Integrator, who will assist in selecting and configuring appropriate sites. Use of third-party social networking sites in the classroom must be approved in advance by the Dean of Faculty and/or Division Head. Only those third-party sites that can be well-monitored and supervised, are not likely to distract students from their academic work, and that do not encourage or enable students to expose personal information about themselves and others on the Internet will be approved. Many applications offer school and/or class accounts that can be set up with existing student usernames and passwords to maintain consistency and reduce confusion.
J. Personal Use of Social Networking, Profiles, Identity and Other Interactive Sites
There are inherent risks that an employee takes when communicating with students through non-sanctioned social networking or online gaming sites. These include revealing confidential, personal or inappropriate information, as well as exposing the School and the employee to potential liability for any information shared, given or obtained through these means and outside of School norms. Employees who have knowledge of any violations of any School policy or risk of harm to students or others via conversations, photographs or videos posted online are responsible for addressing or reporting such rule-breaking, in accordance with School policy and applicable law.
For these reasons, employees who have their own personal social networking pages are expected to adhere to the following guidelines: 1. Remember your association and responsibility with the BFS in online social environments. 2. If you identify yourself as a BFS employee, ensure your profile and related content is consistent with how you wish to present yourself with colleagues, parents, and students. Remember that the way you represent yourself online should be comparable to how you represent yourself in person. 3. No last names, school names, addresses or phone numbers should appear on blogs or wikis that are used as part of your curriculum. 4. Be cautious when you setup your profile, bio, avatar, etc. 5. When uploading digital pictures or avatars that represent yourself, make sure you select an appropriate image. 6. Images should be available under Creative Commons or your own files.
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7. If you are using pseudonym or nickname you must also reveal your real name. You may not use the School seal or mascot as your personal profile picture. 8. Do not accept currently enrolled students or students under the age of 18 as "friends" or "contacts." 9. Understand that the uneven power dynamics of the School, in which adults have authority over students, continues to shape those relationships beyond graduation. Do not accept "friend" requests from alumni under the age of eighteen. 10. Be careful even when accepting alumni who are eighteen and older, or parents of students, as "friends" or "contacts," since these connections have the potential to result in peripheral connections with current students and young alumni. 11. Exercise care with your privacy settings and profile content. We suggest that you limit those who can view your profile to your direct “friends” or “contacts” and make certain that your personal social networking profile is set to "private," so that personal information is not available to "friends of friends" or other peripheral contacts. By using such privacy settings, students, parents and others will not be able to access information about your private life. Again, the School's Technology Department is a resource to assist you if you need help keeping your social networking activities private. 12. Exercise care when you inform friends and contacts in your electronic social networks of your position as an educator whose profile may be accessed by current or former students, and to monitor their posts to your network accordingly. Conversely, be judicious in your postings to all friends' sites. 13. You are encouraged to participate in social networking groups that are consistent with the mission and reputation of the School, and that reflect the diverse educational environment in which both students and adults practice tolerance and accept competing views.
If you have any questions regarding this Policy, please speak to your supervisor.
K. Other Web presences
Whenever you consider creating an "online presence" for personal or other reasons (whether in the form of blogging, personal web sites, in online games or otherwise), the School asks you to please consider the potential impact of having students and/or their parents viewing the posted content.
To facilitate communications with and among its various constituencies, the School maintains several School-sponsored and School-branded websites and social networking sites. To avoid confusion, you may not display the School seal or mascot or use the name of the School in the title or name area of any other site without the express permission of the Communications Director.
L. Disclaimers
a. BFS employees must include disclaimers within their personal blogs that the views 62
are their own and do not reflect on their employer. For example, "The postings on this site are my own and don't necessarily represent the positions, strategies, or opinions of BFS." b. This standard disclaimer does not by itself exempt BFS employees from a special responsibility when blogging. c. Classroom blogs do not require a disclaimer, but teachers are encouraged to moderate content contributed by students.
DISCLAIMER
The School reserves the right to change this Policy at any time, and to make determinations on whether specific uses of technology are consistent with its mission and acceptable use policies.
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APPENDIX III- HANDBOOK ACKNOWLEDGEMENT
ACKNOWLEDGMENT OF RECEIPT OF EMPLOYEE HANDBOOK I acknowledge that I have received a copy of the 2014-15 Brooklyn Friends School Employee Handbook and understand that it contains important information on the School’s general personnel policies and procedures and on my privileges and obligations as an employee.
I agree that I am expected to read, understand, and adhere to School policies and procedures and familiarize myself with the material in this Handbook. I agree that if there is any policy or provision in the Handbook that I do not understand, I will seek an explanation from the Head of School, the Head’s delegate, or the Business Office.
I understand that BFS is an "at-will" employer and therefore employment with the School is not for a fixed term or definite period and may be terminated at the will of either the employee or BFS, with or without reason or cause, and with or without prior notice, at any time. This represents a final and binding integrated agreement with respect to the “at-will” nature of the employment relationship and cannot be modified, unless it is modified in a written agreement signed by both the Head of School and the employee. I also understand that these policies and procedures are continually evaluated and, with the exception of the “at will” and arbitration policies, may be amended, modified, or rescinded at any time, with or without notice. I understand that all previously issued handbooks and any inconsistent policies, whether written or oral, are superseded and replaced by this employee handbook.
In addition, I understand that this Handbook states, in summary but not necessarily in their entirety, BFS's policies and practices in effect on the date of publication. I understand that nothing contained in the Handbook may be construed as a contract, express or implied, guaranteeing employment for any specific duration or creating a promise of future employment or future benefits.
I have read this acknowledgment agreement, fully understand it, and freely agree to its terms.
Signature Printed Name Date
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APPENDIX IV ARBITRATION AGREEMENT
In any organization, disputes may arise between the parties, and sometimes they will require resolution through a formal proceeding. Traditionally, this formal proceeding has been conducted through the court system, which can involve a costly and time-consuming process.
As an alternative, the BFS alternative dispute resolution (“ADR”) Policy is designed to resolve disputes between employees and BFS, should they arise, quickly, efficiently and without resort to the judicial system. This policy requires an employee and BFS to submit disputes between them to arbitration.
Agreement to Arbitrate In the event that any dispute arises between BFS and an employee, the parties involved will first attempt to resolve the dispute through informal means. If these efforts at informal resolution fail, the parties involved shall submit disputes to a neutral arbitrator for final and binding arbitration in accordance with New York State law and the Federal Arbitration Act.
Nothing in this policy prevents an employee from filing a claim with a federal or state administrative agency, such as the U.S. Equal Employment Opportunity Commission or a state or local Fair Employment Agency; provided, however, that you agree that you will not seek, accept, or receive any monetary damages or payments arising from or related to any such action. A federal or state administrative agency will remain free to pursue any appropriate action in response to such a claim. Any claim that is not resolved administratively through such an agency shall be subject to this ADR policy.
This ADR policy applies to any and all disputes between BFS and an employee, including, but not limited to, any claim of discriminatory discharge, retaliatory discharge, constructive discharge, discharge in breach of an express or implied contract, or wrongful discharge arising under New York State law, federal law, or under any other local, state, or federal regulation, executive order, law or statute (including, but not limited to any law regarding discrimination in employment on the basis of age, race, gender, disability, religion or national origin, and any law regarding whistleblower claims). The following types of disputes are not included: (1) disputes related to worker’s compensation or unemployment insurance benefits; and (2) disputes that are expressly excluded from arbitration by statute or are expressly required to be arbitrated under a different procedure.
Waiver of Right to Court or Jury Trial Arbitration is the exclusive forum for both BFS and the employee to present a dispute between the parties. This Agreement is a waiver of all rights to a civil court action with respect to a dispute covered by this policy; only an impartial arbitrator, rather than a judge or a jury, will decide the dispute and award any remedies. Employee recognizes and agrees that by signing this arbitration agreement, he or she waives any and all rights to a court proceeding and jury trial. Request for Arbitration 67
The party desiring arbitration shall submit a written “Request for Arbitration” to the other party within the applicable statute of limitations period set by the law governing the claim. If the “Request for Arbitration” is not submitted within the applicable time period established by law, the claim(s) cannot be brought in the arbitration forum or any other forum. The “Request for Arbitration” submitted by either party must clearly state “Request for Arbitration” at the top of the first page.
The "Request for Arbitration" also must include the following information: (1) a detailed description of the dispute; (2) the date when the dispute first arose; (3) the names, work locations, and telephone numbers of any individuals, including employees or supervisors, with knowledge relevant to the dispute; and (4) the relief requested. The responding party may submit counterclaim(s) in accordance with applicable law, provided that the counterclaim is of the types of disputes covered by this ADR policy and is brought within the statute of limitations period applicable to that claim(s).
Arbitration Procedure All disputes shall be resolved by a single impartial arbitrator. The arbitration will be administered by the American Arbitration Association (“AAA”) under its National Rules for the Resolution of Employment Disputes. The arbitration proceeding will be conducted at a place selected by BFS (that will be within twenty-five (25) miles of School.)
Allowable Damages and Remedies The arbitrator will have the same authority to award remedies and damages as available to a judge and/or jury under parallel circumstances.
Fees and Costs Both the employee and BFS shall pay their own attorneys’ fees and arbitration costs, unless the arbitrator orders otherwise pursuant to applicable law.
Agreed To and Accepted By:
______Print Name Dr. Larry Weiss, Head of School Date
______Signature Date
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