South Conejos School District RE

South Conejos School District RE-10
Personnel Handbook
2014 - 2015
Mission Statement
The South Conejos School District will provide the formal education foundation that capitalizes
on educational opportunities whenever and wherever present and supports informed and
productive student life choices.
Board of Education
Andrew Gurule, President
[email protected]
Felix Gonzales, Vice President
[email protected]
Melton Ruybal, Treasurer
[email protected]
Robert Duran, Secretary
[email protected]
Phillip Trujillo, Member
[email protected]
[Nancy West, Secretary to the Board]
[email protected]
Administration
Jeff Bolinger
Superintendent
[email protected]
Michele Trujillo, Ed.D.
K-8 Principal
[email protected]
Angela Montoya
High School Principal
[email protected]
Athletic Director
Joe Garcia
[email protected]
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Table of Contents
Organizational Structure
4
District Calendar
5
Key Human Resource Policies
6-7
Information for all Employees
8--9
Payroll
10-11
Travel Expense Reimbursement
11
Work Order Systems
11
Information for Licensed Employees
12
Purchasing
13
Fundraising & Donations
14-15
Transportation
16
Acknowledgement of Confidentiality
17
Employee Handbook Receipt
17
Staff Use of the Internet & Electronic Communications
18
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KEY HUMAN RESOURCE POLICIES
All employees are responsible for becoming familiar with and adhering to the provisions of the
“G” policies relating to employment.
The following selection represents only a portion of the district’s policies related to
employment. The complete policy manual can be found on the district’s website. Changing
state laws and regulations, as well as new problems, issues, and needs, give rise to the
continuing need to develop new policies or to revise existing ones.
As new policies or changes to existing policies arise, every effort is made to update the policies
on the district’s website in a timely manner.
South Conejos School District, in cooperation with the Antonito Classroom Teachers
Association, follows a negotiated agreement (see Master Agreement) which dictates many
Licensed Staff personnel benefits and procedures.
Instructional Staff Concerns/Complaints/Grievances
All Employees:
EBAB
EBAB-R
EBBA
EBBA-R
EBBB
EBCA
EDB
EGAD
EGAEA
EID
GBB
GBEA
GBEB
GBEBC
GBED
GBGA
GBGAA
GBGAB
GBGB
GBGD
GBJ
GBJA
GBK
Hazardous Materials
Regulation
Prevention of Disease/ Infection Transmission
Regulation
Accident Reports
Disaster Plans
Maintenance/ Control of Materials and Equipment
Copyright Compliance
Electronic Communication
HIPPA Compliance
Staff Involvement in Decision Making
Staff Ethics/ Conflict of Interest
Staff Conduct
Gifts to and Solicitations by Staff
Tobacco-Free Workplace
Staff Health
Staff Training in Crisis Prevention/ Management
First Aid Training
Staff Personal Security/ Safety
Worker’s Compensation
Personnel Records and Files
Disclosure of Information to Prospective Employers
Instructional Staff Concerns/ Complaints/ Grievances
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Support Staff (Classified) Employees
GDA
GDBA
GDBC
GDBD
GDD
GDE/GDF
GDE/GDF-R
GDG
GDO
GDO-R
GDQB
GDQD
KI
KI-R
Support Staff Positions
Support Staff Salary Schedules
Support Staff Supplementary Pay/Overtime
Support Staff Fringe Benefits
Support Staff Vacations/Holidays
Support Staff Recruiting/Hiring
Regulation
Part-Time/Substitute Staff Employment
Evaluation of Support Staff
Regulation
Resignation of Support Staff
Discipline/Suspension/Dismissal of Support Staff
Visitors to School
Visitors to School--Regulation
Administrative and Instructional Employees:
GCBA
GCBC
GCBD
GCD
GCE/GCF
GCE/GCF-R
GCG/GCGA
GCHA/GCHB
GCI
GCKA
GCKA-R
GCKB
GCOA
GCOA-R
GCOC
GCOC-R
GCOE
GCQC/GCQD
GCQE
GCQF
GCS
Instructional Staff Contracts/Compensation/Salary Schedules
Instructional Staff Supplementary Pay/Overtime
Instructional Staff Fringe Benefits
Administrative Staff Vacations/Holidays
Instructional Staff Recruiting/Hiring
Regulation
Part-Time/Substitute Employment
Mentor Teachers/Administrators
Professional Staff Development
Instruction Staff Assignments and Transfers
Regulation
Administrative Staff Assignments and Transfers
Evaluation of Instructional Staff
Regulation
Evaluation of Administrative Staff
Regulation
Evaluation of Evaluators
Resignation of Instructional and Administrative Staff
Retirement of Instructional Staff
Discipline/Suspension/Dismissal of Instructional Staff
Professional Research and Publishing
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Information for All Employees
The South Conejos School District is an equal opportunity employer. See Policy GBA. Persons
desiring employment or promotional opportunities for all positions must apply through the
District Office. All employment conditions are addressed in the district’s policies.
All employees are responsible for abiding by federal, state, and municipal laws and regulations.
Violations of the law while in the course of performing your job duties or otherwise
representing the District are considered South Conejos School District policy violations.
Standards of Conduct
All employees are expected to work together in a cooperative spirit to serve the best interests
of the students and the district. This includes recognizing and respecting the rights of students,
parents, other employees, and members of the community.
Workplace and Sexual Harassment
It shall be a violation of policy for any member of the district staff to discriminate against
another on the basis of sex or harass another staff member or student through conduct or
communications of a sexual nature. All employees must familiarize themselves with policy GBAA
Sexual Discrimination and Harassment.
Staff Use of the Internet
The District provides Internet access to employees to promote educational excellence and to
facilitate resource sharing, innovation, and communication. Policy GBEE requires all employees
to read, understand, and sign an agreement to abide by guidelines and terms and conditions of
internet use. A signed copy of the completed Annual Acceptable Use Agreement (see policy
GBEE-E) must be provided to your supervisor annually.
Staff Use of Mobile Devices
The use of mobile devices such as cell phones and tablets will be kept to a minimum and not
adversely affect the performance of duties/responsibilities during the work day. Any employee
using said devices excessively in the workplace will be subject to disciplinary action.
Americans with Disabilities Act Section 504: 1973 Rehabilitation Act
No otherwise qualified handicapped individual in the United States shall, solely by reason of
this handicap, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving federal financial assistance. This applies
to those areas covered under the Americans with Disabilities Act and Individuals with
Disabilities Education Act. Any employee who has a disability that may require an
accommodation should notify his/her immediate supervisor.
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Child Abuse and Neglect
Personnel in the South Conejos School District schools and offices shall cooperate to expose, by
early identification, child abuse and neglect and report suspected cases to the proper
authorities. In compliance with South Conejos School District policies JLF, and JLF-R, any school
official or employee who has reasonable cause to know or suspect that a child has been
subjected to abuse or neglect or who has observed the child being subjected to circumstances
or conditions which would reasonably result in abuse or neglect, as defined by statute, shall
immediately upon receiving such information report or cause a report to be made to the
appropriate department of social services or local law enforcement agency.
Dress Code
South Conejos School District employees are expected to abide by the Staff Dress Code, as
outlined in policy GBEBA. Department heads and building principals may require employees to
change clothing and/or discontinue practices of dress that are inconsistent with the criteria set
forth in policy, or that have a negative impact on the educational process or district operations,
as authorized by law.
Emergency Closings
The superintendent is empowered to close schools in the event of hazardous weather or other
emergencies which threaten the safety, health or welfare of students or staff members. (see
policy EBCE and EBCE-R). When conditions prompt a decision to cancel school, the public will
be notified through the broadcast media as soon as possible. For more information, contact the
district office. If an employee, guardian, or student is not receiving broadcast calls, please
contact the district office so that we can trouble-shoot the problem. The Superintendent may
require that essential personnel are to report to work at the affected sites.
Illegal Substance and Alcohol-Free Schools/Workplace
The South Conejos School District maintains an illegal substance and alcohol free workplace for
all employees. It is unlawful and against policy to manufacture, distribute, dispense, possess or
use a controlled substance, as defined by state law. (see policy GBEC). All employees must
annually acknowledge that they have received a copy of the Drug-Free Workplace policy.
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Payroll
It is the district’s practice that all employees receive compensation for work performed in
accordance with the Board approved salary schedules and policies. Actual salary schedules for
all employees are available on the South Conejos School District website at sc-sd.org/districtoffice/salary-schedules/. If the district finds that an employee has been under-compensated
according to the applicable salary schedule, the district will make adjustments to ensure that
the employee is paid correctly. If the district finds than an employee has been overpaid,
arrangements will be made with the employee to ensure repayment. It is the employee’s
obligation to verify the correctness of compensation and to notify the payroll office at 719-3765512 ext 7 if there is a problem. Also, employees who have questions about their salary or
deductions should contact the payroll office.
Personal Information Changes
It is extremely important that personnel records are accurate and current. At any time during
the year that name or address changes occur, the employee must report the change promptly,
in writing, to the payroll office. Employees, who change their status such as through marriage,
should remember that changes might need to be made on W-4, PERA, insurance and
beneficiary forms.
Pay Frequency
South Conejos School District employees are paid on the 28th day of each month. In the event
that the 28th falls on a weekend or a holiday, employees will be paid the Thursday proceeding
the 28th day of the month. Please refer to the Payroll Calendar for more details.
Direct Deposit
The South Conejos School District offers Direct Deposit for all employees. To participate in the
direct deposit program please complete the Direct Deposit Form and submit to the payroll
office. It is advised that all employees take advantage of this option.
Leave Requests
Leave is deducted in ½ day or full day increments. If an employee completes a leave form
in hourly increments, his/her leave will be rounded up to a half day. For approval of
bereavement leave, the name of the deceased and his/her relationship to the employee
must be included on the leave request. A record of leave is included on monthly paystubs.
For questions regarding leave please call the district office.
Workers’ Compensation
All employees are covered by legal mandate, for medical and compensation benefits if a
job-related injury or illness occurs. The South Conejos School District is self-insured and
pays all premiums for employee coverage. Contact the District Office for additional
information, related forms and instructions. At orientation or upon initial hire, you will be
provided with the Designated Provider Notification document. This document has contact
information for Workman’s Compensation and also for acceptable health care providers.
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Travel Expense Reimbursement
SCSD employee travel must be approved (see Transportation Request Form) prior to departure
(pg 17.) An approved purchase order(s) must be received by the district office at least by the
Monday prior to departure, to ensure superintendent approval and payment of per diem/
mileage/ lodging.
Please include the following documentation with your PO:
(1) Agenda / brochure that must include date of event and any meals provided
(2) Driving directions (MapQuest or other) to shows roundtrip mileage
(3) Hotel reservation confirmation that includes total cost and no charge for taxes
 Obtain a copy of the Certificate of Exemption for State Sales/Use Tax from the
district office prior to making reservations for lodging.
Reimbursement Rates
Mileage: $0.35/Mile
Breakfast: $8.50
Lunch: $9.00
Dinner: $20.50
Work Order Systems
All employees will be required to complete work orders for Technology and Maintenance
at sc-sd.org. Technology and Maintenance will no longer accept verbal work orders. All work
orders must be submitted electronically. Work orders will be prioritized and addressed in a
timely manner. If you feel that your work order has not been addressed in a timely manner,
please send a follow-up email to the department supervisor and cc: Mr. Bollinger.
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INFORMATION FOR LICENSED EMPLOYEES
Grievances
The South Conejos School District maintains procedures for prompt and equitable
resolution of differences. If an employee or group of employees feels a rule, regulation or
policy of the district has been misapplied or misinterpreted, the grieving party is expected
to follow the employee grievance procedure. (see policy GBK).
Professional Development
Staff development activities occur during and after school time throughout the year. Some
are district-wide in scope while others are planned for specific groups such as subject area
teachers, grade level teachers, or individual school staff members. Staff development is
considered a critical element in school improvement and a vital component in the district’s
commitment to excellence (see policy GCI).
Resignation of Instructional /Administrative Staff
In accordance with state statutes, a teacher or licensed administrator may cancel a contract
prior to the beginning of an academic year by giving written notice no later than 30 days
prior to the start of the academic year, during an academic year by giving at least 30 days
written notice, or at any time by mutual agreement with the Board of Education.
A teacher or licensed administrator who fails to honor a contract, except in accordance
with the statutes, shall be held responsible for the ordinary and necessary expenses
incurred in securing a replacement, or for 1/12th of his or her annual salary, whichever is
less. In addition, the teacher’s or administrator’s license may be suspended. A teacher or
licensed administrator who resigns during the term of the contract shall be paid the
prorated amount of the annual salary for each day the teacher has been on duty.
A teacher or licensed administrator who fails to honor a contract, except in accordance
with the statutes, shall be held responsible for the ordinary and necessary expenses
incurred in securing a replacement, or for 1/12th of his or her annual salary, whichever is
less. In addition, the teacher’s or administrator’s license may be suspended. A teacher or
licensed administrator who resigns during the term of the contract shall be paid the
prorated amount of the annual salary for each day the teacher has been on duty.
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Purchasing
All requests for purchases must be submitted to the district office on a purchase order form
with approval signatures from all supervisors. No purchases, charges, or commitments to buy
goods or services for the district can be made without a PO number or with an innac. The
district will not reimburse employees or assume responsibility for purchases made without
authorization. Any employee who makes purchase without an approved purchase order will be
responsible for payment in full. Employees are not permitted to purchase supplies or
equipment for personal use through the district’s business office.
Steps to making a purchase
1. Solicit competitive quotes! Ask the vendor for their “best and final offer.” Do not
submit a PO that cannot meet or beat another vendor’s price. If this is not done,
your PO will be denied.
2. Complete a purchase order in its entirety. Submit purchase order with the
appropriate documentation. (see instructions and samples)
3. Submit purchase orders to your supervisor—two weeks in advance is best practice.
Purchase orders exceeding $ 999.99 require BOE approval.
4. Approval Process
Supervisor Approves
Principal Approves
Superintendent
Approves
District Office issues a
# and returns white
copy to purchaser
a. The purchaser is responsible for processing his/her orders *
b. Denied purchase orders will be returned with reason for denial.
5. Purchase orders are processed every Wednesday; checks are issued on Thursdays.
6. If a check is to be attached to you purchase order, please indicate the date needed by
on “Check Needed by Date” section of the PO.
7. All purchased items are received at the district office, at which time you will be
notified that your package has arrived. Each item that you have purchased with
district money must be added to your inventory. Please forward any invoices and
packing slips to the district office.
* All technology purchases (ink, toner, apps, etc.) must be processed by the Technology Coordinator.
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Fundraising & Donations
The South Conejos School District promotes ethical interactions with all of our stakeholders;
therefore, we are obligated to exercise honest practices when we seek charity. Employees,
sponsors, coaches, and volunteers must adhere to the following procedures. Failure to follow
these procedures could result in a district wide suspension / restriction of fundraising events.
Fundraising
1. Complete a Fundraiser Request Form in its entirety and submit to your immediate
supervisor (see Organizational Structure.)
2. Approval Process
Supervisor Approves
Principal Approves
Superintendent
Approves
District Office issues a
# and returns white
copy to adult rep.
a. Denied requests will be returned with reason for denial.
b. A fundraising packet will be issued to adult representative sponsoring event
c. Events will be entered into the Fundraising Master Calendar at the district office
to ensure that charity events do not overlap.
3. Conduct event during the dates set forth and approved on request form.
4. All money received must be deposited at the district office within 2 working days. It
is not advisable for students or adult representatives to keep money in their
possession overnight. In this instance, money must be secured in the safe at your
building.
5. Upon completion of event, adult representative must complete a Fundraiser
Accountability Report and submit it to the district office.
6. Activity Detail Reports will be provided upon receiving a complete Fundraiser
Accountability Report from adult representative.
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Receipt of Donations
1. Complete a “Request for Approval to Accept Donations” form in its entirety and submit
to your immediate supervisor (see Organizational Structure.)
2. Approval Process
Supervisor Approves
Principal Approves
Superintendent
Approves
District Office issues a
# and returns white
copy to adult rep.
d. Denied requests will be returned with reason for denial.
e. Event will be entered into a Fundraising Master Calendar at the district office to
ensure that charity events do not overlap.
3. Conduct event during the dates set forth and approved on request form.
4. All money received must be deposited at the district office within 2 working days. It
is not advisable for students or adult representatives to keep money in their
possession overnight. In this instance, money must be secured in the safe at your
building.
5. Acknowledge Gifts Received
a. Acknowledge all gifts received, within 3 business days, using the “South
Conejos School District Thank You” letter.
b. The BOE President will send an additional Thank You letter to donors of gifts
of $500 or more.
c. The BOE President will call donors of $600 or more to thank them
personally.
6. Upon completion of the event, adult representative must complete a Fundraiser
Accountability Report and submit it to the district office.
7. Activity Detail Reports will be provided upon receiving a complete Fundraiser
Accountability Report from adult representative.
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Transportation Procedures
All employees are responsible for becoming familiar with and adhering to the
Transportation Procedures set forth in this section. It is extremely important to provide
the Transportation Director with requests and athletic schedules well in advance to ensure
that accommodations can be made. Keep in mind that we have a limited transportation
staff and several events going on at once. The transportation director can be reached at
(719) 588-8710. See also Board Policies EEAAA, EEAEAA, EEAEAA-R, EEAEG.
Transportation Requests
1. Complete a Transportation and Field Trip Request Form in its entirety and submit to
your immediate supervisor (see Organizational Structure.)
a. Documentation: Requests must be accompanied with proposed agenda,
registration confirmation, and rationale (field trip only.)
2. Approval Process
Principal Approves
Superintendent
Approves
Transportation
Supervisor Approves
a. Denied requests will be returned with reason for denial.
b. Requests must be received by the Transportation Director prior to your trip.
Two weeks in advance is best practice.
3. Employee Driver
a. Make arrangements with Transportation Director to pick up keys and gas
card at the district office.
b. Return keys, gas card, and fuel receipts to the district office upon return from
your trip.
c. If returning vehicle after hours, make arrangements with Transportation
Director to return the vehicle to the bus garage.
d. If at any point during your trip you have problems (mechanical or severe
road conditions) that impede your ability to get to or from your destination
please call (719) 588-8710.
4. Field Trips: SCSD has been granted permission to have a modified calendar. The
modified school calendar chosen by the district calls for a 4 day week. Since the
number of contact days has been reduced, it is the intent of the district to maximize
instructional time for students. It is recommended that all field trips are to be taken
on a non-contact day (Friday or Saturday.)
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ACKNOWLEDGMENT OF CONFIDENTIALITY REGARDING STUDENT RECORDS
As an employee of the South Conejos School District, I have been made aware of my
duties and responsibilities regarding the confidentiality of student information. I
understand that in the course of performing my duties as an employee of the South
Conejos School District I may have access to information concerning students of the
district. I understand that, with certain exceptions, access to personally identifiable
student information is limited to the students, the parent or guardian of the student,
and other persons authorized by state and federal law. I have read and understand
policies JRA/JRC, JRA/JRC-R, JRA/JRC-E-1, JRA/JRC-E-2, and JRCA. I understand and
agree that I will not release in any form, written, oral or electronic, any personally
identifiable student information to any person not authorized to receive such
information. I also understand and agree that if I have any questions regarding
whether I may release personally identifiable student information to a third party, I
will refer the request to my immediate supervisor.
EMPLOYEE HANDBOOK RECEIPT
The South Conejos School District Employee Handbook is available on the district’s
web site at sc-sd.org. I agree to read the handbook and to abide by the rules and
instructions governing employment in the South Conejos School District. The
information in this handbook is subject to change. I understand that changes in the
policies may supersede, modify, or eliminate policies summarized in the employee
handbook. As the district provides updated policy information, I accept
responsibility for reading and abiding by the changes. I understand that no
modifications to contractual relationships or alterations of at-will employment
relationships are intended by this handbook.
This signature page must be signed at the beginning of every school year and
returned to the District Office and will be become part of your personnel file. I also
understand that I have an obligation to inform the human resource office of any
changes in personal information such as phone number, address, etc. I also accept
responsibility for contacting my supervisor or the human resource office if I have
any questions or concerns and need further explanation.
______________________________
Signature of Employee
_______________
Date
______________________________
Printed name of Employee
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File: GBEE*-E
Staff Use of the Internet and Electronic Communications
(Annual Acceptable Use Agreement)
Staff member
I have read, understand and will abide by the district's policy on Staff Use of the Internet and
Electronic Communications. Should I commit any violation or in any way misuse my access to
the school district's computers or computer system, including use of the Internet and electronic
communications, I understand and agree that my access privileges may be revoked and
disciplinary and/or legal action may be taken.
I hereby release the school district from all costs, claims, damages or losses resulting from my
use of district computers and computer systems, including use of the Internet and electronic
communications, including but not limited to any user fees or charges incurred through the
purchase of goods or services.
Your signature on this Acceptable Use Agreement is binding and indicates you have
read the school district's policy on Staff Use of the Internet and Electronic
Communications and understand its significance.
______________________________
Staff member's name (printed)
______________________________
_____________________
Staff member's signature
Date
(Issue date)
[Revised July 2002]
COLORADO SAMPLE EXHIBIT 1998©
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