Substitute Handbook

SUBSTITUTE HANDBOOK

610 Alta Vista Santa Fe, NM 87505 505-467-2015

Updated 2014-2015

Welcome!

Welcome to the Santa Fe Public Schools. We are pleased that you have decided to work as a Substitute Teacher in our district. In your capacity as a Substitute Teacher, you are a very important person to the community, to the school, and especially to the students. We trust that you will enjoy the assignment and experience, and we wish you success in your work.

These pages outline responsibilities of your position as a Substitute Teacher and detail information necessary for you to function as a successful employee with our school district.

In the absence of the regular teacher, the district relies on you to provide the continuity of instruction for each student. As a Substitute Teacher, you are depended upon to manage unfamiliar and varied educational situations.

Adaptability and flexibility are two characteristics of a successful Substitute Teacher. These characteristics coupled with organizational skills, patience, stamina, and most certainly, reliability, can produce success for you.

We ask that you read the information contained within this handbook, and that you refer to it often, since it is designed to aid you in carrying out your duties. Please remember that this handbook only contains general information and guidelines. It is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, additional information or clarification may be obtained at Human Resources, 610 Alta Vista, emailing [email protected], or by telephoning (505) 467-2015.

Mission and Vision

Vision

Our vision for the Santa Fe Public Schools is to provide every student with a high quality education in a system devoted to equity, diversity and social justice. Every student will have multiple learning opportunities to meet challenging standards in a safe, caring, and respectful environment. Every student is expected to graduate prepared to take advantage of lifelong learning opportunities.

Mission

The Santa Fe Public Schools exist to ensure that every student graduates prepared to be a productive citizen of our local and global community.

Important Contact Information

Substitute Employment General Information

Office Hours - Monday-Friday, 8:00 AM to 5:00 PM Phone - (505) 467-2015 Fax - (505) 995-3302 Email - [email protected]

Aesop Online

(24 hours a day, 7 days a week) *Search for available jobs *Review assignments *Cancel jobs *Modify availability (online) *Change Phone Number or PIN Web: www.aesopeducation.com Mobile Site: m.aesoponline.com Toll Free: 1-800-94-AESOP (1-800-942-3767)

Questions about your paycheck

Office Hours - Monday-Friday, 8:00 AM to 5:00 PM Phone - (505) 467-2044

Personnel Files

Human Resources maintains personnel files on all individuals employed within District, including Substitute Teachers. The contents of these files are the property of the Santa Fe Public Schools.

Your personnel files contain your pre and post employment paperwork. This includes but is not limited to your application, references, background check results, transcripts and/or a copy of your high school diploma, substitute profile/work preferences, and a copy of your substitute or teacher license.

Your personnel file may also contain satisfactory and/or unsatisfactory work performance reports. In the event either one of these reports is submitted to Human Resources, every effort will be made to notify you that a report was received.

If at any time you wish to review the contents of your personnel file, please submit a written request to Human Resources. You will be contacted with a date and time that you may review your file.

Payroll Information

Payment of Salary

Salary payment is made on the 15th and the last working day of the month, for base salary due according to the corresponding pay period. If a normal payday falls on a SFPS recognized Holiday or weekend, paychecks will be distributed one workday prior to the aforementioned schedule. Under no circumstances will SFPS release any paychecks prior to the announced schedule.

Please remember that you are responsible to record your time in and out during every assignment. Please check with the school secretary for specific site procedures. Any questions concerning pay for days worked are to be directed to the school secretary where services were rendered. Any errors on your paycheck will be corrected on the following paycheck.

Paychecks

Substitutes are eligible to be paid through direct deposit. Your direct deposit confirmation will be mailed to your home address in accordance with the payroll schedule. This statement of earnings outlines your Gross Pay and Statutory Deductions.

Please ensure that your address information is kept up to date with our office to ensure timely receipt of your summary.

It is your responsibility to notify Payroll if your bank account number changes.

Salary Information

The Salary Schedule for Santa Fe Public Schools Substitutes is based upon Regular Long educational credentials and is not Salary Schedule Daily Term negotiable. We review the pay scales Rates Rates every year and adjust them to meet budgetary guidelines. Non-degree $75.00 $90.00

Your salary will be determined Bachelor’s Degree or according the credentials and licensure $85.00 $100.00 higher you present to Human Resources at the time of your hire. All substitute Licensed NM employees are expected to work at least $90.00 $105.00 4 full days a month. Teacher/Administrator Long Term Pay*

Long Term Pay is ONLY assigned for those Substitute Teachers who are designated as having a Long Term Substitute assignment. Substitute assignments eligible for long term pay are those generally designated as replacing a teacher out on Family/Medical Leave (FMLA) or extended personal leave.

All Long Term assignments are arranged by Human Resources in conjunction with School and/or Department Administrators. Once you are assigned to a Long Term Substitute position, Long Term Pay will be paid for each day during that assignment. For assignments which aren’t initially intended to be longer than ten days but exceed beyond ten days will still qualify for Long Term Pay. The applicable pay increase will be paid retroactively for the first through tenth day of the assignment. Your Long Term Pay rate will not be affected by an absence on your part. You simply will not be paid for that day. However, any excessive absences or pattern of absences during a Long Term assignment may cause you to be reduced in pay or removed from that assignment. Your next assignment will revert back to your regular daily rate.

The New Mexico Public Education Department requires written notification to parents of those students who are being taught for longer than four consecutive weeks by a substitute teacher or by a person who is not qualified to teach the grade or subject. The school principal will send this notice to parents if your assignment extends beyond four weeks.

*IMPORTANT NOTE: A Substitute assigned to a position regularly held by an Educational Paraprofessional, Non-Certified Librarian, or Secretary will not qualify for Long Term Pay.

Half Day vs. Full Day

All substitutes are paid a half day or full day rate. Any assignment that is less than four (4) hours will be considered a half day. Any assignment four (4) hours or longer will be considered a full day. If you accept an assignment which is four (4) hours or longer but less than the full work day, your services may be requested by a school administrator through the end of the work day. The district requires that you fulfill such requests as a full day’s pay is being issued. Noon Duty

All sites are encouraged to cover noon duty shifts through creative scheduling. Therefore, administrators may schedule and/or request your services during this time. A substitute is still entitled to a 30 minute duty free lunch.

Other Duties

Unless you have a long-term assignment, administrators may call upon you to perform additional work related duties during the regular teachers prep period. As such, this means you may be instructed to substitute for another class or perform other duties.

Work Requirements

Your services as a substitute are valued by the district. With your assistance, the district seeks to fill 100% of absences. In order to assure that all substitutes are actively working in the district, there are minimum work requirements that we request. All substitutes are requested to work 4 assignments each month. Each assignment that you accept will count towards the requirement. For example, a half day assignment will count as one assignment for the purposes of this requirement. If you will be unavailable to work for an extended period of time, please notify Human Resources so you may be inactivated and then reactivated upon your return without having to re-apply as a new applicant or a former SFPS employee.

Qualifications

All Substitute Teachers are required to possess a valid NM Substitute Teaching, Teaching or Administrator License. If there is ever a lapse in appropriate licensure, the district may have to temporarily deactivate you until appropriate licensure is obtained. Effective July 1, 2014, any substitute who is hired and does not hold a Bachelor’s Degree or higher will only be allowed to substitute in non-teaching positions. Examples of non- teaching positions are: Educational Assistants, Secretaries and Health Aides.

Inclement Weather

Santa Fe Public Schools’ Superintendent and staff will monitor weather reports regularly for the purpose of anticipating delays, early release or cancellation of school when conditions prevent the safe transportation of students. When weather conditions require a change in the school day schedule, the Superintendent will respond accordingly.

Two Hour Delay SFPS will announce a two-hour delay when weather creates hazardous road conditions which compromise the ability of school buses and parents to safely transport students. This announcement will be made no later than 7:00 am. Substitutes are expected to present themselves for work no later than two hours after their regular start time. Example: If the regular report time is 7:35 am, for a two-hour delay you must be at the school by 9:35am. Early Release Early Release is a rarely used option that will only be called in extreme weather conditions. Early release will be called no later than 11:00 AM, and buses will begin picking up students at 12:00 PM. Substitutes will be paid for early release days according to their originally scheduled hours. Cancellation of School Cancellation of school may be announced the night before but no later than 8:00 AM or after a two-hour delay has been announced and weather conditions have continued to deteriorate. Substitutes will not be paid for school cancellations.

For the most current information about Two-Hour Delays and/or School Cancellations for SFPS:

 Watch television reports: TV– KOB Channel 4, KRQE Channel 13, KOAT Channel 7.  Listen to local radio stations: KVSF AM 1400; KSWV AM 810; KTRC AM 1260; KDCE AM 950; KSFR FM 90.7; KUNM FM 89.9; KQVA FM 107.5; KYBR FM 92.9; Eagle FM 104.1; Edge FM 104.7; Peak FM 100.3; Sunny FM 95.1; Country FM 107.9; KBOM FM 94.7; KANW FM 89.1; KKOB FM 93.3; KHFM FM 95.5; KBAC FM 98.1; KSFQ FM 101.1  Call the SFPS Transportation Department Information at 467-3541.  Check our website: www.sfps.info

Aesop is an automated substitute placement service that makes it easy for you to find and accept assignments either by using the Internet or a phone.

How It Works

An employee enters an absence directly into Aesop via phone or the Internet.

Aesop begins the process to find a substitute by telephoning, emailing and posting the job on the Aesop website.

Substitute’s use Aesop to:

 Search for and accept assignments

 Manage availability

 View schedule

 Tell Aesop when to call

 Establish preferred schools

 Change personal information

 Find and accept jobs over the phone

Assignment Calls

 You will be contacted according to your Substitute Profile, based on your availability and preferred locations. Please make sure that you keep your information updated at www.aesopeducation.com.  All Substitute teachers need to be accessible by Internet and/or telephone.  When you accept a job, you must present a confirmation number at the job site. In the event that two substitutes show up for the same job, the substitute with the confirmation number will get to work for the day. In the event system error or operator error contributed to a “double booking” of an assignment, please contact Human Resources regarding the possibility of reassignment or the possibility of payment for one half day. When receiving a half day’s pay, the school administration reserves the right to retain you for a half day. You may be asked to assist in a classroom or with clerical duties.

Reporting to an Assignment During your employment with SFPS you will have to adapt to many schools, each with its own unique requirements. Please remember that when reporting to an assignment you need to report to the main office promptly and at the designated time. Request information regarding room assignment, materials, lesson plans, special policies, class rolls, seating charts, records and other scheduled duties performed by the regular teacher. Finally, remember that you are an important member of the school faculty, and as such should conduct yourself accordingly in a professional manner. Should the need to cancel a substitute assignment arise, please cancel your assignment via the Aesop system no later than 7:00 AM on the morning of the assignment. Failure to do so may result in documentation of a No Call/No Show report and/or an Unsatisfactory Performance Report. If you arrive to a school for an assignment and are subsequently released, you may still receive a half day’s pay. If you are released upon arrival for no fault of your own, you will receive a half day’s pay. Please contact Human Resources to advise the assignment change. Workday Summary Your workday will closely mirror the duty day of the teacher you are replacing. However, since you are not required to “prep” for additional classes as a regular teacher would, unless you have a long-term assignment, administrators may call upon you to perform additional work related duties during the regular teacher’s prep period. As such, this means you may be instructed to substitute for another class. Since you will be paid according to half day and full day pay schedules, leaving the premises is prohibited unless approved by an administrator. If an emergency situation arises which requires you to leave school grounds during your assignment, please contact an administrator to let them know and to make alternate arrangements for class coverage. Completing an Assignment  Please leave the classroom in good order.  If money is collected, a receipt needs to be issued to the student. All receipts and money must be turned into the office the day it is received. NEVER leave money in a desk or classroom. For further information, contact the school principal.  Please check with the office concerning the disposition of special equipment.  When your assignment has been completed, report to the main office at the end of the school day to accomplish the following:  Inquiries as to the need of your services the following day.  Return of information provided to you regarding your assignment.  Checking out/signing of the required forms.

General Information CLASSROOM PROCEDURE

Plan to arrive at your assigned room well in advance of the students. This will afford you an opportunity to become familiar with the physical set-up of the room, to locate materials necessary to follow the scheduled lesson plan, and to prepare for the day and make any photocopies necessary before the start of the day.

Familiarize yourself with the rules and regulations pertaining to fire and/or safety drills in any room or building to which you are assigned. In case of a fire drill, doors and windows should be closed and the substitute teacher must carry attendance cards or roll book with him/her.

All teachers are assigned some building responsibilities, such as hall duty, playground duty, etc. The prompt and faithful performance of these duties is absolutely necessary for the smooth and safe operation of the school. It is your responsibility to be on duty at the assigned place and time for the teacher you are substituting f or, so that possible injury to a student may be prevented. Students must never be left unattended. If an emergency situation arises which requires you to leave school grounds during your assignment, please contact an administrator to let them know and to make alternate arrangements for class coverage.

Some assignments, particularly in Special Education or Pre-K, may require you to change diapers of students. Some schools may have an alternate staff member to perform these duties, but if not, then you are required to perform this duty. Please do not accept Special Education or Pre-K assignments if you’re not willing to perform this task. Your professional responsibility involves many aspects:  Providing continuity of instruction.  Maintaining classroom control.  Providing honest feedback to the regular teacher in the form of a detailed note at the end of each day.  Making the day meaningful to the students. Supplement the daily program, when necessary, with your own innovations.  Professional demeanor is expected; i.e. dress, language, behavior, cleanliness, grooming, etc.

CLASSROOM PROCEDURE CONTINUED...

Maintain a professional attitude toward your work. You are on the same professional level as regular teachers and are expected to observe the same ethical codes. Any complaints should be directed only to the building principal or other authorized administrator. A friendly, cheerful and cooperative attitude toward both the building personnel and students will help to keep your day running smoothly. Your attitude will have a great deal to do with your acceptance by the faculty and by the students. Plan to spend the entire time working with and for the students. No personal work of any kind is permitted. Using district computers to surf the internet or for personal use is prohibited. You are expected to carry out the lesson plan as outlined by the regular teacher and are not employed simply to maintain order. Do not plan to have anyone visit you while you are on duty as a substitute teacher. Do not expect to leave the classroom for personal telephone calls. Messages will be taken and delivered to you. If you need to speak with the regular teacher during the school day, you should consult with the office before attempting to contact the regular teacher. If serious problems arise during the day, be sure to notify the principal’s office. This is for your protection, for the school and for the school district as well as the student(s) involved. If appropriate and/or requested, you should submit a written explanation and /or observation of the situation. Any injury that you sustain on the job must be reported to the school administrator and/or designated staff immediately and proper forms completed. Substitute teachers are covered by Workers Compensation. Please keep in mind that playground equipment is for student use only.

Lesson Plans CLASSROOM PROCEDURE CONTINUED...

Follow the lesson plans. If you are not provided with adequate lesson plans or information, please check with the principal’s office for emergency lesson plans. Records that you are responsible to keep on a daily basis Attendance · Keep an accurate record of the daily attendance, transfers and withdrawals.

· Always take attendance using PowerSchool, unless directed otherwise. Check over the absence list and compare with the seating chart, before entering a student absence or tardy. Money and Miscellaneous Articles Accurate records of the following must be maintained and submitted to the principal’s office for the regular teacher:

· Money collected for payment of fees · Money and articles lost, and by whom · Money and articles found, and by whom · Articles taken from students for safe keeping

All written work assigned and collected, as indicated in the lesson plans, will be graded by you only if the regular teacher leaves an answer key and requests the grading of the papers. Any written work assigned by yourself that is beyond the lesson plans should be left for the regular teacher to examine and evaluate. Long term substitute teachers will, by necessity, be given more guidance regarding this area. Lesson Plans Before reporting to an assignment, inquire of school administration and/or familiarize yourself with state statutes and board policies regarding the Districts philosophy on discipline. Please remember that during an assignment, exceptionally difficult discipline problems should be referred to the principal or his/her designee. If in doubt of your method or approach to handling discipline problems, do not hesitate to check with the school principal or other building administrators. A summarization of applicable Board of Education policies can be found on Santa Fe Public Schools website at www.SFPS.info. Corporal punishment is prohibited.

Evaluation

The services you provide in the Santa Fe Public School District are invaluable. However, due to the differentiation of assignments both in content and location, consistent one on one supervision is not always available. As such, SFPS currently does not utilize a formal evaluation system for Substitute Teachers.

Actions and Behaviors That Can Lead to However, the lack of a formal evaluation system will not hinder Removal From the Substitute Program: the District from evaluating your · Three (3) Do Not Send Requests professional strengths or · Unsatisfactory teaching performance addressing areas of concern regarding teacher effectiveness or · Unprofessional and/or unethical and/or appropriateness. illegal behavior If at any time concerns · Refusal of assignments regarding your services arise, a · Cancellation of assignments Report of Unsatisfactory Work Performance and/or a Do Not Send · Use of corporal punishment Request will be completed. This · Violation of district and/or school may result in a warning, suspension procedures or permanent removal from the Substitute Program. · Use of alcohol or illegal substances on school property On the other hand, if you are doing an exceptional job, a · 3 No call/no shows in one school year Commendable Performance Report may be forwarded to Human · Failure to work the minimum number of Resources and will be maintained in assignments required. your personnel file. · Any other matter which, in the opinion of

the Superintendent or his/her designee, indicates that the students are not obtaining appropriate benefit from the substitute teacher’s services.

Discontinuation of Service

By Employee

Employees, who no longer desire employment with the Santa Fe Public School District, must notify Human Resources in writing. Please mail your letter to Human Resources, 610 Alta Vista, Santa Fe, NM 87505 or send your email to [email protected].

After separation, those who wish to work again as substitute teachers must reapply, satisfying all general requirements for employment with Santa Fe Public Schools. To receive current application information please go to www.sfps.info.

If you will be unavailable to work for an extended period of time, please notify Human Resources so you can be inactivated and then reactivated upon your return without having to re-apply as a new applicant or a former SFPS employee.

At Will Employment

Every Santa Fe Public School Substitute teacher has the status of “employee-at-will”, meaning there are no contractual rights, express or implied, to remain in Santa Fe Public Schools’ employment. Employment with SFPS may be terminated without cause or notice by you or SFPS. However, this separation must never leave students unsupervised or in peril. Otherwise, you may risk the possibility of being charged with child endangerment.

Professional Expectations

Standards of Conduct Sexual Harassment Your continued assignment as a It is the intent of the School Board to substitute is contingent upon your ability maintain an environment free from sexual to comply with professional standards of harassment of any kind. Therefore, conduct. Our school community is unwelcome sexual advances, requests for diverse; sensitivity to racial, ethnic, sexual favors, and other verbal or cultural, and religious differences is physical contact of a sexual nature required of all employees. Employees amounting to or constituting harassment must safeguard the privacy of student is prohibited information kept in schools, whether on Alcohol and Drug-Free Workplace paper, on a computer, or in oral communications. Conduct that is SFPS is an alcohol and drug-free detrimental to the reputation of the workplace. The use, manufacture, school system, not in the interest of the distribution, or dispensing of alcohol and instructional program, or poses potential prescription or illegal drugs in any job- harm to students or school employees, related context is strictly prohibited. will be cause for discontinuation of Religion in the School service as a substitute with SFPS. SFPS is committed to the substitute Religion shall not be regarded as a program and recognizes the impact that taboo subject but rather shall be dealt you as an educational employee will have with directly and objectively when and on our children. The School Board has where it is intrinsic to the learning adopted policies and regulations to ensure experience. Teachers shall not teach your success as an educator while religion but may teach about religion as it supporting the vision for excellence in relates to other elements of human education. Highlights from some of the culture and as it naturally appears in policies and regulations follow: literature, social studies, sciences and the arts. Playground Equipment Cell Phone Usage

Employees are not to use playground Employees may not use cell phones equipment while supervising students. during instructional time or normal This equipment is for use solely by business hours. The use of cell phones is students. limited to before the school/work day starts and ends or during lunch or breaks.

Professional Expectations Continued

Corporal Punishment Confidentiality of Information

The School Board recognizes that a In the course of your employment you proper educational atmosphere demands most likely will have access to an adequately disciplined student body confidential information regarding and the Board of Education holds each students, parents and co-workers. This teacher responsible for the maintenance information may not be disclosed to of discipline in the classroom and as anyone unless disclosure is required (for assigned elsewhere in the building or on example during an IEP meeting) or the grounds. authorized by law. Nor may such information be the subject of gossip. The Board of Education approves the Disciplinary action will be taken for the use of any reasonable means of discipline breach of confidential information. excluding corporal punishment. Employee Parking Your exercise of good judgment is essential to ensure your safety and well Employees are expected to park in being, as well as that of other staff designated spaces. Employees are not to member and students. Questions park in fire lanes, handicap zones regarding discipline should be discussed (without a handicap parking permit), with an administrator prior to the sidewalks and other no parking areas so beginning of your assignment. designated. Any parking tickets or fines incurred by illegal parking are the Personal Property – Theft/Vandalism responsibility of the employee.

Employees are discouraged from Your car should be locked. SFPS is maintaining personal property on District not responsible for any loss, theft or premises. The District is not responsible damage to an employee’s private vehicle for stolen or damaged personal property or any person property. If you should of employees, including automobiles. Any damage another vehicle while parking or loss or damage caused by a criminal act is leaving, report the incident right away not the responsibility of the District and along with the license numbers of both the victim will need to pursue the matter vehicles and any other pertinent with the proper law enforcement information to your supervisor or the authorities. principal. Loss or damage to property belonging to a student needs to be brought to the attention of the principal.

Professional Expectations Continued Sexual Exploitation – Information taken from Dr. R. Shoop’s book Sexual Exploitation Etc. 2004 and Farmington Municipal Schools with some adaptations Sexual exploitation is the full range of inappropriate activity between employees and students. It may also occur between employee to employee, employee to vendor or student to employee or another student. The list below defines interactions between substitutes and students, but may also be applied to other adults in most cases with slight word changes. To ensure sexual exploitation does not occur within SFPS the following list of prohibited actions apply to all substitutes when interacting with students:  A specific lesson plan with materials should be in place. A substitute should not deviate from the supplied lesson.  A list of students names is available. A child should not be addressed as “honey”, “sweetie”, “babe”, etc. His or her correct name needs to be used.  A teacher in the same hallway is usually assigned to the classroom substitute for assistance.  Films, CD’s, videos are not a part of a substitute’s lesson plan.  The classroom door needs to be left ajar during the day, when class is in session.  The lights need to remain on at all times.  The substitute is not to hold a child on their lap, inappropriately hug a child or single out individual children during classroom time. Elementary students are the greatest risk as they are trusting and seek reassurance from adults.  A substitute should never be in a room alone with a child.  A substitute should hold a child’s hand only for safety.  The windows in doors are to be free of all papers or anything that will cover a window.  No conversations should take place with a child that speaks about inappropriate subjects, is suggestive in any way or uses unacceptable language.  A substitute needs to be the adult at all times and complete the assignment in a professional manner.  If students get out of control, seek assistance – do not lose your temper or shout.

Important information located at www.sfps.info

 The District Calendar is available on the Santa Fe Public Schools website at www.sfps.info under Students and Parents tab.

 Information about individual schools can be found on the SFPS website by clicking on Schools, the type of school, and then the name of the school.

 Substitute teachers are required to observe the same work schedule as regular teachers, or the Substitute Report Time: Start and End times specified on the job assignment in Aesop System. Deviation from the hours identified on the job assignment will require school administration approval. Thank you for being one of our substitute teachers!

Contact Information Aesop Office Hours – Web: www.aesopeducation.com M-F, 8:00AM to 5:00 PM Mobile Site: m.aesoponline.com Phone - (505) 467-2015 Toll Free: 1-800-94-AESOP Fax - (505) 995-3302 1-800-942-3767 Email - [email protected]