Employee Handbook - Tehama County Department of Education

Transcription

Tehama County
Department of Education
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Larry P. Champion
County Superintendent
1135 Lincoln Street • P.O. Box 689
Red Bluff, CA 96080
(530) 527-5811 • Fax: (530) 529-4120
TEHAMA COUNTY DEPARTMENT OF EDUCATION
Larry P. Champion, County Superintendent
MISSION STATEMENT
Our mission is to promote the academic,
social, and vocational competence of all
students in the county by providing leadership,
service, and support to local school districts in
their efforts to provide educationally excellent
and fiscally sound programs.
TEHAMA COUNTY BOARD OF EDUCATION
Betty Brown, Daniel M. King, M.D., Tom Moisey, Danny Rabalais, Carolyn Steffan
OUR STANDARD OF SERVICE:
Is defined by asking ourselves, “Is this the way I
would like my family and friends to be treated?”
OUR VALUES:
• Cooperation
• Honesty
• Dependability
• Productivity
• Excellence
• Success
• Friendliness
• Teamwork
• Collaboration
TEHAMA COUNTY DEPARTMENT OF EDUCATION—Larry P. Champion, Superintendent
Employee Handbook
TABLE OF CONTENTS
Absences............................................................................................................................ 5
Benefits And Services ..................................................................................................... 10
Bereavement..................................................................................................................... 5
Child Abuse And Neglect.............................................................................................. 16
Confidentiality ................................................................................................................. 17
Days And Hours Of Work ................................................................................................ 18
Delivery To Schools ......................................................................................................... 27
Disability Insurance ......................................................................................................... 14
Dress And Personal Appearance ................................................................................. 20
Drug Free Workplace ..................................................................................................... 21
Employment..................................................................................................................... 22
Fitness Center Corporate Memberships...................................................................... 15
Fmla/Cfra ........................................................................................................................... 6
Forms ................................................................................................................................. 23
Health Benefits................................................................................................................. 10
Holidays .............................................................................................................................. 5
Imc Procedures ............................................................................................................... 24
Index ................................................................................................................................. 36
Jury Duty............................................................................................................................. 6
Lunch And Relief Breaks................................................................................................. 18
Mail.................................................................................................................................... 27
Mandated Policies.......................................................................................................... 28
Maternity Leave ................................................................................................................ 6
Miscellaneous Procedures............................................................................................. 27
Monthly Mileage Form ................................................................................................... 23
Nondiscrimination In Employment ............................................................................... 22
Personal Necessity ............................................................................................................ 8
Personal Necessity—Confidential .................................................................................. 8
Personnel Files.................................................................................................................. 29
Probationary Period........................................................................................................ 22
References ....................................................................................................................... 30
Requisition ........................................................................................................................ 23
Safety ................................................................................................................................ 31
Section 125—Medical Reimbursement/Dependent Care Expense....................... 14
Sexual Harassment.......................................................................................................... 32
Sick Leave .......................................................................................................................... 7
Supplies............................................................................................................................. 27
Tax Sheltered Annuities—403(B) And/Or 457 Plans.................................................... 15
Travel And Conference ................................................................................................. 33
Vacation............................................................................................................................. 9
Wages ............................................................................................................................... 35
Workers’ Compensation ................................................................................................ 15
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Employee Handbook
INTRODUCTION
This handbook has been prepared to introduce you to the Tehama County
Department of Education (TCDE). It will acquaint you with many of the policies,
rules, and benefits that apply to all employees at TCDE.
The information contained in this handbook is presented as a matter of
information only and its contents should not be interpreted as a contract
between TCDE and any of its employees.
Please read this handbook carefully and keep it handy for future reference.
One of your first responsibilities is to be familiar with its contents. This handbook is
only a summary of our policies, so please review it with your supervisor, Human
Resources staff, or office manager if you have any questions. Copies of actual
policies, procedures, sign-offs, and handouts are located in the index.
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INFORMATION ABOUT THE OFFICE OF THE
COUNTY SUPERINTENDENT OF SCHOOLS
The County Superintendent of Schools is an elected official for a term of four
years.
He/she administers the operation of the County Department of
Education as an intermediate service unit for all elementary and secondary
school districts in the county.
By law, quality education is ensured for every child in California. Local school
districts are responsible for providing such education in accordance with the
laws and regulations established by the California legislature, the State
Department of Education, the Congress of the United States, and the Secretary
of Education.
The State Constitution directs an intermediate unit--the County Office of
Education--to operate between the state and local districts to ensure the most
efficient use of taxpayer dollars.
The Department of Education is committed to assisting the local school districts
through direct and indirect service. In doing so, the Department of Education
provides a variety of services, including fiscal management, curriculum
coordination, special schools and programs, health and guidance services,
media programs and materials, and coordination of state and federal projects.
The County Superintendent serves as a facilitator in coordinating other
governmental and helping agencies as they provide services to the schools and
students of Tehama County.
Resources of neighboring counties are
coordinated in an effort to expand all available services.
The County Superintendent and Department staff work closely with federal
legislators to assure maximum gain for forest reserve funds to provide additional
service dollars for the children in Tehama County.
The County Superintendent and Department staff works closely with State
Legislators, the State Department of Education and other state agencies to
provide the resources necessary to maximize educational opportunities in
Tehama County.
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INFORMATION ABOUT THE
The County Board of Education is the policy-making body of the Tehama
County Department of Education. The Board includes five persons elected from
trustee areas representing all geographical areas of the county.
Responsibilities of the County Board of Education include: budget adoption;
policy development; interdistrict appeals; boundary appeals; expulsion appeals;
material adoption; and program acceptance for state and federal projects.
The Board acts as the County Committee for School District Organization and is
responsible for reviewing and recommending proposals for school district
unification, boundary changes, and transfer of territory. The Board also acts as
the Governing Board for the Tehama County Regional Occupational Program.
Board of Education meetings are held each month at the County Office of
Education. The public is invited to attend, and the meeting agenda is published
prior to each meeting.
As Executive Officer and Ex-Officio Secretary, the County Superintendent of
Schools administers all policies set by the County Board of Education.
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ABSENCES
Bereavement
An employee is entitled to a leave of absence, not to exceed three days, or five
days if out-of-state travel is required, on account of the death of any member of
his/her immediate family. These three to five days are not deducted from
earned leaves.
Should special problems of an emergency nature be involved, such as settling
an estate, long-distance travel, or similar situations requiring absence beyond
bereavement allowance, additional time off shall be designated as personal
necessity leave up to a maximum of seven days. Additional time off shall be
charged against the employee’s vacation time, or if there is no accrued
vacation time, the employee’s salary will be deducted. (BP4362.1)
Holidays
In order to qualify for a paid holiday, the employee must be in paid status on the
working day before or the working day after the designated holiday as defined
in Education Code 45203.
Classified, management, and confidential employees shall not be required to
work on the days listed below. Certificated employees must work the number of
days specified for their assignment.
**
New Year’s Day
Martin Luther King Day
Lincoln Day
Washington Day
Memorial Day
Independence Day
Admission Day
Labor Day
Veteran’s Day
Thanksgiving Day
Day after Thanksgiving
Day before Christmas
Christmas Day
Day before New Year’s Day
and any other day proclaimed a holiday by the President, the Governor,
or the County Superintendent.
When a Federal or State mandated holiday falls on a Saturday, the preceding
Friday shall be the holiday; when a holiday falls on a Sunday, the following
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Monday shall be the holiday. Veteran’s Day (November 11) and Independence
Day (July 4) will be taken on the actual day. (BP 4323.1)
**
The day to be taken in lieu of Admission Day may be determined by the
individual employee (classified 12-month employees) with prior
Department approval. This day must be used during the fiscal year in
which it is earned or be forfeited.
Jury Duty
When employees are called for jury duty, such absence shall be without loss of
pay. A copy of the jury summons shall accompany the Absence from Duty
request. The employee shall endorse the jury duty check to the Department
and will be reimbursed by the Department for mileage, if any, that is included in
the check. (BP 4345.2)
Maternity Leave
The Department shall grant a leave of absence from duty to any female
employee of the Department who is required to be absent because of
pregnancy, miscarriage, childbirth, and recovery therefrom.
The length of absence, including the date on which the leave shall begin and
the date on which the employee shall resume duties, shall be determined by the
employee and the employee’s doctor.
A written statement from the employee’s doctor must be furnished by the
employee giving the date when, in the doctor’s judgment, the employee’s
absence from duties is required.
A second written statement from the employee’s doctor must be submitted by
the employee indicating the date when the employee may return to work. (BP
4363.2)
FMLA/CFRA
Under the federal Family and Medical Leave Act (FMLA) and/or California
Family Rights Act of 1993 (CFRA), if you have more than 12 months of service
with us and have worked at least 1,250 hours in the 12-month period before the
date you want to begin your leave, you may have a right to an unpaid family
care or medical leave. This leave may be up to 12 workweeks in any 12-month
period, which shall be counted backward from the date the family leave is
taken, for the birth, adoption, or foster care placement of your child or for your
own serious health condition or that of your child, parent or spouse.
During this leave your benefits will be maintained at the same level as if you
were working and you must be reinstated to the same or comparable position
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at the end of the leave, subject to any defense allowed under the law. If you
do not return to work following this leave for a reason other than: (1) the
continuation, recurrence, or onset of a serious health condition that would
entitle you to FMLA and/or CFRA leave; or (2) other circumstances beyond your
control, you will be required to reimburse us for our share of health insurance
premiums paid on your behalf during your FMLA and/or CFRA leave.
Even if you are not eligible for FMLA/CFRA leave, if disabled by pregnancy,
childbirth or related medical conditions, you are entitled to take a pregnancy
disability leave of up to four months, depending on your period(s) of actual
disability.
If possible, you must provide at least 30 days advance notice for foreseeable
events (such as the expected birth of a child or a planned medical treatment
for your self or of a family member). For events which are unforeseeable, we
need you to notify us, at least verbally, as soon as you learn of the need for the
leave.
Failure to comply with these notice rules is grounds for, and may result in,
deferral of the requested leave until you comply with this notice policy.
We will require certification from your health care provider before allowing you
a leave for pregnancy or your own serious health condition or certification from
the health care provider of your child, parent, or spouse who has a serious
health condition before allowing you a leave to take care of that family
member. When medically necessary, leave may be taken on an intermittent or
a reduced work schedule.
If you are taking a leave for the birth, adoption or foster care placement of a
child, the basic minimum duration of the leave is two weeks and you must
conclude the leave within one year of the birth or placement for adoption or
foster care.
More information regarding FMLA and CFRA leave and a form to request said
leave, are available in the index of this handbook. If you have questions
regarding FMLA or CFRA leave or your eligibility for a leave, please contact
Human Resource Services.
Sick Leave
Absence due to sickness shall be reported to the office manager and/or your
supervisor as soon as possible. Anticipated absences for surgeries or other
extended leaves shall also be reported as soon as possible. A physician’s
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certification indicating the length of absence shall be submitted immediately
upon receipt by the employee.
Sick leave utilization shall be for physical and mental disability absences that are
medically necessary and caused by illness, injury or pregnancy/childbirth.
Employees employed five days a week, eight hours per day, earn 12 days of sick
leave per year. Unused sick leave shall be accumulated from year-to-year.
Upon return to work after an absence for illness, an absence from duty form
must be completed and submitted to the employee’s supervisor and the
superintendent. An employee must verify an absence for a period of more than
four days by filing a statement from his/her physician certifying to his/her illness.
Classified only: Probationary employees earn sick leave from date of hire,
however, the employee is limited to use only half of his/her available leave
during the probationary period. (BP 4177, 4367)
Personal Necessity
Personal Necessity is charged against the employee’s accumulated sick leave.
No such leave in excess of seven days may be used in any school year for the
purposes of personal necessity. Personal necessity is defined as follows:
1.
Death or illness of a member of his or her immediate family.
2.
Accident, involving his or her person or property, or the person or property
of a member of his or her immediate family.
3.
Appearance in any court or before any administrative tribunal as a
litigant, party, or witness under subpoena or any order made with
jurisdiction.
4.
Such other compelling reasons approved by the employee’s supervisor
and the County Superintendent or his designee.
Personal Necessity—Confidential
An employee may use up to three days per year, which will be charged to his or
her accumulated sick leave as personal necessity leave without stating a
reason for absence due to the confidential nature of the circumstances. For
other day(s), reasons for the absence must be stated and fall within the
guidelines above.
Only items 1 and 2 above do not require pre-approval. (BP 4377.1)
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Vacation
Vacation may be taken by regular full-time and part-time employees as
approved by the supervisor. No more than 15 days vacation shall be taken at
any one time without the approval of the County Superintendent or Associate
Superintendent. No more than 10 days vacation may be carried forward
beyond August 31 without prior written approval of the County Superintendent.
Earned vacation shall not become a vested right until completion of the initial
six months of employment.
Vacation is earned at the rate of 1 1/4 days for each month in which the
employee is in a paid status for more than one-half the working days in the
month and is regularly employed for five days per week, eight hours a day.
Regular employees who work less than eight hours a day shall earn vacation
prorated for each month of paid employment as per the following:
Hours Worked
8
7
6
5
4
3
2
1
Amount Earned Monthly
10 hours
8 hours and 45 minutes
5 hours
1 hour and 15 minutes
Employees who follow a school calendar (i.e., bus drivers, educational sign
language interpreters, project liaisons, site facilitators, bilingual schoolcommunity liaisons, instructional assistants, custodians, etc.) will have their
vacation pay included in their monthly salary rather than it being available to
use.
A longevity benefit of one additional vacation day per each five-year period of
continuous employment shall be granted to permanent full-time and
permanent part-time calendar year classified employees up to a maximum of
five additional days per year. The effective date shall be based on the
anniversary date of the employee.
Employees are required to submit requests for vacation leave on the
Department “Absence from Duties Form.” Vacation requests shall be preapproved by the employee’s supervisor and superintendent. (BP 4266.1)
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BENEFITS AND SERVICES
The Tehama County Department of Education strives to provide a competitive
package of employee benefit programs for its eligible employees. Benefits may
differ by class and/or union bargaining unit. Benefit programs are outlined
below, however, complete and official details of insurance and payroll plans
can be obtained from Human Resource Services.
Health Benefits
Employees who are eligible for benefits, but work less than full-time, can elect to
participate with an additional out-of–pocket cost. Employees must work a
minimum of 20 hours per week to be eligible. The employer contribution to parttime employees is proportionate to the number of hours and days worked in
relation to full-time equivalent (FTE). All full-time (8 hours per day/12 months per
year) or 1 FTE eligible employees are required to participate in the health benefit
programs as designated by their unit or group as follows:
Office Technical Unit (OTU) members
Medical Insurance
Dental Insurance
Life Insurance
Vision Insurance (available as of July 1, 2009—must enroll during the open
enrollment period of April 15-May 15, 2009)
California School Employees Association (CSEA) members
Medical Insurance
Dental Insurance
Life Insurance
Vision Insurance
Tehama County Certificated Employees Organization (TCCEO) members
Medical Insurance
Dental Insurance
Life Insurance
Vision Insurance
Management Staff (Certificated and Classified)
Medical Insurance
Dental Insurance
Life Insurance
Vision Insurance
Initial enrollments for all plans take place at the time of hire, within 30 days.
Medical, dental, and vision insurances have a yearly open enrollment period of
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April 15-May 15 during which an employee selects the plan option for an
effective date of July 1. Employees selecting medical insurance must also
participate in the dental insurance. Vision insurance or life insurance may be
selected independently of the others.
The deductible year for all plans is January 1 through December 31.
For information on eligibility, participation requirements, benefits designs, cost,
and employer/employee contributions, please contact Human Resource
Services.
Medical Insurance
Tri-County Schools Insurance Group (TCSIG) is the district's plan administrator for
our medical insurance. Tri-County Schools Insurance Group is a non-profit, joint
powers authority working to the mutual advantage of employers and
employees by providing each district, county office of education or other public
entity health care options, while maintaining the most comprehensive and
affordable health care coverage available. Their contact information is as
follows:
Tri-County Schools Insurance Group (TCSIG)
1445 Butte House Road, Suite A
Yuba City, CA 95993
(530) 822-5299 or (866) 822-5299
www.tcsig.com
To enroll, eligible employees are required to complete an enrollment form and
submit it to Human Resource Services within 30 days of hire or within the
enrollment period, normally mid-April to mid-May. Late enrollments will not be
accepted. If enrolling dependents, the following documentation is required to
be submitted with all enrollments:

A copy of the marriage certificate is required for all new spouses of
current employees and at the time of hire for spouses of new employees.

A copy of the Declaration of Domestic Partnership filed with the state will
be required for all new domestic partners of current employees and at
the time of hire for domestic partners of new employees.

A copy of the birth certificate will be required for all newborns of current
employees and at the time of hire for all dependents under the age of 19
for new employees.

Proof of student status or IRS dependency will be required for all
dependents, ages 19-25, of new hires and current employees.
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Employee Handbook
The processing of claims for benefits under the terms of the health care plan is
provided through a company contracted by TCSIG and is the designated
claims administrator. Our claims administrator is:
Delta Health Systems
1234 West Oak Street
P.O. Box 1147
Stockton, CA 95201-1147
(800) 422-6099 or (800) 464-7627
For information regarding our employee health care plan, please consult the
Plan Document, provided upon enrollment, for complete details.
If you are having a problem with a referral or with getting a claim paid you
should contact TCSIG with the following information:
1.
Social security number
2.
Date of service
3.
Amount of claim
4.
Nature of problem
5.
Name of doctor or provider
If the problem is still not resolved to your satisfaction, please call Human
Resource Services at 528-7334.
Dental Insurance
Tri-County Schools Insurance Group (TCSIG) is the district's plan administrator for
our dental insurance. Tri-County Schools Insurance Group is a non-profit, joint
powers authority working to the mutual advantage of employers and
employees by providing each district, county office of education or other public
entity health care options, while maintaining the most comprehensive and
affordable health care coverage available. Their contact information is as
follows:
Tri-County Schools Insurance Group (TCSIG)
1445 Butte House Road, Suite A
Yuba City, CA 95993
(530) 822-5299 or (866) 822-5299
www.tcsig.com
TCDE employees working full-time (and their eligible dependents) are provided
with dental insurance coverage under Delta Dental PPO. Annual maximum
benefits renew every January. It is advantageous to go to a participating
provider.
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Employee Handbook
Under the Delta Dental PPO, Delta pays 70 percent of the approved fees for
covered diagnostic, preventive, basic, cast and crown benefits during the first
year you are eligible. This percentage will increase 10 percent each year (to a
maximum of 100 percent) for each enrollee, provided that person visits the
dentist at least once during the year. If any enrollee does not use the program
during a calendar year, the percentage remains at the level reached the
previous year. If an enrollee becomes ineligible for benefits and later regains
eligibility, the percentage will drop back to 70 percent. If you are thinking about
having extensive dental work, Delta Dental will provide a predetermination to its
enrollees free of charge.
In addition, there is an additional $250 to the annual benefit when you use the
services of a Delta DPO/PPO dentist. For an example, if you have an annual
maximum of $2,000 you have an additional $250 to use above your annual
maximum, if you use a Delta DPO/PPO dentist. Annual maximums are as follows:
EMPLOYEE GROUP
YEARLY MAXIMUM
Office Technical Unit
$1,000
California School Employees Association (CSEA)
$1,500
Tehama County Certificated Employees
Organization & Management
$2,000
Additionally, all plans include orthodontics at $1000.00 per person lifetime
A plan document will be provided to you upon enrollment or you can go to
www.TCSIG.com to view it on the web.
The processing of claims for benefits under the terms of the health care plan is
provided through a company contracted by TCSIG and is the designated
claims administrator. Our claims administrator is:
Delta Dental Plan of California
P.O. Box 7736
San Francisco, CA 94120
(888) 335-8227
www.deltadentalca.org
To contact Customer Service for claim and benefit inquiries, you may call tollfree 1-866-499-3001 (Monday through Friday from 5 a.m. to 6:00 p.m.), or visit
their website at www.deltadentalins.com. At this website, an enrollee may
check benefits and eligibility; print a customized ID card; find a nearby dentist or
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Employee Handbook
check to see if their dentist is a Delta dentist; get answers to frequently asked
questions, etc. The Delta Dental Online Customer Service number for northern
California is 1-800-765-6003
Vision
TCOE employees working full-time (and their eligible dependents) are provided
with vision care coverage under Vision Service Plan (VSP). VSP provides a full
coverage vision plan that covers one examination every 12 months and a pair
of glasses or contacts every 24 months. A $10.00 co-pay for the examination
and set allowances for frames and lenses apply. If you choose to see a
participating provider, the co-pay is $10 per office visit. If you choose to see a
non-participating provider, the cost will be greater.
For customer service, or to find a VSP network doctor, go to www.vsp.com, or
call 1-800-877-7195.
Life Insurance
TCDE employees, regardless of working part-time or full-time, are eligible to
purchase term life insurance through Reliance Standard in the amount of
$50,000. This coverage will be terminated on the last day of the month in which
the employee resigns or is terminated, however, it may be continued at the
individual's expense if converted to an individual policy.
Section 125—Medical Reimbursement/Dependent Care Expense
TCDE offers optional benefits which meet the requirements of Section 125 of the
Internal Revenue Service code. Under the plan, employees may pay for
dependent care costs, unreimbursed medical expenses, purchase term life and
disability insurance with pre-tax dollars. New employees must enroll within 30
days of employment and existing employees are eligible to enroll during open
enrollment each year (generally in August for an effective date of September
1.) http://www.af-group.com
Disability Insurance
TCDE makes available a voluntary plan option to provide income protection for
wages lost because of a disability that was not caused at work through the
American Fidelity Assurance Company. TCDE employees are not covered
under State Disability Insurance as administered through the Employment
Development Department. Employees may at their own expense purchase an
income protection plan through the American Fidelity Assurance Company.
Please contact the American Fidelity Assurance Company at (800) 365-8306 or
http://www.af-group.com for more information or Human Resource Services.
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Employee Handbook
Tax Sheltered Annuities—403(b) and/or 457 Plans
TCDE offers optional deferred compensation programs for employees which
meet the requirements of section 403(b) and 457 of the Internal Revenue
Service code. Under these plans, employees can set aside certain amounts of
money each pay period through payroll deductions. Under both plans, the
participant reduces the amount of current income taxes while saving for
retirement. Participants generally do not pay income tax on these funds until
they are withdrawn and interest earned is also not taxed until withdrawal.
Certain withdrawal restrictions apply. Generally, these funds may not be
withdrawn until the employee attains age 59 1/2. These deferred compensation
programs are administered for TCDE by Envoy Plan Services. For more
information, visit Envoy Plan Services on the web at the address below:
http://www.envoyplanservices.com/client.asp?client=teh.
INDUSTRIAL ACCIDENT
(Workers’ Compensation)
TCDE carries insurance to cover the cost of work-incurred injury or illness. Benefits help
pay for your medical treatment and part if any income you may lose while recovering.
Specific benefits are prescribed by law depending on the circumstance of each case.
To be assured of maximum coverage, work-related accidents must be reported
immediately to your supervisor and to the Human Resource Services Department within
24 hours. The employee must complete an “Employee’s Incident Report” Department
will initiate the appropriate paperwork and file a claim in a timely manner. The
employee will then be directed to go, with the appropriate form, to their personal
physician (if pre-designation physician form is on file) or to Lassen Medical GroupUrgent Care (TCDE’s MPN). In order to be seen by your personal physician, you must
have a Pre-designated Physician form (available on line) completed and signed by
your physician and on file with the HRS Department. This form must be on file prior to
the accident/injury. A copy of this form, along with information regarding our Medical
Provider Network (MPN) is available on our website or in the HRS Office.
An “Employee’s Incident Report” must be completed and signed and returned the HRS
Department within 24 hours if you are injured in any way even if you do not require the
services of a physician.
Temporary disability checks are to be turned in to the Payroll office. (BP 4262.3, 4343.9)
Fitness Center Corporate Memberships
TCDE currently has corporate memberships at Tehama Family Fitness Center,
Amundson Physical Therapy, and Red Bluff Health and Fitness. Membership
costs and enrollment information is located in the index. If you would like to
enroll in a membership with any of these fitness centers, please use your
identification badge as verification of your employment when you enroll at the
fitness center of your choice.
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CHILD ABUSE AND NEGLECT
REPORTING PROCEDURES
With concern for the total well being of each student, the Tehama County
Department of Education directs employees to report known or suspected
incidences of child abuse in accordance with state law and Tehama County
Department of Education policy. Once a report has been given by telephone,
a written report shall follow with in 36 hours. Telephonic reports shall be made to
Children’s Protective Services at (530) 527-1911 (day) or 1-800-323-7711 (night) or
to the local law enforcement agency. Written reports shall be mailed to
Children’s Protective Services, Tehama County Department of Social Services,
P.O. Box 1515, Red Bluff, CA 96080. Tehama County Department of Education
employees shall cooperate with the child protective agencies responsible for
reporting, investigating, and prosecuting cases of child abuse. (BP 5215)
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CONFIDENTIALITY
Unauthorized Release of Confidential/Privileged Information
The County Superintendent, administration, and staff shall maintain the integrity
of all confidential records. Information and records pertaining to closed
sessions, negotiations, individual students, and department staff are not subject
to public disclosure under Government Code 6265-6260.
Any employee who willfully releases confidential/privileged information about
students, staff, or any topic properly confined to a closed session shall be subject
to disciplinary action up to and including dismissal from service.
Any employee who willingly and for monetary gain uses or discloses
confidential/privileged information as defined in Government Code 1098 is
guilty of a misdemeanor.
Any action by an employee that inadvertently or carelessly results in the release
of confidential/privileged information shall be recorded, and the record shall be
placed in the employee’s personnel file.
Depending on the circumstances, the Superintendent or designee may deny
the employee access to such information and shall take any steps necessary to
prevent any further unauthorized release of such information.
Beyond these legal limitations, the nature of our organization implies that
employees often have access to information about students, school districts,
school district employees, or other TCDE employees that may be sensitive in
nature. Information that you have access to in the course of your job should
never be released without the approval of the Superintendent.
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DAYS AND HOURS OF WORK
A calendar for this school year is included in the handbook and will be replaced
annually. All of the holidays are shown. Employees who work at school sites will
follow the calendars of those school districts.
As an employee of the Tehama County Department of Education you are
expected to be punctual and regular in attendance. Punctuality and regular
attendance are essential to the proper operation of any business. These also
help you to establish a good working reputation and add to your opportunity for
advancement. Please report all absences, tardiness, or changes in work
schedules, as soon as possible, to your supervisor and the office manager. An
Absence from Duties form will need to be filled out whenever you are absent
from the office.
Normal working hours for the Tehama County Department of Education are 8:00
a.m. to 5:00 p.m. with a one-hour lunch period and two 15 minute relief breaks
for full-time employees. Any schedule different from the above must be
approved by the employee’s supervisor and superintendent and reported to
the office manager. Certain departments and individuals may work different
hours because of the nature of their duties. Department supervisors will
determine exact working hours, lunch, and relief breaks.
It is the responsibility of each department supervisor or director to ensure that
Department procedures are followed.
Lunch and Relief Breaks
Eight-hour office employees are allowed a one-hour lunch period. Unless
approved by the employee’s supervisor, the superintendent or designee,
employees are not to take less than an hour for lunch in order to leave work
early. On special circumstances, up to one-half hour of a full one-hour lunch
period may be used to make up tardiness on the same working day. You may
not make up time the next day, later in the week, or on the weekend.
Eight-hour office employees shall take a 15-minute relief break in the morning
and afternoon, but will not add such time to their lunch period or skip to leave
work early. Employees are strongly encouraged to take their breaks and bear
the responsibility of ensuring that they occur. Employees should remain on
department premises during breaks, if the need to leave the department
premises during your break arises, you most notify your supervisor of your intent
to do so. We realize that occasionally things come up and need to be taken
care of during the workday. Please limit using your breaks for personal errands.
Relief breaks will not be used to make up for tardiness.
19
Employee Handbook
20
Employee Handbook
DRESS AND PERSONAL APPEARANCE
Employees are expected to maintain an appropriate appearance that is
businesslike, neat and clean, and safety compliant as determined by the
requirements of the work area. Just as overall attitude and work competency
contribute to a productive working environment, so do appropriate dress and
grooming.
It is expected that office staff, during work hours, wear clothing that
demonstrates their high regard for education and presents an image consistent
with their job responsibilities. Office dress must be in compliance with board
policy.
School site staff are expected to follow the dress code of the school site to
which they are assigned. Generally, no clothing that is torn or tattered,
revealing or provocative, or displays inappropriate advertising logos or writing,
should be worn. Unsafe footwear such as open-toed sandals, thongs or flip
flops, or strapless sandals should not be worn to work with children at school
sites. Footwear, along with clothing, should be appropriate to the type of work
that you are expected to perform.
A complete list of appropriate and/or inappropriate office attire would be
impossible to write, please use your best judgment when getting dressed for
work. Any questions regarding appropriate dress should be directed to your
supervisor. (BP 4119.22)
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Employee Handbook
DRUG FREE WORKPLACE
It is the policy of the Tehama County Department of Education to maintain a
drug-free workplace. The Department seeks to ensure all employees are free
from the effects of drug use during working hours, and that drugs are not
permitted on Department premises. A drug-free workplace is essential to
maintaining the safety and efficiency of Department operations and the health
and safety of employees, students, and the public.
Smoking is prohibited by employees and the public throughout Tehama County
Department of Education facilities and on Tehama County Department of
Education property. Smoking will not be permitted in any work areas, including
private offices, rest rooms, conference rooms, meeting rooms, lobbies, or on
TCDE property and grounds. Smoking is also prohibited in Tehama County
Department of Education vehicles. (BP 3513.3, 4020)
22
Employee Handbook
EMPLOYMENT
Nondiscrimination in Employment
The Tehama County Department of Education is an affirmative action/equal
opportunity employer and does not discriminate on the basis of age, sex, ethnic
origin, or disability.
Probationary Period
CSEA & OTU Employees
The first six months of your employment will be a probationary period. At
the discretion of the Superintendent, your probationary period may be
extended for up to one year. It is in the Department’s and your best
interest to have an initial period of employment in which you have the
opportunity to appraise the Department and your job and the
Department has a similar opportunity to appraise your job performance.
You will receive two evaluations during this six-month period. Following
two successful evaluations and the recommendation of your supervisor,
you will be granted permanent status.
Classified Confidential/Management Employees
The first year of your employment will be a probationary period. It is in the
Department’s and your best interest to have an initial period of
employment in which you have the opportunity to appraise the
Department and your job and the Department has a similar opportunity
to appraise your job performance. Following the successful completion of
your probationary period and the recommendation of your supervisor,
you will be granted permanent status.
Certificated Employees
Since the Department has an average daily attendance of students that
is less than 250, permanent status or tenure, is not granted to certificated
employees. Therefore, you are classified as a probationary employee of
the Department.
23
Employee Handbook
FORMS
Monthly Mileage Form
This form is used to report incidental mileage incurred in your own vehicle in the
performance of Department duties.
Mileage between schools and the
Department will be reimbursed based on the Department’s mileage chart. Do
not use the mileage form to report mileage incurred while traveling to and from
conferences. This needs to be claimed on the Claim for Travel Reimbursement
form. The monthly mileage form should be turned in on a monthly basis.
Requisition
The requisition form is used to order supplies, to request payment for personal
expenses not related to travel, and to request payment for services or
equipment provided by vendors. It should not be used to request payment for
contractors or personnel.
24
Employee Handbook
IMC PROCEDURES FOR DEPARTMENT EMPLOYEES
All Department employees are welcome to use the Library/Media Center to
check out books and media materials for personal or professional use. All
employees are assigned a patron ID number before materials can be checked
out. Items reserved for a workshop, conference, etc., may be checked out to
the department supervisor or any department staff member.
Books and Magazines
Description: Books for K-8 students, professional resource books, books in
Spanish, magazines and professional periodicals.
Length of Check Out: Books are checked out for four weeks. Magazines are
checked out for one week. The Media Center is more lenient in its book return
policy. Patrons are encouraged to return items in a timely manner, but books
may be kept a few days past their due date if needed. If a book is requested
by another patron prior to the date due, the employee who has the book
checked out may be contacted to determine if the item can be returned
earlier.
Delivery and Pick Up: If an item is reserved for an employee working in-house the
item will be waiting at the media desk. Please return the item to the Media
Center on the date due. If an employee works off-site or needs an item for use
at a school site, IMC delivery can deliver and pick up the item. When reserving
items, please specify to which school materials are to be delivered. (Please
refer to the IMC delivery schedule for school site delivery days.)
Equipment
Description: Chart racks, overhead projectors, LCD projector, TV/VCR units,
projection screens, slide projectors, power bars, lecterns, CD/cassette players,
and other items.
Length of Check Out: Equipment is checked out only for the time needed due
to the high demand for certain items. Items need to be returned on the date
due. If an item is needed for a longer period of time, please contact the Media
Center to request an extension as soon as possible. Likewise, if an item is not
needed, please phone canceling the item’s reserved status. Helpful Hint:
Reserve equipment as soon as an event date is scheduled.
Delivery and Pickup: Equipment to be used in-house is kept in the Media Center
until picked up. Please return equipment to the Media Center after it is used.
Equipment going to outside agencies or school sites is not delivered by AV
25
Employee Handbook
delivery.
Heavy or larger equipment may require assistance from the
Maintenance Department for pick up or delivery.
Outside Agency Usage: The Media Center allows outside agencies to use
equipment except LCD projector. If an employee chooses to check out the
equipment for an outside agency (i.e. service organizations, local churches,
etc.) that employee will be held responsible for any damages, losses, or lates. It
is wise to have the outside agency representative check out equipment
directly.
Other Media Materials
Description: Media materials include videos, CD-ROM’s, professional videos,
posters, models and other materials. For our employees only, we have a series
of training videos on computer programs (Word, PageMaker, Excel, FileMaker,
etc.).
Length of Check Out: Videos for personal use are usually checked out for one
week. Other items, including training videos, may be checked out for as long a
period as an employee needs the item (within reason). Please return them by
the date due. As with equipment use, please ask for an extension if an item is
needed longer, or cancel the reservation as soon as possible if it is no longer
needed.
Delivery and Pick Up: If an item is reserved for an employee working in-house the
item will be waiting at the media desk. Please return the item to the Media
Center on the date due. If an employee works off-site or needs an item for use
at a school site, IMC delivery can deliver and pick up the item. When reserving
items, please specify to which school materials are to be delivered. (Please
refer to the IMC delivery schedule for school site delivery days.)
Shipping Room Procedures
Incoming Packages: Items received from UPS, Office Depot, FedEx, etc., are
recorded in a log each day. Usually a member of the business department
checks all packages and routes them throughout the office each afternoon. If
you need to take a package from the shipping room, please let someone in the
Media Center know. The IMC staff needs to log in the package and note who
received it before it leaves the shipping room.
Outgoing UPS Packages: Outgoing packages are picked up each day at
approximately 1:00 p.m. Please follow this procedure to insure your package
gets picked up on the day you desire:
1.
Weigh your package (scale in the Shipping/Receiving room).
26
Employee Handbook
2.
3.
Complete UPS Job Sheet and tape to package. Please complete
one for each package being sent.
Take to IMC Assistant's desk.
Boxes
Packing boxes are available from the Media Center for your use. Also, if your
department has any boxes that are not needed, please bring them to the
Media Center so that others may use them as the need arises.
Reserving the Library
Please make arrangements with the IMC staff to use the Library for meetings as
soon as you know of the potential need. A reservation will then be made for the
day and time you specify. If the Library is not reserved, it may be used on a firstcome first-served basis after checking with IMC staff.
NOTE: We do not have staff available to supervise children in the library. Please
do not encourage people attending meetings in our office to leave their
children unattended in the library. Thank You!
Reserving Satellite Downlink
Please make arrangements with the IMC staff at least seven days in advance
for a Satellite Program Downlink. Programs may be recorded and/or broadcast
live to one of the Conference Rooms (PDC or A). Reservations for the rooms
must be made with the Receptionist. A Satellite Program Reservation Form must
be completed seven days prior to the date of the downlink. Forms are available
on the TCDE website.
Laminating
Laminating is done throughout the week. Please bring your items to be
laminated along with a completed Laminating Job Sheet to the IMC.
Laminated items may be picked up upon completion.
Purchasing Books/Media
The library can assist your department with purchasing books or media, often at
a discount, for your programs/teachers. Give us a call to find out more.
27
Employee Handbook
MISCELLANEOUS PROCEDURES
Mail
Labeled baskets are available in the workroom for outgoing mail. Mail goes to
the post office at 2:00 p.m. each day. A postage allocation sheet shall be
attached to each department’s/project’s mail giving the account code for said
department/project. Mail not having a postage allocation sheet attached will
not be mailed until a form is attached.
Incoming mail is sorted and placed in the individual mailboxes behind the door
in the workroom. You may also distribute intra-department mail to those boxes.
Delivery to Schools
The Department delivers Audio Visual/Media materials to schools throughout the
County. You may add mail and other items for delivery by placing them in the
appropriate location boxes in the room adjacent to the media center office.
An A/V delivery schedule is located in the index.
Supplies
Limited supplies are available in the workroom.
(Example:
file folders,
envelopes, letterhead, Kleenex tissue, adding machine tape). Employees may
use these supplies necessary for their Department’s functioning. The amount
taken, your department/project, and your department’s/project’s budget code
needs to be written on the sheet on the outside of the cabinet from which you
took the item.
28
Employee Handbook
NOTIFICATION OF
MANDATED POLICIES
The Department is required to notify every employee concerning certain laws
and Department policies. This handbook contains these Board Policies,
brochures, or information that we are required to share with you. We ask that
you read these policies and complete the sign-off forms located in the front
pocket of the handbook.
In some cases, notification must include two parts:
1.
Each employee must receive copies of the Department policies
addressing certain laws.
2.
Each employee must receive training in the implementation of those laws.
For this reason, you will also need to view the video presentation (the tape is
available from the Human Resources office) on these topics and complete the
sign-off page and return it to the Human Resources office.
This notification is a legal requirement that is checked by the auditors who
review certain personnel practices as part of the annual audit.
Topics included in this handbook are as follows:
•Drug, Alcohol, and Tobacco Free Workplace
•Evaluation (certificated)
•Government Pension Offset
•Hepatitis Immunization
•Initial COBRA Notification
•Mandated Reporter (Child Abuse & Neglect)
•Nondiscrimination
•Safety—
Accident Prevention Program
Environmental Safety
Emergencies and Disaster Preparedness Plan
Hazardous Substance Communication Program
Industrial Accident Reporting
Worker’s Compensation
Working Conditions
•Sexual Harassment
•State Disability Insurance
•Windfall Elimination Provision
29
Employee Handbook
PERSONNEL FILES
The personnel file of each employee shall be maintained in the Human
Resources office of the Tehama County Department of Education. Any
information or documentation kept by a supervisor of any employee that is used
for disciplinary action shall not contain any information that is not in the
employee’s personnel file.
Personnel files shall be maintained and stored in such a manner as to provide
maximum security and confidentiality. You have a right to inspect certain
documents in your personnel file, as provided by law, in the presence of the
Human Resources staff, at a mutually convenient time. The personnel files shall
be available only to the employee and those who must use the information for
official purposes as determined by the Superintendent.
Any request for information from personnel files must be directed to the Human
Resources staff. Only the Human Resources staff is authorized to release
information about current or former employees.
Disclosure of personnel
information to outside sources will be limited and controlled by state and
federal law. However, the Department will cooperate with requests from
authorized law enforcement or local, state or federal agencies conducting
official investigations.
Addresses, telephone numbers and other personal information regarding
employees shall not be disclosed to the general public. (BP 4113, 4321.3)
30
Employee Handbook
REFERENCES
All requests for references must be directed to Human Resources Services. No
manager, supervisor, or employee is authorized to provide references for current
or former employees in behalf of the Department unless it is a personal
reference in which case the reference must not be done on official Department
stationery or letterhead or reference the giver’s title or connection to the
Department.
31
Employee Handbook
SAFETY
A safe and healthful working environment is essential to the employees of TCDE.
We will observe the safety laws of the governments within whose jurisdictions we
operate and no one will knowingly be required to work in any unsafe manner.
Safety is every employee’s responsibility, and all employees are expected to do
everything reasonable and necessary to keep TCDE a safe place to work. To
this end, we have developed an Injury and Illness Prevention Program and
adopted policy to address environment and safety issues. The IIPP and policy
book are available in Human Resources Services.
We have included
information regarding workplace safety and other pertinent information. Please
read this information carefully and become familiar with it. (BP 3514, 3514.1,
3516, 4343.1, 4343.2, 4380)
32
Employee Handbook
SEXUAL HARASSMENT
The Tehama County Department of Education is committed to providing a work
environment free of unlawful harassment. Department policy prohibits sexual
harassment and discrimination because of race, gender, religious creed, color,
national origin or ancestry, physical or mental disability, medical condition,
marital status, age, sexual orientation or any other basis protected by federal,
state or local law or ordinance or regulation. The Department’s anti-harassment
and discrimination policy applies to all persons involved in the operation of the
Department and prohibits unlawful harassment by any employee of the
Department including supervisors, co-workers, and management personnel.
Any employee who witnesses or is the victim of an incident of harassment has a
responsibility to report it to an appropriate supervisor, i.e., the harasser’s
supervisor or their own supervisor.
Complaints of harassment can be filed in accordance with board policy. (BP
4119.11, 4219.11, 4319.11)
33
Employee Handbook
TRAVEL AND CONFERENCE
The purpose of a Travel Purchase Order (TPO) is to request permission to travel
and to ensure liability coverage, to determine that travel is within the budget,
and to provide feedback to the employee that travel has been approved. It is
important that requests are submitted on a timely basis to allow for approval,
registration, reservations, etc. When requesting a cash advance, the TPO must
be submitted 15 days in advance.
Actual and necessary travel expenses to meetings, conferences or workshops,
with prior approval by the Superintendent or designee, shall be paid.
(registration, meals, hotel or motel, transportation/mileage, miscellaneous
expenses).
Program Managers are responsible for determining that the travel is appropriate
and within the budget (or submit a budget revision). Employees who make their
own reservations prior to approval are responsible for cost or expenses if not
approved.
Notes:
A TPO is not required for Regional Projects within the region when there
are no expenses.
Requests for 3 or more days or for more than 3 persons to the same
conference or activity, must be approved by the Superintendent.
Travel out of state must be approved by the Superintendent.
A request to attend a meeting, conference, or workshop should be submitted to
your supervisor on a Request for Approval for Conference, Workshop or Meeting
form (TPO 2214 A). If approved by your supervisor prior to travel, a TPO will be
signed by the originator and by the Program Manager. TPO’s for Program
Managers will be approved by the Cabinet-level staff responsible for the
program. Then it will be submitted to the Coordinator of Internal Business
Services to confirm the account code(s) and the Office Manager for
emergency documentation, i.e., liability coverage.
Upon return from travel a Claim for Reimbursement form (2214 B) shall be
itemized and signed by the employee and by the Program Manager and/or the
Cabinet-level staff responsible for the program. Then it will be submitted to the
Coordinator of Internal Business Services to confirm the account code(s). The
form is then submitted to the business department.
34
Employee Handbook
Board members, the Superintendent, or employees on travel status during meal
periods and out of the county may claim meal expenses on a per diem basis
according to the following schedule:
a.
b.
c.
Breakfast
Lunch
Dinner
$7.00
$10.00
$18.00
Meal expenses exceeding the above-allowed amounts will be the employee’s
responsibility. Designated high cost areas will be reimbursed at 120% of the
above amounts or according to the schedule referenced in the policy.
Designated high cost areas are listed in the policy.
Acceptable meal timelines are as follows:
a.
Breakfast - Will be reimbursed only on a trip that began on a previous day
b.
Lunch - Leave before 11:00 a.m. and return after 1:30 p.m.
c.
Dinner - Leave before 5:00 p.m. and return after 7:00 p.m.
(BP 2214)
35
Employee Handbook
WAGES
Payment of Wages
Department employees are paid once a month on the last working day of the
month. In order to receive a paycheck, classified, non-exempt employees are
required to submit a time sheet signed by the appropriate supervisor. Time
sheets are due in the payroll office on the last working day of the month. Any
additional pay will be paid to the employee at the next regular pay period.
Payroll deductions will include statutory requirements such as federal and state
income taxes, retirement contributions (STRS or PERS), the employee’s
contribution to health and dental insurance premiums, and voluntary
deductions such as Tax Sheltered Annuities. Neither Social Security nor State
Disability is deducted from TCDE employees’ checks.
Overtime
Overtime work shall be performed only upon prior authorization of the
employee’s supervisor and the superintendent or designee. The “Request for
Overtime Authorization” form shall be filled out and submitted to the
employee’s supervisor prior to the work being performed. Any overtime worked
without prior approval will not be approved unless there is substantial reason to
believe that it could not be avoided. A copy of the “Request for Overtime
Authorization” form shall be attached to the employee’s time sheet at the end
of each month.
Hours worked in excess of 40 hours in one workweek will be treated as overtime.
Overtime is paid at time and one-half. Employees whose workday is less than
eight hours will be paid for additional hours worked up to eight hours at the
usual hourly rate. Overtime is paid as it is earned at the end of each month.
Employees who wish to use earned overtime as compensated time off (CTO) will
need to indicate on the Request for Overtime Authorization form their intent to
accrue CTO rather than receive compensation. Any CTO earned over 40 hours
will be paid. Each fiscal year unused CTO will be paid.
Exempt employees may have to work hours beyond their normal schedule as
work demands require. No overtime compensation will be paid to exempt
employees.
36
Employee Handbook
INDEX
The index is comprised of information that supports the handbook. Copies of
actual policies, handouts, forms, etc. that are referenced in the handbook are
included in this index for your reference. The forms included are for reference
purposes only. Please obtain actual forms from the forms closet in the work
room or from the Human Resources office. Policies are updated periodically,
you may wish to check with Human Resources for updates if necessary.
37
2009-2010 Calendar
2009
July
22 work days
M
T
W
Th
F
6
13
20
27
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
2010
January
19 work days
February
August
21 work days
September
21 work days
October
22 work days
November
18 work days
December
20 work days
3
10
17
24
31
7
14
21
28
4
11
18
25
5
12
19
26
6
13
20
27
7
14
21
28
1
8
15
22
29
2
9*
16
23
30
3
10
17
24
4
11
18
25
5
12
19
26
6
13
20
27
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
4
11
18
25
5
12
19
26
6
13
20
27
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
4
11
18
25
7
14
21
28
Local Holiday
2
9
16
23
30
18 work days
March
23 work days
April
22 work days
May
20 work days
June
22 work days
M
T
W
Th
F
4
11
18
25
5
12
19
26
6
13
20
27
7
14
21
28
1
8
15
22
29
1
8
15
22
2
9
16
23
3
10
17
24
4
11
18
25
5
12
19
26
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
4
11
18
25
5
12
19
26
5
12
19
26
6
13
20
27
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
4
11
18
25
5
12
19
26
6
13
20
27
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
4
11
18
25
7
14
21
28
248 work days
Legal Holiday
Department employees who follow school site calendars (i.e., teachers, DIS staff, instructional assistants, bus
drivers, preschool staff, SERRF staff, etc.) shall comply with those calendars.
*California Admission Day (floating holiday) actual day of observance determined by eligible classified employees
with Department approval (E.C. 45206.5).
Reeds Creek
R.B. High D.O.
R.B. High School
R.B. Elem. D.O.
Rancho Tehama
Los Molinos H.S.
Los Molinos Elem.
Juvenile Hall
Jackson Heights
Corning H.S.
Corning Elem. D.O.
2
41
21
25
19
2
1
1
7
20
1
24
2
20
20
23
4
38
23
22
22
4
3
3
10
21
3
26
4
22
20
8
10
3
2
10
10
1
3
6
3
21
20
23
22
27
26
23
22
21
20
21
23
27
23
21
1
1
41
43
47
40
39
22
21
22
17
18
15
18
17
36
35
36
56
34
36
40
30
32
15
14
15
7
49
10
12
16
12
10
11
11
11
31
25
24
1
3
9
2
1
20
20
20
38
18
31
9
1
3
9
3
1
22
21
22
40
18
33
11
1
26
28
32
28
26
5
5
5
26
41
19
16
25
27
11
8
18
10
11
23
24
23
45
27
38
15
10
12
16
17
14
24
16
17
17
18
17
39
33
32
9
16
18
22
6
17
14
24
16
17
17
18
17
39
33
32
9
16
18
22
6
1
30
27
36
29
30
50
49
50
68
45
61
39
29
31
54
35
41
41
21
23
27
23
21
1
1
1
22
36
15
11
20
22
5
23
17
17
50
2
4
10
4
2
19
18
19
37
19
30
8
1
3
24
11
17
17
32
19
42
38
48
40
41
61
60
61
82
57
75
50
40
42
65
46
52
52
32
61
43
21
23
29
23
21
1
1
1
22
37
15
11
20
22
5
23
17
17
50
1
19
61
25
22
32
25
25
45
44
45
63
41
56
34
24
26
49
30
36
36
16
45
26
20
45
19
22
29
22
19
23
25
23
26
30
12
15
39
18
27
46
40
40
69
23
38
83
23
64
2
4
10
4
2
19
18
19
37
19
30
8
1
3
25
12
18
18
32
19
1
43
19
27
38
1
3
8
3
1
21
20
21
41
17
34
10
1
1
26
11
17
17
30
21
2
41
21
25
42
Woodson
21
27
West Street
30
14
Vista
17
14
Vina
17
8
Salisbury
11
Richfield
26
28
Plum Valley
1
3
Olive View
1
3
Mineral
10
12
Metteer
34
36
Maywood
17
18
Manton
41
43
Gerber
21
23
Flournoy
20
22
Evergreen
21
23
Elkins
1
3
Centennial
3
2
Bidwell
8
10
Berrendos
Lassen View
3
3
Kirkwood
County Office
Antelope
Bend
Berrendos
Bidwell
Centennial
Corning Elem. D.O.
Corning H.S.
Elkins
Evergreen
Flournoy
Gerber
Jackson Heights
Juvenile Hall
Kirkwood
Lassen View
Los Molinos Elem.
Los Molinos H.S.
Manton
Maywood
Metteer
Mineral
Olive View
Plum Valley
Rancho Tehama
R.B. Elem. D.O.
R.B. High School
R.B. High D.O.
Reeds Creek
Richfield
Salisbury
Vina
Vista
West Street
Woodson
Bend
Revised 8/6/09
Antelope
Tehama
County Schools
County Office
MILEAGE
CHART
6
27
26
27
47
15
40
16
9
9
32
18
24
24
36
27
10
48
29
32
29
10
8
8
15
24
8
30
10
27
27
3
23
22
23
40
18
30
12
2
3
28
10
16
16
29
23
4
40
23
25
22
4
3
3
10
21
3
26
4
22
20
21
20
21
39
17
32
10
1
1
26
11
17
17
30
21
2
41
21
25
19
2
1
1
7
18
1
24
2
21
20
1
1
1
22
21
36
35
15
14
11
11
20
20
22
21
5
5
23
24
17
18
17
18
50
49
1
1
19
18
61
60
1
1
45
44
23
25
19
18
21
20
21
20
28
27
5
5
21
20
4
5
19
18
1
0
3
1
22
36
15
11
20
22
5
23
17
17
50
1
19
61
1
45
23
19
21
21
28
5
21
4
19
1
2
56
7
31
38
40
26
45
39
39
68
22
37
82
22
63
26
37
41
41
46
26
41
25
37
21
22
49
25
18
18
41
27
33
33
45
36
19
57
37
41
30
19
17
17
24
33
17
39
19
34
35
24
31
33
19
38
32
32
61
15
30
75
15
56
12
30
34
34
39
19
34
18
30
14
16
9
11
16
15
9
9
39
11
8
50
11
34
15
8
10
10
17
9
10
14
8
11
13
1
25
10
16
16
29
20
1
40
20
24
39
1
1
1
8
18
1
23
1
20
20
27
12
18
18
31
22
3
42
22
26
18
3
1
1
6
20
1
25
3
21
20
16
22
22
54
5
24
65
5
49
27
25
26
26
33
10
26
10
26
7
9
6
6
35
23
11
46
23
30
46
12
11
11
18
14
11
13
12
24
23
1
1
41
17
17
52
17
36
40
18
17
17
24
8
17
7
18
18
17
41
17
17
52
17
36
40
18
17
17
24
8
17
7
18
18
17
50
32
32
50
16
69
32
30
30
37
48
30
53
32
49
48
19
61
1
45
23
19
21
21
28
5
21
4
19
1
3
43
19
26
38
1
2
2
9
17
2
22
1
18
17
61
20
83
43
41
41
48
59
41
64
43
60
59
45
23
19
21
21
28
5
21
4
19
1
3
64
27
25
25
32
43
25
48
27
44
43
38
42
42
47
27
42
26
38
22
21
2
2
9
17
2
22
1
18
17
0
8
19
1
24
2
20
19
2
1
3
8
3
1
21
20
21
41
17
34
10
1
1
26
11
17
17
30
21
2
41
21
25
42
2
0
7
10
15
10
7
28
27
28
46
24
39
17
8
6
33
18
24
24
37
28
9
48
28
32
47
9
8
8
8
19
1
24
2
20
19
26
7
31
9
27
26
19
21
24
21
18
5
5
5
26
33
19
9
18
20
10
14
8
8
48
5
17
59
5
43
27
17
19
19
26
1
3
8
3
1
21
20
21
41
17
34
10
1
1
26
11
17
17
30
21
2
41
21
25
42
2
1
1
7
7
17
5
6
24
2
20
19
24
26
30
26
24
4
5
4
25
39
18
14
23
25
10
13
7
7
53
4
22
64
4
48
26
22
24
24
31
7
24
2
4
10
4
2
19
18
19
37
19
30
8
1
3
26
12
18
18
32
19
1
43
19
27
38
1
2
2
9
17
2
22
22
10
12
18
20
22
27
22
21
1
0
1
21
34
14
11
20
21
7
24
18
18
49
1
18
60
1
44
22
18
20
20
27
5
20
10
18
17
20
20
27
20
20
3
1
2
22
35
16
13
20
20
9
23
17
17
48
3
17
59
3
43
21
17
19
19
26
6
19
12
17
19
19
1
1
REQ
REQUISITION FORM
TO:
DATE
VENDOR #
School/Department
VENDOR
Program
Ordered by
This form shall contain all information in detail for the ordering of supplies or equipment.
QUANTITY
ITEMS TO BE REQUISITIONED
Special Instructions:
PRICE
UNIT
Subtotal
Tax
Freight
Total Charges
Approved by
Classification
Department Head
Approved by
Business
Supt/Asst Supt/Principal
Purchase Order Number Assigned
TOTAL
FRAUD POLICY
All employees shall be alert for any
i ndication o f fraud , fi nancial impropriety, or
irregularity wit hin their area of respons ibility. Any employ ee who suspect s fra ud,
impropriety, or irregularity shall immediately report those suspicions to his/her immediate
supervisor and/or the Superintendent or designee.
Fraud i s defi ned as the intentional, false re presentation of concealment of a mater ial
fact for the purpose of inducing another to act upon it to his or her injury.
Individual department staff members are responsible for:
1.
2.
Acting with propriety in the use of department resources and in the handling and
use of department funds whether they are involved with cash, payment systems,
or receipts or dealing with contractors or suppliers; and
Immediately repo rting t o the Su perintendent, or d esignee, if th ey su spect tha t
fraud had been committed or see any suspicious acts or events.
Statement of Attitude
The de partment requ ires all st aff, at all times, t o act with honest y and i ntegrity. The
department is c ommitted to pr otecting a ll revenue, ex penditure, and asset s from an y
attempt to gai n illegal fi nancial or other benefits. Any fraud committed against the
department is a major concern to the department.
Any in vestigative a ctivity r equired w ill be c onducted thoroughly w ithout r egard to th e
suspected wrongdo er’s lengt h of serv ice, po sition/title, o r relati onship to the
department.
The department has created an envi ronment that pr omotes bo th ho nest and ethi cal
behavior from all employees throughout the department.
Actions Constituting Fraud
Fraud is d efined a s a w illful or d eliberate a ct w ith the intention of obta ining an
unauthorized benefi t, such as money or property, by deception or o ther unethi cal
means. All f raudulent a cts or r elated mis conduct are inc luded u nder this pol icy.
Embezzlement, mi sappropriation, and ot her fi nancial irregularities or fi scal w rongdoings
constitute fraud. S pecifically, ac tions c onstituting f raud, a s the ter m is used in th is
administrative regulation, refer to, but are not limited to the following:
• Any dishonest or fraudulent act;
• Forgery or alteration of any document or account belonging to the department;
• Forgery or alteration of a check , bank dr aft, or an y ot her furnit ure, i nventory, o r
any other assets;
• Misappropriation of funds , se curities, suppli es, furnit ure, inventory, or any other
assets;
• Impropriety in the handling or reporting of money or financial transactions;
• Receivi ng bri bes, kickbacks, or secr et commissi ons from suppli ers and
contractors;
• Profiteering a s a r esult o f in sider k nowledge o f de partment in formation o r
activities;
• Disclosing confidential and/or propriety information to outside parties;
• Disclosing investment activities engaged in or contemplated by department;
• The authorization of, or receiving, payment for goods not received or services not
performed;
• Destruction, removal or i nappropriate use of r ecords, furniture, fi xtures, a nd
equipment;
• Submission of exaggerated or wholly fictitious harassment or injury claims;
• Use of department credit car ds for pers onal expenses and claiming them a s
department business expenses;
• Failing to provide financial records to authorized state or local entities;
• Any claim for reimbursement of expenses t hat were n ot made for t he excl usive
benefit of the department;
• Any c omputer r elated a ctivity in volving th e a lteration, d estruction, f orgery, or
manipulation of data for fraudulent purposes;
• Any similar or related inappropriate conduct.
Any in vestigative a ctivity r equired w ill be cond ucted without r egard to th e s uspected
wrongdoer’s emplo yment or non-employment , le ngth of ser vice, positi on/title, an d/or
relationship to the department.
The Superintendent is responsi ble for t aking appropri ate acti on pursuant t o law and
reporting the results of the investigation to the Board. The Superintendent is expected to
protect the confi dentiality of the i nformant if so request ed, ensure t hat an i mpartial
investigation i s done , ensure t hat the r ight to due pro cess o f t he suspe cted person i s
provided, and consult with appropriate legal authorities and law enforcement agencies
when appropriate or there is an indication that a law has been violated.
Reporting Procedures
Under the direction of the Superintendent, great care must be taken in the investigation
of s uspected i mproprieties or wrongdoi ngs so as t o av oid mi staken accusat ions or
alerting suspected individuals that an investigation is underway.
Confidentiality
The department trea ts all information re ceived co nfidentially. Any emp loyee who
suspects dishonest or fraudulent activit y sh ould noti fy t he Assistant Superint endent of
Business Servi ces, t he Assistant Superi ntendent of Human Re sources Se rvices, t he
Associate Superintendent, or t he Superi ntendent immediately, and should not att empt
to personally conduct i nvestigations, i nterviews, or i nterrogations relat ed t o an y
suspected fraudulent act.
Investigation result s shall not be disclosed or di scussed wit h any one other than those
who hav e legiti mate need to know.
This i s cr itically i mportant in order to a void
damaging t he reput ations of persons susp ected but subseq uently foun d innocent of
wrongful conduct, and to protect the department from potential civil liability.
Recovery of the Loss
Appropriate action shall be taken to recover assets lost as a result of fraud. Full recovery
will constitute the value of the benefi t gained by a perpet rator of fraud , and if
appropriate, t he cost of i nvestigation, re covery, or ot her cost s. All re asonable means ,
legally available, may be sought to recover losses.
Legal Action
The department has the right to initiate court proceedings to recover losses or any other
relief legall y av ailable. Decisions to prosecute or refer the investigation res ults to the
appropriate law enforcement and/or re gulatory agencies for independent investigation
shall be made by the Superintendent, in conjunction with senior management and legal
counsel, as appropriate, as shall final decisions on disposition of the case.
Disciplinary Action
Employees found to have committed and/or participated in fraudulent activities, or any
employee who hi ndered or obstructed th e repor ting of a fraud i
nquiry, ma y b e
considered a n ac cessory af ter the f act and may be s ubject to d isciplinary ac tion
and/or discharge, as t he case may be , i n accorda nce wi th personnel poli cies and
Federal regulations. Employees discharged under the policy shall not be reemployed by
the department. (BP #3401)

Employee Handbook - Tehama County Department of Education

Transcription

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