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GA |
Personnel Policies Goals |
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GC*
GCO* |
Certificated Staff Certificated Staff Positions Certificated Staff Contracts and Compensation Plans Certificated Staff Contracts and Compensation Plans (Administrators) Certificated Staff Salary Schedules Certificated Staff Salary Schedules Certificated Staff Merit System Certificated Staff Supplemental Contracts Certificated Staff Salary Schedules Certificated Staff Fringe Benefits Certificated Staff Leaves and Absences Request For Time Off Work Without Pay Certificated Staff Assault Leave Certificated Staff Vacations and Holidays Certificated Staff Recruiting Posting of Certificated Staff Vacancies Certificated Staff Hiring Part-Time and Substitute Certificated Staff Employment Arrangements for Certificated Staff Substitutes Certificated Staff Orientation Certificated Staff Probation and Tenure Certificated Staff Seniority Staff Assignments and Transfers School Personnel Duties During ADM Count Week Certificated Staff Time Schedules Certificated Staff Work Load Certificated Staff Extra Duty Certificated Staff Meetings Certificated Staff Development Opportunities Certificated Staff Visitations and Conferences Supervision of Certificated Staff Evaluation of Certificated Staff (Teachers) (Also AFC-1) Evaluation of Certificated Staff (Teachers) (Also AFC-1-R) Evaluation of Certificated Staff (Also AFC-2-R) Evaluation of Administrative Staff (Both Certificated and Classified Non-Bargaining Unit) Certificated Staff Promotions Certificated Staff Termination of Employment Reduction in Certificated Staff Work Force Resignation of Certificated Staff Members Retirement of Certificated Staff Members Severance Pay Suspension and Termination of Certificated Staff Members Miscellaneous Certificated Staff Policies Nonschool Employment by Certificated Staff Members Certificated Staff Consulting Activities Tutoring for Pay Certificated Research and Publishing Exchange Teaching Professional Organizations |
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GD* GDA GDB GDBA GDBAA* GDBB GDBC GDBD GDBD-E GDBE GDC GDCA* GDD GDE GDEA* GDF GDG* GDH* GDI GDJ* GDK* GDKA GDKA-R GDKB* GDL GDLA* GDM* GDN GDO* GDP* GDPA GDPB GDPC* GDPCA* GDPD GDQ* GDQA* |
Classified Staff (Bargaining Unit) Classified Staff Positions Classified Staff Contracts and Compensation Plans Classified Staff Salary Schedules Classified Staff Merit System Classified Staff Supplemental Contracts Classified Staff Fringe Benefits Classified Staff Leaves and Absences Request For Time Off Work Without Pay Classified Staff Vacations and Holidays Classified Staff Recruiting Posting of Classified Staff Vacancies Classified Staff Hiring Part-Time, Temporary and Substitute Classified Staff Employment Arrangements for Classified Staff Substitutes Classified Staff Orientation Classified Staff Probation and Tenure Classified Staff Seniority Classified Staff Assignments and Transfers Classified Staff Time Schedules Classified Staff Work Load Classified Staff Extra Duty Classified Staff Extra Duty Classified Staff Meetings Classified Staff Development Opportunities Classified Staff Visitations and Conferences Supervision of Classified Staff Evaluation of Classified Staff (Also AFD) Classified Staff Promotions Classified Staff Termination of Employment Reduction in Classified Staff Work Force Resignation of Classified Staff Members Retirement of Classified Staff Members Severance Pay Suspension, Demotion and Termination of Classified Staff Members Miscellaneous Classified Staff Policies Nonschool Employment by Classified Staff Members |
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GE*
GEO-B
GEPB GET |
Classified Staff (Non-Bargaining Unit) Classified Staff Positions (Non-Bargaining Unit ) Classified Staff Contracts and Compensation Plans (Non-Bargaining Unit) Administrative Staff Contracts and Compensation Plans (Non-Bargaining Unit) Administrative Staff Salary Schedules (Non-Bargaining Unit) 2008-09 Administrative Salary Schedule Level 1 through Level 5 2008-09 Administrative Salary Schedule Level 6 through Level 11 Classified Staff Salary Schedules General Office Personnel Salary Index (Non-Bargaining Unit Members) Classified Staff Salary Schedules (Non-Bargaining Unit) Classified Staff Merit System Classified Staff Supplemental Contracts Classified Staff Fringe Benefits Classified Staff Leaves and Absences Classified Staff Leaves and Absences (Non-Bargaining Unit) Request For Time Off Work Without Pay Classified Staff Vacations and Holidays Classified Staff Recruiting Posting of Classified Staff Vacancies Classified Staff Hiring Certificated Staff Hiring (Administrators Both Certificated and Classified) Certificated Staff Hiring (Retired Administrators) Part-Time, Temporary and Substitute Classified Staff Employment Arrangements for Classified Staff Substitutes Classified Staff Orientation Classified Staff Probation and Tenure Classified Staff Seniority Classified Staff Assignments and Transfers Classified Staff Time Schedules Classified Staff Work Load Classified Staff Extra Duty Classified Staff Extra Duty (Non-Bargaining Unit) Classified Staff Meetings Classified Staff Development Opportunities Classified Staff Visitations and Conferences Classified Staff Tuition Reimbursement (Non-Bargaining Unit) Administrative Tuition Reimbursement (Non-Bargaining Unit) Evaluation of Classified Staff (Also AFD) Evaluation Criteria of Classified Staff (Non-Bargaining Unit) Evaluation of Administrative Staff (Central Office Administrators Non- Bargaining Unit) Evaluation of Administrative Staff (Building Administrators Non-Bargaining Unit) Reduction of Administrative Work Force Policy Reduction in Classified Staff Work Force Classification Plan for Administrative/Clerical Personnel Excluded From Collective Bargaining Units Resignation of Classified Staff Members Retirement of Classified Staff Members Severance Pay Suspension, Demotion and Termination of Classified Staff Members Miscellaneous Classified Staff Policies Nonschool Employment by Classified Staff Members Daily Computation Rate Severance and Retirement Incentive Plans For Certificated and Non- Certificated Administrators and All Other Non-Bargaining Unit Members Attendance Incentive (All Non-Bargaining Unit Members) |
*These topics are not currently covered by Board policy.
File: GA
The Board recognizes that a dynamic and efficient staff dedicated to education is necessary to maintain a constantly improving educational program. The Board is interested in its personnel as individuals, and it recognizes its responsibility for promoting the general welfare of the staff.
The Board is committed to providing a coordinated staff or specially trained personnel to the end that each discipline or area of responsibility be properly designed with a procedure for assessment so that each may have proper emphasis in the total curriculum and school system organization.
Duties of these personnel shall be outlined by the Superintendent and approved by the Board.
Additionally, the Board’s specific Personnel Service goals include:
1. conducting an employee appraisal program that will contribute to the continuous
improvement of staff performance;
2. developing and managing a staff compensation program sufficient to attract
and retain qualified employees;
3. providing an in-service training program for all employees which will improve
their rates of performance, retention and promotion;
4. administering effective teacher negotiation efforts;
5. recruiting, selecting and employing the best qualified personnel to staff the
school system;
6. developing the quality of human relationships necessary to obtain maximum
staff performance and satisfaction;
7. deploying available personnel and insuring that they are utilized as effectively as
possible within the budget and
8. encouraging all employees to be cognizant of their roles in instilling ethical
principles and democratic ideals in all students.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 124.11
3313.602
3319.01; 3319.02; 3319.081; 3319.11; 3319.111
Chapter 4117
CROSS REF.: GBB, Staff Involvement in Decision Making (Also ABB)
File: GBA
The District adheres to all applicable federal, state, and city laws and regulations regarding nondiscrimination in employment including Title VII of the Civil Rights Act of 1964, Sections 503 and 504 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Veterans Readjustment Act of 1974.
The District will take positive steps to ensure that all applicants will have an equal opportunity for employment, without regard to race, color, religion, gender, national origin, disability of status as a Vietnam-era or special disabled veteran, and that all employees are treated equally during their employment, without regard to the same.
In order to achieve this objective, the District shall engage in recruiting, mentoring, training and development that will promote the employment, support and retention of employees without regard to race, color, religion, gender, national origin, disability or status as a Vietnam-era or special disabled veteran. The District will work to advance the employment of members of historically underrepresented and protected classes, by engaging in the following actions:
1. carefully selecting and training personnel involved in the recruiting, screening,
selection, promotion, disciplinary and related processes to insure elimination of
bias in personnel actions;
2. refraining from the use of selection techniques that have been recognized as
having the effect of discriminating against minority groups, veterans, disabled
persons and women;
3. inviting applications from certain specialized organizations prepared to reach
out to minority, veteran, disabled and/or women applicants, such as the Urban
League, Job Corps, Equal Opportunity Programs, Inc., etc.;
4. inviting applications from certain colleges, junior and city colleges with a high
enrollment or minority, veteran, disabled and or female individuals;
5. providing all teaching colleges in the area with notices affirmatively indicating
that the District is seeking qualified minorities, women, veterans or disabled
persons for employment;
6. actively encouraging minority, veteran, disabled and women employees to refer
to similar applicants and
7. expanding all advertising for employment to include minority news media,
including magazines, trade publications and newspapers with high minority
circulation.
[Adoption date: October 21, 2004]
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File: GBA
LEGAL REFS.: Civil Rights Act, Title VI; 42 USC 2000d
Executive Order 11246, as amended by Executive Order 11375
Equal Employment Opportunity Act, Title VII; 42 USC 2000e et seq.
Education Amendments of 1972, Title IX; 20 USC 1681
Rehabilitation Act; 29 USC 794
Age Discrimination in Employment Act; 29 USC 623
Immigration Reform and Control Act; 8 USC 1324a et seq.
Americans with Disabilities Act; 42 USC 12101 et seq.
ORC 4112.02
CROSS REFS.: AC, Nondiscrimination
ACA, Nondiscrimination on the Basis of Sex
ACAA, Sexual Harassment
ACB, Nondiscrimination on the Basis of Disability
2 of 2
File: GBB (Also ABB)
STAFF INVOLVEMENT IN DECISION MAKING
The District involves the efforts of many people and functions best when all personnel are informed of the major activities and concerns.
There should be an exchange of ideas and pertinent information among all elements of a school district. Problems and unfavorable attitudes develop when employees are denied information essential for the performance of their respective assignments or when they feel that their ideas and concerns are not heard. Morale is enhanced when employees are assured that their voices are heard by those in positions of administrative authority.
A pattern of decision making and problem solving close to the task also contributes to efficiency and high morale.
While all employees have the opportunity to bring their ideas or grievances to the Board, they are expected to proceed through the recognized administrative channels. Final authority for all decisions rests with the Board.
[Adoption date: October 21, 2004]
LEGAL REF.: OAC 3301-35-03
CROSS REFS.: BCE, Board Committees
BCF, Advisory Committees to the Board
BF, Board Policy Development and Adoption
CCB, Staff Relations and Lines of Authority
CE, Administrative Councils, Cabinets and Committees
DBD, Budget Planning
GCD, Certificated Staff Hiring
GDD, Classified Staff Hiring
IF, Curriculum Development
CONTRACT REFS.: Teachers’ Negotiated Agreement
Classified Staff Negotiated Agreement
File: GBCA
Employees shall not engage in, nor have a financial interest in, any activity which conflicts with their duties and responsibilities in the District.
Employees shall not engage in work of any type in which information concerning a customer, client or employer originates from any information available to them through District sources.
Employees shall not sell textbooks, instructional supplies, equipment, reference books or any other products to the District. They shall not furnish the names of students or parents to anyone selling these materials.
In order that there is no conflict of interest in the supervision and evaluation of employees, at no time shall any administrator responsible for the supervision and/or evaluation of an employee be directly related to that employee.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 2921.42
3313.811
3319.21
3329.10
4117.20
CROSS REFS.: GBL, Personnel Records
JO, Student Records
KBA, Public’s Right to Know
File: GBCB
All staff members have a responsibility to make themselves familiar with, and to abide by, the laws of the State of Ohio and the Negotiated Agreement, the policies of the Board and the administrative regulations designed to implement them.
The Board expects staff members to conduct themselves in a manner which not only reflects credit to the District, but also presents a model worthy of emulation by students. Staff members are not permitted to bring a deadly weapon or dangerous ordnance into a school safety zone.
All staff members are expected to carry out their assigned responsibilities. Essential to the success of ongoing operations and the instructional program are the following specific responsibilities which are required of all personnel:
1. faithfulness and promptness in attendance at work;
2. support and enforcement of policies of the Board and regulations of the
administration;
3. diligence in submitting required reports promptly at the times specified;
4. care and protection of District property and
5. concern and attention toward their own and the District’s legal responsibility for
the safety and welfare of students, including the need to ensure that students are
under supervision at all times.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 124.34
2923.1212; 2923.122
3319.081; 3319.16; 3319.31; 3319.36
CROSS REFS.: JFC, Student Conduct (Zero Tolerance)
KGB, Public Conduct on District Property
File: GBD (Also BG)
The Board wishes to maintain open channels of communication with the staff. The basic line of communication is through the Superintendent. Staff members should utilize the Superintendent to communicate to the Board or its subcommittees.
Accordingly, all official communications, policies and directives of staff interest and concern are communicated to staff members through the Superintendent. The Superintendent develops appropriate methods to keep staff members informed of the Board’s issues, concerns and actions.
Board members must recognize that their presence in school buildings could be subject to a variety of interpretations by school employees. If a visit to a school or classroom is being made for other than general interest, Board members shall inform the Superintendent of such visit and make arrangements for visitations through the principals of the various schools. General interest visits are defined as informal expressions of interest in school affairs and not as inspections or visits for supervisory or administrative purposes. Board members will indicate to the principal the reason(s) for the visit. Official visits by Board members are carried out only under Board authorization.
[Adoption date: October 21, 2004]
LEGAL REF.: ORC 3313.20
CROSS REFS.: BDDH, Public Participation at Board Meetings (Also KD)
GBM, Staff Complaints and Grievances
KK, Visitors to the Schools
File: GBE
Through its overall safety program and various policies pertaining to school personnel, the Board will try to assure the safety of employees during their working hours and assist them in the maintenance of good health.
All employees are expected to observe commonly recognized practices that promote the health and safety of school personnel.
Bus drivers will have an annual examination in accordance with Ohio law. The results of all physical examinations will be filed with the Superintendent.
The Board may require an individual examination of an employee whenever, in its judgment, it is necessary to protect the health and safety of students, teachers or other employees. The Superintendent shall be authorized to retain the services of physicians and/or specialists to make such examinations. Whenever the Board requires an employee to submit to a physical examination other than those required by law, the Board will assume the cost of the examination. All health examinations required by employees will be made by one of the physicians approved for this purpose by the Board.
Alcohol and Chemical Abuse Intervention and Treatment
Philosophical Bases
The District recognizes that alcoholism and related chemical dependency is a primary, progressive, chronic and fatal disease that affects the lives of employees both directly and indirectly. Dependency is often preceded by abuse and misuse of alcohol and other mood altering chemicals and often leads to inappropriate behavior by the victim.
The District realizes that the disease is treatable, but by its very nature—and particularly in its later stages—renders the victim incapable of the spontaneous insight required to volunteer himself/herself for remedial care.
Therefore, it shall be the policy of the District to take positive action through education and appropriate referral, where cases of dependency, abuse and misuse are detected.
Employee Assistance and Intervention
The District recognizes that a wide range of problems not directly associated with an employee’s job function can have an effect on an employee’s performance. In most instances, the employee will overcome such personal problems independently and the effect on performance will be negligible. In other instances, normal supervisory assistance will serve either as motivation or guidance by which such problems can be resolved so the employee’s performance will return to an acceptable level. In some cases, however, neither the efforts of the employee nor the supervisor will have the desired effect of resolving the employee’s problems and unsatisfactory performance persists over a period of time, either constantly or intermittently.
1 of 4
File: GBE
This District believes it is in the best interest of the employee, the employee’s family and the District to provide an employee service which deals with such persistent problems. Therefore, it is the District’s policy to deal with such problems within the following guidelines:
1. It is recognized that almost any human problem can be successfully treated
provided it is identified in its early stages and referral is made to an appropriate
type of care and remediation. This applies whether the problem is one of
physical illness, mental or emotional illness, finances, marital or family distress,
alcoholism, drug abuse, legal problems or other concerns.
2. When an employee’s performance or attendance is unsatisfactory and the
employee is unable or unwilling to correct the situation either alone or with
normal supervisor assistance, this is an indication that there may be some
cause outside of the realm of his/her position responsibilities which is the basis
of his/her problem.
3. The purpose of this policy shall be to assure employees that if personal
problems are the cause of unsatisfactory performance, they shall receive careful
consideration and an offer of assistance to help resolve such problems in an
effective and confidential manner.
4. Employees shall be assured that their job futures and reputations will not be
jeopardized by utilizing this employee assistance and intervention program.
5. The District’s medical, health and personnel administrative procedures shall
govern the process and the action of administrators in dealing with employees’
problems which cause unsatisfactory performance. Records associated with
this action shall be preserved in the strictest confidence and shall be disclosed
only to the appropriate parties if such action leads to dismissal.
6. Sick leave shall be granted for treatment or rehabilitation on the same basis as
it is granted for ordinary health problems.
7. Employees who have a problem which they feel may affect work performance
are encouraged to voluntarily seek counseling and information on a confidential
basis by contacting a principal or the Superintendent, the District’s designated
liaisons.
8. Employees referred through this program by their supervisors may be required
by the District to secure medical, rehabilitative counseling or other services as
may be necessary to resolve their problems.
9. It shall be the responsibility of the employee to comply with the referrals for
diagnosis of his/her problem and to cooperate and follow the recommendation
of the diagnostician or counseling agent. An employee’s continued refusal to
accept diagnosis and treatment shall be dealt with in the same way that similar
refusals are dealt with in other employee problems, when the results of such
refusals continue to affect position performance or attendance.
10. Because employee work performance can be affected by the problems of an
employee’s spouse or other dependents, this assistance and intervention
program shall be available to the families of employees.
2 of 4
File: GBE
Pre-Employment Drug Screening
All regularly scheduled employees of the District shall undergo/pass a pre-employment drug screening before an offer of employment becomes effective. Also included in this policy are all Board-approved volunteers who may have care and custody of students. Examples of Board-approved volunteers would include volunteer athletic coaches, band/guard instructors and coaches, etc. Individuals employed through recognized booster/parent organizations who work directly with students shall also be required to comply with this policy.
The Superintendent or his/her designated representative shall develop administrative procedures to implement this policy.
Workers’ Compensation
In case of injury while pursuing duties in keeping with the employee’s contract, the employee may be eligible for payment of medical expenses under the Workers’ Compensation Act of Ohio.
Any employee who receives an injury while at work should immediately report this injury to the central office and request the necessary forms to make application for payment under this act.
An employee has two options when requesting payment for lost wages on a workers’ compensation claim. The first option is to elect to take accrued sick leave. This option does not preclude an employee from filing for payment of temporary total disability after his/her sick leave has been exhausted. Please note that sick leave cannot be reimbursed back to an employee. The second option is to not use accrued sick leave but wait for payment of temporary total disability from the State of Ohio Bureau of Workers’ Compensation. An employee must make his/her election of options known as soon as he/she is off work due to a work-related injury.
It is expected that an employee making claim to temporary disability payment (either sick leave or workers’ compensation) will return to their work site as soon as they are medically able. In order to facilitate this process, the Board hereby directs the Superintendent or his/her designee to develop a Transitional Work Administrative Procedure. The principle purpose of the Miamisburg City Schools’ Transitional Work Procedure shall be to return injured employees to gainful employment activities as soon as possible.
The injured employee may be requested to undergo chemical testing, as established by law and administrative regulation, in order to prove that the injury was not proximately caused by the employee being intoxicated or under the influence of a controlled substance not prescribed by a physician.
Administrators
The provisions of this policy that pertain to alcohol and chemical abuse intervention and treatment do apply to administrators.
[Adoption date: October 21, 2004]
3 of 4
File: GBE
LEGAL REFS.: ORC 3313.643; 3313.71; 3313.711
3327.10
4113.23
4123.01 et seq.
4123.54
Asbestos School Hazard Abatement Act; 20 USC 4011 et seq.
Asbestos Hazard Emergency Response Act; 15 USC 2641 et seq.
Comprehensive Environmental Response, Compensation and Liability Act;
42 USC 9601 et seq.
CROSS REFS.: EB, Safety Program
EBBC, Bloodborne Pathogens
EBD, Crisis Management
EEACD, Drug Testing for District Personnel Required to Hold a
Commercial Driver’s License
GBP, Drug-Free Workplace
GBQ, Criminal Record Check
GCBC, Certificated Staff Fringe Benefits
GDBC, Classified Staff Fringe Benefits
4 of 4
File: GBE-1-R
STAFF HEALTH AND SAFETY
Transitional Work Procedure
Policy: The principle purpose of the Miamisburg City Schools’ transitional work procedure is to return injured employees to gainful employment activities as soon as possible.
1. Miamisburg City Schools’ Transitional Work Program is overseen by the
Director of Human Resources in conjunction with the appropriate first line
supervisor. Together, they will coordinate the employee’s participation in the
program.
2. The injury or accident must be reported verbally to the job site supervisor
immediately. The injured employee must submit a written incident report in
their own handwriting within 48 hours. If the employee does not submit the
report within the required time frame, disciplinary action may be taken.
Additionally, the Director of Human Resources or his/her designee may contact
the employee within 72 hours. The primary purpose of this contact is to
determine if the employee is doing well and collect any supplemental facts
about the injury. The Director of Human Resources or his/her designee will
also discuss with the injured worker procedures for filing the claim and meeting
with the facility selected physician. It is our desire to establish an open and a
positive line of communication with the injured employee.
3. Immediately after the injury occurs, the employee may be required to submit to a
drug and alcohol test. Should the test return positive, the employee’s claim may
be deemed uncompensable and his/her participation in the Transitional Work
Program may be terminated.
4. Subsequent to the alcohol and drug testing, the injured employee will be
required to be evaluated by a facility elected physician. When contacting the
physician, we will share with the physician results of the injury/accident
investigation, and, if completed, the requirements of the injured worker’s current
job and the opportunities within the Transitional Work Program.
5. An accident/injury investigation will be completed by the assistant
superintendent for business affairs or school administrator. The investigation
will also include a review of the injured employee’s personnel file to determine if
prior medical conditions were present. The personnel file review will also
include reasons for prior absences, recent disciplinary action and any
questionable claims such as:
A. reports which are submitted late;
B. minor incidents which become major injuries;
C. physical injuries which do not match the incident;
D. various parts are injured, especially the entire back;
1 of 3
File: GBE-1-R
E. outside activities that could cause the injury (i.e. participation in sports);
F. misconduct such as horseplay and
G. intoxication or drug use.
6. After receiving approval for a transitional or modified job from the physician, a
verbal job offer will be made which will be followed up in writing via certified
mail. The employee must respond to the written follow-up within 48 hours. The
written follow up will specify the exact report to work date and time. Should the
employee not respond, that fact will be construed as a refusal of the offer.
7. Prior to the employee’s start date in the Transitional Work Program, the
employee will be scheduled to meet with the Director of Human Resources or
his/her designee to review and sign a Transitional Work Contract. The contract
will include at a minimum the following:
A. A specific start and stop date for the Transitional Work Program. These
dates will be, in part, based on information provided by the physician
relative to the nature of the injury and the anticipated recuperation time. In
no case will a Transitional Work Contract extend past a 90-day limit. Bear
in mind that current District policies permit a leave without pay benefit.
B. Reporting requirement relative to the progress of prescribed treatment and
the frequency of those reports.
C. Specific treatment modalities ordered by the physician.
D. A specific listing of limits established by the physician which may include,
but is not limited to:
1) limit in the number of hours per day the employee can work;
2) climbing limitations (ladders, steps, etc.);
3) limitations in the use of equipment;
4) walking and/or standing limitations;
5) stooping and/or twisting limitations;
6) lifting limitations both for weight and height, as well as frequency and
7) pushing and/or pulling limitations.
E. Specific steps developed in conjunction with the physician to “condition” the
employee so that he/she can return to their regular work as quickly as
possible. An example of a conditional objective may be to gradually
increase the number of hours per day an injured employee works or
gradually increase the number of days per week the injured employee
participates in normal job duties versus transitional work.
2 of 3
File: GBE-1-R
8. Should an employee refuse approved transitional work, CompManagment, Inc.
will be notified immediately, and will file a C-86 motion with the Bureau of
Workers’ Compensation to deny compensation based on refusal of suitable
employment within the employee’s physical restrictions. At Miamisburg City
Schools discretion, disciplinary action may be taken.
9. If the attending physician will not authorize transitional work,
CompManagement, Inc. will be notified immediately in order to take appropriate
action.
(Approval date: October 21, 2004)
3 of 3
File: GBE-2-R
STAFF HEALTH AND SAFETY
Pre-Employment Drug Screening
The Board is committed to ensuring that our students are educated, transported, supervised and otherwise cared for by a quality work force. One component of our quality assurance program is the requirement that all regularly scheduled employees and designated volunteers undergo and pass pre-employment drug screening. No person who tests positive for nonprescription or illegal substances will be employed or permitted to supervise our students.
1. Pre-employment/volunteer drug screening will be scheduled with the District’s
contracted service provider.
2. The personnel director or appropriate supervisor will provide
instructions/scheduling information to the prospective employee/volunteer.
3. Negative results of drug screening will be communicated directly by the
contractor to the Personnel Secretary.
4. Positive results will be communicated only to the Director of Human Resources
or, in his/her absence, the Superintendent.
Pre-employment drug screening will not be required for employees who have had less than a 13-month break in service to the District. Designated volunteers, regardless of previous service to the District, will be required to undergo drug screening prior to serving in their first volunteer assignment.
(Approval date: October 21, 2004)
File: GBE-3-R
STAFF HEALTH AND SAFETY
Workers’ Compensation Benefits Eligibility – Chemical Testing
Under Ohio’s Workers’ Compensation Law, every employee who is injured in the course of employment is entitled to benefits, if necessary, to compensate him/her for lost work time, payment for medical, nursing and hospital services, medicines and funeral expenses, unless the injury was proximately caused by the employee being intoxicated or under the influence of a controlled substance not prescribed by a physician.
Testing Procedures
An injury is deemed to have been proximately caused by the employee being intoxicated or under the influence of a controlled substance not prescribed by a physician if any of the following apply.
1. Within eight hours of the injury, the employee’s blood alcohol level tests equal to
or greater than .10%*.
2. Within eight hours of the injury, the employee’s breath alcohol level tests equal
to or greater than .10g/210L*.
3. Within eight hours of the injury, the employee’s urine alcohol level tests equal to
or greater than .14g/100 ml*.
4. Within 32 hours of the injury, the employee tests above both the following levels
established for an enzyme multiplied immunoassay technique screening test
(EMIT) and above the following levels established for a gas
chromatography/mass spectrometry test, or in the alternative, above the levels
established for a gas chromatography/mass spectrometry test (GC/MS) alone
as follows, for substances not prescribed by a physician:
A. for amphetamines, 1000ng/ml of urine for the EMIT test and 500 ng/ml of
urine for the GC/MS test;
B. for cannabinoids, 50 ng/ml of urine for the EMIT test and 15 ng/ml of urine
for the GC/MS test;
C. for cocaine, including crack cocaine, 300 ng/ml of urine for the EMIT test
and 150 ng/ml of urine for the GC/MS test;
D. for opiates, 2000 ng/ml of urine for the EMIT test and 2000 ng/ml of urine
for the GC/MS test and
E. for phencyclidine, 25 ng/ml of urine for the EMIT test and 25 ng/ml of urine
for the GC/MS test.
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File: GBE-3-R
5. The employee, through a chemical test administered within 32 hours of the
injury, is determined to have barbiturates, benzodiazepines, methadone or
propoxyphene in the employee’s system that tests above levels established by
laboratories certified by the U.S. Department of Health and Human Services.
Wage Continuation
The District (at its sole discretion) may offer an employee who suffers a compensable work-related injury or illness, and subject to the below-mentioned items, regular wages instead of workers' compensation lost-time benefits. Payment for related medical benefits is the responsibility of the District’s Managed Care Organization (MCO). The implementation of this policy with respect to one employee should in no way obligate the District to implement said policy with regards to any other employee.
Qualifications
1. The injury or illness must be determined to be compensable by the District or, in
the case of dispute, the Ohio Industrial Commission. In no event will
compensation commence before all initial paperwork is completed and filed
with the appropriate agencies.
2. Competent medical proof of disability must be provided via Form C-84 or
Physician's Update and Physical Capabilities form. The attending physician
must complete the form in its entirety and affix his/her original signature to the
form. Copies are unacceptable. The employee must complete a FRO1-1
(First Report of Injury application) and sign a wage agreement, medical release
and an election form.
3. The District reserves the right to have the employee examined by a physician of
its choice at the District's cost to confirm the medical diagnosis and/or the
period of disability. Failure to submit to examination will result in termination of
wage continuation benefits.
4. Wage continuation benefits will be paid only for those periods of lost time that
otherwise would qualify the employee for receipt of workers' compensation lost
time benefits, subject to the following limitations.
Termination Conditions
Wage continuation payments will cease upon any of the following conditions:
1. attending physician releases employee to return to work;
2. employee returns to work for another employer;
3. employee fails to return to a transitional "limited duty" assignment consistent
with his/her medical restrictions as approved by the injured worker’s treating
physician;
4. employee fails to appear for employer-sponsored medical examination;
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File: GBE-3-R
5. employee has reached maximum medical recovery and/or the condition has
become permanent;
6. the claim is found to be fraudulent after payment has been commenced;
7. the injured worker attempts to collect both wage continuation and temporary
total compensation;
8. employment termination or
9. violation of any District policy or guideline.
Regardless of the above conditions of termination, management may, at its sole discretion, terminate wage continuation benefits at any time if disability exceeds 60 workdays.
The wage continuation plan and all benefits can be terminated at management's discretion at any time without regard to past practice.
Legal Protections
All testing will be conducted by a qualified, federally certified testing laboratory selected by the Board, and any positive test result will be confirmed by a medical review officer.
Confidentiality
All test results will remain confidential as between the employee, the Board and the Bureau of Workers’ Compensation.
*This represents the minimum testing level used to establish intoxication under current State law prohibiting the operation of a motor vehicle while intoxicated, otherwise known as the state “OMVI” law.
(Approval date: October 21, 2004)
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File: GBEA (Also JHCCA)
HIV/AIDS
(Human Immunodeficiency Virus/
Acquired Immune Deficiency Syndrome)
General Principles
The Board recognizes that the human immunodeficiency virus (HIV) and the condition of acquired immune deficiency syndrome (AIDS), which is caused by the HIV infection, are significant medical, legal, educational and social issues. The Board desires to protect the rights of all students and employees and does not discriminate against students and employees who are HIV-infected. The Board works cooperatively with State and local health organizations in assessing the needs of HIV-infected students or staff and keeping updated on current educational information to be included in the District’s educational plan.
Current medical information available indicates that HIV cannot be transmitted from one individual to another by casual contact, i.e., the type of contact that occurs in the school setting, such as shaking hands, sharing an office or a classroom, coughing, sneezing or the use of drinking fountains. Students who are infected with HIV are entitled to all rights, privileges and services accorded to other students. Decisions about any changes in the educational program of an HIV-infected student shall be made on a case-by-case basis, relying on the best available scientific evidence and medical advice.
There shall be no discrimination against employees who are HIV-infected. The District provides equal opportunities for employment, retention and advancement for all staff members. Employees who are unable to perform their duties due to an illness, such as those related to HIV, shall retain eligibility for all benefits that are provided for other employees with long-term diseases or disabling conditions, utilizing the information/rights in any Negotiated Agreements or Board policies as appropriate. Changes in employment status or location due to HIV complications are made on a case-by-case basis.
Evaluating Students and Staff Who Are Infected with HIV
The Superintendent is the designee regarding all HIV incidences. When an individual is found to be infected with HIV, the Superintendent shall attempt to ascertain, in consultation with the infected individual, whether he/she has a secondary infection such as tuberculosis that constitutes a recognized risk of transmission in the school setting. This is a medical question that can only be determined by the infected person's physician. The Superintendent shall also attempt to determine ways that the District may help anticipate and meet the needs of the student or staff member infected with HIV.
If there is no secondary infection that constitutes a medically recognized risk of transmission in the school setting, the Superintendent shall not alter the education program or job assignment of the infected person. The Superintendent shall periodically review the case with the infected person (and the parent(s) of the student) and with the medical advisors described above.
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File: GBEA (Also JHCCA)
If there is a secondary infection that constitutes a medically recognized risk of transmission in the school setting, the Superintendent shall consult with the physician, public health official and the infected person (and the parent(s) of the student). If necessary, they will develop an individually tailored plan for the student or staff member. Additional persons may be consulted, if this is essential for gaining additional information, with the consent of the infected staff member or the student’s parent(s). The Superintendent should consult with the school attorney to make sure that any official action is consistent with Ohio and Federal laws. When the Superintendent makes a decision about the case, there shall be a fair and confidential process for appealing the decision.
If an individually tailored plan is necessary, it shall have a minimal impact on either education or employment. It must be medically, legally, educationally and ethically sound. The Superintendent periodically reviews individual cases and oversees implementation of the plan in accordance with local, Ohio and Federal laws.
Confidentiality
Information regarding a student or staff member infected with HIV is classified, by law, as confidential. Those individuals who have access to the proceedings, discussions or documents must treat such information as confidential. Only with the written consent of the staff member or the student’s parent(s) shall other school personnel, individuals and agencies be informed of the situation/condition. All information pertaining to the case shall be kept by the Superintendent in a locked file; access to this file is granted only to those people who have the written consent of the infected staff member or the infected student’s parent(s).
HIV Advisory Committee
The President of the Board may appoint an HIV Advisory Committee. The committee consists of one member of the Board, the Superintendent, one principal, one teacher, the District’s legal counsel, the school physician and a doctor who specializes in communicable diseases. Other persons who may be considered as members include a guidance counselor, a student and an official of the County Department of Health. The function of the HIV Advisory Committee is:
1. to keep informed regarding the latest medical developments and information
regarding HIV;
2. to advise the Board regarding policies and regulations and any changes which
the committee recommends in such policies to the Board;
3. to advise the Board regarding the HIV education program;
4. to develop guidelines for Board consideration on hygienic practices in schools
and
5. to assist any student, parent or employee who is seeking information about HIV.
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File: GBEA (Also JHCCA)
HIV Education Program
The Board may direct the administration, with the advice of the HIV Advisory Committee, to develop a program for educating persons regarding HIV. The program should provide a plan for making information about HIV available to students as a part of the health curriculum. HIV education should be developmentally appropriate to the grade level.
The Board directs the administration to develop an educational plan to inform employees about HIV-related issues and safety. In developing such programs, it is expected that information from sources such as the National Centers for Disease Control, the Ohio Department of Health and the Ohio Department of Education is utilized.
The educational program should ensure that, at a minimum, students and staff are informed in a consistent manner about:
1. the nature of HIV infection, including how it is and is not transmitted according to
current scientific evidence;
2. District guidelines related to students and employees with diseases such as
HIV infection;
3. resources within the District and the surrounding community for obtaining
additional information or assistance and
4. procedures to prevent the spread of all communicable diseases at school.
[Adoption date: October 21, 2004]
LEGAL REFS.: Family and Medical Leave Act; 29 USC 2611 et seq.
ORC 3313.67; 3313.68; 3313.71
3319.13; 3319.141; 3319.321
3701.13; 3701.14
3707.06; 3707.08; 3707.20; 3707.21; 3707.26
3709.20; 3709.21
OAC 3301-35-02
CROSS REFS.: AC, Nondiscrimination
ACB, Nondiscrimination on the Basis of Disability
EBBC, Bloodborne Pathogens
GBA, Equal Opportunity Employment
GBE, Staff Health and Safety
GBL, Personnel Records
JB, Equal Educational Opportunities
JO, Student Records
Staff and Student Handbooks
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File: GBEC
PRE-SCHOOL EMPLOYEE MEDICAL STATEMENT
Each director and preschool staff member shall be examined by a licensed physician not more than thiry days before employment. An employment medical statement shall be on file and be available for review by the department. Employee medical statements shall be updated every three (3) years. The medical statement shall be provided either by a physician, physician's assistant, clinical nurse specialist, or certified nurse.
[Adoption date: September 17, 2009]
LEGAL REFS.: ORC 3301-37-04
OTHER REF,; July 1, 2009 Ohio Pre-School Revised Compliance Guidelines
File: GBED (Also JHCE)
HAND WASHING
Studies have shown that hand washing and personal hygiene are the most important measures a person can use to prevent illness and communicable disease. Many germs can live for long periods on tables, counters and other hard surfaces. Hand washing with soap and warm water for a minimum of twenty (20) seconds, paying close attention to the surfaces between the fingers and on the back of the hands, is best for removing dirt and germs. The proper use of hand sanitizers is also useful in controlling the spread of germs.
It is the policy of Miamisburg City Schools that students and staff will implement the best practices of hand washing. Some of the best practices of hand washing outlined by the Ohio Department of Health include:
1. After using the rest room;
2. Before and after eating;
3. If their hands are visibly soiled;
4. If the student or staff member has encountered chemicals or other items, such as soil, in a science lab, art room, vocational facility or other educational venue that soils hands;
5. If the student or staff member encountered chemicals during cleaning the school environment;
6. After cleaning animal habitats or handling animals;
7. Before and after each task when preparing food in any class such as family science or an integrated class;
8. After athletic practices and games;
9. If the student or staff member has encountered bodily fluids (e.g. blood, nasal discharge, mucous from coughing, etc.;
10. After recess;
11. After sneezing or coughing.
When soap and water are not available and hands are not visibly soiled, CDC guidance adds that alcohol-based, waterless disposable hand wipes or gel sanitizers may be used in place of hand washing on most occasions. Not all sanitizers are effective, however. A 60 percent minimum alcohol concentration is necessary to kill most harmful bacteria and viruses.
Hand washing signs will be posted at all rest rooms and/or hand sinks.
Soap, warm water and towels or an air dryer will be located at all hand washing areas.
The school will provide education in hand washing and hand hygiene at least once every school year.
[Adoption date: September 17, 2009]
CROSS REF.: GBED, Hand Washing
OTHER REF.: Ohio Department of Health, Montgomery County Combined Health DistrictFile: GBF (Also KE)
STAFF PARTICIPATION IN COMMUNITY ACTIVITIES
Employees are encouraged to live in the District and to participate actively in community affairs.
[Adoption date: October 21, 2004]
File: GBG
STAFF PARTICIPATION IN POLITICAL ACTIVITIES
Employees have the same fundamental civic responsibilities and privileges as other citizens. Among these are campaigning for an elective public office and holding an elective or appointive public office.
The terms and conditions under which the employee may continue employment as he/she seeks or holds such office is determined by the Board and law.
Employees are not permitted to use District time, moneys, facilities, equipment or supplies to campaign nor are the employees to actively campaign while on duty.
[Adoption date: October 21, 2004]
LEGAL REFS.: Intergovernmental Personnel Act; 42 USC 4701 et seq.
ORC 124.57
3315.07
File: GBH (Also JM)
The relationship between the District’s staff and students must be one of cooperation, understanding and mutual respect. Staff members have a responsibility to provide an atmosphere conducive to learning and to motivate each student to perform to his/her capacity.
Staff members should strive to secure individual and group discipline, and should be treated with respect by students at all times. By the same token, staff members should extend to students the same respect and courtesy that they, as staff members, have a right to demand.
Although it is desired that staff members have a sincere interest in students as individuals, partiality and the appearance of impropriety must be avoided. Excessive informal and/or social involvement with individual students is prohibited. Such conduct is not compatible with professional ethics and, as such, will not be tolerated.
Staff members are expected to use good judgment in their relationships with students both inside and outside of the school context including, but not limited to, the following guidelines.
1. Staff members shall not make derogatory comments to students regarding the
school and/or its staff.
2. The exchange of purchased gifts between staff members and students is
discouraged.
3. Staff-sponsored parties at which students are in attendance, unless they are a
part of the school’s extracurricular program and are properly supervised, are
prohibited.
4. Staff members shall not fraternize, written or verbally, with students except on
matters that pertain to school-related issues.
5. Staff members shall not associate with students at any time in any situation or
activity which could be considered sexually suggestive or involve the presence
or use of tobacco, alcohol or drugs.
6. Dating between staff members and students is prohibited.
7. Staff members shall not use insults or sarcasm against students as a method of
forcing compliance with requirements or expectations.
8. Staff members shall maintain a reasonable standard of care for the supervision,
control and protection of students commensurate with their assigned duties and
responsibilities.
9. Staff members shall not send students on personal errands.
10. Staff members shall, pursuant to law and Board policy, immediately report any
suspected signs of child abuse or neglect.
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File: GBH (Also JM)
11. Only appropriately certificated/licensed personnel may attempt to counsel,
assess, diagnose or treat a student’s personal problem relating to sexual
behavior, substance abuse, mental or physical health and/or family
relationships. Other staff members should refer the student to the appropriate
individual or agency for assistance.
12. Staff members shall not disclose information concerning a student, other than
directory information, to any person not authorized to receive such information.
This includes, but is not limited to, information concerning assessments, ability
scores, grades, behavior, mental or physical health and/or family background
[Adoption date: October 21, 2004]
CROSS REFS.: GBCA, Staff Conflict of Interest
GBCB, Staff Conduct
GBI, Staff Gifts and Solicitations
JHG, Reporting Child Abuse
JL, Student Gifts and Solicitations
JO, Student Records
KBA, Public’s Right to Know
CONTRACT REFS.: Teachers’ Negotiated Agreement
Classified Staff Negotiated Agreement
2 of 2
File: GBI
Gifts
The Board authorizes the expenditure of public funds to purchase meals, refreshments and favors for employees and Board members in the completion of their responsibilities. The Board believes that such expenditures are necessary, on occasion, to further a public purpose in the general operation of the District. Such public purpose includes, but may not be limited to, employee development activities, employee recognition activities and certain routine meetings that may be enhanced by such amenities.
Such expenditures shall be consistent with the Board’s purchasing policy and within the appropriation limits established by the Board.
Presentation of gifts to, and the arrangement of social affairs for, employees leaving the system are governed by the following.
1. Each building principal appoints, or employees may volunteer for, a small social
committee to plan social affairs such as teas and luncheons.
2. Any gifts to be presented to departing employees by their respective groups
are at the discretion of the group involved.
Travel Vendor Compensation
Any compensation paid by a private travel vendor to a District official or employee, after the official or employee has participated in selecting the vendor to provide a field trip, is considered “public money” and must be returned to the District.
All travel arrangements must be in compliance with District field trip regulations and approved by the Superintendent or his/her designee.
Personal Benefits from Travel Agents or Vendors
All cash, discounted tickets, vouchers and other items for personal use of a teacher or other employee from a travel agent or other vendor who is making or has made arrangements for travel for student trips are “public funds” and must be paid to the Treasurer promptly upon receipt. This policy does not prohibit a teacher who is acting as a chaperone for a student trip from receiving a discounted or free ticket or lodging for that trip because the teacher is performing a school-related function on the trip rather than simply receiving a personal benefit.
If the District spends public funds for the purchase of tickets or other travel expenses for students, it may violate Ohio’s ethics laws for employees to receive a discounted or free ticket or lodging even for the trip on which he/she will be the chaperone, unless the District first receives the discounted or free ticket or lodging night and then makes the ticket and/or lodging available to the teacher.
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File: GBI
All employees who receive cash, discounted tickets, vouchers or other items for personal use must complete the appropriate form and file it with the Treasurer’s office and submit such compensation to the Treasurer as “public funds” within two workdays of the receipt of the compensation.
Solicitations
The Superintendent annually approves all solicitations which are to be permitted in the schools. No organization may solicit funds of staff members in the schools, nor may anyone distribute flyers or other materials related to fund drives through the schools, without the prior approval of the Superintendent.
Employees may not engage in the sale of products to the schools, even if the proceeds of such sales are intended for charitable or civic purposes. No staff member is to collect any money or distribute any fund-raising literature without the expressed approval of the Superintendent.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 117.10
3313.81; 3313.811
3315.15
3329.10
CROSS REFS.: IGDG, Student Activities Funds Management
IICA, Field Trips
JL, Student Gifts and Solicitations
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File: GBK
SMOKING/USE OF TOBACCO ON DISTRICT PROPERTY BY STAFF MEMBERS
The Board recognizes that the use of tobacco represents a health and safety hazard which can have serious consequences for tobacco users and tobacco nonusers. In order to protect the students, staff, employees, volunteers, visitors, parents and guests from an environment that may be harmful, the Board prohibits the use of tobacco at all times on school property and vehicles owned and managed by the Board.
Tobacco free means that the use of chew or chewing tobacco, tobacco cigarettes, clove cigarettes, cigars, dip, snuff, pipes and pipe tobacco is prohibited.
Each building administrator and/or supervisor posts the policy and provides each employee with a copy of the policy.
Compliance is required by ORC Chapter 3794. Violations are subject to disciplinary measures in accordance with Board policy and the negotiated agreement.
[Adoption date: October 21, 2004]
[Revised date: December 21, 2006]
LEGAL REFS.: ORC 3313.20; 3313.47
3791.031
Goals 2000: Educate America Act; 20 USC 6081-6084
ORC 3794.01 – 3794.09
CROSS REFS.: JFCG, Tobacco Use by Students
KGC, Smoking on District Property
File: GBL
The Superintendent develops and implements a comprehensive and efficient system of personnel records. The Superintendent/designee is hereby designated as the employee directly responsible for the personnel records system. The following guidelines govern such records.
1. Personnel files contain records and information relative to compensation,
payroll deductions, evaluations and such information as may be required by the
state or federal government or considered pertinent by the Superintendent.
Anonymous material or material from an unidentified source are not placed in a
staff member’s file.
2. A personnel file for each employee is accurately maintained in the District office
in accordance with administrative regulations incorporating the requirements
set forth under the Ohio Privacy Act for the protection of employees.
Employees will be notified whenever personal information concerning them is
placed in their file.
3. Ohio law requires that all public records be promptly prepared and made
available for inspection to any member of the general public at all reasonable
times during regular business hours. Upon request, the person directly
responsible for the personnel records is required to make copies available at
cost, within a reasonable period of time.
4. The public has access to all records in the personnel file with the following
exceptions:
A. medical records;
B. records pertaining to adoption, probation or parole proceedings;
C. trial preparation records;
D. confidential law enforcement investigatory records;
E. social security number and
F. records of which the release is prohibited by State or Federal law.
5. Each employee has the right, upon written request, to review the contents of
his/her own personnel file. If a document is not disclosed to the employee
because it is determined by a physician, psychiatrist or psychologist to be likely
to have an adverse effect upon the employee, the document will be released to
the designated medical authority. Requests are made to the Superintendent
and scheduled for a time convenient for the parties involved.
6. Employees may make written objections to any information contained in the
file. Any written objection must be signed by the staff member and becomes
part of the employee’s personnel file after the appeal procedure outlined in the
Ohio Revised Code. The appeal procedure permits any employee who
disputes the accuracy, relevance, timeliness or completeness of information
maintained in his/her file to compel the District to investigate the current status
of the information.
7. Personnel records should be reviewed only within the confines of the Board
offices.
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File: GBL
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 9.01; 9.35
149.41; 149.43
1347.01 et seq.
3317.061
4113.23
OAC 3301-35-03(A)(10)
CROSS REF.: KBA, Public’s Right to Know
CONTRACT REFS.: Teachers’ Negotiated Agreement
Classified Staff Negotiated Agreement
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File: GBM
STAFF COMPLAINTS AND GRIEVANCES
The Board encourages the administration to develop effective means for resolving differences that may arise among employees, reducing potential areas of grievances and establishing and maintaining recognized channels of communication.
Grievance procedures should provide for prompt and equitable adjustment of differences at the lowest possible administrative level. Each employee should be assured the opportunity for an orderly presentation and review of complaints and concerns.
The procedures established for the resolution of grievances in contracts negotiated with recognized employee bargaining units applies only to “grievances” as defined in the particular contract(s).
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 4117.09; 4117.10
CROSS REF.: GBB, Staff Involvement in Decision Making (Also ABB)
CONTRACT REFS.: Teachers’ Negotiated Agreement
Classified Staff Negotiated Agreement
File: GBN
EXTENDED GROUP HEALTH COVERAGE
The Consolidated Omnibus Budget Reconciliation Act (COBRA) provides for certain employees of the District and their dependents to be allowed to purchase extended group health insurance coverage for a limited period of time following their cessation of employment with the District. The Board contracts with a plan administrator who coordinates the program and provides the notices which are necessary.
1. Initial Notices
A. The plan administrator must give a written notice describing the extended
coverage rights to all employees and spouses covered by the group health
insurance plan.
B. The plan administrator must give a written notice describing extended
coverage rights to each newly covered employee and spouse at the time
their group health plan coverage begins. If a covered employee marries
following the effective date of this policy, it is the employee’s responsibility
to inform the Board. The Board informs the plan administrator, who is then
responsible for providing the new spouse with the proper notice.
2. Notices Related to Event Triggering Continuation Coverage and Election by
Beneficiaries
A. The Board is responsible for notifying the plan administrator, within 30
days, of the death, separation of employment or reduction of hours (leading
to less coverage) of an employee and of an employee’s entitlement to
Medicare benefits.
B. The employee or beneficiary is responsible for notifying the plan
administrator of the divorce or legal separation of the employee and spouse
and of the termination of eligibility of a dependent child.
C. The plan administrator must notify the affected employee and dependents
of their extended coverage rights within 14 days after the plan administrator
is notified of the event which could lead to loss of coverage.
D. The employee or dependent is given a period of 60 days after this notice is
given in order to elect the extended coverage and to present payment of
any applicable premium costs back to the cessation of coverage.
3. Employees’ and Dependents’ Rights Upon Loss of Coverage
A. The extended coverage offered to eligible employees and their dependents
is the same coverage as that provided under the current group plan to
“similarly situated” individuals who remain eligible for regular (i.e.,
nonextended) coverage.
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File: GBN
B. If an employee incurs a termination of employment, whether voluntary or
involuntary (other than for “gross misconduct”), or a reduction of hours which
results in loss of coverage, he/she will be offered the extended coverage
(including extended coverage for dependents who would otherwise lose
existing coverage) for up to 18 months.
C. If an employee’s spouse or children who are covered as dependents under
the group health plan would lose coverage because of the death of the
employee, divorce, legal separation or the employee’s becoming eligible
for Medicare, the spouse and children will be offered the extended
coverage for up to 36 months.
D. If an employee’s dependent child who is covered by the group health plan
ceases to be a dependent child under the terms of the plan and thereby
loses coverage, the child must be offered extended coverage for up to 36
months.
4. Early Retirement of Coverage
Extended coverage elected by an eligible employee or dependent is terminated
before the expiration of the relevant 18- or 36-month period if the covered
individual:
A. becomes covered by another employer-sponsored group health plan as a
result of employment, re-employment or remarriage;
B. becomes covered by Medicare or
C. fails to pay for the coverage.
5. Cost of Coverage to the Employee and/or Dependents
A. Eligible individuals who elect extended coverage can be charged 102% of
the cost of the extended coverage. The cost of the extended coverage is
the cost for the same period of coverage for similarly situated employees
or dependents who remain eligible for regular coverage.
B. The health care coverage to which this policy applies includes major
medical, hospitalization, surgical and dental insurance but does not
include life insurance.
[Adoption date: October 21, 2004]
LEGAL REF.: Consolidated Omnibus Budget Reconciliation Act; 42 USC 300bb-1 et seq.
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File: GBO
VERIFICATION OF EMPLOYMENT ELIGIBILITY
The Board complies with all aspects of the Immigration Reform and Control Act. The Board delegates to the Superintendent the responsibility of establishing procedures to ensure compliance with this act.
Federal law requires that all employers and employees hired after November 6, 1986 complete an Employment Eligibility Verification Form (Form I-9) provided by the U.S. Immigration and Naturalization Service. All such employees must provide documents which establish both identity and employment eligibility in order for Form I-9 to be completed and signed by both the employee and the appropriate District official.
The Employment Eligibility Verification Form (Form I-9) must be retained for three years or for one year past the end of the employment of an individual, whichever is longer. Such forms must be made available for inspection to an Immigration and Naturalization Service (INS) or Department of Labor (DOL) officer upon request.
[Adoption date: October 21, 2004]
LEGAL REF.: Immigration Reform and Control Act; 8 USC 1324a et seq.
CROSS REF.: AC, Nondiscrimination
File: GBO-R
VERIFICATION OF EMPLOYMENT ELIGIBILITY
In order to comply with Federal law the following verification of employment eligibility procedures will apply:
Completion of Form I-9
The Superintendent or his/her designee will have the following employees complete Form I-9’s:
1. persons hired after May 31, 1987 Form I-9 must be completed within three
business days of the date of the hire. If an individual is employed for less than
three days, the form must be completed before the end of the employee’s first
working day or
2. persons hired between November 7, 1986 and May 31, 1987 Form I-9 must
have been completed before September 1, 1987.
The following individuals do not need to complete Form I-9:
1. persons hired before November 7, 1986;
2. persons hired after November 6, 1986, who left your employment before June 1,
1987;
3. persons who provide labor to you who are employed by a contractor providing
contract services or
4. persons who are independent contractors.
The Superintendent or designee is also responsible for reverifying employment eligibility of employees who employment eligibility documents carry an expiration date.
Acceptable Documents for Verifying Employment Eligibility
All employees hired after November 6, 1986 will need to provide a document or documents that establish identity and employment eligibility. The following lists identify acceptable documents:
List A
Documents that establish identify and employment eligibility:
1. United States passport;
2. Certificate of United States Citizenship (INS Form N-560 or N-561);
3. Certificate of Naturalization (INS Form N-550 or N-570);
4. unexpired foreign passport which:
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File: GBO-R
A. contains an unexpired stamp which reads “Processed for I-551.
Temporary Evidence of Lawful Admission for permanent residence. Valid
until ______. Employment authorized” or
B. has attached thereto a Form I-94 bearing the same name as the passport
and contains an employment authorization stamp, so long as the period of
endorsement has not yet expired and the proposed employment is not in
conflict with any restrictions or limitations identified on the Form I-94.
5. Alien Registration Receipt Card (INS Form I-151) or Resident Alien Card (INS
Form I-551), provided that it contains a photograph of the bearer;
6. Temporary Resident Card (INS Form I-68) or
7. Employment Authorization Card (INS Form I-688A).
List B
Documents that establish identity for individuals 16 years of age or older:
1. state-issued driver’s license or state-issued identification card containing a
photograph. If the driver’s license or identification card does not contain a
photograph, identifying information should be in included, such as name, date of
birth, sex, height, color of eyes and address;
2. school identification card with a photograph;
3. voter’s registration card;
4. United States Military card or draft record;
5. identification card issued by federal, state or local government agencies;
6. military dependent’s identification card;
7. Native American tribal documents;
8. United States Coast Guard Merchant Mariner Card or
9. driver’s license issued by a Canadian government authority.
For individuals under age 16 who are unable to produce one of the documents listed above:
1. school record or report card;
2. clinic doctor or hospital record or
3. daycare or nursery school record.
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File: GBO-R
List C
Documents that establish eligibility:
1. Social Security number card, other than one which has printed on its face “not
valid for employment purposes”;
NOTE: This must be a card issued by the Social Security Administration; a
facsimile (such as a metal or plastic reproduction that people can buy) is not
acceptable.
2. an original or certified copy of a birth certificate issued by a state, county or
municipal authority bearing an official seal;
3. unexpired INS employment authorization;
4. unexpired reentry permit (INS Form I-327);
5. unexpired Refugee Travel Document (INS Form I-571);
6. Certification of Birth issued by the Department of State (Form FS-DS-1350);
7. Certification of Birth Abroad issued by the Department of State (Form
DS-1350);
8. United States Citizen Identification Card (INS Form I-197);
9. Native American tribal document or
10. identification card for use of Resident Citizen in the United States (INS Form
I-179).
Retention of Employment Eligibility Verification Form (Form I-9)
The Superintendent or designee must retain Form I-9 for three years or for one year past the end of the employment of the individual, whichever is longer. Such forms will be retained in a separate file and shall be considered to be confidential and used only for employment eligibility verification purposes.
Preparation of Documents for Inspection
U.S. Immigration and Naturalization Service (INS) or Department of Labor (DOL) Officers are required to give employers three days advance notice before an inspection. Failure to provide the I-9 Forms could result in civil penalties for each employee for whom the form was not completed, retained or presented.
(Approval date: October 21, 2004)
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File: GBP
No employee shall unlawfully manufacture, distribute, dispense, possess or use any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana, alcohol or any other controlled substance, as defined in Federal and Ohio law, in the workplace.
“Workplace” is the site for the performance of any work done in connection with the District. The workplace includes any District building, property, vehicles or Board-approved vehicle used to transport students to and from school or school activities (at other sites off District property) or any school-sponsored or District activity, event or function, such as a field trip or athletic event in which students are under the jurisdiction of District authorities.
As a condition of employment, each employee shall notify his/her supervisor, in writing, of his/her conviction of any criminal drug statute for a violation occurring in the workplace as defined above, not later than five days after such conviction.
Employees are given a copy of the standards of conduct and the statement of disciplinary sanctions and are notified that compliance with the standards of conduct is mandatory. Employees who violate the policy shall be subject to disciplinary proceedings in accordance with prescribed administrative regulations, local, Ohio and Federal laws and/or the Negotiated Agreement, up to and including termination. Any employee in violation of this policy may be required to participate in a drug-abuse assistance or rehabilitation program approved by the Board.
Employees may be provided the opportunity to participate in a drug-free awareness program to inform them of requirements, services and penalties.
A list of local drug and alcohol counseling, rehabilitation and re-entry programs and services offered in the community is made available to employees. Lists are available in the central office.
[Adoption date: October 21, 2004]
LEGAL REFS.: Drug-Free Workplace Act of 1988; 41 USC 701 et seq.;
20 USC 3474, 1221e-3(a)(1)
Drug-Free Campus and Schools Act; 20 USC 3224(a)
CONTRACT REFS.: Teachers’ Negotiated Agreement
Classified Staff Negotiated Agreement
File: GBQ
The Board shall request from the Superintendent of the Bureau of Criminal Identification and Investigation (BCII) criminal record checks including an FBI check of candidates under final consideration for employment or appointment in the District if the candidates are responsible for the care, custody or control of students.
The Board may employ persons responsible for the care, custody or control of students on the condition that the candidate submit to and pass a BCII and FBI criminal record check in accordance with the Ohio Revised Code. Applicants are given a separate written statement informing them that the Board may use a criminal record check as part of the initial hiring process and at various times during the employment career. This notice must be on a separate document which only contains this notice. The applicant’s written authorization to obtain the criminal record check will be obtained prior to obtaining the criminal record check.
Prior to taking an adverse action against an applicant or employee (such as declining to employ, reassigning an employee, denying a promotion, suspension, nonrenewal or termination) based in whole or in part on a criminal record check, the applicant or employee will be given a written pre-adverse action disclosure statement which will include a copy of the criminal record check and the Federal Trade Commission’s notice entitled “A Summary of Your Rights Under the Fair Credit Reporting Act.”
After taking an adverse action, the applicant or employee will be given a written adverse action notice which includes the name, address and telephone number of BCII, a statement that BCII did not make the decision to take the adverse action and cannot give specific reasons for it, the individual’s right to dispute the accuracy or completeness of any information furnished by BCII and the individual’s right to an additional free criminal record check from BCII upon request within 60 days. Any person conditionally hired who fails to pass a BCII and FBI criminal background check shall be released from employment.
An applicant for employment may provide a certified copy of a BCII and FBI criminal background check to the District in compliance with the Ohio Revised Code. The District may accept this background check in place of its own background check if the date of acceptance by the District is within one year after the date of issuance by the BCII.
For bus driving applicants, a BCII, FBI, county or local law enforcement agency records check is required. For currently employed bus drivers, a new report is required every six years.
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File: GBQ
Volunteers
Current and prospective volunteers who have or will have unsupervised access to children on a regular basis may, at any time, be subject to a criminal record check (BCII/FBI).
Any and all information obtained by the Board or persons under this policy is confidential and shall not be released or disseminated. Any applicant not hired because of information received from the record check shall be assured that all records pertaining to such information are destroyed.
[Adoption date: October 21, 2004]
[Revised: February 21, 2008]
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC 109.57; 109.572
2953.32
3319.39
OAC 3301-83-06
CROSS REFS.: GCD, Certificated Staff Hiring
GCPD, Suspension and Termination of Certificated Staff Members
GDD, Classified Staff Hiring
GDPD, Suspension, Demotion and Termination of Classified Staff
Members
IICC, School Volunteers
LEA, Student Teaching and Internships
Page 2 of 2
File: GBR
The Board provides leave to eligible employees consistent with the Family and Medical Leave Act (FMLA). Eligible employees are entitled to up to 12 work weeks of unpaid family and medical leave in any 12-month period. The Board continues to pay the District’s share of the employee’s health benefits during the leave. In addition, the District restores the employee to the same or a similar position after the termination of the leave in accordance with Board policy.
In complying with the FMLA, the District adheres to the requirements of applicable Federal and State laws.
Additional information is contained in the regulations which follow this policy.
[Adoption date: October 21, 2004]
LEGAL REFS.: Family and Medical Leave Act; 29 USC 2611 et seq.
ORC 124.38
3313.20;
3319.08; 3319.09; 3319.13; 3319.131; 3319.141
CROSS REFS.: GCBD, Certificated Staff Leaves and Absences
GDBD, Classified Staff Leaves and Absences
CONTRACT REFS.: Teachers’ Negotiated Agreement
Classified Staff Negotiated Agreement
File: GBR-R
FAMILY AND MEDICAL LEAVE
Family Medical Leaves and Absences
An employee who has worked for the District for at least 12 months is eligible for 12 work weeks of FMLA Leave during a 12-month period, provided the employee worked at least 1,250 hours it the 12 months preceding the beginning of the leave.
Types of Leave
An eligible employee may take FMLA Leave for:
1. the birth and first-year care of a child;
2. adoption or foster placement of a child;
3. the serious illness of an employee’s spouse, parent or child or
4. the employee’s own serious health condition that keeps the employee from
performing the essential functions of his/her job.
An employee may elect, or the District may require an employee, to use accrued paid vacation, personal or sick leave for purposes of a family leave. An employee cannot compel the District to permit the employee to use accrued medical/sick leave in any situation which the leave could not normally be used.
Spouses Employed by the District
If a husband and wife eligible for leave are employed by the District, their combined amount of leave for birth, adoption, foster care placement and parental illness may be limited to 12 weeks. An employee may not take FMLA Leave to care for a parent-in-law.
Intermittent and Reduced Leave
Intermittent leave is leave taken in separate blocks of time due to a single illness or injury.
Reduced leave is a leave schedule that reduces the employee’s usual number of hours per work week or hours per workday.
Intermittent or reduced leave is available only for the employee’s own serious health condition or to care for seriously ill spouse, child or parent. Such leave may not be used for the birth or adoption/placement of a child.
The employee who wishes to use intermittent or reduced leave must have the prior approval of the District. Although the District and employee may agree to an intermittent or reduced leave plan, the employee who uses family leave is not automatically entitled to use such leave on an intermittent basis or on a reduced leave schedule.
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File: GBR-R
The District may provide such leave for medical leave but the District may transfer the employee to a position which is equivalent, but more suitable for intermittent periods of leave. The employee must furnish the District with the expected dates of the planned medical treatment and the duration of the treatment. The Superintendent must authorize such leave in writing.
Benefits
The District will maintain the employee’s health coverage under the District’s group health insurance plan during the period of FMLA leave. The employee should make arrangements with the District to pay the employee’s share of health insurance (e.g. family coverage) prior to the beginning of the FMLA leave.
The employee will not lose any other employment benefit accrued prior to the date on which leave began but is not entitled to accrue seniority or employment benefits during the leave period. Employment benefits could include group life insurance, sick leave, annual leave, educational benefits and pensions.
Notice
When the FMLA leave is foreseeable, the employee must notify the District of his/her request for leave at least 30 days prior to the date when the leave is to begin. If the leave is not foreseeable, the employee must give notice as early as is practical. When the employee requests medical leave, the employee must make reasonable attempts to schedule treatment so as not to disrupt the District’s operations.
The District may deny the leave if the employee does not meet the notice requirements.
Certification
The District may require the employee to provide certification from a health care provider containing specific information required under the law if he/she requests a medical leave. If there is a question concerning the validity of such certification, a second and if necessary, a third opinion can be required both at the expense of the District.
Upon the employee’s return to work, the District will require that the employee present a fitness statement from the employee’s health care provider certifying that the employee is able to return to work.
Restoration
When the employee returns from the leave, the District will restore the employee to the same or an equivalent position with equivalent benefits, pay, terms and conditions of employment in accordance with Board policy.
Under certain circumstances, the District may deny restoration to a key employee. The District will comply with the notice requirements of the FMLA in denying restoration. A key employee is one who is among the highest paid 10% of the employees and whose absence would cause the District to experience a substantial and grievous economic injury.
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File: GBR-R
Instructional Employees
Special leave rules apply to instructional employees. Instructional employees are those employees whose principal function is to teach and instruct students in a small group or an individual setting. This term includes teachers, athletic coaches and special education assistants such as signers for the hearing impaired. It does not include teacher assistants or aides who do not have as their principal job actual teaching or instruction, nor does it include auxiliary personnel such as counselors, psychologists or curriculum specialists. It also does not include cafeteria workers, maintenance workers or bus drivers.
Limitations apply to instructional employees who take intermittent or reduced leave. If the leave requested is:
1. to care for a family member or
2. for the employee’s own serious health condition and
3. is foreseeable based on planned medical treatment and
4. the employee would be on leave for more than 20% of the total number of
working days over the period the leave would extend.
Then the District may require the employee to choose either to:
1. take the leave for a period or periods of a particular duration, not greater than
the planned treatment or
2. transfer temporarily to an available alternative position for which the employee
is qualified, which has equivalent pay and benefits and which better
accommodates recurring periods of leave than does the employee’s regular
position.
Limitations also apply to instructional employees who take leave near the end of a semester. When an instructional employee begins leave more than five weeks before the end of a semester, the District may require the employee to continue taking leave until the end of the semester if:
1. the leave will last at least three weeks and
2. the employee would return to work during the three week period before the end
of the semester.
When an instructional employee begins leave for a purpose other than the employee’s own serious health condition during the five week period before the end of the semester, the District may require the employee to continue taking leave until the end of the semester if:
1. the leave will last more than two weeks and
2. the employee would return to work during the two week period before the end of
the semester.
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File: GBR-R
When an instructional employee begins leave for a purpose other than the employee’s own serious health condition during the three week period before the end of a semester and the leave will last more than five working days, the District may require the employee to continue taking leave until the end of the semester.
Failure to Return
The District is entitled to recover health care premiums paid during the leave if the employee fails to return from leave. However, recovery cannot occur if the employee fails to return because of the continuation, recurrence, or onset of a serious health condition or due to circumstances beyond the control of the employee.
(Approval date: October 21, 2004)
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File: GBS
HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY
(HIPAA)
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) grants individuals the right to receive notice of the uses and disclosures of their protected health information that may be made by the District, and sets forth the individual's rights and the District's legal obligations with respect to protected health information. The purpose of this policy is to assist the District in complying with the HIPAA privacy standards, to ensure that individuals receive adequate notice of the District's practices with regard to the dissemination and use of protected health information, and to protect the confidentiality and integrity of protected health information.
Confidentiality of Individually Identifiable Health Information
All officers, employees and agents of the District must preserve the confidentiality and integrity of individually identifiable health information pertaining to any individual. Individually identifiable health information is protected health information and shall be safeguarded to the extent possible in compliance with the requirements of the security and privacy rules and standards established by the HIPAA.
The District and its employees will not use or disclose an individual's protected health information for any purpose without the properly documented consent or authorization of the individual or his/her authorized representative unless required or authorized to do so under State or Federal law or this policy, unless an emergency exists or unless the information has been sufficiently de identified that the recipient of the information would be unable to link the information to a specific individual.
All employees of the District are expected to comply with and cooperate fully with the administration of this policy. The District will not tolerate any violation of the HIPAA privacy or security standards or this policy. Any such violation constitutes grounds for disciplinary action, up to and including termination of employment.
Any employee of the District who believes that there has been a breach of these privacy and security policies and procedures or a breach of the integrity or confidentiality of any person's protected health information shall immediately report such breach to his/her immediate supervisor or the Board-appointed privacy/security officer. The privacy/security officer shall conduct a thorough and confidential investigation of any reported breach and notify the complainant of the results of the investigation and any corrective action taken.
The District will not retaliate or permit reprisals against any employee who reports a breach to the integrity or confidentiality of protected health information. Any employee involved in retaliatory behavior or reprisals against another individual for reporting an infraction of this policy is subject to disciplinary action up to and including termination of employment.
Prior to releasing any protected health information for the purposes set forth above, the District representative disclosing the information shall verify the identity and authority of the individual to whom disclosure is made. This verification may include the examination of official documents, badges, driver's licenses, workplace identity cards, credentials or other relevant forms of identification or verification.
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File: GBS
If the privacy/security officer determines that there has been a breach of this privacy policy or of the procedures of the District, he/she shall make a determination of the potentially harmful effects of the unauthorized use or disclosure and decide upon a course of action to minimize the harm. Any individual responsible for the unauthorized use or disclosure is referred to the Superintendent or his/her designee for appropriate disciplinary measures.
Privacy/Security Officer
The Treasurer shall be the privacy/security officer for the District. The privacy/security officer is responsible for overseeing all ongoing activities related to the development, implementation, maintenance and adherence to the District's policies and procedures concerning the security and privacy of protected health information.
Notice
The District shall distribute a Notice of Privacy Practices to individuals at the time of their enrollment in the health plan and within 60 days of any material revision. The notice shall also be posted in a clear and prominent location in each facility in the District and be printed in staff handbooks and the health plan booklet. The District will also notify individuals covered by the health plan of the availability of and how to obtain the notice at least once every three years.
Training
All employees shall receive training regarding the District's privacy policies and procedures as necessary and appropriate to carry out their job duties. Training shall also be provided when there is a material change in the District's privacy practices or procedures.
Documentation
Documentation shall be required in support of the policies and procedures of the District and all other parts of the HIPAA privacy regulations that directly require documentation, including, but not limited to, all authorizations and revocations of authorizations, complaints and disposition of complaints. All documentation is kept in written or electronic form for a period of six years from the date of creation or from the date when it was last in effect, whichever is later.
[Adoption date: October 21, 2004]
LEGAL REFS.: 45 C.F.R.
ORC 9.01; 9.35
149.41; 149.43
1347.01 et seq.
3317.061
4113.23
OAC 3301-35-03(A)(10)
CROSS REF.: KBA, Public’s Right to Know
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File: GBS-R
NOTICE OF PRIVACY PRACTICES
(Effective Date: April 14, 2003)
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
If you have any questions about this notice, please contact the school’s Chief Fiscal Officer.
Who Will Follow the Requirement of This Notice? This notice describes the District's practices and those of its employees and business associates. The District, its employees, and its business associates may share medical information with each other for the purposes of treatment, payment or other operations of the District as described in this notice.
Privacy of Health Information. We understand that medical information about you and your health is personal. This notice tells you about the ways in which we may use and disclose medical information about you. We also describe your rights and certain obligations that we have, regarding the use and disclosure of medical information. We are required by law to:
1. assure the medical information that identifies you is kept private;
2. give you this notice of our legal duties and privacy practices with respect to
medical information about you and
3. follow the terms of the notice that is currently in effect.
Use and Disclosure of Medical Information. The following describes the different ways that we may use and disclose medical information. Generally, private health information may be released without your authorization for the purposes of treatment, payment or other healthcare operations of the District. Medical information may also be released for the following purposes:
1. as required by law;
2. for public health services;
3. in connection with the investigation of abuse, neglect or domestic violence;
4. to health oversight agencies in connection with health oversight activities;
5. for judicial and administrative proceedings;
6. for law enforcement purposes;
7. to coroners, medical examiners and funeral directors;
8. for research if a waiver of authorization has been obtained;
9. to prevent serious and imminent harm to the health or safety of a person or the
public;
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File: GBS-R
10. for specialized governmental functions;
11. for military and veterans activities;
12. for national security and intelligence;
13. for protective services for the President and others;
14. to the Department of State to make medical suitability determinations;
15. to correctional institutions and law enforcement officials regarding an inmate
or
16. for workers' compensation if necessary to comply with the laws relating to
workers' compensation and other similar programs.
Rights Regarding Medical Information. You have the following rights regarding medical information that we maintain about you:
1. Right to Inspect and Copy. You have the right to inspect and copy medical
information that may be used to make decisions about you, including medical
and billing records. To inspect and copy medical information about you, you
must submit your request in writing to the CFO. If you request a copy of this
information, we may charge a fee for the costs of copying, mailing or other
supplies associated with your request. We may deny your request to inspect
and copy in certain very limited circumstances. If you are denied access to
medical information, you may request that the denial be reviewed by the Board
of Education.
2. Right to Amend. If you feel that the medical information we have about you is
incorrect or incomplete, you may ask us to amend the information. You have the
right to request an amendment for as long as the information is kept by or for the
District. To request an amendment, your request must be made in writing and
submitted to the CFO. In addition, you must provide a reason that supports your
request. We may deny your request if the information:
A. is not in writing or properly supported by a reason;
B. was not created by us;
C. is not part of the medical record kept by the District;
D. is not part of the information that you would be permitted to inspect and
copy or
E. is accurate and complete.
3. Right to an Accounting. You have the right to request an "accounting of
disclosures." This is a list of the disclosures we have made of medical
information about you. To request this list, you must submit your request in
writing to the CFO. Your request must state a time period that may not be
longer than six years and may not include dates before April 14, 2003. Your
request must also indicate in what form you want the list (for example, on paper
or electronically). The first list that you request within a 12 month period is free.
For additional lists, we may charge you for the cost of providing the list. We will
notify you of the cost involved and you may choose to withdraw or modify your
request before any cost is incurred.
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File: GBS-R
4. Right to Request Restrictions. You have the right to request a restriction or
limitation on the medical information that we use or disclose about you for
treatment, payment or healthcare operations. You also have the right to request
a limit on the medical information that we disclose about you to someone who is
involved in your care or the payment for your care. However, we are not
required to agree to your request. If we do agree, we will comply with your
request unless the information is needed to provide you with emergency
treatment. To request restrictions, you must make a written request to the CFO
telling us what information you want to limit; whether you want to limit our use,
disclosure or both; and to whom you want the limits to apply, for example,
disclosures to your spouse.
5. Right to Request Confidential Communications. You have the right to request
that we communicate with you about medical matters in a certain way or at a
certain location, for example, by mail or only at work. To request confidential
communications, you must make your request in writing to the CFO and specify
how or where you wish to be contacted. We will not ask you the reason for your
request and will accommodate all reasonable requests.
6. Right to a Paper Copy of This Notice. You have the right to a paper copy of this
notice. You may ask us to give you a copy of this notice at any time. Even if you
have agreed to receive this notice electronically, you are still entitled to a paper
copy. You may obtain a copy of this notice by contacting the CFO’s office.
Changes to This Notice. We reserve the right to make changes to this notice, and to make the revision or change applicable to medical information we already have about you, We will post a copy of the current notice in each building in the District.
Complaints. If you believe your privacy rights have been violated, you may file a complaint with the District. To file a complaint, please contact the school CFO.
All complaints must be submitted in writing. You can also complain to the Office for Civil Rights, U.S. Department of Health and Human Services, 200 Independence Avenue, SW, Room 509F, HHH Building, Washington, DC 20201 0004; (800) 368 1019.
Other Uses of Medical Information. Other uses and disclosures of medical information not covered by this notice will be made only with your written permission. If you provide us with permission to use or disclose medical information about you, you may revoke that permission in writing at any time. If you revoke your permission, we will no longer use or disclose medical information about you for the reason covered by your written authorization. However, we will not be able to take back any disclosures that we already made during any period in which your permission was in effect.
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File: GCA
All certificated staff positions are created only with the approval of the Board. It is the Board’s intent to maintain a sufficient number of positions to accomplish its goals and objectives.
Before any new position is established, the Superintendent presents for the Board’s approval a job description for the position.
Although a position may remain temporarily vacant or the number of persons holding the same type of position may be reduced in the event of staff reductions, only the Board may abolish a position which it has created.
The Superintendent keeps all job descriptions current and presents recommended changes to the Board for approval.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3319.02; 3319.03; 3319.09; 3319.10; 3319.22
4117.01
OAC 3301-35-01; 3301-35-03
File: GCB-1
CERTIFICATED STAFF CONTRACTS AND COMPENSATION PLANS
(Teachers)
The Board believes that a fair teacher compensation plan, which includes an adequate base salary, increments and employee benefits, is necessary to attract and hold highly qualified men and women to provide the quality educational program it desires in its schools.
As required by law, notice of annual salary is given to each certificated/licensed employee by
July 1.
Teacher Contracts
Written contracts of employment shall be issued to all professional teaching personnel in accordance with the Negotiated Agreement. Contracts are by and between the staff member and the Board.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3313.53
3317.13; 3317.14
3319.07; 3319.08; 3319.09; 3319.10; 3319.11; 3319.111; 3319.12;
3319.22; 3319.24; 3319.25; 3319.26
CROSS REF.: GCB, all subcodes
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCB-2-R
CERTIFICATED STAFF CONTRACTS AND COMPENSATION PLANS
(Administrators)
The Board may request the State Board of Education to issue a one-year temporary educator license valid for employing a superintendent or any other administrator as specified by the Board.
The State Board of Education may issue the temporary educator license if the Board has determined that the individual:
1. is of good moral character and
2. holds at least a baccalaureate degree from an accredited institution of higher
education in a field related to finance or administration or has five years of
recent work experience in education, management or administration.
A one-year temporary educator license is valid only in this District. The State Board of Education may renew the license annually upon request of the Board.
(Approval date: October 21, 2004)
File: GCBA
CERTIFICATED STAFF SALARY SCHEDULES
The Board adopts a salary schedule for its regular teaching personnel and places each teacher on the salary schedule in accordance with training and experience.
Placement on the salary schedule is in accordance with regulations developed by the administration and approved by the Board and the placement is in compliance with the Negotiated Agreement.
Retired administrators, who are subsequently employed by the Board, are granted credit on the salary schedule as determined by the Board on a case-by-case basis.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3317.13; 3317.14
3319.12
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCBA-R
CERTIFICATED STAFF SALARY SCHEDULES
Placement on Certificated Salary Schedules and Earning of Credits (Nonsupervisory)
1. Placement of new certificated employees (nonsupervisory) on salary schedule.
A. The maximum credit for prior experience shall be 10 years. However, in
special cases, credit beyond 10 years may be approved by the Board.
B. For purposes of determining years of experience and placement on the
current salary schedule, a minimum of 120 days of actual teaching under
District contract shall constitute one year.
C. A maximum of five years experience credit shall be granted for active duty
in the armed forces of the United States.
2. Earning of college or university credit and placement on salary schedule
(nonsupervisory).
A. Employees are placed on the currently adopted salary schedule in
accordance with degrees awarded and number of earned credit hours.
B. Employees who have completed enough credit hours, or who have been
awarded an advanced degree and qualify for higher salary placement, shall
submit official transcripts, or official grade reports, if grades have not yet
been processed, to the office of the Superintendent by September 15, or
January 15, of any contract year.
C. Credit hours for salary placement shall be earned from a state, regional or
national accredited college or university.
D. Credit hours from a community college, or two year institution, shall not
qualify an employee-after the bachelor’s degree has been awarded-for
advancement on the salary schedule unless the employee can reasonably
show a direct relationship between the proposed courses or degree and
his/her teaching assignment or certification. Prior approval must be
obtained in writing from the division supervisor.
E. Credit hours or degrees earned in a field unrelated to the employee’s
teaching assignment or certification—i.e. theology, law—shall not qualify an
employee for advancement on the salary schedule unless the employee
can reasonably show a direct relationship between the proposed courses
or degree and his/her teaching assignment or certification.
(Approval date: October 21, 2004)
File: GCBA-2
CERTIFICATED STAFF SALARY SCHEDULES - SCHOOL PSCHOLOGIST INTERN
The Board adopts a salary schedule for its school psychologist intern and places each intern on the state minimum teacher's salary schedule as outlined by the Stae of Ohio for each academic school year in accordance with training and experience.
Placement on the salary schedule is in accordance with regulations developed by the administration and approved by the Board and the placment is in compliance with the cooperating higher educational institute that is providing the intern's educational program.
[Adoption date: August 20, 2009]
LEGAL REFS.: ORC 3317.13; 3317.14
3319.12
OTHER REF.: State of Ohio Minimum Teacher's Salary Schedule for Academic Year of Employment
File: GCBB
CERTIFICATED STAFF SUPPLEMENTAL CONTRACTS
Certain positions assigned to individuals may require extra responsibility or extra time beyond that required of all certificated staff members. When the Board and administration determine the need, personnel assigned to such positions are provided supplemental contracts and supplemental compensation.
A teacher who is offered and undertakes a supplemental assignment, including but not limited to a coaching duty, enters into a one-year limited contract with the Board, which automatically terminates upon the expiration date.
All assignments accorded extra compensation are designated by the Board, as is the compensation for such assignments. Contracts for such assignments are awarded by the Board upon the recommendation of the Superintendent.
Pay for supplemental assignments is based upon work performed beyond regular duties and beyond the regular workday.
The Board directs the Superintendent/designee to identify supplemental contract positions that supervise, direct or coach a student activity program which involves athletic, routine/regular physical activity or health and safety considerations. Upon the identification of the position, the individual must complete the requirements established by the Ohio Department of Education, Ohio law and the Ohio Administrative Code.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3313.53; 3319.08; 3319.11
CROSS REFS.: GCB, Certificated Staff Contracts and Compensation Plans
IGD, Cocurricular and Extracurricular Activities
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCBC
CERTIFICATED STAFF FRINGE BENEFITS
In addition to basic salary, benefits are recognized by the Board as an integral part of the total compensation plan for staff members. The benefits extended to staff members are designed to promote their present and future economic security.
The Board will pick up the percentage of the employee’s share of mandatory STRS contributions for certificated/licensed employees as specified in previously approved individual employment contracts and collective bargaining agreements, in addition to the Board’s share of such contributions. These pick-ups may be provided to future employees or in future employment contracts and/or collective bargaining agreements provided said pick-ups comply with the terms of this policy, Internal Revenue Service rulings and Chapter 3307 of the Ohio Revised Code.
Such contributions, if provided as a salary reduction pick-up, although designated as employee contributions, will be treated as paid by the Board and that the contributions on behalf of the employees in the groups that are subject to this action, although designated as employee contributions, will be paid by the Board in lieu of employee contributions through the salary reduction method.
Such contributions, if provided as a fringe benefit pick-up, although designated as employee contributions, will be paid by the Board and that the contributions on behalf of the employees in the groups that are subject to this action, although designated as employee contributions, will be paid by the Board in lieu of employee contributions. The individual employment contracts shall specify whether these contributions will be treated as additional compensation for retirement purposes.
In addition, employees in the groups that are subject to this action are not permitted from and after the date of the pick-up to have any cash or deferred election right with respect to designated employee contributions and that such employees are not permitted to opt out of the pick-up or to receive the contributed amounts directly instead of having them paid by the Board to STRS.
This action shall apply with respect to all further such contributions for the certificated/licensed employees.
[Adoption date: October 21, 2004]
[Revision date: December 18, 2008---IRS Ruling 2006-43]
LEGAL REFS.: ORC 9.83; 9.90
3307, 3313.20—3313.203; 3313.38
3319.141, 3917.04
Chapter 4117, 4123.01,
Chapter 4141
IRS Ruling 2006-43
CROSS REF.: EI, Insurance Management
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCBD
CERTIFICATED STAFF LEAVES AND ABSENCES
A leave of absence is a period of extended absence from duty by a staff member for which written request has been made and formal approval has been granted by the Board. The Board provides a plan for considering leaves and absences for its staff members in accordance with Ohio and Federal laws and Board policies.
Compensation, if any, during leaves of absence depends upon the type of leave. Deductions are made in salaries for absence in accordance with regulations developed by the administration and approved by the Board.
Depending on the type of leave and when the group insurance policy permits, an employee may continue to participate in Board-approved insurance programs, provided that the employee pays the entire premium for these benefits.
A staff member terminates his/her affiliation with the Board if, at the expiration of the specified period of leave, he/she declines the position that is offered to him/her. Assuming his/her contract has not expired during a leave of absence, an employee holds the same contract status upon returning to duty as was held on the date on which the leave began.
Unauthorized Absence
Absence from work is governed by Board policy, Negotiated Agreement and/or state statutes. Employees who are absent from work because of sickness, personal leave or other leave provisions should comply with the procedures covering these categories.
Any absence that falls outside of the categories contained in the Negotiated Agreement or Board policies must receive approval of the Superintendent before the absence. Without prior approval, the absence is considered unauthorized.
Military Leave
The District shall follow the provisions of the Ohio Revised Code 5903.02 for military leave.
Military Leave: Active Duty, Reserve Training
Any teacher who leaves to enter the armed services of the United States, and returns to his/her position after discharge (except dishonorable discharge), must be reemployed under the same type of contract he/she held when he/she left. For public employees in general, such reemployment rights also exist irrespective of whether the employee voluntarily or involuntarily entered active duty. Application for reemployment must be made within 90 days of discharge. If a teacher’s application is received not less than 30 days prior to the first day of a semester, the teacher must be reemployed the next semester, and years of absence (Ohio law requires four and one-half years) in the armed services must be counted as though teaching service had been performed during that time.
1 of 2
File: GCBD
ORC 5903.02 entitles a public employee to a leave of absence to be inducted or to enlist in military duty, during which leave he/she is “for all purposes, . . . considered as having rendered service and as having received his/her regular rate of pay.” All employees who are members of the Ohio National Guard, the Ohio Military Reserve, the Ohio Naval Militia, or other reserve components of U.S. armed forces must be given leave without loss of pay for the time they are in military service, on field training or active duty, for periods not exceeding 31 days in any one calendar year.
Local Procedure
Health Insurance: If called to active duty, any member of the Ohio National Guard, the Ohio Military Reserve, the Ohio Naval Militia, or other reserve components of the U.S. armed forces will be maintained on the health insurance roster of the Miamisburg City Schools (at current status) for a period of six months.
Life Insurance: Coverage will be maintained as provided by the Miamisburg City Schools’ life insurance policy for its current employees. However, it should be noted that the life insurance policy does not provide benefits for any loss resulting from or caused by a declared or undeclared act of war or military duty.
[Adoption date: October 21, 2004]
LEGAL REFS.: Family and Medical Leave Act; 29 USC 2611 et seq.
ORC 124.38
3313.20; 3313.211
3319.08; 3319.09; 3319.13; 3319.131; 3319.14; 3319.141; 3319.143
CROSS REF.: GBR, Family and Medical Leave
CONTRACT REF.: Teachers’ Negotiated Agreement
2 of 2
File: GCBD-E
REQUEST FOR TIME OFF WORK WITHOUT PAY
Name _________________________ Date of Request ___________________
Position _______________________ Building _________________________
I hereby request time off work without pay from ____________ to _____________ in
Date Date
accordance with all administrative procedures. I understand that permission must be granted prior to any unpaid leave being taken.
This will amount to a total of _______ days/hours off work.
The reason(s) for my request:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
____________________________
Signature of employee
________________________ _____________________ Approved/Disapproved
Signature of Supervisor/Principal Date Received Circle One
Comments: ____________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_______________________ ____________________ Approved/Disapproved
Signature of Superintendent/Designee Date Circle One
All requests must have prior approval by the Superintendent/designee.
File: GCBE
CERTIFICATED STAFF VACATIONS AND HOLIDAYS
Vacations
Administrative personnel employed on a 12-month basis will receive five weeks vacation during the contract year.
A written request for vacation will be submitted to the Superintendent for approval. Vacations will be allowed provided they do not hinder the operation of the schools.
Holidays
The school calendar, as adopted by the Board, will establish the school recess periods and holidays for all administrators employed on a school-year basis.
Except for those holidays that have been declared for the District or vacation days that have been scheduled, all certificated staff members employed on a 12-month basis (260 or more workdays per year) will be expected to work during the recess periods of the school year.
Unused Vacation Leave
Employees of the District who are eligible for vacation days, either by Board-approved policies or by District/association agreements, shall use all vacation days for which they are eligible during the contractual year (August 1 – July 31) in which such vacation days accrue or by September 1 of the next contractual year or later as approved by the Superintendent, but not beyond December 31 of that year.
No employee may be compensated for his/her unused vacation leave except under the following conditions:
1. The employee’s resignation or separation from employment occurs too near the
end of the contract year or September 1 to permit accrued vacation days to be
used.
2. Death of the employee occurs prior to the use of accumulated vacation leave,
with payment for such accumulated, unused vacation leave to be paid to the
surviving spouse, or in the event there is no surviving spouse, the heir(s) as
designated by will or by probate.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3313.20; 3313.63
File: GCC
Because the quality of the staff hired by the Board is the major component of an effective, productive educational program, the Board and the administration of the District make efforts to attract and retain qualified personnel.
The Board expects the Superintendent, with the assistance of the administrative staff, to determine the personnel needs of the District and the individual schools and to recruit the best qualified candidates to recommend for employment.
Recruitment procedures include posting all openings so that the talents and potential of individuals already employed by the school system are not overlooked. Any current employee may apply for any position for which he/she has certification and meets other stated requirements. All candidates shall be considered on the basis of their merits, qualifications and the needs of the District.
The appropriate building administrator is expected to be involved in recruiting and interviewing. The Superintendent’s recommendation reflects, although not necessarily concurs with, that administrator’s appraisal of the candidate’s qualifications.
[Adoption date: October 21, 2004]
LEGAL REF.: OAC 3301-35-03
CROSS REFS.: AC, Nondiscrimination
ACA, Nondiscrimination on the Basis of Sex
ACB, Nondiscrimination on the Basis of Disability
GBA, Equal Opportunity Employment
File: GCD
The Superintendent determines the District's personnel needs and recommends to the Board suitable candidates for employment. Through recruiting and evaluation procedures, the Superintendent recruits and recommends to the Board the employment and retention of personnel.
It is the duty of the Superintendent to see that persons nominated for employment in the schools meet all certification/licensure requirements and the requirements of the Board for the type of position for which the nomination is made.
The following guidelines are used in the selection of personnel.
1. There is no unlawful discrimination in the hiring process.
2. The quality of instruction is enhanced by a staff with widely varied backgrounds,
educational preparation and previous experience. Concerted efforts are made
to maintain a variation in the staff.
3. Interviewing and selection procedures ensure that the administrator who is
directly responsible for the work of a staff member has an opportunity to aid in
the selection process. The final recommendation to the Board is made by the
Superintendent.
4. No candidate is hired without an interview and a criminal record check.
5. All candidates are considered on the basis of their merits, qualifications and the
needs of the District. In each instance, the Superintendent and others having a
role in the selection process seek to recommend the best qualified applicant for
the job.
While the Board may accept or reject a nomination, an appointment is valid only if made with the recommendation of the Superintendent. In the case of a rejection, it is the duty of the Superintendent to make another nomination.
Notice must be given 60 days prior to the date of employment of any person who is or will be retired prior to reemployment with the District. The notice must state the name of the person to be reemployed and must include the time, date and location of a public meeting which must take place 15 to 30 days prior to employment.
For purposes of this policy, a “retired administrator” is an individual who has retired pursuant to STRS or SERS rules and regulations.
The Board authorizes and directs the Superintendent to develop administrative regulations to implement this policy at the soonest practicable time.
[Adoption date: October 21, 2004]
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File: GCD
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC 3313.53
3319.02; 3319.07; 3319.11; 3319.21; 3319.22-3319.31; 3319.39
3323.06
OAC 3301-35-03(A)
CROSS REFS.: AC, Nondiscrimination
ACA, Nondiscrimination on the Basis of Sex
ACB, Nondiscrimination on the Basis of Disability
GBA, Equal Opportunity Employment
GBQ, Criminal Record Check
2 of 2
File: GCE
PART-TIME AND SUBSTITUTE CERTIFICATED STAFF EMPLOYMENT
All certificated personnel serving as substitute teachers or in part-time positions will be recommended by the Superintendent for appointment by the Miamisburg City School District Board of Education. The rules of pay for such employment will be recommended by the Superintendent and established by the Board.
The employment of substitute teachers will be centralized for the district in the office of Human Resources. Candidates selected will be recommended to the Board for placement on the list of approved substitutes. Principals will assume responsibility for the scheduling of substitutes from the approved list as needed.
Building principals will develop regulations for substitute teachers to guide them in the performance of their duties. The regulations will be approved by the Superintendent.
Substitute Pay for Certificated Personnel
Substitute pay for Certificated Personnel shall be determined as outlined in Administrative procedures and Board resolutions.
Teachers Employed as REPLACEMENT TEACHERS for a Certificated Staff Member on an Extended Leave of Absence for a Specified Amount of Time (One Year or More).
Such replacement teachers shall be placed immediately on the salary schedule at the appropriate degree and hours step. They will accumulate sick leave and personal leave in a manner identical to a regularly employed teacher. Such Replacement Teacher shall be granted health and dental insurance and all other local privileges granted a regularly employed teacher.
[Adoption date: September 20, 2007]
LEGAL REFS: ORC 3317.13
3319.08; 3319.10; 3319.13
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File: GCI
CERTIFICATED STAFF ASSIGNMENTS AND TRANSFERS
The assignment and transfer of teachers is the responsibility of the Superintendent. Each teacher is assigned to a specific area and may be transferred to any other position for which he/she is qualified. Transfers may be requested by administrators, supervisors or teachers. The Superintendent may initiate a transfer whenever he/she believes it is in the best interest of the District.
A request for transfer does not guarantee that such a transfer will be made. Teachers are encouraged to discuss transfers or their intention to request transfer with the principal or other appropriate supervisor.
Assignment to Nonpublic Schools
Teachers employed by the Board and assigned to nonpublic schools are considered as employees in all respects.
Such teachers will fulfill all requirements established for any other teacher assigned to serve within the District. Such teachers may be re-assigned to serve in any other assignment, either in the public schools or in nonpublic schools, as long as they are qualified to perform such duties.
Supervision of the performance of teachers assigned to nonpublic schools is the responsibility of the Superintendent.
Administrators
An administrator cannot be transferred during the term of his/her contract to a position of lesser responsibility unless he/she agrees to such a transfer.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3319.01; 3319.02; 3319.12
OAC 3301-35-03(A)
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCIA
SCHOOL PERSONNEL DUTIES DURING ADM COUNT WEEK
It will be the policy of the District to assign additional duties to personnel during the first full week of October of each year, which is the official ADM count week.
The purpose of this policy is to assure consistent and uniform action on the part of the school employees to determine an accurate ADM count.
Superintendent: The Superintendent shall communicate laws, expectations, policies and philosophies in a clear and concise manner, insuring that all school employees involved in the ADM count know what is expected of them, how it is to be done and why it is being done. The Superintendent shall be responsible for additional school policies as needed to complete the ADM count in an efficient and accurate manner.
Principals: Building principals shall insure that teachers and secretaries on their staff have a thorough understanding of the purposes of the ADM count and are oriented on procedures and policies for securing an accurate ADM count. The principals should also address the importance of an accurate ADM count for the building, as compared to the EMIS report for the building to ensure accurate funding for the District.
Secretaries: Building secretaries shall insure that information sent to the school office is complete, with each teacher’s list accounted for. All paper excuses sent to the school by parents during the first week in October should be retained for five years. A phone log should be retained for parents who have reported a student’s absence by phone. The log should contain date of absence, date of call, name of person making call, name and relationship of person contacted and the reason for absence. All paper excuses written by parents and phone logs originating in the school office should be separated and retained in the school office by homeroom. The building secretary should also insure that each student excuse is a valid note written by an authorized parent or guardian.
EMIS Coordinator: The EMIS Coordinator shall establish checks to insure that information on absent students is coded according to the six non-attending reasons as listed in the EMIS booklet. If the student’s parent/guardian has furnished a proper excuse for the student, then the student should be coded as authorized absence.
Teachers: Teachers should have a thorough understanding of the importance of the ADM count and understanding of the local procedures so that each teacher is conducting the count in a consistent and uniform manner. Each teacher should follow ADM count procedures during the first full week in October as directed by the building principal. If the building procedure is to return absence notes to the homeroom teacher, then those notes should be retained and sent to the building principal’s office for filing.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3319.01; 3319.02; 3319.12
OAC 3301-35-03(A)
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCJ
CERTIFICATED STAFF TIME SCHEDULES
Administrators
The nature of the duties and responsibilities of administrators and supervisors requires their hours of work to vary and extend as necessary to fulfill the requirements of their positions. The work year for administrators is established individually through their contracts.
Teachers
Efforts are made by the administration to provide a uniform workday for teachers. The workday for teachers shall be established by the Board.
The work year for teachers is established by the Board’s adoption of the school calendar.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3313.48; 3313.481; 3313.483
3319.111
OAC 3301-35-02(B)(11)-(13); 3301-35-03(A)(12)
CROSS REF.: ICA, School Calendar
CONTRACT REF.: Teachers' Negotiated Agreement
File: GCL
CERTIFICATED STAFF DEVELOPMENT OPPORTUNITIES
Certificated staff members are encouraged to pursue and are provided with opportunities for the development of increased competencies beyond those which they may attain through the performance of their assigned duties and assistance from supervisors.
Opportunities for professional growth are provided through such means as:
1. planned in-service programs and workshops offered within the District from
time to time;
2. released time for visits to other classrooms and schools and for attendance at
conferences, workshops and other professional meetings and
3. leaves of absence for advanced educational training.
The Superintendent has the authority to approve released time for conferences and visitations and reimbursements for expenses, provided that such activities are within budget allocations for that purpose.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3313.20
3315.07
3319.131
OAC 3301-35-03
CROSS REFS.: GCBC, Certificated Staff Fringe Benefits
GCBD, Certificated Staff Leaves and Absences
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCM
SUPERVISION OF CERTIFICATED STAFF
Lesson preparation is essential to effective teaching. A teacher must have a clear idea of what is to be taught and how it is to be taught. Lessons must be planned and organized before a class begins.
Of course, not all plans can be written. The written lesson plan serves as a skeletal structure to give direction to the teacher’s memory, to help keep the class on schedule and to communicate progress toward the objectives of the courses of study.
Daily lesson plans must reflect the courses of study they are designed to implement as mandated in Section 3301-35-02 (B) (3) of the Ohio Elementary and Secondary Schools Minimum Standards: “Daily lesson plans shall give direction for instruction and implementation of courses of study.”
The daily lesson plan shall include:
1. Name of the subject
2. Objective of the lesson (usually indicating activity)
Briefly stated using such words as “introduce, review, reteach for, compute....”
Related clearly to course of study by:
A. specific reference to course of study or content standards (e.g., Obj. 3, I-A)
or
B. statement of student objective or apparent subject matter and activities that
can be shown to relate to the course objectives or content standards.
3. Materials (e.g., study sheet #2, text, pp 2-10, film, problems)
4. Evaluation (e.g., homework assignment, study sheet, quiz, student report).
Administrative procedures as checks on written plans:
1. Principals will check lesson plans at least twice per year.
2. Principals may ask that written daily/weekly plans be turned in for comment or principals will meet with teachers to discuss the plans.
3. Principals will review, in particular, that the written plans reflect the objectives of the course of study and show progress toward those objectives.
[Adoption date: October 21, 2004]
File: GCN-1 (Also AFC-1)
EVALUATION OF CERTIFICATED STAFF
(Teachers)
A determination of the efficiency and effectiveness of the teaching staff is a critical factor in the overall operation of the District.
An ongoing evaluation program is implemented to provide a record of service, to provide objective evidence for employment and personnel decisions and to promote the improvement of instruction as a part of the goals of the District.
Procedures used in the evaluation process are subject to Board approval or in accordance with the Negotiated Agreement. Complete and appropriate evaluation records are maintained.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC Chapter 4117
3319.01; 3319.11; 3319.111; 3319.16; 3319.161
OAC 3301-35-03(A)(8)
CROSS REF.: Evaluation forms and instruments are maintained in the central office
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCN-1-R (Also AFC-1-R)
EVALUATION OF CERTIFICATED STAFF
(Teachers)
Criteria of Expected Job Performance
The Board adopts the following criteria of expected job performance in the area of responsibility assigned to the teacher being evaluated:
1. fulfills teaching responsibilities;
2. relates positively to students, teachers and staff;
3. relates positively to supervision;
4. helps each student to develop a realistic, positive self-image;
5. shows evidence of professional growth;
6. adheres to written administrative policies;
7. demonstrates skill in preparation and presentation of subject matter;
8. identifies and attempts to satisfy individual needs of students;
9. involves students in the planning and carrying out of activities;
10. establishes and maintains reasonable classroom control and
11. implements approved curriculum for grade or school.
Criteria of expected job performance for nonteaching and administrative staff is that identified on the adopted appraisal form.
(Approval date: October 21, 2004)
File: GCNT-2-R (Also AFC-2-R)
EVALUATION OF CERTIFICATED STAFF
Purpose of Evaluation
Evaluation is a cooperative and continuing process which has as its base the improvement and maintenance of quality educational programs in the Miamisburg City Schools. The process shall recognize exemplary levels of performance and shall encourage involvement in specific, identifiable areas through systematic assessment.
PURPOSE/BELIEF STATEMENTS:
Together, teachers and administrators unite to enhance the teacher evaluation process. Through engaging in constrictive dialogue, the following beliefs statements were generated regarding the staff assessment process:
1. The primary purpose of a evaluation model is to improve the instructional process
and facilitate professional growth of our teaching staff.
2. The improvement of the teaching process is best achieved through a process of
developing professional relationships built trust, the data/information obtained
and purposeful efforts to improve.
3. The evaluation process is a collaborative process cognizant of the needs,
performance level and interest of the teacher at different levels of their
professional career.
4. The evaluation should provide quality feedback and assistance based on
researched best instructional practices.
5. The evaluation process is one that is understood and respected by both the
administration and teachers being evaluated.
Annual or Cycle Evaluation
Certificated classroom teachers and certificated support personnel (collectively referred to as “teachers” herein) shall be evaluated in accordance with the procedures and criteria set forth herein.
Phase I: Comprehensive Model – based on PathWise & Ohio Teaching Standards
Teachers new to the District
Veteran teachers on last year of limited multi-year contracts (See Phase IV)
Phase II: Portfolio – Performance Target/Goal Setting – Based on PathWise model
and Ohio Teaching Standards.
Veteran teachers on limited or tenure contracts
Unannounced Observation – based on PathWise model and Ohio Teaching Standards
Veteran teachers on limited or tenure contracts
Phase III Peer Evaluation Model – Based on PathWise Model and Ohio Teaching Standards
Veteran tenured teachers
Phase IV Ohio Department of Education Master Teacher Program
Veteran teachers on limited or tenure contracts
Veteran teachers on last year of limited muti-year contracts
Seven (7) years teaching
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File: GCN-2-R (Also AFC-2-R)
Responsibility for Evaluation
The principal or designated aministrator shall be responsible for the evaluation of teachers assigned to his/her administrative unit. At the secondary level, the principal or designated administrator, whenever possible, will assume responsibility for evaluating teachers in areas for which he/she is certificated. For purposes of this section, the term secondary refers to grades 7 through 12. Teachers who are assigned to more than one school shall be evaluated by the principal in which building they spend the most time. If the time of the teacher is equivalent in each building, the appropriate division supervisor shall assign responsibility for such evaluation to a specific building administrator or administration at both sites, or may, at his/her discretion, assume responsibility for the evaluation.
Evaluation Criteria
Each teacher shall be evaluated in accordance with the criteria set forth in the job description. PathWise, and The Ohio Teaching Standards. All instruments/forms are based on the four domains of effective teaching adapted from the PathWise Model, the Ohio Teaching Standards and/or “Best Practices” research. The Comprehensive Evaluation Model includes the “Analysis of Teacher Behavior,” “Instructional Planning and Reflection” and “Pre-observation Reflection” forms. Required written evaluations will be documented on the “Comprehensive Evaluation Summary Report” (Form A) for Comprehensives and/or on the “Portfolio Evaluation Summary” form for Portfolio Evaluations (Form B). The Portfolio Evaluation Model includes the Performance Target Planning Form and the Portfolio Evaluation Summary Form. The Unannounced Evaluation Model includes the Unannounced Teacher Observation Form and the Unannounced Teacher Observation Reflection form. The Peer Observation Model includes the Peer Observation Summative Evaluation form. The Master Teacher evaluation method requires the use of the forms and rubric set forth by the Ohio Department of Education.
Required Evaluations
1. Teachers new to the District and teachers in the last year of a limited contract shall be evaluated using the
Comprehensive Evaluation Model. Please note that veteran teachers in the last year of a multi-year contract may use
The Master Teacher Program as his or her evaluation tool as long as they meet the ODE requirements for the
program. Administration has final decision in which method is most appropriate for the candidate.
A. The designated evaluator shall complete two 30 minute classroom
observations during the first four months of the school year, with the first
observation to be completed by October 15 and the second by December
15. One written evaluation (Form A) will be completed by January 15.
B. The designated evaluator shall complete at least two additional 30 minute
observations between February 10 and March 15 (if recommending for
non-renewal), otherwise between February 10 and March 25.
C. The evaluator will submit written evaluations (Form A) to the
Superintendent before March 25 (if recommending for non-renewal),
otherwise June 15.
2. Teachers on their first multi-year limited contract that does not expire (year one of a two year limited contract) shall
be evaluated by the Unannounced Observation Model. The evaluator has the option of using the Comprehensive
Evaluation Model in combination with or instead of the Unannounced Observation Model. In addition, cadidates that
meet the ODE requirements may use the Master Teacher as their evaluation tool. Administration has the final
decision on which evaluation too will be used.
A. The designated evaluator shall complete one 30 minute classroom
observation during the first four months of the school year, with the
observation to be completed by December 15. One written evaluation
(FormA2) will be completed by January 15.
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File: GCN-2-R (Also AFC-2-R)
B. The designated evaluator shall complete at least one additional 30 minute
observation prior to May 15. The evaluator will submit written evaluation
(Form A2) before June 15.
3. Teachers with limited contracts that do not expire (i.e, teachers on the first or second year of a three year limited
contract) shall be evaluated by selecting a Performance Target and completing a Portfolio or the Unannounced
Observation Model. In addtion, candidates that meet the ODE requirements may use the Master Teacher Program
as their evaluation tool. The evaluator has the option of using the comprehensive Evaluation Model. Administration
has the final discretion on which evaluation tool will be used.
4. Teachers on continuing contract shall have a Comprehensive Performance Target Portfolio or Unannounced
evaluation at least three out of every four-year cycle. In addition, candidates that meet the ODE requirements may
use the Master Teacher Program as their evaluation tool. The evaluator has the option of using the Comprehensive
Evaluation Model. Administration has the final discretion on which evaluation tool will be used.
5. Teachers applying for continuing contract will be evaluated using the Comprehensive Evaluation Model.
Evaluation Procedures - Comprehensive/Performance Target Portfolio
In September of each school year, the building administrator(s) or evaluators shall meet with all certificated staff scheduled to be evaluated that year and shall review the timelines, criteria, type of evaluation model appropriate for each staff member and procedures for evaluation.
Comprehensive Evaluation Procedure
1. Prior to conducting a required observation, the evaluator and teacher shall meet
to set up the observation time and date.
2. Prior to the observation the teacher will complete the appropriate sections of
the “Instructional Planning and Reflection” form and return it to the evaluator.
3. Prior to the observation the evaluator collects data for Domain A and records it
on the “Analysis of Teacher Behaviors” form.
4. Before the observation the teacher completes the “Pre-observation Reflection”
form and has it available for the evaluator’s use during the observation.
5. The evaluator completes Domain A data collection and conducts the
observation. After the observation the evaluator analyzes the data gathered
during the observation.
6. The teacher completes the reflection sections of the “Instructional Planning and
Reflection” form and submits it to the evaluator.
7. The evaluator summarizes the data for Domain D on the appropriate section of
the “Analysis of Teacher Behaviors” form and completes the “Comprehensive
Evaluation Summary Report” form.
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File: GCN-2-R (Also AFC-2-R)
8. The evaluator and teacher shall meet for the post-observation conference within
five working days following the observation to discuss the data collected from
the appropriate forms and the observation. The post-conference shall include
positive reinforcement of the teacher’s strengths, specific listings for areas
needing improvement, suggestions for insuring improvement and specific
recommendations regarding the “means” by which the teacher may obtain
assistance in making improvements in the areas designated either by the
evaluator and/or teacher. Teacher and evaluator shall sign the “Comprehensive
Evaluation Summary Report.” Teachers who disagree with the contents of the
“Comprehensive Evaluation Summary Report” shall have the right to attach their
written explanation of the content.
A copy of each teacher’s annual written evaluation (Form A) shall be forwarded
to the appropriate Division Supervisor by March 25 if recommending
nonrenewal, otherwise June 15 for review by the Division Supervisor before
filing in the teacher’s personnel file.
Evaluation Procedures – Unannounced Evaluation Model
In September of each school year, the building administrator(s) or evaluators shall meet with all certificated staff scheduled to be evaluated that year and shall review the timelines, criteria, type of evaluation model appropriate for each staff member and procedures for evaluation.
Unannounced Evaluation Procedure
1. The evaluator completes the required observations by the required deadlines.
2. Following the observation, the teacher will complete the appropriate sections of
the “Unannounced Teacher Observation and Reflection” form and return it to the
evaluator.
3. The evaluator summarizes the observation and reflection data on the
“Unannounced Teacher Observation Report” Form C.
4. The evaluator and teacher shall meet for the post-observation conference
following the observation to discuss the data collected from the appropriate
forms and the observation. The post-conference shall include positive
reinforcement of the teacher’s strengths, specific listings for areas needing
improvement, suggestions for insuring improvement and specific
recommendations regarding the “means” by which the teacher may obtain
assistance in making improvements in the areas designated either by the
evaluator and/or teacher. Teacher and evaluator shall sign the “Unannounced
Teacher Observation Form.” Teachers who disagree with the contents of the
report shall have the right to attach their written explanation of the content.
Portfolio Performance Target Procedure
1. In September of each school year, the building administrator or evaluator shall
meet with the teacher and complete the “Performance Target Planning” form.
Performance target(s) shall be selected to reflect the four domains listed in the
Comprehensive Evaluation Model and/or “Best Practice” research. This
meeting should be documented on the “Portfolio Evaluation Summary” (Form
B).
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File: GCN-2-R (Also AFC-2-R)
2. By the end of the first semester the evaluator and teacher will meet and review
progress toward the Performance Target(s) and artifacts in the portfolio. This
meeting shall be documented on the “Portfolio Evaluation Summary” (Form B).
3. The teacher and evaluator will meet by June 1 to complete and sign the
“Evaluation Summary” (Form B) and review the completed portfolio. Teachers
who disagree with the contents of the “Portfolio Evaluation Summary” shall have
the right to attach thereto their written explanation of the content.
4. The signed “Portfolio Evaluation Summary” (Form B) will be sent to the
Superintendent by June 30.
Teachers applying Continuing Contract Procedures:
A. A teacher must submit a letter requesting a continuing contract to the
Superintendent between August 1 and September 15.
B. The designated evaluator shall complete two 30 minute classroom
observations during the first four months of the school year, with the first
observations to be completed by October 15 and the second by December
15. One written evaluation will be completed by January 15.
C. The designated evaluator shall complete at least two additional 30 minute
observations between February 10 and February 24. A written evaluation
(Form A) will be completed by March 1.
D. If the evaluator determines on the basis of the teacher’s final evaluation for
the two previous years and by the results of the current evaluation process
that the teacher should be recommended to the Superintendent for
continuing contract, the evaluator shall forward copies of the written
evaluations (Comprehensive and Performance Target Portfolio) to the
Superintendent along with a memorandum delineating the specific reasons
for the recommendation.
E. If the evaluator determines on the basis of the teacher’s final evaluation for
the two previous years and by the results of the current evaluation process
that the teacher should not be recommended to the Superintendent for
continuing contract, the evaluator shall forward copies of the evaluations
(Comprehensive and Performance Target Portfolio) to the Superintendent
along with a memorandum delineating the specific reasons for not
recommending continuing contract.
F. Upon review of the recommendation and accompanying analysis, the
Superintendent, or his/her designee, may choose other unannounced
observations prior to April 15. In all cases where the evaluator has
recommended that the teacher not be awarded continuing contract, at least
one such unannounced observation shall be conducted during the period of
March 1 – April 15.
5 of 6
File: GCN-2-R (Also AFC-2-R)
Peer Observation and Evaluation Option Procedure (Pilot 2007-08)
1. In September of each school year, the building administrator or evaluator
shall meet with the teachers and review the “Peer Observation and
Evaluation” planning form. Teachers shall focus on the four domains of
PathWise and the Ohio Standards for Teaching. This meeting should be
documented on the “Peer Observation & Evaluation Summary” (Form D).
2. By the end of the first semester the teachers shall observe each for no less
than 30 minutes each followed by a post conference. The evaluator and
teachers will then meet and review progress. This meeting shall be
documented on the “Peer Observation & Evaluation Form” (Form D).
3. The teachers and evaluator will repeat the above process in the second
semester and meet by June 1 to compete and sign the evaluation form
(Form B2). Teachers who disagree with the contents of the evaluation shall
have the right to attach their written explanation of the content.
4. The signed “Form D” will be sent to the Superintendent by June 30.
The Master Teacher Program ----Ohio Department of Education
A master teacher demonstrates excellence inside and outside the classroom through consistent leadership and focused collaboration to maximize student learning. A master teacher strives for distinguished teaching and continued professional growth as specified by the Ohio Standards for the Teaching Profession.
To be designated as a Master Teacher in Ohio, eligible educators must clearly demonstrate each of the following criteria as described in the Ohio Standards for the Teaching Profession. Master Teacher will achieve exemplary scores in four out of five areas on the scoring guide.
A. Consistent Leadership
B. Foucused Collaboration
C. Distinguished Teaching----Focus on Students and Environment
D. Distinguished Teaching----Focus on Content, Instruction and Assessment
E. Continued Professional Growth
Interested candidates need to submit the Ohio Department of Education application and letters of recommendation to the district Master Teacher Committee by September 15th. Candidates need to follow the requirements set forth by the Ohio Department of Education and the District Master Teacher Committee. All scoring for the Master Teacher will be done by members of the district Master Teacher Committee using the set scoring rubric designed by the State of Ohio Master Teacher Committee. Final Master Teacher projects are due by June 1st each year. Building principals will receive the final scoring rubric sheet to verify the completion of the program.
Forms
Analysis of Teacher Behaviors
Instructional Planning and Reflection
Pre-observation Reflection
Comprehensive Evaluation Summary Report (Form A)
Performance Target Planning
Portfolio Contents
Portfolio Evaluation Summary (Form B)
Unannounced Observations (Form C)
Unannounced Teacher Observation Reflection
Peer Observation and Evaluation Option
Peer Observation Summative Evaluation (Form D)
Other Forms
Counselor Appraisal Form (Form G)
Speech, Hearing and Language Therapist Appraisal Form (Form H)
Secondary Media Specialist Appraisal Form (Form J)
School Psychologist Appraisal Form (Form K)
Ohio Department of Education Master Teacher Application
Ohio Department of Education Master Teacher Recommendation Letter Form
Ohio Department of Education Master Teacher Scoring Rubric
(Approval date: June 21, 2007)
[Revised: July 19, 2007]
[Revised: October 15, 2009] (Addition of Master Teacher)
6 of 6
File: GCN-2
EVALUATION OF ADMINISTRATIVE STAFF
(Both Certificated and Classified Non-Bargaining Unit)
A. This policy shall govern the evaluation of any administrator in a position, other
than Superintendent and Treasurer, for which the Board requires an
administrative license from the Ohio Department of Education, including a
business manager, assistant superintendent, principal, assistant principal, a
professional pupil services employee or administrative specialist or an equivalent
of either one who is not employed as a school counselor and spends less than
fifty percent of the time employed teaching or working with students.
This policy also shall govern the evaluation of any nonlicensed administrator in a position with job duties that enable the person to be considered as either a "supervisor" or a "management level employee," as defined in state collective bargaining law.
B. The Board shall consider evaluations based upon this policy in deciding whether
to renew the contract of employment of an administrator. The Superintendent or
designee shall conduct evaluations.
C. Evaluations shall measure the administrator’s effectiveness in performing the
duties included in the administrator’s job description, and the evaluation process
set forth in this policy is intended to provide time to show progress in correcting
the deficiencies identified in the process.
D. All administrators shall be evaluated according to the following schedule. In any
school year that the administrator’s contract of employment is not due to expire, at
least one evaluation (“yearly evaluation”) shall be completed in that year. A written
copy of the yearly evaluation shall be provided to the employee no later than the
end of the administrator's contract year.
The Superintendent/ designee also may conduct additional evaluations at any
time before an administrator’s yearly evaluation if the Superintendent/ designee
determines that the administrator’s performance is unsatisfactory based on the
duties included in the administrator’s job description and any performance
objectives established by the Superintendent/ designee.
In the school year that the administrator's contract of employment is due to
expire, a preliminary evaluation and a final evaluation shall be completed in that
year. A written copy of the preliminary evaluation shall be provided to the
administrator at least 60 days prior to any action by the Board on the
administrator's contract of employment. The final evaluation shall indicate the
Superintendent's intended recommendation to the Board regarding a contract of
employment for the administrator. A written copy of the final evaluation shall be
provided to the administrator at least 5 days prior to the Board's acting to renew
or not renew the contract.
1 of 2
File: GCN-2
E. The evaluation procedures in this policy shall not create an expectancy of
continued employment. Nothing in this policy shall prevent the Board from making
the final determination regarding the renewal or nonrenewal of the contract of any
administrator.
F. The results of the evaluations will be kept in personnel records maintained in the
central office. An administrator may attach a response memorandum to a written
evaluation given to that administrator.
[Adoption date: October 21, 2004]
[Revised: January 18, 2007]
LEGAL REFS.: ORC 3319.02; 3319.22; 3319.27
OAC 3301-24-11; 3301-24-12; 3301-35-03(A)(8)
CROSS REF.: GBL, Personnel Records
2 of 2
File: GCPA
REDUCTION IN CERTIFICATED STAFF WORK FORCE
The Board may reduce the number of teachers upon the return to duty of regular teachers after leaves of absence, suspension of schools, territorial changes affecting the District or decreased enrollment of students in the District.
The Board may reduce the number of administrators upon the return to duty of administrators after leaves of absence, suspension of schools, territorial changes affecting the District, decreased enrollment of students in the District or for financial reasons.
[Adoption date: October 21, 2004]
LEGAL REF.: ORC 3319.17
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCPB
RESIGNATION OF CERTIFICATED STAFF MEMBERS
Any certificated staff member who has a contract effective for the next school year is permitted to resign prior to July 10, preceding that year. After that time, the consent of the Board must be given before a staff member may resign his/her position. A teacher who resigns after July 10 is subject to certification sanctions imposed by the State Board of Education. Resignations are submitted to the Superintendent for presentation to the Board.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3319.02; 3319.15
File: GCPCA
At the time of retirement from the District, a severance amount calculated by a prescribed formula applied to the employee’s unused sick leave and daily rate of pay at the time of retirement from the District is granted to certificated staff employees in compliance with the Negotiated Agreement and State law. Upon payment of severance pay, the retiring employee’s sick leave accumulation is reduced to zero.
Administrators who have retired under the rules of the State Teachers Retirement System are not eligible for severance pay based upon a subsequent retirement.
The severance pay is based upon the individual’s per diem salary at the time of retirement times one-fourth, or 25% of the individuals accumulated sick leave up to 180 days plus 10% of the individuals second 100 days (181-280) plus 25% of the third 100 days (281-380) with a maximum of 80 days.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 9.90
124.39
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GCPD
SUSPENSION AND TERMINATION OF CERTIFICATED STAFF MEMBERS
Suspension
The Board may suspend a certificated staff member pending final action to terminate his/her contract if, in its judgment, the character of the charges warrants such action.
Termination
The contract of a certificated staff member may be terminated for gross inefficiency or immorality, for willful and persistent violations of reasonable regulations of the Board or for other good and just cause. Before terminating any contract, the Board furnishes the certificated staff member a written notice signed by the Treasurer of its intention to consider termination of his/her contract and specification of the grounds for such consideration. The Board informs the certificated staff member of his/her right to request a hearing by the Board or by an independent referee. At such a hearing, both parties may be represented by counsel and present and cross-examine witnesses. A stenographic record of the proceedings is made. After the hearing, the Board makes its determination by majority vote. Any order of termination of a contract states the grounds for termination.
If the suspension or termination is based in whole or in part on the results of a consumer report (as that term is used in the Fair Credit Reporting Act), the Board furnishes the certificated staff member with pre-adverse action and adverse action notices required by the Fair Credit Reporting Act.
Teachers may only be suspended or terminated under the terms of the collective bargaining agreement and/or State law.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC 124.36
3319.02; 3319.11; 3319.16; 3319.161; 3319.17
CROSS REF.: GBQ, Criminal Record Check
CONTRACT REF.: Teachers’ Negotiated Agreement
File: GDA
All classified staff positions are created only with the approval of the Board. It is the Board’s intent to maintain a sufficient number of positions to accomplish its goals and objectives.
Before any new position is established, the Superintendent presents for the Board’s approval a job description for the position.
Although positions may remain temporarily vacant, or the number of persons holding the same type of position may be reduced in the event of required staff reduction, only the Board abolishes a position which it has created.
The Superintendent/designee keeps all job descriptions current and presents recommended changes to the Board for approval.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 124.11; 124.18; 124.34
3319.081
OAC 3301-35-03
File: GDB
CLASSIFIED STAFF CONTRACTS AND COMPENSATION PLANS
Contracts
All newly hired, regular classified staff employees, including regular hourly rate and per diem employees, serve a probationary period of not less than 90 workdays nor more than one year. If such employees successfully complete this probationary period, they are considered as permanent employees.
Compensation Plans
In determining and developing salary schedules for classified staff other than administrators, the Board considers the responsibilities of the position, the qualifications needed, past experience of the individual and years of service credit.
Salaries for classified staff are reviewed and established annually by the Board upon the recommendation of the Superintendent.
In compliance with State law, employees are notified in writing by July 1 of their salary for the following school year.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC Chapter 124
3317.12
3319.081-3319.083; 3319.088
CROSS REF.: GDB, all subcodes (relating to compensation)
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDBA
CLASSIFIED STAFF SALARY SCHEDULES
The Board develops salary schedules which:
1. adequately provide for the retention of those classified staff employees who are
rendering satisfactory and efficient service in the school system and
2. provide employees with a financial projection by indicating the salary which may
be provided by a salary schedule.
Such schedules take into account the qualifications required, the responsibilities of the position and work experience. Initial placement on the schedule may take into consideration the employee’s previous experience.
An employee must work the number of days as stipulated in the Negotiated Agreement in their contractual work year in order to qualify for the yearly increment on the salary schedule.
In compliance with law, employees are notified in writing by July 1 of their salaries for the ensuing year.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3317.12
3319.081; 3319.082; 3319.083; 3319.088
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDBC
CLASSIFIED STAFF FRINGE BENEFITS
In addition to basic salary, benefits are recognized by the Board as an integral part of the total compensation plan for staff members.
The benefits extended to eligible classified staff employees are designed to promote their present and future economic security and to provide the financial incentives for skill development that benefit the District.
The Board will pick up the percentage of the employee’s share of mandatory SERS contributions for non-certificated/non-licensed employees as specified in previously approved individual employment contracts and collective bargaining agreements, in addition to the Board’s share of such contributions. These pick-ups may be provided to future employees or in future employment contracts and/or collective bargaining agreements provided said pick-ups comply with the terms of this policy, Internal Revenue Service rulings and Chapter 3309 of the Ohio Revised Code.
Such contributions, if provided as a salary reduction pick-up, although designated as employee contributions, will be treated as paid by the Board and that the contributions on behalf of the employees in the groups that are subject to this action, although designated as employee contributions, will be paid by the Board in lieu of employee contributions through the salary reduction method.
Such contributions, if provided as a fringe benefit pick-up, although designated as employee contributions, will be paid by the Board and that the contributions on behalf of the employees in the groups that are subject to this action, although designated as employee contributions, will be paid by the Board in lieu of employee contributions. The individual employment contracts shall specify whether these contributions will be treated as additional compensation for retirement purposes.
In addition, employees in the groups that are subject to this action are not permitted from and after the date of the pick-up to have any cash or deferred election right with respect to designated employee contributions and that such employees are not permitted to opt out of the pick-up or to receive the contributed amounts directly instead of having them paid by the Board to SERS.
This action shall apply with respect to all further such contributions for the certificated/licensed employees.
[Adoption date: October 21, 2004]
[Revision date: December 18, 2008---IRS Ruling 2006-43]
1 of 2
File: GDBC
LEGAL REFS.: ORC 9.83; 9.90
3309
3313.20-3313.211
3319.084-3319.087; 3319.141; 3319.142
3917.04
4123.01
4141.29; 4141.291
IRS Ruling 2006-43
CROSS REF.: EI, Insurance Management
CONTRACT REF.: Classified Staff Negotiated Agreement
2 of 2
File: GDBD
CLASSIFIED STAFF LEAVES AND ABSENCES
Leaves and absences granted to the classified staff are for the purposes of helping them maintain their physical health, taking care of family and other personal emergencies and discharging important and necessary obligations.
All requests for long-term leaves of absence are submitted by the Superintendent, together with his/her recommendations, to the Board for its action.
[Adoption date: October 21, 2004]
LEGAL REFS.: Family and Medical Leave Act; 29 USC 2611 et seq.
ORC 124.38-124.39
3313.20; 3313.211
3319.13; 3319.141; 3319.143
CROSS REF.: GBR, Family and Medical Leave
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDBD-E
REQUEST FOR TIME OFF WORK
WITHOUT PAY
Name _________________________ Date of Request ___________________
Position _______________________ Building _________________________
I hereby request time off work without pay from ___________ to ______________ in
Date Date
accordance with all administrative procedures. I understand that permission must be granted prior to any unpaid leave being taken.
This will amount to a total of _______ days/hours off work.
The reason(s) for my request:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
____________________________
Signature of employee
______________________ _____________________ Approved/Disapproved
Signature of Supervisor/Principal Date Received Circle One
Comments: ____________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________ _____________________ Approved/Disapproved
Signature of Supervisor/Designee Date Circle One
All requests must have prior approval by the Superintendent/designee.
File: GDBE
CLASSIFIED STAFF VACATIONS AND HOLIDAYS
Vacations
Certain classified staff personnel are eligible for vacation after the first full year of employment. Those employed for 11 or 12 months receive vacation with pay in compliance with State law or the Negotiated Agreement.
The Superintendent gives final approval of vacation schedules for the classified staff. It is his/her responsibility to see that vacations are scheduled so that the least interference with the operation of the schools results.
Holidays
The following holidays have been established by law as paid holidays: New Year’s Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day. If Independence Day, Christmas Day or New Year’s Day falls on a Saturday, employees will not be required to work on the preceding Friday. When any of these days falls on a Sunday, employees are not required to work on the following Monday. Employees are eligible for paid holidays only if they accrue earnings the day before and the day after the holiday.
Because various classifications of personnel are scheduled to work a different number of months during the calendar year, the Superintendent informs all employees of the specific holidays to which their particular job classification is entitled.
Unused Vacation Leave
Employees of the District who are eligible for vacation days by Board-approved policies shall use all vacation days for which they are eligible during the contractual year (July 1 - June 30) in which such vacation days accrue or by December 31 of the next contractual year. The Superintendent may extend the deadline past December 31 at his/her discretion. Any such request must be submitted in writing to the Superintendent.
No employee may be compensated for his/her unused vacation leave except under the following conditions:
1. The employee’s resignation or separation from employment occurs too near the
end of the contract year to permit accrued vacation days to be used.
2. Death of the employee occurs prior to the use of accumulated vacation leave
with payment for such accumulated, unused vacation leave to be paid to the
surviving spouse, or in the event there is no surviving spouse, the heir(s) as
designated by will or by probate.
[Adoption date: October 21, 2004]
1 of 2
File: GDBE
LEGAL REFS.: ORC 1.14
3319.084; 3319.086; 3319.087
CONTRACT REF.: Classified Staff Negotiated Agreement
2 of 2
File: GDC/GDD
CLASSIFIED STAFF RECRUITING/HIRING
The recruitment and selection of suitable candidates for positions is the responsibility of the Superintendent, who confers with principals and other supervisors before making a selection. An employee may apply for any vacancy for which he/she is qualified.
All appointments to the classified staff are made by the Superintendent, subject to confirmation by the Board. In making these appointments, the Superintendent carefully observes all pertinent laws as well as any regulations which may be approved from time to time by the Board.
Notice must be given 60 days prior to the date of employment of any person who is or will be retired prior to reemployment with the District. The notice must state the name of the person to be reemployed and must include the time, date and location of a public meeting which must take place 15 to 30 days prior to employment.
The Board fixes conditions of employment as well as wages, hours and other benefits for classified staff members upon the recommendation of the Superintendent or as determined by the Negotiated Agreement.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC Chapter 124
3319.04; 3319.081 et seq.
3327.10
4141.29
OAC 3301-35-03(A)
CROSS REFS.: AC, Nondiscrimination
GBA, Equal Opportunity Employment
GBQ, Criminal Record Check
GCC, Certificated Staff Recruiting
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDE
PART-TIME, TEMPORARY AND SUBSTITUTE CLASSIFIED STAFF EMPLOYMENT
Part-time, temporary and substitute classified staff are employed as necessary for the efficient operation of the District.
The District maintains lists of persons qualified to serve in various support positions so that substitutes and temporary help may be obtained as needed. The Board approves such persons for substitute and temporary employment on the recommendation of the Superintendent.
Part-time, temporary and substitute classified staff employees are paid in accordance with hourly rates established by the Board. Substitute and temporary employees are entitled to sick leave at the rate established by law. Regularly employed, part-time employees are entitled to sick leave on a prorated basis, based on a full-time schedule. Other privileges and benefits may be provided to regularly employed part-time employees.
Substitute Pay for Certificated Personnel
1. Teachers employed as substitutes for casual or day-to-day service. A teacher
who is employed as a substitute who works on a casual, day-to-day (up to and
including 20 consecutive days in a specific position) basis shall be paid on a
per diem rate as established each school year. However, no substitute shall
receive less than one-half of the daily rate for each substitute day.
Sick leave, personal leave and health insurance shall not accrue to substitutes
working on a casual basis except in accordance with Section 3319.10 ORC.
2. Teachers employed as substitutes for and assigned to one specific teaching
position for more than 20 workdays. As permitted by ORC 3319.10, a teacher
employed as a substitute and assigned to one specific teaching position,
having completed 20 workdays in that position, shall be paid on a premium per
diem rate of 150% of the established casual, day-to-day substitute rate for
workdays numbered 21-60 in that same specific teaching position.
3. Teachers employed as substitutes for and assigned to one specific teaching
position for more than 60 workdays. In accordance with ORC 3319-10, a
teacher employed as a substitute for and assigned to one specific teaching
position shall, after 60 days of service, be placed on and paid according to the
approved salary schedule at a salary level determined by the Superintendent
not to exceed 10 years of experience and not less than the Bachelor Degree,
Experience Level 0. Beginning the 61 day of assignment to one specific
teaching position, such payment shall be prorated on a daily basis
(salary/regular teacher contract days).
The substitute shall also be granted sick, personal and other leaves, health
insurance and other local privileges granted to regular teachers. Such leave
shall be prorated based on the number of service days remaining in the
specific teaching position.
1 of 2
File: GDE
4. Teachers employed as replacement teachers for a certificated staff member on
an extended leave of absence for a specified amount of time (one year or
more). Such replacement teachers shall be placed immediately on the salary
schedule at the appropriate degree and hours step. They will accumulate sick
leave and personal leave in a manner identical to a regularly employed
teacher. Such replacement teacher shall be granted health insurance and all
other local privileges granted a regularly employed teacher.
5. Long-term substitutes
A. When it is known in advance that a substitute will be assigned to a specific
position for 61 days or longer, such substitute may be placed immediately
on the appropriate degree and hours step (not to exceed 10 years) on the
salary schedule and may begin to accumulate sick leave and personal
leave on a prorated basis. Such substitutes shall not, however, be granted
five days advance sick leave as it accrues. Days of sick or personal leave
taken beyond the accrued amount shall result in a payroll deduction at the
per diem rate.
B. At the conclusion of the assignment to the specific teaching position, the
substitute shall revert to a casual substitute status and all accrued sick
leave, personal leave and health benefits shall terminate. However, health
benefits may continue to the end of the month and the substitute may make
arrangements with the Treasurer for personal payment of the health
premium for the remaining months of the teacher contract year until June
30.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 124.27
3319.081; 3319.141
CONTRACT REF.: Classified Staff Negotiated Agreement
2 of 2
File: GDF
Administrators of the District are responsible for the orientation of new classified staff personnel so that they may clearly understand:
1. the responsibilities of the position to which they have been assigned;
2. the person or persons to whom they are directly responsible;
3. the objectives of the department to which they are assigned and
4. how to acquire professional and technical assistance when needed.
[Adoption date: October 21, 2004]
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDI
CLASSIFIED STAFF ASSIGNMENTS AND TRANSFERS
The assignment and transfer of all classified staff are the responsibility of the Superintendent. Promotional transfers are made only by the Board upon the recommendation of the Superintendent. A request for transfer may be made in writing to the Superintendent.
Assignments to Nonpublic Schools
Persons employed by the District and assigned to nonpublic schools are considered employees of the District in all respects.
Such persons fulfill and meet all regulations as are required for any other classified staff employees in the District. An employee may be re-assigned to serve in any location, either in the public schools or nonpublic schools, as long as the person is qualified to perform such duties.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC 124.32
3319.01
OAC 3301-35-03(A)
CROSS REF.: GBQ, Criminal Record Check
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDKA
The Board recognizes that it may be necessary for classified staff employees to work more than 40 hours during a given work week. The Superintendent/designee establishes regulations governing overtime provisions.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Labor Standards Act; 29 USC 201 et seq.
ORC 124.18
3319.086
CROSS REFS.: GCBB, Certificated Staff Supplemental Contracts
KG, Community Use of School Facilities (Equal Access)
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDKA-R
CLASSIFIED STAFF EXTRA DUTY
1. Hours worked means all hours during which the individual is required to be on
duty. This is generally from the required starting time to normal quitting time.
A. Meal periods do not count as hours worked unless the individual is
required to perform work duties during the meal period.
B. Break periods of 20 minutes or less count as work time.
C. Hours for which an employee is compensated for sick leave, but during
which he/she does not actually work, are not computed as “hours worked”
for the purposes of determining overtime eligibility.
2. Individuals who begin work earlier or work later than their assigned hours must
receive prior authorization from their immediate supervisor.
3. Individuals who work more than 40 hours during any work week may be
awarded compensatory time off. Compensatory time is awarded at the rate of
one and one-half hours for each hour of overtime worked.
A. Compensatory time may be accrued up to 240 hours (160 overtime
hours). The employee is compensated for time worked beyond this
maximum accrual at the rate of one and one-half times his/her normal
hourly rate of pay.
B. Efforts are made to permit the use of compensatory time as the time
mutually agreed upon by the employee and his/her supervisor. When the
employee’s absence would unduly disrupt the District’s operations, the
District retains the right to postpone compensatory time usage.
C. Individuals with unused compensatory time who are terminated or who
terminate their employment are paid for unused compensatory time
according to the following: the rate of compensation is not less than the
average regular rate received by the employee during the last three years
of his/her employment or the final regular rate received by the employee,
whichever is higher.
4. Employees covered by this policy are required to complete a daily time record
showing actual hours worked. Failure to maintain or falsification of such
records may be grounds for disciplinary action.
(Approval date: October 21, 2004)
File: GDL
CLASSIFIED STAFF DEVELOPMENT OPPORTUNITIES
Classified staff training and development is essential to the efficient and economical operation of the schools.
All classified staff employees are encouraged to grow in job skills and to take additional training which improves their skills on the job. Building principals assist in the training of classified staff assigned to their respective buildings.
The Superintendent may grant absences to attend meetings, conventions, conferences or workshops of local, state or national associations which serve to advance the welfare of the District through the upgrading and strengthening of the support service.
[Adoption date: October 21, 2004]
LEGAL REF.: OAC 3301-35-03
File: GDN (Also AFD)
EVALUATION OF CLASSIFIED STAFF
Regular evaluation of all classified staff is intended to bring about improved services and to provide a continuing record of the service of each employee and evidence on which to base decisions relative to assignment and re-employment.
The Superintendent establishes a continuing program of performance evaluation for the classified staff. The program includes written evaluations and a means of making the results known to the evaluated employee.
The services of all classified staff employees are evaluated at least once each year. Procedures used in the evaluation process are subject to Board approval or in accordance with the Negotiated Agreement and/or State law.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC Chapter 124
Chapter 4117
3319.081
OAC 3301-35-03(A)(8)
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDPA
REDUCTION IN CLASSIFIED STAFF WORK FORCE
Whenever it becomes necessary to reduce the classified staff because of financial reasons, job abolishment, management reorganization, lack of work or in the interest of economy, the procedures set forth in the Negotiated Agreement govern the rights of employees affected by the reduction.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 124.32; 124.321
4141.29
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GDPB
RESIGNATION OF CLASSIFIED STAFF MEMBERS
Any classified staff member may terminate his/her contract of employment with the District by filing a written notice with the Treasurer 30 days prior to the effective date of termination.
[Adoption date: October 21, 2004]
LEGAL REF.: ORC 3319.081
File: GDPD
SUSPENSION, DEMOTION AND TERMINATION OF CLASSIFIED STAFF MEMBERS
The employment of classified staff members may be terminated for violation of written policies and regulations as set forth by the Board or for incompetency, inefficiency, dishonesty, drunkenness, immoral conduct, insubordination, discourteous treatment of the public, neglect of duty, sexual battery, certain ethics violations, conflict of interest or any other acts of misfeasance, malfeasance or nonfeasance.
The Board may also suspend an employee for a definite period of time or demote, with or without pay, an employee for these same reasons.
The action of the Board to terminate the contract of any employee or to suspend or demote him/her is done in compliance with all statutory and constitutionally mandated procedures, including the opportunity for a hearing prior to the termination and if a hearing is required, prior to the suspension or demotion.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC 124.32; 124.33; 124.34; 124.36
3319.04; 3319.081; 3319.083
CROSS REF.: GBQ, Criminal Record Check
CONTRACT REF.: Classified Staff Negotiated Agreement
File: GEA
CLASSIFIED STAFF POSITIONS
(Non-Bargaining Unit)
All classified staff positions are created only with the approval of the Board. It is the Board’s intent to maintain a sufficient number of positions to accomplish its goals and objectives.
Before any new position is established, the Superintendent presents for the Board’s approval a job description for the position.
Although positions may remain temporarily vacant, or the number of persons holding the same type of position may be reduced in the event of required staff reduction, only the Board abolishes a position which it has created.
The Superintendent/designee keeps all job descriptions current and presents recommended changes to the Board for approval.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 124.11; 124.18; 124.34
3319.081
OAC 3301-35-03
File: GEB-1
CLASSIFIED STAFF CONTRACTS AND COMPENSATION PLANS
(Non-Bargaining Unit)
Contracts
All newly hired, regular classified staff employees, including regular hourly rate and per diem employees, serve a probationary period of not less than 90 workdays nor more than one year. If such employees successfully complete this probationary period, they are considered as permanent employees.
Compensation Plans
In determining and developing salary schedules for classified staff other than administrators, the Board considers the responsibilities of the position, the qualifications needed, past experience of the individual and years of service credit.
Salaries for classified staff are reviewed and established annually by the Board upon the recommendation of the Superintendent.
In compliance with State law, employees are notified in writing by July 1 of their salary for the following school year.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC Chapter 124
3317.12
3319.081-3319.083; 3319.088
CROSS REF.: GDB, all subcodes (relating to compensation)
File: GEB-2
ADMINISTRATIVE STAFF CONTRACTS AND COMPENSATION PLANS
(Non-Bargaining Unit)
A. This policy shall govern the employment of any administrator in a position, other
than Superintendent and Treasurer, for which the Board requires an
administrative license from the Ohio Department of Education, including a
business manager, assistant superintendent, principal, assistant principal, a
professional pupil services employee or administrative specialist or an equivalent
of either one who is not employed as a school counselor and spends less than
fifty percent of the time employed teaching or working with students.
This policy also shall govern the employment of any nonlicensed administrator in
a position with job duties that enable the person to be considered as either a
"supervisor" or a "management level employee," as defined in state collective
bargaining law.
B. The Board shall execute a written contract of employment with each administrator
it employs. The term of this contract shall not exceed three years. The Board shall
execute a written contract of employment with each administrator it reemploys. If
that person has been employed as an administrator in the district for two years or
more, the term of the contract shall be for not less than two years but not more
than five years. Pursuant to this policy, the Superintendent may recommend the
term of the contract of a person who has been employed by the district as an
administrator for two years or more may be one year, but all subsequent contracts
granted to the administrator shall be for a term of not less than two years and not
more than five years.
C. An administrator’s contract shall specify the administrator’s position and duties
as included in the job description for the position, the salary and other
compensation to be paid for performance of those duties, the number of days to
be worked, the number of days of vacation leave, if any, and any paid holidays in
the contract year.
D. The Board may establish a salary schedule for its administrators and provide
notice of annual salary to each administrator not later than July 1.
E. Based upon prior experience, the Superintendent may recommend placement of
any newly employed administrator between steps one through eight of the
appropriate pay level.
F. Based upon the recommendation of the Superintendent, the Board may add
annual merit pay increases between one percent (1%) and three percent (3%) to
an administrator’s placement on the salary schedule. The Superintendent may
consider factors including, but not limited to, enrollment, added responsibilities
and duties, overall performance and building awards.
1 of 4
File: GEB-2
G. In accordance with law, including the rulings and regulations of the IRS and STRS/
SERS, the Board shall “pick-up” an administrator’s share of STRS/ SERS
contributions on the administrator’s behalf. It is the intention of the Board that this
“pick-up” amount be included in the administrator’s compensation for the
purpose of calculating retirement benefits.
H. When a person with continuing service status as a teacher in the district becomes
an administrator, or when a person employed as an administrator later attains
continuing service status in a teaching position, that person retains this status in
the non-administrative position as provided in state law.
I. The Board may reemploy an administrator at any regular or special meeting held
during the period beginning on the first day of January of the calendar year
immediately preceding the year of expiration of the employment contract and
ending on the last day of March of the year the employment contract expires. The
Board shall consider the Superintendent’s recommendation in all contract actions.
J. An administrator is, at the expiration of the current term of employment, deemed
reemployed at the same salary plus any increments that may be authorized by the
Board, unless the administrator notifies the board in writing to the contrary on or
before the first day of June, or unless, on or before the last day of March of the
year in which an administrator’s contract of employment expires, the Board either
reemploys the administrator for a succeeding term or gives written notice of its
intention not to reemploy the administrator.
The term of reemployment of a person deemed reemployed shall be one year,
except that if the Board has employed an individual as an administrator for three
years or more, the term of reemployment shall be two years.
K. The Board shall consider evaluations based upon this policy in deciding whether
to renew the contract of employment of an administrator. The Superintendent or
designee shall conduct evaluations.
L. Evaluations shall measure the administrator’s effectiveness in performing the
duties included in the job description for the position, and the evaluation process
set forth in this policy is intended to provide time to show progress in correcting
the deficiencies identified in the process.
M. All administrators shall be evaluated according to the following schedule. In any
school year that the administrator’s contract of employment is not due to expire, at
least one evaluation (“yearly evaluation”) shall be completed in that year. A written
copy of the yearly evaluation shall be provided to the employee no later than the
end of the administrator's contract year.
The Superintendent/ designee also may conduct additional evaluations at any
time before an administrator’s yearly evaluation if the Superintendent/ designee
determines that the administrator’s performance is unsatisfactory based on the
duties included in the administrator’s job description and any performance
objectives established by the Superintendent/ designee.
2 of 4
File: GEB-2
In the school year that the administrator's contract of employment is due to
expire, a preliminary evaluation and a final evaluation shall be completed in that
year. A written copy of the preliminary evaluation shall be provided to the
administrator at least 60 days prior to any action by the Board on the
administrator's contract of employment. The final evaluation shall indicate the
Superintendent's intended recommendation to the Board regarding a contract of
employment for the administrator. A written copy of the final evaluation shall be
provided to the administrator at least 5 days prior to the Board's acting to renew
or not renew the contract.
N. Before taking action to renew or nonrenew the contract of an administrator under
this policy and prior to the last day of March of the year in which the
administrator’s contract expires, the Board shall notify the administrator of the
date that the contract expires and that the administrator may request a meeting
with the Board. Upon request by the administrator, the Board shall grant the
administrator a meeting in executive session. In that meeting, the Board shall
discuss its reasons for considering renewal or nonrenewal of the contract. The
administrator shall be permitted to have a representative, chosen by the
administrator, present at the meeting.
O. If the Board fails to provide evaluations pursuant to this policy, or if the Board fails
to provide at the request of the administrator a meeting as prescribed in this
policy, the administrator automatically shall be reemployed at the same salary
plus any increments that may be authorized by the Board for a period of one year,
except that if the administrator has been employed by the district as an
administrator for three years or more, the period of reemployment shall be for two
years.
P. The evaluation procedures in this policy shall not create an expectancy of
continued employment. Nothing in this policy shall prevent the Board from making
the final determination regarding the renewal or nonrenewal of the contract of any
administrator.
Q. Except by mutual agreement of the administrator and the Board, no administrator
shall be transferred during the life of a contract to a position of lesser
responsibility. Administrative contracts may be terminated, suspended or
reduced by the Board pursuant to state law and applicable Board policies. The
salaries and compensation prescribed by these contracts shall not be reduced by
the Board unless such reduction is a part of a uniform plan affecting the entire
district.
R. The Board may request an alternative license valid for employing a
superintendent or administrative specialist, conforming with Ohio law.
3 of 4
File: GEB-2
S. The Board will require the Superintendent to establish residency in the District
attendance boundaries within 12 months of appointment. The Board encourages
other central office administrators and principals to reside within District
boundaries.
[Adoption date: October 21, 2004]
[Revised October 20, 2005]
[Revised January 18, 2007[
LEGAL REFS.: ORC 3319.01; 3319.02; 3319.11; 3319.12; 3319.225
4117.01
OAC 3301-35-03(A)(8)
4 of 4
File: GEB-3
ADMINISTRATIVE STAFF SALARY SCHEDULES
(Non-Bargaining Unit)
Administrative Salary Index and Building Administrators Contractual Work Year
1. Contractual Work Year
A. All building administrators’ contractual work year shall be from August 1
through July 31. However, the number of administrator workdays for a
succeeding contractual year may begin in July if mutually agreeable to
the division supervisor and building administrators.
B. The number of workdays for each administrator shall be those adopted by
the Board for the administrator’s salary index.
2. Contractual Work Calendar
A contractual administrative work calendar shall be prepared each year and
approved by the appropriate division supervisor.
B. Copies of the calendar shall be provided to the Superintendent.
C. Deviations from the contractual work calendar must be requested by the
administrator and approved in writing by the division supervisor, who shall
forward such approval to the Superintendent for attachment to the
administrator’s contractual work year calendar.
D. Building Administrators contracted for 220 workdays may accumulate
banked comp time (not to exceed five (5) days per year) for time spent
above and beyond the expected administrative workday. All banked time
must be documented and approved by the Director of Education and so
noted on the approved contractual work calendar.
[Adoption Date: October 21, 2004]
[Revised Date: October 20, 2005]
File: GEB-R-1 and 2
2009-10 Aministrative Salary Schedule
Level 1 through Level 13
File: GEBA
CLASSIFIED STAFF SALARY SCHEDULES
(Non-Bargaining Unit)
The Board develops salary schedules which:
1. adequately provide for the retention of those classified staff employees who are
rendering satisfactory and efficient service in the school system and
2. provide employees with a financial projection by indicating the salary which may
be provided by a salary schedule.
Such schedules take into account the qualifications required, the responsibilities of the position and work experience. Initial placement on the schedule may take into consideration the employee’s previous experience.
An employee must serve two-thirds of his/her particular work year in order to qualify for the yearly increment on a salary schedule.
In compliance with law, employees are notified in writing by July 1 of their salaries for the ensuing year.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 3317.12
3319.081; 3319.082; 3319.083; 3319.088
File: GEBA-R
GENERAL OFFICE PERSONNEL SALARY INDEX
Non-Bargaining Unit Members
[Revised: 02/17/00 Effective: 03/06/00]
[Revised: 06/15/00 Effective: 07/01/00]
[Revised: 06/27/00 Effective: 07/01/00]*
[Revised: 10/19/00 Effective: 07/01/00] - Page 1 - Add Social Worker; Page 2 Incorrect
[Revised: 11/16/00 Effective: 07/01/00] * - Page 2 – Corrected (Same as 06/27/00)
[Revised 01/08/01 Effective: 01/01/01]
[Revised: 06/21/01 Effective: 07/01/01] - Category IIIA Added
[Revised: 10/18/01 Effective: 10/18/01] - Category VIII Added
[Revised: 04/25/02 Effective: 07/01/02]
[Revised: 09/19/02 Effective: 07/01/02] - Page 1 – Add Safe & Drug Free Schools Coordinator
[Revised: 09/17/03 Effective: 07/01/03]
[Revised: 06/29/04 Effective: 07/01/03] - Page 1 – Correct Title (Category IV)
[Revised: 10/20/05 Effective: 07/01/05] - Removed Level I & II Supervisors (to Administrative Pay)
[Revised: 06/29/06 Effective: 07/01/06] - Base Salary Changed
[Revised: 08/16/07 Effective: 07/01/07] - Base Salary Changed
[Revised: 09/20/07 Effective: 12/01/07] - Reclassified Human Resources Secretary
[Revised: 06/26/08 Effective: 07/01/08] – Base Salary Changed
[Revised:03/17/11 Effective: 07/01/11] - Secretary/Administrative Assistant to Building Principals reclassified to K-5 & 6-12
[Revised: 05/19/2011 Effective: 07/01/2011] - Step/Longevity Freeze 2 -years (2011-2012 & 2012-2013 Contract Year)
2 of 2
File: GEBA-2-R
CLASSIFIED STAFF SALARY SCHEDULES
(Non-Bargaining Unit)
Administrative Salary Index and Building Administrators Contractual Work Year
1. Contractual Work Year
A. All building administrators’ contractual work year shall be from August 1
through July 31. However, the number of administrator workdays for a
succeeding contractual year may begin in July if mutually agreeable to the
division supervisor and building administrators.
B. The number of workdays for each administrator shall be those adopted
by the Board for the administrator’s salary index.
2. Contractual Work Calendar
A. A contractual administrative work calendar shall be prepared each year
and approved by the appropriate division supervisor.
B. Copies of the calendar shall be provided to the Superintendent.
C. Deviations from the contractual work calendar must be requested by the
administrator and approved in writing by the division supervisor, who
shall forward such approval to the Superintendent for attachment to the
administrator’s contractual work year calendar.
(Approval date: October 21, 2004)
File: GEBB
STAFF FRINGE BENEFITS
(Non-Bargaining Unit)
In addition to basic salary, benefits are recognized by the Board as an integral part of the total compensation plan for staff members.
The benefits extended to eligible classified staff employees are designed to promote their present and future economic security and to provide the financial incentives for skill development that benefit the District.
The Board will pick up the percentage of the employee’s share of mandatory SERS contributions for non-certificated/non-licensed employees as specified in previously approved individual employment contracts and collective bargaining agreements, in addition to the Board’s share of such contributions. These pick-ups may be provided to future employees or in future employment contracts and/or collective bargaining agreements provided said pick-ups comply with the terms of this policy, Internal Revenue Service rulings and Chapter 3309 of the Ohio Revised Code.
Such contributions, if provided as a salary reduction pick-up, although designated as employee contributions, will be treated as paid by the Board and that the contributions on behalf of the employees in the groups that are subject to this action, although designated as employee contributions, will be paid by the Board in lieu of employee contributions through the salary reduction method.
Such contributions, if provided as a fringe benefit pick-up, although designated as employee contributions, will be paid by the Board and that the contributions on behalf of the employees in the groups that are subject to this action, although designated as employee contributions, will be paid by the Board in lieu of employee contributions. The individual employment contracts shall specify whether these contributions will be treated as additional compensation for retirement purposes.
In addition, employees in the groups that are subject to this action are not permitted from and after the date of the pick-up to have any cash or deferred election right with respect to designated employee contributions and that such employees are not permitted to opt out of the pick-up or to receive the contributed amounts directly instead of having them paid by the Board to SERS.
This action shall apply with respect to all further such contributions for the certificated/licensed employees.
[Adoption date: October 21, 2004]
[Revision date: December 18, 2008---IRS Ruling 2006-43]
1 of 2
File: GEBB
LEGAL REFS.: ORC 9.83; 9.90
3309
3313.20-3313.211
3319.084-3319.087; 3319.141; 3319.142
3917.04
4123.01
4141.29; 4141.291
IRS Ruling 2006-43
CROSS REF.: EI, Insurance Management
2 of 2
File: GEBC
CLASSIFIED STAFF FRINGE BENEFITS
(Non-Bargaining Unit)
In addition to basic salary, benefits are recognized by the Board as an integral part of the total compensation plan for staff members.
The benefits extended to eligible classified staff employees are designed to promote their present and future economic security and to provide the financial incentives for skill development that benefit the District.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 9.83; 9.90
3313.20-3313.211
3319.084-3319.087; 3319.141; 3319.142
3917.04
4123.01
4141.29; 4141.291
CROSS REF.: EI, Insurance Management
File: GEBD
STAFF LEAVES AND ABSENCES
(Non-Bargaining Unit)
Leaves and absences granted to the staff are for the purposes of helping them maintain their physical health, taking care of family and other personal emergencies and discharging important and necessary obligations.
All requests for long-term leaves of absence are submitted by the Superintendent, together with his/her recommendations, to the Board for its action.
[Adoption date: October 21, 2004]
[Revised date: October 20, 2005]
LEGAL REFS.: Family and Medical Leave Act; 29 USC 2611 et seq.
ORC 124.38-124.39
3313.20; 3313.211
3319.13; 3319.141; 3319.143
CROSS REF.: GBR, Family and Medical Leave
File: GEBD-R
CLASSIFIED STAFF LEAVES AND ABSENCES
(Non-Bargaining Unit)
Number of Days and Reasons
The number of personal days/hours and the reasons for requesting personal leave for all non-bargaining unit classified employees shall be the same as established in the MCTA Negotiated Agreement. The number of sick leave days/hours shall be .08 day/hour per contracted day/hour of employment rounded to the nearest 1/4 hour. The reasons for taking sick leave shall be the same as established in the MCTA Negotiated Agreement.
Unauthorized Absence
Absence from work is governed by Board policy, the MCTA Negotiated Agreement and/or state statutes. Employees who are absent from work because of sickness, personal leave or other leave provisions shall comply with the procedures covering these categories.
Any absence that falls outside of the categories contained in the MCTA Negotiated Agreement or Board policies must receive approval of the Superintendent before the absence. Without prior approval, the absence is considered unauthorized.
Time Off Without Pay for Non-Bargaining Unit Classified Employees
No non-bargaining unit classified employee will be permitted to take time off without pay except in emergency situations. Employees whose spouses have vacation during the school year will be considered for time off without pay providing the employee’s attendance record has been good. (Extended illness for which medical attention was required and documented are excluded.)
Employees who require time off without pay must fill out a “Request for Time Off Without Pay” form. Their previous attendance record will be reviewed by their immediate supervisor and written approval given by the supervisor prior to the employee taking such time off.
Report to Work on Calamity Days
Non-bargaining unit classified employees are required to report to work on calamity days. Exceptions shall be established by the Superintendent and first line supervisor
(Approval date: October 21, 2004)
File: GEBD-E
REQUEST FOR TIME OFF WORK WITHOUT PAY
Name _________________________ Date of Request ___________________
Position _______________________ Building _________________________
I hereby request time off work without pay from ___________ to ______________ in
Date Date
accordance with all administrative procedures. I understand that permission must be granted prior to any unpaid leave being taken.
This will amount to a total of _______ days/hours off work.
The reason(s) for my request:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
____________________________
Signature of employee
______________________ _____________________ Approved/Disapproved
Signature of Supervisor/Principal Date Received Circle One
Comments: ____________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
________________________ ____________________ Approved/Disapproved
Signature of Supervisor/Designee Date Circle One
All requests must have prior approval by the Superintendent/designee.
File: GEBE
CLASSIFIED STAFF VACATIONS AND HOLIDAYS
(Non-Bargaining Unit)
Vacations
Non-bargaining unit classified personnel will be eligible for vacation. Those employed for 11 or more months will receive vacation with pay in accordance with the MASE Negotiated Agreement or, in the case of non-bargaining unit, 12-month employees, the following schedule: 0-9 years of continuous employment is15 days, 10 – 18 years of continuous employment is 20 days, 19+ years of continuous employment is 25 days. Vacation days will be earned and recorded on a monthly basis.
Holidays
The following holidays have been established as paid holidays: New Years Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day following Thanksgiving, Day before Christmas, Christmas Day and Day Before New Year’s Day, + one “Floating Holiday” mutually agreed upon by the immediate supervisor. If Independence Day, Christmas Day or New Year’s Day falls on a Saturday, an alternate day will be scheduled. If these days fall on a Sunday, employees will not be required to work on Monday. Additionally, employees are eligible for paid holidays only if they work the day before and the day after the holiday.
Not all non-bargaining unit classified employees are entitled to the above paid holidays. Because various classifications of personnel are scheduled to work a different number of months during the calendar year, all employees will be informed of the specific holidays to which their particular job classification is entitled by the Superintendent.
Unused Vacation Leave
Employees of the District who are eligible for vacation days by Board-approved policies shall use all vacation days for which they are eligible during the contractual year (July 1 – June 30) in which such vacation days accrue or by December 31 of the next contractual year. The Superintendent may extend the deadline past December 31 at his/her discretion. Any such request must be submitted in writing to the Superintendent.
No employee may be compensated for his/her unused vacation leave except under the following conditions:
1. The employee’s resignation or separation from employment occurs too near the
end of the contract year to permit accrued vacation days to be used.
2. Death of the employee occurs prior to the use of accumulated vacation leave,
with payment for such accumulated, unused vacation leave to be paid to the
surviving spouse, or in the event there is no surviving spouse, the heir(s) as
designated by will or by probate.
[Adoption date: October 21, 2004]
[Revised: September 21, 2006]
LEGAL REFS.: ORC 1.14
3319.084; 3319.086; 3319.087
File: GEC/GED
CLASSIFIED STAFF RECRUITING/HIRING
(Non-Bargaining Unit)
The recruitment and selection of suitable candidates for positions is the responsibility of the Superintendent, who confers with principals and other supervisors before making a selection. An employee may apply for any vacancy for which he/she is qualified.
All appointments to the classified staff are made by the Superintendent, subject to confirmation by the Board. In making these appointments, the Superintendent carefully observes all pertinent laws as well as any regulations which may be approved from time to time by the Board.
Notice must be given 60 days prior to the date of employment of any person who is or will be retired prior to reemployment with the District. The notice must state the name of the person to be re-employed and must include the time, date and location of a public meeting which must take place 15 to 30 days prior to employment.
The Board fixes conditions of employment as well as wages, hours and other benefits for classified staff members upon the recommendation of the Superintendent or as determined by the Negotiated Agreement.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC Chapter 124
3319.04; 3319.081 et seq.
3327.10
4141.29
OAC 3301-35-03(A)
CROSS REFS.: AC, Nondiscrimination
GBA, Equal Opportunity Employment
GBQ, Criminal Record Check
GCC, Certificated Staff Recruiting
File: GED-1-R
CERTIFICATED STAFF HIRING
(Administrators Both Certificated and Classified)
Staff Involvement in Selecting Certificated Employees
The following procedures may be applicable to the process of selecting certificated personnel for employment in the District.
1. Screening: The initial screening of applicants may be done by the appropriate
personnel administrator for each of the three divisions: secondary, elementary
and school services.
2. Interviews: Interviews may take place in the building to which the person
employed will be assigned or at some central location.
3. Final Selection: The building administrator may have a major role in the
selection process. In the event that the division supervisor and building
administrator cannot reach an agreement, both administrators shall confer with
the Superintendent.
4. Teachers, department chairpersons and an assistant principal, if applicable,
from the applicant’s assigned area may be included on the selection committee
whenever practical and possible.
Procedures for Selecting Certificated and Classified Administrators
The following procedures shall be applicable to the process of selecting certificated and classified administrators for employment in the District:
1. Desired skills and criteria shall be established by the Superintendent or
designee. These skills and/or criteria shall include, but not be limited to, level of
education, prior experience and specific skill levels that are desired.
2. Screening: The initial screening of applicants shall be done by the
Superintendent or designee.
3. Initial Interview Committee shall consist of two or more administrators, one or
more teachers and the Superintendent. The committee’s purpose will be to
select the two best candidates who will become finalists.
4. Final Interviews: The two administrators and the Superintendent will conduct the
final interviews and arrive at a recommendation to submit to the Board.
5. Confidentiality of Interviews: All applications and interviews associated with
administrative personnel selection will be kept confidential.
(Approval date: October 21, 2004)
File: GED-2-R
CERTIFICATED STAFF HIRING
(Retired Administrators)
When circumstances dictate, and in order to maintain continuity of the District’s educational program, the employment of previously retired administrative personnel to fill administrative vacancies may be recommended to the Board so long as all of the following conditions are met.
1. An individual’s administrative contract is negotiated with the Superintendent
and Board of Education.
2. All individual employment contracts expire at the end of the contract period
without action by the Board or notice of expiration to the individual
administrative employee.
3. A previously retired administrator must execute a written waiver of any
evaluation procedures and potential automatic reemployment pursuant to
applicable provisions of law.
4. A previously retired administrator must waive eligibility for continuing contract
status as a teacher in the District, no matter his/her length of post-retirement
service or the number of administrative contracts issued.
5. No previously retired administrator has any expectation of or right to future
employment.
6. No previously retired administrator is eligible to participate in any retirement
incentive program offered by the Board including, but not limited to, severance
allowance.
7. Previously retired administrators are eligible for health and other insurance
benefits offered by the Board to its regular employees at the Board’s cost, as
may be adjusted from time to time.
8. A previously retired administrator must hold a valid license issued by the Ohio
Department of Education pursuant to State law, and may be employed in the
District under a temporary administrative license.
9. In the event a reduction in force is necessary, previously retired administrators
are released before any limited contract administrators and are not eligible for
recall. Previously retired administrators affected by a reduction in force may be
subsequently rehired at the Board’s discretion.
10. Previously retired administrators are entitled to all benefits available to
administrative employees, unless otherwise limited by contract or the specific
provisions of this regulation.
11. Previously retired administrators return to employment with no sick leave
balance, but may accumulate sick leave once re-employed.
(Approval date: October 21, 2004)
[Revised date: October 20, 2005]
File: GEE
PART-TIME, TEMPORARY AND SUBSTITUTE CLASSIFIED STAFF EMPLOYMENT
(Non-Bargaining Unit)
Part-time, temporary and substitute classified staff are employed as necessary for the efficient operation of the District.
The District maintains lists of persons qualified to serve in various support positions so that substitutes and temporary help may be obtained as needed. The Board approves such persons for substitute and temporary employment on the recommendation of the Superintendent.
Part-time, temporary and substitute classified staff employees are paid in accordance with hourly rates established by the Board. Substitute and temporary employees are entitled to sick leave at the rate established by law. Regularly employed, part-time employees are entitled to sick leave on a prorated basis, based on a full-time schedule. Other privileges and benefits may be provided to regularly employed part-time employees.
[Adoption date: October 21, 2004]
LEGAL REFS.: ORC 124.27
3319.081; 3319.141
File: GEF
CLASSIFIED STAFF ORIENTATION
(Non-Bargaining Unit)
Administrators of the District are responsible for the orientation of new classified staff personnel so that they may clearly understand:
1. the responsibilities of the position to which they have been assigned;
2. the person or persons to whom they are directly responsible;
3. the objectives of the department to which they are assigned and
4. how to acquire professional and technical assistance when needed.
[Adoption date: October 21, 2004]
File: GEI
CLASSIFIED STAFF ASSIGNMENTS AND TRANSFERS
(Non-Bargaining Unit)
The assignment and transfer of all classified staff are the responsibility of the Superintendent. Promotional transfers are made only by the Board upon the recommendation of the Superintendent. A request for transfer may be made in writing to the Superintendent.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Credit Reporting Act; 15 USC 1681 et seq.
ORC 124.32
3319.01
OAC 3301-35-03(A)
CROSS REF.: GBQ, Criminal Record Check
File: GEKA
CLASSIFIED STAFF EXTRA DUTY
(Non-Bargaining Unit)
The Board recognizes that it may be necessary for classified staff employees to work more than 40 hours during a given work week. The Superintendent/designee establishes regulations governing overtime provisions.
[Adoption date: October 21, 2004]
LEGAL REFS.: Fair Labor Standards Act; 29 USC 201 et seq.
ORC 124.18
3319.086
CROSS REFS.: GCBB, Certificated Staff Supplemental Contracts
KG, Community Use of School Facilities (Equal Access)
File: GEKA-R
CLASSIFIED STAFF EXTRA DUTY
(Non-Bargaining Unit)
1. Hours worked means all hours during which the individual is required to be on
duty. This is generally from the required starting time to normal quitting time.
A.