School District of Janesville Employee Handbook

School District of Janesville August, 2013 Quarterly Update Edition 3/2018 T.Johnson TABLE OF CONTENTS Place your cursor over the section you wish to read then enter or left click-you will then be taken directly to the page you wish to view. To get back to the Table of Contents insert the number 2 in the page search window.

TABLE OF CONTENTS ...... B EMPLOYEE HANDBOOK ACKNOWLEDGEMENT ...... 10 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 11 Section 1: INTRODUCTION ...... 11 1.01 About this Handbook ...... 11 1.02 Board Goals and Objectives [Board Policy 4100] ...... 11 1.03 Guiding Principles ...... 12 1.04 Definitions ...... 12 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 14 Section 2: EMPLOYMENT LAW ...... 14 2.01 Equal Opportunity [Board Policy 4110] ...... 14 2.02 Equal Opportunity Complaints ...... 14 2.03 Family and Medical Leave Act (FMLA) ...... 14 2.04 Harassment ...... 20 2.05 Complaint Procedure Relative to Employee Sexual Harassment ...... 20 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 23 Section 3: GENERAL EMPLOYMENT PRACTICES AND EXPECTATIONS ...... 23 3.01 District Expectations ...... 23 3.02 Standards of Professional Behavior ...... 23 3.03 Accidents and Incident Reports...... 23 3.04 Attendance ...... 23 3.05 Child Abuse Reporting ...... 24 3.06 Communications...... 25

3.07 Communications through Electronic Resources ...... 25 3.08 Confidentiality ...... 27 3.09 Copyright ...... 28 3.10 Dangerous Weapons ...... 28 3.11 Diversity, Equity, and Cultural Initiatives ...... 29 3.12 Drug, Alcohol, and Tobacco Free Workplace ...... 29 3.13 Employee Assistance Program ...... 30 3.14 Employee Ethical Code ...... 31 3.15 Employee Identification Badges ...... 31 3.16 Inclement Weather ...... 32 3.17 Licensure/Certification ...... 33 3.18 Employee Dress Code ...... 33 3.19 Personnel Records ...... 35 3.20 Political Activity ...... 35 3.21 Workplace Safety ...... 36 3.22 Work Schedules, Hours of Work, and Overtime ...... 39 3.23 Violence/Bullying in the Workplace ...... 39 3.24 Required Vehicle Use by Employee ...... 40 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 41 Section 4: TRAINING AND DEVELOPMENT ...... 41 4.01 Beliefs and Purpose ...... 41 4.02 Types of Activities ...... 41 4.03 Expertise of Others ...... 41 4.04 Expectations ...... 41 4.05 Time Allocation for Training and Development ...... 42 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 43 Section 5: GRIEVANCE PROCEDURE ...... 43 5.01 Grievance Procedure ...... 43 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 44 Section 6: OPERATIONAL REVIEW: CORRECTIVE ACTION/REMEDIATION PLAN, DISCIPLINE AND TERMINATION ...... 44

6.00 Introduction ...... 44 6.01 Remediation for Performance ...... 44 6.02 Corrective Action for Unacceptable Behaviors ...... 44 6.03 Termination ...... 45 6.04 Grievance Process ...... 45 6.05 Illegal Behavior ...... 45 6.06 Documentation...... 45 6.07 Representation ...... 45 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 46 Section 7: PAYROLL ...... 46 7.01 Payroll Checks ...... 46 7.02 Time Sheets ...... 46 7.03 Paycheck Issuance Dates ...... 46 7.04 Direct Deposit ...... 46 7.05 Yearly Contractual Salary Installments ...... 46 7.06 Payroll Deductions...... 46 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 48 Section 8: COMPENSATION AND EXPENSE REIMBURSEMENT ...... 48 8.01 Compensation and Expense Reimbursement ...... 48 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 49 Section 9: WORKER’S COMPENSATION ...... 49 9.01 Worker’s Compensation ...... 49 9.02 Benefits While on Worker’s Compensation Leave ...... 49 9.03 Injuries Not Covered by Worker’s Compensation ...... 50 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 51 Section 10: LEAVES ...... 51 10.00 Introduction ...... 51 10.01 Paid Time Off ...... 51 10.03 Personal Leave ...... 55 10.04 Paid Holidays ...... 56 10.05 Paid Vacation ...... 56

10.06 Jury Duty ...... 57 10.07 Leaves for Funeral, Personal Court Appearances Family Graduations, ...... 58 10.08 One-Time “Chance of a Lifetime” Leave ...... 58 10.09 Religious Observance ...... 58 10.10 Professional Work or Public Service Activity [Board Policy 4252 & 4254] ...... 58 10.11 Uniformed Services Leave of Absence [Board Policy 4255] ...... 58 10.12 Leave for Adoption of a Child ...... 59 10.13 Union Leave ...... 59 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 60 Section 11: BENEFITS FOR EMPLOYEES ...... 60 11.00 Introduction ...... 60 11.01 Health, Dental, and Prescription Drug Insurance ...... 60 11.02 Group Life Insurance ...... 60 11.03 Long Term Disability Insurance ...... 60 11.04 Wisconsin Retirement System...... 61 11.05 Voluntary Short-term Disability Insurance ...... 61 11.06 Flexible Benefits Plan ...... 61 11.07 Voluntary Dental and Vision Insurance ...... 61 11.08 Term Life Insurance ...... 61 11.09 Tax Sheltered Annuity Program ...... 61 11.10 Employee Assistance Program ...... 62 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 63 Section 12: WORK STOPPAGE ...... 63 12.01 Work Stoppage ...... 63 Part I: PROVISIONS APPLICABLE TO ALL STAFF ...... 64 Section 13: CONFORMITY TO LAW ...... 64 13.01 Conformity to Law ...... 64 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 65 Section 1: DISCIPLINE, TERMINATION, NONRENEWAL ...... 65 1.01 Standard for Nonrenewal for Full-Time Teachers ...... 65 1.02 Voluntary Termination ...... 65

1.03 Discipline and Involuntary Termination ...... 65 1.04 Representation ...... 65 1.05 Disciplinary Materials ...... 65 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 66 Section 2: PROFESSIONAL HOURS AND WORK DAY ...... 66 2.00 Introduction ...... 66 2.01 Work Day for Professional Licensed Staff Assigned to Schools ...... 66 2.02 Attendance at School and District Sponsored Events ...... 66 2.03 Flexible Scheduling During Workweek ...... 67 2.04 Emergency School Closings ...... 67 2.05 Differential Pay for Professional Staff ...... 67 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 68 Section 3: PROFESSIONAL DEVELOPMENT AND TRAINING...... 68 3.00 Introduction ...... 68 3.01 Scheduled Professional Development Activities ...... 68 3.02 Professional Development Topics ...... 68 3.03 Professional Development Outside the Regular Scheduled Work Day ...... 68 3.04 Newly Hired Licensed Professional Staff ...... 68 3.05 Professional Development and Training/New and Current Professional Licensed Staff ...... 69 3.06 Completion of Required Professional Development ...... 69 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 70 Section 4: VACANCIES, ASSIGNMENTS & TRANSFERS ...... 70 4.00 Introduction ...... 70 4.01 Vacancies ...... 70 4.02 Assignment Consideration/Voluntary Transfer Request ...... 70 4.03 Transfers ...... 70 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 71 Section 5: REDUCTION AND/OR ELIMINATION OF POSITIONS ...... 71 5.01 Reasons for Reduction or Elimination of Positions ...... 71 5.02 Notice of Reduction or Elimination ...... 71 5.03 Selection for Reduction or Elimination ...... 71

5.04 Reemployment Process ...... 71 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 72 Section 6: RESIGNATIONS ...... 72 6.01 Resignation ...... 72 6.02 Resignation Process ...... 72 6.03 Liquidated Damages ...... 72 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 73 Section 7: SUPERVISION AND EVALUATION OF PROFESSIONAL LICENSED STAFF ...... 73 7.01 Supervision and Evaluation ...... 73 Part II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE ...... 74 Section 8: PROFESSIONAL LEAVES ...... 74 8.01 Exchange Teacher Leaves ...... 74 8.02 Sabbatical Leave ...... 74 Part III: CLASSIFIED STAFF ...... 76 Section 1: DISCIPLINE AND TERMINATION ...... 76 1.00 Introduction ...... 76 Part III: CLASSIFIED STAFF ...... 77 Section 2: HOURS OF WORK AND WORK SCHEDULES ...... 77 2.01 Regular Hours of Work - Full Time ...... 77 2.02 Regular Hours of Work - Part Time ...... 77 2.03 Lunch Periods and Other Break Times ...... 77 2.04 Flexible Scheduling During Work Week ...... 78 2.05 Reduction in Scheduled Hours ...... 78 2.06 Attendance at Meetings ...... 78 2.07 Emergency Scheduling ...... 78 Part III: CLASSIFIED STAFF ...... 79 Section 3: OVERTIME ...... 79 3.00 Introduction ...... 79 3.01 Overtime Assignments ...... 79 Part III: CLASSIFIED STAFF ...... 80 Section 4: TRAINING AND DEVELOPMENT ...... 80

4.00 Introduction ...... 80 4.01 Time Allocation for Training and Development ...... 80 Part III: CLASSIFIED STAFF ...... 81 Section 5: VACANCIES, ASSIGNMENTS, TRANSFERS ...... 81 5.00 Introduction ...... 81 5.01 Vacancies ...... 81 5.02 Selection Process ...... 81 5.03 30 and 90 Day Review for New and Promoted Employees ...... 81 5.04 Evaluation of Staff ...... 81 5.05 Assignments ...... 81 5.06 Seasonal Assignments ...... 82 Part III: CLASSIFIED STAFF ...... 83 Section 6: RESIGNATIONS ...... 83 6.00 Introduction ...... 83 Part III: CLASSIFIED STAFF ...... 84 Section 7: SUPERVISION AND EVALUATION ...... 84 7.01 Supervision and Evaluation ...... 84 APPENDICES ...... 85 Appendix A – NOTIFICATION OF BENEFITS AND LEAVE RIGHTS ...... 85 Appendix B - SEXUAL HARASSMENT REPORT FORM...... 88 Appendix C - ACCIDENT/INCIDENT FORM ...... 89 Appendix D - CHILD ABUSE REPORTING FORM AND INSTRUCTIONS ...... 91 Appendix E - DEFINITION OF A DANGEROUS WEAPON ...... 101 Appendix F - GRIEVANCE PROCEDURE ...... 102 Appendix G - PAID HOLIDAYS ...... 109 Appendix H – SCHEDULE OF PAID VACATION ...... 110 Appendix I - SUPERVISION & EVALUATION OF LICENSED STAFF ...... 111 Appendix J - STANDARDS OF PROFESSIONAL BEHAVIOR ...... 112 Appendix K – 2015-16 SCHOOL BLACKOUT DAYS ...... 114 Appendix M – DIFFERENTIAL PAY SCALE ...... 116 Appendix N – AFFIDAVIT AND APPLICATION FOR MEDICAL LEAVE OF ABSENCE ...... 118

Appendix O – EARLY RETIREMENT BENEFITS ...... 119 Appendix P – BENEFITS INFORMATION ...... 126

EMPLOYEE HANDBOOK ACKNOWLEDGEMENT

(To be signed and returned to the Administrative and Human Services Department/ESC Building.)

I hereby acknowledge that it is my responsibility to access the School District of Janesville’s Employee Handbook online. I understand that it is my responsibility to read the Handbook and abide by the standards, policies and procedures defined or referenced in this document. It is also important to know that additional regulations, policies and laws are in the “District Board Policies and Administrative Regulations.” The Employee Handbook and the Board Policies can be located throughout the district in various supervisors’ offices and on the District’s website at www.janesville.k12.wi.us. The Employee Handbook, Board Policies and Administrative Regulations can be found under the heading “Board of Education/SDJ Employee Benefits.” The Employee Handbook can also be found on the District’s website under the heading Departments/Administrative and Human Services. The information in this Handbook is subject to change. I understand that changes in District policies may supersede, modify or eliminate the information summarized in this Handbook. As the District provides updated policy information, I accept responsibility for reading and abiding by the changes. I understand that this Handbook does not constitute an employment contract or alter my status as an at-will employee unless specifically addressed for those employee groups covered by Part II or Part III. I understand that nothing in this Handbook is intended to confer a property interest in my continued employment with the District beyond the term of my contract (if any). I understand that I have an obligation to inform my supervisor of any changes in my personal information, such as phone number, address, etc. I also accept responsibility for contacting my supervisor if I have any questions, concerns or need further explanation regarding the contents of this Employee Handbook. I understand that I am legally responsible for any fines or fees charged to the District incurred by me (an example may be a traffic citation, e.g. a parking ticket, received as a result of my operation of a District motor vehicle) or reduction in salary for breach of contract. If any contractual relationship between the District and an employee (or group of employees) conflicts with any provision of this Handbook, the contract shall govern with respect to that issue.

______Printed Name Signature

______Date All employees must sign this Employee Acknowledgement page and a copy of the Standards of Professional Behavior. The signed Employee Acknowledgement page and the Standards of Professional Behavior should be submitted to the Administrative and Human Services Department. Human Resources will maintain these signed documents in the employee’s personnel file. After the employee ceases employment with the District, the District will maintain this record pursuant to records retention schedule, or if none, for a period of no less than 7 years.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 1: INTRODUCTION

1.01 About this Handbook Employees Covered: This Handbook is provided as a reference document for the School District of Janesville (hereinafter referred to as “District” and “SDJ”). It is intended to provide all employees of the District with information regarding their employment with the District. Throughout this Handbook references are made to SDJ Board Policies, Administrative Regulations and Procedures, SDJ Professional Standards, SDJ Guiding Principles and other sources that support employment procedures, employee expectations and employee responsibilities.

Disclaimer: The language that appears in the Handbook is not intended to create, nor is it to be interpreted as a contract between the SDJ and any one or all of its employees. Nothing contained in this Handbook is intended to be, nor should it be understood, as a guarantee that employment or any employment benefit will be continued for any period of time, except as mandated by state or federal law. The provisions set forth in this Handbook replace any and all prior personnel policies, procedures, and practices, whether written, verbal or established by past practice.

The District reserves the right to modify, rescind, suspend, supplement, or terminate any or all such policies, procedures, and practices in whole or in part, at any time as it deems appropriate with or without notice. Final interpretation and implementation of any sections in this Handbook are vested solely with the District.

The rights and obligations of all employees are governed by all applicable laws and regulations, including, but not limited by enumeration to the following: Federal laws and regulations, the laws of the State of Wisconsin, Wisconsin State Administrative Code and the policies of the SDJ Board of Education. Copies of Board Policies and Administrative regulations are available on the District website at www.janesville.k12.wi.us.

1.02 Board Goals and Objectives [Board Policy 4100] Dynamic and efficient employees, dedicated to providing the best educational service to the community, are the most essential element in the successful operation of the school system. The Board is desirous of recruiting and retaining such a staff, and is sincerely interested in each individual as well as in the welfare of the group. The personnel policies of the Board attempt to reflect this concern, to the end that the children of the District may benefit by their contact with a superior school staff.

In formulating specific policies, the Board has tried to work toward these goals: A. To recruit, select and employ the best qualified personnel within reasonable fiscal policy and budget limitations. B. To provide an appropriate in-service training program for all employees. C. To deploy personnel and ensure that they are utilized as effectively as possible. D. To conduct an employee appraisal program that will help to contribute to the continuous improvement of staff performance.

E. To develop an employee compensation program sufficient to attract and retain highly qualified employees within reasonable fiscal policy and budget limitations. F. To develop the quality of human relationships conducive to maximum employee performance and satisfaction.

1.03 Guiding Principles These Guiding Principles were devised by a committee of administrators and board members as they sought to understand the magnitude of the work involved with creating the SDJ Employee Handbook. They represent what SDJ holds most important. They were adopted by the Janesville Board of Education on August 28, 2012.

The SDJ will prepare students to be competitive in the global workforce.

The SDJ will foster collaboration, creativity, critical thinking, problem solving, communication and innovation.

The SDJ will support consistent implementation of best practices to achieve excellence.

The SDJ will recruit, retain and recognize high performing employees that embody the standards of integrity and accountability through the Standards of Professional Behavior.

The SDJ is committed to the continuous development, coaching, and support of our employees.

The SDJ will continue to adhere to strict standards of achievement and excellence.

1.04 Definitions A. Board: This term refers to the nine (9) elected members of the Board of Education.

B. Temporary Employee: Temporary Employee is defined as a person hired for a specific project for a specific length of time. A Temporary Employee has no expectation of continued employment.

C. Limited Term Employee: A Limited Term Employee is a certified employee hired under contract for a specific length of time. A Limited Term Employee has no expectation of continued employment.

D. Regular Employees: Regular Employees are defined as employees whom the District considers continuously employed, working either a fiscal or school year.

Categories associated with Regular Employees include: 1. Full-Time Twelve Month Employees, 2. Full-Time School Year Employees, 3. Part-Time Twelve Month Employees, 4. Part-Time School Year Employees. Full-Time status is defined as 35 or more hours per week. Part-Time is defined as less than 35 hours per week.

E. School Year: School Year is defined by the adopted school calendar.

F. Exempt Employees: Employees that are not entitled to overtime pay for hours worked in excess of 40 hours per week.

G. Non-Exempt Employees: Employees that are entitled to overtime pay for hours worked in excess of 40 hours per week.

H. Staff Groups (based on contract, intent to rehire, or conditional offer):

1. Administrators include: Directors, Chief Financial Officer, Chief Information Officer, Assistant Directors, Principals, Assistant Principals, Superintendent. 2. Professional Staff includes: all non-administrative licensed professional staff: Teachers, Therapists, Therapist Assistants, Nurses, Educational Interpreters, Psychologists, Counselors, Social Workers, Coordinators. 3. Admin Support Staff includes: Communications Specialist, Department Managers, Assistant Department Managers, IT Staff, Assistant Board Clerk, Benefits Specialist, Secretary to Director of HR/HR Manager, and Assistant Communications Specialist. 4. Non-Admin Support Staff includes: Kitchen Managers, Youth Advocates, FRC Coordinators, Graduation Coaches, Homeless Liaison, and Confidential Staff. 5. Classified Staff includes: Maintenance, Custodial, Food Service, Secretaries, Clerks and Aides.

I. Substitute Employees: Substitute Employees are defined as persons hired to replace a regular employee during the regular employee’s leave of absence. Substitute employees are considered Variable Hour Employees.

J. Supervisors: A SDJ employee designated to perform the functions of a supervisor to another employee, department, or group of employees. Supervisory duties may include evaluation, scheduling, and development, recognition and discipline of employees.

K. Variable Hour Employee: Employee whose schedule cannot be definitively known in advance. The employee’s hours vary such that it is not possible to determine as of the date of hire whether the employee will work 30 weekly hours or more during their period of employment.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 2: EMPLOYMENT LAW

2.01 Equal Opportunity [Board Policy 4110] It is the policy of the Board that no employee shall be subjected to illegal discrimination under any program or activity and in employment. SDJ is an equal opportunity employer. Personnel hiring and administration in the District shall be conducted so as not to discriminate against applicant or employee on the basis of sex or sexual orientation, race, color, national origin, age, religion, pregnancy, marital status, disability or handicap, creed, political affiliation, citizenship, ancestry, arrest record, conviction record not substantially related to the nature of a person’s job or activity in the school, membership in the National Guard, state defense force or any other reserve component of the military forces of the United States or Wisconsin, use or nonuse of lawful products during non- working hours, or any other reason prohibited by state or federal law.

The SDJ complies with the following laws: A. Title VI of the Civil Rights Act of 1964, which prohibits discrimination on the basis of race, color, or national origin; B. The VII of the Civil Rights Act of 1964, which prohibits discrimination in all employment practices on the basis of race, color, religion, sex, or national origin; C. Title IX of the Education Amendments Act of 1972, which prohibits employment discrimination on the basis of sex with regard to educational programs or activities and employment practices; and D. Section 504 of the Rehabilitation Act of 1973, which prohibits employment discrimination on the basis of handicap. E. American with Disabilities Act.

Reasonable accommodations shall be made for qualified individuals with a disability or handicap, unless such accommodations would impose an undue hardship to the District. Employees wishing to apply for such accommodations should contact the District’s Benefit Specialist.

2.02 Equal Opportunity Complaints The district encourages informal resolution of complaints under this policy. A formal complaint resolution procedure is available, however, to address allegations of violations of the equal opportunity policy in the District please refer to Administrative Regulation(s) 4110.1 Employment Discrimination Complaint Procedure; 4110.2 Discrimination Complaint Form; 4110.5 Employee/Applicant Request for Accommodation.

2.03 Family and Medical Leave Act (FMLA) The District complies with all applicable laws concerning family and medical leave (FMLA). Employees may be eligible for leave under both the federal and state family and medical leave laws. There are different eligibility provisions for these laws, different rights under the laws, and different procedural requirements for employees to follow. The purpose of this policy is to briefly describe some of the rights and responsibilities of employees under these laws. However, this policy does not, nor is it intended to, spell out every right and responsibility under the two laws. If an employee has any questions or desires additional information, the employee should contact the 14

District’s Benefit’s Specialist. When both laws apply, the leaves under state and federal law will run concurrently and the provisions more beneficial to the employee will apply. Medical leaves that qualify under the FMLA will also run concurrently with leaves under short and long term disability policies, worker’s compensation, and other laws, as applicable and as allowed by law.

To qualify for federal FMLA, employees must be employed by the District for a total of at least twelve (12) months and have actually worked at least 1,250 hours in the preceding 12 month period. To qualify for Wisconsin FMLA, employees must have been employed at least 52 consecutive weeks and have worked or been paid at least 1,000 hours in the preceding 52 weeks.

Employees on FMLA leave may not engage in any other employment that is inconsistent with the reason for the employee’s FMLA leave.

The District will not use the requesting or taking of FMLA leave in compliance with the law as a basis for any adverse employment decision. Employees should direct any questions regarding FMLA leave to the District’s Benefit Specialist.

General Leave Rights

A. Federal FMLA: Under the federal FMLA, eligible employees are allowed up to twelve (12 )workweeks of unpaid leave per 12-month period for the following reasons (see also Military Family Leave below): 1. The employee’s own serious health condition that makes the employee unable to perform the functions of his or her position; 2. To care for the employee’s spouse, child or parent with a serious health condition; 3. For the birth of the employee’s child, or placement of a child for adoption or foster care with the employee; 4. For incapacity due to pregnancy, prenatal medical care or child birth.

The District will calculate the federal FMLA twelve (12) month period based on a twelve-month rolling look back from any previous approved FMLA. Under federal FMLA, leave for birth, adoption or foster care placement must be concluded within twelve (12) months of the birth or placement for adoption or foster care. If both parents work for the District, the employees will share one 12 week leave for the birth or placement of a child.

B. Wisconsin FMLA: The Wisconsin FMLA permits eligible employees to take unpaid leave for the following reasons: 1. Two (2) weeks for the employee’s own serious health condition; 2. Two (2) weeks to care for the employee’s spouse, child, domestic partner, parent, parent-in-law, or parent of a domestic partner with a serious health condition; 3. Six (6) weeks to care for the employee’s child after birth or adoption.

The Wisconsin FMLA entitlement will run on a calendar year basis. Any leave for the birth or adoption of a child taken under Wisconsin FMLA must start within sixteen (16) weeks of the birth or adoption of the child.

C. Military Family Leave: The federal FMLA provides for military family leave. Several provisions of this FMLA policy (including employee notice provisions and certification requirements) apply to military family leave.

Qualifying Exigency Leave. Eligible employees with a spouse, son, daughter or parent on covered active duty or called to covered active duty status may use their twelve (12) week FMLA entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for

alternative childcare or parental care, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings. The twelve (12) weeks of leave afforded for a qualifying exigency is not in addition to the general twelve (12) weeks afforded under the federal FMLA. An employee is entitled to no more than twelve (12) total weeks of leave for any combination of personal, family or qualifying exigency military FMLA.

Servicemember Care Leave. Eligible employees may also take up to twenty-six (26) weeks of leave during a single twelve (12) month period to care for an ill or injured service member who is the employee’s spouse, parent, child, or “next of kin” who is a covered servicemember. A covered servicemember is a current member of the Armed Forces (including National Guard or Reserves) or a covered veteran who has a serious injury or illness incurred in the line of duty on active duty in the Armed Forces or that existed before the beginning of the member’s or veteran’s active duty and was aggravated by service in the line of duty on active duty in the Armed Forces that may render the servicemember medically unfit to perform his or her duties and for which the servicemember is undergoing medical treatment, recuperation, therapy, is on outpatient status, or servicemember care is not in addition to the general twelve (12) weeks afforded under the federal FMLA.

Married Employees. Married employees who both work for the District are limited to no more than an aggregate of twenty-six (26) weeks of leave between them for military family leave.

D. School Year Employees: If a school year employee is on leave at the end of one school year and the beginning of another, the leave will be considered consecutive, not intermittent, and the employee will be provided with any benefits over the summer vacation that he/she would normally receive if the employee had been working at the end of the school year. Summer vacation is not counted against a school year employee’s FMLA entitlement.

E. Definition of Child and Parent: Under both state and federal FMLA laws, “child” means a biological, adopted or foster child, step child, legal ward, or a child for whom the employee provides day-to-day care. Also, the child must either be under age 18, or be 18 years or older and unable to care for him/herself because of a mental or physical disability or serious health condition. Under both state and federal laws, “parent” means biological parent, foster parent, adoptive parent, step parent or an individual who was responsible for the day-to-day care of the employee when the employee was a child. Under federal FMLA law, “parent” does not include parents of spouses or domestic partners. Under state FMLA law, “parent” includes parents of spouses or domestic partners.

F. Serious Health Condition: A serious health condition is an injury, illness, impairment or physical or mental condition that involves: 1. Impatient care in a medical care facility; or 2. Continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job or prevents a qualified family member from participating in school or other daily activities. Continuing treatment by a health care provider includes: a) A period of incapacity of more than three (3) consecutive full calendar days combined with at least two (2) visits to a health care provider or one (1) visit and a regimen or continuing treatment under the supervision of a health care provider (time limits apply to health care provider visits); b) Any period of incapacity due to pregnancy or prenatal care; c) Any period of incapacity or treatment for such incapacity due to a chronic serious health condition; d) A period of incapacity which is permanent or long-term due to a condition for which treatment may not be effective; or

e) Any period of absence to receive multiple treatments by a health care provider or for a condition that would likely result in a period of incapacity of more than three (3) consecutive calendar days in the absence of medical intervention or treatment. (Under the Wisconsin FMLA, the requirement for more than three (3) consecutive calendar days of incapacity does not apply).

G. Notification and Certification: Whenever possible, employees must give at least 30 days’ written notice of the need for FMLA leave. When 30 days’ notice is not possible, employees are expected to give as much written notice as is practical. Please see the District’s Benefits Specialist for FMLA request forms or visit the Administrative and Human Resource webpage for forms. Normal call-in procedures must also be followed for all FMLA absences. If an employee does not specifically request family or medical leave, but requests for leave for a reason that might qualify as family or medical leave, the District will provide the employee with a leave request form to fill out and return to the Administrative and Human Resource Department, attention to Benefits Specialist as soon as possible in order to determine whether the leave requested qualifies as FMLA leave. The District may temporarily designate the leave as FMLA leave.

When requesting FMLA, employees must give sufficient information to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions, a family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees must also inform the District if the requested leave is for a reason for which FMLA leave was previously taken or certified.

The District may require an employee who is requesting FMLA leave to provide medical certification for the leave. Employees will have fifteen (15) days in which to provide the certification, except in extenuating circumstances. If an employee fails to provide adequate certification in a timely manner, the employee’s leave request or continuation of leave may be delayed or denied altogether. The District may require a second medical opinion at its expense regarding a serious health condition from a health care provider of its choice. If the first two opinions differ, the District may obtain a third opinion at its expense from a mutually agreed upon health care provider. The third opinion shall be binding on the parties. Recertification and periodic reports regarding the employee’s status and intent to return to work may also be required as allowed by law.

The District will inform employees who have requested leave whether they are eligible for leave, specify any additional information needed, and inform the employee of his/her rights and responsibilities. If the employee is not eligible for leave, the District will provide a reason for the ineligibility. The District will also inform the eligible employees whether requested leave will or will not be designated as FMLA leave and the amount of leave that will be counted against the employee’s leave entitlement.

H. Intermittent Leave: An employee may take any leave covered by Wisconsin FMLA as intermittent leave, provided the employee provides notice as required by the law. The last increment of intermittent leave for the birth or adoption of a child under Wisconsin FMLA must begin within 16 weeks after the birth or placement for adoption of the child.

For leaves covered only by FMLA, an employee may take "intermittent" or "reduced schedule" leave, if medically necessary, for the employee's own serious health condition, to care for a spouse, parent, son, or daughter with a serious health condition, and to care for a covered servicemember with a serious injury or illness. Employees must make reasonable efforts to schedule leave for planned medical treatment so as to not unduly disrupt the District's operations. For medically necessary intermittent or 17

reduced schedule leave that is foreseeable based on planned medical treatment for the employee, a family member, or a covered servicemember, the District may temporarily transfer an employee taking such leave to a position with equivalent pay and benefits if the new position better accommodates the leave. Military leave due to qualifying exigencies may also be taken on an intermittent basis. Employees may take intermittent FMLA leave for the birth, adoption or foster placement of a child during the federal-only portion of their FMLA leave.

In addition, special rules apply to intermittent leave for "instructional" employees under the federal FMLA. The special rules apply to intermittent or reduced schedule leave, or leave near the end of a semester. "Instructional employees" are employees whose principal function is to teach students in a class, small group, or individual setting, and includes athletic coaches, driving instructors, and special education assistants such as signers for the hearing impaired. It does not include assistants or aides who do not actually teach nor does it include auxiliary personnel such as counselors, psychologists, or curriculum specialists, or non-instructional support staff. The special rules for "instructional" employees include: i. If an eligible employee needs intermittent leave or leave on a reduced leave schedule to care for a family member with a serious health condition, to care for a covered servicemember, or because of the employee's own serious health condition, which is foreseeable based on planned medical treatment, and the employee will be on leave for more than 20 percent of the total number of working days over the period the leave would extend, in order to minimize the disruption to the educational process, the District may require the employee to choose either to:

a) Take leave for a particular duration, not longer than the duration of the planned treatment. If the employee chooses this option, the entire amount of leave will be counted against his/her FMLA leave entitlement; or b) Transfer temporarily to an available alternative position, for which he/she is qualified, which has equivalent pay and benefits and which better accommodates recurring periods of leave. ii. If the employee does not give required notice of foreseeable leave to be taken intermittently or reduced leave schedule, the District may require the employee to take leave of a particular duration, or to transfer temporarily to an alternative position, or delay the taking of leave until the employee has given the necessary notice. iii. If the employee begins a leave more than five weeks before the end of a semester, less than five weeks before the end of a semester, and less than three weeks before the end of a semester, special rules apply:

a) If the employee begins leave more than five weeks before the end of a semester, the leave will last at least three weeks, and the employee would return to work during the three-week period before the end of the semester, the District may require the employee to continue taking leave until the end of the semester.

b) If the employee begins leave during the five-week period before the end of a semester because of the birth of a son or daughter; the placement of a son or daughter for adoption or foster care; to care for a spouse, son, daughter, or parent with a serious health condition; or to care for a covered servicemember, the District may require the employee to continue taking leave until the end of the semester if the leave will last more than two weeks, and the employee would return to work during the two-week period before the end of the semester. 18

c) If the employee begins leave during the three-week period before the end of a semester because of the birth of a son or daughter; the placement of a son or daughter for adoption or foster care; to care for a spouse, son, daughter, or parent with a serious health condition; or to care for a covered servicemember, the District may require the employee to continue taking leave until the end of the semester if the leave will last more than five working days.

d) If the District requires the employee to continue taking leave to the end of the semester, only the period of leave until the employee is ready and able to return to work will be charged against the employee's FMLA leave entitlement. However, the District will maintain the employee's group health insurance and restore the employee to the same or equivalent job including other benefits at the conclusion of the leave.

I. Substituting Paid Time Off: During the portion of any FMLA leave covered by Wisconsin law, employees may elect to substitute, or not substitute; any accrued paid leave for unpaid FMLA leave. During the federal only portion of an FMLA leave, an employee may substitute any paid leave the employee would be eligible to take in compliance with the District's normal paid leave policies. During the federal-only portion of an FMLA leave, the District may require employees to substitute accrued paid leave.

J. Benefits During Leave: An employee's coverage under group health plans (i.e., group health and dental coverage) will be maintained during the period of an FMLA leave as required by the Wisconsin and federal FMLA laws and in accordance with the applicable terms of the plans.

Employees who normally pay a portion of the premium for insurance coverage must continue to do so during the period of FMLA leave. If paid leave is substituted for unpaid leave, the employee's portion of the premium will be deducted from the employee's paycheck. For those employees on unpaid leave, payment arrangements must be made prior to the start of the leave, or as soon as practicable. A 30-day grace period will apply to premium payments. If payment is not made within the grace period, the employee's group health/dental insurance may be terminated.

If the District maintains an employee's insurance during an FMLA leave, and the employee does not return from FMLA leave, under certain circumstances the District will have the right to recover the total cost of the insurance premiums paid during the employee's leave, as allowed by law.

Use of FMLA cannot result in the loss of any employment benefit that accrued prior to the start of the employee's leave. Other benefit accruals may be suspended during the period of the leave and will resume upon return to active employment. An employee should check with the District’s Benefits Specialist regarding other benefit continuation provisions.

K. Returning to Work: Employees who return to work from FMLA leave within the timeframes protected by the FMLA laws will be returned to their former position or, if that position is no longer available, an equivalent position with equivalent pay, benefits and other employment terms. If an employee wishes to return to work before his/her leave is to end, and work is available, the employee must notify the Benefits Specialist at least 2 days prior to the desired return date. If an employee took FMLA leave for his/her own serious health condition, a fitness for duty certification will be required before the employee may return to work. In such cases, an employee's return will be delayed until such a certification is received.

L. Failure to Return to Work: If an employee fails to return to work after the expiration of an FMLA- protected leave, the employee's rights under state and federal FMLA laws will no longer be in effect and the employee will be subject to immediate termination. If the employee's inability to return to work is due to the continuation, recurrence or onset of the employee's own serious health condition, or of the serious health condition of the employee's spouse, child or parent, the District will consider a request for a further unpaid leave. However, the employee must submit a written request for consideration of a further leave as soon as the employee realizes that he/she will not be able to return at the expiration of the FMLA- protected leave period. The District will consider each such request on a case by case basis. There is no guarantee that a further leave will be granted. See Board Policy 4251 and Administrative Regulations 4251.1.

M. Failure to Meet Policy Requirements: If the employee fails to meet the requirements of this policy for family or medical leave, the request for leave will be denied until the requirements are met.

Refer to Appendix A: Notification of Benefits and Leave Rights

LEGAL REFERENCE: Federal Family and Medical Leave Act - 29 U.S.C. 2601, et. seq. Federal Family and Medical Leave Act Regulations-29 CFR Part 825 Wisconsin Family & Medical Leave Act - Wis. Stats. §103.10 Wisconsin Family & Medical Leave Act Regulations - Wis. Admin. Code DWD 225

2.04 Harassment [4110.1 Employment Discrimination Complaint Procedure; 4110.2 Discrimination Complaint Form; 4110.5 Employee/Applicant Request for Accommodation; 4110.3 Complaint Procedure relative to Employee Sexual Harassment; 4110.4 Sexual Harassment Report Form]

Harassment and other similar activities that could alter conditions of employment, or form a basis for personnel decisions, or interfere with an employee’s work performance are prohibited.

All employees are responsible for ensuring that discrimination and harassment do not occur. It is the intent of the District to comply with both the letter and spirit of the law in making certain illegal discrimination does not exist in its policies, regulations and practices. Anyone who believes that he or she has been the subject of discrimination or harassment or has knowledge of violations of this policy shall report the matter in accordance with established complaint procedures.

2.05 Complaint Procedure Relative to Employee Sexual Harassment [Board Policy 4110.3 Complaint Procedure relative to Employee Sexual Harassment]

A. Purpose: Employees of SDJ have the right and can expect to work in an environment free of sexual harassment. It is the responsibility of the school administration to provide employees with a working environment free of any form of sexual harassment. All employees are charged with the responsibility of knowing what constitutes sexual harassment and with whom they may seek to file a complaint if desired.

B. Definition: Sexual harassment is an unlawful form of discrimination on the basis of sex under state and federal laws and regulations. Some forms of sexual harassment may also constitute criminal conduct resulting in criminal penalties.

Sexual harassment is defined as, what to a reasonable person would be interpreted as, unwelcome sexual advances, requests for sexual favors, and other inappropriate verbal, written, or physical conduct of a sexual nature directed at a person of the same or opposite gender that occurs on school property or at a school- 20

sponsored event. Sexual harassment must include a pattern of behavior that is considered to be severe, pervasive, and objectively offensive. A pattern of severe, pervasive and objectively offensive behavior is established when it is directed more than once at the same employee.

The following circumstances would constitute sexual harassment:

1. When submission to such conduct is made, explicitly or implicitly, a term or condition of employment, instruction, or participation in other school activities.

2. When submission to or rejection of such conduct by an individual is used by the offender as the basis for making personal and/or professional decisions affecting the individual subjected to sexual advances.

3. When such conduct has the effect of interfering with the individual’s employment or creating an intimidating, hostile, or offensive working or learning environment. This includes, but is not limited to repeated deliberate verbal or physical conduct of a sexual nature, that is sufficiently severe to interfere substantially with an employee’s work performance or sufficiently severe to create an intimidating, hostile or offensive work environment. This also includes, but is not limited to unsolicited gestures or comments of a sexual nature, or the display of offensive sexually graphic materials which are unnecessary for business purposes.

Sexual harassment is a form of sexual discrimination in employment: it may be physical, such as, but not limited to, unwelcome touching or interference with movement; verbal, such as but not limited to, epithets, derogatory comments or slurs; or visual, such as, but not limited to, the display of derogatory cartoons, drawings, or posters.

C. Employee Procedures 1. The policy on sexual harassment and this regulation apply to all sexual harassment incidents involving School District of Janesville employees. The policy addresses a pattern of incidents committed by a person of either sex against a person of the opposite or same sex and establishes that it is against policy and recognizes that it is unlawful for SDJ employees to commit acts of sexual harassment or be subjected to acts of sexual harassment by students or staff members. 2. It is the responsibility of all employees of the SDJ to recognize acts of sexual harassment and take prompt action. 3. Any employee may seek guidance and/or support in addressing matters related to sexual harassment or inappropriate behavior of a sexual nature. The Department of Administrative and Human Services is available for these services.

D. Filing a Complaint 1. Any SDJ employee, who believes that he/she has been subjected to a pattern of sexual harassment by a student or staff member, should report such conduct immediately. A copy of the sexual harassment policy for the SDJ including the Sexual Harassment Complaint Form shall be given to the complainant. 2. The report may be made verbally or in writing. 3. The report may be made to the Director or Assistant Director of Administrative and Human Services, principal, assistant principal or Title IX officer for the school district.

E. Investigating a Complaint 1. Every complaint must be reported to the Director or Assistant Director of Administrative and Human Services either by the complainant or by the person receiving the complaint. 2. The Director or Assistant Director of Administrative and Human Services will, as expeditiously as practical, in writing, notify the person alleged to have committed an act(s) of sexual harassment of the specific 21

allegations. A copy of the sexual harassment policy of the School District of Janesville shall be included with the notification. 3. The proposed timeline for the investigation shall be noted in the letter. 4. Once a verbal or written report has been filed an investigation must be initiated by the Department of Administrative and Human Services possibly in coordination with the Student Services Department. Every effort will be made to conclude the investigation within thirty (30) work days.

F. Investigation Purposes and Guidelines The purpose of an investigation will be to: 1. Gather information to determine whether a violation(s) has occurred; 2. Determine what steps are required to stop harassment; and 3. Determine what, if any, disciplinary actions will be taken.

G. Investigation Considerations 1. The full circumstances of the situation will be considered in the investigation of sexual harassment complaints. 2. In determining whether the alleged conduct constitutes sexual harassment, consideration shall be given to the record of the incident as a whole and to the totality of the circumstances, including the context in which the alleged incidents occurred. 3. An effort will be made to render findings and recommendations within fifteen (15) working days of the conclusion of the investigation. The complainant and alleged harasser will receive written notification of the findings of the investigation. 4. There will be no adverse action taken against an individual for reporting an incident, or participating in or cooperating with an investigation of an alleged incident. 5. Confidentiality will be preserved consistent with applicable laws and the SDJ’s responsibility to investigate and address such complaints. 6. Any attempt at retaliation by the alleged harasser toward the complainant will be met with appropriate disciplinary action by the building principal or District Administrator/designee. 7. In the event the complainant is a minor, parent(s) will be contacted. 8. Any employee who violates the sexual harassment policy will be subject to disciplinary action. Such action could include but not limited to verbal or written reprimand, professional counseling, reassignment, demotion, suspension, or termination. 9. Investigation findings can be appealed under Board Administrative Regulation 4110.1 regarding employee sexual harassment complaints.

H. Dissemination of Information: There will be publication and dissemination of information to all SDJ employees that will inform them of the sexual harassment policy, what sexual harassment is, what the individual can do, and where to go for help. Information about sexual harassment will be distributed by the Department of Administrative and Human Services in conjunction with the District Title IX officer.

Refer to Appendix B: Sexual Harassment Report Form.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 3: GENERAL EMPLOYMENT PRACTICES AND EXPECTATIONS

3.01 District Expectations The District expects its employees to produce quality work, maintain confidentially, work efficiently, and exhibit a professional and courteous attitude toward other employees, parents, and students.

The District expects employees to comply with the standards of conduct set out in Board policies, this Handbook, administrative regulations, and with any other policies, regulations and guidelines that impose duties, requirements or standards attendant to their status as District employees. Violation of any policies, regulations and guidelines may result in disciplinary action, including termination of employment.

3.02 Standards of Professional Behavior Employee behavioral standards provide an important foundation for SDJ. The behavioral standards assist in providing consistency in the District’s service to all stakeholders. The standards were developed by SDJ employees. District employees are required to sign and practice these non-negotiable behavioral standards. The standards are founded on the District’s Core Values and the District’s Six Pillars of Excellence.

Refer to Appendix J: Standards of Profesisonal Behavior

3.03 Accidents and Incident Reports All accidents/incidents occurring on District property, school buses or during the course of school-sponsored activities, including field trips and other away events, are to be reported to the building principal/immediate supervisor immediately. Reports should cover property damage as well as personal injury. In the event of a work- related accident or injury, please see the Worker’s Compensation section of this Handbook.

Refer to Appendix C: Accident/Incident Forms.

Standards of Professional Behavior Health and Safety - Immediately report accidents that occur at work.

3.04 Attendance The SDJ places great emphasis on employee attendance. Absences or tardiness places an extra burden on coworkers and undermines the quality of service that is provided to students, parents, community, and other stakeholders. It is each employee’s responsibility to be on the job, on time each day, and fully able and ready to work.

Employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approval for time off from work (refer to Section 10 of this Handbook

for more information about Leaves, Holidays, and Vacations). Any deviation from assigned hours must have prior approval from the employee’s Supervisor. A. Unexcused Absence: An Unexcused Absence is defined as failing to report to work for a scheduled shift or workday without having secured preapproved leave.

B. Tardiness: Tardiness is defined as failing to report to work at the scheduled start time of an employee’s shift or workday. Tardiness also includes failing to report back to work on time after a scheduled lunch or break period, without having preapproval to report late from one’s supervising administrator or manager.

C. Reporting Absences and Tardies: Employees must follow procedures to report absences and/or tardiness to their supervising administrator or manager. Employees should also follow any procedures for securing substitutes for the duration of the absence.

The District will monitor attendance and tardiness and address problematic patterns with individual employees. An employee who misses two consecutive days of work without approval and/or notification may be considered to have voluntarily quit their job.

Standards of Professional Behavior

People - Follow worksite procedure for arrival and departure. Service - Be productive and model a strong work ethic within the workplace. Service - Report to work prepared.

3.05 Child Abuse Reporting [Board Policy 5451 & Administrative Regulation 5451.1] State law requires that all public school employees who in the performance of their duties have reasonable cause to suspect a child has been abused or neglected or have reason to believe that a child has been threatened with abuse or neglect and that abuse or neglect will occur, shall make a child abuse or neglect report to the appropriate authorities.

No person making a report in good faith may be discharged from employment, disciplined or otherwise discriminated against in regard to employment, or threatened with any such treatment for doing so. All child abuse and/or neglect reports and records shall be kept confidential in accordance with applicable legal requirements.

Failure to report suspected cases of child abuse and/or neglect as required by law is punishable by a fine and/or jail sentence. The person who observes the child is ultimately responsible for making the referral to Human Services or law enforcement officials and is liable if referral is not made. No person may impede the referral.

All new employees shall receive child abuse and neglect training and all current SDJ employees will participate in an annual in-service on this topic.

Refer to Appendix D: Child Abuse Reporting Forms and Instructions.

Standards of Professional Behavior Quality - Demonstrate concern for the physical, social, moral, and cognitive development of students, staff, and parents. Health and Safety - Report bullying, harassment, and abuse incidents that occur at work.

3.06 Communications The SDJ believes that effective communication is a key component in the successful operation of the District. The employee who effectively communicates considers 1) the way in which they communicate; 2) the clarity of the message or information; 3) who is receiving the message; 4) what environment they are in when they are communicating; and 5) the reason behind the communication.

A. Electronic and/or Manual Bulletin Boards: Electronic and/or manual bulletin boards will be allowed as a limited forum for employees to post professional development information and other apolitical literature that is directly connected to employment at the District and is consistent with District policy and applicable law. All distributed and posted materials shall always be professional in approach, shall not contain any derogatory comments about staff, parents, students or board members and shall not be in contravention of any District policy or law. The District Administrator will be provided a copy of all posted material at the time of the posting. The District Administrator and/or his/her designee shall be allowed to remove material from the bulletin board(s) at his/her discretion.

Standards of Professional Behavior

People - Listen to others’ thoughts and opinions. People - Be respectful with parents, students, community, and staff. People - Don’t allow conversations to erode into gossip or negative talk. People - Communicate in an honest manner. Service- Communicate and work with families. Service - Answer voicemails and emails appropriately and in a timely manner (no longer than 2 school days).

Growth - Be a well-informed ambassador of the SDJ that effectively communicates current trends and practices.

Growth - Actively dispel misinformation.

3.07 Communications through Electronic Resources A. Electronic Resources-General Information SDJ provides electronic resources to staff and students, and allows personal devices on selected networks, as a means to further the educational mission, goals, and objectives of the District. These resources include, but are not limited to, Internet access, hardware, software, data, network resources, electronic communication tools, web sites, social media, instant messaging, forums, blogs, and image/video sites. These resources provide access to global information and communication, including research, information sharing, and the exchange of ideas. Access to these resources is a privilege, not a right; this privilege may be monitored, restricted, or revoked at any time without notice.

B. District Filtering and Local, State, and Federal Compliance While the District believes the benefits and values of broad access to electronic resources far exceeds the disadvantages, some material may be inaccurate, illegal, defamatory, or offensive. To that end, the SDJ complies with all local, state, and federal laws and has taken precautions to filter inappropriate materials so that staff and students are protected within reason; however, the District does not warrant the effectiveness of these precautions.

SDJ’s Standards of Professional Behavior serve as a foundational guide to foster and promote appropriate, prudent, and conservative use of electronic resources. District electronic resources may not be used for illegal or unlawful purposes, including, but not limited to copyright infringement, obscenity, libel, slander, fraud,

defamation, plagiarism, harassment, cheating, intimidation, forgery, impersonation, solicitation, discrimination, or political advocacy, nor may they be used for personal gain, advocacy, or promotion.

Staff are directed to never engage in offensive, disruptive, or potentially harmful communication or data sharing.

Some examples include, but are not limited to: 1. Images that are pornographic, erotic, lewd, or lascivious 2. Information, images, or instructions related to any aspect of physical harm 3. Slurs, comments or innuendoes that focus on age, gender, sex, sexual orientation, race, religious beliefs, political affiliations, national origin, or disabilities. 4. Information or images intended to frighten, intimidate, threaten, abuse, annoy, harass or bullying. 5. Any activities that invade privacy.

C. Network ID and Network Password To protect personal and professional data, all staff will be provided a network ID and password to access electronic resources. At no time, or for any reason, may staff members use another’s ID or password, or provide their ID or password to someone else. It is the responsibility of each staff member to maintain strong and confidential passwords. Should personal or professional data be compromised, the District will not be liable for any data or information that may become lost, damaged, or unavailable due for any reason. The District is not liable for losses, claims, or demands against the District, or the use of technology resources by any other party.

It is best practice to change your passwords periodically, as this helps protect your personal and private information. Passwords for your network login, Google account, etc., can be changed easily, but when they are changed, you will be required to login in again on all devices (SmartPhone, Tablet, PC, Mac, etc.). If you have questions about changing your passwords, contact your Innovation Specialist or contact a member of the IT staff.

D. Social Media Social Media are defined as, but not limited to, Internet forums, weblogs, social blogs, micro blogging, wikis, social networks, podcasts, photograph, picture, or video sharing sites, ratings and opinions, and social bookmarking.

1. Professional Use The use of social media for professional purposes is encouraged to promote student engagement, provide instructional relevance, and foster communication with students. Staff and coaches may also use social media to support school sanctioned or sponsored student activities. For school sanctioned use, faculty and staff must use their SDJ e-mail address, and link to the District’s Social Media sites. For example: A staff member or coach who wanted a professional Facebook account would create an account using their @janesville.k12.wi.us e-mail address, and then “like” the SDJ District and their School Facebook page(s). It would be similar for someone who wanted to use Twitter. As always, when using social media professionally, comments, posts, and other content must be professional in nature, age appropriate, and in compliance with all Board of Education policies and SDJ Standards of Professional Behavior.

2. Personal Use Personal use of social media on District time should be limited, and should not involve more than a trivial amount of one’s day. When using social media personally, staff and coaches are expected to exercise prudent and conservative judgment regarding posts, comments, and other content. When using social media for personal reasons, no faculty or staff member should “friend” a student for any reason.

If staff use social media on their own time, outside of work, the District will not generally regulate or monitor such conduct. However, the District may choose to monitor staff personal use of social media if (1) the staff member identifies him/herself as a District employee or coach, (2) the activities outside of work affect the staff member’s job performance or the performance of other employees and coaches, (3) the social media activities involves District students, and (4) the activity is harmful to the District’s interests.

3. General Considerations When using social media for either professional or personal use, employees and coaches need to keep in mind that they are responsible for what they publish with social media tools and should consider the following: a. Does what I am publishing represent the permanent digital footprint the District wants to portray to students, colleagues, parents, and community members?

b. Does my professional or personal use of social media with students maintain appropriate boundaries?

E. Employee Privacy Expectations When Utilizing District Electronic Resources The District reserves the right to review all data and communications and may exercise that right without notice. Staff are hereby notified that there is no implied or expressed personal or professional privacy when utilizing district electronic resources either from district assets or personal devices on the District’s wired or wireless networks. Staff must comply with all local, state, or federal laws, including all policies, administrative rules, and codes of conduct, user agreements, and any other guidelines for professional behavior, regardless of written consent. Failure to follow the procedures and prohibition listed within this document may result in the loss electronic resource access, disciplinary action, employment termination, and/or prosecution.

As a condition of use, users understand that they have no expectation of privacy in anything they create, store, send, disseminate or receive via the school district’s technology and networks. [Board Policy 6724]

3.08 Confidentiality [Board Policy 5500 and Administrative Regulation 5500.1] A. Confidentiality with Regard to Students The law and respect for our students require that student issues are only discussed with employees and parents who need to know the information.

To protect the confidentiality and proper dissemination of student records, persons who have access to such information as provided by law shall contact the school office in advance for an appointment so that a staff member is available to provide the information requested and so that assigned duties of staff members will not be interrupted.

Primary responsibility for maintaining the confidentiality of student records shall rest with the District Administrator or his/her designee.

Progress Records shall be maintained confidential except when an adult student or parent or guardian of a minor student shall, upon request, be shown and provided with a copy of such records, or as otherwise permitted by law.

B. General Reminders about Confidentiality In addition to student information, confidentiality is expected in other areas, including certain employee or District business information and information protected by HIPPA (Health Insurance Portability and

Accountability Act). HIPPA is a federal act requiring companies with group health plans to keep all medical records private.

As an SDJ employee you may be exposed to sensitive and/or confidential information and materials from time to time. Some positions require an employee to have access to confidential information on a regular basis. In these cases information or materials that would be considered confidential will be limited to those who need the information in order to fulfill professional responsibilities. Administrators and Department Managers will communicate guidelines for maintaining confidentiality consistent with the job descriptions of employees under their supervision. Subsequent to any security or confidentiality breach a thorough review of the incident will occur. Employees who are found to have disclosed confidential materials or information will face consequences that may include termination of their employment.

Standards of Professional Behavior Service - Use discretion with confidential matters. Use district materials and equipment for the intended purpose. Protect materials and equipment by storing them safely and securely.

3.09 Copyright Federal Copyright Law sets the standard for use of copyrighted print and non-print materials. Additional standards under Federal law address copyright and piracy protections for software, electronic databases, and digital technologies. The SDJ adheres to these standards; staff and students are expected to understand and to follow these standards. Duplication, distribution, transmission or performance of any copyrighted material is strictly prohibited, except under the Federal provision of "Fair Use." District employees who knowingly violate federal copyright laws will not be provided legal defense and will be indemnified only if required under State of Wisconsin Law or Administrative Rule.

Standards of Professional Behavior

Quality - Serve as a positive role model that demonstrates credibility, integrity, and fairness in all interactions.

Service - Be honest in dealing with SDJ matters. Be productive and model a strong work ethic within the workplace.

3.10 Dangerous Weapons [Board Policy 4139] No SDJ employee shall possess a firearm/dangerous weapon on school premises or at District sponsored school events except as otherwise noted.

Law enforcement officers should be contacted to help deal with a weapons situation which presents an immediate threat to safety. If the situation does not allow an opportunity to contact law enforcement officials immediately, a school staff member shall use his or her own discretion to maintain a safe environment until law enforcement officials can be summoned. Any SDJ employee violating this policy shall be referred to law enforcement officials and will be subject to disciplinary sanctions up to and including termination of employment.

Refer to Appendix E: Definition of a Dangerous Weapon.

Standards of Professional Behavior Health and Safety - Maintain a clean and safe workplace.

3.11 Diversity, Equity, and Cultural Initiatives The SDJ is focused on and committed to the broadest definition of diversity in the workplace. With the help of the District Equity Leadership Team (DELT), the SDJ will reach its full potential as an organization by utilizing the diverse pool of talents, abilities, ideas, and viewpoints of our students and employees. To that end, SDJ will provide equal employment opportunities to all qualified persons and create an organizational culture where people of diverse backgrounds, cultures, races, religions, ethnicities, and experience are fully included, valued and respected.

Standards of Professional Behavior

People - Listen to others’ thought/opinions. Be respectful with parents, students, community, and staff. Create a caring workplace where compassion and understanding are

demonstrated. Have empathy for others. Recognize differences in others. Quality - Honor individual differences and create opportunities that are adapted for diverse learners. Service - Respect cultural differences. Growth - Promote a caring atmosphere within the workplace.

Demonstrate a caring attitude witnessed by all.

3.12 Drug, Alcohol, and Tobacco Free Workplace [Board Policy 3645, 4132, 4133] A. Tobacco Use The SDJ is committed to providing a safe and healthy environment for all persons. Therefore, the use of any tobacco products, including papers used to roll cigarettes and/or the smoking of electronic, “vapor,” or other substitute forms of cigarettes, shall be prohibited in all school district buildings, on school district grounds, and in school district vehicles. Employees who violate the District’s Tobacco Use policy will be subject to normal disciplinary procedures.

B. Drugs and Alcohol-Free Workplace The SDJ is committed to maintaining a drug and alcohol-free workplace. Therefore, the District prohibits the manufacture, distribution, dispensation, possession, use of or presence under the influence of illegal drugs, controlled substances, and/or alcohol by an employee on school property, in District-owned or contracted vehicles, or while engaged in extra duty assignments or school sponsored activities, or during the work day.

Employees on duty shall not use or take prescription drugs above the level recommended by the prescribing physician and shall not use prescribed drugs for purposes other than those for which they are intended.

Employees shall not dispense prescription drugs to others while engaged in extra duty assignments or school sponsored activities or during the work day unless authorized to do so.

C. Drug and Alcohol Testing Based Upon Reasonable Suspicion Whenever the SDJ, through its administration, reasonably suspects that an employee’s work performance or on the job behavior may have been affected in any way by illegal drugs, misuse/abuse of prescription drugs, or alcohol, the employee may be required to submit to drug/alcohol testing. If an employee who is required to submit to drug/alcohol testing based upon reasonable suspicion and refuses, the employee shall be charged with insubordination and may be subject to discipline or termination.

An employee who tests positive on a reasonable suspicion test will be in violation of this policy and shall be subject to discipline up to and including termination.

Circumstances under which substance testing may be considered include, but not limited to: Observed use, possession of alcohol or illegal drugs, the sale of illegal drugs, illegal use, unauthorized dispensing of, or sale of prescription drugs; apparent physical state of impairment of motor functions; marked changes in personal behavior not attributable to other factors.

D. Operating a Motor Vehicle Employees who operate a motor vehicle requiring a Commercial Driver’s License (CDL) will abide by procedures required by the SDJ and state and federal law regarding drug and alcohol use.

E. Notification of Conviction Employees engaged in the implementation of a direct federal grant shall notify the District Administrator or his/her designee within five (5) days of their conviction for any criminal drug statute violation which occurred in the workplace. The District Administrator shall notify the appropriate federal agency of the conviction.

F. Law Enforcement Illegal drugs and/or controlled substances, drugs believed to be illegal and/or controlled substances and drug paraphernalia found on District property will be turned over to the appropriate law enforcement agency and the full cooperation given to any subsequent investigation.

Standards of Professional Behavior

Health and Safety Maintain a clean and safe workplace. Provide a safe environment for learning. Provide a safe environment for employees.

3.13 Employee Assistance Program [Board Policy 4135; Administrative Regulation 4135.1]An Employee Assistance Program (EAP) is available to regular full-time and part-time employees, their spouses, and eligible dependents. The EAP provides assistance in the early identification of problems followed by appropriate referral to professional resources. It is the intention of this program to help prevent job performance deterioration, or help the employee return to satisfactory job performances. Employees should contact the Employee Benefits Specialist for details.

Standards of Professional Behavior

People - Create a caring workplace where compassion and understanding are demonstrated. Have empathy for others. Support co-workers. Quality - Demonstrate concern for the physical, social, moral, and cognitive development of students, staff, and parents. Health and Safety - Strive to maintain/improve personal wellness to benefit SDJ.

3.14 Employee Ethical Code [Board Policy 4120]

All staff shall conduct themselves in keeping with the following code of ethics: A. Conduct business honestly, openly and with complete integrity. B. Avoid conflict of interest situations by not conducting business with a company in which he/she or any member of his/her family has a vested interest. C. District employees shall not have any direct pecuniary interest in contracts, purchase of materials, or any other transaction involving SDJ funds except as provided by law. D. Avoid preferential treatment of one outside interest group, company, or individual over another. E. Avoid using his/her position for personal gain. F. Never accept or offer illegal payment for services rendered. G. Refrain from accepting gifts, free services, or anything of value for or because of any act performed or withheld. H. Use school property only for officially authorized activities. I. Uphold the dignity and decorum of his/her position in every way. J. Strive to maintain a positive and constructive learning atmosphere for students. To facilitate this ethical expectation, it is further expected that all employees who interact with students will act in a manner consistent with the following goals: 1. Exhibit poise and self-control at all times, regardless of the level of intensity of the activity, and encourage students to do the same; 2. Convey criticism and instructions to students in a positive manner which does not demean or humiliate the student and encourages improvement; 3. Refrain from using profanity or other forms of abusive language in interactions with students; 4. Have only such limited physical contact with students as may be necessary and appropriate to the circumstances. Such contact should never include contact which may cause injury except as reasonably necessary to protect the employee and other persons, and should never include contact for the purpose of sexual gratification or contact which may be reasonably interpreted as such.

3.15 Employee Identification Badges The District shall provide all employees with an employee identification badge. Employee identification badges are an important part of employee work attire. They allow students, parents, coworkers, vendors, and the public to know who employees are. They are an important part of providing a secure environment for our students. Employees must wear their employee identification badges in a visible spot while on SDJ sites.

Standards of Professional Behavior

Health and Safety - Wear SDJ ID badge at work.

3.16 Inclement Weather A. Reporting to Work Weather conditions may prevent employees from getting to work or cause them to arrive late. Employees are expected to make every reasonable effort to report to work during inclement weather when the schools and/or the ESC Building are opened. If an employee is going to be late due to weather conditions they will need to contact their supervisor and make arrangements for a late arrival or other work arrangement.

When a “Delay of School” is announced employees are expected to report at the regular starting time or as soon as weather conditions permit.

When the SDJ announces that the schools and/or the ESC Building will be closed it is expected that employees would not report to their worksite unless requested by their supervising administrator or manager.

Employees will be granted a day off with pay for the first school closing and will not report to work unless requested by their supervising administrator or manager. If requested to report to work, he or she will be granted another work day off with pay. Exceptions to this provision would be Custodial and Maintenance staff who are expected to report to work unless notified by their supervising administrator or manager.

If schools are closed due to inclement weather for more than one day (consecutive or non-consecutive) during the school year (July 1 – June 30), arrangements will be made for time to be made up. School year staff will be scheduled to work a make-up day at a later date. Snow Reserve Days are scheduled into the calendar. The calendar is available in the Appendices Section of this Employee Handbook. Any additional dates would be determined by administration. Full year employees not reporting to work must make arrangements for the time to be made up (ex: employees can make up the time, they can use vacation or personal day(s) if applicable, or take it as dock time).

If only one (or more) building is closed, but not the entire district, staff should report to the alternate site for their building. Staff should refer to their building principal for their building’s alternate site.

B. Maintenance and Custodial Workers: Pay and Make-Up Days Maintenance and Custodial employees are required to report to work during inclement weather days unless notified by their supervising administrator or manager. It is understandable that inclement weather conditions may cause employees to arrive late for their work shift. In such cases where inclement weather prevents the employee from arriving to work on time, employees in this category must contact their supervisor. Pay will be granted only for hours worked.

If the school closing is made up on another day employees will be notified by their supervising administrator or manager which employees would be required to report to work. If the makeup day/days require an employee to work more than 40 hours in a given week he or she will be paid overtime for those hours in excess of 40 hours.

Employees called in for snow removal (other than times that they are normally scheduled to work) will receive differential pay per hour for snow removal. Snow removal/emergency differential pay is determined on an annual basis. Differential Pay Schedules are included in Appendix N of this Employee Handbook.

C. Administrators and Department Managers If inclement weather results in closure of school, Administrators and Department Managers may choose to perform regularly scheduled duties from home or take the day(s) as a personal or vacation time. With regard to “Delay of School” days all Administrators and Department Managers are expected to report to their worksite at

the regular times unless weather conditions delay their arrival in which case they should make every effort to arrive as soon as possible.

D. Professionally Licensed Staff not including Department Managers If inclement weather results in closure of school, arrangements will be made where appropriate, for time to be made up. Typically, the first snow day does not require a makeup day. If a professionally licensed staff will arrive later than the scheduled starting time for a “Delay of School” day they must phone their supervising administrator as soon as possible. Professionally licensed staff who report to school after their delayed work starting time may be subject to hourly pay docks, as permitted by the Fair Labor Standards Act (Article XI, Section 5, Subsection C-Page 14).

E. Other Staff Members Confidential Staff, Clerical Employees, Food Service Staff, Truancy Center Staff, and Study Hall Staff will be granted a day off with pay for the first school closing. Any days after that, school year employees will be required to work on the make-up day or days. Full year staff not reporting to work must make arrangements for the time to be made up (ex: employees can make up the time, they can use vacation or personal day(s) if applicable, or take it as dock time).

Standards of Professional Behavior

Health and Safety - Practice good safety habits.

Provide a safe environment for employees.

3.17 Licensure/Certification Each employee who is required to be licensed or certified by law must provide the District with a copy of the current license or certificate to be maintained in his or her personnel file. Employees are expected to know the expiration date of their license/certification and meet the requirements for re-licensure or certification in a timely manner.

3.18 Employee Dress Code The professionalism of the School District of Janesville is reflected in the appearance and professional image the employees portray. A professional image is important and requires SDJ employees to maintain standards of dress and appearance appropriate to both the organization and individual position and responsibilities. Dress, grooming, personal cleanliness and professional behavior contribute to the professional image and positive learning environment that we strive to present for our students, parents and visitors. Therefore, SDJ employees are expected to dress in professional attire to best represent our school district.

A. Appropriate Attire Examples When Representing the District Business dress is required for all employees when conducting business with the business community, attending professional or service organizations or attending outside school related appointments such as the Forward Janesville Banquet. Business dress includes: a suit, sport coat or blazer, tie, dress pants, women’s skirts or dresses and dress shoes.

B. Daily Professional Attire Examples Professional attire, business, business casual or clothing that is appropriate to the day’s activities are all acceptable. All clothing must be in good condition without tears, fraying or stains. All personnel working within schools and the administration building during normal operating or instructional hours shall dress in accordance with the following guidelines. These include but are not limited to:

1. Collared shirts; (including polo shirts and those identifying SDJ schools/departments or specific colleges and universities); turtlenecks; casual or dress slacks, including khakis and corduroys; sweaters; formal professional attire; and women’s skirts, dresses and blouses. 2. Employees shall wear shoes that provide support and protection. Athletic type shoes may be worn but must be in good condition without tears or stains. Dress sandals may also be worn.

C. Exceptions 1. Exceptions from the standard dress code will be made for employees in specialized job assignments such as Tech Ed, Art, F.A.C.E., Physical Education, Maintenance, Custodial, Food Service and employees working with very young and/or behaviorally challenged students.

2. Other exceptions may apply and will be considered on a case by case basis by the employee’s immediate supervisor. Clothing should be clean, in good repair and appropriate to the duties or activities being performed and comply with all OSHA and Health Codes.

3. Other exceptions include school spirit days, designated “casual Fridays” and extreme hot weather. These exceptions are at the discretion of the employee’s immediate supervisor.

4. ESC Staff may wear jeans during school year non-student contact days, including winter break, spring break, and conference days.

D. Inappropriate Attire Examples 1. Clothing which causes distraction within the learning or working environment is prohibited. 2. Clothing may not be ill-fitting, revealing of undergarments, provocative or ragged. 3. Clothing, jewelry and personal expressions through body art may not contain offensive comments, inappropriate illustrations, and political views or make any sexual, racial, ethnic, or religious discriminatory suggestions. 4. Blue jean clothing of any color or style, casual shorts, leggings as primary pants, flip-flops, jogging suits or sweat suits (exceptions applicable as stated above) are not considered professional attire.

E. Enforcement 1. Schools: Principals shall be responsible for enforcing the standards of professional appearance based on his/her evaluation whether an employee’s appearance adversely impacts the learning environment, school climate, work process, or the site’s image in the community. The principal shall determine the appropriateness of apparel for school building employees under these guidelines.

2. Administrative Building: Supervisors shall be responsible for enforcing the standards of professional appearance based on his/her evaluation whether an employee’s appearance adversely impacts the work site’s climate, work process, or the site’s image in the community. The supervisor shall determine the appropriateness of apparel for school building employees under these guidelines.

3. If an employee is unclear about dress and appearance guidelines, it is the employee’s responsibility to consult with his/her principal or supervisor. If an employee reports to work in questionable attire or appearance, a notification and discussion will occur with the employee to advise and counsel him or her regarding the inappropriateness of the attire. Depending upon the circumstances, the employee may also be sent home with directions to return to work in proper attire. Absence from work that results from being sent home for a violation of this policy will be unpaid. Continued or frequent departures from these guidelines will not be permitted and employees who appear for work inappropriately dressed or groomed repeatedly will be subject to disciplinary action.

Standards of Professional Behavior

3.19 PersonnelPeople Records - Have high expectations for self, students, others. [Board Policy 4150] Wear appropriate attire. All employeesGrowth have the and right Enrollment to inspect - Promote their own a personnelpositive image records of SDJ. upon request to the Director of Administrative and Human Services or his/her designee. Exceptions may include, but are not limited to:

A. Records relating to the investigation of possible criminal offenses committed by that employee. B. Letters of reference for that employee. C. Any portion of a test document, except that the employee may see a cumulative total test score for either a section of the test document or for the entire test document. D. Materials used by the employer for staff management planning, including judgments or recommendations concerning future salary increases and other wage treatments, management bonus plans, promotions and job assignments or other comments or ratings used for the employer’s planning purposes. E. Information of a personal nature about a person other that the employee if disclosure of the information would constitute a clearly unwarranted invasion of the other person’s privacy F. Records relevant to any other pending claim between the employer and the employee which may be discovered in a judicial proceeding.

An individual authorized in writing by an employee may review or collect information from the employee’s personnel file. Also, other individuals may have access to an employee’s personnel records in accordance with provisions of the Public Records Law.

Employees are asked to initial and date documents as they are inspected. If an employee requests correction or removal of any document in his/her personnel file, the correction or removal is made only with the mutual agreement of the employee and the Director of Administrative and Human Services or his/her designee. If an agreement cannot be reached the employee may submit a written statement to be attached to the disputed document.

Personnel records will be made available for inspection in the district’s Administrative and Human Services Office during regular working hours.

3.20 Political Activity [Board Policy 1311] Employees may exercise the rights and privileges of any citizen in matters of a political nature consistent with the following restrictions:

A. No school employee shall, (1) in the presence of any student, and (2) during hours for which pay is received or while the employee is otherwise acting within the scope of their employment, engage in any activity for the solicitation, promotion, election, or defeat of any referendum, candidate for public office, legislation, or political action. When not engaged in the performance of their duties (e.g., during designated break periods) and when no students are present, employees who are at a work location may engage in private conversations with non- students or in other personal activities that address, for example, political topics.

B. During established hours of employment or while an employee is engaged in his/her official duties, no employee or other person may solicit or receive from any employee any contribution or service for any political purpose, where a “political purpose” includes an act done for the purpose of influencing the election or nomination for

election of a person to office. Furthermore, no person may enter any District building, office or facility in order to request, make or receive a contribution for a political purpose.

C. No school employee shall use in any way the classrooms, buildings, or pupils for the purpose of solicitation, promotion, election, or defeat of any referendum, candidate for public office, legislation, or political action. This provision does not apply to use of District facilities by employees for events or activities that are not within their scope of employment and that are held pursuant to the District’s policies regarding facilities use by third parties.

D. No school employee shall make use of school equipment or materials for the purpose of solicitation, promotion, election, or defeat of any referendum, candidate for public office, legislation, or political action.

3.21 Workplace Safety It is important to the well-being of our students, employees, and visitors that all employees conform to basic workplace safety provisions and to be familiar with building procedures in the event of any emergency such as fire, tornado, intruders, etc. Employees shall report unsafe conditions or practices to their supervisor immediately.

A. Everyday Safety It is impossible to provide detailed standards that apply to all situations that might arise. Minimum standards are presented below for the most common situations with the understanding that additional protection must be provided where special conditions and hazards exist. In addition, specific employee job responsibilities require their own set of safety awareness and standards. Supervisors are the best source of knowledge for safety standards related to particular job duties. 1. Work areas should be kept clean and orderly to maximize safety. 2. Walk up and down stairs one at a time and always use caution. If a railing is available, use it! 3. Be alert for tripping and slipping hazards. 4. Do not move so fast that you cannot stop without causing an accident should someone unexpectedly step in front of you. 5. When using electrical equipment, make sure it is plugged into a grounded outlet. 6. See that electrical cords are not in the way of your work and are in good repair. 7. Do not attempt to operate equipment you do not understand. 8. Emergency exits must be kept clear at all times. 9. Never place anything on or in front of fire extinguishers, electrical panels, and/or fire doors. 10. Use a proper height ladder or stool, not a box, desk or chair, to reach high places and avoid, if possible, carrying material up or down ladders. 11. Put light items on higher shelves. 12. Never pour flammable liquids down drains or sewers.

B. Emergency Procedures Emergency drills are staged regularly in each SDJ building. During these drills every staff member must participate in the drill and follow proper procedures.

At least once each year the building administrator will meet to update staff regarding procedures for emergencies. All employees should make themselves aware of the flipcharts in each room and become familiar with specific incidents, their role in a crisis, and what action needs to take place.

C. Fire Safety Fire safety is an essential element of having a safe working environment. Employees are responsible to know the following: 1. Location of fire alarms;

2. Location of fire extinguishers; 3. Evacuation routes; and 4. Whom to notify in case of fire. Employees need to take precautions to prevent fires from occurring. In the event of a fire, the most important task is to sound the alarm and clear the building. Employees should not risk their safety in fighting fires.

D. Tornado In the case of a Tornado Watch (weather conditions exist which could create a tornado) or Tornado Warning (a tornado has been sighted) employees should respond to the building’s alarm for tornado and seek shelter in the designated area immediately. Employees may resume normal activities when the all clear signal has been activated.

E. Notification of Safety and Health Standards Wisconsin Statute § 101.055 requires the Wisconsin Department of Safety and Professional Services to adopt and enforce safety and health standards that will provide protection to public employees at least equal to that provided to private sector employees under standards promulgated by federal Occupational Safety and Health Administration (OSHA). A District employee who believes that a safety or health standard is being violated, or that a situation exists which poses a recognized hazard likely to cause death or serious physical harm, may request the District to conduct an internal review of the matter. Furthermore the employee may request the Wisconsin Department of Safety and Professional Services to conduct an inspection.

The District shall not discriminate against or discharge any employee for exercising any right afforded by this section. An employee may file a grievance under Part I, Section 5 of this Handbook.

F. Other Workplace Safety Considerations Refer to the following Sections for other workplace safety considerations: 3.03 Accidents and Incident Reports 3.10 Dangerous Weapons 3.12 Drug, Alcohol, and Tobacco Free Workplace 3.15 Employee Identification Badges 3.16 Inclement Weather 3.23 Violence/Bullying in the Workplace

Standards of Professional Behavior

Maintain a Clean and Safe Workplace Use district equipment properly and practice good safety habits. Emergency Responders will maintain current First Aide, CPR/AED certification. Wear a seat belt when driving a school vehicle or using their own vehicle on work time. Immediately report accidents that occur at work. Strive to maintain/improve personal wellness to benefit SDJ. Follow district/building safety procedures. Use district resources and supplies efficiently. Take proper care of equipment. Provide a safe environment for learning. Provide a safe environment for employees. Wear SDJ Identification Badges at work. Report unsafe conditions/people. Use District provided personal protective equipment.

3.22 Work Schedules, Hours of Work, and Overtime A. Work Schedules; Hours of Work Work schedules for employees vary throughout the district. Scheduled hours of work are set by the Human Resource Department under the advisory of administration and department managers. Administration and department managers or their designee(s) will inform employees of their individual work schedules. B. Overtime Whenever possible it is best to provide a normal scheduled work day and work week for employees. However, from time to time it is necessary to schedule work beyond the normally scheduled work day or work week.

Employees whose job duties qualify them for overtime compensation under the Fair Labor Standards Act (FLSA) will receive 1) time and one half compensation for each hour worked over 40 in a work week or 2) compensatory time taken within the same pay period as allowed by law.

Employees who are considered to be expempt are ineligible for overtime payments.

Employees eligible for overtime shall be paid at one and one-half time their regular hourly rate of pay for all hours physically worked in excess of 40 hours per week. Holidays, vacation, or any other time offwhether paid or unpaidshall not count toward determining overtime. For the purposes of overtime, a work week runs from Sunday through Saturday.

The process of scheduling overtime will be determined on a department or division basis. Employees should contact their supervisors to learn how overtime is assigned within their department or unit. An Administrator or Department Manager may, at his/her discretion, rearrange an employee’s schedule to eliminate any overtime liability for the workweek. Employees who work overtime without specific authorization from an administrator or manager will be subject to discipline, up to and including discharge.

Standards of Professional Behavior Finance - Use time, supplies, and resources effectively.

3.23 Violence/Bullying in the Workplace A. Violent Behavior Violent behavior of any kind or threats of workplace violence/bullying, either direct or implied are prohibited on District property and at District sponsored events. The District will not tolerate such conduct in its employees, former employees, contractors, or visitors. An employee who violates this policy may be subject to disciplinary action up to and including termination and may also be referred to law enforcement.

B. Definitions as used under this Section 1. Workplace Violence: Behavior in which an employee, former employee, contractor or visitor to a workplace inflicts or threatens to inflict damage to property, serious harm, injury or death to others at the District or under the direct supervision of the District.

2. Threat: A communicated intent to inflict physical or other harm on any person or property.

3. Intimidation: Behavior or communication that comprises coercion, extortion, duress or putting in fear.

4. Court Order: An order by a Court that specifies and/or restricts the behavior of an individual. Court Orders may be issued in matters involving domestic violence, stalking or harassment, among other types of protective orders, including temporary restraining orders.

C. Prohibited Behavior Examples of behavior that are prohibited under this policy include, but are not limited to: 1. Assault or battery. 2. Blatant or intentional disregard for the safety or well-being of others. 3. Commission of a violent felony or misdemeanor. 4. Dangerous or threatening horseplay or roughhousing. 5. Direct threats or physical intimidation. 6. Loud, disruptive, profane or obscene language or gestures that are clearly not part of the typical school district learning environment. 7. Physical restraint, confinement. 8. Possession of weapons of any kind on District property [please see section 3.10]. 9. Stalking. 10. Any other act that a reasonable person would perceive as constituting a threat of violence.

D. Reporting Procedure An employee, who is the victim of violence, believes he/she has been threatened with violence, or witnesses an act or threat of violence towards anyone else shall take the following steps: 1. If an emergency exists and the situation is one of immediate danger, the employee shall contact the local law enforcement by dialing 9-1-1, and may take whatever emergency steps are available and appropriate to protect him/herself from immediate harm, such as leaving the area. 2. If the situation is not one of immediate danger, the employee shall report the incident to his or her immediate supervisor or his/her designee as soon as possible. 3. An employee who has received a court order against an individual, who may impact the employee at work [e.g. verbal or physical contact or proximity has been prohibited or restricted], shall immediately supply a copy of the signed order to his/her supervisor. The supervisor shall provide copies to the other appropriate supervisors and inform other employees on an as-needed basis.

E. Investigation and Investigation Findings The District will investigate all complaints filed and may investigate in other situations where no complaint was filed but was brought to the District’s attention. Retaliation against a person who makes a good-faith complaint regarding violent behavior or threats of violence made to him/her is also prohibited.

In appropriate circumstances, the District will inform the reporting individual of the results of the investigation. To the extent possible, the District will maintain the confidentiality of the reporting employee and the investigation, but may need to disclose results in appropriate circumstances; (e.g., in order to protect individual safety or to conduct an adequate investigation).

Standards of Professional Behavior

Health and Safety - Provide a safe environment for learning. Provide a safe environment for employees.

3.24 Required Vehicle Use by Employee Any employee whose job requires them to use their own vehicle for job related purposes needs to have a valid driver's license and proof of current insurance coverage. Employees who regularly drive their vehicle for job related purposes, including those employees who work in multiple SDJ building sites, must provide a copy of their driver's license and proof of current insurance coverage to the Administrative and Human Services Department.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 4: TRAINING AND DEVELOPMENT

4.01 Beliefs and Purpose The SDJ Training and Development opportunities rest on the commitment to Purpose, Worthwhile Work and Making a Difference and to the belief that the good always wants to get better. To that end the SDJ Training and Development opportunities seeks to engage all employees on a quest for excellence; help all employees connect their actions to how they make a difference and serve an important purpose in the District; and to direct employees to focus on actions that will have the greatest impact to getting and sustaining results. The purpose of the SDJ Training and Development is to improve individual, team, and organizational capacities in the specific areas of service, leadership, culture, and technology; as well as increase competency in the performance of assigned duties.

4.02 Types of Activities SDJ uses a variety of activities to train and develop individuals and teams. These methods include, but are not limited to: A. New Employee Orientations B. On the Job Training and Work Shadowing C. On Line Learning D. Coaching and Mentoring E. Job Rotation and Cross Training F. In-Services, Seminars, or Workshops G. Attendance at state, regional, national, or international conferences H. Visits to other classrooms, schools, districts or other institutions or businesses I. Formal Study J. Individual study, small and large group meetings, one-to-one conferences.

4.03 Expertise of Others Whenever possible, training and development activities will draw on the expertise of the SDJ staff. This method allows for more direct and relevant application of knowledge and skills. It is also a way for the SDJ to recognize and reward high performing employees.

4.04 Expectations An employee’s performance review is the primary process for recognizing and planning training and development at the individual level. SDJ expects that employees will keep abreast of developments within their own area of expertise, keep all certifications current, and participate in their own development throughout their employment with SDJ. This implies that all employees will take an active role in planning their own personal development, participating in required trainings, and engaging in any training and development evaluation processes. Employees can expect that their supervisors will provide support and guidance in relation to the training and development of 41

those reporting to them, particularly in relation to the identification of training and development needs of individuals, teams, and departments.

Should an employee lack the knowledge, the skill or the ability to such an extent that they cannot carry out his/her duties to the standard required, training and development may be provided in an attempt to improve performance.

The SDJ will monitor and evaluate training and development activity so as to continually improve the program and the participation of SDJ employees.

4.05 Time Allocation for Training and Development Release time during regular work times and days when school is in session is increasingly difficult; however, whenever it is possible training and development activities that are required by SDJ will usually take place during work time with employee’s receiving their regular pay during the activity. In these cases, substitutes or other work coverage will be furnished if needed. Training and development activities that are encouraged but not required may take place during work time or other time outside of usual patterns of work with supervisor approval. Supervisors will work closely with employees to arrange for any substitutes or other work coverage.

Standards of Professional Behavior

People - Have high expectations for self, students, and others. Quality - Honor individual differences and create opportunities that are adapted for diverse learners. Demonstrate concern for the physical, social, moral, and cognitive development of students, staff, and parents. Actively collaborate with SDJ staff to promote the implementation of District goals. Apply information, knowledge, and concepts through a relevant, challenging and comprehensive curriculum. Support district teaching and learning goals. Service - Assist others in learning new strategies/skills to improve work performance. Show cooperation in all aspects of my job.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 5: GRIEVANCE PROCEDURE

5.01 Grievance Procedure The purpose of this Section is to provide for an internal method for resolving grievances related to discipline, workplace safety, and termination. A determined effort shall be made to settle any grievance at the lowest possible level in the grievance procedure.

This Employee Grievance Policy and Procedure, as currently drafted, conforms to the requirements of state statutes. Future legislation may eliminate the obligation to adopt such a policy and procedure and/or may modify the requirements for such policy and procedure.

This Employee Grievance Policy and Procedure is intended to apply to all school district employees. Information is available in Appendix F: Grievance Procedure and Form.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 6: OPERATIONAL REVIEW: CORRECTIVE ACTION/REMEDIATION PLAN, DISCIPLINE AND TERMINATION 6.00 Introduction Below are the steps in the School District of Janesville’s Operational Review which is used to improve or prevent a recurrence of performance issues and/or unacceptable behaviors.

6.01 Remediation for Performance Performance issues will be addressed initially through training, support, and follow up to provide verification that the employee has the knowledge, skills, ability, equipment, and resources to perform up to expected standards. During a remediation plan cycle, the supervisor will review the employee’s ability to perform the job at an effective level. If the remediation does not result in improved performance the employee may be reassigned, non-renewed, or terminated.

If it is determined that the performance deficiency is due to lack of effort or poor attitude, then corrective action for unacceptable behavior/misconduct will be implemented.

6.02 Corrective Action for Unacceptable Behaviors Corrective action is a process for dealing with job-related behavior that does not meet expected and communicated professional behavior standards and behavior expectations as defined by the SDJ’s Standards of Professional Behaviors (see Appendix J) and Board Policies. The primary purpose of a corrective action process is to assist the employee to understand that a problem or opportunity for improvement exists. With approval from the Director of Administrative Services or their designee, corrective action steps may be combined or skipped and the District may terminate an employee at any time, with or without notice or reason.

Step 1: Verbal Warning - This is usually a scheduled meeting with an employee and their supervising administrator or manager. At this meeting the supervisor will bring attention to the existing conduct, attendance or other issue. Expectations will be communicated. A verification of meeting attendance and that a verbal warning communication took place will be signed by the employee and the supervisor. This documentation will be dated and kept by the supervisor.

Step 2: Written Warning - A written warning is a formal documentation of any unacceptable behavior. A written warning will be placed in an employee’s file. For a serious rule infraction or unacceptable behavior, a written warning may be used as the first disciplinary step. Warnings of all types can accumulate toward the level of consequence for discipline.

Step 3: Suspension(s) - The conduct, attendance or other issue may be so problematic and harmful that the most effective action may be the temporary removal of the employee from the workplace. Suspensions can also be used as part of the corrective action process. Depending upon the seriousness of the infraction, the employee may be suspended without pay in full day increments consistent with federal, state and local wage hour employment laws.

Employees may not substitute or use paid vacation, sick days, personal days or other paid leaves in lieu of the unpaid suspension. Suspension time is dependent upon the circumstances of the situation.

Step 4: Recommendation for Termination of Employment - The last and most serious step in the corrective action process is a recommendation to terminate the employment.

The supervisor will recommend termination to the Director of Administrative and Human Services or his/her designee.

6.03 Termination Upon receipt of a recommendation for termination, the Director of Administrative and Human Services will evaluate the information and make a final recommendation on employment termination.

All district employees may be terminated without prior notice or disciplinary action.

6.04 Grievance Process Employees may grieve certain decisions using guidelines found in Part I, Section 5 of this Employee Handbook.

6.05 Illegal Behavior Behavior that may be illegal may be reported to local law enforcement.

6.06 Documentation The employee will be provided copies of all corrective action documentation. Copies will also be placed in the employee’s official personnel file.

6.07 Representation In the event an employee is called to a meeting with representatives of the District for the purpose of issuing discipline or discharge, or for the purpose of investigating circumstances which may lead to discipline or discharge, the District shall advise the employee of his or her right to representation prior to the meeting if the employee is a paying member of the JEA or AFSCME. It is up to the employee to contact their representative through the JEA or AFSCME.

In the event the employee chooses to have representation, the meeting may be delayed, at the discretion of the District for a reasonable period of time, until appropriate representation may be obtained. Nothing in this provision shall prevent the District from removing an employee from the work place if immediate action is required.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 7: PAYROLL

7.01 Payroll Checks [Board Policy 4241 & Administrative Regulation 4241.1] It is the responsibility of each staff member to immediately call to the attention of the Administrative and Human Services office any errors or discrepancies which may occur on any payroll item.

7.02 Time Sheets Employees who are required to use time sheets must fill one out for each week of work. Time sheets must be approved by the appropriate supervisor before payment is paid. Each employee is responsible for his or her own time sheet.

7.03 Paycheck Issuance Dates [Administrative Regulation 4241.1] Paychecks for all employees are issued on the 10th and 25th of each month or the nearest preceding day if the 10th or 25th fall on a Saturday or Sunday.

In September, employees submitting time sheets will be paid on September 25th only. Thereafter, employees submitting time sheets will be paid on the 10th and 25th of each month.

7.04 Direct Deposit All employees shall participate in a payroll direct deposit plan. Direct Deposit statements are paperless and employees may view their statements through Skyward Employee Access. Direct deposit changes may be made at any time by contacting the District Payroll Supervisor.

7.05 Yearly Contractual Salary Installments Employees not on time sheets scheduled to work the school year must submit a Choice of Payment form requesting salary installments to be paid out on a twenty-four (24) payroll payment cycle. If no request is made, employee will default to the twenty (20) payroll payment cycle. Such requests shall be submitted to the Administrative and Human Resource Department no later than July 1st of each year.

All school year employees covered under this provision shall have their wages annualized based upon the number of hours worked per day, annual number of days worked, current wage/salary rate, and number of payrolls in accordance with the current payroll issuance dates.

All employees scheduled to work the calendar year will be placed on the twenty-four (24) payroll payment cycle.

7.06 Payroll Deductions The Board authorizes voluntary deductions including, but not limited to: A. Employee Contribution to Health, Dental, and Prescription Drug Coverage B. Tax Sheltered Annuities (403b, 457, Roth) C. Voluntary Vision Insurance D. Voluntary Term Life Insurance

E. Voluntary Short Term Disability F. Janesville Athletic Club G. Educational Employees Credit Union H. United Way I. Cancer Care (Grandfathered Employees Only) J. Universal Life (Grandfathered Employees Only)

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 8: COMPENSATION AND EXPENSE REIMBURSEMENT

8.01 Compensation and Expense Reimbursement SDJ shall reimburse employees an amount equal to the Internal Revenue Service (IRS) business travel rate per mile to each employee required by the District to drive his or her personal vehicle during the course of performing duties for the District.

Employees will not be reimbursed for expenses made on their personal credit cards. Use of personal credit cards for District expenses is discouraged.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 9: WORKER’S COMPENSATION

9.01 Worker’s Compensation All employees shall be covered by Worker’s Compensation Insurance. Any employee who is injured on the job shall report the injury to the District office prior to seeking medical attention, if at all possible. In the event of an emergency, the employee shall notify his/her immediate supervisor within twenty-four (24) hours after the occurrence of the injury or as soon as practicable. All employees who are injured on the job must complete a First Report of Injury form within twenty-four (24) hours of the occurrence of the injury. Employees shall comply with any accident/injury reporting procedures established by the School District of Janesville and/or its worker’s compensation insurer.

A. The District utilizes administrative protocols pertaining to appropriate early return-to-work (RTW) and/or temporary duty assignments.

B. The District may use its discretion in the course of administering its procedures and policies related to worker’s compensation matters, including, but not limited to, the offer of RTW and/or temporary duty assignments and the requirement for an employee to undergo a “Fit for Duty” examination prior to returning to work.

9.02 Benefits While on Worker’s Compensation Leave A. No other leaves will be applied to the worker’s compensation leave, with the exception of FMLA benefits, as applicable. The employee, subject to the rules and regulations of the worker’s compensation and disability insurance carriers, and those of the School District of Janesville, may be eligible for short and/or long-term disability leave.

B. An employee who is required to lose time from work due to an injury or illness, which is covered by the Wisconsin worker’s compensation law, may supplement the amount of compensation the employee receives under worker’s compensation by a pro rata amount from his/her available paid time off. The supplementary pay from available paid time off plus the amount of worker’s compensation shall not exceed the current normal earnings of the employee.

C. If the employee chooses to supplement worker’s compensation and is eligible and covered under the Board’s group insurance plans, the Board will continue to pay the Board’s share, if any, of the premiums in effect for health, drug, dental and/or life insurance for the period of time during which the employee is absent because of temporary disability. Up to a maximum of three (3) months of paid insurance will be available in any twelve (12) month period. If the leave begins after the 15th calendar day of any month, it will not count as one (1) of the three (3) months. If a school year employee is on temporary disability when the school year ends and continues on leave when the next school year begins, the months of June, July and August are counted toward the three (3) months.

9.03 Injuries Not Covered by Worker’s Compensation Some types of injuries suffered while at work may not be covered by worker’s compensation insurance. Examples of non-covered injuries suffered at work may include, but are not limited by enumeration to, the following: A. Injuries sustained because of a self-inflicted wound; B. Injuries sustained because of an employee’s horseplay C. Injuries sustained while an employee does an activity of a strictly private nature; or D. Injuries not arising out of your employment.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 10: LEAVES

10.00 Introduction The SDJ provides paid and unpaid leaves to employees. Employees may be eligible for paid leaves for personal or family illness, injury, serious health condition, quarantine, medical or dental appointments that cannot be scheduled outside of the employee’s regularly scheduled work hours. Paid leave is also available for funeral (family and non- family), jury duty, adoption of a child(ren), and personal leave. Employees may be eligible for paid vacation and holiday leave.

Employees may be eligible for unpaid leaves for teacher exchange programs, “chance of a lifetime” event, professional leaves, public service, sabbaticals, uniformed service, and emergency leaves.

10.01 Paid Time Off [Board Policy 4251 & Administrative Regulation 4251.1] A. Paid Time Off Allotments The following chart shows paid time off and funeral/religious observance leave days for each staff group. Paid time off Personal Leave (Family and (Included in sick Personal leave days) Funeral/Religious Group combined)* Observance** Teachers/Licensed Staff School Year 10 2 4** Classified School Year 10 2 4** Confidential Calendar Year 12 2 4** Classified Calendar Year 12 2 4** Support Staff Calendar Year 12 2 4** High School Assistant Principals 12 2 4** Middle School Principals 12 2 4** Middle School Assistant Principals 12 2 4** Elementary School Principals 12 2 4** Administrators / Coordinators 12 2 4**

*Paid time off includes: personal illness days, family illness days and personal leave days. A maximum of 2 days per school year can be used for personal leave days. Any days used that exceed the allocated amount (10 or 12 days) per school year will be docked unless such time has been approved under FMLA and the employee has paid time off banked from prior school years (see Accumulated Paid Time Off below and Unpaid Paid Time Off in Employee Handbook).

**Funeral/religious observance leave has a maximum of up to 4 days per occurrence. If more than 4 days is needed for one occurrence, any days beyond 4 in one occurrence are docked. If additional funeral occurrences happen and the original 4 days have been used, employee must use available paid time off or vacation (if applicable), but still may not be paid for more than 4 days per additional occurrence.

Accumulated Paid Time Off: Unused accumulated paid time off will be banked and can be used for purposes of FMLA leave or an approved non-FMLA medical leave only. Banked paid time off will be used in a "last in, first used" manner.

Absences due to reasons described in this section that exceed the employee’s available paid time off per year (10 or 12 days) will be unpaid. Employees who show a pattern of exceeding available paid time off that is not covered under FMLA, non-FMLA medical leave, or approved accommodation under ADA guidelines may have their paid time off use reviewed and monitored. Disciplinary action may be taken up to and including termination for continued patterns of exceeding available paid time off. See unpaid sick leave in Section 10.01 E.

B. Paid Time Off Use The following definitions apply to this section:

1. Serious health condition means a disabling physical or mental illness, injury, impairment or condition involving: 1) inpatient care in a hospital, nursing home, or hospice; 2) outpatient care that requires continuing treatment or supervision by a health care provider.

2. Quarantine means a separation of individuals exposed to an infection or health risk but not yet ill from others who have been exposed.

3. Family includes spouse, parents, step-parents, grandparents, sons or daughters, stepchildren, brothers or sisters, grandchildren, father or mother-in-law, sister or brother-in-law, daughter or son in-law, foster parent, legal guardian of the employee or employee’s spouse, foster child, domestic partner, or a legal ward who is under 18 or who is over 18 but is unable to care for himself or herself because of a serious health condition.

Paid time off shall be paid for the following:

1. Personal or family illness, injury or serious health condition.

2. Medical or dental appointments that cannot be scheduled outside of the employee’s regularly scheduled work hours.

Employees shall make every effort to have personal/family doctor or dentist appointments during off-working hours. If employees must see a doctor or dentist during working hours, they may use partial paid time off days.

Employees may be required to present a certificate that is authorized by a medical or dental professional to his/her supervising administrator or manager stating time and date of the appointment upon returning to work.

Use of paid time off shall apply to new employees starting the first day of his/her employment or contact, whichever is applicable. Any new employees will be granted paid time off on a pro-rata basis consistent with their fractional employment status. In the event new employees report for work later than the first day of their employment or contract, the paid time off and absence benefits shall begin on that day and shall be pro-rated for the remainder of the year.

Ongoing employees will be able to use their current year’s sick leave days prior to earning them.

Paid time off can be used in increments from quarter hours to full days. Days are defined by the employee’s regularly scheduled hours of work.

C. Reporting Procedures-Doctor’s Certificate Employees will be required to give notice of paid time off to their supervising administrator or manager prior to the paid time off, or as soon as possible.

Specific guidelines will be provided to employees from the supervising administrator or manager as to the communication process required for such notification.

If the paid time off absence is for consecutive days, employees shall provide their supervising administrator or manager the probable date of return and may be required to provide proof of illness by a statement from a physician or other care provider.

D. Sick Leave Accumulation Sick Leave Accumulated Prior to July 1, 2015 Applicable Only for Employees Who Were Hired and Began Work Prior to July 1, 2015

Sick Leave accumulated prior to July 1, 2015 can be used for reasons of FMLA or approved non-FMLA medical leave of absence only. There is a one time, no cap, on sick leave earned and accumulated between July 1, 2014 and June 30, 2015. Sick time that exceeded the annual accrued caps prior to July 1, 2014 are not counted. Any sick leave prior to July 1, 2015 remaining at the time an eligible employee early retires from the District will be used to extend their early retiree health insurance benefit only. This accrued sick leave is calculated at a rate of $147 per day. 1 day is equal to 8 hours. The total dollar amount calculated will be converted for additional months of health insurance based on the current rate of the health plan chosen by the retiree at the time of their early retirement from the District. This procedure is put into place beginning July 1, 2015. Any employee leaving the District or retiring from the District prior to July 1, 2015 will have sick leave accrual procedures using the process in place as of July 1, 2014.

See Appendix O – Early Retirement Benefits.

Sick Leave Accumulated On or After July 1, 2015 All Employees Sick leave accumulated on or after July 1, 2015 can be used for reasons of FMLA or approved non-FMLA medical leave of absence only. There is no cap on sick leave accumulated after July 1, 2015.

Any sick leave remaining at the time an eligible employee early retires from the District shall be used to extend their early retiree health insurance benefit. This accrued sick leave is calculated at a rate of $147 per day. 1 day is equal to 8 hours. The total dollar amount calculated will be converted for additional months of health insurance based on the current rate of the health plan chosen by the retiree at the time of their early retirement from the District.

Eligible employees who become eligible to retire on or after July 1, 2018 and do not need the additional months of coverage for purposes of extending early retirement to age 65 or Medicare eligible date, will have their accrued sick leave calculated at the rate of $147 per day and will apply towards a tax sheltered account at the time of separation of employment.

Any full-time employee (7.0 hours or more) who has 10 or more years of consecutive, full time service, immediately prior to separation, who does not qualify for retirement benefits, will be eligible for sick leave conversion at a calculation of 1 day equal to 8 hours. This amount will be converted at a rate of $147 per day and will apply towards a tax sheltered account upon separation of employment.

Part-time employees (less than 7.0 hours) or non-regular employees are not eligible for accrued sick leave benefit at the time of separation of employment.

E. Unpaid Sick Leave Absences due to reasons described in this section that exceed the employee’s available paid time off per year (10 or 12 days) will be unpaid. Employees who show a pattern of exceeding available paid time off that is not covered under FMLA, non-FMLA medical leave, or approved accommodation under ADA guidelines may have their paid time off use reviewed and monitored. Disciplinary action may be taken up to and including termination for continued patterns of exceeding available paid time off.

F. Holidays during Sick Leave When a holiday falls in the period that an employee is off on paid time off, there shall be no deduction from the employee's accumulation of paid time off days for that day and that employee shall receive holiday pay provided the employee is eligible for such benefit. If the paid time off is unpaid, the holiday will be unpaid.

G. FMLA and Non-FMLA Medical Leave The District provides leave in compliance with state and federal Family and Medical Leave laws. Any other leaves of absence provided under District policies run concurrently with any leaves taken under state or federal Family and Medical Leave Laws.

Employees are encouraged to contact the District’s Office of Administrative and Human Resource for information regarding eligibility for FMLA or refer to Part I Section 2.03 of this Employee Handbook for more information on FMLA.

SDJ provides medical leaves of absence without pay to eligible employees who are temporarily unable to work due to a serious health condition or disability and who have applied for but do not qualify for leave under the Family Medical Leave Act (FMLA). For purposes of this policy, serious health conditions or disabilities include inpatient care in a hospital, hospice, or residential medical care facility; and continuing treatment by a health care provider.

Employees in the following employment classifications are eligible to request medical leave as described in this policy: * Regular full-time employees

* Regular part-time employees

Eligible employees should make requests for medical leave to the Benefits Department at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events. In order to request leave, employees should complete the form in Appendix N of this Employee Handbook (Affidavit and Application for Medical Leave of Absence) and return it to the Benefits Department.

A health care provider's statement must be submitted verifying the need for medical leave and its beginning and expected ending dates. Any changes in this information should be promptly reported to the Benefits Department. Employees returning from a consecutive medical leave must submit a health care provider's verification of their fitness to return to work.

Eligible employees are normally granted leave for the period of the disability, up to a maximum of 6 weeks within any school year. Any combination of medical leave and family leave may not exceed this maximum limit. If the initial period of approved absence proves insufficient, consideration will be given to a request for an extension. 54

Employees who sustain work-related injuries are eligible for a medical leave of absence for the period of disability in accordance with all applicable laws covering occupational disabilities.

Subject to the terms, conditions, and limitations of the applicable plans, the SDJ will continue to provide health insurance benefits for the full period of the approved medical leave.

So that an employee's return to work can be properly scheduled, an employee on medical leave is requested to provide the Benefits Department with at least two weeks advance notice of the date the employee intends to return to work. When a medical leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.

If an employee fails to return to work on the agreed upon return date, and has not provided a request for extension, the SDJ will assume that the employee has resigned.

See Appendix O: Affidavit and Application for Medical Leave of Absence.

Employees are responsible for paying their portion of the health care premium during a non-FMLA medical leave. Should the employee exhaust all accumulated sick days while still on a non-FMLA medical leave, the District will continue paying the benefit premiums up to a maximum of three (3) months. Thereafter, the employee will be responsible for the full premium up to the end of their non-FMLA medical leave. If the employee is unable to return to work at the end of the medical leave, it is assumed that they have resigned from their position.

H. Paid Time Off and Voluntary Termination of Employment Should an employee voluntarily terminate their employment with the SDJ and have used more paid time off than earned on a pro rata basis, the SDJ is authorized to withhold from the employee’s last check such sum as may be due to the Board for the use of sick leave in excess of the paid time off the employee has earned.

I. Work Related Injury or Illness Employees who are required to lose time from work because of a work-related injury or illness may elect one of the following methods of compensation: 1. Worker’s Compensation payment only. 2. Use of available paid time off, but no Worker’s compensation. 3. Supplement the amount the employee received under Worker’s Compensation by using available and accrued paid time off.

See Part I Section 9 of this Employee Handbook for information regarding Worker’s Compensation.

10.03 Personal Leave A. Personal Leave Allotments Each regular employee shall be able to use 2 personal days annually out of their paid time off benefit. A “day” for the purpose of personal leave is equal to the employee’s regularly scheduled hours of work.

B. Personal Leave Use and Notification Personal leave may be granted without regard to justification. To protect SDJ’s workload and service to students, a written notification must be submitted to the employee’s supervising administrator or manager no less than two (2) working days in advance of the date of the requested leave. Once received, the request will be

reviewed and notification of approval or denial will be given to the employee. An employee may be subject to discipline if he/she takes a personal leave without receiving notification of approval.

The exception to the above notification and approval process is when a personal leave is being used for an emergency. In case of emergency, the employee may be required to provide proof of emergency to the employee’s supervising administrator or manager.

Personal leave cannot be used to participate in activities designed to embarrass or discredit the District.

Personal leave requests may be subject to restrictions including, but not limited to, District assigned Blackout Days and days when school is in session immediately preceding or following a holiday. If an employee’s supervising administrator or manager approves a personal leave day on a District assigned Blackout Day, the employee’s pay will be docked with no exception; however the day will not count against the employee’s Personal Leave/Sick Leave allotment. Personal Leave may only be taken when an employee has the time available in their ‘Paid Time Off’ (10.01). If an employee does not have time available, the request will be denied. Employees may not take Personal Leave as unpaid when Paid Time Off is not available. See Appendix L for a calendar of District assigned Blackout Days.

Each building and/or department will develop and communicate a maximum number of personal leave days which may be approved on any given work day.

Personal Leave can be taken as a full or half day.

C. Personal Leave Accumulation Personal leave not used in a year will be accrued as paid time off the following year.

10.04 Paid Holidays Eligible employees will receive compensation for identified holidays based on their normal day’s wage or per diem salary. See Appendix G: Paid Holidays for a schedule of paid holidays.

To be eligible for the holiday pay, the employee must work the full shift/ full day on their last scheduled work day before the holiday and their first scheduled work day following the holiday to qualify for payment of such holiday, unless the employee is on an approved leave with pay.

If any of the specified holidays fall on a Saturday or Sunday, employees shall receive another day off during the week as specified by their calendar.

If any paid holiday becomes a scheduled work day, the earned holiday will be added to the employee’s annual vacation or converted to a personal day subject to the District’s regulations guiding vacation and personal day use.

If an authorized holiday falls within an employee’s paid vacation period that day shall not count as a vacation day.

10.05 Paid Vacation The SDJ provides regular twelve (12) month employees with paid vacation days in the amount equal to their usual rate of daily pay according to an established schedule. See Appendix H: Schedule of Paid Vacation.

Eligible employees will be granted paid vacation benefits as of July 1st of each year based on the length of continuous service to the District.

Any employee hired into a full year position on or after July 1, 2013 (and who is eligible for vacation) will be granted paid vacation benefits as of July 1 of each year based on the length of continuous service to the District. Any new twelve (12) month employee with less than one year (July 1 through June 30) of continuous employment will be granted vacation with pay on a pro-rata basis consistent with their fractional employment status. Any employee hired into a full year position prior to July 1, 2013 will earn vacation during an employment year (July 1 through June 30) to be used during the following year (July 1 through June 30) If a full year employee’s hours change from one year to the next, that employee will be allocated vacation based on the hours worked during the year in which it was earned.

Should an employee voluntarily terminate their employment with the SDJ and have used more vacation time than earned on a pro rata basis, the SDJ is authorized to withhold from the employee's last check such sum as may be due to the Board for the use of vacation time in excess of the vacation time the employee has earned.

A. Requesting and Scheduling Vacation Employees shall be allowed to schedule their vacation at any time throughout the year (July 1 through June 30). Requests for vacation time shall normally be made in writing to the employee’s supervising administrator or manager at least ten (10) working days in advance of the start of the vacation. Final approval of scheduled vacation time is required before the employee can take his/her vacation. Vacation may only be taken when an employee has vacation time available. If an employee does not have time available, the request will be denied. Employees may not take vacation as unpaid when vacation time is not available.

When scheduling vacations the supervising administrator or manager will take into consideration the need for sufficient staff to be available for the effective operation of the District.

Employees who begin a vacation period without final approval by their supervising administrator or manager may be subject to discipline.

B. Holidays During Vacation If an authorized holiday falls within an employee’s paid vacation period that day shall not count as a vacation day and the employee shall be allowed to take an additional day of vacation in lieu of such holiday.

C. Unused Vacation Employees shall use their vacation in the same year in which it was granted. Any employee who does not use their allotted vacation by June 30 of each year may extend unused vacation. Extended vacation must be used by August 31.

No unused vacation granted in the previous year shall be accrued beyond August 31 unless approved by the Director of Administrative and Human Services.

D. Separation of Employment and Vacation Time At the time of separation, all earned unused vacation time will be paid out. Should an employee separate their employment with the SDJ and have used more vacation time than earned on a pro rata basis, the SDJ is authorized to withhold from the employee’s last check such sum as may be due to the Board for the excess use of vacation time.

10.06 Jury Duty [Administrative Regulation 4251.1 Section 21] Employees will receive their regular rate of pay for the time served as a juror plus any mileage reimbursement; however this requires employees to relinquish the “per diem” portion of the Court paid portion of their jury duty

compensation to the SDJ by writing a check for the amount, less mileage, made payable to School District of Janesville. Checks should be submitted to Payroll.

10.07 Leaves for Funeral, Personal Court Appearances Family Graduations, [Board Policy 4251 and Administrative Regulation 4251.1] A. Funeral Leave Funeral leave is available in addition to a regular employee’s Sick/Personal Leave allotment. The intention of the funeral leave is to provide employees paid time off for making funeral arrangements, attending the funeral and burial, paying respects to the family at a wake or visitation, dealing with the deceased’s possessions and will, and other matters that employees must address when a loved one dies. Funeral leave cannot be accrued from one year to the next.

Employees are provided with a maximum of up to 4 days paid leave per occurrence annually. A “day” for the purpose of funeral leave is equal to the employee’s regularly scheduled hours of work. Funeral leave can be used in increments of quarter hours. If more than 4 days are needed for one occurrence, any days beyond 4 will be docked. If additional funeral occurrences happen and the original 4 days have been used, employee must use available Sick/Personal Leave or Vacation (if applicable). However, no more than 4 days per additional occurrence will be paid leave. B. Personal Court Appearances (Non-Jury Duty) and Family Graduations Employees must use personal leave days for personal court appearances and family graduations. Notification and approval of the above leaves will follow the same guidelines as those described in section 10.02 Personal Leave. For the purpose of this section the definition of family is the same as the definition found in 10.01 B.

10.08 One-Time “Chance of a Lifetime” Leave [Board Policy 4252] The District Administrator may approve an unpaid leave for a “chance of a lifetime” happening. The granting of the leave shall be without cost to the district and have the support of the employee’s immediate supervisor.

An employee is granted only one Chance of a Lifetime leave during their employment with the SDJ. A Chance of a Lifetime leave cannot exceed five (5) working days, which may include two (2) personal days if available.

Inquiries for Chance of a Lifetime leave eligibility, notification, and approval should be directed to the Director of Administrative and Human Services.

10.09 Religious Observance Leave for religious observance recognized by the employee’s personal creed may be granted if the employee’s supervising administrator or manager receives notification no later than forty-eight (48) hours prior to the absence.

10.10 Professional Work or Public Service Activity [Board Policy 4252 & 4254] A short-term unpaid leave may be granted by the District Administrator for approved professional work or an approved public service activity to a maximum of thirty (30) work days per year, providing an approved substitute can be hired. Any request for a limited term leave-of-absence in excess of thirty (30) work days per year shall be submitted with the District Administrator’s recommendation to the Board of Education for action.

10.11 Uniformed Services Leave of Absence [Board Policy 4255] The SDJ allows unpaid military leave for all employees who temporarily leave employment with the District to join and /or serve in the military forces of the United States. The District’s military leave complies with all requirements of State and Federal law including the Family and Medical Leave Act (FMLA) and the Uniformed Services Employment and Reemployment Rights Act (USERRA).

All employees requesting military leave must notify the Human Resources Department prior to said leave unless precluded by military necessity. The notice must be in writing and, where appropriate, include a copy of the employee’s military orders and /or training schedule.

10.12 Leave for Adoption of a Child Time off after placement of the child will only be granted under approved FMLA or approved non-FMLA Medical Leave. Time off prior to placement which exceed the allocated sick leave available for the year will be unpaid. See Unpaid Sick Leave Section 10.01 E. If applicable, leave with pay for a maximum of three days will be granted for the process of adopting a child. This applies to the final adoption proceedings only.

10.13 Union Leave Unions shall be credited with five contract days to be used by officers or members of the union to attend national or state conferences, conventions or training workshops. Union leave days shall be without pay. Employee must have prior written approval from their supervisor. Such absences shall not impair the quality of services performed by the employee. Union leave may be taken in full-day or half-day increments. In the event that a substitute is needed during the duration of the union leave, the union shall pay the District the cost of said substitute.

10.14 Emergency Leaves, Short Term Leaves of Absence [See Board Policy 4252]

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 11: BENEFITS FOR EMPLOYEES

11.00 Introduction [Board Policy 4242]

The SDJ will provide benefit programs for eligible employees. Employee benefits are reviewed on a regular basis to assess cost and quality. Benefits are subject to change at the discretion of the District.

Employee Fringe Benefits A. Health, Dental, and Prescription Drug Insurance B. Life Insurance C. Long Term Disability Insurance D. Wisconsin Retirement System

Employee Voluntary Benefits A. Short Term and Long Term Disability Insurance B. Flexible Benefits Plan C. Vision Insurance D. Term Life Insurance E. Tax-Sheltered Annuity Program

Details of all available benefits described in this section are available in Appendix P or on the District website.

11.01 Health, Dental, and Prescription Drug Insurance The District shall provide health, dental, and prescription drug insurance to employees who elect to be covered and their spouses, domestic partner and/or dependents. It is expected that employees will contribute a share of the premium costs for health, dental, and prescription drug insurance. Employee premium contribution will be selected and determined by the District on an annual basis. The insurance carrier(s), program(s) and coverage(s) will be selected and determined by the District. Beginning September 2015, employees regularly scheduled 30 hours or more per week, are eligible for Health, Dental and Prescription Drug Insurance as part of the Affordable Care Act (ACA).

11.02 Group Life Insurance Group Life insurance coverage is available to each employee who meets the eligibility requirements. The insurance carrier(s), program(s), and coverage will be selected and determined by the District.

11.03 Long Term Disability Insurance The District shall provide long-term disability insurance to eligible employees. The insurance carrier(s), program(s), and coverage will be selected and determined by the District. 60

11.04 Wisconsin Retirement System District employees who are eligible to participate under the rules and regulations set by the Wisconsin Retirement System are automatically enrolled.

The District shall contribute the employer’s share. The employee shall pay the employee’s required WRS contribution as required by state statute requirements. Under no circumstance shall the District pay the employee’s required WRS contribution.

11.05 Voluntary Short-term Disability Insurance The District will provide the opportunity for all employees to enroll in short-term disability insurance at the expense of the employee. The insurance carrier(s), program(s), and coverage will be selected and determined by the District. Premiums are paid by the employee on a payroll deduction basis.

11.06 Flexible Benefits Plan The District will provide the opportunity for eligible employees to enroll in an Internal Revenue Service authorized flexible spending account (FSA) under applicable sections of the Internal Revenue code (§ 105, § 106, § 125 and § 12de). FSA is a way for employees to have unreimbursed medical, dental or dependent care expenses deducted from their paychecks pre-tax.

11.07 Voluntary Dental and Vision Insurance The District will provide the opportunity for employees to enroll in voluntary dental and/or vision insurance at the expense of the employee. The insurance carrier(s), program(s), and coverage will be selected and determined by the District.

11.08 Term Life Insurance The District will provide the opportunity to enroll in Term Life insurance to eligible employees at the expense of the employee. The insurance carrier(s), program(s), and coverage will be selected and determined by the District.

11.09 Tax Sheltered Annuity Program The District will provide the opportunity to all employees to participate in a tax-sheltered annuity (TSA) as established by federal regulations to all employees at the expense of the employee. The investment provider(s) will be selected and determined by the District.

Enrollment per individual is limited to one investment provider during a given period of time.

Enrollment is allowed throughout the year. If a salary reduction agreement is received by the payroll office on or before the 15th of the month, the TSA deduction will begin on the payroll on the 10th of the following month. If the salary reduction agreement is received by the payroll office after the 15th of the month, the TSA deduction will begin on the payroll on the 10th of the month of the second month following receipt.

An employee may drop a TSA plan at any time by writing a letter to the Director of Administrative and Human Services or his/her designee.

All TSA payroll deduction amounts must be based on a monthly amount and in multiples of ten dollars ($10) and no less than ten dollars ($10) per month.

11.10 Employee Assistance Program [Board Policy 4135] The Board shall provide a voluntary Employee Assistance Program (EAP) for all employees, their dependents, and spouse.

Standards of Professional Behavior Finance - Be fiscally responsible with district revenue. Health and Safety - Strive to maintain/improve personal wellness to benefit SDJ.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 12: WORK STOPPAGE

12.01 Work Stoppage No employees of the District will instigate, promote, encourage, sponsor, in or picket in support of any job action during regular work hours. No employee shall engage in activities such as working to contract, working to rule, participate in sickout, slowdown, work stoppage, strike or any other intentional interruption of usual and customary work. Any or all of the employees who violate any of the provisions of this policy may be subject to discipline by the District up to and including discharge.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART I: PROVISIONS APPLICABLE TO ALL STAFF SECTION 13: CONFORMITY TO LAW

13.01 Conformity to Law If any provision of the Handbook, or addendum thereto, is held to be invalid by operation of law or by any tribunal of competent jurisdiction, or if compliance with or enforcement of any sections, or addendum thereto, should be restrained by such tribunal, the remainder of this agreement shall not be affected thereby.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 1: DISCIPLINE, TERMINATION, NONRENEWAL

1.01 Standard for Nonrenewal for Full-Time Teachers Full-time teachers employed in the District are subject to nonrenewal on a statutory basis, as prescribed in §118.22, Wis. Stats. No full-time teacher shall be non-renewed for arbitrary or capricious reasons. Such nonrenewal shall be exclusively subject to the provisions of §118.22, Wis. Stats. and is not covered by the grievance procedure under this Employee Handbook.

1.02 Voluntary Termination Voluntary termination may include retirement, voluntary resignation or non-renewal of contract under §118.22, Wis. Stats, §118.24, Wis. Stats. or a non-reappointment of an extra-curricular assignment.

1.03 Discipline and Involuntary Termination Professional Licensed Staff may be subject to corrective action, discipline, and termination outlined in Part I, Section 6 of this Handbook. Involuntary termination involving the dismissal of a Professional Licensed Staff will result in the loss of length of service and other employment benefits.

1.04 Representation In the event a Professional Licensed Staff, who is a member of the Janesville Education Association, is called to a meeting with representatives of the District for the purpose of issuing discipline or discharge, or for the purpose of investigating circumstances which may lead to discipline or discharge, the District shall advise the employee of his or her right to representation prior to the meeting.

1.05 Disciplinary Materials Copies of any disciplinary materials shall be provided to the employee before such material is placed in an employee’s personnel file. The employee shall have the opportunity to reply to such materials and affix his/her reply to said material as stipulated in Part 1, Section 6.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 2: PROFESSIONAL HOURS AND WORK DAY

2.00 Introduction Professional Licensed Staff are considered exempt professional employees under the federal Fair Labor Standards Act and therefore are paid a salary and are not entitled to over-time pay or additional compensation for work beyond the regular work day.

Professional Licensed Staff are responsible for the completion of their duties as set forth in their job description and those other duties specific to each position. Professional hours do not nullify the teacher’s duty to supervise students as assigned outside of these hours.

2.01 Work Day for Professional Licensed Staff Assigned to Schools The regular workday for full-time Professional Licensed Staff assigned to a school building is typically from 7:45 a.m.- 3:45 p.m. except, subject to the discretion of administration.Professional licensed staff members are expected to be present during this time, and whenever they have duties requiring them to be present, as indicated below. Hours of work are subject to change by administration based on the needs of the district. It is expected that Professional Licensed Staff members may need to work beyond the regular workday to complete their professional duties. The regular workday shall not be construed as a guarantee or limitation on the number of hours per day or the hours in a workweek, which may be scheduled or required by the District.

Professional Licensed Staff are required to remain in excess of eight (8) clock hours for professional events and administratively called meetings to include, but not limited to: A. in-service meetings B. professional development C. parent-teacher or student-teacher conferences D. open houses E. award’s nights and graduations F. situations determined by the administration to be of professional importance, extraordinary, or in the case of an emergency situation

Whenever reasonably possible the administration will provide advanced notice of mandatory attendance and participation in required events.

Professional Licensed Staff members will receive a thirty (30) minute duty free lunch. Professional Licensed Staff members will be considered tardy if they arrive at work after the start of the regular workday without a valid reason for their late arrival and prior notification to their building principal.

2.02 Attendance at School and District Sponsored Events Attendance at non-mandatory school and district events is encouraged.

2.03 Flexible Scheduling During Workweek Professional Licensed Staff may request a change in their weekly work schedule. The request shall be filed with the building principal. The building principal shall have the authority to grant or deny temporary and/or emergency requests. The Director of Administrative and Human Services shall have the authority to

2.04 Emergency School Closings In the event the District is closed or an individual building is closed due to an emergency, full or partial day closures may be made up at the discretion of the District. Professional Licensed Staff shall not receive additional compensation in the event the district requires such days or time to be made up with or without students.

2.05 Differential Pay for Professional Staff Differential pay for Professional Licensed Staff may be granted for the following duties: Summer School positions; curriculum work; evaluations for students with special services; attendance at IEP meetings; leading professional development. In order to be compensated for these duties, staff members must provide the Administrative and Human Service Office with written approval of the work by their supervisor and with submit time sheets after the completion of the event. See Appendix L Differential Pay.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 3: PROFESSIONAL DEVELOPMENT AND TRAINING [Board Policy 4233 and Administrative Regulation 4233.1]

3.00 Introduction The era of “one-size-fits-all” instructional delivery to an entire class of students is gone. To meet the diverse learning needs of today’s students in every grade, course and content area, educators must understand and know when and how to use research-based effective instructional strategies. To that end, Professional Licensed Staff shall engage in independent and active efforts to maintain high standards of individual excellence through professional development experiences. Such experiences shall include: keeping current in specific and applicable areas of instruction; board established curriculum; and continuing study of the art and science of instruction. This can be accomplished through several venues, such as university coursework, professional development offerings (either in- district or outside), conference/workshop attendance, district institute, book studies, and/or other study groups.

3.01 Scheduled Professional Development Activities All Professional Licensed Staff will participate in scheduled professional development activities including, but not limited to: beginning of the year work days (including the district kick-off day), designated Professional Development days (as indicated on the District calendar), and after school professional development meetings scheduled by district administration.

3.02 Professional Development Topics Professional Development topics such as school improvement planning, curriculum development, Common Core implementation, data retreats, differentiating instruction, 21st Century skills blended classroom strategies, and other topics as determined by district leadership may be included.

3.03 Professional Development Outside the Regular Scheduled Work Day All Professional Licensed Staff who are required to participate in the Wisconsin Educator Effectivess Evaluation System will be required to be involved with ten (10) hours of professional development each year outside of the regular scheduled work day. Building and District administration will give direction to staff concerning choices and provide professional development offerings to meet this requirement. The new Wisconsin Educator Effectiveness Framework makes professional development expectations that will be tied to this requirement.

The results of the individual professional development choices will be reflected in the summative evaluations that Professional Licensed Staff members receive. Professional Licensed Staff will utilize My Learning Plan for professional development opportunities.

3.04 Newly Hired Licensed Professional Staff During the first three yaers of employement, all new certified staff employed to the District will be required to attend New Staff Institute I during the first year of employment and the following year (New Staff Institute II). These courses are offered in the summer. A third 12-hour requirement Winning Strategies of Classroom Management is 68 required of all new staff in the first three years of employment and is offered during the school year. Compensation for the new staff professional development will be at the existing stipend rate.

3.05 Professional Development and Training/New and Current Professional Licensed Staff All professional licensed staff employed by SDJ will participate in 10 hours of staff development directed and approved by the staff member’s supervisor each year. This requirement must be completed no later than June 30 of the school year.

3.06 Completion of Required Professional Development If completion of required professional development does not occur by June 30th, the District reserves the right to maintain/hold the employee’s current salary (base and supplemental) for the following school year until hours are completed.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 4: VACANCIES, ASSIGNMENTS & TRANSFERS

4.00 Introduction The District reserves the right to assign or transfer Professional Licensed Staff.

4.01 Vacancies Notices of job vacancies for any permanent position will be posted at each school building and the Educational Service Center (ESC). Postings are also available on the WECAN website (https://wecan.education.wisc.edu/#/) and the district website (http://www.janesville.k12.wi.us/default.aspx). Application deadlines, job qualifications, and other pertinent information will be included in the job posting. Vacancies will be filled using the SDJ’s peer interview process. Vacancies will be posted for 7 calendar days.

Internal applicants are not allowed to apply for a vacancy if they are on an active discipline or corrective action plan.

4.02 Assignment Consideration/Voluntary Transfer Request Professional Licensed Staff may express in writing an assignment consideration. Staff may make this request to their building principal or directly to the Director of Administrative and Human Services if they wish to keep their request confidential, to the extent permitted by law. All written requests for assignment consideration for the following school year should be submitted between January 1 and March 15. Professional Licensed Staff must be qualified for any requested assignment.

Submitting a request is not a guarantee that a staff member will have their request filled.

4.03 Transfers When the District determines that a transfer is necessary, the transfer assignment will be at the discretion of the District. The Director of Administrative and Human Services will consider staff requests that have been properly submitted. Only staff that are qualified for the open position will be considered for transfer.

The SDJ will make every attempt not to transfer (involuntary transfer) a Professional Licensed Staff two (2) years in a row. However, consideration for a voluntary transfer will be given to a staff member in the second year if the staff member is requesting a transfer back to a previous school.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 5: REDUCTION AND/OR ELIMINATION OF POSITIONS

5.01 Reasons for Reduction or Elimination of Positions The SDJ may determine it necessary to non-renew full-time teachers or terminate other professional licensed staff due to a reduction in the number of positions or the number of hours in a position or due to the elimination of positions as a result of reorganization or other circumstances. In such cases the following sections will apply.

5.02 Notice of Reduction or Elimination The SDJ will provide notice of nonrenewal to full-time teachers in accordance with the timelines set forth in 118.22, Wis. Stats. The nonrenewal notice shall specify the effective date of the nonrenewal and the right to a private conference under 118.22, Wis. Stats.

Professionally licensed staff that do not pertain to the guidelines with Wis. Stat 118.22 will be notified in writing of any reductions or elimination of positions.

5.03 Selection for Reduction or Elimination The following criteria may be considered as part of the selection process:

A. Attrition Consideration of any normal attrition resulting from employees retiring or resigning.

B. Performance of the Employees Under Consideration

C: Licensure and Other Qualifications Consideration of the licensures that staff hold and/or other qualifications of staff.

5.04 Reemployment Process Employees who have been non-renewed or terminated as a result of reduction of staff or elimination of positions may apply for any vacancies that the District may have available. The District will not recall positions. All vacancies will be posted in accordance with the terms in this Handbook.

If an employee has been rehired by the SDJ within 12 months of the effective date of non-renewal due to reduction of staff or hours or elimination of position, the employee will retain the sick leave and years of service accrued prior to non-renewal.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 6: RESIGNATIONS

6.01 Resignation A resignation is a request by a professional licensed staff member to be released from a contract prior to the end of the contract.

6.02 Resignation Process Requests for resignation shall be made in writing to the District Administrator for presentation to the Board of Education at least 30 days before the resignation will, if accepted by the Board of Education, become effective. If the Board of Education grants a professional licensed staff member a release from this contract, the staff member shall pay liquidated damages as set forth in section 6.03 below. The staff member’s payment must accompany resignation and be in the form of a certified check, cash, or money order.

6.03 Liquidated Damages Resignation received after June 15 and on/or before June 30 liquidated damages will be equal to $250. Resignation received after June 30 and on/or before July 31 liquidated damages will be equal to $500. Resignation received on or after August 1 liquidated damages will be equal to $1,000

Payment must accompany resignation and be in the form of certified check, cash, or money order.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 7: SUPERVISION AND EVALUATION OF PROFESSIONAL LICENSED STAFF

7.01 Supervision and Evaluation [Board Policy 4231] The Board considers evaluation, including classroom visitation, of professional licensed staff to be one of the responsibilities of the principals, administrators, and other persons charged with visitation and evaluation responsibilities.

Evaluations shall be conducted consistent with the Educator Effectiveness system, legal requirements, and this Employee Handbook.

See Appendix J: Description of Current Supervision and Evaluation Procedures for Licensed Staff.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART II: PROFESSIONAL LICENSED STAFF/NON-ADMINISTRATIVE SECTION 8: PROFESSIONAL LEAVES

8.01 Exchange Teacher Leaves [Board Policy 4257] An unpaid leave of absence for up to one year may be granted under an exchange teacher program, whereby a teacher from another country or another school system and Janesville teacher exchange positions for one year. No more than two such exchanges shall be granted in any one year subject to the following conditions: A. The applicant must have been a member of the Janesville professional staff for a period of four (4) years. B. All requests or notices of intention must be submitted in writing to the District Administrator no later than March 1 preceding the new fiscal year beginning July 1. C. The person granted the leave of absence must agree in writing to return to the system for a full year following the leave. D. Only those persons who have acquired an additional year of teaching experience while on leave shall be advanced on the salary schedule.

8.02 Sabbatical Leave [Board Policy 4258 & Administrative Regulation 4258.1] The Board of Education has authorized a maximum of one, one-year sabbatical per year. Sabbaticals may also be granted for shorter periods of time. Sabbatical leaves will be reviewed in conjunction with internship requests. As the total of the two must not exceed the cost impact of the salary and fringe benefits of one long-term substitute teacher per year.

To qualify for a sabbatical leave, an applicant must be an employee of the School District of Janesville for five (5) years. An employee wishing to apply for a sabbatical leave should do so at the earliest possible date. A letter to the District Administrator will suffice as formal notice of the request. The request should be accompanied by a formal proposal which outlines in specific terms the activities, project, or undertaking which the applicant wishes to pursue. Definite dates and timelines shall also be included as well as specific and measurable outcomes that align with SDJ current strategic goals.

The employee must also be prepared to enter into a promissory note in the full amount of all salary and fringe benefits to be paid on his/her behalf during the sabbatical leave experience. The note will contain a pay-back provision should the employee choose not to return to the employment of the SDJ for a two-year period after the sabbatical leave experience.

Factors to be taken into consideration relative to the rendering of a decision are as follows: A. The quality of the proposal as it pertains to the potential for the School District of Janesville to benefit from the employee’s sabbatical leave experience.

B. The ability of the District to make provisions to adequately fulfill the responsibilities of the employee while on sabbatical leave. C. The recommendation of the employee’s immediate supervisor. D. The congruence between the proposal and the goals and needs of the School District of Janesville.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART III: CLASSIFIED STAFF SECTION 1: DISCIPLINE AND TERMINATION

1.00 Introduction Refer to Part I Section 6 of this Employee Handbook for information regarding corrective action process and termination of classified staff.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART III: CLASSIFIED STAFF SECTION 2: HOURS OF WORK AND WORK SCHEDULES

2.00 Introduction This section shall not be construed as a guarantee or limitation of the number of hours per day or hours in a work week which may be scheduled or required by the District.

The District has the right to set the schedule of hours to be worked.

2.01 Regular Hours of Work - Full Time A. Full Time Maintenance, Custodial and Food Service Staff 7 hours or more per day for 5 consecutive days each week or 35 hours per week, excluding lunch time.

Maintenance/custodians are on call in case of an emergency and may be called in on off hours if certain work cannot be done during the regular working day.

Scheduled hours for Food Service may vary according to the number of meals served.

B. Other Full Time Hourly Staff 7 hours or more per day for 5 consecutive days each week or 35 hours per week, excluding lunch time.

2.02 Regular Hours of Work - Part Time Staff who work less than 35 hours per week are considered to be part-time.

2.03 Lunch Periods and Other Break Times A. Specific time and place for breaks are determined by the supervising administrator, manager, or his/her designee. B. Full time employees have one (1) 15 minute break and one (1) 10 minute break during each work shift. C. Part time employees working 4 or more hours per day shall receive one (1) 15 minute break during their shift. D. Lunch Breaks Because of different schedule requirements, employees’ lunch and break times may vary for different assignments and locations. Full time employees will be given a 30 minute or 60 minute unpaid lunch break that is not part of the daily work schedule. Part time employees (under 35 hours per week) including paraprofessionals are given a 15 minute break for every 4 hours that they work. It is up to the discretion of the building principal to schedule paraprofessionals for an unpaid lunch, though it is not a requirement. The scheduled lunch breaks can range from 30-60 minutes.

Paraprofessionals who accompany students on field trips should make arrangements with the supervising teacher regarding time and location of their lunch and break. If a paraprofessional is unable to take a duty-free lunch or break time because of the nature of the field trip/responsibilities, they should report this to their principal. The principal will then make arrangements for an ERT (Early Release Time) on a non-student

attendance day. However, all reasonable attempts should be made to take lunch and break times during the field trip.

Food Service Employees: Full Time Food Service employees shall receive a paid 30 minute lunch break near midway in their daily shift as possible.

Week End Events: Staff Working 7 hours or more at week end events must take a 30 minute lunch break and 1 (15 )minute breaks for every 4 hours that they work.

2.04 Flexible Scheduling During Work Week Should an employee be required to start his shift early because of an emergency condition, they may be able to leave earlier than their assigned end time with the permission of their supervising administrator or manager.

A change in an employee’s weekly work schedule may be made by the employer (supervising administrator or manager) subject to consultation with the employee.

2.05 Reduction in Scheduled Hours Employees who are reduced in hours shall not lose any sick leave and/or vacation earned as an employee. Employees who have had sick leave/vacation allocated may see an adjustment in allocation to reflect their fractional employment status.

2.06 Attendance at Meetings Administration and Department Managers will make efforts to schedule required meetings during normal working hours. If a required meeting is held during non-work hours an employee can accumulate the time and use it to take time off during that fiscal year. The accumulation will be hour for hour unless the time puts the employee into overtime at which time one hour equals one and a half hours of flex time. In the event of overtime, the employee also has the option to be paid for the time at a rate of 1.5 times their hourly rate by submitting timesheets to their manager. Flex time must be taken on a non-student contact day and be approved in advance by the employee’s manager.

2.07 Emergency Scheduling A. Snow Plowing, Other Emergencies Outside Regular Hours Maintenance or Custodial staff may on occasion be called in for emergency situations such as snow plowing, electrical outages, water main breaks, etc. When a Maintenance or Custodial staff is called in for such emergencies outside their regular scheduled hours, the employee will receive a differential in pay, but only for the hours worked outside their regular scheduled time. Any work hours accrued over 40 hours in one week will be paid at the regular overtime rate. (See Part III, Section 3 – Overtime).

If a staff member is called in on an emergency during a vacation, personal day or holiday, they will be able to reschedule any lost time.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART III: CLASSIFIED STAFF SECTION 3: OVERTIME

3.00 Introduction All classified employees will be paid one and one half times their regular hourly pay in excess of forty (40) hours per week. Week means a calendar week, or regular, recurring period of 168 hours in the form of seven (7) consecutive twenty-four (24) hour periods. For the purposes of overtime, a work week runs Sunday to Saturday. Sick time used whether paid or unpaid, shall not count toward determining overtime. Time over forty (40) hours worked per week therefore does not include sick, vacation, holiday or personal leave time.

All overtime must be approved by the supervising administrator or manager.

3.01 Overtime Assignments Non-emergency scheduled overtime assignments will be filled using volunteers first, with as much notice as possible, and if insufficient volunteers are found, the work will be assigned to a qualified employee as determined by the supervising administrator or manager. Selecting volunteers will be done using a rotating basis within the applicable job classification. An employee can choose to volunteer or not when they are next in the rotating cycle. Once an employee accepts or declines an overtime assignment they go back to the end of the list. Emergency overtime assignments shall be assigned at the discretion of the supervising administrator or manager.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART III: CLASSIFIED STAFF SECTION 4: TRAINING AND DEVELOPMENT

4.00 Introduction SDJ expects that employees will keep abreast of developments within their own area of expertise, keep all certifications current, and participate in their own development throughout their employment with SDJ. This implies that all employees will take an active role in planning their own personal development, participating in required trainings, and engaging in any training and development evaluation processes. Supervising administrators and managers will provide support and guidance in relation to the training and development of those reporting to them, particularly in relation to the identification of training and development needs of individuals, teams, and departments.

The SDJ will monitor and evaluate training and development activity so as to continually improve the program and the participation of SDJ employees.

4.01 Time Allocation for Training and Development Release time during regular work times and days when school is in session is increasingly difficult however whenever it is possible training and development activities that are required by SDJ will take place during work time with employee’s receiving their regular pay during the activity. In these cases, substitutes or other work coverage will be furnished if needed.

Training and development activities that are encouraged but not required may take place during work time or other time outside of usual patterns of work. Supervisors will work closely with employees to arrange for any substitutes or other work coverage.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART III: CLASSIFIED STAFF SECTION 5: VACANCIES, ASSIGNMENTS, TRANSFERS

5.00 Introduction The District reserves the right to assign or transfer all employees. Assignments and transfers may involve a change in hours or pay rate.

5.01 Vacancies Notices of job vacancies for any permanent position will be posted at each school building and the Educational Service Center (ESC). Postings are also available on the WECAN website (http://services.education.wisc.edu/wecan/) and the district website (http://www.janesville.k12.wi.us/default.aspx). Application deadlines, job qualifications, and other pertinent information will be included in the job posting. Vacancies will be posted for 7 calendar days.

Internal applicants are not allowed to apply for a vacancy if they are on an active discipline or improvement plan or have not been in their current position for a minimum of 90 days. Any exceptions must be approved by their supervising administrator or manager.

5.02 Selection Process The SDJ fosters and encourages the promotion of qualified employees. Job experience, skill level, aptitudes, as defined by the Standards of Professional Behavior, are the primary factors for any promotion, assignment or transfer. Standards of Professional Behavior can be found in Part I, Section 3.02 of this Employee Handbook. Administration and /or management may choose to engage in a peer interview process to fill vacancies.

5.03 30 and 90 Day Review for New and Promoted Employees Supervising administrators and managers will conduct a 30 day and 90 day interview with all new employees, reassigned, and promoted employees. The 30 and 90 days are calendar days. Should performance during this period be determined unsatisfactory, the employee may be removed from the position. Consideration to return an employee to a previous position will be made by administration and/or management.

5.04 Evaluation of Staff Newly hired non-certified staff are to be evaluated after 30 days of employment, after 90 days of employment and at the end of their first and second years, then every third year thereafter. Non-certified staff hired to a new position in which their job responsibilities change significantly (i.e., instructional aide to special education aide or Custodian I to Custodian II) shall begin the evaluation cycle over as listed above as of the hire date of the new position.

5.05 Assignments Work schedules and assignments are established by the administration and/or management. Requests for reassignments or transfers can be submitted to the employee’s department supervising administrator or manager for consideration. These requests may be submitted at any time. Should an assignment or reassignment require

81 additional or specific training and development, the School District of Janesville may consider providing the training to the employee.

Recently promoted or assigned employees may not apply for reassignment before their 90 calendar day period is completed. Any exceptions must be approved by the supervising administrator or department manager.

Employees who are on a corrective action plan are not eligible for a transfer or reassignment unless it is part of the remediation.

5.06 Seasonal Assignments School year employees desiring work during the summer should indicate in writing by March 1 that they are interested in summer work. Each employee making a request will be notified in writing by May 15 if summer work will be available. Seasonal pay rate will be determined by job.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART III: CLASSIFIED STAFF SECTION 6: RESIGNATIONS

6.00 Introduction Resignation is a voluntary termination of employment initiated by the employee. For planning purposes the SDJ requests that classified employees notify their supervising administrator or manager as soon as possible of an intention to resign. A minimum of two (2) weeks’ notice of resignation is expected from classified employees. The two week notification should be submitted in writing to the Director of Administrative and Human Services or their designee and to the supervising administrator or manager.

At the supervising administrator or manager’s recommendation and with approval from the Director of Administrative and Human Services, the employee’s resignation date may be advanced to an earlier date with pay in lieu of notice given.

At the time of resignation, all earned, unused vacation time will be paid out. Should an employee separate their employment with the SDJ and have used more vacation time than earned on a pro rata basis, the SDJ is authorized to withhold from the employee’s last check such sum as may be due to the Board for the excess use of vacation time.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

PART III: CLASSIFIED STAFF SECTION 7: SUPERVISION AND EVALUATION

7.01 Supervision and Evaluation Newly hired staff will have evaluations at 30 days and 90 days of employment and at 1 year. An annual evaluation will be held every year thereafter. If a staff member is hired into a new position, the cycle may start over.

SCHOOL DISTRICT OF JANESVILLE EMPLOYEE HANDBOOK

APPENDICES

Appendix A – NOTIFICATION OF BENEFITS AND LEAVE RIGHTS EMPLOYEE RIGHTS AND RESPONSIBILITIES UNDER THE FAMILY AND MEDICAL LEAVE ACT

Basic Leave Entitlement FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons: • For incapacity due to pregnancy, prenatal medical care or child birth; • To care for the employee’s child after birth, or placement for adoption or foster care; • To care for the employee’s spouse, son, daughter or parent, who has a serious health condition; or • For a serious health condition that makes the employee unable to perform the employee’s job.

Military Family Leave Entitlements Eligible employees whose spouse, son, daughter or parent is on covered active duty or call to covered active duty status may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is: (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness*; or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.*

*The FMLA definitions of “serious injury or illness” for current service members and veterans are distinct from the FMLA definition of “serious health condition.”

Benefits and Protections During FMLA leave, the employer must maintain the employee’s health coverage under any “group health plan” on the same terms as if the employee had continued to work. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms. Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee’s leave.

Eligibility Requirements Employees are eligible if they have worked for a covered employer for at least 12 months, have 1,250 hours of service in the previous 12 months*, and if at least 50 employees are employed by the employer within 75 miles.

*Special hours of service eligibility requirements apply to airline flight crew employees.

Definition of Serious Health Condition A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

Use of Leave An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the employer’s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis.

Substitution of Paid Leave for Unpaid Leave Employees may choose or employers may require use of accrued paid leave while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with the employer’s normal paid leave policies.

Employee Responsibilities Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days’ notice is not possible, the employee must provide notice as soon as practicable and generally must comply with an employer’s normal call-in procedures. Employees must provide sufficient information for the employer to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees also must inform the employer if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave.

Employer Responsibilities Covered employers must inform employees requesting leave whether they are eligible under FMLA. If they are, the notice must specify any additional information required as well as the employees’ rights and responsibilities. If they are not eligible, the employer must provide a reason for the ineligibility. Covered employers must inform employees if leave will be designated as FMLA-protected and the amount of leave counted against the employee’s leave entitlement. If the employer determines that the leave is s not FMLA-protected, the employer must notify the employee.

Unlawful Acts by Employers FMLA makes it unlawful for any employer to: • interfere with, restrain, or deny the exercise of any right provided under FMLA; and • discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.

Enforcement An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer. FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement which provides greater family or medical leave rights.

FMLA section 109 (29 U.S.C. § 2619) requires FMLA covered employers to post the text of this notice. Regulation 29 C.F.R. § 825.300(a) may require additional disclosures.

For additional information: 1-866-4US-WAGE (1-866-487-9243) TTY: 1-877-889-5627

WWW.WAGEHOUR.DOL.GOV U.S. Department of Labor Wage and Hour Division WHD Publication 1420 · Revised February 2013

Appendix B - SEXUAL HARASSMENT REPORT FORM

Appendix C - ACCIDENT/INCIDENT FORM

Appendix D - CHILD ABUSE REPORTING FORM AND INSTRUCTIONS

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Appendix E - DEFINITION OF A DANGEROUS WEAPON Board Policy 4139 PERSONNEL – General DANGEROUS WEAPONS

No District employee shall possess a firearm/dangerous weapon on school premises or at District-sponsored school events except as otherwise noted below.

The Board defines a dangerous weapon as a firearm, starter pistol, bee-bee or pellet-firing gun that expels a projectile through the force of air pressure, an electronic gun, knife, razor, karate stick, metallic knuckles, or any other device, instrument, material or substance, which, by the manner in which it is used or intended to be used, or by its appearance as a dangerous weapon, is capable of inflicting bodily harm and/or of being used to threaten, frighten or intimidate.

Employees on duty shall not use any of the above devices, instruments, materials or substances for any purposes other than those for which they are intended.

It is lawful to possess a firearm in or on the grounds of a school or within 1,000 feet of the grounds of a school as follows:

1. Weapons under the control of law enforcement or state-certified commissioned wardens acting in an official capacity; 2. On private property that is not on school grounds; 3. Unloaded weapons that are approved by the building principal for purposes of demonstration or educational presentations; and 4. The firearm is unloaded and encased or in a locked firearms rack in a motor vehicle of a person 21 years of age or older.

Any District employee violating this policy shall be referred to law enforcement officials for possible prosecution for violation of Wisconsin State Statutes, Janesville City Ordinances, or Federal laws relating to possession or use of firearms or other dangerous weapons.

Any employee violating this policy will be subject to disciplinary sanctions up to and including termination of employment in accordance with the current employee agreement, Board Policy or other District procedures.

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Appendix F - GRIEVANCE PROCEDURE

I. Purpose The purpose of this Grievance Procedure is to provide a way for employees of the School District of Janesville (employer) to resolve grievances concerning discipline, termination, or workplace safety. The employer believes that it is in the best interests of both employees and employer that all matters in dispute between the employee and the employer first be addressed informally in an effort to resolve them, prior to engaging in this Grievance Procedure. This Grievance Procedure is intended to comply with Wis. Stat. §66.0509(1m). This procedure does not create a contract of employment, and does not change an employee's employment status. Employment disputes that are covered by state or federal statutes and/or administrative enforcement mechanisms are not covered by this Procedure.

II. Definitions Grievance means a written complaint related to the discipline or termination of an employee or to "workplace safety."

Days mean calendar days.

Employee termination shall be narrowly construed to mean a separation from employment by the employer for disciplinary or performance reasons. "Employee termination" does not include layoff, failure to be recalled from layoff, furlough or reduction in workforce, administrator or teacher nonrenewal for the purpose of the elimination of a position or a reduction in staff, job transfer, non-disciplinary demotion, reduction in or elimination of position, resignation, voluntary quit, abandonment, end of employment due to disability, retirement, or death, and end of employment and/or completion of assignment of limited term, temporary, seasonal, substitute, or part-time employees.

Employee discipline shall be narrowly construed to mean a suspension without pay, or a demotion or reduction in rank, pay, or other benefits, imposed by the employer for disciplinary reasons. Employee discipline does not include oral or written reprimands, performance evaluations, performance improvement plans, termination, nonrenewal of teacher contracts under Wis. Stat. § 118.22, non-renewal of administrator contracts under Wis. Stat. § 118.24, layoff, failure to be recalled from layoff, furlough or reduction in workforce, administrative leave or suspension with pay, or any other employment action such as wage, benefit or salary adjustments, or change in assignment, which are taken for a non-disciplinary reason.

Workplace safety shall be narrowly construed to refer to (1) an existing condition that substantially endangers an employee's health and safety; or (2) any workplace policy or procedure established by state or federal law or the Board to protect the safety and health of employees in the District which is alleged by an employee to have been violated and to have substantially adversely affected the employee's safety at a District workplace.

III. Time Limits If the grievant fails to comply with any time periods or other procedures of this policy, the grievance will be deemed resolved and the grievant shall have no further right to pursue or appeal a grievance decision. If the employer fails to comply with any time periods or other procedures of this policy, the grievant may advance the grievance to the next level, and there shall be no other consequence or remedy for the employer's failure to comply with any time periods or other procedures. A grievance may be withdrawn by the employee at any time. Once a grievance is withdrawn, it cannot be reopened or refiled. The parties may mutually agree to extend any time deadline. Such extensions shall be non-precedential.

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IV. Termination of an Employee with a Contract for a Definite Term A. Termination of an Employee with a Contract for a Definite Term. The required procedure for terminating an employee where there is an expectation of continued employment because of the existence of a contract for a definite term, a "cause" standard or another basis in law or fact, is as follows:

i. The District Administrator or designee (or in the case of the termination of the District Administrator, an individual designated by the Board President) shall notify the employee, in writing, that he/she intends to recommend that the Board terminate the employee’s contract and the basis for that recommendation.

ii. The Board shall provide the employee with such due process as is required by law in making its decision on the termination recommendation.

iii. In making its decision on the recommendation, the Board shall apply the standard established in the contract for termination of the contract or, if no standard is set forth in the contract, and the employee is not a probationary employee, shall determine whether just cause exists for termination of the contract. “Just cause” shall include, but not be limited to, incompetence or substantial negligence in the performance of job duties or obligation; failure or refusal to perform job duties or obligations; a material violation of state or federal law; violation of Board policies or the employee’s job description; dishonest, immoral, fraudulent or criminal conduct or any similar conduct. In determining whether “just cause” is present, the Board will base its decision on the seven steps of the “just cause” disciplinary standard reflected in Board Policy 4121, as follows:

• Was the employee forewarned of the consequences of his or her actions? • Are the employer’s rules reasonably related to business efficiency and performance the employer might reasonably expect from the employee? • Was an effort made before discipline or discharge to determine whether the employee was guilty as charged? • Was the investigation conducted fairly and objectively? • Did the employer obtain substantial evidence of the employee’s guilt? • Were the rules applied fairly and without discrimination? • Was the degree or discipline reasonably related to the seriousness of the employee’s offense and the employee’s past record?

If the employee is a probationary employee, and no standard is set forth in the contract, the Board shall determine whether good and sufficient cause exists for termination of the contract. “Good and sufficient cause” includes, but is not necessarily limited to, the factors included under a “just cause” standard. However, in making such determination, the Board need not base its decision on the seven steps of the “just cause” disciplinary standard described above, and shall instead base its decision on whether the administrative recommendation to terminate is based on a reasonable finding of: 1) incompetence or substantial negligence in the performance of job duties or obligations; 2) failure or refusal to perform job duties or obligations; 3) material violation of state or federal law; violation of Board policies or the employee’s job description; 4) dishonest, immoral, fraudulent or criminal conduct; or 5) similar conduct unbecoming an employee of the District.

The Board shall inform the employee in writing, of its decision regarding the termination recommendation. If the employee wishes to appeal the termination decision, the employee must file an appeal requesting an “Impartial Hearing” at Step V – D. of this Grievance Procedure by filing a completed grievance form with the

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Board President within fourteen (14) days of receiving written notice of termination. If no appeal is filed; the Board’s decision shall become final.

B. Non-Renewal of a Teacher or Administrator Contract Governed by §§ 118.22 or 118.24. The procedures for non-renewal of a teacher or administrator contract set forth in Wis. Stat. §§ 118.22 and 118.24, respectively, shall be followed, if applicable. If the Board non-renews the contract of a teacher or administrator for reasons other than the elimination of the position or a reduction in staff, pursuant to Wis. Stat. §§ 118.22 or 118.24, and the teacher or administrator wishes to appeal the non-renewal decision, the teacher or administrator may file an appeal requesting an "Impartial Hearing" at Step 5.D. of this Grievance Procedure by filing a grievance form with the Board President within fourteen (14) days of receiving final, written notice of non-renewal from the Board. If no appeal is filed, the Board's decision shall be final. For non-renewal of non-probationary employees, the Board shall apply the same standard for non-renewal as it would apply for termination of a contract for a definite term. For non-renewal of probationary employees, neither the “just cause” standard nor the “good and sufficient cause” standard apply.

V. Process A. Written Grievance Submission. Only the employee who is subject to the discipline or termination or directly impacted by the issue of workplace safety may file a grievance. The employee must file a grievance within fourteen (14) Days of the date the employee knew or reasonably should have known of the termination, employee discipline or workplace safety issue. The grievance must be in writing on the Employee Grievance Form available from the School District of Janesville Employee Handbook. On the form, the grievant shall: (1) identify the category of grievance (i.e., termination of an employee without a contract with a definite term, discipline, or workplace safety); (2) Describe the attempts to resolve the complaint informally; (3) identify the facts supporting the grievance; (4) specify the policy, rule, regulation, or law alleged to have been violated, and the rationale supporting the grievance; and (5) describe the relief requested. The grievance must be given to the District Administrator. If the grievant is the District Administrator, the grievance must be given to the Board President.

B. Representatives. Any party involved in the grievance may have a representative present at all levels once the grievance has been filed in writing.

C. Administrative Decision. The District Administrator shall act on the grievance within fourteen (14) days of receipt of the written grievance, unless the District Administrator is the Grievant in which case the response shall be provided by the Board. The written response shall contain a statement of the basis for the decision to sustain or deny the grievance, and, if denied, the deadline for the Grievant to appeal the grievance to an Impartial Hearing Officer. The District Administrator is encouraged to meet with the Grievant to discuss the grievance.

D. Impartial Hearing. If the grievant wishes to appeal the administrative decision or Board decision described in section 4. A. or B. above, the grievant must file a written appeal with the Board President within fourteen (14) days of receipt of the administrative decision or Board decision, requesting a hearing before an Impartial Hearing Officer ("IHO"). The hearing shall take place within a reasonable time. The IHO shall file a written decision within thirty (30) days after the hearing is concluded, including any post-hearing briefing period, unless the IHO notifies the parties that more time is needed and provides the reasons for the extension. Additional information regarding the Impartial Hearing process is found in section 6 below.

E. Appeal of Impartial Hearing Officer's Decision. If either party is aggrieved by the decision rendered by the Impartial Hearing Officer, the aggrieved party may file a written appeal with the Board within ten (10) days of receiving the IHO's decision. If no appeal is filed within ten (10) days, the decision of the IHO

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shall become final. Additional information regarding the Board's review on appeal of an IHO's decision is found in section 7 below.

VI. Procedure for Impartial Hearing A. Standard of Review. The standard of review to be applied by the IHO to an administrative/Board decision, including a Board decision under Section IV.A. or IV.B. above, shall be based on the following: i. The review of a Boards decision to terminate an employee under section 4. A. above, shall require deference to the Board’s decision and be upheld if it has a reasonable basis in fact. ii. The review of an administrative decision to terminate or discipline an employee under any circumstance or to non-renew an employee’s contract under Section IV.B., above, shall require deference to the administrator/Board decision. iii. Termination of a probationary employee under a contract for a definite term shall be upheld unless the IHO determines that the decision to terminate does not reasonably meet the “good and sufficient cause” standard set forth in Subsection IVA. Iii. iv. Non-renewal of a probationary employee under a contract for a definite term and termination or discipline of a probationary employee not under a contract for a definite term shall be upheld unless it is found to be so unreasonable as to be without rational basis or the result of an unconsidered or irrational choice. v. For non-probationary employees, the administrative/Board decision shall be upheld unless the IHO finds that administration has failed to adequately meet the seven steps of the “just cause” disciplinary standard as set forth in Board Policy 4121 and described in Section IV A iii above. vi. The review of an administrative decision concerning a workplace safety grievance shall require deference to the administrative decision and the decision shall be upheld if it is not “arbitrary or capricious,” which shall be defined as an action which is either so unreasonable as to be without rational basis or the result of unconsidered, willful, or irrational choice.

B. Impartial Hearing Officer. The IHO shall not be an officer, agent or employee of the Board at the time of appointment. The Board shall appoint the Impartial Hearing Officer.

C. IHO Responsibilities and Authority. The IHO shall do the following:

i. Screen the grievance and determine whether it falls within one of the categories subject to the Grievance Procedure and whether it has been timely filed.

ii. Provide reasonable notice to the parties of the time and location for the hearing.

iii. When requested by either party, subpoena witnesses as necessary to ensure their testimony.

iv. Make evidentiary findings and conclusions. In the case of a grievance related to a termination or discipline, the IHO shall determine whether a full evidentiary hearing is needed to afford the employee the requisite due process, and, if so, shall allow the grievant to present evidence, call and question witnesses, cross-examine adverse witnesses, obtain copies of evidentiary materials and argue his or her case. The rules of evidence shall not apply at any hearing; however, depending on the nature of the hearing, a material fact may not be supported solely by hearsay evidence. Additionally, the IHO may exclude or limit irrelevant, repetitive, or redundant evidence or any evidence lacking probative value. The IHO shall act so as to provide a speedy and inexpensive resolution of any appeal brought before him/her.

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v. If the grievance is sustained, in whole or in part, determine the appropriate remedy, provided, however, that the IHO may not award attorney’s fees or litigation expenses against the Board at any time. vi. The IHO shall only consider only the precise issue(s) submitted on the grievance form and letter of appeal, if applicable, shall apply the applicable standard of review, and shall have no authority to determine any other issue.

vii. The IHO has no authority to make any decision which requires the commission of an act prohibited by law.

viii. The hearing shall be recorded. The IHO shall consider whether to engage a court reporter in lieu of recording the hearing. The grievant may request the opportunity to have the hearing conducted in open session, subject to such other legal requirements relating to confidentiality or privacy which may apply to the subject matter of the hearing.

ix. The IHO shall issue a written decision no more than thirty (30) days after the hearing is concluded, including any briefing period, unless the IHO notifies the parties that more time is needed and the reasons therefore.

x. The IHO shall inform the parties that an appeal of the decision may be taken to the Board if filed within ten (10) days of the receipt of the IHO's decision, and that if no timely appeal is filed, the IHO's decision shall become final.

VII. Procedure for Board Review on Appeal of Impartial Hearing Officer's Decision A. If either party is aggrieved by the IHO's decision, either party has the right to file a written appeal with the Board within ten (10) days of receiving the IHO's decision. If no timely appeal is filed, the IHO's decision shall become final.

B. The Board President shall provide the parties with ten (10) days’ notice of any meeting scheduled by the Board to hear the appeal.

C. The Board shall review the grievance on the record established by the IHO. Each party may make a brief oral presentation to the Board to summarize the party's position as to whether the IHO decision should be sustained, modified, or reversed. No factual evidence or argument not presented to the IHO for consideration shall be presented to the Board for review. The appeal meeting shall be held in closed session. If the Board determines more information is necessary, it may either remand the matter to the IHO for further proceedings.

D. The Board may affirm, reverse, or modify the IHO's decision. The IHO's decision will be reversed or modified if the decision was:

i. In excess of the District’s statutory authority or jurisdiction;

ii. Based upon improper application or interpretation of Board policies or handbook provisions;

iii. Unsupported by relevant evidence to support the conclusion or is otherwise erroneous;

iv. So unreasonable as to be without a rational basis or the result of unconsidered, willful or irrational choice; 106

v. The result of an inappropriate application of the standard of review by the IHO;

vi. Beyond scope of review of IHO; or,

vii. In contravention of public policy considerations.

E. Procedural errors, which do not have a substantial effect on the rights of the parties, shall not be grounds for reversal of any decision.

F. The Board's decision shall be final. The Board shall send the grievant and the District Administrator a written statement of its decision within a reasonable time after hearing the appeal.

LEGAL REFERENCE: Wis. Stat. § 66.0509(1m) Wis. Stat. § 118.22 Wis. Stat. § 118.24

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SCHOOL DISTRICT OF JANESVILLE EMPLOYEE GRIEVANCE FORM

1. Employee Name______

2. Date______

3. Please identify the category of your grievance (circle one)

Termination Discipline Workplace Safety

4. Are you an employee with a contract?

Yes No

5. Describe your attempts to resolve your complaint informally (if applicable).

6. Identify the facts that support your grievance.

7. Specify the policy (ies), rule(s), regulation(s), and/or law(s) that you believe has/have been violated.

8. Describe the relief that you are requesting.

If you require additional space, please attach additional sheets to this form.

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Appendix G - PAID HOLIDAYS

12 Month Full-Time Employees Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day, New Year’s Eve, New 12 Month Part-Time Employees Year’s Day, Good Friday, Memorial Day, 4th of July (*Employees whose normal work calendar runs from July 1st through June 30th are considered 12-month employees.)

Coordinators, District Translator Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day, New Year’s Eve, New Year’s Day, Good Friday, Memorial Day

School Year Teachers, Therapists, Nurses, Labor Day, Thanksgiving, Memorial Day Psychologists, Counselors, Social Workers, Youth Advocates

Elementary and Middle School Principals, Middle School and High School Assistant Principals

All Other School Year Employees Labor Day, Thanksgiving, Christmas Day, New Year’s Day, Good Friday, Memorial Day

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Appendix H – SCHEDULE OF PAID VACATION

Vacation days are prorated until July 1 following an employee’s hiring date. July 1 begins “Year 1” of the Vacation Schedule. Each subsequent year also begins on July 1.

Vacation

12 Month Employees

Less than 1 1 Year 2 Years 8 Years 15 Years 21 Years year

Classified Staff Pro- Rated 1 Week 2 Weeks 3 Weeks 4 Weeks 5 Weeks

26 Working Days=.5 Vacation

1-3 Years 4-5 Years 6-20 Years 21+ Years

Admin Support Pro- Rated 2 Weeks 3 Weeks 4 Weeks 5 Weeks Staff and Non- Admin Support 26 Working Staff Days= 1 Vacation

1-5 Years 6-10 Years 11-15 Years 16-20 Years 21+ Years

Administrators Pro- Rated 4 Weeks 4 Weeks 4 Weeks 4 Weeks 5 Weeks

13 Working +1 day +2 days +3 days Days= 1 Vacation

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Appendix I - SUPERVISION & EVALUATION OF LICENSED STAFF

During the 2013-14 school year all School Districts in the State of Wisconsin implemented the State Educator Effectiveness process as detailed by Wisconsin Act 166 (March, 2012). The School District of Janesville will be using the CESA 6 Equivalency model to comply with Act 166. In this model, staff will participate in at least one announced 45-minute observation or two-20 minute announced observations during a three-year period by two observers. Staff will also participate in one-45 minute unannounced or two-20 minute unannounced observations by two observers. Participants will also engage in 3 to 5 walk-throughs of at least 15 minutes in duration during the three- year period by multiple observers.

Staff members will be rated in one of four categories. They include the following: • Distinguished; • Effective; • Developing/Needs Improvement; • Unacceptable

All probationary staff (those in the first two years of their employment) will receive a mid-year interim assessment to provide systematic feedback prior to the final summative review.

The Summative Assessment will be written at the end of the three-year cycle and be based on the performance standards of the Effectiveness Project and from multiple data sources. Supervisors will use the Summative Performance Report to rate and detail progress of the staff member based on goals and observations consistent with the plan.

Beginning with the 2013-14 school year, each professional educator will be expected to keep a current electronic Documentation Log as detailed in the Effectiveness Plan.

The Effectiveness Plan is currently divided into three areas they include: • Teacher, • Educational Specialist; • Principal/Administrator.

Each group has a comprehensive handbook that details the forms and process that will be followed for evaluation. The Educational Specialist group involves school counselors, school nurses, school psychologists, social workers, student service specialists, innovation specialists, library media specialist, academic learning coaches, behavior intervention specialists, occupational therapists, physical therapists and speech and language pathologists.

In addition, the district reserves the right to gather employee performance data through observations, interviews, student surveys, and electronic recordings. These data sources will be used to compile formative and summative evaluations.

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Appendix J - STANDARDS OF PROFESSIONAL BEHAVIOR

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Appendix K – 2015-16 SCHOOL BLACKOUT DAYS

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Appendix L – SCHOOL YEAR CALENDAR

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Appendix M – DIFFERENTIAL PAY SCALE

Schedule of Differential Pay for Regularly Scheduled Custodial/Maintenance/ Food Service Employees

If you are substituting in: Substitute Position(s) Your hourly differential will be Classification 2 Food Service Helper No hourly rate change Classification 3 Elementary Host/Hostess .75 per hour Classification 4 Cook $1.00 per hour Classification 5 Custodian No hourly rate change Classification 6 Custodian I

Classification 7 Central Stores Clerk .25 per hour

Classification 8 Custodian II .35 per hour Classification 9 Central Stores Clerk II Classification 10 Custodian III Classification 11 Elementary Head Custodian Asst. HS Head Custodian Central Stores Head III Classification 12 Maintenance I .75 per hour Classification 13 Middle School Head Custodian Maintenance II Classification 14 Maintenance III $1.00 per hour High School Head Custodian Kitchen Manager Kitchen Manager $1.00 per hour

Night Differential Pay All Classifications Above .25 per hour Night Differential Pay applies to shifts which begin at or after 2:00 pm

Snow Removal /Emergency Pay Custodial and Maintenance $5.00 per hour All hours worked which are not Classifications part of an employee’s regular schedule.

If an employee is substituting in a classification higher than their own, then hourly differential applies.

No differential pay will apply for employees substituting within the same or lower classification. The employee’s normal rate of pay would apply.

All employees must fill out timesheets to record their differential pay.

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Schedule of Differential Pay for Regularly Scheduled Professional Licensed Employees (7/1/2016) All differential pay is subject to administrative pre-approval.

Summer School Rate $23.73 per hour Curriculum Work Rate $18.70 per hour

Teaching assignments including ESY Assignments related to the development or (Extended School Year) and Therapy Services implementation of curriculum or assessment that are provided outside the regular projects/initiatives outside the regular contracted days. contracted days.

Evaluator Rate $25.00 per hour IEP Team Meeting Attendance (Non-Evaluators) $23.73 per hour Services and attendance at IEP meetings that involve all aspects of preparing, conducting Attendance at IEP meetings outside the regular and communicating student evaluations and contracted days. results that are completed outside the regular contracted days. Miscellaneous Rate $10.00 per hour Evaluators may include: School Psychologists; Social Workers; Occupational Work completed outside the regular scope of Therapists; Physical Therapists; School Nurse duty and contracted hours/days that has been Speech and Language Pathologists; and assigned and approved by the employee’s Vision and Hearing Personnel immediate supervisor.

Professional Development

If you are an instructor and or a member of a team doing a presentation and want to use the presentation time (one time only) as professional development hours you will not be paid for the actual presentation time. You will be paid at the following rate for planning time only:

First Presentation: $12.50 per hour Second Presentation: $17.19 per hour, Third Presentation and Beyond: $21.88 per hour

If you are an instructor and want to be paid for the instructional time (planning time is included in this amount) you will be paid at the following rate for presentation time:

First Presentation: $31.25 per hour Second Presentation: $37.50 per hour, Third Presentation and Beyond: $43.75 per hour

If you are a member of a team and want to be paid for the instructional time (planning time is included in this amount) you will be paid at the following rate for presentation time:

First Presentation: $25.00 per hour Second Presentation: $31.25 per hour, Third Presentation and Beyond: $37.50 per hour

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Appendix N – AFFIDAVIT AND APPLICATION FOR MEDICAL LEAVE OF ABSENCE

I, ______, am requesting a non FMLA medical leave of absence. The reason for this absence

 My own personal illness  Family illness (Family member: ______)

Description of the illness:

I am requesting leave from beginning date: ______through ending date: ______.

My anticipated return to work date will be: ______

I am requesting this leave because I am ineligible for FMLA due to:

 I have not worked at the District for 12 consecutive months;

 I work less than 1,000 hours per year.

I will use the following for my leave of absence (you can choose a combination):

 Available sick leave  available family illness  available personal day’s  available vacation

 Unpaid

I understand that this non-FMLA medical leave of absence request is at the discretion of the administration. All requests must be submitted to the Director of Administrative and Human Services. An approved medical leave of absence is only valid until the end of the current school year for school year employees and June 30 for year-round employees.

A physician’s statement must accompany this request.

Employee Signature ______

Date ______

REQUEST IS: _____ Approved _____ Not Approved ______Director of Administrative and Human Services Date

Comments: ______

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Appendix O – EARLY RETIREMENT BENEFITS

Refer to Board Policy 4500 and Administrative Regulations 4500.1, 4500.2 and 4500.3

Early Retirement Notification Early Retirement notification must be filed with the Director of Administrative and Human Services under the following conditions:

Administrators, Professional Licensed Staff, Coordinators: • Submitted before November 1 for retirement at the end of the first semester. • Submitted before April 15 for retirement at the end of the school year or June 30 for calendar year employees.

Admin and Non-Support Staffand Classified Staff: • Submitted no later than 30 days prior to retirement date.

All Staff • In the case of a medical disability as determined by a doctor, an application deadline may be waived.

Early Retirement Group Health Benefits – All Staff Ages 55 to 64 The Janesville Board of Education provides eligible early retirees and their dependents the option of remaining in its health benefit plan under the following conditions:

Eligibility. The requirements as outlined in Board Policy 4500 must be met.

Benefits for Employees Retiring at Ages 55 through 64.

The Board will pay the Board’s share of premium equivalents for active employee coverage of health/drug and dental insurance through the last day of the month in which a year-round employee retires; through August of the year in which a school year employee who finishes the school year retires; or through January for an employee who retires at the end of the first semester. The employee will continue to pay the employee’s share of premiums during this time.

Upon termination of the active employee health/drug and dental benefits described above, the early retiree has the option of remaining in the school district's group health plan, as part of the early retiree group.

Health and prescription drug plans for the early retiree group are the same as those offered to active employees, except as otherwise noted in individual early retiree agreements.

Dental coverage is not provided as part of the early retiree benefits, except as otherwise noted in individual early retiree agreements.

The Board will pay the Board’s share of the early retiree’s health and drug benefits for a maximum of 96 months or through the month in which the retiree turns 65 or becomes eligible for Medicare, whichever occurs first. The early retiree will pay a premium share equivalent to the active employee premium share, including any premium share surcharges, unless otherwise noted in individual early retirement agreements. Premium share rates will be adjusted annually.

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At the time the early retiree’s Board sponsored benefits end and the early retiree has not reached Medicare eligibility or age 65, early retirees have the option to continue their enrollment in the early retirement health and drug group plan as a direct-bill early retiree. Once an early retiree turns 65 or becomes Medicare eligible, he/she is no longer eligible to participate in the District’s early retiree health plan.

The early retiree and eligible dependents may continue coverage when the early retiree terminates active employment. No new dependents may be added for an early retiree after they enroll in the early retiree group health plan.

If the early retiree dies, the following conditions must be met in order for a spouse and/or eligible dependents to remain in the group health benefits program:

a. If the school district has been paying the full or partial premium for the early retiree's coverage at the time of death, the Board will continue to pay the premium share for three (3) months. If the early retiree's death occurred before the 15th of the month, that month will count as the first of the three (3) months. After the three-month period, the surviving spouse and eligible dependents will be offered continued coverage through COBRA.

b. If the early retiree dies while paying his/her own premium through direct bill, the surviving spouse and eligible dependents will be offered continued coverage through COBRA.

c. A surviving spouse who remarries and qualifies for coverage under the new spouse's health plan will no longer be eligible to remain in the school district's retiree benefits group. They and other eligible dependents who had been retained under the surviving spouse's contract will be offered continued coverage under COBRA regulations.

d. A surviving spouse who is employed or accepts employment and is eligible for coverage under his/her employer’s health benefits plan will not be eligible to remain in the school district’s early retiree benefits group. Eligible dependents who had been covered under the school district’s plan will be offered continued coverage under COBRA regulations.

If the early retiree, at the time of retirement, is covered by the school district's group life insurance plan and meets the requirements of the group plan for continued coverage, the Board will pay for the level of coverage in effect at the time of his/her retirement for the same time period specified in A (above). Thereafter, the early retiree will pay his/her own premium until Medicare eligible age, at which time the District will again pay the group life insurance premiums.

Regulations Governing Retiree Health Benefits Applicable premium shares or surcharges for health coverage will be paid on a monthly basis through automatic withdrawal from a checking or savings account.

The early retiree agrees to be fully responsible for fulfilling all terms of eligibility required by the insurance contracts and benefit plans and to adhere to all of the program’s rules and regulations.

It is the responsibility of the early retiree to notify the District’s Administrative and Human Services Department of any changes in coverage, such as family plan to single plan.

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The early retiree accepts any changes in the plan which coincide with changes in the active employees' plan.

The early retiree’s coverage is subject to termination if premium share payments or full premium for self-payees is delayed beyond a 30 day grace period.

These Benefits are Subject to the Following Limitation: Early Retirement health and prescription drug benefit cannot be used in conjunction with disability insurance.

Schedule of Benefits ONLY APPLIES TO STAFF HIRED PRIOR TO JULY 1, 2015

Eligible to Retire between July 1, 2015 and June 30, 2018 AND Retires by June 30, 2018 1. Professional, Support Staff, and Confidential Staff with 10 years of full time local service to the District immediately preceding retirement would receive 48 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. Additional months of coverage are available through sick leave conversion. (See Schedule A below). All dental coverage would end. Early Retirement age is between ages 55-64.

2. Classified Staff with 10 years of full time local service to the District immediately preceding retirement would receive 36 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. Early Retirement age is between 62-64. The classified staff can retire earlier than age 62 with additional months of coverage through sick leave conversion. (See Schedule A-2 below).

3. Classified Staff that retire at age 62 with 10 years of full time local service prior to retirement would receive 36 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. All dental coverage would end.

4. Professional, Support Staff, and Confidential Staff Sick Leave Conversion for Additional Months of Coverage Schedule A-1

Unused Sick Days Additional Months of Coverage 30-39 days 12 months 40-97 days 24 months 98-129 days 36 months 130 or more days 48 months

5. Classified Staff Sick Leave Conversion for Additional Months of Coverage Schedule A-2

Unused Sick Days Additional Months of Coverage 60 days 12 months 61 or more days 24 months

6. Months of coverage for early retirees for the duration of their early retirement benefit are included in their early retirement agreement provided to the early retiree at the time of their early retirement from the District.

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Eligible to Retire between July 1, 2015 and June 30, 2018 But Postpone Retirement Until After June 30, 2018 1. Professional, Support Staff, and Confidential Staff with 10 years of full time local service to the District immediately prior to retirement would receive 48 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. Additional months of coverage are available through sick leave conversion (see Schedule B below). All dental coverage would end. Early Retirement age is between ages 55-64.

2. Classified Staff with 10 years of full time local service to the District immediately prior to retirement would receive 36 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. Early Retirement age is between 62-64. The classified staff can retire earlier than age 62 with additional months of coverage through sick leave conversion. (See Schedule B below).

Eligible to Retire between July 1, 2018 and June 30, 2025 All Staff with 10 years of full time local service to the District immediately prior to retirement would receive 36 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. Additional months of coverage are available through sick leave conversion. (See Schedule B below). All dental coverage would end. Early Retirement age is between ages 55-64.

Eligible to Retire between July 1, 2025 and June 30, 2035 All Staff with 10 years of full time local service to the District immediately prior to retirement would receive 24 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. Additional months of coverage are available through sick leave conversion. (See Schedule B below). All dental coverage would end. Early Retirement age is between ages 55-64.

Eligible to Retire between July 1, 2035 and June 30, 2045 (or until the last employee hired prior to July 1, 2015 is eligible for the early retiree benefits) All Staff with 10 years of full time local service to the District immediately prior to retirement would receive 12 months of health and drug coverage. Full time status for this benefit is 7 hours per day or more. An employee can be categorized full time school year or full time calendar year. Additional months of coverage are available through sick leave conversion. (See Schedule B below). All dental coverage would end. Early Retirement age is between ages 55-64.

Professional, Support Staff, Confidential Staff, and Classified Staff Sick Leave Conversion for Additional Months of Coverage Schedule B

Unused Sick Days Additional Months of Coverage

Each unused day of sick leave accrued prior to July 1, 2015 would be converted to a dollar amount of $147 per day. The total dollar would be applied to determine the additional months of coverage for the early retiree at the full premium rate for the selected plan. Additional Accrued Prior to July 1, 2015 months are based on the premium rates at the time of early retirement. Months of coverage are included in the early retirement agreement provided to the early retiree at the time of their early retirement from the District.

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Each unused day of sick leave accrued after to July 1, 2015 would be converted to a dollar amount of $147 per day. The total dollar would be applied to determine the additional months of coverage for the early retiree at the full premium rate for the selected plan. Additional Accrued On and After July 1, 2015 months are based on the premium rates at the time of early retirement. Additional months of coverage are included in the Early Retirement Agreement provided to the Early Retiree at the time of their early retirement from the District.

In the event that an early retiree does not need additional months of coverage to reach age 65 or Medicare eligibility, the following sick leave conversion will apply.

Unused Sick Days Additional Months of Coverage

Each unused day of sick leave can only be used for additional months Accrued Prior to July 1, 2015 of health and prescription drug coverage. These days will not be converted for any other benefit at the time of early retirement. Each unused day of sick leave accrued after to July 1, 2015 that is not needed for the early retiree to acquire additional months of health and Accrued On and After July 1, 2015 prescription drug coverage to age 65 or Medicare eligibility would be converted to a dollar amount of $147 per day and placed in a tax sheltered annuity at the time of early retirement.

Early Retirement Benefits and Loss of Employment Due to Reduction in Staff In the case that an employee has been terminated from their position due to a reduction in staff unrelated to job performance and the employee has three or less years before they meet eligibility for early retirement, the School District of Janesville may allow the employee to early retire from the District at the time their employment would end.

Early Retirement Benefits and Loss of Fill Time Status Due to Reduction in Hours In the case that a full-time employee has their hours reduced to part-time status unrelated to job performance and the employee has three or less years before they meet eligibility for early retirement, the School District of Janesville will recognize those part-time years as full-time for the purpose of early retirement eligibility.

Proof of Similar Full Time Professional Service The Director of Administrative and Human Services or designee will review documents submitted by the early retiree for verification of similar full time professional service.

Full time for the purpose of this verification is 7 hours per day. Full time can be full time school year or full time calendar year. Similar service is defined by a position that is similar in title, category, responsibility, job duties, licensure (when applicable) or other training requirements that the early retiree is currently employed at with the School District of Janesville at the time of their retirement.

Documentation would include letters, submitted by the organization’s Human Resource Department that verify the date of employment, and job title, category, responsibility, job duties, licensure (when applicable) or other training requirements. Other supporting documentation may be included.

For purposes of using other similar professional services towards the required 20 years of service to meet early retirement eligibility, the documentation must include verification that the early retiree left the position in good standing. 123

EARLY RETIREMENT GROUP HEALTH BENEFITS-403B NON ELECTIVE CONTIBUTION PLAN

Employees Hired on or After July 1, 2015 A. Employees hired on or after July 1, 2015 are not eligible for early retirement group health benefits.

B. School District of Janesville full time employees hired on or after July 1, 2015 will have unused sick days converted to a dollar amount equal to $147 per day to be applied to a 403b non elective contribution plan payable at separation of employment.

Employees eligible for the 403b non elective contribution plan benefit must have 10 years of consecutive full-time (7 or more hours per day) employment with the School District of Janesville at the time of separation of employment.

a. Employees eligible for the 403b non elective contribution plan benefit must be in good standing with the School District of Janesville at the time of separation of employment. Employees must not be on a remediation plan at the time of separation of employment or be terminated for disciplinary reasons.

b. In the event that an employee returns to the School District of Janesville after terminating with the District’s 403b non elective contribution plan benefit, they will begin a new vesting period.

Employees Hired Before July 1, 2015 A. Employees hired before July 1, 2015 who are eligible for early retirement group health benefits will be subject to the following use of unused sick days at the time of early retirement.

a. Employees eligible for early retirement benefits will use all available unused sick days accrued prior to July 1, 2015 towards additional months of health and prescription coverage.

b. Employees eligible for early retirement benefits will use all available unused sick days accrued after July 1, 2015 towards additional months of health and prescription coverage unless they have adequate months of coverage to age 65 or Medicare eligibility.

c. Employees eligible for early retirement benefits who do not need additional months of health and prescription drug coverage for early retirement may convert unused sick days accrued on or after July 1, 2015 to a dollar amount equal to $147 per day to be applied to a 403b non elective contribution plan payable at the end of their employment with the District.

B. Full-Time Employees hired before July 1, 2015 who are not eligible for early retirement group health benefits will have unused sick days accrued after July 1, 2015 converted to a dollar amount equal to $147 per day to be applied to a 403b non elective contribution plan payable at separation of employment.

a. Employees eligible for the 403b non elective contribution plan benefit must have 10 years of consecutive full-time (7 or more hours per day) employment with the School District of Janesville at the time of separation of employment.

b. Employees eligible for the 403b non elective contribution plan benefit must be in good standing with the School District of Janesville at the time of separation of employment. Employees must not be on a remediation plan at the time of separation of employment or be terminated for disciplinary reasons.

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c. In the event that an employee returns to the School District of Janesville after terminating with the District with the 403b non elective contribution plan benefit, they will begin a new vesting period.

Staff Groups (based on contract, intent to rehire, or conditional offer): 1. Administrators include: Directors, Chief Financial Officer, Chief Information Officer, Assistant Directors, Principals, Assistant Principals, Superintendent. 2. Professional Staff includes: all non-administrative licensed professional staff: Teachers, Therapists, Therapist Assistants, Nurses, Educational Interpreters, Psychologists, Counselors, Social Workers, Coordinators. 3. Admin Support Staff includes: Communications Specialist, Department Managers, Assistant Department Managers, IT Staff, Assistant Board Clerk, Benefits Specialist, Secretary to Director of HR/HR Manager, and Assistant Communications Specialist. 4. Non-Admin Support Staff includes: Kitchen Managers, Youth Advocates, FRC Coordinators, Graduation Coaches, Homeless Liaison, and Confidential Staff. 5. Classified Staff includes: Maintenance, Custodial, Food Service, Secretaries, Clerks and Aides.

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Appendix P – BENEFITS INFORMATION Health, Dental, and Prescription Drug Insurance

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Dental Benefits

The School District of Janesville offers dental insurance for active employees who work 30 or more hours per week or certified staff who work 20 or more hours per week (at a pro-rated amount). This benefit is administrated by Delta Dental.

Enrollment in Benefits:

• An employee will have 30 days from the date of hire to enroll or waive our dental benefit. • Open Enrollment is held between May and June if you would like to change your enrollment choice • An employee may enroll in coverage with a qualifying life event, i.e. birth of child, loss of coverage, or marriage. • An employee may only enroll in dental coverage if they enroll in health coverage

Cost of Dental Coverage:

• Single Dental Coverage $3.62 per month • Family Dental Coverage $10.39 per month • Your enrollment will align with your health enrollment *If you enroll in family health, you will be enrolled in family dental • Monthly premiums are taken out semi-monthly as a payroll deduction

Miscellaneous Information:

• Plan year (enrollment time frame) runs from July 1st-June 30th • Deductible runs from January 1st-December 31st • Orthodontia coverage for dependents until 19 • Orthodontia life time max is $1,500.00 • $1,000 annual maximum per person • Delta Dental categorizes your dentist as Premier or PPO Dentist *Please see attached informational sheet

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Group Life Insurance

Eligibility

The School District of Janesville currently pays for a term life insurance and accidental death and dismemberment (AD&D) benefit for all active employees who work 16 or more hours per week. Active employees begin to receive this benefit on the first day of their 7th month of employment, unless they have previously contributed to WRS, in which case the employee is eligible upon their first date of employment.

The term life (not AD&D) is continued if a person retires as an ‘early retiree’ from the SDJ. The SDJ continues to pay the premium for the life insurance for retirees until their board paid benefits end. If the person has reached age 65 at that time, the district continues to pay the premium for the retiree’s policy until death. If the retiree has not reached age 65, the retiree will be billed for their monthly premium until they reach age 65. If the retiree has continued payments for their policy, the district will resume premium payments at the time the retiree reaches age 65.

Benefit

Active employees are split into two groups:

All Eligible Active Administrative Employees: The amount of life and AD&D insurance is equal to 2 times the employee’s most recent annual earnings, rounded up to the nearest thousand. At the age of 65, the original amount of insurance will reduce to 67%, and at age 70 the original amount of insurance will reduce to 50%.

All Other Eligible Active Employees (all employees who do not fall into the ‘All Eligible Active Administrative Employees’ group but work 16 or more hours per week): The amount of life and AD&D insurance is equal to 1 time the employee’s most recent annual earnings, rounded up to the nearest thousand. At the age of 65, the original amount of insurance will reduce to 67%, and at age 70 the original amount of insurance will reduce to 50%.

At retirement, all eligible employees merge into one group. The amount of life insurance is an amount equal to the life insurance benefit in force immediately prior to retirement. Until age 65, the benefit is equal to 100% of the life insurance amount the employee had immediately prior to retirement. At age 65, that benefit is reduced to 75%, at age 66, it is reduced to 50%, and at age 67, it is reduced to 25%.

Long Term Disability Insurance

There are 3 Classes of eligibility for Long-Term Disability, outlined below. Eligible employees are automatically enrolled in this benefit, and the School District of Janesville pays the premium. All classes offer a 60% benefit of pre-disability earnings**. In order to qualify for Long-Term Disability benefits, the covered individual must be deemed disabled by a doctor and be out for 90 consecutive calendar days.

Class 1 • Teachers / Administrators / Support Staff • Eligibility begins at 17.5 hours per week • Maximum annual coverage salary = $140,000

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Class 2 • Superintendent • Eligibility begins at 17.5 hours per week • Maximum annual coverage salary = $165,000

Class 3 • Non Certified Staff • Eligibility begins at 35 hours per week • Maximum annual coverage salary = $130,000

A person can stay on Long-Term Disability until they are no longer deemed disabled or until their maximum benefit duration has been reached. If the person is 61 or younger, they can receive the benefit until they are 65.

**Pre-disability earnings Long-Term Disability are considered to be base salary for the employee’s primary assignment only. Stipends for additional duties such as team leader, instructional manager, coaching, etc. are not included.

Short Term Disability Insurance

There are 2 Classes of eligibility for Short-Term Disability, outlined below. Class 1 • All Active Eligible Employees (Teachers / Administrators / Support Staff / Superintendent, Full-Time Non- Certified Employees) • Eligibility begins at 17.5 hours per week • Weekly benefit option of $98 - $504, not to exceed 66-2/3% of weekly pre-disability earnings** • Benefits continue for 90 consecutive calendar days, or until Long-Term Disability benefits begin, whichever occurs first Class 2 • Part-Time Non-Certified Employees • Eligibility begins at 17.5 hours per week • Weekly benefit option of $98 - $504, not to exceed 66-2/3% of weekly pre-disability earnings** • Benefits continue for 365 consecutive calendar days, or until Long-Term Disability benefits begin, whichever occurs first

Employees may enroll in Short-Term Disability benefits during their new hire enrollment period (first 30 days of employment) or during the annual open enrollment period. Employees who enroll and responsible for 100% of the premium amount for this benefit. If an employee enrolls in Short-Term Disability benefits during the first 30 days of his or her employment, there is a guaranteed coverage amount without an evidence of insurability ($301/week). If an employee chooses to wait until the time of open enrollment, an Evidence of Insurability must be completed and submitted for any level of coverage. If a person applies for a level of coverage as a new hire that requires an

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Evidence of Insurability and they are denied, the employee is automatically enrolled in the highest level of coverage that can be obtained without an evidence of insurability.

**Pre-disability earnings for Short-Term Disability are considered to be base salary for the employee’s primary assignment only. Stipends for additional duties such as team leader, instructional manager, coaching, etc. are not included.

Flexible Benefits Plan

Eligibility

Employees who are eligible to enroll in the District’s health insurance plan are also eligible to enroll in the Flexible Benefit Plan. An employee is not required to enroll in the District’s health insurance plan in order to enroll in the Flexible Benefit Plan. Enrollment may occur during the first 30 days of employment, at the time of a qualifying event, or during the annual open enrollment window.

Benefit The Flexible Benefit Plan allows eligible employees to elect up to $2,500 for medical costs and/or $5,000 for dependent care costs to be withheld from their payroll checks on a pre-tax basis. Employees may submit eligible expenses for reimbursement throughout the plan year (January 1 – December 31) or through March 31 of the following plan year. If an employee has funds remaining for medical reimbursement at the end of the plan year, up to $500 may be carried over into the next plan year. All other monies are kept on a “use it or lose it” basis.

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