ROCK CREEK USD 323
Employee Handbook of Policies and Procedures
2019-2020
www.rockcreekschools.org
USD 323 Rock Creek Schools Employee Handbook 2019-2020
Rock Creek USD 323
Employee Handbook of Policies and Procedures
2019-2020
AN Equal Employment/Educational Opportunity Agency The USD 323 does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies:
Superintendent of Schools 9353 Flush Road St. George, KS 66535
785-494-8597
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Rock Creek U.S.D. 323 Faculty and Staff Notification August 13, 2019
I hereby verify that, as dictated by law and/or District policy, I have been informed of the following regulations and/or procedures: (Please initial each item)
The Employee Handbook is available online at www.rockcreekschools.org , by contacting the district office (785) 494-8597, and located in each school’s main office.
_____1. Accidents, Report of (page 17)
_____2. Acceptable Use Policy for Technology and the Internet (page 21)
_____3. Asbestos Notification Required by E.P.A. (page 62)
_____4. Blood borne Pathogen Exposure Control Plan, Policy GARA (page 75)
_____5. Drug Free Workplace and Schools, Policy GAOA and GAOB (page 63)
_____6. Family Medical Leave, Policy GARI (page 37)
_____7. School Vehicles: Licensing of (Bus) Drivers, Policy EDAA (page 19)
_____8. HIPPA Notice (page 90)
_____9. Emergency Safety Interventions (ESI)
_____10. Bullying Prevention
_____11. Suicide Prevention (SB 323--Jason Flatt Youth Suicide Awareness Act)
I understand that I will be required to attend #9 that will be presented in my building, and that I am responsible for receiving these district-presented/employee-required trainings.
______
Date Signature
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
2019 – 2020 ADDENDUM OF REVISIONS
Rock Creek U.S.D. 323 Employee Handbook of Policies and Procedures
1. Addendum of Revisions
Provide list of 2019-2020 changes.
2. General Information
2019-20 Board of Education: Meeting Dates 2019-20 U.S. D 323 Operational Calendar Rock Creeks Jr. Sr. High Staff, St. George Elementary Staff, Westmoreland Elementary Staff
3. Health Insurance – information on BCBS for October 2019 – September 2020, page 50-51
4. Crisis Safety Intervention
5. Board of Education/District Staff Updates
6. Rock Creek Jr. Sr. High Staff 12 St. George Elementary Staff 13 Westmoreland Elementary Staff 15
7. Wage Scale 47
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
TABLE OF CONTENTS
Employee Handbook of Policies and Procedures 2019-2020
Rock Creek Jr. Sr. High - St. George Elementary - Westmoreland Elementary
GENERAL INFORMATION Page # Page # 2019-20 USD 323 Operational Calendar 10 Employment Status 28 Board of Education/District Staff 9 Equal Opportunity Employer 29 Mission Statement 6 Evaluations 29 Organizational Chart 11 Exposure Control Plan for Blood borne 75 Philosophy Statement 6 Pathogens (BOE Adopted Process Outcomes/Student 8 January 10, 1996) Rock Creek Jr. Sr. High Staff 12 Facility Use 29 St. George Elementary Staff 13 Family Medical Leave 37 Westmoreland Elementary Staff 15 Food Service Employee 31 Certification/Training Requirements PERSONNEL POLICIES/PROCEDURES Page # Fringe Benefits 32 Accident, Reporting of 17 Gifts 32 Activity Passes 17 Grievances 32 Annuity Plan 17 Hazing/Harassment 32 Asbestos Notification 17 & 62 Health Certificates 32 (Annual notice and List of Buildings Health Insurance 33 & Outbuilding) HIPPA 90 Assignments 18 Holidays 34 Automated External Defibrillators 18 Inclement Weather 34 Blood Donations 18 Job Descriptions 34 Blood borne Pathogens 18 & 75 Jury Duty (Subpoenaed) 34 Bonding 19 Keys 35 Breaks 19 KPERS (Kansas Public Employees 35 Bus Driver Qualifications 19 Retirement System) Calendar, District 20 Lactation Accommodations 35 Chain of Command 20 Leave and Leave Conditions 36 Change in Status 20 Orientation Meeting 39 Child Abuse 20 Overtime 39 Communicable Diseases 20 Pay Advances 39 Complaints (Re: Handbook) 20 Payroll 39 Computers/Technology 21 PDC 94 Confidentiality 23 Personal Appearance/Dress 40 Conflict of Interest 23 Personal Property 40 Contracts of Employment 23 Personnel Files, Examination of 40 Crisis Response 24 Public Information 40 Custodial/Maintenance Requests 24 Purchasing Procedures 40 Discrimination 24 Recruitment 40 Drug Free Workplace and Schools 25 Resignation 41 Drug and Alcohol Testing 27 & 63 Retirement 41 Policy and Employee Assistance Safety/Emergency Preparedness 41 Program BOE adopted June 12, 2002 Salary Deductions 41 Applicable and Provided Only to Salary Reduction Plan 42 Employees Required to Hold a Security 42 CDL (Commercial Driver’s License) Sexual Harassment 42 Employee Conduct 28 Solicitations 42 Employment Paperwork 28 Staff – Student Relations 43
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Page # Student Privacy Rights 43 Health Insurance 50-51 Substitutes 43 Request for Custodial/Maintenance Service 54 Supervision 43 Request to Attend Conference, Workshop, 55 Seminar or Other Meeting PERSONNEL POLICIES/PROCEDURES Page # Request for Reimbursement 56 Suspension 44 Request to Use School Facilities 57 Telephone or FAX Calls 44 Request to Use Kitchen Facilities and 58 Timeclocks/Timecards 44 Information for Kitchen Use 59 Tobacco Use 44 Technology/Software Request 60 Travel/Training Expenses 45 Workers Compensation 52 Use of Private Vehicle 45 W-4 Employee’s Withholding Allowance 52 Wage Scale 46 Certificate Workers Compensation 48 POLICIES See USD 323 Policies and Administrative Rules, available FORMS Page # for reference in the USD 323 District Office and the Media Activity/Transportation Request 61 Center in each attendance center. Authorization for Release of Information 49 (Records check Request) Benefit Selection Form (revised annually) Blood borne Pathogens (See Exposure 75 Control Plan) Bus Driver Statement 53 Employment Eligibility Verification: Form I-9 52 Health Certification 52
ROCK CREEK U.S.D. 323 MISSION STATEMENT
The Rock Creek School Community dedicates itself to educational excellence by helping all students become successful and responsible lifelong learners in a changing global society.
Adopted: March 10, 1993
ROCK CREEK U.S.D. 323 PHILOSOPHY STATEMENT
U.S.D. 323 is dedicated to a basic mission in which prepares learners to live, learn, and work in a global society. This basic mission strives for excellence in education by establishing high expectations for learning. While in many ways the District is traditional in its approach to learning, it remains receptive to new and proven educational methods and ideas that are effective. Monitoring of student achievement is accomplished through the use of multiple assessment techniques.
U.S.D. 323 ‘s primary function is to provide a diverse academic program for its students. These educational opportunities include, but shall not be limited to the areas of technology, reading, writing, communication, mathematics, science, social science, the arts, physical education, and the skills for living in a global society.
U.S.D. 323 recognizes that in the information age students need to develop competence with the existing and emerging technologies. The students are expected to actively participate in the educational process to develop their potential for lifelong learning in this diverse society.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Educational activities are designed to develop wholesome attitudes and habits as well as to provide students an opportunity to experience self-satisfaction through commitment, hard work, participation, and accomplishments. These educational objectives are exercised consistently throughout the District.
U.S.D. 323 will provide the staff with an effective professional development program which is focused on the student. The staff development program will ensure that the teachers have the appropriate training needed to grow and develop professionally. This program will also provide administrators with the necessary skills to become better instructional leaders. Professional growth/development and instructional leadership will result in improved student performance which is a part of the effective school environment.
PHILOSOPHY STATEMENT:
U.S.D. 323 recognizes its partnership role with students, parents, community, and other institutions in the total educational development of each individual. The students must accept responsibility for their learning. It is the parents’ responsibility to send their children to school prepared to learn. Parents need to stress the importance of an education and motivate their children to work to their highest potential.
It is the school’s responsibility to provide children with a quality education. It is essential that students conduct themselves appropriately at school in order to ensure a safe, orderly environment that is conduct to learning. U.S.D. 323 recognizes the need for discipline in school. A code of discipline that is fair, impartial, and consistent is essential for learning. The consequences of failure to adhere to the code will be understood by the students, parents, and faculty. The positive aspects of adhering to the code shall be emphasized. The student must be the center of the whole educational process, and this process is a joint effort of parents, the community, and the educational institution.
The Board of Education is elected to represent the community and act in a responsible manner when making decision for U.S. S. 323. The effect and efficiency of the District should be the focus of such decisions. Policies are established by the Board of Education and the administrators’ responsibility is to carry out the policies.
U.S.D. 323 recognizes that the image projected by all involved within the educational process is extremely important in relation to students’ achievements. U.S.D. 323 believes that all employees, community, and parents should be expected to exemplify basic values such as learning, honesty, and integrity by setting examples and abiding by the rules which reinforce high educational standards.
U.S.D. 323 recognizes that all employees, parents and students have rights. These rights shall ensure that they are safeguarded from abuse, violence, discrimination and will be treated with respect and dignity.
By operating in accordance with this philosophy and putting the highest priority on academic achievement, U.S. D. 323 dedicates itself to educational excellence.
Adopted: November 23, 1992
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
REVISED April 10, 1997
ROCK CREEK U.S.D. 323
PROCESS OUTCOME
U.S.D. 323 is dedicated to developing a partnership with families to provide a safe and orderly learning environment where students can develop self-worth, respect others, tolerate diversity, and resolve conflicts.
STUDENT OUTCOMES
Upon completion of a K-12 educational program in U.S.D. 323, ALL STUDENTS WILL:
1. Master essential skills: Students will demonstrate reading, writing, and mathematical skills at a high performance level that ensures accomplishment of goals two through eight and provides the basis for all achievement.
2. Apply skills to real-life situations: Students will transfer knowledge and skills learned in school by applying these skills and knowledge to real-life situations.
3. Effectively communicate: Students will demonstrate effective oral and written communication skills. Students will interpret information and make informed individual decisions. Students will understand group decision-making processes.
4. Demonstrate self-management skills: Students will manage their time, effort, energy and resources to realize individual goals.
5. Demonstrate responsible citizenship: Students will demonstrate their understanding of the American political and economic system and the relationship of these systems to the world. Using a historical perspective, students will demonstrate their understanding of the qualities of leadership and service.
6. Develop wellness: Students will demonstrate an understanding of physical wellness.
7. Become quality producers: Students will demonstrate effective problem solving skills, utilizing critical thinking and higher order thinking skills. Students will self-appraise and evaluate their work. Students will integrate and synthesize components to a finished product.
8. Integrate technology: Students will understand and use technology to acquire, organize, and interpret information.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
2019-2020 Rock Creek U.S.D. 323
BOARD OF EDUCATION Stuart Schwarz, President Dee Forge, Vice President Trevor Jensen Dawn Henry Jody Wick Karol Fike Anna Nippert
Board Meetings Each Month USD 323 District Office – Board Room Second Monday
7:00 p.m., July 8, 2019 7:00 p.m., August 12, 2019 (Budget Hearing) 7:00 p.m., September 9, 2019 7:00 p.m., October 14, 2019 7:00 p.m., November 11, 2019 7:00 p.m., December 9, 2019 7:00 p.m., January 13, 2020 7:00 p.m., February 10, 2020 7:00 p.m., March 9, 2020 7:00 p.m., April 13, 2020 7:00 p.m., May 11, 2020 7:00 p.m., June 8, 2020
Rock Creek Unified School District 323 9353 Flush Road St. George, KS 66535
Kevin Logan, Superintendent Office Hours 8:00 am – 4:30 pm Telephone 785-494-8597 FAX 785-494-8900
Mina Grutzmacher, Clerk Staci Miner, Secretary Janice Doll, Treasurer
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
JULY 2019 4 HOLIDAY-Offices/Schools 1 HOLIDAY-Offices/Schools JANUARY 2020 Closed Closed S M T W Th F S S M T W Th F S 8 BOE MTG 2 No School (PK-12)/Work Day 1 2 3 4 5 6 3 No School (PK-12/Inservice 1 2 3 4 7 8 9 10 11 12 13 6 Students Return 5 6 7 8 9 10 11 14 15 16 17 18 19 20 13 BOE MTG 12 13 14 15 16 17 18 21 22 23 24 25 26 27 20 No School (PK-12)/ Inservice 19 20 21 22 23 24 25 28 29 30 31 26 27 28 29 30 31
AUGUST 2019 1 Enrollment (1-5PM) 10 BOE MTG FEBRUARY 2020 2 Enrollment (7AM-NOON) 14 End 2nd Trimester S M T W Th F S S M T W Th F S 9 New Teacher Orientation 17 No School (PK-12)/Plan Day 1 2 3 12 Workday/Bldg Mtgs/BOE MTG 20 PT Conf 4PM-8PM (PK-6) 1 4 5 6 7 8 9 10 13 In-Service 27 PT Conf 4PM-8PM (PK-6) 2 3 4 5 6 7 8 11 12 13 14 15 16 17 14 Work Day 9 10 11 12 13 14 15 18 19 20 21 22 23 24 15 1st Day of School (K-12) 16 17 18 19 20 21 22 st 25 26 27 28 29 30 31 19 PK 1 Day of School 23 24 25 26 27 28 29
SEPTEMBER 2019 2 HOLIDAY-Offices/Schools 9 BOE MTG MARCH 2020 Closed 6 No School (PK-12)/Faculty S M T W Th F S S M T W Th F S 9 BOE MTG Report (9-12)/Sr. Exit Projects 1 2 3 4 5 6 7 16 No School (PK-12)/Plan Day Inservice (PK-8) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 9-13 No School Spring Break 8 9 10 11 12 13 14 15 16 17 18 19 20 21 24 PT Conf 4PM-8PM (7-12) 15 16 17 18 19 20 21 25 PT Conf 4PM-8PM (7-12) 22 23 24 25 26 27 28 22 23 24 25 26 27 28
29 30 29 30 31
OCTOBER 2019 14 No School (PK-12) 10 No School (PK-12) Comp Day APRIL 2020 Inservice Kagan Day 5/BOE MTG 13 BOE MTG S M T W Th F S S M T W Th F S
1 2 3 4 5 1 2 3 4 6 7 8 9 10 11 12 5 6 7 8 9 10 11 13 14 15 16 17 18 19 12 13 14 15 16 17 18 20 21 22 23 24 25 26 19 20 21 22 23 24 25
27 28 29 30 31 26 27 28 29 30
NOVEMBER 2019 1 No School (PK-12)/Plan Day 11 BOE MTG MAY 2020 (PK-12)/ End 1st Trimester 16 HS Graduation S M T W Th F S S M T W Th F S 5 PT Conf 4PM-8PM (7-12) 22 Last Day of School 1 2 1 2 6 PT Conf 4PM-8PM (PK-12) End 3rd Trimester 3 4 5 6 7 8 9 7 No School (PK-6) 25 HOLIDAY-Offices/Schools 3 4 5 6 7 8 9 10 11 12 13 14 15 16 PT Conf 8AM-8PM (PK-6) Closed 10 11 12 13 14 15 16 8 No School (PK-12)/Comp Day 17 18 19 20 21 22 23 26 Work Day 17 18 19 20 21 22 23 11 BOE MTG 27 ½ Flex Day 24 25 26 27 28 29 30 27 No School (PK-12) 24 25 26 27 28 29 30 31
28-29 HOLIDAY-Offices/Schools Closed
DECEMBER 2019 9 BOE MTG 8 BOE MTG JUNE 2020 19 No School (7-12)/Teachers Report S M T W Th F S (7-12)/Sr Exit Projects S M T W Th F S 1 2 3 4 5 6 7 20 No School PK-12/Flex Day 1 2 3 4 5 6 8 9 10 11 12 13 14 23-24 No School-District Shutdown 7 8 9 10 11 12 13 15 16 17 18 19 20 21 25 HOLIDAY-Offices/Schools Closed 10 14 15 16 17 18 19 20 26-31 No School (PK-12) 22 23 24 25 26 27 28 21 22 23 24 25 26 27 29 30 31 28 29 30
USD 323 Rock Creek Schools Employee Handbook 2019-2020
Organizational Chart
Policy CC, revised 7/14/04
Available upon request. Contact the District Office.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
ROCK CREEK JR SR HIGH SCHOOL Junior Senior High Principal – Eric Koppes Assistant Principal and Activities Director – Darwyn Thomlinson Office Hours 7:30 am – 4:00 pm Telephone 494-8591 or 457-3688, FAX 494-8595
TEACHING STAFF Bobby Davis ...... Network Administrator Michelle Ackland, Rm 136 ...... JH Math/Algebra Lisa Eagles ...... Nurse Patrick Bramhall, Rm 114 ...... Business Technology Sarah Fairchild ...... Food Serv Tech Asst Jeri Brummett, Rm 106 ...... Biology/Anatomy Barb Frank ...... Accompanist/Asst Brad Burenheide, KSU Prof ...... History Danielle Heideman ...... PAT Coordinator/Educator Shauna Churchman, Rm 141 ...... JH Social Studies Pam Holaday ...... District Trans/Food Serv Dir Susan Buyarski-Crauer Rm 139 ...... JH Science Nicky Newman ...... Kitchen Mgr/Baker Melissa Dewitt, Rm 145 ...... JH Language Arts/Leadership Conradena Plummer ...... Food Serv Tech Asst Jenette Follmer, Rm 113 ...... HS English Literature Morgan Reinhart ...... Teacher Aide/Office Asst David Holliday, Rm 201 ...... Ag/Horticulture Tim Rieck ...... Head Custodian Jim Johnston, Gym ...... PE/Aerobics/Leadership Dustin Roy ...... Computer Support Specialist Donna Koelzer, Rm 120 ...... HS Math, Stats & AP Calc Kathryn Sotkovski ...... H.S. Math Aide/Study Support Jay Koupal, Rm 150 ...... Instrumental Music Jim Terrell ...... Custodian/Maintenance Steve LaRocque, Rm 140 ...... JH Science Michael Threewit ...... District Groundskeeper Jeremy Lehning, Rm 116 ...... Study Support Kristi Timm ...... Dir. of Curriculum & Instruction Keith Miller, Rm 110 ...... HS Debate, Speech & Forensics Christi Wiegers ...... Transition Coordinator Sara Miller, Rm 118 ...... HS Spanish/AP Language Kellie Milner, Rm 109 ...... HS Science/Chemistry Special Services Teaching Staff/Paras Logan Miner, Rm 117...... Business/Technology Stephanie Hegarty ...... Special Education Taylor Minihan, Media Ctr ...... Counselor Kim Schnee ...... Special Services Para Karis Nichols, Rm 150 ...... Vocal Music/Asst Band Kaylee VanPelt ...... Special Services Para Mark Oberkrom, Gym ...... JH P.E./Health Joni Webster ...... Special Services Para Adam Plummer, Rm 143 ...... JH Social Studies Morgan Milham, Rm 139 ...... HS (9-10) Special Education Bridgette Rankin, Rm 144 ...... JH Language Arts Dana Griffin ...... Special Services Para Desirae Reitz, Rm 142 ...... JH Math Tori Sieben, Rm 100 ...... HS (11-12) Special Education LeAnn Rottinghaus, Rm 137 ...... FACS Stephanie Mocabee ...... Special Services Para Josey Sands, Rm 111 ...... HS English Barb Tebbutt ...... Special Services Para Shana Schmidt, Rm 112 ...... HS English/Journalism Skyler Suther, Rm 135 ...... JH Special Education Chris Schmitz, Rm 108 ...... US Government/World History Jackie Cope ...... Special Services Para Shane Sieben ...... PE & Weights Julie Roggenkamp ...... Special Services Para Kathryn Sotkovski ...... Study Support Teacher Jil Thiemann ...... Special Services Para Robert Thomas ...... Industrial Tech/Tech Ed Andrew Trent, Rm 145...... JH Counselor Special Services Support Staff Kyle Van Vogelpoel, Rm 104 ...... Art Ashley Wege, Rm 119 ...... Algebra/Physics Rachelle Brooks ...... Physical Therapist Asst. Mike Zabel, Rm 105 ...... American/World History Krista Caffey ...... Occupational Therapy Joseph Zimmer, Rm 121 ...... Algebra/Geo Concepts Megan Clark ...... Speech Annie Frank ...... Social Worker SUPPORT STAFF Wayne Gros ...... School Psychologist Angela Adams ...... Nurse Lori Mitchell ...... Gifted Tara Roberts Physical Therapist Nichole Borth ...... Secretary/Activity Fund Clerk Jodi Cott ...... Secretary/Transp, Attend & Activities Nancy Crane ...... Evening Custodian Bus Drivers
Jim Brinkman, Steve Campbell, Becky Estes, Paula Helget, Laurie Henry, Eldana Howard, Sandy Love, Barb Tebbutt, Gary Yenzer & Sub Drivers: Tom Wilson
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
ST. GEORGE ELEMENTARY SCHOOL Principal – Daniel Ackland Office Hours 7:30 am – 4:00 pm Telephone 494-2482 or 494-2492, FAX 494-2481
TEACHING STAFF Susan Janasek ...... Teacher’s Aide Kindergarten ...... Danelle Badura Corrine Jennings ...... Teacher’s Aide Kindergarten ...... Lesa Beam Harvey Myers ...... Custodian Kindergarten ...... Edie Jensen Kris Nelson ...... Teacher’s Aide Kindergarten ...... Andrea White Gina Nevola ...... F/S Tech Asst First/Second ...... Erin Allen Dustin Roy ...... Computer Support Specialist First/Second ...... Carrie Force Bonita Tegtmeier ...... Teacher’s Aide First/Second ...... Jeremy Holliday Michael Threewit ...... District Groundskeeper First/Second ...... Cheyenne Manly Kristi Timm ...... Dir. of Curriculum & Instruction First/Second ...... Carrie Pilkington Kristy Ward ...... Health Aide/Food Ser Clerk First/Second ...... Jamie Prockish First/Second ...... Sandy Scott Special Services Teaching Staff/Paras Third/Fourth ...... Charla Adcock Third/Fourth ...... Alex Cook Doug Davidson ...... Special Education Third/Fourth ...... Mendy Gehrt Brenda Bryant...... Special Services Para Third/Fourth ...... Tonya Hackett Kathy Haller ...... Special Services Para Third/Fourth ...... Erin Pittenger Christina Jahn ...... Special Services Para Third/Fourth ...... Tiffany Shaheen Karly Showalter ...... Special Services Para Third/Fourth ...... Caitlin Trent Fifth/Sixth ...... Lindsey Baribeau Rachel Duncan ...... Speech Fifth/Sixth ...... Kristin Bellinger Jan Heersink ...... Special Services Para Fifth/Sixth ...... Haley Carlson Fifth/Sixth ...... Emily Gehrt Sara Edie ...... Special Education, EMH Fifth/Sixth ...... Jenna Meyer Kelsey Boyden ...... Special Services Para Fifth/Sixth ...... Megan Todd Sally Daniel ...... Special Services Para Fifth/Sixth ...... Wendy Willi Kaitlynn Minion ...... Special Services Para Counselor...... Connor Staats Maureen Sawtelle ...... Special Services Para Vocal Music ...... Valerie Fanning Samantha Poland ...... Special Services Para Computer/Library/Media ...... Susan Huddleston Melissa Poulin ...... Special Services Para Instrumental Music ...... Jay Koupal Maureen Sawtelle ...... Special Services Para Physical Education ...... Jody Miller Title I Reading ...... Sharon Smith Dani Evans ...... L.D. & B.D. Specialist Title I Reading ...... Bridget Troyer Seth Holliday ...... Special Services Para Kattie Phillips ...... Special Services Para SUPPORT STAFF Christine Roberts ...... Special Services Para Pam Zarger ...... Special Services Para Jessica Allen ...... Library Aide Fran Bard ...... Kitchen Manager Tricia Holliday ...... Speech Kelsey Boyden ...... Crossing Guard Jan Heersink ...... Special Services Para Sherry Christensen...... Kindergarten Teacher Aide Bobby Davis ...... Network Administrator Kyndra Myers...... Pre-School (M-Th) Lisa Eagles ...... Nurse Amanda Hendricks ...... Special Services Para Kevin Flanders ...... Head Custodian Caitlyn Lundin ...... Special Services Para John Governski ...... Eve Custodian Danielle Heideman ...... PAT Coordinator/Educator Aimee Ralph ...... Special Education Paula Helget ...... Secretary Dakota Ames ...... Special Services Para Pam Holaday ...... District Trans/Food Serv Dir Kathy Chicora ...... Special Services Para Michelle Howell ...... Food Service Dishwasher Becky Thomlinson ...... Special Services Para
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Special Services Support Staff
Rachel Brooks ...... Physical Therapy Aide
Krista Caffey ...... Occ. Therapy
Annie Frank ...... Social Worker
Wayne Gros ...... School Psychologist
Lori Mitchell ...... Gifted Tara Roberts ...... Physical Therapy
Bus Drivers
Jim Brinkman, Steve Campbell, Becky Estes, Paula Helget, Laurie Henry Eldana Howard, Sandy Love, Barb Tebbutt, Gary Yenzer & Sub Drivers: Tom Wilson
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
WESTMORELAND ELEMENTARY SCHOOL Principal – Scott Harshbarger Office Hours 7:30 am – 4:00 pm Telephone 457-3462 or 457-3374, FAX 457-3701
TEACHING STAFF SUPPORT STAFF Kindergarten ...... Kari Kufahl Angela Adams ...... Nurse Kindergarten ...... Kandi Schaake Bobby Davis ...... Network Administrator First ...... Heather Eberle Lisa Eagles ...... Nurse First/Second ...... Lisa Ebert Janet Forge ...... 3/4 Teacher Aide First/Second ...... Marie Jones Danielle Heideman ...... PAT Coordinator/Educator Third/Fourth ...... Leslie Nelson Pam Holaday ...... District Trans/Food Service Dir Third/Fourth ...... Dan Pray Robin Kufahl...... Head Custodian Third/Fourth ...... Catherine Seitz Jacqueline Moore ...... 1/2 Teacher Aide Fifth/Sixth ...... Janet Duncan Cindy Pedersen ...... Kitchen Manager & Cook Fifth/Sixth ...... Megan Umscheid Dustin Roy ...... Computer Support Specialist Dena Schmitz ...... K-2 Teacher Aide Student Support ...... Sarah Abitz Dotty Schuckman ...... Social Worker Title I Reading ...... Rhonda Carryer Kindra Smith ...... Secretary/Food Service Clerk Physical Education ...... Terry Schmitz Ryan Taylor ...... Custodian/Cook Computer/Library ...... Deb Srna Michael Threewit ...... District Groundskeeper Vocal/Instrumental Music ...... Marty Zentner Kristi Timm ...... Dir. of Curriculum & Instruction
Special Services Teaching Staff/Paras
Sarah Abitz ...... Special Education Melissa Phipps ...... Special Services Para Dave Palmer ...... Special Services Pars Caitline Christenson ...... Special Education
Nikki Boswell ...... Special Services Para Diane Owens ...... Special Services Para Monica Kasselman...... Pre-School (M-Th) Sue Hennigh ...... Special Services Para
Special Services Support Staff
Rachelle Brooks ...... Asst Physical Therapy Krista Caffey ...... Special Services Occ Therapy Megan Clark ...... Speech/Language Wayne Gros ...... School Psychologist Lori Mitchell ...... Gifted Tara Roberts ...... Physical Therapy
Bus Drivers
Jim Brinkman, Steve Campbell, Becky Estes, Paula Helget, Laurie Henry Eldana Howard, Sandy Love, Barb Tebbutt, Gary Yenzer & Sub Drivers: Tom Wilson 15
USD 323 Rock Creek Schools Employee Handbook 2019-2020
ROCK CREEK USD 323
Rock Creek Jr Sr High – St. George Elementary – Westmoreland Elementary
EMPLOYEE HANDBOOK OF POLICIES AND PROCEDURES
2019-2020
This employee handbook, upon adoption by U.S.D. 323 Board of Education, becomes an addendum to the Policies and Administrative Rules of U.S.D. 323. Policies and procedures described herein are conditions of employment but should not be construed as an employment contract, or any other type of contract. Further, this handbook is not incorporated in, or made a part of, any employee contract. Nothing in this handbook shall be construed to require either employee or U.S.D. 323 to act in violation of any State or Federal law.
As a condition of employment, employees agree to follow policies, rules, and procedures which have been adopted by the U.S.D. 323 Board of Education.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Accident, Reporting of If an accident or injury to any U.S.D. 323 employee arises out of and in the course of employment, a claim based upon such injury may be compensable. In case of an accident or injury, whether or not there is a need to seek medical care, the employee should: 1. Notify their supervisor immediately. Failure to notify their supervisor within 10 calendar days of the accident/injury may bar payment of worker’s compensation benefits. 2. Obtain from their supervisor, complete, and return to their supervisor the Report by Injured Employee. (The employee’s direct supervisor will complete the Supervisor’s Accident Investigation Report and secure the Report by Eyewitness as appropriate, routing to the department head (if different than supervisor) and to the workers’ compensation coordinator (U.S.D. 323 District Office), preferably within 24 hours of the accident/injury. 3. The injured employee may initially consult any medical provider of their choice. Notify the medical provider at that time of the circumstances of the injury and that Workers’ Compensation benefits may be applicable. 4. Submit all billings for services to the workers’ compensation coordinator (U.S.D. 323 District Office) as they are incurred, or they may be directly submitted by the medical provider to the District’s workers’ compensation carrier. 5. Provide to the workers’ compensation coordinator (U.S.D. 323 District Office), immediately upon returning to work, copies of all doctor’s orders. Workers’ compensation does not cover injuries to employees engaged in recreational or social events unless the employee was required to attend and the injury resulted from performing normal job duties or as specifically instructed to be performed by an administrator or supervisor.
Activity Passes U.S.D. 323 shall provide each contracted employee and one designated adult with an Adult Activity Pass to be used for admittance to all Rock Creek Jr Sr High School home activities, excluding tournament and state- sponsored activities.
Passes should be requested through respective attendance center offices where a list of passholders may be maintained.
Annuity Plan All contracted employees may be eligible to participate in a “tax-sheltered” annuity plan. New employees will be given the opportunity to select an annuity from a Board of Education approved list of companies.
Employees are responsible for informing their annuity companies and the U.S.D. 323 Clerk of changes in their annuity plans. U.S.D. 323 will not notify companies of changes.
Asbestos Notification Environmental Protection Agency requirements specify that all employees of U.S.D. 323 be notified at the beginning of each school year that Asbestos Containing Building Materials are still present in Westmoreland Elementary attendance center (however, by all of today’s standards those materials should offer no real or immediate danger to welfare or safety).
As provided by the Asbestos Hazard Emergency Response Act (AHERA) an inspection and management plan for U.S.D. 323 was instituted, and provides for re-inspection by an EPA accredited inspector of all asbestos containing building materials (ACBM) in your schools at least once every three years. The most recent re- inspection date was October 2010. In addition, semi-annual inspections of all suspect materials are made by U.S.D. 323 personnel to monitor conditions of all ACBMs and correct any problems.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
A Copy of the AHERA Management Plan is on file in the office of each attendance center and the District Office of U.S.D. 323. See Annual Asbestos Notification and List of Buildings and Outbuildings included in this document.
Assignments See Policy GBE and CGE Assignment and Transfer See Policy GBR and GCR Working Conditions See Negotiated Agreement Work Week The standard U.S.D. 323 work week for hourly employees shall consist of 40 hours and shall begin at 12:00 a.m. Monday and end at 11:59 p.m. Sunday. This shall dictate the basis for overtime worked and paid in excess of the 40 hour work week. (See Overtime) Duty Day Scheduled working hours shall be determined by the superintendent or building administrator and supervisor, or by the Negotiated Agreement as it applies to teachers. Work Load Work load assignments shall be made by the superintendent or building administrator and supervisor, based upon and evaluation of personnel positions. Transfers Employees may be transferred at any time to a new location or position at the discretion of the superintendent.
Automated External Defibrillators The board has authorized the use of Automated External Defibrillators in the school buildings. Qualified persons are allowed to use the devices when appropriate. A “qualified person” means an employee who has: 1) completed a course in cardiopulmonary resuscitation or a basic first aid course of training that included cardiopulmonary resuscitation training; 2) has completed a course of training in the use of automated external defibrillators and; 3) demonstrated proficiency in the use of an automated external defibrillator, or who may have questions about these devices are urged to contact their supervisor. Employees who wish to be trained in the use of an automated external defibrillator, or who may have questions about these devices are urged to contact their supervisor.
Blood Donations Contracted employees may be granted absence with pay, not to exceed two hours twice annually, for blood donor purposes. Such leave must be approved by the employee’s supervisor in advance and documented on a Staff Absence Request.
Blood borne Pathogens See Policy GARA Blood borne Pathogens Exposure Control Plan
In late 1991 the Occupational Safety and Health Administration issued safety standard regulations for the handling of blood borne pathogens by entities subject to its control. Although public entities in the State of Kansas are not subject to OSHA, state statues give the Kansas Department of Human Resources the authority to inspect public entities, such as school district, for safety. In the spring of 1992, KDHR announced that it would apply the OSHA standard for blood borne pathogens to public entities in the State of Kansas. The Exposure Control Plan for blood borne Pathogens in U.S.D. 323 has been implemented to achieve compliance with the State directive.
All employees of U.S.D. 323 shall be in-serviced initially and annually as outlined in the Exposure Control Plan. See Exposure Control Plan for blood borne Pathogens in U.S.D. 323 included in this document.
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Bonding See Policy DH Bonded Employees
Board of Education officer positions of U.S.D. 323 Clerk and Treasurer shall be bonded in the amount of $30,000.
Faithful Performance Blanket Position Bond coverage in the amount of $10,000 may be maintained for U.S.D. 323 employees.
Notary Public bonding, including State filing fee and notary stamp expenses, shall be paid by U.S.D. 323 for one or more employees in each attendance center. Approval and processing will be coordinated through the U.S.D. 323 District Office.
Breaks See Negotiated Agreement All classified employees are allowed an unpaid lunch break if their regular daily schedule calls for five hours or more of continuous work. Lunch breaks should be utilized and should be a minimum of 30 minutes. (Note: Contracted hourly aides, when on duty substituting for teaching staff, are not required to clock out for lunch breaks.)
Bus Driver Qualifications See Policy EDAA School Vehicles (Licensing of Drivers)
As a condition of employment, bus drivers will: Pay for and obtain the proper license to operate a bus; Allow inspection of their driving records through the Division of Vehicles; Provide a written statement as to whether or not they have ever been convicted of a felony or class A, B, or C misdemeanor; Undergo appropriate behind-the-wheel training; Maintain a valid defensive driving and first aid/CPR certificate; Attend monthly safety meeting provided by the District; and Pass a physical examination as required by law. Bus Drivers and substitute bus drivers will be subject to the Omnibus Transportation Employee Testing Act of 1991. (See Drug and Alcohol Testing) All bus drivers must comply with and observe all the provisions of the vehicle code and all rules and regulations prescribed the Safety Department of the Kansas Department of Transportation as contained in the Laws and Regulations governing school pupil transportation in Kansas. In addition, bus drivers must comply with all rules and regulations prescribed by the U.S.D. 323 bus driver training manual. Additional training as outlined in the Kansas School Transportation Regulations, Standards and Statutes shall include: Conditions to be met in the operation of buses and school motor vehicles operated by or under the direction of schools. Loading and unloading procedures at school, on routes, and on activity trips. Accident and emergency procedures: duties in the event of an accident, bus evacuation, duties when approached by authorized emergency vehicles, emergency transportation. Passenger conduct. Other training, as appropriate. Drivers will be reimbursed for out-of-pocket expenses not covered by their health insurance coverage, up to $250 toward the cost, for the required physical/health certification. The District will pay for or reimburse drivers for defensive driving and first aid certification.
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Calendar, District The Board of Education shall establish annually, in accordance with the Negotiated Agreement, the operational calendar of U.S.D. 323 which shall include student attendance days, additional teacher attendance days, District holidays, District shut down for non-contract holidays, and payroll periods/dates.
Chain of Command – Resolving Problems Employees are to follow the proper “chain of command” by first contacting your immediate supervisor for resolution of problems. Exceptions may be made if the supervisor is the source of the complaint, for example, in a situation involving sexual or racial harassment. See GAAC and JGEC for details. If neither of these policies apply, employees shall first discuss all concerns with their immediate supervisor before taking additional action.
In the absence of the Principal, contact should be made with the appropriate District Administrator for serious situations that cannot wait for the next day for a solution.
Change of Status Notification to the U.S.D. 323 District Office should be made within 10 calendar days of any change in mailing address or home telephone number, or change in family status which might alter IRC Section 125 fringe benefits, including marriage or divorce, birth or adoption of a child, change in employment status by the employee or spouse, or the taking of an unpaid leave of absence by the employee or spouse.
Child Abuse See Policy JCAC Child Abuse The Kansas Child Protection Act (KSA 38-716-724) requires that any U.S.D. 323 employee who suspects that a child’s physical or mental health or welfare is being adversely affected by abuse or neglect immediately report this fact to the local Social Rehabilitation Services (SRS) office, or the local law enforcement agency if the SRS office is not open. Persons making a report are assured immunity for any liability, civil or criminal, provided the report is made in good faith.
It is recommended that the building administrator, and in turn the superintendent, also be notified after the report is made. Employees will not contact the child’s family or any other persons to determine the cause of the suspected abuse or neglect. It is not the responsibility of the school employee to prove that the child has been abused or neglected.
Communicable Diseases See Policy GAR Communicable Diseases An employee diagnosed by a physician as having a communicable disease shall report the diagnosis and nature of the disease to the superintendent. Withdrawal from active employment for the duration of the illness shall be required.
Upon authorization by the employee’s physician, or health assessment team, the employee shall be allowed to return to work. The Board of Education may require a written statement from the employee’s physician certifying freedom from all symptoms of the communicable disease. Information regarding employees with communicable diseases shall be reported to the appropriate board of health as required by statute but shall otherwise be maintained confidentially.
Complaints (Re: Handbook) Any employee who believes that any part of this handbook has been misinterpreted or misapplied may submit a complaint in writing to his/her immediate supervisor. In the complaint is not settled within ten (10) working days after submission, the employee may submit the complaint to the superintendent.
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The superintendent shall review the complaint with the employee and make a recommendation to the building administrator and supervisor concerning possible resolution(s). Within ten (10) working days the superintendent will make a determination for resolution of the complaint and inform the employee of his/her decision.
Computers/Technology See Policy IF Textbooks, Instructional Materials and Media Centers U.S.D. 323 has purchased a variety of computer software. This software is copyrighted. The District does not have the right to copy the software or related documentation, unless authorized by the software developer. Unauthorized reproduction of software is a violation of U.S. copyright law. School personnel, students, or any other person using equipment owned by the District shall not make, acquire, or use unauthorized copies of computer software. Prior approval is required before any software is installed to school equipment.
School personnel, student, or any other person using school equipment shall have no expectation of privacy when using District e-mail or computer systems. E-mail messages shall be used only for approved educational purposes. Appropriate language must be used in all messages. All users of school equipment are expected to use the system following guidelines established in the U.S.D. 323 Acceptable Use Policy for Technology and the Internet. Any email or computer application, or information in District computers or computer systems, is subject to monitoring by the state and/or administration. The District retains the right to duplicate any information created by any user in a computer system or on any individual computer. School personnel who violate these rules, or any other rules relating to computer use, are subject to disciplinary action, up to and including termination.
USD 323 Rock Creek Acceptable Use Policy for Technology and the Internet
Updated August 14, 2013 Access to Electronic Media: Acceptable Use Policy
Technology Acceptable Use Policy The Board supports reasonable access to various information formats for students, employees, and the community and believes it is essential for users to use this privilege in an appropriate and responsible manner.
Safety Procedures and Guidelines The Superintendent shall develop and implement appropriate procedures to provide guidance for access to electronic media, in accordance with both the federal and the Kansas Children’s Internet Protection Acts (CIPA). Guidelines shall address teacher supervision of student computer use, ethical use of electronic media (including, but not limited to, the Internet, e-mail, and other District technological resources), and issues of privacy versus administrative review of electronic files and communications. In addition, guidelines shall prohibit use of networks for prohibited or illegal activities, the intentional spreading of malware or viruses, or the use of other programs with the potential of damaging or destroying programs or data.
Students shall be provided instruction about appropriate online behavior, including interacting with other individuals on social networking sites, apps, and chat rooms as well as cyberbullying awareness and response.
Internet safety measures shall be implemented that effectively address the following: Controlling access by minors to inappropriate matter on the Internet and World Wide Web;
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Safety and security of minors when they are using electronic mail, social networking sites and apps, and other forms of direct electronic communications; Preventing unauthorized access, including “hacking”, copyright infringement, and other unlawful activities by minors online; Unauthorized disclosure and dissemination of personal information regarding minors, and restricting minors’ access to materials harmful to them; Specific expectations for appropriate Internet use shall be reflected in the District’s code of acceptable behavior and discipline including appropriate orientation for staff and students.
Permission/Agreement Form A written parental request shall be required prior to the student being granted independent access to electronic media involving District technological resources.
The required permission/agreement form, which shall specify acceptable uses, rules of on-line behavior, access privileges, and penalties for policy/procedural violations, must be signed by the parent or legal guardian of minor students (those under 18 years of age) and also by the student. This document shall be kept on file as a legal, binding document. In order to modify or rescind the agreement, the student’s parent/guardian (or the student who is at least 18 years old) must provide the Superintendent with a written request.
Employee Use Employees shall use electronic mail primarily for purposes directly related to work-related activities. Each employee is responsible for the security of his/her own password.
Community Use On recommendation of the Superintendent, the Board shall determine when and which computer equipment, software, and information access systems will be available to the community.
Upon request to the Principal/designee, community members may have access to the Internet and other electronic information sources and programs available through the District’s technology system, provided they attend any required training and abide by the rules of usage established by the Superintendent/designee.
Disregard of Rules Individuals who refuse to sign required acceptable use documents or who violate District rules governing the use of District technology shall be subject to loss or restriction of the privilege of using equipment, software, information access systems, or other computing and telecommunication technologies. Employees and student shall be subject to disciplinary action, up to and including termination (employees) and expulsion (students) for violating this policy and acceptable use rules and regulations established by the school or District.
Responsibility for Damages Individuals shall reimburse the Board for repair or replacement of District property lost, stolen, damaged, or vandalized while under their care. In the event of damage to a staff-issued mobile device such as an iPad, the staff member will pay for the repair of the mobile device based on the following fee structure:
Occurrence Cost 1 $75 (quarter of the repair cost) 2 $150 (half of the repair cost) 3+ $300 (full repair cost)
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In the event that the mobile device is damaged beyond repair, lost, or stolen, the staff member will pay full cost for replacing the device:
Lost or Stolen Device $475 per incident
Students or staff members who deface a District web site or otherwise make unauthorized changes to the web site shall be subject to disciplinary action, up to and including expulsion and termination, as appropriate.
Responding to Concerns School officials shall apply the same criterion of educational suitability used to review other educational resources when questions arise concerning access to specific databases or other electronic media.
Administrative Audits The administration reserves the right to monitor use of all electronic communications devices, files and accounts. Staff and students and members of the public granted permission to use district equipment shall have no expectation of privacy while using district equipment on or off school premises.
Confidentiality
Information learned because of status as a U.S.D. 323 employee should be handled in a confidential manner and be discussed only with appropriate school personnel. Violations of this rule which violate the privacy rights of specific individuals could result in disciplinary action being taken against the employee, including termination.
Conflict of Interest See Policy GAG Conflict of Interest See Policy GBRG and GCRF Non-School Employment
U.S.D. employees are prohibited from engaging in activities which conflict with or detract from the effective performance of their duties. Classified employees shall not be excused during work times to perform outside work.
Contracts of Employment
See Negotiated Agreement Notice of intent to offer, or not offer, a contract for re-employment shall be made in writing by the District to all contracted classified employees on or before June 30. Hourly employees shall be notified of any change in the hourly rate of pay following approval by the Board of Education. All employment contracts shall be issued for the fiscal year July 1 through June 30, unless otherwise specified. Contracted duty days shall be as provided for in the Negotiated Agreement for teachers or as determined by the Board of Education annually for other employees, based on the operational calendar for U.S.D. 323. Employment contracts may become null and void if not returned by the employee to the U.S.D. 323 District Office within ten (10) calendar days of issue, unless written approval for an extension of this deadline is given by the Superintendent prior to or within ten calendar days of the contract time. Notwithstanding any other provision to the contrary, contract is subject to termination by the employing board of education, without further proceedings and without reference to any other law or contractual arrangement, if the results of the criminal history records check required by state law reveal this
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 employee has been convicted of any offense, or of any attempt to commit any offense, specified in K.S.A. 1999 Supp. 72-1397, and amendments thereto. Contracts for Classified position include: Date of Issue Effective Dates Duties and Compensation Conditions of Employment Principal Place of Employment Leave Benefits Allowed
Crisis Response See Crisis Response Plan maintained in each attendance center office.
The purpose of a plan for dealing with a crisis in schools is to provide direction, support, coordination of resources and effective communication to the students, staff, and community following the sudden death or other tragic event involving a student or staff member.
1. Following the event, the information is funneled to the building administrator by law enforcement officials. If the building administrator is unavailable, the superintendent will be contacted. This person gathers as much information as possible. This is accomplished by speaking with the authorities, i.e., police, family, clergy, friends. (In the event of an attempted suicide or other crisis which did not result in a death, a crisis team meeting will be called to discuss concerns and staff notification.) 2. As soon as the information is gathered, a statement is prepared which contains as many facts as possible at the time. The statement is prepared by the building administrator and is to be typed by the school secretary, if possible. Any questions from or communication with the media will be handled by the superintendent or the building administrator. No one else talks to or answers questions of the media, parents, or other community members except the designated liaison(s). 3. As soon as this statement is prepared, the building administrator notifies the superintendent and the Crisis Team Leader and gives them the prepared statement. The Team Leader then activates the telephone tree if time constraints will not allow waiting until the team meeting. 4. The building administrator, superintendent and Crisis Team Leader will establish the place and time to hold an emergency meeting of the Crisis Team. The superintendent will contact the other building administrators to notify them of the crisis and scheduled meeting. At this point each building administrator will contact the state members designated from their building to serve on the Crisis Team. 5. Schools will remain in session and maintain regular schedules to whatever extent possible. 6. The Crisis Team will meet, accomplish the Team Response Agenda and implement the Crisis Response Plan.
Custodial/Maintenance Requests
Employees may make routine custodial and/or maintenance requests directly to building custodians, but should submit all special request through the building administrator and/or District maintenance supervisor.
Discrimination See Policy GAEA Complaints and Discrimination See Policy KN Complaints
Complaints alleging discrimination should be addressed in writing to the employee’s supervisor, the building administrator, or the superintendent, within 15 calendar days of the alleged violation. Specific procedures and timelines will be followed as outlined in U.S.D. 323 policy.
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Drug Free Workplace and Schools See Policy GAOA Drug Free Workplace See Policy GAOB Drug Free Schools
The Board of Education believes that maintaining a drug free workplace is important in establishing an appropriate learning environment for the students of the District. As a condition of employment in the District, employees shall abide by the terms of U.S. D. 323 policy.
The unlawful possession, use, or distribution of illicit drugs and alcohol by school employees on school premises or as a part of any school activity is prohibited. This policy is required by the 1989 amendments to the Drug Free Schools and Communities Act, P.L. 102-226, 103 St. 1928.
A copy of U.S.D. 323 policy, as required by the Drug Free Schools and Communities Act, and a listing of Assessment and Treatment Resources, is provided herewith.
GAOA Drug Free Workplace GAOA The board believes that maintaining a drug free workplace is important in establishing an appropriate learning environment for the students of the district. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the district. Approved: October 12, 1994
GAOA-R Drug Free Workplace GAOA-R Alternative 1 As a condition of employment in the district, employees shall abide by the terms of this policy. Employees shall not unlawfully manufacture, distribute, dispense, possess or use controlled substances in the workplace.
Any employee who is convicted under a criminal drug statute for a violation occurring at the workplace must notify the superintendent of the conviction within five days after the conviction.
Within 30 days after the notice of conviction is received, the school district will take appropriate action with the employee. Such action may include the initiation of termination proceedings, suspension, placement on probationary status, or other disciplinary action. Alternatively, or in addition to any action short of termination, the employee may be required to participate satisfactorily in an approved drug abuse assistance or rehabilitation program as a condition of continued employment. The employee shall bear the cost of participation in such program. Each employee in the district shall be given a copy of this policy. This policy is intended to implement the requirement of the federal regulations promulgated under the Drug Free Workplace Act of 1988, 34/CFR Part 85, Subpart F. It is not intended to supplant or otherwise diminish disciplinary personnel actions which may be taken under existing board policies or the negotiated agreement. Approved: September 6, 1988 Revised: October 12, 1994
GAOB Drug Free Schools The unlawful possession, use, sale, or distribution of illicit drugs and alcohol by school employees on school premises or as a part of any school activity is prohibited.
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Employee Conduct As a condition of continued employment in the district, all employees shall abide by the terms of this policy. Employees shall not unlawfully manufacture, distribute, dispense, possess or use illicit drugs, controlled substances, or alcoholic beverages on district property or at any school activity. Compliance with the terms of this policy is mandatory. Employees who are found violating the terms of this policy will be reported to the appropriate law enforcement officers. Additionally, an employee who violates the terms of this policy will be subject to the following sanctions: (1) Short term suspension with pay; (2) Short term suspension without pay;
(3) Long term suspension without pay;
(4) Required participation in a drug and alcohol education, treatment, counseling, or rehabilitation program; (5) Termination or dismissal from employment.
Prior to applying sanction under this policy, employees will be afforded all due process rights to which they are entitled under their contracts or the provisions of Kansas law. Nothing in this policy is intended to diminish the right of the district to take any other disciplinary action which is provided for in district policies or the negotiated agreement. This policy is not intended to change any right, duty or responsibilities in the current negotiated agreement. If it is agreed that an employee shall enter into and complete a drug education or rehabilitation program, the cost of such program will be borne by the employee. Drug and alcohol counseling and rehabilitation programs are available for employees of the district. A list of available programs along with names and addresses of contact persons for the program is on file with the board clerk. Employees are responsible for contracting the directors of the programs to determine the cost and length of the program, and for enrolling in the programs. A copy of this policy shall be provided to all employees.
Approved: October 12, 1994 Revised: December 10, 1997 Revised: July 9, 2009
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ASSESSMENT AND TREATMENT RESOURCES
Pawnee Mental Health Services, Inc. Substance Abuse Recover Programs 2001 Claflin Rd. 330 SW Oakley Manhattan, KS 66502 Topeka, KS 66606 785-587-4315 785-234-3448 Outpatient Services Detoxification, Outpatient, Residential, Mental Health
Mercy Regional Outpatient Services Valeo Behavioral Health Care 1105 Sunset Ave. 2401 SW 6th Ave Manhattan KS 66502 Topeka, KS 66606 785-776-2833 785-233-1730 Outpatient only, appt only 785-234-3300 Crisis Line Inpatient/Outpatient, Substance Abuse Treatment Stormont-Vail West - Behavioral Health Services 3707 SW 6th Street First Step House Topeka, KS 66606 3015 W. 31st Street 785-270-4600 Lawrence, KS 66047 Outpatient/Inpatient Treatment 785-843-9262 Outpatient, Residential
Drug and Alcohol Testing See Policy GAOD Drug and Alcohol Testing See Rock Creek U.S.D. 323 Drug and Alcohol Testing Policy See Rock Creek U.S.D. 323 Employee Assistance Program
Small school districts, those with fewer than fifty bus drivers on March 17, 1995, must implement and comply with new drug and alcohol testing requirements beginning on January 1, 1996.
Under the rules for implementing the Omnibus Transportation Employee Testing Act of 1991, every local public school district will be required to conduct pre-duty controlled substance testing, and reasonable suspicion, random and post- accident controlled substance and alcohol testing of each employee who is required to obtain a Commercial Drivers’ License (CDL). An employee covered by the rules is prohibited from refusing to take a required test.
Under the rules, school district are also required to impose penalties on covered employees whose test results confirm prohibited alcohol concentration levels or the presence for a controlled substance; comply with extensive new reporting and recordkeeping requirements; adopt an employee alcohol and controlled substance misuse program; and provide for alcohol and controlled substance misuse information for employees, supervisor training and referral of employees to employee assistance programs.
With the exception of certain state criminal laws, the ACT preempts inconsistent state and local laws. In particular, the ACT requires that school districts take appropriate steps to ensure that their employment practices and policies: 1) Conform with federal rules governing privacy collection techniques’ 2) Incorporate the Department of Health and Human Services’ mandatory guidelines for controlled substance testing and comparable safeguards for alcohol testing; 3) Require confirmation of any initial positive result is quantified; 4) Require collection of split urine specimens; 5) Guarantee confidentiality of test results; and 6) Provide for a scientifically-random selection of employees to be tested.
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Employee Conduct
Insubordination, willful or repeated disregard of safety rules or orders, intoxication, dishonesty, and/or acts not conducive to a safe and efficient performance of duty, and other just causes make the employee subject to disciplinary action.
Employees are discouraged from using any form of profanity or vulgarity (i.e. written, verbal, computer messages, etc.). Infractions may be cause for disciplinary action.
Employment Paperwork
All U.S.D. 323 employees must submit to the U.S.D. 323 District Office upon initial employment the following employment paperwork: Application for Employment W-4 Withholding Certificate K-4 State Withholding Certificate Oath or Affirmation of Officer or Employee (KS Form 4-25-110) I-9 Form Employment Eligibility Verification (INS Form OMB 1115-0136) Direct Deposit authorization form Driver’s License (copy) or other acceptable document to establish identity (See I-( From), and for the purpose of District vehicle insurance Social Security Card (copy) required for W-2 reporting purposes and to establish employment eligibility Health Certification (See Health Certifications), as appropriate: Certification of Health for School Personnel, or (Bus) Physical Examination Form (ATA Form C0730), or Physical Examination & Annual Report…School Lunch Workers When applicable, employees must also submit additional employment paperwork, which may include: Signed Contract (All Contracted Employees) Must be returned within 10 calendar days of issue. Signed Job Description (All Contracted Employees) Must be returned within 10 calendar days of contract issue Health Insurance Application/Enrollment (Waiver) (All Employees Contracted 20 or More Hours Per Week) KPERS Enrollment (All Employees in Eligible Positions) Benefit Selection Form (All Contracted Employees) Teaching Certification (All Administrative, Teacher, Certified Aides, or Substitute Teacher Employees) College Transcripts (All Administrative or Teacher Employees) Affirmation of Drug and Alcohol Testing Policy (Bus Drivers) Bus Driver Statement (Bus Drivers) Driving Record (Bus Drivers)** Authorization for Release of Information, FBI or KBI Records Check (As Requested) Uniform Acceptance Form (Custodial and Food Service)
**When employed, and semi-annually thereafter, U.S.D. 323 may request a driving record from the appropriate State agency for all bus drivers. This record may be used by the appropriate administrators to make employment decisions. All required paperwork must be on file at the U.S.D. 323 District Office on or before the 20th of the current month to be eligible for a paycheck. (See Payroll)
Employment Status
All classified employees are employed on an “at-will” basis regardless of their length of service.
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Equal Opportunity Employer See Policy GAAA Equal Opportunity Employment and Non-Discrimination The board shall hire all employees on the basis of ability and the district’s needs. The district is an equal-opportunity employer, and shall not discriminate in its employment practices and policies with respect to hiring, compensation, terms, conditions, or privileges of employment because of an individual’s race, color, religion, sex, age, disability or national origin. Consideration for employment will be based only on those factors that directly affect the applicant’s ability to perform the job which would not conflict with any applicable federal or State law. Inquiries regarding compliance may be directed to Superintendent, 9353 Flush Road, St. George, KS 66535; 785-494-8597
Evaluations See Policy CGI Evaluation See Policy GBI Evaluation
U.S.D. 323 shall maintain a formal performance evaluation plan for all contracted employees.
Teacher Evaluations See Teacher Evaluation Instrument and Supervision of Teachers Teacher evaluation procedures shall be based on the Supervision of Teachers document and Teacher Evaluation Instrument in accordance with the Negotiated Agreement.
Individual evaluation documents shall be available to the superintendent, appropriate administrators, the teacher, and other authorized by law.
Administrative Evaluations Evaluation criteria on administrative employee positions shall be based on Board of Education approved job descriptions. All administrative personnel shall be evaluated by the superintendent or his/her designated representative in writing and in accordance with the minimum statutory requirements for the first four years of employment and annually thereafter.
Classified Employee Evaluations Evaluation criteria on classified employee positions shall be based on Board of Education approved job descriptions.
Evaluations shall be completed no later than 6 months after employment, and annually thereafter. Completion of evaluation is the responsibility of the immediate supervisor. The evaluator shall complete the appropriate evaluation form and schedule a conference with the employee to discuss the contests of the written evaluation within ten (10) working days of the date of the evaluation.
Upon completion, the report is to be signed by the evaluator and the employee signifying that both parties are aware of the contents of the evaluation, a copy given to the employee, with the original submitted to the superintendent to be maintained in the employee’s personnel file for a minimum period of three (3) years.
The employee shall have ten working days from the date of the evaluation conference to file a written response to the evaluation. The employee and the evaluator shall sign the written response, signifying that both parties are aware of the content of the response, a copy given to the employee, with the original submitted to the superintendent to be maintained in the employee’s personnel file for a minimum period of three (3) years.
Access to written evaluations and responses thereto shall be available, except by order of a court of competent jurisdiction, only to the evaluated employee, the Board of Education in executive session, the superintendent, the evaluator, the Board’s attorney by request of the Board, and other persons specified by the employee (in a written request).
Facility Use See Policy KG Use of School Facilities
Note: Those Class II groups currently using USD 323 facilities will be allowed to continue the current process through June 30, 2018. This will allow those groups ample time to find a new location to house their activities. No new Class II groups will be allowed use of USD 323 facilities after the adoption of this policy (KG-Use of School Facilities by Community Groups) by the USD 323 BOE. 29
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KG Use of School Facilities by Community Groups (See DFG and JH) KG The board may allow use of school buildings and school grounds by community groups outside the school day. Use of any school facility or school grounds, however, shall not interfere with daily school use or any school-sponsored activity. Priority for facility use outside of the school-day goes to use promoting student academic achievement. Notwithstanding the previous statement, the district shall provide equal access to the Boy Scouts and other designated youth groups which are neither school sponsored nor co-curricular in nature.
Two Classifications will be recognized: Class I:
USD 323 based Chartered public organizations whose purpose and activities are specifically for children, public service oriented, or is a community group that does not seek to charge money for their activities, and whose membership is open to the public and the organization does not discriminate on the basis of race, religion, gender, national origin or disability. Included in this classification, although not an all-inclusive list, are school organizations and organizations for youth.
Examples: District 4-H clubs; District Boy Scouts; District Girl Scouts; District Community Education groups; Community Athletic and Recreation associations for district students (over half the team must be district students); parents of seniors or student athletes for school purposes; adult music groups, Internal sports camps/character education camps, etc. Class II:
Other organized or individual community group whose membership may be restrictive and/or whose scope of programmed activities is generally limited to the welfare and benefit of its own constituency.
Examples: churches within the school district; chamber of commerce; Jaycees; for profit groups; Fairs or carnivals; Rec groups outside the district (less than half the team are RC students); external camps or teams that our students are paying to participate in.
The categorization of groups may move between Class I and Class II depending on the purpose for the request, the Superintendent shall be responsible for determining the classification of a requesting group. The Superintendent shall also be given the authority to waive fees when doing so is in the best interests of the district.
Use in Accordance with Board Policies As a condition to initial use of and continued access to district property and facilities, groups and/or organizations must follow Kansas law and board policy prohibiting the use of drugs, alcohol, and tobacco on district property and ensure individuals in attendance refrain from using such substances on district property as well. Failure to abide by this provision may result in a revocation of facility use privileges. Fees and Rental Charges The board shall establish reasonable fees and/or rental charges for the use of any school facility or school grounds; fees and/or rental charges will cover costs of wages of school personnel involved and utilities. The fee and/or rental charges shall be approved by the board and shall be reviewed annually. Lease Arrangements The board shall approve any lease arrangements.
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Supervision of Non-School Groups (Class II) Whenever any school facility is used by non - school groups or individuals, a school employee may be on duty to see that the building and equipment are properly used. A school employee may not be required to be on duty when, in the principal’s opinion, it is not necessary. Insurance and/or Bonds (Class II) The board, through its duly authorized agent, reserves the right to require bonds (cash or otherwise), insurance, or other damage deposits, acceptable to the board before allowing use of the schools’ facilities. Use is subject to limited access and availability. Any damages occurring during use will be billed to the individual and/or organization renting the facility.
Food Service Employee Certification/Training Requirements
Certification by the American School Food Service Association (ASFSA) gives recognition to persons achieving a specific level of professional development, provides a pathway for further advancement in the profession, and establishes credentials essential for job performance.
ASFSA’s certification criteria include both entry and continuing education requirements. Entry requirements include academic education and specialized formal training. Job performance must always be satisfactory for an employee to maintain certification.
ASFSA has five categories of certification: Director, Supervisor, Manager, Technical Assistant and General Assistant. Within the five categories, each has four levels of certification.
To be eligible for certification, the employee must be a member of the American School Food Service Association and complete a Safety and Sanitation Course of not less than 10 clock hours. The District requires that this course be successfully completed within four months of initial employment and every three years thereafter.
Certification requirements may be waived for a maximum of one year from employment to allow the employee an opportunity to meet those requirements. (This waiver does not apply to the Safety and Sanitation Course.)
The District will pay the hourly rate of pay while the employee is in attendance at continuing education classes and will cover the cost of registration and/or required class materials. Participation in additional training opportunities beyond the required hours for the level of certification may be paid at the discretion of the Board.
ASFSA membership dues and the certification fee will be paid by the employee.
Food Service Director The Director must be certified by the ASFSA. The Director may be certified at the Manager, Supervisor, or Director level.
Initial certification requires varying levels of education and training hours depending on the category of certification requested. Thirty hours of continuing education are required every three years by ASFSA for continued certification at the Manager level; 45 hours at the Supervisor level; and 60 hours at the Director level.
Food Service (Kitchen) Manager A Manager must be certified by the American School Food Service Association at the Manager level with a minimum of seventy clock hours of training required for initial certification and thirty clock hours of continuing education required every three years for continued certification.
Technical Assistant A Technical Assistant must work toward certification as required by the ASFSA Technical Assistant level. A minimum of thirty clock hours of training are required for initial certification at the Technical Assistant level. Fifteen clock hours of continuing education are required by ASFSA every three years for continued certification.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
General Assistant A General Assistant will be strongly encouraged to work toward certification by the ASFSA to the General Assistant level. A minimum of ten clock hours of training are required for initial certification at the general assistant level. Fifteen clock hours of continuing education are required by ASFSA every three years for continued certification.
Fringe Benefits
Health Insurance (See Health Insurance)
Unemployment Compensation The District, as provided by current law, shall provide unemployment compensation for all eligible employees.
Workers’ Compensation See Policy EBAA Workers’ Compensation See Policy GAOE Workers Compensation or Disability Benefits
The District shall provide workers’ compensation coverage for all employees according to current statute and Board of Education policy. (See Accidents, Report of)
An employee absent because of an on-duty accident may elect to utilize and receive payment for sick leave accumulations, until leave is depleted, to supplement payments received under the Workers’ Compensation Law to the extent that the combined amounts shall not exceed the regular wages per day of the employee.
Gifts See Policy GAJ Gifts See Policy JL Gifts
Staff members are prohibited from receiving gifts from vendors, salesmen, or other such representatives. The giving and receiving of gifts between staff and students is discouraged.
Grievances See Policy GAE Grievances See Negotiated Agreement
A Grievance is defined in policy as an alleged violation of the terms and conditions of an employee’s contract of employment and/or negotiated agreement.
See U.S.D. 323 policy or the negotiated agreement for specific procedures, conditions, and levels.
Hazing/Harassment/Intimidation/Bullying/Menacing
The Board is committed to providing a positive and productive learning and working environment, hazing, harassment, intimidation, menacing or bullying by students, staff or third parties is strictly prohibited and shall not be tolerated in the district.
Students whose behavior is found to be in violation of this policy will be subject to discipline, up to and including expulsion. Staff whose behavior is found to be in violation of this policy will be subject to discipline, up to and including dismissal. Third parties who behavior is found to be in violation of this policy shall be subject to appropriate sanction as determined and imposed by the superintendent or board.
Individuals may also be referred to law enforcement officials.
Health Certifications
See Policy GAR Communicable Diseases
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Kansas law 72-5213 requires that every board of education require all persons, whether employees of the school district or under the supervision thereof, who come in regular contact with the pupils of the school district, to submit a certification of health signed by a person licensed to practice medicine. The certification shall include a statement that there is no evidence of physical condition that would conflict with the health, safety, or welfare of the pupils; and that freedom from tuberculosis has been established by chest x-ray or negative tuberculin skin test.
As a condition of employment, all new employees contracted by U.S.D. 323 are required to submit such a certification to the U.S.D. 323 District Office on a District approved form. This initial health certification (with negative TB) is valid until such time that there is reasonable cause to believe that the employee is suffering from an illness detrimental to the health of the students. If such a determination is made, the Board of Education may require a new certification of health. Costs of this second required examination will be borne by the Board.
In such instances where an employee has had a positive TB skin test, a chest X-ray shall be required.
The required health certification must be on file at the District Office on or before the 20th of the current month for the employee to be eligible for a paycheck. Failure by the employee to provide the required health certification may result in suspension and an unpaid absence until such time the certification is provided to the District.
The Board of Education reserves the right to have any employee examined at any time by a physician of the Board’s choice to determine if the employee is mentally and/or physically able to fulfill the obligations of employment and/or the policies and rules of the Board. Costs of the required examination will be borne by the Board.
Reimbursement For Health Assessments (insert of Bus Driver Health Insurance)
Bus drivers are required by State law to submit a new physical assessment bi-annually; food service employees on an annual basis. The District will reimburse bus drivers and food service employees for out-of-pocket expenses not covered by their health insurance coverage, up to $250 toward the cost, for the required physical/health certification from a physician of the employee’s choice. All examination services exceeding the allowed reimbursement shall be at the expense of the employee.
Bus Drivers
State law requires that bus drivers pass a physical examination after an employment offer but prior to duty, within two years of the last completed physical examination, or at any time at the request of the District or State department.
ATA Form C0730 Physical Examination Form must be used. In addition, the negative TB verification portion of the Certification of Health for School Personnel form is required, upon initial employment, or if there is exposure or symptoms.
Food Service Personnel
State law requires that food service workers pass a physical examination after an employment offer but prior to duty, and annually thereafter, before September 1.
Health Insurance
A health insurance provider and package option(s) shall be approved by the Board of Education. All benefits are subject to provider regulations and federal and State statues. Enrollment will be offered upon initial employment to all eligible employees. New enrollees will be subject to a waiting period as determined by the insurance provider.
The District shall pay a single, lowest option, health insurance membership premium for all employees contracted to work 30 hours or more per week to match ACA, for up to twelve consecutive contracted months, based upon the employee’s employment or contract starting date. Employees with health insurance prior to 9/9/15 will be grandfathered. Eligible employees do not include bus drivers contracted on a per route basis.
Enrollment may occur only at initial offering, or when a change in family status occurs, such as marriage, divorce, death, birth of a child, child reaching age limit or married, loss of health coverage by spouse, or other allowed circumstances.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Changes in coverage may be allowed with proper application to the health insurance provider, at the contract anniversary date or when a change in family status occurs.
Qualified (KPERS vested) retirees of U.S.D. 323, under the provisions of House Bill 2838, may be eligible for continued coverage under the District’s group health insurance coverage until the age of 65 and/or they qualify for Medicare. Premiums will be billed directly to the retiree at the rate of 102% of the District’s premium amount.
Should an employee terminate employment prior to expiration of their current contract, the District will notify that employee of eligibility for continued health insurance coverage. Under federal law 99-272 Title X (COBRA) former employees, and eligible dependents, are eligible for continued health insurance coverage under U.S.D. 323’s group plan for up to 18 months beyond the expiration of current coverage. (Dependents, who become ineligible due to age or marriage, the surviving spouse/dependent of a deceased employee, the spouse/dependent of Medicare eligible covered employee, or a divorced/legally separated spouse, are eligible for continued coverage for up to 36 months.) Premiums will be billed directly to the employee at the rate of 102% of the District’s premium amount. Terminating employees must complete an Application for Continuation of Group Health Coverage (COBRA) form requesting or waiving continued coverage. Coverage must be elected within 60 days of notification from the District.
Holidays
See Policy GCRI Paid Holidays Full-time or 12-month classified employees are eligible for holiday pay, which shall be based on the number of contracted duty hours per day.
The Board of Education shall designate the following as paid holidays for all eligible year round employees: Labor Day, Thanksgiving, Friday after Thanksgiving, Christmas, New Year’s, Memorial Day, and Independence Day. Full-time building secretaries will receive the following paid holidays: Labor Day, Thanksgiving, and Friday after Thanksgiving, Christmas, New Year’s and Memorial Day. When a designated holiday falls on a weekend, the preceding Friday or following Monday may be declared the paid holiday. In addition, the Board may choose to allow additional non-paid “district shutdown” holidays when developing the school calendar/contract year.
Holiday pay shall cease during a period of Family Medical Leave and any subsequent unpaid period.
Inclement Weather
In cases of inclement weather and the dismissal of students, with supervisor approval, employees may be released from work duty. Classified employees should submit a Staff Absence Request designating lost time as leave without pay, personal or vacation leave, or use up to 3 days of sick leave per fiscal year, if desired and available.
Job Descriptions
See Policy GCBA Qualifications and Duties A comprehensive job description for all positions shall be developed by the District and approved by the Board of Education. Employees shall be asked to review and sign a job description annually upon renewal of their employment contract. Job descriptions shall be the basis for evaluation.
Jury Duty (Subpoenaed)
All employees of the District shall be excused for a period of time not to exceed ten contracted days for subpoenaed jury duty with no jeopardy to their employment. Advance notice shall be given to the employee’s supervisor, including completion of a Staff Absence Request.
An employee is entitled to any mileage and expense reimbursement paid for jury or witness duty. Any other compensation received for jury or witness duty performed during normal District duty hours may be: 1) Signed over to Rock Creek
U.S.D. 323 with no loss in wages or leave time, or 2) Kept by the employee, but with a corresponding deduction in leave or pay based on duty hours not worked. 34
USD 323 Rock Creek Schools Employee Handbook 2019-2020
Keys
Building administrators will be responsible for issuing door keys and maintaining an accurate up-to-date list in the school office of all people who have been issued keys.
Lost or misplaced keys should be reported to the building administrator immediately. Under no circumstances are keys to be given to students. No key is to be duplicated.
Building administrators are responsible for retrieving all keys provided to any employee under their authority when the employee is no longer a District employee or is assigned to another building.
KPERS (Kansas Public Employees Retirement System)
U.S.D. 323 employees who quality for the Kansas Public Employees Retirement System must become a member. An employee contribution as determine by current statute will be made each payroll period.
Lactation Accommodations
The board recognizes that it is important for mothers to have the option and ability to express milk in the workplace and that Kansas and federal law encourages this practice. Therefore, the board directs the superintendent to take measures to ensure district employees who are nursing mothers be provided with an adequate location for the expression of milk and reasonable break times for doing so for at least one year after the birth of the employee’s child.
The superintendent or the superintendent’s designee shall see that the district makes a reasonable effort to provide a place, other than a restroom, which is shielded from view, free from intrusion from coworkers and the public, and may be used by the employee to express milk during this timeframe.
Employees must give their supervisor notice of the need for lactation accommodations, preferably prior to return to work following the birth of the employee’s child(ren), to allow supervisors the opportunity to establish a location and to attempt to work out scheduling issues. Employees utilizing these accommodations are also responsible for maintaining the designated area by wiping utilized surfaces with disinfectant wipes after each use so the area is clean for the next user.
No employee shall be discriminated against for expressing milk during the work day, and reasonable effort will be made by the employee’s supervisor to provide flexibility in the employee’s work schedule in consideration of the requirements of the staff member’s responsibilities and the availability of staff members to cover those duties, as necessary.
Employees shall use usual break and meal periods for expressing milk, when possible. If additional time is needed beyond the provided breaks, employees may use personal leave or may make up the time as negotiated with their supervisors. Federal law does not require the district to compensate non-exempt staff members for work time spent expressing milk.
KASB Optional Employee Handbook Recommendation – 6/17
NOTE: The location selected for this purpose should have an electrical outlet or access to electricity through the provision of extension cord(s); proximity to clean water; adequate lighting; a chair and a small table, counter, or other flat surface for the employee’s use; and either a door equipped with a functional lock or a sign the employee may post on the exterior of the location advising that it is in use and not accessible.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Leaves and Leave Conditions
See Negotiated Agreement See Policy CGPG Leave Allowances – Administrative Employees See Policy CGPH Authorized Absences – Administrative Employees See Policy CGPI Paid Holidays – Administrative Employees See Policy GAP Authorized Absences – All Employees See Policy GBRH Leave Allowances – Certified Teaching Employees See Policy GBRI Authorized Absences – Certified Teaching Employees See Policy GCRG Leave Allowances – Classified Employees See Policy GCRH Authorized Absences – Classified Employees See Policy GCRI Paid Holidays – Classified Employees See Policy GARID Military Leave See Policy GBRHA Leaves and Leave Conditions
A contracted Employee on leave from duty shall be compensated at his/her regular rate of pay while absent, if the following conditions are met:
1) Applicable leave is earned and/or available to the employee. 2) The supervisor and/or building administrator is notified of the need for leave and the reasons prior to the beginning of each work day, or 48 hours in advance for use of personal leave. 3) A Staff Absence Request is submitted to the supervisor in advance when possible, or at the earliest opportunity upon return to work. It is the employee’s responsibility to complete the necessary forms. 4) If sick leave is used for personal illness, the employee may be asked to provide the superintendent or the Board of Education a certificate from a licensed physician verifying the employee’s illness or physical disability.
Leave allowances will be based on the Standard Contract Months and Maximum Leave Allowances for each employee category. Allowances will be pro-rated for employees contracted less than the Standard Contract Months, based on their annual contracted hours/days relative to the Standard Contract Months allowed per employee category.
Maximum Leave Allowances shall be extended at the beginning of the contract year, or upon employment, to all administrative and certified teaching employees. Earned leave allowances will be extended/available to classified employees on a monthly basis. Earned leave allowances (classified employees) will cease during a period of Family Medical Leave and any subsequent unpaid period.
Earned/available leave must be used before “Leave Without Pay”. Paid leave shall not be allowed on non-contract days; i.e. weekends or District shutdown days.
Hourly employees shall not work extra hours as a means of taking time off later without utilizing leave. Earned/available leave may be used to supplement payments received under the Workers’ Compensation Law. (See Fringe Benefits/Workers’ Compensation)
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Employee Category Months Sick/Personal ♦ Max. Sick Funeral Vacation
Bus Drivers 9 mo 9 Days 90 Days 2 days N/A
Building Administrators N/A 14 Days 90 Days 2 days N/A
Certified Teachers Defined in Negotiated Agreement
Hrly: Aides 9 mo 9 Days # or ● 720 Hrs 2 Days# N/A Unless 12
Hrly: Custodian/Maintenance 12 mo 12 Days# 720 Hrs 2 Days# 10*Days#
Hrly: Food Service 9 mo 9 Days# 720 Hrs 2 Days# N/A
Hrly: Secretary 12 mo 12 Days# 720 Hrs 2 Days# 10*Days#
Hrly: Secretary<12 mo ● ●# 720 Hrs 2 Days# N/A
Salary: Superv 12 mo part-time ● ● 90 Days 2 Days N/A
# Days=Hours contracted ♦ Maximum of two days Sick Leave will be allowed per contract year as Personal Leave. ● Based on contract. * Or 15 Days after 10 years of employment in a twelve month position with the District.
Family Medical Leave (BOE Approved: 7/6/94; Revised 6/10/98, 7/9/08 and 7/8/09)
See Policy GARI Authorized Absences – All Employees: Family Medical Leave
Family and medical leave as required by federal law shall be granted for a period of up to 12 weeks during a 12-month period. For purposes of this policy, a 12-month period shall be defined as a fiscal year beginning on July1 and ending the following June 30. Spouses employed by the district may be limited to a combined total of 12 weeks of leave during any 12-month period if the leave is taken for birth of the employee’s son or daughter or to care for the child after birth, for placement of a son or daughter with the employee for adoption or foster care or to care for the child after placement, or to care for the employee’s parent with the serious health condition.
Leave is available for the following: (1) the birth of a son or daughter of the employee and to care for the newborn child; (2) the placement of a son or daughter with the employee for adoption or foster care and to care for the newly placed child; (3) to allow the employee to care for the employee’s spouse, son, daughter, or parent with a serious health condition; (4) a serious health condition of the employee that makes the employee unable to perform the functions of his or her job; (5) any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on active duty (or has been notified of an impending call or order to achieve active duty) in support of a contingency operation; and (6) the need to care for a covered service member with a serious injury or illness if the employee is the spouse, son, daughter, parent, or next of kin of the service member eligible employees are, for reason (6) only, entitled to a combine total of 26 work weeks of leave during a 12-month period. (Leave for reason 1 or 2 must be taken within 12 months of the date of birth or placement of the child.)
This leave shall normally be unpaid leave. However, if the employee has any paid vacation, personal, or sick leave that is available for use because of the reason for the leave, the paid leave shall be used first and counted toward the annual family and medical leave. The superintendent will notify the employee of the beginning date of family and medical leave and the amount of the employee’s accrued paid leave designated as family and medical leave.
The employee is eligible for family and medical leave if he or she has been employed by the district for at least 12 months and has worked at least 1,250 hours during the 12-month period immediately preceding the commencement of the FMLA leave.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 During the period of any unpaid family and medical leave, the board shall continue to pay the employer’s share of the cost of group health benefits in the same manner as paid immediately prior to the leave. Any employee portion of the cost shall be paid by the employee to the clerk of the board on the payroll date or other time as the employee and superintendent may agree prior to the commencement of the leave. The board may terminate group health coverage if the employee’s portion of the payment is not received within 30 days of the due date, so long as written notice of the delinquency in payment and the notice of intent to terminate coverage are sent at least 15 days prior to the termination.
When leave is foreseeable, the employee shall give written notice 30 days in advance. If leave is not foreseeable, notice will be given as soon as is practicable.
Upon the employee providing notice of need for leave, the employer will notify the employee of the following within 5 business days, absent extenuating circumstances: a. whether or not the employee is eligible for FMLA leave; the reasons that leave will or will not count as family and medical leave, b. any requirements for medical certification, c. employer requirement of substituting paid leave d. requirements for premium payment for health benefits and employee responsibility for repayment if employer pays employee share, e. right to be restored to same or equivalent job, and f. any employer required fitness-for-duty certification. Family leave (reasons 1 or 2) may not be used intermittently or on a part-time basis without the prior approval of the superintendent.
The superintendent may require an instructional employee to continue leave until the end of a semester if the leave begins more than five (5) week before the end of a semester, lasts more than three (3) weeks and the return would occur during the last three (3) weeks of the semester.
Leave for reason 1 or 2 must be taken within 12 months of the date of birth or placement of the child. Family leave for reasons 1 or 2 may not be used intermittently or on a part-time basis without the prior approval of the superintendent.
If the leave is for a reason other than the employee’s serious health condition or for a qualifying exigency as described in section (5) above, the superintendent may require an instructional employee to continue leave until the end of a semester, if:
1. the leave begins in the last five (5) weeks of a semester, will last more than two (2) weeks and the return to work would occur in the last two (2) weeks of a semester, or 2. the leave begins in the last three (3) weeks of a semester and lasts more than five (5) days.
Funeral Leave All contracted employees are allowed each contract year, with no deduction in wages, up to two days of funeral leave to be used for funeral attendance. Funeral leave cannot be accumulated. In addition, any unused sick leave may be used for administering the usual amenities following the death of immediate members of the family. Immediate family shall include the spouse, child parent, sibling, grandparent, or grandchild of the employee or spouse. Immediate family may also include other person(s) whose regular residence is in the home of the employee or whose personal care is primarily the responsibility of the employee or spouse; in such cases determination and allowance shall be made by the superintendent.
Professional Improvement Leave Employees wishing to attend conferences, workshops, seminars, or other educational opportunities shall submit an absence request to their supervisor and/or building administrator at least two calendar weeks prior to the first day of the requested leave, which shall include the length of the leave, the purpose of the leave, and reasons why the leave will benefit the District.
Sick Leave/Personal Leave (See Policy GBRHA) Sick/Personal Leave allowances may be utilized as extended/available and approved. No more than two contract days of sick/personal leave shall be designated and utilized as personal leave per contract year.
Sick/Personal leave may be accumulated to a maximum of 90 (8 hour) days, or as defined for Certified Teachers in the Negotiated Agreement.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Sick leave may be used for absence due to personal illness, maternity leave (pregnancy, miscarriage, childbirth and recovery therefrom), adoption of children, doctor’s appointments (personal or immediate family)., or in the case of death or illness in the immediate family. Immediate family shall include the spouse, child, parent, sibling, grandparent, or grandchild of the employee or spouse. Immediate family may also, at the discretion of the superintendent, include a person whose regular residence is in the home of the employee or whose personal care is primarily the responsibility of the employee or spouse.
Personal leave may be used as the employee desires and shall require written approval by the supervisor and/or building administrator 48 hours in advance. Personal leave may not be accumulated (except as allowed Certified Teachers in the Negotiated Agreement), however any unused personal leave, subject to the maximum accumulation, will be transferred annually on July 1 to the employee’s sick leave accumulation.
There shall be no payment for unused sick/personal leave (except as allowed Certified Teachers in the Negotiated Agreement) when employment is terminated with the District. (See policy GBRHA)
Vacation Leave Vacation Leave allowances may be utilized as extended/available when approved by the employee’s supervisor and/or building administrator. Vacations will be granted, so far as possible, at the time most desired by the employee, however final approval is reserved to the District in order to ensure completion of employee duties.
Full-time or 12-month employees may earn/accrue vacation leave at a rate of one day for each month during the contract year, up to a maximum of 10 days per year, or after 10 years of employment service in a 12-month position with the District, at a rate of 1.5 days per month, up to a maximum of 15 days per year.
Employees must utilize all vacation leave accrued during the prior contract year not later than December 31 of any year, carrying forward not more than the maximum earned/accrued during the current contact year.
Employees leaving the District shall be paid for all unused earned vacation leave at the employee’s current rate of pay when employment is terminated with the District.
Orientation Meeting
A meeting shall be scheduled each year in August to review Board of Education policies, rules, and procedures applicable to District employees.
Overtime
District classified employees, contracted or non-contracted, who work more than 40 hours per week will be compensated for overtime. All overtime hours must have approval by the supervisor. All overtime shall be recorded on the employee’s timecard and be paid at the rate required by current law.
Pay Advances
It is District practice not to provide pay advances to employees.
Payroll
Teacher payroll procedures are outlined in the Negotiated Agreement.
Payroll periods/dates will be established annually by the Board of Education and will be made available to employees (operational calendar included in this document).
Payroll weeks shall begin on Monday (12:00 a.m.) and end on Sunday (11:59 p.m.)
Payroll checks will not be issued to an employee with incomplete employment paperwork. (See Employment Paperwork)
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Those employees who elect not to utilize direct deposit will have their paycheck mailed to their address on file at the district office. Direct deposit stubs, will be delivered to each school on the designated pay day, however no set time of day is guaranteed. If you require this information sooner, we recommend contacting your bank directly for the amount credited to your account.
Requests to hold payroll checks/stubs for pickup at the district office will no longer be accepted.
Personal Appearance/Dress
See Policy GAM Personal Appearance Appropriate dress and personal grooming are an individual responsibility. The impression given to others through personal appearance is important to the employee and to the District. Employees are asked to be responsible and use good judgment concerning appearance. Clothing shall be appropriate for the job, in good repair, and clean.
Any method of dress that may attract undue attention, disrupt, or interfere with the mission of the District is not permitted. If an employee’s attire is disruptive or inappropriate, a conference with the employee may be requested by the supervisor and/or building administrator.
District employees shall wear uniforms when provided by the District. Upon termination of employment employees shall be responsible for returning uniforms to the District in good condition, or a deduction for the uniform(s) value (to be determined by the leasing agency) will be withheld from the employee’s final paycheck.
Personal Property
U.S.D. 323 does not provide insurance on employees’ personal property and, therefore, does not assume any liabilities. If an employee’s personal property is broken, damaged or stolen while the employee is on the job, repair or replacement is the employee’s responsibility.
Personnel Files, Examination of
See Policy CN Records U.S.D. 323 will maintain such records as defined in 1983 HB2327 supporting District expenditures and income as public information. Such records shall be available to the public for inspection or copying upon request.
Employee information, which includes home address and phone number, shall not be considered public information, unless authorized by the employee in writing.
Public Information
See Policy CN Records U.S.D. 323 will maintain such records as defined in the 1983 HB2327 supporting District expenditures and income as public information. Such records shall be available to the public for inspection or copying upon request.
Employee information, which includes home address and phone number, shall not be considered public information, unless authorized by the employee in writing.
Purchasing Procedures See Policy DJEB Purchase Orders and Contracts
Recruitment See Policy GACA Positions See Policy GCC Recruitment
The Board of Education may choose to hire an individual for a classified position when a vacancy occurs, or may recruit classified personnel to fill positions approved by the Board. Candidates for position shall be interviewed by the supervisor, building administrator, or designated interview committee, and/or the superintendent. Following the interviews, the superintendent shall make a recommendation to the Board.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Vacancies may be filled by reviewing the District’s completed application file to search for suitable candidates or the following method may be used:
1. Posting of vacancy 2. Screening of applicants 3. Interviewing of selected applicants 4. Notification of results 5. Recommendation of candidate to Board for approval 6. Offering a position if Board approval is granted.
If the Board wishes, vacancies involving promotion or lateral moves within the system will be announced so that present employees may apply for the position. If a current employee applying for the position is qualified, he/she will be given consideration.
All current staff members who would like to be considered for vacancies or transfers shall submit a written request to the superintendent. All such requests will be handled in the same manner as outside applications.
Resignation See GBO and GCO Resignation Employee resigning employment should give written notice of intended termination including anticipated date of departure and reason for resignation. On or before their final working day employees must turn in to their supervisor all keys, files, credit cards, uniforms, etc. before payment will be made for any earned wages.
Retirement See Policy GAQ Retirement Any retirement procedures shall be in accordance with current law.
Safety/Emergency Preparedness
All employees should conduct themselves in a manner which promotes a safe and healthy environment, applying appropriate safety measures in all aspects of job completion. All employees should report to their supervisor or building administrator, or rectify, any conditions that may be potentially dangerous.
Salary Deductions See Policy GAL Salary Deductions
U.S.D. 323 employees may participate in a salary deduction plan as provided by the District. One or more of the following deductions may be designated during the announcement period, or within 30 calendar days of initial employment, or as participation is dictated by the carrier:
Health Insurance Dependent Life Insurance Income Protection Insurance Optional Dependent Life Insurance Group Term Life Insurance Dental Insurance
A participant may elect to terminate participation in a salary deduction plan as desired but may be subject thereafter to open enrollment, waiting periods, or pre-existing conditions.
Deductions, as required by State or federal mandate, will also be withheld from all applicable wages, including: Federal Withholding State Withholding Social Security (FICA) Medi-Care KPERS Retirement (if eligible)
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Salary deductions will be withheld from the employee’s monthly payroll check. When it is anticipated that an employee will not receive a payroll check each month, an additional amount, as appropriate to maintain insurance coverages, shall be withheld from anticipated payroll checks.
Salary Reduction Plan
U.S.D. 323 employees may participate in a salary reduction plan as provided by the District. One or more of the following options may be designated during the announced period, or within 30 calendar days of initial employment, or as participation is dictated by the carrier:
Health Insurance Income Protection Insurance Dependent Care Expense Reimb. Medical Expense Reimbursement
A participant may elect to terminate his/her salary reduction plan or modify the benefits elected only if his/her family status has changed. A participant has a change in family status upon marriage, divorce, death of a spouse or child, birth or adoption of a child, or termination of employment of a spouse. The participant may be required to supply written verification to the District of such change and must make any termination, election or change in their salary reduction plan within 30 calendar days of the date such change in family status occurs. A participant desiring to make such change may discontinue participation reduce benefits, or elect new or increased benefits subject to the requirements of the particular nontaxable benefit selected only if such change is consistent with the change in family status.
Salary reductions will be withheld from the employee’s monthly payroll check. When it is anticipated that an employee will not receive a payroll check each month, and additional amount, as appropriate to maintain insurance coverages, shall be withheld from anticipated payroll checks.
Security
See Policy EBC Security Any District employee who believes an act which poses a threat to safety and security, as defined in current law, has been or will be committed at school or at a school-sponsored activity, shall immediately report this information to local law enforcement. It is recommended that the building administrator also be notified. Anyone making a report in accordance with State law and without malice, is immune from any civil liability.
Sexual Harassment
See Policy GAAC Sexual Harassment Sexual harassment will not be tolerated in the District. Sexual harassment of employees or students of the District is strictly prohibited. Sexual harassment shall include, but not be limited to, unwelcome sexual advances, request for sexual favors, or other verbal or physical conduct of a sexual nature.
No District employee shall sexually harass, be sexually harassed, or fail to investigate or refer a complaint of sexual harassment. Employees who believe they have been subjected to sexual harassment should discuss the problem with their immediate supervisor, or the building administrator or superintendent, as appropriate.
Employees who are found to have falsely accused U.S.D. 323 Board of Education members, administrators, certified or support personnel, students, vendors, or others having business with the District of sexual harassment, will suffer disciplinary action, up to, and including termination.
Solicitations
See Policy GAI Solicitations Unless permission is granted by the appropriate supervisor, solicitation of employees by an vendor, student, other District employee or patron during normal duty hours is prohibited.
No employee may attempt, during regular duty hours, or on school property, to sell or endeavor to influence any student or employee to buy any item or service which would directly or indirectly benefit the soliciting employees.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Staff-Student Relations (See Policy GAF Staff-Student Relations)
Staff members shall maintain professional relationships with students, which are conducive to an effective educational environment. Staff members shall not submit students to bullying, harassment, or discrimination prohibited by board policy. Staff members shall not have any interaction of a romantic and/ or sexual nature with any student at any time regardless of the student’s age or consent.
Student Privacy Rights
District employees may have ongoing opportunities to access confidential information or records that are required to be kept confidential. Much of the student information processed by district employees is confidential, and state and federal law limits its release; for example, driver record and vehicle registration information, confidential student records, criminal history background check information, information obtained pursuant to Social and Rehabilitation Services (SRS) interventions, social security number information, and professional misconduct background checks.
Employees are prohibited from divulging information contained in the student records and files of the district, except to other, authorized employees who may need such information for an educational purpose in connection with their duties and to authorized persons or agencies only in accordance with law, district policies, and administrative rules.
If an employee is approached to provide information inappropriately, the employee must refuse to release the requested information unless authorized by his/her supervisor or otherwise be required to release the information under law or court order. In all cases, the employee’s immediate supervisor shall immediately be informed, or any requests.
Any employee who inappropriately releases information, or uses confidential information obtained in the course of his/her employment with the district will be disciplined in accordance with board policies, the negotiated agreement, and district procedures, disciplinary action may include penalties, up to, and including, termination.
Substitutes
Substitutes may be employed by the District as needed.
The District Office shall maintain a personnel file for active substitute employees, which shall include all District required employment paperwork. (See Employment Paperwork)
Substitutes shall be paid a fee established by the Board of Education. (See Wage Scale)
Upon reporting for work, new substitutes should be asked to complete the substitute information on the Staff Absence Request and record all hours using the timeclock (except substitute teachers anticipated to work the full school day).
Substitute for Certified Teachers
Complete employment paperwork must be on file in the District Office prior to working in District. A current listing of qualified substitutes will be compiled and maintained by the District Office and made available to the attendance centers.
Substitutes for Classified Personnel
U.S.D. 323 will allow substitutes for classified personnel to be utilized in emergency situations without having completed employment paperwork on file in the District Office. However, all required paperwork must be on file in the District Office on or before the 20th of the current month or the substitute will not be issued a paycheck for the pay period.
Supervision
See Policy GCH Supervision The superintendent is responsible for all classified employees, but some employees may be directly supervised by building administrators or other designated employees.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Suspension
See Policy GCK Suspension Classified personnel may be suspended for cause with pay by the superintendent until the next regular or special Board of Education meeting.
Telephone or FAX Calls
District telephones/FAX machines are for school business. Use of phones/FAX machines for personal business should be avoided except in case of an emergency. Use of phones for social calls is not permitted. Long distance calls made in an emergency must be recorded and reported to the employee’s immediate supervisor so arrangements may be made for payment of the toll charge by the employee. Reimbursement for incoming and outgoing FAX transmissions will be made to the District by the employee at the rate of 25¢ per page.
Timeclocks/Timecards
All hourly employees, contracted and non-contracted, are required to use the timeclocks provided at all attendance centers and the District Office each time they report to or depart from District duty. Employees must utilize timeclocks at all times (including lunch periods). Supervisors may approve other methods of documenting duty hours worked when a timeclock is not available.
Substitute teachers, when secured for less than a full school day, should also utilize the timeclock to record hours worked.
Timecards should be accurate and complete, including: Employee I.D. number (last 4 digits of Social Security number). Date for beginning of payroll week (Monday). Clocked hours on appropriate day of week (1st day is Monday). All time should be recorded in timeclock format (100ths of hour). Refer to the Equivalent Time Chart posted at each District attendance center. Leave time should be designated as holiday, personal, sick, funeral, vacation, or leave without pay. Leave time for partial days should be calculated to equal the employee’s daily contracted hours. (Note: Any available leave, as applicable, must be used before “Leave Without Pay”. Appropriate Staff Absence Requests should be initiated and submitted. See Leave.) Name of substitute, if known. Explanation of all time worked in excess of contracted daily hours should be noted. Handwritten changes or notations on a timecard should be initialed by the employee or person making the change. Each day should be computed as one total. Timecard must be signed by the employee and weekly totals should be initialed by the person calculating the total.
Tobacco Use
See Policy GAOC Use of Tobacco Products in School Buildings
Employees are prohibited from using any form of tobacco at any time while in District buildings.
The use of tobacco products in any form and/or of any nicotine delivery device is prohibited for staff members in any school building owned or operated by the district facilities; and in school vehicles. For the purposes of this policy, nicotine delivery device means any device that can be used to deliver nicotine to the person inhaling from the device. Such definition shall include, but may not be limited to, any electronic cigarette, cigar, cigarillo, pipe, or personal vaporizer.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 Travel/Training Expenses
See Policy GAN Travel Expenses
See Policy GCR Working Conditions
See Negotiated Agreement
Employees may be allowed paid Professional Improvement Leave to attend educational or professional development meetings. Some expenses, including lodging, meals, registrations, fuel, and turnpike tolls may be reimbursable by the
District, but must have prior approval by the building administrator. Submit a Request to Attend Conference, Workshop, Seminar or Other Meeting form to the building administrator.
District-owned transportation should be utilized when feasible and available. Submit an Activity/Transportation Request form to the building administrator with the Request to Attend form.
Employees using school vehicles are responsible for recording mileage on the provided log sheet, filing the gas tank, and notifying the Transportation Director of any concerns relative to the vehicle.
Hourly employees shall be compensated at their contracted hourly rate for actual time in conference/workshop sessions (not including lunch breaks(s). Compensation for travel time to and from the meeting shall also be paid when the session is outside the District.
All reimbursement claims for actual expenses must be substantiated by an original cash receipt or paid invoice and submitted to the building administrator on a Request for Reimbursement form. Meal reimbursement may include paid tips. Claims for authorized use of a personal car will be reimbursed at the current State reimbursement rate.
Use of Private Vehicle
See Policy GAN Travel Expenses See Negotiated Agreement
Contracted employees with job assignments in two or more attendance centers in the District shall be allowed reimbursement for actual miles traveled during the regular duty days when travel is authorized in their personal vehicle. Request for Reimbursement shall include travel dates, number of miles traveled, and signature of the employee. This may be submitted for reimbursement on a monthly or quarterly basis, but must be submitted within the current fiscal year.
Standard mileage allowance between Westmoreland and Rock Creek shall be 7 miles and between Rock Creek and St. George 9 miles.
Employees may be authorized to use a personal vehicle and reimbursement for mileage at such times a school vehicle is unavailable for travel to approved conferences, workshops, seminars or other approved meetings.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Wage Scale
See Policy GBA Compensation Guides and Contracts See Negotiated Agreement
CERTIFIED Administrative Staff: as determined by the Board of Education Teaching Staff: as determined by the Negotiated Agreement At Risk Tutors (including 320 SPED), summer school, curriculum writing & assessing = $19.59 per hour (per negotiations) At-Risk Tutors (non-contracted) = $10.00 per hour Substitute Teacher (non-contracted) = $25.00 0.00 – 2.00 hours = $50.00 2.01 – 4.00 hours = $100.00 4.01 – 8.00 hours = $* After 10 Days* Summer Weights = $17.00 per hour * (Change annually to parallel the base rate for teachers at entry level, BS education, as defined in the Negotiated Agreement.) Applies in instances where a substitute, working more than 10 consecutive days for a certified teacher, is charged with responsibility for daily curriculum planning and implementation. CLASSIFIED Salaried Supervisory Staff: as determine by the Board of Education Substitute Hourly Classified (except♦) = Entry level for the position filing Substitute Aide w/Teacher Certification = See Substitute Teacher Rates At-Risk Tutors (Contracted) = Primary Contract Per Hour Bus Driver = $50.00 Per Route (Base) = $14.50 Per Athletic Shuttle = $11.25 /hour Activity Trips & Training Substitute Bus Driver = See Bus Driver Rates
Entry Level Wage Scale for Classified Employees B.O.E. Revised: July 8, 2019
Aides: Non-Degreed/Certified $10.44 Degreed (additional 15¢ per hour for each year of classroom aide or paraprofessional experience limited to 10 yrs) $12.76 Certified (additional 15¢ per hour for each year of classroom aide or paraprofessional experience limited to 10 yrs) $14.39 Crossing Guards $10.44 Food Service: Tech Assistant $10.15 Kitchen Manager $10.87 Maintenance: Custodian* $10.15 Head Custodian $12.93 Groundskeeper $11.39 Maintenance/Transportation Assistant $12.49 Mowing (seasonal) $12.18 Secretarial/Clerical: Food Service Secretary/Clerk $10.15 Attendance Center Secretary/Clerk $11.24 Treasurer/Receptionist $10.48 USD 323 Secretary $11.94 Administrative Asst/Clerk $14.42 Accompanist: $11.85 Technology Assistant: $10.76
*Additional $1.00 per hour for regular shifts of 4 hours or more after 5 p.m. or before 7 a.m.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Wage Scale for Hourly Coaches/Sponsors B.O.E. Revised July 8, 2019
POSITION HOURS POSITION HOURS
Baseball 190 Forensics 175 Basketball HS 275 Golf 200 Basketball JH 160 SADD 30 Cheerleading HS 490 Scholars Bowl 90 Cheerleading JH 300 Softball 190 Class Sponsor 7-10 30 STUCO HS 60 Class Sponsor 11 60 STUCO JH 30 Class Sponsor 12 45 Track HS & JH 190 Concessions 195 Volleyball HS 275 Cross Country 120 Volleyball JH 160 Debate HS 150 Wrestling HS 350 FCCLA 90 Wrestling JH 160 Football HS or JH 275
Assistant Coach or Step Head Coach HS Head Coach JH Cheerleader Sponsor
00 $8.19 $11.85 $11.11 01 $8.29 $12.01 $11.27 02 $8.39 $12.16 $11.43 03 $8.50 $12.31 $11.58 04 $8.61 $12.47 $11.74 05 $8.71 $12.63 $11.90 06 $8.81 $12.79 $12.06 07 $8.92 $12.94 $12.21 08 $9.02 $13.10 $12.37 09 $9.12 $13.26 $12.53 10 $9.24 $13.42 $12.68 11 $9.34 $13.57 $12.84 12 $9.44 $13.72 $12.99 13 $9.54 $13.89 $13.15 14 $9.65 $14.04 $13.31
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Workers Compensation
Injuries Occurring When an Employee is under the Influence” The Workers’ Compensation Law clearly states that compensation is not payable if the injury was caused primarily by the intoxication of the employee or by the influence of any drugs, barbiturates, or other stimulants not prescribed by a physician. Under the law, the employer may require the employee to submit to a test for the presence of any or all drugs or alcohol in his or her system. If the injured worker refuses to submit to a drug test, it shall be presumed in the absence of clear and convincing evidence to the contrary that the injury was caused primarily by the influence of drugs or alcohol.
Recreational and Social Activities Recreational or social activities are not compensable unless such recreational or social activities are an expressly required incident of employment and produce a substantial direct benefit to the employer beyond improvement in employee health and morale that is common to all kinds of recreation and social life.
Injuries Suffered While Traveling to and from Work An injury suffered while going to or coming from work is not an injury arising out of and in the course of employment whether or not the employer provided transportation if such means of transportation was available for the exclusive personal use by the employee, unless the employee was engaged in a special errand or mission for the employer, or access to the vehicle was an integral element of the employment. As employee who is injured while deviating from the course of his employment, including leaving the employer’s premises is generally not eligible for benefits unless such deviation is expressly approved by the employer.
Horseplay An employee who is injured during horseplay occurring in the course of the workday is not entitled to benefits unless the injured employee is an innocent victim not participating in the activity.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
AUTHORIZATION FOR RELEASE OF INFORMATION Records Check Request
To: Kansas Bureau of Investigation FR: Rock Creek USD 323 Attn: Adult Records (NCJRC) P.O. Box 70 1620 SW Tyler Westmoreland, KS 66549 Topeka, KS 66612-1837 Requestor’s Code: ______
A fingerprint card ( IS / IS NOT ) included.
FULL NAME______Last Name First Name Middle Initial
ALIAS/MAIDEN NAME______Last Name First Name Middle Initial
OTHER ALIAS NAME______Last Name First Name Middle Initial
CURRENT ADDRESS______Street City State Zip
DATE OF BIRTH______SOCIAL SECURITY NUMBER______
GENDER______RACE______PLACE OF BIRTH______
ADDITIONAL INFORMATION:
______
I hereby request and authorize the Kansas Bureau of Investigation to furnish Rock Creek U.S.D. 323 with criminal history information as allowed in K.S.A. 22-4701 et seq. and K.A.R. 10-9-1 et seq.
I voluntarily waive all right of recourse and release the Kansas Bureau of Investigation from liability for compliance with this authorization.
DATE______SIGNATURE______
KBI RESPONSE TO ROCK CREEK U.S.D. 323:
______
______
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
BLUE CHOICE KEIT
Benefit Summary – U.S.D. 323
October 1, 2018 – September 30, 2019
HEALTH SERVICES PROVIDED: This is a summary only and in not intended to serve as a legal interpretation of benefits. Terms of the coverage are determined by the Group Contract.
Office Visit (Co-Pay) Hearing & Eye Exams Family Planning & Maternity/Newborn Care Prescription Drug Care Home Health Care In-Hospital Medical Care/ER (Co-pay) Immunization/Injections Surgery Hospice Care Chiropractic Services (Deduct) Chemo & Radiation Therapy Wellness Exams Diagnostic X-Ray & Lab Tests Emergency Room Care (Co-pay)
Unlimited Lifetime Maximum each covered person. Dependents covered to age 26.
COVERAGE
District pays the single Base (Low) plan for employees* A Premium plan is offered at the employee’s expense. See table below Use of physicians/hospitals within a designated Preferred Provider Organization (PPO) is necessary to receive the above benefits. Utilization of non-network providers will be subject to an additional 20% coinsurance.
EMPLOYEES
*Employees contracted 30 hours or more per week, per policy.
Benefit Co-ins Office Deductible Co-ins RX EE Only EE/Child EE/Spouse Family Maximum Level Visit
KE2 $500/1,000 50/50 $1,000/2,000 $15/30/45 $25.00 $536.57 $1,096.58 $1,152.42 $1,712.43 (LOW)
USD 323 pays* EE only (single) KE2 Base plan of $536.57: Your Cost>> $0.00 $560.01 $615.85 $1,175.86
KE 1 $200/400 80/20 $1,000/2,000 $15/30/45 $25.00 $560.21 $1,145.52 $1,203.26 $1,788.57 (HIGH)
USD 323 pays* EE only (single) KE2 Base plan of $536.57: Your Cost>> $23.64 $608.95 $666.69 $1,252.00
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
BLUE CHOICE KEIT
Benefit Summary – U.S.D. 323
October 1, 2019 – September 30, 2020
HEALTH SERVICES PROVIDED: This is a summary only and in not intended to serve as a legal interpretation of benefits. Terms of the coverage are determined by the Group Contract.
Office Visit (Co-Pay) Hearing & Eye Exams Family Planning & Maternity/Newborn Care Prescription Drug Care Home Health Care In-Hospital Medical Care/ER (Co-pay) Immunization/Injections Surgery Hospice Care Chiropractic Services (Deduct) Chemo & Radiation Therapy Wellness Exams Diagnostic X-Ray & Lab Tests Emergency Room Care (Co-pay) Unlimited Lifetime Maximum each covered person. Dependents covered to age 26.
COVERAGE
District pays the single Base (Low) plan for employees* A Premium plan is offered at the employee’s expense. See table below Use of physicians/hospitals within a designated Preferred Provider Organization (PPO) is necessary to receive the above benefits. Utilization of non-network providers will be subject to an additional 20% coinsurance.
EMPLOYEE RATES *Employees contracted 30 hours or more per week, per policy. Benefit Co-ins Office Deductible Co-ins RX EE Only EE/Child EE/Spouse Family Level Maximum Visit
KE7 $500/1,000 50/50 $2,500/5,000 $15/30/45 $35.00 $464.39 $939.92 $997.22 $1,472.75 (LOW)
USD 323 pays* EE only (single) KE7 Base plan of $464.39: Your Cost>> $0.00 $475.53 $532.83 $1,008.36
KE14 $500/1,000 80/20 $1,000/2,000 $15/30/45 $25.00 $497.28 $1,006.58 $1,067.96 $1,577.25 (HIGH)
USD 323 pays* EE only (single) KE7 Base plan of $464.39: Your Cost>> $32.89 $542.19 $603.57 $1,112.86
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 FORMS (if not in handbook, contact the District Office or website listed below):
American Fidelity Assurance Company: forms at 1-800-325-0654 or www.afadvantage.com or contact Mina at D.O.
BLUE CROSS BLUE SHEILD Customer Service: www.bcbsks.com or 1-800-432-3990
Change Forms & Medical Claim Reimbursement Forms Click on the FORMS tab at the left and select the one you need for downloading.
EMPLOYMENT FORMS:
I-9 form at www.uscis.gov/graphics/formsfee/forms/files/i-9.pdf Certification of Health for School Personnel Oath or Affirmation of Officer or Employee Physical Examination Form (Bus Drivers) Physical Examination Form (Food Service) W-4 www.irs.gov/pub/irs-pdf/fw4.pdf K-4 state withholding certificate
WORKERS’ COMPENSATION FORMS
Contact District Office; your building administrator or office secretary.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
ROCK CREEK U.S.D. 323
Bus Driver Statement
I, ______, certify that:
(Check One)
_____I have NEVER been convicted in Kansas or any other state of the following offenses:
Felony Class A Misdemeanor Class B Misdemeanor Class C Misdemeanor Hit and Run Driving Driving While Intoxicated or Under the Influence of Drugs Vehicular Homicide Reckless Driving
_____I have been convicted in Kansas or another state of the following offense(s):
_____ Felony _____ Class A Misdemeanor _____ Class B Misdemeanor _____ Class C Misdemeanor _____ Hit and Run Driving _____ Driving While Intoxicated or Under the Influence of Drugs _____ Vehicular Homicide _____ Reckless Driving
(Check One)
_____ I have NEVER had my driver’s license revoked or suspended by the state of Kansas or any other state.
_____ I have had my driver’s license revoked or suspended by the state of Kansas or another state.
______Employee Signature / Date
______Driver’s License Number
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Request for Custodial/Maintenance Service
Requesting person______Date______
Campus______Department______Building______Room#______
Service requested ______
□ Emergency □Priority □Regular Approved by______
Work to be performed by: □Lead Custodian □Maintenance Dept. □Other______
CUSTODIAL/MAINTENANCE USE ONLY
Comments:______Date Started______
______Time Started______
______Date Completed______
______Time Completed______
______Total Time______
When completed, initial and return copies to: specific building administrators.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
REQUEST TO ATTEND
Conference, Workshop, Seminar or Other Meeting
Name(s)______
Topic of Meeting______
Location______
Dates______
Number Attending: ______Adults ______Students
Transportation Needed? (If yes, complete and attach a USD 323 Activity/Transportation Request form).
Estimated Costs:
Driver ______
Lodging ______
Meals ______
Fuel ______
Registration ______
Other ______
TOTAL ______
Signature______
Date______
Bldg. Adm.______
Date______Approved
_____Not Approved
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
REQUEST FOR REIMBURSEMENT
Reimbursement to: ______Date Submitted:______
Date of Event or Dates Included ______
Location ______
Purpose ______
Name of Workshop or Event ______
No. of trips ______x______miles (one way) x 2 = total miles
Please Itemize Expenses:
______
______
______
______Attach Supporting Receipts
Reimbursement Rate .545
Total for Mileage ______
Fees ______
Lodging ______
Teaching Supplies ______
Other ______
TOTAL $______
______Signature, Employee
______Signature, Authorizing Administrator
______Date *Or current State reimbursement rate. 56
USD 323 Rock Creek Schools Employee Handbook 2019-2020
Rock Creek U.S.D. 323 Revised: 05/10/17
Request to Use School Facilities
Group/Organization Requesting Use
Facility Requested: Today's Date
_____Rock Creek Jr/Sr High Date Needed
_____Westmoreland Elementary Begin Time a.m. / p.m.
_____St. George Elementary End Time a.m. / p.m.
(Circle One)
Access Needed to Specific Building Areas:
Equipment Needed:
Specify the Purpose of This Request: ______
Rock Creek Board of Education Policy encourages the use of school buildings and grounds by community groups, as long as this community use does not interfere with daily school routine or school sponsored activities.
There will be no charge for community groups such as 4-H and Scouts to use the school facilities, as long as these activities are adult sponsored and conform to the regulations in USD BOE policy KG.
The following rates will be used when Class II groups wish to use USD 323 facilities:
Standard Classroom: $15/day Small Gymnasium: $30/hour Rock Creek Gymnasium: $50/hour Commons (RC and SGE): $50/hour
Facility use requests should be directed to the appropriate building administrator. Submit payment to: USD 323 District Office, PO Box 70, Westmoreland, KS 66549-0070.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Custodial costs will be charged if the building principal determines that a custodian is needed during the event. Facility use requests should be directed to the appropriate building administrator. Submit payment to: USD 323 District Office, PO Box 70, Westmoreland, KS 66549-0070.
A kitchen use fee of an additional $7.00 per hour may be charged. Kitchen facility use requests should be directed to the U.S.D. 323 Food Service Director for consideration.
REGULATIONS:
1. All damage to building or equipment is the liability of the Group/Organization.
2. Use of alcohol and/or tobacco is prohibited.
3. The Group/Organization is responsible for all clean up.
4. The Group/Organization is responsible for building security.
5. U.S.D. 323 is not responsible, liable or accountable for personal injury or personal property damage or loss.
6. Dunking on basketball goals is not allowed in the gymnasiums.
7. Building principals shall have the authority to determine whether or not a custodian is needed for any requested building use. If so, the requesting person will be billed for the custodian’s work.
8. Approved adults are prohibited from lending their keys to anyone or opening a building for anyone without prior approval from the building principal. 9. Baseball and softball practices by non-school organizations are prohibited.
I, representing the above named Group/Organization, have read the Regulations and agree to terms as specified.
______
Signature of Group/Organization Representative Administrator Approval Date
______
Phone Email address
______$______
Mailing address Total Charge for Use of Facilities
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
Request to Use Kitchen Facilities Forms: Contact Pam Holaday at RC or the District Office, form also located on our website.
Information for Kitchen Use U.S.D. 323
U.S.D. 323 kitchens are available for use by school organizations and community groups. Any organization requesting to use kitchen facilities must complete a request form and submit it to the Food Service Director NO LESS THAN two weeks prior to the event.
The following will apply to ALL organizations using a U.S.D. 323 kitchen facility:
1. The organization must furnish all food and nonfood items (i.e. paper plates) used for the event.
2. The kitchens, dining areas, and equipment must be left clean and in working condition. All utensils used must be returned to their original location. All sinks must be clean and dry. Floors must be swept and mopped.
3. All dishes and equipment must be washed and sanitized using standard procedures.
4. A food service employee will be responsible for supervision of the kitchen during use. This person will not be expected to participate in food preparation, but will provide instruction on equipment use and be available to answer questions. The organization will pay U.S.D. 323 a kitchen use fee for $7.00/hour to help cover labor costs.
5. U.S.D. 323 and its employees are not responsible for any loss, accidents, or bodily injury that may occur on school premises.
If you have any questions on procedures, please feel free to contact Pam Holaday, Food Service Director, at 494-8591. The Director can also provide assistance or answer questions on purchasing.
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
USD 323 TECHNOLOGY/SOFTWARE
Request Form
Name: ______RC SGE WES DO Date: ______(Circle One or More)
Check-out* Buy Use at Cost When Needed School**
Briefly describe how you will use the items listed above:
______Approved Denied Technology Specialist Date
______Approved Denied Administrator Date
*Software which is checked-out shall be installed in your until at home and used only during non- school hours. The software shall be uninstalled from your computer upon return.
**Personal software is licensed by you and you have the original disks and supporting materials to prove such ownership. This software must not be used anywhere else during school hours.
I have read the above conditions and agree to them.
______Employee Signature Date
5/95
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
ROCK CREEK USD 323 Activity / Transportation Request
Date Submitted______Date of trip______
Requested by ______Facility______
Department/Class/Organization ______
Vehicle Type: Bus______Van_____
Departure Time ______Destination______
Estimated time of return ______Number of passengers ______
Special considerations (stops other than destination, drop-offs other than departure point, etc):
______
______
______
Activity begin time ______Ending time ______
Are make-up work slips needed? Yes______No______
Purpose: ______
______
______
Approval of Principal______
Date submitted/placed on calendar ______
Transportation Director ______Date ______
(Attending teacher/coach must ride assigned vehicle both ways.)
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
ANNUAL ASBESTOS NOTIFICATION
In accordance with EPA regulations, all school buildings shown below have been inspected for materials which contain asbestos and an asbestos Management Plan has been developed and adopted. Please see the Program Manager to determine the type of asbestos-containing building materials (ACBM) found in all buildings, if any.
Also, for copies of the Inspection/Management Plan (Part A and Part B) contact the District Office. This document complies with the AHERA mandated requirements for asbestos materials in schools, including the results of inspections, the schedule for periodic surveillance every six months, the schedule for certified re-inspection every three years and the schedule of response actions and post-response actions if any friable asbestos-containing material was found.
Friable (crumbled by hand pressure) asbestos-containing materials (ACM) may cause health problems; therefore, it is very important to avoid disturbing friable ACM. With the adoption of the AHERA Inspection/Management Plan, the local education agency is undertaking considerable efforts and expense to protect the public health and safety. Your cooperation in this effort is needed and appreciated.
For further information concerning inspections, re-inspections, periodic surveillance, response actions and post-response actions that are planned or in progress, refer to the Inspection/Management Plan or contact the following person:
Kevin Logan Asbestos Program Manager Rock Creek U.S.D. 323 9353 Flush Road St. George, KS 66535 785-494-8597
Rock Creek USD 323
Inspection Numbers: IRSC-1105 Inspection Date: 5/18/2013
List of buildings owned or leased by the LEA, at the date of inspection stated above, that were re-inspected under the AHERA regulation.
Building #: 1-1 BLDG Name: Westmoreland Elementary Address: 205 South 4th Street Westmoreland, KS 66549
B.O.E. Adopted 6/12/02
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
ROCK CREEK USD 323
WESTMORELAND KANSAS
DRUG AND ALCOHOL TESTING POLICY
(FMCSA/DOT)
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
TABLE OF CONTENTS
I. GENERAL.…………………………………………………………….1
II. PROHIBITIONS……………………………………………………….1
III. TESTS REQUIRED…………………………………………………...3
IV. HANDLING OF TEST RESULTS, CONFIDENTIALITY……….….4
V. CONSEQUENCES FOR DRIVERS ENGAGING IN PROHITED CONDUCT……………………………………………….4
APPENDIX
A. Information Concerning the Effect of Alcohol
B. DER and service agents
C. Job Classification
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USD 323 Rock Creek Schools Employee Handbook 2019-2020
I. GENERAL
A. Purpose
1. The Department of Transportation (DOT), Federal Motor Carriers Safety Administration (FMCSA) requires Rock Creek USD 323 to establish a drug and alcohol testing program designed to help prevent accidents and injuries resulting from the misuse of alcohol or use of controlled substances by drivers of commercial motor vehicles. Further, the purpose of this policy is to bring Rock Creek USD 323 into compliance with all regulations, which require affirmative actions to eliminate the impact of the use of controlled substances and misuse of alcohol in the workplace.
2. This policy does not create any contractual rights in favor of employees to whom the Policy is applicable. Nor does this Policy in any way alter the at-will nature of employment or imply that discharge will occur only “for cause”.
3. Those areas of the policy printed in bold and underlined text reflect Rock Creek USD 323’s independent authority to require additional provisions with regard to the drug and alcohol testing procedures.
4. The presence of controlled substances in the body as well as the use or possession of controlled substances and/or alcoholic beverages while on Rock Creek USD 323 property, or in any Rock Creek USD 323 vehicle, or on duty, including breaks or lunch, paid or unpaid on any shift, is strictly prohibited.
5. Designated Employee Representative: (Appendix B) contains the name, address, and telephone number of the Designated Employer Representative (DER). The DER is authorized by Rock Creek USD 323 to take immediate action(s) to remove employees from safety-sensitive duties, or cause employees to be removed from these covered duties, and to make required decisions in the testing and evaluation processes. The DER also received test results and other communications for the employer consistent with the requirements of 49 CFR, part 40.
B. Applicability
This policy applies to any employee of Rock Creek USD 323 who holds a Commercial Driver’s License (CDL) and uses that license to operate a commercial motor vehicle. 49 CFR, part 382.107 defines these vehicles as a motor vehicle or combination of motor vehicles used in commerce to transport passengers or property if the motor vehicle:
(1) Has a gross combination weight rating of 26,001 or more pounds inclusive of a towed unit with a gross vehicle weight rating of more than 10,000 pounds; or (2) Has a gross vehicle weight rating of 26,001 or more pounds; or (3) Is designed to transport 16 or more passengers, including the driver; or (4) Is of any size and is used in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5103(b)) and which require the motor vehicle to be placarded under the hazardous Materials Regulations (49 CRF Part 172, Subpart F).
C. Testing Procedures
All testing conducted under this policy will follow the procedures as set forth in 49 CFR, parts 40 and 382.
D. Definitions
Words phrases used in this policy are as defined and found in 49 CFR, parts 40.3 and 382.107.
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II. PROHIBITIONS
A. Alcohol
1. No driver shall report for duty or remain on duty requiring the performance of safety sensitive functions while having an alcohol concentration of 0.02 or greater. 2. No driver shall use alcohol while performing a safety-sensitive function. This includes beverages containing alcohol or substances containing alcohol including any medication, mouthwash, food, candy, or any other substance that would cause alcohol to be present in the body. 3. No driver shall perform safety-sensitive functions within four hours after using alcohol. 4. No driver required to take a post-accident alcohol test shall use alcohol for eight hours following the accident, or until a post-accident alcohol test has been administered, whichever occurs first.
B. Controlled Substance
5. No driver shall report for duty or remain on duty requiring the performance of safety-sensitive functions when the driver uses any controlled substance.
a. ILLEGAL DRUGS: The use of any illegal drug or any substance identified in Schedules I through V of the Controlled Substance Act is prohibited at all times unless a legal prescription has been written for the substance. Illegal use includes use of any illegal drug, misuse of legally prescribed drugs, and use of illegally obtained prescription drugs.
b. LEGAL DRUGS: The appropriate use of legally prescribed drugs and non- prescription medications is not prohibited. However, the use of any substance which carries a warning label that indicates that mental functioning, motor skills, or judgment may be adversely affected must be reported to a supervisor. In addition, the employee must obtain a written release from a licensed medical practitioner releasing the person to perform their job duties any time they obtain a performance-altering prescription.
c. PRESCRIPTION DRUGS: A legally prescribed drug means that the employee has a prescription or other written approval from a physician for the use of a drug in the course of medical treatment. It must include the patient’s name, the name of the substance, quantity/amount to be taken, and the period of authorization. The misuse or abuse of legal drug while performing safety-sensitive functions is prohibited. A legally prescribed drug means that the employee has a prescription or other written approval from a physician for the use of a drug in the course of medical treatment. It must include the patient’s name, the name of the substance, quantity/amount to be taken, and the period of authorization. The misuse or abuse of legal drug while performing safety-sensitive functions is prohibited.
C. Refusal to submit to a required alcohol or controlled substances test.
No driver shall refuse to submit to an alcohol or controlled substance test required by 49CFR, parts 40 and 382.
Behavior That Constitutes a Refusal to Test.
1. Refusing to provide specimen. This includes an insufficient volume of urine without a valid medical explanation. 2. Tampering with, adulterating, or substituting a specimen. 3. Failing to appear for testing within 40 minutes of being notified. 4. Leaving the scene of an accident without just cause prior to submitting to a test. 5. Leaving collection facility prior to test completion. 6. Failing to permit an observed or monitored collection when required. 7. Failing to take a second test when required. 66
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8. Failing to undergo a medical examination when required. 9. Failing to cooperate with any part of the testing process. 10. Failing to sign Step 2 of the alcohol test form. 11. Once test is underway, failing to remain at site and provide a specimen.
For Pre-Employment Tests, the following Are NOT Refusals
1. Failure to appear for the test. 2. Failure to provide a specimen before the test commences.
III. TESTS REQUIRED
A. Pre-employment testing
1. Any applicant offered a safety sensitive position or an employee transferring to a safety sensitive position must first take a pre-employment drug test. This applicant or employee must receive a verified negative test result before performing any safety sensitive function. Details of pre- employment testing and exemptions can be found in 49 CFR, part 382.301. 2. Rock Creek USD 323 must request alcohol and controlled substances information from pervious employers in accordance with the requirements of 49 CFR, parts 40.25 and 382.413. 3. Applicants offered a safety sensitive position and employees transferring to a safety sensitive position must sign release of information forms allowing Rock Creek USD 323 to receive alcohol and controlled substances information from previous employers.
B. Post-accident testing
1. As soon as practicable following an accident the driver of a commercial motor vehicle, operating on a public road in commerce, must be tested for alcohol and controlled substances under certain conditions. a. Alcohol testing must be conducted if a driver receives a citation for a moving violation within 8 hours of the accident. b. Drug testing must be conducted if a driver receives a citation for a moving violation within 32 hours of the accident. 2. The driver who is subject to post-accident testing shall remain readily available for such testing (meaning that the employer knows where the driver is) or may be deemed by Rock Creek USD 323 to have refused to submit to testing. 3. Nothing in this section shall be construed to require the delay of necessary medical attention for injured people following an accident or to prohibit a driver from leaving the scene of the accident for the period necessary to obtain assistance in responding to the accident, or to obtain necessary emergency medical care.
The following chart defines when an accident has occurred and when testing must take place.
Type of accident involved Citation issued to the CMV driver Tests required Human fatality YES YES NO YES
Bodily injury with immediate YES YES medical treatment away from the scene NO NO
Disabling damage to any motor Vehicle requiring tow away. YES YES NO NO
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Details of post-accident testing and exemptions can be found in 49 CFR, part 382.303.
C. Random testing
All drivers that perform safety sensitive functions are subject to random drug and alcohol testing.
1. Random testing will be unannounced and unpredictable; spread reasonably throughout the calendar year. Testing will be conducted at all times of the day when safety sensitive functions are performed. 2. Employees are required to proceed immediately to the collection site once notified of testing. 3. Drug tests will be conducted anytime a safety sensitive employee is on duty. Alcohol tests will only be conducted on an employee immediately before performing, while performing, or just after performing a safety sensitive function. 4. The list of employees selected will be retained by the DER in a secure location.
Details of the random testing process can be found in 49 CFR, part 382.305.
D. Reasonable suspicion testing
All drivers that perform safety sensitive functions are subject to reasonable suspicion alcohol and/or drug testing. A reasonable suspicion referral for testing will be made on the basis of documented objective facts and circumstances that are consistent with the short-term effects of substance abuse or alcohol misuse. A trained supervisor must make the determination to test based on specific, contemporaneous, articulable observations concerning the appearance, behavior, speech or boy odor of the driver. Examples of reasonable suspicion include, but are not limited to, the following:
1. Physical signs and symptoms consistent with prohibited substance use or alcohol misuse. 2. Evidence of the manufacture, distribution, dispensing, possession, or use of controlled substances, drugs, alcohol, or other prohibited substance. 3. Occurrence of a serious or potentially serious accident that may have been caused by prohibited substance abuse or alcohol misuse. 4. Fights (to mean physical contact), assaults, and flagrant disregard or violations of established safety, security, or other operating procedures.
Details of the reasonable suspicion testing process can be found in 49 CRF, part 382.307.
E. Return-to-duty testing
Details of the return-to-duty testing process can be found in 49 CFR, part 40, subpart O.
F. Follow-up testing
Details of the follow-up testing process can be found in 49 CFR, part 40, subpart O.
IV. HANDLING OF TEST RESULTS, CONFIDENTIALITY
A. Access to records
1. Except as required by law or expressly authorized by release by an employee, Rock Creek USD 323 will not release driver information that is contained in records required to be maintained under 49 CRF, parts 40 and 382. 2. A driver is entitled, upon written request, to obtain copies of any records pertaining to the driver’s use of alcohol or controlled substances, including any records pertaining to his or her alcohol or controlled substances tests. 3. A driver’s testing records will be made available to a subsequent employer upon receipt of a written request from the driver.
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4. Rock Creek USD 323 may disclose information required to be maintained pertaining to a driver to the decision maker in a lawsuit, grievance, or administrative proceeding initiated by or on behalf of the individual, and arising from a positive DOT drug or alcohol test or a refusal to test (including, but not limited to, adulterated or substituted test result), (including, but not limited to, a worker’s compensation, unemployment compensation, or other proceeding relating to a benefit sought by the driver).
V. CONSEQUENCES FOR DRIVERS ENGAGING IN PROHIBITED CONDUCT
A. Use of drivers who fail or refuse a drug test.
1. General. Compliance with this drug testing policy is a condition of employment. Refusal to take a required drug test or failure of a drug test shall result in removal from performing safety sensitive functions. Additional disciplinary action up to and including termination may result. 2. Prohibitions One Use. Rock Creek USD 323 will remove from performing a safety sensitive function any employee who: a. Fails a drug test as verified by the Medical Review Officer (MRO), or b. Refuses to take a drug test required by this policy. (See Section II.C.) 3. Required Referrals and Evaluation. Any applicant or employee who fails or refuses a drug test will be referred to a Substance Abuse Professional (SAP) for evaluation and treatment. 4. An employee may be given an opportunity to retain his or her employment, provided they first do the following: a. Have been evaluated by a SAP, and b. Have completed the recommended evaluation/rehabilitation program successfully, and c. Receive a verified negative test result on a return-to-duty test.
B. Retesting of Drug Positive Samples
1. General. An applicant/employee may request a retest of a positive sample, within 72 hours of notification of the positive test result from the MRO. The request must be made in writing to the MRO. 2. Retest Provisions. The retest will be conducted at a different SAMHSA certified laboratory. The test will be conducted on the split sample that was provided by the applicant/employee at the same time as the original sample. All costs for such testing are to be reimbursed to Rock Creek USD 323 by the applicant/employee unless the result of the split sample test invalidates the result of the original test. The method of collection, storing, and testing the split sample will be consistent with the procedures set forth in 49 CRF, part 40. 3. Detection Levels. Because some analytes deteriorate or are lost during freezing and/or storage, quantitation for a retest is not subject to a specific cutoff requirement but must provide data sufficient to confirm the presence of the drug or metabolite.
C. Use of drivers who fail or refuse an alcohol test.
1. General. Compliance with this alcohol testing policy is a condition of employment. Refusal to take a required alcohol test or failure of an alcohol test will result in removal from performing safety sensitive functions. Additional disciplinary action up to and including termination may result.
2. Refusal and Prohibited Conduct. Rock Creek USD 323 will remove from performing a safety sensitive function and employee who: a. Has a confirmed alcohol test result of 0.02 or higher but less than 0.04. This driver must be removed from duty for a minimum of 24 hours. This is not a positive test requiring a SAP referral. b. Fails an alcohol test with a confirmed result of 0.04 or higher, or c. Refuses to take an alcohol test required by this policy. (See Section II.C.)
3. Required Referrals and Evaluation. Any employee who fails or refuses an alcohol test will be referred to a Substance Abuse Professional (SAP) for evaluation and treatment. 69
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4. An employee may be given an opportunity to retain his or her employment, provided they first do the following: a. Have been evaluated by a SAP, and b. Have completed the recommended evaluation/rehabilitation program successfully, and c. Receive a verified negative test result on a return-to-duty test.
D. All costs associated with the evaluation and rehabilitation program are the responsibility of the employee.
E. Employees should consult their health insurance policy for extent of nervous, mental and substance abuse coverage.
F. A second positive test whether drug or alcohol or the equivalent will result in immediate termination of employment.
G. Additional Requirements
Rock Creek USD 323 may impose such additional disciplinary actions as they deem appropriate. This may include removal from performing covered functions, suspension (with or without pay), and even termination.
ROCK CREEK USD 323 9353 Flush Rd St. George, Kansas 66535 APPENDIX A
ALCOHOL SUPPLEMENT
A. Why you should get involved:
1. Although Rock Creek USD 323 has no history of substance abuse problems, we recognize that alcoholism and alcohol misuse are problems throughout America.
2. There are three good reasons why you should be concerned if any of your coworkers are using drugs or alcohol on the job. a. Your health and safety may be at risk. b. Alcohol misuse costs you money. c. Alcohol creates a negative work environment.
3. According to the National Institute on Alcohol Abuse and Alcoholism, drug and alcohol use on the job costs society an estimated $102 billion a year. Since most of this cost is passed on to you in the form of higher health insurance rates or in consumer prices, drug and alcohol use on the job costs you and your fellow workers a significant amount of money.
4. Absenteeism among problem drinkers or alcoholics is 3.9 to 8.3 times greater than normal. If your fellow workers don’t come to work, you may have to do their jobs in addition to your own.
5. Workers who misuse alcohol don’t function at their full potential. Not only is absenteeism a problem, when they are at work these employees may have reduced capabilities and productivity. Since our product is the safe transportation of people, alcohol misuse is an especially serious issue.
6. No matter what your position is in the organization, there is something you can do to ensure that drug and alcohol use on the job never becomes a problem at the company. Acceptance of any misuse puts you, this company, and the public at risk.
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B. Effect of alcohol misuse on an individual’s health, work, and personal life:
1. Alcohol is a central nervous system depressant. Taken in large quantities, it causes not only the euphoria associated with being drunk, but also adversely affects your judgment, ability to think, and your motor functions. Drink enough alcohol fast enough and it can kill you.
2. Long term overuse of alcohol can cause liver damage, heart problems, sexual dysfunction, and other serious medical problems.
3. In some cases, alcohol use can lead to physical and psychological dependence on alcohol. Alcoholism is a serious chronic disease. Left untreated it will inevitably get worse.
4. Workers who use alcohol (and other drugs) affect everyone. Studies show that compared to g- free workers, substance abusers are far less productive, miss more workdays, are more likely to injure themselves or someone else, and file more worker’s compensation claims.
5. The measurable dollar costs of workplace substance abuse from absenteeism, overtime pay, tardiness, sick leave, insurance claims, and workers’ compensation can be substantial. However, the hidden costs resulting from diverted supervisory and managerial time, friction among workers, damage to equipment, and damage to company’s public image means that workplace substance abuse can further cut profits and competitiveness.
6. Alcohol can also destroy relationships, lead to serious problems with the law (e.g., drunk driving), and even cause harm to the people you love.
7. If drinking affects your work life, it could lead to job loss and all the financial problems that would follow.
C. Signs and symptoms of alcohol misuse – Any one or more of the following signs may indicate a drinking problem:
Family or social problems cause by drinking Job or financial difficulties related to drinking Loss of a consistent ability to control drinking “Blackouts” or the inability to remember what happened while drinking Distressing physical and/or psychological reactions if you try to stop drinking A need to drink increasing amounts of alcohol to get the desired effect Marked changes in behavior or personality when drinking Getting drunk frequently Injuring yourself – or someone else while intoxicated Breaking the law while intoxicated Starting the day with a drink
D. Available methods of evaluating and resolving problems associated with the misuse of alcohol.
1. Outpatient programs exist in a variety of settings: a. Community mental health centers b. Full service agencies c. Private physicians’ and therapists’ offices d. Occupational settings e. Specialized alcoholism treatment facilities
2. Inpatient services, designed for those with more serious alcohol problems, can be found in hospitals, residential care facilities, community halfway houses, and some alcoholism clinics. . 71
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3. Your local telephone directory will list helpful referral organizations such as:
a. Local council on alcoholism
b. Alcoholics Anonymous c. Community alcoholism or mental health clinic d. Social services or human resources department e. County medical society
4. The SAP will perform an initial evaluation, recommend any additional treatment in necessary, and will refer employees needing assistance for treatment covered under our health insurance program. ROCK CREEK USD 323 9353 Flush Rd St. George, Kansas 66535 APPENDIX B ROCK CREEK USD 323 DRUG AND ALCOHOL TESTING PROGRAM PERSONNEL AND SERVICES
1. DESIGNATED EMPLOYER REPRESENTATION (DER) Primary Contact District Office Secretary Staci Miner 9353 Flush Rd. St. George, KS 66535 785-494-8597 Secondary Contact Transportation Secretary Jodi Cott 9355 Flush Rd. St. George, KS 66535 785-494-8591
Nicholson & Associates mobile collector will do your collections on-site.
2. MEDICAL REVIEW OFFICER (MRO) C.R. Daluz, M.D. 534 South Kansas Ave, Suite 600 Topeka, KS 66603 Local (785)232-3191 Toll Free (1-800-886-1123) 3. CERTIFIED LABORATORY Clinical Reference Laboratory 11850 W. 85th St. Lenexa, Kansas 66214 (913)492-3652 4. EMPLOYEE ASSISTANCE PROGRAM (EAP) REFERRAL FOR SUBSTANCE ABUSE PROFESSIONAL (SAP) Support Line Local 785-234-1077 Toll Free 1-800-999-1196
ROCK CREEK USD 323 9353 Flush Rd St. George, Kansas 66535
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APPENDIX C
EMPLOYEE/SUPERVISORY POSITIONS
SUBJECT TO DRUG AND ALCOHOL TESTING
(JOB CLASSIFICATIONS/TITLES)
Employee position requiring a Commercial Driver’s License (CDL) subject to alcohol and drug testing.
a. Supervisor of Transportation
b. Supervisor of Maintenance and Transportation
c. Building Maintenance
d. Transportation Assistant
e. Bus Drivers
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ROCK CREEK USD 323 9353 Flush Rd St. George, Kansas 66535
EMPLOYEE AFFIRMATION OF
DRUG AND ALCOHOL TESTING POLICY
As an employee in a safety sensitive position, I affirm that I have received, read and understand the Rock Creek USD 323’s Drug and Alcohol Testing Policy. I am aware that I may be required to undergo a drug and/or alcohol screen as outline by Rock creek USD 323’s policy requirements and that I will be informed prior to the drug/alcohol screen; and, that I may be referred to an education and treatment program depending on the results of the drug/alcohol screen. I agree to abide by all provisions of the anti-drug policy as a condition of my continued employment with the company. I am aware and agree that the Policy does not create any contractual rights in my favor or in any way alter the at-will nature of my employment or imply that discharge will occur only “for cause”.
Employee Name (Please Print)
Employee Signature Date
Rock Creek USD 323 Representative Date
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EXPOSURE CONTROL PLAN FOR BLOODBORNE PATHOGENS IN U.S.D. 323, POTTAWATOMIE COUNTY, KANSAS
Effective July 1, 1993 Revised and B.O.E. Adopted 1/10/96, 10/12/11
INTRODUCTION
In late 1991 the Occupational Safety and Health Administration issued safety standard regulations for the handling of blood borne pathogens by entities subject to its control. Although public entities in the State of Kansas are not subject to OSHA, State statues give the Kansas Department of Human Resources the authority to inspect public entities, such as school districts, for safety. In the spring of 1992, KDHR announced that it would apply the OSHA standard for blood borne pathogens to public entities in the State of Kansas. This Exposure Control Plan will be implemented in Unified School District 323 to achieve compliance with the State directive.
EXPOSURE DETERMINATION
For purposes of this plan “occupational exposure” means reasonably anticipated skin, eye, mucous membrane, or parenteral (piercing mucous membranes or the skin barrier through needle sticks, human bites, cuts, abrasions, etc.) contact with blood or other potentially infectious materials (OPIMs) that may result from the performance of the employee’s duties. OPIMs include body fluids such as semen, vaginal secretions, respiratory discharge, vomitus, urine, feces, saliva in dental procedures, etc. For purposes of this plan, employees of the District, by job classifications, have been divided into two categories.
CATEGORY I
All employees contracted by the District in the following job classifications have been determined to have the highest risk for occupational exposure and shall be designated Category I employees:
1. Building Administrators 2. Building Secretaries – first aid providers 3. Custodians 4. School Nurses 5. Coaches – including intramural coaches 6. Coaches Aides 7. Parents as Teacher Educators
CATEGORY II
All other employees contracted by the District, and all non-contracted employees, shall be designated Category II employees. TASK PERFORMANCE
The following is a list of tasks and procedures where occupational exposure is most likely to occur, and by which employee such tasks are normally performed.
TASK OR PROCEDURE JOB CLASSIFICATION Cleaning and bandaging cuts, scrapes or abrasions Building Administrators, Building Secretaries, Coaches and Coaches Aides Providing first aid School Nurses Cleaning up vomit and/or blood, handling Custodians Cleaning up vomit and/or feces/urine, handling, providing Parents As Teacher Educators first aid
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EXPOSURE CONTROLS
METHODS OF COMPLIANCE
“Universal Precautions” is an approach to infection control. According to the concept of Universal Precautions, all human blood and certain human body fluids are treated as if known to be infectious for Human Immunodeficiency Virus (HIV) or Hepatitis B Virus (HBV). Universal Precautions shall be observed in U.S.D. 323 to prevent contact with blood and OPIMs.
ENGINEERNG AND WORK PRACTICE CONTROLS
Engineering and work practice controls and appropriate hygiene and sanitation measures will be used to eliminate or minimize employee exposure to blood and OPIMs. Where exposure potential remains, personal protective gloves shall also be used.
ENGINEERING CONTROLS
Engineering controls are controls which isolate or remove the blood borne pathogen hazard from the workplace. The following engineering controls will be used in the District:
1. Maintenance in each attendance center of appropriate disposal containers for needles or sharps and materials contaminated with blood or OPIMs.
2. Engineering controls will be examined, maintained or replaced on a regularly scheduled basis.
CONTROL INSPECTED BY TIMELINE
Needles and Sharps Disposal School Nurse Weekly Containers Contaminated Materials Custodian Daily
Any container which contains used needles, sharps, blood or OPIMs shall be appropriately labeled with a “BIOHAZARD” label, or shall be red in color. All “BIOHAZARD” labels will have a fluorescent orange or orange-red background and have the biohazard symbol and the work “BIOHAZARD” in a contrasting color.
Any container used for the deposit of materials to be laundered which are contaminated with blood or OPIMs will be red in color, appropriately labeled or lined with red bags.
Any equipment, protective coverings, or surfaces which are contaminated will be appropriately labeled.
WORK PRACTICE CONTROLS
Work practice controls are those controls that reduce the likelihood of an exposure by altering the manner in which the task is performed. The following work practice controls apply in U.S.D. 323:
1. Personal protective gloves shall be worn by any employee when it is reasonably anticipated that there will be hand contact with blood, OPIMs, mucous membranes or non-intact skin, or when handling or touching contaminated items or surfaces.
2. Contaminated needles will not be bent, recapped or removed and will be disposed of in appropriately labeled containers.
3. Broken glassware shall not be picked up by hand, but by using a broom and dustpan, tongs, vacuum cleaner or other mechanical means.
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4. Eating, drinking, smoking, applying cosmetics or lip balm and the handling of contact lenses is prohibited in areas where there is reasonable cause for occupational exposure.
5. Food and drink cannot be kept in any area where blood or OPIMs are present.
6. Procedures involving blood or OPIMs will be performed in a manner to minimize splashing, spraying, or spattering.
7. Mouth suctioning of blood or OPIMs is prohibited.
8. Specimens of blood or OPIMs should not be brought to or taken in the school. If specimens of blood or OPIMs are present in the school they school they should be in leak-proof containers, appropriately labeled, and closed prior to storing or transporting.
9. Equipment, protective coverings, and surfaces which may have been contaminated with blood or OPIMs shall be decontaminated, or appropriately labeled, by employees responsible for such tasks as soon as feasible after the contamination occurs. Other employees, and if necessary, outside servicing agents, will be informed of the contamination prior to any handling or use of the equipment or area.
10. Universal Precautions shall be observed with all soiled or contaminated laundry. Any contaminated items which can be laundered will be bagged at the site of the contamination and handled as little as possible. Such items shall not be sorted or rinsed at the site of the contamination. If the items are wet, leak-proof bags shall be used. The bags shall be deposited in an appropriately labeled container in the building. Laundering of contaminated items will be done with water of 160 degrees Fahrenheit or with washing compounds that will destroy the virus.
11. All contaminated and regulated waste will be disposed of in compliance with State and federal regulations.
PERSONAL PROTECTIVE GLOVES
Personal protective gloves shall be worn by an employee when it is reasonably anticipated that there will be hand contact with blood, OPIMs, mucous membranes or non-intact skin. Glove shall also be worn when handling or touching contaminated items or surfaces.
Personal protective gloves are stored in the custodial supply closet of each attendance center. Employees should keep gloves in their work area for immediate and easy access. It shall be the responsibility of the District to ensure that appropriate personal protective gloves are available and readily accessible for each employee’s use at no cost to the employee. The District shall ensure, through appropriate training, that all employees are aware of the need to use personal protective gloves when there is potential for occupational exposure.
In the event that an employee, exercising his or her personal judgment, fails to use protective gloves, the circumstances will be investigated and documented in order to determine whether changes can be instituted to prevent future occurrences.
All personal protective gloves which come in contact with blood or OPIMs should be removed as soon as feasible and placed in the appropriate container, by the employee using the gloves, for decontamination or disposal after use. These containers are located in each attendance center. The District shall be responsible for storage, decontamination and disposal.
Hand washing after removing the gloved is required.
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HAND WASHING FACILITIES
Hand washing facilities are provided for all employees of the District. Because washing one’s hands with soap and running water is one of the most effective ways to prevent the spread of disease through blood or OPIMs, employees shall wash their hands with soap and water whenever a possible exposure occurs. Although hand washing may be advisable in other situations, employees must thoroughly wash their hands, or any other exposed or contaminated skin, with soap and water in these situations:
1. Immediately after the removal of personal protective gloves.
2. Following contact of hands or other skin with blood or OPIMs.
In some situations, such as in athletic facilities or on field trips, hand washing facilities may not be available. In this case, the person in charge of the event (football coach, teacher who is taking the class on a field trip, etc.) shall ensure that antiseptic towelettes are available for use. Antiseptic towelettes, or foam spray which may be used for this purpose, are stored in the custodial supply closet at all attendance centers and may be obtained through the Head Custodian. Whenever an employee uses an antiseptic towelette, the employee shall thoroughly wash his or her hands with soap and water as soon as its I feasible.
EMPLOYEE TRAINING
A training program on blood borne pathogens will be provided for all employees. Training will be provided during working hours, and at no cost to the employee. Attendance at training session is mandatory.
Initial training will be provided for all employees within 60 days after the adoption of this exposure control plan. Thereafter an employee will be provided with training at the time of initial employment. Annual training for all employees will be provided within one year of their previous training. Additional training will be provided to the employee if a change in job classification indicates Category I designation.
The training program will be conducted by a person who is knowledgeable in the subject matter covered by the elements contained in the training program as it relates to the work place that the training will address, and presented in a manner which is understandable for all employees.
THE TRAINING PROGRAM WILL CONTAIN, AT A MINIMUM, THE FOLLOWING
1. A copy of the OSHA standard and explanation of its contents; 2. A general explanation of the epidemiology and symptoms of blood borne diseases; 3. An explanation of the modes of transmission of blood borne pathogens; 4. An explanation of the Exposure Control Plan and information on how the employee may obtain a copy of the Plan; 5. An explanation of the appropriate methods for recognizing tasks and other activities that may involve exposure to blood and OPIMs; 6. An explanation of the use and limitations of methods, such as engineering controls, work practices, appropriate hygiene and sanitation measures, and use of personal protective gloves, that will prevent or reduce exposure; 7. Information on the Hepatitis B vaccine, including information on its efficacy, safety, method of administration, benefits, and the conditions under which it is offered, free of charge, to employees. 8. Information on the appropriate actions to take and the persons to contact in an incident involving blood or OPIMs. 9. An explanation of the procedure to follow if a possible exposure incident occurs, including the method of reporting and the medical follow-up that will be made available at no charge. 10. Information on the post-exposure evaluation and follow-up following an exposure incident. 11. An explanation of labeling and color coding. 12. An opportunity for questioning the person conducting the training session.
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RECORD KEEPING
TRAINING RECORDS
The District will maintain records of all training sessions offered to employees under this plan and will include: 1. The date of the training session. 2. A summary of the contents of the session. 3. The name(s) and qualifications of the person(s) conducting the training. 4. The name(s) and job classification of all person(s) attending the training sessions.
Training records will be kept for at least three years from the date of the training. Employee training records will be made available for inspection to employees, anyone having the written consent of an employee, and to KDHR upon request.
MEDICAL RECORDS
The District will establish and maintain a confidential medical record for all employees and will include:
1. The name and social security number of the employee. 2. A record of all Category I employee’s Hepatitis B vaccination status, including the dates and vaccinations(s) were given, any medical records relative to the employee’s ability to receive the vaccination, or the employee’s signed waiver. 3. A copy of all results of examinations, medical testing, and follow-up procedures. 4. A copy of the health care provider’s written opinion following post-exposure evaluation and follow-up. 5. A Copy of any information provided to the health care provider under the evaluation and follow-up procedures.
The medical records of employees maintained under this policy will be kept confidential and will not be disclosed to any person, except as required by law, without the employee’s express written consent. Medical records required under this plan will be maintained for the duration of the employee’s employment, and for thirty years thereafter.
HEPATITIS B VACCINATION
CATEGORY I EMPLOYEES
The District will make the Hepatitis B vaccine and vaccination series available to any employee of the District who falls within Category I of the exposure determination.
The Hepatitis B vaccination and any medical evaluation required before the vaccine can be administered will be provided to the employee at no cost. No employee shall be required to participate in a pre-screening program as a prerequisite for receiving the Hepatitis B vaccination. The vaccine will be offered after the employee has received training on blood borne pathogens and within 10 working days of an employee’s initial assignment to a Category I job classification, unless the employee has previously been vaccinated, antibody testing has revealed that the employee is immune, or the vaccine is contraindicated for medical reasons.
Category I employees who decline the Hepatitis B vaccine will sign a H.B.V. Vaccination Declination Form as required by Appendix A of the OSHA standard. The Superintendent shall be responsible for assuring that the vaccine is offered, and that the necessary waiver is signed and appropriately filed for any employee who declines to accept the Hepatitis B vaccination which was offered.
Any Category I employee who initially decline the Hepatitis B vaccination may later request the vaccination. The District will provide the vaccination for the employee at any time.
Pottawatomie County Health Department will administer the vaccine to employees of the District at the District facilities or the Pottawatomie County Health Department.
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Although booster doses of Hepatitis B vaccine are not currently recommended by the U.S. Public Health Service, if such booster doses are recommended in the future, the District will make the booster doses available at no cost to all Category I employees.
ALL EMPLOYEES
In light of the OSHA directive in July 1992, indicating that persons who render first aid only as a secondary duty, responding solely to injuries resulting from work place incidents, generally at the location where the injury occurred may be offered post-exposure vaccination rather than pre-exposure vaccination, the District will make the Hepatitis B vaccination series available to any employee within 24-72 hours of possible exposure to HBV, if indicated by the Written Opinion of the employee’s Health Care Provider.
REPORTING PROCEDURES FOR POSSIBLE EXPOSURE INCIDENTS
An exposure incident occurs when there is specific eye, mouth or other mucous membrane, non-intact skin or parenteral contact with blood or OPIMs.
PROCEDURES
1. Employee Report Incident
Any employee involved in an incident which results in potential exposure shall report the incident to the Building Administrator (or Transportation Director, for Bus Drivers only) preferably within two (2) hours of when the incident occurred, providing names of all first aid providers involved, circumstances, and the date and time of the incident.
2. Incident is Documented
The Building Administrator (or Transportation Director) shall document the incident on the Report of Possible Employee Exposure to Blood/Body Fluids form.2.
3. Report Incident to School Nurse
The Building Administrator (or Transportation Director) shall immediately report the incident to the School Nurse, or Pottawatomie County Health Department, request Current Public Health Recommendations on treatment, and request that contact be initiated by the School Nurse with the source person, or parent/guardian of the source person, to seek consent for blood testing for HBV or HIV.
4. Inform Employee of Rights
The Building Administrator (or Transportation Director) shall explain to the employee, at the time the incident is reported, his or her right to a post-exposure medical evaluation and follow-up. If the employee desires an evaluation, assistance will be provided to the employee in contacting his/her health care provider to arrange for the post-exposure medical evaluation. It shall be recommended to the employee that this evaluation be conducted as soon as feasible in order to allow initiation of any necessary treatment within 24-72 hours of the incident.
5. Secure Written Release
The Building Administrator (or Transportation Director) should request from the employee a singed Employee’s Release of Medical Records to Health Care Provider which would allow release of all Medical Records maintained by the District relative to the employee to the employee’s Health Care Provider.
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POST-EXPOSURE MEDIAL EVALUATION AND FOLLOW-UP
An opportunity for a confidential post-exposure medical evaluation and follow-up, including the Hepatitis B immunization series and laboratory testing when recommended by the employee’s chosen health care provider, will be provided at the expense of the District to any employee involved in an incident resulting in potential exposure.
Post-exposure medical evaluation and follow-up shall be performed by the employee’s chosen health care provider according to Current Public Health Recommendations of the U.S. Health Service current at the time these evaluations and procedures take place.
The District will make sure that any laboratory tests required by the evaluation or follow-up procedures are conducted at an accredited laboratory.
A POST-EXPOSURE MEDICAL EVALAUTION AND FOLLOW-UP WILL INCLUDE
1. Documentation by the Building Administrator (Transportation Direct) on the Report of Possible Employee Exposure to Blood/Body Fluids, of the circumstances under which the exposure incident occurred, including the route(s) of the employee’s exposure.
2. Identification and documentation of the source individual, on the Identification and Consent of Source Individual form, whose blood or OPIMs caused the possible exposure, unless identification is infeasible or prohibited by law.
Unless the source individual is known to be infected with HBV or HIV, the District, through the Superintendent, in cooperation with the School Nurse, will seek the consent of the source individual for blood testing for HBV or HIV. Failure to obtain consent will be documented by the District. If the source individual consents, results of the source individual’s blood testing will be made available to the exposed employee, along with information on laws concerning the disclosure of the identity and infectious status of the source individual. 3. If the exposed employee consents, blood testing of his or her blood will be completed as soon as possible. If the employee consents to baseline blood collection, but not the HIV serologic testing, the blood sample will be retained for 90 days. The employee may request testing of the sample at any time during the 90-day period.
4. The exposed employee will be offered post-exposure prophylaxis in accordance with current recommendations of the U.S. Public Health Service. These recommendations are currently as follows: If the source individual has AIDS, is HIV positive, or refuses to be tested, the employee should be counseled regarding the risk of infection and evaluated clinically and serologically for evidence of HIV infection as soon as possible after the exposure. The employee should be advised to report and seek medical evaluation for any acute febrile illness that occurs within 12 weeks after the exposure. Retesting on a periodic basis may be necessary. During this follow-up period, especially the first 6-12 weeks after exposure, the employee should follow recommendations for preventing the transmission of the virus.
5. The exposed employee will be offered counseling concerning precautions to take during the period after the exposure incident. The employee will also be given information on what potential illnesses to be alert for and to report any related experiences to appropriate personnel. Reports should be made to the Superintendent.
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WORKING WITH THE HEALTH CARE PROFESSIONAL
EMPLOYEE’S HEALTH CARE PROVIDER SHALL BE PROVIDED BY THE DISTRICT
1. A copy of the OSHA Standard and Current Public Health Recommendations by the U.S. Public Health Service;
2. A copy of District Medical Records relative to the employee’s Hepatitis B vaccination status and any previous exposure incident(s) by the employee.
3. U.S.D. 323 Form Report of Possible Employee Exposure to Blood/Body Fluids
4. U.S.D. 323 Form Identification and Consent of Source Individual; including results of the source individual’s blood test (if available), and
5. U.S.D. 323 Form Health Care Provider Evaluation and Follow-Up Report.
WRITTEN OPINION OF THE HEALTH CARE PROVIDER
Following post-exposure evaluation, the health care provider shall provide the District with a copy of his or her written opinion within 15 days after the completion of the evaluation. This opinion shall include:
1. An opinion on whether Hepatitis B vaccination is indicated for the employee, and if the employee has received the vaccination;
2. A statement that the employee has been informed of the results of the evaluation; and
3. A statement that the employee has been informed about any medical conditions resulting from exposure to blood or OPIMs which require further evaluation or treatment.
All other findings or diagnoses shall remain confidential between the employee and the health care provider and shall not be included in the written opinion.
ACCESSIBILITY AND REVIEW
A copy of this Exposure Control Plan will be accessible to all employees of the District in the office of each building in the District. Any employee will be provided with a copy of the plan at no cost upon request. A copy of this plan will also be made available to KDHR upon request.
This Exposure Control Plan will be reviewed and updated at least annually, or whenever necessary to reflect new or modified tasks and procedures which affect occupational exposure, or to reflect new and revised job classifications. The Superintendent shall be responsible for scheduling the annual review of this plan.
This plan shall be in effect July 1, 1993.
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CONFIDENTIAL Rock Creek U.S.D. 323 Report of Possible Employee Exposure to Blood/Body Fluids
Employee’s Name______Date of Birth______Soc. Sec. No.______
Job Classification______Date of Incident______Time of Incident______am/pm
1. Where and how did the exposure occur? Include circumstances that led to this incident: (i.e. needle stick, splash, etc.)
2. Cause of injury/incident. Why did it happen: (i.e. accident, equipment malfunction, etc.)?
3. Personal protective equipment was in use at the time of the accident?
_____Gloves _____Gown _____None _____Other Specify
4. Which body fluids were involved in the exposure? Check all that apply. _____Blood or blood product _____Feces (blood contaminated) _____Saliva (blood contaminated) _____Vomit (blood contaminated) _____Urine (blood contaminated) _____Other
5. Was the exposed part: Check all that apply. _____Eye(s) _____Mouth _____Nose _____Other Specify _____Intact Skin _____Non-Intact Skin
6. Did the blood or body fluid: Check all that apply. _____Soak through clothing _____Soak through protective garment _____Touch unprotected skin _____Touch skin through gap between protective equipment
7. For how long was the blood or body fluid in contact with the skin or mucous membrane(s). _____Less than 5 minutes _____5-14 minutes _____15-60 Minutes _____More than 60 Minutes
8. Estimate the quantity of blood/body fluid that came in contact with the skin or mucous membranes. _____Small Amount (up to 5 cc or 1 teaspoon) _____Moderate Amount (up to 50 cc or ¼ cup) _____Large Amount (more than 50 cc or ¼ cup)
9. Was the exposure? _____Superficial (little or no bleeding) _____Moderate (skin punctured, some bleeding) _____Severe (deep stick/cut, or profuse bleeding)
10. Was the source individual known? _____Yes _____No (For specific information see Identification and Consent of Source Individual.)
11. Immunization status of employee prior to possible exposure: ____Refused Hepatitis B Vaccine ____Immune status to Hepatitis B (if known) ______Received Hepatitis B Vaccine – Dates: ______
12. Actions taken: Decontamination, clean-up, etc.
13. What should be done to prevent recurrence?
Employee Signature______Admin/Supervisor Signature______Report Prepared by ______Phone Number______Date______
Copy to: USD 323 Medical Records File Employee’s Health Care Provider (Return to U.S.D. 323 with Health Care Provider Evaluation and Follow-Up) 83
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CONFIDENTIAL
Rock Creek U.S.D. 323
Employee’s Release of Medical Records to Health Care Provider
Employee______Social Security Number______
Date of Possible Exposure Incident______
I, ______, hereby release all Medical Records maintained by Rock Creek U.S.D. 323 relative to my Hepatitis B vaccination status, including date(s) vaccinations were given, and any medical records relative to my ability to receive the vaccination, or my signed HBV Vaccination Declination Form and other Medical Records relative to any previous exposure incident(s) by myself.
______Signature of Employee Date Signed
______Signature of Witness Date Signed
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CONFIDENTIAL
Rock Creek U.S.D. 323
Identification and Consent of Source Individual
Source Individual______Date of Incident______
(Unless identification is infeasible or prohibited by law. In which case, see section below * for documentation of failure to obtain identification and/or consent of source individual.)
CONSENT
I hereby consent to have my blood tested for HBV/HIV. I understand this will be done at no expense to myself. I also give my permission for the transfer of such test results to the health care provider responsible in this incident for evaluation and follow-up and to the exposed individual whose course of care may be determined by such results. I have been given the chance to ask questions about testing and about this consent form.
______Signature of Source Individual Date Signed
______Address of Source Individual
______Phone Number of Source Individual
______Signature of Parent/Guardian if Source Individual is a Minor Date Signed
______Signature of Witness Date Signed
BLOOD TESTS RESULTS
_____Source Individual’s blood test results for HBV
_____Source Individual’s blood test results for HIV
Comments: (This information is to remain confidential with the exceptions consented to above.)
*FAILURE TO OBTAIN CONSENT
_____Source Individual refused to be identified.
_____Source Individual refused consent to be tested.
Comments:
______Signature of Employer or Employer’s Representative Date Signed 85
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CONFIDENTIAL
Rock Creek U.S.D. 323
Health Care Provider Evaluation and Follow-Up Report
Employee______Social Security Number______
Date Initially Seen by Health Care Provider______Date of Incident ______
EVALUATION AND FOLLOW-UP BY HEALTH CARE PROVIDER
____1. Review of Report of Possible Employee Exposure to Blood/Body Fluids and provision of first aid procedures.
____2. Identification and testing of the source individual unless identification is infeasible or prohibited by law. See Identification and Consent of Source Individual as completed by the employee’s employer.
____3. Testing of employee for HBV/HIV, and other tests as deemed necessary. The employee will be offered the option of having his/her blood collected for testing for HBV/HIV antibodies. The blood sample is to be preserved for at least 90 days to allow the employee to decide if the blood should be tested for HIV serological status. However, if the employee decides prior to 90 days to have the testing, the blood may be tested and blood sample discarded.
____4. Exposed employee offered post-exposure prophylaxis and counseling on risks and encouraged to report acute febrile illnesses that occur within twelve weeks after exposure if source individual is HIV positive or refuses testing. Evaluate reported illness which may stem from the incident. Six month post-exposure exam for HIV is recommended.
____5. Notify the employee of all testing results. The exposed employee will be instructed to maintain the confidentiality of the source individual’s name and infectivity according to Kansas State Law.
____6. Provide the employee’s employer, Rock Creek U.S.D. 323, Superintendent, P.O. Box 70, Westmoreland, KS 66549, 785-457-3732, with the following written opinion within 15 days of the completion of the evaluation.
HEALTH CARE PROVIDER’S WRITTEN OPINION TO USD 323
___YES ___NO 1. Was Hepatitis B vaccination indicated for the employee?
___YES ___NO If YES, has employee received such vaccine?
___YES ___NO 2. Was employee informed of the results of the evaluation?
___YES ___NO 3. Was employee told about any medical conditions resulting from exposure to blood or other potentially infectious materials which require further evaluation or treatment? ADDITIONAL COMMENTS: Written opinion is limited to Questions 1, 2 and 3 above.
______Signature of Health Care Provider Date Signed
NOTE: Expenses incurred during this evaluation and follow-up are the responsibility of Rock Creek U.S.D. 323. Health Care Provider’s Written Opinion to be provided to Rock Creek U.S.D. 323 within 15 days of the evaluation. Attachment: OSHA Standard and Current Public Health Recommendations by U.S. Public Health Service. Attachment: Copy of U.S.D. 323 Medical Records Relative to the Employee.
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Rock Creek U.S.D. 323
Blood borne Pathogens
H.B.V. VACCINATION DECLINATION FORM
File at U.S.D. 323 District Office
Date: ______
Employee: ______
I understand that due to my occupational exposure to blood or other potential infectious materials I may be at risk of acquiring Hepatitis B virus (HBV) infection. I have been given the opportunity to be vaccinated with Hepatitis B vaccine, at no charge to myself. However, I decline the Hepatitis B vaccination at this time. I understand that by declining this vaccine, I continue to be as risk of acquiring Hepatitis B, a serious disease. If, in the future, I continue to have occupational exposure to blood or other potentially infectious materials and I want to be vaccinated with Hepatitis B vaccine, I can receive the vaccination series at no charge to me.
______Employee Signature Date
______Signature of Employer or Employer’s Representative Date
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Rock Creek U.S.D. 323
Blood borne Pathogens
MEDICAL CARE DECLINATION FORM
File at U.S.D. 323 District Office
Date: ______
Employee: ______
I understand that due to my occupational exposure to blood or other potential infectious materials I may be at risk of acquiring Hepatitis B virus (HBV) or HIV infection. I have been given the opportunity to receive medical care per USD 323 Blood borne Pathogens policy at no cost to myself. However, I decline this service at this time.
______Employee Signature Date
______Signature of Employer or Employer’s Representative Date
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Rock Creek U.S.D. 323 Blood borne Pathogens TRAINING RECORDS
Training conducted by (and Qualifications)
Summary of the Contents of the Training (Specific Resources)
By my signature below I verify that I have received this date training as provided for by the Exposure Control Plan for Blood borne Pathogens in U.S.D. 323 and that all requirements for training, as specified on the attached, have been met.
Employee Trained Job Classification Date of Training
Note: Training records will be kept for at least three years from the date of the training.
THE Exposure Control Plan for Blood borne Pathogens in U.S.D. 323 TRAINING PROGRAM WILL CONTAIN, AT A MINIMUM, THE FOLLOWING:
1. A copy of the OSHA standard and explanation of its contents;
2. A general explanation of the epidemiology and symptoms of blood borne diseases;
3. An explanation of the modes of transmission of blood borne pathogens;
4. An explanation of the Exposure Control Plan and information on how the employee may obtain a copy of the Plan;
5. An explanation of the appropriate methods for recognizing tasks and other activities that may involve exposure to blood and OPIMs;
6. An explanation of the use of limitations of methods, such as engineering controls, work practices, appropriate hygiene and sanitation measures, and use of personal protective gloves, that will prevent or reduce exposure;
7. Information on the Hepatitis B vaccine, including information on its efficacy, safety, method of administration, benefits, and the conditions under which it is offered, free of charge, to employees.
8. Information on the appropriate actions to take and the persons to contact in an incident involving blood or OPIMs.
9. An explanation of the procedure to follow if a possible exposure incident occurs, including the method of reporting and the medical follow-up that will be made available at no charge.
10. Information on the post-exposure evaluation and follow-up following an exposure incident.
11. An explanation of labeling and color coding.
12. An opportunity for questioning the person conducting the training session. 89
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NOTICE OF PRIVACY PRACTICES
Rock Creek District 323, HEALTH INSURANCE PLAN (referred to as the “Group Health Plan”, “We” “Our” or “Us” in this document) This notice describes how Protected Health Information (PHI) about You may be used and how You can get access to the information.
PLEASE READ IT CAREFULLY
PHI is individually identifiable information about You. All of the following are examples of PHI: Demographic information; Your name, address, social security number and date of birth; or Medical information; elating to Your past, present or future physical or mental health that is collected/created/received from You, a health care provider, a health plan, employer or health care clearinghouse; or The providing of health care; or The past, present or future payment for providing health care to You.
OUR LEGAL DUTY We are required by applicable federal and state laws to maintain the privacy of Your PHI. We are also required to give You this notice about Our privacy practices, our legal duties, and Your rights concerning Your PHI. We must follow the privacy practices that are described in this notice while it is in effect. This notice takes effect on April 14, 2004 or the date coverage because effective for You whichever is later, and will remain in effect until We replace it.
We reserve the right to change Our privacy practices and the terms of this notice at any time, provided such changes are permitted by applicable law. We reserve the right to make the changes in Our privacy practices and the new terms of Our notice effective for all PHI that We maintain, including PHI WE created or received before We made the changes. Before We make a significant change in Our privacy practices, we will change this notice and send the new notice to Our health plan subscribers at the time of the change.
You may request a copy of Our notice at any time. For more information about Our privacy practices, or for additional copies of this notice, please contact Us using the information listed at the end of this notice. USES AND DISCLOSURES OF YOUR PHI We use the disclose PHI about You for treatment, payment and health care operation. For example: Treatment: We may disclose Your PHI to a doctor, hospital or other health care provider on request when necessary to assist in Your treatment. For example, we might disclose Your PHI to assist in case managements or precertification activities. Payment: We may use and disclose Your PHI to pay claims from doctors, hospitals and other providers for services delivered to You that are covered by Your health plan. For example, we might disclose Your PHI to determine Your eligibility for benefits, to coordinate benefits, to examine medical necessity and to issue explanations of benefits, to the person who subscribes to the health plan in which You participate. We may disclose Your PHI to a health care provider or entity subject to the federal Privacy rules so they can obtain payment or engage in these payment activities. Health Care Operations: We may use and disclose Your PHI in connection with Our health care operations. Health care operations include: Rating Our risk and determining contributions for Your health plan; Quality assessment and improvement activities; Reviewing the competence or qualifications of health care professionals, evaluating practitioner and provider performance, conducting training programs, accreditation, certification, licensing or credentialing activities. Medical review, legal services and auditing, including fraud and abuse detection and compliance; Business planning and development; and Business management and general administrative activities, including management activities relating to privacy, customer service, resolution or internal grievances, and creating de-identified PHI or a limited data set.
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We may disclose Your PHI to another entity which has a relationship with You and is subject to the federal Privacy Rules, for their health care operations relating to quality assessment and improvement activities, reviewing the competence or qualification of health care professionals, or detecting or preventing health care fraud and abuse.
ON YOUR AUTHORIZATION: You may give a written authorization to use Your PHI to disclose it to anyone for any purpose. If You give US an authorization, you may revoke it in writing at any time. Your revocation will not affect any use or disclosure permitted by Your authorization while it was in effect. Unless You give US a written authorization, we cannot use or disclose Your PHI for any reason except those described in this notice.
TO YOUR FAMILY AND FRIENDS: We may disclose Your PHI to a family member, friend or other person to the extent necessary to help with Your health care or with payment for Your health care. We may use or disclose Your name, location and general condition or death to notify or assist in the notification for (including identifying or locating) a person involved in Your care. Before We disclose Your PHI to a person involved in Your health care or payment for Your health care, we will provide You with an opportunity to object to such uses or disclosures. If You are not present, or in the event of Your incapacity or an emergency, we will disclose Your PHI based on Our professional judgment of whether the disclosure would be in your best interest.
UNDERWRITING: We may receive Your PHI for underwriting, premium rating or other activities relating to the creation, renewal or replacement of a contract of health insurance or health benefits. We will not use or further disclose this PHI for any other purpose, except as required by law, unless the contract of health insurance or health benefits is placed with Us. In that case, our use and Disclosure of Your PHI will only be as described in this notice.
DISASTER RELIEF: We may use or disclose Your PHI to a public or private entity authorized by law or by its charter to assist in disaster relief efforts.
PUBLIC BENEFIT: We may use or disclose YOUR PHI as authorized by law for the following purposes deemed to be in the public interest or benefit:
As required by law For public health activities, including disease and vital statistics reporting, child abuse reporting, FDA oversight, and to employers regarding work-related illness or injury; To report adult abuse, neglect or domestic violence; To health oversight agencies; In response to court and administrative orders and other lawful processes; To law enforcement officials pursuant to subpoenas and other lawful processes, concerning crime victims, suspicious deaths, crimes on Our premises, reporting crimes in emergencies and for purposes of identifying or locating a suspect or other person; To coroners, medical examiners and funeral directors; To organ procurement organizations; To avert a serious threat to health or safety; In connection with certain research activities; To the military and to federal officials for lawful intelligence, counterintelligence and national security activities; To correctional institutions regarding inmates; and As authorized by state worker’s compensation laws.
HEALTH RELATED SERVICES: We may use Your PHI to contact You with information about health-related benefits and services or about treatment alternatives that may be of interest to You. We may disclose Your PHI to a business associate to assist US in these activities. We may use or disclose Your PHI to encourage You to purchase or use a product or service by face-to-face communication or to provide You with promotional gifts.
INDIVIDUAL RIGHTS Access: You have the right to look at or get copies of Your PHI, with limited exceptions. You may request that We provide copies in a format other than photocopies. We will use the format You request unless We cannot practicably do so. You
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USD 323 Rock Creek Schools Employee Handbook 2019-2020 must make a request in writing to obtain access to Your PHI when You make the request as an exercise of Your HIPPAA Privacy rights. Many records are available without making the request as an exercise of HIPPA Privacy rights. You may obtain a form to request access by using the contract information listed at the end of this notice. If you request copies, WE will charge You a fee for the costs of copying, other supplies and postage if You want the copies mailed to You and staff time associated with Your request. For information maintained off-site in archival warehouses or that is not reasonably identify-able and accessible, We will charge the actual cost of the time and other resources required to make the information available. If You request an alternative format, We will charge a cost-based fee for providing Your PHI in that format. If You prefer, We will prepare a summary or an explanation of Your PHI for a fee. Contact US using the information listed at the end of this notice for a full explanation of Our fee structure. Disclosure Accounting: You have the right to receive a list of instances in which We or Our business associates disclosed Your PHI for Purposes other than for treatment, payment, health care operations, as authorized by You, and for certain other activities since April 14, 2004 or the date coverage became effective for You, whichever is later. For example, We would account for Your PHI or demographic information We disclose during an audit by a government oversight agency or pursuant to a court order. You must make Your request in writing. We will provide You with the date on which We made a disclosure, the name of the person or entity to whom We disclosed Your PHI, a description of the PHI We disclosed, the reason for the disclosure and certain other information. If You request this accounting more than once in a 12-month period, We may charge You a reasonable, Cost-based, fee for responding to these additional requests. Contact Us using the information listed at the end of this notice for a full explanation of Our fee structure and how to make Your request. Restriction: You have the right to request that We place additional restrictions on Our use or disclosure of Your PHI. You must make a request in writing if You wish to request additional restrictions. You may obtain a form to request additional restriction by suing the contact information listed at the end of this notice. We are not required to agree to these additional restrictions, but if We do, We will abide by Our agreement (except in an emergency). Both Your request and any agreement to additional restrictions must be in writing signed by the person making the request and (of Our agreement) by a person authorized to make such an agreement on Our behalf. We will not be bound unless Our agreement is so stated in writing. Confidential Communications: You have the right to request that We communicate with You about Your PHI by alternative means or to an alternative location. You must make Your request in writing, and You must state that the information could endanger You if it is not communicated in confidence as You request. We will accommodate Your request if it is reasonable, specifies that alternative means or location and continues to permit US to collect premiums and pay claims under Your health plan, including issuance of explanations of benefits to the subscriber of the health plan in which You participate. An explanation of benefits issued to the subscriber for health care that You received for which You did not request confidential communications or about the subscriber or theirs covered by the health plan in which You participate may contain sufficient information to reveal that You obtained health care, even though You requested that We communicate with You about that health care in confidence. Other transactions under the membership may also detract from the level of confidentiality You might obtain from an alternate communication or address. Amendment: You have the right to request that We amend Your PHI. Your request must be in writing, and it must explain why the information should be amended. If you need information about making a request or amendment, contact Us using the contact information listed at the end of this notice. We may deny Your request if We did not create the information You want amended and the originator remains available or for certain other reasons. If We deny Your request, We will provide You a written explanation. You may respond with a statement of disagreement to be appended to the information You wanted amended. If We request to amend the information, We will make reasonable efforts to inform others, including giving people Your name, of the amendment and to include the changes in any future disclosures of that information. Electronic Notice: If You receive this notice on Our website or by electronic mail (e-mail), You are entitled to receive this notice in written form. Please contact Us using the information listed at the end of this notice to obtain this notice in written form. QUESTIONS AND COMPLAINTS If you want more information about Our privacy practices or have questions or concerns, please contact Us using the information listed below. If You are concerned that We may have violated Your privacy rights, or You disagree with a decision We made about access to Your PHI or in response to a request You made to amend or restrict the use or disclosure of Your PHI or to have US communicate with you by alternative means or at an alternative location, You may complain to Us using the contract information listed below. You also may submit a written complaint to the U.S. Department of Health and Human Services. We will provide You with the address to file Your complaint with the U.S. Department of Health and Human Services upon request. We support Your right to the privacy of Your PHI. We will not retaliate in any way if You choose to file a complaint with Us or with the U.S. Department of Health and Human Services. 92
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HEALTH RECORDS
(Request for Amendment Form)
TO:______, the (323 District) privacy official.
FROM:______
Date: ______
I request that the district make the following amendment to protected health information:
I would like the amendment made for the following reason(s):
Note: The reader is encouraged to review policies and/or procedure for related information in this administrative area.
Rock Creek USD 323
Approved: March 9, 2005
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PROFESSIONAL DEVELOPMENT PLAN
USD 323 Rock Creek
www.rockcreekschools.org
Revised July 2017
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