Employee Handbook 2012

Transcription

Employee Handbook
2012 - 2013
St. John’s Episcopal School
848 Harter Road
Dallas, Texas 75218
214-328-9131
Revised 8/01/2012
TABLE OF CONTENTS
1 STATEMENT OF PHILOSOPHY AND PURPOSE ........................................................................... 1
2 ADMINISTRATION AND SUPPORT STAFF.................................................................................. 3
3 WHO'S WHO .............................................................................................................................. 4
3.1 Administrative/Support/Auxiliary Personnel ......................................................................... 4
3.2 Student Activity Sponsors ....................................................................................................... 5
3.3 Employee Role at St. John’s .................................................................................................... 5
3.4 School Governance ................................................................................................................ 6
4 ADMINISTRATIVE POLICIES AND PROCEDURES ....................................................................... 6
4.1 Disclaimer................................................................................................................................ 6
4.2 Employment At-Will ................................................................................................................ 6
4.3 Equal Opportunity in Employment ......................................................................................... 7
4.4 Diversity ................................................................................................................................. 7
4.5 Ethics and Conduct.................................................................................................................. 7
4.6 Personal Conduct .................................................................................................................... 8
4.7 Chapel ..................................................................................................................................... 9
4.8 Open Door Policy .................................................................................................................... 9
4.8.1 “Let’s Talk It Over” Process .................................................................................................. 9
4.9 Conflicts of Interest/Employee Gift Acceptance ..................................................................... 9
4.10 Whistleblower Policy .......................................................................................................... 10
5 EMPLOYMENT POLICIES AND PROCEDURES .......................................................................... 11
5.1 Employment Categories ........................................................................................................ 11
5.1.1 Temporary.......................................................................................................................... 11
5.1.2 Part-Time............................................................................................................................ 12
5.1.3 Full-Time ............................................................................................................................ 12
5.1.4 Overtime Eligibility ............................................................................................................. 12
5.1.5 Work Week and Overtime ................................................................................................. 12
5.1.6 Exclusion of Holiday Hours................................................................................................. 12
5.1.7 Religious Observances ....................................................................................................... 12
5.1.8 Outside Employment ......................................................................................................... 12
5.2 Recruitment and Selection.................................................................................................... 13
5.2.1 Hiring Procedures............................................................................................................... 13
5.2.2 Employment of Non-Citizens ............................................................................................. 13
5.2.3 Falsification of Employment Application or Resume ......................................................... 13
5.2.4 Background Checks ............................................................................................................ 13
5.2.5 Safeguarding™ On-Line Workshop .................................................................................... 14
5.2.6 Employment of Relatives ................................................................................................... 14
5.2.7 When Family Relationships Develop During Employment ................................................ 14
5.3 Attendance and Punctuality.................................................................................................. 15
5.3.1 Absence .............................................................................................................................. 15
5.3.2 Tardiness ............................................................................................................................ 15
5.3.3 Punctuality ......................................................................................................................... 15
5.4 Separation from Employment............................................................................................... 16
5.4.1 Resignations/Terminations ................................................................................................ 16
Revised 8/01/2012
5.4.2 Exit Interview ..................................................................................................................... 16
5.4.3 Separation from Employment............................................................................................ 16
5.5 Personnel Records and Inquiries .......................................................................................... 17
5.5.1 Update of Personnel Records ............................................................................................ 17
5.5.2 Access to Personnel Files .................................................................................................. 17
5.5.3 Verification of Current/Past Employment ......................................................................... 17
6 COMPENSATION POLICIES AND PROCEDURES ....................................................................... 17
6.1 Hours of Work ....................................................................................................................... 17
6.1.1 Faculty ................................................................................................................................ 18
6.1.2 Staff .................................................................................................................................... 18
6.2 Payroll Policies ...................................................................................................................... 18
6.2.1 Pay Periods ......................................................................................................................... 18
6.2.2 New Hires ........................................................................................................................... 18
6.2.3 Direct Deposit .................................................................................................................... 18
6.2.4 Pay Advances ..................................................................................................................... 18
6.2.5 Payroll Deductions ............................................................................................................. 18
7 EMPLOYEE RELATIONS POLICIES AND PROCEDURES ............................................................. 19
7.1 Employee Dress Code Guidelines ......................................................................................... 19
7.2 Sexual Harassment Policy ..................................................................................................... 20
7.2.1 Filing a Harassment Complaint with the School ................................................................ 21
7.2.2 Investigations ..................................................................................................................... 21
7.2.3 Consequences .................................................................................................................... 21
7.2.4 Non-Retaliation .................................................................................................................. 21
7.2.5 Bad Faith Claims ................................................................................................................. 21
7.3 Disability Employment Policy ................................................................................................ 22
7.3.1 Disabled Employees and Job Applicants ............................................................................ 22
7.3.2 Disability Accommodation ................................................................................................. 22
7.4 Privacy Policy......................................................................................................................... 22
7.4.1 Handling of Confidential Matters ...................................................................................... 23
7.4.2 Computer Security ............................................................................................................. 23
7.4.3 Teacher Workroom and Mailboxes ................................................................................... 23
7.4.4 Disposal of Records ............................................................................................................ 23
7.4.5 Transmission of Data.......................................................................................................... 23
7.4.6 Solicitation and Distribution .............................................................................................. 24
7.5 Smoking Policy ...................................................................................................................... 24
7.6 Substance Abuse Policy......................................................................................................... 24
7.7 Weapons Policy .................................................................................................................... 25
7.8 Corrective Action and Employee Accountability .................................................................. 25
7.9 Acceptable Use Policy for Information Technology .............................................................. 26
7.9.1 Internet Acceptable Use Policy .......................................................................................... 26
7.9.2 Password Security .............................................................................................................. 27
7.9.3 Internet Access................................................................................................................... 27
7.9.4 E-mail ................................................................................................................................. 28
7.9.5 Social Networking .............................................................................................................. 28
7.10 Use of St. John’s Property ................................................................................................... 29
7.11 Year-End Responsibilities .................................................................................................... 29
Revised 8/01/2012
7.12 Sunshine Committee ........................................................................................................... 29
7.13 Invitations ........................................................................................................................... 29
8 BENEFIT POLICIES AND PROCEDURES ..................................................................................... 29
8.1 Personal Time........................................................................................................................ 30
8.2 Sick Time ............................................................................................................................... 30
8.3 Vacation ............................................................................................................................... 31
8.4 Holidays ................................................................................................................................. 31
8.5 Staff/Administrative Summer Schedule................................................................................ 32
8.6 Short Term Disability............................................................................................................. 32
8.7 Long Term Disability.............................................................................................................. 32
8.8 Family and Medical Leave Act (FMLA) .................................................................................. 32
8.9 Medical or Personal Leave of Absence (Non-FMLA) ............................................................. 33
8.10 Bereavement Leave ............................................................................................................ 33
8.11 Other Absences ................................................................................................................... 34
8.11.1 Jury Duty .......................................................................................................................... 34
8.11.2 Professional Development ............................................................................................... 34
8.11.3 Military Leave................................................................................................................... 34
8.12Employee Benefit Options .................................................................................................. 34
8.12.1 Group Medical Insurance ................................................................................................. 34
8.12.2 Dental Insurance .............................................................................................................. 35
8.12.3 Vision Insurance ............................................................................................................... 35
8.12.4 Flexible Spending Account (FSA) ...................................................................................... 35
8.12.5 Life Insurance ................................................................................................................... 35
8.12.6 Short-term and Long-term Disability ............................................................................... 35
8.12.7 TIAA-CREF Retirement Plan ............................................................................................. 35
8.12.8 Other Benefit Plans .......................................................................................................... 35
8.12.9 Social Security .................................................................................................................. 35
8.12.10 Workers’ Compensation Benefits .................................................................................. 36
8.12.11 Dallas Teachers Credit Union ......................................................................................... 36
8.12.12 Paid Holidays .................................................................................................................. 36
8.12.13 Faculty/Staff Students.................................................................................................... 36
8.12.14 Faculty/Staff Nursery ..................................................................................................... 36
8.12.14 Unemployment Benefits ................................................................................................ 36
8.12.16 Faculty and Staff Children’s Tuition ............................................................................... 36
8.12.17 Faculty and Staff Development...................................................................................... 37
8.12.18 Advance Degree Support ............................................................................................... 37
9 SAFETY AND SECURITY ............................................................................................................ 37
9.1 Crisis Plan .............................................................................................................................. 37
9.1.1 CPR/AED/First Aid Certification ......................................................................................... 37
9.1.2 AED and Oxygen Unit Locations ......................................................................................... 38
9.1.3 Evacuation of Campus........................................................................................................ 38
9.2 Blood-Borne Pathogen Exposure Policy ................................................................................ 38
9.3 Suspicion of Child Abuse ....................................................................................................... 38
9.4 Accident/Injury...................................................................................................................... 39
9.4.1Good Samaritan Law ........................................................................................................... 39
9.5 Administering Medications to Student ................................................................................. 39
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9.6 Emergency Medical Information Forms................................................................................ 40
9.7 Weather ................................................................................................................................ 40
9.7.1 Snow Days .......................................................................................................................... 40
9.7.2 Thunder and Lightning ...................................................................................................... 40
9.7.3 Tornados ............................................................................................................................ 40
9.8 Security Codes and Name Badges ......................................................................................... 40
9.8.1 Visitors ............................................................................................................................... 41
9.9 Personal Possessions............................................................................................................. 41
9.9.1 School and Personal Property ............................................................................................ 41
9.10 Personal Data Security ........................................................................................................ 41
9.11 Personal Pets....................................................................................................................... 42
10 SUPPORT SERVICES AND POLICIES........................................................................................ 42
10.1 Administrative Services ....................................................................................................... 42
10.1.1 Purchasing Policies ........................................................................................................... 42
10.1.2 Petty Cash ........................................................................................................................ 42
10.1.3 Gifts to the School............................................................................................................ 42
10.1.4 Publicity............................................................................................................................ 43
10.1.5 Admission ......................................................................................................................... 43
10.1.6 Promotional Materials ..................................................................................................... 43
10.1.7 Media Center Services ..................................................................................................... 43
10.1.8 Duplicating and Copying .................................................................................................. 44
10.1.9 Classroom Supplies .......................................................................................................... 44
10.1.10 Mail ................................................................................................................................ 44
10.1.11 Telephone ...................................................................................................................... 44
10.2 Facilities Services and Policies ............................................................................................ 44
10.2.1 Calendar/Activities ........................................................................................................... 44
10.2.2 Special Functions Requests .............................................................................................. 45
10.2.3 Classroom Appearance .................................................................................................... 45
10.2.4 Faculty Workrooms, LS Galley Kitchen, Common Areas .................................................. 45
10.2.5 Parking ............................................................................................................................. 45
10.2.6 Maintenance and Repairs ................................................................................................ 45
10.2.7 Summer Maintenance/Housekeeping Requests ............................................................. 45
11 ACADEMIC POLICIES .............................................................................................................. 46
11.1 Academic Honesty .............................................................................................................. 46
11.2 Classroom Behavior Rules/Honor Code .............................................................................. 46
11.2.1 Lower School Classroom Behavior Rules ......................................................................... 46
11.2.2 Middle School Honor Code .............................................................................................. 46
11.3 Chaperoning/Extracurricular Activities ............................................................................... 46
11.4 Relationships with Students ............................................................................................... 47
11.4.1 Guidelines for Advisors .................................................................................................... 47
11.5 Student Behavior ................................................................................................................ 47
11.5.1 Expectations for Behavior ................................................................................................ 47
11.5.2 Lower School Classroom Management Program............................................................. 48
11.5.2.1 General Conduct Which Will Invoke Disciplinary Measures ......................................... 48
11.5.2.2 Consequences of Inappropriate Conduct ..................................................................... 49
11.5.2.3 Scholastic Behaviors Which May Result in Disciplinary Action..................................... 49
Revised 8/01/2012
11.5.2.4 Possible Consequences of Inappropriate Scholastic Behavior ..................................... 49
11.5.3 Middle School .................................................................................................................. 49
11.5.3.1 Behavior Expectations .................................................................................................. 49
11.5.3.2 Middle School Honor Code ........................................................................................... 50
11.5.3.3 Consequences of Inappropriate Conduct ..................................................................... 50
11.5.3.4 Scholastic Expectations ................................................................................................. 50
11.5.3.5 Consequences for Inadequate School Efforts ............................................................... 51
11.5.3.6 Academic Probation ...................................................................................................... 51
11.5.3.7 Searches and Inspections .............................................................................................. 52
11.6 Tutoring and Coaching ........................................................................................................ 52
12 ORGANIZATION EFFECTIVENESS POLICIES AND PROCEDURES ............................................ 52
12.1 Faculty Evaluation ............................................................................................................... 52
12.1.1 Evaluation Criteria............................................................................................................ 53
12.1.2 Evaluation Frequency....................................................................................................... 53
12.1.3 Annual Review ................................................................................................................. 53
12.1.4 Full Evaluation .................................................................................................................. 53
12.1.5 The Attributes of Ideal Teaching ...................................................................................... 54
12.1.6 Individual Qualities and Character................................................................................... 54
12.1.7 Knowledge Base ............................................................................................................... 55
12.1.8 Responsiveness to Students ............................................................................................ 55
12.1.9 Effectiveness of Instruction ............................................................................................. 55
12.1.10 Professional Growth ...................................................................................................... 56
12.1.11 Engagement in the Life of the Community .................................................................... 56
12.2 Administration and Staff Evaluation ................................................................................... 56
12.2.1 Process ............................................................................................................................. 57
12.2.2 Criteria ............................................................................................................................. 57
12.2.3 Evaluation Steps ............................................................................................................... 58
APPENDIX A Guidelines for Interviewing Employee Applicants
APPENDIX B Record Retention Policies
APPENDIX C Purchase Order Procedures
APPENDIX D Travel Instructions
APPENDIX E Continuing Education/Advanced Degree Support
APPENDIX F Emergency Preparedness Procedures and Crisis Guidelines
APPENDIX G Security Alarm Pads, Fire Extinguishers, Fire Pull Locations
APPENDIX H Medical, Prescription, Dental, and Vision Premiums
APPENDIX I
Personnel File Location/Information
Revised 8/01/2012
1 STATEMENT OF PHILOSOPHY AND PURPOSE
School Mission, Culture, Values, History, and Traditions
Mission
St. John’s Episcopal School is dedicated to a program of academic excellence designed to train the mind,
strengthen the character and enrich the spirit of each student in a Christian environment.
In fulfillment of the mission, St. John’s Episcopal School is committed to:
challenging academic experiences;
creative endeavors in the arts;
the promotion of physical development;
the value of economic, cultural, ethnic and religious diversity in our democratic way of life;
personal growth and acceptance of responsibility for one’s own behavior; and
an appreciation of learning as a lifelong commitment.
Academic Philosophy
At St. John’s, our academic program challenges students to develop their learning potential. Rigorous
curricula and mentoring relationships with their teachers create a strong foundation -- academic and
developmental -- that remains with students long after they've left St. John's.
Fully recognizing that our students have a wide variety of interests and talents, we create as many
opportunities as possible for them to experience successful learning. Our hands-on, integrative
approach to instruction maximizes their ability to internalize and apply what they are learning. And by
using differentiated teaching methods in the classroom -- like the Writer's Workshop curriculum taught
in Lower School -- we're able to meet students where they are academically and take them as far as they
can go. At each grade level, we devise teaching methods that allow students to discover and pursue
their passions, but that also enable us to satisfy the content requirements of the subject being taught.
Admission Philosophy
St. John's accepts qualified students of any race, color, religion, and national or ethnic origin. We do not
discriminate in the administration of our educational practices, admission or financial aid processes, or
athletics or other school programs. We strive to provide a balance of boys and girls at every grade level
and seek to admit students who will have successful experiences at St. John's.
Brand Attributes - Top 10 qualities St. John’s stands for and delivers against
 Academic excellence
 Trains young minds to think
 Strengthening each child’s individual and distinct character
 Sense of community
 Intellectually challenging
 Forward‐thinking faculty
 Innovative programs
 Enriching the spirit
 Fully integrated curriculum
 Founded in 1953
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Brand Personality - Five attributes that describe St. John’s in terms of human traits and characteristics
 Nurturing
 Confident
 Imaginative
 Spiritual
 Innovative
Brand Image - Describes how St. John’s is perceived by current and prospective families - Answers the
question, “How would you describe St. John’s Episcopal School”?
A nurturing environment of academic excellence supported by a Christian community
Brand Promise - Answers the question: “What will St. John’s Episcopal School do for my child”?
Stimulates young minds to think and achieve; builds the character and enriches the spirit
The History of St. John’s Episcopal School
In 1953, St. John’s was established as a parish day school by St. John’s Church in response to the growing
need for a pre-school in the newly developed areas of Casa Linda, Lochwood and Lake Highlands. By
1955, it had expanded to include grades one, two and three. In 1974, grades four, five and six were
added. Responding to parental requests, the seventh grade was established in 1987 followed by the
eighth grade in 1989. St. John’s is incorporated as a not-for-profit educational institution governed by a
Board of Trustees.
St. John’s is accredited by or affiliated to the following:
 National Associations:
 National Association of Independent Schools (NAIS)
 National Association of Episcopal Schools (NAES)
 Educational Records Bureau
 Independent School Management
 Regional Associations:
 Independent School Association of the Southwest (ISAS)
 Southwestern Association of Episcopal Schools (SAES)
 State Associations:
 Texas Association of Non-public Schools (TANS)
 Texas Private School Accreditation Commission (TEPSAC)
St. John’s adheres to the five principles that characterize an Episcopal school:
 Academic excellence
 Corporate worship (Episcopal/Christian chapel)
 Religious studies based on basic biblical content
 Meaningful and integrated community service and service learning projects
 An inclusive community where the dignity of every human being is respected
These principles are reflected in our mission statement, guide our decisions and actions, and shape the
environment we create for our students. The principles also influence the work of our Board of Trustees
in its governance role.
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2 ADMINISTRATION AND SUPPORT STAFF
The Head of School is responsible for leadership and management of the entire school. The Head is the
Board’s sole employee and is empowered to address all operational matters such as student enrollment,
academics, finances, advancement, hiring and termination of personnel, and supervision of
administration to carry out the operations of the school.
The Director of Finance and Financial Aid is responsible for all financial operations of the school,
including bookkeeping and financial analysis. The director oversees the financial aid process and
distribution of financial aid funds.
The Director of Operations and Human Resources is responsible for administration and compliance of
all human resource policies, payroll, benefits, cafeteria operations, nursing staff, receptionist and all
aspects of facilities.
The Director of Advancement oversees all the School’s development activities. The program includes
annual giving, capital giving (endowment and special projects), planned giving, foundation relations,
alumni and grandparent relations, donor stewardship and communications. This person works closely
with Parents Association and Crusader Club.
The Head of Lower School and Head of Middle School each are responsible for developing and
sustaining a growth-focused faculty culture. They oversee the academic course of study and supervision
of faculty in their respective divisions. They are directly involved in student concerns and academic
progress and have direct responsibilities for supervision of teachers and support staff, including
managing budgets and recommending retention and termination of faculty.
The Dean of Students oversees Middle School student discipline and promotes student responsibility.
The Athletic Director is responsible for the interscholastic athletic program in grades 5 – 8. The director
is responsible for the hiring and supervision of all coaches and the scheduling and coordination of all
games with other schools.
The Director of Admission recruits mission-appropriate students and manages the admission process,
including the re-enrollment of students.
The Director of Communications manages the internal and external communications for the school,
supporting all divisions and administrative departments of the school.
The Assistant to the Director of Finance is responsible for all school payables, receivables, billing
statements and reimbursements.
The Purchasing Manager is responsible for classroom and workroom supplies, processing all
professional development travel arrangements and vendor relations.
The Director of Facilities oversees all aspects of maintaining the school buildings and grounds, is
responsible for all set-ups and supervises the custodians.
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The Director of the After-School Program is responsible for all aspects of the school’s after-school
program, including budget, management of staff and student discipline.
The Director of Annual Giving is responsible for all facets of the Annual Fund, ensuring all Annual Fund
monetary and giving participation percentage goals are established and met through various strategies
and action plans.
The Database Manager is responsible for all aspects of the school’s database, including records of all
financial donations and student contact information.
The Director of Special Events and Parent Relations is responsible for planning and implementing
special events and projects related to the school’s advancement initiatives.
The IT Manager manages the school’s hardware and operating systems and is also responsible for the
finalization of all published grade reports.
The Technology Integration Specialist supports all faculty in the integration of curriculum in the
computer lab and classrooms where applicable.
The Co-directors of Summer School are responsible for all aspects of the school’s summer programs,
including summer camp recruitment, enrollment, budget, sports camps, summer study and specialty
programs.
3 WHO'S WHO
3.1 Administrative/Support/Auxiliary Personnel
Head of School
Assistant to the Head
Head of Lower School
Assistant to the Head of Lower School
Head of Middle School
Assistant to the Head of Middle School
Director of Finance and Financial Aid
Assistant to the Director of Finance
Director of Operations and Human Resources
Director of Advancement
Director of Admission
Assistant to the Director of Admission
Director of Communications
Communications Assistant
Dean of Students
Athletic Director
Assistant Athletic Director
Librarian
Purchasing Agent
Director of Facilities
Custodian
Custodian
Director of the After-School Program
Mark Crotty
Chris Patterson
Ann Binford
Glenda Allman
Theresa Kohl
Dora Steele
Linda Wilson
Lani Jones
Sue Trumbo
Karla Wigley
Nancy Jacobs
Lani Jones
Pam Jordan
Jennifer Barrow Hand
John Walker
John Walker
Janet Kelly
Jennifer Powers
Megan Sanders
Chad Bridges
Juan Rodriguez
Trevor Bridges
Lani Jones
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Director of Annual Giving and Alumni Relations
Parent Liaison and Special Events Coordinator
Database Manager
Alumni Relations
IT Manager
Technology Integration Support Specialists
Co-Directors of Summer School
Counselor
Chaplain
School Nurses
Outdoor Education Coordinator/Yearbook
Receptionist
Chapel Organist
Cafeteria Supervisor
Nursery Director
Assistant to the Nursery Director
Carol Graham
Barrett Van Zandt
Andrea Tierney
Martin Delabano
Aaron Wallace
Debbie Carona, Gwendolyn Chestnut
Debbie Carona, Julie McVicker
TBD
Michael Mills
Betty Fish, Donna Monk
Marty Polk
Darlene Williams
Mary Preston
TBD
Olga Cervantes
Charity Wallace
3.2 Student Activity Sponsors
Student Council
National Junior Honor Society
International Club
Math Counts
Spelling Bee
Geography Bee
Model UN
Yearbook
Red Hot Peppers
Marty Polk, Jansen Smith
Jayne Davenport, Kathryn Potter
Euclides Jasso
Kathryn Potter
Jenny Kraemer
Lynn Granello, LeAnne Wyatt
Jane Mayo
Marty Polk
Janet Kelly
3.3 The Employee’s Role at St. John’s Episcopal School
We have a certain image in mind when we think of a St. John’s employee. This image is the product of
our philosophy of education and of the very nature of an Episcopal school.
We have employed you because we believe you represent excellence in your profession. We have
chosen you because we believe you see your profession as a calling... a ministry ... one of the most
creative in life. We believe that if you have this perception of your profession, you will be an exciting,
creative, collaborative and resourceful employee.
We think of St. John’s School not just as a school but also as a very special kind of community. It is
characterized by a supportive esprit de corps which engenders a loyalty to both the children and to our
colleagues. Appropriate policies are determined by the Board of Trustees and executed by the Head of
School. Administrative policies and procedures are determined and administered by the Head of School.
However, as an employee, you are the heart of the school. Therefore, you must clearly understand the
policies and procedures of the school.
Whether you are a teacher, a staff member or an administrator, it is vital to the community that we all
recognize the role that we play in the lives of students. It is incumbent upon us to model honesty and
respectfulness in our relationships, responsibility in the performance of our assignments and a caring
attitude that extends to all members of our community. We should exemplify appropriate problem
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solving skills, responding to challenges with a calm, rational, productive approach. Support of school
policies and the administration in your words and actions is expected within the school and in public. By
our words and actions we serve as role models and create an environment conducive to the
development of children who will be healthy, caring and productive members of their community.
3.4 School Governance
In 1953, St. John's Episcopal Church incorporated St. John's Episcopal School as its primary outreach.
Today, St. John's is the oldest Episcopal school in Dallas and serves 500 Pre-K through Eighth Grade
children. The school remains one of the church's primary outreaches: the rector and chaplain conduct
daily chapel services, parishioners serve on the school Board, and the church and school work together
on activities and events.
The church and school have agreed to use the National Association of Episcopal Schools’ Principles of
Good Practice for Governance in Episcopal Parish Schools as a guideline for their relationship in terms of
leadership, shared facilities, finances, etc. To read this document in full, please see the Board of Trustees
page on the school website, http://www.stjohnsschool.org/pages/board_of_trustees.asp.
St. John’s Episcopal School is governed by an independent Board of Trustees made up of 17 voting
members and 2 ex-officio members. The Board has 5 officers and a variety of committees, some of
which are standing committees and some of which are formed on an ad hoc basis as necessary. Board
members serve terms of three years, which are renewable one time for an additional three years.
The Board’s Role
The Board is charged with ensuring the long-term, mission-based, sustainable success and viability of
the school. As such, it is concerned with the needs of the school over several generations; therefore, its
focus is setting the strategic direction of the school. The Board does not manage the day-to-day or
tactical operations of the school. The Board hires a Head of School, as its sole employee and delegates
day-to-day managerial responsibility for the entire enterprise to the Head, within the general
parameters and principles established. The Head of School reports to the Board of Trustees and is the
only school employee with authorization to discuss confidential school matters with Board members.
Under no circumstance may an employee approach a Board member with a grievance without having
followed procedure. The Board meets regularly to set policy and to monitor progress of the school.
Role of the Head of School
The Board delegates execution of the school’s mission to the Head of School. The Head of School is
responsible for managing the day-to-day operations and activities of the school and supporting the
strategic plan. As such, he/she oversees all other staff (teachers and administrators) and volunteers,
either indirectly or directly, to achieve the Board’s established ends.
4 ADMINISTRATIVE POLICIES AND PROCEDURE
4.1 Disclaimer
The policies enumerated herein are for informational purposes only, and do not create any contractual
rights for the employee. The School reserves the right to change, add to, or delete from all policies and
procedures without notice.
4.2 Employment At-Will
All employees are employed at will unless they have an agreement in writing providing other terms of
employment.
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4.3 Equal Opportunity in Employment
St. John’s Episcopal School believes that each individual is entitled to equal employment opportunity
without regard to race, color, religion, gender, national origin, age, disability, genetic information,
refusal to submit to a genetic test, veteran status or any other characteristic protected under federal,
state, or local anti-discrimination laws. The school’s equal employment opportunity practices extend to
recruitment, hiring, selection, compensation, benefits, transfer, promotion, training, discipline, and all
other terms, conditions, and privileges of employment. All employees are responsible for complying
with the school’s equal employment opportunity policy.
Filing a Discrimination Claim with the School
Anyone who believes he or she has been subjected to any form of unlawful discrimination, should
promptly submit a written complaint to the Head of School, the Division Head or the Director of
Operations and HR. (If the object of the complaint is the Head of School, submit the complaint to the
President of the Board of Trustees or the Director of Operations and HR). Contact information may be
found in the current School Directory. The complaint should be specific and should include facts, the
names of individuals involved, and the names of any witnesses, if applicable.
The school will promptly undertake a thorough investigation and will attempt to resolve the issue. Those
investigating for the school will preserve the confidentiality of facts and identities as much as practical.
Those making a complaint or participating in an investigation are expected to maintain appropriate
confidentiality and to act professionally and discreetly at all times. The school will not retaliate against
any employee for filing a complaint or for participating in an investigation in good faith.
4.4 Diversity
St. John’s Diversity Statement of Purpose:
In a diverse community, the unique experiences of an individual help to inform and to educate others
towards a deeper and wider perspective. Children need to ponder the wonder and complexity of the
differences and similarities that make us uniquely and collectively human. Each child thus grows
emotionally, spiritually, socially, and intellectually; and is better prepared for the challenges of higher
education, the workplace, and our increasingly connected and complex world.
Towards that end, St. John’s is dedicated to fostering an atmosphere of equal opportunity in three key
ways:
 Encouraging the enrollment of students from diverse economic, cultural, ethnic and religious
backgrounds
 Seeking to hire excellent faculty and staff from diverse backgrounds
 Promoting a bias-free environment by addressing issues of diversity and equity in all aspects of
the school and the students’ education
4.5 Ethics and Conduct
CODE OF CONDUCT
In accordance with our mission St. John’s Episcopal School promotes appropriate behavior by
employees, whether on campus or off, or before, during, or after regular school hours. Employees are
expected to conduct themselves in a fair, honest and professional manner and with the greatest
integrity at all times. Serious breaches of the Code of Conduct include but are not limited to
 Using, possessing, or being under the influence of alcohol or unlawful drugs while at work or at
school sponsored events in the presence of students
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 Profanity in the workplace or in public
 Actual or threatened violence toward another person
 Falsification of forms, records or reports, including application materials, expense reports,
student records or time sheets
 Unauthorized possession, replication, misappropriation, theft, or removal of school property,
records, or student materials
 Willfully destroying or damaging school property
 Misrepresentation of St. John’s or our students and families through unauthorized use of school
stationary, postage, phone services, Internet or email communications, FAX cover sheets,
business cards or promotional materials
 Using school facilities or materials for personal use or gain unless authorized
 Harassment of any form
 Romantic or other intimate relations with a student
 Workplace gossip
 Excessive absence or tardiness
 Misuse of confidential information
 Repetition of less serious offenses
 Insubordination, including but not limited to, failure to follow instructions, school procedures,
and or established school security regulations
 Failure to report suspected child abuse or student violation of the Honor Code, especially
possession and/or use of unlawful substances on school grounds or at a school-related function
 Leaving school during contracted hours without authorization or sleeping on the job
 Possessing a firearm or other dangerous weapon on school property or while conducting school
business
 Being convicted of a crime that indicates unfitness for the job or raises a threat to the safety or
well-being of the school, its students, employees or property
4.6 Personal Conduct
A key element of St. John’s Episcopal School’s approach to student character development is for our
faculty and staff to serve as role models for mature, caring behavior. As a visible manifestation of this
role, all employees are expected to conduct themselves with grace, dignity, and respect at all times.
 Offer to help other staff members and be willing to be helped by others (e.g., sitting down to
listen, offering or receiving a teaching idea, etc.).
 Believe that a call to teach is no greater or less than the administrator’s call to lead or the
maintenance personnel is to maintain plant facilities.
 With forthrightness, go directly to the person whenever you have an objection or disagreement
with his or her words or practices.
 Support in public, in private, and in practice any decision arrived at by the administration
despite your personal objections.
 Offer differences of opinion by speaking and writing honestly and carefully, by listening fully,
and by choosing the appropriate place for doing so.
 Refrain from criticizing students, colleagues, parents, administrators, or Board members; gently
stop other teachers’ or students’ criticism of another person.
 Work with a spirit of continuous improvement toward colleagues’ personal professional
development, in their specific positions, and for the school as a whole.
 Be alert and willing to act to protect the physical assets of the school and the general safety of
fellow employees and students entrusted to the school’s care.
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4.7 Chapel
St. John’s was founded on and continues to observe the practices and beliefs of the Episcopal faith. All
employees, regardless of whether or not they belong to this faith tradition, are required to observe the
following:
 Assigned faculty members are required to sit with their class during daily services and to
enthusiastically prepare their students for participation in the services (under the guidance of St.
John’s Episcopal Church’s Rector and the School Chaplain).
 All employees are expected to attend various services throughout the year as determined by the
Head of School.
4.8 Open Door Policy
As a school community and out of respect to our fellow employees, we strive to resolve issues directly
between the individuals concerned whenever possible. As a means of support to all employees, the door
of all administrators is always open to you to assist in the process of resolving problems or issues or to
talk over questions or concerns you may have about the school and its policies.
4.8.1 “Let’s Talk It Over” Process
In addition to maintaining an open door and encouraging and/or facilitating direct communication
between individuals involved in an issue, the administration recognizes that there are times when, due
to either the strong emotions involved and/or the seriousness of the issue, a more formal process
involving other levels of authority at the school may be required. This process may be used to address
concerns regarding the application, interpretation, or execution of any existing policies or school rules or
similar serious issues between individuals or groups.
If an issue arises between you and a fellow employee or an administrator, a sincere effort should be
made to discuss the issue with the other party first. If the issue cannot be resolved successfully through
direct dialogue, you may choose to submit a written complaint to your supervisor. If the situation
cannot be resolved at that level or the issue is with the supervisor, you may take the written complaint
to the Head of School. If the object of your complaint is still unresolved or is with the Head of School,
you should submit the complaint directly to the President of the Board of Trustees. If the issue concerns
discrimination, whistle-blower or harassment, please reference the complaint process for those policies.
(Non-Discrimination, Whistle-Blower, and Non-Harassment policies)
All complaints must be handled professionally by all parties. Your documentation of the complaint
should include factual details of the incident(s), or issue(s), names of the individuals involved, and the
names of any witnesses. The school will promptly investigate the complaint and will determine the
appropriate remedy or best possible resolution. Those investigating for the school will also preserve the
confidentiality of facts and identities as much as is possible and practical. Those making complaints are
expected to maintain appropriate confidentiality and to act professionally at all times. Details of formal
complaints, including issues that are at any stage of the resolution process, should remain confidential
between the specific parties involved and should never be discussed or vented in a public forum or with
colleagues. Employees raising complaints in good faith are protected against retaliation of any kind.
4.9 Conflicts of Interest/Gift Acceptance
All employees of St. John’s are expected to maintain the highest ethical standards in the conduct of
school affairs, carrying out school business with integrity, and complying with all applicable laws without
consideration of personal advantage or gain. All employees of St. John’s School shall avoid conflict of
interest between their personal interests and the interests of the school in dealing with suppliers,
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customers, or other organizations or individuals doing business or seeking to do business with the
school.
 School employees may not seek or accept for themselves or others any gifts, favors, or
entertainment from any persons or business organizations which seek to do business with the
school, except for minor common courtesies usually associated with customary business
practices. Teachers accepting teaching materials from vendors should take care to indicate that
such an action does not imply adoption or purchase of related materials.
 School employees may not act as a broker, finder, go-between, or otherwise benefit a third
party in transactions involving or potentially involving the school or its interests.
 Due to potential conflicts of interest and issues of fairness and morale, faculty and staff at St.
John’s are not permitted to accept gifts that are reasonably estimated to be worth in excess of
$25.00 (for example a gift card of $25 may be accepted; an all-expense-paid vacation and/or the
use of a summer house may not be accepted). Any gift or offer which exceeds the above
stipulations must be reported to the Head of School, who will determine whether the gift may
be appropriately accepted for the benefit of the school.
 Gifts of perishable items, especially during the holidays, are acceptable. Parents are invited to
contribute to a Holiday Gift Fund for the benefit of all teachers and selected staff.
 No teacher should tutor a student for compensation without the knowledge and consent of the
Division Head – both Division Heads if the student is not in your division.
All employees are expected to immediately report to their Division Head or Head of School any
potential situation which may involve a conflict of interest.
4.10 Whistleblower Policy
WHISTLEBLOWER and NON-RETALIATION POLICY
A Whistleblower as defined by this policy is an employee of the school who reports an activity that he or
she considers to be illegal or dishonest to one or more of the parties specified in this policy. The
Whistleblower is not responsible for investigating the activity or for determining fault or corrective
measures; appropriate school or law enforcement officials are charged with these responsibilities.
Any allegation made under this procedure shall normally be the subject of an initial investigation. A
decision as to whether an initial investigation should be carried out should be made within 2 weeks of
the complaint being received, and if this is not possible the Whistleblower should receive an explanation
of the delay. Subject to any applicable legal restrictions, where an allegation is made and an initial
investigation is carried out, the person or persons against whom the allegation is made will be told of
the allegation and the evidence supporting it, and be allowed to comment, before a full investigation is
concluded and a report is made. The Whistleblower will be provided with a copy of these procedures
promptly after submission of the complaint.
Where the initial investigation confirms that there has been misconduct by any party, which may include
the Whistleblower, applicable School procedures will be used, to the extent possible and appropriate, to
take the matter forward as expeditiously as possible. Some concerns may be resolved by agreed action,
either without the need for an initial or a full investigation or without the need for further formal action
following either type of investigation; in other cases, action beyond applicable School procedures may
be required, such as the involvement of governmental authorities or agencies.
The person receiving the allegation may conclude that an initial investigation would be inappropriate
because there is no substantive case, or that the issue is trivial, or that other formal School channels
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should be used to raise and resolve the issue. Where no initial investigation is carried out, and the
allegation is effectively dismissed, the Whistleblower shall be informed and given one (1) opportunity to
remake the allegation to some other person or authority consistent with the Policy. (This need not be
done where an allegation is dismissed after an initial investigation.)
The initial investigation should last no more than five (5) working days and will establish whether or not
a concern is justified. Any further (full) investigation(s) must be completed within six weeks, but
extensions will be granted by the Head and/or the President of the Board of Trustees (as applicable
under the Policy) when necessary. The goal of these timetables is to ensure that all cases of whistle
blowing are dealt with as soon as practicable.
The School recognizes that a Whistleblower is entitled to assurance that the matter has been properly
addressed. Thus, subject to any applicable legal constraints, the Whistleblower will be informed of the
progress and outcome of any investigation. However, it might not be possible to provide the
Whistleblower with the full details of the outcome if doing so would entail providing personal
information regarding a third party, because the School has a duty to protect personal information
under various applicable laws.
Employees, staff and others providing services to the School are obligated to cooperate, tell the truth
and disclose related information known to them in any such investigation, and will be subject to
disciplinary action or other sanctions for failing or refusing to do so. Subject to any applicable legal
restrictions, the outcome of the investigation will be reported to the Whistleblower, the Head (when
involving faculty or students), and the Board of Trustees (all cases). The outcome of any investigation
may also be shared with others within the School community, as necessary and appropriate, on a
confidential business / need-to-know basis.
If the Whistleblower should become involved in further investigations or procedures (e.g., formal
disciplinary proceedings, or a civil or criminal trial) as a result of utilizing the whistleblower procedure,
the School will provide proper support and assistance. As evidenced by the Whistleblower Policy, the
School wishes to ensure that no one utilizing the whistleblower procedure is disadvantaged or unfairly
treated.
Bad Faith Claims
Disciplinary action may be taken against individuals reporting a claim in bad faith. “Bad faith” does not
mean a claim that the complainant believes is valid but is later determined to be invalid. Rather, bad faith
is meant to include individuals who submit claims that they know to be false or erroneous, for the
purpose of hurting someone or damaging his/her reputation or other similar negative purposes (such as
for their own personal gain).
5 EMPLOYMENT POLICIES AND PROCEDURES
5.1 Employment Categories
All employees will be designated as either, temporary, part-time or full time. Based on the federal Fair
Labor Standards Act (FLSA) and corresponding state regulations, all positions will be designated as either
exempt or non-exempt.
5.1.1 Temporary
Temporary employees are hired for a short period of time, usually for the summer, and are not eligible
for employee benefits.
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5.1.2 Part-Time
Part-time employees work less than 30 hours per week (except holidays) or during the academic year
and are not eligible for employee benefits with the exception of school mandated holidays, sick leave
and personal leave.
5.1.3 Full-Time
Full time employees work 30 hours or more per week during the year (except holidays and vacations) or
during the academic year and are eligible for employee benefits.
5.1.4 Overtime Eligibility
Exempt – Exempt employees are exempt from minimum wage and overtime pay. The Fair Labor
Standards Act (FLSA) recognizes certain categories of exempt workers: administrative and professional
(teachers). Within each of these categories there are specific criteria involving salary, duties,
knowledge, training, discretionary powers, and/or independent judgment.
Non-Exempt – Non-exempt employees, paid either by the hour or by salary, are protected by the Fair
Labor Standards Act (FLSA). Dependent on work requirements, non-exempt employees may be asked to
work overtime by their supervisor(s).
Exempt or non-exempt status is listed on each employee’s job description.
5.1.5 Work Week and Overtime – non-exempt positions are eligible for overtime at a rate of 1.5 times
regular pay for all hours worked in excess of 40 hours in one week. Overtime must be approved in
advance by the employee’s direct supervisor or the Head of School. The school’s work week (for
purposes of calculating overtime) runs from 12:00 a.m. on Sunday to 11:59 p.m. on Saturday.
5.1.6 Exclusion of Holiday Hours
The school will not count holiday hours and other paid time-off hours (such as sick, vacation or personal
days) as time worked for overtime purposes.
5.1.7 Religious Observances
The school supports all employees in observing their own religious beliefs and practices, so long as such
observations or absences can be reasonably accommodated and does not place an undue burden on the
operation of the school. If an employee needs to take earned vacation time or unpaid time off for a
recognized religious observance which is not one of St. John’s holidays, permission must be granted by
the employee’s direct supervisor or Division Head.
5.1.8 Outside Employment
Full-time exempt employees are expected to devote the full measure of their work-related efforts and
energies to their position with the School. In no case may outside employment be with an organization
or of a nature that is contrary to the goals and purposes of the School or in which conflicts of interest
are present. If uncertain if a conflict exists, discuss the situation with your immediate supervisor.
Outside employment must not in any way diminish the employee’s effectiveness or interfere with
his/her duties at St. John’s or present a conflict of interest for the employee, the School, or the outside
employer. If outside employment is deemed detrimental to the full-time exempt employee’s job
performance or is otherwise contrary to the best interests of the School, the employee will be required
to terminate his/her outside employment as a condition of remaining an employee of St. John’s.
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5.2 Recruitment and Selection
5.2.1 Hiring Procedures
To streamline our recruitment and hiring processes, all requests for information regarding employment,
oral or written, should be directed to the Assistant to the Head of School. This includes all resumes,
letters of interest, and general inquiries about openings for faculty, administrative, support staff, and
substitute positions. Although the information will be forwarded to the appropriate administrator after
the information is received, it is imperative that we begin the process in one centralized location.
Compliance with this procedure will allow the School to be efficient and consistent in our hiring protocol
and responses to potential candidates. If a faculty or staff position becomes available, the school will
ordinarily issue an announcement of the vacancy (unless doing so would be inappropriate, given the
nature or timing of the opening). At such time the school will conduct a search to fill the position by
posting the opening on the school’s website by the Director of Communications. The Head of School or
a designated person will notify other agencies, as appropriate, of the open position(s). A current
employee wishing to apply for an open position should notify his/her supervisor or Division Head and
express an interest in pursuing the opportunity. If the school wishes to proceed with the application,
the employee will be included in the interview process. Once a final decision is made, all parties will be
notified.
Should the current employee not be chosen for the position, this in no way shall affect his/her current
position with the School. If not chosen, the employee is encouraged to use this as an opportunity to
have a career development conversation with his/her supervisor, to discuss what appropriate
professional development opportunities that might be undertaken to enhance skills and qualifications
should similar positions become available in the future.
5.2.2 Employment of Non-Citizens
St. John’s Episcopal School is committed to employing only individuals who are authorized to work in the
United States. St. John’s does not unlawfully discriminate on the basis of citizenship or national origin.
In compliance with the Immigration Reform and Control Act (IRCA) of 1986, within three days of
beginning employment, each new employee must complete the Employment Eligibility Verification Form
I-9, and present the proper documentation establishing identity and employment eligibility. Employees
who do not comply with these regulations will not be allowed to continue employment, in accordance
with federal law.
5.2.3 Falsification of Employment Application or Resume
The St. John’s employment application is designed to elicit job-related information that enables the
School to assess an applicant's qualifications. Falsifying an application or resume or misrepresenting or
omitting facts on these documents may result in discipline up to and including termination of
employment and/or legal action. This policy is stated on the application form.
5.2.4 Background Checks
All employees applying for any position will be subject to background checks. To assist in determining
the applicant’s employment eligibility, information may be gathered about personal and credit
characteristics as well as character and general reputation. Potentially this could include lawfully
available information about: employment history; education; criminal, civil, and court records; driving
records; and credit records. Additionally investigative information may be gathered through personal
interviews with friends, neighbors, and associates relative to an applicant’s character, general
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reputation, and personal characteristics. Information gained from any of the above background checks
will be held in confidence and shared only with administrative individuals on a need-to-know basis.
5.2.5 Safeguarding Online ™ Training
Before interacting with students, each employee of St. John’s Episcopal School must complete
Safeguarding Online ™ training offered through and required by the Episcopal Diocese of Dallas. The
training focuses on child abuse awareness and prevention education. The training must be renewed
every three years.
5.2.6 Employment of Relatives
The school’s standards for employment decisions such as hiring, promoting, reappointing, evaluating,
awarding salary and terminating employees are based on a candidate or employee’s qualifications for
the position, ability and performance. The school attempts to avoid favoritism, the appearance of
favoritism and conflicts of interest in employment decisions, and reserves the right to take action when
relationships or associations of employees impact the mission.
For purposes of this policy, “relative” means a connection between persons by blood, marriage,
adoption, domestic partnership or other close personal relationship including cohabitation.
Due to the strong interaction of duties, employment of relatives in the same department or under the
same supervisor is not ordinarily permitted and may occur only after formal review and approval by the
Head of School.
Employment of relatives in reporting relationships (e.g., employee and direct supervisor) is prohibited in
all cases.
5.2.7 When Family Relationships Develop During Employment
When a relationship between two employees develops to the point where it is covered by this policy
during their employment (such as marriage or other covered relationship status), the school will
ordinarily handle this situation as follows:
 The employees are required to bring the relationship to the attention of the Head of School
when it develops to the point of being covered (or will soon be covered) by this policy (e.g., such
as when the couple becomes engaged or shares living quarters).
 If a relationship violates 5.2.6, both employees will ordinarily be provided with the opportunity
to change jobs, divisions, or departments to resolve the conflict of interest—if either option is
available or practical at the time.
 Ordinarily, only one employee will need to change position to remove the reporting conflict. In
most circumstances, this will be the choice of the couple—however; the school reserves the
right to dictate the change when necessary, based on the school’s operating needs.
 If job or department/division changes are not possible, one member of the couple will ordinarily
be required to resign from his/her position by an appropriate date to resolve the conflict. This
may occur at the employees’ option (i.e., one member of the couple chooses to resign) or at the
school’s direction (i.e., if performance or skill needs dictate that the school only invite one party
to return for the following academic year).
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5.3 Attendance and Punctuality
BUSINESS AND TEACHING HOURS
The hours of employment of non-exempt employees, defined as those who do not teach or supervise
others, are arranged by the employee’s Letter of Agreement. All non-exempt employees are reminded
that all hours worked (including work at after-hours events) must be reported and will be compensated
according to the school’s policies and as required by law.
5.3.1 Absence
RESPONSIBILITY FOR ARRANGING SUBSTITUTES (FACULTY)
The efficient operation of any organization depends on the regular attendance of all its employees. Your
personal affairs should be planned to avoid unnecessary absences.
 Employees (other than classroom teachers) have a responsibility to report an absence to their
direct supervisor as soon as possible. The supervisor will make the determination to notify
other employees who may need this information.
 When a teacher must be absent from school, it is the responsibility of the absentee to secure a
substitute teacher from the list of approved substitute teachers.
 All substitute teachers must be pre-approved by the administration. A list of approved
substitute teachers will be provided at the beginning of each school year and updated
periodically throughout the year. Updated lists will be located on the t-drive and labeled
“Substitute Teachers” with the appropriate year. Please consult the most recent list when
arranging for a substitute.
 Inform the Division Head by 7:00 a.m. who to expect as a sub.
 If illness or other circumstances prevent the timely scheduling of a substitute, contact the
Division Head or the Assistant to the Division Head for assistance.
 Lesson plans and appropriate materials must be readily available. A detailed daily schedule, the
daily attendance record, a list of carpool numbers, order for chapel procession, and any other
information necessary for the daily management of the classroom should be organized and kept
in a prominent place.
 The teacher should make every attempt to inform the Assistant to the Division Head or the
Division Head before 3:00 p.m. (2:00 p.m. on Wednesday) to advise if she/he will not return the
following day and will require continued substitute coverage. Substitutes must be advised daily
before they leave whether or not they will be needed the following day.
5.3.2. Tardiness
 If a late arrival is foreseen, employees must inform their supervisor immediately, letting them
know the approximate time arrival is expected.
5.3.3 Punctuality
Full time teachers will
 arrive at school no later than 7:45 a.m. each day. Homeroom teachers and advisors will be in
their classrooms in order to greet students upon their arrival at that time.
 Part-time teachers will arrive at school at least thirty minutes prior to their first scheduled class.
Hours are arranged by Letter of Agreement and scheduling.
 Administrators and support staff will arrive at school no later than 8:00 a.m. each day unless
alternative hours are prearranged with their supervisor or cited by their Letter of Agreement.
 All teachers, administrators and support staff will be free to leave after 4:00 p.m. or after
their last contractual obligation or as stated on their Letter of Agreement. Teachers
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should ensure that all duties for the day are completed before leaving the building,
including being available for after-school student help sessions by appointment.
Attend all faculty meetings, administrators and support staff to attend monthly full
faculty meetings and relevant in-service sessions throughout the year. If no Wednesday
meeting is scheduled, teachers may leave at 4:30 p.m.
Sign out when leaving campus for ANY length of time. Please note that errands and
special appointments should be kept to a bare minimum and conducted during your
lunch or break time whenever possible. ANY off-campus time during your contracted
work hours requiring an absence exceeding one hour must be pre-approved by your
Division Head or supervisor and documented as time absent from school. Prior
arrangements should be made with the Division Head if a teacher needs to leave early.
Attend all required school events
Communicate your after-hours availability for student or parent support.
5.4 Separation from Employment
5.4.1 Resignations/Terminations
Since employment with St. John’s is based on mutual consent, both you and St. John’s have the right to
terminate employment at will, with or without cause, at any time. You will receive your final pay in
accordance with applicable state law and school policy. The school urges all employees to give adequate
notice (e.g., at least two weeks) should they decide to terminate employment. This enables the school
to find replacements and best serve the students.
The following are examples of some of the most common circumstances under which employment is
terminated.
 Resignation or retirement—voluntary employment termination initiated by the employee. In
addition to actively resigning your position, you may be considered to have voluntarily
terminated when you are absent without notification for three consecutive workdays or when
you do not return from a leave of absence or notify the school of an intent to return.
 Discharge—involuntary employment termination (during the academic year) or non-renewal of
a Letter of Agreement (for the following academic year) initiated by the school.
 Layoff—involuntary employment termination initiated by the school for non-disciplinary
reasons, such as a reduction in a department or division due to declines in enrollment or other
factors beyond the employee’s direct control. The employee ordinarily is not subject to
automatic recall (i.e., is called back to work at the end of a temporary layoff), unless recall rights
are specifically communicated by the school at the time of layoff.
5.4.2 Exit interview—An exit interview will generally be scheduled at the time of employment
termination with the Director of Operations and HR. The interview affords an opportunity for discussion
of such issues as employee benefits, conversion privileges, or return of school property. Suggestions,
complaints and questions can also be voiced.
5.4.3 Separation from Employment
Employees may be issued or given temporary possession of school property, materials, or written
information including but not limited to cell phones, pagers, uniforms, keys, credit cards, computer
passwords, computers, and identification cards. If employment ends, all property must be returned on
or before the last day of work. In situations where property is not returned to the School, the School
may take steps to recover the item(s) or their cost by withholding from the final paycheck(s) when
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allowed by law, or by taking legal action. Separating employees should contact the Director of
Operations and HR to complete an Exit Checklist and Exit Interview questionnaire. Separating employees
must provide address changes to insure timely receipt of any remaining checks, W-2 forms, and COBRA
information.
5.5 Personnel Records and Inquiries
5.5.1 Update of Personnel Records
St. John’s maintains an employee file for each active or former employee as required by law. The file
contains an administrative record of your employment with the school. These records are confidential
and are held in controlled file cabinets.
5.5.2 Access to Personnel Files
Confidentiality of Employee Records
Personnel files are the property of St. John’s Episcopal School and access to the information contained
within is restricted. Generally, only members of the administration who have an appropriate businessrelated reason to review information in a file are allowed to do so.
Active employees may review their employee file at any time in the office with an administrator present.
In no case may an employee alter or remove information from the file, nor may the file be removed
from the immediate area in which it is being viewed. With reasonable advance notice, employees may
review their own personnel file in the Human Resource office. If employees need copies of material in
their file, they should request the specific material from Human Resources. (Refer to Appendix I for
additional information on personal file location and information).
Change of Status
It is important to keep the Director of Operations and HR informed of any changes in your personal
information. If you change your name, address, phone number, marital status, number of dependents,
or other pertinent personal data, please notify the Director of Operations and HR immediately.
5.5.3 Verification of Current/Past Employment
Verification of current or former employment requests should be forwarded to the Director of
Operations and HR. The School policy is to verify only the dates of employment and position. Release of
any other information requires a written authorization and release from the employee.
6 COMPENSATION POLICIES AND PROCEDURES
6.1 Hours of Work
6.1.1 Faculty
Arrival time for all full-time teachers is no later than 7:45 a.m. every day. Exceptions to this policy must
be made through the Division Head. Full-time teachers are to remain on campus until 4:00 p.m.,
Monday, Tuesday, Thursday and Friday, 4:30 p.m. on Wednesdays or later as activities require. No class
should be left unattended during the School day. Teachers should not be asked to "cover" other
teachers' classes except in case of emergency. Such requests should be made in the Lower and Middle
Schools through the Division Heads. If it is necessary to leave campus during the School day, employees
must notify the Division Head or administrative assistant and sign out at the receptionist’s or
administrative assistant’s desk.
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6.1.2 Staff
Arrival and departure times vary by department. A normal work day for a full-time staff member is
seven hours excluding a 30 minute lunch, but including breaks.
6.2 Payroll Policies
6.2.1 Pay Periods
All employees are paid on a monthly basis, the last working day of each month. Because most
employees, exempt and non-exempt, are salaried, monthly pay will include the entire month. If a
salaried, non-exempt employee incurs overtime in the last week of a month, earned overtime will be
reflected on the employee’s subsequent month’s payroll check. For those employees who are paid on
an hourly basis, payroll will be calculated from the last week of the previous month through the third
week of the current month. This is necessary to facilitate a timely submission and sufficient processing
time for our outside payroll provider. Employees will be notified electronically each month regarding
the payroll cut-off date.
6.2.2 New Hires
If a new salaried employee is hired between normal pay periods, he/she will be paid on a prorated basis
determined by his/her monthly salary and the number of days in the processing period.
6.2.3 Direct Deposit
The School strongly encourages all employees to have their paychecks deposited electronically in their
personal checking or savings account. The benefits of the electronic service include immediate access to
funds, a paycheck deposited on payday even if the employee is sick or away on business or vacation, a
direct deposit to a bank of choice and no need for a special trip to the bank to deposit a check. A
completed authorization form must be on file with the Director of Operations and HR to activate direct
deposit. Employees will be issued a monthly “non-negotiable” payroll check facsimile.
6.2.4 Pay Advances
The Head of School has discretion to advance up to 50 percent (50%) of the balance remaining of an
employee’s salary for exigent circumstances. Any advance in excess of 50% of the balance remaining
must be approved in advance by the Finance Committee. The employee must execute a promissory
note to repay the advanced sum together with a commercially reasonable interest rate over a
reasonable period determined by the Head. The Head has discretion to waive this interest rate for
matters of compassion. The employee must also consent to payroll deductions to repay the advance
and accrued interest as allowed by law.
All pay advances must be paid back prior to the expiration of the term of the employee’s existing
employment letter of agreement. At the time the pay advance is made, the total pay advanced may not
exceed the value remaining in the employee’s existing letter of agreement.
6.2.5 Payroll Deductions
The stub of an employee’s payroll check lists all payroll deductions. Certain deductions are required by
law and others are determined by the employee’s participation in benefit plans and similar programs.
Payroll deductions are made in equal installments from each payroll check.
Required Withholding
 Federal Income Tax – This deduction is computed from Internal Revenue Service tax tables,
based on the number of exemptions claimed by the employee on the Employee’s Withholding
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Allowance Certificate (W-4 form). Any change to an employee’s exemptions would require an
updated W-4 form to be completed by the employee and submitted to the Director of
Operations and HR.
 Federal Social Security and Medicare Tax – This deduction is computed by a percentage of the
gross pay as mandated by federal law. A portion of this amount is for Social Security (FICA) and
the remainder is for Medicare (Med FICA).
Voluntary Withholding
Each August, employees will elect payroll deductions by completing an Authorization to Withhold form
provided by the school. No voluntary deductions will be made without written authorization from the
employee. The following payroll deductions are based on the employee’s voluntary participation in
these plans or programs:
 Health insurance
 Dental insurance
 Vision insurance
 Life insurance
 Voluntary supplemental insurance
 403(b) pension plan participation, match and voluntary
 Flexible Spending Account (FSA) – out of pocket medical and dental costs, dependent care,
voluntary supplemental insurance and other expenses as defined by the school’s Summary Plan
Document
 Miscellaneous voluntary deductions that an employee may elect
Annual W-2 Statement
A statement of earnings and deductions (IRS Form W-2) for the preceding calendar year is issued each
January, no later than the last business day of the month, as required by law. If your employment with
the school terminates prior to January, your W-2 form will be mailed to the last address on record at the
school. All questions pertaining to pay and tax withholding should be referred to the Director of
Operations and HR.
7 EMPLOYEE RELATIONS POLICIES AND PROCEDURES
7.1 Employee Dress Code Guidelines
Faculty and staff are the most visible image the school presents to the public. Our attire often is
interpreted as a manifestation of our professional attitude, educational training and classroom
expertise. Therefore, St. John’s faculty and staff will assume the professional responsibility for dressing
appropriately for the task assigned. CASUAL DRESS DOES NOT REFLECT PROFESSIONALISM.
Males
 A collared shirt, dress slacks or business casual pants in a fabric other than denim are
considered appropriate.
Females
 Skirts and dresses that fall no shorter than just above the knee, as well as slacks and a
collared shirt, knit shirt or blouse are considered appropriate.
The following dress is inappropriate for all school employees:
 Tight fitting clothing
 Dresses, shirts or blouses that have cutout or see-through elements
 Clothing that reveals undergarments
 Beach shoes including rubber crocs and flip-flops
 Body piercing jewelry (other than earrings) and visible tattoos
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 Necklines that show cleavage
Other, more casual dress may be worn as deemed necessary to the teaching activity or assignment, i.e.
denim for art teachers or special science labs. An employee must discuss deviations from this policy
with his/her supervisor.
Athletic Department
Athletic department faculty, staff and coaches are expected to wear school-logo athletic wear (golf
shirts, shorts, etc.) appropriate to their daily responsibilities. Faculty and staff who also serve as coaches
may wear coaching attire after class hours and when traveling to and from school athletic events.
Maintenance Department
Maintenance departments staff is expected to wear a school logo shirt, appropriate work slacks or dress
denim. Shoes should be appropriate to work responsibilities and safety guidelines.
Free Dress Days
On occasion, faculty members may be granted free-dress days along with their students. Faculty
members are expected to use appropriate judgment and follow the free-dress guidelines listed in the
student handbook.
Casual Days and Summer Attire
On those days when the dress code is relaxed by the administration, employees are expected to dress in
good taste. During the summer months, when school is not in session, professionally appropriate casual
attire may be worn, maintaining a relaxed yet business-like environment.
 Examples of acceptable summer attire include: walking shorts, capri pants, sun dresses (not
excessively short or revealing), golf shirts, khaki slacks, “corporate casual” skirts, blouses, shirts
and slacks. Flip flops are acceptable if job appropriate.
7.2 Sexual Harassment Policy
UNLAWFUL HARASSMENT (INCLUDING SEXUAL HARASSMENT)
Unlawful Harassment
St. John’s Episcopal School is committed to providing a work environment free of unlawful harassment.
The school’s policy prohibits sexual harassment and harassment based on race, sexual orientation, color,
ethnicity, religion, national origin, disability, genetic information, age, military status or any other basis
protected by federal, state or local law or ordinance or regulation. All such harassment is unlawful. The
school’s Policy Against Unlawful Harassment applies to all persons involved in the operation of the
school and prohibits unlawful harassment by or toward any employee of the school, including
administration, faculty, and staff as well as supervisors and co-workers. The school will also take all
reasonable steps to prevent or eliminate harassment by or toward non-employees—including students,
guests, visitors, vendors, suppliers, donors, volunteers, and anyone else who may have job-related
contact with our employees.
Prohibitions
All unlawful harassment is prohibited and includes, but is not limited to, the following behavior.
 Verbal conduct such as epithets, derogatory jokes or comments, slurs, or unwanted sexual
advances, invitations, or comments
 Visual conduct such as derogatory and/or sexually oriented posters, photography, cartoons,
drawings, or gestures
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 Physical conduct such as assault, unwanted touching, blocking normal movement or interfering
with work because of sex, race, or any other protected basis
 Threats and demands to submit to sexual requests as a condition of continued employment or
to avoid some other loss and offers of employment benefits in return for sexual favors
 Retaliation for having reported or threatened to report harassment
This policy applies to all phases of employment (whether on- or off-campus, and whether it occurs
during or after regular business hours), including, but not limited to, recruiting, testing, hiring,
upgrading, promotion, demotion, transfer, layoff, termination, rates of pay, benefits, and selection for
training.
7.2.1 Filing a Harassment Complaint with the School
If you believe that you have been subjected to or have observed any form of unlawful harassment,
provide a complaint, preferably written, to your Division Head or the Director of Operations and HR. If
these individuals are not available, or if you believe that one of these individuals has engaged in
inappropriate behavior in violation of this policy, or if you are uncomfortable reporting the conduct to
these individuals for any reason, provide the complaint to the Head of School. If the Head of School is
the object of your complaint, please direct your complaint to the President of the Board of Trustees,
whose contact information is in the Student Directory. You should report your complaint as soon as
possible. Your complaint should be specific and should include the names of individuals involved and the
names of any witnesses.
In addition, when supervisors are made aware of conduct that violates or may violate this policy, they
must report any and all instances to the Director of Operations and HR or to the Head of School.
7.2.2 Investigations
The school will undertake an effective, thorough, and objective investigation of the harassment
allegations promptly upon receiving a complaint or becoming aware of alleged harassment. The school
encourages all employees to report any incidents of harassment prohibited by this policy immediately
so that complaints can be quickly and fairly resolved. All complaints will be handled as confidentially as
possible and information will be disclosed only as it is necessary to complete the investigation and
resolve the matter.
7.2.3 Consequences
If the school determines that unlawful harassment has occurred, effective remedial action will be taken
in accordance with the circumstances involved. Any employee determined by the school to be
responsible for unlawful harassment will be subject to appropriate disciplinary action, up to and
including termination. Appropriate action will also be taken to deter future harassment.
7.2.4 Non-Retaliation
There will be no retaliation against any employee who brings a complaint in good faith under the
Unlawful Harassment Policy or who honestly assists in investigating such a complaint, even if the
investigation produces insufficient evidence that there has been a violation, or if the charges cannot be
proven.
7.2.5 Bad Faith Claims
Disciplinary action may be taken against individuals reporting a claim in bad faith. “Bad faith” does not
mean a claim that the complainant believes is valid but is later determined to be invalid. Rather, bad faith
is meant to include individuals who submit claims that they know to be false or erroneous, for the
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purpose of hurting someone or damaging his/her reputation or other similar negative purposes (such as
for their own personal gain).
7.3 Disability Employment Policy
7.3.1 Disabled Employees and Job Applicants
In compliance with the Americans with Disabilities Act (ADA) and applicable state law, St. John’s
Episcopal School will not unlawfully discriminate against qualified applicants or employees with
disabilities who can perform the essential functions of their jobs with or without reasonable
accommodations. The school will not discriminate based on disability or perceived disability in hiring,
promotion, discharge, compensation, job training, benefits, classification, referral, or any other aspects,
terms, or conditions of employment.
In accordance with the law, it is the school’s policy to provide such qualified applicants and employees
with reasonable accommodations, except where such accommodations would impose an undue
hardship on the school. Any employee who requires an accommodation to perform the essential
functions of the job should contact the Head of School or the Director of Operations and HR and request
such an accommodation.
The individual with the disability should be prepared to discuss what type of accommodation is needed
to perform the job. You should be aware that dialogue regarding the accommodation requested may
occur. In collaboration with the candidate or employee, the school will make every effort to identify and
implement an accommodation that is reasonable and will not impose an undue hardship.
7.3.2 Filing a Discrimination Claim with the School
Refer to 7.2.1. Filing a Harassment Claim with the School
7.4 Privacy Policy
CONFIDENTIALITY OF SCHOOL RECORDS AND INFORMATION
As a private institution charged with the development and supervision of minors, it is of the utmost
importance to St. John’s that all employees maintain strict student confidentiality. Employees who may
become privy to confidential student, student family, employee, and or school information shall not
disclose such information. Unauthorized release of such information may result in disciplinary action,
up to and including termination of employment. Any request from the media or person or entity seeking
information must be directed to the Director of Communications. In her/his absence, requests should be
directed to the Head of School. It is the responsibility of all employees to protect the privacy interests of
students, their families, the School, and fellow employees. Confidential information includes, but is not
limited to the following: personnel and employment information, compensation data, computer
processes, computer programs and codes, student and parent information and directories, student
records, student and employee health information, financial information, and proprietary education
testing and /or curriculum.
Face-to-face contact or phone conversations with parents or colleagues who have a need to know
information is preferable to e-mail. Employees should always be sensitive to their surroundings when
speaking about students. Be particularly careful about discussing a student with a parent or colleague
while other people are within hearing distance. Never discuss a child other than with their own with
parents. All employees must be constantly vigilant about the circumstances and situations under which
an individual student is discussed so as to preserve the privacy rights and dignity of the student and
his/her family.
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7.4.1 Handling of Confidential Materials
The following standard practices will help insure the safety and right to privacy of all members of our
school community.
Confidential information, as defined above, is to be stored in locked cabinets or other secure locations in
the department or office responsible for maintaining that information.
Student files must be properly signed out by leaving a file holder in place with name and date of
removal. Files should never be reviewed in a public setting or with other students present. Files should
not be kept overnight and may not be removed from the school’s premises.
Use of the School database or School directory for commercial, charitable or any purposes other than
education-related purposes within the School community is prohibited.
7.4.2 Computer Security
Computer passwords are to be known only by those employees who have regular need to access
information as part of the responsibilities of their position. Computer storage devices are kept in a
secure room. Under no circumstances is any student to be given a password which accesses a faculty or
administrative computer or drive. Computers with Internet access are not to be used by students
without adult presence. Classrooms containing computers with Internet access should be kept locked
when a teacher or other authorized adult is not present.
7.4.3 Teacher Workroom and Mailboxes
The teacher workroom should not be accessed by students without the expressed permission of faculty
members present and/or the supervision of a teacher. Faculty mailboxes are used for communication of
confidential information between and among faculty members and administrators. Students and
parents are not allowed to visit or use faculty mailboxes. If a parent or member of the Parents
Association needs to distribute items to the faculty, these should be given to the receptionist, who will
see that the items are deposited in faculty mailboxes.
7.4.4 Disposal of Records
All obsolete confidential records must be disposed of by shredding. Please seek permission from your
immediate supervisor before shredding documents. A container for the commercial shredding of
documents is housed in the Lower School Workroom. Refer to Appendix B to ascertain the length of
time certain records should be retained or whether certain records will need to be archived off campus
after a number of years.
7.4.5 Transmission of Data
Confidential materials should not be faxed unless someone at the receiving end has agreed to receive
them. Records will not be released to other schools without the proper record release forms or written
permission from that school which has been signed by a custodial parent or legal guardian.
Information about students is not to be given out to persons or organizations not affiliated with the
school. Names and addresses of students or employees, student handbooks, photographs of students
or employees, school publications, yearbooks, etc. may not be distributed outside of the school, unless a
specific, legitimate use is approved in advance by the school administration. Student information should
not be revealed over the telephone or via email or any other electronic medium-even a confirmation of
a student’s enrollment at the school-unless the party has identified her/himself and is known to have a
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right to the information. Parties identifying themselves as relatives or family friends should not be
assumed to be legitimate or entitled to student information. All such requests require the approval of a
member of the administration before any information is released in any form or manner.
The Business Office must also approve the release of information such as grade reports, even to
parents.
7.4.6 Solicitation and Distribution
Soliciting by one employee of another, or collecting from one employee by another, is not allowed.
Trespassing, soliciting or distributing literature by anyone outside the School is prohibited on school
premises.
7.5 Smoking Policy
St. John’s is a smoke-free facility. Smoking is prohibited in all areas of the building. Additionally,
smoking is prohibited in the sight or presence of students while you are on duty, on campus or off at a
school-related activity.
7.6 Substance Abuse Policy
The School recognizes a responsibility to help provide a safe and productive workplace for its
employees. To this end, to safeguard the School’s assets and to protect the health and safety of the
faculty and staff, student body and general public, the School has adopted this Substance Abuse Policy.
This Policy is adopted in furtherance of the requirements of the Texas Workers’ Compensation Act, and
rules adopted there under, relating to the elimination of drug abuse. It is the policy of the School to
maintain a drug-free workplace. The School prohibits the manufacture, distribution, dispensation,
possession, concealment, use, or transfer of alcohol, inhalants, drugs, or controlled substances, and the
possession of drug related paraphernalia or literature promoting the use of illegal drugs, while at work,
on School owned or leased premises or vehicles (including parking lots), or on School business. The
School also prohibits the presence of any person (including employees of the School) on School premises
(including parking lots), or on School business while under the influence of alcohol, inhalants, drugs, or
controlled substances. “Under the influence” with respect to drugs, inhalants, alcohol, or controlled
substances, means having any detectable level in the person’s body, regardless of when or where it may
have been consumed. An employee’s unauthorized possession or use of alcohol, inhalants, drugs, or
controlled substances during working hours or on the School’s owned or leased property or that
negatively impacts his or her job performance is prohibited. If School approved, the moderate use of
alcoholic beverages at School sponsored or business/social events is not prohibited under this Policy;
provided, however, that even if use of alcoholic beverages is approved, no employee may use them in a
manner that adversely affects his or her conduct or performance.
 Faculty and staff members must never consume alcohol at a school-sponsored event at which
students are present.
 At private parties where parents and students are present, faculty and staff members should act
responsibly if they choose to consume alcohol.
 Faculty members and staff must never be present at an event where students are drinking.
Compliance with this Policy is a condition of initial and continued employment. Disciplinary action, up to
and including termination of employment, will be taken against any employee who violates this Policy.
From time to time the School may provide drug and alcohol abuse education and training programs.
Participation in these programs may be mandatory. Prescription drugs prescribed by a licensed medical
practitioner for the person using or possessing them and over-the-counter medications are generally not
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prohibited by this Policy, provided they were lawfully obtained and are not consumed at a frequency or
quantity greater than the dosage prescribed or otherwise recommended on the medication’s label.
However, any employee taking any prescription or over-the counter drug or medication, regardless of
whether it was lawfully obtained and properly consumed, which drug or medication is known or
advertised as possibly affecting or impairing judgment, coordination, or other senses, or which may
adversely affect ability to perform work in a safe and productive manner, must notify the employee’s
supervisor prior to starting work or entering the School’s premises. The employee’s supervisor and the
Head of School will decide if the employee may remain at work or on School premises and what work
restrictions, if any, are deemed necessary. Information regarding the employee’s use of medication and
any other information provided by appropriate medical personnel will be kept strictly confidential and
will be disclosed only to School management personnel on a need to know basis. Similarly, such
information will not be disclosed outside the School unless required by law, subpoena or court order, or
in defense of the School.
Currently, the School’s drug and alcohol testing program is applicable to all employees and may require
employees to submit to testing as a condition of continued employment. When an employee’s
observed behavior, involvement in an on-the-job accident, commitment of an unsafe practice, or other
circumstances raises reasonable suspicion that this policy is being violated, the School may require the
employee to consent to the search of his or her person, clothing, personal effects, purse, bag, vehicle
and any other property located on School owned or leased property as a condition of continued
employment. The purpose of such a search is to determine whether an employee is violating the terms
of this Policy. Before any employee is subjected to a search pursuant to this Policy, the employee will be
required to sign a consent form. An employee’s refusal to consent to searches and sign the consent
form may result in disciplinary action up to and including termination of employment. Violation of this
policy may result in disciplinary action up to and including termination of employment. Employees may
be suspended, with or without pay, during an investigation into a suspected violation of this policy.
Suspension should not be construed as a decision that the employee is guilty. Rather, suspension may
be instituted to protect the health and safety of all parties.
7.7 Weapons Policy
State law makes it illegal for anyone to bring onto school grounds or to any school activity any firearm or
other dangerous weapon. Firearms or other weapons, except those possessed by law enforcement
officials, will not be allowed on school property. This policy also applies to any vehicles leased, owned,
or rented by a representative of the School or by any school-sponsored group.
7.8 Corrective Action and Employee Accountability
Violation of St. John’s Episcopal School’s policies and rules or failure to properly perform duties will
warrant disciplinary action. At the sole discretion of the Head of School, immediate termination of
employment may occur. Listed below are some examples of reasons for immediate termination of
employment. They include, but are not limited to:
 Criminal conduct
 Lying
 Endangering students
 Stealing
 Misrepresenting qualifications, credentials, and/or any facts listed on an employment
application.
For all other violations and without waiving its right under at-will employment, St. John’s Episcopal
School follows a disciplinary action procedure that is designed to be corrective rather than punitive.
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Written warnings involving violations of policies or rules that are of the same character may result in
disciplinary action, up to and including immediate termination of employment. “Same Character”
means violations that are of the same or similar nature. For example, two violations of school’s
attendance policy followed by a violation of the School’s smoking policy are not of the same character
and may not subject the employee to termination of employment. It is within the sole discretion of the
Head of School, possibly with input from other administrators, to determine whether violations are of
the same character.
Corrective Action Procedure -- Determinations of a violation of policies regarding conduct and/or
relationships contained in The St. John’s Episcopal School Policies and Procedures Manual may be
reviewed at the employee’s option by the appropriate supervisor. In the event the employee is
dissatisfied with the resolution offered or decision made regarding a violation by the supervisor, the
employee may request review of the issue(s) by the Director of Human Resources. If the employee is
dissatisfied with the resolution offered or decision made by the supervisor and the Director of Human
Resources, the employee may request review of the issue(s) by the Head of School. The Head of School
has the sole discretion whether to reconsider a decision made by a supervisor.
7.9 Acceptable Use Policy for Information Technology
7.9.1 Internet Acceptable Use Policy
St. John’s Episcopal School provides computers and other electronic equipment to employees for school
business purposes. This equipment is the property of the school. The setup and installation of all
hardware, operating systems and software is the sole responsibility of the Information Technology (IT)
Department. All users of computer systems are required to protect school information and data
processing assets, including school and third-party software, from accidental or unauthorized disclosure,
misuse, improper alteration or destruction.
St. John’s Episcopal School has established security policies to protect its computer environments. All
employees granted access to the school’s computers to conduct school business must be aware of and
comply with these security standards and controls.
All software used in the St. John’s computer systems is subject to licensing agreements that govern their
use. The use of unlicensed proprietary software and the misuse of licensed software are strictly
prohibited.
Computer security violations are a serious matter. Failure to follow the guidelines detailed in this policy
will result in corrective action and/or termination of employment and possible legal action.
System users must not:
 Use or access computer facilities and records without authorization
 Create fraudulent records or data
 Alter or destroy software, data, information or files without authorization
 Steal money, financial instruments, property, services, hardware, software or data by electronic
means or otherwise
 Disclose any proprietary information about school information-processing software or
equipment, except on a “need to know basis”
 Assume the identity of another user unless this is clearly part of the user’s job function
 Make use of network scanning, vulnerability probes or other “hacking” tools unless doing so is
clearly part of the user’s job function
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 Load, copy, install or distribute any software unless the software has been properly procured
and licensed
 Download software from the Internet or school servers unless this is clearly part of the user’s
job responsibilities
System users must:
 Be cognizant of others within the organization and visitors and, at a minimum, use a screen
saver and password lock when away from their system
 Inform the IT Department of any actual or suspected attempts at theft, intrusion, data
manipulation, or requests for sensitive, proprietary information
 Protect their authentication credentials, such as passwords. No user should give these to any
other user except in special circumstances (refer to PASSWORD SECURITY section below)
 Properly procure vendor software through approved purchasing procedures
7.9.2 Password Security
Individual employee passwords and logins are required to operate computers. These passwords and
logins are to be kept confidential and may not be shared with others unless there is a need to facilitate
school business or for a member of the IT staff to troubleshoot a software or system problem. Log-ins
and passwords should NEVER be shared with students.
7.9.3 Internet Access
The Internet is, and will continue to be, a vital communication/information mechanism for all employees
at St. John’s Episcopal School. Internet access using St. John’s computers is provided primarily for school
business and instructional purposes. While limited, occasional personal use is not prohibited, abuse or
misuse of these resources is inappropriate and may result in disciplinary action. All Internet activity is
subject to inspection, monitoring and logging to enforce this policy. No employee should expect privacy
for any use of St. John’s computer system or network. Any employee found in violation of this policy is
subject to corrective action and/or termination of employment. Examples of misuse of Internet access
include, but are not limited to:
 Engaging in any kind of business activity not in support of St. John’s Episcopal School
 Attempts to gain unauthorized access to any computer or communications system
 Disabling school installed security software or features including virus protection software
 Playing computer games and browsing the Internet for entertainment, personal and/or
recreational use during that portion of the work day designated for contracted duties
 Using instant messaging not directly pertaining to one’s professional duties or visiting chat
rooms
 Downloading copyrighted documents, files, music or other such information without written
authorization when required, or payment of required fees
 Utilization of school provided equipment and services to access, transmit, receive or archive
illegal or sexually explicit material, or material which promotes hate, violence, discrimination of
any kind or websites that could be considered offensive and/or inappropriate in the workplace
 Cyber-bullying or online bullying through the means of e-mail, instant messaging, text messages,
blogs, mobile phones, pagers and websites
In order to protect the integrity of our systems from virus and excessive consumption of bandwidth, the
following, for personal use, is prohibited: chain letters, games, video clips, scanned images, personal
information (“Blogging”), music or other large data files that may disrupt critical systems.
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7.9.4 E-mail
The purpose of St. John’s e-mail systems is to provide e-mail services to employees for conducting
school business. This allows employees to conduct collaborative work efforts and share information
with colleagues, families, and students regardless of time and/or geographic boundaries. Therefore, in
their electronic communications employees should conduct themselves in as professional a manner as
they would in any other situation. Every e-mail message sent from your St. John’s account carries the
school’s name, and all communications should reflect the values of our mission.
Because e-mail is a vital communication tool, the expectation exists that messages will be received and
responded to (if necessary) in a timely fashion. This is generally accepted as by the end of the next
business day. When you may not have e-mail access for an extended period of time, you should use the
auto-reply function.
Some other general guidelines govern effective and considerate e-mail habits:
 Use a clear subject line, often with a directive, i.e. “RESPONSE NEEDED.”
 E-mails to students should deal only with programmatic issues. Copy parents and the Division
Head.
 When sending an e-mail to a large group of people, use the “bcc” function to keep the addresses
of the recipients private.
 Use the “reply all” function and all distribution lists judiciously.
Exercise extreme caution in using e-mail to communicate confidential or sensitive matters, and do not
assume that e-mail is private and confidential. It is especially important that users are careful to send
messages only to the intended recipients(s). Particular care should be taken when using the “reply”
command during e-mail correspondence. Also, keep in mind that St. John’s owns any communication
sent via e-mail or that is stored on company equipment. Management and other authorized staff have
the right to access any material in your e-mail or on your computer at any time. Please do not consider
your electronic communication, storage or access to be private if it is created using a St. John’s account
or stored using the school’s resources.
7.9.5 Social Networking
Professional behavior and expectations extend to the use of all electronic communications, including
social media. While St. John’s Episcopal School respects the right of employees to use social media,
networking sites, personal websites and blogs, an employee’s personal use of these sites should not
damage the School’s reputation, its employees, students or their families. Employees should exercise
care in setting appropriate boundaries between their personal and public online behavior,
understanding that what is private in the digital world often has the possibility of becoming public, even
without their knowledge or consent. For these reasons, if an employee chooses to participate in social
media and/or networking, the employee must use personal email address unless otherwise permitted
by the Head of School for work-related purposes.
The school strongly encourages all employees to carefully review the privacy settings on any social
media and networking sites they use (such as Facebook, MySpace, Twitter, Flickr, Linkedln, etc.) and
exercise care and good judgment when posting content and information on such sites. When using a
social media site, an employee may not include any current or former students who are minors as
“friends”, “followers” or any other similar terminology used by various sites. If an employee has a
community that extends to persons who are parents, alumni or other members of the St. John’s
community, s/he must exercise good judgment about any content shared on the site.
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Employees seeking an exception to this policy to create a professional social networking communication
relationship with students or former students who are minors must receive the approval of their
Division Head and the Head of School. In addition, those employees must allow access by appropriate
supervising administrators.
If the School believes that an employee’s activity on a social networking site, blog or personal website
may violate the School’s policies, the School may request that the employee cease such activity.
Depending upon the severity of the incident, the employee may be subject to disciplinary action.
7.10 Use of St. John’s Property
Each employee is responsible for properly using and, as necessary, maintaining School property and for
engaging in such practices as will prevent damage to the property or minimize loss to the School from
the use of such property. No employee of the School may use any such property for personal purposes
or for the benefit of any other individual or entity, except if required in the performance of official
duties.
7.11 Year-End Responsibilities
Before the date cited on the end-of-the year check list (located on the t-drive), each faculty member
should have completed room, library, summer address, and other responsibilities (as listed).
7.12 Sunshine Committee
The Sunshine Committee consists of a grade level committee which rotates semi-annually. Employees
will be invited to contribute to the sunshine fund. The monies collected are used for remembrances
upon the following occasions:
 Births, deaths, and serious illness or accidents involving employees or a death in their
immediate family
 Recognition of retiring faculty and staff
The Sunshine Committee also uses this fund to support its planning of social functions for the faculty
and staff throughout the year. (Gifts for other departing employees will be handled within the
department or division.)
7.13 Invitations
Employees should reply promptly to invitations to facilitate planning for food and arrangements for
events. This applies particularly to Parent Association events and faculty and/or faculty-student affairs at
the opening and closing of school.
8 BENEFIT POLICIES AND PROCEDURES
Disclaimer
St. John’s Episcopal School is proud to make a program of health, welfare and retirement benefits
available to eligible employees. Brief descriptions of each benefit program are provided below.
However, please note that these descriptions are overviews only and that the plans themselves
(including eligibility requirements) are governed by the Summary Plan Descriptions (SPDs) and related
plan documents, maintained in the office of the Director of Operations and HR and that appear on the
St. John’s website www.stjohnsschool.org/crusaderNet under the link For Faculty, All School.
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8.1 Personal Time
Personal time will be provided to all regular full-time and part-time employees so that they may take
time to meet family obligations, handle emergencies, manage personal business or celebrate a holiday
not recognized by the school.
Accrual Rates
The school provides personal time to eligible employees during each academic year at the following
rates:
 Full-time employees – two (2) days per year
 Part-time employees – one (1) day per year
The personal time allowance for the academic year is provided to the employee in a lump sum on the
first day of August for faculty and the first day of July for administrators and support staff.
Personal time does not count as time worked for purposes of calculating overtime. An employee may
be required or permitted to use some or all of his/her accrued personal time when going on an
approved leave of absence (such as family medical leave). Refer individual leave of absence policies for
more details.
Approvals
All personal days, whenever possible, must be approved in advance by your supervisor. In the case of an
emergency, “same day” requests may be granted.
Blackout Periods
Personal days may not be taken in connection with holidays or between May 15 and the end of inservice. Exceptions may be made by the Head of School for extraordinary circumstances.
8.2 Sick Time
Sick time will be provided to all regular full-time and part-time employees so that they may attend to
their own personal illness or that of their dependent(s). St. John’s reserves the right to require proof of
illness when employees are away from work due to illness for three days or longer. Generally, absences
beyond three days may require proof of illness from a licensed physician or other qualified medical
professional.
Accrual Rates
The school provides sick time to eligible employees during each academic year at the following rates:
 Full-time employees – eight (8) days per year
 Part-time employees – four (4 ) days per year
The sick time allowance for the academic year is provided to the employee in a lump sum on the first
day of August for faculty and the first day of July for administrators and support staff.
Sick days shall be granted for employees who are ill or injured and for urgent medical, dental
examinations or treatments. Medical appointments should be scheduled before or after working hours
if possible. If an appointment can be scheduled only during your normal working hours, you should
notify your supervisor in advance. Employees may also use their sick leave to attend to an illness of their
child, parent, or spouse.
Sick time does not count as time worked for purposes of calculating overtime. An employee may be
required or permitted to use some or all of his/her accrued sick time when going on an approved leave
of absence (such as family medical leave). Refer individual leave of absence policies for more details.
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Carry over and Payout Provisions
Unused personal/sick days may be carried over from one academic year to the next, up to a maximum
of eight (8) days sick/two (2) days personal for full-time employees and up to a maximum of four (4)
days sick/one (1) day personal for part-time employees. Payment will not be made for unused
sick/personal days. Sick/personal days used in excess of accumulated or allowable days will be
charged against the employee at the daily rate of a substitute replacement.
Coordination with Disability Coverage
When an employee is out sick for more than five days, short or long term disability and/or Family
medical Leave (FMLA) may apply. Please refer to Employee Benefits and Leaves of Absence sections of
this handbook for further details.
8.3 Vacation
Paid vacation is available to all full-time administration and support staff (those employees who work a
twelve-month year).
Vacation Usage
Vacation time may be used as full or half days. Vacation days may not be taken:
 In connection with holidays (during the regular school year)
 Between May 15 and the end of in-service
Exceptions may be made by the Head of School for extraordinary circumstances. Vacation time does not
count as time-worked for purposes of calculating overtime pay. An employee may be required or
permitted to use some or all of his/her accrued vacation time when going on an approved leave of
absence (such as family medical leave). See the individual leave of absence policies for more details.
Accrual, Payout, and Carry over Provisions
Eligible employees are entitled to paid vacation time concurrent with their Letter of Agreement at a rate
of .80 days per month. Vacation days may be accrued and rolled over into the next fiscal year. Any
accrued, unused vacation will be forfeited if not used by June 30 of the subsequent year. Vacation time
is in addition to the paid time off that is provided for all full-time employees during all school breaks
(e.g., holiday breaks, spring break, etc.). Vacation taken during the summer months when
administrative and support staff are on a reduced work schedule will count as a vacation day rather than
a reduced schedule day off.
Faculty Members
Full-time faculty members remain on full pay during school break periods (e.g., holiday breaks, spring
break, etc.). Faculty members (employees who work a nine-month year) are not eligible to earn
vacation time in addition to paid time off for breaks.
8.4 Holidays
St. John’s provides for paid holidays for all full-time and part-time employees. An exception to the
typical holidays/breaks would be the maintenance department. Those holiday/breaks will be
determined by workload and campus requirements. The specific number and dates of holidays are
determined annually by the Head of School. A list of all holidays for that year is made available to all
employees prior to the start of each school year. A duplicate listing can be found in the school directory
and on the on-line master calendar.
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Typical holidays/breaks include:
 Labor Day
 Fall Break
 Thanksgiving Break
 Christmas Break
 Martin Luther King Jr. Day
 Winter Break
 Spring Break
 Good Friday
 Memorial Day
 Independence Day
Working on a Holiday
The Head of School and the appropriate Division Head(s) and/or supervisors are responsible for
determining which offices must remain open on certain school holidays. The individual department or
division administrator will determine the specific staff coverage required, as well as equitable methods
for determining which staff members will be required to work.
8.5 Staff/Administrative Summer Schedule
Staff and Administrative staff not connected to the Summer School Program may have the option to
work Monday through Thursday for eight weeks in the summer if their work is completed. The Head of
School may alter this schedule as needs arise.
8.6 Short-Term Disability
Full-time employees will be eligible for Short-Term Disability benefits. Short-Term Disability will begin
after 5 consecutive days of leave due to personal illness (the 6th day of absence) and continue through
and up to 3 months of leave. Short-Term Disability compensation will be at the rate of 60% of base pay.
Medically imposed bed rest for pregnancy is considered a qualifying event. Refer to the Family and
Medical Leave Policy (FMLA) for impact on group medical benefits during leave. Short-term disability
benefits will run concurrently with FMLA, if applicable.
8.7 Long-Term Disability
Full-time employees will be eligible for Long-Term Disability benefits beginning on the 4th month of
leave, for periods of total disability arising from sickness or accident. This insurance provides monthly
payments at 60% of base salary. Long-term disability benefits will run concurrently with FMLA, if
applicable.
8.8 Family and Medical Leave Act Policy (FMLA)
Overview
The school will grant Family and Medical Leave (FMLA) to eligible employees in accordance with federal
and state law. This is intended to provide an overview of the school’s and the employee’s obligations,
but in no way is it intended to increase or diminish the obligations set forth under federal and state law.
Eligibility
Employees who have completed 12 months of service and who have worked 1,250 hours or more in the
preceding 12 months may be eligible for up to a total of twelve (12) or twenty-six (26) weeks of unpaid
Family and Medical Leave during any twelve (12) month period for qualifying reasons under the Family
and Medical Leave Act (FMLA). Under the FMLA, full-time teachers who have worked for the School for
at least one complete Academic Year are presumed to meet these eligibility requirements.
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Purpose of Leave
The leave provides time off from work for the following reasons:
 An employee’s own serious health condition
 To care for a child, parent, or spouse with a serious health condition
 The birth, adoption or foster care placement of a child, with the employee
 To care for a spouse, son, daughter, parent or next of kin who is a member of the Armed Forces,
including a member of the National Guard or Reserves who has a serious injury or illness and,
who is undergoing medical treatment, recuperation, or therapy; is otherwise in outpatient
status; or is otherwise on the temporary disability retired list.
 For any qualifying exigency arising out of the fact that the spouse or a son, daughter, or parent
of the employee is on active duty (or has been notified of an impending call or order to active
duty) in the Armed Forces in support of a contingency operation.
The federal FMLA leave of absence will be coordinated with state leave laws, where applicable. Refer to
www.eeoc.gov/index.cfm or www.eeoc.gov/policy/docs/fmlaada.html.
8.9 Medical or Personal Leave of Absence (Non-FMLA)
Purpose
St. John’s recognizes that there are situations beyond an employee’s immediate control that may
require him/her to apply for a temporary leave of absence from job duties for medical or personal
reasons. If the employee is not otherwise qualified for FMLA, he/she may apply for leave under this
policy.
Procedure
To apply for this leave, you must submit a written request to the Director of Operations and HR, your
immediate supervisor or the Head of School outlining the general reasons for the leave (be careful to
avoid sharing any detailed personal health or other protected information).
Approval
The Head of School will review your request in light of the circumstances and the impact that such a
leave would have on the school and its students. The Head of School will provide written notice of the
approval or denial of leave.
Pay, Benefits, and Job Protection during Leave
Leave, if granted, will be unpaid – except for any sick, personal or vacation time that may be
appropriately applied. The school will not continue its contribution to benefit programs that you are
enrolled for the first twelve (12) weeks of leave. You are required to make arrangements with the
Director of Operations and HR to provide your portion of premium contributions if you wish to maintain
your benefits in force. The employee may continue medical and dental coverage during the remaining
unpaid leave of absence through COBRA. The duration of the leave will ordinarily be a maximum of
three months, unless a longer period is required by applicable law. Faculty taking a leave of absence for
a full year may continue medical and dental coverage during leave through COBRA. Employees should
be aware that while the school will endeavor to cover your position on a temporary basis, your job is not
guaranteed to be available to you at the conclusion of your leave (unless required by applicable law).
8.10 Bereavement Leave
As a caring community, we strive to bring comfort to employees who suffer the loss of a loved one
during their time of need. For this reason, the school provides time off with pay to full-time and parttime employees to attend to personal and family arrangements surrounding the death of a family
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member. Up to three paid days (3) will be granted for bereavement of immediate family (i.e., parents,
siblings, children, spouse, in-laws or grandparents). More time may be granted at the discretion of the
Head of School.
8.11 Other Absences
Excused absences are separate from personal absences and include:
8.11.1 Jury duty
All employees are eligible for jury duty leave. Absences for jury duty are given with full pay for as long
as required, with written verification of service. Employee benefits will continue on an uninterrupted
basis during jury leave.
Special Situations
There are special situations and exceptions to this policy:
 An employee who becomes involved in a legal matter as a result of the performance of his/her
duties at St. John’s and must, therefore, appear in court or attend related proceedings will be
considered to be on school business and jury leave will not apply.
 An employee required to appear in court as a plaintiff or defendant in any personal action not
related to school business is expected to use personal days, vacation days or personal leave
without pay to cover the period of absence.
 An employee who agrees to testify as an expert witness in a court proceeding is expected to use
personal days and/or vacation days to cover the period of absence unless the matter pertains to
school business and occurs at the school’s request.
8.11.2 Professional Development
Absences for professional development are given with full pay, with prior supervisor approval.
8.11.3 Military Leave
If you are a member of a military reserve unit or you enlist in military service for the United States, you
will be granted leave without pay when you are required to be absent from work in order to fulfill your
military commitments. You should submit a written request, which will be placed in your personnel file.
Returning military leave personnel will be re-employed according to the guidelines of the federal
Uniformed Services Employment and Re-Employment Rights Act (USERRA) and any other applicable
state or federal law. If you are a voluntary member of a military reserve unit, you should give written
notice to your supervisor well in advance of your required attendance at a two-week summer reserve
training camp. Refer to www.osc.gov/userra.htm.
8.12 Employee Benefit Options
St. John’s is proud to offer a well-rounded program of benefits to support the health, wellness and
retirement needs of all full time employees and their dependents. This program includes the following
plans:
8.12.1 Group Health Insurance
Medical and hospital insurance is available to individual faculty and staff members through the ISAS
Group Benefits Trust. The insurance has a plan year from September 1 through August 31; however, the
deductible is based upon the calendar year. Health insurance includes medical benefits, a prescription
drug plan and a wellness program. For the first year of coverage, the employee is responsible for 25% of
the premium and the school pays 75% of the premium for the employee only. Dependent/spouse and
family coverage is available. Refer to current rate sheet for coverage costs. A domestic partner affidavit
must be completed prior to enrollment. The school’s health plan is covered by the regulations of the
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Consolidated Omnibus Budget Reconciliation Act (COBRA). This federal law pertains to the continuation
of benefits after employees are no longer eligible under the school’s health plan. Refer to
www.dol.gov/topic/health-plans/cobra.htm for more information. (Appendix H)
8.12.2 Dental Insurance
Dental insurance is an optional coverage through the ISAS Group Benefits Trust. There are two options
– a PPO and a DHMO. There is a nominal fee for the employee for the PPO coverage and no charge for
the employee for the DHMO coverage based on federal guidelines by the Patient Protection and
Affordable Care Act (PPACA). Dependent/spouse coverage is available. Refer to current rate sheet for
coverage costs. (Appendix H)
8.12.3 Vision Insurance
Vision insurance is available at 100% cost to the employee for employee/spouse/dependent or family
coverage. (Appendix H)
8.12.4 Flexible Spending Account (FSA)
The School offers full-time employees a Section 125 Flexible Spending Account (Cafeteria Plan) which
allows pre-tax salary deductions to pay for medical, dental and vision premiums, unreimbursed medical
expenses, supplemental care insurance and dependent care expenses. Open enrollment is July 1
through July 31. Plan year is August 1 through July 31. Details are available from the Director of
Operations and HR.
8.12.5 Life Insurance
The School provides term life insurance at no cost to all full-time faculty members in an amount of
$15,000. A beneficiary form must be completed upon commencement of employment. Employees have
the option of purchasing additional life insurance at 100% cost to the employee.
8.12.6 Short-term and Long-term Disability
As explained in Leave policies. Refer to 8.2 and 8.3.
8.12.7 TIAA-CREF Retirement Plan
The School's retirement plan is with Teachers Insurance and Annuity Association/College Retirement
Fund (TIAA-CREF). Full –time employees are eligible to receive the employer’s contribution of 5% with a
4% match after one year of employment. Prior to the completion of one year, an employee may elect to
participate on a voluntary basis. All contributions are based on earned income excluding afterschool
program compensation (with the exception of salaried ASP personnel) and summer school. Withdrawal
of these contributions and investment earnings upon termination of employment is subject to certain
restrictions imposed by TIAA. All contributions are 100% vested from the time of contribution.
Additional information is available through the Director of Operations and HR or through TIAA Individual
Counseling at 1-800-842-2776.
8.12.8 Other Benefit Plans
Full-time employees may choose to participate in the voluntary Aflac plans and supplemental life and
disability insurance plans. The School does not contribute toward these plans.
8.12.9 Social Security
St. John’s makes a deduction in accordance with federal regulations and matches this with an equivalent
contribution.
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8.12.10 Workers’ Compensation Benefits
Employees who are injured, develop a job-related medical condition, or become disabled as a result of
employment, are covered by Worker's Compensation Insurance. This applies to all employees. If such
an injury occurs, it is the responsibility of the employee to notify his/her supervisor, the school nurse
and the Director of Operations and HR immediately. A formal claim must be filed in order to receive
medical care and reimbursement. If an employee takes Workers’ Compensation leave, such leave will
run concurrently with any other type of leave, for which the employee qualifies, to the extent permitted
by law.
8.12.11 Credit Union of Texas
Employees are eligible to become members of the Credit Union of Texas. Membership benefits are
attractive. Contact the Credit Union for additional information.
8.12.12 Paid Holidays
The following are paid holidays that are observed. However, this list is subject to change and employees
should refer to each year’s Master Calendar for the holidays that will be observed and the actual dates
of observance – Independence Day, Labor Day, Fall Break, Thanksgiving, Christmas Break, Martin Luther
King Jr. Day, Winter Break, Spring Break, Good Friday, and Memorial Day.
8.12.13 Faculty/Staff Children
Faculty and staff members whose children attend St. John’s will carefully supervise their children’s
behavior and whereabouts both before and after school in order to ensure their safety and nondisruptive activity to the school operations. Specifically:
 Children should not leave the classroom to go to their parents.
 If you are performing school-related work, serving on a committee, or attending a workshop,
aftercare will be provided at no charge.
8.12.14 Faculty/Staff Nursery
The school operates a state accredited day care facility from 7:30 a.m. until 4:00 p.m. Monday, Tuesday,
Thursday and Friday and 7:30 a.m. until 4:30 p.m. on Wednesdays during each day the school is in
operation. Employees are responsible for the cost of the day care. Employees have priority status as
openings become available.
8.12.15 Unemployment Benefits
Due to the school’s religious affiliation employees are not eligible for unemployment benefits.
8.12.16 Faculty and Staff Children Tuition
The School will make every effort to see that all employee/parents who wish to send their child(ren) to
St. John’s are financially able to do so.
 The employee/parent should apply for financial aid through normal channels during the open
financial aid application period.
 When results of the application are finalized, the school will offer as much financial aid as
possible based on the family’s determined need and available financial aid funds. Notification of
the annual financial aid decision will be by the Director of Finance and Financial Aid.
 Faculty/staff members who are also active parishioners at St. John’s Episcopal Church are
eligible for financial aid through the John Brown Scholarship Fund. Please ask the Director of
Finance and Financial Aid for further information.
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8.12.17 Faculty and Staff Development
In support of our philosophy of continuous improvement for all employees, St. John’s offers expense
reimbursement to all employees for costs pertaining to approved professional development.
Procedure
 Employees interested in taking outside workshops, appropriate educational association
conferences or annual meetings must first discuss their intentions with their direct supervisor or
Division Head.
 Upon approval, you are responsible for working out payment details and travel arrangements, if
appropriate, with the Purchasing Manager.
 If there is sufficient advance notice, the registration fee may be paid by check or purchase order
issued by the Business Office. Alternatively, the employee may be required to pay for the
workshop using his/her own credit card and then receive reimbursement from the school.
 Please refer to Appendix D regarding reimbursement for travel, lodging and meals.
8.12.18 Advanced Degree Support
In support of our philosophy of modeling lifelong learning or our students, St. John’s offers tuition
assistance to all employees pursing graduate coursework pertinent to their professional growth at our
school. This application must be discussed with the employee’s Divisional Head or immediate supervisor
and approved by the Head of School. Only after the Head of School has approved the request will the
employee be eligible for reimbursement. Reimbursement is contingent upon the submission of a
passing grade report or evaluation for the course to the Head of School. Refer to Appendix E for
application guidelines.
9 SAFETY AND SECURITY
Security of our facilities is of utmost importance to the school, and constant vigilance is asked and
expected of all employees. Specifically, this includes ensuring that the following parameters are
observed at all times:
 During regular working hours, employees are able to enter and leave the building without disarming
the security alarm system. All doors except the front reception door will remain locked at all times.
Employees must use keys to access entrance to the school at all hours.
 Outside regular working hours (before 7:30 a.m. and after 6:00 p.m. during the week and
throughout the weekend) all doors will be locked and the security alarm will be activated. To enter
the building employees will need to use their building key to unlock all doors. The security alarm
system must be disarmed for all affected zones. Refer to Appendix G for details.
9.1 Crisis Plan
An exit plan and an emergency preparedness procedures pamphlet are present in every room of the
school, located by the entrance door to the room. It is important to familiarize yourself with the unique
exit plan for each location within the building.
See Appendix F for the complete Emergency Preparedness Procedures and Crisis Guidelines.
9.1.1 CPR/AED/First Aid Certification
In order to assist in emergency situations, all employees will be required to obtain certification in Basic
CPR/First Aid/AED training for adults and children. Certification is required every two years. Training
will be offered during an in-service work day as professional development.
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9.1.2 AED and Oxygen Unit Locations
The School has 4 AED and Oxygen units. The locations are as follows:
 Ramp entrance to the mini-gym
 Hallway outside the Clinic
 Two portable AED and Oxygen units located in the clinic to be taken on School buses when in
use
 The Church has one unit located in the Bride’s room of the Chapel for our use during Chapel
services
9.1.3 Evacuation of Campus
In the case of a complete campus evacuation, the evacuation site will be Dallas Academy on Buckner
and Wendy Road. Students will be escorted to that campus until officials can verify it is safe to return to
St. John’s. If not deemed safe, parents will be notified by our emergency notification system regarding
pick up procedures.
9.2 Blood-Borne Pathogen Exposure Policy
The School is concerned about employees who may be exposed to blood and other bodily fluids when
rendering first aid. The School has a written Blood-Borne Pathogen Exposure and control Plan in place.
The complete plan is located in the Emergency Preparedness Procedures book located in each office and
classroom. It includes information regarding positions identified as being at risk, Hepatitis B vaccines,
training, and record keeping. This plan is reviewed with all employees who are in positions that have
been identified at risk of exposure to blood-borne pathogens.
The following is a summary of procedures to follow when first aid or clean-up of fluids becomes
necessary:
 Always use the latex gloves that are provided by the school.
 In the event CPR becomes necessary, a CPR Micro-Shield should be used. These are provided by
the School. Each office and classroom should have one hanging on the hook with your
Emergency Preparedness Procedures book.
 Any materials, including latex gloves and CPR Micro-Shields, used in administering first aid
should be discarded in the red biohazard bags located in the first aid kit or in the clinic.
 Hands should be thoroughly washed following any first aid procedure.
 If there is exposure to Hepatitis B at the School, medical treatment and vaccine will be offered
at no cost to the employee.
The red biohazard bags will be picked up by special arrangement with the local waste management
company as needed.
9.3 Suspicion of Child Abuse
Texas has both civil and criminal laws to protect children from abuse and neglect. Any professional
“having cause to believe that a child’s physical or mental health or welfare has been or may be adversely
affected by abuse or neglect” must report the case immediately to a law enforcement agency or to the
Texas Department of Regulatory Services, under Chapter 261 of the Texas Family Code. Child Protective
Services (CPS) is the division of the Texas Department of Family and Protective Services that investigates
reports of abuse and neglect of children. Failure to report suspected child abuse or neglect is a class B
misdemeanor punishable by imprisonment for up to 180 days and/or a fine of up to $2,000.
Current law requires that professionals such as teachers, doctors, nurses, and child daycare workers
make a report to CPS within 48 hours. Professionals whose personal communications may otherwise be
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privileged or confidential are required, without exception, to report suspected abuse. Such
professionals include attorneys, clergy, social workers, counselors, medical practitioners, and mental
health professionals.
The law does not require the person reporting to be certain that a child is being abused or neglected
before reporting, only to have reason for believing it. Reasonable suspicions of abuse must be reported
to the appropriate authorities (CPS). Any time a child discloses abuse to an adult, the adult has reason
to make a report. This is true even if the adult feels skeptical about what the child has said; the
disclosure should be reported so that appropriate authorities can judge the need for investigation.
In accordance with the Texas law, St. John’s requires any faculty or staff member who suspects child
abuse to report their suspicion to their Division Head or supervisor within 24 hours so that a report to
CPS can be made jointly by the employee and the Division Head within the 48 hour deadline. Employees
who suspect abuse or neglect must make the report themselves; they cannot delegate that
responsibility to another.
9.4 Accident/Injury
In the event of an injury to a student, employee or visitor, employees are expected to attend to the
injured party while sending another person to summon the School nurse. If the nurses are unavailable
by walkie-talkie, employees may dial 0 for the receptionist and have her paged. The person responsible
for contacting the Clinic will need to communicate the name, location, and status of the injured
individual. Employees shall not remove the injured party from the location unless the environment is
detrimental to the injured party's safety. The appropriate Division Head or supervisor must be notified
by the School nurse as to the name, related school information, and the condition of the injured party.
In the case of a student's injury, the Division Head or the School nurse will inform the parents of the
student's condition. If necessary, employees should first call 911 and then follow the procedure
described above. In case of serious injury a follow up within 24 hours by the nurse to gain an update on
the condition of the injured party is required. This information must be noted on the accident report
form. An accident report form must be completed for every accident/injury to a student , employee or
visitor by a witness to the event. This form should be submitted to the school nurse as soon as is
appropriate after the incident.
9.4.1 Good Samaritan Law: The Good Samaritan Law applies to an individual who voluntarily helps a
person who is injured or ill. Good Samaritans are protected from liability for any errors or omissions
when rendering good faith assistance in an accident.
9.5 Administering Medications to Students
For the safety of all students, ALL medications are to be kept in the clinic and administered only by the
School nurse or their designee, unless special arrangements have been made as related to students’
asthma or anaphylactic medications or students’ diabetes management medication and supplies. All
medications should be labeled with the student’s name, doctor’s name, and dosage information and in
original packaging. Employees working with students who carry their own medications are expected to
familiarize themselves with the necessary procedures in case assistance is needed. Any adult
administering medication to students while off campus must follow the guidelines set forth in the
Prescription/Non-Prescription Medication Form.
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9.6 Health and Personal History Forms
Health and Personal History Forms on all students are kept in each classroom and in the clinic and must
be taken when students leave campus for any school-related event. First aid kits are available when
needed for school events and first aid kits are located throughout the building. All employees should
have an updated medical information card on file in the clinic to help facilitate any emergency
situations.
9.7 Weather
9.7.1 Snow Days
During inclement weather, all employees and the entire school community will be notified through the
school’s emergency notification system. The school community will be notified via cell, telephone and
e-mail based on information submitted to the school. Changes or additions to this information should
be submitted to the database manager. The decision to delay or close school is the sole discretion of
the Head of School. Assume school is in session if no notification is received.
Reporting to work
The school’s first concern is for the safety of our students, faculty and all members of the school
community. All employees must make their own decisions about safety according to the driving
conditions in the town in which they reside. The school asks each employee to use good judgment in
determining one’s ability to report to work under such conditions. If an employee is unable to report to
work on a severe weather day and the school remains open, they may choose to use available personal
or vacation time to maintain pay for the day. Follow the regular absence call-in procedures. Refer to
Section 5.3.1.
9.7.2 Thunder and Lightning
Teachers and coaches must remain attentive to weather conditions when their teams or classes are
outside. If lightning is seen or it is apparent that a storm is close, students should be immediately taken
to the nearest permanent building. The team or class may return to the field only after the sky has been
clear of lightning for ten minutes. Employees should err on the side of being overly cautious when
deciding whether it is safe to take students outside again. Emergency weather radios are located in the
following offices: Director of Operations, Head of Lower School and Director of Facilities. In the event of
potential severe weather, employees will be notified via Nextel or in the case of imminent danger, via
the school’s paging system.
9.7.3 Tornados
The school will schedule quarterly tornado drills, practicing duck and cover and evacuation procedures.
Specific information regarding a safe evacuation place for each classroom is located in the Emergency
Preparedness Manual by your classroom exit door. Familiarize yourself with this.
9.8 Security Codes and Name Badges
Security of our facilities is of utmost importance to the School, and constant vigilance is asked and
expected of all employees. Specifically, this includes ensuring that the following parameters are
observed at all times:
 During regular working hours, employees are able to enter and leave the building without
disarming the security alarm. All doors except the front reception door will remain locked at all
times. Employees must use keys to access entrance to the School at all hours.
 Outside regular working hours (before 7:30 a.m. and after 6:00 p.m. during the week and
throughout the weekend) all doors will be locked and the security alarm will be activated. To
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enter the building outside regular work hours, employees will need to use their building key to
unlock all doors. They must disarm the alarm system for all zones to be accessed. Refer to
Appendix G.
 Employees will be required to wear a current School issued photo identification badge while on
campus
9.8.1 Visitors
All visitors must sign in at the main reception desk and have a name badge before entering the school.
Parents may come into the building to drop off children but their length of stay should be brief.
Children should be dropped off at the receptionist’s desk rather than a parent accompanying them to
the classroom. (An exception to this rule would be if the parent is delivering a heavy or bulky item that
the student cannot handle independently). It will be the responsibility of the receptionist to notify the
classroom teacher that a child is on the way to his/her classroom. If necessary, due to age, the
receptionist will secure an administrator to accompany the child. It is never appropriate to release a
student directly from the classroom or the playground to a parent. Proper check out procedures must
be followed at the reception desk for the protection of the student, parent and the school.
There is an expectation that all faculty and staff will approach any visitors who do not have an
identification badge. Visitors without badges must be escorted to the reception area for proper sign in.
9.9 Personal Possessions
Faculty and staff must bear the responsibility for any personal items or effects they may bring to school,
including taking appropriate precautions for their safekeeping, as the School does not assume
responsibility for their damage or loss.
9.9.1 School and Personal Property
School equipment and other property are provided to employees to facilitate job-related functions. This
equipment is the property of the School. The School reserves the right to open and inspect its property
as well as its contents, whether the contents are school or personal property, with or without advance
notice or consent. Under legal advisement searches may include contents of purses. Cars parked on
campus are subject to search. Searches can occur at any time by any person authorized by the Head of
School.
9.10 Personal Data Security
The security of personal data is increasingly important in this digital age. St. John’s is committed to
preventing identity theft. The School collects certain personal information on a need-to-know basis. It
has adopted the following policies covering the personal information of its students, employees and
persons and firms with whom it does business. This policy includes, and is not limited to:
 Social Security numbers
 Driver’s license numbers
 Financial account numbers (such as a checking account)
 Debit or credit card numbers
The School will limit access and distribution of this personal information to employees and selected
contractors (such as hospitals and physicians, and payroll and insurance companies) on a need-to-know
basis. When it is appropriate to transport or send any of this personal information outside the School in
electronic form, the data will be encrypted and the person concerned will be notified. Off-site use of
this personal information by an employee of the School is not permitted except on an authorized basis
(such as student health forms traveling with an athletic team). Personal information in either paper or
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electronic format will be deleted or destroyed on a regular basis when the information is no longer
needed by the School. Employees who handle personal data will be trained to identify and
appropriately respond to activities that may signal possible identity theft. This includes bringing the
suspicious activity (such as a telephone call from an unknown person requesting the personal
information of a student, parent or employee) to the attention of the Head of School and the Director of
Operations and HR. This policy will be periodically reviewed to assess its effectiveness and to make
revisions as required or recommended.
9.11 Personal Pets
For the safety and health (i.e., allergies) of our employees, students and visitors, no dogs or other
employee or visitor pets are allowed on the St. John’s campus, with the exception of service dogs
required by students, employees or visitors.
10 SUPPORT SERVICES AND POLICIES
10.1 Administrative Services
10.1.1 Purchasing Policies
PURCHASE ORDERS
For proper financial management and tracking purposes, the school prefers to use purchase orders
rather than expense reimbursements whenever possible. The generation of a purchase order is the
result of an employee submitting a purchase requisition (pink) to their supervising administrator for
approval. Upon approval the pink is submitted to the Purchasing Agent by the administrator. The
Purchasing Agent will then complete a purchase order and submit it the vendor for purchase. Because
of the School's tax exempt status, employees are not permitted to make personal purchases through the
School. Tax exempt certificates may be obtained from the Business Office. Tax unnecessarily paid will
not be reimbursed. Unapproved expenditures will be the financial responsibility of the employee
making the expenditure. Refer to Appendix C for instructions or contact the Purchasing Agent with
questions.
10.1.2 Petty Cash
The Business Office keeps petty cash to reimburse for small incurred expenses or to make change for
employees. Petty cash will generally not be issued for items over $25 unless approved by the Director of
Finance and Financial Aid. If needed for any other purpose, requests must be approved by the Director
of Finance and Financial Aid.
10.1.3 Gifts to the School
All gifts made to the School should be reported to Director of Advancement. The Director of
Advancement should be notified immediately if any person expresses interest in making an in-kind gift
donation, including decorative art work, science equipment, machinery, books, etc. The acceptance of
all gifts is governed by the Gift Acceptance Policy. The Advancement office is responsible for keeping a
careful record of such gifts so it can express the School's appreciation to the donor. Similarly, each
division office will be notified so it can express the School's thanks. Solicitations for gifts should only be
made by the Advancement office.
10.1.4 Publicity
St. John’s recognizes the value of informing the public of noteworthy activities taking place within the
School; however, it is critical that all publicity be coordinated. The Director of Communications
publicizes the School, its initiatives, academics, and student events and accomplishments. Media
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inquiries should be filtered through the Director. Faculty and staff contacted directly by media should
confer with the Director of Communications and the Division Head prior to interviewing with
representatives of the news media. Faculty and staff aware of newsworthy information concerning
student events and accomplishments or academic programs should contact the Director of
Communications. Depending on newsworthiness and timeliness, this information could be publicized
internally on Crusader Live or externally to the news media.
10.1.5 Admission
The Admission Committees consist of the Director of Admission, the respective Division Heads and
rotating faculty members. In addition, every faculty member is asked to be available as necessary for
open houses and during the regular school day for tours and classroom visits as a part of his/her
expected duties.
10.1.6 Promotional Materials
There should be no distribution of promotional materials (advertising for products, etc.) to students
without prior approval from the Director of Advancement. Please note also that the St. John’s Directory
is for in-house use only, and information in it should not be distributed outside the St. John’s community
or be used for personal gain.
10.1.7 Media Center Services
St. John’s IT Manager and IT Technical Support members serve as a resources for faculty and students
interested in non-print information for instructional and research purposes, and of non-print
information materials.
The Media Center provides the following services:
 Assists students and faculty in the production of non-print materials, film, audio, video tapes
and DVDs
 Circulates and maintains media equipment
 Coordinates, sets up and operates all audio/visual equipment for school programs and
productions.
Guidelines for efficient service include:
 Use the Space Request and Event Set-up Form to schedule all equipment or services. (Forms are
available on the “t-drive” in the Forms folder)
 Requests for media services should be made at least 24 hours in advance.
 Check out non-print material in the library.
 All users are responsible for use and care of equipment and materials checked out to them. Do
not remove items from the Media Center, Computer Lab or Library without properly checking
them out. School equipment may not be taken off campus for non-school activities.
Guidelines for DVD Usage include:
 Using a DVD in the classroom is classified as a public performance by copyright law. The right of
public performance is an exclusive right guaranteed to the copyright holder. The law does,
however, provide exemptions to public performance, if certain conditions are met. First, the
recording must be a legal copy obtained by ordinary means at a fair price. The law then requires
that the program be used in face-to-face teaching and must be shown as part of the normal
course of day-to-day teaching activities. The final condition demands that the performance take
place in the classroom or other location dedicated to education. Failure to meet any of these
conditions results in a copyright infringement.
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10.1.8 Duplicating and Copying
In addition to outside printing capabilities, St. John’s has two copy machines. Copy machines are located
in the Lower and Middle School Workrooms, These copiers require a personal access code. Plain copy
paper and special paper (colored or three-hole punched) are only available in the workrooms. Special
order paper must be ordered through the Purchasing Manager with the approval of your supervisor.
For large copy orders, faculty can leave materials, along with a request form in the Lower School
workroom or the Middle School workroom for a teacher assistant. Finished orders will be delivered to
faculty and staff mailboxes. To assist faculty in their planning, the following guidelines may be helpful.
Most orders received by 8:00 A.M. will be completed and returned by 10:00 A.M. the following
morning. Please note that there is a one day turnaround, so large copy orders should be planned in
advance. Copyright Laws*: On the bulletin board in both faculty workrooms are posted outlining
provisions regarding copyright laws and our duplicating procedures. (These have been reproduced with
permission from a pamphlet published by Scott, Foresman and Company.) It is most important that you
refer to these before duplicating material for classroom use. The present copyright law (Title 17 of the
U.S. Code) became effective January 1, 1978. This law provides severe civil and criminal penalties for
unauthorized reproduction, distribution, and exhibition of copyrighted works. Although certain sections
of this law may create some hardships to educators, the educational community is not exempt from
compliance. It will be the policy of the School library to abide by the law in spirit and practice.
Therefore, Library personnel will not participate in any undertaking designed to circumvent compliance
with the copyright law, nor will Library resources be used in any such attempt. This policy is applicable to
both print and non-print copyrighted materials.
*See also "Audiovisual Services" for "Guidelines for Off-Air Recording of Broadcast Programming for
Educational Purposes".
10.1.9 Classroom Supplies
Chalk, dry erase markers, paper clips, post it notes, envelopes, stationery, pencils and pens and similar
materials are available in both workrooms for your use. Other items may need to be ordered through
the Purchasing Manager with a supervisor’s approval.
10.1.10 Mail
Mail is picked up by the post office once a day at approximately 10:00 a.m. Personal letters should be
dropped in the wooden box at the receptionist’s desk. Stamps may be available in the Business Office
for purchase. Business-related mail should be run through the postage meter in the Business Office and
taken directly to the postage box at the receptionist’s desk.
10.1.11 Telephone
Outside telephone calls for individual faculty members will be directed to their extension or, in an
emergency, the division office. All school long distance calls require a calling card number. For
businessrelated long distance calls, see your supervisor for a calling code.
School Telephones
• Students may not use telephones at any time without permission.
• Teachers and staff should check their messages daily and return calls as soon as possible.
10.2 Facilities Services and Policies
10.2.1 Calendar/Activities
The School’s master calendar is supervised by the Assistant to the Head of School. All activities not a
part of the School day schedule or which involve room use other than the normal classroom schedule in
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addition to the Church property must be scheduled through this office with the following exceptions:
The Media Center is scheduled through the IT Manager, Clements Hall and Judd foyer are scheduled
through the Integrated Drama Specialist, the Library is scheduled through the Librarian, the gymnasiums
and soccer field/batting cage are scheduled through the Athletic Director, and the Computer Lab is
scheduled through the Technology Integration Support Specialist.
10.2.2 Special Functions Requests
All Special Events must be approved by a Division Head or immediate supervisor and forwarded to the
Assistant to the Head of School. A Set Up and Special Event form must be completed to request
assistance with setups that include equipment, AV, mechanical, electrical, tablecloths, special cleaning,
and security needs. Forms must be directed to each individual whose services are required at least one
week prior to the scheduled event.
10.2.3 Classroom Appearance
Before leaving at the end of the School day, each teacher who is assigned to one room in particular is
responsible for its orderly arrangement. Teachers who share rooms should be considerate of each other
in leaving the classroom in good order. All windows should be closed and locked, room temperatures
should be adjusted, computers and smart boards should be turned off to conserve energy.
10.2.4 Faculty Workrooms, LS Galley Kitchen and Common Areas
Members of the faculty should maintain the Faculty Workrooms, Galley Kitchen and other shared areas
so that they are neat and attractive at all times. Coffee, hot water, and water are provided in the Faculty
areas for the use of the faculty. A soft drink vending machine is located in the Middle School workroom.
10.2.5 Parking
All faculty and staff cars at School are required to park in the available spaces in the back of the campus
in order to free up entrance parking for visitors. The exception to this rule is those employees using the
school’s nursery facilities. Parking on the grassy area in front of the school is strictly prohibited unless
notified due to a special event. Employees leaving vehicles overnight must notify the Director of
Operations and HR.
10.2.6 Maintenance or Repairs
Major requests for maintenance service or repair, as well as requests requiring expenditure, should be
approved by the Division Head in Lower and Middle Schools Heads prior to being submitted to the
Facilities Manager. Major requests for the most part will have been budgeted. Routine requests (light
bulbs, plumbing, etc.) do not require approval. All requests for maintenance should be directed to the
Facilities Director via e-mail.
10.2.7 Summer Maintenance/Housekeeping Requests
Summer requests should be approved by the appropriate Division Head and must be sent to the
Facilities prior to the end of in-service. Painting is done on an as needed basis and designated rooms
must have all walls cleared. Requests made during in-service in August cannot be accommodated until
such time that Facilities can schedule the work. Hard surface flooring and carpets are automatically
waxed/cleaned during the first two weeks of August.
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11 ACADEMIC POLICIES
11.1 Academic Honesty
Faculty is expected to insist upon academic honesty. It is essential that each faculty member clearly
indicate to students what constitutes plagiarism or cheating in his or her discipline and then maintain
the policy. Instances of suspected dishonesty are to be reported immediately to the appropriate
Division Head.
11.2 Classroom Behavior Rules/School Honor Code
11.2.1 Lower School Classroom Behavior Rules
 Demonstrate good manners and courteous behavior at all times.
 Take pride in your work; it is a reflection of you and your school.
 Be responsible for your supplies and prepared for each class.
 Be respectful and caring of all people and all property.
11.2.2 Middle School Honor Code
 I will be honest and promote a sense of integrity at St. John’s.
 I will be respectful of all persons and their belongings and promote an atmosphere of respect at
St. John’s.
 I will be responsible and promote a sense of responsibility at St. John’s.
 I will share in caring for my classmates and promote a sense of caring at St. John’s.
11.3 Chaperoning/Extracurricular Activities
A significant part of the student experience at St. John’s is participation in extracurricular activities. It is
understood that in order to carry out the school’s programs, faculty and staff will be asked to undertake
various activities and/or extracurricular assignments that fall within your sphere of competence.
Members of the faculty and staff periodically perform duties such as: testing, after-school help,
playground duties, parent information nights, open house, class trips, committee assignments, and
other school-related functions on weekends and evenings.
For the effective operation of our school, every employee will be required to take on a reasonable slate
of extra duties based on the needs of the School. This will be communicated directly by his/her
supervisor or other authorized members of the School administration. Non-exempt employees will be
paid overtime if applicable.
Required attendance at the following extracurricular activities or after-hours events and activities,
include, but are not limited to:
Faculty required attendance
 Departmental meetings
 Monthly all-school Wednesday faculty meetings
 Games Day
 Grandparents Day
 Picture Day
 In-service
 Meet the Teacher/Back to School Picnic
 Graduation
 Parent/teacher conferences
 Moving up Coffees and meetings
 LS or MS Open House
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 LS Holiday parties during the school day (LS teachers only)
 Christmas celebrations and programs
Administrator required attendance
 Annual retreat
All employees are encouraged to attend
 Parents Association Fall Festival
 Parents Association Auction
 Parents Association Faculty/Staff Appreciation Luncheon
 Baccalaureate
11.4 Relationships with Students
Due to the many new and often confusing emotions experienced during maturation, students may
develop strong emotional attachments to a faculty or staff member. Our role is to guide students
toward growth as happy, healthy adults and lifelong learners. Though this role brings us joy and a
tremendous sense of fulfillment, relationships with students must always be understood and carried out
in its proper context. It is never appropriate for a faculty or staff member to enter into a personal
relationship of any kind with a student, regardless of whether the student may seek to initiate the
relationship or consider it consensual. All student/teacher communication (email or otherwise) should
respect and reflect a professional relationship. Communication should be limited to school issues. If a
student initiates contact of a personal nature, the teacher must discuss the issue with the Division Head
prior to responding. Teachers should avoid becoming a personal confidant of the student. Violating the
trust of students – and their parents – in this manner is one of the most serious offenses that one can
commit against a student and the school community as a whole. Strict adherence to the guidelines set
forth in the Safeguarding Online ™ training must be followed. Violation of this policy will result in
serious corrective action, up to and including termination of employment.
11.4.1 Guidelines for Advisors
Advisors play a critical role in mentoring middle school students. While middle school students may
confide information of a highly personal and confidential nature with the advisor, the advisor should
always bear in mind that the advisor is the adult in the relationship and has an obligation to keep the
student safe.
11.5 Student Behavior
Creating and maintaining a supportive, safe and attractive environment for working and learning is our
common responsibility and commitment. Employee responsibility for students does not end at the door
to the classroom or with the advisory or division. Negative behavior by students – including verbal or
physical bullying or attack, dishonesty, rudeness, or destruction of personal or community property
cannot be tolerated. If a student needs to be corrected, DO SO. Your actions will be supported by
administration.
11.5.1 Expectations for Behavior
St. John’s Episcopal School strives to provide a loving and supportive environment responsive to the
needs of the individual student. The school provides guidance and encouragement for students to
develop strength of character and self-discipline as well as academic success in their education. Our
students are expected to be responsible for their own behavior, care about the well-being of others, and
to act in an appropriate way, reflecting favorably upon themselves, their parents, their school, and the
community.
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Routine discipline will be handled by the supervising teacher, but any serious or persistent problems will
be referred to the proper Division Head. Teachers are encouraged to listen to all parties involved,
choosing disciplinary consequences that fit the seriousness of the offense, do not vary too much for
similar offenses, and reinforce consistent behavioral expectations. Teachers are also encouraged to be
creative in their disciplinary actions and to reward positive responses. The dual goals of helping
students conform to classroom and school requirements and of guiding them in the development of
self-discipline are central to all discipline methodology at St. John’s.
Students should be current and in good standing in all academic work before participating in extracurricular activities.
11.5.2 LOWER SCHOOL (Pre-K – 4th) Classroom Management Program
Classroom Behavior Rules are posted in each classroom and discussed by each teacher with every class
at the beginning of the school year. These rules are:
 Demonstrate good manners and courteous behavior at all times.
 Take pride in your work; it is a reflection of you and your school.
 Be responsible for your supplies and prepared for each class.
 Be respectful and caring of all people and all property.
Teachers should provide guidance and ample opportunity for students to bring themselves within the
boundaries of proper behavior. Each grade level should discuss discipline procedures and adopt a
consistent methodology to use, changing and adapting the procedures as necessary throughout the
year. Brief “time out” sessions either in the classroom or during recess may be used, but other logical
consequences closely related to the inappropriate behavior should be utilized when feasible. Entire
recess periods should never be withheld for disciplinary reasons. When disciplining students, teachers
should remain calm and respectful, even when angry. It is appropriate to let the child know that you are
angry and need time to think about an appropriate consequence. This is preferable to assigning an
unreasonable consequence due to anger. Discipline should be discussed between the teacher and the
student in private if at all possible. Never publicly demean a student in front of his/her peers or assign a
consequence that is meant to humiliate. All discipline should be developmentally appropriate, and
expectations for self-control and consequences for failure to adhere to behavioral expectations should
gradually increase as children mature through the grade levels. Communication between grade levels
about discipline procedures is necessary to ensure a reasonable progression of expectations and
consequences.
Re-enrollment privileges are not automatically extended to students with chronic disciplinary issues
that are unresolved. This privilege is reserved for those students who display good work effort and
attitude. We earnestly seek parental support in helping students develop good habits of behavior and
respectful attitudes toward others and toward the school. Full cooperation and support of the parents
is expected in any disciplinary action.
11.5.2.1 General Conduct Which Will Invoke Disciplinary Measures:
 Failure to follow Classroom Behavior Rules posted in each classroom.
 Disregard for the rights of others, such as physical or verbal bullying or abuse of a student or
teacher.
 Discourtesy in words, manner or attitude.
 Engaging in any hostile action, in word or in deed, which is motivated by bias.
 Telling deliberate falsehoods, using either written or verbal foul or obscene language or gestures.
 Defacing school property or property of others.
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 Excessive and unexcused absences or tardies.
 Repeated failure to observe the dress code.
 Any conduct which disturbs the good order of the school.
11.5.2.2 Consequences of Inappropriate Conduct:
 Initial offense should receive a warning from the teacher and request for behavior to cease. A
serious offense will result in an immediate consequence.
 Repeated occurrences of the same inappropriate conduct require the student be sent to the
office of the Head of Lower School.
 If misbehavior continues, the student may be required to call the parent(s) and may be sent home
for the day.
 Parents will be contacted by the teacher when any behavior becomes chronic, i.e. a pattern
seems to be developing or misbehavior is occurring with increased frequency.
 For repeated offenses or severe infractions, a student may be suspended for up to 3 days,
receiving zeros in all work assigned even though it must be completed and turned in.
 When all the above disciplinary measures have failed to correct inappropriate behavior, the
student may be asked to withdraw from school.
 A contract for the following year will not be offered to a child with behavior issues that have not
been resolved.
11.5.2.3 Scholastic Behaviors That May Result in Disciplinary Action:
 Failure to complete and turn in class assignments, homework, and other work on time.
 Disruption of class time with talking, dawdling, or coming to class late and/or without necessary
work, books, paper, pencils, or other materials.
 When discovered cheating, a student will receive a zero for the test or paper. With the second
offense, a joint conference will be scheduled to include the student, parents, teacher, and Head
of Lower School.
11.5.2.4 Possible Consequences of Inappropriate Scholastic Behavior:
 Student may be assigned a working lunch or recess.
 Student may lose some “choice” time during the day.
 Student may be assigned an extra study period either before or after school.
 In 4th grades, grade averages may be impacted by failure to meet work expectations.
11.5.3 Middle School
11.5.3.1 Behavior Expectations - As older members of the student body, Middle School students play a
larger and more visible role in the St. John’s community. They are expected to assist the faculty and
staff in maintaining an orderly, safe environment for the entire school. The Middle School community
places a high value on responsibility, self-direction, honesty, and cooperation. Each student is guided to
develop self-respect, as well as respect for the rights of others. They should:
 Appreciate the rights and personal belongings of others.
 Display courteous and respectful behavior.
 Use appropriate language at all times.
 Exhibit personal honor in all their actions.
 Express feelings in a constructive manner.
 Accept responsibility for their actions.
 Recognize inappropriate behavior and identify constructive alternatives.
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11.5.3.2 Middle School Honor Code - Each Middle School student is expected to sign and live by the
Honor Code each year. The Honor Code sets behavior goals. It is as follows:
 I will be honest and promote a sense of integrity at St. John’s.
 I will be respectful of all persons and their belongings and promote an atmosphere of respect at
St. John’s.
 I will be responsible and promote a sense of responsibility at St. John’s.
 I will share in caring for my classmates and promote a sense of caring at St. John’s.
11.5.3.3 Consequences of Inappropriate Conduct - The student who fails to live up to the expectations
of behavior and the Honor Code will be subject to disciplinary action. Middle School discipline is dealt
with as follows:
 The teacher will initially handle unacceptable behavior, such as lack of consideration for others,
hurtful comments, horseplay, or disruptiveness. A demerit will be given for a minor infraction,
including talking in class, not bringing necessary supplies to class, uniform violations, and
tardiness to class. An immediate referral will be given for any classroom behavior which is clearly
in violation of the Honor Code, such as cheating, disrespectful behavior, etc.
 A student accruing five demerits will be required to bring a bag lunch from home and eat under
the supervision of a member of the faculty. The eleventh demerit will result in a referral.
 If a student violates the Honor Code, the student receives a referral to the Dean of Students or
the Head of Middle School, who will speak with the student, make a written copy of the incident,
and recommend further action if warranted. A copy of the referral will be given to the student’s
advisor and mailed home.
 A second referral will result in the student being assigned a Saturday detention, usually from 8:30
a.m. to 10:30 a.m.
 Three behavior detentions may result in an in-house suspension of the student. On the day of
the suspension, the student and his/her parents will be asked to meet with the Head of the
Middle School.
 Failure to abide by the Honor Code, including lying, stealing, cheating, bullying, and any
expression of bias as it relates to race, religion, sexual orientation, class, or ethnicity may result in
disciplinary action including expulsion. Serious infractions of the Honor Code are referred to the
Head of Middle School who, in conjunction with the Dean of Students, determines what
disciplinary action will be taken.
 Destruction of property may result in suspension as well as repair and/or replacement of school
property.
 Violation of the Computer Usage Policy may result in serious disciplinary action, including
expulsion.
 Students with ongoing disciplinary problems may not be permitted to participate in class trips or
athletic events.
 Use of tobacco may result in expulsion.11
 Possession or use of firearms, weapons, alcohol, drugs, or other controlled substances may
result in disciplinary action, including expulsion.
11.5.3.4 Scholastic Expectations - Students are expected to be current and in good standing in all
academic work. Each Middle School student is expected to be an active and constructive participant in
all classroom activities. The student should:
 Be on time to all classes, assemblies, study hall, scheduled detentions, and daily chapel. If the
student is tardy to a class because an instructor has detained him/her, the student should obtain
a note from the instructor explaining the tardiness.
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 Be prepared to fully participate by having all homework complete.
 Take personal responsibility for his or her own work.
 Encourage classmates in their efforts.
 Participate constructively and positively in class discussions and other class activities.
11.5.3.5 Consequences for Inadequate Scholastic Efforts
 Failure to complete and turn in class assignments, homework, or other work on time will result in
required attendance at Homework Club, 3:45 – 4:30 p.m. on Monday, Tuesday, Thursday, and
Friday until the situation is resolved.
 Failure to arrange for make-up work before a planned absence may result in the loss of the
privilege of having the work accepted.
 A student who has an average below 70% in any course at mid-trimester or at the end of a
trimester may be placed on academic probation for three weeks at which time the student’s
status is re-evaluated. Any student who has two or more course averages below 75 may also be
placed on academic probation at the discretion of the Head of Middle School. Students on
probation may not be permitted to represent the school in athletics or other competitions.
 Students who fail a math or English course in any trimester may be required to attend an
approved academic summer program.
11.5.3.6 Academic Probation – In the Middle School at St. John’s the term “academic probation” applies
to a student who may be at risk of failing a trimester or the year in any subject. Though this does not
mean the student will not be promoted, it does place that person under greater scrutiny and supervision
in order to help improve his/her academic performance. By placing a student on “academic probation,”
the school commits to providing the student with additional support for academics through daily
supervised study hall, extra help sessions with teachers, and closer supervision of the student’s
progress. The intent is to intervene early so that the student succeeds. The cooperation and mutual
support of the student, parents, and teachers usually achieves the desired outcome: realization of the
student’s potential.
 A student on academic probation is required to attend afternoon study halls until the student’s
parents are notified in writing by the Head of Middle School or the student’s teacher that
probation has been lifted.
 A student on academic probation may not be permitted to participate in athletics or
extracurricular activities until notified that probation has been lifted. Extracurricular activities
may include field trips.
 A student whose final average in math or English is below 70% will be required to attend a
summer program approved by the Head of Middle School in order to advance to the next grade.
A student whose final average in any other of the core subjects is below 70 may be required to
take an approved summer course or receive a specified number of hours of tutoring in the
summer to prepare him/her to succeed at the next level.
Re-enrollment privileges may be withheld from students with chronic academic difficulties if all
school accommodations and remediation efforts have been unsuccessful. The school’s intention is
not to do damage to the development of the student when a more appropriate placement would be
to the student’s benefit.
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11.5.3.7 Searches and Inspections
Any electronic item (computers, telephones, iPods, electronic games) brought to school by students may
be subject to inspection by an administrator at any time. Student lockers may be subject to periodic
checks and/or searches.
11.6 Students with Special Needs
 St. John’s Episcopal School admits students of various abilities and diverse learning styles.
Cognizant that students develop and needs change over time, it may become necessary to
recommend an educational assessment and/or therapeutic intervention. When teachers
suspect the existence of such needs, they should consult with their respective Division Heads to
determine the appropriate course of action. A teacher should not recommend an educational
assessment or therapy directly to the parents.
 Students may receive reasonable accommodations as recommended in an educational
evaluation or by a licensed therapist or physician. Such accommodations will be documented
and should be consistently implemented by the child’s teachers. Every effort should be made to
accommodate the child’s needs without bringing undue attention to the child and without
violating the child’s right to privacy.
 All assessment results must be in a student’s cumulative file for the student to receive
accommodations.
 In cases where it is apparent that St. John’s Episcopal School cannot meet the child’s needs
through reasonable accommodations, the respective Division Head will work with the family to
find an appropriate placement. A teacher should not recommend another school to parents or
suggest that St. John’s is not the appropriate placement for their child.
11.7 Tutoring and Coaching
The School prides itself on individual attention to students and availability of faculty and staff to
students. Outside tutoring and coaching should be minimal. With this in mind, the following guidelines
should be adhered to by the St. John’s faculty:
 Faculty members are not to tutor or coach their own students for a fee.
 Faculty members are not to tutor or coach other St. John’s students without express permission
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from the student's Division Head and the teacher's own Division Head.
Because an individual family's ability to afford tutoring or coaching varies, it does not seem just
to have our faculty charge St. John’s families different, and sometimes inflated, rates for
tutoring. Therefore, students are to be charged no more than a fair and equitable rate for the
service rendered.
Only St. John’s students are to be tutored or coached on St. John’s premises.
All faculty tutoring should be conducted outside the regular school hours.
Applicants to St. John’s are not to be tutored by St. John’s faculty unless they are expressly
asked to do so by the Head of School or the Director of Admission.
12 ORGANIZATION EFFECTIVENESS POLICIES AND PROCEDURES
12.1 Faculty Evaluation
Inherent in St. John’s Episcopal School’s mission is the charge to create the best educational experience
possible for our students. This, the Professional Growth and Evaluation Program (Program) seeks to
ensure the highest quality of teaching. Ideal teachers must be life-long learners of content and
pedagogy. The program encourages and supports professional growth; recognizes skill, effort and
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expertise; targets areas for development; and provides improvement strategies. The Program will result
in enhanced instruction, ongoing faculty development and consistently updated personnel files.
Procedures
12.1.1. Evaluation Criteria – Faculty are evaluated in six domains deemed as Attributes of Ideal
Teaching:
 Individual qualities and character
 Knowledge base
 Responsiveness to students
 Effectiveness of instruction
 Professional growth
 Engagement in the life of the community Rubrics delineates the ideal in each domain. (Refer to
12.1.6 – 12.1.11 for detail on criteria)
12.1.2 Evaluation Frequency – All teachers participate in an annual review process. In addition, all
teachers experience a detailed full evaluation process every three years (the original phasing is done by
lottery and/or supervisor decision), with the Division Head being the chief evaluator. Teachers new to
St. John’s enter the evaluation cycle in their second year. The Division Head can initiate a formal
evaluation for any teacher whenever sufficient concern arises.
12.1.3 Annual Review – Each teacher completes the Annual Evaluation Worksheet, which is submitted
and responded to by the Division Head on an annual basis. The response includes a face-to-face
meeting. The Annual Evaluation Worksheet and related Division Head comments are placed in the
teachers’ file in the Head of School’s office, with a copy going to the teacher.
12.1.4 Full Evaluation – The Division Head organizes and directs all evaluation activities. The Division
Head meets with each evaluee early in the year to discuss specific goals, aspects and calendar of the
evaluation. The evaluee selects faculty member, subject to Division Head approval. (If feasible, the peer
evaluator should be from a different division and/or vertical team to give a different perspective). The
Division Head and peer evaluator are together responsible for the appropriate formal and informal
observations. Members of the evaluation team observe the evaluee a minimum of four times during the
process, with each member observing at least twice. The Division Head also reviews all the Annual
Evaluation Worksheets and solicits appropriate information from others concerning the evaluee’s
contributions to the overall St. John’s experience. The Division Head summarizes all information
regarding the evaluation in a written document, discusses it with the teacher involved and forwards it,
along with written responses from the teacher (optional) as well as the Annual Evaluation Worksheet, to
the Head of School, to then be placed in the teacher’s permanent file. The Head of School may use
information from evaluations and from Division Heads in making letter of agreement decisions.
 Evaluation Components – The formal evaluation process consists of a pre-observation
conference to review the Annual Evaluation Worksheet, classroom observations, postobservation comments, and a final conference including a written evaluation. Middle School
teachers also utilize feedback from a student questionnaire. Models of questionnaires are
available to teachers, or they may design their own.
 Orientation Conference – An orientation conference with teachers new to St. John’s is part of
in-service to advise them of the professional growth and evaluation process.
 Classroom Observations – Two of the observations are announced visits. Announced
observations are preceded by either a pre-conference or submission of a lesson plan and last
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the full period. Unannounced observations are for as long as the observer deems necessary. If
an observer arrives for an unannounced visit, the teacher may request that the observer return
at a different time if the time of the observation is truly a disruption or occurs during certain
testing situations. Observers use the Classroom Observation Worksheet. All visits should result
in this completed worksheet and narrative feedback being given to the evaluee in timely
fashion. The other member of the evaluation team is copied on this feedback. The evaluee may
provide a written response to this feedback.
Summative evaluation report – The summative evaluation report is purely narrative. It is
completed by the Division Head and based on notes of the Division Head and peer evaluator,
any other material requested by the evaluators, and any other information provided by the
evaluee.
Final Conference – A conference is held at the end of the evaluation by the appropriate Division
Head with each teacher in the evaluation cycle to discuss all elements of the full evaluation; to
exchange questions; and to set professional growth goals.
The draft of the summative evaluation is given to the teacher during the final conference. A
discussion between the teacher and Division Head is held and an attempt is made to resolve any
disagreements over the contents before the final evaluation is completed. The teacher signs the
final document. This signature does not indicate agreement with the contents but that the
document has been read and understood. Additionally, the teacher must provide a written
response to the summative evaluation for inclusion in the permanent file. The purpose of this
response is to prompt reflection and growth.
Professional Growth Plans – Ideally, evaluation leads to subsequent growth. Thus, goals and
action plans constitute a significant aspect of the program. Assistance in locating resources and
opportunities for professional development is available from the Head of School and Division
Heads.
Report to the Head of School – The summative evaluation report and teacher response is
forwarded by the Division Head to the Head of School. The summative report and teacher
response is filed in the teacher’s personnel file in the Head of School’s office, where it is
available for reference during future evaluations. The teacher also receives copies of the
summative report.
12.1.5 The Attributes of Ideal Teaching
So the Professional Growth and Evaluation Program can help to create the best possible educational
experience for St. John’s students, The Attributes of Ideal Teaching delineates further the criteria in each
domain.
12.1.6 Individual Qualities and Character: The ideal St. John’s teachers meet their professional
responsibilities and value the journey of self-improvement. They maintain high ethical standards;
delight in the life of the mind; savor learning; and reveal a constructive, resilient, and enterprising
demeanor throughout their professional lives.
 Embody School Mission – The ideal teacher fully embodies the mission and makes all decisions
accordingly. He/she is highly respected throughout the community as one who models and
actively advances its elements through his/her actions and demeanor.
 Professional Responsibilities –The ideal teacher fulfills all professional responsibilities in a
timely, thorough fashion. These responsibilities stretch across all aspects of school procedures,
policies, behavior, and culture.
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 Value Self-Improvement – The ideal teacher embodies a passion for learning.
He/she
frequently seeks opportunities as a life-long learner, teacher, or community member.
 Constructive, Resilient, and Enterprising Demeanor – The ideal teacher uses initiative and
resourcefulness to help foster desired outcomes. He/she values and works within the
complexities of the system. Composure and grace underlie his/her skillful responses to
challenges.
 High Ethical Standards – The ideal teacher models and expects the highest standards of ethical
behavior. He/she often advocates just and equitable standards for the community.
12.1.7 Knowledge Base: The ideal St. John’s teachers are well versed in their field(s) and thus grasp the
essential topics and underlying concepts. These teachers critically review their practices, profit from
experience, continue their education, and grow more masterful over time.
 Knowledge of Subject – The ideal teacher displays great breadth and depth of knowledge.
His/her acknowledged expertise allows her to speak with authority, and he/she can
meaningfully connect his/her knowledge to other areas.
 Remain Well-Informed – The ideal teacher is recognized as an informed resource about
content, research, and articles. He/she evaluates materials and skillfully incorporates relevant
information and leading practices.
 Profit from Experience – The ideal teacher systematically evaluates and refines his/her
methodology. Others respect him/her as a master teacher who is growing continually.
12.1.8 Responsiveness to Students: The ideal St. John’s teachers know their students and value their
contributions to the learning process. Sensitive to how different individuals learn and develop, they
coach for success by providing opportunities and feedback that further a student’s intellectual and
personal growth.
 Knowledge of Students – The ideal teacher uses ongoing assessment to remain highly aware of
emergent individual student needs. He/she shows great sensitivity to learning profiles, cultural
backgrounds, outside activities, and prior experiences without sacrificing mission-based
standards.
 Coaching for Success – Fully aware of the potential of individual students, the ideal teacher
effectively uses myriad techniques to advance total student development. He/she instills in
students the qualities inherent in our mission statement.
 Providing Feedback – The ideal teacher provides sustained, positive, and specific feedback
which highlights student effort, progress, and accomplishment.
12.1.9 Effectiveness of Instruction: The ideal St. John’s teachers practice thoughtful curricular planning.
They design and implement class activities that meet curricular goals and a learner’s needs. They foster
an active, engaging culture for learning; inspire students; assess their progress; and manage
instructional tasks with purpose and foresight.
 Curricular Planning – The ideal teacher sets clear, attainable objectives appropriate for the
needs of the learner. He/she uses both the proscribed curriculum and supplementary materials
to target the essential knowledge, skills, and processes. He/she designs engaging activities that
properly challenge the students.
 Atmosphere for Learning – The ideal teacher fosters study based on mutual enthusiasm and
genuine curiosity. He/she greatly respects and strongly supports the students, who are eager
and highly responsible.
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 Responsiveness to Learner – To respond to learners, the ideal teacher utilizes multiple
techniques and adapts easily to given situations. He/she presents materials in pertinent,
cohesive, and active fashion. He/she provides substantive, insightful, accurate, and timely
feedback.
 Effective Assessment – The ideal teacher uses varied, accurate, and authentic forms of
assessment. He/she intricately weaves curricular objectives within assessment. He/she expertly
models and communicates criteria. Assessments reinforce, enhance, and direct instruction.
 Classroom Management – The ideal teacher uses time seamlessly, with appropriate pacing and
little wasted time. He/she utilizes space to optimize instruction. He/she inspires excellent
conduct and high respect.
12.1.10 Professional Growth: The ideal St. John’s teachers crave professional growth as a means of
honing their craft and better serving their students. They develop personal growth plans based on
individual needs within a larger framework; utilize what they discover to improve their instruction and
enhance student learning; and contribute to colleagues’ growth.
 Develop a Growth Plan – The ideal teacher frequently initiates professional growth
opportunities tied to clear personal goals and school objectives.
 Improve Instruction to Enhance Student Learning – The ideal teacher systematically reflects on
research and leading practices. He/she methodically gathers evidence to assess how any
changes affect her students’ performance. Through this process he/she deepens her
understanding of learning and improves his/her methodology accordingly.
 Contribute to Colleagues’ Growth – The ideal teacher helps to create a professional learning
community by regularly finding means to share what he/she and other have learned.
Colleagues see him/her as a valuable resource for their own growth. He/she also serves the
larger profession through publication and presentation.
12.1.11 Engagement in the Life of the Community: The ideal St. John’s teachers participate actively in
the school community, characterized by involvement in the lives of their students and the life of the
school. They collaborate and communicate effectively with administrators, colleagues, staff, students,
and parents in support of the school mission.
 Active Participation – The ideal teacher is visibly committed to fulfillment of mission and
multiple aspects of the school life. He/she regularly attends school events and actively supports
school initiatives.
 Collaboration – The ideal teacher is known for a supportive, collaborative, and helpful style.
He/she gives freely of himself/herself to benefit others. He/she often assumes effective
leadership roles in voluntary and assigned duties.
 Communication – The ideal teacher communicates clearly, correctly, and tactfully. He/she is
proactive in distributing information, and he/she responds efficiently to messages. Comments
provide keen insights regarding individual students and situations. He/she does not violate
confidentiality or promote rumors.
12.2 Administration and Staff Evaluation
The Employee Performance Appraisal system aims to help the administration and staff of St. John’s
Episcopal School achieve high standards in whatever their role. This focus on growth fosters a
professional, positive environment in which we work hard, work smart, and help others. That, in turn,
allows the school to fulfill our mission in the service of our students and families.
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This system and form provides a means of assessing, recording, and communicating employee
performance. Review of this form and subsequent discussion should benefit the employee, the
supervisor, and the school. It will be kept in each employee’s personnel file and used as a reference in
the future. It is just one piece in any employment decision.
12.2.1 Process: The employee completes Section 1 of the Performance Appraisal Form and submits it to
his or her supervisor. The supervisor then completes Section 2 and returns it to the employee. The two
then meet to discuss the appraisal. Once any additional notes have been added in Section 3 (if
necessary), the employee and supervisor sign off on the form. The supervisor then sends the form to the
employee and to the Head of School. Copies are kept in both the supervisor’s file and employee’s
personnel file. This process occurs annually, on or before January. Each year the employee will
complete the annual self-assessment review. Every other year (the original phasing in done by lottery
and/or supervisor decision), each member of the administration and staff will go through the full
appraisal system, with the employee’s direct supervisor being the chief evaluator.
12.2.2 Criteria: While completing the Performance Appraisal Form, both the employee and the
supervisor should keep the following criteria in mind. Not every category will apply for every position;
similarly, issues may arise which are not directly covered in these standards.
 Productivity, Organizing, and Planning—Understands position functions and performs daily
activities without supervision. Establishes effective and challenging task priorities. Schedules time
with other staff efficiently and resolves conflicting priorities. Meets deadlines, demonstrates
effective use of time, and simultaneously handles several assignments. Appropriately organizes
work so others can find items in progress and/or necessary files and information, when necessary.
 Dependability/Reliability—Assumes responsibility for actions and takes ownership of work
assigned. Sustains the trust and assurance of others. Makes sustained efforts to achieve team and
school goals and objectives. Demonstrates overall adherence to work schedules, office hours, and
punctuality.
 Initiative/Resourcefulness—Proactively exerts influence over challenges. Modifies own behavior to
respond to obstacles and demonstrates imagination in solving problems and difficult situations.
Approaches tasks with a mind toward enhancements or simplification. Shows efforts toward
learning to further enhance performance. Demonstrates ability to contribute to the strategies for
the future. Is adept at producing inventive and/or innovative ideas and solutions.
 Fiscal Responsibility and Budgetary Controls—Controls operating costs by effectively and
conservatively utilizing staff and/or school resources. Forecasts accurately and maintains budgetary
projections consistently.
 Judgment/Decision-making—Identifies and evaluates issues, reaches sound decisions, and
generates alternatives, if necessary. Considers the effects of decisions on the school. Seeks prior
approval when necessary before taking action. Demonstrates well balanced thinking between taking
"risks" and practical considerations, showing knowledge of pertinent policies and procedures.
 Interpersonal Skills—Communicates clearly and concisely, listens well, and responds appropriately.
Is candid, tactful, and consistent in words and actions. Comprehends the importance of interacting
positively with others to understand and respond to their needs. Analyzes complaints and take steps
to reduce them in a timely fashion. Respects privacy and confidentiality. Demonstrates flexibility
amid unavoidable tension and pressure. Honors and respects the beliefs and contributions of others.
Maintains good humor and practices patience.
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 Teamwork—Uses and values the talents of other staff and/or other teams and delegates effectively.
Inspires and assists others. Demonstrates positive, motivated behavior, provides support, solicits
feedback, and accepts guidance. Modifies individual objectives and desires to support the team and
the school and, when appropriate, assumes duties and responsibilities perhaps outside one’s regular
scope. Demonstrates openness to new ideas and suggestions. Keeps others informed of project
status on a consistent basis. Shares responsibility for outcomes.
 Customer Service—Actively supports and builds a culture dedicated to superior customer service
that exceeds expectations. Responds promptly, usually within one business day, to all internal and
external requests. Ensures that all contact whether by telephone, e-mail, or mail with association is
positive and productive in nature.
Additional (for supervisors and administrators):
 Communication—Provides a clear outline of work responsibilities and assigns tasks with clear
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objectives. Routinely acknowledges good work and provides constructive criticism in a confidential
manner. Communicates the relationship of assignments to other organizational activities and
strategies so employees better understand their work.
Coaching and Guidance—Works proactively with employees to enhance performance and address
problems. Provides resources to complete work satisfactorily. Provides inspiration to stretch
employee without overburdening. Recognizes employees for effort and not just successes.
Recognizes different strengths of different employees and continues commitments to developing
employees over the long term. Helps to establish clear and reasonable goals.
Planning—Involves employees in planning and demonstrates trust in their abilities. Is committed to
allowing employees to be heard.
Delegation—Delegates authority appropriately to encourage initiative of employees and creates an
atmosphere for team collaboration. Is willing to listen to other viewpoints.
Judgment—Bases decisions on facts and behavior and not feelings or attitude. Is committed to
addressing conflict in a non-emotional, constructive manner.
Leadership—Clearly embodies the core leadership values: "Innovative, Inclusive, Independent,
Interdependent."
12.2.3 Evaluation Steps
Section 1—Completed by the Employee in Writing and Submitted to Supervisor
1. State your understanding of your main duties and responsibilities.
2. Has the past year been good/bad/satisfactory or otherwise for you?
3. What do you consider your most important achievements of the past year?
4. What strengths do you bring to your position?
5. What elements of your job do you find most difficult?
6. What are you not satisfied with about the previous year?
7. What do you consider your most important aims and tasks for the coming year?
8. What could you and/or your supervisor do to improve your current performance?
9. What are your professional aspirations?
Section 2—Completed by Supervisor and Returned to Employee before Meeting
1. State your understanding of employee’s main duties and responsibilities. Comment on
comparison.
2. Respond to the employee’s answers to #2-8 above.
3. Provide any necessary concrete recommendations related to performance and/or growth.
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Section 3—Meeting Notes
1. Make note of any points covered in the meeting which are not addressed above.
Section 4—Sign Off
____ I have reviewed this form and discussed its contents with my supervisor. I agree with the contents
of this performance evaluation.
____ I have reviewed this form and discussed its contents with my supervisor. I do not agree with the
contents of this performance evaluation and would like to discuss it with the appropriate school
representative.
________________________________________________________________________________
Employee Signature and Date
________________________________________________________________________________
Supervisor Signature and Date
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APPENDIX A GUIDELINES FOR INTERVIEWING EMPLOYEE APPLICANTS
Faculty and staff are the school’s most important resource. There are four steps to insure a “good hire”:
Create a hiring team: do not hire by yourself
Have an accurate job description
Create key questions for the interview
Use key questions to “smoke out” imposters
A. Important Interview Questions
Listed below are some of the most common, and most important questions asked during interviews. These questions are
designed to provide valuable insight into an applicant’s job qualifications.
Work Experience
1. What circumstances led to your employment by [previous employer]?
2. What factors influenced your decision to work there?
3. What were the dates of your employment?
4. In which areas of your performance was your supervisor the most complimentary? Why?
5. In which areas of your performance was your supervisor the most critical? Why?
6. How many employees did you manage, if any?
7. What were your functional responsibilities?
8. Of the employers for whom you have worked, which did you like most? Why?
9. Of the employers for whom you have worked, which did you like least? Why?
Work Ethic and Attitude
10. What skills are required for getting along with and working cooperatively with others?
11. What do you expect from a supervisor or manager?
12. Describe the qualities of a good boss.
13. Describe the qualities of a good employee.
14. What do you believe good management is?
15. What do you believe is characteristic of bad management?
16. How do you decide when you have exerted enough effort?
17. What does “being motivated” mean to you?
Applicant’s Qualifications
18. We’re looking for an employee, who is ... (list criteria). Convince me that you’re that person.
19. What are the strengths or assets you would bring to this company and what limitations need further attention and
development?
20. What has been your greatest achievement to date?
21. What are some of the things you have done which demonstrate initiative and creativity?
22. Which of your past positions has best prepared you for this job? Why?
23. In what ways has it prepared you?
24. What were your key responsibilities or objectives?
25. Generally, how well did you perform toward these objectives?
26. What overall resources do you have at your disposal to carry out your job responsibilities?
27. If we didn’t hire you, what would we be missing?
Applicant’s Attitude Toward This Job
28. What techniques do you use to manage others?
29. Do you consider yourself a better manager or a better leader? Why?
30. What goals do you feel this position will help you attain?
31. What do you find most appealing about this position?
32. How did you decide to apply for this job?
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33. What’s the difference between an employee who is a “winner” and one who is a “potential winner”?
34. What are the greatest reservations you have about taking this position if it is offered to you?
35. Past experience indicates that you have been successful in previous positions. What indicates that we could expect the
same success in this one?
36. What do you hope to accomplish through this position (or company) that you were unable to achieve in your last one?
Interaction With Others
37. How do you handle personal conflicts?
38. Of your past supervisors, whom did you like the most? Why?
39. What were the traits or characteristics that you liked about this supervisor? Why?
40. Of your past supervisors, whom did you like the least? Why?
41. We all have difficulty getting along with some types of people. What are the people with whom you find some difficulty?
What kind rubs you the wrong way?
42. What did you like/dislike about your last boss? Last job?
43. How do you react to criticism?
44. What does an effective communicator do?
45. In what ways would you be both an easy as well as a difficult person to work with?
Interest In This Position
46. Why are you interested in this position?
47. What aspects of this position most interest you? Why?
48. What aspects of this position least interest you? Why?
49. How long do you feel you would continue to be challenged in this position? Why?
50. What do you feel we have to offer that others do not?
51. What do you know about our company and what we do?
52. Employment is a mutual relationship. What makes you feel we are right for you?
B. Job-Related Inquiries Which An Interviewer May Ask
Previous Employment
1. During the past 12 months, how many weeks did you work without interruption?
2. At your previous employer, what was your gross pay and what was your net pay?
3. What job did you last perform? How did you like it? Was it routine? Was it exciting?
4. Were you ever promoted in your prior jobs? On what basis were you promoted -- length of service, or merit?
5. Why did you leave?
6. What kind of references will you get from [former employers]? [former supervisors]?
7. Open-Ended Questions -- (Let applicant talk)
a. What did you think about your prior employer?
b. How did you like the work?
c. Tell me about your supervisor; how was your relationship with supervisors? Did you feel comfortable speaking to your
supervisor about any problem or concern?
d. How did you feel about wages and benefits at your prior employer?
e. What was it about your position that you liked?
f. What was there about it that you didn’t like?
g. If you decided to go back to your previous position, would you be rehired?
8. At your last job, how were your problems or grievances resolved?
Specific Relevant Inquiries
(In addition to those that are on application or to clarify application)
1. The interviewer should review the employment application with the applicant to ensure completeness and accuracy and to
answer any questions the applicant may have about the job.
2. If applicant is under age 18, does he/she have the necessary work permit?
3. If applicant is not a United States citizen, does he/she have the legal right to work in this country?
4. Does the applicant, on the face of his/her application, meet the minimum requirements established for the position (that is,
if a high school diploma is required, did applicant graduate?)
5. It is appropriate to inquire whether the applicant will get a favorable reference from former employers.
6. What hours is the applicant available to work?
7. What specific job or duties interest the applicant?
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Improper Inquiries
It is improper for the interviewer to inquire into the following areas:
1. Do not ask the applicant how old he or she is.
2. Do not ask the applicant his or her date of birth.
3. Do not ask the applicant what church he/she attends or the name of his/her priest, rabbi or minister.
4. Do not ask the applicant his/her father’s surname.
5. Do not ask a female applicant her maiden name.
6. Do not ask the applicant whether he/she is married, divorced, separated, widowed, or single.
7. Do not ask who resides with the applicant.
8. Do not ask how many children he/she has.
9. Do not ask the ages of any children of applicant.
10. Do not ask who will care for children while the applicant is working.
11. Do not ask how the applicant will get to work, unless owning a car is a job requirement.
12. Do not ask the applicant where a spouse or parent works or resides.
13. Do not ask the applicant if he/she owns or rents a place of residence.
14. Do not ask the applicant whether he/she ever had wages garnished and/or has declared bankruptcy.
15. Do not ask the applicant whether he/she was ever arrested.
16. Do not ask the applicant whether he/she ever served in the armed services of another country, unless such training is
relevant to the position applied for.
17. Do not ask the applicant what clubs he/she is a member of.
18. Do not write anything on application form; write all comments on applicant interviewing form
Twenty Five Questions an Interviewer May Not Ask Under the ADA
1. Have you ever had or been treated for any of the following conditions or diseases? [Followed by a checklist of various
conditions and diseases.]
2. Please list any conditions or diseases for which you have been treated in the past three years.
3. Have you ever been hospitalized? If so, for what condition?
4. Have you ever been treated by a psychiatrist or psychologist? If so, for what condition?
5. Have you ever been treated for any mental condition?
6. Is there any health-related reason you may not be able to perform the job for which you are applying?
7. Have you had a major illness in the last five years?
8. How many days were you absent from work because of illness last year?
9. Do you have any physical defects which preclude you from performing certain kinds of work? If yes, describe such defects
and specific work limitations.
10. Are you taking any prescribed drugs?
11. Have you ever been treated for drug addiction or alcoholism?
12. Have you ever filed for workers’ compensation benefits?
13. Do you have a disability?
14. Do you have a visual, speech, or hearing disability?
15. What is the extent of any disability you may have?
16. How severe is any disability you may have?
17. How long have you been disabled?
18. Do you wear contact lenses?
19. Are you night blind?
20. Do you smoke?
21. Are you taking any constant medication?
22. Do you have any physical or mental limitation which might impair your ability to perform the job for which you are
applying?
23. Are you in good health?
24. Do you have a strong back?
25. How is your health?
Revised 8/01/2012
APPENDIX B
RECORD RETENTION POLICIES
This policy is an overall road map for the retention and destruction of the entire school’s records and
includes policies and procedures for handling all paper and electronic records of the school. All records
belong to the school corporation, regardless of who created them for the school.
Administration
Overall responsibility for compliance with the school’s records management policy and oversight of the
program rests with the Board of Trustees and the Head of School. The Director of Operations and HR,
in collaboration with the Administrative Team shall be responsible for developing, implementing, and
revising this policy governing the retention and disposal of the school’s records. Implementation and
revision of this policy will include:
Identifying and evaluating which records should be retained;
Publishing an appropriate retention and disposal schedule;
Monitoring local, state, and federal laws affecting record retention;
Annually reviewing the record retention and disposal program;
Monitoring for compliance with the record retention and disposal program.
Implementation
For purposes of implementing this policy, records will be categorized as follows:
Admissions Records
Advancement Records
Finance and Corporate Records
Facilities Records
Marketing and Public Relations Records
Personnel/Employee Records
Admissions Records
Record
Correspondence
Current or former student transcripts
Current or former student education
Records
Current or former student PPT forms
And information
Discipline notations
Enrollment contracts
Parent reports
Rejected student records
Releases to view transcripts
Period of Retention
Admission folders
6 years
Permanent
6 years
Notes
2 years
Permanent
6 years
6 years
ARE enforceable, however
Courts starting to look down on
enforcing collection for early
withdrawal, due to current economic
situation
2 years
6 years
Keep w/ student records. If subpoena,
must consult an attorney Sexual
abuse/assault claims 17 years after age
of
majority
Record
Revised 8/01/2012
Period of Retention
Other
Custodial rights
Unless custodial rights are taken away
MUST give information to both parents
If only one signs contract, cannot
collect from other
Do not put child’s name with photo
Cannot disclose debt problem to
another school, however you CAN
withhold transcripts – MUST pass on
health records
Divorced parent
Website
Unpaid debt
Development Records
Donation history of families & foundations
Information on fundraising events
Notes
Permanent
1 year, or as necessary
Finance & Corporate Records
Accounting and Tax Records
Accounts Payable invoices
Accounts Receivable information
Audit Reports from accountant
Bank Deposit Records & Slips
Budgets
Bank Statements & Reconciliations
Canceled Checks
Canceled Checks – Property & tax records
Cash Receipts & Cash Disbursements journals
Chart of Accounts
Contracts & Leases (expired)
Contracts & Leases (still in effect)
Depreciation Schedules
Endowment Records & Reports
Financial Statements – End of Year
Insurance Policies (current)
Insurance Policies (expired)
Invoices
IRS determination & approval letters
Inventories
Petty Cash payments
Purchase Orders
Tax returns
Tuition receipts
7 years
7 years
Permanent
4 years
3 years
7 years
7 years
Permanent
Permanent
Permanent
7 years
Permanent
Permanent
Permanent
Permanent
Permanent
3 years
7 years
Permanent
Permanent
7 years
7 years
Permanent
3 years
Correspondence
General correspondence
Legal, tax & other important matters
3 years
Permanent
Financial Aid Records
Financial Aid records
7 years
Record
Revised 8/01/2012
Period of Retention
Insurance Records
Accident Reports/Claims – Settled
Permanent
Bloodborne Pathogen Exposure
5 years
Claims – Settled
10 years
Emergency Responses
5 years
Fire Inspection reports – Settled
6 years
Group Disability records
8 years
Information on every occupational death
Illness, injury (involving one or more of, loss
of consciousness, restriction of work/movement,
transfer to different job, or medical treatment
other than first aid
5 years
Insurance Policies – Current
Permanent
Insurance Policies – Expired
3 years
Lawsuit records
Permanent
Long Term Disability claims
Permanent
Material Safety Data Sheets
30 years
Personal Injury & Workers Compensation claims Permanent
Safety Reports
3 years
Legal & Corporate Records
Articles of Incorporation, Certificate of
Amendment, Charter
Audits
By-Laws
Copyright, Patent & Trademark Registrations
IRS data
Minutes (Board & Committee with Board
Authority)
Minutes (committees without Board authority)
Mortgage account records
Mortgages, notes & leases – Expired
Property records, including costs, depreciation
Reserves, year-end trial balances, depreciation
Schedules, blueprints & plans
Real estate easements
Permanent
Permanent
Permanent
Permanent
7 years
Permanent
5 years
Permanent
8 years
Permanent
Permanent
Notes
OSHA
OSHA
OSHA
Revised 8/01/2012
APPENDIX C
PURCHASE ORDER PROCEDURES
Authorization and Approval:
 Expenditures other than those authorized by the budget must be approved by the Head of
School.
 Competitive budding is encouraged whenever possible, to obtain competitive prices and terms,
especially if the value of the purchase exceeds $5,000.
 All pink purchase requisition and gray reimbursement forms must be approved by the
supervising administrator (Lower Head of School, Middle Head of School, Athletic Director, etc.)
prior to submission to the Purchasing Agent (pink purchase requisition) and to the Assistant to
the Director of Finance (gray requisition).
Procedures:
 A pink is required for all expenditures. A gray reimbursement form should be used only when
an expenditure cannot be reasonable estimated in advance, for travel expenses, and
emergencies. In all other cases a pink should be used.
 Pink and gray forms may be found in each workroom.
 After a pink form has been filled out by the teacher or staff person and approved by the
supervising administrator, the pink is forwarded to the Purchasing Agent.
 When an order is received, the Purchasing Agent will check the items received with the packing
list and then forward the order on to the employee that initiated the pink.
 Pinks and grays must include a budget code before the order will be placed.
 All grays must have an accompanying invoice or receipt.
 Checks are issued weekly. Grays received in the Business Office with approval by Wednesday
will be processed in the same week. Checks are disbursed on Friday.
Revised 8/01/2012
APPENDIX D
TRAVEL INSTRUCTIONS
Travel Related Guidelines:
All professional development costs must be pre-approved by the supervising administrator via
completion of a request for professional development form.
All hotel and flight reservations and conference registration will be made and pre-paid through the
Purchasing Department unless otherwise approved by supervising administrator.
Single room/single bed reservations will be paid only if not traveling with another SJES employee of
same gender.
Actual receipts must accompany reimbursement request (credit card charge slips will not be
accepted).
Overnight travel meals will be reimbursed up to $40/day ($20 for ½ day).
Example 1:
Example 2:
Spent the following:
$10 for breakfast
$15 for lunch
$25 for dinner
$50 Total spent
Spent the following:
$ 5 for breakfast
$ 5 for lunch
$25 for dinner
$35 Total spent
Reimbursement = $40
Reimbursement = $35
Non-overnight meals will be reimbursed up to $10/day. Exclude alcohol from your reimbursement
request. No reimbursement for alcohol will be made.
If your conference registration includes meals, no reimbursement will be provided if you choose to
not eat the meal(s) provided.
Mileage will be paid based on the approved IRS rate for mileage incurred in excess of normal drive
to/from school. If the employee elects to drive rather than fly reimbursement for mileage will be
only up to the foregone airfare.
Long-term airport parking will be reimbursed.
Shuttle/taxi service to and from DFW/Love Field for overnight travel will be reimbursed.
Shuttle and/or taxi transportation at destination city to and from the airport is preferred. Car rental is
not appropriate unless there is no other option available or when car rental would be less expensive
cumulatively than shuttle or taxi service (this might apply if a group are traveling together).
Procedures Followed by the School:
Because professional development funds reside in a shared budget, the Divisional Head or immediate
supervisor will take in to consideration multiple requests by one employee, cost of request, interstate or
intrastate, with the ultimate goal of allowing each employee equal access to professional development
dollars.
Revised 8/01/2012
APPENDIX E
CONTINUING EDUCATION/ADVANCED DEGREE SUPPORT
The school budgets money for employees wishing to further their education. Employees wishing to
request funds for advanced degree support must apply for such support on or before September 15 for
use by June 1 of the next year. This application must be discussed with the employee’s Divisional Head
or immediate supervisor and approved by the Head of School. Only after the Head of School has
approved the request will the employee be eligible for reimbursement. Reimbursement is contingent
upon the submission of a passing grade report or evaluation for the course to the Head of School.
General Guidelines:
Course(s) must be directly related to the faculty/staff member’s primary assignment or must be
discussed with the Head of School as to the appropriateness of the course(s).
To the extent that funds are available, reimbursement is made for one half of the cost of state
tuition and required fees only. There will be no reimbursement for books and miscellaneous
fees.
Written requests are to be made to the appropriate Division Head or direct supervisor and must
include degree plan, courses completed, course description(s) related to the reimbursement
request and cost.
In considering requests, priority will be given to (1) tenure of the employee (2) those with
course work in progress (3) relevance of course(s) under consideration (4) amounts previously
given.
Upon completion of the course(s), a transcript and request for reimbursement is made to the
Director of Finance.
Procedures Followed by the School:
If all criteria are met, the Division Head or supervisor will submit the request to the Head of
School who will have final approval.
Upon approval by the Head of School, the information will be sent to the Director of Finance
in order that the funds may be properly budgeted.
APPENDIX F
EMERGENCY PREPAREDNESS PROCEDURES AND CRISIS GUIDELINES
The Emergency Preparedness Procedures and Crisis Guidelines begin on the next page.
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
Revised 8/01/2012
APPENDIX G
SECURITY ALARM PAD LOCATIONS, FIRE EXTINGUISHER LOCATIONS
Emergency fire pull
Fire extinguisher
Revised 8/01/2012
Emergency fire pull
Fire extinguisher
Revised 8/01/2012
Revised 8/01/2012
Appendix H MEDICAL, PRESCRIPTION, DENTAL AND VISION PREMIUMS
ISAS TRUST – UNITED HEALTH CARE, DELTA DENTAL, UHC VISION
Effective 9-1-12 through 8-31-13
FOR EMPLOYEES WHO ARE PARTICIPATING IN THE PLAN FOR THE FIRST TIME
MEDICAL (Dental is not included in Medical. It must be elected separately).
Participant
Premium
Total Monthly
Responsibility
St. John’s
Responsibility
Employee’s
Employee Only
573.00
429.75
143.25
Employee + Child(ren)
1146.00
606.75
539.25
Employee + Spouse
1261.00
429.75
831.25
Employee + Employee Spouse
1146.00
1002.75
143.25
Employee + Family
1834.00
606.75
1227.25
Employee + Employee Spouse Family
1719.00
1179.75
539.25
DENTAL – PPO OPTION (Not included in Medical Coverage. Dental is optional).
Employee Only
40.00
29.00
11.00
80.00
28.00
52.00
Employee + Spouse
88.00
28.00
60.00
80.00
67.00
13.00
Employee + Family
128.00
28.00
100.00
120.00
67.00
53.00
DENTAL - DHMO OPTION (Not included in Medical Coverage. Dental is optional).
Employee Only
15.00
11.25
3.75
Employee + Children
27.00
16.00
11.00
Employee + Spouse
27.00
16.00
11.00
N/A
N/A
N/A
Employee + Family
39.00
14.00
25.00
N/A
N/A
N/A
Revised 8/01/2012
VISION
Effective 9-1-12
Employee Only
5.55
0.00
5.55
11.05
0.00
11.05
Employee + Spouse
10.55
0.00
10.55
Employee +Employee Spouse
N/A
N/A
N/A
Employee + Family
17.00
0.00
17.00
N/A
N/A
N/A
FOR EMPLOYEES WHO HAVE PARTICIPATED IN THE PLAN FOR ONE YEAR OR MORE
MEDICAL (Dental is not included in Medical. It must be elected separately, see below).
Participant
Employee Only
Premium
Total Monthly
Responsibility
St. John’s
Responsibility
Employee’s
573.00
573.00
0.00
1146.00
750.00
396.00
Employee + Spouse
1261.00
573.00
688.00
1146.00
1146.00
0.00
Employee + Family
1834.00
750.00
1084.00
1719.00
1323.00
396.00
DENTAL – PPO OPTION (Not included in Medical Coverage. Dental coverage is optional).
Employee Only
40.00
39.00
1.00
80.00
39.00
41.00
Employee + Spouse
88.00
39.00
49.00
80.00
78.00
2.00
Employee + Family
128.00
39.00
89.00
120.00
78.00
42.00
Revised 8/01/2012
DENTAL - DHMO OPTION (Not included in Medical Coverage. Dental coverage is optional).
Employee Only
15.00
15.00
0.00
Employee + Children
27.00
15.00
12.00
Employee + Spouse
27.00
15.00
12.00
N/A
N/A
N/A
Employee + Family
39.00
15.00
24.00
N/A
N/A
N/A
VISION
Employee Only
5.55
0.00
5.55
11.05
0.00
11.05
Employee + Spouse
10.55
0.00
10.55
Employee +Employee Spouse
N/A
N/A
N/A
Employee + Family
17.00
0.00
N/A
N/A
17.00
N/A
Revised 8/01/2012
Appendix I PERSONNEL FILE LOCATION/INFORMATION
Personnel information on individual employees are located with the Director of Operations and HR, the
Head of Lower School, the Head of Middle School and an employee’s direct supervisor. The information
included in these files are as follows:
Director of Operations and HR
Employee Personnel File which includes Job Application, resume, transcripts, interview
notes, background check authorization and results, employment testing results (if
applicable), reference check results, employment letter of agreement, employee
handbook acknowledgement, orientation checklist or outline, confidentiality
agreement, benefit enrollment forms and copies of notices, personnel change forms,
exit interview form, I.R.S. W-4 form, FSA elections, payroll deduction forms, payroll
change forms, I-9 form and supporting documentation. In a separate file employee
health and insurance forms are maintained which may include health enrollment form,
FMLA/ADA documentation, absence for illness information, physician letters or forms,
and any other medical records or information. In another separate cumulative file by
year are any workers compensation information files.
Head of Lower School and Head of Middle School or Direct Supervisor
Performance reviews, disciplinary or counseling forms and other one-on-one meeting
documentation, personal letters and notes from parents, students, and others.

Employee Handbook 2012

Transcription

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