A STATEMENT FROM THE SCHOOL BOARD OFFICE:
The Brunswick County Public Schools Employee Handbook has been prepared as a courtesy to employees. The handbook is a summary of some of the policies of greatest interest to employees. Applicable items have been marked with the school board policy manual reference so that additional information may be more easily obtained. The handbook is not a policy manual and does not replace the official school board policy manual adopted by the school board. Every effort will be made to keep the booklet updated as policy manual revisions occur; however, each employee should make pen and ink changes on their copy with each policy revision.
Each physical work location will be furnished a copy of the handbook, which should be kept in a location accessible to all employees.
The Brunswick County Public Schools Business Operations Department will be glad to assist employees in obtaining information from the school board's benefit providers. Benefits, as approved by the school board, are subject to change annually. It is the employee’s responsibility to be an informed subscriber to his/her benefit options and personal income tax matters.
ORIENTATION OF NEW EMPLOYEES
The Business Operations Office will conduct an orientation-training program with each new school board employee during the first weeks of employment. The goal of this training is to introduce the new employee to school board organization, benefits, rights, privileges, and other matters related to employment. New employees may not be included on a school board payroll until they have attended orientation and/or submitted all required paperwork. The Department must secure the federally required immigration information (I-9) on the first day of employment. Each department is responsible for orienting new employees in the department's specific issues and policies.
PAYROLL ITEMS REQUIRED BY LAW (Refer to Benefits Summary for more information)
1. Retirement System - All new full-time employees must fill out the VRS forms in order to record the name of their beneficiaries. The school board pays the mandated retirement contribution for the employees eligible to participate in the Virginia Retirement System. 2. Social Security - 7.65% - Your legal name and social security number must be provided. A copy of your social security card is required for new personnel. The name as shown on your social security card will be used for official payroll documentation. 3. Federal Income Tax - The withholding form must be completed. 4. State Income Tax - The withholding form must be completed. 5. Group Life Insurance - The amount of insurance is based on the employee’s gross pay rounded up to the next highest even thousand and doubled. The insurance is paid by the school board and will not be deducted from your check. 6. Optional Group Life Insurance - All new full-time employees must complete VRS-39 in order to select an optional life insurance coverage plan or to waiver their participation in the plan. Monthly costs for this coverage vary depending on the options selected, contracted annual salary, and age of the employee. The employee will pay for this coverage in 12 installments. This benefit, subject to restrictions, is available for spouse and children. 7. I-9 Statement - All new personnel are required to complete Form I-9. Employees will be required to present a valid driver’s license and original social security card for employment eligibility verification. 8. Child Support Orders – All personnel are required to provide the school board office with a copy of any existing child support orders when hired or upon receipt.
OTHER PAYROLL ISSUES (refer to Benefits Summary for more information)
1. Health or Hospitalization Insurance - Employees wishing to participate in the school board approved health insurance program must fill out the necessary application and return it to Central Services within 30 days of hire or identified life changing event. The Brunswick County School Board has adopted a Cafe 125 Plan for all hospitalization premiums. This means your hospitalization premium will be paid from pre-tax dollars. Employees who do not wish to participate in the Cafe 125 Plan must notify the health insurance contact person during open-enrollment season, in writing. This notification must accompany your health insurance application. Coverage will commence October 1 of the current school year for all new employees, unless otherwise requested during open season. Applications must be completed by August 30 of the current school year and returned “in person” to the payroll department. You receive the highest level of benefits when your Primary Care Physician treats you or provides a referral for any specialty care. 2. Professional Dues - Membership is available through your local BEA representative for the National Education Association, Virginia Education Association, and Brunswick Education Association. These dues will be deducted in 10 installments. Cancellations must be in writing to both the BEA and Payroll Department. See your BEA school representative for information. 3. Tax Sheltered Annuities - Available to those interested. Deductions will be made in 12 installments. Cancellations must be in writing to both the company and Payroll Department. 4. Brunswick County Federal Teachers Credit Union (Office located St. Paul’s College) - Available to employees interested in becoming a member. Deductions are made in 12 installments. Call (434) 848-2588 for information. 5. Payroll Checks – Issued the last calendar working day of each month (not school calendar). Direct deposit by electronic transfer is required for all new and present employees. Enrollment forms may be obtained from the payroll office. Regulations and timelines apply. Payroll checks for employees not on direct deposit will be mailed to the employee’s home address on file.
EMPLOYMENT ISSUES REQUIRED BY LAW OR LOCALITY
1. TB documentation is required for all new or rehired employees returning after more than 12 months. Employees are reimbursed for cost of the test and doctor required x- rays. The charge for the doctor’s visit is not reimbursed. 2. Virginia Department of Social Services, Child Protective Services, Release of Information Form is to be completed with payroll information. The school board pays the charge. 3. A State Police Criminal Records check will be made on all new employees who do not include one with their application. The charge is to be paid for by the school board. Fingerprinting is required for all employees hired after July 1, 2000. 4. Work experience credit, when applicable, is applied at the rate of one year for each year of related work experience documented. Documentation includes but is not limited to (1) school board employment record form with beginning and ending date verification and job description or (2) employment letter verifying beginning and ending dates of employment and job description. 5. Contracts and work agreements will be adjusted based on documented work experience or degree status changes. Employees will be placed on the beginning salary scale step until documentation of work experience or degree status changes have been received, reviewed, and approved by the Human Services office. Degree status changes must be documented prior to changes being made in their contracted salary and applied on a semester basis. Additional hours must be earned in an approved program leading to a higher degree. Documentation received by September 10 of the contract year will be in effect for the entire school year. Documentation received by January 10 of the contract year will be prorated for the next semester.
EMPLOYEE LEAVE ISSUES
• All leave is to be taken in either one-day or one-half day increments. • All leave is pro-rated when an employee terminates his/her contract. • The Business Operations Department shall be notified on all occasions an employee is absent in excess of five working days. • Employees may NOT use leave from Brunswick County Public Schools to work other jobs. • Unauthorized use of any leave will be grounds for immediate dismissal. • Sick Leave taken must be supported by medical information, which substantiates that the absence is related to the injury or illness once an employee has been out for 5 consecutive days or 8 cumulative days within a calendar month.
1. Sick Leave - Ten days each year (12 days for 12 month personnel) cumulative, if not used, to a total equivalent to the total number of days in the annual contract or work agreement (i.e. teachers 200). This includes a maximum of five days (2 bereavement days granted by the superintendent first and three sick days) in any one case of death of a member of the “immediate family” as defined as father, mother, brother, sister, spouse, son, daughter, mother-in-law, father-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, grandparents, grandchildren or any person living in the employee’s household. The superintendent must approve any exception to this policy. 2. Personal Sick Leave is defined as absence for reasons of illness or injury incapacitating the employee to perform assigned duties, doctor or dental appointments during working hours, and exposure to contagious disease such that the employee’s presence on duty would jeopardize the health of fellow workers on the job. 3. Personal Sick Leave for the Immediate Family is defined for reasons of illness or injury to an “immediate family” member. Use of personal sick leave by the employee for this purpose may not exceed the total number of days accumulated by the employee. Medical documentation will be required if use of leave exceeds 5 consecutive days or 8 cumulative days within a calendar month. 4. Teacher Absences and Substitutes - An approved list of substitute teachers is available in the principal’s office. If a teacher must be absent, the teacher will notify the principal. Emergency plans to cover three days must be on file with principal or designee. Individual schools and departments may have additional requirements. 5. Personal Leave - Each employee is allowed five days of personal leave per year without loss of pay or subtraction from sick leave. Personal leave is to be used at the discretion of the employee. If not used, personal leave will convert to sick leave. Five days advance notice should be given to the appropriate administrator when an employee is planning to use his/her personal leave. In emergency situations employees should notify the appropriate administrator as soon as possible. 6. Unused Sick Leave Benefit Upon Retirement – Any contracted employee who is eligible for sick leave will be paid $25 a day up to 125 days. Upon retiring, employees who have worked in two different positions are entitled to two sets of unused sick leave benefits. To be eligible to retire from any position in Brunswick County, an employee must be at least 50 years old and have at least 10 years of service. 7. Compensatory Leave - Compensatory leave is leave earned by exempt and non- exempt employees for time worked in excess of the maximums established by the superintendent. Earned compensatory time must be approved in writing in advance by the superintendent and is earned on an hour for hour basis. By local policy, compensatory time must be taken within the pay period earned.
8. Legal (Civil) Leave - An employee shall be granted leave with full pay for any absence necessary for serving on a jury or as a subpoenaed witness in court for school related issues. Copies of the supporting civil leave must accompany the FLSA form or the employee will be docked or personal leave will be charged. It is the responsibility of the employee to obtain and submit documentation from the court system. If an employee is summoned to court to appear as a witness for school board-related business or to appear as a witness in a case in which an employee is not a party, civil leave with full pay is applicable. On the other hand, if the case is one in which the employee is a party, or the court decision affects the employee (positively or negatively), the time off from the job is of a personal nature and personal leave must be taken.
9. Workers’ Compensation Leave – Workers’ compensation leave is leave occasioned by an on-the-job injury or occupational disease that arises out of and in the course of employment. It is the responsibility of the department head to assess the impact of any employee inactivated by injury or illness on the department's operation and contact the Director of Business Operations’ office early on as to the options available. It is the employee’s responsibility to remain in contact with his or her supervisor and the payroll department in order to coordinate continuing retirement, life insurance, health insurance, and the employee’s voluntary deductions while out on workers’ compensation leave.
Employees that are on workers’ compensation leave will be paid for the periods they are unable to work pursuant to the guidelines established by the Workers’ Compensation Act. Employees are eligible to receive 66 2/3 % of their average weekly wage (tax free) for time lost in excess of (7) consecutive days for covered circumstances. Employees are eligible to be reimbursed for the initial (7) days if the total time lost exceeds (21) days.
Workers' compensation leave is specific to the incident documented on the First Report of Accident form. Until the workers’ compensation claim is approved or denied by the school board’s third party administrator, the employee's absence should be recorded as workers’ compensation leave. When a physician's statement releases the employee to return to work and the employee does not report, the absences shall be charged to the employee's sick or vacation leave balances.
If the claim is not approved as workers’ compensation, the employee will be required to pay back time/monies received from the school board while on injury leave. Where the individual has appropriate leave balances (i.e., vacation, sick or personal) an adjustment will be made by the Business Operations Department to cover the time charged to workers’ compensation leave. Should limited or no leave balances be available, arrangement with the Business Operations Department should be made to reimburse wages paid that are not covered by leave balances.
10. Maternity Leave (Parental Leave) - Each request for maternity leave shall be considered on an individual basis. An employee who becomes pregnant shall notify her immediate supervisor and superintendent in writing no later than the end of the third month of pregnancy. The notification shall include (1) the beginning and ending dates for which the employee requests the maternity leave be granted and (2) a written medical report from the employee’s attending physician stating the expected date of delivery, and the recommended beginning and ending dates the employee will be unable to work.
Employees will only be allowed to use sick leave for the time the doctor documents they are unable to work. The employee is expected to return to work as soon as the physician certifies she is able to do so. With prior approval, the employee may use accrued vacation or personal leave and leave of absence without pay in combination with maternity leave.
Male employees who are expecting additions to the family need to discuss health insurance benefits with Department of Business Operations staff for information on time-lines for obtaining coverage of new dependents.
11. Family and Medical Leave (GCBE) - The school board provides eligible employees up to twelve workweeks of unpaid job protected leave annually for certain family and medical reasons. For purposes of determining the amount of leave available, the annual period shall be the calendar year (January 1 through December 31). Employees are eligible if they have worked for the school board for at least (12) twelve months of service and have worked at least 1250 hours during the calendar year preceding the commencement of the leave without pay and exhausted all eligible compensated leave. Unpaid leave will be granted for any of the following reasons:
• To care for the employee's child within 1 year following the birth, • To care for the employee's spouse, son or daughter, or parent, who has a serious health condition; or • For a serious health condition which makes the employee unable to perform the employee's job.
11a) Parental Leave: Upon request, any eligible employee shall be granted a leave of absence without pay for the purpose of caring for a newborn or newly adopted child for a period of up to twelve (12) weeks per year. Employees requesting parental leave must provide reasonable notice of the expected birth or adoption (30 days or more). Upon request, by any eligible employee, this leave may be extended to a maximum of one (1) year.
11b) Employee’s Own Illness or Illness of Employee’s Spouse, Parent or Child: If medically necessary, medical leave without pay may be taken on an intermittent or reduced leave schedule until the amount of leave totals twelve (12) weeks. HOWEVER, if an employee requests intermittent medical leave that is foreseeable based on planned medical treatment, the school board reserves the right to require the employee to transfer temporarily to an alternative position, with equal pay and benefits, which better accommodates recurring periods of absence or a part-time schedule. The medical certification for the employee’s personal illness must identify the date the illness began and the projected return-to-work date. For leave to care for a seriously ill child, spouse, or parent, the medical certification must include an estimate of the amount of time the employee is needed to provide care. Those employees on an approved leave of absence will receive the school board’s health insurance contribution not to exceed 3 months per year.
An additional 3 months of leave under Family and Medical Leave may apply. Life and hospitalization insurance may be maintained during parental or medical leave for any additional time beyond twelve weeks per year if the full premium for coverage is paid by the employee. To the extent that an employee is entitled to compensated leave under other policies, the employee must take the paid leave first.
11c) Return to Work From an Approved Leave without Pay: The following return to work provisions apply to those employees who provide direct instructional services and whose presence in the classroom is necessary to the education process (i.e. teachers but not teacher’s assistants, etc.)
If an instructional employee begins approved medical or parental leave without pay more than 5 weeks before the end of an academic term, the employee may be required to continue taking leave with pay until the end of an academic term if the leave is at least 3 weeks in duration and the return to work would occur during the last 3 weeks of the academic term.
If an instructional employee begins approved FMLA leave for a purpose other than the employee’s own serious health condition without pay during the 5 week period at the end of the academic term, the employee may be required to continue taking leave with pay until the end of the academic term if the leave is longer than 2 weeks in duration and the return to work would occur during the last 2 weeks of an academic term.
If an instructional employee begins approved FMLA leave for a purpose other than the employee’s own serious health condition without pay during the 3 week period before the end of the academic term, the employee may be required to continue taking leave with pay until the end of the academic term if the leave is longer than 5 working days in duration.
Upon the return from an approved medical or parental leave without pay that was more than 12 weeks in duration or any other approved leave without pay, every effort will be made to place the employee into a vacancy for which the employee is qualified. This regulation shall be interpreted and administered in accordance with the Family and Medical Leave Act of 1993 and applicable federal regulations.
12. Docked Leave (Leave Without Pay) - The docked leave is used to reflect the hours or days an employee does not work and does not have an appropriate leave balance to cover the time away from the job.
13. Military Leave - Members of the organized reserve forces of any of the Armed Services of the United States, National Guard or Naval Militia shall be entitled to a leave of absence not to exceed fifteen work days per Federal fiscal year (October 1-September 30) with pay and without loss of seniority or accrued leave. " Fifteen work days" is normally meant to be consecutive, but may be fragmented or non-consecutive if supported by military orders.
Employees who at the time of employment, or while employed by Brunswick County School Board, become affiliated with any branch of the armed services must advise the Human Relations Office, in writing, of the branch of service and expected duration of affiliation.
An employee voluntarily entering into the Armed Forces of the United States while under contract or work agreement shall be deemed to have resigned from his/her position and shall not have automatic rights to reinstatement in his/her position upon return from active duty.
14. Administrative Leave - The administrative leave category is used to record all time an employee misses due to a disciplinary action or for a pending investigation. Only the superintendent or school board can assign administrative leave. Administrative leave assigned as a disciplinary suspension may be without pay.
15. Vacation for Full-time Employees - Paid vacation time is authorized for full-time employees, certified and support staff, who are employed as12 month contracted employees. Eligible employees will be allowed vacation time according to the following schedule:
*Years of Experience Vacation Days/Month Vacation Days/Year (Effective July 1, 2002) 0-5 1 day per month 12 days per year 6-10 1.25 days per month 15 days per year 11-15 1.5 days per month 18 days per year Over 15 1.75 days per month 21 days per year *Based on total years of documented experience.
The maximum number of vacation days that can be accumulated at the end of the fiscal year (June 30) is 30 days. This total limit would not include days available for the next fiscal year. Unused vacation days are to be taken in one-day or one- half day increments.
16. Transfer of Sick Leave (Donated Sick Leave) - Donated sick leave is available to all employees who are eligible for the sick leave benefit. The purpose of the transfer of sick leave shall be for unexpected and catastrophic (not work related) illness and/or injury for the employee, employee’s spouse, son, or daughter, or parent. Donated sick leave cannot be used for routine maternity leave.
Employees may transfer a maximum of (2) two sick leave days within a school calendar year with the approval of the superintendent or his/her designee to other employees. An employee will not be able to receive a transfer of sick leave days until all of his/her own leave (sick, personal, and vacation) is depleted.
Prior to using donated sick leave, an employee must request donated sick leave pursuant to this policy (20 consecutive days with medical leave approved by the school board) and must provide a medical certificate verifying that a severe or extraordinary illness/accident exists and expected duration of the condition from a licensed physician or health care practitioner. Central Office will notify departments that an employee is eligible for donated days. A donated day will be considered a full day whether contributed by a full-time or part-time staff member.
Employees desiring to transfer (donate) sick leave days to another employee must complete the “Request for Transfer of Sick Leave Days” and submit the request to the superintendent. Once an employee transfers (donates) sick leave days to another employee, the donated days will remain credited to the recipient, even if not actually used. An employee may normally receive no more than 45 workdays of donated leave in a school year. Approved donated days will be dated and certified in the order of receipt. Employees donating days will not have the days charged against their “perfect” attendance eligibility.
17. Long-Term Medical Leave – Any medical leave requiring more than 20 consecutive days of absence must be submitted to the school board for approval and must provide a medical certificate verifying that a severe or extraordinary illness/accident exists and expected duration of the condition from a licensed physician or health care practitioner.
BRUNSWICK COUNTY SCHOOL SYSTEM VRS – HYBRID PLAN MEMBERS / VIRGINIA LOCA DISABILITY PLAN JUNE 23, 2014
(TO BE INSERTED UNDER EMPLOYEE LEAVE ISSUES IN THE BCPS EMPLOYEE HANDBOOK)
EMPLOYEE LEAVE ISSUES: EMPLOYEES COVERED UNDER THE VRS HYBRID RETIREMENT PLAN. If you are covered under the VRS Hybrid Retirement Plan, you have disability benefits under the Virginia Local Disability Program (VLDP) as administered under VaCorp. This action was formally documented n the Code of Virginia in chapter 11.1 of Title 51.1 This section stated that the Board shall develop, implement, and administer a short-term disability and long-term disability benefits program in accordance with the provisions as set forth in this section of the code. Employees hired on or after January 1st, 2014 with no prior VRS service must participate in the newly formed Hybrid Plan. I. SHORT-TERM DISABILITY: An illness, injury or other condition, such as surgery, pregnancy, complications from pregnancy or a catastrophic or major chronic condition, that prevents you fro performing the full duties of your job. The disability may be non-work or work-related. A work-related disability may be determined to compensable under the Virginia Workers’ Compensation Act. a. The maximum disability period is 125 workdays. b. Benefits begin after seven consecutive days from the first day of your disability. c. For a non-work related disability you are covered after 1 year of participation in the program d. Work-related disability coverage begins the day of employment e. No wait period if disability is considered catastrophic
TABLE I: Replacement days of income for an occupational related disability (Based on Va. Code) YEARS OF SERVICE IN HYBRID PLAN WORK DAYS: 100% WORK DAYS: 80% WORK DAYS: 60% LESS THAN 5 YEARS 0 0 125 GREATER THAN 5 LESS THAN 10 85 25 15 10 YEARS OR MORE 85 40
TABLE II: Replacement days of income for an non-occupational related disability. (Based on Va. Code) YEARS OF SERVICE IN HYBRID PLAN WORK DAYS: 100% WORK DAYS: 80% WORK DAYS: 60% 1 YEAR 0 0 0 MORE THAN 1 YR LESS THAN 5 YRS 0 0 125 5 YEARS LESS THAN 10 YEARS 25 25 75 10 YEARS LESS THAN 15 YEARS 25 50 50
MORE THAN 15 YEARS 24 75 25
Income replacement benefits can be offset by any Workers’ Compensation awards or any other forms of disablity compensation. Benefits cannot exceed 100% of your pre-disability income.
TABLE III: Sick Leave and Personal Leave credits & Benefits: HYBRID vs Plan I and Plan II employees
DESCRIPTION PLAN I & PLAN II HYBRID PLAN: COMMENTS EMPLOYEES EMPLOYEES HIRED ON OR AFTER 1/1/2014 SICK LEAVE ACCRUAL 1 DAY / MONTH 1 DAY / MONTH TO PROVIDE SOME COVERAGE FOR WAITING PERIOD AND LEEWAY TO COVER PRE- DISABILITY INCOME LEVELS FOR A LIMITED PERIOD OF TIME SICK LEAVE CUMULATIVE MAXIMUM OF TOTAL MAXIMUM OF 15 TO PROVIDE SOME COVERAGE FOR WAITING OR CARRYOVER DAYS IN ANNUAL DAYS PERIOD AND LEEWAY TO COVER PRE- CONTRACT DISABILITY INCOME LEVELS FOR A LIMITED PERIOD OF TIME SICK LEAVE BUYOUT $25 / DAY @ MAX OF NOT APPLICABLE DEFINED SICK LEAVE POLICY DOES NOT 125 DAYS REQUIRE BUILDING UP TIME NOR A BUYOUT PLAN PERSONAL LEAVE 5 DAYS / YR…. IF NOT 5 DAYS / TIME OFF FOR FAMILY MEMBER ILLNESS USED CONVERTED TO YEAR…..NO SICK DAYS CARRYOVER SHORT TERM DISABILITY: WORKERS’ COMP SEE TABLE I ABOVE CAN USE ACCUMULATED TIME TO BOOST - BENEFITS: BENEFITS TO PRE-DISABILITY INCOME LEVELS OCCUPATIONAL SHORT TERM DISABILITY NO PROVISION IN SEE TABLE II ABOVE CAN USE ACCUMULATED TIME TO BOOST – BENEFITS: NON- PLAN 1 OR PLAN 2 BENEFITS TO PRE-DISABILITY INCOME LEVELS OCCUPATIONAL LONG TERM DISABILITY - VRS DISABILITY 60% OF PRE- CAN USE ACCUMULATED TIME TO BOOST BENEFITS RETIREMENT DISABILITY INCOME BENEFITS TO PRE-DISABILITY INCOME LEVELS OR 80% IF CATASTROPHIC
II. LONG TERM DISABILITY: A non-work or work-related condition that prevents you from performing the full duties of your job for an extended period of time. The long-term benefit begins after 125 workdays of short-term disability.
o Earnings Replacement: 60% or 80% if deemed catastrophic (unable to perform two or more daily activities) o Employees with less than 1 year of participation only catastrophic or workers compensation (occupational) related disabilities are covered o Employees with more than 1 year of participation both occupation and non-occupation related disabilities are covered o Benefits begin after the Short Term Benefits expire (125 days) o Benefit period o 59 or younger: to age 65 o 60 – 64: 5 years o 65 – 68: to age 70 o 69 or older: 1 year o Insurance company pays the employee o Employees can use Leave Time to cover both the seven-calendar day elimination period and to supplement their disability benefits up to the amount of their pre-disability earnings. o Any Workers’ Compensation benefits or other compensation received will offset any disability claim payments o Members of the VRS Hybrid plan are not covered by the VRS Disability Retirement Plan.
III. GENERAL PROVISIONS a. A misrepresentation of the reason for requesting sick leave will be considered an abuse of sick leave and will be handled accordingly. b. Leave credits will be accrued at the beginning of each school year in a proportionate manner c. All Sick Leave requests will be reviewed and a determination made by a 3rd party administrator, and then advise the Brunswick County School System as to how to proceed. d. Sick Leave requests should be made through the Human Resources department at the County level. e. Emphasis on employee returning to work. f. Sick Leave Banks are not applicable to VRS-HYBRID employees g. It is up to the employee to report and disabiity situation and to (1) authorize release of medical records (2) timely reporting of any changes (3) applying for Workers’ Compensation (4) applying for Social Security Disability (5) reporting any outside income or other benefits and (6) cooperating with a transitional plan for returning to work.
Adopted by the School Board on July 28th, 2014.
EMPLOYEE “PERSONAL” INFORMATION - It is the employee’s responsibility to notify the Superintendent’s Office and Business Operations Office of any changes in personal information in writing. Examples of such information are name change, mailing address, telephone number, name of person to contact in case of emergency, etc. This information must be kept current. If such corrections have not been initiated in writing by the employee and sent to the Superintendent’s Office and Business Operations’ Office, any problems resulting from the school board's use of out-of-date information are the responsibility of the employee.
Changes to tax information, social security names, beneficiaries for life insurance and retirement are accomplished by contacting the Business Operations Office.
NONSCHOOL EMPLOYMENT - Employees of the board may accept outside employment provided that such employment does not interfere with or affect the quality of performance for which the board employed the employee, nor shall the outside employment reflect adversely upon the school division. The superintendent may require employees to report all outside employment. Concurrent full-time outside employment is strongly discouraged.
RESIGNATIONS
Classified Employees: Classified employees who wish to resign are expected to provide written notification to the Superintendent’s Office with a minimum of two weeks notice, not including any leave that may be utilized after the resignation request is presented. Classified employees are support staff who need not hold a license issued by the state education authorities in order to obtain their positions. This category includes, but is not limited to, non-licensed administrative positions, clerical, maintenance, transportation, food services, and aides.
Supervisors (Transportation, Maintenance and Food Service): Classified supervisors who wish to resign are expected to provide written notification, including the reason for the resignation, to the Superintendent’s Office providing a minimum of four weeks notice.
Professional Employees: Professional employees are expected to fulfill the terms of their annual or continuing contract. Professional employees will not be allowed to resign during the period of the contract unless documented emergency or medical situations exist. The superintendent will handle persons who wish to resign to accept positions at a higher level in another system on a case-by-case basis. Resignations for lateral moves will not be considered.
All resignations must be approved by the school board in order for the employee to be considered leaving “in good standing.” Any sick leave that is used after the resignation request is presented requires medical documentation.
EXIT INTERVIEW
The employee will contact the Business Operations Department and schedule an exit interview to discuss employee benefits with the Director of Business Operations staff when leaving school board service. All information received during an exit interview will be held strictly confidential and will be made a part of the employee's personnel file. Exit interviews should be scheduled at least two weeks prior to the last day of employment, if possible. Any person considering retirement should schedule an exit interview 90 days prior to the last day of employment.
CONFIDENTIALITY - Employees having access to personal information or data in the course of providing school board services to clients shall maintain the confidentiality of that information and shall release that information only in accordance with the Virginia Privacy Protection Act and any other regulations that are applicable to specific programs. Failure to adhere to those requirements and to maintain the confidentiality of personnel information may result in disciplinary action, including dismissal. FAIR LABOR STANDARDS ACT FORM (TIME SHEET) - All employees are required to complete a monthly record of days present and absent to comply with the Fair Labor Standards Act. Employees cannot be paid twice for the same hours worked.
FLEX DAY GUIDELINES - Flex days only apply to teachers’ contracts. Flex days vary from year to year based on the approved school calendar. The building principal approves all flex days. A hard copy of the flex day documentation is to be maintained by the principal and individual. The following guidelines apply to flex day documentation:
1. On the June FLSA indicate flex day and indicate the day or ½ days used as flex days in the remarks column. Example: June 17 – flex day ½ day 8/12 and ½ day 8/26. 2. Please note that flex days are to be counted as half days or whole days. A half-day is considered to be 3.75 hours. A whole day is considered to be 7.5 hours. 3. Teachers may not use any more flex days than are listed on the division calendar. 4. Flex days are to be worked prior to the flex days indicated on the school calendar. 5. Teachers that do not work flex days are expected to work the flex days on the designated dates on the school calendar. 6. Teachers may use their personal days on flex days. 7. Only teachers with a teacher’s contract are eligible for flex days. All other contracted employees work their contracted days. 8. Open house days and division initiated in-service activities do not count as flex days unless superintendent’s approval is granted.
ATTENDANCE INCENTIVE PROGRAM - The school board has approved an attendance incentive program. The program is approved annually as part of the budget process. The following guidelines were approved:
1. Employees must not use any sick or personal leave days to be eligible. 2. Employees must be under contract or work agreement for the entire year of their contract in order to qualify for the incentive. 3. Vacation days do not count against twelve-month employees. 4. Classified employees who have two jobs within the school system are only eligible for one incentive.
Professional/Classified Perfect Attendance 1-3 Days 4-5 Days Professional $500 $300 $100 Classified $250 $150 $50
HOURS OF EMPLOYMENT/WORKDAY - Payment for contracted and/or hourly work is governed by the Fair Labor Standards Act and determined by completion of the division’s Fair Labor Standards Forms. Regular attendance and punctuality are essential for the efficient operation of the Brunswick County School System. If an employee is unable to report to work or expects to be late, he/she shall contact his/her department head or designated supervisor, no later than the beginning of his/her scheduled report to work time, giving the reasons for absence. Evaluations will address the issue of tardiness, reporting late to work, and other time missed from work by the appropriate supervisor.
The normal workweek for full-time support personnel is determined by work agreement. It is necessary that principals and department heads be given the latitude to arrange schedules which best fit the duties required of such support staff. It shall be the responsibility of principals and department heads to develop and have on file schedules, which verify that this regulation is being met.
Twelve-month employees may leave two (2) hours before their scheduled day ends the day before Christmas and Thanksgiving, if it is a 1:00 p.m. closing day. The school building staff and the transportation department are to make adjustments that ensure that safety of students is a priority and students riding buses have had time to get home.
DRESS CODE - In dress, conduct, and interpersonal relationships, teachers and other staff members should recognize that students are continuously observing them. It is of paramount importance that the members of the staff set good examples of conduct, manners, dress, and grooming. Employees are expected to wear appropriate dress for work, in good taste, and suitable for the job at hand.
It is not the intent of this policy to usurp any person’s right to dress as he or she pleases. However, in light of the nature of dealing with young formative persons in the school setting, discretion, and common sense call for an avoidance of any extreme, which would interfere with the normal educational process.
Principals/directors are expected to counsel teachers and staff assigned to their building on appearance and conduct. Employees are expected to dress in a professional and appropriate manner. At a minimum, employees are expected to adhere to the dress regulations for students.
STANDARD OF PROFESSIONAL CONDUCT - It is the goal of the Brunswick County School Board to promote the well being of its employees in the workplace and to maintain high standards of professional conduct and work performance. Therefore, this policy establishes standards for professional conduct and behavior deemed unacceptable for the teachers of Brunswick County Public Schools.
Professional Conduct
Each teacher is expected to:
• Comply with all school laws, school board policies, and regulations. • Perform assigned duties satisfactorily. • Work as scheduled. • Behave in a professional manner. • Properly use school board funds, property, and personnel.
Unacceptable Conduct
The following conduct is prohibited and may be subject to disciplinary action; this list is not exhaustive and therefore, other conduct also may be subject to discipline in accordance with state law.
• Excessive tardiness. • Abuse of school board time. • Unauthorized use of school board funds, property, or personnel. • Disruptive behavior. • Unsatisfactory work performance. • Failure to follow a supervisor’s proper instructions. • Absence from work without proper authorization. • Falsifying any school board record, student record, report, or employment application. • Destruction or damage of school board property. • Fighting and other acts of violence. • Sleeping at work. • Interfering with the work of other school board employees. • Incompetence. • Immorality. • Noncompliance with school laws and regulations. • Charged with or convicted of a felony or crime involving moral turpitude. • Charged with a misdemeanor involving sexual assault, drugs, obscenity, and related offenses or physical and sexual abuse or neglect of a child. • Threatening the safety or welfare of the school division or its students. • Working after consuming alcohol, illegal drugs, or unlawful prescription drugs. • Using personal cell phones during instructional time. • Using school telephones for personal business during instructional time. • Manufacturing, distributing, dispensing, possessing, consuming, using, or selling alcohol, illegal drugs, or unauthorized prescribed drugs on school board property or at a school board activity. -Adopted: April 1998; File GCPC-M
STAFF CONDUCT WITH STUDENTS OR OTHER STAFF - The relationship between the employee and student or employee and employee should be one of cooperation, understanding, and mutual respect. The employee has a responsibility to provide an atmosphere conducive to learning and to provide the means for students to be motivated to perform to his/her capacity. Although it is desired that employees have a sincere interest in students as individuals, partiality must be avoided and employee/staff-pupil friendship must be on an employee-pupil basis. Excessive informal and social involvement with individual students and “pal-like” relationships give rise to charges of partiality and excessive personal involvement. Such friendships are not compatible with professional ethics.
It is a fact that sexual harassment (verbal or physical) may create a psychologically harmful atmosphere, inhibit performance, and/or undermine the integrity of the employee-student relationship. Such conduct may constitute a form of illegal sex discrimination; the board prohibits all forms of inappropriate sexual remarks or conduct between staff and staff or staff and students of the division.
It is the policy of the Brunswick County School Board to maintain a working and learning environment for all its employees and students, which provides for fair and equitable treatment, including freedom from sexual harassment. It is prohibited for any employee or student, male or female, to harass another employee or student by making unwelcome sexual advances or requests for sexual favors, or engaging in other verbal or physical conduct of a sexual nature when:
1. Submission to or rejection of such conduct is used as a basis for employment or academic decisions affecting the employee or student. 2. Such conduct creates an intimidating, hostile, or offensive working or learning environment. 3. Submission to such conduct is made either explicitly or implicitly a term of condition of the individual’s employment or participation in school programs.
Any employee or student who believes that he or she has been subjected to sexual harassment should file a written complaint of the alleged act immediately to the Title IX compliance officer.
The written complaint should state in detail the basis for the complaint, the names of the Persons involved, and the dates of any specific incidents.
A thorough confidential investigation of all reported incidents to determine the nature and extent of any alleged sexual harassment will be undertaken immediately. If the complaint is against the Title IX compliance officer, the complaint shall be filed with the school board. If the complaint is against the school board, the complaint shall be filed with the chairman of the school board. The question of whether a particular action or incident is prohibited behavior requires a determination based on all the available facts in the matter. A written report shall be filed at the conclusion of any investigation of sexual harassment regardless of the outcome of that investigation.
Any administrator, employee, or student who is found, after appropriate investigation, to have engaged in sexual harassment of another employee or student will be subject to disciplinary action appropriate to the offense, from a warning up to expulsion or discharge.
Any individual filing a sexual harassment complaint is assured that he/she will be free from any retaliation from filing such a complaint. Retaliators will be subject to discipline up to and including expulsion or discharge. -Adopted: January 23, 1995
GRIEVANCES - Any employee wishing to file a grievance should refer to the Brunswick County Public Schools Regulations Manual, Sections GBM – Professional Staff Grievances and GBMA – Support Staff Grievances.
TELEPHONE USAGE - The school board provides employees with telephones for use in the performance of their job duties. Each telephone line has restrictions applied to the line depending on the intended use at that location. When dialing for individuals within the division, dial the last four numbers. When placing an outside call, the employee must first dial a "9" to access an outside line. Employees may use their personal calling cards to make non-business related calls. Personal calls should be for emergency issues and should not interfere with the employee’s job performance or responsibilities. Classroom telephones and personal cell phones are not to be used for personal calls during instructional time.
INCLEMENT WEATHER - All employees are expected to report to work at their regularly scheduled or contracted time. Each school or department has a phone tree to notify employees of delays and school closings. All school-delayed openings will be a two (2) hour delay. Breakfast is not served when there is a delayed opening.
A liberal leave policy for non-essential employees will be in effect if adverse weather conditions causes difficulty in traveling to and from work and the school board offices/departments are not officially closed. This policy allows non-essential personnel to use unscheduled annual leave to cover their absences should they not be able to report to work or leave work early. Such absences require approval from their supervisor.
Should the superintendent/designee authorize the closing of school board offices/departments because of adverse weather, non-essential employees will be treated as having worked a full regular workday. When custodians, transportation staff, maintenance staff, or support staff are required to work by their supervisor on Code 5 days, they are to record their hours worked in the hourly section of the FLSA. Time is to be taken as comp-time during the FLSA time period first with the approval of the supervisor or the employee is to receive additional pay for the time worked.
Should inclement weather cause early closing or late opening of school board offices/departments, the effect on employees who report to work will be the same as having worked a full regular workday regardless of hours missed. Administrators, maintenance, and transportation employees are required to provide services until all students have been transported home. School offices are expected to remain open and staffed for a reasonable amount of time to allow buses to complete their routes. Supervisors of transportation and maintenance are responsible for adjusting employee time as needed to accommodate late or early closings.
Closing information is relayed through TV and radio stations. DO NOT call Brunswick County School Board. If you are unsure whether the school board offices/departments are open, contact your supervisor. A listing of the TV and radio stations is provided for your information. Decisions on school closings or delays are generally made before 6:00 a.m. The Lawrenceville, Emporia, and South Hill radio stations are our primary contacts in the event of an early closing or emergency situation. TV and other radio stations will be contacted for other school closings and delays.
BRUNSWICK COUNTY SCHOOL CLOSING NOTIFICATION LIST STATION LOCATION WWBT - #12 Richmond WTVR - #6 Richmond WRIC - #8 Richmond WTVD - # 11 Durham, NC WLES AM 580; FM 105.5 Lawrenceville WSHV FM 98.9; WJWS AM 1370 South Hill WEVA AM 860 Emporia WSVS AM 800 Crewe WKLV AM 1440; WBBC FM 93.5 Blackstone WPTM FM 102.3; WSMY AM 1400 Roanoke Rapids, NC WRVQ FM 94.5 Richmond WRVA AM 1140/910 Richmond
WNVN - #20 WJMO/WCDX/WJKS/HOT99
All employees are expected to stay at school and work their regular scheduled hours during inclement weather dismissals. Central Services will issue directions to principals. Generally, when there is an early dismissal during extreme weather conditions (ice, snow, freezing rain) instructional personnel may leave when all students have left school. If heat or electricity goes out in an elementary school, we will delay or close school for that school only. If there were a delay or closing for RJHS or BSHS, it would apply to both schools. However, school offices are expected to remain open and staffed for a reasonable amount of time to allow buses to complete their routes.
Key employees, administrators, mechanics, and maintenance personnel may go home with the approval of their immediate supervisor and once all students have had time to get home.
When schools close for inclement weather, all other school functions are cancelled, such as after-school programs and meetings (except school board). Coaches must obtain permission from the principal before conducting a practice session. The codes announced by TV and radio stations apply to 12-month employees.
EQUAL OPPORTUNITY EMPLOYER - Brunswick County School Board is an equal opportunity employer. It is committed to the maintenance and promotion of the policy of nondiscrimination by incorporating sound merit principles in all aspects of personnel management affecting its employees and applicants. Personnel management shall be free from such prohibited personnel practices as discrimination, sexual harassment, or any other conduct inconsistent with sound merit principles. It shall provide equal employment opportunity to all employees and all applicants without regard to race, color, religion, national origin, political affiliation, disability, sex, or age, except where such is a bonafide occupational qualification. Any person employed by the School Board of Brunswick County who fails to comply with this policy is subject to the school board disciplinary procedures.
Any employee who has a complaint relating to discrimination is encouraged to report the complaint to the supervisor, department head, or personnel director or use the grievance procedure, if appropriate.
EXTRA DUTY ASSISTANCE
Effective July 1, 1999, the superintendent or his/her designee will approve all requests for extra duty assistance in writing. The administrative secretary responsible for time sheet verifications will not process any extra duty assistance payments unless a letter from the immediate supervisor has been approved or the Request For Extra Duty Assistance form has been approved and he/she has a copy on file. Extra duty will be only approved on a month-by-month basis.
Long-term requests for extra duty assistance require a conference with the superintendent or his/her designee. Letters requesting extra duty assistance are required to:
1. Identify the school or department. 2. Indicate the date of the request. 3. Be signed by the requesting administrator. 4. Identify the name of the person. (If the person is new to the system or has not worked for the system during the school year, he/she must complete personnel paperwork prior to beginning work. 5. Identify the reason extra duty assistance is being requested. (When extra duty assistance is to be paid from a grant, indicate the grant and grant project number in this section.) 6. Indicate the extra duty assistance time frame. (How long you will need extra duty assistance, the number of hours a day needed, total hours to be approved, or special arrangements requested.)
All approved requests will identify the person to work extra duty, the approved hourly rate of pay, and where the expense is to be charged.
TUITION REFUND PROGRAM - All professional personnel who receive in-service funds for professional training will be required to obligate their services to the Brunswick County School Board for one year for each three-hour credit funded with in-service funds contingent upon a favorable recommendation for their continued employment with the Brunswick County Public Schools.
The year of service for each three-hour credit course will begin the school year following receipt of funds. Failure to meet the terms of this agreement to serve a year for each three-hour credit course would require a full refund to the county of all funds received.
In-Service Training – All Brunswick County teachers (full-time and part-time) will receive the *reimbursement rate as resources permit and as applied to the following options:
Option 1 – Teachers not endorsed in their field when hired are required to take the necessary courses to meet the endorsement requirements within three (3) years after their employment date. The school division will fund a maximum of six (6) semester hours in the content area during the three-year period, but not more than the number of college credits needed for endorsement.
Option 2 – The school division will provide tuition reimbursement for a maximum of three (3) college credits in a professional staff member’s content area during a five (5) year recertification period at the reimbursement rate for full- time and part-time teachers.
Option 3 – All school personnel assigned teaching positions for which they are not endorsed will be eligible for Option 1 as approved by the school board.
Option 4 – Teachers requested to take specific college courses or professional development courses for the benefit of the school division by the school board will have their tuition paid in full. These courses may be used for recertification; Option 2 does not affect Option 4.
*Reimbursement Rate – Full tuition up to $495.00 per three-hour course or $165.00 per one-hour course will be reimbursed as resources permit and in accordance with in-service regulation options.
Procedures for Reimbursement – To be considered for staff development funding for college tuition, you must:
1. Complete the Request for Approval of Enrollment in In-Service Reimbursable Course form prior to taking the course; 2. Pay for the course and successfully complete the course with a passing grade of C or better (B or better for graduate courses); and ** 3. Send a receipt and official college transcript to the assistant superintendent upon completion of the course.
Teachers will receive reimbursement when verification is received in the school board office. Persons resigning from the county prior to reimbursement will not receive reimbursement payment. College registration, activity fee or other fees will not be reimbursed.
** The following items must be submitted to the office of the assistant superintendent:
1. Request for Reimbursement form 2. Receipt for payment 3. College transcript
ODU MASTER’S PROGRAM - All professional personnel who receive in-service funds for professional training through the ODU Master’s Program will be required to obligate their services to the Brunswick County School Board for one year for each year enrolled in the tuition-free program. The year of service for each year enrolled in the program will begin the school year following completion of the program. Failure to meet the terms of this agreement to serve a year for each year would require a full refund to the county of all tuition funds paid during the corresponding year. USE OF COUNTY CARS - Under no condition may school vehicles be used for private purposes. Drivers of division-owned vehicles must have a Virginia operator’s license and be an employee of the school board. Non-employees may drive division vehicles (excluding buses) in special circumstances. They must have a Virginia operator’s license and receive permission, in writing, from the division superintendent. Vehicles are not to be taken home during off-duty assignments except by administrative directive from the superintendent or designee.
The board owns and operates such motor vehicles as shall be necessary for the transportation system, the central office, the maintenance of buildings and grounds, the bus garage, and supportive services for the school lunch program. Transportation (mechanics and supervisor) and maintenance supervisor are provided vehicles for use to and from work in the county as essential personnel responsible for specialized job assignments. Transportation or maintenance supervisors living in other counties are to make arrangements to leave county vehicles at a location within Brunswick County.
It is the responsibility of the employee to report all accidents and/or citations issued by law enforcement officials to his/her immediate supervisor. Drug tests will be required for all employees driving a county vehicle when involved in an accident.
REQUEST FOR FACULTY AND STAFF TRAVEL IN-SERVICE/CONFERENCE TRAVEL - The administrative travel guidelines are provided for employees. (Conference travel expenses are generally paid for by the employee and reimbursed except when advance approval of the school system’s credit card is approved. When using a credit card, administrative travel guidelines apply and the user is expected to pay the difference with a check and indicate in the explanation why the charge exceeded the guidelines on the Expenditure Form – Credit Card Expenditures)
1. Conference Requests - A conference request form is to be completed for all conferences and in-service travel. Attach the conference registration information to the conference request form. The conference request form and supporting documentation should be attached to the Expenditure Form – Credit Card Expenditures and submitted immediately upon return to work. Conference travel reimbursement will not be approved at Central Services or by the principal authorized to approve school travel without an approved conference request form.
a. Administrators required to attend regularly scheduled meetings may send one request to cover all routine attendance of a specific nature to the superintendent. The superintendent or his designee is to approve all conference request forms. b. Teachers and staff are to complete a conference request form to be maintained at the school level and submitted to the school principal for processing. The yellow (central office) copy of the form should be forwarded to central services for information. c. Grant and Central Office originated conference travel is to be arranged by the grant project director or central office staff initiating travel and responsible for staff reimbursement procedures being followed. d. A conference request exception is applicable to same day travel that is part of an individual’s routine job responsibilities, such as attending their program area meetings that are included and identified on the employee’s request for travel reimbursement. Conference request forms are required for this type of travel if a county vehicle is being requested. Employees should indicate that a county car was not available on their request for reimbursement, if a county car was requested and was not available.
2. Mileage Reimbursement - The approved travel reimbursement rate for mileage is $0.32 per mile for in-county use. If you use your personal car for out-of-county travel, the reimbursement rate is $.19 per mile unless you requested a county car and one was not available. If commercial transportation is approved, receipts are required. Employees are permitted to use their personal automobile when a county- owned vehicle is not available at the $0.32 a mile rate.
Travelers who prefer to use their personal vehicle in lieu of airplane, bus, or train are eligible for mileage reimbursement at the lower mileage rate or cost of public transportation, whichever is more economical. Written documentation must be submitted with appropriate travel forms to support the traveler’s request to use their personal vehicle (i.e., an estimate of the cost for date and time you would normally leave if flying, riding on a train, etc.) For example: The conference is in Orlando, Florida. The cost to fly is $185 round trip at the time of the request. 1,300 miles (documented from Lawrenceville to the location using the shortest route trip information off the internet) round trip at $0.19 a mile equals $247. We would reimburse the employee $185.00 for the use of his/her personal vehicle. If two or more employees were going together, the total amount to be reimbursed the employee whose personal car is being used would be $247. Internet mileage shortest distance totals and airline travel may be used as documentation.
3. Meal Reimbursement - Meals will be reimbursed at a per diem rate of $50.00 a day including all related taxes and tips.
4. Business Meals Exception to M&IE: A business meal is when an employee conducts a substantive and bona fide business discussion on behalf of the school system during a meal and on specific official business (recruiting, group or staff discussion where the meeting is held in the hotel restaurant for convenience and travel considerations). The business meal must: be approved, involve a substantive and bona fide business discussion (indicate on travel form or Reporting Form – Credit Card Expenditures - the nature of the business discussion) and include the itemized detail receipt. List by name all persons involved in the meal and the reason for the meal.
However, the superintendent or his designee may authorize a meal reimbursement up to 150% of the applicable per diem meal guideline (Example: Dinner meal with sufficient justification and the original itemized receipt. The area has a $38 per diem meal rate and dinner rate of $20. 150% of the dinner rate would be $30 including taxes and tips.) It is the employee’s responsibility when claiming a business meal to supply all the information about the dinner discussion.
IRS Reporting Requirements for Meals: Meal reimbursements made in accordance with these regulations are not considered by the IRS to be reportable income, except for meal/tip expenditures of $75 or more which are not related to overnight travel. This is limited to business meal situations where one traveler purchases and claims reimbursement for the meals of another person on official business. A receipt is required for meal expenses of $75 or over. 5. Lodging Reimbursement - Lodging costs are based on conference rates for single room charge and applicable lodging taxes only. The superintendent must approve lodging costs in advance using the conference request form. An itemized or detailed receipt is required for reimbursement.
a. Double occupancy arrangements may be required. Rates should be reasonable and practical based on the location and circumstances. Receipts must be attached. b. If your spouse shares the room, please request reimbursement of the cost of a single room and applicable taxes only. c. Extra charges such as movies, personal telephone calls, calls home, room service, etc. are not reimbursable expenses and should not be charged to the room bill or county credit card. Employees should make arrangements to pay personal charges in advance with the hotel. d. A hotel bill that is being charged to the credit card or being used to request reimbursement should show zero balance owed. When different room rates are shown on the hotel receipt, indicate the reason on the receipt or Reporting Form – Credit Card Expenditures with as much detail as possible. (Example: Block of rooms not available on ____, conference rate on ______shown. Hotel conference full, referred to another hotel at ____ rate.
e. An employee may request prepayment directly to the hotel with a hotel statement. This procedure is strongly encouraged for conferences that will occur in June or at the end of a grant fiscal year. The employee is responsible for reimbursing the school system if they are unable to attend the conference and prepayment has been made directly to the hotel.
6. Registration Reimbursement - Approved registration fees are reimbursable; receipts or a copy of the check must be attached. Meals covered by the registration fee are not to be claimed for reimbursement and are deducted from the per diem meal rate. Example: Registration includes a lunch. The per diem rate for a lunch is $12. Deduct the $12 lunch per diem from the $50 per diem daily rate. The per diem rate is then $38 a day. The individual meal Per Diem Rates to be applied to Registration Reimbursements are BREAKFAST - $12; LUNCH - $12; and Dinner $26. 7. Toll Reimbursement - For approved trips, toll fees will be reimbursed. Receipts are not required.
8. Parking Reimbursement - Parking expenses will be reimbursed if receipts are submitted. Documented honor park, parking meters, and smart tag rate reimbursement will be made without a receipt not to exceed $10.00.
9. Transportation Reimbursement
• Airplane, train, or bus transportation arrangements may be made through a travel agent. The last copy of the airline, bus, or train ticket or travel itinerary should be submitted with the travel expense report. • Transportation to/from airports, train stations, and bus terminals is reimbursable when supported by a receipt for public transportation or by reporting actual mileage. • Transportation to/from business meetings, while on overnight travel, is reimbursable when supported by a receipt and the purpose noted on the receipt.
The approving official in advance on a conference request should authorize car rentals. The cost of rental cars for personal use is not reimbursable. An example of approved car rental expenditure would be when the nearest airport does not provide service to the conference location. Example: Conference is in Laramie, Wyoming. The nearest airport is Denver. Car rental expenditures would be approved for the conference time period. Another example is where it cost $10 to go from the airport to the conference hotel. $10 is reimbursable on a car rental.
10. Business Telephone Calls, Telegrams, and Facsimiles - Business telephone calls, telegrams, and facsimiles expenses incurred for official business purposes may be claimed on the Travel Expense Report form. A receipt is required. The person contacted and purpose of call must be stated on the receipt.
11. Internet Access Calls - Internet access calls are reimbursable when accompanied by a receipt that documents the access number and an explanation of the business purpose. Individual departments may determine this is not an allowable expense or require pre- approval for these expenses.
12. Educational Materials - Educational materials are reimbursable when accompanied by receipts. Receipts may be attached to the Expenditure Report Form – Credit Card Expenditures to provide documentation.
13. Non-reimbursable Expenses - The following is a list of non-reimbursable expenses:
• Loss of funds or personal belongings • Alcoholic beverages • Damage to personal vehicles or clothing • Service to gain entry to a locked vehicle • Entertainment expenses such as Pay TV, movies, theaters, travel tours, golf fees • Insurance premiums paid by traveler for benefit of self, including auto • All expenses related to the personal negligence of the traveler, such as fines • Personal expenses while the traveler is on annual leave when business travel and personal travel are combined • Personal expenses such a haircut, shoeshine, newspaper, clothing, etc. • Towing charges except for the breakdown of a county vehicle • Expenses for children, spouses, and companions while on travel status • Expenses that are unreasonable, excessive, unsupported by receipts, or unexplained • Traveler’s checks • Expenses resulting from accidents or injuries incurred when the traveler detours from the business purpose of the trip 14. Advances for Overnight Travel - An employee that pre-pays approved conference expenditures is eligible for a travel advance. The advance is based on the employee’s prepayment for conference registration and to secure hotel lodging. To request an advance, the employee completes a separate travel reimbursement form. The advance must have an approved conference request form completed and approved. Supporting documentation for registration and lodging will be considered. The employee will be responsible for all other expenditures and submitting a travel reimbursement form showing the difference between what was advanced and what was spent. Additional advances will not be issued when a traveler has a delinquent travel advance.
15. Prepayments for Overnight Travel - Prepayments are made for conference registrations and to secure hotel lodging. Requests for these prepayments must be made during the bill processing period prior to the conference. The following documentation is needed:
a. Registrations: Original and one copy of the registration form including dates and cost conference. The original is mailed to the vendor and a copy is maintained in the permanent Accounts Payable file. b. Hotel Lodging: It is important that the confirmation number and the arrival and departure dates are listed on the prepayment request. The lodging will be handled as part of the bill processing procedure with all the necessary documentation.
16. Settlement of an Advance - Advance expenses incurred while traveling should be documented and settled in a timely manner and in the fiscal year in which the travel occurred.
a. If the employee receives an advance, settlement is due 10 business days after returning from the trip.
b. If the traveler does not respond within 10 business days, the advance amount will be deducted from his/her next paycheck. Example: Employee prepays but does not attend the conference; he/she has 10 days to settle the account.
17. Procedures for Reimbursement Requests - Reimbursement requests should be made separately using the “Travel Reimbursement Form” immediately upon return from the conference. Immediately may be defined as within 5 days after the conference is completed. The “Travel Reimbursement Form” with supporting documentation and receipts should be submitted to Central Office by the 5th of the month.
a. Do not list non-travel reimbursement items on the travel reimbursement form. Reimbursement for supplies, etc. should be made on the Request for Reimbursement request form. (Sales tax is not a reimbursable expense. IRS regulations require a school P.O. and tax-exempt form.)
b. Principals are responsible for school-travel allocations and distribution. Additional requirements may be established at the school level. Principal travel is to be approved at Central Services.
c. The use of the school system credit cards is applicable to the above guidelines. Employees that exceed the guidelines will be required to reimburse the school system.
ACCEPTABLE USE POLICY EFFECTIVE DATE: 08/01/01 Approved 05/29/07
Brunswick County Public Schools Information Systems Acceptable Use Policy (AUP)
APPLICATION: All state employees, including employees of agencies exempt from coverage of the Virginia Personnel Act
PURPOSE To establish a policy for use of the Brunswick County Public School’s (BCPS) computer equipment, computer network, internet access and electronic communication systems. This policy establishes minimum standards.
DEFINITIONS Computer Network: Two or more computers that can share information, typically connected by cable, data line, or satellite link.
Computer Equipment (Hardware): Hardware is defined as any printer, computer, laptop, tablet, Personal Digital Assistant (PDA), Scanner, Video Editing System, LCD Projector, DLP Projector, Monitor, Keyboards, Mice, Microscopes, or any other device that attaches to a computer or any equipment on the BCPS network.
Printer Consumables: Ink, toner cartridges and any other end user installable Supply
BCPS Technical Support Services (Tech Support): Division wide entity responsible for the installation, procurement, maintenance, support and security of the division’s information system.
Electronic Communication Systems: System used as a means of sending and receiving messages electronically through connected computer systems or the Internet, such as e-mail or voice mail.
Internet: An international network of independent computer systems. The World Wide Web is one of the most recognized means of using the Internet.
Users: All employees of Brunswick County Public Schools who use the Internet and/or electronic communication systems.
Personal Use: Use that is not job-related. In general, incidental and occasional personal use of Brunswick County Public School’s computer equipment, computer network, internet access and electronic communication systems is permitted. MAIL ACCOUNT OR NETWORK LOGIN
BCPS Information Systems AUP – r052907 Page 1 of 9 POLICY All users must follow this policy, revisions to this policy or any additional policies that may be adopted by Brunswick County Public Schools. Use of the computer system is a privilege, not a right. Division-wide computer equipment is property of Brunswick County Public Schools and is provided to facilitate the effective and efficient conduct of school business. Therefore computer equipment is not the personal property of faculty, staff and students. Users are permitted access to the Internet and electronic communication systems to assist in the performance of their jobs.
REQUEST OF SERVICES All Brunswick County Public Schools employees must submit a service request electronically to receive support. The service request form can be found at www.brun.k12.va.us. Service request can be submitted from any division computer connected to the network. If the computer that needs service is inoperable and you are not able to submit a service request with it then you will have to go to another computer in the school system to submit your request. Every request must be submitted via the online form. Phone calls, faxes or verbal communication will not be accepted as a request submitted.
Hardware/Software Procurement If hardware and/or software is needed for the instructional program the user must make a formal request to BCPS technical support services via the online request form. Tech Support will then evaluate the software’s compatibility and security concerns associated with the end users computer and the BCPS network. If the hardware/software is found to be compatible with the computer and complies with set security policies then the hardware/software must be ordered through the Technology Department with appropriate funding. Once the approved hardware and/or software has been acquired Tech Support will schedule its installation.
BCPS Information Systems AUP – r052907 Page 2 of 9
Installation on multiple computers (clusters, labs, laptops, multiple rooms) will be considered project based. Project schedule will be determined by Tech Support and could take upwards of 180 business days to implement from date of initial request to completion of project.
Printer Consumables When printer consumables are required a service request must be submitted. List the brand and model number of the printer in the request. If the model number of the ink/toner cartridges is available list that as well.
EMAIL Tech Support supports WebMail for faculty and staff. Because Electronic Communications has become such an integral part of the sharing of information within the school system, staff members are required to check their email accounts on a regular basis. Email provided by BCPS is for school related purposes only.
If a user needs to request their password information for one of their accounts, they must do so by submitting a service request via the online service request form. The user will received their account information on a confidential letter in a sealed envelope via interoffice mail. Tech Support will not give account information over the telephone or to another person. Network and email account passwords assigned by Tech Support will be a password of random characters.
USER RESPONSIBILITIES The conduct of computer users who access the Internet or send e-mail containing Brunswick County Public School’s domain address (www.brun.k12.va.us) may be perceived as reflecting on the character and professionalism of the school division. When engaging in such conduct, whether for personal or official purposes, employees are expected to do so in a responsible and professional manner.
BCPS Information Systems AUP – r052907 Page 3 of 9 All users are responsible for exercising appropriate care to protect Brunswick County Public School’s computer systems against the introduction of viruses. When using Brunswick County Public School’s Internet access or electronic communications, equipment and capability, individuals must:
▪ use the Internet or electronic communication systems only in accordance with State and division policy; ▪ maintain the conditions of security (including safeguarding of passwords) under which they are granted access to such systems; ▪ check with the appropriate staff prior to downloading or accessing a file or document if the source of the file or other circumstances raises doubts about its safety.
All users are responsible for keeping their computer area clean and dust free. Computer area includes the computer, monitor, printer, computer accessories and the table they are on.
PROHIBITED ACTIVITES Certain activities are prohibited when using BCPS information system. These include, but are not limited to:
Hardware • moving any hardware from one location to another • attempting to repair equipment • hiring outside agencies to repair equipment • individual use of laptop in mobile labs (laptop trunks and carts) • with exception to special purposes and programs, color printers in individual classrooms are prohibited
THE TECHNOLOGY DEPARTMENT IS NOT RESPONSIBLE FOR DATA THAT IS LOST, DAMAGED OR UNAVAILABLE FOR NON-DELIVERY
BCPS Information Systems AUP – r052907 Page 4 of 9 Internet • accessing, downloading, printing or storing information with sexually explicit content as prohibited by law (see Code of Virginia §2.1-804- 805; §2.2-2827 as of October 1, 2001) • downloading or transmitting fraudulent, threatening, obscene, intimidating, defamatory, harassing, discriminatory, or other-wise unlawful messages or images • sending or downloading any copyrighted material without the owners written permission • use of chat rooms • use of any file sharing utility (IE Kazza, Morphius, EDonkey or like programs)
Software • installing or downloading computer software, programs, executable files contrary to policy • uploading or downloading copyrighted materials or proprietary Brunswick County Public Schools information contrary to policy • uploading or downloading access-restricted information contrary to policy or in violation of policy • due to licensing requirements, compatibility and security issues faculty, staff and students are not allowed to individually procure and install software on any BCPS equipment • installing or attempting to install unlicensed or illegal copies of software (this shall include the use of keygens or other such programs intended for the purpose of defeating copyright protection) • installing software that is not approved by the technology department
Email • personal use of your BCPS email address for online purchases, list serves, newsletters, jokes of the day or any like services • sending e-mail using another’s identity, an assumed name or anonymously • permitting a non-employee or non-student to use for purposes of communicating the message of some third party individual or organization
BCPS Information Systems AUP – r052907 Page 5 of 9 Personal use • any use that interferes with the user’s productivity or work performance, or with any other employee’s productivity or work performance • any use that adversely affects the efficient operation of the computer system • any use that violates any provision of this policy, any supplemental policy adopted by the agency supplying the Internet or electronic communication systems, or any other policy, regulation, law or guideline as set forth by local, State or Federal law. (See Code of Virginia §2.1-804-805; §2.2-2827 as of October 1, 2001.) • use of the Information System for commercial purposes
General • modifying any file on the Information System that is not sole property of the user • knowingly giving ones password to others • knowingly using another users password • circumventing or defeating any security feature on the BCPS network • attempting to gain access to another’s resources, programs or data • any act of vandalism • any browsing, accessing or use of network resources that is not authorized by the technology department • saving or creating files on network resources in which the user has not received permission to save such file • create, compile, distribute or knowingly contribute to the distribution of any virus or spy-ware application • disrupt networked or non-networked computer by deleting or altering files, hacking or any other means that could be considered disruptive • Any other activities designated as prohibited by Brunswick County Public Schools
SECURITY The distribution of electronic communications is difficult to control and routing mistakes can easily occur. Copies of electronic communications can be forwarded without the sender’s knowledge or permission to unintended recipients. Therefore, electronic communications should be drafted and sent with at least the same level of care, professional judgment and discretion as paper memoranda or documents.
NO EXPECTATION OF PRIVACY No user should have any expectation of privacy in any message, file, image or data created, sent, retrieved or received by use of Brunswick County Public School’s equipment and/or access. Brunswick County Public Schools has the right to monitor any and all aspects of their computer systems including, but not limited to, sites, instant messaging systems, chat groups, or news groups visited by employees, material downloaded or uploaded by employees, and e-mail sent or received by employees. Such monitoring may occur at any time, without notice, and without the user’s permission.
BCPS Information Systems AUP – r052907 Page 6 of 9 In addition, electronic records may be subject to the Freedom of Information Act (FOIA) and, therefore, available for public distribution.
SOFTWARE COPYRIGHTS In an increasing effort to eliminate software piracy, the Unites States Government has enacted laws that provide protection to any intellectual property (Copyrighted Materials). These laws can be found under Title 17 of the United States Code and the Digital Millennium Act of 1998. If a BCPS employee knowingly engages in any illegal installation or distribution of any copyright material he or she will be held personally liable.
Copyright Infringement Under Title 17 sections 504-506 of the United States Code the end user shall be held personally liable for any infringement of copyright material. Penalties are considered to be a felony and can be up to 1 year in prison and or up to $150,000 dollars.
Defeating Copyright Protection This is defined as any hack, keygen or any other method used for the sole purpose of defeating a software developer’s (Copyright Holder) copyright protection method. Under Title 17 sections 1201, 1202 & 1204 the end user shall be held personally liable for use of any application that sole purpose is for the defeating protection of copyrighted material. Penalties are considered to be a felony and can be up to $500,000 and or 5 years imprisonment for the first offense and up to $1,000,000 and or 10 years imprisonment for each subsequent offense.
This information is provided for reference only and is in no way intended to quote any law. Please see provided law citations for any further questions.
INTERNET SAFETY Legislation approved by the 2006 General Assembly requires school divisions to add a student Internet safety component to their acceptable use policies (AUP). In an effort to comply with HB 58, appendices have been added. The appendices outline the Internet safety component (Appendix A), the curriculum (Appendix B), an implementation plan (Appendix C), stakeholders and responsibilities (Appendix D).
VIOLATIONS Violations of this policy must be addressed under state and division policies, appropriate disciplinary policy or procedures for employees not covered by the Virginia Personnel Act. The appropriate level of disciplinary action will be determined on a case-by-case basis by the superintendent or designee, with sanctions up to or including termination depending on the severity of the offense.
BCPS Information Systems AUP – r052907 Page 7 of 9 AUTHORITY This policy is issued by Brunswick County Public Schools as adapted from the Department of Human Resource Management policies pursuant to the authority provided in Chapter 10, Title 2.1 [§2.1-114.5(13)] of the Code of Virginia (Title 2.2, §2.2-1201 as of October 1, 2001) and §2.1-804 (§2.2-2827 as of October 1, 2001) et. seq. Further, The Acts of the Assembly 1999, c. 384, cl.2, provides: THE LEGAL OR INSURANCE PROTECTION OF “That the heads of state agencies whose officers and employees are exempt from the Virginia Personnel Act pursuant to Section 2.1-116 shall adopt the acceptable Internet use policy required by this act to be developed by the Department of Human Resource Management and may supplement the Department’s policy with such other terms, conditions, and requirements as they deem appropriate.”
INTERPRETATION The Director of the Department of Human Management is responsible for official interpretation of this policy, in accordance with §2.1-114.5(13) of the Code of Virginia (§2.2-1201 as of October 1, 2001). Questions regarding the application of this policy should be directed to the Department of Human Resource Management’s Office of Compensation and Policy. The Department of Human Resource Management reserves the right to revise or eliminate this policy.
RELATED POLICIES Policy 1.60, Standards of Conduct Policy 6.10, Personnel Records Management
BCPS Information Systems AUP – r052907 Page 8 of 9
Attachment A
Brunswick County Public Schools Use of Information Systems
CERTIFICATE OF RECEIPT
I have been given a copy of Brunswick County Public School’s AUP as adapted from the Virginia Department of Human Resource Management Policy 1.75, “Use of Internet and Electronic Communication Systems” and I understand that it is my responsibility to read and abide by this policy and all division policies related to the use of computing resources.
If I have any questions about the policy, I understand that I need to ask my supervisor or division superintendent (or designee) for clarification.
If I refuse to sign this certificate of receipt, my supervisor will be asked to initial this form indicating that a copy has been given to me and that this statement has been read to me.
Employee's Name: ______Print Name Employee’s Signature: ______
Employee’s Position/Title: ______
Employee’s Location/School: ______
Date: ______
Once you have signed this form please return this page to the Tech Support office. You are to keep the previous pages for your records.
BCPS Information Systems AUP – r052907 Page 9 of 9 ACCEPTABLE USE POLICY INTERNET SAFETY ADDENDUM EFFECTIVE DATE: 07/01/07
Brunswick County Public Schools Information Systems Acceptable Use Policy (AUP) Appendix A
Committee Members Lynn Barnes, Teacher – Red Oak-Sturgeon Elementary School Beverly Brewer, Director – Department of Social Services Audrey Brown, Parent – Russell Middle School Cheryl Bostick, Instructional Technology Specialist - Brunswick County Public Schools Keith Clarke, Parent – Russell Middle School Elizabeth Lynch, Technology Support Supervisor - Brunswick County Public Schools Cedric Macklin, School Resource Officer – Russell Middle School Leorie Mallory, Director – Pupil Personnel Shonte Mason, Student – Brunswick High School Cindy Pecht, Parent – Russell Middle School Cynthia Perry, Librarian – Meherrin Regional Library Latonia Prosise, Guidance Counselor – Russell Middle School Allen Roberts, Officer – Sheriff’s Department Beverly Shearon, Library Media Specialist – Brunswick High School Shavonda Skipwith, School Resource Officer – Brunswick High School Freddie Terry, Director of Technology - Brunswick County Public Schools Mary Tisdale, Asst. Principal – Totaro Elementary School Martha Trusty, Teacher – Meherrin Powellton Elementary School Lorissa Walton, Student – Brunswick High School Becky Walker, Librarian – Meherrin Regional Library
Vision Statement Brunswick County Public Schools (BCPS) envisions a connected learning community in which technological tools are used to improve the quality of education for all students and the quality of life for all citizens. Brunswick believes this connected learning community will produce an improved educational system with high learning standards, parents who frequently participate in the education of their children, and a business community that works in partnership with the schools to create opportunities for economic growth. BCPS will support the integration of technology into all phases of the educational process. We are committed to: ◊ Evaluate, test and integrate appropriate emerging technologies for all students and teachers; ◊ Provide continuous training for staff, faculty and students; ◊ Utilize technology to link schools with one another and to the outside world; ◊ Provide opportunities for local business, industry and community organizations to participate in technological planning and curriculum integration whenever possible; ◊ Partner with parents and families in improving the home learning environment through technological applications and training.
Mission Statement The mission of BCPS is to provide an educational program and staff to help 21st Century citizens achieve full development of their potential. In order to develop this potential, we must nurture lifelong learning and critical thinking skills, and we must prepare our students to meet the challenges of change in real-life situations. The fulfillment of this mission is guided by the knowledge that student success requires a shared responsibility and cooperation by students, school personnel, parents and community.
1 BCPS believes that students and teachers can use technology to create a dynamic learning environment which offers greater opportunities to achieve at higher levels. Our school system will incorporate technology through an integrated systematic program. We will ensure all students have the opportunity to develop the lifelong learning skills necessary to be productive citizens in our connected learning community.
History and Legislation The Virginia General Assembly proactively has promoted the Internet’s instructional benefits while protecting students from its risks. In 2000, a state law required school divisions to develop acceptable use policies, which provide Internet guidelines for students and teachers. The following year, state and federal laws authorized the installation of filtering software to prevent students from accessing potentially harmful material.
House Bill 58, introduced by Delegate William H. Fralin, Jr., and passed by the 2006 General Assembly, requires that school divisions’ acceptable use policies “include a component on Internet safety for students that is integrated in a division's instructional program.”
The revised policy must comply with current federal, state, and local laws relating to Internet safety:
• Acceptable Use Policies (AUP) for Public and Private Schools (Code of Virginia § 22.1-70.2). This law reflects the circumstances unique to the school or division and the electronic system used; it clearly defines responsible use of information networks.
• Family Involvement in Technology (FIT) Program (Code of Virginia § 22.1-212.2:3). This program promotes parental and family involvement in children’s education, including increased and appropriate supervision of children using the Internet.
• Children’s Internet Protection Act (CIPA). Congress enacted this law in December 2000 to address offensive Internet content on school and library computers. It imposes specific requirements on any school or library that receives funding support for Internet access or internal connections from the E-Rate Program.
The stated purpose of the Deleting Online Predators Act of 2006 (DOPA) is to “amend the Communications Act of 1934 to require recipients of universal service support for schools and libraries to protect minors from commercial social networking websites and chat rooms.”5 All new federal legislation related to Internet safety may be accessed through the Library of Congress’s THOMAS site at http://thomas.loc.gov/ or Cornell’s U.S. Code Collection: Education at http://www4.law.cornell.edu/uscode/html/uscode20. State legislation may be searched via the Virginia General Assembly’s Legislative Information System at http://leg1.state.va.us/061/lis.htm.
Overview
Internet access is available to students and teachers in the Brunswick County School District. BCPS believes that the Internet offers vast, diverse and unique resources to both students and teachers. Our goal in providing this service to teachers and students is to promote educational excellence in the Brunswick County Schools by facilitating resources, sharing, innovation and communication.
Access to computers and people all over the world comes with the availability of material that may not be considered educational in the context of the school setting. BCPS has taken available precautions to restrict access to controversial materials. However, on a global network it is impossible to control all materials and an industrious user may discover controversial information. We firmly believe that the valuable information and interaction available on this worldwide network far outweighs the possibility that users may procure material that is not consistent with our educational goals.
Internet access is coordinated through a complex association of government agencies, and regional and state networks. In addition, the smooth operation of the network relies upon the proper conduct of the end users who must adhere to strict guidelines. These guidelines are provided so that you are aware of your responsibilities. This requires efficient, ethical, and legal 2 utilization of the network resources. If a BCPS user violates any of these privileges, his or her access will be terminated and future use may be denied.
Terms and Conditions
Acceptable Use – Transmission of any material in violation of any US or state regulation is prohibited. This includes, but is not limited to: copyrighted material, threatening or obscene material or material protected by trade secret. Use for commercial activities is generally not acceptable. Use for product advertisement or political lobbying is also prohibited.
Privileges – The use of the Internet is a privilege, not a right and inappropriate use will result in a cancellation of those privileges. Data and network security is monitored and reviewed on a regular basis. A secure firewall is in place to prevent intrusion from outside the network. Filtering Interning access takes place through WebSense, which blocks sexually explicit sites, violent sites, and other inappropriate sites. Anti-virus software is installed and kept up-to-date. Technology Support Staff has access to software which allows workstations to be monitored remotely. Potential problems that may arise with the emergence of new technology are identified and addressed by the Technology Support Staff. Breaches in security and safety are prevented to the best of our ability through content filtering software, denying student access to e-mail based websites, monitoring student and personnel internet use. Teachers who witness students on inappropriate websites or engaged in inappropriate use of computers must report the incident and follow the course of actions outlined in the Standards of Conduct.
Etiquette – You are expected to abide by the generally accepted rules of network etiquette. These include, but are not limited to the following: a) Be polite. Do not write abusive messages to others. b) Use appropriate language. Do not swear; use vulgarities or any other inappropriate language. Illegal activities are strictly forbidden. c) Do not reveal your personal information (address, phone number, identification numbers, etc) or the personal information of others. d) Note that e-mail is not guaranteed to be private. People who operate the system have access to all mail. Messages relating to or in support of illegal activities will be reported to the authorities. e) Do not use the network in such a way that you would disrupt the use of the network by other users. f) All communications and information accessible via the network should be assumed to be private property.
3 BCPS Standards of Student Conduct (Internet Safety)
Level Code Inappropriate Behaviors Required Consequences Possible Consequences One 1A Plagiarism Warning of Future Consequences Parent Conference 1B Misuse of Computers Repeat offense will be referred to Level Two Counseling 1C Inappropriate use of the Internet Disciplinary Action Withdrawal of Privileges Student Reprimand In-School Suspension Out-of-School Suspension (1-5) Success Intervention Plan Two 2A Data Tampering Parent Conference Behavior Contract Warning of Future Consequences Overnight Suspension Disciplinary Action Out-of-School Suspension (3-10) Repeat offense will be referred to Level Three Treatment Program Services Project Any Level One Consequence Three Out-of-School Suspension (10) maximum Expulsion from School Appear Before the BCPS w/ designated representative Alternative Placement Required 365 day Expulsion
Plagiarism (Level One) – The copying of the language, structure, idea, or thoughts of another and representing it as one’s own original work is prohibited. Violating the rules of honesty and copying another student’s work is also prohibited.
Data Tampering (Level Two) – Deliberate or premeditated action that involves any of the following: ▪ Temporarily or permanently remove, halt or otherwise disable any computer data, computer programs, data transmissions, or computer software from a computer, network, or attached device; ▪ Violate copyright laws by making an unauthorized copy in any form of computer programs or software residing in , communicated by, or produced by a computer, or computer network; ▪ Introduce viruses onto a computer, the network, attached devices or any Internet site.
Inappropriate Use of the Internet (Level One) – Accessing sites with no educational significance such as; ▪ Pornography ▪ Weapon Making ▪ Chat Rooms ▪ Instant Messaging
Inappropriate Use of the Internet (Level Two) – Inappropriate us of the BCPS network in manners such as: ▪ Unauthorized users accessing online applications ▪ Tampering with servers (i.e. LAN, E-mail) ▪ Tampering with the BCPS website ▪ Introducing hardware to the network (i.e. computers, palm devices, wireless devices, and phones) ▪ Introducing software to the network (i.e. any software not approved or purchased through the BCPS Technology Department)
4 Brunswick County Public Schools Internet and Computer Use Student Consent and Waiver
Brunswick County Public Schools (BCPS) utilizes filtering software which prevents access to inappropriate Internet websites that may contain illegal, defamatory, inaccurate or potentially offensive material to users. BCPS believes that educational benefits from Internet access far exceed any disadvantages. Educators and students are encouraged to incorporate information resources and authorized materials for the learning process.
By signing this consent and waiver, the student and parent or guardian confirm that the Acceptable Use and Internet Safety Policy have been read. All terms and conditions will be adhered to.
Should I commit any violation or in any way misuse my access to the School District’s computer network and the Internet, I understand and agree that my access privilege may be revoked and School disciplinary action may be taken against me.
Student Parent/Guardian Name (Print): Name (Print):
Signature: Signature:
Date: Date:
5
Brunswick County Public Schools Information Systems Acceptable Use Policy (AUP) Internet Safety Curriculum Appendix B
1
Brunswick County Public Schools Internet Safety – Curriculum Integration
Teachers should state the following points throughout the year:
✐ Always ask your parents’ permission before using your full name, address, telephone number, or school name anywhere on the Internet. ✐ Don’t respond to messages that make you feel uncomfortable or uneasy. ✐ Never tell anyone your passwords. ✐ Do not give out credit card numbers without parents’ permission. ✐ Never arrange to meet in person someone you’ve met online unless you discuss it with your parents and an adult goes with you. ✐ Do not believe everything you see or hear online. Some people may be trying to sell you something or spread inaccurate information. If information you see or hear seems untrustworthy or frightening, discuss with your parents or other adults you trust. ✐People are not always who they say they are. http://www.ala.org/ala/alsc/greatwebsites/greatsitesbrochure.pdf
Definitions: http://www.netsmartz.org/safety/definitions.htm and http://onguardonline.gov/glossary.html
Blog (short for web log) - A web log is usually defined as a personal or noncommercial web site that uses a dated log format (usually with the most recent at the top of the page) and contains links to other web sites along with commentary about those sites. A web log is updated frequently and sometimes groups links by specific subjects, such as politics, news, pop culture, or computers.
Chat - Real-time communication over the internet. You type and send messages that appear almost instantly on the computer monitors of the other people who are participating in the chat.
Chatroom - An interactive forum where you can talk in real-time. The chatroom is the place or location online where the chat is taking place. Many chatrooms are established so that people can discuss a common interest like music or movies.
Cyberbullying - sending or posting harmful or cruel text or images using the internet or other digital communication devices.
Emoticons - Animated faces that express different emotions you can send in e-mails, chat, and Instant Messaging. Emoticons are a way to show someone online how you are feeling.
File-Sharing Programs - Programs that allow many different users to access the same file at the same time. These programs are usually used to illegally download music and software.
Filtering Software - Different methods to screen unwanted internet content including whitelisting, blacklisting, monitoring activity, keyword recognition, or blocking-specific functions such as e-mail or Instant Messages.
Hacker - A popular term for someone who accesses computer information either legally or illegally.
History - A list of web sites the people using a particular computer have visited. Viewing the history can be used to monitor what sites your children have visited.
Instant Messaging (IM) - A service that allows people to send and get messages almost instantly. to send messages using Instant Messaging you need to download an Instant-Messaging program 2 and know the Instant-Messaging address of another person who uses the same Instant- Messaging program.
Mouse Trapping - A commonly used technique by pornography sites where a user gets "locked" in a web site. While surfing the internet it is possible to click a web site and have multiple undesirable web sites open. When this happens, you often cannot close or back out of the sites and must close your web browser completely.
Netiquette (network etiquette) - Courtesy, honesty, and polite behavior practiced on the internet.
Online Grooming - Using the internet to manipulate and gain trust of a minor as a first step towards the future sexual abuse, production, or exposure of that minor. Sometimes involves developing the child’s sexual awareness and may take days, weeks, months, or some cases years to manipulate the minor.
P2P, Peer-to-Peer - An informal network that allows users to share music, games, software, or other files with other users online.
Pharming - An online scam that attacks the browser's address bar. Users type in what they think is a valid web-site address and are unknowingly redirected to an illegitimate site that steals their personal information.
Phishing - An online scam that uses e-mail to "fish" for users' private information by imitating legitimate companies. People are lured into sharing user names, passwords, account information or credit-card numbers. The phishing e-mail usually contains a link to an illegitimate site. Scammers copy the look of a web site to set up a nearly identical page, one that appears to be part of that company's site. Piracy - Illegally copying copyrighted software, music, or movies.
Podcast - an audio show that is broadcast over the web. Users can listen to these shows on a digital music player or a computer. Podcasts can include talk shows, music, or other types of audio.
Social Networking Site - A social networking site is a web site specifically focused on the building and verifying of social networks for whatever purpose. Many social networking services are also blog hosting services. As of 2005, there are over three hundred known social networking web sites
Spam - Unwanted e-mail from someone you don't know. It is usually trying to sell you something.
Warez - Pirated or illegally distributed software.
Grades K-1
Related Computer/Technology SOLs: C/T K-2.3 The student will practice responsible use of technology systems, information, and software.
Safety: Private Identity Information “Go Places Safely” http://www.cybersmartcurriculum.org/lesson_plans/k1_01.asp Children go on a virtual field trip and learn that, just as when traveling in the face-to-face world, they should always take an adult with them when traveling in cyberspace.
Manners: Computer Ethics “Is this yours?” http://www.cybersmartcurriculum.org/lesson_plans/k1_02.asp Children learn that computers, like other objects, are property and should be respected.
3 Advertising: Recognizing Commercial Intentions “Find the Ad” http://www.cybersmartcurriculum.org/lesson_plans/k1_03.asp Children learn that the purpose of advertisements is to encourage people to buy something; children also practice differentiating ads from content on Web sites.
Research: The Nuts and Bolts of Searching “A-B-C Searching” http://www.cybersmartcurriculum.org/lesson_plans/k1_04.asp Children search for animal pictures online by clicking letters of the alphabet. They then print the pictures and, in an offline activity, color them and arrange a display.
Evaluating Web Sites “Good Sites” http://www.cybersmartcurriculum.org/lesson_plans/k1_05.asp Children explore and evaluate a children's Web site, concluding that people's opinions about the quality and usefulness of a site will vary.
What about the library? “The Library” http://www.cybersmartcurriculum.org/lesson_plans/k1_06.asp Children learn that the library houses many forms of media for both research and leisure activities. They also learn that an important resource in the library is the librarian.
Technology: Communications “Spread the News!” http://www.cybersmartcurriculum.org/lesson_plans/k1_08.asp Children learn what it means to communicate, recognize the computer as a communication invention, and plan their own way to communicate a message.
What is Cyberspace? “Cyberspace at School” http://www.cybersmartcurriculum.org/lesson_plans/k1_07.asp Children explore the concept of cyberspace as a means of communicating with real people within their school.
Grades 2-3
Related Computer/Technology SOLs: C/T K-2.3 The student will practice responsible use of technology systems, information, and software.
C/T 3-5.3 The student will demonstrate knowledge of ethical, cultural, and societal issues related to technology
Safety: Private Identity Information “What's private?” http://www.cybersmartcurriculum.org/lesson_plans/23_01.asp Children learn about the power of the Internet to facilitate collaboration among students worldwide. While co-writing a story online, students learn an important safety rule: Before sharing private information in cyberspace, they must get permission from a parent or teacher.
Manners: Computer Ethics “Whose property is this?” http://www.cybersmartcurriculum.org/lesson_plans/23_02.asp Students extend their understanding of "property" to include not only computer equipment but also the work of others, and then discuss rules for respecting such property.
Netiquette “Good Manners Everywhere” http://www.cybersmartcurriculum.org/lesson_plans/23_03.asp Students discuss good manners in the face-to-face world and learn some dos and don'ts for using E-mail in cyberspace.
4 Advertising: Recognizing Commercial Intentions “Things for Sale” http://www.cybersmartcurriculum.org/lesson_plans/23_04.asp Students learn that some Web sites are advertising environments intended to promote good feelings about products.
Privacy “Filling Out a Form - Ask First” http://www.cybersmartcurriculum.org/lesson_plans/23_05.asp Students learn that many Web sites have enticing offers in exchange for information and discuss how to responsibly handle such offers.
Research: Search Engines and Directories “Subject Category Searching” http://www.cybersmartcurriculum.org/lesson_plans/23_06.asp Selecting subject categories is one of two main search tools used on the Internet. Students learn how to best select subject categories in a directory and explore the concept of narrowing their search.
The Nuts and Bolts of Searching “Using Keywords” http://www.cybersmartcurriculum.org/lesson_plans/23_08.asp Keyword searching is an effective way to locate information on the World Wide Web. Students learn how to select keywords to produce the best search results.
Evaluating Web Sites “Finding Good Sites” http://www.cybersmartcurriculum.org/lesson_plans/23_09.asp Students explore, evaluate, and compare several children's informational Web sites, and conclude that people's opinions about the quality and usefulness of sites will vary.
What about the library? “Ask a Librarian” http://www.cybersmartcurriculum.org/lesson_plans/23_11.asp Students learn the library is the best place to begin research, because the librarian can help them find information in all kinds of media.
Technology: Communications “What's the big idea?” http://www.cybersmartcurriculum.org/lesson_plans/23_13.asp Students recognize people's need and desire to communicate as they describe and classify past and present communications inventions.
What is Cyberspace? “My Cyberspace Neighborhood” http://www.cybersmartcurriculum.org/lesson_plans/23_12.asp Students explore the concept of cyberspace as a means of connecting people and explain how the ability to communicate can unite a neighborhood.
Grades 4-5
Related Computer/Technology SOLs: C/T 3-5.3 The student will demonstrate knowledge of ethical, cultural, and societal issues related to technology
Safety: Private Identity Information “Private Information” http://www.cybersmartcurriculum.org/lesson_plans/45_01.asp By examining and identifying actual online requests for private information, students learn to apply the same safety rules in cyberspace as they use when encountering strangers in the face-to-face world.
CyberPals “Safety with Cyberpals” http://www.cybersmartcurriculum.org/lesson_plans/45_02.asp Students learn that they can develop rewarding online relationships, but should never reveal private identity information to a person they know only in cyberspace. 5 Feeling Comfortable “Be Comfortable” http://www.cybersmartcurriculum.org/lesson_plans/45_03.asp Students consider some online scenarios and examine their personal comfort levels. They learn to recognize feelings of discomfort and responsibly manage their actions in cyberspace.
Chat and Message Safety “Safe Talking in Cyberspace” http://www.cybersmartcurriculum.org/lesson_plans/45_04.asp Students explore positive aspects of online chatting and messaging, consider a potentially uncomfortable scenario, and learn to apply safety rules that protect their private identity information.
E-mail Safety “Handling E-mail and IM too!” http://www.cybersmartcurriculum.org/lesson_plans/45_05.asp Students consider the positive uses of E-mail and IM and identify safety strategies for responsibly managing unsolicited messages.
Manners: Cyber Citizenship “Citizens of CyberSpace” http://www.cybersmartcurriculum.org/lesson_plans/45_06.asp Students learn that Internet users are citizens of a global community with the power to share ideas with people around the world.
“Understand Your Acceptable Use Policy” http://www.cybersmartcurriculum.org/lesson_plans/45_07.asp Acceptable Use Policy (AUP) contracts encourage responsible behavior by students and staff and give administrators enforceable rules for acceptable use of school computers. Students will interpret and make inferences about their school's AUP.
“Speak Out” http://www.cybersmartcurriculum.org/lesson_plans/45_07a.asp Students learn that, as citizens of their country, they have a responsibility to speak out on important issues and that the Internet provides easy ways to do so.
Respecting the Law “Whose is it anyway?” http://www.cybersmartcurriculum.org/lesson_plans/45_08.asp Students learn that, although the Internet makes it very easy, copying others' work and presenting it as one's own is unethical. They also learn about circumstances in which it is permissible to copy others' work.
Computer Ethics “Do the Right Thing” http://www.cybersmartcurriculum.org/lesson_plans/45_09.asp Students learn that they should apply the same ethical principles in cyberspace that guide them in face-to-face situations.
Netiquette “Good E-mail Manners” http://www.cybersmartcurriculum.org/lesson_plans/45_10.asp Students learn good manners dos and don'ts when sending E-mail.
Advertising: Recognizing Commercial Intentions “A Place to Advertise” http://www.cybersmartcurriculum.org/lesson_plans/45_11.asp Students explore how some Web sites are designed as advertising environments to entertain visitors while promoting advertisers' brands and products.
Privacy “Privacy Rules!” http://www.cybersmartcurriculum.org/lesson_plans/45_13.asp Students learn that children's Web sites must protect their private information, and look for privacy policies and privacy seals of approval.
6 Research: Search Engines and Directories “Choosing a Search Site” http://www.cybersmartcurriculum.org/lesson_plans/45_14.asp Through online observations, students record and compare the features of four children's search sites. They then construct a lift-the-flap poster that will guide them in selecting appropriate search sites.
The Nuts and Bolts of Searching “Using Categories with Keywords” http://www.cybersmartcurriculum.org/lesson_plans/45_15.asp Students learn that adding keywords in combination with a category search provides more specific results. They choose the subject of a biography by browsing through subject categories, narrowing their focus with selected keywords, and evaluating their search results.
Evaluating Web Sites “Rating Web Sites” http://www.cybersmartcurriculum.org/lesson_plans/45_16.asp Students discuss and apply criteria for rating informational Web sites, compare their results, and infer that all Web sites are not equally good sources of research information.
Homework Help “Homework Help in a Hurry” http://www.cybersmartcurriculum.org/lesson_plans/45_17.asp Students learn strategies for getting immediate help with their homework, including going online with an adult to homework help search services and reference databases.
“E-mailing for Homework Help” http://www.cybersmartcurriculum.org/lesson_plans/45_17a.asp Students visit sites where, with a parent or guardian, they can ask a homework question and receive an answer from an expert over the Internet. They find out that such personalized help takes time and is not suitable if they need an immediate answer.
What about the library? ““What's at the Library” http://www.cybersmartcurriculum.org/lesson_plans/45_18.asp Students learn that libraries offer easy-to-use resources for researching a topic for a school report.
Technology: Communications “Great Communicators” http://www.cybersmartcurriculum.org/lesson_plans/45_21.asp Students consider great communications inventions, including the Internet, and assess advantages and disadvantages of each.
What is Cyberspace? “Cyberspace Country” http://www.cybersmartcurriculum.org/lesson_plans/45_19.asp Students contrast cyberspace with actual and fantasy places, learning that cyberspace is where real people connect using computers and real experiences take place. They then visually express their conception of the geography of cyberspace in the U.S.
How does the Internet work? “What is a network?” http://www.cybersmartcurriculum.org/lesson_plans/45_20.asp Students model a network and learn that the Internet consists of many computer networks that are able to communicate with one another.
Into the Future “Imagining the Future” http://www.cybersmartcurriculum.org/lesson_plans/45_22.asp Students are presented with emerging computer and Internet technologies, and predict how such changes might directly affect the lives of kids in the future.
Grades 6-8
Related Computer/Technology SOLs: C/T 6-8.4 The student will practice responsible use of technology systems, information, and software.
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C/T 6-8.3 The student will demonstrate knowledge of ethical, cultural, and societal issues related to technology.
C/T 6-8.6 The student will use technology to locate, evaluate, and collect information from a variety of sources.
Safety: Private Identity Information “Private and Personal Information” http://www.cybersmartcurriculum.org/lesson_plans/68_01.asp Students learn they can converse and share ideas and opinions with others in cyberspace. They adopt a critical thinking process to protect themselves as they visit sites requesting private identity information.
“Protecting Private Identify Information” http://www.cybersmartcurriculum.org/lesson_plans/68_02.asp Students review examples of private identity information and recall the safety rule about giving out such information in cyberspace. They also explore private identity information in the context of selecting passwords and evaluate some students' personal Web sites.
CyberPals “Play it Safe with Cyberpals” http://www.cybersmartcurriculum.org/lesson_plans/68_03.asp Exploring the concept of anonymity in cyberspace, students learn that cyberpals remain strangers to them and that they must ask a parent or guardian before revealing private identity information or planning to meet.
Feeling Comfortable “Dealing with Online Bullies” http://www.cybersmartcurriculum.org/lesson_plans/68_04.asp Students reflect on the rewards of cyberspace and then consider bullying scenarios in which they examine their personal comfort levels. They learn to recognize such feelings and responsibly handle the unacceptable behavior of others.
Chat and Message Safety “Savvy Talk” http://www.cybersmartcurriculum.org/lesson_plans/68_05.asp Students explore the benefits of online chatting and messaging and consider scenarios in which they might feel uncomfortable or, inadvertently, give away private identity information. They discuss safety rules to apply when sending message in cyberspace.
E-mail Safety “Smart E-mailing and IMing too!” http://www.cybersmartcurriculum.org/lesson_plans/68_06.asp Students consider the challenges of using E-mail and IM, discussing ways of handling them safely and responsibly.
Manners: Cyber Citizenship “Power and Responsibility” http://www.cybersmartcurriculum.org/lesson_plans/68_07.asp Students consider the power of the Internet to disseminate positive and negative ideas of individuals, as well as large organizations. They relate the privileges and responsibilities of cyber citizenship to their school's Acceptable Use Policy (AUP).
Respecting the Law “Considering Copying” http://www.cybersmartcurriculum.org/lesson_plans/68_09.asp Students consider possible ways to copy others' works using the Internet and learn that many forms of copying are illegal or unethical.
Computer Ethics “Can You Hack It?” http://www.cybersmartcurriculum.org/lesson_plans/68_10.asp Students learn that computers and electronic files are property and explore the reasons for, consequences, and ethics of teen hacking.
8 Netiquette “Good Messaging Manners” http://www.cybersmartcurriculum.org/lesson_plans/68_11.asp Students learn guidelines for good manners in cyberspace, including tips for E-mail, instant messages, chat, and message boards.
Advertising: Recognizing Commercial Intentions “Sticky Sites” http://www.cybersmartcurriculum.org/lesson_plans/68_12.asp Students explore why and how commercial Web sites attempt to attract and keep visitors.
Privacy “Check the Privacy Policy” http://www.cybersmartcurriculum.org/lesson_plans/68_14.asp Students evaluate Web site privacy policies with a checklist based on Federal Trade Commission rules for compliance with the Children's Online Privacy Protection Act.
“Privacy - What's the big deal?” http://www.cybersmartcurriculum.org/lesson_plans/68_15.asp Students explore the concept of privacy in their everyday lives and as it relates to visiting Websites.
Research: Search Engines and Directories “Investigating Search Engines and Directories” http://www.cybersmartcurriculum.org/lesson_plans/68_16.asp Students learn how search engines, directories, and meta-search engines work and compare and contrast their features.
The Nuts and Bolts of Searching “Smart Keyword Searching” http://www.cybersmartcurriculum.org/lesson_plans/68_17.asp When you know the specific information you need, keyword searching is the most effective method of searching on the World Wide Web. Students learn strategies to increase the accuracy of their search. They compare the number and kinds of sites obtained and make inferences about the effectiveness of the strategies.
“Making Search Decisions” http://www.cybersmartcurriculum.org/lesson_plans/68_17a.asp Students interpret some powerful decision-making tips to increase their searching efficiency and then apply them in school research scenarios. They also learn to look for advance search strategies offered at most search sites.
Evaluating Web Sites “Identifying High-Quality Sites” http://www.cybersmartcurriculum.org/lesson_plans/68_18.asp Students learn that, because anyone can publish on the Web, they must carefully evaluate the sites they use for research. They review evaluation criteria and use a checklist to "grade" informational sites.
Homework Help “How to Cite a Site” http://www.cybersmartcurriculum.org/lesson_plans/68_19.asp Students learn how to write bibliographic citations for online sources following the style recommended by the Modern Language Association.
What about the library? “Online @ the Library” http://www.cybersmartcurriculum.org/lesson_plans/68_20.asp Students learn that there are often advantages to using the Internet from a school or public library and investigate the specific services offered by their own library.
Technology: Communications “Great Moments in Communications” http://www.cybersmartcurriculum.org/lesson_plans/68_23a.asp Students assemble a timeline to understand how communications technology has evolved, and relate the invention of the Internet to earlier inventions.
9 What is Cyberspace? “Cyberspace World” http://www.cybersmartcurriculum.org/lesson_plans/68_21.asp Students consider the concept of cyberspace as a place and learn that it can be defined as real people communicating through computers connected to the Internet. They create a map to visually represent that definition, taking into account the influences of population, language, and geography around the world.
How does the Internet work? “Information Highways” http://www.cybersmartcurriculum.org/lesson_plans/68_22.asp Students model how information travels on the Internet and discover how the design of the Internet allows it to grow easily and never completely break down.
Into the Future “Debating the Future” http://www.cybersmartcurriculum.org/lesson_plans/68_24.asp Students analyze social issues related to the future use of the Internet, decide if they agree or disagree with one another, and support their views in a debate.
Grades 9-12
Related Computer/Technology SOLs: C/T 9-12.3 The student will demonstrate knowledge of ethical, cultural, and societal issues related to technology.
C/T 9-12.4 The student will practice responsible use of technology systems, information, and software.
C/T 9-12.6 The student will use technology to locate, evaluate, and collect information from a variety of sources.
C/T 9-12.7 The student will evaluate and select new information resources and technological innovations based on the appropriateness for specific tasks. www.isafe.org – Teachers (9-12) will become certified trainers through the i-Learn Online program. The program features training modules that teach and/or train other educators on the i- SAFE curriculum. Internet safety concepts and instruction on implementing the i-SAFE Internet Safety Program are included. It is only available to those registered as educators.
Resources – Teachers should use the resources provided below to instruct students on internet safety best practices throughout the academic year. Although the lessons can be taught independently, they should be seamlessly integrated into the core curricula. http://www.cybersmartcurriculum.org/lesson_plans/:
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Brunswick County Public Schools Information Systems Acceptable Use Policy (AUP) Implementation Plan Appendix C
Brunswick County Public Schools Internet Safety Implementation Plan
2007-2009
Goal 1: Revise Existing Acceptable Use Policy (AUP) to include Internet Safety
Objective Strategies Stakeholder Assessment Timeline 1. Establish Internet Safety Committee a. Appoint School Personnel Superintendent Contact List January 2007 b. Contact Community Officials Principals Committee Mtgs. Internet Safety Committee Technology Department Brunswick County Public Schools Department of Social Services Sheriff’s Department and SROs Public Library Parents Students 2. To revise AUP to include a component a. Review and revise current AUP as Internet Safety Committee Completed March 2007 for Internet Safety necessary to incorporate a component for document Internet Safety that meets State guidelines b. Submit revised AUP to School Board for Technology Department Submission April 2007 Approval Superintendent c. Submit letter of compliance to VDOE, after Superintendent Approval June 2007 approval by local School Board School Board d. Distribute revised AUPs to school Technology Department Statement of August 2007 employees Principals AUP Receipt e. Review AUP Internet Safety component Technology Dept. Report April 2007 annually Internet Safety Committee Tech Plan Committee f. Approve revised AUP Internet Safety Director of Technology Formal approval Annually component and implementation plan (May) f. File revised AUP with the Superintendent of Superintendent File submission Biennially Public Instruction every two years (June)
Internet Safety Curriculum
Goal 1 To develop and implement a division-wide Internet Safety Curriculum for students Objective Strategies Stakeholder Assessment Timeline 1. Provide Internet Safety instruction to a. Develop a prescribed Internet Safety Technology Department Integrated April 2007 students in grades K-12 curriculum that includes lesson plans, Internet Safety Committee Curriculum activities, and Internet resources for students in grades K-12 b. Enhance student awareness of Internet Technology Department Survey Biannually Safety by evaluating best practices Internet Safety Committee On-line (Sept. & Feb.) Teachers assignments Principals Guidance Counselors c. Incorporate Internet Safety seamlessly Instructional Tech Spec. Teacher lesson On-going Resources across the curriculum Teachers plans www.isafe.org www.cybersmart.com d. Monitor seamless incorporation of Internet Building Principals Observation On-going http://kids.getnetwise.org/ Safety Curriculum Technology Department Evaluation www.netsmartz.org Technology Portfolio 2. Provide adequate outside resources a. Post list of resources on the school Web Technology Department List of resources On-going for students page b. Post list of resources in school libraries Library Media Specialists List of resources On-going Visit www.brun.k12.va.us and other places as deemed appropriate Technology Department Flyers ▪ Select “Parents” Technology Coaches Posters ▪ Select “Internet Safety” 3. Revise the AUP and the a. Review revisions to the implementation Internet Safety Committee Revised AUP Annually implementation plan for Internet safety plan for Internet safety and provide Implementation (February) suggestions Plan
Professional Development and Support
Goal 1 To provide adequate professional development opportunities for teachers, tutors, and teacher assistants (paraprofessionals) to be able to implement Internet Safety into the curriculum. Responsibilities of these stakeholders: • Accept responsibility for teaching students that the Internet is a valuable learning, communication, and entertainment provider that poses potential dangers. • Accept responsibility for keeping up-to-date about Internet safety issues and providing accurate, timely, information to students. • Inform parents of Internet Safety activities. • Monitor Internet use • Resources: http://www.doe.virginia.gov/VDOE/Technology/OET/internet-safety-guidelines.shtml Objective Strategies Stakeholder Assessment Timeline 1. Develop awareness of Internet Safety a. Provide district-wide Internet Safety staff Technology Department New Teacher August requirements for teachers development Internet Safety Committee Orientation School Opening Professional Development
2. Provide resources for teachers to use a. Post Internet Safety resources on the Technology Department List of resources On-going for incorporating Internet Safety into the school Web page curriculum b. Post list of resources in school libraries Library Media Specialists List of resources On-going and other places as deemed appropriate Principals c. Conduct work sessions by grade levels, Technology Department Number of On-going departments, or individually for teachers Building Principals workshops needing help incorporating Internet Safety Technology Coaches into the curriculum d. Post Internet Safety Curriculum and Technology Department Posted resources On-going available resources on shared drive for access by teachers
Goal 2 To provide adequate professional development opportunities for the Community, Administrators and School Board members to be aware of Internet Safety Responsibilities of these stakeholders: • Review and approve the division’s revised AUP and implementation plan as presented by the Superintendent. • Ensure that the policy complies with current federal, state, and local laws relating to Internet safety. • Oversee the Internet Safety program • Enforce the Technology Standards for Instructional Personnel (TSIP) • Resources: http://www.doe.virginia.gov/VDOE/Technology/OET/internet-safety-guidelines.shtml Objective Strategies Stakeholder Assessment Timeline 1. Develop awareness of Internet Safety a. Provide Internet Safety awareness training Technology Department Number of August requirements of school divisions and ▪ Senior Staff Meetings Internet Safety Committee awareness school personnel ▪ School Board Meeting sessions
▪ County Board of Supervisors Meeting (Service Organizations can receive training upon request)
Resource http://ilearn.isafe.org/ 2. Develop awareness of benefits and a. Provide Internet Safety awareness training: Technology Department Number of On-going perils of Internet use by students ▪ Parent Night Internet Safety Committee awareness ▪ PTA Meetings sessions
▪ Public Library Programs b. Publicity
Press Release ▪ ▪ Resolution ▪ Radio Announcement(s) Resource ▪ Flyers www.isafe.org ▪ Brochures
Goal 3 To provide adequate professional development opportunities for IT staff members to stay current on Internet Safety concerns and issues. Responsibilities of these stakeholders: • Accept responsibility for assisting teachers implement Internet Safety curriculum. • Accept responsibility for monitoring Internet traffic and making resources available. • Remain up-to-date on Internet Safety issues and legalities. Objective Strategies Stakeholder Assessment Timeline 1. Stay current concerning issues of a. Provide opportunities for IT staff to attend Superintendent Number of On-going Internet Safety, including legal issues, workshops and classes Director of Instruction workshops moral issues, Internet filtering, social Technology Department attended networking, terminology, and b. Attend regional and state-wide training Superintendent Number of training On-going preventative measures. sessions sponsored by the Virginia Director of Instruction sessions Department of Education Technology Department attended c. Participate in SVRTC to continue to Technology Department Attendance at develop lessons and guidelines for Internet SVRTC meetings Safety On-going
Goal 4 To provide adequate professional development opportunities for other school personnel, including library media specialists, school resource officers, guidance counselors, and adult education coordinator to be aware of Internet Safety. Responsibilities of these stakeholders: • Accept responsibility for teaching students or for helping to teach students that the Internet is a valuable learning, communication, and entertainment provider that presents potential dangers. • Accept responsibility for keeping up-to-date about Internet safety issues and providing accurate, timely, information to students. • Inform parents of Internet Safety activities. • Monitor Internet use when students are under direct supervision by these stakeholders Objective Strategies Stakeholder Assessment Timeline 1. Develop awareness of Internet Safety a. Provide district-wide Internet Safety staff Director of Instruction Number of staff On-going requirements of all school personnel development Asst. Superintendent for development Human Resources opportunities 2. Provide resources for stakeholders b. Post Internet Safety resources on the Technology Department List of resources On-going school Web page b. Post list of resources in school libraries and Library Media Specialists List of resources On-going other places as deemed appropriate Principals c. Conduct work sessions for all school Technology Department Number of On-going Resources personnel to receive or give training on Internet Safety Committee workshops www.isafe.org Internet Safety Principals www.cybersmart.com d. Post Internet Safety Curriculum and Technology Department Posted resources On-going http://kids.getnetwise.org/ available resources on shared drive for www.netsmartz.org access by school employees 3. Incorporate all school personnel in goal a. Prepare implementation plan and conduct Technology Department Training August of keeping students safe on the staff development Internet Safety Committee Internet Principals
Community Interaction and Awareness
Goal 1 To provide opportunities for parents, grandparents, caregivers, local law enforcement officials, and community members to be aware of issues concerning Internet Safety. Responsibilities of these stakeholders: • Be aware that the Internet is a valuable learning, communication, and entertainment provider that poses potential dangers and requires monitoring. Objective Strategies Stakeholder Assessment Timeline 1. Develop in all stakeholders an a. Provide Internet Safety awareness Superintendent Training Sessions On-going awareness of the benefits and perils programs or information at Technology Department of Internet use 1) Meetings of Civic organizations Internet Safety Committee 2) PTA meetings Principals 3) Open house 4) School Board meetings 5) Church meetings 6) Community events b. Post Internet Safety resources on the Technology Department Website On-going school Web page c. Make materials on Internet Safety available Internet Safety Committee Materials On-going Resource at various community places, such as the http://ilearn.isafe.org/ public library 2. Ensure that stakeholders have a. Provide information about formulating a Superintendent Internet Safety On-going received information to formulate a personal plan of action to keep children Technology Department Committee personal plan of action to keep safe on the Internet Internet Safety Committee Meetings children safe on the Internet 1) Meetings of Civic organizations Principals 2) PTA meetings 3) Open house 4) School Board meetings 5) Church meetings 6) Community events b. Post Internet Safety resources on the Technology Department List of resources On-going school Web page c. Make materials on Internet Safety available Technology Department List of materials On-going Resource at various community places, such as the distributed http://ilearn.isafe.org/ public library
Evaluation/Assessment
Goal 1 To establish a system of on-going evaluation for assessment of Internet Safety program. Objective Strategies Stakeholder Assessment Timeline 1. Assess Internet Safety a. Develop an instrument that can be used to Internet Safety Committee Instrument July 2007 Implementation assess progress in implementing the recommendations of this plan b. Collect data on number of students Technology Department On-line survey Biannually receiving Internet Safety instruction Principals Reports (Sept. & Feb.) Technology Coaches Teachers
c. Conduct a survey for input in revising Technology Department Survey February Internet Safety curriculum Principals Reports Technology Coaches d. Monitor integration of Internet Safety Technology Department Tech Portfolio On-going program in the classroom Principals Evaluations e. Monitor traffic on the Internet and view Technology Support WebSense Report On-going WebSense Reports f. Maintain Deep Freeze on laptops and labs Technology Support Maintenance On-going to preserve computer settings Reports
Brunswick County Public Schools Information Systems Acceptable Use Policy (AUP) Stakeholders Responsibilities Appendix D
Brunswick County Public Schools Internet Safety – Stakeholders & Responsibilities
Stakeholders Responsibilities Strategies Timeline Superintendent 1. Submit letter of compliance to DOE 1. Communicate with the Tech Department June 1, 2007 2. Promote Internet safety (IS) 2. Address Internet safety (IS) during On-going www.dcjs.virginia.gov/vcss presentations (County Board of Supervisors, Central Office Staff, Schools, etc.)
School Board Members 1. Approve AUP (Acceptable Use Policy) 1. Review the AUP draft, edit if necessary April 23, 2007 2. Approve resolution and submit to local 2. Approve the AUP May 28, 2007 www.dcjs.virginia.gov/vcss papers 3. Draft the resolution On-going 4. Submit to the Board of Supervisors an "Internet Safety Day/Week" Resolution Director of Technology 1. Supervise IS committee activities 1. Attend IS committee meetings. April 23, 2007 2. Determine which IS program will be 2. Review IS committee documents On-going implemented 3. Present IS policy to the school board 3. Inform BCPS of the IS program 4. Recognize IS Training Module graduates 4. Submit AUP proposal to the school board Technology Support 1. Serve on the IS committee 1. Send updates to all BCPS employees On-going 2. Monitor internet use 2. Install IS activities on the network 3. Approve the IS AUP addendum
Instructional Tech Specialist 1. Research Internet safety (IS) 1. Select IS committee members from the March 23, 2007 2. Serve as the IS Committee Chair school system and the community On-going 3. Organize resources to compose the ISP 2. Utilize resources provided by DOE 4. Manage IS committee activities 3. Complete I-Safe Training Modules 5. Educate stakeholders 4. Create IS surveys 6. Monitor appropriate internet user 5. Integrate IS w/ 21st CCLCs 6. Plan Parent Awareness night(s) 7. Conduct IS committee meetings 8. Provide IS committee members with AUP draft and implementation plan for revisions, suggestions, etc. 9. Review DOE IS resources and include them in the AUP/Implementation plan 10. Submit final draft to Director of Technology
Teacher Resource Center (TRC) 1. Promote IS awareness 1. Post IS updates in the monthly newsletter August 31, 2007 Monitor 2. Reiterate IS best practices 2. Complete iSafe Training Modules On-going 3. Report on IS best practices 3. Discuss IS issues with TRC visitors 4. Model IS behavior Technology Coaches 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices 2. Complete a bi-annual survey On-going 3. Report on IS best practices 3. Post IS Flyers 4. Model IS behavior 4. Attend BCPS Internet safety training Principals 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices 2. Complete a bi-annual survey On-going 3. Report on IS best practices 3. Discuss IS during Faculty Meetings 4. Model IS behavior 4. Include IS tip(s) in newsletters 5. 6. Attend BCPS Internet safety training Teachers 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices 2. Complete a bi-annual survey On-going 3. Report on IS best practices 3. Integrate IS points of information seamlessly 4. Model IS behavior into instructional lessons 4. Access IS materials from the network 5. Post IS flyers in the classroom 6. Attend BCPS Internet safety training
Guidance Counselors 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices 2. Complete a bi-annual survey On-going 3. Report on IS best practices 3. Discuss IS with students 4. Model IS behavior Library Media Specialist 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices 2. Complete a bi-annual survey On-going 3. Report on IS best practices 3. Discuss IS with students 4. Model IS behavior 4. Post IS flyers Parents & Caregivers 1. Promote IS awareness 1. Complete iSafe Training Modules September 28, 2007 2. Reiterate IS best practices 2. Complete a bi-annual survey On-going 3. Report on IS best practices 3. Discuss IS with Students 4. Model IS behavior Sheriff's Department 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices On-going 3. Report on IS best practices 4. Model IS behavior Dept. of Social Services 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices 2. Complete bi-annual surveys On-going 3. Report on IS best practices 3. Discuss IS with students and parents 4. Model IS behavior Public Library 1. Promote IS awareness 1. Complete iSafe Training Modules August 31, 2007 2. Reiterate IS best practices 2. Complete bi-annual surveys On-going 3. Report on IS best practices 3. Discuss IS with Students and Parents 4. Model IS behavior 4. Post IS flyers 5. Provide IS awareness activities to patrons Students 1. Promote IS awareness 1. Complete on-line pre assessment September 28, 2007 2. Reiterate IS best practices 2. Complete IS activities October 31, 2007 3. Report on IS best practices On-going 4. Model IS behavior
Brunswick County Public Schools 1718 Farmers Field Road Lawrenceville, VA 23868 434.848.3138 Superintendent: Dr. Oliver W. Spencer, Jr.
HOUSE JOINT RESOLUTION NO. 587 Designating the month of September, in 2007 and in each succeeding year, as Internet Safety Month in Virginia.
Agreed to by the House of Delegates, January 26, 2007 Agreed to by the Senate, February 21, 2007
WHEREAS, more than 90% of children in the United States between the ages of five and 17 now use computers; and
WHEREAS, approximately 50% of children in that age group use the Internet; and
WHEREAS, approximately 31% of youths in the United States have visited an inappropriate website on the Internet; and
WHEREAS, approximately 18% of those children have visited an inappropriate website more than once; and
WHEREAS, approximately 33% of students in the United States in grades five through 12 have chatted with an individual they have not met in person; and
WHEREAS, approximately 11.5% of those students have later met with a stranger whom they chatted with on the Internet; and
WHEREAS, approximately 39% of youths of the United States in grades five through 12 have admitted giving out their personal information, including their name, age, and gender, over the Internet; now, therefore, be it
RESOLVED by the House of Delegates, the Senate concurring, That the General Assembly designate the month of September, in 2007 and in each succeeding year, as Internet Safety Month in Virginia; and, be it
RESOLVED FURTHER, That the General Assembly commend and recognize national, state, and local organizations for promoting awareness of the dangers of the Internet and providing information and training that develops critical thinking and decision-making skills that are needed to use the Internet safely; and, be it
RESOLVED FINALLY, That the Clerk of the House of Delegates post the designation of this month on the General Assembly's website.
WORK SCHEDULE GUIDELINES
Central Office Personnel (Central Services, Pupil Personnel, TRC, Transportation, Maintenance, Custodians)- The normal workday for Central Office personnel shall include 8 scheduled hours. Telephone reception is to be scheduled between 8:00 a.m. and 4:30 p.m. Lunch break is to be 1 (one) hour as determined by the employee’s supervisor. Each department is to arrange for telephone coverage. All clerical staff will be expected to alternate in a shared arrangement to ensure the reception area is covered during lunchtime or as needed.
Principals - All principals, as well as assistant principals, shall report for duty in their respective school buildings before the arrival of the first school bus. They are to remain until such time as the day’s work shall have been completed and the last school buses have departed. School offices are expected to have telephone coverage until 4:00 p.m. everyday school is in session. Principals may adjust staff for flexible scheduling to ensure telephone coverage exists between 8:00 a.m. and 4:00 p.m., except for early closings. Principals and assistant principals shall not be required to work on Saturdays or Sundays, except as duties and responsibilities may require. Principals are responsible for their building during holidays and weekends and responsible for arranging building checks during inclement weather.
School Secretaries - The respective school principal may exercise discretion in scheduling of school secretaries to allow for telephone coverage between 8:00 a.m. and 4:00 p.m. The school secretary’s day shall consist of not less than 7.5 hours. It is recognized that the secretarial hours may appear somewhat less than secretarial hours in other businesses or department secretaries; however, the nature of the school secretary’s responsibilities during the lunch time as well as during the remainder of the day, tends to place them on continuous duty.
Teachers - The normal elementary teacher workday shall begin at 8:00 a.m. and conclude at 3:30 p.m. The normal secondary teacher workday shall begin at 7:45 a.m. and conclude at 3:15 p.m. Principals may make the necessary adjustments. Teachers are expected to be at their workstation to receive and supervise students when they arrive. Teachers are expected to be in their doorway to receive students during bell changes when not assigned other supervisory duties. Faculty handbooks will give greater detail on this arrangement.
Custodians - Principals are responsible for arranging custodians’ work schedules to accommodate the season and inclement weather in accordance with the custodians work agreement hours. Custodian work agreements are actual working hours and do not include lunch.
SAFETY ISSUES: HAZARD COMMUNICATIONS, ASBESTOS, RADON & LEAD TESTING
Hazard Communication (Your Right to Know) - The Hazard Communication Program is designed to apprise all employees of the hazards with which they work. The program elements include - (1) an inventory of hazardous chemicals at each work location, (2) container labeling, and Material Safety Data Sheets. Employees are to exercise caution in the use of any chemical products and use them according to the directions on the label. When secondary containers are used, they are to be labeled with either an extra copy of the original manufacturer’s label or labeled to clearly indicate the contents, directions for use and disposal, and first aid related to the product. Material Safety Data Sheets for hazardous chemicals contain the physical and chemical characteristics of each hazardous chemical, known acute or chronic health effects, exposure limits, whether the chemical is considered to be a carcinogen, precautionary measures, emergency and first aid procedures, and identity of the organization which prepared the MSDS. A copy of the Hazardous Communication Plan is located in the principal’s office at each school and in department offices.
Asbestos Inspection Report and Management Plan (AHERA) - Each department or school has an Asbestos Inspection Report and Management Plan for the building. The plan identifies the areas tested for asbestos and which areas have friable or non-friable asbestos identified, and a management plan. Certain areas such as crawl spaces require employees and contractors to be trained in asbestos techniques before entering or working in the area. Regular operation and maintenance programs are used for floor tile areas that contain non-friable asbestos. For more information, see your inspection and management plan reports.
Radon and Lead Testing - All buildings have been tested for exposure to radon and lead according to building requirements. All tests do not indicate a level of exposure that is not within the acceptable area.
BENEFITS SUMMARY EXPLANATIONS
Workers’ Compensation
The school board provides workers’ compensation insurance coverage at no cost to employees. This insurance program covers an injury (by accident) or illness (occupational disease), which arises out of and in the course of employment that requires medical, surgical, or hospital treatment. Workers’ compensation coverage is provided to all regular and temporary employees, both full and part-time.
Employees who are injured while performing their assigned work duties are required to notify their supervisor immediately of the injury. Upon notification, the supervisor will advise the employee, in writing, of the physician's panel (not available 7/20/99) from which the employee must choose a treating physician if medical treatment is necessary. The supervisor will initiate the appropriate forms and send to the third party administrator within 24 hours of the incident, or in the case of injury on weekends or holidays, by the next work day, the employee or supervisor should sign as required and send to the Director of Business Operations Office. The supervisor, when requested by the third party administrator, will complete a First Report of Accident.
A third party administrator will send the employee a letter providing instructions for submitting medical bills, information regarding the receipt of wages, and reimbursement from the insurance carrier. For any time lost due to a work-related injury, a leave slip must be submitted. Additionally, a physician's return to work report must be received from the employee upon his/her return to work.
IMPORTANT: Services for injuries or disease related to your job, which are compensable under the Virginia Workers’ Compensation Act, are excluded from coverage under your health insurance unless the claim is denied by Workers’ Compensation.
Virginia Retirement System (Pension, Group Life Insurance, Disability, Accidental Death & Dismemberment)
The Virginia Retirement System exists to provide its members with benefits at retirement, or upon disability or death. Employees are eligible for membership if they are full time, salaried, permanent employees. The school board makes the contribution to VRS on behalf of each employee. Information on the retirement options and life insurance are available on www.varetire.org.
The employee will complete a VRS-2 to provide a beneficiary for his/her life insurance policy. Any employee terminating services with the school board and not electing retirement will be given a number of options during his/her exit interview with regard to the monies in the retirement fund. Life insurance may be converted to an individual policy upon termination. The amount of the employee's life insurance is the employee's annual salary rounded up to the next highest even $1,000. This amount is doubled for a natural death and is doubled again in the event of an accidental death.
Employees will be asked during orientation to designate a beneficiary for this insurance. Please be aware that this designation may be changed at any time by coming to the Business Operations Office. Should the employee become married, have a child or should one of the employee's designated beneficiaries die, the employee is encouraged to consider completing a new VRS form to re-designate beneficiaries. For additional information regarding VRS and life insurance, please refer to the employee's VRS Handbook at www.varetire.org.
Optional Life Insurance
Optional Life and Accidental Death and Dismemberment Insurance may be purchased from the Virginia Retirement System to supplement your basic VRS group insurance coverage. The plan gives you the opportunity to purchase additional insurance at low group rates on yourself and your family. There are four options available in the level of coverage that is offered. All new employees have a 30 day open enrollment period in which to enroll with coverage amounts for the employee of up to $250,000 issued without evidence of good health, guaranteed issue amounts for Option I on your spouse, and children's coverage without evidence of good health. Employees can still enroll after the first 30 days of employment; however, evidence of good health will be required.
Optional life rates vary based on age and options selected by the employee. Information and enrollment forms may be received from the Business Operations Department.
Credit Union
The school board participates in services offered by the Brunswick County Federal Teachers Credit Union. Payroll deductions will begin once the Business Operations Office receives a Payroll Deduction Authorization. This authorization may be changed at any time. There is no fee to join the Credit Union. Employees must go directly to the Credit Union in order to open the account. Call 434-848-2588 for information. Deductions are made in 12 installments.
Deferred Compensation
The School Board of Brunswick County offers its employees the opportunity to participate in a deferred compensation plan. The plans offer tax advantages to employees by reducing the gross taxable wages for federal and state taxes, while providing a savings and income growth opportunity. Deferred compensation plans are long-term investments and funds may be withdrawn only on the basis of hardship or termination of employment. If you are interested in obtaining more information about the plan, please contact the Business Operations’ Office for a listing of representatives.
Hospitalization
Health or Hospitalization Insurance - Employees wishing to participate in the Key Advantage with Expanded Benefits and Cost Alliance programs must complete the necessary application and return it to Central Services. The Brunswick County Public School System has adopted a Cafeteria 125 Plan for all hospitalization premiums. This means your hospitalization will be paid from pre-tax dollars. Coverage will commence October 1 of the current school year, unless otherwise requested. Applications must be completed by August 30 of the current school year and returned “in person” to the payroll department.
Employees retiring and receiving an immediate annuity from VRS may remain in the Local Choice program. Retired employees pay the total premium and are responsible for getting a check to Central Accounting by the 1st (first) of each month. Employees that will not receive an immediate annuity for VRS are subject to COBRA regulations.
COBRA
The Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) allows for employees and covered dependents to be offered group health care continuation on a self-paid basis upon certain qualifying events. As determined by the act, you may continue coverage for a maximum of 18 months due to any voluntary or involuntary termination other than for gross misconduct, reduction of your work hours, job elimination, and leave of absence. Coverage will continue for your spouse/dependents for a maximum of 36 months in the event of your death, a divorce or legal separation or if a dependent child ceases to be an eligible dependent, or if you choose Medicare as your primary carrier. If additional information is required on this benefit, please contact the Business Operations’ Department.