Office/Clerical and Aide Support Staff Handbook

• Introduction
  • WRPS Mission Statement
  • Governing Values
• Part I - WRPS Management Guidelines
  • Administration
  • District Expectations
  • Employee Classification
  • Governance Statement
• Part II - Employment Policies
  • Accident/Incident Reports
  • Activity Code
  • Assignments, Vacancies, and Transfers
  • Attendance
  • Building Security/Access/Keys
  • Child Abuse/Neglect Reporting
  • Compensation
  • Confidentiality
  • Copyright
  • Criminal Background Checks
  • Criminal Background Checks - Obligation to Report
  • District Property
  • Drug, Alcohol, And Tobacco Free Work Place
  • Emergency School Closures
  • Equal Opportunity
  • Equal Opportunity Complaints
  • Fair Labor Standards Act
  • Family and Medical Leave Act (FMLA)
  • Fraud and Financial Impropriety
  • Gambling
  • Gifts and Gratitudes
  • Grievance Procedure
  • Harassment and Discrimination
  • Internet Usage
  • Licensure/Certification
  • Outside Employment
  • Payroll
  • Personnel Files
  • Physical Examination
  • Political Activity
  • Reduction in Force
  • Requisitions and Payment Requests
  • Resolutions of Workplace Concerns
  • Safety
  • School Calendar
  • Social Media
  • Severance from Employment
  • Vehicle Use / Private Vehicle Use / Mileage Reimbursement
  • Weapons on School Premises / Property
  • Work Schedule
  • Worker's Compensation And Reporting Requirements
  • Work Spaces and Privacy Expectations
• Part III - Benefits
  • Deferred Compensation
  • Dental Insurance
  • Post-Employment Insurance Benefit
  • Health Insurance
  • Liability Insurance
  • Life Insurance
  • Long Term Disability (LTD)
  • Short Term Disability
  • No Claim
  • Wisconsin Retirement System (WRS)
• Part IV - Leaves of Absence
  • Bereavement Leave
  • Compensatory Time
  • Court Appearance
  • Holidays
  • Military Leave of Absence
  • Sick Leave
  • Special Leaves
  • Vacations
• Appendices
  • Appendix A - Insurances

Introduction

The purpose of this office/clerical and aide support staff Employee Handbook is to provide clear and concise information on what a staff member working for the Wisconsin Rapids Public Schools (WRPS) District (hereinafter referred to as “The District”) needs to know to be able to perform their job duties. The Handbook contains many guidelines and standards that are designed to assist the employee in understanding the rules of operation in the school District.

This office/clerical and aide support staff Employee Handbook is not intended to cover every situation or answer every question about WRPS operations. The contents of this Handbook are presented as a matter of information only. The language which appears in this Handbook is not intended to create, nor is it to be construed to constitute, a contract between the District and any one or all of its employees or a guarantee of continued employment. Only the Board has the authority to approve any employment contract. Employment is at-will, the employee or employer can terminate employment at any time. The District reserves the right to modify, revoke, suspend, terminate, or change any or all items contained in this Handbook, in whole or in part, at any time with or without notice.

It is important that each employee is aware of the policies and procedures related to his/her position. The rights and obligations of all employees are governed by all applicable laws and regulations, including but not limited by enumeration to the following: federal laws and regulations, the laws of the State of Wisconsin, Wisconsin State Administrative Code and the policies of the WRPS Board of Education (hereinafter referred to as “the Board”).

In the event of discrepancy or dispute with any language as set forth in this Handbook, The District has final authority regarding language interpretation on all Handbook content.

WRPS Mission Statement

Working together with home and community, we are dedicated to providing the best education for every student, enabling each to be a thoughtful, responsible contributor to a changing world.

Governing Values

We Believe:

• each student is the first consideration of the educational process.
• all students can learn.
• learning is a life-long process.
• in a safe, caring, and respectful learning environment.
• all students should become effective citizens of the community, state, nation, and the world.
• meaningful home, school, and community involvement is vital to continuous improvement.

Part I - WRPS Management Guidelines

Administration

The Superintendent shall be responsible for ensuring the efficient and effective implementation and administration of policies, procedures, and resolutions as adopted by the Board. The Superintendent may delegate such functions deemed necessary. The Superintendent or his/her designee shall develop administrative practices to implement the policies and procedures within this Handbook.

District Expectations

The District expects its employees to produce quality work, to maintain confidentiality, to work efficiently, and to exhibit a professional and courteous attitude toward other employees, parents, and students. The District expects employees to comply with all applicable Board policies, work rules, job descriptions, terms of this Handbook, and legal obligations.

The District expects employees to comply with the standards of conduct set out in Board policies, this Handbook, administrative regulations, and with any other policies, regulations, and guidelines that impose duties, requirements, or standards attendant to their status as WRPS employees. Violation of any policies, regulations, and/or guidelines may result in disciplinary action, including reprimand, suspensions, or termination of employment.

Employee Classification

Regular Full-time: Employees in this category shall include those employees who are as­signed to a position on a full-time basis (thirty (30) hours or more per week) for the full calendar year.

Regular Part-time: Employees in this category shall include those employees who are as­signed to a position for less than a full schedule of hours (less than thirty (30) hours per week) for the full calendar year.

School Year Full-time: Employees in this category shall include those employees who are as­signed to a position on a full-time basis (thirty (30) hours or more per week) for a duration that ranges from approximately thirty-six (36) to forty-five (45) weeks of work per academic year.

School Year Part-time: Employees in this category shall include those employees who are as­signed to a position for less than the full schedule of hours (less than thirty (30) hours per week) for a duration that ranges from approximately thirty-six (36) to forty-five (45) weeks of work per academic year.

Temporary: A temporary employee is defined as employee who is hired for a specific period of time and/or for a special project or purpose.

Substitute: A substitute is an employee who fills in for a regular employee who is on a leave of absence.

Governance Statement

The Board is the governing body of the District. Through its governance, the Board sets goals and expectations for the District, and policies that define how the Board interacts with the Superintendent. The office/clerical and aide support staff Employee Handbook is approved by the Board in compliance with these goals, expectations, and policies. The daily operations of the District are under the authority of its Superintendent.

Part II - Employment Policies

Accident/Incident Reports

All accidents/incidents involving staff or students occurring on WRPS property, school buses, or during the course of school-sponsored activities including field trips and other away events, are to be reported to the building administrator/supervisor immediately. A written report must be sent to the Business Services Department (Attn: Payroll) immediately or within 24 hours of the accident/incident occurring.

Activity Code

It is an expectation that any employee aware of an Activity Code violation as defined in the Student Activity Code document will report it to the appropriate building supervisor/principal.

Assignments, Vacancies, and Transfers

Determination of Assignment: Employees will be assigned or transferred at the discretion of the District.

Job Posting: The Board reserves the right to determine the nature, length, and conditions of all job postings. When new jobs are created or vacancies occur and transfers or promotions might be considered, such job or vacancy will be posted at the discretion of the District. Nothing herein shall prevent the District from temporarily filling any job during the posting and decision period provided for herein.

Process for Filling Vacancies: In filling vacancies or promoting employees to available jobs, ability and qualifications shall govern. The District reserves the right to establish the minimum qualifications for any position. The District retains the right to select the most qualified applicant for any position based upon stated job qualifications/descriptions (this does not prohibit the District from considering qualifications that are related to the position and exceed those minimum qualifications listed in the job posting). The term “applicant” refers to both internal candidates and external candidates for the position.

Attendance

Staff who are unable to report to work shall follow the applicable procedures using AESOP for reporting an absence, and to follow any additional procedures previously designated by the building administrator or AESOP Coordinator. If possible, such notification should be made the evening prior to the time of absence and no later than 6:00 a.m. the day of the absence. This will help to provide time to obtain a substitute, if necessary.

The District will monitor attendance and absence patterns and reserves the right to contact staff with concerns regarding habitual or suspicious absences. Failure to notify the District of an absence and/or failure to report to work on a given day could result in disciplinary action, up to and including termination.

Building Security/Access/Keys

Administrators are responsible for the security of their buildings. Security shall include distribution of keys and security codes to building staff, access to the building by the public, and proper supervision of staff, students, and public while in the building.

Administrators shall maintain accurate records of building access codes and keys provided to staff within their building. Employees will be provided with keys and security codes as necessary for fulfillment of their duties and responsibilities.

Employees shall be responsible for keys and security codes assigned to them. Keys and security codes are not to be used by students, family members, or loaned to other individuals. Employees entering the building on weekends and after school hours are responsible for the security of the building during the time they are in and upon leaving the building. This includes arming the security system and locking all exterior doors.

In the event an employee loses a key, they are to immediately notify their building administrator.

Administrators shall dispense keys to staff at the beginning of the year and collect them from staff at the end of the school year. Staff may check keys out over the summer with approval of their building administrator.

Administrators will be responsible for the collection of keys from staff who are retiring or are terminating employment with the District. Administrators are responsible for contacting the Buildings and Grounds Department to have employee security codes removed or changed.

All District keys and security codes will be made, recorded, and dispensed by the Buildings and Grounds Department to the building administrator. Building keys are not to be duplicated.

Child Abuse/Neglect Reporting

Any District employee having reasonable cause to suspect that a child seen in the course of professional duties has been physically, mentally or sexually abused, or neglected, or that threatened future abuse or neglect will occur, shall immediately contact the county human service department, the county sheriff, or the city police and inform the agency contacted of the facts and circumstances which lead to the filing of the report.

All employees shall receive training in identifying children who have been abused and neglected, and in the laws and procedures governing the reporting of abuse or neglect.

Questions concerning child abuse/neglect reporting should be directed to building supervisors or administrators immediately and without delay. All reports and records shall be confidential. The District will not make any employment decision based on a District employee’s decision to come forward with such an inquiry. If an employee fails to report, disciplinary action will be taken, up to and including termination.

Compensation

Wages and compensation are established by the District at the discretion of the Board, usually on an annual basis. The District will compensate new employees at a wage rate subject to Board approval. Such wage will be communicated to the prospective or promoted employee in an official offer of employment. Questions concerning compensation of any sort should be directed to the Director of Human Resources.

Confidentiality

Wis. Stat. Sections 118.125 and 118.26 outline the confidentiality of all pupil records including behavioral, health, and academic records. The administrative office interprets these statutes to mean that unless an individual has an “educational need to know,” the academic, health, and behavioral records of students are not to be shared. This can be carried forward to both the written record and verbal conveyance of student health, academic, and behavior progress (or lack thereof). Open discussion of student progress, behavior, or health issues with individuals who do not have an “educational need to know” could be contrary to federal regulations and/or Wisconsin Statutes, and compromise professional accountability. These statutes are not intended to restrict staff from asking for assistance or ideas on how to handle a particular situation. Any violation of confidentiality may be cause for disciplinary action, up to and including discharge.

Copyright

A variety of machines and equipment for reproducing materials to assist staff in carrying out their educational assignments are available in both the school and home setting. Infringement on copyrighted material, whether prose, poetry, graphic images, music audiotapes, video or computer-programmed materials, is against federal law, and a violation of Board Policy 771. All reproduction of copyrighted material shall be conducted in accordance with applicable provisions of law and the WRPS Copyright and Fair Use Handbook. Questions regarding copyright shall be directed to the library media staff or Director of Technology.

Criminal Background Checks

The Board is committed to maintaining a safe environment for students and staff. Conviction records of persons recommended for employment, volunteers, student teachers, or adults who have the potential to have unsupervised contact with students in the District will be obtained and reviewed. The Board also reserves the right to obtain and review conviction records of any and all current District employees.

Criminal Background Checks - Obligation to Report

All District employees shall notify his/her immediate supervisor or administrator as soon as possible, but no more than three (3) calendar days after any arrest, indictment, conviction, no contest or guilty plea, or other adjudication of the employee for any offense other than minor traffic offenses. Any offense of operating under the influence, revocation or suspension of license, and driving after revocation or suspension must be reported if the employee drives or operates a District vehicle or piece of mobile equipment or transports students or staff in any vehicle. Failure to report under this section may result in disciplinary action, up to and including termination. Such report shall be made as soon as possible, but in no circumstance more than three (3) calendar days after the event giving rise to the duty to report. The District may conduct criminal history and background checks on its employees. While an arrest, indictment, or conviction of a crime shall not be an automatic basis for termination, the District shall consider the following factors in determining what action, if any, should be taken against an employee who is convicted of a crime during employment with the District:

• the nature of the offense
• the date of the offense
• the relationship between the offense and the position to which the employee is assigned

Nothing herein shall prohibit the District from placing an employee on administrative leave based upon an arrest, indictment, or conviction.

District Property

The District may supply an employee with equipment or supplies to assist the employee in performing his/her job duties. All employees are expected to show reasonable care for any equipment issued and to take precautions against theft. At the beginning of the school year, it is important for staff to check all District property in their work area(s) for which they are responsible. Missing or damaged items are to be reported to the building supervisor/administrator.

Employees cannot use WRPS property or equipment for personal use or gain. Any equipment, unused supplies, records, documents, intellectual property, electronic passwords, and keys issued must be returned to the District prior to the employee’s last day of employment.

Drug, Alcohol, And Tobacco Free Work Place

In accordance with the federal Drug-Free Schools and Communities Act Amendments of 1989 and the Drug-Free Workplace Act of 1988, the District will be a Drug-Free School Zone. We believe that students and employees have the right to attend school and work in an environment that is free from the non-medical use of alcohol, drugs, and mood-altering substances. These substances interfere with the learning environment of students and the performance of students and employees. Please refer to the Board Policy 522.1 – Drug-Free Workplace for additional information.

Emergency School Closures

In the event the District or an individual building(s) is closed, full or partial day closures may be made up at the discretion of the District. The District shall, at a minimum, make up all days/hours required to meet the minimum annual school year requirements (days and hours) necessary to guarantee receipt of state aide.

In the event of school closures due to inclement weather, regular full-time employees at Central Office, Buildings and Grounds, and the Athletic Director’s secretary are expected to report to work. If this is not possible, the option of utilizing vacation time or floating holiday is available.

In the elementary buildings, principals’ secretaries may work at the discretion of the building principal. In the secondary buildings, principals’ secretaries (excluding assistant principals’ secretaries), and registrars may work at the discretion of the building principal. The Food Services Secretary and Food Production Coordinator may work at the discretion of the Director of Food Services.

For the first three emergency school closures of any school year all other office/clerical and aide support staff employees are off work and the day will be considered a non-paid day without options to “make-up” the non-paid time off.

On the fourth emergency school closure of the school year all other school year office/clerical and aide support staff employees may have the option to make up the fourth day by attending the Spring District Professional Development Day if it is held as planned. In the event the District requires additional emergency school closures, such day(s)/time may be made up at the discretion of the District.

Rev: 6-10- 2019, 12-9-2019

Equal Opportunity

It is the policy of the District that no person may be discriminated against in employment by reason of their age, race, creed, color, disability, pregnancy, marital or parental status, religion, gender, citizenship, national origin, ancestry, sexual orientation, arrest record, conviction record, military service, membership in the National Guard, state defense force or any other reserve component of the military forces of Wisconsin or the United States, political affiliation, use or nonuse of lawful products off the employer's premises during nonworking hours, the authorized use of family or medical leave or worker's compensation benefits, genetic information, or any other factor prohibited by state or federal law.

Reasonable accommodations shall be made for qualified individuals with a disability, unless such accommodations would impose an undue hardship on the District. A reasonable accommodation is a change or adjustment to job duties or work environment that permits a qualified applicant or employee with a disability to perform the essential functions of a position or enjoy the benefits and privileges of employment compared to those enjoyed by employees without disabilities.

Requests for accommodations under the Americans with Disabilities Act or under the Wisconsin Fair Employment Act from current employees must be made in writing to the Director of Human Resources.

Equal Opportunity Complaints

Employees of the District who believe they have been discriminated against based on race, creed, religion, disability, marital or parental status, gender, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship, arrest record, conviction record, pregnancy, membership in the national guard, state defense force or any other reserve component of the military forces of the United States or Wisconsin, or use or nonuse of lawful products off District premises and away from District-sponsored activities, as required by law, shall refer to Board Policy 511 Rule – Employee or Volunteer Discrimination and Harassment Complaint Procedures for detailed information on the steps involved in filing a complaint.

Fair Labor Standards Act

Certain types of workers are exempt from the minimum wage and overtime pay provisions, including bona fide executive, administrative, and professional employees who meet regulatory requirements under the Fair Labor Standards Act [FLSA]. Notification of rights under the FLSA is set forth in the employment poster located in each District building.

Family and Medical Leave Act (FMLA)

The District complies with the provisions of the Federal and State Family and Medical Leave laws. Employees may be eligible for family and medical leave under the Federal Family and Medical Leave Act of 1993 (“FMLA”), the Wisconsin Family and Medical Leave Act (“WFMLA”), or both. There are different eligibility requirements for these laws, different rights under the laws, and different procedural requirements for employees to follow.

Employees should refer to the District’s FMLA policy in addition to WFMLA and FMLA posters which are reproduced and available in each District building. The posters do not spell out all rights and responsibilities of the District’s employees for every possible situation under the WFMLA and/or the FMLA. If an employee has any questions or desires additional information, they should contact the Department of Human Resources.

Fraud and Financial Impropriety

The District prohibits fraud and financial impropriety, as defined below, in the actions of its Board members, employees, vendors, contractors, consultants, volunteers, and others seeking or maintaining a business relationship with the District.

Fraud and financial impropriety shall include, but is not limited to, the following:

• forgery or unauthorized alteration of an document or account belonging to the District
• forgery of any unauthorized alteration of a check, bank draft, or any other financial document
• misappropriation of funds, securities, supplies, or other District assets, including employee time
• impropriety in the handling of money or reporting of District financial transactions
• profiteering as a result of insider knowledge of District information or activities
• unauthorized disclosure of confidential or proprietary information to any unauthorized individual or organization
• unauthorized disclosure of investment activities engaged in or contemplated by the District
• accepting or seeking anything of material value from contractors, vendors, or other persons providing services or materials to the District, except otherwise permitted by law or District policy
• inappropriately destroying, removing, or using records, furniture, fixtures, or equipment
• failure to provide financial records provided by state or local entities
• failure to disclose conflicts of interest as required by law or District policy
• disposing of District property for personal gain or benefit
• any other dishonest act regarding the finances of the District

Fraud Investigations: If an employee is found to have committed fraud or financial impropriety, the Superintendent or designee shall take or recommend appropriate disciplinary action up to and including termination of employment. When circumstances warrant, the Board, Superintendent, or designee may refer matters to appropriate law enforcement or regulatory authorities. In cases involving monetary loss to the District, the District may seek to recover lost or misappropriated funds.

Gambling

Gambling during the workday on or off District property is prohibited. Gambling on District-owned or leased premises is prohibited at all times.

Gifts and Gratitudes

No school employee or official of the District shall receive or offer to receive, either directly or indirectly, any gift, gratuity, or anything of value which they are not authorized to receive from any person, if such person: 1) has or is seeking to obtain contractual or other business or financial relationships with the District or the Board of Education; 2) conducts operations or activities which are regulated by the District or the Board; or 3) has interests which may be substantially affected by the District or the Board.

The receipt of any gift, gratuity, or anything of value as denoted above is contrary to Board policy.

Grievance Procedure

Definitions : A grievance shall mean a dispute regarding an employee's discipline or termination of employment, or a dispute concerning workplace safety as defined below. No grievance shall be processed under this policy unless it is in writing and contains all of the following:

1. the name and position of the grievant
2. a clear and concise statement of the grievance
3. the issue involved
4. the relief sought
5. if related to workplace safety, the date of the alleged violation of workplace safety took place
6. if related to workplace safety, the specific workplace safety rule(s) alleged to have been violated
7. the signature of the grievant and the date

The term "days" means regular business days, Monday through Friday, other than weekends and holidays regardless of whether the employee or his or her classification is scheduled to work. The time within which an act is to be done under this policy shall be computed by excluding the first day and including the last day.

A "grievant" is an employee as defined by Wisconsin Statutes governing this grievance procedure. At the grievant’s cost and request they may be represented by a person of their choice.

"Workplace safety" means those conditions related to physical health and safety of employees enforceable under federal or state law, or District rule related to: safety of the physical work environment, the safe operation of workplace equipment and tools, provision of protective equipment, training and warning requirements, workplace violence and accident risk.

"Discipline" means oral reprimands (where a written record of the reprimand is placed in the employee’s file), written reprimands, suspension and demotion. Discipline does not include performance reviews, work or improvement plans, or corrective actions that do not include a reprimand or other adverse employment action.

"Termination" means discharge from employment. Non-renewals and layoffs (reduction in force) are not considered terminations and are not subject to this procedure unless otherwise required by law.

Procedure

First Step: Within ten (10) days after the facts upon which the grievance is based or should have reasonably become known the employee shall present the written grievance to his/her immediate supervisor. The immediate supervisor shall give a written answer within ten (10) days of receipt of the grievance, with a copy to the District Office.

An employee who has been notified of termination may process the grievance commencing at Step 3.

Second Step: If the grievance is not satisfactorily resolved at Step 1, it may be submitted by the grievant to the District Administrator within five (5) days after having received the answer in the First Step. After receipt of the written grievance by the District Administrator, he/she or the designated repre­sentative of the District Administrator will meet with the grievant in an effort to resolve the issue(s) raised by the grievance. Within ten (10) days after the meeting, the District Administrator shall respond to the grievance in writing. The District Administrator shall also determine if the grievance is timely, if the subject matter of the grievance is within the scope of this policy and otherwise properly processed as required by this policy. If the District Administrator is aware of other similar pending grievances, he/she may consolidate those matters and process them as one grievance.

Third Step: Upon the written request of the grievant in response to an adverse decision, the decision at the second step may be appealed by a written statement to the District Administrator particularly describing the reason for appeal. The appeal must be submitted within ten days (10) of the decision in Step 2. If the decision at Step 2 is based in whole or in part on the basis of timeliness, scope of the grievance process or other failure of the Grievant to properly follow the process, the matter shall be referred to the Board, which shall determine whether the matter should be processed further. If the Second Step decision is on the merits of the grievance only, the grievance will be referred to an Impartial Hearing Officer (IHO). The IHO will be designated by the District Administrator. Any costs incurred by the (IHO) will be paid by the School District. The IHO will convene a hearing in the manner the IHO determines necessary. The IHO shall have the authority to administer oaths, issue subpoenas at the request of the parties, and decide if a transcript is necessary. The IHO may require the parties to submit grievance documents and witness lists in advance of the hearing to expedite the hearing. The oral or written statements of students, which would otherwise be hearsay, will be considered by the impartial hearing officer without the direct testimony of students, if other, non-hearsay information is presented. The burden of proof shall be “a preponderance of the evidence.” In termination and discipline cases, the District shall have the burden. In workplace safety cases, the employee shall have the burden. The IHO may request oral or written arguments and replies. The IHO shall provide the parties a written decision.

The IHO may only consider the matter presented in the initial grievance filed by the employee. The IHO shall have no power to add to, subtract from, or modify the terms of the Board policy or rule that forms the basis for the grievance.

Fourth Step: Either party may appeal an adverse determination at step three to the Board of Education, by filing written notice in the District Office appealing the decision of the IHO within ten (10) days of the decision of the IHO. The Board of Education shall, within thirty (30) days after submission of the appeal, schedule the review of the IHO's decision. The review will be conducted by the Board during a closed session meeting unless an open session is required by law. The Board may make its decision based on the written decision of the IHO or the Board may examine any records, evidence, and testimony produced at the hearing before the IHO. The Board may conduct a hearing if it so determines or if required by law. A simple majority vote of the Board members participating in the review shall decide the appeal (unless a greater number is required by law) within twenty (20) days following the last session scheduled for review. The Board will issue a final written decision which shall be binding on all parties.

Timelines: Failure to process a grievance by the grievant within the time limit, or agreed upon extensions, shall constitute waiver of the grievance and will be considered resolved on the basis of the District's last answer. Failure of a management representative to meet the time limits applicable to responding to the grievance shall constitute a denial of the grievance and applicable time limits for advancing the grievance shall apply. To encourage that grievances are addressed in a prompt manner the time limits set by this policy are intended to be strictly observed and may not be extended except in extreme circumstances and then only upon the express written consent of the parties.

Exclusive Remedy: This procedure constitutes the exclusive process for the redress of any employee grievances as defined herein. However, nothing in this grievance procedure shall prevent any employee from addressing concerns regarding matters not subject to the grievance procedure with Administration, and employees are encouraged to do so. Matters not subject to the grievance procedure that are raised by employees shall be considered by Administration which has final authority, subject to any applicable Board policy or directive, to resolve the matter.

For other matters regarding the conditions of employment not covered under this grievance procedure, see “Resolution of Workplace Concerns” located in the appropriate section of this Handbook.

Harassment and Discrimination

The District is committed to providing fair and equal employment opportunities and to providing a professional work environment free of all forms of illegal discrimination, including harassment. The District shall not tolerate harassment based on any personal characteristic described in the Equal Opportunity section of this Handbook. Harassment and other unacceptable activities that could alter conditions of employment, or form a basis for personnel decisions, or interfere with an employee’s work performance are specifically prohibited. Sexual harassment, whether committed by supervisory or non-supervisory personnel, is unlawful and also specifically prohibited. In addition, the District shall not tolerate acts of non-employees (volunteers, vendors, visitors, etc.) that have the effect of harassing WRPS employees in the workplace. Harassment can occur as a result of a single incident or a pattern of behavior where the purpose or effect of such behavior is to create an intimidating, hostile, or offensive work environment. Harassment encompasses a broad range of physical and verbal behavior that can include, but is not limited to unwelcome sexual advances, physical or verbal abuse, inappropriate jokes, insults or slurs, taunting based on personal characteristics, or requests for sexual favors used as a condition of employment. For additional information, see Board Policy Rule 511 – Employee or Volunteer Discrimination and Harassment Complaint Procedures.

Internet Usage

The Wisconsin Rapids District Network (WRDN) and the Internet represent powerful educational resources, which allow users to locate, use, and place information on the worldwide electronic network. The school District network, with Internet access, computers, and software is an educational tool provided by the District for use by District staff and students. The term WRDN will be used to refer to all electronic equipment such as, but not limited to all wiring, equipment, software, computers, telephones, printers, copiers, connections, and services owned, leased, or contracted by the District to support educational and/or administrative functions.

Restricted Uses: Use of these resources is a privilege and not a right. The District reserves the right to restrict or terminate WRDN or Internet access at any time. The District has the obligation to monitor network activity, Internet access, and email to maintain the integrity of the WRDN and ensure adherence to District policies. Users of the WRDN should not assume that information stored and/or transmitted is confidential or secure. WRPS declares unethical and unacceptable behavior just cause for taking disciplinary action, revoking District network and Internet privileges, and/or initiating legal action for any activity through which an individual:

• uses the WRDN for illegal, inappropriate, or obscene purposes, or in support of such activities. Illegal activities shall be defined as a violation of local, state, and/or federal laws. Inappropriate use shall be defined as a violation of District policies, or uses inconsistent with educational or professional purposes. Obscene activities shall be defined as a violation of generally accepted social standards for use of a community owned and operated communication system (For a full definition of obscene material or performance, reference Wis. Stat. § 944.21.)
• uses the WRDN in a manner which violates contractual or license agreements, copyright, or other intellectual property rights
• disrupts or disables the WRDN
• degrades or disrupts equipment, software, or system performance
• uses WRPS technology resources for commercial or financial gain or fraud
• uses technology resources for a commercial enterprise or political lobbying unless specifically authorized by the District
• expends District resources for personal use
• steals data, equipment, or intellectual property
• attempts to gain unauthorized access to others’ files or vandalizes the data of another user
• attempts to gain unauthorized access to resources
• attempts to bypass District Internet filtering system through the use of programs either downloaded from the Internet or brought in on a portable storage device, or through other websites or web services
• breaches security by sharing and/or using unauthorized passwords, working from network accounts that are not assigned to the user, forges electronic mail messages, or posts anonymous messages
• sends messages that may be discriminatory, harassing, or offensive to others, or material that defames an individual, company or business, or discloses personal information without authorization
• invades the privacy of individuals
• saves information in unauthorized areas
• modifies school District equipment by downloading or installing unauthorized software;
• modifies school District equipment by changing hardware, software, or control panel settings without authorization
• possesses any data, which might be considered a violation of these rules in paper, disks, or any other form

Consequences of Violations: Consequences of violation by District staff include but are not limited to:

• suspension or revocation of Internet access, network privileges, and/or computer access
• disciplinary action leading to suspension and/or termination
• legal action and prosecution by the authorities

Remedies and Recourses: Individuals accused of any of the violations have all the rights and privileges as stated in the school District policies and contractual agreements and/or handbooks. Board Policy 522.7 Rule - Network and Internet Acceptable Use and Internet Safety Guidelines for Staff have been developed to further detail acceptable uses of District technology resources. Please refer to that document for additional information.

Licensure/Certification

For those employees required to be licensed or certified by law, it is the employee’s responsibility to keep an updated copy of his/her current license or certificate on file with the District’s central office. Employees are expected to know the expiration date of their license/certification and meet the requirements for re-licensure or certification in a timely manner. Employees shall maintain the licenses that are in effect upon hire.

Outside Employment

Outside employment is regarded as employment for compensation that is not within the duties and responsibilities of the employee’s regular position with the school system. Personnel shall not be prohibited from holding employment outside the District as long as such employment does not interfere with assigned school duties as determined by the District. The Board of Education expects employees to devote maximum effort to the District position in which they are employed. An employee will not perform any duties related to an outside job during regular working hours, or for professional employees during the additional time that the responsibilities of the District position requires; nor will an employee use any WRPS facilities, equipment or materials in performing outside work. When the periods of work are such that certain evenings, days, or vacation periods are duty free, the employee may use such off-duty time for the purposes of non-school employment. In the event it is deemed by Administration that such outside employment is interfering with the expectations of job duties as assigned by the District, the District reserves the right to direct the employee to discontinue the outside employment.

Payroll

Payroll Periods: Each pay period is 2 weeks long. Paychecks are issued every other Thursday.

Direct Deposit: Employees may voluntarily participate in a payroll direct deposit plan by completing a District approved Direct Deposit Authorization Form indicating the financial institution where they desire their pay check to be deposited. The completed and signed Direct Deposit Authorization Form must be submitted to the Payroll Department at least one week prior to a payroll date and will be effective for the current and subsequent school years until revoked in writing. Each employee will have access to electronic records containing all their payroll information.

Voluntary Deductions: Employees may elect to have the District deduct a portion from their wages as designated by the employee for various deductions as determined by the District.

Personnel Files

The Board of Education recognizes the need to develop and maintain a file on each of the District’s employees. These files will be maintained such that pertinent job-related information is retained. Every reasonable effort will be made to safeguard the individual's privacy. Access to the individual employee's file will be limited to those having an established need-to-know; however, the individual's personnel file is open and available to that person for examination in accordance with law. The Director of Human Resources is directed to establish guidelines governing the development, implementation, maintenance, and accessibility of said personnel files.

An employee shall have the right, upon request and consistent with the timelines and content limitations specified in state law, to review the contents of his/her personnel file.

Physical Examination

All new employees of the Wisconsin Rapids Public Schools shall have a physical examination, or submit proof of an examination within the past 90 days. The physical examination shall include a screening questionnaire for tuberculosis approved by the department of health services and, if indicated, a test to determine the presences or absences of tuberculosis in a communicable form. If the employee is found to have communicable tuberculosis, the employee's employment shall be declared void in compliance with state law. Employee physical examinations required by the Board of Education shall be paid for by the District in accordance with the current District practice and Wisconsin Statutes.

An employee may be exempt from the physical examination requirement for religious reasons only if an affidavit has been filed with the District claiming such an exemption. If there is reasonable cause to believe that such employee is suffering from an illness detrimental to the health of pupils, a health examination may be required to determine whether or not the employee is suffering from such an illness.

Certificates of examination shall be maintained in the Human Resources Office in a separate medical personnel file with any recommendations from the employee's physician.

• Examination: Upon initial employment and at intervals determined by the Board, physical examinations shall be required of District employees in accordance with Wis. Stats. § 118.25. Upon initial employment, evidence that employees are of sound health, sufficient to perform the essential functions of their assignment, is necessary to make binding the offer of employment with the District.
• Fitness for Duty: A physical and/or mental examination may be required (at District expense) when the District believes reasonable doubt exists concerning the current ability of an employee to perform his or her duties, or a risk of harm is presented to the employee, co-workers, or students. Failure or refusal to comply with this request, or failure to provide a doctor’s certification of health may result in termination.

Rev: 6-11-2018

Political Activity

Employees may exercise the rights and privileges of any citizen in matters of a political nature consistent with the following restrictions:

School employees shall avoid any type of activity during their “on duty” hours which could be interpreted reasonably as supporting or opposing any referendum, candidate for public office, legislation, or political action.

No school employee shall, during hours for which pay is received, or during school sponsored activities, use any time, classrooms, buildings, property, pupils, school equipment, or materials for the solicitation, promotion, election, or defeat of any referendum, candidate for public office, legislation, or political action.

Reduction in Force

In the event the Board determines to reduce the number of positions or the number of hours in any position, the provisions set forth in this section shall apply. Staff reductions shall occur at the sole discretion of the Board, whose decision shall be final.

A. Attrition: Normal attrition resulting from employees retiring or resigning will be relied upon to the extent that it is administratively feasible in implementing a reduction in force.

B. Selection for Reduction: The elimination of a position does not necessarily mean the employee occupying the position will be dismissed. When determining who will be displaced as part of a reduction in force, the District will consider the following criteria:

1. Needs of the District: Needs as identified and determined by the District in accordance with its constituted authority.
2. Qualifications as Established by the District: Including, but not limited to specific job skills, certification [if applicable], training, District evaluations, etc.
3. Qualifications of the Remaining Employees: Relevant qualifications will be those experiences and training that best relate to the position(s) to be maintained and District needs as determined by the Board. These experiences shall include but not be limited to current and past assignment and practical experience in the area of need.
4. Performance of the Employees: Performance of the employees under consideration as previously and currently evaluated, including but not limited to District evaluations, discipline, and referrals.
5. Length of Service: Is defined as length of service with the District commencing on the most recent date of hire. The District will annually produce a length of service list.

Although length of service in the District will be considered when reducing positions, it will not be the sole deciding factor in any decision regarding who will be displaced. Employees who are displaced do not have any right to displace or “bump” another employee.

Requisitions and Payment Requests

All payment requests and requisitions for materials must be preapproved by a supervising administrator.

Resolutions of Workplace Concerns

The following procedures will be used to reconcile disputes or concerns which do not fit within the dispute parameters addressed in the “Grievance Procedure:”

Step 1: Employees should discuss any problem or complaint with his/her immediate Supervisor to determine if the dispute or concern can be resolved.

Step 2: If the dispute or concern cannot be resolved at Step 1, the employee must file a written statement with their immediate Supervisor or, if the dispute or concern is with or against the immediate Supervisor, with the Director of Human Resources no later than ten (10) calendar days from the date the employee first became aware of the conditions leading to the dispute or concern. The written statement shall include: (1) a summary of the facts pertaining to the dispute or concern, (2) a listing of all parties involved, (3) the remedy sought by the employee, and (4) the employee’s signature. The immediate Supervisor or the Director of Human Resources, as applicable, shall respond to the employee in writing within seven (7) calendar days of receipt of the written statement.

Step 3: If the dispute or concern is not resolved at Step 2, the employee may appeal a denial by the immediate Supervisor and Director of Human Resources to the Superintendent within ten (10) calendar days from the immediate Supervisor’s and Director of Human Resources’ decision. The Superintendent shall meet with the parties to discuss the matter. Within seven (7) calendar days of the meeting, the Superintendent shall issue a written decision which is binding.

Safety

All employees shall adhere to WRPS safety rules and regulations and shall report unsafe conditions or practices to the appropriate supervisor. It is essential for all employees to be familiar with, know the location of, and adhere to the District Crisis Action Plan and Emergency Management Guide.

School Calendar

The school calendar shall be determined by the Board. The determination of the structure of the days, e.g. instructional, in-service, workdays, holidays, etc., shall be at the discretion of the Board.

Social Media

The purpose of this section is to define expectations for WRPS employees who participate in social media (e.g. blogs, Facebook, Twitter, YouTube, etc.), whether the employee identifies himself/herself as an employee or not. The District would like to ensure that messages are consistent with the image, brand, reputation, values and mission of the District and the District is reflected in a favorable light.

The expectations are to be followed by WRPS employees who discuss the District in blogs and other websites, including social media sites. The expectations apply when employees are creating content about the District on their own sites or commenting on other sites. The expectations also apply to WRPS employees who participate in blogs or social media that contain content unrelated to the District. Nothing herein is intended to, or shall be construed to, limit or restrict lawful employee communications concerning the terms and conditions of employment.

If an employee communicates on the Internet about the District or WRPS school-related matters, the employee:

• Is subject to all applicable WRPS policies. For example, staff must not share confidential or proprietary information about the District, its students, employees, or business contacts. Employees who do not comply with this expectation may be subject to disciplinary action up to and including termination.
• Should disclose the employee’s connection and role with the District, making it clear that the employee is only speaking on behalf of the employee, and not on behalf of the District.
• Will use good judgment that reflects both the employee and the District in a positive, favorable light, and strive for accuracy in communications. Errors and omissions (intentional or unintentional) may reflect poorly on the District, and may give rise to legal liability for the employee or the District.
• Should be respectful and professional to fellow employees, students, business partners, competitors, and customers. Avoid using unprofessional online personas. Profanity, lewd or disparaging commentary is never appropriate.
• Will use a personal e-mail address as the only means of e-mail identification. Should an employee need to use social media as a requirement of their job, using the employee’s WRPS e-mail address will be allowed, upon receipt of authorization from Administration.
• Is not authorized to represent the WRPS organization in open forums on Internet news websites.
• Should consult an administrator or the Director of Human Resources if the employee has any questions about what is appropriate to include in a blog, social networking posting or profile, or any other Internet location.
• Should report potential violations of this policy or inappropriate commentary about the District on public social media outlets to a supervisor or the Director of Human Resources.

The District reserves the right to request that certain subjects are avoided, certain posts are withdrawn, and inappropriate comments are removed.

Employee use of social media exposes the District to the potential for a number of legal claims, including but not limited to: defamation, invasion of privacy, harassment (e.g., sexual harassment), misleading endorsements or testimonials when the connection between the District and WRPS employees is not conspicuously communicated, and breach or misappropriation of confidential/trade-secret information. Employees should be cognizant and mindful of the potential consequences connected with individual access and participation in social media.

Penalties for violating the social media expectations will vary depending on the nature and severity of the specific violation. Any employee who violates the social media expectations may be subject to disciplinary action, suspension, and/or termination of employment, and face civil or criminal prosecution under federal and/or state law.

Severance from Employment

An employee's employment relationship shall be broken and terminated by:

• voluntary termination or resignation
• involuntary termination or discharge
• failure to return to work the day following the expiration of an authorized leave of absence
• job abandonment

Vehicle Use / Private Vehicle Use / Mileage Reimbursement

Travel Allowances or Mileage Reimbursement: All employees who operate a District vehicle, mobile equipment, or persons who receive a District travel allowance or mileage reimbursement may undergo a driver’s license record check at any time at the sole discretion of the District. Mobile equipment includes but is not limited to such equipment as street vehicles (cars/trucks), tractors, riding lawnmowers, forklifts, pallet jacks, ditch witches, and golf carts.

Employees will be reimbursed for required travel in accordance with established Board policy and administrative guidelines. Mileage reimbursement requests are to be submitted for approval to the employee’s immediate supervisor.

Notice of Motor Vehicle Violations: All employees who operate a District vehicle, mobile equipment, or receive a District travel allowance or mileage reimbursement must notify their immediate supervisor immediately following any driving citation or conviction of a motor vehicle violation received while on the job. Supervisors receiving such notice will notify the Human Resources Department on or before the beginning of the next work day. Payment for any citation received while operating any vehicle in the course of employment is the responsibility of the employee. Employees are required to report to their immediate supervisor any and all citations or convictions received by an employee while operating any motor vehicle, regardless of type, while off the job prior to returning to work or resuming operation of any motor vehicle in the course of employment.

Commercial Driver's License (CDL): In addition to the notice requirements described above and pursuant to CDL Requirements, a CDL driver must notify his/her employer, in writing and within 30 days, of a conviction for any motor vehicle violation, regardless of the type of vehicle being driven at the time of the violation.

Private Vehicle Insurance: Employees who transport students for school activities in private vehicles shall be responsible to certify that the following minimum insurance policy limits are in place: $500,000 combined single limit (CSL) liability, $250,000/$500,000 bodily injury and $100,000 property damage. Student transportation in private vehicles will be utilized as infrequently as possible. Employees must notify and receive approval from the student’s building administrator or designee prior to transporting any student(s) in a private vehicle for school activities. Such approval shall be in compliance with all applicable state and federal laws and administrative code provisions and shall include, but not be limited by enumeration, a review of the employee’s driving record and an examination of the private vehicle to be used. All transportation of students will be conducted in accordance with Board policy. Wis. Stat. § 121.555

Drivers: All drivers of motor vehicles owned by the District and used for the transportation of pupils shall be under written contract with the Board. Wis. Stat. § 121.52(2)

Weapons on School Premises / Property

The Board of Education prohibits staff members from possessing, storing, making, or using a weapon, look-alike weapon or facsimile in any setting that is under the control and supervision of the District for the purpose of school activities approved and authorized by the District including, but not limited to, property leased, owned, or contracted for by the District, a school-sponsored event, or in a District vehicle, without the permission of the Superintendent of Schools/designee.

Board Policy 522.9 shall govern and define the restricted possession or use of weapons by District employees. If employees have questions regarding this policy, please contact the Director of Human Resources.

Work Schedule

Work Year: All employees who are not employed on a twelve month basis, who have not been discharged or laid off, shall be employed the subsequent school year at the discretion of the Board; however, it is understood that employees may be subject to layoff at any time.

Workweek: The District will identify the workweek for each of the employee groups. The length of the workweek may vary with the positions.

Workday: The hours and days to be worked by each employee during the employee’s regular workweek shall be assigned at the discretion of the District in accordance with a schedule prepared by the Superintendent of Schools. This schedule may be revised from day to day by the Superintendent of Schools as the needs of the school system require.

Employees who work six (6) or more hours per day shall be given one (1) unpaid thirty (30) minute lunch break per shift. All employees who work seven (7) hours or more per day shall be given one (1) fifteen (15) minute rest break per shift in addition to one (1) unpaid thirty (30) minute lunch break per shift.

Work Assignments: Employees will be provided work assignments by their respective supervisor or director.

Worker's Compensation And Reporting Requirements

Any employee who is injured on the job shall report the injury to their building office staff or school nurse. If medical treatment is not sought, the injury will be logged on a “Minor Injury Incident Report” form. If medical treatment is needed, the employee will be provided with a “Medcor Workplace Injury Reporting” packet. Medcor should be called to report the injury PRIOR to seeking treatment for all non-emergency, non-life threatening injuries. A listing of preferred treatment centers is included in the reporting packet. When treatment is sought, a visit summary, including a return to work date and any restriction recommendation must be obtained and submitted to the Business Services Department.

Any employee who is injured on the job shall receive such compensation as prescribed by the Worker’s Compensation Laws of the State of Wisconsin. The insurance carrier(s), program(s), and coverage(s) will be selected and determined by the Board of Education.

Rev: April 11, 2022

Work Spaces and Privacy Expectations

Employees shall have no expectation of privacy with respect to any item or document stored in or on WRPS-owned or leased property which includes, but is not limited to, WRPS-owned technology devices, desks, filing cabinets, mailboxes, lockers, tables, shelves, and other storage spaces in or out of the classroom. Accordingly, the District may at any time and in its sole discretion conduct a search of such property, regardless of whether the searched areas or items of furniture are locked or unlocked.

Part III - Benefits

Deferred Compensation

125 Flexible Spending Plan: A Section 125 Flexible Spending Account, also commonly referred to as a Cafeteria Plan, will be made available to employees eligible for the District sponsored Health Insurance Plan. The plan provider(s), and program(s) will be selected and determined by the Board.

Rev: 10-13-2014

403(b) Salary Deferral: Subject to eligibility requirements, employees shall have the opportunity to participate in the WRPS’s Internal Revenue Service (IRS) Code 403(b) Savings Program and invest their money through salary deferral in qualifying IRS Code 403(b) investment vehicles with a vender from the District list of approved vendors.

The purchase of the annuity will be optional for the individual employee. Employees will be required to sign an agreement to authorize 403(b) deductions from their salary. The Employee acknowledges the WRPS makes no representation to the Employee regarding the advisability, appropriateness or tax consequences of any salary reduction agreement, participation in a tax sheltered annuity, or the company which issues the annuity contract or which invests the Employee’s salary reduction funds. WRPS shall have no liability whatsoever for any loss, solvency, operation or benefits provided by the 403(b) vendor.

457 Deferred Compensation Plan: Subject to eligibility requirements, employees may defer salary through the Wisconsin Deferred Compensation Plan (457). The plan limitations and salary deferral rights will be those permitted by the 403(b) unless the Deferred Compensation plan’s rules are in conflict, in which case the Deferred Compensation rules shall apply.

Dental Insurance

The Board shall provide dental insurance to eligible employees as described in Appendix A. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

Post-Employment Insurance Benefit

If an employee retires after the age of fifty-seven (57) and after fifteen (15) consecutive years of service to the District, unused accumulated sick leave shall be converted to a dollar amount equal to one hundred percent (100%) of the employee’s daily rate of pay at the time of retirement multiplied by the number of unused accumulated sick leave days (including accumulated days in the sick/retirement bank where applicable). Such monies shall be applied to the health insurance program monthly premium (including the HRA premium) until the total monies are exhausted.

In order to receive post-employment insurance benefits under this provision, eligible employees must give written notice of their intent to resign or retire by the following dates:

• For full-time year round employees, written notice must be submitted thirty (30) days prior to their requested retirement date.
• For all other employees, written notice must be submitted sixty (60) days prior to their requested retirement date. Written notice cannot be submitted prior to the beginning of the school year. Final submission must occur before 4:30 pm on May 1 of their final school year of employment.

Written notice shall be given to the Director of Human Resources and can be given by email, facsimile, US Mail or personal service. Notice shall be complete if email or facsimile is used when the notice is time stamped as sent and, in the case of U.S. Mail or personal service, when the written notice is actually delivered to the District’s offices.

Rev: 4-11-2016, 6-10-2019, 3-8-2021

Health Insurance

The Board shall provide health insurance to eligible employees as described in Appendix A. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

A school year employee’s eligibility for District-sponsored health insurance ends in the final month of his/her working school year, unless he/she commits to return to the District’s employ in the following school year as set forth in this section.

School year employees will receive notice advising if their employment will be continued in the following school year, consistent with the Reduction in Force provision of this Handbook. Employees who intend to accept continued employment for the following school year shall be required to acknowledge their acceptance on a form provided by the District, and will also acknowledge their responsibility for health insurance premiums incurred after their final month of work in the event that they do not return to work for the following school year. The District reserves the right to make appropriate deductions from remaining unpaid compensation, if any, and/or to take other appropriate steps to satisfy this obligation.

Rev: 4-11-2016

Liability Insurance

The Board carries liability insurance which provides coverage for the acts of employees performed in accordance with their duties and within their scope of employment. Employees shall be covered for liability in accordance with the terms of the District's liability insurance policy. Employees may inspect the District's liability insurance policy upon request.

Life Insurance

The Board provides life insurance to eligible employees as described in Appendix A. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

Long Term Disability (LTD)

The Board provides long-term disability insurance to eligible employees as described in Appendix A. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

Short Term Disability

The Board agrees to provide a voluntary Short Term Disability Plan which premiums are paid by the employee and are payroll deducted.

No Claim

No employee shall make any claim against the Employer for additional compensation in lieu of or in addition to the cost of coverage because said employee does not qualify for or chooses not to take an insurance plan.

Wisconsin Retirement System (WRS)

The Board shall contribute the employer’s share. The employee shall pay the employee’s required WRS contribution.

Part IV - Leaves of Absence

Bereavement Leave

An employee shall be paid for scheduled time lost in case of a death in the employee's immediate family (spouse, children, father, mother, father-in-law, mother-in-law, sister, brother, domestic partner, sister-in-law or brother-in-law) but not to exceed three (3) working days. Bereavement leave days do not need to be used consecutively.

One (1) day of bereavement leave shall be granted for the purpose of attending the funeral in the event of the death of an employee's grandparent or grandchild.

The Superintendent or Director of Human Resources may grant up to three (3) non-accumulative bereavement leave days per year in the event of the death of a person or persons not already mentioned, for special circumstances, after consultation with the employee affected. Such leave will be deducted from accumulated sick leave.

One (1) day of bereavement leave may be granted for attending the funeral of a person not listed. Such leave will be deducted from accumulated sick leave.

Additional Time: If additional time off becomes necessary and is requested by the employee and approved by the Superintendent, then up to five (5) days of accumulated sick leave may be used.

Compensatory Time

Compensatory time may be accumulated for hours worked in excess of an employee’s regularly scheduled hours in accordance with applicable law. An employee may not exceed his/her regularly scheduled hours without pre-authorization from the employee’s principal or director. If the principal or director is not available, then permission must be obtained from the designee. If neither option is possible, a phone call or email to the Director of Human Resources must be made. Employees who exceed their regularly scheduled hours without permission are subject to discipline.

Compensatory time for hours exceeding forty (40) in a work week will be accumulated at the rate of time and a half. Compensatory time may not be accumulated in excess of twenty-four (24) compensatory hours. Employees shall provide written notice of their intent to bank and use compensatory time off to their principal or director. The principal or director will sign all records of compensatory time earned and used.

Employees may use accumulated compensatory time off only with permission from the employee’s principal or director. The principal or director will approve the acceptable number of hours used at one time per request. An accurate record of compensatory time earned and used will be kept on file in the principal or director’s office. Compensatory time off shall be entered in AESOP as special leave with pay. A signed compensatory sheet must accompany the employee’s time sheet when the compensatory time is being utilized.

All compensatory time off shall be used prior to the end of the fiscal year in which it is banked. Compensatory time will not be carried forward into the following fiscal year.

Court Appearance

A leave of absence with pay shall be granted to enable an employee to answer any summons or subpoena related to District business. The Board will pay employees for all scheduled working time spent in court in connection with civil lawsuits arising out of District employment.

A leave of absence shall be granted to enable an employee to serve jury duty. The employee shall receive regular salary and benefits for any day on which the employee is regularly scheduled to work, less any jury duty pay. The employee will provide the employer a copy of compensation received from the court in payment for jury duty.

Holidays

Regular full-time, twelve-month employees shall be eligible for ten (10) paid holidays.

The paid holidays include:

New Year's Day The Day after Thanksgiving

Memorial Day Christmas Eve

Fourth of July Christmas Day

Labor Day New Year’s Eve

Thanksgiving Day Floating Holiday

The floating holiday must be used by the employee before a request for unpaid time can be made. The time off for the floating holiday shall be subject to approval by the supervisor upon request of the employee.

When a Holiday falls on an employee’s regularly scheduled work day, or on a non-scheduled day, their normal daily average for the week will be paid as Holiday pay.

Regular, full-time, school-year; regular part-time, school-year employees working four (4) or more hours per day and regular part-time, twelve-month employees working four (4) or more hours per day and less than seven (7) hours shall be eligible for six (6) paid holidays. These holidays include: Labor Day, Thanksgiving Day, Christmas Day, New Year's Day, Memorial Day, and Floating Holiday. When a Holiday falls on an employee’s regularly scheduled work day, or on a non-scheduled day, their normal daily average for the week will be paid as Holiday pay.

In the event one of the above holidays falls on a Saturday or Sunday, the Board will designate the day of observance.

In order to be entitled to holiday pay, the employee must work on the scheduled workday preceding and the scheduled workday following the particular holiday unless the employee is on paid medical or paid special leave. The only exception to this paragraph is for school year employees entitled to the Labor Day holiday due to the Wisconsin Legislature causing a school start after September 1.

Military Leave of Absence

Any employee who has enlisted or enlists in, or who has been or is inducted or ordered into active service in the Armed Forces of the United States, pursuant to the Uniform Services Employment and Re-employment Rights Act of 1994 (USERRA) and Wisconsin Statutes or any act or law amendatory thereof, shall be granted all rights and privileges provided by the USERRA and Wisconsin Statutes.

Sick Leave

Sick Leave Benefits: All regularfull-time employeesshall be paid sick leave benefitsfor all regularly scheduled working time lost by reason of illness or injury as defined herein, up to the total time accumulated by the employee. The Superintendent may require substantiation of said illness or injury.

Each “sick day” shall equate to the number of hours worked by the employee on a normal work day as scheduled at the discretion of the Board.

Regular full-time employees working thirty (30) or more hours per week shall accrue twelve (12) days of sick leave per year worked.

Regular part-time employees working fifteen (15) or more hours per week, but less than thirty (30) hours per week shall accrue ten (10) days of sick leave per year worked.

Regular part-time employees working less than fifteen (15) hours per week shall accrue five (5) days of sick leave per year worked.

School year full-time employees working thirty (30) or more hours per week shall accrue ten (10) days of sick leave per year worked.

School year part-time employees working less than thirty (30) hours per week shall accrue five (5) days of sick leave per year worked.

No more than nine hundred sixty (960) hours of sick leave can be accumulated by an employee.

Employees hired prior to July 1, 2013 who accumulated more than nine hundred sixty (960) hours of unused sick leave as of the end of fiscal year 2013, shall have the total number of accumulated days of unused sick leave in excess of nine hundred sixty (960) hours set aside in a sick/retirement bank to be available for future use. The allotment of unused sick leave in excess of nine hundred sixty (960) hours shall be credited to the sick/retirement bank one time only on July 1, 2013 and shall be based on the total accumulation of unused sick days at the close of fiscal year 2013. For example, an employee with a total accumulation of one thousand (1000) unused sick leave hours the end of fiscal year 2013 shall have forty (40) hours credited to his/her sick/retirement bank on July 1, 2013. Employees with hours in the sick/retirement bank may access these hours in the event their sick leave balance is expended down to zero. Otherwise, the sick/retirement bank shall be available for their use in conjunction with the PostEmployment Insurance Benefit subject to applicable regulations under law (see Part III – Benefits, p. 28). Once used, the sick/retirement bank hours may not be increased or replaced in future years.

In the event of separation of employment from the District during the year, sick leave benefits listed above shall be prorated based upon the actual service during the year of separation, including resignation, termination, or voluntary or involuntary transfer to a position that allows a lesser sick leave benefit.

Up to ten (10) days of accrued sick leave may be used annually to care for ill or ailing members of an employee’s immediate family (mother, mother-in-law, father, father-in-law, children, spouse, and domestic partner). Such leave shall be deducted from accumulated sick leave. Said days shall be for illness or ailments not covered under the Family and Medical Leave Act.

In addition, up to ten (10) days of accrued sick leave may be used annually to care for ill or ailing members of an employee’s immediate family (adult children, adult siblings, and grandchildren) who are not covered under the Family and Medical Leave Act. Such leave shall be deducted from accumulated sick leave.

Rev: 4-11-2016, 6-11-2018

Special Leaves

A leave of absence without pay may be granted upon approval by the supervisor and the Superintendent under special or exceptional circumstances, depending upon the availability of substitutes.

When an employee's special leave of absence exceeds thirty (30) calendar days, the employee shall be offered the opportunity for continuation coverage of group insurance in accordance with COBRA, and the employee will be responsible for payment of all insurance premiums effective with the first day of the leave. When an employee's special leave of absence is thirty (30) calendar days or less, the Board will continue to make its full contribution toward the insurance premiums of the employee.

Special leaves of absence shall not exceed one (1) calendar year. Employees who have been granted a special leave of absence and have not returned to work within one calendar year from the start of the special leave shall relinquish all employment rights.

Vacations

Eligibility and Definitions: The “vacation year” shall run from July 1 to June 30 each year.

Regular full-time and regular part-time employees shall be eligible for vacation with pay on the following schedule

Number of Years Worked	Vacation Days Earned
During year 1 of service	5 days
After two (2) years of service	10 days
After seven (7) years of service	15 days
After fifteen (15) years of service	20 days
After twenty (20) years of service	25 days

Each “vacation day” shall equate to the number of hours worked by the employee on a normal work day as scheduled at the discretion of the Board.

Employees in their first year of service earn a pro-rated amount of vacation based upon the number of months worked. For example, an employee hired on October 1, 2013 would be eligible to earn nine-twelfths (9/12) of a full year’s allotment of vacation. This would entitle the employee to 9/12 * 5 days, or 3.75 days, during their first year of service. The employee under this example would be entitled to five (5) days of vacation on July 1, 2014, for fiscal year 2015.

Eligible employees in the District shall receive vacation, as shown above, depending on full years of service as measured each July 1.

Regular full-time employees hired prior to July 1, 2013, shall be entitled to the annual allotment of vacation days based on the guidelines reviewed herein or the total number of vacation days the employee was eligible to receive as of July 1, 2013, for fiscal year 2014, whichever is greater.

School year full-time employees compensated for 225 days (including holidays and paid vacation days) or more are entitled to three (3) days of paid vacation. School year full-time employees compensated for 225 days or more and hired prior to July 1, 2013, shall be allowed five (5) days of paid vacation for fiscal year 2014. Effective July 1, 2014, all school year full-time employees compensated for 225 days or more shall be allowed three (3) days of paid vacation.

Holidays and days of paid vacation shall be included in the tabulation of school year full-time employees’ total number of compensated days as defined by their job assignment.

Paid vacations will not be available to employees working less than 225 days as defined by their job assignment.

No vacations may be taken during the period commencing two (2) weeks prior to and ending two (2) weeks after the beginning of school in the fall, unless approved by the employee’s principal or director.

Up to five (5) days of vacation may be carried over from one vacation year to the following vacation year. Any other unused vacation remaining at the end of a vacation year shall be lost.

In the event of separation of employment from the District during the year, vacation benefits listed above shall be prorated based upon the actual service during the year of separation, including resignation, termination, or voluntary or involuntary transfer to a position that allows a lesser vacation benefit. In the event an employee voluntarily quits, if the employee does not provide two (2) weeks notice, they shall forfeit vacation benefits up to ten (10) days.

Revised: 6-9-2014

Appendices

Appendix A - Insurances

Dental Insurance

The Board shall provide dental insurance to eligible employees as described below. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

Minimum Hours for Any Board Contribution: An employee who has an individual assignment of fifty percent (50%) of full-time equivalency or greater is eligible to participate in the District’s dental insurance. Employees whose assignments are less than fifty percent (50%) of a full-time equivalency are not eligible to participate in the District’s insurance and are not eligible for any District premium contribution.

Effective July 1, 2014, an employee who has an individual assignment of thirty (30) hours or more per week is eligible to participate in the District’s dental insurance. Employees whose assignments are less than thirty (30) hours per week are not eligible to participate in the District’s insurance and are not eligible for any District premium contribution.

Both Spouses Employed by the District: If both spouses are employed by the District and are eligible for insurance, the employees shall be eligible for one family plan or two single plans, whichever is appropriate for the employees. The premium contributions for spouses shall be no different than the premium contribution for a similarly-situated employee whose spouse does not work for the District.

Commencement and Termination of Benefits: Coverage will commence on the employee’s first day of employment. The insurance benefits described in Appendix A terminate according to the following schedule:

• If an employee resigns or is terminated. District coverage shall cease at the end of the month the resignation or termination becomes effective.

Premium Contributions: For regular, full-time, full-year employees working thirty-five (35) or more hours per week, the Board will pay 85% per month toward the single dental plan premium, 85% per month toward the family dental plan premium, with the employee paying the balance of the cost of such coverage.

For regular, full-time, school-year employees working twenty-eight (28) or more hours per week the Board will pay 50% per month toward the single dental plan premium, or 50% per month toward the family dental plan premium, with the employee paying the balance of the cost of such coverage.

For employees whose regular scheduled hours vary from week to week, the hours per week shall be averaged over the normal two (2) week pay period.

Effective July 1, 2014, for regular, full-time, full-year employees working thirty (30) or more hours per week, the Board will pay 85% per month toward the single dental plan premium, 85% per month toward the family dental plan premium, with the employee paying the balance of the cost of such coverage.

For school-year employees working thirty (30) or more hours per week the Board will pay 50% per month toward the single dental plan premium, or 50% per month toward the family dental plan premium, with the employee paying the balance of the cost of such coverage.

Health Insurance

The Board shall provide health insurance to eligible employees as described below. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

Minimum Hours for Any Board Contribution: An employee who has an assignment of fifty percent (50%) of full-time equivalency or greater is eligible to participate in the District’s health insurance. Employees whose assignments are for less than fifty percent (50%) of a full-time equivalency are not eligible to participate in the District’s insurance and are not eligible for any District premium contribution. For regular part-time employees, the Board will make premium payments on a pro-rated basis.

Effective July 1, 2014 an employee who has an assignment of thirty (30) hours or greater is eligible to participate in the District’s health insurance. Employees whose assignments are for less than thirty (30) hours per week are not eligible to participate in the District’s insurance and are not eligible for any District premium contribution. For regular part-time employees, the Board will make premium payments on a pro-rated basis.

Both Spouses Employed by the District: If both spouses are employed by the District and are eligible for insurance, the employees shall be eligible for one family plan or two single plans, whichever is more appropriate for the employees. The premium contributions for spouses shall be no different than the premium contribution for a similarly-situated employee whose spouse does not work for the District.

Commencement and Termination of Benefits: Coverage will commence on the employee’s first day of employment. The insurance benefits described in Appendix A terminate according to the following schedule:

• If an employee resigns or is terminated, District coverage shall cease at the end of the month the resignation or termination becomes effective.

Premium Contributions - The following provision is in effect for 2013-14 only: For regular, full- time, full-year employees working thirty-five (35) hours or more per week the Board will pay 85% per month toward the single health plan premium, 85% per month toward the family health plan premium, with the employee paying the balance of the cost of such coverage.

For regular, part-time, full-year employees working less than thirty-five (35) hours per week but more than fifteen (15) hours per week, the Board will pay 75% per month toward the single health plan premium, 64% per month toward the family health plan premium, with the employee paying the balance of the cost of such coverage.

For regular, full-time, school-year employees working twenty-eight (28) or more hours per week, the Board will pay 85% per month toward the single health plan premium, 85% per month toward the family health plan premium, with the employee paying the balance of the cost of such coverage.

For regular, part-time, school-year employees working less than twenty-eight (28) hours per week but more than fifteen (15) hours per week, the Board will pay 75% per month toward the single health plan premium, 64% per month toward the family health plan premium, with the employee paying the balance of the cost of such coverage.

For employees whose regular scheduled hours vary from week to week, the hours per week shall be averaged over the normal two (2) week pay period.

Life Insurance

The Board shall provide life insurance to eligible employees as described below. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

Eligibility, Commencement and Termination of Benefits: For eligibility requirements, commencement and termination of benefits refer to the Employee Trust Fund Group Life Insurance Brochure.

Premium Contributions: The Board pays one hundred percent (100%) of the premium for life insurance. The amount of coverage is based upon earnings and is equal to the total earnings of the previous year rounded to the next higher thousand.

Long-Term Disability Insurance

The Board shall provide long-term disability insurance to eligible employees. The insurance carrier(s), program(s), and coverages will be selected and determined by the Board.

Minimum Hours for Any Board Contribution: An employee who has an assignment of at least fifty percent (50%) of full-time equivalency is eligible to participate in the District’s long-term disability insurance.

Effective July 1, 2014, an employee who has an assignment of at least thirty (30) hours or more per week is eligible to participate in the District’s long-term disability insurance. Employees whose assignments are less than thirty (30) hours per week are not eligible to participate in the District's long-term disability insurance and are not eligible for any District premium contributions.

Commencement and Termination of Benefits: Coverage will commence on the employee’s first day of employment. The long-term disability insurance benefits described in Appendix A terminate according to the following schedule:

• If an employee resigns or is terminated, District coverage shall cease on the last day of employment.

Premium Contributions: The District shall pay the full premium for long-term disability insurance for eligible employees.