Webb School of Knoxville Handbook Table of Contents
Introduction
Introduction………………………………………………………... 101 Mission statement………………………………………………… 102 Basic principles of Webb School ...... 102 Accreditation ...... 103 History ...... 103
Administrative Policies and Procedures
Academic records, custodial care of ...... 201 Accident insurance - students ...... 201 Accommodating persons with disabilities ...... 201 Admission policies ...... 202 Alcohol and drugs ...... 202 Asbestos Hazard Emergency Response Act (AHERA) ...... 202 Athletic recruiting rules ...... 202 Breakage or damage to school property ...... 203 Budget responsibilities ...... 203 Bulletin boards and e-mail ...... 203 Communicable disease policy ...... 203 Deliveries to students ...... 204 Emergency procedures ...... 204 Energy management and conservation ...... 204 Equal employment opportunity ...... 204 Equipment policy ...... 204 Facility rental ...... 204 Financial aid information ...... 205 Fund raising/development ...... 205 Grades, holding of ...... 206 Hazardous chemicals communication law ...... 206 Inclement weather ...... 206 Insurance, liability ...... 206 Letterhead ...... 207 Library ...... 207 Mailings, coordination of ...... 207 Meal expenses ...... 208 Mileage reimbursement ...... 208 Money, handling and processing of ...... 208 Personal information ...... 208
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Administrative Policies and Procedures (continued)
Publications ...... 209 Purchasing: accounts payable, check requests, reimbursements, credit cards, travel, and sales tax exemption……………… 209 Room reservations ...... 211 Safety ...... 212 Security system ...... 212 Service requests ...... 212 Smoking...... 212 Student billing………………………………...... 213 Student handbooks………………………………...... 213 Student withdrawal ...... 213 Swimming pool ...... 213 Telephone messages ...... 213 Theft ...... 213 Transcripts (student)...... 214 Use of school property ...... 214 Vandalism and littering ...... 214 Visitors ...... 214 Volunteers ...... ………………………………………………. 214 Workplace violence policy ...... 214
Personnel Policies and Procedures
Absence reporting ...... 301 Background checks ...... 301 Definition of employment ...... 301 Dress code - faculty and staff ...... 302 Family and Medical Leave Act (FMLA) ...... 302 Freedom of Expression ...... 303 Fringe benefits ...... 303 Bereavement leave…………………………… ...... 303 Cafeteria/flexible benefits plan……………………...... 303 Charge accounts……………………… ...... 303 Dental plan, optional ...... 304 Health (major medical) insurance ...... 304 Holidays ...... 304 In-service, conference, and exam days ...... 304 Jury duty…………………...... 304 Life insurance ...... 304 Long term disability ...... 305 Lunch ...... 305 Personal days ...... 305
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Personnel Policies and Procedures (continued)
Retirement plan ...... 306 Sick leave ...... 306 Social Security - FICA and Medicare ...... 307 SRA (tax-deferred annuity) ...... 307 Tuition remission policy ...... 307 Vacation with pay ...... 307 Workers’ compensation ...... 307 Grievance procedure ...... 308 Health care continuation coverage (COBRA) ...... 308 Inspection of personnel records ...... 309 Keys ...... 309 Length of service ...... 309 Military leave ...... 309 Military training ...... 309 Outside employment ...... 309 Overtime ...... 310 Parking spaces and tags ...... 310 Paychecks and pay dates ...... 310 Performance appraisals - staff ...... 310 Personal property ...... 310 Progressive discipline ...... 311 Resignation ...... 312 Transcripts (employee) ...... 312 Unpaid leave of absence ...... 312 Work week ...... 312
Computer and Network Usage Policy
Background and purpose ...... 401 Definitions ...... 401 Individual privileges ...... 402 Individual responsibilities ...... 402 Webb School privileges ...... 406 Webb School responsibilities ...... 407 Procedures and sanctions ...... 408 Laptop Use Agreement ...... 410 iPad Use Agreement ...... 411
Whistleblower Policy 501-502 Harassment Prevention Policy 601-602 Physical or Mental Abuse and Sexual Abuse and 603-604 Sexual Molestation Prevention Policy Medical Emergency Response Plan 701-704
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This handbook is designed to acquaint all employees with the policies and procedures that guide our work at Webb School. For the effective and efficient operation of the school and for the benefit of all the families who have entrusted their children to our care, it is essential that all employees be knowledgeable about the contents of this handbook and be diligent in following its guidelines.
While the handbook is reviewed annually in an effort to ensure its clarity and relevance, Webb School reserves the right to update policies at any time. Employees should feel free to contact their immediate supervisor with any questions.
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Mission Statement The mission of Webb School is to inspire and nurture the full potential of each individual and to prepare our students to serve as leaders of character in tomorrow’s world.
Basic Principles of Webb School Certain principles of the school serve as a general guide to school policy:
The Role of the Mission Statement in the Life of the School: All faculty, staff, parents, and students should understand and support the School’s mission statement. Discussions and decisions regarding all major programs, policies, and procedures are made in the context of the mission statement.
High Ethical Standards: Webb School expects faculty, staff, parents, and students to adhere to the high ethical standards set forth in the Honor Code, the mission statement, and the student and faculty handbooks.
Academic Excellence: Webb School's commitment to encouraging and supporting the pursuit of academic excellence within its students and faculty is a fundamental principle on which the School operates. Webb understands that learning about the world and oneself is critical to functioning as a contributing and fulfilled person, and Webb aspires to help develop leaders who will be able to do just that.
Personal Responsibility: Living an active, productive life within a school community requires a commitment of personal responsibility on the part of each individual. Faculty, staff, and students are expected to embrace the challenge of being responsible for one’s speech and actions and to behave in ways that best allow for the growth of all within the School.
Leadership: The School’s motto principes non homines articulates a central goal of the work at Webb. The programs that are offered, the facilities that are constructed, the relationships that are created and sustained, and the standards that are set and enforced all contribute to inspiring and developing leadership qualities in Webb students.
The Development of the Whole Person: Webb School recognizes the complex nature of human development. The School accepts the responsibility to help nurture our students as individuals whose physical, cognitive, emotional, psycho-social, and moral arenas are developing in balanced, healthy, and appropriate ways; and the School invites an active partnership with parents in achieving this goal.
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Basic Principles of Webb School (cont.)
Relevant Education: A changing world necessitates that Webb School constantly and thoughtfully engages in reevaluating itself to ensure that the School best fulfills its mission of responsibly and compassionately preparing students for the world of college and beyond. This process will inevitably reaffirm some existing practices, demand shifts in application of some basic principles, and require the creation of new policies and programs to assure that Webb students will be leaders in addressing the challenges of the 21st century.
Accreditation Webb School of Knoxville is accredited by the Southern Association of Colleges and Schools. The school is required to meet all of the standards set forth in their publication, Standards of the Commission on Secondary Schools, copies of which may be found in the administrative offices.
History Robert Webb founded Webb School of Knoxville in the fall of 1955, with four boys meeting in leased space at Sequoyah Hills Presbyterian Church. As the founder himself told it, the story of Webb School actually began with his grandfather, William R. (Old Sawney) Webb, who founded the original Webb School in 1870 at Culleoka in middle Tennessee. Sixteen years later the school was moved to nearby Bell Buckle. Old Sawney and his scholarly brother, John Webb, developed that institution into the leading southern college preparatory school of its day.
Another member of the Webb family continued the tradition of founding fine schools into the twentieth century. He was Thompson Webb, Sawney's son, who started the Webb School of California in Claremont, just outside Los Angeles, in 1924. In 1954, Howell Webb, the son of Thompson Webb, founded the Foothill Country Day School, which serves elementary grade students in that same area.
Robert Webb was associated with the Webb School in Bell Buckle and then in Claremont before deciding in the summer of 1955 to explore what kind of moral and financial support might be forthcoming for this kind of school in Knoxville. Webb did find the support he needed. Officials at Sequoyah Hills Presbyterian Church agreed that he and his students could use the classrooms and chapel in their building. Though the
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History (cont.) school opened in the fall with only four boys, enrollment was up to eleven by the end of the first year. Of course, the school continued to grow, moving first to the old Staub School building, now the site of the University of Tennessee Natatorium. Still later, the girls who were by then attending a coordinate school found space in a downtown church building where the county's Lawson McGhee Library now stands.
In 1959, the school was relocated to its present campus, which is just east of Mabry Hood Road in west Knoxville. In 1968, Webb became coeducational. Another change came about in 1974 when the fifth and sixth grades were added and the school was reorganized into the Middle School (grades five through eight) and the Upper School (grades nine through twelve). In 1998, the Lower School opened, allowing the Webb Campus to serve grades K–12. Most recently, a pre-K program was launched in 2016.
Robert Webb continued as head of the school until his retirement in 1984 and was President emeritus until his death in 2005. He was succeeded by P. Douglas Peterson, who served as President until July 1987. At that time, Mark C. Ebersole became interim President, serving until the appointment of William B. Pfeifer to the presidency in January 1988. Mr. Pfeifer was succeeded by Arthur G. Scott in July 1995. After serving as interim President in July 1999, Scott Hutchinson was named President in November 1999 and served until July 2014. Kirk Walker presided as the interim President for the 2014-2015 school year, and Michael McBrien began his tenure as Webb’s eighth President in July 2015.
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Academic Records, Custodial Care of Permanent academic records of current students are maintained in the office of the Division Head and are under his/her direct custodial care. Records should not be removed from these offices without permission and should not be sent through campus mail.
Accident Insurance - Students Each student is insured for accidents only while in school or as an active participant in School-sponsored and required activities. This insurance is supplemental coverage, and is designed to preclude parents from incurring any substantial medical expense due to injury sustained during covered activities. Coverage: The insurance is a broad coverage plan which will pay the parents' liability after their family medical insurance plan has paid its share, subject to deductibles. Claims: In the event of an accident involving any student, an accident report form must be completed. If treatment is required, claims must be made first on the family's medical coverage. If the family's liability is greater than the amount provided by their insurance, a claim on the School's insurance can be made by completing the appropriate form in the business office. Payment normally is made directly to the provider. Any accident involving a vehicle must be reported to the police and to parents of all parties involved; these reports will be made even when there is no apparent injury.
Accommodating Persons with Disabilities Webb School will not discriminate against a qualified individual because of a disability with regard to application, hiring, advancement, discharge, compensation, training, or other terms, conditions, and privileges of employment. “Disability” is defined as a physical or mental impairment that substantially limits one or more of the major life activities of an individual. An individual who has such an impairment, has a record of such an impairment, or is regarded as having such an impairment is a “disabled individual.” A “qualified person with a disability” means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position that the individual holds or has applied for. If a person is not able to perform the essential functions of a job, even with reasonable accommodation, then that person is not qualified for the position. The School will make reasonable accommodations for an otherwise qualified individual with a disability unless the accommodation would impose an undue hardship on the operation of the School. Webb School will make medical inquiries of employees only to determine if employees can perform the essential functions of their jobs or to determine whether individuals with contagious diseases pose a direct threat to the health or safety of others that cannot be eliminated or reduced by reasonable accommodation.
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Admission Policies Non-discrimination: Webb School does not discriminate on the basis of national origin, race, color, religion, sex, age, handicap, sexual orientation, or citizenship. Students in Good Standing: Webb School does not knowingly accept a student who is not in good financial standing with his/her current school. Financial Aid: Webb School grants financial aid based on a family's financial need. All financial aid is subject to the School’s financial aid policies in effect at the time of the award.
Alcohol and Drugs The use, sale or possession of any illegal drug or the abuse of alcohol or any legal drugs shall be grounds for immediate dismissal of any employee. Webb School reserves the right to require employees, as a condition of employment, to consent to pre-employment, reasonable suspicion, after-accident, or random drug testing by an approved laboratory and/or physician and to release the School from any claims related to such drug testing. All School required alcohol and drug screenings will be paid for in full by the School. By accepting or continuing employment at Webb School, each employee consents to such testing and releases Webb School from any claims relating thereto.
Asbestos Hazard Emergency Response Act (AHERA) Webb School has developed an AHERA Management Plan, which is available for review in the maintenance office. To our knowledge, the campus does not contain any friable asbestos.
Athletic Recruiting Rules Webb School adheres to all TSSAA rules and regulations. The TSSAA recruiting rule states that "the use of undue influence on a student (with or without an athletic record), his parents or guardians by any person connected, or not connected, with the school to secure or to retain a student for athletic purpose shall be in violation of the recruiting policy of the TSSAA.”
The following interpretations of this rule were given by the TSSAA: 1. Violation of this rule will cause the student to be ineligible and a penalty shall be placed against the school. 2. A coach may not initiate a contact with a student or his/her parents.
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Breakage or Damage to School Property Any employees who become aware of an incident of breakage to school property should report the incident, along with the offender's name, to the business office. An hourly fee will be charged when the maintenance staff is involved in correcting any damage. In addition, the cost of materials, as well as any other costs related to repair or replacement of the damaged property, will also be charged to the offender(s).
Budget Responsibilities The President has the ultimate responsibility and authority for the preparation, control, and presentation of the budget to the Board of Trustees for review and subsequent approval. Employees may be requested to supply information to assist in budget preparation. The President and Department Heads are responsible for budget management of specified line items.
Bulletin Boards and E-mail Both important information/announcements and information of general interest are regularly posted on our bulletin boards and on our e-mail notice boards. Employees have the responsibility for checking the bulletin boards and e-mail notice boards periodically in order to be familiar with such information. Such posting constitutes official notice to employees of the information. All employees should check e-mail messages daily. The official posting area for all federal and state employment laws and regulations is located in the mail room adjacent to the business office.
Communicable Disease Policy Tennessee law requires principals and teachers of public and private schools to report immediately to the local health department or the Tennessee Department of Health any known or suspected cases of communicable diseases occurring among students and staff.
Tennessee law requires public and private schools to exclude from their facilities any child who is infected with or suspected of having the following diseases: measles, mumps, rubella, chickenpox, pediculosis, scabies, and other illnesses designated by the local health officer.
Any information regarding occurrences of communicable diseases among students or staff should be promptly reported to the school nurse. Information regarding communicable diseases shall be considered confidential and given only to persons who have a need to know, including the employee’s supervisor, Director of Financial Services, the appropriate Division Head, and the health department, if necessary. Only designated staff shall handle incidents involving potential communicable disease exposure.
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Deliveries to Students Because of the general disruption caused by surprise deliveries, no direct deliveries of balloons, flowers, etc., are permitted at school. All deliveries are made to the central office of the division and never to classrooms.
Emergency Procedures Webb School has developed an Emergency Response Guide, copies of which are posted throughout campus. Each employee is required to become familiar with the procedures and responsibilities described in the Guide.
Energy Management and Conservation A concentrated effort on the part of all employees is necessary to control our energy consumption. At the end of each day, please turn off air units (or turn down heating units, as applicable). Turn lights off when you leave the classroom. Please close all windows, especially when the units are running, close and lock your door, and pull your shades to a uniform height from the sills. Malfunctions of heating and cooling units or lights should be reported to the maintenance office.
Equal Employment Opportunity Webb School’s policy is to provide all individuals with equal employment opportunities without regard to race, color, religion, gender, age, sexual orientation, national origin, disability, or veteran status, in accordance with all applicable laws. This policy applies to hiring, promotions, transfers, training, wage and salary administration, and all other aspects of employment.
Equipment Policy Faculty, staff, and others who wish to borrow school equipment must first secure the approval of the Director of Financial Services, who will then arrange the transaction with the person responsible for the equipment.
Facility Rental The primary uses of Webb School facilities are academic, instructional, and athletic. The School may rent facilities to outside agencies subject to one or more of the following general guidelines: a. The using agency will have a facility use that relates to our programs. b. The using agency will have a relationship with the School. c. The using agency is a not-for-profit organization. Under all circumstances, any proposed rental use will be denied if the School determines that there is a potential for facility damage or for an unacceptable risk exposure.
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Facility Rental (cont.)
Scheduling Rental of Facilities The scheduling for the rental of facilities will be coordinated by the Director of Financial Services. In all cases the Director of Facilities will be consulted regarding availability, impact on physical assets, and plant staff requirements. The Athletic Director will be directly consulted on all usage of athletic facilities. The food service manager will be directly consulted on all usage requiring cafeteria usage or food preparation. Facility availability will be confirmed with the President’s Assistant, the switchboard receptionist, the drama director (as applicable), and other personnel in charge of specialized spaces (as applicable). In all cases the proposed rental use must be approved by the President.
Facility Rental Documents The Director of Financial Services will administer all contracts. The facility user must agree to the terms and conditions of the contract, make timely payment of the rental fee, and provide adequate proof of insurance before the facility use will be allowed.
Revenues from Rentals Facility charges will be determined by the Director of Financial Services. Total charges will include facility rental income (to offset utility and other costs) and plant staffing costs (for cleanup and door security).
Waiver of Fees Current students, parents of students, and alumni will have preference over outside users. Webb Board members and faculty/staff may also have preference over outside users. Rental fees for these groups may be waived at the discretion of the President. Current students, parents of students, alumni, Board members, and faculty/staff are not allowed to use the facilities for personal profit.
Financial Aid Information All financial aid records are held in confidence.
Fund Raising / Development The Director of Development is responsible to solicit, receive, and account for restricted and unrestricted gifts to the school from individual donors, corporations, foundations, and special events. Gifts are sought for annual giving, planned giving, and capital campaigns. Occasionally, donors offer specific gifts to support selected programs or personnel at the school. Faculty and staff should refer any such suggestion to the Director of Development and are asked not to encourage such donations without prior consultation with the Director of Development.
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Grades, Holding of Student grades may be held in the business office (and denied on-line access) because of financial reasons. Faculty may orally give grades to students who request them.
Hazardous Chemicals Communication Law Webb School has a hazardous chemicals communication plan available for review in the maintenance office.
Inclement Weather The School rarely closes due to inclement weather. Employees should assume work will continue during bad weather and make arrangements for safe transportation to campus when the School is open. Employees must use personal or vacation time for days missed due to weather. If such time has been exhausted, employees may be docked pay for any additional days missed. Local media, the School website, and the notification system will carry news of any School closings or delayed starts.
As a general rule, Webb School will follow the Knox County closing criteria for the first day of an inclement weather event. In those rare cases where the County closes, but city streets are deemed safe for travel, Webb will not close. Unless official notification is sent, employees should assume School will follow normal operating hours.
Insurance, Liability General liability insurance is provided by the School to protect the School and its employees in the event of a lawsuit. This coverage does not cover suits for damages against an individual employee which involves conduct outside the scope of the employee’s job responsibilities, misconduct, or gross negligence. Examples of actions that are not covered by insurance, and thereby become the sole responsibility of the employee, include intentional acts, assault, driving under the influence, and other illegal acts.
Even if the School could be held liable in a lawsuit as the employer, an employee may be named as the party in a lawsuit. Depending on the situation, the School or its insurers may provide the defense for the lawsuit or may provide indemnity for the employee if the injured person does recover any money. However, the employee may be forced to provide defense or expend personal funds to cover personal judgments awarded by the courts.
The use of a personally owned vehicle for school functions and events creates a multi- party situation from a legal liability standpoint. The School and/or the owner and/or driver could be held or judged legally responsible depending on the event and circumstances.
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Insurance, Liability (cont.)
Insurance coverage provided by the School generally provides liability coverage only (no physical damage for the vehicle) for the School and its employees to the extent that an employee’s actions were within the scope of employment and within applicable laws, rules, and guidelines of governing bodies and the School. However, the employee can be held or judged to be individually or co-liable depending on the event and circumstances.
The vehicle's owner and/or driver's personal auto liability coverage is primary and will in many cases afford protection to the individual as well as the School. The School's auto liability coverage is secondary. Again, no coverage is provided by the School for the physical damage to the individual's vehicle.
Any insurance provided by the School is subject to the specific terms of the applicable insurance policy, and the terms of insurance policies shall control in the event of any conflict with the policies in this handbook. Copies of the insurance policies are available for review in the office of the Director of Financial Services.
Letterhead School stationery and other official letterhead should not be given to students or others not authorized by the School.
Library Faculty and staff may check out most materials for professional or personal use. However, materials should be returned as soon as they are no longer being used. Materials must be returned promptly upon request by the School. Reference books and magazines do not circulate unless special circumstances require in-class use.
Mailings, Coordination of In order to control escalating mail costs, please try to coordinate mailings within departments and schools where possible. A few periodic, scheduled publications are sent to parents and to alumni. Please use these publications for announcements of various types. All mail should be reviewed by the appropriate administrator.
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Meal Expenses Employees who travel for any school-related business approved in advance by an appropriate budget manager should plan to use their school-issued corporate card for meals. An employee’s meal budget will be a function of a per diem schedule which assigns different values to different cities, depending on the local cost of living. A copy of this schedule is available in the business office. Meals that otherwise would be included in conference fees, provided as part of lodging, covered as part of a scheduled activity for a school trip, or that could have been eaten at home in a reasonably timely manner should not be charged to the Webb credit card.
Mileage Reimbursement Use of personal vehicles for school-related business will be reimbursed at 46 cents per mile. Travel for school-related business should be approved in advance by the appropriate budget manager. Requests for reimbursement should be submitted to the Division Head after the travel has occurred. Travel reimbursement forms are available in the business office. The School reserves the right to require use of rental vehicles, in lieu of personal vehicles, for trips exceeding 250 miles.
Money, Handling and Processing of All funds collected by clubs, classes, or other student organizations are to be maintained in school accounts. All funds received on behalf of the School and its organizations must be given to the business office for deposit. When depositing funds, record an accurate counting and be sure to receive a cash receipt for the same amount. Funds should not be sent through campus mail and should not be left on an unoccupied desk. The business office is not responsible for any funds not given directly to a business office staff member. Disbursements for expenditures should be approved by the sponsor and a responsible student of the organization. Account balances may be requested from the Controller.
Personal Information Personal information (such as home phone numbers and addresses) about our employees and students should not be given to anyone outside the Webb community. Employee use of school property (such as e-mail and phone) for personal or business purposes is not protected by privacy laws. The School reserves the right to inspect any communications going to or from school property, whether on or off campus.
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Publications In order to establish a strong public relations program in the community, it is very important to create a Webb School image; therefore, it is imperative that all media materials from Webb School be coordinated through the communications office.
Purchasing: Accounts Payable, Check Requests, Reimbursements, Credit Cards, Travel, and Sales Tax Exemptions All purchases must be approved by the appropriate budget manager. Each department head determines the dollar level at which his/her pre-approval is required. If requested, a formal purchase order should be issued under the signature of the department head. Upon receipt of itemized original invoices, the requester should write “ok to pay”, write the account number, sign, obtain signature of budget manager, and forward to the business office.
In accordance with proper accounting and auditing practices, supporting records are required for all expenditures. These supporting documents must be received before a check is written. Questions about proper documentation should be addressed to the Controller. When requesting reimbursements, receipts must be attached. The person requesting reimbursement is responsible for providing the supporting documents, even when delegating certain tasks to other employees or students. Credit card receipts should be handled in a manner similar to original invoices above (signatures, account number, etc.) and should be submitted promptly. Specific guidelines for use of credit cards are outlined below.
Payment requests must be received by the accounts payable person by noon on each Wednesday in order to be processed and paid by that Friday. Please plan accordingly. When reimbursements are ready for pickup, an e-mail will be sent to each person receiving funds. Checks and cash are not sent through campus mail.
Extra charges for hotel rooms must be accompanied by itemized receipts. The School will not pay for charges for valet parking (unless unavoidable or less expensive than alternatives), movies, and other personal expenses.
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Purchasing: Accounts Payable, Check Requests, Reimbursements, Credit Cards, Travel, and Sales Tax Exemptions (cont.)
To streamline purchasing, please utilize Derek Spencer in the bookstore or Mary Newell in the business office to help find lowest prices and to best leverage existing vendor relationships. Webb School is a sales-tax-exempt organization under state law; our general guideline is to not reimburse sales tax that is paid when that purchase could have or should have been made using our tax-exempt status. It is the responsibility of the purchaser, not the business office, to follow up on adjusting charges where sales taxes have been incorrectly assessed.
Note: All purchases must be authorized by the person officially designated as having responsibility for the account being charged. No purchases are to be made in the name of the School by any individual. All purchases are made by, billed to, and paid for by the business office. Any variance from this policy must be approved in advance by the business office; otherwise Webb School will not assume responsibility for the payment. Questions or suggestions about any purchasing or accounts payable procedures should be addressed to the Controller.
Whenever purchases or payment requests are related to an event or activity for which student accounts will be charged, the billing list must be promptly provided to the business office by the event/activity sponsor. Please consider timing issues when planning events or activity, for both cash flow and billing purposes. Our billing statements are sent early each month. Timely submission of billings is essential for positive parent and student relations.
Credit Card Policies and procedures are as follows:
• Employees needing to make a credit card purchase should check out their individualized corporate card from the business office. Personal charges are not permitted.
• Employees are responsible for reconciling their own credit card statements. Please retain itemized receipts from all purchases, and then fill out a reconciliation form that lists purpose of expenditure, as well as all participants, if applicable (e.g., a meal purchase for multiple employees). The credit card reconciliation form can be found within the Outlook “Important Documents” folder.
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Purchasing: accounts payable, check requests, reimbursements, credit cards, travel, and sales tax exemptions (cont.)
Credit card policies and procedures – continued: • The cardholder is the only person entitled to use the card and is responsible for all charges made on the card. • Cardholders are expected to comply with internal control procedures in order to protect company assets; this includes keeping receipts and following proper card security measures. • Cardholders are responsible for resolving any discrepancies by contacting the vendor. • All purchases will be authorized by the person officially designated as having responsibility for the account being charged. • Webb School is sales-tax-exempt; most vendors will not charge sales tax if presented with a tax-exempt certificate and a company credit card; sales tax paid to a vendor will be collected from the employee unless unusual circumstances apply. • The employee is financially responsible for lost receipts. • Card privileges will be suspended for losing a School credit card or failing to comply with credit card procedures. • Please contact Mary Newell with any questions regarding the credit card policy.
Room Reservations Reservations are made on a first-come, first-served basis. Please contact the following offices/people to check availability for these locations:
Alumni Room Brittany Ivey Athletic Conference Room Lynne Canan Athletic Fields & Facilities Shelley Collier Bishop Center Libby Preston and Patrick McCray Central Building Cafeteria Libby Preston and Brian Newell Haslam Center Libby Preston Library Kate Lewallen Lower School Cafeteria Deborah Welsch Spartan Hall Judy Legg US Commons Cindy Harbison
Any groups not affiliated with Webb School that wish to rent these premises must be approved through the facility rental procedure.
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Safety Safety is of paramount importance at Webb School because upon it hinges the well- being of students, employees, and visitors. The philosophy that every accident can be prevented has been adopted as a cardinal rule at the school. Consequently, employees are responsible for both their personal actions and safe conditions in their work areas. Any unsafe condition or procedure should be reported to the appropriate Department Head for corrective action.
Each employee should be knowledgeable of his/her duties, expectations, and responsibilities. If an employee has a question or suggestion for safe conduct, he/she should speak with the Department Head. Cooperation and participation is required for our safety program to obtain maximum effectiveness. Safety is everyone’s business, and safety is best achieved through team effort. It is the combined responsibility of the School and its employees to ensure that all school vehicles are operated safely. Any employee operating a School vehicle must comply with the federal, state, and local laws as required for the operation of the type of vehicle assigned.
Any employee operating a School vehicle must possess a valid driver’s license, a copy of which must be provided to the business office.
Security System The School is protected by an alarm system. This system alerts the alarm company’s operators to call the police in case of unauthorized entry. The alarm system should be on whenever buildings are vacant and/or the outside doors are locked. Employees requiring after-hours campus access should use their ID card to deactivate the alarm; without the ID, an employee will not be able to enter a secure building without setting off the alarm. The last person to leave a building should check to see that all lights are off and all doors are locked.
Service Requests Forms are available in the business office for special events on campus. Forms for special events should be completed and returned to the maintenance mail box at least two weeks prior to the event.
Work repairs on facilities will be completed by the maintenance staff. All maintenance requests should be communicated via e-mail to the “maintenance” mailbox. Requests can range from actual repairs to cleaning needs.
Smoking In accordance with state law, Webb School is a tobacco-free campus. This applies to all property owned by Webb School (grounds, buildings, vehicles, etc.) and to all people on campus (students, employees, visitors, etc.).
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Student Billing The School has established student accounts for billing tuition (and related costs) and for bookstore purchases. The School allows other charges to be made to student accounts; however, all other charges to a student account must be approved in writing in advance by the appropriate Division Head, by the President, and by the Director of Financial Services. The employee will be financially responsible for any charges incurred that have not been properly authorized and billed to students.
Student Handbooks Student handbooks are posted on the website annually by the Lower, Middle, and Upper Schools. Each employee is expected to become familiar with any aspects of these handbooks that may impact job performance, responsibilities, or expectations. These handbooks should be considered part of the faculty handbooks and adhered to as such.
Student Withdrawal In cases of student withdrawal, the School follows the following protocol: • Parents inform the appropriate Division Head of their decision to withdraw their child(ren). Formal written notification of withdrawal is required. • The Division Head delivers a withdrawal form to parents, which they must have signed by a representative of the business office (confirming the account has been cleared) and the Technology Director (confirming all school-owned devices have been returned). • The signed form is returned to the Admissions Office, which, in turn, notifies the President, the Director of Development, and other offices of the student’s withdrawal and of the official approval to release records. • The Admissions Office schedules an exit interview with the parents.
Swimming Pool Any user of the pool must be under the DIRECT supervision of an authorized school employee at all times. The pool is not available for rental to outside groups.
Telephone Messages Calls to Webb School are handled by a central switchboard. Messages will be delivered to teachers via the division offices. Teachers will be expected to return calls from parents as quickly as possible, and barring extenuating circumstances, on the same day the message was received.
Theft Any theft should be reported to the appropriate Division Head, President, and Director of Financial Services immediately. Employees bringing personal property to school do so at their own risk. Webb School’s insurance does not provide coverage for personal belongings brought on campus.
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Transcripts (Student) No official School records may be transferred without being cleared through the business office. When transcripts are to be held for financial reasons, college application documents (transcripts, letters of reference, secondary school reports, profiles, etc.) will be processed normally but held until such time as they can be released. Transcripts are official only when they are signed by the appropriate school official and mailed by the School. Any transcript hand-carried will be unofficial and will be so marked.
Use of School Property School vehicles are to be used for School purposes only. Employees are expected to use reasonable care in handling School property that is available for employee use or that is issued directly to an employee (such as a faculty laptop). An employee may be charged for damaged or lost property.
Vandalism and Littering It is every employee's responsibility to help in stopping damage and defacing of our school. An employee who witnesses or discovers vandalism or littering should stop the action (if possible) and report the event to the immediate supervisor and to the maintenance office as soon as possible.
Visitors Students may invite guests to school, but they must receive approval by the appropriate division office in advance. All visitors to campus must receive, and wear, a visitor’s badge.
Volunteers Volunteers are vital to Webb School. They help immeasurably in the library, annual giving solicitation, clerical needs, mailings, used uniform sales, ArtExtravaganza, student productions, and WebbFest. Volunteer activities are coordinated through the development office.
Workplace Violence Policy Webb School has a strong commitment to its employees to provide a safe, healthy, and secure work environment. The presence of weapons and the occurrence of violence in the workplace during work hours are inconsistent with our objectives. The School requires all employees to perform their jobs without violence. The School expects all employees to perform their duties in a safe and productive manner to ensure that result.
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Workplace Violence Policy (cont.) If an employee is injured while participating in a fight or after instigating a fight, the employee may be denied entitlement to workers’ compensation benefits.
An employee should immediately report any threat or act of violence to the immediate supervisor or a Department Head.
No part of this policy or any procedure herein is intended to affect or limit Webb School’s right to manage or control its workforce or be construed as a guarantee or contract of employment or continued employment. The School may, in its discretion, modify this policy from time to time.
Definitions • Coverage of policy – this policy covers all employees and contractors of the School. • Crime of violence or violence – includes any degree of murder, voluntary manslaughter, aggravated rape, rape, mayhem, aggravated robbery, robbery, burglary, aggravated assault, assault, and battery. • On the worksite – includes all property and vehicles owned/occupied by the School. • Possession – shall include, but is not limited to, the presence of a weapon on the employee or in the employee’s lunch box, bag, purse, cabinet, office, etc. • Weapon – includes an explosive or an explosive weapon; a device principally designed, made, or adapted for delivering or shooting an explosive weapon; a machine gun, rifle, shotgun, handgun, and any other firearm and firearm silencer; a switchblade and any other potentially dangerous knife; knuckles; and any other implement for infliction of bodily injury, serious bodily injury, or death, or that has no common lawful purpose.
Prohibited Activities of Current Employees Webb School specifically prohibits and will routinely discipline an employee, up to and including termination, for any of the following: • Use, possession, or sale of any weapon (as described above) on the worksite. • Storing any weapon in a desk, lunch box, bag, purse, or other repository on the worksite. • Illegal possession, use, or sale of a weapon off Webb School property. • Conviction under any criminal statute for the illegal possession of a weapon or for committing a violent act against the person or property of another. • Refusing to participate in an investigation pertaining to allegations or suspicion that violence has or is likely to occur on the worksite, or an investigation pertaining to the carrying of a weapon by the employee or a co-employee. • Verbal or physical threats, threatening gestures, or statements. • Fighting, assault or battery.
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Absence Reporting All absences should be reported to the Controller. These should be reported on the “Absence Report” form, signed by the supervisor and submitted within three working days of the absence (non-exempt employees may submit Absence Reports with their timesheets). Absence Report forms may be obtained from the business office.
Background Check The School conducts background checks on all new employees as a condition of employment. Furthermore, the School requires a background check of any adult (tutor, volunteer parent, etc.) who might ever spend time alone with a student.
Definition of Employment Regular, full-time employees are full-time faculty or staff members who are scheduled to work a minimum of forty hours per week throughout the year at regularly scheduled jobs. These employees are entitled to all employee benefits, subject to the terms, conditions, and limitations of each benefit program. Full-time, flexible-schedule employees are faculty or staff members who are scheduled to work a minimum of 75% of a full-time load throughout the year at regularly scheduled jobs. These employees are entitled to all employee benefits, subject to the terms, conditions, and limitations of each benefit program. Part-time employees are faculty or staff members who are scheduled to work less than 75% of a full-time load throughout the year. Employment beyond any initially stated period does not in any way imply a change in employment status. These employees are entitled to limited employee benefits (depending on plan rules), as well as those mandated by federal or state laws (such as Social Security and workers compensation). Temporary and interim employees are employees who are hired for a specific short- term period of time and for a specific job. Employment beyond any initially stated period does not in any way imply a change in employment status. These employees are not entitled to any employee benefits, except those mandated by federal or state laws (such as Social Security and workers compensation).
Based upon the Fair Labor Standards Act, all employees are classified as either exempt or non-exempt employees. An exempt employee performs executive, administrative, technical support, or professional work. An exempt employee receives a fixed salary regardless of the number of hours worked. There is no additional pay for extra hours, nor is pay reduced for less than normal hours (in most situations). A non-exempt employee either performs work other than executive, administrative, technical support, or professional, or else performs this type of work, but does not meet separate criteria established by the Department of Labor. A non-exempt employee receives extra pay for hours worked beyond forty hours per week that are approved by the immediate supervisor (see section on “Overtime”).
The school is an at-will employer.
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Dress Code – Faculty and Staff Appropriate professional dress and appearance is expected in conjunction with being a positive role model.
Family and Medical Leave Act (FMLA) Eligible employees who have worked at Webb for at least 1,250 hours during the prior twelve months may be eligible for a leave of absence up to 12 weeks per year under the Family and Medical Leave Act. Family and medical leaves of absence may be taken for the following reasons: • Birth of a child; placement of a child with employee for adoption or foster care; • To care for spouse, child, or parent with a serious health condition; • A serious health condition that renders the employee unable to perform the essential functions of the employee’s job. The amount of FMLA leave available to the employee is determined by examining the amount of FMLA leave taken by the employee during the preceding twelve calendar months.
Conditions of FMLA: • The duration of any leave shall not extend beyond twelve (12) weeks. The employee must give his/her immediate supervisor at least thirty (30) days written notice, if possible. If it is not possible to give thirty (30) days notice, the employee will provide such notice as is practical under the circumstances. If a family and medical leave of absence is due to pregnancy and childbirth, the leave limit is extended up to sixteen (16) weeks by state law. • Webb School may require medical certification from the health care provider prior to a medical leave and periodically during the leave. • “Serious health condition” is an illness, injury, or impairment that involves inpatient hospital care, hospice care, or other inpatient care in a medical care facility or continuing treatment by a health care provider which involves any period of incapacity. • An employee to whom medical leave is granted shall first use all accumulated sick days and then all accumulated vacation days. After such paid days have expired, the employee shall be placed on unpaid leave of absence. Both paid and unpaid days apply toward the total allowable FMLA leave. • Upon return to work, the employee will be restored to the position held when the leave commenced, or to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. • During the period of FMLA leave, the group health plan will be offered for the duration of the leave and at the level and under the conditions that the coverage would have been provided if no leave had been taken. If the employee fails to return to work at the end of the leave, the school may recoup the premiums paid for
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Family and Medical Leave Act (FMLA) (cont.) maintaining health coverage, assuming certain basic conditions are met. Health coverage costs are not recouped when the employee fails to return to work due to the existence or recurrence of a serious health condition. • An employee who fails to return at the end of an approved leave of absence may be considered to have resigned at the end of the leave of absence.
Freedom of Expression Although Webb School appreciates the importance of free speech, it expects employees to refrain from advancing any personal religious and/or political beliefs/agendas while interacting with students.
Fringe Benefits Webb School provides a variety of employee benefits for regular, full-time and full-time, flexible-schedule employees. These benefits and programs are outlined below. Part- time and temporary employees are not eligible for these benefits and programs unless specifically included.
Bereavement Leave In the event of death in the immediate family, an employee will be granted leave of absence of up to three days without loss of pay with the approval of the Division Head or the President. “Immediate family”, as used herein, means parents, brothers, sisters, in-laws, own children, spouse, grandparents, grandchildren, and any person who is domiciled in the home of the employee at the time of death.
Cafeteria/Flexible Benefits Plan Webb School offers its full-time employees the opportunity to use pre-tax dollars to pay for the family portion of medical insurance, optional dental insurance, and optional vision insurance by entering into a salary reduction agreement. A summary of the plan is available in the business office for review.
Charge Accounts An employee may charge personal items purchased from the bookstore to a personal account. An employee with children enrolled at Webb may also make arrangements to pay tuition, lunch, and other student charges on a monthly basis through a personal account. These accounts are maintained by the business office. Balance-due statements are distributed at the beginning of each month, and payment is due by the end of that month. The use of personal accounts by an employee automatically authorizes the School to deduct any outstanding balances from the employee’s paycheck. Personal accounts may also include computer loans and any other transaction or event that may result in an employee’s financial obligation to the School. If financial obligations are not paid timely, the School reserves the right to deduct those past due balances. PERSONNEL POLICIES AND PROCEDURES 304
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Dental Plan Webb School offers an optional dental care plan through payroll deduction. Plan information is available in the business office. The plan may be amended or terminated at any time, based upon employee participation and vendor availability.
Health Insurance Comprehensive health (major medical) insurance is provided for eligible employees at the School’s expense. Each employee should become familiar with the plan rules and regulations as provided in the medical insurance plan. The waiting period for eligibility is determined by the individual’s employment category. Medical insurance coverage for spouse/dependents is available to be purchased, at the employee’s expense and subject to the insurance provider’s plan rules. Premiums for this additional coverage are deducted pre-tax from the employee’s paycheck.
Holidays Faculty holidays are based on the student schedule. Staff holidays are determined and published annually. Staff holiday schedules are available from the President’s office.
In-service, Conference, and Exam days Employees are expected to work their normal working hours during school in-service days, conference days, and days when exams are in session, unless otherwise published or agreed upon by their Department Head. Employees should not plan to miss a part of the day for personal matters on days when the school is not in session for students, but when employees are expected to be in attendance. Unless it is an all school holiday or break, employees are expected to maintain their daily hours of employment.
Jury Duty Tennessee law requires an employee to be excused from work for the day(s) required by a jury summons. This statute provides that an employee is entitled to receive his/her usual compensation from employment less the fee and compensation received for jury duty. Under the statute, the employer is not required to pay an employee “for more time than was actually spent serving and traveling to and from jury duty.” It is assumed that an employee will return to work if dismissed or if his/her duty is less than three (3) hours during a day. An employee who receives usual compensation from the School for jury duty must reimburse the School for the amount received by the employee from the court for fees and compensation for jury duty. If possible, faculty members should request a postponement of jury duty to a time when school is not in session.
Life Insurance Life and accidental death and dismemberment insurance of $50,000 is provided for eligible employees at the School’s expense. Plan rules and regulations are provided in the life insurance plan booklet. The waiting period for eligibility is determined by the individual’s employment category.
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Life Insurance (con’t) Additional term life insurance coverage for the employee, spouse, and dependents are available to be purchased, at the employee’s expense and subject to the insurance provider’s plan rules. Premiums for additional coverage are deducted pre-tax from the employee’s paycheck.
Long-Term Disability Long term disability insurance is provided for eligible employees at the School’s expense. The plan includes a 90-day elimination period and specific benefits according to employee classification and rate of pay. Plan rules, regulations, and benefits are provided in the long term disability insurance plan booklet. The waiting period for eligibility is determined by the individual’s employment category.
Lunch Webb School provides lunch free of charge to all employees on duty during the lunch period on days when school or camp is in session.
Lunches on early dismissal days are generally for faculty and staff only; however, certain situations may arise where a faculty member has to have his/her child stay at school until the faculty member leaves at the end of the day, with no other options available. In this case, faculty members should notify the cafeteria in advance in order that sufficient food is prepared. The child of the faculty member would eat lunch, but this is not open to friends of that child. We would envision very few students staying for lunch on these days.
Certain students may be asked to attend meetings with faculty on early dismissal days. In these cases, the students’ names should be given to the appropriate administrative assistant, who in turn will notify the cafeteria staff. These students would then be permitted to eat lunch on that particular day. Again, friends of these students are not included.
Personal Days
Full-time employees are eligible to request up to two personal days per school year. Employees are strongly encouraged not to request personal days on the front-end or back-end of school holidays, or during exam periods. To ensure and sustain the daily operations of the school, and to maintain quality classroom instruction, personal days should only be requested when absolutely necessary.
To request a personal day, the employee must make a formal request through their immediate supervisor with a two-week advanced notice, unless an emergency makes this impossible.
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Personal days do not accumulate from year to year, and the calendar for personal leave starts with August. Requests for additional personal days in a fiscal year may be made in advance to the employee’s direct supervisor. The request will then be discussed with the President. Prior use of personal days, and any extenuating circumstances, will be taken into consideration relating to the request. Unless the President grants an exception (based largely on an employee’s historical use of personal days), the School will dock an employee one day’s pay for any personal day taken in excess of the standard allocation.
Employees with regular part-time assignments may be eligible for prorated personal leave for extenuating circumstances. The Director of Financial Services, the President, and Division Heads will determine the schedule for prorated personal time annually. Such days are non-cumulative and do not carryover to future years.
Retirement Plan The school’s retirement plan has been established with the Teacher Insurance and Annuity Association (TIAA). Under the plan, every employee who works or is scheduled to work at least 1,000 hours during the School’s fiscal year is required to participate by contributing five percent of his/her salary to a personal retirement account with TIAA. The School will match the employee’s contribution as outlined in the schedule published in the plan. Plan rules, regulations, and benefits are explained in the summary plan description, which is distributed to all eligible employees. Contributions by employees are made as pre-tax payroll deductions.
Sick Leave All full-time employees are granted sick leave with full pay at the pro-rated rate of twelve days per school year for absences due to personal illness. Sick leave may be accumulated up to 65 work days. The calendar for sick leave starts with August. Upon termination of employment, all unused sick days are forfeited without pay.
Requested leave due to illness in the family will be confined to members of the immediate family such as grandparents, grandchildren, parents, spouse, child, brother, sister or any close relative or in-law living in the household of the employee and must be approved by the appropriate Division Head and/or President. The employee must notify the immediate supervisor or his/her designee if sick leave is being requested. The business office records sick leave. Absences should be reported within three business days upon return. Physician certification of the illness and/or the ability of the employee to return to work may be required.
Employees with regular part-time assignments may be eligible for some prorated sick leave, in accordance with a schedule determined annually by the Director of Financial Services, the President, and the appropriate Division Head. Such days may carry-over to future years.
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Social Security - FICA and Medicare In accordance with federal law, a percentage of gross wages is deducted from the pay of all employees for FICA and Medicare.
SRA (Tax-Deferred Annuity) The School offers an optional supplemental retirement annuity (SRA) plan through TIAA. An SRA is an annuity designed to allow an employee to set aside tax-deferred funds for retirement over and above amounts being accumulated through the School’s retirement plan (RA). Webb School does not match funds contributed to this plan. Plan rules, regulations, and benefits are explained in the summary plan description, which is distributed to all eligible employees.
Tuition Remission Policy Full-time exempt employees (and full-time non-exempt employees with more than three years of service) may apply for tuition remission. This benefit is available at the discretion of the President, but for planning purposes, employees should anticipate receiving remission equal to 50% of current tuition charges. No remissions of lunch, mandatory fees, or optional fees and expenses are available. Separately, all employees may apply for additional financial aid under the School's standard financial aid policy and awarding guidelines. The tuition remission benefit is not available to part-time, temporary, or interim employees.
Vacation with Pay Vacation days with pay for twelve-month exempt and full-time non-exempt employees are earned at the annual rate of 10 days after one year of employment and 15 days after 10 years of employment. Administrators earn 20 vacation days with pay per year.
Employees must complete one year of work before taking vacation time. The calendar for vacation resets with January after completion of the first year. Accumulated vacation must be used before December 31 of the current year. No vacation may be carried over to the next year. Upon resignation, an employee who provides reasonable notice will receive compensation for documented and accrued but unused vacation days with pay.
Vacation days must be approved in advance by the immediate supervisor. The business office records vacation leave. Absences should be reported within three business days upon return.
Workers’ Compensation The School provides workers’ compensation insurance for all employees in accordance with state law. Additional information regarding the policy and claim forms are available in the business office. An employee who has an injury or suspected injury during the work day MUST notify the immediate supervisor and the Controller as soon as possible, and not later than before the end of the work day.
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Worker’s Compensation (cont.) The school does not provide differential compensation during the period of workers’ compensation leave, and employees cannot use accumulated sick leave for days or times when the employee is on workers’ compensation leave. An approved provider list is available from the business office. An employee must utilize this list. Failure by the employee to utilize the list may result in forfeiture of workers’ compensation benefits.
Grievance Procedure While an employee should make every effort to resolve any grievance by discussing the matter with his or her direct supervisor, there may be times when such an approach would not be practical (e.g., if the dispute at hand concerns the supervisor). To ensure that no employee feels trapped by such a circumstance, in these instances an employee should pursue an alternative channel of communication. Specifically, employees are invited to communicate their grievance either directly to the President, or as an intermediary, to the Director of Financial Services or the President’s Assistant. Should the grievance involve the President, it will be passed along to the Board Chair.
Health Care Continuation Coverage (COBRA) Under COBRA, employees and their qualified beneficiaries covered under the school’s group health care plan have the right to elect to continue their coverage under the plan if their coverage would otherwise end because of certain events, referred to as “qualifying events.” Such events include the employee’s voluntary termination of employment, death, other involuntary termination of employment (except for gross misconduct), reduction in hours of employment, divorce or legal separation, and entitlement to Medicare benefits. Also, dependent children (as defined in the health plan) who cease to be dependent children may elect continuation coverage. In these cases, continuation coverage must be provided without regard to the employee’s evidence of insurability. It is important for the employee or beneficiary to notify the school within sixty (60) days of the qualifying event, including divorce, legal separation, or dependent child ceasing dependent status. When a qualifying event occurs, qualified beneficiaries will be notified of their rights. The qualified beneficiaries will have at least sixty (60) days from the later of the loss of coverage date or the date COBRA election notice is provided to elect continuation coverage. If coverage is elected, the plan requires timely payment of a premium. Continuation coverage can last from 18 to 36 months, depending upon the qualifying event. For more information, please contact the business office.
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Inspection of Personnel Records An employee may examine his/her personnel records. The employee has the right to correct, ask for a deletion, or write a statement of disagreement with any item in the file. Files may not be removed from offices.
To review a personnel file, the employee must submit a request in writing or by e-mail to the Controller. The Controller will contact the employee to arrange a time for file review.
In order to make corrections to a personnel file, the employee must submit a formal request in writing to the Controller. If the request is granted, the changes will be made by the President. If the request is denied, the employee can then request that the statement of disagreement becomes a permanent record in the personnel file.
Keys Each employee is given the appropriate key(s) to any building, room, etc. that is required for performance of regular duties. These keys are the employee's responsibility. Keys should not be duplicated and should not be loaned to others. Lost or stolen keys should be reported immediately to the maintenance office. Keys (and any other school possessions) must be returned promptly once an employee’s duty ends.
Length of Service When calculating the length of service for the 10-year awards in April of each year, Webb includes any previous employment stint, as well as all years of part-time employment, as part of an employee’s tenure. The service award date does not necessarily reflect benefit dates.
Military Leave Military leaves of absence will be granted without pay for regular, full-time employees with subsequent reinstatement as guaranteed under federal law. Employees entering the Armed Forces will be expected to show their orders to the immediate supervisor as soon as they are received. Employees on military leave will accrue longevity and will be provided the same benefits provided to employees given non-military leave.
Military Training If a full-time employee is also a member of the National Guard or a military reserve unit and subject to an annual two-week encampment, the employee will be granted the necessary time off without pay. The employee may use accumulated vacation days in lieu of unpaid leave.
Outside Employment Webb School expects to be the primary employer of all full-time employees. However, with the prior approval of the supervisor, an employee may accept outside employment, as long as such employment does not infringe on his/her commitment or bring discredit to Webb School.
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Overtime Working overtime is occasionally required of non-exempt employees by various divisions. If overtime work is required, it should be performed at the request of or with the approval of the Department Head. All hours worked in excess of 40 hours in a work week will be paid at one-and-one half times the regular hourly wage rate. Overtime will be paid only for hours actually worked over 40 in the work week, excluding time paid for not working (such as sick leave, personal leave, and vacation) but including holidays. All overtime hours worked should be recorded and paid as earned, and overtime cannot be accumulated and taken as leave time in a subsequent work week.
Parking Spaces and Tags All employees who drive on campus will be given a parking tag (which should be displayed on the windshield) and an assigned location for parking. All vehicles will display the tags while on campus. No parking is allowed in the fire lane areas around the campus. The School is not responsible for fire, theft, damage, or personal injury involving an employee’s vehicle. That said. in the case of damage caused by a golf ball from Dead Horse Lake golf course, please notify the business office, as the School will defray the cost of repair up to the deductible on the employee’s auto insurance policy.
Paychecks and Pay Dates Salaried employees are paid by direct deposit on the last working day of each month. In December, paychecks are distributed on the last working day preceding the holiday break. All employees who are paid monthly will be paid over a twelve-month period. A non-exempt full-time employee’s annualized salary is based on a 40-hour week. Hourly employees are paid bi-weekly.
Performance Appraisals- Staff Job performance for staff (all non-faculty employees) should be reviewed annually in terms of the employee’s actual performance as measured against the performance standards for the employee’s assigned tasks. The performance review is designed to serve as an opportunity to offer advice and counsel regarding an employee’s job performance and the supervisor’s expectations. Upon completion, the reviews will be placed in the employee’s personnel file.
Personal Property The School’s insurance does not protect personal property against fire, theft, damage, or other risks, and the School does not assume any responsibility for loss of personal items.
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Progressive Discipline Webb School expects employees to perform their assigned duties at or above satisfactory levels, to follow accepted standards of workplace behavior, and to comply strictly with all laws, rules and regulations. The School uses a progressive discipline policy as a guide for cases where progressive discipline is appropriate. This policy is intended to inform an individual when performance or behavior is below standards and to give fair warning so that the employee will have an opportunity to improve. Under normal circumstances, the School adheres to a four-step disciplinary process. The School does, however, retain the right to administer discipline in any manner it sees fit. As an at-will employer, the School can discharge an employee without following the progressive discipline steps.
The normal four-step progressive discipline process is as follows:
1. Verbal Counseling The supervisor will counsel the employee privately on an informal basis. The seriousness of the problem and the possible consequences if the employee does not correct the problem will be explained and specific policies will be reviewed. An official record may or may not be made of this meeting.
2. Written Warning For repeated or serious problems, either in performance or conduct, the supervisor will counsel the employee formally and issue a written corrective action plan explaining the nature of the problem, what must be done to correct it, and when it must be corrected. This session will be documented, and the employee will be given a specific timetable for improvement. The written action plan will include a description of more serious forms of discipline, including suspension and termination, that may occur if the problem is not resolved. This form is signed by both the supervisor and the employee to assure that the employee has been presented with the written notice. The signature does not necessarily mean the counseled employee agrees with the notice, only that the employee received a copy. A copy of the signed form is filed in the employee’s personnel file. In the event the warned employee refuses to sign the form, a witness may sign the form in the presence of the warned employee.
3. Suspension/Probation Generally, if the employee does not respond satisfactorily to the first two steps in the progressive discipline process, the employee will be suspended without pay, depending on the seriousness of the situation. The written notice will include a warning indicating that termination may be the next step in the process.
4. Termination Employees who fail to respond to the first three steps in the progressive disciplinary process will be terminated.
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Flagrant disregard for policies, and practices, including but not limited to gross insubordination, physical violence, dishonesty, drug or alcohol abuse, or falsifying personnel records may warrant immediate discharge.
Resignation Employees who resign are asked to provide reasonable notice. If an employee does not show up for work and does not call the immediate supervisor for three work days in a row, the School may assume that the employee has resigned from the job and is no longer employed at the school.
Transcripts (Employee) For any employee holding a position where a college degree is required, the employee must provide an official transcript to the School as a condition of employment.
Unpaid Leave of Absence An employee who needs to take a leave of absence that does not qualify for leave under the Family and Medical Leave Act can request an unpaid leave of absence. The employee is required to notify the immediate supervisor, Division Head, and Director of Financial Services at least 60 days prior to the first day of leave. Unpaid leaves of absence must be approved in advance by the Division Head, the Director of Financial Services, and the President.
If the proposed length of unpaid leave exceeds 90 days, the employee is required to use any unused accumulated vacation toward this leave. If the employee is enrolled in the School’s health plan, the employee is responsible for paying all premiums (including the employee’s cost that is normally paid by the School) while on leave. An employee on unpaid leave may become ineligible for coverage for some benefits, as outlined in the School’s contracts with benefit providers or as indicated in other School policies.
Work Week Exact hours vary depending on the office, but the standard office work week is Monday through Friday, eight-and-one-half hours per day, with a half-hour unpaid break for lunch (a total of 40 work hours). During the summer months, the President may, at his discretion, change the schedule of the work week to 8:30 - 3:30. Hourly support employees will work the hours as published by their immediate supervisor.
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Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, the right to privacy, and the right to determine the form, manner, and terms of publication and distribution. Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community.
Background and Purpose This document constitutes a School-wide policy intended to allow for the proper use of all Webb School computing and network resources, effective protection of individual users, equitable access, and proper management of those resources. This should be taken in the broadest possible sense. This policy applies to Webb School network usage even in situations where it would not apply to the computer(s) in use. These guidelines are intended to supplement, not replace, all existing laws, regulations, agreements, and contracts which currently apply to these services.
Access to networks and computer systems owned or operated by Webb School imposes certain responsibilities and obligations and is granted subject to School policies and local, state, and federal laws. Appropriate use should always be legal, ethical, reflect academic honesty, reflect community standards, and show restraint in the consumption of shared resources. It should demonstrate respect for intellectual property; ownership of data; system security mechanisms; and individuals’ rights to privacy and to freedom from intimidation, harassment, and unwarranted annoyance. Appropriate use of computing and networking resources includes instruction; independent study; authorized research; independent research; communications; and official work of the offices, units, recognized student and campus organizations, and agencies of the School.
Definitions Authorized use of Webb School-owned or operated computing and network resources is use consistent with the education, research, and service mission of the School, and consistent with this policy.
Authorized users are: (1) current faculty, staff, and students of Webb School; (2) anyone connecting to a public information service (see section below); and (3) others whose access furthers the mission of the School and whose usage does not interfere with other users' access to resources. In addition, a user must be specifically authorized to use a particular computing or network resource by the system administrator.
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Individual Privileges The following individual privileges, all of which currently exist at Webb School, empower each of us to be productive members of the campus community. These privileges are conditioned upon acceptance of the accompanying responsibilities.
Privacy To the greatest extent possible we want to preserve the individual's privacy. Electronic and other technological methods must not be used to infringe upon privacy. However, users must recognize that Webb School has the right to access any information stored on its network, computers, or other devices at any time but will only do so at the discretion of the administration.
Freedom of Expression The constitutional right to freedom of speech applies to all members of the campus no matter the medium used.
Freedom from Harassment and Undesired Information All members of the campus have the right not to be harassed by computer or network usage by others (see section below).
Individual Responsibilities Just as certain privileges are given to each member of the campus community, each of us is held accountable for our actions as a condition of continued membership in the community. The interplay of privileges and responsibilities within each individual situation and across campus engenders the trust and intellectual freedom that form the heart of our community. This trust and freedom are grounded on each person developing the skills necessary to be an active and contributing member of the community. These skills include an awareness and knowledge about information and the technology used to process, store, and transmit it.
Responsible use of Resources Users are responsible for knowing what information resources (including networks) are available, remembering that the members of the community share them, and refraining from all acts that waste or prevent others from using these resources or from using them in whatever ways have been proscribed by the School and the laws of the state and federal governments. Details regarding available resources are available in many ways, including consulting the system administrator, conferring with other users, or examining on-line and printed references.
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COMPUTER AND NETWORK USAGE POLICY 403
Common Courtesy and Respect for Rights of Others Users are responsible to all other members of the campus community in many ways, including to respect and value the rights of privacy for all, to recognize and respect the diversity of the population and opinion in the community, to behave ethically, and to comply with all legal restrictions regarding the use of information that is the property of others.
Privacy of Information Files of personal information (including programs), no matter on what medium they are stored or transmitted, may be subject to access by the system administrator if stored on Webb School's computers. That fact notwithstanding, no one should look at, copy, alter, or destroy anyone else's personal files without explicit permission (unless authorized or required to do so by law or regulation). Simply being able to access a file or other information does not imply permission to do so.
Similarly, no one should connect to a host on the network without advance permission in some form. People and organizations link computers to the network for numerous different reasons, and many consider unwelcome connects to be attempts to invade their privacy or compromise their security.
Intellectual Property Users are responsible for recognizing (attributing) and honoring the intellectual property rights of others.
Harassment No member of the community may, under any circumstances, use Webb School's computers or networks to libel, slander, or harass any other person.
The following shall constitute computer harassment: • Intentionally using the computer to annoy, harass, terrify, intimidate, threaten, offend or bother another person by conveying obscene language, pictures, or other materials or threats of bodily harm to the recipient or the recipient's immediate family • Intentionally using the computer to contact another person repeatedly with the intent to annoy, harass, or bother, whether or not any actual message is communicated, and/or where no purpose of legitimate communication exists, and where the recipient has expressed a desire for the communication to cease • Intentionally using the computer to contact another person repeatedly regarding a matter for which one does not have a legal right to communicate, once the recipient has provided reasonable notice that he or she desires such communication to cease (such as debt collection)
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• Intentionally using the computer to disrupt or damage the academic, research, administrative, or related pursuits of another • Intentionally using the computer to invade the privacy, academic or otherwise, of another or the threatened invasion of the privacy of another.
Game Playing Limited recreational game playing, that is not part of an authorized and assigned research or instructional activity, is tolerated (within the parameters of each department's rules). School computing and network services are not to be used for extensive or competitive recreational game playing. Recreational game players occupying a seat in a public computing facility must give up that seat when others who need to use the facility for academic or research purposes are waiting.
Information Integrity It is each user’s responsibility to be aware of the potential for and possible effects of manipulating information (especially in electronic form), to understand the changeable nature of electronically stored information, and to verify the integrity and completeness of information that is compiled or used. A person should not depend on information or communications to be correct when they appear contrary to one’s expectations; rather, the person should verify the information or communication with the party whom is believed to have originated the message or data.
Use of Computer Systems Users are responsible in coordination with the system administrator for the security and integrity of School information stored on personal desktop systems. This responsibility includes making regular data backups and controlling physical and network access to the device. Users should avoid storing and displaying passwords or other information that can be used to gain access to other campus computing resources.
Sharing of Access Computer accounts, passwords, and other types of authorization are assigned to individual users and must not be shared with others. Each user is responsible for any use of his/her account.
Permitting Unauthorized Access No person may run or otherwise configure software or hardware to intentionally allow access by unauthorized users.
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Use of Privileged Access Special access to information and other special computing privilege(s) are to be used in performance of official duties only. Information that is obtained through special privilege(s) is to be treated as private.
Termination of Access When a person ceases being a member of the campus community (graduate or terminate employment), or if an employee is assigned a new position and/or responsibilities within the School, access authorization must be reviewed. No user may use facilities, accounts, access codes, privileges, or information for which the user is not authorized in his/her new circumstances.
Attempts to Circumvent Security Users are prohibited from attempting to circumvent or subvert any system's security measures. This section does not prohibit use of security tools by system administration personnel.
Decoding Access Control Information Users are prohibited from using any computer program or device to intercept or decode passwords or similar access control information.
Denial of Service Deliberate attempts to degrade the performance of a computer system or network or to deprive authorized personnel of resources or access to any School computer system or network are prohibited.
Harmful Activities The following harmful activities are prohibited: creating or propagating viruses; disrupting services; damaging files; intentional destruction of or damage to equipment, software, or data belonging to Webb School or other users; and the like.
Unauthorized Access Users may not damage computer systems, obtain extra resources not authorized to the user, deprive another user of authorized resources, or gain unauthorized access to systems, by using knowledge of a special password, loopholes in computer security systems, another user's password, or access abilities that were made available to the user during a previous position at the School.
Unauthorized Monitoring Users may not use computing resources for unauthorized monitoring of electronic communications.
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Academic Dishonesty Users should always use computing resources in accordance with the high ethical standards of the school community. Academic dishonesty (plagiarism, cheating) is a violation of those standards.
Use of Copyrighted Information and Materials Users are prohibited from using, inspecting, copying, and storing copyrighted computer programs and other material, in violation of copyright.
Use of Licensed Software No software may be installed, copied, or used on school resources except as permitted by the owner of the software. Software subject to licensing must be properly licensed and all license provisions (installation, use, copying, number of simultaneous users, term of license, etc.) must be strictly adhered to.
Personal Business Computing facilities, services, and networks may not be used in connection with compensated outside work nor for the benefit of organizations not related to Webb School, except in connection with scholarly pursuits (such as faculty publishing activities) or in a purely incidental way. This and any other incidental use (such as electronic communications or storing data on single-user machines) must not interfere with other users' access to resources (computer cycles, network bandwidth, disk space, printers, etc.) and must not be excessive.
Webb School Privileges Allocation of Resources Webb School may allocate resources in differential ways in order to achieve its overall mission.
Control of Access to Information Webb School may control access to its information and the devices on which it is stored, manipulated, and transmitted, in accordance with the laws of Tennessee and the United States and the policies of the School and the Board of Trustees.
Imposition of Sanctions Webb School may impose sanctions and punishments on anyone who violates the policies of the School regarding computer and network usage.
System Administration Access A system administrator (i.e., the person responsible for the technical operations of a particular machine) may access others’ files for the maintenance of networks and computer and storage systems, such as to create backup copies of media. However, in
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COMPUTER AND NETWORK USAGE POLICY 407 all cases, all individuals' privileges and rights of privacy are to be preserved to the greatest extent possible.
Monitoring of Usage and Inspection of Files The system administrator of Webb School's computers and networks may routinely monitor and log usage data, such as network session connection times and end-points, CPU and disk utilization for each user, security audit trails, network loading, etc. These units may review this data for evidence of violation of law or policy, and other purposes. When necessary, the system administrator may monitor all the activities of and inspect the files of specific users on their computers and networks. Any person who believes such monitoring or inspecting is necessary must obtain the concurrence of the system administrator and Division Head. In all cases all individuals' privileges and right of privacy are to be preserved to the greatest extent possible.
Suspension of Individual Privileges Units of Webb School operating computers and networks may suspend computer and network privileges of an individual for reasons relating to his/her physical or emotional safety and well-being, or for reasons relating to the safety and well-being of other members of the campus community, or School property. Access will be promptly restored when safety and well-being can be reasonably assured, unless access is to remain suspended as a result of formal disciplinary action.
Webb School Responsibilities Security Procedures Webb School has the responsibility to develop, implement, maintain, and enforce appropriate security procedures to ensure the integrity of individual and institutional information, however stored, and to impose appropriate penalties when privacy is purposely abridged.
Anti-harassment Procedures Webb School has the responsibility to develop, implement, maintain, and enforce appropriate procedures to discourage harassment by use of its computers or networks and to impose appropriate penalties when such harassment takes place.
Upholding of Copyrights and License Provisions Webb School has the responsibility to uphold all copyrights, laws governing access and use of information, and rules of organizations supplying information resources to members of the community (e.g., acceptable use policies for use of Internet).
Individual Web Pages Webb School is not responsible for information, including photographic images and musical recordings, published on or accessible through personal web pages, including
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COMPUTER AND NETWORK USAGE POLICY 408 personal home pages. Webb School does not monitor the content of these personal web pages. The individual or group creating or maintaining personal web pages is solely responsible for the content of the web page and may be held civilly and criminally liable for the materials posted on the web site.
Users may not place any pictures or videos of people on a web page without the permission of the people in the picture or video.
Public Information Services Individuals may, with the permission of the system administrator, configure computing systems to provide information retrieval services to the public at large (current examples include "anonymous ftp" and “cloud service file sharing”). However, in so doing, particular attention must be paid to the following sections of this policy: authorized use (must be consistent with School mission), ownership of intellectual works, responsible use of resources, use of copyrighted information and materials, use of licensed software, and individual web pages. Usage of public services must not cause computer or network loading that impairs other services.
Procedures and sanctions Investigative Contact If a person is contacted by a representative from an external organization (District Attorney's Office, FBI, TBI, BellSouth Security Services, UUNET, etc.) who is conducting an investigation of an alleged violation involving Webb School computing and networking resources, the person should inform the system administrator. In addition, the person should refer the requesting agency to the business office, which will provide guidance regarding the appropriate actions to be taken.
Responding to Security and Abuse Incidents All users have the responsibility to report any discovered unauthorized access attempts or other improper usage of Webb School computers, networks, or other information processing equipment. If a person observes, or has reported to him/her (other than as in investigative contact as above), a security or abuse problem with any School computer or network facilities, including violations of this policy, the person should (1) take immediate steps as necessary to ensure the safety and well-being of information resources (for example, if warranted, a system administrator should be contacted to temporarily disable any offending or apparently compromised computer accounts, or to temporarily disconnect or block offending computers from the network) and (2) ensure that the system administrator and the division computer coordinator are notified.
The system administrator will coordinate the technical and administrative response to such incidents. Reports of all incidents will be forwarded to the appropriate Dean of
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Students (for apparent policy violations by students) or the Division Head (for employees).
First and Minor Incident If a person appears to have violated this policy, and the violation is deemed minor by the System Administrator and the person has not been implicated in prior incidents, then the incident may be dealt with by the system administrator. The alleged offender will be furnished a copy of the Webb School computer and network usage policy and will sign a form agreeing to conform to the policy.
Subsequent and/or Major Violations Reports of subsequent or major violations will be forwarded to the Dean of Students or the Division Head (for employees) for the determination of sanctions to be imposed.
Range of Disciplinary Sanctions Persons in violation of this policy are subject to the full range of sanctions, including the loss of computer or network access privileges, disciplinary action, dismissal from the School, and legal action. Some violations may constitute criminal offenses, and the School will carry out its responsibility to report such violations to the appropriate authorities.
Appeals Appeals should be directed through the already-existing procedures established for employees and students.
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Laptop Use Agreement 410
I, ______, acknowledge receipt of a laptop computer, serial number ______from Webb School of Knoxville. Webb School provides this laptop to the employee for lawful use, limited to administrative, academic, instructional, and personal use, as appropriate. In exchange for the opportunity to use the laptop computer owned by Webb School, I agree to the following terms and conditions: § This equipment remains the property of Webb School of Knoxville and must be returned when I leave the employment of Webb School. If it is not returned, I hereby authorize Webb School of Knoxville to withhold an amount equal to the value of the actual replacement cost for this laptop computer from my pay and to bill me for any amount not covered by my final paycheck. The actual replacement cost shall be the then current actual price of a similar laptop in terms of quality, durability, and performance, including any upgraded models, if a similar model is no longer available due to changing product developments. § The laptop and all the software and hardware components currently installed and those that may be installed later will remain the property of Webb School of Knoxville. § The laptop could require re-imaging at any time and it is my responsibility to back-up my files. § In the event that maintenance or repair is required during the period of use, I agree to contact Technology Support promptly to arrange for maintenance or repair service. I will not attempt any repairs myself without express permission from Technology Support or Director of Technology, nor will I do any other act that might void the warranty of the laptop. § I will be responsible for the actual repair or actual replacement costs resulting from any damage due to misuse or abuse or loss that is not covered under warranty (including, but not limited to theft or breakage) of the laptop computer. What is considered misuse or abuse is at the discretion of the Director of Technology and/or the Head of School. I may wish to consult with my homeowners’ or renters’ insurance policy coverage to cover loss or damage of the computer and understand that I will be responsible for any deductible in my insurance policy. § Additional software may be installed for work purposes with prior approval of the Director of Technology, but such software must comply with Webb School’s software policies with respect to copyright and licensing. § If the user tampers with or upgrades the laptop in any way it may void the manufacturer’s warranty. Any such action will result in the user paying for the full cost of repairing the laptop. § I will be responsible for keeping the computer surfaces, screen and keyboard clean and may be charged a cleaning fee, if needed, when the computer is returned to Webb School. § I understand that Webb School, at its discretion, may require me to return this equipment at any time for any reason. § I will use the laptop in compliance with Webb School of Knoxville’s Acceptable Use Policy and agree to its terms and conditions. Handbook 2018-2019
iPad Use Agreement 411
11/19/18
I, ______, acknowledge receipt of an iPad Air from Webb School of Knoxville. Webb School provides this iPad to the employee for lawful use, limited to administrative, academic, instructional, and personal use, as appropriate. In exchange for the opportunity to use the iPad owned by Webb School, I agree to the following terms and conditions:
§ This equipment remains the property of Webb School of Knoxville and must be returned when I leave the employment of Webb School. If it is not returned, I hereby authorize Webb School of Knoxville to withhold an amount equal to the value of the actual replacement cost for this iPad from my pay and to bill me for any amount not covered by my final paycheck. The actual replacement cost shall be the then current actual price of a similar iPad in terms of quality, durability, and performance, including any upgraded models, if a similar model is no longer available due to changing product developments. § The iPad and hardware components currently installed and those that may be installed later will remain the property of Webb School of Knoxville. Apps purchased and installed by the employee will remain the property of the employee. § The iPad could require re-imaging at any time and it is my responsibility to back-up my files. § In the event that maintenance or repair is required during the period of use, I agree to contact Technology Support promptly to arrange for maintenance or repair service. I will not attempt any repairs myself without express permission from Technology Support or Director of Technology, nor will I do any other act that might void the warranty of the iPad. § I will be responsible for the actual repair or actual replacement costs resulting from any damage due to misuse or abuse or loss that is not covered under warranty (including, but not limited to theft or breakage) of the iPad. What is considered misuse or abuse is at the discretion of the Director of Technology and/or the Head of School. I may wish to consult with my homeowners’ or renters’ insurance policy coverage to cover loss or damage of the iPad and understand that I will be responsible for any deductible in my insurance policy. § Additional software (Apps) may be installed, but such software must comply with the Webb School’s software policies with respect to copyright and licensing. § If the user tampers with or upgrades the iPad in any way it may void the manufacturer’s warranty. Any such action will result in the user paying for the full cost of repairing the iPad. § I will be responsible for keeping the iPad surfaces and screen clean and may be charged a cleaning fee, if needed, when the iPad is returned to Webb School. § I understand that Webb School, at its discretion, may require me to return this equipment at any time for any reason. § I will use the iPad in compliance with Webb School of Knoxville’s Acceptable Use Policy and agree to its terms and conditions. ******************************************************************************** I am checking out the following equipment: Apple iPad Air – 32gb Wi-Fi only VGA Video Adaptor Power Adaptor Removable Plug Pad Case Other (Specify)
Employee Signature: ______Date: ______
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Print Name: ______Title: Teacher
Director of Technology signature: ______Date: ______
******************************************************************************** Date of Return: ______
If damaged, lost, or stolen, list specifics below: ______
Employee Signature:______
§ Director of Technology Signature: ______
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WHISTLEBLOWER POLICY 501
Webb School of Knoxville (the “School”) requires Board of Trustees members, Administration, other employees and volunteers to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. Employees and representatives of the School must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations. Each Board Member, volunteer, and employee of the School has an obligation to report in accordance with this Whistleblower Policy (a) questionable or improper accounting or auditing matters, and (b) instances where one suspects that employees and representatives of the School did not practice honesty and integrity or comply with all applicable laws and regulations. Should a trustee, officer, employee, contractor, volunteer or agent of the School have a concern or complaint regarding the accounting, auditing or reporting of, or the internal controls practices and procedures relating to, School funds, the following guidelines shall be followed: 1. Contact the President, by telephone (865-291-3832), mail (9800 Webb School Lane, Knoxville, TN 379223) or in person to submit the complaint. If the complaint involves the President, contact the current Chair of the School’s Board of Trustees (the “Chair”). Submissions may be made anonymously. 2. Upon receipt of the complaint, the President (or the Chair or the Chair’s designee) shall conduct an initial screening of the complaint to assess its nature, legitimacy and significance. If in the course of the initial screening or at any time thereafter, it is determined that the complaint may implicate the President, he or she shall notify the Chair of that fact, and the Chair shall determine whether the President may continue with the investigation or appoint another person(s) to assume the investigation instead. 3. Upon conclusion of the initial screening, the President (or the Chair or the Chair’s appointee) shall decide whether to report the complaint to the Finance Committee, proceed with further investigation or close the file. Any complaint involving (i) the existence of material inaccuracies in the School’s financial reports or (ii) fraud or other intentional misconduct with respect to its accounting, auditing, reporting or internal controls, shall be reported promptly to the Finance Committee following the initial screening thereof. 4. All submissions, inquiries and discussions will be documented by the President (or Chair). 5. All submissions, inquiries, discussions and documentation will be kept confidential, specifically in a confidential file. Access to the confidential file shall be restricted to the President, the Chair or the Chair’s appointee, and their designated agents. This is important in order to avoid damaging the reputations of persons suspected but subsequently found innocent of wrongful conduct and to protect the School from potential civil liability. All such confidential files shall be maintained for at least seven years following the final disposition of the matter.
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WHISTLEBLOWER POLICY 502
6. All other concerns and complaints not relating to the accounting, auditing or reporting of, or the internal controls practices and procedures relating to, the School funds shall be handled pursuant to the current policies and procedures. 7. The School shall take all appropriate steps to prevent retaliation by the School, or its Trustees, officers, employees, volunteers or agents, against any person submitting a complaint on account of that submission. This Whistleblower Policy is intended to encourage and enable Trustees, Administration, and employees to raise concerns within the organization for investigation and appropriate action. With this goal in mind, no one who, in good faith, reports a concern shall be subject to retaliation or, in the case of an employee, adverse employment consequences.
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HARASSMENT PREVENTION POLICY 601
We expect every person at Webb School to be treated with fairness, respect and dignity. Webb School is an equal opportunity employer with a tradition of dedication, personal development, high performance, and distinctly professional demeanor. Accordingly, any form of harassment or employment discrimination that is related to an individual’s race, color, gender, religion, national origin, age, veteran status, sexual orientation, or disability is a violation of this policy and will be treated as a disciplinary matter.
For these purposes, the term harassment includes slurs and any other offensive remarks, jokes, graphic material, or other offensive verbal, written, or physical conduct.
Unwelcome sexual advances, requests for sexual favors, and any other unwelcome or unbecoming verbal or physical conduct will not be tolerated. Employment decisions will not be based upon an employee’s submission to or rejection of verbal or physical conduct that is improper under this policy.
Webb School is committed to maintaining a safe and healthy work environment and takes all appropriate health and safety precautions consistent with current medical knowledge. Accordingly, employees may not refuse to work with, cooperate with, withhold services from or otherwise harass, intimidate, demean or isolate a coworker because of a known or suspected disability or disease or because of a coworker’s association with a person with a disability or disease.
If you have any question about what constitutes harassing behavior, please ask your supervisor or contact the Director of Financial Services for clarification.
Webb School will take all steps necessary to prevent any form of harassment from occurring. All supervisors and managers are informed of this policy and have been instructed as to what constitutes proper and improper behavior. Webb School is prepared to promptly take steps necessary to enforce this policy.
Violation of this policy by any employee will subject that employee to disciplinary action, up to and including dismissal. If you feel that you have been a victim of harassment by a coworker, member of management, vendor, visitor, student, or parent, or if you become aware of such behavior around you, you are to contact your supervisor, the President, President’s Assistant, Director of Financial Services, or the Controller (the "designated persons"), choosing the person with whom you are most comfortable discussing your concern. Incidents involving members of the administrative staff may be reported to any of the designated persons or to the Board Chair. Incidents may be reported either verbally or in writing.
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Webb School will promptly investigate all complaints and will endeavor to handle these matters expeditiously and in a professional manner so as to protect the offended individual and other individuals providing relevant information. The School will take all necessary interim steps to ensure the harassment or discrimination does not continue during the investigative process.
Although Webb School will strive to maintain the highest degree of confidentiality possible, it may be necessary for School officials to interview individuals who may have relevant knowledge of the facts underlying a complaint. When the situation is fully understood by management, prompt and appropriate action will be taken where warranted. Disciplinary action, if necessary, may include a note of incident in the harassing employee’s file, probation, required leave of absence, suspension with or without pay, termination of the harassing employee, or any other appropriate disciplinary action.
Webb School absolutely will not tolerate any retaliation against anyone for cooperating in any workplace investigation or for stepping forward with a concern regarding any type of harassment or discrimination.
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Webb School of Knoxville 603 Physical or Mental Abuse and Sexual Abuse and Sexual Molestation Prevention Policy
Webb School of Knoxville does not permit actual or threatened acts of physical or mental abuse, sexual abuse, sexual molestation or sexual misconduct ("prohibited conduct") to occur in the workplace or at any activity sponsored by or related to it, on- campus or off-campus. In order to make this "zero-tolerance" policy clear to all employees, volunteers and staff members, we have adopted mandatory procedures that employees, volunteers, family members, board members, individuals and victims must follow when they reasonably suspect, learn of or witness prohibited conduct.
Abuse or molestation means each, every and all actual, threatened or alleged acts of physical or mental abuse, sexual abuse, sexual molestation or sexual misconduct performed by one person or by two or more persons acting together.
Pre-Employment Screening Procedure: All employees working with students under the age of 18, and all volunteers who work with students in “one on one” situations, or that participate in overnight field trips, will be required to complete an employment application and provide Webb School of Knoxville with permission to conduct a nationwide criminal background check. No employees or volunteers will be permitted to work with students under the age of 18 if they have been convicted of a crime of physical or mental abuse, sexual abuse, sexual molestation or sexual misconduct.
Reporting Procedure: All staff members who learn of, have a reasonable suspicion of prohibited conduct must immediately report it to Adam Braude (865-291-3836) or Michael McBrien (865-291- 3831). If the victim is an adult, abuse or neglect will be reported by this designee to the local or state police and/or Adult Protective Services (APS) Agency. If a child is the victim of abuse or neglect, the designee will report it to the local or state police and/or Child Abuse Agency. Appropriate family members of the victim must be notified immediately of suspected child abuse or neglect.
Investigation and Follow-Up: We take allegations of prohibited conduct seriously. Once the allegation is reported, we will promptly, thoroughly and impartially initiate an investigation to determine whether there is a reasonable basis to believe that the prohibited conduct has occurred and that it was committed by the target(s) of the investigation. We will cooperate fully with any investigation conducted by law enforcement or regulatory agencies and we may refer the complaint and the result of our investigation to those agencies. We reserve the right to place the target(s) of the investigation on an involuntary leave of absence or reassigning that person to responsibilities that do not involve personal contact with individuals or students. To the fullest extent possible, but
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604 consistent with our legal obligation to report suspected prohibited to appropriate authorities, we will endeavor to keep the identity (ies) of the target(s) and the alleged victim(s) confidential.
If the investigation substantiates the allegation, our policy provides for disciplinary penalties, including but not limited to termination of the target's relationship with our organization.
Retaliation Prohibited: We prohibit retaliation against anyone, including an employee, volunteer, board member, student or individual, who in good faith reports prohibited conduct. Retaliation against a participant in the investigation is also prohibited.
Anyone who retaliates against someone who has made a good faith allegation of prohibited conduct or intentionally provides false information to that effect will be subject to discipline, up to and including termination.
ACKNOWLEDGMENT OF RECEIPT OF PHYSICAL OR MENTAL ABUSE OR SEXUAL ABUSE, SEXUAL MISCONDUCT AND MOLESTATION POLICY
I, ______, acknowledge that I have received and read the physical or mental abuse and sexual abuse, sexual misconduct and sexual molestation policy immediately preceding my signature below. I understand that I am bound to follow the policy and understand the consequences in the event that I fail to do so. I grant the Webb School of Knoxville permission to conduct a nationwide criminal background check.
______Print Name of Employee/Volunteer Signature
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MEDICAL EMERGENCY RESPONSE PLAN 701 First Aid and Emergency Treatment for Students at Webb School
I. Purpose
The purpose of the Medical Emergency Response Plan is to provide for the administration of emergency first aid and treatment for students and faculty in an emergency situation and to outline a mechanism for administration of emergency medication for all students and faculty.
II. General Provisions
1. The procedures outlined in this document and the First Aid section of the school’s website, will be followed during the school day at Webb and at any school sponsored activities. 2. The provisions of this document are intended to meet the health needs of students, staff and faculty during minor and major injuries or medical emergencies. 3. In order to ensure the safety of our students, medications should be administered at home by parents and/or guardian whenever possible. When medication administration is necessary during school hours, the student must report to the Health Center. The school nurse will administer all medications unless it is an emergency situation requiring administration of an Epinephrine medication, Glucagon injection, asthma inhaler, or Benadryl for allergic reactions. Then the first responder will start treatment while the nurse is en route to the victim. 4. The School recognizes that medical emergencies and accidents do happen during school hours and during school sponsored events. Therefore, the school has adopted guidelines to help prepare the staff to respond and provide first aid and emergency care during the event.
III. First Aid and Emergency Treatment
1. First aid will be provided to students, school staff, faculty, and visitors on campus. a) School staff, which have been designated, shall complete training in CPR, AED and First Aid as provided by the American Red Cross or the American Heart Association. This will be kept current as outlined in the certification. b) Volunteers who render care to sick or injured students must have training. c) First aid supplies are to be kept in central locations in each building on campus (located in every AED cabinet). Supplies should be maintained
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and kept clean, dry and available to all personnel.
2. Parents or guardians will be requested to provide an updated health and medical records form each year. Students with pre-existing health needs will have an emergency action plan attached to their health plan. These will be completed by the school nurse and signed by the parent or guardian.
3. When a medical emergency exists, Webb School staff or faculty will implement appropriate emergency procedures. c) Any staff or faculty member can contact 911 to activate the local Emergency Medical System (EMS). d) Designated staff and faculty in every building will be trained to administer emergency procedures needed in a potentially life- threatening situation.
4. At least two employees per building shall have current certification in CPR, AED and First Aid through the American Heart Association or the American Red Cross. a) All persons needing CPR, rescue breathing or other aid should be assisted by appropriate personnel within 3 minutes of activation of the Medical Emergency Response Plan. b) The AUTOMATED EXTERNAL DEFIBRILLATORS (AED) and EPINEPHRINE AUTO-INJECTORS are located in each building within an AED cabinet mounted on the wall. First aid kits are also available within the AED cabinets. c) Faculty and staff are expected to do an annual review of AED, CPR, and emergency medication administration information located on the School’s website. See Resource Board: First Aid Tab.
5. Emergency Injections
Epinephrine auto-injectors are located in every AED cabinet in every building. Staff are expected to be familiar with the location of these cabinets within each building.
Epinephrine auto-injectors prescribed for identified allergies: a) When a student has a prescription to have Epinephrine (Epi-pen) administered for an allergic reaction during school hours, the Epi-pen will be kept in the Nurse’s office, the Middle School office, the Upper School office, or the student will have a self-possession form completed by their parent or guardian to be able to carry an Epi-pen with them while on campus. The students with self-possession forms will be required to complete a competency demonstration twice a year on Epi-pen administration to the
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MEDICAL EMERGENCY RESPONSE PLAN 703
school nurse. Epi-pens can be administered by the school nurse or staff that has been trained. b) An Emergency Plan will be stored with the Epi-pen and a copy will be attached to the health and medical records form. This form has specific details for each student who is prescribed an Epi-pen. c) The Epi-pen and the person who will administer it should be able to access the student within two minutes of the onset of the symptoms or notification. Each student’s specific plan should be followed. d) There should be at least three people trained in each building to ensure that quick administration of the Epi-pen is available as needed.
6. Inhalers a) A student may be permitted to carry and use an inhaler with a prescription from a licensed physician or practitioner. A parent or guardian will need to complete a self-possession form which will be kept with the student’s health and medical records form. b) There should be at least three staff and faculty able to assist in administration of the inhaler. c) A second inhaler may be kept in the Health Center or school office for each specific student.
IV. Field Trips
1) For field trips or off campus activities that are deemed a school activity, arrangements for management of injury and medical emergencies shall be provided in accordance with the procedures in this policy. 2) First aid supplies shall be available on all field trips or school activities. 3) AEDs will not accompany our students or staff off campus. 4) The responsible staff or faculty member will be responsible for collecting the Epi-pen or inhaler for students attending off-campus activities when they travel from school. 5) It is the responsibility of the parent or guardian to communicate and facilitate that all medications and information for overnight trips be given to the appropriate staff or faculty person.
Handbook 2018-2019
MEDICAL EMERGENCY RESPONSE PLAN 704
In the Event of an Emergency
• Anyone can call 911 if the emergency is life threatening. If not life threatening, contact the school nurse at 291-3797, and she will make the call if needed. • Always obtain the AED (Automated External Defibrillator) for emergencies involving chest pain even if not needed at the moment. • After calling 911, notify the school nurse at 291-3797 and Libby Preston at “0”. She will activate maintenance to guide the ambulance into where the emergency victim is located. (Work as a team and direct helpers to make calls and obtain the AED while you care for the victim.) • Notify Administration of the emergency by calling Lyn Meske at 291-3832. • Stay with the victim until help arrives. If there are no signs of life, initiate CPR and obtain AED as soon as possible. AED should arrive in under 5 minutes of person going unconscious. • There are AEDs located in every building at Webb. • When retrieving the AED, an alarm will sound when the door is opened. This is a battery-operated alarm that only sounds when the door is opened and is not wired to notify anyone that the door has been accessed. It is only to deter students from tampering with the equipment inside. • Take the entire bag located inside of the cabinet to the victim’s location. It contains an EpiPen and Benadryl, the AED and pads, First Aid Kit, water and instructions. • If the victim is having chest pain and is alert, give one regular aspirin or four baby aspirin (81mg each). Aspirin is located inside of the first aid kit.
Handbook 2018-2019