Classified Handbook

Southwest Region School District

Classified Employment Handbook

Adopted: August, 1998

VII. JOB DESCRIPTIONS

Custodial/Maintenance
Food Service
Clerical
Instructional

I. AN INTRODUCTION

WELCOME TO THE STAFF OF SOUTHWEST REGION SCHOOLS!

This handbook can help you by establishing guidelines and procedures so we can all work together in harmony. Each district employee has been chosen because there is important work to do. It is the responsibility of each employee to work efficiently and do a good job.

In May, 1993, the District School Board adopted the following Mission Statement:

The Southwest Region School District is committed to all students receiving an education that respects human dignity and diversity, that validates the history and culture of all ethnic groups, that is based on high expectations for academic success for every student, and that encourages students’ and parents’ active participation in the learning process.

This manual is not an employment contract and the employer can modify it an any time.

II. EMPLOYMENT POLICIES

Position Types

A. Regular: An individual employed to work for an unlimited employment duration.

B. Probationary: Employees are considered probationary during their first 90 calendar days of employment. During the probationary period, an employee may be terminated without cause.

C. Temporary: An individual employed to work on a special or short-term project for a specified, limited period of time, not to exceed 180 calendar days.

D. Substitute: An individual employed to temporarily take the place of a regular employee.

E. Annual: An individual employed to work 12 months, of unlimited employment duration.

F. School-Term: An individual employed to work less than 12 months, of unlimited employment duration.

G. Exempt: Employees whose positions meet specific tests established by the Fair Labor Standards Act (FLSA) and state law and who are exempt from overtime pay requirements.

The following positions are exempt: Business Manager, Accountant, Administrative Assistant/Personnel Officer, and Maintenance Foreman.

H. Non-Exempt: Employees whose positions do not meet FLSA exemption tests and who are paid a multiple of their regular rate of pay for overtime, as required by federal and state law.

Probationary Status

All employees who are employed by Southwest Region Schools shall be placed on probationary status for a period of 90 days. A probationary employee shall receive compensation according to the rate established for the respective job title.

At the completion of 90 calendar days, the employee will be evaluated by the supervisor. Continued employment will be contingent upon a satisfactory evaluation. An unsatisfactory evaluation will result in either a one time extension of the probationary period for 30 days, or termination.

Employees achieving regular status shall accrue fringe benefits retroactively from the date of initial hire.

Continual Employment

All regular employees whose positions are included in the approved budget, and who have received satisfactory evaluations for the current school year, shall be automatically continued in employment for the subsequent school year.

In the event that a position is eliminated due to a decrease in funding, the employee will

receive written notification from their Supervisor 5 days prior to their last scheduled work day. Employees whose positions are eliminated due to funding will be considered for re-hire if funding is reinstated for the position.

Work Day and Work Week

Work days and hours worked will be assigned by each employee’s supervisor. An alternate work schedule including a four day work week will be assigned when it provides a better work schedule for the District. A written agreement between the employee and supervisor will be placed in the employee’s file.

Physical Examination

It is the policy of the Board to require physical examinations for all employees upon initial employment and at other times as determined by the Board. Examinations are required every three years. In addition, all employees having direct student contact will be required to have annual tuberculin skin tests. A chest x-ray will not be required unless indicated by the tuberculin test. New regular employees will have their physicals within 90 working days of date of employment. The Board will adopt by regulation the form for the physical examination. The employee will be responsible for the cost of the examination.

Job Title

Upon being employed by Southwest Region Schools, each employee is given a job title. A new employee will not necessarily be given the same job title as the person who previously held the position. There may well be times when the Southwest Region Schools is unable to find a person meeting the qualifications of the job title being filled. When this happens, the new employee is given a job title appropriate to responsibilities, skills and training.

Job Class

A Job Class pertains to a group of job titles under which employees perform the same general type of work. The following Job Classes are currently in affect.

*Custodial/Maintenance
*Food Service
*Clerical
*Instructional

Job Grades

A job grade refers to a group of various job titles in which the degree of skill, responsibility, and training required are approximately the same. Southwest Region Schools has four job grades as follows:

Job Grade A	Job Grade B	Job Grade C	Job Grade D
Accounting Clerk/Secretary	Accounts Payable Clerk	Accounts Payable Technician	Executive Secretary
Custodial/Maintenance Wkr	Administrative Secretary	Administrative Assistant	Food Service Manager
Food Service Worker I	Expediter	Maintenance Worker	Maintenance Mechanic
Gym Supervisor	Food Service Worker II	Payroll Technician	Payroll Supervisor
Home Liaison	Instructional Aide II	Preschool Instructor II
Instructional Aide I	Maintenance/Custodial Wkr.	Purchasing Technician
Preschool Aide	Preschool Instructor I	Student Transportation
Secretary	Purchasing Clerk

Contract Positions

Accountant

Adm. Asst./Personnel Officer

Business Manager

Maintenance Foreman

Changing Job Titles Within the Same Job Class

An employee who advances to the next job grade will be placed one experience step lower than before. If advanced two job titles, the employee will be placed two experience steps lower than before.

Changing Job Titles - Not Within the Same Job Class

An employee who changes job titles shall be placed on probationary status and be subject to the same conditions of probationary employees, including placement on the first year step. After ninety days, the Superintendent may approve a final salary placement at a higher step not to exceed step 3 on the salary schedule.

Evaluation

Employee evaluations are done annually by April 15 and may be done at the discretion of the supervisor as a commendation for excellence or to document the need for improvement or termination. The Community School Committee (CSC) will review respective school site employee evaluations and the Superintendent or designee will review the District Office employee evaluations. Both the employee and the supervisor shall sign the evaluation and the employee will have the opportunity to comment in writing regarding the evaluation within 10 days of the date of signature.

Probationary Evaluation

Probationary employees shall be evaluated at the completion of the 90 calendar day probationary period and be recommended for regular status, extended probation, or termination. Probation may be extended only one time. At the completion of the extended probationary period, the supervisor will recommend regular status or termination.

Unsatisfactory Evaluations

If a regular employee fails to perform satisfactorily as documented in the evaluation, the supervisor will discuss the problem with the employee and assign a plan for improvement. If the employee is employed at a school site, the CSC shall be advised of classified staff members on a plan for improvement.

If the regular employee fails to meet the assigned plan for improvement, the matter will be taken to the Superintendent with a statement of the problem, an outline of action taken, and a recommendation from the CSC. Failure to satisfactorily meet the criteria set forth in the plan for improvement may result in termination.

The Superintendent will submit recommendations with back-up for terminating an employee to the School Board.

Advertisement of Vacancies

All vacancies shall be appropriately advertised in the community for 10 calendar days, in order to secure the best possible candidates. Employment notices in Dillingham and each school site shall be coordinated with the Personnel Officer.

Job announcements may relate to a specific position, or establishment of an applicant pool for temporary employees and substitutes.

Vacancies may be advertised for 10 calendar days internally and filled, prior to advertising externally.

Nondiscrimination

The Board is committed to a policy of nondiscrimination in relation to race, religion, sex, age, national origin, handicap and marital status. This policy will prevail in all matters concerning staff, students, the public, educational programs and services, and individuals with whom the Board does business.

In keeping with the requirements of federal and state law, this school district strives to remove any vestige of discrimination in employment, assignment, and promotion of personnel, and in educational opportunities, materials and services offered.

The Board encourages its staff to improve human relations within the schools, and to establish channels through which citizens can communicate their human relations concerns to the administration and the school board.

Screening and Interviewing

The site administrator shall receive all applications, interview candidates and recommend prospective employees to the Community School Committee. The CSC shall make their selection from those applicants recommended by the site administrator. The CSC shall submit recommendations to the Superintendent. The Superintendent shall recommend to the regional school board for hire.

Applicants in Dillingham shall be interviewed by the program director(s), who will recommend a candidate for hire to the superintendent. Each site administrator and the superintendent's designee in Dillingham shall maintain an applicant pool for temporary employees, substitutes and casual labor. These pools will be reviewed by the CSC, with hiring decisions made by the site administrator or program director.

Minimum Education Requirement

All regular employees are required by school board policy to have a high school diploma or GED. Preference is given to applicants who have a high school diploma or GED for Temporary and Substitute positions.

Instructional Aides hired prior to September, 1988 are grandfathered and may not require a high school diploma or GED.

Community School Committee Employment Restrictions

An individual serving as a Community School Committee (CSC) member shall not be employed by the District. Temporary employees and substitutes will be excluded from this restriction.

Hiring

The Superintendent shall approve on a temporary basis all classified hires subject to recommendation of the CSC through the site administrator. The Superintendent shall, at a regular school board meeting, report to the Board all appointments and terminations occurring since the last meeting. Appointments will be submitted to the Regional School Board for approval. Temporary and substitute employees do not require board approval.

Hiring Papers

In order for payroll checks to be issued to an employee, the immediate supervisor must make sure the following forms are completed and on file in the district office.

1. Personnel Payroll Action Form
2. Application
3. W-4 Form
4. Employment Eligibility Verification (I-9) In addition, regular employees must complete and have on file the following forms:

1. Physician's Statement
2. Health Questionnaire
3. Public Employee's Retirement System (PERS) Notice of Employment
(not required if working less than 15 hours per week)
4. Applicable Insurance Applications

Handbook

Upon employment with Southwest Region Schools, each regular classified employee will be given a copy of the Classified Employee Handbook. It is the responsibility of the employee to become thoroughly acquainted with this handbook.

Keys

Each employee receiving a building key will be required to sign for it. In the event keys are lost, employees will be charged $10.00 for regular building keys and $50.00 for master building keys. Building keys are the property of the Southwest Region School District. Employees are required to return their keys to the school Principal at the completion of each school year. Employees terminating employment are required to return all building keys.

Resignation Procedure

At the end of employment, each employee must sign a Notice of Resignation form for both Southwest Region School District and PERS. Leaving the District in good standing requires at least 2 weeks prior notice.

Employees who miss work for 3 consecutive days without notifying their supervisor, or have 3 consecutive days of unexcused absences, are considered to have resigned their jobs and are considered leaving the District in poor standing.

Re-Employment

Employees leaving the employ of the District not in good standing shall carry over no seniority, experience credit or other benefits if they are again employed by the District. Such employees, upon re-employment, shall be treated as new employees.

III. WAGE AND SALARY POLICIES

Wage

Wages and benefits have been set which are equitable to the employee and competitive in the job market and at the same time insure the educational and fiscal integrity of the District.

Classified Salary Schedule

Wages are determined by a board approved wage schedule. Each classified position is assigned a job grade, A-D with seven steps under each job grade.

All regular employees are hired at the specified job grade and placed on step one (first year) during the ninety (90) day probationary period. After ninety days, the Superintendent may approve a final salary placement at a higher step not to exceed step 3 on the salary schedule. Regular employees placed at step 3 will waive the right to a step increase on July 1. Prior experience, training, and favorable evaluation of the employee will be the basis for determining advanced placement.

Step Advance

All regular employees are eligible for step advances on July 1st of each year provided the following conditions have been met:

1. The employee has acquired regular status prior to January 1 of the current year.

2. At the time of the annual evaluation, the employee was recommended for step advancement.

Salary Schedule

Job Grade	First Year	Second Year	Third Year	Fourth Year	Fifth Year	Sixth Year	Seventh Year
A	15.00	15.33	15.66	16.00	16.33	16.66	17.00
B	16.00	16.33	16.66	17.00	17.33	17.66	18.00
C	17.00	17.33	17.66	18.00	18.33	18.66	19.00
D	18.00	18.33	18.66	19.00	19.33	19.66	20.00

OTHER

Student Hire $5.25/hr
Temporary Hire 10.00/hr
Classified Substitute 13.54/hr
Non-Certified Teacher Substitute 14.41/hr
Certified Teacher Substitute 17.31/hr

Substitutes

Substitutes are employed as needed to replace teachers and regular employees.

The site administrator will select all substitute teachers based on the availability of those individuals whose names have been placed on the site list of qualified substitutes.

Long term substitutes for regular employees are placed at a Job Grade determined by the Superintendent.

NOTE: Classified Aides substituting for a regular classroom teacher will receive their regular rate of pay, or $14.41 per hour, whichever is greater.

Students

Students are hired from time to time for specific tasks as casual labor and in work study positions. The rate of pay is $5.25 per hour.

Maintenance - Temporary

Temporary maintenance personnel hired for special projects are to be paid as follows. In addition, the superintendent may authorize job completion bonuses.

Unskilled Laborer $10.00/hr
Semi-Skilled Laborer 13.54/hr
Skilled Tradesman 18.00/hr
Skilled Tradesman/Crew Leader 23.00/hr
Unskilled Laborer: No knowledge or experience of the work to be performed. Must be trained.

Semi-Skilled Laborer: Some knowledge or experience of the work to be performed. Can be given work orders and complete assignment independently.

Skilled Tradesman: Working knowledge and experience of the work to be performed. May specialize is a specific trade, or have experience in many trades.

Skilled Tradesman/Crew Leader: Journeyman level knowledge and experience of the work to be performed. Supervisory and leadership experience.

Maintenance - Regular

Regular Maintenance personnel hired for permanent positions which the district requires a trade licensure will be paid $24.00 - $26.00 per hour depending on experience.

Work Load

Each employee will be allotted an adequate number of hours to complete duties. No employee should be regularly or consistently assigned duties that cannot reasonably, efficiently, and normally be completed in a maximum of 40 hours per week. However, should situations arise when a classified employee must work overtime, the employee may receive overtime pay or compensatory time.

Overtime

When a classified employee is directed to work more than 40 hours per week, overtime at 1.5 times the base rate will be paid for each hour worked (AS23.10.055 (5)). Double-time will be paid for work done on school holidays. Overtime hours shall be by prior approval of an employee's supervisor. Employees working overtime hours without prior approval of the employee's supervisor may not be paid for those hours. Supervisors are responsible for seeing that no abuse of overtime occurs.

Compensatory Time

Compensatory time may be used, upon mutual agreement between the employee and the supervisor, on an hour and one-half (1-1/2) for hour basis.

Payroll Period

Classified employees shall be paid for the hours worked beginning the 16th of the previous month and through the 15th of the current month, with the pay day to be the last work day of the month.

Classified employees working a pre-determined schedule will receive their pay in equal monthly installments. For such employees, timesheets may be required at the discretion of the supervisor. Timesheets are required for hours worked in excess of the pre-determined schedule. Leave slips are required for all absences.

Regualar classified employees are eligible for a mid-month draw. Contact the District Payroll Clerk for an application.

Summer temporary employees will be paid twice monthly.

Payroll Advances

Payroll advances are not encouraged. However, in cases of emergency, an employee may request no more than two (2) in any twelve month period. Requests may not be made by telephone and must be approved by the site administrator and the superintendent. Pay advance requests are processed weekly, on Friday. Requests must be approved and received in the business office by the preceding Friday. Pay advances will not be issued five (5) working days prior, or five (5) working days after a regularly scheduled pay day.

Time Sheets

Time sheets must reflect exactly the hours and days worked. Informal arrangements for "working ahead" and/or "making up" hours are not allowed. Both the employee and supervisor must sign the time sheet before payment can be made. By signing the time sheet, both the employee and supervisor are attesting to its validity for working the hours and/or accomplishing the job. Falsifying time sheets will be considered grounds for immediate termination.

Bonus

Regular employees who do not use any Leave Without Pay, except those employees who qualify for military leave, during a school year will receive a $1,000 bonus. The bonus will be prorated for less than full-time (7.5 hours per day) employment.

IV. EMPLOYEE BENEFITS AND SERVICES

Health and Life Insurance

All employees working 15 hours or more per week are eligible to participate in the District’s group health insurance program. Insurance premiums will be paid by the employee through payroll deduction. For more information, contact the District Payroll Technician.

Public Employees Retirement System (PERS)

PERS coverage is provided to all regular employees working 15 hours per week or more. An employee contribution is deducted from the employee's pay. The District contributes an amount set by the retirement system.

Regular employees working less than 15 hours per week are not eligible for PERS and will participate in Social Security.

Workmen's Compensation

Employees are protected under the state workers compensation law against loss of income due to injury or death that occurs during work activities.

• REPORTING: any employee injured on the job will report the injury immediately to his or her supervisor, regardless of whether the injury is minor or of no apparent significance.

Failure of employees to document job-related injuries may result in disciplinary action, including termination. Reporting job-related injuries protects both the District and the employee.

Flexible Benefits Plan

The following benefits are available to regular classified employees.

The District offers a flexible benefit plan for medical and childcare reimbursement. Under this plan employees can have a PRE-TAX deduction taken from their paychecks to be used to pay for non-covered medical expenses and for childcare. The plan includes the following options:

• Health Insurance Buy Back Program
• Health Care Flexible Spending Account
• Dependent Care Flexible Spending Account
• Premium Reimbursement Account

403B Tax Shelter

Under section 403B of the IRS code, employees of health and education institutions are allowed to make PRE-TAX investments in qualified retirement plans.

There are many companies that sell 403B annuities. Southwest Region School District does not endorse any individual program, but can provide you with several contact names to find out more information.

Absences from Duty Station

The School Board requires all employees to be present at their assigned duty stations unless authorized to be absent. All absences must be approved in advance and failure to obtain prior authorization will be grounds for termination. The proper leave request form must be filled out in advance of the actual leave time.

The Superintendent may authorize absences up to 20 consecutive work days, however, the Board reserves the right to approve absences in excess of 20 work days.

Employees on authorized leave are not eligible for unemployment insurance. An application received on behalf of an employee who is on approved leave status will be considered an immediate resignation.

Annual Leave

SCHOOL-TERM employees will accrue annual leave monthly at a rate equal to 5 work days per year (July 1 - June 30). Such leave may be accumulated to a maximum of 10 days.

ANNUAL employees will be credited with annual leave as follows:

Years With District Day Earned Per Month

1-2 1

3-4 1.5

5 plus 2

Up to 12 days of annual leave earned during one work year (July 1 - June 30) may be carried forward into the next work year, the maximum accrued carryover is limited to 24 days.

Annual employees hired prior to the adoption of this manual, are grandfathered under annual leave accrual rates as identified in the Classified Handbook adopted March, 1993.

At termination, annual leave will not have any cash value to the employee.

Sick Leave

The purpose of paid sick leave for eligible employees is for illness of the employee and the employee's immediate family. Misuse of sick leave or falsifying a request for or an explanation about sick leave may result in termination of employment. Sick leave is cumulative from year to year with no accumulative limit. Sick leave, at the time of termination, has no cash value. In the event an employee does not have sick leave available, annual leave and then leave without pay must be used. Leave without pay requires approval by the Superintendent.

An employee absent on sick leave for more than 3 days shall submit to their supervisor a doctor's certification. This requirement may be waived if the supervisor judges it expedient and just to do so.

All regular employees shall be credited with 1 hour of sick leave for every 16 hours worked.

Paid Holidays

Regular classified employees will be paid for the following holidays when they fall within a work period.

There are seven paid holidays:

Labor Day
Thanksgiving Day
The Friday following Thanksgiving Day
Christmas Day
New Years Day
Memorial Day
Independence Day Should one of the above holidays fall on a Saturday, the Friday prior to the holiday will be a paid holiday in its place. Should one of the above holidays fall on a Sunday, the Monday following the holiday will be a paid holiday. An employee must be on payroll status both the work day prior to and the work day following the holiday in order to be eligible for holiday pay. If temporary employees work on holidays they will receive regular time.

Paid Personal Time Off

Parenting Leave. Regular Employees may be eligible for parenting leave upon approval by the Regional School Board. Parenting leave up to eight (8) calendar weeks may be taken either prior to or following birth. Leave will first be charged to sick leave then annual leave and then leave without pay. The employee should submit a leave request form, specifying "parenting leave", to the Superintendent as early as possible to allow for Board action.

Jury Duty . An employee selected to serve as a juror will be granted leave without loss of pay or other benefits. The amount of remuneration received by an employee on jury duty shall be returned to the District.

Bereavement Leave . Death in the immediate family shall entitle the regular employee to 3 days bereavement leave. If the circumstances require travel outside Southwest Region School District, up to a total of 5 days will be allowed. This leave shall be charged to sick leave, annual leave, and leave without pay in that order.

Immediate family includes husband, wife, son, daughter, brother, sister, mother, father, father-in-law, and mother-in-law.

Leaves of Absence Without Pay

Leaves of absence without pay may be granted by law and/or at the District’s discretion to eligible employees to maintain a continuity of service in instances where unusual or unavoidable circumstances require prolonged absence.

Leave of absence without pay are the following types:

Family and Medical Leave (FMLA). FMLA requires employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for certain family and medical reasons. Leave will first be charged to sick leave, then annual leave, then leave without pay.

Contact the Personnel Officer for more information and eligibility requirements.

Absence Without Pay. When an employee is absent and not eligible for sick or annual leave, leave without pay may be requested at least 3 days in advance, or in the case of unforeseen circumstances, as soon as possible upon returning to work. This does not relieve the employee from verbally notifying their supervisor during an absence when possible. The Superintendent or designee must approve requests for leave without pay.

Annual employees will be responsible for insurance premium payments at a prorated rate.

Military Leave . If you are a member of the National Guard or Reserves, and are directed to participate in periodic field training, you will receive unpaid military leave for the period necessary to perform military service. Such leave shall not affect your normal vacation in any way. Military leave will be charged as leave without pay.

Regular employees who are indefinitely deployed in active service via the draft or the act authorizing the President to order to active duty the National Guard and reserve components of the Navy, Army, Air Force or Marine Corps are entitled to military leave. Military leave is leave of absence without pay and terminates either 90 days after the employee’s discharge from the service, or one year after the employee is released from hospitalization continuing after discharge. The employee will be reinstated to his or her former position or to a position of similar status and pay if the district is informed of discharge no fewer than 60 days prior to the employee’s planned return.

Educational Leave. A leave of absence without pay for periods greater than 20 days may be granted by the School Board to employees who have provided the District a minimum of three consecutive years of employment. The duration of the leave shall be for a period not to exceed one (1) school year. The following shall be considered in granting such leave:

1. Leave may be granted only to attend school or training in areas which will improve job performance in the assigned area of the employee.

2. Written notification of intent to return must be in receipt by the Superintendent by March 15 of the school year in which this leave is taken.

3. Leave for employees working at school sites will require recommendation by the Principal.

4. The employee shall assume his/her former position upon return.

Reimbursement for Job-Related Course Work (Formerly PTIP)

In order that all employees are able to perform their duties at the highest and most satisfactory level possible, Southwest Region Schools encourages all its employees to seek additional training and education. Classified employees will be reimbursed for nine (9) semester credits per year provided that the employee is enrolled in a teaching degree program or the course work is relevant to the employee's position. Coursework must be completed at an approved institution with an earned grade of "C" or better. The maximum reimbursable rate per credit will not exceed the established rate of the University of Alaska.

Job Related Travel

Some employees are required to travel in the course of performing duties. District travel regulations have been developed. Supervisors will provide these regulations and the required forms.

Travel Authorization

Advance authorization is required for employee travel. Prior approval by the superintendent or designee is required for out-of-district travel.

Travel Advances

Travel advances may be arranged when necessary to the performance of the employee's duties. A request for a travel advance must have prior administrative approval.

Travel Regulations

Expenses incurred in travel on Authorized District Business will be reimbursed as follows:

A. In-district, other than Dillingham

(1) Breakfast $5.00
(2) Lunch $5.00
(3) Dinner $7.00 B. Dillingham and Out-of-District

(1) Breakfast $10.00
(2) Lunch $10.00
(3) Dinner $20.00
(4) Lodging Actual, reasonable cost District staff members who are provided meals and/or lodging by another district staff member will be expected to reimburse the host staff member for meals at the rates specified for in-district travel and for lodging at the rate of ten dollars ($10) per night when a bed with clean sheets is provided. (Receipt for lodging must be attached to the TA for reimbursement.)

Meal reimbursement will not be made for meals taken during the course of the normal work day unless overnight travel is involved.

Preapproved travel by private automobile will be reimbursed at the rate of thirty-five cents (.35) per mile.

Preapproved travel by private aircraft will be reimbursed at the rate of $6.50 per each 1/10th of an hour of flying time.

V. EMPLOYEE COMMUNICATIONS

Complaint Procedure

(For Complaints Other Than Sexual Harassment, and Disciplinary Actions)

Employees who wish to bring to the attention of the Board a condition or other matter for which there is concern, may use the following procedure:

1. The employee shall first bring the matter of concern to the attention of the immediate supervisor.

2. If, within reasonable time, the concern has not been addressed to the satisfaction of the complainant, the employee may seek an appointment with the Superintendent to discuss the concern. At this time it is the duty of the complainant to inform the immediate supervisor of this action and to request the supervisor to acquaint the Superintendent with the particulars of the situation to date and any action taken by the supervisor regarding the matters of concern.

3. If, after a reasonable time, the superintendent fails to resolve the matter, the complainant may request that the matter be placed on the agenda for consideration by the Board.

4. The School Board shall refer all complaints to the superintendent if the above procedures have not been followed or if the complaint originates from within the membership of the Board.

5. Board members shall withhold commitment and/or opinion on any complaint until such time as the matter is properly placed before the Board as an agenda item. No anonymous complaints will be considered by the Board or superintendent.

6. The School Board may advise and counsel the superintendent on matters of concern clearly within the superintendent's decision making authority. The Board, however, will not usurp the superintendent's authority by overruling the decisions in such cases.

VI. STANDARDS OF CONDUCT AND CORRECTIVE ACTION

It is the policy of the District, through these policies and procedures, to assure that employees are treated fairly and consistently in matters of discipline and resolution of disputes.

It is also the policy of the District to progressively discipline employees who break the rules of conduct or who continually fail to follow the District's policies and procedures.

Background

Discipline, as a part of these policies, is intended to be used to change unacceptable behavior, and to motivate and encourage employees to become more productive employees of the District. Discipline refers to the action taken against an employee for violating the District's rules of conduct and policies.

This action is differentiated from the performance evaluation process wherein the employee is coached and encouraged to learn the skills and abilities necessary to perform as expected in their respective positions. However, the refusal of an employee to change their work practices, approaches or philosophy to that which is expected of the employee by the District could result in disciplinary action.

Disciplinary Action

The four disciplinary actions, listed in ascending order of severity, are:

• Verbal Warning
• Written Warning
• Disciplinary Suspension
• Involuntary Discharge The severity of the offense as well as the number and frequency of previous misconduct will determine the requisite action.

Verbal Warning

Verbal warnings may be given to employees as a result of violating District, personnel or administrative regulations or policies. The supervisor or designee is to clearly state the perceived infraction, listen to the employee's response and then jointly decide how to correct the deficiency.

Written Warning

Warnings may be given to employees as a result of violating District, personnel or administrative regulations or policies. Warnings shall contain specifics of the conduct for which employees are being disciplined. A copy will be placed in the employee's personnel file and one given to the employee.

Disciplinary Suspension

Employees, who in the judgment of the Superintendent are not serving in the best interests of the District, may be suspended.

All disciplinary suspensions are without pay. The reason for the suspension, the period of time for which they are to be suspended, and the criteria required for improving performance shall be given the employee in writing with a copy being placed in their personnel file. The written notice will inform the employee of the right to a written statement of cause and the right to a formal hearing before the School Board.

A suspension resulting in the forfeiture of salary can be addressed by the suspended employee through the appeal procedure set forth below. Employees who are suspended without pay during an investigation of charges against them, and who are found to be innocent of those charges, shall receive their regular wage for the period during which they were suspended.

Involuntary Discharge

The service of any employee may be terminated for just cause. Just cause must be properly annotated by the supervisor, be recommended in appropriate cases by CSC and presented to the Superintendent in documented form, who in turn will present it to the Board for ratification.

An employee terminated for cause will be granted the right to a formal hearing before the Board.

Disciplinary Action Procedures

All verbal warnings may be documented to the employee’s personnel file. Other disciplinary actions shall be documented to the employee, the supervisor, and the employee's personnel file.

Discipline shall be administered according to the following guidelines:

MINOR INFRACTION
First Offense = Verbal warning
Second Offense = Written reprimand or suspension
Third Offense = Suspension or disciplinary probation

SERIOUS OFFENSE
First Offense = Written reprimand or suspension
Second Offense = Suspension or disciplinary probation
Third Offense = Discharge

CRITICAL OFFENSE
First Offense = Discharge

Supervisors may vary the above guidelines to account for the individual circumstances of the incident and/or the employee.

The disciplinary cycle starts over if no additional disciplinary action is required within one (1) year of a written reprimand. All offenses will be considered by the supervisor when completing performance evaluations.

Hearings on Disciplinary Action Resulting in Suspension or Involuntary Discharge

This policy pertains only to suspension and involuntary discharge of regular classified employees.

1. Having received written notice of suspension or involuntary discharge, the employee may request a formal hearing. The employee will be given written notice in accordance with law. Within 10 days of the receipt of the written notice of suspension or involuntary discharge, the employee shall submit a written request to the Superintendent for a formal hearing. This 10 day period commences upon receipt of the written notice. If a written request is not received within 10 days of notice of suspension or involuntary discharge, the right to a hearing is waived.

2. The formal hearing will be conducted upon not less than five days’ written notice to the employee of the date of the hearing.

3. The following procedures will govern the conduct of the hearing:

a. The hearing will be conducted in executive session unless the employee requests in writing that the hearing be open to the public.

b. In all cases the Board will tape record the hearing.

c. A quorum of the School Board must be present at the hearing.

d. The employee will have the right to appear individually (either in person or by telephone). The employee may be represented by counsel at the informal hearing. The District shall have not liability for costs or legal fees incurred by the employee at or for the formal hearing.

e. Both the District and the employee shall have the right to make a presentation (written and/or oral) to the Board.

f. At the Board’s discretion and consent, the parties may present witnesses. The Board will have the right to reasonably limit the number of witnesses and the scope of their testimony.

g. If the Board allows witness testimony, the witnesses shall be sworn under oath and may be cross examined.

h. The School District may be represented by counsel or an employee of the School District.

I. The employee will be given the written determination of the Board. Said determination will either confirm the suspension or involuntary discharge or disaffirm it. The written determination will state that the decision is final and, if the decision is adverse to the teacher, that the teacher may appeal to the courts pursuant to State law.

Sexual Harassment

All employees have the right to work in an environment free from all forms of discrimination and conduct that can be considered harassing, coercive or disruptive. The school district strictly prohibits sexual harassment of any kind. No employee, either male or female, should be subject to unsolicited sexual overtures or conduct, either verbal or physical.

Sexual harassment does not refer to occasional compliments of a socially acceptable nature, but rather to behavior that is not welcome and is personally offensive, which reduces morale and therefore interferes with work effectiveness. Any employee should immediately bring such behavior to the attention of his or her supervisor or the Personnel Officer. All such matters will be treated with confidentiality.

The school district will investigate complaints to determine whether sexual harassment has occurred. Any person found to be in violation of the school district's policies will be subject to disciplinary action which may include immediate discharge.

Drug Free Workplace

There is not a place for drug abuse in the work place. As a condition of employment for all employees, Southwest Region Schools has the following Board Policy:

All employees of the district are prohibited from possessing, using, selling, giving, bartering, or transporting a narcotic, depressant, hallucinogenic or stimulant drugs.

Any employee of the district convicted of possessing, using, selling, giving, bartering, or transporting a narcotic, depressant, hallucinogenic, or stimulant drug shall be terminated and considered ineligible for re-hire.

Narcotic drugs are as defined in Alaska Statutes 17.10.230 as amended.

Depressant, hallucinogenic, and stimulant drugs are as defined in Alaska Statutes 17.12.150 as amended.

To be under the influence of, or to use, intoxicating beverages or illegal drugs while on duty shall be grounds for immediate termination.

If you have an alcohol or chemical dependency problem, you may contact BRISTOL BAY AREA HEALTH CORPORATION ALCOHOL AND/OR MENTAL HEALTH PROGRAM for an evaluation as to what treatment may be necessary as well as additional information. They may be reached by telephone at 1-800-478-5201.

In addition, the employee must notify Southwest Region Schools of any criminal drug statue conviction for a violation occurring in the work place no later than 5 days after such conviction.

Tobacco

Tobacco use is not permitted in school ~~district~~ buildings or on school grounds.

Solicitation, Selling and Campaigning

Solicitation and selling is prohibited on school premises except by authorization of the Superintendent or designee. Political campaigning on school hours, during school time, by school employees is prohibited.

Appearance

Employees are expected to dress according to the needs of the job and the dress of the community. When on duty at any location, employees should be as reasonably well-groomed , clean and neat as the task allows.

Personal Telephone Calls

No long distance telephone calls may be charged to district telephones by any employee without prior authorization.

Use of Office Equipment

Prior approval must be obtained from the Site Administrator or designee for the use of district equipment. The following fees will be charged for the use of equipment.

Facsimile Machine
Sending $2.50 1-5 pages
.50 for each page thereafter

Receiving .25 per page

Copy Machine .25 per copy

Poster Machine $2.25 per poster

Respect and Pride

It is expected that each employee will show respect to other persons connected with Southwest Region Schools. Employees are representatives of Southwest Region Schools and their conduct in carrying out their duties reflects upon the district. Each employee should strive for the best performance and take pride in a job well done.

Working Relationships

There may be times when tension, legitimate differences of opinion and complaints occur. When this happens, employees should try to work such problems out among themselves and their supervisors. All of us should welcome friendly and constructive criticism and should make every effort to show the proper respect and courtesy to each other when such criticism is presented.

VII. JOB DESCRIPTIONS

Job Descriptions

It should be remembered that job descriptions provide a basic framework which may be adapted to meet the particular needs of each situation. As circumstances dictate, an employee may be required to perform other duties as a logical and necessary extension of a job description.