OPENING DAY ORIENTATION(Certified)

2014 – 2015SCHOOL YEAR

PERSONNEL POLICY MANUAL

Personnel Policy Manuals are available electronically on the WCPS. Click “Departments” & “Human Resources” or “Staff Resources” & “Human Resources” The Link for “on-line policy manuals” will be on the right hand side of the page

Each employee must sign and return an “acknowledgement” form for the policy manual stating that it has been made available to them

Employees shall be held accountable for knowing and adhering to the District’s personnel policies. Failure to follow Board policies will be considered insubordination

EVALUATIONS

The specific purpose of the evaluation is to:

Improve Instruction

Provide a measure of performance accountability

Foster professional growth and give assistance to employees

Support individual personnel decisions

All evaluators shall be trained, tested and certified IAW 704 KAR 3:345, section 6, Article 2-3

EVALUATIONS CONT’D

Information on the new evaluation system (TPGES) will be forthcoming, along with an evaluation manual

CONFIDENTIALITY

Family Educational Rights & Privacy Act (FERPA)

Federal law that protects the privacy of student education records

The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education

What is Confidentiality?

Confidentiality means protecting all personally identifiable data, information, and records collected, used, or kept by the school district about a student.

Confidentiality requirements also apply to discussions about a student and the student’s record.

PERSONALLY IDENTIFIABLE DATA

Personally identifiable data or information includes:

Student or family names and addresses

Student social security number or student number

Descriptions that would make easy to identify the student

Anything else that would make it easy to identify the student

What Is an Educational Record?

Sometimes referred to as “school record” or “permanent record”, an educational record is anything that the district collects, uses or maintains relating to individual students. Includes grades, health information, attendance reports, work papers, school photos, test results, etc.

Data or information may be handwritten, drawn or typed. It may also be a photograph, an audio or video tape, or on computer disk

STUDENT RECORDS

Shall be made available to the parent of a dependent student OR eligible student on request

Eligible Students are:18 years of age or older, OR

Duly enrolled in a post-secondary school program

Parent (for FERPA purposes) is:A natural parent whose parental rights have not been terminated by a court order or by operation of state law

Copies of records shall be provided in a manner that protects the confidentiality of other students

STUDENT RECORDS CONT’D

Student records may also be shared with:

School staff listed on the district’s current list of persons allowed access to student information

Student teachers; classroom aides; teacher assistants

Staff from US and state department of education on official business

Another school district’s staff when the student transfers

OTHERS WHO MAY VIEW STUDENT RECORDS

Guardians/persons appointed to act as a surrogate parent

Foster parents of a child with a disability

Employees of special education cooperatives providing services to students with disabilities

Department of Social Services (DSS) in cases of suspected child abuse

Professionals under contract with the District who work with a student may have access same as a school employee

If records are subpoenaed, a reasonable effort to notify the parent must be made before complying with a lawful subpoena or court order

WHAT CAN PARENTS VIEW OR INSPECT

Personal and family information

Testing information

Medical, psychological and anecdotal reports

Achievement and progress reports

Records of conferences with a student or parent

Copies of correspondence about the student

A parent may request that incorrect information in a student record be changed. The District shall then have 14 days to decide what to do and notify the parent of its decision.

NOT REQUIRED TO DISCLOSE OR PROVIDE

Teacher or counselor personal notes

School security police records

Personnel records of school employees

Originals of the student records

Districts must maintain a record of anyone that accesses a student’s record (to include the name, date and why the records were accessed) OR when records are sent to another person or place

STUDENT RECORDSTEST PROTOCOLS

Test protocols include standardized test scoring forms; student answers, drawings, and verbal responses noted by the examiner; and an examiner’s written observations of student behavior.

When a protocol individually identifies the student, and is accessible to school staff or third parties; then it is considered part of the record.

A parent/guardian/emancipated student is entitled only to a copy of the student record.

DESTRUCTION OF STUDENT RECORDS

The district notifies the parent when the student’s special education record is no longer needed to provide educational services.

The district may choose to destroy the records, if they are no longer needed for administrative purposes.

The parent/emancipated student may obtain a copy of the record before it is destroyed.

The district may maintain records indefinitely. WCPS may destroy special education records after five years once they are no longer needed to provide an education to a student or to document compliance with state and federal program requirements.

Parents or eligible students must be notified in writing before records are destroyed.

EVALUATION / REFERRAL SYSTEM

Special Education

WCPS ensures students are provided with appropriate instruction and intervention prior to referral

The referral system shall be conducted in a manner as to prevent inappropriate over identification or disproportionate representation by race and ethnicity of children in special education

Building Principal or designee shall assist in understanding and completing the referral process when appropriate

Referral ARC Meeting

Referral ARC AgendaIntroductions

Parent Rights

Chairperson describes steps in referral meeting process

Analyze the complete written referral

Determine if referral information supports a suspected disability and need for evaluation

Determine which of the 13 categories is the suspected disability

Referral

ARC documented evidence of:

Completed Referral form

Appropriate and relevant research-based instruction and intervention services (RTI Data)

Provided in regular education settings

Delivered with fidelity by qualified personnel

Completed Referral

The ARC identified a suspected disability and planned an appropriate evaluation as documented on an Evaluation Plan and/or Consent for Evaluation Services

A review, triangulation and analysis of the referral information (for initial evaluation) OR progress data of the child (for reevaluation); AND

Information was sufficient to support a suspected disability; AND

Tests and procedures necessary to assess the child.

Don’t forget

Obtain consent to evaluate

Note when 60 school days will occur

(The ARC chairperson ensures all evaluations are completed)

Option for Initial Evaluation Timeline

Parent Permission

Day 1 By Day 10 Day 45 Day 60

Completed Referral provided to Lead Diagnostician

Integrated Report Completed & ARC Scheduled

Programming in Place to begin Services

Observations

Achievement Testing

Social/Developmental History

ARC meeting to determine eligibility

Note: The reevaluation is due 36 months after the last Review Meeting where eligibility was determined.

By Day 15 Day 50

Students who Transfer During the Evaluation Process

Assessments and evaluation of children with disabilities that transfer from one school district to another in the same academic year shall be coordinated with the previous and current schools as necessary and as expeditiously as possible, to ensure prompt completion of a full evaluation.

OBLIGATION TO REPORT (KRS 620.030)

District employees are obligated to report any reasonable belief that a child is dependent, neglected, or abused to:

Local law enforcement or State Police

Cabinet for Families & Children

Commonwealth’s Attorney or County Attorney

Principal

A report must be completed (completed on-line). Prior to submitting the report, notify:

Building Principal, OR

Todd Hazel, Student Assistance CoordinatorBuilding Principal or Guidance Counselor can assist with the on-line process

Only agencies designated by law shall conduct investigations

WORKER’S COMPENSATION

IF YOU ARE INJURED AT WORK NOTIFY YOUR SUPERVISOR IMMEDIATELY BEFORE LEAVING WORK PREMISES

If “emergency” care is required, report to nearest emergency room

Notify supervisor within 24 hrs of initial emergency treatment

If “non-emergency” care is required, OR for follow-up care, your School Administrator can provide a list of recommended medical providers

WORK PLACE INJURIES

Safety is top priority for both our students and staff

Injuries that occur due to unsafe actions (ie: standing on chairs or desks rather than a ladder/step stool) may result in disciplinary action

DISCRIMINATION COMPLAINTS

Any complaint of discrimination on the basis of race, marital status, color, national origin, age, religion, sex or disability

Shall be reported to the Superintendent in writinginclude the basis of the complaint

sign and date

Superintendent and/or his designee (s) shall investigate

written report will be provided within 30 days of receipt of the complaint

DRUG-FREE WORKPLACE

No employee shall manufacture, distribute, possess or consume any illegal drug and/or alcohol in District facilities, or any other facility or vehicle provided for conduct of District business

No employee shall report for work on any District project, whether on-site or in the field, while under the influence of an illegal drug and/or alcohol

Any employee reasonably believed to be impaired by, or in possession of an illegal drug and/or alcohol, may be subject to search of his/her workplace and/or drug testing

The Superintendent shall take appropriate personnel action against any employee found in violation

ELECTRONIC MATERIALS

Use purchased electronic materials in accordance with license agreements

Question use of electronic materials supplied from sources other than District purchasing process

Do NOT make unauthorized copies of electronic materials - - legitimate electronic materials will be provided

Do NOT duplicate any electronic materials for personal use

Notify immediate supervisor or District Technology Coordinator of any misuse of electronic materials

COMPUTER USAGE

There is NO reasonable expectation of privacy

KDE and/or the District reserves the right to monitor and read any communication on District owned / provided electronic devices

DUTY-FREE LUNCH

Certified

Each full-time teacher shall be provided with a duty-free lunch period each day during the regularly scheduled student lunch period. The duty-free lunch period shall not be less than the length of the lunch period specified in the school calendar approved by the chief state school officer. (KRS 158.060)

Approved lunch periods range from 20 – 25 minutes – school specific

DUTY-FREE LUNCH

Classified

Each full-time, classified staff member shall be provided with a duty-free lunch, away from their work station and free from performing assigned duties

Each full-time, classified staff member shall be provided with a ten (10) minute break for each four (4) hours worked

Breaks shall be scheduled by the Principal

WCPS PROPOSED POLICY CHANGES & REMINDERS

PROPOSED POLICIES ARE IN “RED” AND ARE PENDING BOARD APPROVAL

03.1233 – Maternity / Paternity Leave

Paid Sick Leave

An employee shall receive six (6) weeks of maternity/paternity leave immediately following the birth or adoption. . . in which they may use up to thirty (30) days of sick leave

Additional sick days may be used when the need is verified by a physician’s statement

Such Leave shall be considered leave under FMLA

03.1231 - PERSONAL LEAVE

Full-time certified / classified employees shall be entitled to two (2) Personal leave days each school year

Personal leave shall not be taken the day before or after a holiday, OR scheduled school break, unless approved by the Superintendent

03.1236– EMERGENCY LEAVE

Full-time certified / classified employees shall be entitled to one (1) day of emergency leave with pay each school year

Emergency leave shall be granted for the following reasons:

Death of a relative or personal friend

Personal disaster (tornadoes, fire, floods, etc.), which are not covered by sick leave

Appearances in court when required by subpoena (does not include actions in which the employee is a party and the subpoena is obtained by or on their behalf)

03.1232 - SICK LEAVE

Employees earn ten (10) sick days per school year.

For qualifying events, FMLA will start and run concurrently with any paid sick leave, for eligible employees.

Supervisors will need to notify Personnel immediately upon learning that an employee will be out for an extended period of time (ie: greater than 3 days) for:

A serious health condition

To care for a family member with a serious health condition

For the birth or adoption of a child

CONSEQUENCES OF UNAUTHORIZED LEAVE

Certified employees with limited contracts who fail to fulfill their contracts during one (1) contract year, may be non-renewed or terminated. Employees on limited contracts who fail to fulfill their contracts for two (2) consecutive school years shall be non-renewed.

Certified employees with continuing contracts who fail to fulfill their contract during any contract year shall be subject to disciplinary action, including reprimand, suspension without pay, or termination.

03.1237 / 03.2237 – JURY DUTY

Employees required to report to jury duty more than two (2) hours AFTER the school begins, shall report for their regular workday

Employees are required to return to their work locations immediately following release from jury duty, if within two (2) hours BEFORE the end of the workday

03.13251 – 03.23251 – DRUG-FREE / ALCOHOL-FREE SCHOOLS

Refusal to test shall be considered a “positive” test and appropriate personnel action shall be taken, up to and including termination

Each employee shall notify the Superintendent in writing of any criminal drug statute conviction within five (5) calendar days of the conviction

Prohibited substances include prescribed and over-the counter drugs, prohibited volatile substances as defined in KRS 217.900, or synthetic compounds/substances that are used, or intended for use, for an abusive and or intoxicating purpose

USE OF TOBACCO

The use of tobacco, alternative nicotine product, or vapor product as defined in KRS 438.305 any individual is prohibited at all times in or on any property owned or operated by the District. In addition, use of tobacco, alternative nicotine product, or vapor product in any form shall not be permitted in outdoor facilities owned or operated by the Board during all District-sponsored activities, including sporting events.

(Includes e-cigarettes)

03.4 – SUBSTITUTE TEACHERS

IAW 16 KAR 2:030, substitute teachers selected for “long-term” assignments, must be selected in the following order:

Fully certified in the area of study

Fully certified in any area

Holds an SOE (Statement of Eligibility)

Emergency Substitute

AESOP

Upload lesson plans into AESOP – this makes the day go better for all involved

Leave notes for the substitute in AESOP in the appropriate box marked “Notes to Substitute”

TEXTING / SOCIAL MEDIA /STUDENT BOUNDARIES

DO NOT text with students

DO NOT put anything on social media (ie: Facebook) that will be a negative reflection on yourself, your profession, or WCPS

DO NOT engage in inappropriate communications (jokes, phone calls), or inappropriate relationships with students

CERTIFICATES / RANK CHANGE

It is the employee’s responsibility to maintain a current teaching certificate.

Teachers cannot legally be in the classroom with an expired certificate, or without a certificate for the assigned area.

National Board Certification – Must notify the Superintendent prior to September 15 that certification is pending to receive any rank-related increase retroactive to July 1.

Other Rank Changes – New certificate and transcript relating to the rank change must be submitted to HR prior to any salary increase. Documentation received after September 15 will become effective the date of submission

Contact HR for appropriate forms

QUESTIONS??

Any questions pertaining to these, or other policies should be directed to:

Your immediate supervisor

OR

Personnel

HAVE A GREAT SCHOOL YEAR!!!