SOLEDAD UNIFIED SCHOOL DISTRICT STAFF HANDBOOK 2017/2018 DISTRICTWIDE INFORMATION TABLE OF CONTENTS
Page Number
Mission & Vision………………………………………………………………………………... 1 District Goals………………………………………………………………... 2
STAFF
Board of Trustees/Administration/Confidential/ Support/ 3-4 Maintenance……………………………………………………………………………………… 5
ADMINISTRATIVE REGULATIONS Computer Attendance………………………………………………………………………………….. 6-9 Instructional Materials Procedures……………………………………………………………… 9-10 School Site Regulations for Certificated Staff & Pupils…………………………………… 11-14 Emergency Procedures/Fire Drills/Toxic Fume/Earthquake/Code Blue……….. 14-15 Accident & Sudden Illness Procedures………………………………………………………….. 16 Emergency Medical Treatment/Nuisance & Infectious Diseases……………………. 17-19 Student Behavior Policy and Management System………………………………………… 19-23
PERSONNEL Employees’ Annual Performance Review Schedule……………………………… 24 Regulations and Information (including Standards for Customer Service & Health & Welfare Benefits)...... 25-36 Absence Procedures……………………………………………………...... 37 Uniform Complaint Procedures………………………………………………………….. 38-53 Awards/Staff Recognition………………………………………………………………….. 54 Staffing…………………………………………………………………...... 55-66
BUDGET MANAGEMENT & OPERATIONS Budget Overview………………………………………………………...... 67 Purchasing Procedures, Travel/Reimbursement of Expenses……………… 68-74 Maintenance Requests……………………………………………………………………….. 75 Field Trip Transportation & Procedures for School Site Administrators……………………………………………………………………………...... 76-78
Soledad Unified School District
Vision Statement
Soledad Unified School District students will demonstrate high levels of literacy in all academic fields, use effective thinking and productive organizational skills, show positive and healthy personal and civic responsibility, express the ability to be both independent and cooperative, appreciate diverse cultures, and develop meaningful and rewarding social relationships. Our students will achieve their best and be a source of pride for themselves, their parents, their community, and the world.
Mission Statement
The results of the Soledad Unified School District’s efforts will be evidenced by:
Students:
Increasing levels of success on standards based achievement measures.
Staff:
Employ and retain administrators, teachers and support staff who are highly-qualified, dedicated, and effective, hold themselves and students to high personal and academic expectations and demonstrate continuous self improvement that drives program and student success.
Educational Program:
Provide a vigorous, high-quality, engaging and targeted educational program that prepares our diverse students to meet or exceed district and state standards, and state and national performance targets that teaches the skills to inspire students to be life-long learners, and supports success in higher education, employment, citizenship, and family life.
Facilities, equipment, and materials:
Provide safe and secure facilities that are clean and well-maintained, well-planned and state-of-the-art; with a sufficient number of current textbooks and instructional materials that are aligned to standards.
Learning environment:
Maintain a learning environment that is caring, nurturing, and positive, and demonstrates trust, respect, and tolerance among all the schools’ stakeholders.
Strategic partnerships:
Establish and maintain partnerships with community, business, government leaders, and post secondary institutions that secure and maximize resources and talents.
1
Soledad Unified School District District Goals/LCAP Goals
Graduation Rate: Rethink our school structures, time, and space to inspire students and provide personalized and transformational learning experiences and college and career pathways for high school students
Proficiency for All SUSD will provide a high quality and comprehensive instructional program
Safety All District Departments and school sites will provide a safe and secure environment for all students.
Parent Involvement SUSD will ensure students, staff, parents, and the community are both satisfied and engaged.
High Quality Staff SUSD will attract, recruit, support and retain a high effective and diverse workforce.
Support EL Students & Other Sub Groups Provide Professional Development to support the achievement of ELs and other subgroups who may be struggling academically.
2
As of August 2017
2017/2018 THEME: “Discover What’s Possible”
BOARD OF TRUSTEES
NAME OFFICE TERM EXPIRES
ADMINISTRATION
Mr. Timothy J. Vanoli Superintendent
Mr. Jorge Z. Guzman Associate Superintendent of Ed Services
Ms. Marilyn Cline Executive Director of Human Resources Mrs. Leticia Diaz Mrs. Lupe Munguia Director of Classified Personnel & Workers’ Comp Personnel Coordinator
Mr. Cesar Vega Mr. Nathan Moreno Chief Business Officer Special Education Coordinator
Mr. Fernando Cubias Mrs. Lori Morones Director of Fiscal Services SpEd & Preschool Coordinator
Ms. Annette Trujillo Mr. Louis Vallejo Director Technology Director of Maintenance, Operations & Facilities
Dr. Dianne Witwer Director of Student Services, Assessment & Accountability
Ms. Erin Ramirez Special Projects Coordinator
Ms. Julia Turner New Teacher/Support Coordinator
3
ELEMENTARY PRINCIPALS Mr. Richard Radtke Ms. Abbie Madsen Principal (Frank Ledesma Elementary) Principal (Gabilan Elementary)
Ms. Leslie Davis Mr. Tommy Frank Principal (Jack Franscioni Elementary) Principal (Rose Ferrero Elementary)
Mr. Jaime Calderon Principal (San Vicente Elementary)
SECONDARY PRINCIPALS Mr. Eric Olsen Mr. Jeffery James Principal (Main Street Middle School) Principal (Soledad High School)
Mr. Felipe Maturino Mr. Nathan Walker, Assistant Principal Assistant Principal, Main Street Middle School Soledad High School
Ms. Mel Kuchta, Assistant Principal Soledad High School
Mr. Jeffrey Lopez Principal Community Education Center
4 DISTRICT OFFICE CONFIDENTIAL STAFF Irma Chavez-Firme, Executive Secretary Maria Torres, Assistant Executive Secretary MariaVillalobos, Human Resources Specialist Nancy Terrones, Health & Welfare Specialist
BUSINESS DEPARTMENT STAFF Vanessa Guajardo, Certificated Payroll Technician Melissa Silva, Classified Payroll Technician Aimee Beleu, Accountant Guadalupe Reyes, Accountant Daisy Alcala, Accounts Payable Rosie Navarro, Accounts Payable
TECHNOLOGY DEPARTMENT Marta Martinez, CALPADS/CSIS Specialist John Little, Network Administrator Greg Quitevis, System Administrator Ezequiel Zuñiga, Mobile Systems Administrator Lucero Zuñiga, Computer Tech I Edgar Leos-Almanza, Computer Tech I Vickie Quitevis, Attendance Supervisor
SUPPORT SERVICES STAFF Lupe Calderon, Secretary I Aidee Aldaco, District Wide Intervention Coordinator Kaniz Frank, Student Support Coordinator II Vicenta Martinez, Truancy Clerk Sandra Celio, 21st Century Clerk Annette Aguilar, Library Supervisor
MAINTENANCE & OPERATIONS Rachel Perez, Secretary I Valerie Mansfield, Bus Dispatcher Abel Estrada Garcia, Plumber Gustavo Martinez, Delivery Driver/Bus Driver Rafael Chavez, Maintenance Eric Rodriguez, Maintenance Alfredo Valdez, Electrician Fernando Hernandez, Groundsperson Sergio, Macias Gonzalez, Groundsperson/Bus Driver Ramiro Perez, Groundsperson/Bus Driver Armando Sanchez, Groundsperson/Bus Driver Jose Suarez, Groundsperson/Bus Driver Sim Fallan, Mechanic III
5 Administrative Regulations
Computer Attendance K-12 Attendance Procedures
The accuracy of taking attendance is very important. First, it is an audit item; secondly, it generates our funding. Our district’s goal is to have a 98% attendance rate. We want students at school learning.
I. Overview 1. Aeries Student Information System a. The Aeries Student Information System by Eagle Software holds all the attendance, demographic, and grades for all students in the district. b. Teachers access Aeries through the Aeries website aeries.soledadusd.org/aeries.net. Any device with internet access can access the website. c. To access Aeries users need a user name, password, and the address (URL) above.
2. Teacher Training and Support a. The site principals will provide A New Teacher Attendance Inservice during the inservice days prior to the opening of school. b. The Technology Department will provide all new teachers with both an Aeries user name and password prior to the first student school day. c. At the start of the school year, the principal will provide all teachers with the most recent version of Taking Attendance with The Aeries) and any additional information and instructions to ensure accurate attendance keeping. d. The district will post all information related to taking attendance on-line at www.soledadusd.org. From the main Soledad USD webpage, navigate using the links on the main menu to Our District, then Technology. On the technology website, there will be more information on Aeries. II. Absences 1. Types of Absences a. All absences are legally interpreted as being "excused" or "unexcused". b. Excused absences are due to illness, medical or dental appointments, a death in the immediate family or other. c. Excessive absences for illness require verification from a physician. d. Unexcused absences are: oversleeping, missed ride to school, care for others in the family, shopping, paying fines, studying, car didn't start, vacation, visiting friends or relatives, lack of clothing, etc. e. There is a link from the teacher’s main screen to a complete list of Aeries absence codes and their description.
6 2. Field Trips/Activities a. As part of your field trip/activity planning, you need to let the office know which students will be participating in the field trip/activity, the day and time it will occur, and which students will be participating. b. If the field trip/activity is going to occur during the school day, you also need to let the rest of the faculty know at least one week in advance. c. The attendance office will clear any absences that may result. d. Before departure, teachers must notify the office of a student’s absence. Follow-up can then be conducted to determine why any of the students who should have been present were not. III. Classroom Attendance 1. Elementary teachers (Grades K-6) will take attendance each morning during the first 15 minutes of school. Secondary teachers (Grades 7-12) will take attendance during the first 15 minutes of each period. 2. Teachers record absences using the Aeries website on any device with internet in the classroom. The address is located under Quick links on the left hand side of the district’s webpage www.soledadusd.org. 3. Teacher must click Submit for the attendance to be recorded in the main Aeries database. Teachers may click submit more than once while taking attendance during the first 15 minutes of each day or period. 4. Correcting Attendance Errors a. Errors discovered in the first 15 minutes: Teachers may correct errors made during the first 15 minutes of each day or the first 15 minutes of each period by using Aeries Web. Log into Aeries, correct the error, and submit the attendance. b. Errors discovered after the first 15 minutes but on the current attendance day: After the first 15 minutes of the day or period have passed, the teacher must contact the site attendance clerk to have any errors corrected. c. Errors discovered on previous attendance days: Teachers cannot correct any errors from a previous attendance day in Aeries. They must contact the attendance clerk about the error. The attendance clerk will verify that the change needs to be made and, if verified, will make the change in the Aeries database. Once the attendance clerk makes an attendance change, it will appear in the teacher’s Aeries account. The attendance clerk may have the teacher fill out a change of attendance form explaining the attendance correction. If a change of attendance form is used, then it will be filed and kept for attendance auditing purposes. d. All attendance errors must be corrected before the end of an attendance month. The Soledad USD School Calendar shows the start and end of each attendance month. 5. At the end of each week, the teacher or the attendance clerk will print out a Classroom Weekly Attendance Report. The teacher reviews, makes any corrections, signs and returns form to the attendance clerk. 6. These reports and forms are filed and kept for attendance records and auditing purposes. 7. Attendance Back-Up Plan (or what to do when the Aeries website and/or network is down!)
7 a. If the Aeries website and/or network is not working, the attendance office will provide you with a class roster to mark attendance on. b. The attendance office will record the attendance from each class roster into the Aeries database once the system is back on-line. c. Make sure to keep your own attendance records up-to-date as well. IV. Absence Verification 1. The attendance clerk prints out the Students with Unverified Absence report once a day for elementary schools and once each period for secondary schools, This report lists all the students who are absent. 2. The clerk uses this report to contact parents to verify student absences, log reasons for absences, and make corrections to the absence report. 3. If a student has been marked absent by error, and it is more than 15 minutes after the start of the school day or after the start of the period, the teacher must contact the site attendance clerk immediately and inform the clerk of the error. The Attendance Clerk does not want to make any unnecessary phone calls to the parent. 4. If corrections are needed, the clerk will make the necessary corrections in Aeries. 5. No changes may be made to any attendance code after the end of an attendance month. Thus, attendance must be verified as soon as possible. V. Clearing Absences 1. Important: All absences must be cleared before the end of an attendance month. The district registrar will not change any attendance code after the end of the attendance month and the completion of the district Monthly Attendance Report. Thus, the immediate clearance of an absence is very important. 2. Students have three days to clear an absence. 3. The attendance clerk will change any unverified absence (Code A) to an "unexcused" absence (Code U) automatically after three days. 4. Although the office will be working to clear absences, it is important for all teachers to help in clearing absences. 5. Teachers need to remind those students who have unverified absences (Code A) in Aeries attendance to clear these as soon as possible. If you can verify an absence, e.g. you know the student was in the counseling office, on a field trip or an activity with you, etc., please notify the attendance clerk as soon as possible. 6. It is the student and parent's responsibility to notify the Attendance Office when a student is absent from school. 7. A phone call from the parent should be made the morning of the day of the absence or in the morning of the day the student returns to school. 8. If a parent or guardian calls the school to explain an absence, it is recorded first on the Telephone Absence Log and then on the Students with Unverified Absence report. 9. If a phone call is not possible, the student must bring a note signed by the parent or guardian explaining the absence. 10. All notes must show the full student name, dates or periods of absence and the reason for the absence.
8 VI. Average Daily Attendance (ADA) Reporting 1. At the close of each Attendance Month, the attendance clerk runs and prints a Monthly Attendance Summary with its corresponding Report. 2. The attendance clerk sends this report to the district registrar. 3. The district registrar uses the information from this report to complete attendance reports to the State Department of Education. 4. Average Daily Attendance (ADA) funding is allocated to the district based on this report. Most staff salaries are funded fully or partially by ADA funds.
INSTRUCTIONAL MATERIALS ORDER PROCEDURES I. PROCEDURES FOR PRINTING ORDERS
Each department is responsible for their printing. Bulk print orders will be done through Office Depot or Kinkos and with the approval of the site principal and/or supervisor. School sites and departments must submit a purchase order requisition prior to placing the order with Office Depot; therefore, it is imperative that each department/site plan ahead of time.
All district approved forms will be available on the district’s website for your use and convenience. Contact your school site secretary if you have any questions or need help.
II. PROCEDURES FOR ORDERING TEXTBOOKS AND INSTRUCTIONAL MATERIALS AT SCHOOL SITES
A. Teacher submits order on Instructional Materials Requisition form to Principal for approval. B. Form is forwarded to appropriate personnel to be filled by Library Clerk. C. Order is filled within 24 hours or sooner and pink copy is attached to order. D. Teacher picks up orders at the designated area. E. The yellow copy is sent monthly to the Principals so that consumable items can be charged to the teachers’ accounts. F. Each school site principal is responsible for providing an end-of-year textbook inventory to the Assistant Executive Secretary. G. Core Materials will be ordered by the Department of Educational Services at the District Office. Core materials are approved by the Board of Trustees. H. Supplemental materials will be ordered and handled at the site level.
NOTE: All textbooks assigned to an individual room must be returned to that room prior to the end-of- the year inventory. The site principal will provide directions.
IV. PRINTED MATERIALS FOR STUDENTS
These administrative regulations are prepared by the Superintendent to insure the reproduction of quality - legible printed materials for all district students.
Instructional staff has the responsibility of providing clear and suitable student printed materials through the use of these regulations.
Office copiers are for the function of duplicating office needs and are used by clerical staff exclusively.
9
The following regulations detail the orderly process for each system and define staff responsibilities:
A. SCHOOL PRINTERS/COPIERS (PRIMARY USE)
1. Each teacher will make their determination of daily-weekly needs and print their own materials on the school copier. 2. Each teacher will be issued a meter number for the copier. This number must be entered into the meter before the copier will work. The meter will calculate the total number of copies on a monthly basis. 3. All costs for operating and servicing the school copier will be expenditure charged to the school budget. 4. Teachers will be in serviced by the appropriate personnel before using the copiers. 5. Clerical staff are solely authorized to load the machine; audit logs and clear all machine malfunctions. 6. Only by the expressed approval of the Principal, will an instructional aide be assigned to duplicate materials for individual teachers. 7. Only instructional materials are allowed for copies. Copiers are not be used for personal copies. Personal copies can be made at the District Office at a cost of 25¢ per copy at the employee’s expense.
B. BULK PRINTING 1. Any bulk printing can be done through Office Depot or Kinkos and must have the approval of the site principal.
C. COPYRIGHT LAW
1. All reproductions of materials on district equipment shall be done in compliance with federal copyright laws. 2. Government regulations and district policy 6162.6 describing prohibited and permitted reproduction shall be followed by all employees. 3. Written permission from the copyright holder shall be obtained prior to the duplicating of any copyright material. Violations of this regulation could result in personal liability.
D. MANAGEMENT AND RECORD KEEPING 1. Each school sites will compile their own copying records for submission to the Business Office (for each copier) on the last working day of each month. 2. All related costs for copying will be prorated to the respective accounts by the Business Office. 3. All service agreements and contracts will be developed, maintained and budgeted by the Business Office. 4. Any unique maintenance needs will be coordinated by the Business Office. 5. Delivery of paper orders and supplies will be the responsibility of the school site principal. 6. Any budget overruns could result in loss of service for the remainder of the year, or a charge to the next year’s allocation for instructional materials.
10 SCHOOL SITE REGULATIONS CERTIFICATED STAFF AND PUPILS
ARRIVAL AND DEPARTURE OF CERTIFICATED STAFF: All certificated staff will arrive at school no later than fifteen (15) minutes prior to the instructional day. Teachers are to be at their classrooms five (5) minutes prior to the bell for their assigned students. The work day for teachers, Kindergarten through twelfth grade, is 7:45 A.M. to 3:25 P.M. Teachers need to notify their school office whenever they leave the building, including lunch time, so that emergency calls involving them can be processed properly.
As per contract: “teacher’s” workday preceding holidays will be shortened by thirty-five (35) minutes as related to the teacher’s regular day. On Mondays, Thursdays, and Fridays, teachers may leave early anytime up to 35 minutes if their professional services are not needed for meetings and their professional duties have been completed. It is agreed and understood that professional teachers will put in all of the time required to adequately prepare lessons, assess student progress, keep required records, communicate with parents, prepare and maintain their room environment, complete student supervision duty assignments, and attend meetings and inservices on these days.
BOYS’ AND GIRLS’ RESTROOMS Requests to use restroom during academic periods should be granted infrequently. Teachers should not send more than one student out of the room at a time. Teachers should make frequent checks of restrooms between periods and during preparation periods.
BOOKS All books are stamped and numbered inside the front cover with a label, indicating “issued to.” The current student-user’s name should be recorded on this label. Teachers must keep a record of book numbers and the students to whom the books have been assigned. Students are expected to return textbooks and reference books in the same condition as when they were issued (with consideration given for reasonable wear). Pupils who lose or damage books will be charged accordingly. Students must cover textbooks that will be transported to and from school.
HOMEWORK As per Board Policy 6154(a); “Homework is the responsibility of the student. It is the student’s job to develop regular study habits and to do most assignments independently. The Board encourages teachers at all grade levels to use the parent/guardian as a contributing resource and to structure homework assignments so as to involve the parent/guardian without diminishing the student’s sense of responsibility. When assigning homework which involves interaction with parents/guardians, teachers should include instructions which show how parents/guardians can best help their children.”
As per AR 6154; “The District Curriculum Council has recommended revisions to the administrative regulation on homework which includes guidelines for the assignment of homework and describes the responsibilities of students, staff and parent/guardians. This Administrative Regulation (AR 6154) shall serve as the District-wide homework procedures. Each school shall inform parents/guardians as to how much time on homework will be expected and how homework relates to the student’s grades.”
11 HOMEWORK FOR ELEMENTARY GRADES (K- 6 ) 1. Students are expected to spend an average of 20-30 minutes on homework at the primary level (grades K-2) and an average of 40-60 minutes at the intermediate level (grades 3-5), four or five days a week. These are average times. Students work at different rates. Most students should be able to finish their homework within these time frames. 2. Kindergarten homework assignments should stimulate students to talk often with their parents/guardians. Parents/guardians are encouraged to read to their children. 3. Homework assignments in grades K-2 will promote the development of skills, finish work started in class, and encourage family participation. 4. In grades 3-5, homework will continue to reinforce skill development, finish work started in class and encourage family participation. Assignments will help develop good personal study habits and will include occasional special projects. Teachers should instruct students on how to develop good study techniques and habits. 5. Homework assignments will not require use of encyclopedias or other specialized materials unless sufficient time is allowed for students to get such materials from the library. 6. In grade 6, students are expected to spend an average of 60-90 minutes daily on homework four or five days a week.
HOMEWORK FOR MIDDLE SCHOOL GRADES (7- 8) 1. Students are expected to spend an average of 60 to 90 minutes daily on homework, four or five days a week. 2. Teachers of academic subjects will provide regular homework activities which promote the development of skills, as an extension of work started in class to provide students with the opportunity to grow academically. 3. The teaching staff will coordinate assignments to the extent possible so that students do not receive an overload of homework assignments one day and very little the next.
HOMEWORK FOR HIGH SCHOOL GRADES (9- 1 2 ) 1. Students are expected to spend an average of 30-40 minutes daily on homework for each academic class. This will give students an average of 1 ½ to 2 hours of homework each day.
SUPERVISION OF STUDENT ACTIVITIES All student activities, including meetings of subcommittees, rehearsals, and preparation for dances, must be supervised by a faculty member. If the sponsor or advisor of the club, activity, or the class is not available, the administration must be notified so that other arrangements can be made. Use of the building after school hours must be reserved in advance through the principal.
Teachers are expected to support their school programs and activities. Student Technology Acceptable Use Agreement and Student Internet Safety Policy
On December 9, 2015 the Board of Trustees of the Soledad Unified School District approved the Board Policy 6163.4:
12 STUDENT USE OF TECHNOLOGY
The principal or designee shall oversee the maintenance of each school's technological resources and may establish guidelines and limits on their use. All instructional staff shall receive a copy of this board policy and Exhibit 5163.4 (District’s Acceptable Use Agreement) describing expectations for appropriate use of the system and shall also be provided with information about the role of staff in supervising student use of technological resources. All students using these resources shall receive instruction in their proper and appropriate use.
Teachers, administrators, and/or library media specialists shall prescreen technological resources and online sites that will be used for instructional purposes to ensure that they are appropriate for the intended purpose and the age of the students.
Online/Internet Services: User Obligations and Responsibilities
Students are authorized to use district equipment to access the Internet or other online services in accordance with Board policy, the user obligations and responsibilities specified below, and the district's Acceptable Use Agreement.
1. The student in whose name an online services account is issued is responsible for its proper use at all times. Students shall keep personal account numbers and passwords private and shall only use the account to which they have been assigned.
2. Students shall use the district's system safely, responsibly, and primarily for educational purposes.
3. Students shall not access, post, submit, publish, or display harmful or inappropriate matter that is threatening, obscene, disruptive, or sexually explicit, or that could be construed as harassment or disparagement of others based on their race/ethnicity, national origin, sex, gender, sexual orientation, age, disability, religion, or political beliefs.
Harmful matter includes matter, taken as a whole, which to the average person, applying contemporary statewide standards, appeals to the prurient interest and is matter which depicts or describes, in a patently offensive way, sexual conduct and which lacks serious literary, artistic, political, or scientific value for minors. (Penal Code 313)
4. Unless otherwise instructed by school personnel, students shall not disclose, use, or disseminate personal identification information about themselves or others when using email, chat rooms, or other forms of direct electronic communication. Students also shall be cautioned not to disclose such information by other means to individuals contacted through the Internet without the permission of their parents/guardians.
Personal information includes the student's name, address, telephone number, Social Security number, or other personally identifiable information.
5. Students shall not use the system to encourage the use of drugs, alcohol, or tobacco, nor shall they promote unethical practices or any activity prohibited by law, Board policy, or administrative regulations.
6. Students shall not use the system to engage in commercial or other for-profit activities.
7. Students shall not use the system to threaten, intimidate, harass, or ridicule other students or staff.
13 8. Copyrighted material shall be posted online only in accordance with applicable copyright laws. Any materials utilized for research projects should be given proper credit as with any other printed source of information.
9. Students shall not intentionally upload, download, or create computer viruses and/or maliciously attempt to harm or destroy district equipment or materials or manipulate the data of any other user, including so-called "hacking."
10. Students shall not attempt to interfere with other users' ability to send or receive email, nor shall they attempt to read, delete, copy, modify, or use another individual's identity. AR 6163.4(c)
11. Students shall report any security problem or misuse of the services to the teacher or principal.
The district reserves the right to monitor use of the district's systems for improper use without advance notice or consent. Students shall be informed that computer files and electronic communications, including email, are not private and may be accessed by the district for the purpose of ensuring proper use.
Whenever a student is found to have violated Board policy, administrative regulation, or the district's Acceptable Use Agreement, the principal or designee may cancel or limit a student's user privileges or increase supervision of the student's use of the district's technological resources, as appropriate. Inappropriate use also may result in disciplinary action and/or legal action in accordance with law and Board policy.
TUTORING- EXTRA HELP Teachers are charged with the task of helping each child to achieve to his/her maximum capacity. Often it is necessary to give students extra help and encouragement to meet the challenge. As educators and professionals, we are expected to give this additional help after school. Parents must be informed before teachers keep students after school. They will appreciate the interest and concern. More importantly, the child will know that someone cares enough to help him/her to be successful.
SMOKING As of July 1, 1995, the Soledad Unified School District has implemented a smoke-free work place pursuant to board policy.
EMERGENCY PROCEDURES
FIRE DRILLS Fire drills will be held periodically. They will be unannounced. Specific information concerning exit routes will be issued by the site principal and are indicated on each school site map.
General procedures include the following:
1. All teachers must post exit information signs by their classroom doors. 2. All teachers must assist in the supervision of fire drills. 3. Teachers must insure a quick and orderly exit from the buildings and close the door. 4. Upon arrival at their appointed outdoor stations, teachers must conduct a roll call of their students to ensure that all students are accounted for during the drill. 5. Teachers will continue to supervise their class throughout the drill.
14 6. Teachers and students must use alternate exits when necessary. These should be identified in advance.
FIRE SMOKE
We monitor air quality using the www.mbard.org website and activate a “rainy day” schedule if air quality is poor.
TOXIC FUME ACCIDENTS If danger of toxic fumes from outside sources is present, teachers will be notified of the danger via the P.A. system.
In the event that the class is indoors, general procedures include the following:
1. Teachers and students must stay in the classroom, with the doors and windows closed. 2. Teachers and students should lie flat upon the floor, face down. 3. Teachers and students should place their faces on sweaters, coats, or any bulky cloth material if possible. They should breathe through the cloth. (DO NOT WET THE CLOTH) 4. Communications via the P.A. system should be continuous to calm and quite students. 5. Teachers and students must remain on the floor, breathing through cloth if possible, until further instructions are given via the P.A. system. 6. Teachers should be aware of emergency treatment for care of toxic skin burns. This information will be provided to the site principals.
In the event that the class is outside, or on the yard, the teacher will take the class to the nearest empty classroom and follow the procedures above.
If the danger from toxic fumes is from a source in the classroom, the teacher will supervise a quick and orderly exit from their class, closing the door behind them. They will then ensure that the office is notified.
EARTHQUAKE PROCEDURES Earthquake drills will be held periodically. They will be unannounced. Specific information concerning earthquake drills will be issued by the site principal.
General procedures include the following:
1. During the earthquake, teachers must immediately instruct their students to “duck and cover.” (Body under desk. Head on knees holding on to the legs of the desk or table). 2. After actual earthquake/earthquake drill, an all clear call should be announced over the P.A. system. 3. After the all clear call/actual earthquake, teachers and students will await further instructions regarding evacuation. 4. In the event of building evacuation, teachers and students should follow the same exit procedures provided for fire drills.
CODE BLUE Code Blue drills will be held periodically. They will be unannounced. “Code Blue” is called when there is a danger on the school grounds.
General procedures include the following: 1. When students are inside and a “Code Blue” is called, an adult will close and lock the doors. Windows and drapes should be closed. All are to remain inside until an all clear is called. 2. When students are outside and a “Code Blue” is called, all students and teachers will report to their classroom (unless directed otherwise). On entry, teachers will follow #1 above. Additional emergency information can be found in the school site’s Comprehensive Safe School Plan.
15
ACCIDENT AND SUDDEN ILLNESS PROCEDURES The Principal is charged with the responsibility for determining procedures to be followed in case of an accident. Remember to always “glove up.”
I. ACCIDENTS A. Extreme emergencies may include: 1. Severe bleeding 2. Shock 3. Unconsciousness 4. Broken bones 5. Disorientation or seizure 6. Eye injuries involving loss or reduction of sight 7. Breathing difficulties 8. Lack of circulation 9. Burns (2nd and 3rd degree)
B. Procedures for extreme emergencies: 1. Assess the situation to determine if there is the possibility of severe injury or life threatening condition. 2. If a severe injury or life threatening condition is suspected, do not move the victim. 3. Call 911 if the victim is not breathing. Begin CPR. For all other situations, call the office. The office will call 911, the health aide, and the district nurse. 4. Paramedics will complete an assessment and discuss with the parents whether to transport the student or not. 5. Call the parents or emergency contact if parents cannot be reached. 6. Complete the incident/injury report.
II. GENERAL ACCIDENTS A. General accidents may include: 1. Serious cuts 2. Head injuries (bumps, etc.) 3. Eye injuries (foreign objects or cuts) 4. Injuries from falling
B. Procedures for general accidents: 1. Fill out Teacher-Nurse form 2. Send the child to the health aide 3. Teachers should give first aid only for minor cuts or scratches. 4. Contact parents if deemed necessary (a must for all head injuries) 5. If the child has had a fall, or if a fracture is suspected, the health aide will contact the parents, and keep the child quiet and warm.
III. ILLNESS A. Common illnesses include the following: 1. Upset stomach 2. Rash
B. Procedures for sudden/common illnesses: 1. Fill out a Teacher-Nurse form 2. Send the child to the health aide 3. The health aide will contact the parent/emergency guardian, and arrange for the child to be taken home or to an authorized person’s home.
16
EMERGENCY MEDICAL TREATMENT Emergency medical treatment will be performed only by the school health official until a physician can be contacted for orders. Vinyl gloves must be worn while handling bodily fluids.
BRUISES Immediately apply ice or very cold, wet cloths to help prevent discoloring, to keep swelling down, and to relieve pain. If the skin is broken, the injury should be treated as an open wound.
BURNS First degree (skin reddened) use ice, ice pack, or ice water on small superficial burns. Cover with dry sterile bandage, loosely wrapped. Second degree (skin blistered) use large amounts of water. DO NOT USE ICE, ICE PACKS, OR ICE WATER. For facial burns cover burns with heavily watered soaked towel. Call for ambulance. Third degree (deeper destruction Cover central third degree wound area with dry sterile dressing. Cover of tissue) outside third degree wound area with moist, sterile dressing. This is considered a severe medical emergency, call for an ambulance immediately. EARACHE OR DRAINING EAR Advise parents to take the child to a physician. PUT NOTHING IN THE EAR CANAL.
EPILEPTIC SEIZURE If a seizure occurs, let it run its course. Keep calm. 1. Ease the student to the floor. Clear the area around the student to protect from further injury. Clear area of onlookers. Notify the office for assistance. 2. Note the time when the seizure begins and ends 3. Do not interfere with the student’s movements. 4. Do not force or put anything between the teeth. 5. Maintain the airway open by turning the head to the side, if possible. If breathing stops, give mouth to nose rescue breathing.
FAINTNESS Have the person lie down. Remember this rhyme: “If the face is red, raise the head. If the face is pale, raise the tail (feet).” Smelling salts or ammonia inhalants may be used provided there is no bleeding.
FOREIGN BODY IN THE EYE If the particle can be easily seen and removed, use cotton tipped applicator moistened with tap water. If the particle cannot be removed easily, close both eyes apply a dressing and refer the person to a physician.
HEMORRHAGE Glove up. Use sterile dressing. Use direct pressure to the wound. If the bleeding continues elevate the wounded area if possible. Apply pressure to the pressure point if needed. Call the ambulance immediately.
INSECT STINGS AND BITES Although spider bites and stings from wasps, bees, yellow jackets, and hornets are locally painful, and may cause redness and swelling, they are usually transient and mild. Local cold compresses or applications of baking soda usually suffice as a treatment. If more severe systems appear as: generalized muscular pains, convulsions, nausea, vomiting, shock and collapse, call ambulance.
NOSE BLEED Have the person sit down, pinch the nostrils together and lean forward until the bleeding stops (usually 10 minutes.) Place ice pack to the nose and cheeks . If the person is lying down, his/her head should be raised. Loosen any collar or tight band from around the person’s neck. Discourage him/her from blowing
17 his/her nose. When the bleeding stops; have the person rest awhile before resuming normal activity. If these procedures do not stop the bleeding within a reasonable time, refer the person to a physician.
SEVERE FALL Keep the person lying down, warm and quiet. Notify parents, and advise them that a physician should be called. Consider contacting the ambulance for possible spinal injury. Any fall greater than the person’s height is considered a serious fall.
SHOCK Keep the person flat or with his/her head lower than his/her body, if possible. Keep covered with blanket. Do not give person anything by mouth. Turn his/her head to one side and watch closely for vomiting. Notify parents - call a physician.
SPLINTERS Remove the splinter if it can be easily removed with tweezers. Bleeding is desirable. Slight pressure may be used. Wash the area with soap and water, apply a sterile gauze dressing. If the splinter cannot be easily removed, refer the person for medical care as needed.
NUISANCE DISEASES The following descriptions will help to identify nuisance diseases. Children with these diseases must be excluded from school until there is evidence that satisfactory treatment has been given to relieve the symptoms and prevent spreading to others.
IMPETIGO A skin condition characterized by sores containing pus, and later forming a crust.
PEDICULOSIS Characterized by little silvery nits (eggs) which adhere to the hair and are not (HEAD LICE) easily detached.
PINK EYE Red or inflamed eye
POISON OAK A child with poison oak is not dangerous to other children unless there are sores containing pus. Then, he/she should be excluded from school.
RINGWORM A dry scaly spot on the skin or scalp usually circular and sometimes pigmented.
SCABIES A skin irritation due to the itch mite which bores beneath the skin.
INFECTIOUS DISEASES Pursuant to Board Policy 5141.22:
The Superintendent or designee shall exclude students only in accordance with law, Board policy, and administrative regulation. Because blood borne pathogens such as hepatitis B virus, hepatitis C virus, and human immunodeficiency virus (HIV) are not casually transmitted, the presence of infectious conditions of this type is not, by itself, sufficient reason to exclude students from attending school.
Parents/guardians are encouraged to inform the Superintendent or designee if their child has an infectious disease so that school staff may work cooperatively with the student's parents/guardians to minimize the child's exposure to other diseases in the school setting. The Superintendent or designee shall ensure that student confidentiality rights are strictly observed in accordance with law.
18 HEAD LICE Pursuant to Board Policy 5141.33:
The Board of Trustees recognizes that head lice infestations among students require treatment but do not pose a risk of transmitting disease. The Superintendent or designee shall encourage early detection and treatment in a manner that minimizes disruption to the educational program and reduces student absences.
The Superintendent or designee may distribute information to parents/guardians of preschool and elementary students regarding routine screening, symptoms, accurate diagnosis, and proper treatment of head lice infestations. The Superintendent or designee also may provide related information to school staff.
School employees shall report all suspected cases of head lice to the school nurse or designee as soon as possible.
If a student is found with active, adult head lice, he/she shall be allowed to stay in school until the end of the school day. The parent/guardian of any such student shall be given information about the treatment of head lice and encouraged to begin treatment of the student immediately and to check all members of the family. The parent/guardian also shall be informed that the student shall be checked upon return to school the next day and allowed to remain in school if no active head lice are detected.
Upon the student's return to school, the school nurse or designee shall check the student for active head lice. If it is determined that the student remains infected with head lice, the school nurse or designee shall contact the student's parent/guardian to discuss treatment. As needed, he/she may provide additional resources and/or referral to the local health department, health care providers, or other agencies.
When it is determined that one or more students in a class or school are infested with head lice, the principal or designee may, at his/her discretion, notify parents/guardians of students in that class or school and provide them with information about the detection and treatment of head lice.
Staff shall maintain the privacy of students identified as having head lice.
CHARACTER EDUCATION TRAITS Soledad Unified School District staff and pupils are expected to practice the five adopted character traits.
1. Respect 4. Compassion 2. Responsibility 5. Perseverance 3. Honesty
BASIC SCHOOL RULES FOR PUPILS Soledad Unified School District pupils are expected to follow basic rules. While rules may vary from school to school, these basic rules apply to all students. All students will:
1. Place all litter in trash cans. 2. Not have gum or candy on school grounds. 3. Keep hands and feet to themselves. 4. Respect others and their property. 5. Follow directions the first time. 6. Not use vulgar language. 7. Not run in the halls. 8. Be on time to class. 9. Remain on campus during the school day unless cleared with the office to leave.
19
Education Code 48900 States: A pupil shall not be suspended from school or recommended for expulsion, unless the superintendent of the school district or the principal of the school in which the pupil is enrolled determines that the pupil has committed an act as defined pursuant to any of subdivisions (a) to (r), inclusive:
(a) (1) Caused, attempted to cause, or threatened to cause physical injury to another person.
(2) Willfully used force or violence upon the person of another, except in self-defense.
(b) Possessed, sold, or otherwise furnished a firearm, knife, explosive, or other dangerous object, unless, in the case of possession of an object of this type, the pupil had obtained written permission to possess the item from a certificated school employee, which is concurred in by the principal or the designee of the principal.
(c) Unlawfully possessed, used, sold, or otherwise furnished, or been under the influence of, a controlled substance listed in Chapter 2 (commencing with Section 11053) of Division 10 of the Health and Safety Code, an alcoholic beverage, or an intoxicant of any kind.
(d) Unlawfully offered, arranged, or negotiated to sell a controlled substance listed in Chapter 2 (commencing with Section 11053) of Division 10 of the Health and Safety Code, an alcoholic beverage, or an intoxicant of any kind, and either sold, delivered, or otherwise furnished to a person another liquid, substance, or material and represented the liquid, substance, or material as a controlled substance, alcoholic beverage, or intoxicant.
(e) Committed or attempted to commit robbery or extortion.
(f) Caused or attempted to cause damage to school property or private property.
(g) Stole or attempted to steal school property or private property.
(h) Possessed or used tobacco, or products containing tobacco or nicotine products, including, but not limited to, cigarettes, cigars, miniature cigars, clove cigarettes, smokeless tobacco, snuff, chew packets, and betel. However, this section does not prohibit use or possession by a pupil of his or her own prescription products.
(i) Committed an obscene act or engaged in habitual profanity or vulgarity. (j) Unlawfully possessed or unlawfully offered, arranged, or negotiated to sell drug paraphernalia, as defined in Section 11014.5 of the Health and Safety Code.
(k) (1) Disrupted school activities or otherwise willfully defied the valid authority of supervisors, teachers, administrators, school officials, or other school personnel engaged in the performance of their duties.
(2) Except as provided in Section 48910, a pupil enrolled in kindergarten or any of grades 1 to 3, inclusive, shall not be suspended for any of the acts enumerated in this subdivision, and this subdivision shall not constitute grounds for a pupil enrolled in kindergarten or any of grades 1 to 12, inclusive, to be recommended for expulsion. This paragraph shall become inoperative on July 1, 2018, unless a later enacted statute that becomes operative before July 1, 2018, deletes or extends that date.
(l) Knowingly received stolen school property or private property.
(m) Possessed an imitation firearm. As used in this section, "imitation firearm" means a replica of a firearm that is so substantially similar in physical properties to an existing firearm as to lead a reasonable person to conclude that the replica is a firearm.
(n) Committed or attempted to commit a sexual assault as defined in Section 261, 266c, 286, 288, 288a,
20 or 289 of the Penal Code or committed a sexual battery as defined in Section 243.4 of the Penal Code.
(o) Harassed, threatened, or intimidated a pupil who is a complaining witness or a witness in a school disciplinary proceeding for purposes of either preventing that pupil from being a witness or retaliating against that pupil for being a witness, or both.
(p) Unlawfully offered, arranged to sell, negotiated to sell, or sold the prescription drug Soma.
(q) Engaged in, or attempted to engage in, hazing. For purposes of this subdivision, "hazing" means a method of initiation or preinitiation into a pupil organization or body, whether or not the organization or body is officially recognized by an educational institution, which is likely to cause serious bodily injury or personal degradation or disgrace resulting in physical or mental harm to a former, current, or prospective pupil. For purposes of this subdivision, "hazing" does not include athletic events or school-sanctioned events.
(r) Engaged in an act of bullying. For purposes of this subdivision, the following terms have the following meanings:
(1) "Bullying" means any severe or pervasive physical or verbal act or conduct, including communications made in writing or by means of an electronic act, and including one or more acts committed by a pupil or group of pupils as defined in Section 48900.2, 48900.3, or 48900.4, directed toward one or more pupils that has or can be reasonably predicted to have the effect of one or more of the following:
(A) Placing a reasonable pupil or pupils in fear of harm to that pupil's or those pupils' person or property.
(B) Causing a reasonable pupil to experience a substantially detrimental effect on his or her physical or mental health.
(C) Causing a reasonable pupil to experience substantial interference with his or her academic performance.
(D) Causing a reasonable pupil to experience substantial interference with his or her ability to participate in or benefit from the services, activities, or privileges provided by a school.
(2) (A) "Electronic act" means the creation and transmission originated on or off the schoolsite, by means of an electronic device, including, but not limited to, a telephone, wireless telephone, or other wireless communication device, computer, or pager, of a communication, including, but not limited to, any of the following:
(i) A message, text, sound, or image.
(ii) A post on a social network Internet Web site, including, but not limited to:
(I) Posting to or creating a burn page. "Burn page" means an Internet Web site created for the purpose of having one or more of the effects listed in paragraph (1).
(II) Creating a credible impersonation of another actual pupil for the purpose of having one or more of the effects listed in paragraph (1). "Credible impersonation" means to knowingly and without consent impersonate a pupil for the purpose of bullying the pupil and such that another pupil would reasonably believe, or has reasonably believed, that the pupil was or is the pupil who was impersonated.
(III) Creating a false profile for the purpose of having one or more of the effects listed in paragraph (1). "False profile" means a profile of a fictitious pupil or a profile using the likeness or attributes of an actual pupil other than the pupil who created the false profile.
(B) Notwithstanding paragraph (1) and subparagraph (A), an electronic act shall not constitute pervasive
21 conduct solely on the basis that it has been transmitted on the Internet or is currently posted on the Internet.
(3) "Reasonable pupil" means a pupil, including, but not limited to, an exceptional needs pupil, who exercises average care, skill, and judgment in conduct for a person of his or her age, or for a person of his or her age with his or her exceptional needs.
(s) A pupil shall not be suspended or expelled for any of the acts enumerated in this section unless the act is related to a school activity or school attendance occurring within a school under the jurisdiction of the superintendent of the school district or principal or occurring within any other school district. A pupil may be suspended or expelled for acts that are enumerated in this section and related to a school activity or school attendance that occur at any time, including, but not limited to, any of the following:
(1) While on school grounds.
(2) While going to or coming from school.
(3) During the lunch period whether on or off the campus.
(4) During, or while going to or coming from, a school-sponsored activity.
(t) A pupil who aids or abets, as defined in Section 31 of the Penal Code, the infliction or attempted infliction of physical injury to another person may be subject to suspension, but not expulsion, pursuant to this section, except that a pupil who has been adjudged by a juvenile court to have committed, as an aider and abettor, a crime of physical violence in which the victim suffered great bodily injury or serious bodily injury shall be subject to discipline pursuant to subdivision (a).
(u) As used in this section, "school property" includes, but is not limited to, electronic files and databases.
(v) For a pupil subject to discipline under this section, a superintendent of the school district or principal may use his or her discretion to provide alternatives to suspension or expulsion that are age appropriate and designed to address and correct the pupil's specific misbehavior as specified in Section 48900.5.
(w) It is the intent of the Legislature that alternatives to suspension or expulsion be imposed against a pupil who is truant, tardy, or otherwise absent from school activities.
TEACHER DISCIPLINE PROCESS Sample progression of consequences that will occur when standards of behavior are not met.
A. Consequences in the first step may include: 1. Teacher’s warning. 2. Loss of special classroom privileges. 3. Loss of regular recess activities. 4. Requiring the student to write an essay regarding the broken rule.
B. Consequences in the second step may include: 1. Keeping student after school for up to an hour with prior parent notification. 2. Holding a student/teacher conference. 3. Notifying student’s parents by note or phone.
C. Consequences in the third step may include: 1. Added detention or other teacher consequences.
22 2. Step 1 of the office discipline process. 3. Referral to office.
TARDY PROCESS
Each student, who arrives at school after the bell, must report to the office for a tardy slip. Teachers are responsible for handling the tardy process. Any student, who is not in class before the bell, will be given a tardy. Teachers must follow the process in order for administrative action to be taken.
STUDENT SUSPENSION PROCESS
A. A teacher may suspend any pupil from his/her class for the day of the suspension and the day following. The teacher shall immediately inform the pupil of what the pupil is accused of doing and the basis for the accusation. The pupil must be given an opportunity to explain his/her version of the facts to the teacher.
B. The teacher shall immediately report the suspension to a school administrator for appropriate action. If that action requires the continued presence of the pupil at the school site, the pupil shall be under appropriate supervision, as defined in policies and related regulations adopted by the governing board of the school district. Within 48 hours of suspension, the teacher will ask the parent or guardian of the pupil to attend a parent/teacher conference regarding the suspension. Whenever practical, a school counselor will attend. A school administrator shall attend the conference if requested by the teacher, parent and/or guardian. The pupil shall not be returned to the class from which he or she was suspended, during the period of the suspension, without the concurrence of the teacher of the class and a school administrator. A student can only be suspended for two days per incident by the classroom teacher. A summary report of the parent/teacher conference must be filed with the school administrator after the parent/teacher conference.
C. A pupil suspended from a class shall not be placed in another regular class during the period of suspension. However, if the pupil is assigned to more than one class per day, this subdivision shall apply only to other regular classes scheduled at the same time as the class from which the pupil was suspended.
D. A teacher may also refer a pupil to a school administrator for consideration of a suspension from the school for the same act for which the student is being suspended by the teacher.
STUDENT DISCIPLINE RECORD
Pursuant to the California Education Code, each school must maintain a student discipline record of violation 48900 incidents. All teachers shall have access to these records for review at the beginning of the school year.
23
SOLEDAD UNIFIED SCHOOL DISTRICT SCHEDULE OF EMPLOYEES’ ANNUAL PERFORMANCE REPORT 2017-2018 SCHOOL YEAR
PERSONNEL
Classified Unit Assigned To Start Due Clerical CSEA Site Principal/Coordinator 03/20/18 04/12/18 Health Aides CSEA Site Principal 04/03/18 05/01/18 Food Service CSEA Cafeteria Manager 04/03/18 05/01/18 Instructional Aides CSEA Site Principal 04/03/18 05/01/18
Custodial/Maintenance CSEA Site Principal/ Director MOTF 05/01/18 06/01/18 Bus Drivers 05/01/18 06/01/18 Technology CSEA Technology Department
Note: Probationary period for new employees is six (6) months from the first date of service. Probationary employee evaluations shall be made at the end of three (3) and five (5) months of service. Probationary period may be extended up to twelve (12) months from the date of hire.
Certificated Start Completed Due Observations Phase I Phase II 09/06/17 10/13/17 10/20/17 Phase III (Unsatisfactory/Needs Improvement) 11/02/17 12/01/17 12/08/17 Phase IV (All other, if required) 01/11/18 02/09/18 02/21/18 SUSD Summary Evaluation 02/21/18 03/26/18 04/03/18 04/10/18 04/12/18 04/16/18 Annual Evaluations Unsatisfactory/Needs Improvement 02/02/18 02/13/18 02/16/18 All Other 04/03/18 04/20/18 04/27/18
Coaches/Advisors Fall 11/03/17 11/09/17 11/17/17 Winter 02/01/18 02/08/18 02/15/18 Spring 05/04/18 05/10/18 05/15/18
Confidential/Supervisory/Management Classification Assigned To Start Completed Due Principals Superintendent 06/01/18 06/08/18 06/12/18 Assistant Principal Principals (Secondary) 06/01/18 06/08/18 06/12/18 Directors/Coord (Cert) Superintendent 06/01/18 06/08/18 06/12/18 Directors (Class) CBO/Ex Dir HR 06/01/18 06/08/18 06/12/18 Supervisors/Conf CBO/Director 06/01/18 06/08/18 06/12/17
Performance Objectives: Confidential/Supervisory/Management 1. Initial submittal to Superintendent 09/21/17 2. Progress report to Superintendent 01/12/18 3. Final report on achievement of performance objectives 06/05/18
7/25/17 LD
24 Personnel Regulations & Information
The personnel section of the district handbook is developed for your use in answering some of those everyday questions. The purpose of this section is to provide you an easy reference guide to specific information and helpful hints to assist you throughout the school year. Further resources available to you are: 1) Your individual Master Agreement drawn between your Bargaining Unit and the District (copies are available at the District Website); 2) School Site Administrators and office staff; 3) District Office personnel. We hope the personnel items addressed are beneficial to you during the 2016/17 school year.
SOLEDAD UNIFIED SCHOOL DISTRICT STANDARDS FOR CUSTOMER SERVICE
Board Approved: January 16, 2013
The Soledad Unified School District believes an important component of ensuring high student achievement is establishing a school learning environment in which visitors feel welcomed and valued. When you – as a student, parent, visitor, school partner, or employee – interact with a SUSD staff member, you can expect our very best in:
Courtesy and Respect Responsiveness ● All customers will be treated with respect and dignity, ● Each staff member will personally assume the regardless of cultural or ethnic identities. responsibility of assisting the customer or directing the ● Each staff member will maintain the customer’s customer to the appropriate person. confidentiality and privacy. ● Reponses will be timely. Each staff member will return ● Each staff member will communicate from a positive phone calls, emails or messages within one or two business perspective. days. If a response cannot be provided in the allotted time, the customer will be notified and given an estimated time of response. ● If the staff member notices that the customer speaks a language other than English, a bilingual staff member will be located and asked to assist the customer.
Communications Environment ● Each staff member will acknowledge and greet customers ● Staff members will create and maintain an inviting, family- upon their entrance into district facilities. If necessary, friendly and student friendly environment in all district visitors will be asked to wait while the staff member is facilities. working with the current customer. ● Office staff members should wear their photo or ● Each front office staff member will answer the telephone identification badges at all times. within two to three rings, and in a friendly and helpful ● All facilities will be easy to navigate and signage will be visible manner, using the name of the facility, and staff member’s and understandable. name. For example: “Gabilan Elementary. This is Mary ● All facilities will post their office hours. Smith. How may I help you” ● All signage will be written in a positive manner or tone. ● Each staff member will ensure that information provided to ● All communications will be updated regularly. customer is accurate and consistent, even if it requires a call back. ● Each staff member will utilize active listening techniques in all customer interactions
25
A. GENERAL INFORMATION 1. Payday – Paychecks are prepared and mailed out via US Mail to employees monthly during paid status time on the last working day of the month. Questions regarding your paycheck should be addressed to the District Payroll Technician(s). Thanksgiving, winter and summer breaks will have payroll checks distributed on non-work days. A schedule of time sheet cut off dates and payroll distribution dates, is posted at each school site office and district office. Contact the Payroll Department if appointments are necessary:
Certificated Payroll: Vanessa Guajardo at 678-3950 X 108 Classified Payroll: Melissa Silva at 678-3950 X 104
2. Staff Absences - It is critical that you report any absence from service to the District by entering your absence into AESOP. Proper reporting of absences allows substitutes to be called in a timely manner and also provides accountability to the District. Failure to follow proper procedures may result in dock of pay. (Please refer to Page 34 for specific information on staff absence procedures).
3. Status Changes - Please complete appropriate form to report all changes in status - name, address, phone number - to your school sites. Appropriate documentation needs to be attached. The school site will in turn report this information to the District Office. Changes involving new or additional dependents or the deletion of dependents, and marriage or divorce should be addressed to the District Office. Please be sure to update your District personnel records regarding such changes where benefits are involved.
4. Resignations - Any intent to resign or actual resignation should be directed to your school site Principal or Administrator two weeks in advance. Resignation Form (S-200) are available at your school site office, or a personally prepared letter will be acceptable.
5. Forms - Various forms pertaining to pay, absences, injuries, medical, etc., are available at your school sites. Please see your school Site Secretary III for these forms.
6. Holidays & Vacation (Classified less than 12-month Employees) - Holidays and vacation are paid to you per your Bargaining Unit Agreement. Employees employed with the District less than year-round receive pro-rated compensation for these days. Please refer to your Master Agreement for details.
7. Salary Schedules - Schedules indicating placement in position, range and step are printed as part of your Master Agreement in the Appendix pages.
8. Certificated Salary Reclassification and Professional Growth - Reclassification on the Salary Schedule occur:
a. Once the District has received a request for Salary Reclassification on a Personnel Action Form (MUST BE RECEIVED BY APRIL 15TH) for reclassification during the following school year.
b. Once verification of units/transcripts has been received from you and verified. Timeline for Payroll Adjustments if verification is received by:
September 15 = full 12-month pay increase October 15 = 11-month pay increase November 15 = 10-month pay increase
c. Course approval procedures for certificated staff are noted in the STA Master Agreement. Guidelines for classified CSEA staff members are noted in the Master Agreements.
9. Recruitment Procedures - Procedures are as follows in the selection process:
26 a. Positions are posted internally at the District Office and at individual school sites. b. Advertisements are placed on Edjoin.org, in local or other newspapers, as appropriate.
c. Applicants from within the District will be given first opportunity for positions granted that they are qualified, have a good work record with the District, possess the specific qualifications and successfully complete administered examinations.
B. BENEFITS
1. Leaves of Absence - Individual Master Agreement’s state conditions and provisions regarding the accrual, accumulation and payment of specific-type absences. Further questions regarding leaves should be addressed to your school site Administrator or district Human Resources. Leaves involving extended time away from your position require written request made to the District Superintendent and approval from the Board of Trustees. Requests should include information as to the start and completion of the leave time, whether it is requested as a paid or unpaid leave, and the basis of the request of the leave.
2. Worker's Compensation - Any injuries incurred on-the-job must be reported to your School Site Secretary III - no matter how slight or how critical. This is important in referring employees to a doctor, establishing the first report of injury, and processing necessary documentation to the Worker's Compensation carrier to initiate benefits payable to you. Delay in reporting injuries, or the non-reporting of injuries will only cause delay in the payment of benefits in your behalf. Questions regarding Worker's Compensation should be directed to your school site Administrator, Secretary III, or the District Office.
With appropriate approval, the injured employee must go to the Soledad Medical Group or Mission Center Health Care, unless they have pre-designated a doctor on the 'Worker's Compensation Notice to Employee" form. If employees wish to change or update this notice they may request a form from the District Office.
3. Health & Welfare - Health and Welfare benefits are provided by the District for employees according to their respective Master Agreement. These benefits include medical, with prescription drug, dental, and vision service. Specific payments of such benefits are addressed in brochures available at the District Office. Health and Welfare benefits for dependents are offered through the district at a reduced rate payment, depending upon which Bargaining Unit and medical plan you are a participant. Refer to Page 33 for a listing of the Soledad Unified School District's Medical Benefits. This list includes the class of employee, the employee amount that is paid by the District and the dependent portion that is the payment amount by you for the dependent coverage(s). Eligibility for participation in the plan is as follows:
a. Certificated/Management/Supervisor/Confidential - eligible the first of the month following 30 days of continuous employment with the District.
b. Classified (CSEA) - eligible the first of the month following 30 days of continuous employment with the District.
Dependent Coverage - Medical It is important that spouse and/or dependent children be added within 30 days of marriage and/or birth/adoption. If the addition is not completed within the 30-day limitation, evidence of insurability will be required.
Dental and Vision Employees may add a new spouse to the policy within 30 days of marriage. Employees have the option of adding dependent coverage for eligible children between the age of 0 and 4 years old. However, it is the responsibility of the employee to monitor the age and enrollment of children. If the child reaches the age of 4 and he/she is not
27 enrolled within the 30 days, the employee will be required to wait for an open enrollment period. There will be open enrollment every 12 months.
Special Note: any changes to your medical benefit package can only be made during open enrollment periods. The District Office sends notifications to the site offices to post this information. Employees are encouraged to check their information bulletins regularly so as not to miss these important dates. You are also encouraged to contact the Human Resources Department if you have any questions.
28 SOLEDAD UNIFIED SCHOOL DISTRICT
Health and Welfare Premiums 2017 Employee Emp+1 Family
Certificated Thru 12/31/17 PERS Choice Premium 820.30 1640.76 2132.69 and PERS EPO Employers Share 12months 820.30 1435.67 1804.84 Employees Share 11 months 223.73 357.98
PERS Select Premium 727.45 1640.76 2132.997 Employers Share (820.38) 1435.67 1804.84 Employees Reimburse 11 month (29.55) 115.73 202.90
CVT - / CSEA PPO-4C Premium 790.00 1358.00 1714.00 Employers Share 790.00 790.00 790.00 Employees Share 12 months After Tax 0.00 568.00 924.00 Employees Share 11 months 0.00 619.64 1008.00
Dental Coverage Premium 61.50 109.24 188.87 Employers Share 61.50 58.59 58.59 Employees Share 12 months After Tax 0 50.65 130.28 Employees Share 11 months 55.25 142.12
Vision Coverage Premium 12.12 20.26 36.35 Employers Share 12.12 12.12 12.12 Employees Share 12 months After Tax 0 8.14 24.23 Employees Share 11 months NOTE:
The Certificated Contract states that 75% of the dependent amount is to be paid by the district. The amounts listed above reflects the 25% of the dependent portion that is paid by the employee. Only employees that have other CalPERS insurance may receive the employee's medical insurance portion (without dependents, the amount that we pay monthly for the CalPERS Choice Plan) as taxable income. Opting out of dental or vision insurance is not possible. * If reimbursement is applicable; fill out form HBD-12A with proof of other coverage.
29 Medical/Prescription Drug Claims Administration
STA/Management/Confidential
CalPERS California Public Employees Retirement System P.O. Box 942714 Sacramento, CA 94229-2714 1-888-225-7377
If you experience any problems in obtaining sufficient information or answers by contacting the above representatives, please contact:
CSEA CVT (California Valued Trust) 520 E. Herndon Avenue Fresno, CA 93720 1-800-288-9870
Dental Delta Dental Plan of California P.O. Box 7736, San Francisco, CA 94120 1-415-972-8300
Vision Vision Service Plan of California 100 Howe Avenue, Sacramento, CA 94120 1-800-662-7444
C. COBRA Legislation passed has placed a requirement on employers to provide information as to continuation of benefits to employees and their dependents. Basically, you as the employee, and your dependent(s) as part of your family, are entitled to optional continued coverage upon a qualifying event - separation from employment dependent's reaching age limitations, employee's death, divorce, etc.
D. RETIREMENT Any employee considering early or normal retirement should contact the District Office well in advance. This will allow the smooth flow and processing of your retirement whether it be through the State Teacher's Retirement System or Public Employee's Retirement System. Early planning will prevent the delay in retirement benefits being paid to you and provide the District and you an opportunity to review your options with regard to retirement and continued District medical benefits.
E. PAY 1. Overtime or Compensation. The District will be following specific guidelines as follows: a. The Overtime or Compensation Request Form (S-57) will be required before overtime or compensatory time will be granted. b. The form must be completed by the employee and approved by the site administrator or supervisor in charge then submitted to the District Office. c. In the case of classified employees, overtime is paid at time and half for hours worked beyond 8 hours in a day or 40 hours in a week, and compensatory time is earned as such.
2. Certificated Contracts - All teachers or certificated personnel working less than year round have received a contract drawn over an 11-month period, however, will receive 12 paychecks during the period beginning
30 August 2017 and ending July 2018. Annual salaries on your contract have been divided by 11-months, and each month, approximately 8.33% of your salary will be placed in the Summer Deferred Holding Account. This accumulation of summer deferred monies over the 11-month period will produce your twelfth pay check in July 2018.
3. 12-month Employees - Employees working year-round (Custodial, Maintenance, Confidential, Classified Supervisor, Superintendent, Associate Superintendent, and Certificated Management) will receive paychecks based upon the 12-month period. Holidays will be taken as they occur, and vacation days will be scheduled and taken as approved by the site administrator and the District Superintendent. 4. Less than 12-month Employees (Classified) - Employees scheduled to work less than year-round will receive a pro-rated amount of salary, holidays and vacation per the salary schedules, holiday observance, and vacation entitlement presented in your respective Master Agreements. Paychecks will be prorated over an 11-month period; however, will receive 12 paychecks during the period beginning August 2017 and ending June 2018. Employment contracts will be completed reflecting your current placement (step and range) for the entire school year.
F. TEACHER CREDENTIALS As required by law, all teachers must be credentialed before teaching within a public school system. It is your responsibility to ensure that your credential(s) are kept current and that requirements of the Commission on Teacher Credentialing are met. The District as well as the County will assist whenever possible with questions, problems, processing applications and reminding teachers of upcoming credential expirations. Again, the responsibility of keeping credentials current and meeting specified criteria is the responsibility of the individual possessing the credential. Contact Human Resources with any questions regarding your credential.
G. DRUG AND ALCOHOL FREE WORKPLACE The Board of Trustees adopted Board Policy 4020, declaring our district a drug and alcohol-free workplace. The Governing Board believes that the maintenance of a drug and alcohol-free workplace is essential to school and district operations. No employee shall unlawfully manufacture, distribute, dispense, possess, use or be under the influence of any alcoholic beverage, drug or controlled substance as defined in the Controlled Substance Act and Code of Federal Regulation before, during or after school hours at school or in any other district workplace. *Contact the district office if you would like to see the entire Board Policy or if you have any questions regarding our drug and alcohol free workplace.
H. TOBACCO FREE SCHOOLS In the best interests of students, employees and the general public, the Governing Board prohibits the use of tobacco products at all times on district property and in district vehicles. This prohibition applies to all employees, students, visitors and other persons at any school or school-sponsored activity or athletic event. It applies to any meeting on any property owned, leased or rented from the district. (Board Policy 3513.3)
I. EMPLOYEE DRESS & GROOMING POLICY The Board requires staff, during school hours, to wear clothing that demonstrates their high regard for education and presents an image consistent with their job responsibilities as a “professional.” Clothes that are appropriate for shop instructors, physical education teachers, physical education instructional aides, campus security officers, food service personnel (those assigned to work directly in school cafeteria) are not appropriate for other District employees.
Employees who are provided district paid uniforms must wear those uniforms.
For specific guidelines for appropriate dress & grooming during the regular school year and summer school, please refer to BP 4119.22 in your school site office or the district office.
31 J. EMPLOYEE USE OF CELL PHONES Board Policy 4040 states that “The Board of Trustees recognizes that technological resources can enhance employee performance by offering effective tools to assist in providing a quality instructional program, facilitating communications with parents/guardians, students, and the community, supporting district and school operations, and improving access to and exchange of information. The Board expects all employees to learn to use the available technological resources that will assist them in the performance of their job responsibilities. As needed, employees shall receive professional development in the appropriate use of these resources.
Employees shall be responsible for the appropriate use of technology and shall use the district's technological resources primarily for purposes related to their employment.
Employees shall be notified that computer files and electronic communications, including email and voice mail, are not private. Technological resources shall not be used to transmit confidential information about students, employees, or district operations without authority
Online/Internet Services The Superintendent or designee shall ensure that all district computers with Internet access have a technology protection measure that prevents access to visual depictions that are obscene or child pornography and that the operation of such measures is enforced. The Superintendent or designee may disable the technology protection measure during use by an adult to enable access for bona fide research or other lawful purpose. (20 USC 6777; 47 USC 254) To ensure proper use, the Superintendent or designee may monitor employee usage of technological resources, including the accessing of email and stored files. Monitoring may occur at any time without advance notice or consent. When passwords are used, they must be known to the Superintendent or designee so that he/she may have system access. The Superintendent or designee shall establish administrative regulations and an Acceptable Use Agreement which outline employee obligations and responsibilities related to the use of district technology. He/she also may establish guidelines and limits on the use of technological resources. Inappropriate use may result in a cancellation of the employee's user privileges, disciplinary action, and/or legal action in accordance with law, Board policy, and administrative regulation. Use of Cellular Phone or Mobile Communications Device An employee shall not use a cellular phone or other mobile communications device for personal business while on duty, except in emergency situations and/or during scheduled work breaks. Any employee that uses a cell phone or mobile communications device in violation of law, Board policy, or administrative regulation shall be subject to discipline and may be referred to law enforcement officials as appropriate. Enforcement Standards
Employees must realize that these devices disrupt the educational process when they go off in classrooms, assemblies, etc.
Employees who violate this policy will be subject to disciplinary action.
H. STAFF TECHNOLOGY ACCEPTABLE USE AGREEMENT
The Board of Trustees recognizes that technological resources enhance employee performance by offering effective tools to assist in providing a quality instructional program; facilitating communications with parents/guardians, students, and the community; supporting district and school operations; and improving access to and exchange of information. The Board expects all employees to learn to use the available technological resources that will assist them in the performance of their job responsibilities. As needed, employees shall receive professional development in the appropriate use of these resources.
32
Employees shall be responsible for the appropriate use of technology and shall use district technology primarily for purposes related to their employment.
District technology includes, but is not limited to, computers, the district's computer network including servers and wireless computer networking technology (wi-fi), the Internet, email, USB drives, wireless access points (routers), tablet computers, smartphones and smart devices, telephones, cellular telephones, personal digital assistants, pagers, MP3 players, wearable technology, any wireless communication device including emergency radios, and/or future technological innovations, whether accessed on or off site or through district-owned or personally owned equipment or devices.
The Superintendent or designee shall establish an Acceptable Use Agreement which outlines employee obligations and responsibilities related to the use of district technology. Upon employment and whenever significant changes are made to the district's Acceptable Use Agreement, employees shall be required to acknowledge in writing that they have read and agreed to the Acceptable Use Agreement.
Employees shall not use district technology to access, post, submit, publish, or display harmful or inappropriate matter that is threatening, obscene, disruptive, sexually explicit, or unethical or that promotes any activity prohibited by law, Board policy, or administrative regulations.
Harmful matter includes matter, taken as a whole, which to the average person, applying contemporary statewide standards, appeals to the prurient interest and is matter which depicts or describes, in a patently offensive way, sexual conduct and which lacks serious literary, artistic, political, or scientific value for minors. (Penal Code 313)
The Superintendent or designee shall ensure that all district computers with Internet access have a technology protection measure that protects against access to visual depictions that are obscene, child pornography, or harmful to minors and that the operation of such measures is enforced. The Superintendent or designee may disable the technology protection measure during use by an adult to enable access for bona fide research or other lawful purpose. (20 USC 6777; 47 USC 254)
ACCEPTABLE USE AGREEMENT AND RELEASE OF DISTRICT FROM LIABILITY (EMPLOYEES)
The Soledad Unified School District authorizes district employees to use technology owned or otherwise provided by the district as necessary to fulfill the requirements of their position. The use of district technology is a privilege permitted at the district's discretion and is subject to the conditions and restrictions set forth in applicable Board policies, administrative regulations, and this Acceptable Use Agreement. The district reserves the right to suspend access at any time, without notice, for any reason.
The district expects all employees to use technology responsibly in order to avoid potential problems and liability. The district may place reasonable restrictions on the sites, material, and/or information that employees may access through the system.
The district makes no guarantee that the functions or services provided by or through the district will be without defect. In addition, the district is not responsible for financial obligations arising from unauthorized use of the system.
Each employee who is authorized to use district technology shall sign this Acceptable Use Agreement as an indication that he/she has read and understands the agreement.
Definitions
District technology includes, but is not limited to, computers, the district's computer network including servers and wireless computer networking technology (wi-fi), the Internet, email, USB drives, wireless access points (routers), tablet computers, smartphones and smart devices, telephones, cellular telephones, personal digital assistants, pagers, MP3 players, wearable technology, any wireless communication device including emergency radios, and/or future technological innovations, whether accessed on or off site or through district-owned or personally owned equipment or devices.
33
Employee Obligations and Responsibilities
Employees are expected to use district technology safely, responsibly, and primarily for work-related purposes. Any incidental personal use of district technology shall not interfere with district business and operations, the work and productivity of any district employee, or the safety and security of district technology. The district is not responsible for any loss or damage incurred by an employee as a result of his/her personal use of district technology.
The employee in whose name district technology is issued is responsible for its proper use at all times. Employees shall not share their assigned online services account information, passwords, or other information used for identification and authorization purposes, and shall use the system only under the account to which they have been assigned. Employees shall not gain unauthorized access to the files or equipment of others, access electronic resources by using another person's name or electronic identification, or send anonymous electronic communications. Furthermore, employees shall not attempt to access any data, documents, emails, or programs in the district's system for which they do not have authorization.
Employees are prohibited from using district technology for improper purposes, including, but not limited to, use of district technology to:
1. Access, post, display, or otherwise use material that is discriminatory, defamatory, obscene, sexually explicit, harassing, intimidating, threatening, or disruptive
2. Disclose or in any way cause to be disclosed confidential or sensitive district, employee, or student information without prior authorization from a supervisor
3. Engage in personal commercial or other for-profit activities without permission of the Superintendent or designee
4. Engage in unlawful use of district technology for political lobbying
5. Infringe on copyright, license, trademark, patent, or other intellectual property rights
6. Intentionally disrupt or harm district technology or other district operations (such as destroying district equipment, placing a virus on district computers, adding or removing a computer program without permission, changing settings on shared computers)
7. Install unauthorized software
8. Engage in or promote unethical practices or violate any law or Board policy, administrative regulation, or district practice
Privacy
Since the use of district technology is intended for use in conducting district business, no employee should have any expectation of privacy in any use of district technology.
The district reserves the right to monitor and record all use of district technology, including, but not limited to, access to the Internet or social media, communications sent or received from district technology, or other uses within the jurisdiction of the district. Such monitoring/recording may occur at any time without prior notice for any legal purposes including, but not limited to, record retention and distribution and/or investigation of improper, illegal, or prohibited activity. Employees should be aware that, in most instances, their use of district technology (such as web searches or emails) cannot be erased or deleted.
All passwords created for or used on any district technology are the sole property of the district. The creation or use of a password by an employee on district technology does not create a reasonable expectation of privacy.
34
Personally Owned Devices
If an employee uses a personally owned device to access district technology or conduct district business, he/she shall abide by all applicable Board policies, administrative regulations, and this Acceptable Use Agreement. Any such use of a personally owned device may subject the contents of the device and any communications sent or received on the device to disclosure pursuant to a lawful subpoena or public records request.
Records
Any electronically stored information generated or received by an employee which constitutes a district or student record shall be classified, retained, and destroyed in accordance with BP/AR 3580 - District Records, BP/AR 5125 - Student Records, or other applicable policies and regulations addressing the retention of district or student records.
Reporting
If an employee becomes aware of any security problem (such as any compromise of the confidentiality of any login or account information) or misuse of district technology, he/she shall immediately report such information to the Superintendent or designee.
Consequences for Violation
Violations of the law, Board policy, or this Acceptable Use Agreement may result in revocation of an employee's access to district technology and/or discipline, up to and including termination. In addition, violations of the law, Board policy, or this agreement may be reported to law enforcement agencies as appropriate.
Employee Acknowledgment – Each employee will be receive and asked to read and sign the Acceptable Use Agreement per Board Policy 4040.
I. Permission Form to Publish Staff Internet Content The Soledad Unified School District offers staff an opportunity to create and publish school related Internet content. Such content includes web pages, blogs, bulletin boards, on-line calendars, instant messaging, collaborative documents, etc. Once published, anyone in the world with an Internet connection can access and view this content. Staff Internet content must be educational in nature and must relate directly to the staff member’s assignment. .Staff Internet content permitted by the district is professional not personal content. Staff members may collaborate on Internet content. Prior to publishing any Internet content, the staff member(s) must create a plan that describes the general concept, type of content, general design, and educational objectives. This plan must be reviewed and approved by the site administrator or a designated district representative for Internet content. If there are any major changes to the plan after it has been approved, then it must be resubmitted for approval. The site administrator, the Director of Technology, and the District’s designated representative for Internet content, must have full access to add, change, and/or delete any and all published content. District staff designated to monitor this Internet content will review it periodically. Any content that does not support the approved plan or is objectionable will be removed from the Internet. The Internet content will not contain any confidential or private staff or student information. The content shall not contain any student names, individual pictures, or small group pictures (5 students or less) unless parents have given their permission to do so in writing. Staff must maintain a copy of the parent’s permission for as long as the student’s name and/or picture are on the Internet. Group and or class pictures with 6 or more students in the picture are allowed as long as students are not identified by name. Failure to remove any unauthorized content may result in the loss of Internet publishing privileges.
35 All laws regarding the use of any copyrighted material including music, video, text, pictures, and graphics must be observed and followed. Teachers may not use the Soledad School District logo or individual school logos unless authorized by the district. Upon approval of the Internet content plan, the Director of Technology or his/her representative will provide the staff member or members with a list of district approved Internet sites. If the district has control over the selected Internet site, then the district will create an account and issue user names and passwords. If the district does not have control over the selected site, then the staff member will be allowed to create an account with user name and password. In either case, the account, along with the user name and password, are only for the use of the staff members designated to work on the Internet content. Full access account information along with user names and passwords must be provided to the Director of Technology or his/her representative. No other staff member will have the account information without the permission of the site administrator. Under no circumstances should the account information be given to a student. If a staff member believes that an unauthorized person knows the password, then he/she should immediately change the password and inform the Director of Technology of the password change. Staff members must publish the Internet content on Internet sites designated by the district. Staff members are not authorized to publish any content on Internet sites that are not approved by the district. Staff members, who create private Internet content on any Internet site, approved or not approved by the district, with information about students, classes, schools, or the district may be held liable for that Internet content. All employees, upon hire, are expected to sign the Staff Technology Acceptable Use agreement and a copy of the said form will be placed in their personnel file.
36
STAFF ABSENCE PROCEDURES
All absences are to be reported using the AESOP absence reporting system. You may interact with the system either on the internet at http://www.aesopeducation.com or by way of a Toll Free, automated voice instruction menu system at 1-800-942-3767 (1-800-94-AESOP). The system will be available to you 24 hours a day, seven days a week.
Pre-planned absences can be created using the system as early as 1 year in advance. Those absences include:
a) Early Leave (48 hours in advance) b) Medical Leave (48 hours in advance unless it’s an emergency) c) Personal Necessity (3 days in advance) d) Bereavement (note relationship) e) Jury Duty, (copy of jury notice required) f) Vacation and Personal Importance (3 days in advance with no explanation required for classified personnel)
All employees must report absences via the AESOP system by 6:30 a.m. on the day of an impending absence for illness or emergency. This will permit time to secure the services of a substitute. The district fully understands that there may be unforeseen emergencies beyond the employee’s control; such as sudden illness; family emergencies; traffic accidents; therefore, it is imperative that the employee contact your site secretary to report your absence and also create an absence through the AESOP system.
MOT DEPARTMENT AND FOOD SERVICE EMPLOYEES All A.M. employees must call in by 5:00 a.m. and all P.M. employees must call in by 11 a.m. on the day of an impending absence for illness or emergency. Service worker employees having an early assignment: cafeteria, custodial, maintenance, have the same responsibility for “reporting absences” as all other employees. These employees report absences using the AESOP absence reporting system AND then notify their immediate supervisor by either telephone or text. Employees will be subject to progressive discipline if procedures are not followed. Please contact the Human Resources Department with any questions related to reporting absences through the AESOP system.
37
CERTIFICATED/CLASSIFIED PERSONNEL – COMPLAINT PROCEDURES
The following guidelines shall prescribe the manner in which complaints are handled:
1. EMPLOYEE RIGHTS
If you, as a bargaining unit employee of the District, experience any problems or have questions regarding your employment, please direct the situation to your Bargaining Unit Representatives. Bargaining units provide and require these representatives as resources to unit members. The District will respond to all situations brought to our attention by the Bargaining Unit Representative on your behalf.
Any employee-related problem experienced by non-bargaining unit employees shall be directed to the Superintendent or designee. The Superintendent or designee will act as a resource to you in working through the problem or suggestion, and solving or addressing issues. Please contact the Superintendent or designee with any concerns or suggestions for improvement of district elements regarding employment.
Again, we hope the information provided will benefit you, our employees, through the coming year.
*Any employee who violates this policy may have disciplinary action taken against him/her.
UNIFORM COMPLAINT PROCEDURES NOTICE TO PARENTS, STAFF, STUDENTS AND ADVISORY COMMITTEES
BP 1312.3
The Governing Board recognizes that the district has the primary responsibility to ensure compliance with applicable state and federal laws and regulations governing educational programs. The Board encourages early resolution of complaints whenever possible. To resolve complaints which may require a more formal process, the Board adopts the uniform system of complaint processes specified in 5 CCR 4600-4670 and the accompanying administrative regulation.
The district's uniform complaint procedures (UCP) shall be used to investigate and resolve the following complaints:
1. Any complaint alleging district violation of applicable state or federal law or regulations governing adult education programs, after school education and safety programs, migrant education, career technical and technical education and training programs, child care and development programs, child nutrition programs, special education programs, consolidated categorical aid programs, and any other district-implemented program which is listed in Education Code 64000(a) (5 CCR 4610)
2. Any complaint alleging the occurrence of unlawful discrimination (such as discriminatory harassment, intimidation, or bullying) against any student, employee, or other person participating in district programs and activities, including, but not limited to, those programs or activities funded directly by or that receive or benefit from any state financial assistance, based on the person's actual or perceived characteristics of race or ethnicity, color, ancestry, nationality, national origin, ethnic group identification, age, religion, marital, pregnancy, or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity, gender expression, or genetic information, or any other characteristic identified in Education Code 200 or 220, Government Code 11135, or Penal Code 422.55, or based on his/her association with a person or group with one or more of these actual or perceived characteristics (5 CCR 4610)
38 3. Any complaint alleging district noncompliance with the requirement to provide reasonable accommodation to a lactating student on school campus to express breast milk, breastfeed an infant child, or address other breastfeeding-related needs of the student (Education Code 222)
4. Any complaint alleging district noncompliance with the prohibition against requiring students to pay fees, deposits, or other charges for participation in educational activities (5 CCR 4610)
5. Any complaint alleging district noncompliance with legal requirements related to the implementation of the local control and accountability plan (Education Code 52075)
6. Any complaint, by or on behalf of any student who is a foster youth, alleging district noncompliance with any legal requirement applicable to the student regarding placement decisions, the responsibilities of the district's educational liaison to the student, the award of credit for coursework satisfactorily completed in another school or district, school transfer, or the grant of an exemption from Board-imposed graduation requirements (Education Code 48853, 48853.5, 49069.5, 51225.1, 51225.2)
7. Any complaint, by or on behalf of a homeless student as defined in 42 USC 11434a, alleging district noncompliance with any requirement applicable to the student regarding the award of credit for coursework satisfactorily completed in another school or district or the grant of an exemption from Board-imposed graduation requirements (Education Code 51225.1, 51225.2)
8. Any complaint, by or on behalf of a former juvenile court school student who transfers into the district after his/her second year of high school, alleging district noncompliance with any requirement applicable to the student regarding the award of credit for coursework satisfactorily completed in the juvenile court school or the grant of an exemption from Board-imposed graduation requirements (Education Code 51225.1, 51225.2)
9. Any complaint alleging district noncompliance with the requirements of Education Code 51228.1 and 51228.2 that prohibit the assignment of a student to a course without educational content for more than one week in any semester or to a course the student has previously satisfactorily completed, without meeting specified conditions (Education Code 51228.3)
10. Any complaint alleging district noncompliance with the physical education instructional minutes requirement for students in elementary school (Education Code 51210, 51223)
11. Any complaint alleging retaliation against a complainant or other participant in the complaint process or anyone who has acted to uncover or report a violation subject to this policy
12. Any other complaint as specified in a district policy
The Board recognizes that alternative dispute resolution (ADR) can, depending on the nature of the allegations, offer a process to reach a resolution to the complaint that is acceptable to all parties. ADR such as mediation may be offered to resolve complaints that involve more than one student and no adult. However, mediation shall not be offered or used to resolve any complaint involving sexual assault or where there is a reasonable risk that a party to the mediation would feel compelled to participate. The Superintendent or designee shall ensure that the use of ADR is consistent with state and federal laws and regulations.
The district shall protect all complainants from retaliation. In investigating complaints, the confidentiality of the parties involved shall be protected as required by law. For any complaint alleging retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the Superintendent or designee shall keep the identity of the complainant, and/or the subject of the complaint if he/she is different from the complainant, confidential when appropriate and as long as the integrity of the complaint process is maintained.
39 When an allegation that is not subject to the UCP is included in a UCP complaint, the district shall refer the non-UCP allegation to the appropriate staff or agency and shall investigate and, if appropriate, resolve the UCP-related allegation(s) through the district's UCP.
The Superintendent or designee shall provide training to district staff to ensure awareness and knowledge of current law and related requirements, including the steps and timelines specified in this policy and the accompanying administrative regulation.
The Superintendent or designee shall maintain records of all UCP complaints and the investigations of those complaints in accordance with applicable law and district policy.
Non-UCP Complaints
The following complaints shall not be subject to the district's UCP but shall be referred to the specified agency: (5 CCR 4611)
1. Any complaint alleging child abuse or neglect shall be referred to the County Department of Social Services, the County Protective Services Division, and the appropriate law enforcement agency.
2. Any complaint alleging health and safety violations by a child development program shall, for licensed facilities, be referred to Department of Social Services and shall, for licensing-exempt facilities, be referred to the appropriate Child Development regional administrator.
3. Any complaint alleging employment discrimination shall be sent to the California Department of Fair Employment and Housing and the compliance officer shall notify the complainant by first class mail of the transfer.
4. Any complaint alleging fraud shall be referred to the California Department of Education.
In addition, the district's Williams Uniform Complaint Procedures, AR 1312.4, shall be used to investigate and resolve any complaint related to sufficiency of textbooks or instructional materials, emergency or urgent facilities conditions that pose a threat to the health or safety of students or staff, or teacher vacancies and misassignments. (Education Code 35186)
Administrative Regulation 1312.3 states:
Except as the Governing Board may otherwise specifically provide in other district policies, these uniform complaint procedures (UCP) shall be used to investigate and resolve only the complaints specified in BP 1312.3.
Compliance Officers
The district designates the individual(s) identified below as the employee(s) responsible for coordinating the district's response to complaints and for complying with state and federal civil rights laws. The individual(s) also serve as the compliance officer(s) specified in AR 5145.3 - Nondiscrimination/Harassment as the responsible employee(s) to handle complaints regarding unlawful discrimination (such as discriminatory harassment, intimidation, or bullying). The individual(s) shall receive and coordinate the investigation of complaints and shall ensure district compliance with law.
Marilyn Cline, Executive Director of Human Resources (title or position) 1261 Metz Rd., Soledad, CA 93960 (address) (831) 678-3987 (telephone number) [email protected] (email)
40
The compliance officer who receives a complaint may assign another compliance officer to investigate and resolve the complaint. The compliance officer shall promptly notify the complainant and respondent, if applicable, if another compliance officer is assigned to the complaint.
In no instance shall a compliance officer be assigned to a complaint in which he/she has a bias or conflict of interest that would prohibit him/her from fairly investigating or resolving the complaint. Any complaint against a compliance officer or that raises a concern about the compliance officer's ability to investigate the complaint fairly and without bias shall be filed with the Superintendent or designee who shall determine how the complaint will be investigated.
The Superintendent or designee shall ensure that employees assigned to investigate and resolve complaints receive training and are knowledgeable about the laws and programs at issue in the complaints to which they are assigned. Training provided to such employees shall cover current state and federal laws and regulations governing the program, applicable processes for investigating and resolving complaints, including those alleging unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), applicable standards for reaching decisions on complaints, and appropriate corrective measures. Assigned employees may have access to legal counsel as determined by the Superintendent or designee.
The compliance officer or, if necessary, any appropriate administrator shall determine whether interim measures are necessary during and pending the result of an investigation. If interim measures are determined to be necessary, the compliance officer or the administrator shall consult with the Superintendent, the Superintendent's designee, or, if appropriate, the site principal to implement one or more interim measures. The interim measures shall remain in place until the compliance officer determines that they are no longer necessary or until the district issues its final written decision, whichever occurs first.
Notifications
The district's UCP policy and administrative regulation shall be posted in all district schools and offices, including staff lounges and student government meeting rooms. (Education Code 234.1)
The Superintendent or designee shall annually provide written notification of the district's UCP, including information regarding unlawful student fees, local control and accountability plan (LCAP) requirements, and requirements related to the educational rights of foster youth, homeless students, and former juvenile court school students to students, employees, parents/guardians, the district advisory committee, school advisory committees, appropriate private school officials or representatives, and other interested parties. (Education Code 262.3, 48853, 48853.5, 49013, 49069.5, 51225.1, 51225.2, 52075; 5 CCR 4622)
The annual notification, complete contact information of the compliance officer(s), and information related to Title IX as required pursuant to Education Code 221.61 shall be posted on the district web site and may be provided through district- supported social media, if available. The Superintendent or designee shall ensure that all students and parents/guardians, including students and parents/guardians with limited English proficiency, have access to the relevant information provided in the district's policy, regulation, forms, and notices concerning the UCP.
If 15 percent or more of students enrolled in a particular district school speak a single primary language other than English, the district's policy, regulation, forms, and notices concerning the UCP shall be translated into that language, in accordance with Education Code 234.1 and 48985. In all other instances, the district shall ensure meaningful access to all relevant UCP information for parents/guardians with limited English proficiency.
The notice shall:
1. Identify the person(s), position(s), or unit(s) responsible for receiving complaints
41 2. Advise the complainant of any civil law remedies that may be available to him/her under state or federal antidiscrimination laws, if applicable
3. Advise the complainant of the appeal process, including, if applicable, the complainant's right to take a complaint directly to the California Department of Education (CDE) or to pursue remedies before civil courts or other public agencies, such as the U.S. Department of Education's Office for Civil Rights (OCR) in cases involving unlawful discrimination (such as discriminatory harassment, intimidation, or bullying).
4. Include statements that:
a. The district has the primary responsibility to ensure compliance with applicable state and federal laws and regulations governing educational programs.
b. The complaint review shall be completed within 60 calendar days from the date of receipt of the complaint unless the complainant agrees in writing to an extension of the timeline.
c. A complaint alleging retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying) must be filed not later than six months from the date it occurred, or six months from the date the complainant first obtained knowledge of the facts of the alleged unlawful discrimination. The time for filing may be extended for up to 90 days by the Superintendent or designee for good cause upon written request by the complainant setting forth the reasons for the extension.
d. Complaints should be filed in writing and signed by the complainant. If a complainant is unable to put his/her complaint in writing, for example, due to conditions such as a disability or illiteracy, district staff shall assist him/her in the filing of the complaint.
e. If a complaint is not filed in writing but the district receives notice of any allegation that is subject to the UCP, the district shall take affirmative steps to investigate and address the allegations, in a manner appropriate to the particular circumstances.
If the allegation involves retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying) and the investigation confirms that discrimination has occurred, the district will take steps to prevent recurrence of discrimination and correct its discriminatory effects on the complainant, and on others, if appropriate.
f. A student enrolled in a public school shall not be required to pay a fee for his/her participation in an educational activity that constitutes an integral fundamental part of the district's educational program, including curricular and extracurricular activities.
g. The Board is required to adopt and annually update the LCAP in a manner that includes meaningful engagement of parents/guardians, students, and other stakeholders in the development and/or review of the LCAP.
h. A foster youth shall receive information about educational rights related to his/her educational placement, enrollment in and checkout from school, as well as the responsibilities of the district liaison for foster youth to ensure and facilitate these requirements and to assist the student in ensuring proper transfer of his/her credits, records, and grades when he/she transfers between schools or between the district and another district.
i. A foster youth, homeless student, or former juvenile court school student who transfers into a district high school or between district high schools as applicable shall be notified of the district's responsibility to:
42 (1) Accept any coursework or part of the coursework that the student has satisfactorily completed in another public school, juvenile court school, or a nonpublic, nonsectarian school or agency, and to issue full or partial credit for the coursework completed
(2) Not require the student to retake any course or a portion of a course which he/she has satisfactorily completed in another public school, juvenile court school, or a nonpublic, nonsectarian school or agency
(3) If the student has completed his/her second year of high school before the transfer, provide the student information about district-adopted coursework and Board-imposed graduation requirements from which he/she may be exempted pursuant to Education Code 51225.1
j. The complainant has a right to appeal the district's decision to the CDE by filing a written appeal within 15 calendar days of receiving the district's decision.
In any complaint alleging unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the respondent also shall have the right to file an appeal with the CDE in the same manner as the complainant, if he/she is dissatisfied with the district's decision.
k. The appeal to the CDE must include a copy of the complaint filed with the district and a copy of the district's decision.
l. Copies of the district's UCP are available free of charge.
District Responsibilities
All UCP-related complaints shall be investigated and resolved within 60 calendar days of the district's receipt of the complaint unless the complainant agrees in writing to an extension of the timeline. (5 CCR 4631)
For complaints alleging unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the district shall inform the respondent when the complainant agrees to an extension of the timeline for investigating and resolving the complaint.
The compliance officer shall maintain a record of each complaint and subsequent related actions, including steps taken during the investigation and all information required for compliance with 5 CCR 4631 and 4633.
All parties involved in the allegations shall be notified when a complaint is filed and when a decision or ruling is made. However, the compliance officer shall keep all complaints or allegations of retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying) confidential except when disclosure is necessary to carry out the investigation, take subsequent corrective action, conduct ongoing monitoring, or maintain the integrity of the process. (5 CCR 4630, 4964)
Filing of Complaints
The complaint shall be presented to the compliance officer who shall maintain a log of complaints received, providing each with a code number and a date stamp.
All complaints shall be filed in writing and signed by the complainant. If a complainant is unable to put a complaint in writing due to conditions such as a disability or illiteracy, district staff shall assist him/her in the filing of the complaint. (5 CCR 4600)
Complaints shall also be filed in accordance with the following rules, as applicable:
43 1. A complaint alleging district violation of applicable state or federal law or regulations governing adult education programs, consolidated categorical aid programs, migrant education, career technical and technical education and training programs, child care and development programs, child nutrition programs, and special education programs may be filed by any individual, public agency, or organization. (5 CCR 4630)
2. Any complaint alleging noncompliance with law regarding the prohibition against requiring students to pay student fees, deposits, and charges or any requirement related to the LCAP may be filed anonymously if the complaint provides evidence, or information leading to evidence, to support an allegation of noncompliance. A complaint about a violation of the prohibition against the charging of unlawful student fees may be filed with the principal of the school or with the Superintendent or designee. However, any such complaint shall be filed no later than one year from the date the alleged violation occurred. (Education Code 49013, 52075; 5 CCR 4630)
3. A complaint alleging unlawful discrimination (such as discriminatory harassment, intimidation, or bullying) may be filed only by a person who alleges that he/she personally suffered the unlawful discrimination or by a person who believes that an individual or any specific class of individuals has been subjected to it. The complaint shall be initiated no later than six months from the date when the alleged unlawful discrimination occurred, or six months from the date when the complainant first obtained knowledge of the facts of the alleged unlawful discrimination. The time for filing may be extended for up to 90 days by the Superintendent or designee for good cause upon written request by the complainant setting forth the reasons for the extension. (5 CCR 4630)
4. When a complaint alleging unlawful discrimination (such as discriminatory harassment, intimidation, or bullying) is filed anonymously, the compliance officer shall pursue an investigation or other response as appropriate, depending on the specificity and reliability of the information provided and the seriousness of the allegation.
5. When the complainant of unlawful discrimination (such as discriminatory harassment, intimidation, or bullying) or the alleged victim, when he/she is not the complainant, requests confidentiality, the compliance officer shall inform him/her that the request may limit the district's ability to investigate the conduct or take other necessary action. When honoring a request for confidentiality, the district shall nevertheless take all reasonable steps to investigate and resolve/respond to the complaint consistent with the request.
Mediation
Within three business days after the compliance officer receives the complaint, he/she may informally discuss with all the parties the possibility of using mediation. Mediation shall be offered to resolve complaints that involve more than one student and no adult. However, mediation shall not be offered or used to resolve any complaint involving an allegation of sexual assault or where there is a reasonable risk that a party to the mediation would feel compelled to participate. If the parties agree to mediation, the compliance officer shall make all arrangements for this process.
Before initiating the mediation of a complaint alleging retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the compliance officer shall ensure that all parties agree to make the mediator a party to relevant confidential information. The compliance officer shall also notify all parties of the right to end the informal process at any time.
If the mediation process does not resolve the problem within the parameters of law, the compliance officer shall proceed with his/her investigation of the complaint.
The use of mediation shall not extend the district's timelines for investigating and resolving the complaint unless the complainant agrees in writing to such an extension of time. If mediation is successful and the complaint is withdrawn, then the district shall take only the actions agreed to through the mediation. If mediation is unsuccessful, the district shall then continue with subsequent steps specified in this administrative regulation.
Investigation of Complaint
44 Within 10 business days after the compliance officer receives the complaint, the compliance officer shall begin an investigation into the complaint.
Within one business day of initiating the investigation, the compliance officer shall provide the complainant and/or his/her representative with the opportunity to present the information contained in the complaint to the compliance officer and shall notify the complainant and/or his/her representative of the opportunity to present the compliance officer with any evidence, or information leading to evidence, to support the allegations in the complaint. Such evidence or information may be presented at any time during the investigation.
In conducting the investigation, the compliance officer shall collect all available documents and review all available records, notes, or statements related to the complaint, including any additional evidence or information received from the parties during the course of the investigation. He/she shall individually interview all available witnesses with information pertinent to the complaint, and may visit any reasonably accessible location where the relevant actions are alleged to have taken place. At appropriate intervals, the compliance officer shall inform both parties of the status of the investigation.
To investigate a complaint alleging retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the compliance officer shall interview the alleged victim(s), any alleged offenders, and other relevant witnesses privately, separately, and in a confidential manner. As necessary, additional staff or legal counsel may conduct or support the investigation.
A complainant's refusal to provide the district's investigator with documents or other evidence related to the allegations in the complaint, failure or refusal to cooperate in the investigation, or engagement in any other obstruction of the investigation may result in the dismissal of the complaint because of a lack of evidence to support the allegation. Similarly, a respondent's refusal to provide the district's investigator with documents or other evidence related to the allegations in the complaint, failure or refusal to cooperate in the investigation, or engagement in any other obstruction of the investigation may result in a finding, based on evidence collected, that a violation has occurred and in the imposition of a remedy in favor of the complainant. (5 CCR 4631)
In accordance with law, the district shall provide the investigator with access to records and other information related to the allegation in the complaint and shall not in any way obstruct the investigation. Failure or refusal of the district to cooperate in the investigation may result in a finding based on evidence collected that a violation has occurred and in the imposition of a remedy in favor of the complainant. (5 CCR 4631)
The compliance officer shall apply a "preponderance of the evidence" standard in determining the veracity of the factual allegations in a complaint. This standard is met if the allegation is more likely to be true than not.
Report of Findings
Unless extended by written agreement with the complainant, the compliance officer shall prepare and send to the complainant, and respondent if there is one, a written report, as described in the section "Final Written Decision" below, within 60 calendar days of the district's receipt of the complaint. (5 CCR 4631)
In resolving any complaint alleging unlawful discrimination (such as discriminatory harassment, intimidation, and bullying), the respondent also shall be sent the district's decision and, in the same manner as the complainant, may file a complaint with the Board if dissatisfied with the decision.
Final Written Decision
The district's decision on how it will resolve the complaint shall be in writing and shall be sent to the complainant and respondent. (5 CCR 4631)
45 In consultation with district legal counsel, information about the relevant part of a decision may be communicated to a victim who is not the complainant and to other parties who may be involved in implementing the decision or are affected by the complaint, as long as the privacy of the parties is protected. In a complaint alleging unlawful discrimination (such as discriminatory harassment, intimidation, and bullying), notice of the district's decision to the alleged victim shall include information about any sanction to be imposed upon the respondent that relates directly to the alleged victim.
If the complaint involves a limited-English-proficient student or parent/guardian and the student involved attends a school at which 15 percent or more of the students speak a single primary language other than English, then the decision shall also be translated into that language. In all other instances, the district shall ensure meaningful access to all relevant information for parents/guardians with limited English proficiency.
For all complaints, the decision shall include: (5 CCR 4631)
1. The findings of fact based on the evidence gathered. In reaching a factual determination, the following factors may be taken into account:
a. Statements made by any witnesses
b. The relative credibility of the individuals involved
c. How the complaining individual reacted to the incident
d. Any documentary or other evidence relating to the alleged conduct
e. Past instances of similar conduct by any alleged offenders
f. Past false allegations made by the complainant
2. The conclusion(s) of law
3. Disposition of the complaint
4. Rationale for such disposition
For complaints of retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the disposition of the complaint shall include a determination for each allegation as to whether retaliation or unlawful discrimination has occurred.
The determination of whether a hostile environment exists may involve consideration of the following:
a. How the misconduct affected one or more students' education
b. The type, frequency, and duration of the misconduct
c. The relationship between the alleged victim(s) and offender(s)
d. The number of persons engaged in the conduct and at whom the conduct was directed
e. The size of the school, location of the incidents, and context in which they occurred
f. Other incidents at the school involving different individuals
46 5. Corrective action(s), including any actions that have been taken or will be taken to address the allegations in the complaint and including, with respect to a student fees complaint, a remedy that comports with Education Code 49013 and 5 CCR 4600
For complaints of unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the decision may, as required by law, include:
a. The corrective actions imposed on the respondent
b. Individual remedies offered or provided to the complainant or another person who was the subject of the complaint, but this information should not be shared with the respondent.
c. Systemic measures the school has taken to eliminate a hostile environment and prevent recurrence
6. Notice of the complainant's and respondent's right to appeal the district's decision to the CDE within 15 calendar days, and procedures to be followed for initiating such an appeal
The decision may also include follow-up procedures to prevent recurrence or retaliation and for reporting any subsequent problems.
For complaints alleging unlawful discrimination based on state law (such as discriminatory harassment, intimidation, and bullying), the decision shall also include a notice to the complainant that:
1. He/she may pursue available civil law remedies outside of the district's complaint procedures, including seeking assistance from mediation centers or public/private interest attorneys, 60 calendar days after the filing of an appeal with the CDE. (Education Code 262.3)
2. The 60 days moratorium does not apply to complaints seeking injunctive relief in state courts or to discrimination complaints based on federal law. (Education Code 262.3)
3. Complaints alleging discrimination based on race, color, national origin, sex, gender, disability, or age may also be filed with the U.S. Department of Education, Office for Civil Rights at www.ed.gov/ocr within 180 days of the alleged discrimination.
Corrective Actions
When a complaint is found to have merit, the compliance officer shall adopt any appropriate corrective action permitted by law. Appropriate corrective actions that focus on the larger school or district environment may include, but are not limited to, actions to reinforce district policies; training for faculty, staff, and students; updates to school policies; or school climate surveys.
For complaints involving retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), appropriate remedies that may be offered to the victim but not communicated to the respondent may include, but are not limited to, the following:
1. Counseling
2. Academic support
3. Health services
4. Assignment of an escort to allow the victim to move safely about campus
5. Information regarding available resources and how to report similar incidents or retaliation
47
6. Separation of the victim from any other individuals involved, provided the separation does not penalize the victim
7. Restorative justice
8. Follow-up inquiries to ensure that the conduct has stopped and there has been no retaliation
9. Determination of whether any past actions of the victim that resulted in discipline were related to the treatment the victim received and described in the complaint
For complaints involving retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), appropriate corrective actions that focus on a student offender may include, but are not limited to, the following:
1. Transfer from a class or school as permitted by law
2. Parent/guardian conference
3. Education regarding the impact of the conduct on others
4. Positive behavior support
5. Referral to a student success team
6. Denial of participation in extracurricular or co-curricular activities or other privileges as permitted by law
7. Disciplinary action, such as suspension or expulsion, as permitted by law
When an employee is found to have committed retaliation or unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), the district shall take appropriate disciplinary action, up to and including dismissal, in accordance with applicable law and collective bargaining agreement.
The district may also consider training and other interventions for the larger school community to ensure that students, staff, and parents/guardians understand the types of behavior that constitute unlawful discrimination (such as discriminatory harassment, intimidation, or bullying), that the district does not tolerate it, and how to report and respond to it.
If a complaint alleging noncompliance with the laws regarding student fees, deposits, and other charges, physical education instructional minutes for students in elementary schools, or any requirement related to the LCAP is found to have merit, the district shall provide a remedy to all affected students and parents/guardians subject to procedures established by regulation of the State Board of Education. (Education Code 49013, 51223, 52075)
For complaints alleging noncompliance with the laws regarding student fees, the district shall attempt in good faith, by engaging in reasonable efforts, to identify and fully reimburse all affected students and parents/guardians who paid the unlawful student fees within one year prior to the filing of the complaint. (Education Code 49013; 5 CCR 4600)
Appeals to the California Department of Education
Any complainant who is dissatisfied with the district's final written decision may file an appeal in writing with the CDE within 15 calendar days of receiving the district's decision. (Education Code 222, 48853, 48853.5, 49013, 49069.5, 51223, 51225.1, 51225.2, 51228.3, 52075; 5 CCR 4632)
When a respondent in any complaint alleging unlawful discrimination (such as discriminatory harassment, intimidation, and bullying) is dissatisfied with the district's final written decision, he/she, in the same manner as the complainant, may file an appeal with the CDE.
48
The complainant or respondent shall specify the basis for the appeal of the decision and whether the facts are incorrect and/or the law has been misapplied. The appeal shall be accompanied by a copy of the locally filed complaint and a copy of the district's decision. (5 CCR 4632)
Upon notification by the CDE that the complainant or respondent has appealed the district's decision, the Superintendent or designee shall forward the following documents to the CDE: (5 CCR 4633)
1. A copy of the original complaint
2. A copy of the written decision
3. A summary of the nature and extent of the investigation conducted by the district, if not covered by the decision
4. A copy of the investigation file including, but not limited to, all notes, interviews, and documents submitted by the parties and gathered by the investigator
5. A report of any action taken to resolve the complaint
6. A copy of the district's uniform complaint procedures
7. Other relevant information requested by the CDE
WILLIAMS UNIFORM COMPLAINT PROCEDURES AR 1312.4
The district shall use the procedures described in this administrative regulation only to investigate and resolve the following: (Education Code 35186; 5 CCR 4680-4683) 1. Complaints regarding the insufficiency of textbooks and instructional materials, including any complaint alleging that: a. A student, including an English learner, does not have standards-aligned textbooks or instructional materials or state- or district-adopted textbooks or other required instructional materials to use in class. b. A student does not have access to textbooks or instructional materials to use at home or after school. This does not require two sets of textbooks or instructional materials for each student. c. Textbooks or instructional materials are in poor or unusable condition, have missing pages, or are unreadable due to damage. d. A student was provided photocopied sheets from only a portion of a textbook or instructional materials to address a shortage of textbooks or instructional materials. (cf. 6161.1 - Selection and Evaluation of Instructional Materials) 2. Complaints regarding teacher vacancy or misassignment, including any complaint alleging that: a. A semester begins and a teacher vacancy exists. b. A teacher who lacks credentials or training to teach English learners is assigned to teach a class with more than 20 percent English learners in the class. (cf. 4112.22 - Staff Teaching English Language Learners) c. A teacher is assigned to teach a class for which the teacher lacks subject matter competency. Teacher vacancy means a position to which a single designated certificated employee has not been assigned at the beginning of the year for an entire year or, if the position is for a one-semester course, a position to which a single designated certificated employee has not been assigned at the beginning of the semester for an entire semester. (Education Code 35186; 5 CCR4600)
49 Beginning of the year or semester means the first day classes necessary to serve all the students enrolled are established with a single designated certificated employee assigned for the duration of the class, but not later than 20 working days after the first day students attend classes for that semester. (5 CCR 4600) Misassignment means the placement of a certificated employee in a teaching or services position for which the employee does not hold a legally recognized certificate or credential or the placement of a certificated employee in a teaching or services position that the employee is not otherwise authorized by statute to hold. (Education Code 35186; 5 CCR 4600) (cf. 4112.2 - Certification) (cf. 4113 - Assignment) 3. Complaints regarding the condition of school facilities, including any complaint alleging that: a. A condition poses an emergency or urgent threat to the health or safety of students or staff. Emergency or urgent threat means structures or systems that are in a condition that poses a threat to the health and safety of students or staff while at school, including, but not limited to, gas leaks; nonfunctioning heating, ventilation, fire sprinklers, or air-conditioning systems; electrical power failure; major sewer line stoppage; major pest or vermin infestation; broken windows or exterior doors or gates that will not lock and that pose a security risk; abatement of hazardous materials previously undiscovered that pose an immediate threat to students or staff; structural damage creating a hazardous or uninhabitable condition; or any other condition deemed appropriate. (Education Code 17592.72)
b. A school restroom has not been cleaned, maintained, or kept open in accordance with Education Code 35292.5. Clean or maintained school restroom means a school restroom has been cleaned or maintained regularly, is fully operational, or has been stocked at all times with toilet paper, soap, or paper towels or functional hand dryers. (Education Code 35292.5) Open restroom means the school has kept all restrooms open during school hours when students are not in classes and has kept a sufficient number of restrooms open during school hours when students are in classes. This does not apply when the temporary closing of the restroom is necessary for student safety or to make repairs. (Education Code 35292.5) Filing of Complaint A complaint alleging any condition(s) specified in the section "Types of Complaints" above shall be filed with the principal or designee at the school in which the complaint arises. The principal or designee shall forward a complaint about problems beyond his/her authority to the Superintendent or designee in a timely manner, but not to exceed 10 working days. (Education Code 35186; 5 CCR 4680) Investigation and Response The principal or designee shall make all reasonable efforts to investigate any problem within his/her authority. He/she shall remedy a valid complaint within a reasonable time period not to exceed 30 working days from the date the complaint was received. (Education Code 35186; 5 CCR 4685) Complaints may be filed anonymously. If the complainant has indicated on the complaint form that he/she would like a response to the complaint, the principal or designee shall report the resolution of the complaint to him/her at the mailing address indicated on the complaint form within 45 working days of the initial filing of the complaint. At the same time, the principal or designee shall report the same information to the Superintendent or designee. (Education Code 35186; 5 CCR 4680, 4685) When Education Code 48985 is applicable and the complainant has requested a response, the response shall be written in English and in the primary language in which the complaint was filed. (Education Code 35186) If a complainant is not satisfied with the resolution of a complaint, he/she has the right to describe the complaint to the Governing Board at a regularly scheduled meeting. (Education Code35186; 5 CCR 4686) For any complaint concerning a facilities condition that poses an emergency or urgent threat to the health or safety of students or staff as described in item #3a in the section "Types of Complaints" above, a complainant who is not satisfied with the resolution proffered by the principal or Superintendent or designee may file an appeal to the Superintendent of Public Instruction within 15 days of receiving the district's response. The complainant shall comply with the appeal requirements specified in 5 CCR 4632. (Education Code 35186; 5 CCR 4687)
50 All complaints and written responses shall be public records. (Education Code 35186; 5 CCR 4686) (cf. 1340 - Access to District Records) Reports On a quarterly basis, the Superintendent or designee shall report, to the Board at a regularly scheduled public Board meeting and to the County Superintendent of Schools, summarized data on the nature and resolution of all complaints. The report shall include the number of complaints by general subject area with the number of resolved and unresolved complaints. (Education Code35186; 5 CCR 4686) Forms and Notices The Superintendent or designee shall ensure a Williams complaint form is available at each school. However, complainants need not use the district's complaint form in order to file a complaint. (Education Code 35186; 5 CCR 4680) The Superintendent or designee shall ensure that the district's complaint form contains a space to indicate whether the complainant desires a response to his/her complaint and specifies the location for filing a complaint. A complainant may add as much text to explain the complaint as he/she wishes. (Education Code 35186; 5 CCR 4680) The Superintendent or designee shall ensure that a notice is posted in each classroom in each school containing the components specified in Education Code 35186. (Education Code 35186)
NOTICE TO PARENTS/GUARDIANS, STUDENTS, AND TEACHERS: COMPLAINT RIGHTS
Parents/Guardians, Students, and Teachers:
Pursuant to Education Code 35186, you are hereby notified that:
1. There should be sufficient textbooks and instructional materials. That means each student, including an English learner, must have a textbook or instructional materials, or both, to use in class and to take home.
2. School facilities must be clean, safe, and maintained in good repair.
3. There should be no teacher vacancies or misassignments. There should be a teacher assigned to each class and not a series of substitutes or other temporary teachers. The teacher should have the proper credential to teach the class, including the certification required to teach English learners, if present.
Misassignment means the placement of a certificated employee in a teaching or services position for which the employee does not hold a legally recognized certificate or credential or the placement of a certificated employee in a teaching or services position that the employee is not otherwise authorized by statute to hold.
Teacher vacancy means a position to which a single designated certificated employee has not been assigned at the beginning of the year for an entire year or, if the position is for a one-semester course, a position to which a single designated certificated employee has not been assigned at the beginning of a semester for an entire semester.
4. A complaint form may be obtained at the school office or district office, or downloaded from the school or district web site. You may also download a copy of the California Department of Education complaint form from the following web site: http://www.cde.ca.gov/re/cp/uc. However, a complaint need not be filed using either the district's complaint form or the complaint form from the California Department of Education.
51 Exhibit 2 - 1312.4
WILLIAMS UNIFORM COMPLAINT PROCEDURES
COMPLAINT FORM: WILLIAMS UNIFORM COMPLAINT PROCEDURES
Education Code 35186 creates a procedure for the filing of complaints concerning deficiencies related to instructional materials, conditions of facilities that are not maintained in a clean or safe manner or in good repair, or teacher vacancy or misassignment. The complaint and response are public documents as provided by law. Complaints may be filed anonymously. However, if you wish to receive a response to your complaint, you must provide the contact information below.
Response requested? __ Yes __ No
Contact information: (if response is requested)
Name:
Address:
Phone number: Day: Evening:
E-mail address, if any:
Date problem was observed:
Location of the problem that is the subject of this complaint:
School name/address:
Course title/grade level and teacher name:
Room number/name of room/location of facility:
Only the following issues may be the subject of this complaint process. If you wish to complain about an issue not specified below, please contact the school or district for the appropriate district complaint procedure.
Specific issue(s) of the complaint: (Please check all that apply. A complaint may contain more than one allegation.)
1. Textbooks and instructional materials: (Education Code 35186; 5 CCR 4681)
__ A student, including an English learner, does not have standards-aligned textbooks or instructional materials or state- or district-adopted textbooks or other required instructional materials to use in class.
__ A student does not have access to textbooks or instructional materials to use at home or after school. This does not require two sets of textbooks or instructional materials for each student.
__ Textbooks or instructional materials are in poor or unusable condition, have missing pages, or are unreadable due to damage.
__ A student was provided photocopied sheets from only a portion of a textbook or instructional materials to address a shortage of textbooks or instructional materials.
2. Teacher vacancy or misassignment: (Education Code 35186; 5 CCR 4682)
52
__ A semester begins and a teacher vacancy exists. A teacher vacancy is a position to which a single designated certificated employee has not been assigned at the beginning of the school year for an entire year or, if the position is for a one-semester course, a position to which a single designated certificated employee has not been assigned at the beginning of a semester for an entire semester.
__ A teacher who lacks credentials or training to teach English learners is assigned to teach a class with more than 20 percent English learners in the class.
__ A teacher is assigned to teach a class for which the teacher lacks subject matter competency.
3. Facilities conditions: (Education Code 17592.72, 35186, 35292.5; 5 CCR 4683) __ A condition exists that poses an emergency or urgent threat to the health or safety of students or staff including gas leaks; nonfunctioning heating, ventilation, fire sprinklers, or air-conditioning systems; electrical power failure; major sewer line stoppage; major pest or vermin infestation; broken windows or exterior doors or gates that will not lock and that pose a security risk; abatement of hazardous materials previously undiscovered that pose an immediate threat to students or staff; structural damage creating a hazardous or uninhabitable condition; and any other condition deemed appropriate by the district.
__ A school restroom has not been cleaned or maintained regularly, is not fully operational, or has not been stocked at all times with toilet paper, soap, or paper towels or functional hand dryers.
__ The school has not kept all restrooms open during school hours when students are not in classes and has not kept a sufficient number of restrooms open during school hours when students are in classes. This does not apply when temporary closing of the restroom is necessary for student safety or to make repairs.
Please describe the issue of your complaint in detail. You may attach additional pages and include as much text as necessary to fully describe the situation. For complaints regarding facilities conditions, please describe the emergency or urgent facilities condition and how that condition poses a threat to the health or safety of students or staff.
______
Please file this complaint at the following location:
______(principal or title of designee of the Superintendent) Address
Please provide a signature below. If you wish to remain anonymous, a signature is not required. However, all complaints, even anonymous ones, should be dated.
______(Signature) (Date)
53 Years of Service Awards Each year, during the Welcome Back Address to staff, the Superintendent will hold a recognition event to celebrate certificated employees. Classified employees will be recognized at the school site by the site administrator. Recognition will include: 10, 15, 20, 25, 30, 35 and 40 years of continuous service in the District. Each employee being recognized will receive a special commemorative pin.
Retirement Dinner As a tradition, the District celebrates those employees retiring from their service to our District. The Retirement Dinner is usually held in the month of May. A Retirement Committee plans and organizes this event. The Committee also announces, and sells tickets to the dinner.
Price of ticket: This depends on how many employees are retiring and how many will be in attendance. (The price of the ticket includes the dinner, the gift for the employee and all the expenses incurred by the event.)
Location: The dinner is held at nearby location for everyone’s enjoyment.
Gift: As a tradition, retirees receive an engraved clock.
It is important that any employee planning on retiring notify the Human Resources Department as soon as the announcement goes out for the dinner, so we can celebrate you for your service in our District.
54 Soledad Unified School District 2017/2018
Staffing Assignments
Last Name First Name ASSIGNMENT SCHOOL SITE/DEPARTMENT Aguilar Anely Inst Aide III RSP Jack Franscioni Elementary Aguilar Annette Library/Media Supervisor District Wide Aguilar Elivier Translator Clerk District Office Aguilar Erasmo Fourth Grade Teacher Frank Ledesma Elementary Aguilar Fidel Custodian I MOTF Department Aguilera Agustin Groundsperson/Bus Driver MOTF Department Aguilera Esmeralda State Preschool Teacher Metz Road Aguillon Guadalupe Inst Aide Pre-School Metz Road Pre-School Aguirre David Custodian II/Bus Driver MOTF Department Alapisco Laura Inst Aide III RSP Gabilan School Alcala Daisy Accounts Payable Business Department Alcantar Veronica Cafeteria Clerk Jack Franscioni Elementary Alcocer Javier Science Teacher Main Street School Aldaco Aidee Dist Intervention Prog Coord Main Street School Alexander Vanessa Inst Aide III RSP Frank Ledesma Elementary Almanza Anabel Secretary I Community Education Center Almanza Gabriel Family-Student Liaison Rose Ferrero Elementary Almanza III Cruz Inst Aide IV SPED Soledad High School Alvarado Josephine Second Grade Teacher Frank Ledesma Elementary Alvarado Virginia Social Studies Teacher Pinnacles High School Alvarez Alma Inst Aide III SDC Gabilan School Alvarez Dalillett Inst Aide IV SPED Gabilan School Alvarez Janette Cafeteria Clerk Frank Ledesma Elementary Alvarez Maria Inst Aide IV SDC Soledad Transition Center Alvarez Roxana Inst Aide III Gabilan School Amador Anjelica Secretary III San Vicente School Amador Kimberly Social Science Teacher Main Street School Amaro Beatriz Inst Aide IV SDC San Vicente School Amudson Andrea English Teacher Soledad High School Anguiano Yesenia Secretary I Jack Franscioni Elementary Aniol Katherine AVID Teacher Main Street School Argueta Roxanna Library Media Specialist Jack Franscioni Elementary Arias Aaron Drama/Chorus Teacher Soledad High School Armer Melissa TOSA ELL Resource Soledad High School/PHS Arnold Logan Social Science Teacher Soledad High School Arreola Virginia Secretary III Community Education Center Arriaga-Lonero Alicia First Grade Teacher San Vicente Elementary Arroyo Catalina Inst Aide IV SDC San Vicente School Avila Aryana Cafeteria Clerk Soledad High School
55 Badillo Hector RSP Teacher Main Street School Bailey Hunter Sixth Grade Teacher Frank Ledesma Elementary Bailon Adelina Inst Aide IV SDC Jack Franscioni Elementary Bailon Carissa Head Cook Frank Ledesma Elementary Bantin Kester TOSA – New Teacher Support District Wide Barrera Samantha Yvette Physical Education Teacher Soledad High School Barrera-Negrete Ma De Los Custodian II/Bus Driver MOTF Department Basaldua Manuel Third Grade Teacher Frank Ledesma Elementary Bassetti Colburn Amanda Sixth Grade Teacher Rose Ferrero Elementary Batres Jennifer Campus Security Soledad High School Bazan Rosa Inst Aide III Frank Ledesma Elementary Beasley Robert Social Science Teacher Main Street School Beleu Aimee Accountant Business Department Benabides Manuel Custodian II/Bus Driver MOTF Department Benasso Sue RSP Teacher Gabilan School Bentley Jill Social Science Teacher Main Street School Berlanga Francisco Elective Teacher Soledad High School Berlanga Mandy Inst Aide III SPED Main Street School Bernabe Luz Fourth Grade Teacher Gabilan School Blas Cynthia NURSE Jack Franscioni Elementary Bohmert -Jordan Lisa Second Grade Teacher Gabilan School Borcher Vickie Science teacher Main Street School Bourke Chris Social Science Teacher Soledad High School Bowen Amy Fourth Grade Teacher Frank Ledesma Elementary Bravo Alfonso Lead Custodian/Bus Driver MOTF Department Bravo Jonatan Business Teacher Main Street School Bravo Luisa Inst Aide IV SDC San Vicente School Briley Jenna Fourth Grade Teacher Rose Ferrero Elementary Bringas Pedro Mejinez Sixth Grade Teacher Frank Ledesma Elementary Brown Veronica Custodian II/Bus Driver MOTF Department Bullock John Sixth Grade Teacher Jack Franscioni Elementary Bumgarner Mary Kindergarten Teacher Gabilan School Burke Susan Kindergarten Teacher Frank Ledesma Elementary Buttle Annette Second Grade Teacher Frank Ledesma Elementary Bynes Jeffrey RSP Teacher Soledad High School Cabrera Sylvia Inst Aide IV SPED Main Street School Calderon Guadalupe Secretary I District Support Services Calderon Jaime Principal San Vicente Elementary Calderon Lorena Inst Aide III Gabilan School Camacho Amanda Inst Aide IV SDC San Vicente School Camacho Maria Inst Aide III Jr Pre K Gabilan School Camarena Blanca Secretary I Rose Ferrero Elementary Camocamo Geneliza RSP Teacher Jack Franscioni Elementary Camocamo Hermel Inst Aide III Gabilan School Campos Adriana Inst Aide III Frank Ledesma Elementary Canchola Rosalba Health Aide Gabilan School Canchola Rodriguez Rodolfo Custodian II/Bus Driver MOTF Department
56 Canety-Aguilar Flor Clerk Typist Rose Ferrero Elementary Cante Sandra SDC Teacher Jack Franscioni Elementary Cantu Isabel Clerk Typist Gabilan School Carnero Melinda Food Service Supervisor Gabilan School Castillo Ava Cafeteria Clerk San Vicente School Castillo Vera Food Service Worker I Soledad High School Castro Vickie Secretary III Main Street School Ceja Desiree Second Grade Teacher San Vicente Elementary Ceja Jaime Fifth Grade Teacher San Vicente Elementary Celio Granados Sandra Secretary I District Office Chambers Hilary Counselor Frank Ledesma Elementary Chaney Shelby SDC Teacher Jack Franscioni Elementary Chavarin Julia Counselor Soledad High School Chavez Lorena SDC Teacher Jack Franscioni Elementary Chavez Marisela Counselor Jack Franscioni Elementary Chavez Contreras Cristina Secretary I District Support Services Chavez de Meza Maria Secretary I Gabilan School Chavez Jr Rafael Maintenance MOTF Department Chavez-Chavez Adela Food Service Worker II San Vicente School Cisneros Florez Alma Family-Student Liaison Gabilan School Clark Jennifer Math Teacher Main Street School Clifford Michael Agriculture Teacher Soledad High School Cline Marilyn Executive Director of Human Resources District Office Contreras Leticia Foreign Language Teacher Main Street School Contreras Lorraine Food Service Worker I Main Street School Cooper Kirk Counseling & Assessment Coordinator Soledad High School Correa Troy Custodian II/Bus Driver MOTF Department Crespo Mayra Inst Aide III RSP Community Education Center Crugnale Timothy TOSA ELL Resource Main Street School Cruz Chanele Sixth Grade Teacher Jack Franscioni Elementary Cubias Fernando Director of Fiscal Services Business Department Cuevas Jesus Health Teacher Soledad High School Dakis Sophia Fifth Grade Teacher Rose Ferrero Elementary Davis Leslie Principal Jack Franscioni Elementary Day Jennifer Art Teacher Main Street School De Anda Jannete Inst Aide III Jack Franscioni Elementary De La Rosa Alxis TOSA - ELL RESOURCE Jack Franscioni Elementary De La Rosa M Kristina Student Sales Clerk Soledad High School De La Torre Julia Health Aide Frank Ledesma Elementary De Leon Jr Jorge Psychologist District Support Services Dean Keri Library Media Specialist Frank Ledesma Elementary Defendis Nicolas Science Teacher Main Street School Delgado Artemisa Family-Student Liaison Soledad High School Delira Rosalinda First Grade Teacher Gabilan School Denney Michele Fifth Grade Teacher Jack Franscioni Elementary Diaz Daisy Health Aide Rose Ferrero Elementary
57 Diaz Leticia Class Director of Personnel/WC Human Resources Department Diaz Mayra Inst Aide III RSP Rose Ferrero Elementary Dilger, Jr. Felix Math Teacher Soledad High School Dominguez Alicia Third Grade Teacher San Vicente Elementary Dominguez Lorenzo Family-Student Liaison Main Street School Domito Claudia Third Grade Teacher Rose Ferrero Elementary Douglas Magdalena Inst Aide III SDC Jack Franscioni Elementary Douty Nathan Sixth Grade Teacher Rose Ferrero Elementary Downum-Perez Debora Third Grade Teacher Frank Ledesma Elementary Dunston Beatrice Foreign Language Teacher Soledad High School Eckerson Allison English Teacher Soledad High School Ellison Tracey Fourth Grade Teacher Jack Franscioni Elementary Ellsworth Dana Kindergarten Teacher Frank Ledesma Elementary Escarsega Joe Campus Security Soledad High School Esparza Helen Second Grade Teacher San Vicente Elementary Espino Elvia Family-Student Liaison Jack Franscioni Elementary Espinosa Delfina Inst Aide III SDC Gabilan School Espinoza Gerardo ELD Soledad High School Estrada Garcia Abel Plumber MOTF Department Fallan Sim Mechanic III MOTF Department Fantham Joseph Second Grade Teacher Frank Ledesma Elementary Felix Jr Ernesto Sixth Grade Teacher San Vicente Elementary Firme Andre Kindergarten Teacher Jack Franscioni Elementary Firme Irma Executive Secretary Superintendent’s Office Flores Valerie Inst Aide III Jack Franscioni Elementary Ford Thomas Science Teacher Main Street School Fortes Manuela Inst Aide I SDC Jack Franscioni Elementary Frank Kaniz Student Support Coordinator Soledad High School Frank Thomas Principal Rose Ferrero Elementary Freeman Angela Fourth Grade Teacher Jack Franscioni Elementary Freeman Christopher First Grade Teacher Jack Franscioni Elementary Fuerte Sandy RSP Teacher Rose Ferrero Elementary Fuller John Custodian I MOTF Department Galisa Sonnabell Speech Pathologist District Support Services Gallegos Carlie Kindergarten Teacher San Vicente Elementary Gallegos Virginia Inst Aide III SDC Soledad High School Galvan Araceli Clerk Typist Main Street School Galvan Priscilla Inst Aide III SPED Gabilan School Galvez Alicia First Grade Teacher Jack Franscioni Elementary Galvez Linda Secretary I Gabilan School Gammie Audrey Kay RSP Teacher Jack Franscioni Elementary Gandara Alexandra Secretary III Soledad High School Garcia Cindy Secretary I Soledad High School Garcia Elva Science Teacher Main Street School Garcia Joaquin Sixth Grade Teacher Gabilan School Garcia Lucio Custodian I MOTF Department Garcia Veronica Inst Aide IV SDC San Vicente School
58 Garduno Carrie Fourth Grade Teacher Gabilan School Garibay Laura Fourth Grade Teacher Rose Ferrero Elementary Garnica Monica Health Aide Main Street School Garnica Alarcon Viviana Inst Aide III SPED Jack Franscioni Elementary Garza Ferni Physical Education Teacher Main Street School Gerard Dawn Second Grade Teacher Rose Ferrero Elementary Gill Holly Inst Aide IV SPED Jack Franscioni Elementary Glazerman David Computer Science Teacher Soledad High School Godoy Isela Inst Aide III Frank Ledesma Elementary Gomez John Second Grade Teacher San Vicente Elementary Gomez Pedro NJROTC Instructor Soledad High School Gomez Rocio Health Aide Soledad High School Gonzales Diana Inst Aide III SPED Main Street School Gonzalez Belen Secretary III Jack Franscioni Elementary Gonzalez Mariela Inst Aide IV SDC Jack Franscioni Elementary Gonzalez Tamara Library Media Specialist Main Street School Gonzalez Tekisha Inst Aide III SDC Jack Franscioni Elementary Gordon Kennedy Inst Aide III Frank Ledesma Elementary Graham Lauren Agriculture Teacher Soledad High School Graham Patrick English/Social Science Teacher Soledad High School Gray Yvonne Sixth Grade Teacher Frank Ledesma Elementary Griffin Forrest Sixth Grade Teacher Frank Ledesma Elementary Guajardo Vanessa Certificated Payroll Technician Business Department Gutierrez Gabriela Secretary I Soledad High School Guzman Anna Inst Aide III Gabilan School Guzman Jorge Associate Superintendent of Ed Services District Office Guzman Maricela Inst Aide III SDC Main Street School Guzman Jr Horacio Inst Aide IV SPED Soledad High School Hatcher Ellen Nurse District Support Services Heraz Cheryl Campus Security Soledad High School Heredia Erica Secretary III Gabilan School Hernandez Cindy Clerk Typist Main Street School Hernandez Denise Inst Aide - Pre School San Vicente School Hernandez Fernando Groundsperson/Bus Driver MOTF Department Hernandez Jakilyn Secretary I Main Street School Hernandez Marco Antonio Custodian II/Bus Driver MOTF Department Hernandez Maricela First Grade Teacher Jack Franscioni Elementary Hernandez Martina Inst Aide IV SDC Soledad High School Hernandez Nicolas Mechanic I MOTF Department Hernandez Rocio Inst Aide IV SPED Soledad High School Hernandez Verenise Inst Aide III SDC Gabilan School Hernandez Yolanda ROP Teacher Soledad High School Hernandez Martinez Edgar Custodian II/Bus Driver MOTF Department Hernandez- Angela Inst Aide III San Vicente School Velasquez Herrera Juan Custodian II/Bus Driver MOTF Department Hidalgo Kayla Inst Aide III SPED Jack Franscioni Elementary
59 Higgins Adam English Teacher Soledad High School Hill Dianna RSP Teacher Frank Ledesma Elementary Hoeflinger Jeremy Physical Education Teacher Soledad High School Holguin Karen Head Cook Main Street School Holland Maya Fifth Grade teacher Frank Ledesma Elementary Horde Luisa Kindergarten Teacher Jack Franscioni Elementary Hughes Frederick Restaurant Management teacher Soledad High School Hunt Laurie Kindergarten Teacher Gabilan School Hunter Jeannine Counselor Gabilan School Hutton Cristina Speech Pathologist District Support Services Hutton Paul Fourth Grade Teacher San Vicente Elementary Iniguez Madelin Inst Aide III RSP Main Street School Jacinto Maria Second Grade Teacher Rose Ferrero Elementary James Jeffery Principal Soledad High School Jauregui Greci Inst Aide Pre-School San Vicente School Jenkins-Baumgardner Heather Fourth Grade Teacher Frank Ledesma Elementary Jensen Valrie Art Teacher Soledad High School Jimenez Manuela Inst Aide III Soledad High School Jimenez Susana Head Cook Gabilan School Jo Gretchen Speech Pathologist District Support Services Johnson Silvia English/Psychology Teacher Soledad High School Kaplan Daniel Science/Human Anatomy & Physics Teacher Soledad High School Keller Kenneth Second Grade Teacher Jack Franscioni Elementary Keller Natalie Transitional Kindergarten Teacher Rose Ferrero Elementary King Daniel Foreign Language Teacher Soledad High School King Durham Heather English Teacher Soledad High School Kingston George Biology Teacher Soledad High School Kuchta Melvia Assistant Principal Soledad High School La Face Erin Fifth Grade Teacher Rose Ferrero Elementary Labuschagne Sandra English Teacher Pinnacles High School Lang Vance SDC Teacher Main Street School Lara Contreras Maricela Clerk Typist San Vicente School Lawson Heidi SDC Teacher Gabilan School Ledesma Christina Food Service Worker II Frank Ledesma Elementary Lee Sang Science/Math Teacher Pinnacles High School Leos Almanza Edgar Computer Technician District Wide Lerma Olivia Campus Security Main Street School Linares Jr Alfredo Inst Aide IV SDC Soledad Transition Center Little Carmecely SDC (M/M) Teacher Soledad High School Little John Network Administrator District Wide Long Samuel Physics Teacher Soledad High School Lopez Darcie Social Science/Career Teacher Soledad High School Lopez Jeffrey Principal Pinnacles High School Lopez Leticia Inst Aide - Pre School San Vicente School Lopez Maria Math Teacher Main Street School Lopez Pedro Social Science Teacher Soledad High School Lopez Samantha First Grade Teacher Frank Ledesma Elementary
60 Lopez Yesenia Fourth Grade Teacher San Vicente Elementary Lopez-Avila Margarita Second Grade Teacher Gabilan School Lund James Social Science Teacher Main Street School Maag Edward Music Teacher Soledad High School Macias Maria Inst Aide - Pre School Metz Road Pre-School Macias Gonzalez Sergio Groundsperson/Bus Driver MOTF Department Madrid Olguin Manuel Sixth Grade Teacher Jack Franscioni Elementary Madsen Abbie Principal Gabilan School Magana Frank Third Grade Teacher Gabilan School Malagon Jorge Maintenance MOTF Department Maldonado Laura State Preschool Teacher Gabilan School Mallobox Natasha Kindergarten Teacher Rose Ferrero Elementary Mandujano Consuelo Kindergarten Teacher San Vicente Elementary Mandujano Maria Inst Aide Pre-School Gabilan School Mansfield Valerie Dispatcher MOTF Department Mares Eunice Inst Aide IV SDC Soledad Transition Center Mares Olga Library Media Specialist San Vicente School Martel Yoko Food Service Worker I Frank Ledesma Elementary Martin Heather First Grade Teacher Gabilan School Martinez Ashley Math Teacher Soledad High School Martinez Danny Inst Aide IV SDC Jack Franscioni Elementary Martinez Gustavo Delivery Driver/Bus Driver MOTF Department Martinez Jana Library Media Specialist Gabilan School Martinez Marta Student Information System District Office Martinez Martha Head Cook Jack Franscioni Elementary Martinez Micaela SDC (M/M) Teacher Soledad High School Martinez Sandra Student Sales Clerk Soledad High School Martinez Vicenta Truancy Clerk Soledad High School Martinez Ruiz Leticia Food Service Worker I Soledad High School Masuda Kevin CTE /Arts & Multi Media Teacher Soledad High School Maturino Felipe Assistant Principal Main Street School Maturino Isabel Cafeteria Clerk Main Street School Mayfield Amy RSP Teacher Gabilan School/San Vicente McCoy Beau Sixth Grade Teacher Rose Ferrero Elementary McGowne Lisa Kindergarten Teacher Jack Franscioni Elementary Medeiros Adam Inst Aide III SPED Soledad High School Medina Ana Administrative Assistant Soledad High School Medina Brenda English Teacher Main Street School Medina Monica Cafeteria Clerk Soledad High School Medrano Rocio Food Service Worker I Soledad High School Melchor Elizabeth Head Cook Rose Ferrero Elementary Melgoza Jose Foreign Language Teacher Soledad High School Mendoza Reyes Physical Education Teacher Main Street School Mercer Danelle Counselor Main Street School Meza Dulce Food Service Worker I Community Education Center Meza Josefina Inst Aide III Frank Ledesma Elementary Miller Stephanie SDC Teacher Soledad High School
61 Miller Tina Marie SDC Teacher San Vicente Elementary Miller Veronica Fourth Grade teacher Rose Ferrero Elementary Montanez Daniel Special Education Teacher Main Street Middle School Montiel Kimberly Counselor Soledad High School Mora Ramon TOSA ELL Frank Ledesma Elementary Morales Aimee Fifth Grade Teacher Rose Ferrero Elementary Morales Joseph Custodian II/Bus Driver MOTF Department Morales Micaela English teacher Main Street School Morales Bravo Marie Kindergarten Teacher Gabilan School Morales-Andrade Raul Math Teacher Soledad High School Moreno Carolanne Transitional Kindergarten Teacher Rose Ferrero Elementary Moreno Elena Counselor Main Street School Moreno Nathan Michael SPED Coordinator District Office Moreno Sandra Counselor Soledad High School Morlet Monica Inst Aide IV SDC Jack Franscioni Elementary Morones Lorelei Program Coordinator District Support Services Morris Jennifer Fourth Grade Teacher Jack Franscioni Elementary Mosqueda Beatriz First Grade Teacher San Vicente Elementary Mulengwa Mathias Math Teacher Soledad High School Munguia Lupe Personnel Coordinator Human Resources Department Munguia Sabrina Renee Transitional Kindergarten Teacher Gabilan School Munson Keryn Social Science Teacher Main Street School Muro Tiffany Floristry Teacher Soledad High School Naranjo Pedro Groundsperson/Bus Driver MOTF Department Narez Mendoza Jesus Counselor Soledad High School Navarro Rosalie Accounts Payable Business Department Neubert David RSP Teacher Soledad High School Newsom Audrey SDC Teacher Jack Franscioni Elementary Nill Ryan ADAPTIVE PE Soledad Transition Center Notar Jenica English Teacher Soledad High School Notheis James SDC/Moderate-Severe Teacher San Vicente Elementary Oliva Daniela Ag Science Teacher Main Street School Olivas Isamar Inst Aide III RSP Frank Ledesma Elementary Oliveros Monica Cafeteria Clerk Gabilan School Olsen Eric Principal Main Street School Olvera Elisa RSP Teacher Main Street School Opperman Rudolf English Teacher Main Street School Orig Janelle Speech Pathologist District Support Services Ortega Becerra Miriam Inst Aide III SDC Jack Franscioni Elementary Ortiz de Briseno Claudia Food Service Worker II Soledad High School Osuna Maritza Head Cook San Vicente School Ovalle Valerie Health Aide Jack Franscioni Elementary Oxendine Mary Independent Study Teacher Community Education Center Padilla Pablo Fifth Grade Teacher Gabilan School Pantoja Jaime Sixth Grade Teacher San Vicente Elementary Pantoja Martha CTE Coordinator Soledad High School Parizo Todd Social Science Teacher Soledad High School
62 Patania Carmelo RSP Teacher Soledad High School Patel Rachanaben Medical Assist/C.N.A. Instructor Community Education Center Peaches Kenneth NJROTC Instructor Soledad High School Pena Kevin Math Teacher Main Street School Peralta Lydia Secretary I Main Street School Perez Dolores Clerk Typist Soledad High School Perez Irene Secretary I Frank Ledesma Elementary Perez Marely Fifth Grade Teacher Jack Franscioni Elementary Perez Mariela Kindergarten Teacher Frank Ledesma Elementary Perez Rachel Secretary I MOTF Department Perez Ramiro Groundsperson/Bus Driver MOTF Department Pinedo Angelina Kindergarten Teacher Rose Ferrero Elementary Pinedo Francisco ADULT Education teacher Adult Education Plascencia Susana Secretary I San Vicente School Ponce Filemon Custodian II/Bus Driver MOTF Department Ponsi Sean Art Teacher Soledad High School Puga Alberto Campus Security Main Street School Pursley Amber Math Teacher Main Street School Quezada Celia First Grade Teacher Rose Ferrero Elementary Quitevis Beverly Food Service Worker II Jack Franscioni Elementary Quitevis Gregory System Administrator District Wide Quitevis Victoria District Attendance Supervisor District Office Radillo Carlos RSP Teacher San Vicente Elementary Radillo Kathy Accounting Technician Soledad High School Radtke Richard Principal Frank Ledesma Elementary Ramirez Blanca Inst Aide Pre-School Gabilan School Ramirez Erin Special Projects Coordinator District Office Ramirez Evangelina Cafeteria Clerk Rose Ferrero Elementary Ramirez Juliana Fifth Grade Teacher Gabilan School Ramirez Lorena Inst Aide - Pre School Gabilan School Ramirez Pena Sofia Family-Student Liaison San Vicente School Ramirez Tinoco Erandi Azucena State Preschool Teacher San Vicente Elementary Ramos Luvilily Head Cook Soledad High School Ramos Maria Second Grade Teacher San Vicente Elementary Rangel Francisco Third Grade Teacher Gabilan School Rangel Garcia Ma Del Carmen Inst Aide IV SDC San Vicente School Rastatter John Albert Math Teacher Soledad High School Read-Cap Janelle Third Grade Teacher San Vicente Elementary Regalado Sofia Inst Aide Pre-School San Vicente School Reichen Beverly RSP Teacher Rose Ferrero Elementary Reichen Randall RSP Teacher Soledad High School/Pinnacles Reyes Estefania First Grade Teacher Frank Ledesma Elementary Reyes Guadalupe Accountant Business Department Reyes Maria Guidance/Attendance Technician Soledad High School Reyes Nicholas Custodian II/Bus Driver MOTF Department Richardson April Third Grade Teacher Jack Franscioni Elementary Rios Katherine English Teacher Main Street School
63 Rivera Clarinda Speech Pathologist District Support Services Rivera Joseph Inst Aide III SPED Frank Ledesma Elementary Rivera Leticia Library Media Specialist Rose Ferrero Elementary Rivera Maria Third Grade Teacher Rose Ferrero Elementary Robnett Sarah Library Media Specialist Soledad High School Rocha Hilda Transitional Kindergarten Teacher Gabilan School Rocha Matias Inst Aide IV SDC Soledad High School Rodriguez Eric Maintenance MOTF Department Rodriguez Isamar Clerk Typist Frank Ledesma Elementary Rodriguez Nova Inst Aide IV SDC San Vicente School Rodriguez Yunuen State Preschool Teacher Metz Road Rodriguez Hernandez Maria Custodian I MOTF Department Rodriquez Francisca Inst Aide III SDC Gabilan School Rodriquez Nicholas Inst Aide IV SDC Soledad High School Rojas Yesenia Inst Aide III Rose Ferrero Elementary Rojas-Franco Maribel Family-Student Liaison Frank Ledesma Elementary Rolla Lois SDC Teacher Soledad High School Ryan Damien English Teacher Soledad High School Ryan John SDC-Mod Severe Class Teacher Community Education Center (Transition) Saccone Veronica Kindergarten Teacher San Vicente Elementary Saengkeo Tatiana Chemistry Teacher Soledad High School Salas Mayra English Teacher Main Street School Salazar Charlee RSP Teacher Frank Ledesma Elementary Salisbury Wendy Psychologist District Support Services Sanchez Anne Math Teacher Soledad High School Sanchez Armando Groundsperson/Bus Driver MOTF Department Sanchez Delia Third Grade Teacher Rose Ferrero Elementary Sanchez Jonathan Inst Aide III SDC Main Street School Sanchez Rosalina Secretary I District Office Sanchez Lee Sonia First Grade Teacher Gabilan School Sandoval Claudia Campus Security Soledad High School Sandoval Rosario Third Grade Teacher San Vicente Elementary Sandusky Scott Art Teacher Soledad High School Santibanez Monica Family-Student Liaison Soledad High School Santibanez Ramiro Custodian II/Bus Driver MOTF Department Schoch Malena Counselor Rose Ferrero Elementary Scruggs Bridget Third Grade Teacher Jack Franscioni Elementary Sebora Carrie TOSA – Technology District Wide Serrano Edgar Inst Aide III SPED Main Street School Serrano Esthela Health Aide San Vicente School Serrano Josie Food Service Worker II Gabilan School Serrano Maria Inst Aide III San Vicente School Sharron Katlyn English Teacher Main Street School Siguenza Samuels Rebecca First Grade teacher Rose Ferrero Elementary Silva Melissa Classified Payroll Technician Business Department Sitko Renee Inst Aide III San Vicente School
64 Solis Antonia Clerk Typist Jack Franscioni Elementary Solorio Celia Kindergarten Teacher San Vicente Elementary Solorio Jose Third Grade Teacher Jack Franscioni Elementary Soto Esthela Inst Aide III Frank Ledesma Elementary Starr Rodney Woodworking Teacher Soledad High School Still Sandra Photography teacher Soledad High School Suarez Jose Groundsperson/Bus Driver MOTF Department Sumner Cynthia Fifth Grade Teacher Jack Franscioni Elementary Tapia Zuleima Inst Aide Pre-School Gabilan School Tarango Yvette Inst Aide III Rose Ferrero Elementary Terrones Nancy Health and Welfare Specialist Human Resources Department Terry Jr Steven Physical Education Teacher Soledad High School Thompson-Tozier Whitney Fifth Grade Teacher Frank Ledesma Elementary Tinajero Erika Secretary III Frank Ledesma Elementary Tinajero Sylvia Inst Aide III SPED Jack Franscioni Elementary Torres Irene Clerk Typist Soledad High School Torres Maria Assistant Executive Secretary Superintendents Office Tovar-Perez Emeline Translator Clerk Soledad High School Tow Lisa Inst Aide III Jack Franscioni Elementary Trujillo Annette Director of Technology District Office Trujillo Daniel Custodian I MOTF Department Trujillo Veronica Inst Aide - Pre School Metz Road Pre-School Tucker Laura Second Grade Teacher Jack Franscioni Elementary Turner Julia New Teacher & Support Coordinator District Office Twitchell Nicholas Social Science Teacher Soledad High School Uribe Lorena Inst Aide III RSP Soledad High School Uribe-Navarro Gladys Inst Aide III RSP San Vicente School Valdez Jose Electrician MOTF Department Valdivia Sandra First Grade Teacher Frank Ledesma Elementary Valencia-Solis Cristal Inst Aide III RSP Frank Ledesma Elementary Valladares Cadena Lizbeth Inst Aide III RSP Rose Ferrero Elementary Valladarez Cristina SDC Teacher Main Street School Vallejo Louis Director of MOTF MOTF Department Van Ruler Patricia SDC Teacher Jack Franscioni Elementary Vanoli Timothy J. Superintendent District Office Vargas Delilah Inst Aide III RSP Main Street School Vasquez Alfred Custodian II/Bus Driver MOTF Department Vasquez Esmeralda Psychologist District Support Services Vasquez Maria Food Service Worker I Soledad High School Vazquez Brian TCH SEC Soledad High School Vega Cesar Chief Business Officer Business Department Vega Lucia Foreign Language Teacher Soledad High School Velasquez-Arreola Yesenia Counselor San Vicente Elementary Villalobos Maria Human Resources Specialist Human Resources Department Villalobos Oscar Custodian II/Bus Driver MOTF Department Viveros Pilar First Grade Teacher San Vicente Elementary
65 Vivit Dana Elementary Music Teacher District Wide Walker Nathan Assistant Principal Soledad High School White Keegan Third Grade Teacher Frank Ledesma Elementary Widener Patricia Inst Aide III Rose Ferrero Elementary Wilson Azere English Teacher Soledad High School Witwer Dianne Director of Student Serv, Assess & District Office Accountability Woodrow Glenda Physical Education Teacher Main Street School Word Robin Agriculture Teacher Soledad High School Yarborough Kelly Second Grade Teacher Gabilan School Yescas Ana Inst Aide III RSP Soledad High School Yrigollen Kathleen Second Grade Teacher Jack Franscioni Elementary Zamora Jeanette Inst Aide III SPED San Vicente School Zamora Espinoza Maria Guadalupe Foreign Language Teacher Soledad High School Zamora-Beffa Amanda Inst Aide III SDC Soledad High School Zieber Victoria Music Teacher Main Street School Zuniga Antolina Custodian II/Bus Driver MOTF Department Zuniga Ezequiel Mobile Sys Adm District Wide Zuniga Lucero Computer Technician District Wide Zuniga Sujey Montejano Food Service Worker II Rose Ferrero Elementary
66 OPERATIONS & BUDGET MANAGEMENT
BUDGET OVERVIEW The District budget represents several months of preparation. The budget provides the fiscal resources to implement the District’s annual instruction, personnel, and operational goals for 2017/18.
Once the plan is adopted by the Governing Board, it is important that it be continually monitored to insure that personnel assignments and purchases of materials and services are held within the limits of the budget.
The monitoring process will be accomplished by reviewing monthly financial reports and pending purchase order files. Each month, managers should review their Budget Reports (Fiscal02), which will show them their approved budget in all expenditure categories, their expenses for the current month and year-to-date, encumbrance and balance remaining for each account number. By comparing pending purchase order costs and account numbers with data in the reports, the manager can see what funds are remaining and can determine if sufficient funds are available to make additional purchases.
The Business Office has overall responsibility for budget overview. However, Program Managers are part of the partnership, and have a responsibility for using proper account numbers on requisitions and ensuring that payroll reports reflect the program and account number in which employees are assigned. A complete listing of account numbers is included in the budget. Managers are also responsible for verifying funds availability before committing the District to any expenditure.
Should the review of financial reports show an imbalance occurring or developing in any account, the Chief Business Officer (CBO) and/or Director of Fiscal Services and the Program Manager will jointly examine expenditures to determine if they are correct. Expenditure corrections, charging expenses to their proper account number will be used to restore balance to the budget when incorrect charges are found. When the imbalance occurs as a result of unforeseen requirements or staffing changes, the Program Manager will submit a written request for the CBO’s approval of a budget transfer or revision. This request will describe the revised need of the program and will recommend a source from which funds can be transferred without jeopardizing the budget plans. Upon approval by the CBO and the governing board, the revised budget can be implemented by the Program Manager.
Adherence to these budget overview procedures will assist the District in managing its financial resources and will ensure that no funds are committed or expended without a sufficient appropriation remaining.
67 PURCHASING PROCEDURES
Sound purchasing procedures are necessary to insure that materials and services are charged to the appropriate programs and accounts, and to support the budget overview process.
Requisitions will be initiated by the Principals and Managers. REQUISITIONS ARE ONLY A REQUEST FOR PURCHASE ORDER AND DO NOT AUTOMATICALLY AUTHORIZE THE PURCHASE. The originator will verify account and budget information prior to forwarding to the Business Office.
Quantities, units of issue, item description, price, and account code to be charged will be entered for all requisitions submitted. Sales tax and shipping will also be entered by the originator when appropriate.
Upon verification of availability of funds and proper account code structure by the Director of Fiscal Services and/or the CBO, he/she will approve the purchase order and a PO number will be assigned automatically by our financial system – Escape.
Except for purchases of recurring supplies which are specifically authorized by the CBO and/or Director of Fiscal, no open purchase orders or orders which do not provide complete item descriptions will be used.
Any purchase related to furniture or appliances must be pre-approved by the Director of Maintenance, Operations, transportation and Facilities. Any purchase related to technology (hardware/software) must be pre-approved by the Director of Technology.
Purchase orders for maintenance and operations projects will identify the project on the purchase order and provide a complete bill of material for the project. No project materials may be purchased with purchase orders normally used for the recurring miscellaneous supplies.
Confirming purchase orders to authorize materials or services already received or ordered will not be used without the approval of the CBO. District credit card is not to be used to purchase supplies or materials. Credit cards are mostly used in situations where purchase orders are not accepted such as airfare, hotels, and conferences. The use of a district credit card requires the completion of a “Credit Card Request Form” approved by the cardholder and the CBO.
To assist in keeping the Accounts Payable Department’s work load at a manageable level, school sites are asked to consolidate orders for instructional and general supplies to not more than one order per month.
After completion by Principals and Managers, requisitions will be forwarded to the Business Office for approval. For emergency requisitions, please contact the CBO and/or Director of Fiscal Services to expedite the approval process and to avoid delays.
All requisitions will be generated in our Escape accounting system. Once the requisition is approved, the purchase order will be returned to the school site/dept. Merchandise must be verified as to quality
68 and quantity at the time it is received. When the merchandise is received, it must also be received in our Escape accounting system to verify that the purchase order is ready for payment. If partial shipment is received on a large order, then only that portion of the purchase order should be received in the accounting system to initiate partial payments. The person receiving the merchandise has the responsibility to insure that we receive the correct merchandise before signing the shipping document and receiving the merchandise in our accounting system.
Requisitions containing incomplete or incorrect information will be returned to school sites for completion or correction. Requisitions with account numbers which are inappropriate or which have insufficient funds for the purchase will be returned to the originator so that corrections to the expenditure account or a request for a budget transfer or revision can be made to support the desired purchase.
All lottery or equipment purchases are subject to examination for compliance with listings or budgets approved by the Chief Business Officer. Expenditures for over $5,000 must be Board Approved, first.
When merchandise is returned, the person returning the merchandise must obtain a receipt stating that the item has been returned for credit, and a copy of the receipt must be forwarded to the district office to assure that the district received proper credit. All packing slips, invoices, statements must be sent to the business office with attention to Accounts Payable Department.
Travel & Conference Policy and Procedures 2017/18 Overview The purpose of this guide is to provide all stakeholders of the Soledad Unified School District (“District”) a clear understanding of its policies and procedures as it relates to travel and conferences (inter and intra-state), use of credit cards, and to establish effective control over travel and conference expenses.
Initial Process: The following process must be followed whenever a District employee is planning to attend a conference, workshop, or meeting:
1. Individuals planning to attend a conference must meet with their immediate supervisor to discuss the reasons for attending and for approval. 2. A Request for Participation Form must be completed by each individual that is planning to attend an event such as conference, and must be signed by the immediate supervisor. 3. Submit the Request for Participation Form and a copy of the conference agenda, flyer, or event notice to the Business Department for review and processing. 4. A Purchase Order (PO) is required when arranging for travel to verify budget and encumbrance of necessary funds.
69 5. Out-Of-State travel requires prior approval from the District’s Board of Trustees.
6. International travel is not allowed.
Federal Lodging, Meal, and Mileage Rates The District is adopting travel and lodging guidelines in conjunction with the United States General Service Administration (GSA) in order to ensure that travel and conference expenses stay within reasonable limits.
GSA publishes rates for lodging and meals that federal officers and employees cannot exceed. These rates vary by state and region (i.e., New York City hotel and meal rates are higher than those in California). Most major hotel chains set aside rooms at the federal rate. To obtain the applicable federal rates, District employees should ask for the “government rate” when making hotel reservations. By adopting federal lodging and meal rates as the general maximum amounts allowable, the District Board of Trustees (“Board”) can minimize the possibility of travel expense abuse.
The Internal Revenue Service (IRS) establishes reimbursement rates for miles traveled by employees while using their personal vehicles for business reasons. The District’s Board Policy requires using this rate in establishing the mileage allowance rate when using personal vehicles for District business. For calendar year 2017, the IRS standard mileage rate is ¢53.5 (cents) per mile. All pre-approved mileage reimbursement must be submitted by using the District’s official Reimbursement Form found on the District’s website under Business Department.
Reimbursable Expenses Employees who incur travel expenses while conducting official District business may be reimbursed for all reasonable and necessary expenses. The Maximum amount allowed for the following travel expenses are: ● Parking fees - not to exceed: $25.00 per vehicle/per day. The District will not reimburse valet parking fees. ● Bridge/Toll Roads – not to exceed: $10.00 per vehicle/per day. ● Car Rental – not to exceed $60.00 per day. Please refer to “Car Rental” section for more details. ● Hotel – not to exceed $175.00 per night. Please refer to “Lodging” section for more details. ● Airfare – please refer to “Travel” section under “Flying” for more details. ● Fares for Taxicab services – the District will only cover the cost of service between: 1) to and from the airport and your hotel and, 2) to and from the hotel to the work location or conference. ● Fuel (only when using District vehicles and must provide an original receipt, signed and dated) ● Mileage – when applicable, the mileage rate is ¢53.5 (cents) per mile.
Reimbursement of travel expenses shall be based on actual expenses as documented by original and itemized receipts. All receipts must be signed and dated by the person responsible for the
70 charges, and shall be submitted to the Business Department within 72 hours of trip return. All reimbursement claims must be accompanied by the approved “Conference Request Form,” flyer or agenda for the conference attended, and all itemized and original receipts.
The District will NOT reimburse any employee for any of the following expenses: 1. Alcoholic Drinks 2. Entertainment 3. Dry Cleaning or Laundry Services 4. Room Service Expenses 5. Expenses of any family member 6. Personal losses 7. Traffic violation fees 8. Parking violation fees 9. Valet parking 10. Any type of shipping/receiving services 11. Computer rental fees 12. Any type of gift 13. Any type of upgrade like upgrading a car rental, hotel room, or airfare accommodation 14. Limousine service 15. Incidental expenses like tips to porters, baggage carriers, and hotel staff.
District Credit Card Only Cabinet Level Officials such as the Superintendent, Chief Business Official, Associate or Assistant Superintendent who have received ethics and conflict of interest training are authorized cardholders. When travel and conference arrangements for District employees need to be made, a CalCard credit card needs to be used to make the necessary reservations. To use a CalCard, the employee attending the conference needs to complete a “Credit Card Request Form” that is signed and approved by his/her immediate supervisor. Then, submit it to the Business Department for processing along with a copy of the approved “Conference Request Form” and the flyer or agenda for the event or conference subject to attending.
Please Note: The use of a CalCard is for reservation purposes only. The employee attending the conference must ensure that a requisition is submitted on time to the business department to obtain a purchase order and request a check to pay for the actual hotel reservation. Typically, hotels want checks (payment) to be mailed at least two weeks in advance to ensure clearance of funds. It is imperative for any employee requesting to use a CalCard to make reservations that they do so with plenty of time to ensure reservations are paid for in advance.
For any late reservations, employees are allowed to use their own personal credit cards to book hotels or pay for airfare tickets and seek reimbursement upon returning from their trip. In these
71 cases, applicable reimbursement rates apply and are subject to this policy. It is the responsibility of the individual to ensure he/she understands what can or cannot be reimbursed. Original and itemized receipts are required for any reimbursement claim. Any claim submitted with missing information or receipts will not be processed.
Transportation Guidelines If traveling to a conference, workshop, or meeting at a location exceeding 200 aerial miles in distance, flying should be considered whenever possible and practical as the best mode of travel.
District vehicles, when available, should be used by individuals or group of people attending conferences, seminars, trainings, or meetings to a location that is less than 200 aerial miles. District vehicles are available by calling the Maintenance, Operations, and Transportation Department at (831) 678-2180. If District vehicles are not available, employees may use their own personal vehicles and may be reimbursed for mileage. To calculate mileage, individuals need to submit a MapQuest copy measuring the distance between the school or department to the conference/meeting destination – to and from.
Flying: Flight arrangements should be made with as much time as necessary to receive the best rate possible. Individuals have the option of using their own credit cards to make airfare reservations, or they can request to use the Business Department CalCard by completing the following forms: o Complete a Credit Card Request Form from the Business Department. o Submit a copy of the approved Conference Request Form. o Submit a copy of the conference agenda, flyer, or invitation describing the event.
Car Rental: Car rental should only occur when other means of transportation more economical (e.g. shuttle services, bus, subway, or taxi) are not available. When car rental is necessary, within the continental U.S., individuals are allowed to rent a car to help them reach their final destination. Maximum car rental allowance including local and state tax, as well as comprehensive car insurance, is $60.00 per day. Individuals have the option of using their own credit cards to make car rental reservations, or they can request to use the Business Department CalCard by completing the following forms: ● Complete a Credit Card Request Form from the Business Department. ● Submit a copy of the approved Conference Request Form. ● Submit a copy of the conference agenda, flyer, or invitation describing the event.
Hotel Reservation Guidelines
72 Individuals should make every effort to schedule meetings so that overnight accommodations are not needed. Hotel reservations should only be made when individuals attend conferences, meetings, or workshops outside the County that end after 6:00 pm, and when the distance between the conference location to the school site exceeds 100 aerial miles making it difficult for employees to return the same day.
Individuals have the option of using their own credit cards to make hotel reservations, or they can request to use the Business Department CalCard by completing the following forms: ● Credit Card Request Form ● Submit a copy of the approved Conference Request Form ● Submit a copy of the conference agenda, flyer, or invitation describing the event
The District updates its lodging rates according to the rates provided by the U.S. General Service Administration. The maximum lodging (excluding taxes) rates are: $175.00 per night. When seeking reimbursement, individuals are required to obtain the itemized lodging receipt when checking out and submit to the Business Department upon return.
In the event that a hotel does not accept purchase orders or payments by check, the District will pay for the hotel room using a District credit card. In this case, a fully itemized receipt from the hotel will be required to submit to the Business department upon trip return.
Mileage Reimbursement Process Reimbursement will be from the work location to the destination. The mileage reimbursement rate is periodically adjusted based on IRS guidelines. Use the MapQuest™ website to determine the mileage and attach a copy to your reimbursement claim form. For parking or toll road fees reimbursements – the District requires original, Itemized, signed and dated receipts.
Meals The Superintendent and/or the Chief Business Officer (CBO) may be reimbursed for meal expenditures that include board members if authorized District business is conducted. In such cases, original and itemized receipts must be retained and submitted to the Business Department immediately upon returning from their trip. The authorized allowance for meals will be paid provided the travel time meets the following requirements: ● Breakfast will be paid for travel that commences at or before 7:00 a.m. to 11:00 am ● Lunch will be reimbursed if travel requires between 11:00 a.m. and 4:00 p.m. ● Dinner will be reimbursed for travel that ends after 6:00 p.m.
Meal Allowance: The maximum meal allowances for calendar year 2017 are as follows: ● Breakfast $10.00 ● Lunch $ 15.00 ● Dinner $25.00
73
Please note: these rates represent the maximum amount of money that the District will reimburse each employee for each conference or travel occasion. All reimbursement claims for meals must be accompanied by original and itemized receipts.
The District will only reimburse employees for meals based on the amount stated in the original receipts submitted. If the amount stated in the original receipt exceeds the maximum amount allowed under this policy, the District will only reimburse the employee what is allowed for meal allowance, per day. For example, if an employee submits an original receipt for dinner and the amount is greater than what this policy allows, the District will only reimburse up to $25.00 dollars, per occasion. No reimbursement claim for meals will be processed without the submission of original receipts that are signed and dated by the individual.
If the attending conference provides a meal, the employee cannot be reimbursed for the meal because it was already paid for as part of the registration fee.
Final Process: The following process must be followed whenever a District employee returns from a conference that required any or all of the following business expenses: airfare, lodging, car rental, and any other authorized business expense.
Immediately upon returning from your travel: 1. Complete a District approved Claim for Reimbursement Form. These forms can be found online at the District’s website under Business Department. 2. Submit a copy of the approved Conference Request Form. 3. Submit a copy of the conference agenda, flyer, or any type of documentation that confirms attendance. 4. Submit original receipts, signed and dated. No receipts, no reimbursement. a. Fee for lodging, receipt is required and attached to the claim. When checking out, please obtain final receipt from hotel front desk. b. Fee for seminar or workshop registration, all receipts are required and attached to the claim form. c. Any other applicable fees, as described herein, original receipts are required. d. Payment of claims – please allow 30 days for processing and issuance of payment.
74 MAINTENANCE REQUESTS
All work performed by the District’s maintenance force, and the non-routine work performed by the custodial staff will be authorized by a Maintenance Work Order to be completed online. The Work Order is available online through the district’s website at www.soledadusd.org under the Staff Resources section, choose Work Order Request. To sign in please enter your district email address, and if a password is requested, please enter “newuser”. Choose the work order tab on the top, and enter all appropriate information. Final password to submit Work Order is “workorder”. Once you have submitted the Work Order, it will then be routed to your site administrator for approval. This requirement will help in achieving more effective maintenance by providing a control for prioritizing, assigning and scheduling work.
All personnel who desire to have maintenance and operations task performed will fill out the work order online and forward it to their Principal or Supervisor. Only one maintenance task is to be listed on a single work request.
When the work order is approved by a Principal or Supervisor, it will be routed to the Maintenance/Operations Department. If the work order requires further approval for expenses, notice will be sent to the site.
After the work has been completed, the maintenance person will close out the Work Order in the system and the program will forward to requestor confirmation of completion.
When an “emergency safety” issue is noted, the Director of Maintenance & Operations or the Maintenance Department should be notified immediately by the site Principal. In such a situation, the work order will still be filled out and the maintenance person who does the work, will then send the work order to the Maintenance Clerk Typist, so that the work accomplished can be recorded and to account for maintenance/operation personnel’s work time.
The Maintenance Secretary will publish a monthly status report of pending and completed work orders to assist managers in verifying status of requests and work accomplished upon request.
75 FIELD TRIP TRANSPORTATION INFORMATION AND PROCEDURES FOR SCHOOL SITES
I. PROCEDURES FOR RESERVING BUSES FOR FIELD TRIPS A. TripDirect in our schooldude series of programs is a cloud- based trip planning and management solution that streamlines the educational trip work-flow process, including requests, budget, mileage, driver, and vehicle scheduling.
B. Login to the Field Trip/Maintenance Work Order Request at the Soledad USD Website www.soledadusd.org (bottom left of Staff Resources). 1. You may call or email the Transportation Dispatcher to see if the date selected is available. 2. If there is a trip planned for the day you select, district provided transportation may not be available depending on driver/bus availability. 3. Each school site shall establish one contact person who will call the Dispatcher for any confirmations, changes, bus availability, etc.
C. Submit your request for transportation 1. The TripDirect request shall be submitted not less than ten (10) working days in advance of the scheduled trip date and filled out completely, including account codes to finance the trip.
D. The Principal will approve the field trip and funding in TripDirect.
E. After reviewing the request, the Dispatcher will make any needed changes or comments, initial to the final approval by the Superintendent or assign.
F. An automated email response will be generated only after the principal and transportation have approved the trip. (Not to be confused with, routed for approval) If the trip request does not contain a funding code, transportation will NOT approve the trip.
G. Cancellations: Please notify the Dispatcher as soon as possible of cancellation or changes of any kind, in writing or email. Failure to notify of cancellation will result in 2-hour “driver stand-by” charge made to originating school site.
II. CHARTER BUS USE A. Charter buses are to be used only when destination falls outside zone 4 (100 radius miles) or, with permission from the Superintendent and Director of Transportation. Prior to scheduling a charter bus, ample time must be given to the Superintendent, as the Superintendent, must first meet with the CSEA Union Officials to discuss the outside contracting of services.
B. If you choose to charter a bus, please fill out a request form online. This will supply the district with needed information, which allows the Director of Maintenance, Operations, & Transportation to ensure that the charter company selected complies with all legal and safety regulations before and on the scheduled date of the field trip. This will also allow the Superintendent to approve the scheduled trip. In addition, if using a charter company, insurance information and SPAB certification information needs to be submitted to MOT, to be kept on file prior to the scheduled trip!
76
C. In the event there are no buses and/or drivers to fill transportation needs for a field trip, Principals shall contract trips with private transportation following the guidelines in section B. above, after permission from the superintendent. The costs charged will be borne by the specified school program.
III. THINGS TO REMEMBER WHEN PLANNING FIELD TRIPS A. Time 1. All return time for school field trips for grades K6 is 2:25 p.m. Monday – Friday and 1:25 p.m. early release Wednesday’s. Return time for grades 712 is 2:45 and 1:25 early release time. 2. Allow enough time for travel. Buses are bigger and slower than personal vehicles and need more time for travel. 3. If you have a specific time that you must be at your destination, please specify on the form in the comment section. This will help transportation in determining if sufficient time for departure is planned. 4. Allow extra time for loading and unloading. It can take from 5 to 15 minutes to load passengers. Lunches and equipment must be loaded, counts taken and by law, a brief reminder of rules and direction to emergency exits must be given before departure. All of this takes time and must be taken into consideration. 5. Home to school transportation is district priority. Field trips are on a first come first served basis. We will accommodate as many trip requests as is reasonably possible, without impacting daily routes.
B. Space 1. We have 6 buses which hold 84 passengers (allowing 3 to a seat). We have 4 buses that hold 78 passengers. We have 1 bus that holds 52 passengers and 1 bus that holds 20 passengers. 2. In the section asking for “number of pupils,” please include all riding passengers, chaperones, teachers, etc. If the passenger count changes, it is very important that the Transportation Dispatcher is notified in writing or emailed as soon as possible to ensure that there is enough room of all passengers.
C. Costs Please see Field Trip Charges by Zone.
D. Confirmation 1. If no email confirmation is sent to you 5 days after submission/ Principal’s approval, your school site contact person should call the Transportation Dispatcher to ensure the trip is on schedule.
IV. GENERAL INFORMATION A. Bus Discipline 1. The driver and the teacher must work hand in hand to maintain an atmosphere on the bus that leads to safety at all times. Be aware that the bus driver is responsible for the safety of all students and teachers. Therefore, teachers must cooperate with the bus driver’s instructions at all times, disciplining students if and when needed.
77
B. Supervision and Chaperones 1. For all field trips and sports events scheduled with our district, there must be a certificated chaperone on the bus when the bus leaves the school. The chaperone must be the teacher in charge or other school employee other than the bus driver. The chaperone must also be on the bus for the return trip to school and is in charge of all students until they are released to their parents or off of the school grounds (as per prior arrangement and agreement with the parents or teacher in charge).
C. The Superintendent must approve all bus stops (13 CCR 1238) 1. The driver will go only to stops listed on the field trip request form. Please do not ask the driver to change or add any stops.
If you have any transportation questions, please call Louis Vallejo, Director of MOT, or, Valerie Mansfield, Dispatcher/Trainer at 678-2180.
78