Wicomico County Public Schools Employee Handbook 2023-2024
TABLE OF CONTENTS INTRODUCTION INTRODUCTION....................................................................................................................................... 5 Welcome Letter............................................................................................................................................. 6 WCPS Four Vision Points ............................................................................................................................ 7 At Will/Disclaimer Statement ....................................................................................................................... 8 History of the Wicomico County Board of Education ................................................................................. 9 Mission, Vision, Educational Philosophy, Beliefs, and Values .................................................................. 12 Organizational Charts ................................................................................................................................. 14 Unit Association Negotiated Agreements................................................................................................... 22 Additional Policies, Procedures, and Philosophies of the Wicomico County Board of Education ............ 22 SECTION 1 EMPLOYMENT GUIDELINES CONDITIONS OF EMPLOYMENT...................................................................................................... 24 Americans with Disabilities Act Statement ................................................................................................ 24 Criminal Background Checks Policy.......................................................................................................... 24 Classified New Hire 90-Day Probation Statement...................................................................................... 24 Orientation and/or In-Service Training....................................................................................................... 24 Equal Opportunity and Non-Discrimination Policy.................................................................................... 25 Section 504/Title II Grievance Procedure................................................................................................... 25 Retirement Plan Policy ............................................................................................................................... 25 SECTION 2 GENERAL POLICIES AND PROCEDURES GENERAL POLICIES AND PROCEDURES....................................................................................... 27 Appointments and Assignments, Suspensions and Dismissals of Certificated and Non-Certificated Employees Policy........................................................................................................................................ 27 Assignment of Close Relatives Policy ........................................................................................................ 27 Critical Shortage of Positions Policy .......................................................................................................... 27 Employees Serving on Parent or Parent-Supported Organizations Policy ................................................. 27 Employee Confidentiality Policy ................................................................................................................ 27 Harassment and Sexual Harassment Policy ................................................................................................ 27 Non-Discrimination and Anti-Harassment Procedure ................................................................................ 27 Media Relations Policy ............................................................................................................................... 27 Media Relations and Communications Procedure ...................................................................................... 27 Acceptable Use of Technology Policy........................................................................................................ 27 Acceptable Use of Technology Procedure.................................................................................................. 27 Tobacco-Free Schools Policy ..................................................................................................................... 28 Tobacco-Free Schools Procedure................................................................................................................ 28 Workplace Violence Prevention Policy ...................................................................................................... 28 Whistleblower Anti-Retaliation Policy....................................................................................................... 28 GENERAL SCHOOL ADMINISTRATION ......................................................................................... 29 Advertising in the Schools Policy............................................................................................................... 29 Employee Alcohol, Controlled Substance, and Drug-Free Workplace Policy ........................................... 29 WCBOE Alcohol and Drug Testing Procedure .......................................................................................... 29 Community Use of School Facilities Policy ............................................................................................... 29 Community Use of School Facilities Procedure ......................................................................................... 29 WCPS Printing Services Statement ............................................................................................................ 29
PAYROLL PROCEDURES ..................................................................................................................... 32 Time Keeping and Attendance Procedures.................................................................................................. 32 Compensatory Time/Overtime .................................................................................................................... 33 Deductions for Time Lost Statement........................................................................................................... 34 Income Tax Statement................................................................................................................................. 34 Garnishments Statement.............................................................................................................................. 34 Pay Dates Statement .................................................................................................................................... 35 Salary Determination for Late Hire/Early Separation Statement................................................................. 35 Salary Payments Statement ......................................................................................................................... 36 24-Pay Plan Statement................................................................................................................................. 36 SEPARATION FROM EMPLOYMENT ............................................................................................... 37 Failure to Report to Work Statement........................................................................................................... 37 Reduction in Force Statement ..................................................................................................................... 37 Classified Notice of Resignation Statement ................................................................................................ 37 Certificated Notice of Resignation Statement ............................................................................................. 37 Terms and Conditions Following Notice of Resignation Statement............................................................ 38 Retirement Procedures Statement................................................................................................................ 38 Returning WCBOE/WCPS Property upon Separation Statement .............................................................. 38 Termination Statement ................................................................................................................................ 38 Exit Interview Statement ............................................................................................................................. 38 Employment Reference Policy .................................................................................................................... 38 EMPLOYEE PERFORMANCE & EVALUATION.............................................................................. 39 Procedures and Time Frame for Conducting Classified Employee Evaluations ......................................... 39 Classified Employee Probation ................................................................................................................... 39 Evaluation and Probationary Procedures for Non-Classified Employees.................................................... 39 Staff Recognition for Accomplishment Procedure...................................................................................... 39 SECTION 3 EMPLOYEE RESPONSIBILITIES HEALTH STANDARDS .......................................................................................................................... 40 Communicable Disease Policy .................................................................................................................... 41 Hepatitis B Vaccination Statement.............................................................................................................. 41 PERSONAL CONDUCT .......................................................................................................................... 42 Absence from Work Statement.................................................................................................................... 42 Contact with Students Statement................................................................................................................. 42 Disruption of Workplace Statement ............................................................................................................ 42 Emergency & Personal Information Statement ........................................................................................... 42 Identification Badges Statement.................................................................................................................. 42 Security System Fobs Statement ................................................................................................................. 44 Social Media Policy .................................................................................................................................... 44 Social Media and other Electronic Communications Procedure ................................................................. 44 PROFESSIONAL RESPONSIBILITY ................................................................................................... 45 Release of Confidential Information ........................................................................................................... 45 Student Records Policy ............................................................................................................................... 45 Student Records Procedure.......................................................................................................................... 45 Protection of Student Privacy Rights Policy ............................................................................................... 45
Collection and Use of Research Data, Protection of Student Privacy Rights Procedure............................ 45 Accident Reporting ..................................................................................................................................... 45 STUDENT SAFETY & WELFARE ....................................................................................................... 46 Responsibilities & Protocol ........................................................................................................................ 46 Reporting of Child Abuse and Neglect Policy............................................................................................ 46 Reporting of Child Abuse and Neglect Procedure...................................................................................... 46 Use of Physical Intervention Policy............................................................................................................ 46 Use of Physical Intervention Procedure...................................................................................................... 46 Behavior Threat Assessment Teams Policy................................................................................................ 46 Behavior Threat Assessment Teams Procedure.......................................................................................... 46 USE OF EQUIPMENT AND FACILITIES........................................................................................... 47 Drug Free School Zones Statement ............................................................................................................ 47 Emergency Lanes Statement ....................................................................................................................... 47 Fire Drills Statement ................................................................................................................................... 47 Keys Statement ........................................................................................................................................... 47 Supervision of Buildings and School Grounds Statement .......................................................................... 48 Visitor Policy .............................................................................................................................................. 48 Visitor Procedure ....................................................................................................................................... 48 Use of School System Vehicles .................................................................................................................. 48 SECTION 4 BENEFITS AND INSURANCE EMPLOYEE BENEFITS......................................................................................................................... 49 Direct Deposit Statement ............................................................................................................................ 50 Employee Assistance Plan Statement ......................................................................................................... 50 Employees Credit Union Statement ............................................................................................................ 50 Holidays Statement ..................................................................................................................................... 50 Travel and Mileage Reimbursement Policy................................................................................................ 51 Travel and Mileage Reimbursement Procedure.......................................................................................... 51 403 (b), 457(b) and 401(a) Plans ................................................................................................................ 51 Tuition Waiver/Reimbursement.................................................................................................................. 51 Employee Benefits including Health Insurance.......................................................................................... 51 Health Insurance Benefit for Retired Employees Policy ............................................................................ 51 LEAVE TIME ........................................................................................................................................... 52 Assault Leave Policy................................................................................................................................... 52 Assault Leave Procedure............................................................................................................................. 52 Employee Administrative Leave Policy ..................................................................................................... 52 Bereavement Leave..................................................................................................................................... 52 Educational Leave....................................................................................................................................... 52 Emergency/Personal Business Leave.......................................................................................................... 52 Jury Duty..................................................................................................................................................... 52 Legal Proceedings....................................................................................................................................... 52 Military Leave Service................................................................................................................................ 52 Parental Leave............................................................................................................................................. 52 Political Leave ............................................................................................................................................ 52 Sick Leave................................................................................................................................................... 52 Worker’s Compensation ............................................................................................................................. 52 Flexible Leave Act Statement ..................................................................................................................... 52 Family and Medical Leave Act (FMLA) Policy ......................................................................................... 52 Family and Medical Leave Act (FMLA) Procedure ................................................................................... 52
INTRODUCTION
N. Eugene Malone, Jr. Chairman Allen C. Brown, Sr. Vice Chairman Susan W. Beauchamp Dr. Bonnie H. Ennis Kristin N. Hazel John Palmer David A. Plotts BOARD OF EDUCATION OF WICOMICO COUNTY P.O. Box 1538 2424 NorthGate Drive Salisbury, MD 21802-1538 410-677-4400 FAX 410-677-4444 www.wcboe.org The Wicomico County Board of Education prohibits illegal discrimination based on race, ethnicity, color, ancestry, national origin, religion, immigration status, sex, gender, gender identity, gender expression, sexual orientation, family/parental status, marital status, age, physical or mental disability, poverty and socioeconomic status, language, or other legally or constitutionally protected attributes or affiliations and provides equal access to the Boy Scouts and other Title 36 designated youth groups. Discrimination undermines our community’s long-standing efforts to create, foster and promote equity, inclusion and acceptance for all. Micah C. Stauffer, Ed.D. Superintendent of Schools August 2023 Dear Valued Employee: Welcome to the 2023-2024 school year, and thank you so much for your service to the Wicomico County Public School System (WCPS). This handbook will provide you with valuable and necessary information to assist you in your success as a WCPS employee. The employee handbook is for the exclusive use of WCPS employees. Its contents are subject to periodic change and do not constitute an expressed or implied contract. For negotiated items, please refer to the current appropriate Unit Association contract using the provided link. It is understood that the current Unit Association contract will take precedence in the event of a discrepancy between this handbook and the contract. This handbook should be read in its entirety at the time of initial employment and reviewed annually for familiarization with policies and benefits directly affecting employees. For questions pertaining to a specific employment concern, employees are encouraged to seek answers from their immediate supervisor and then the Human Resources Department. Again, welcome to a new school year for Wicomico County Public Schools! Thank you for all you do to support student achievement and the success of our entire school system. Sincerely, Micah C. Stauffer, Ed.D. Superintendent of Schools
WICOMICO COUNTY PUBLIC SCHOOLS FOUR VISION POINTS We aspire to be: I. A public school system rooted in a culture of respect, transparency, and collegiality; where trust, the quality of relationships and empowerment are clearly understood to the foundation for success. II. A public school system committed to safe schools; created through a careful balance of clearly communicated and enforced expectations and an atmosphere where students know that teachers and administrators believe in them. III. A public school system dedicated to meeting the needs of each student from the most gifted to the most challenged; focusing on early literacy, student engagement in authentic problem solving, innovative instruction that encourages creativity, and preparing students with 21st century skills necessary to successfully enter college or the world of work. IV. A public school system our community believes in – where teachers compete for jobs, employers compete for well-prepared graduates, families choose to live, and businesses aspire to relocate because of its reputation built upon the pursuit of excellence in providing an outstanding education for our community’s students.
EMPLOYMENT AT-WILL STATEMENT In accordance with Maryland Law, the Wicomico County Board of Education is an Employment at Will employer and maintains the authority to discharge at will at its own discretion. Likewise, any hired employee maintains the right to terminate employment at any time with or without notice. All employment and compensation with the Wicomico County Board of Education may be terminated with or without cause, and with or without notice at any time, at the option of either the Wicomico County Board of Education, the Superintendent of Schools, or the employee, except as otherwise provided by law or contractual agreement.
A Brief History of the Wicomico County Public School System (Taken from the Maryland Manual Online) The Wicomico County Board of Education originated in 1816 as the State School Fund Commissioners, which headed the County's new public school system. Later, it reformed and was renamed as the County School Commissioners, and the Board of County School Commissioners. State School Fund Commissioners. The General Assembly, in 1816, appointed nine commissioners to oversee the State school fund in each county (Chapter 256, Acts of 1816). The commissioners were to "establish a central free school in each election district" and report to the General Assembly on how funds were used. In the colonial period, free schools offered a curriculum that included "Latin, Greek, Writing, and the like" (Chapter 31, Acts of 1694). [It is not clear from the 1816 law if "free" refers to the classical curriculum or the lack of tuition.] County School Commissioners. In 1825, a statewide public education system was formed (Chapter 162, Acts of 1825). Justices of the levy courts in each county appointed nine school commissioners who were to divide the county into school districts. The levy courts also appointed up to eighteen inspectors of primary schools for each county. The inspectors' charge was to examine teachers, issue teacher certificates, visit schools, give suggestions to teachers and school trustees, and report to the county school commissioners. Elected by the voters of each school district, three trustees were to purchase schoolhouse sites, repair and furnish the schoolhouses, and hire all teachers within the district. Authorized to keep records of school commissioner meetings, a district clerk was elected by the voters annually. A district collector collected monies from school taxes. Board of County School Commissioners. In 1865, the State Board of Education called for a “uniform system of Free Public Schools” (Chapter 160, Acts of 1865). The public school system
became centralized; “supervision and control of Public Instruction” was vested in the State Board of Education. The State Board appointed boards of county school commissioners in each county to serve four-year terms. Three years later, boards of county school commissioners regained control and supervision over county schools (Chapter 407, Acts of 1868). The public school system was no longer accountable to the State Board of Education. Within each county, voters elected county school commissioners, from each election district, to two-year terms. These school commissioners had custody over schoolhouse property and were expected to pay teacher salaries. In 1867 Wicomico County is created from parts of Somerset and Worcester counties (Constitution, Art. XIII, sections 2-6) For all counties, including Wicomico County, the school commissioners reorganized in 1870 (Chapter 311, Acts of 1870). County circuit court judges were to appoint three school commissioners for their respective counties. At the same time, the Board of State School Commissioners, previously named the State Board of Education, was reformed. In 1892, the Governor gained authority to appoint county school commissioners (Chapter 341, Acts of 1892). By 1900, the Governor was to take into consideration minority party representation when appointing county school commissioners (Chapter 29, Acts of 1900). Board of Education. County school commissioners were renamed boards of education in 1916 (Chapter 506, 1916). They were to be appointed by the Governor without regard to political affiliation. Now, the Wicomico County Board of Education oversees educational matters that affect Wicomico County (Code Education Article, secs. 4-101 through 4-126). Originally, the Board's seven members were appointed by the Governor to serve five-year terms. Currently, the Board's members are elected from councilmanic districts within Wicomico County. The Superintendent of Schools serves as secretary, treasurer, and executive officer of the Board (Code Education Article, sec. 3-13A-01). SUPERINTENDENT OF SCHOOLS Duties of the Superintendent of Schools originally were the responsibility of School Inspectors, then County Examiners, and later the County Superintendent of Public Education. School Inspectors. The duties of county superintendents of schools first were assigned to school inspectors in 1825 (Chapter 162, Acts of 1825). Levy courts were to appoint annually up to eighteen inspectors of primary schools for each county. The inspectors determined teacher qualifications, examined teachers, and issued teacher certificates. They also were expected to visit schools and offer suggestions to school district trustees. By 1835, the number of inspectors was reduced to three for each county (Chapter 278, Acts of 1835).
County Examiners. In 1868, county examiners assumed all duties of school inspectors, and were expected to serve as secretary, treasurer, and executive agent for county boards of school commissioners (Chapter 407, Acts of 1868). Appointed by boards of county school commissioners, county examiners were to visit each school at least twice a year in counties having 50 or fewer schools. This included Wicomico County. Additionally, they helped organize teacher associations at district, county and State levels, examined teachers in the presence of three county school commissioners, and notified teachers of meetings. By 1870, county examiners were to visit each school three times a year in counties having fewer than 50 schools (Chapter 311, Acts of 1870). Also, they were allowed to examine teacher candidates in the presence of one county school commissioner instead of three. County Superintendent of Public Education. In 1904, county examiners were renamed county superintendents of public education (Chapter 584, Acts of 1904). Three times a year, they were required to visit each school in counties with 60 or fewer teachers. Twice a year, they went to schools in counties having more than 60 teachers, and once in those counties with more than 175 teachers. Superintendent of Schools. By 1916, county superintendents of public education were renamed superintendents of schools (Chapter 506, Acts of 1916). The new superintendents were authorized to execute the laws of the State Board, interpret all school laws, and decide disputes of the county boards of education about rules and regulations. In addition, superintendents could recommend to the county boards of education that schools be repaired or condemned. They could nominate all principals and assistant teachers for appointment by the county boards, grade and standardize public schools, create a textbook list, and determine school curriculum. Since 1916, the Superintendent of Schools has been appointed by the Board of Education to four-year terms. The Superintendent of Schools administers the Wicomico County Public School System. The Superintendent also serves as executive officer, secretary, and treasurer of the Board of Education (Code Education Article, secs. 4-102; 4-201 through 4-206). Today, Wicomico County Board of Education (WCBOE) is made up of twenty-five schools, including 16 elementary, 1 elementary/middle, 3 middle, 1 middle/high and 4 high schools. It educates approximately 15,000 students with just over 1,300 certificated teachers and approximately 400 instructional support staff. The Mission of the Wicomico Board of Education is…
Wicomico County Board of Education Approval Status Index Code Title: Mission, Vision, Educational Philosophy and Beliefs BOE-GEN-PL-024 First Adopted: 09/09/77 Legal Review: 06/27/23 10/17/19 Approved Revisions: 07/11/23 11/12/19 08/13/13 03/11/97 Effective: 07/12/23 11/13/19 08/14/13 03/12/97 Page 1 of 1 WICOMICO COUNTY BOARD OF EDUCATION 101 LONG AVE, P.O. BOX 1538, SALISBURY, MD 21802 BOE-GEN-PL-024 Wicomico County Board of Education 1 Mission and Vision Policy 2 3 I. Mission Statement 4 The mission of the Wicomico County Public School (WCPS) system is to provide all students an 5 educational foundation and a set of skills which will enable them to become responsible and 6 productive citizens in our society. 7 8 II. Vision Statement 9 Our vision is to educate each student to his or her full potential. 10 11 III. Educational Philosophy 12 A. Public education in Wicomico County is based on the democratic principle that students have, by 13 right, the opportunity to develop their potential to the fullest. While the pursuit of education is a 14 right, a privilege and a responsibility that is shared by the school, the student, the home, and 15 religious and other community entities, the primary responsibility for this educational 16 development lies with the student and the school. 17 B. WCPS has a responsibility to develop an understanding of and a respect for diverse social, 18 economic, cultural and ethnic groups through the education of students. Equity in education is a 19 guiding principal of WCPS, thus the diversity of each individual must be respected. 20 C. Education in Wicomico County is concerned not only with the intellectual and skill development 21 of the students but also with other aspects of their growth. Since public education is a continuous 22 process, it is the responsibility of the school system to make its instructional program relevant to the 23 present as well as applicable and useful for the future. 24 D. In our school system, education should be a dynamic process subject to evaluation, revision and 25 updating of existing programs, as well as the implementation of new programs, based upon the 26 needs of students, the latest knowledge and current scientific information as to how individuals 27 learn. 28 E. It is acknowledged that individuals vary greatly in their needs and abilities. Consequently, the 29 school system has the obligation to provide diversified and well-balanced programs. 30 31 The Wicomico County Board of Education directs the Superintendent of Schools to develop, maintain, 32 and implement a strategic plan based upon the mission and vision of the Wicomico County Public School 33 system. 34
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Dr. Micah Stauffer Superintendent of Schools Dr. Brian Raygor Chief Finance & Operations Officer Wicomico County Public Schools Organization Chart 2023-2024 Executive Level Dr. Frederick “Rick” Briggs Chief Academic Officer Ms. Kimberly Miles Assistant Superintendent Student & Family Services Bev Walter Executive Office Associate to the Chief Academic Officer Dee Calloway Executive Office Associate to the Assistant Superintendent of Student & Family Services Betty Dail Executive Office Associate to the Chief Finance & Operations Officer Dr. Vince Pavic Director of Human Resources Kathryn Causey Administrative Office Associate Andrea Douling Executive Assistant to the Superintendent
Dr. Frederick “Rick” Briggs Assistant Superintendent for Instruction/ Chief Academic Officer Beverly Walter Executive Office Associate to the Assistant Superintendent/ Chief Academic Officer Julie Dill Director of Curriculum and Professional Development Dr. Susan Jones Director of Elementary Education Chief Academic Officer Don Brady Director of Secondary Education Paul Butler Director of Communications & Community Outreach Wicomico County Public Schools Organization Chart 2023-2024
Wicomico County Public Schools Organization Chart 2023-2024 Division of Student & Family Services School Health Services Team Members Jennifer Davis Coordinator, School Nurse Department of Special Education Team Members Department of School Climate & Safety Team Members Department of Transportation Team Members Kathy Frisch Supervisor, Health Services Kevin Smith Director of Special Education Kelley Morris-Springston Director of School Climate & Safety Desmond Hughes Director of Transportation Dee Calloway Executive Office Associate to the Assistant Superintendent Kim Miles Assistant Superintendent Student & Family Services
Brian Raygor Ed.D. Chief Finance & Operations Officer Wicomico County Public Schools Organization Chart 2023- 2024 Robert Souza Facility Services Maintenance - Op - Energy Director Leisl Ashby, AIA Facility Services Planning + Construction Director Eric Goslee Food & Nutrition Services Director Jesse Reid, CPA Business Support Services Comptroller Business & Operation Services Betty Dail Executive Office Associate to the Chief Finance & Operations Officer Keith Kellersohn Policy Writer Bob Langan Technology Services Director
UNIT ASSOCIATION NEGOTIATED AGREEMENTS The following links will take you to the current appropriate negotiated agreements: UNIT I – Teachers UNIT II – Administrators and Supervisors UNITS III & IV – Classified Additional Policies, Procedures, and Philosophies of the Wicomico County Board of Education The information contained in this handbook does not constitute the entirety of policies, procedures or philosophies of the Wicomico County Board of Education. For additional items, please refer to our public BoardDocs® site or login in with your BoardDocs® username and password at www.boarddocs.com. Once you arrive at our BoardDocs® site, choose the “Policies” tab. From there you can use the drop-down boxes to navigate through our policy areas. To look at procedures or philosophies choose “WCBOE Procedures” or “WCBOE Policies” from the “Book:” drop-down box.
SECTION 1 EMPLOYMENT GUIDELINES
CONDITIONS OF EMPLOYMENT Americans with Disabilities Act Statement On July 13, 1990, Congress passed the ADA, which makes it unlawful for employers to discriminate against disabled individuals in regard to hiring, firing, compensation, training and advancement. Enforced by the EEOC, the Act is very specific regarding categories of disabled persons who are protected and definitions of commonly recognized disabilities. Unlike Section 504, the ADA is not limited to companies receiving federal aid or participating in federally connected programs. Criminal Background Checks Policy ADM-HRR-PL-011, Criminal Background Checks Policy Classified New Hire 90 Day Probation Statement Any classified employees hired on April 16th or later, are not eligible for the salary increase given on July 1st of that same fiscal year. For example, a classified employee hired on April 16, 2017, would be eligible based on their satisfactory evaluation for the salary increase given on July 1, 2018 for the following fiscal year. Orientation and/or In-Service Training In-service training and/or orientation may be prescribed for new or reassigned employees prior to their assignment to a job. In-service training for current employees must be approved by the appropriate supervisor to minimize disruption to the work environment. Employment of the Handicapped Statement Section 504 of the Vocational Rehabilitation Act of 1973 Section 504 provides that "no otherwise qualified handicapped individual . . . shall, solely by reason of his handicap, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance." It, therefore, represents the first federal civil rights law protecting the rights of handicapped persons and reflects a national commitment to end discrimination on the basis of handicap. A "handicapped individual" is defined as "any person who (a) has a physical or mental impairment which substantially limits one or more of such person's major life activities, (b) has a record of such impairment, or (c) is regarded as having such impairment." Section 1, CONDITIONS OF EMPLOYMENT
Equal Opportunity and Non-Discrimination Policy & Procedure BOE-GEN-PL-001, Equal Opportunity Policy BOE-GEN-PR-006, Section 504/Title II Grievance Procedure Retirement Plan Policy ADM-HRR-PL-005, Retirement Plan Policy
SECTION 2 POLICIES AND PROCEDURES
GENERAL POLICIES AND PROCEDURES Appointment and Assignments, Suspensions and Dismissals of Certificated and Non-Certificated Employees Policy ADM-HRR-PL-009, Appointments and Assignments, Suspensions and Dismissals of Certificated and Non-Certificated Employees Policy Assignment of Close Relatives Policy ADM-HRR-PL-003, Assignment of Close Relatives Policy Critical Shortage of Positions Policy ADM-HRR-PL-027, Critical Shortage of Positions Policy Employees Serving on Parent or Parent-Supported School Organizations Policy ADM-FIN-PL-019, Employees Serving on Parent or Parent-Supported School Organizations Policy Employee Confidentiality Policy ADM-HRR-PL-026, Employee Confidentiality Policy Harassment and Sexual Harassment Policy & Procedure ADM-HRR-PL-024, Harassment and Sexual Harassment Policy ADM-HRR-PR-004, Non-Discrimination and Anti-Harassment Procedure Media Relations Policy BOE-GEN-PL-019, Media Relations Policy Media Relations and Communications Procedure BOE-GEN-PR-003, Media Relations and Communications Procedure Acceptable Use of Technology Policy & Procedure ADM-TEC-PL-004, Acceptable Use of Technology Policy ADM-TEC-PR-002, Acceptable Use of Technology Procedure Section 2, POLICIES AND PROCEDURES
Tobacco-Free Schools Policy & Procedure BOE-GEN-PL-011, Tobacco-Free Schools Policy BOE-GEN-PR-007, Tobacco-Free Schools Procedure Violation of Criminal Laws Policy ADM-HRR-PL-016, Violation of Criminal Laws Policy Workplace Violence Prevention Policy ADM-HRR-PL-028, Workplace Violence Prevention Policy Whistleblower Anti-Retaliation Policy ADM-HRR-PL-029, Whistleblower Anti-Retaliation Policy Section 2, POLICIES AND PROCEDURES
GENERAL SCHOOL ADMINISTRATION Publicity, Promotions, Advertising and Solicitation in the Schools Policy BOE-GEN-PL-026, Publicity, Promotions, Advertising and Solicitation in the Schools Policy Employee Alcohol, Controlled Substance, and Drug-Free Workplace Policy ADM-HRR-PL-018, Employee Alcohol, Controlled Substance, and Drug-Free Workplace Policy WCPS Alcohol and Drug Testing Procedure ADM-HRR-PR-005, WCPS Alcohol and Drug Testing Procedure Community Use of School Facilities Policy & Procedure ADM-FAC-PL-005, Community Use of School Facilities Policy ADM-FAC-PR-003, Community Use of School Facilities Procedure WCPS Printing Service Statement 1. All requests for duplicated or printed material may be sent to the WCPS Printing Services (Print Shop) with the properly executed Print Request form including account number or billing information. (Request may be sent electronically via e-mail attachment.) 2. Artwork should be forwarded in "camera ready" condition whenever possible. If graphic, layout, or “clean-up” work is necessary, the print shop will assist upon request. 3. All Print Jobs will be billed to the account shown on the print request form. Print Jobs will be billed at the current Print Shop Billing Rates. Print Shop Billing Rates are the same as the current Excess Copy Billing Rate for the WCPS school copy program plus average papercosts. 4. All Print Jobs are completed in a first-in/first-out basis. An estimated completion date willbe provided upon request for larger Print Jobs by the Print Shop. 5. The Print Shop can provide the following services: Copies; Color Copies; carbonless forms and envelopes. 6. Reams of specialty papers may also be ordered from the Print Shop with a properly executed Print Request form including account number or billing information. (Request may be sent electronically via e-mail attachment.) Copyright Laws A copyright law took effect January 1, 1978, bringing the 1909 statutes up to date with technological advancements in communication, setting standards of fair use for educators and regulating the licensing of music played on campus. Fair Use The Copyright Revision Act of 1976, P.L. 94-553, brings under the statutes for the first time the doctrine of "fair use" to cover the duplication and use of copyrighted material by educators. Section 107 of the law says use of copyrighted works is not an infringement if used for "purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom Section 2, POLICIES AND PROCEDURES use), scholarship, or research."
Section 2, POLICIES AND PROCEDURES The criteria set by the statute for determining fair use include, but are not limited to: ➢ the purpose and character of the use, including whether use is for commercial or nonprofit educational purposes; ➢ the nature of the copyrighted work; ➢ the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and ➢ the effect of the use upon the potential market for or value of the copyrighted work. Since the law does not limit the determination of fair use to those four standards, this is one of the law's "gray areas" that will have to be clarified by the courts, according to Sheldon Steinbach, legal counsel for the American Council on Education. Copying for Teachers: Although the act does not set standards for copying of material by teachers, the House Judiciary Committee set "minimum" guidelines in its report on the legislation. Under those guidelines, teachers may make single copies of: book chapters for use in research, instruction or preparation for teaching; articles from periodicals or newspapers; short stories, essays or poems; and charts, graphs, diagrams, drawings, cartoons or pictures from books, periodicals, or newspapers. Multiple copies, not exceeding more than one per pupil, may be made for classroom use or discussion if the copying meets the tests of "brevity, spontaneity and cumulative effect" set by the guidelines. Each copy must include a notice of copyright. Brevity: Under the brevity test, which is defined separately for poetry, prose and graphics, the guidelines say: ➢ A complete poem, if less than 250 words and two pages long, may be copied. Excerpts from longer poems cannot exceed 250 words; ➢ Teachers may copy complete articles, stories or essays of less than 2,500 words or excerpts from prose works less than 1,000 words or 10 percent of the work, whichever is less. In any event, the minimum is 500 words; ➢ Each numerical limit may be expanded to permit the completion of an unfinished line of a poem or prose paragraph; ➢ One chart, graph, diagram, drawing, cartoon or picture per book periodical issue may be copied. ➢ "Special" works, such as children's books combining poetry, prose or poetic prose, cannot be reproduced in full. An excerpt of no more than two pages and no more than 10 percent of the words may be copied. Spontaneity: The copying should be at the "instance and inspiration of the individual teacher," say the guidelines. The "inspiration and decision" to use the work should be "so close in time" to the "moment of its use for maximum teaching effectiveness" that it would be "unreasonable to expect a timely reply to a request for permission." Cumulative Effect: Teachers are limited by the guidelines to using the copied material for only one course in the school in which copies are made. No more than one short poem,
Section 2, POLICIES AND PROCEDURES article, story or two excerpts from the same author may be copied, and no more than three works can be copied from a collective work or periodical volume during one class term. The limitations, however, do not apply to current news periodicals. Prohibitions: The guidelines prohibit using copies to replace or substitute for anthologies, compilations or collective works. Works intended to be "consumable," including workbooks, exercises, standardized tests, test booklets and answer sheets, cannot be copied. Teachers cannot substitute copies for the purchase of books, publisher's reprints or periodicals, nor can they repeatedly copy the same item from term to term. The copying of works cannot be directed by a "higher authority" and students cannot be charged more than the actual cost of photocopying.
PAYROLL PROCEDURES Time Keeping and Attendance Procedures All Board employees must record their time and attendance using the Kronos electronic time and attendance system. Upon reporting for work, employees must “clock-in,” either via the clock, personal mobile device, or the computer. This will facilitate your payroll editor’s creation of the Scheduled Not Clocked In report. Each employee and supervisor is responsible for proper completion of electronic attendance to account for the total days/time worked each pay period. The Fair Labor Standards Act (FLSA) identifies two groups of employees for record-keeping requirements – “exempt” and “non-exempt”. For “exempt” employees (those who are exempt from the over-time requirements of FLSA) an attendance record is all that is required. Therefore, only the initial “clock-in” is necessary. For “nonexempt” employees (those who are not exempt from the over-time requirements of FLSA), actual hours worked must be tracked in order to accurately calculate any over-time (compensatory time). Consequently, “non-exempt” employees must clock-in just prior to beginning work and upon returning from lunch, and clock-out when going to lunch and departing from work for the day. Any questions as to an employee’s FLSA status – exempt vs. non-exempt – should be directed to the Human Resources Department. It is strictly prohibited to work “off-the-clock”. In other words, it is a violation of this procedure for a “non-exempt” employee to commence work prior to “clocking-in” or subsequent to “clocking-out”. It is also a violation of this procedure for any employee to instruct another “non- exempt” employee to work “off-the-clock”. Such violations should be reported to the Director of Human Resources immediately. The practice of “buddy-swiping” is strictly prohibited. Under no circumstances should an employee “clock-in” for another employee using the absent employee’s Kronos ID badge or Kronos log-in. Such violations are subject to disciplinary action and should be reported to the Director of Human Resources immediately. All time taken off must be charged to the appropriate leave code in accordance with Board procedures. All employees must submit their timecard online via the Kronos generated timecard at the end of each pay period. Supervisors must approve staff’s time electronically each pay period. Unofficial time records are strictly prohibited. All employees, with the exception of substitutes and certain temporary employees are assigned a schedule in the Kronos time and attendance system. Employees may not change their assigned schedule without the approval of their supervisor. If, however, a supervisor finds it necessary to change an employee’s assigned schedule, they must notify the Bookkeeper/Pay editor immediately. Section 2, POLICIES AND PROCEDURES
Employees may not work through their assigned lunch period or come in early or work past their assigned schedule for the purpose of accumulating compensatory time. Non-exempt employees may not work in excess of their scheduled hours per week without prior approval of their supervisor. Supervisors will make every effort to avoid circumstances that will require non-exempt employees to work more than 40 hours each week. The employee’s workweek starts on Sunday, 12:00am and runs through Saturday, 11:59pm. Supervisors have the responsibility for monitoring the accrual of such overtime which results in accumulated compensatory time. Current balances for unused sick leave, personal leave and annual leave and compensatory time (if eligible) are available for all employees electronically. Employees can view their leave balances, at their convenience, at their assigned Kronos time and attendance device, on their personal mobile device, or at their computer via their Kronos log-in. Supervisors should likewise review leave balances before approving time off for their employees. Supervisors should communicate this timekeeping procedure clearly and apply it fairly to all employees. In cases where “non-exempt” employees are routinely working substantially more than their assigned scheduled hours each pay period, supervisors should consult with their appropriate Director to examine the employee’s workload and work efficiency and review their department’s overall staffing to ensure they are appropriate. All time and attendance records, including the previously used lunch break tracking form must be retained for a period of five (5) years. Failure to comply with these procedures could result in disciplinary action up to and including termination. Compensatory Time/ Overtime Under the Fair Labor Standards Act. WCBOE keeps complete records of any time worked by employees beyond their normal workweek (overtime). A unit association member shall not work more than (40) forty hours per week without prior approval of the supervisor. Compensatory time, or “comp time” is the number of hours worked in excess of your scheduled contract work week. This time may be accumulated and compensated by time off within reason and full knowledge and approval of immediate supervisor (comp time). Comp time is figured at the rate of one times the excess time worked. Overtime compensation above (40) forty hours will be made at one and one-half (1½) times the normal work rate for approved work beyond (40) forty hours. The employer will provide compensation either with salary or compensatory time. The employer will determine the type of compensation. Section 2, POLICIES AND PROCEDURES
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