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2011-2012 Employee Handbook

Motley County ISD
Employee Handbook

2011-2012

 

Table of contents

Introduction 5
Employee handbook receipt 6
District information 7

Mission statement, goals, and objectives 7
Board of trustees 7
Board meeting schedule for the third Monday of each month and as Called. 8
Administration 8
School calendar available online at www.motleyco.org
Employment 9
Equal employment opportunity 9
Job vacancy announcements 9
Employment after retirement 9
Contract and noncontract employment 9
Searches and alcohol and drug testing 10
Health safety training 11
Reassignments and transfers 11
Workload and work schedules 12
Notification to parents regarding qualifications 12
Outside employment and tutoring 13
Performance evaluation 13
Employee involvement 13
Staff development 13
Compensation and benefits 15
Salaries, wages, and stipends 15
Annualized compensation 15
Paychecks 15
Automatic payroll deposit 16
Payroll deductions 16
Overtime compensation 16
Travel expense reimbursement 17
Health, dental, and life insurance 17
Supplemental insurance benefits 17
Cafeteria plan benefits (Section 125) 18
Workers’ compensation insurance 18
Unemployment compensation insurance 19
Teacher retirement 19
Leaves and absences 19
Personal leave 20
Sick leave 20
Local leave 21
Family and medical leave 21
Temporary disability 24
Workers’ compensation benefits 25
Assault leave 25
Bereavement leave 26
Jury duty 26
Other court appearances 26
Military leave 26
Employee relations and communications 27
Employee recognition and appreciation 27
District communications 27
Complaints and grievances 28
Employee conduct and welfare 29
Standards of conduct 29
Discrimination, harassment, and retaliation 31
Harassment of students 32
Drug-abuse prevention 32
Reporting suspected child abuse 32
Fraud and financial impropriety 33
Conflict of interest 34
Gifts and favors 34
Associations and political activities 34
Safety 35
Tobacco use 35
Criminal history background checks 35
Employee arrests and convictions 35
Possession of firearms and weapons 36
Visitors in the workplace 36
Copyrighted materials 36
Computer use and data management 37
Asbestos management plan 37
Pest control treatment 37
Other topics

General procedures 38
Bad weather closing 38
Emergencies 38
Purchasing procedures 38
Name and address changes 38
Personnel records 39
Building use 39
Termination of employment 40
Resignations 40
Dismissal or nonrenewal of contract employees 40
Dismissal of noncontract employees 40
Exit interviews and procedures 41
Reports to State Board for Educator Certification 41
Reports concerning court-ordered withholding 41
Student issues 42
Equal educational opportunities 42
Student records 42
Parent and student complaints 42
Administering medication to students 43
Dietary supplements 43
Psychotropic drugs 43
Student discipline 43
Student attendance 44
Bullying 44
Hazing 44
Appendix 45
Index

Introduction

The purpose of this handbook is to provide information that will help with questions and pave the way for a successful year. Not all district policies and procedures are included. Those that are have been summarized. Suggestions for additions and improvements to this handbook are welcome and may be sent to William Cochran, Superintendent, Motley County ISD.

This handbook is neither a contract nor a substitute for the official district policy manual. Nor is it intended to alter the at-will status of noncontract employees in any way. Rather, it is a guide to and a brief explanation of district policies and procedures related to employment. These policies and procedures can change at any time; these changes shall supersede any handbook provisions that are not compatible with the change. For more information, employees may refer to the policy codes that are associated with handbook topics, confer with their supervisor, or call the appropriate district office. District policies can be accessed on line at www.motleyco.org.

Employee handbook receipt

Name

Campus/department

I hereby acknowledge receipt of a copy of the Motley County ISD Employee Hand¬book. I agree to read the handbook and abide by the standards, policies, and procedures defined or referenced in this document.

Employees receive the handbook in electronic format in moving towards a paperless district.

www.motleyco.org

Please indicate your choice by checking the appropriate box below:

_____  I acknowledge receipt of the employee handbook in electronic format and accept responsibility for accessing according to the instructions provided.
_____  I would like a hard copy of the handbook.
The information in this handbook is subject to change. I understand that changes in district policies may supersede, modify, or render obsolete the information summarized in this booklet. As the district provides updated policy information, I accept responsibility for reading and abiding by the changes.

I understand that no modifications to contractual relationships or alterations of at-will employment relationships are intended by this handbook.
I understand that I have an obligation to inform my supervisor or department head of any changes in personal information, such as phone number, address, etc. I also accept responsibility for contacting my supervisor if I have questions or concerns or need further explanation.

________________________________ _________________________
Signature                                                         Date

Please keep a copy of this signature sheet for your own personal records.

District information
Mission statement, goals, and objectives
The District educational system is committed to providing opportunities for all students so that they may be prepared to participate as responsible citizens in an ever-changing society. We are convinced that all students can achieve a measure of success. We pledge to provide for their development: mentally, physically, emotionally, and socially, to ensure that success.

Board of trustees
Policies BA, BB, BD, and BE series

Texas law grants the board of trustees the power to govern and oversee the management of the district’s schools. The board is the policy-making body within the district and has overall responsibility for the curriculum, school taxes, annual budget, employment of the superintendent and other professional staff, and facilities. The board has complete and final control over school matters within limits established by state and federal law and regulations.

The board of trustees is elected by the citizens of the district to represent the community’s commitment to a strong educational program for the district’s children. Trustees are elected annually and serve three-year terms. Trustees serve without compensation, must be registered voters, and must reside in the district.

Current board members include: Mr. David Stafford, President, Mr. Don Baxter, Vice-President, Mrs. Tina Brooks, Secretary, Mr. J.D. Russell, Member, Mr. Gilbert Guerrero, Member, Mr. Lewis Drum, Member and Mr. Lee Jones, Member

The board usually meets the second Monday of each month, 1600 Bundy Street, Motley School at 7:30 p.m. In the event that large attendance is anticipated, the board may meet at cafeteria. Special meetings may be called when necessary. A written notice of regular and special meetings will be posted at the school at least 72 hours before the scheduled meeting time. The written notice will show the date, time, place, and subjects of each meeting. In emergencies, a meeting may be held with a two-hour notice.

All meetings are open to the public. In certain circumstances, Texas law permits the board to go into a closed session from which the public and others are excluded. Closed session may occur for such things as discussing prospective gifts or donations, real-property acquisition, certain personnel matters including employee complaints, security matters, student discipline, or consulting with attorneys regarding pending litigation.
Board meeting schedule for 2010-2011 school year, the third Monday of the month unless otherwise published.
Administration
William Cochran, Superintendent
Tim Hill, Principal
School calendar-available in the superintendent’s office.  Can also be found at www.motleyco.org.

Employment
Equal employment opportunity
Policies DAA, DIA

The Motley County ISD does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, military status, genetic information, or on any other basis prohibited by law. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities.

Employees with questions or concerns about discrimination on the basis of race, color, religion, sex, national origin, age, or military status should contact the superintendent, William Cochran, the district’s Title IX coordinator. Employees with questions or concerns about discrimination on the basis of a disability should contact William Cochran, superintendent.
Job vacancy announcements
Policy DC

Announcements of job vacancies by position and location are distributed on a regular basis and posted at the central administration building, campus offices, and on the district’s Web site.
Employment after retirement

Individuals receiving retirement benefits from the Teacher Retirement System (TRS) may be employed in limited circumstances on a full- or part-time basis without affecting their benefits, according to TRS rules and state law. Detailed information about employment after retirement is available in the TRS publication Employment After Retirement. Employees can contact TRS for additional information by calling 800-223-8778 or 512-542-6400. Information is also available on the TRS Web Site (www.trs.state.tx.us).
Contract and noncontract employment
Policies DC, DCA, DCB, DCC, DCD, DCE

State law requires the district to employ all full-time professional employees in positions requiring a certificate from State Board for Educator Certification (SBEC) and nurses under probationary, term, or continuing contracts. Employees in all other positions are employed at-will or by a contract that is not subject to the procedures for nonrenewal or termination under Chapter 21 of the Texas Education Code. The paragraphs that follow provide a general description of the employment arrangements used by the district.
Probationary contracts. Nurses and full-time professional employees new to the district and employed in positions requiring SBEC certification must receive a probationary con-tract during their first year of employment. Former employees who are hired after at least a two-year lapse in district employment also may be employed by probationary contract. Probationary contracts are one-year contracts. The probationary period for those who have been employed as a teacher in public education for at least five of the eight years preceding employment with the district may not exceed one school year. For those with less experience, the probationary period will be three school years (i.e., three one-year contracts) with an optional fourth school year if the board determines it is doubtful whether a term or continuing contract should be given.

Term Contracts. Full-time professionals employed in positions requiring certification and nurses will be employed by term contracts after they have successfully completed the probationary period. Campus principals and central office administrators are employed under two-year term contracts. The terms and conditions of employment are detailed in the contract and employment policies. All employees will receive a copy of their contract and employment policies.

Noncertified professional and administrative employees. Employees in professional and administrative positions that do not require SBEC certification (such as noninstructional administrators) are not employed by contract. Employment is not for any specified term and may be terminated at any time by either the employee or the district.
Paraprofessional and auxiliary employees. All paraprofessional and auxiliary employees, regardless of certification, are employed at will and not by contract. Employment is not for any specified term and may be terminated at any time by either the employee or the district.
Searches and alcohol and drug testing
Policy DHE

Noninvestigatory searches in the workplace, including accessing an employee’s desk, file cabinets, or work area to obtain information needed for usual business purposes may occur when an employee is unavailable. Therefore, employees are hereby notified that they have no legitimate expectation of privacy in those places. In addition, the district reserves the right to conduct searches when there is reasonable cause to believe a search will uncover evidence of work-related misconduct. Such an investigatory search may include drug and alcohol testing if the suspected violation relates to drug or alcohol use. The district may search the employee, the employee’s personal items, work areas, including district-owned computers, lockers, and private vehicles parked on district premises or work sites or used in district business.

Employees required to have a commercial driver’s license. Any employee whose duties require a commercial driver’s license (CDL) is subject to drug and alcohol testing. This includes all drivers who operate a motor vehicle designed to transport 16 or more people, counting the driver; drivers of large vehicles; or drivers of vehicles used in the transportation of hazardous materials. Teachers, coaches, or other employees who primarily perform duties other than driving are subject to testing requirements when their duties include driving.

Drug testing will be conducted before an individual assumes driving responsibilities. Alcohol and drug tests will be conducted if reasonable suspicion exists, at random, when an employee returns to duty after engaging in prohibited conduct, and as a follow up measure. Testing may be conducted following accidents. Return to duty and follow up testing will be conducted if an employee who has violated the prohibited alcohol conduct standards or tested positive for alcohol or drugs is allowed to return to duty.

All employees required to have a CDL or who is otherwise subject to alcohol and drug testing will receive a copy of the district’s policy, the testing requirements, and detailed information on alcohol and drug abuse and the availability of assistance programs. Employees with questions or concerns relating to alcohol and drug policies and related educational material should contact the superintendent.
Health safety training
Policies DBA, DMA

Certain employees who are involved in physical activities for students must maintain and submit to the district proof of current certification or training in first aid, cardiopulmonary resuscitation (CPR), the use of an automated external defibrillator (AED), and extracurricular athletic activity safety. Certification or documentation of training must be issued by the American Red Cross, the American Heart Association, University Interscholastic League, or another organization that provides equivalent training and certification. Employees subject to this requirement must submit their certification or documentation to William Cochran by September 1, 2010.
Reassignments and transfers
Policy DK

All personnel are subject to assignment and reassignment by the superintendent or designee when the superintendent or designee determines that the assignment or reassignment is in the best interest of the district. Reassignment is a transfer to another position, department, or facility that does not necessitate a change in the employment contract. Campus reassignments must be approved by the principal at the receiving campus except when reassignments are due to enrollment shifts or program changes. Extracurricular or supplemental duty assignments may be reassigned at any time unless an extracurricular or supplemental duty assignment is part of a dual-assignment contract. Employees who object to a reassignment may follow the district process for employee complaints as outlined in this handbook and district policy DGBA (Local).

An employee with the required qualifications for a position may request a transfer to another campus or department. A written request for transfer must be completed and signed by the employee and the employee’s supervisor. A teacher requesting a transfer to another campus before the school year begins must submit his or her request by May 1, 2011.  Requests for transfer during the school year will be considered only when the change will not adversely affect students and after a replacement has been found. All transfer requests will be coordinated by the principal’s office and must be approved by the receiving supervisor.
Workload and work schedules
Policies DEA, DL

Professional employees. Professional employees and academic administrators are exempt from overtime pay and are employed on a 10-, 11-, or 12-month basis, according to the work schedules set by the district. A school calendar is adopted each year designating the work schedule for teachers and all school holidays. Notice of work schedules including required days of service and scheduled holidays will be distributed each school year.

Classroom teachers will have planning periods for instructional preparation, including conferences. The schedule of planning periods is set at the campus level but must provide at least 450 minutes within each two-week period in blocks not less than 45 minutes. Teachers and librarians are entitled to a duty-free lunch period of at least 30 minutes. The district may require teachers to supervise students during lunch one day a week when no other personnel are available.

Paraprofessional and auxiliary employees. Support employees are employed at will and will be notified of the required duty days, holidays, and hours of work for their position on an annual basis. Paraprofessional and auxiliary employees are not exempt from overtime and are not authorized to work in excess of their assigned schedule without prior approval from their supervisor.
Notification to parents regarding qualifications
Policies DK, DBA

In schools receiving Title I funds, the district is required by the No Child Left Behind Act (NCLB) to notify parents at the beginning of each school year that they may request information regarding the professional qualifications of their child’s teacher. NCLB also requires that parents be notified if their child has been assigned, or taught for four or more consecutive weeks by, a teacher who is not highly qualified.

Texas law also requires that parents be notified if their child is assigned for more than 30 consecutive instructional days to a teacher who does not hold an appropriate teaching certificate. This notice is not required if parental notification under NCLB is sent. Inappropriately certified or uncertified teachers include individuals on an emergency permit (including individuals waiting to take a certification exam) or individuals who do not hold any certificate or permit. Information relating to teacher certification will be made available to the public upon request.

Employees who have questions about their certification status can contact the superintendent.
Outside employment and tutoring
Policy DBD

Employees are required to disclose in writing to their immediate supervisor any outside employment that may create a potential conflict of interest with their assigned duties and responsibilities or the best interest of the district. Supervisors will consider outside employment on a case-by-case basis and determine whether it should be prohibited because of a conflict of interest.
Performance evaluation
Policies DN, DNA, DNB

Evaluation of an employee’s job performance is a continuous process that focuses on improvement. Performance evaluation is based on an employee’s assigned job duties and other job-related criteria. All employees will participate in the evaluation process with their assigned supervisor at least annually. Written evaluations will be completed on forms approved by the district. Reports, correspondence, and memoranda also can be used to document performance information. All employees will receive a copy of their written evaluation, have a performance conference with their supervisor, and get the opportunity to respond to the evaluation.
Employee involvement
Policies BQA, BQB

At both the campus and district levels, Motley County ISD offers opportunities for input in matters that affect employees and influence the instructional effectiveness of the district. As part of the district’s planning and decision-making process, employees are elected to serve on district- or campus-level advisory committees.  The local SBDM committee is an advisory committee.  Plans and detailed information about the shared decision-making process are available in each campus office or from William Cochran.
Staff development
Policy DMA

Staff development activities are organized to meet the needs of employees and the district. Staff development for instructional personnel is predominantly campus-based, related to achieving campus performance objectives, addressed in the campus improvement plan, and approved by a campus-level advisory committee. Staff development for noninstructional personnel is designed to meet specific licensing requirements (e.g., bus drivers) and continued employee skill development.

Individuals holding renewable SBEC certificates are responsible for obtaining the required training hours and maintaining appropriate documentation.

Compensation and benefits
Salaries, wages, and stipends
Policy DEA

Employees are paid in accordance with administrative guidelines and a pay structure established for each position. The district’s pay plans are reviewed by the administration each year and adjusted as needed. All district positions are classified as exempt or nonexempt according to federal law. Professional employees and academic administrators are generally classified as exempt and are paid monthly salaries. They are not entitled to overtime compensation. Other employees are generally classified as nonexempt and are paid an hourly wage or salary and receive compensatory time or overtime pay for each overtime hour worked beyond 40 in a workweek. (See Overtime Compensation Policy DEA)
All employees will receive written notice of their pay and work schedules before the start of each school year. Classroom teachers, full-time librarians, full-time nurses, and full-time counselors will be paid no less than the minimum state salary schedule. Contract employees who perform extracurricular or supple¬mental duties may be paid a stipend in addition to their salary according to the district’s extra-duty pay schedule.

Employees should contact Denise Ford for more information about the district’s pay schedules or their own pay.
Annualized compensation
Policy DEA

The district pays all salaried employees over 12 months regardless of the number of months employed during the school year. Salaried employees will be paid in equal monthly or bimonthly payments, beginning with the first pay period of the school year. Employees that separate after the last day of instruction will continue to receive paychecks through the end of the summer.
Paychecks

All professional and salaried employees are paid monthly. Hourly employees are paid every two weeks. Paychecks will not be released to any person other than the district employee named on the check with¬out the employee’s written authorization.

An employee’s payroll statement contains detailed information including deductions, withholding information, and the amount of leave accumulated.  The schedule of pay dates for the 2010-2011 school year follows:  1) Payday normally occurs on the 26th of each month.  Payday for November will be the 24th and for December it will be the 18th.  If the 26th normal payday occurs on a Saturday or Sunday, the payday will be the Friday prior.

Automatic payroll deposit

Employees can have their paychecks electronically deposited into a designated account. A notification period of two weeks is necessary to activate this service. Contact the business office for more information about the automatic payroll deposit service.
Payroll deductions
Policy CFEA

The district is required to make the following automatic payroll deductions:

• Teacher Retirement System of Texas (TRS) or Social Security employee contributions
• Federal income tax
• Medicare tax (applicable only to employees hired after March 31, 1986)

Other payroll deductions employees may elect include deductions for the employee’s share of premiums for health, dental, life, and vision insurance; annuities; and higher education savings plans. Employees also may request payroll deduction for payment of membership dues to professional organizations and payments to the Teachers’ Credit Union. Salary deductions are automatically made for unauthorized or unpaid leave.
Overtime compensation
Policy DEA

The district compensates overtime for nonexempt employees in accordance with federal wage and hour laws. Only nonexempt employees (hourly employees and paraprofessional employees) are entitled to overtime compensation. Nonexempt employees are not authorized to work beyond their normal work schedule without advance approval from their supervisor.

Overtime is legally defined as all hours worked in excess of 40 hours in a work week and is not measured by the day or by the employee’s regular work schedule. Nonexempt employees that are paid on a salary basis are paid for a 40-hour workweek and do not earn additional pay unless they work more than 40 hours. For the purpose of calculating overtime, a workweek begins at 12:01 a.m. Monday and ends at 12:00 p.m. on Sunday.
For Moltey County ISD’s Local Policy regarding overtime, please see DEA (Local) at www.motleyco.org, Administration, Board Policy, DEA Local.
Travel expense reimbursement
Policy DEE

Before any travel expenses are incurred by an employee, the employee’s principal and superintendent must give approval. For approved travel, employees will be reimbursed for mileage and other travel expenditures according to the current rate schedule established by the district. Employees must submit receipts, to the extent possible, to be reimbursed for expenses other than mileage.
Health, dental, and life insurance
Policy CRD

Group health insurance coverage is provided through TRS-ActiveCare, the statewide public school health insurance program. The district’s contribution to employee insurance premiums is determined annually by the board of trustees. Employees eligible for health insurance coverage include the following:

• Employees who are active, contributing TRS members
• Employees who are not contributing TRS members and who are regularly scheduled to work at least 10 hours per week

TRS retirees who are enrolled in TRS-Care (retiree health insurance program) and employees who are not contributing TRS members who are regularly scheduled to work less than 10 hours per week are not eligible to participate in TRS-ActiveCare.

The insurance plan year is from September 1 through August 31. Current employees can make changes in their insurance coverage during open enrollment each spring. Detailed descriptions of insurance coverage, employee cost, and eligibility requirements are pro-vided to all employees in a separate booklet. Employees should contact the business office for more information.

Supplemental insurance benefits
Policy CRD

At their own expense, employees may enroll in supplemental insurance programs. Premiums for these programs can be paid by payroll deduction. Employees should contact the business office for more information.

Cafeteria plan benefits (Section 125)

Employees may be eligible to participate in the Cafeteria Plan (Section 125) and, under IRS regulations, must either accept or reject this benefit. This plan enables eligible employees to pay certain insurance premiums on a pretax basis (i.e., disability, accidental death and dismemberment, cancer and dread disease, dental, and additional term life insurance). A third-party administrator handles employee claims made on these accounts.

New employees must accept or reject this benefit during their first month of employment. All employees must accept or reject this benefit on an annual basis and during the specified time period.
Workers’ compensation insurance
Policy CRE

The district, in accordance with state law, provides workers’ compensation benefits to employees who suffer a work-related illness or are injured on the job. The district has workers’ compensation coverage from C.A.S. Benefits.  Benefits help pay for medical treatment and make up for part of the income lost while recovering. Specific benefits are prescribed by law depending on the circumstances of each case.

All work-related accidents or injuries should be reported immediately to the superintendent.  Employees who are unable to work because of a work-related injury will be notified of their rights and responsibilities under the Texas Labor Code. See Workers’ compensation benefits, for information on use of paid leave for such absences.

Unemployment compensation insurance
Policy CRF

Employees who have been laid off or terminated through no fault of their own may be eligible for unemployment compensation benefits. Employees are not eligible to collect unemployment benefits during regularly scheduled breaks in the school year or the summer months if they have employment contracts or reasonable assurance of returning to service. Employees with questions about unemployment benefits should contact the superintendent.
Teacher retirement
Policy DEG

All personnel employed on a regular basis for at least four and one-half months are members of the Teacher Retirement System of Texas (TRS). Substitutes not receiving TRS service retirement benefits who work at least 90 days a year are also eligible for TRS membership and to purchase a year of creditable service. TRS provides members with an annual statement of their account showing all deposits and the total account balance for the year ending August 31, as well as an estimate of their retirement benefits.

Employees who plan to retire under TRS should notify TRS as soon as possible. Information on the application procedures for TRS benefits is available from TRS at Teacher Retirement System of Texas, 1000 Red River Street, Austin, TX 78701-2698, or call 800-223-8778 or 512-542-6400. TRS information is also available on the Web (www.trs.state.tx.us).

Leaves and absences
Policy DEC, DECA, DECB

The district offers employees paid and unpaid leaves of absence in times of personal need. This handbook describes the basic types of leave available and restrictions on leaves of absence. Employees who expect to be absent for an extended period of more than five days should call the business office for information about applicable leave benefits, payment of insurance premiums, and requirements for communicating with the district.

Employees who take an unpaid leave of absence may continue their insurance benefits at their own expense.  Health care benefits for employees on leave authorized under the Family and Medical Leave Act will be paid by the district as they were when they were working.  Otherwise, the district does not make benefit contributions for employees who are on unpaid leave.

If an employee leaves the district before the end of the work year, the cost of any unearned leave days taken shall be deducted from the employee’s final paycheck.

Employees must follow district and department or campus procedures to report or request
any leave of absence and complete the appropriate form or certification. Any employee
who is absent more than five days because of a personal or family illness must submit
a medical certification from a qualified health care provider confirming the specific dates
of the illness, the reason for the illness, and—in the case of personal illness—the
employee’s fitness to return to work.

Employees on an approved leave of absence other than family and medical leave may
continue their insurance benefits at their own expense. Health insurance benefits for
employees on paid leave and leave designated under the Family and Medical Leave Act
will be paid by the district as they were prior to the leave. Otherwise, the district does not
pay any portion of insurance premiums for employees who are on unpaid leave.

Personal leave

State law entitles all employees to five days of paid personal leave per year. Personal leave is earned at a rate of ½ day for each 18 days of employment.  A day of earned personal leave is equivalent to an assigned workday. State personal leave accumulates without limit, is transferable to other Texas school districts and generally transfers to education service centers. There are two types of personal leave: nondiscretionary and discretionary.

Nondiscretionary. Leave that is taken for personal or family illness, family emergency, a death in the family, or active military service is considered nondiscretionary leave. Reasons for this type of leave allows very little, if any advanced planning. Nondiscretionary leave will be granted to employees in the same manner as state sick leave.

Discretionary. Leave that is taken at an employee’s discretion and that can be scheduled in advance is considered discretionary leave. An employee wishing to take discretionary personal leave must submit a request to his or her principal or supervisor 5 days in advance of the anticipated absence. The effect of the employee’s absence on the educational program or department operations, as well as the availability of substitutes, will be considered by the principal or supervisor.
Sick leave

Previously accumulated state sick leave is available for use and may be transferred to other school districts in Texas. State sick leave can be used only in 5 day increments except when coordinated with family and medical leave taken on an intermittent or reduced-schedule basis or when coordinated with workers’ compensation benefits.

State sick leave may be used for the following reasons only:

• Employee illness
• Illness in the employee’s immediate family
• Family emergency (i.e., natural disasters or life-threatening situations)
• Death in the immediate family
• Active military service
Local leave-Local leave is available to each employee at the rate of three days per school year.
Family and medical leave (FMLA)—general provisions

The following text is from the federal notice, Employee Rights and Responsibilities
Under the Family and Medical Leave Act. Specific information that the district has
adopted to implement the FMLA follows this general notice.

Basic Leave Entitlement. FMLA requires covered employers to provide up to 12 weeks
of unpaid, job-protected leave to eligible employees for the following reasons:

• For incapacity due to pregnancy, prenatal medical care or child birth;
• To care for the employee’s child after birth, or placement for adoption or foster
care;
• To care for the employee’s spouse, son or daughter, or parent, who has a serious
health condition; or
• For a serious health condition that makes the employee unable to perform the
employee’s job.

Military Family Leave Entitlements. Eligible employees with a spouse, son, daughter,
or parent on active duty or call to active duty status in the National Guard or Reserves in
support of a contingency operation may use their 12-week leave entitlement to address
certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

FMLA also includes a special leave entitlement that permits eligible employees to take
up to 26 weeks of leave to care for a covered servicemember during a single 12-month
period. A covered servicemember is a current member of the Armed Forces, including a
member of the National Guard or Reserves, who has a serious injury or illness incurred in
the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment,
recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired
list.

Benefits and Protections. During FMLA leave, the employer must maintain the
employee’s health coverage under any “group health plan” on the same terms as if the
employee had continued to work. Upon return from FMLA leave, most employees must
be restored to their original or equivalent positions with equivalent pay, benefits, and
other employment terms.

Use of FMLA leave cannot result in the loss of any employment benefit that accrued
prior to the start of an employee’s leave.

Eligibility Requirements. Employees are eligible if they have worked for a covered
employer for at least one year, for 1,250 hours over the previous 12 months, and if at least 50 employees are employed by the employer within 75 miles.

Definition of Serious Health Condition. A serious health condition is an illness, injury,
impairment, or physical or mental condition that involves either an overnight stay in a
medical care facility, or continuing treatment by a health care provider for a condition
that either prevents the employee from performing the functions of the employee’s job, or
prevents the qualified family member from participating in school or other daily activities.

Subject to certain conditions, the continuing treatment requirement may be met by a
period of incapacity of more than 3 consecutive calendar days combined with at least two
visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

Use of Leave. An employee does not need to use this leave entitlement in one block.
Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the employer’s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis.

Substitution of Paid Leave for Unpaid Leave. Employees may choose or employers
may require use of accrued paid leave while taking FMLA leave. In order to use paid
leave for FMLA leave, employees must comply with the employer’s normal paid leave
policies.

Employee Responsibilities. Employees must provide 30 days advance notice of the need
to take FMLA leave when the need is foreseeable. When 30 days notice is not possible,
the employee must provide notice as soon as practicable and generally must comply with
an employer’s normal call-in procedures.

Employees must provide sufficient information for the employer to determine if the leave
may qualify for FMLA protection and the anticipated timing and duration of the leave.
Sufficient information may include that the employee is unable to perform job functions,
the family member is unable to perform daily activities, the need for hospitalization or
continuing treatment by a health care provider, or circumstances supporting the need for
military family leave. Employees also must inform the employer if the requested leave is
for a reason for which FMLA leave was previously taken or certified. Employees also
may be required to provide a certification and periodic recertification supporting the need for leave.

Employer Responsibilities. Covered employers must inform employees requesting
leave whether they are eligible under FMLA. If they are the notice must specify any additional information required as well as the employees’ rights and responsibilities. If they are not eligible, the employer must provide a reason for the ineligibility.

Covered employers must inform employees if leave will be designated as FMLA-protected and the amount of leave counted against the employee’s leave entitlement. If the employer determines that the leave is not FMLA-protected, the employer must notify the employee.

Unlawful Acts by Employers. FMLA makes it unlawful for any employer to:
• Interfere with, restrain, or deny the exercise of any right protected under FMLA;
• Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.

Enforcement. An employee may file a complaint with the U.S. Department of Labor or
may bring a private lawsuit against an employer.
FMLA does not affect any Federal or State law prohibiting discrimination, or supersede
any State or local law or collective bargaining agreement which provides greater family
or medical leave rights.

FMLA section 109 (29 U.S.C. § 2619) required FMLA covered employers to post the text of this notice.
Regulations 29 C.F.R. § 825.300 (a) may require additional disclosures.

For additional information:
1-866-4US-WAGE (1-866-487-9243) TTY: 1-877-889-5627
www.wagehour.dol.gov

Local FMLA provisions

Eligible employees can take up to 12 weeks of unpaid leave in the 12-month period.

• beginning on the first duty day of the school year

Use of paid leave. Family and medical leave runs concurrently with accrued sick and
personal leave, temporary disability leave, compensatory time, assault leave, and
absences due to a work-related illness or injury. The district will designate the leave as
family and medical leave, if applicable, and notify the employee that accumulated leave
will run concurrently.

Combined leave for spouses. A husband and wife who are both employed by the district
are limited to a combined total of 12 weeks of FMLA leave to care for a parent with a
serious health condition; or for the birth, adoption, or foster placement of a child. Military
caregiver leave for spouses is limited to a combined total of 26 weeks.

Intermittent leave. When medically necessary or in the case of a qualifying exigency, an employee may take leave intermittently or on a reduced schedule. The district does not permit the use of intermittent or reduced-schedule leave for the care of a newborn child or for adoption or placement of a child with the employee.

District contact. Employees that require FMLA leave or have questions should contact the business office  for details on eligibility, requirements, and limitations.
Temporary disability leave

Certified employees. Any full-time employee whose position requires certification from the State Board for Educator Certification (SBEC) is eligible for temporary disability leave. The purpose of temporary disability leave is to provide job protection to full-time educators who cannot work for an extended period of time because of a mental or physical disability of a temporary nature. Temporary disability leave must be taken as a continuous block of time. It may not be taken intermittently or on a reduced schedule. Pregnancy and conditions related to pregnancy are treated the same as any other temporary disability.

Employees must request approval for temporary disability leave. An employee’s notification of need for extended absence due to the employee’s own medical condition shall be accepted as a request for temporary disability leave. The request must be accompanied by a physician’s statement confirming the employee’s inability to work and estimating a probable date of return. If disability leave is approved, the length of leave is no longer than 180 calendar days. If disability leave is not approved, the employee must return to work or be subject to termination procedures.

If an employee is placed on temporary disability leave involuntarily, he or she has the right to request a hearing before the board of trustees. The employee may protest the action and present additional evidence of fitness to work.

When an employee is ready to return to work, the superintendent should be notified at least 30 days in advance. The return-to-work notice must be accompanied by a physician’s statement confirming that the employee is able to resume regular duties. Professional employees returning from leave will be reinstated to the school to which they were previously assigned as soon as an appropriate position is available. If a position is not available before the end of the school year, professional employees will be reinstated at the beginning of the following school year.
Workers’ compensation benefits

An employee absent from duty because of a job-related illness or injury may be eligible for workers’ compensation weekly income benefits if the absence exceeds seven calendar days.

An employee receiving workers’ compensation wage benefits for a job-related illness or injury may choose to use accumulated sick leave or any other paid leave benefits. An employee choosing to use paid leave will not receive workers’ compensation weekly income benefits until all paid leave is exhausted or to the extent that paid leave does not equal the pre-illness or -injury wage. If the use of paid leave is not elected, then the employee will only receive workers’ compensation wage benefits for any absence resulting from a work-related illness or injury, which may not equal his or her pre-illness or -injury wage.

Assault leave

Assault leave provides extended job income and benefits protection to an employee who is injured as the result of a physical assault suffered during the performance of his or her job. An injury is treated as an assault if the person causing the injury could be prosecuted for assault or could not be prosecuted only because that person’s age or mental capacity renders the person nonresponsible for purposes of criminal liability.

An employee who is physically assaulted at work may take all the leave time medically necessary (up to two years) to recover from the physical injuries he or she sustained. At the request of an employee, the district will immediately assign the employee to assault leave. Days of leave granted under the assault leave provision will not be deducted from accrued personal leave and must be coordinated with workers’ compensation benefits. Upon investigation the district may change the assault leave status and charge leave used against the employee’s accrued paid leave. The employee’s pay will be deducted if accrued paid leave is not available.
Bereavement leave – See Discretionary Leave DEC Local.
Jury duty

Employees will receive leave with pay and without loss of accumulated leave for jury duty. Employees must present documentation of the service.
Other court appearances

Employees will be granted paid leave to comply with a valid subpoena to appear in a civil, criminal, legislative, or administrative proceeding. Employees may be required to submit documentation of their need for leave for court appearances.
Military leave

Paid leave for military service. Any employee who is a member of the Texas National Guard, Texas State Guard, or reserve component of the United States Armed Forces will be granted a paid leave of absence without loss of any accumulated leave for authorized training or duty orders. Paid military leave will not exceed 15 days each federal fiscal year (October 1–September 30). In addition, an employee is entitled to use available state and local personal or sick leave during a time of active military service.

Reemployment after military leave. Employees who leave the district to enter into the United States uniformed services or who are ordered to active state military duty (Texas National Guard or Texas State Guard) may return to employment if they are honorably discharged. Employees who wish to return to the district will be reemployed in the position they would have held if employment had not been interrupted or reassigned to an equivalent or similar position provided they can be qualified to perform the required duties. To be eligible for reemployment, employees must provide notice of their obligation or intent to perform military service, provide evidence of honorable discharge or release, and submit an application for reemployment to the superintendent.

Continuation of health insurance. Employees who perform service in the uniformed services may elect to continue their health plan coverage at their own cost for a period not to exceed 24 months. Employees should contact the business office for details on eligibility, requirements, and limitations.

Employee relations and communications
Employee recognition and appreciation

Continuous efforts are made throughout the year to recognize employees who make an extra effort to contribute to the success of the district. Employees are recognized at board meetings, in the district newsletter, and through special events and activities.
District communications

Throughout the school year, the office publishes newsletters, brochures, fliers, calendars, news releases, and other communication materials. These publications offer employees and the community information pertaining to school activities and achievements.

Complaints and grievances
Policy DGBA

In an effort to hear and resolve employee concerns or complaints in a timely manner and at the lowest administrative level possible, the board has adopted an orderly grievance process. Employees are encouraged to discuss their concerns or complaints with their supervisors or an appropriate administrator at any time.

The formal process provides all employees with an opportunity to be heard up to the highest level of management if they are dissatisfied with an administrative response. Once all administrative procedures are exhausted, employees can bring concerns or complaints to the board of trustees. For ease of reference, the district’s policy concerning the process of bringing concerns and complaints is reprinted as follows:

DGBA (Local) can be accessed online at http://www.tasb.org/policy/pol/private/173901/

Employee conduct and welfare
Standards of conduct
Policy DH

All employees are expected to work together in a cooperative spirit to serve the best interests of the district and to be courteous to students, one another, and the public. Employees are expected to observe the following standards of conduct:

• Recognize and respect the rights of students, parents, other employees, and members of the community.
• Maintain confidentiality in all matters relating to students and coworkers.
• Report to work according to the assigned schedule.
• Notify their immediate supervisor in advance or as early as possible in the event that they must be absent or late. Unauthorized absences, chronic absenteeism, tardiness, and failure to follow procedures for reporting an absence may because for disciplinary action.
• Know and comply with department and district policies and procedures.
• Express concerns, complaints, or criticism through appropriate channels.
• Observe all safety rules and regulations and report injuries or unsafe conditions to a supervisor immediately.
• Use district time, funds, and property for authorized district business and activities only.

All district employees should perform their duties in accordance with state and federal law, district policies and procedures, and ethical standards. Violation of policies, regulations, or guidelines may result in disciplinary action, including termination. Alleged incidents of certain misconduct by educators, including having a criminal record, must be reported to SBEC not later than the seventh day the superintendent first learns of the incident. See Reports to the State Board for Educator Certification.

The Code of Ethics and Standard Practices for Texas Educators, adopted by the State Board for Educator Certification, which all district employees must adhere to, is reprinted below:

Code of Ethics and Standard Practices for Texas Educators

Statement of Purpose

The Texas educator shall comply with standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community and shall safeguard academic freedom. The Texas educator, in maintaining the dignity of the profession, shall respect and obey the law, demonstrate personal integrity, and exemplify honesty. The Texas educator, in exemplifying ethical relations with colleagues, shall extend just and equitable treatment to all members of the profession. The Texas educator, in accepting a position of public trust, shall mea¬sure success by the progress of each student toward realization of his or her potential as an effective citizen. The Texas educator, in fulfilling responsibilities in the community, shall cooperate with parents and others to improve the public schools of the community.

Professional Standards

1. Professional Ethical Conduct, Practices, and Performance

Standard 1.1  The educator shall not knowingly engage in deceptive practices regarding official policies of the school district or educational institution.
Standard 1.2  The educator shall not knowingly misappropriate, divert, or use monies, personnel, property, or equipment committed to his or her charge for personal gain or advantage.
Standard 1.3  The educator shall not submit fraudulent requests for       reimbursement, expenses, or pay.
Standard 1.4  The educator shall not use institutional or professional privileges for personal or partisan advantage.
Standard 1.5  The educator shall neither accept nor offer gratuities, gifts, or favors that impair professional judgment or to obtain special advantage. This standard shall not restrict the acceptance of gifts or tokens offered and accepted openly from students, parents, or other persons or organizations in recognition or appreciation of service.
Standard 1.6  The educator shall not falsify records, or direct or coerce others to do so.
Standard 1.7  The educator shall comply with state regulations, written local school board policies, and other applicable state and federal laws.
Standard 1.8  The educator shall apply for, accept, offer, or assign a position or a responsibility on the basis of professional qualifications.

2. Ethical Conduct toward Professional Colleagues

Standard 2.1  The educator shall not reveal confidential health or personnel information concerning colleagues unless disclosure serves lawful professional purposes or is required by law.
Standard 2.2  The educator shall not harm others by knowingly making false statements about a colleague or the school system.
Standard 2.3  The educator shall adhere to written local school board policies and state and federal laws regarding the hiring, evaluation, and dismissal of personnel.
Standard 2.4  The educator shall not interfere with a colleague's exercise of political, professional, or citizenship rights and responsibilities.
Standard 2.5  The educator shall not discriminate against or coerce a     colleague on the basis of race, color, religion, national origin, age, sex, disability, or family status.
Standard 2.6  The educator shall not use coercive means or promise of special treatment in order to influence professional decisions or colleagues.
Standard 2.7  The educator shall not retaliate against any individual who has filed a complaint with the SBEC under this chapter.

3. Ethical Conduct toward Students

Standard 3.1  The educator shall not reveal confidential information        concerning students unless disclosure serves lawful professional purposes or is required by law.
Standard 3.2  The educator shall not knowingly treat a student in a manner that adversely affects the student's learning, physical health, mental health, or safety.
Standard 3.3  The educator shall not deliberately or knowingly misrepresent facts regarding a student.
Standard 3.4  The educator shall not exclude a student from participation in a program, deny benefits to a student, or grant an advantage to a student on the basis of race, color, sex, disability, national origin, religion, or family status.
Standard 3.5  The educator shall not engage in physical mistreatment of a    student.
Standard 3.6  The educator shall not solicit or engage in sexual conduct or a romantic relation¬ship with a student.
Standard 3.7  The educator shall not furnish alcohol or illegal/unauthorized drugs to any student or knowingly allow any student to consume alcohol or illegal/unauthorized drugs in the presence of the educator.
Discrimination, harassment, and retaliation
Policies DH, DIA

Employees shall not engage in prohibited harassment, including sexual harassment, of other employees or students. While acting in the course of their employment, employees shall not engage in prohibited harassment of other persons, including board members, vendors, contractors, volunteers, or parents. A substantiated charge of harassment will result in disciplinary action.

Employees who believe they have been discriminated or retaliated against or harassed are encouraged to promptly report such incidents to the campus principal, supervisor, or appropriate district official. If the campus principal, supervisor, or district official is the subject of a complaint, the employee should report the complaint directly to the superintendent. A complaint against the superintendent may be made directly to the board.

The district’s policy that includes definitions and procedures for reporting and investigating discrimination, harassment, and retaliation is reprinted below:

DIA (Local) can be accessed online at http://wwwtasb.org/policy/pol/private/173901/.
Harassment of students
Policies DH, FFG, FFH

Sexual and other harassment of students by employees are forms of discrimination and are prohibited by law. Romantic or inappropriate social relationships between students and district employees are prohibited. Employees who suspect a student may have experienced prohibited harassment are obligated to report their concerns to the campus principal or other appropriate district official. All allegations of prohibited harassment of a student will be reported to the student’s parents and promptly investigated. An employee who knows of or suspects child abuse must also report his or her knowledge or suspicion to the appropriate authorities, as required by law.

The district’s policy that includes definitions and procedures for reporting and investigating harassment of students is reprinted below:

FFH (Local) http://www.tasb.org/policy/pol/private/173901/.
Alcohol and drug-abuse prevention
Policies DH, DI

Motley County ISD is committed to maintaining an alcohol- and drug-free environment and will not tolerate the use of alcohol and illegal drugs in the workplace and at school-related or school-sanctioned activities on or off school property.  Employees who use or are under the influence of alcohol or illegal drugs as defined by the Texas Controlled Substances Act during working hours may be dismissed. The district’s policy regarding employee drug use follows:

DH (Local) and DI (Exhibit) can be accessed online at http://www.tasb.org/policy/pol/private/173901/
Reporting suspected child abuse
Policies DF, DG, DH, FFG, GRA

All employees are required by state law to report any suspected child abuse or neglect to a law enforcement agency, Child Protective Services, or appropriate state agency (e.g., state agency operating, licensing, certifying, or registering a facility) within 48 hours of the event that led to the suspicion. Abuse is defined by Texas Family Code and includes any sexual conduct involving an educator and a student or minor. Reports to Child Protective Services can be made to the Texas Abuse Hotline (800-252-5400). State law specifies that an employee may not delegate to or rely on another person to make the report.

Under state law, any person reporting or assisting in the investigation of reported child abuse or neglect is immune from liability unless the report is made in bad faith or with malicious intent. In addition, the district is prohibited from retaliating against an employee who, in good faith, reports child abuse or neglect or who participates in an investigation regarding an allegation of child abuse or neglect.

An employee’s failure to report suspected child abuse may result in prosecution for the commission of a Class B misdemeanor. In addition, a certified employee’s failure to report suspected child abuse may result in disciplinary procedures by SBEC for a violation of the Code of Ethics and Standard Practices for Texas Educators.

Employees who suspect that a student has been or may be abused or neglected should also report their concerns to the campus principal. This includes students with disabilities who are no longer minors. Employees are not required to report their concern to the principal before making a report to the appropriate agencies. In addition, employees must cooperate with child abuse and neglect investigators. Reporting the concern to the principal does not relieve the employee of the requirement to report to the appropriate state agency. Interference with a child abuse investigation by denying an interviewer’s request to interview a student at school or requiring the presence of a parent or school administrator against the desires of the duly authorized investigator is prohibited.
Fraud and financial impropriety
Policy CAA

All employees should act with integrity and diligence in duties involving the district’s financial resources. The district prohibits fraud and financial impropriety, as defined below. Fraud and financial impropriety includes the following:

• Forgery or unauthorized alteration of any document or account belonging to the district
• Forgery or 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 outside parties
• 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
• Destroying, removing, or inappropriately using records, furniture, fixtures, or equipment
• Failing to provide financial records required by state or local entities
• Failure to disclose conflicts of interest as required by policy
• Any other dishonest act regarding the finances of the district
Conflict of interest
Policies BBFA, DBD

Employees are required to disclose to their supervisor any situation that creates a potential conflict of interest with proper discharge of assigned duties and responsibilities or creates a potential conflict of interest with the best interests of the district. This includes the following:
• A personal financial interest
• A business interest
• Any other obligation or relationship
• Nonschool employment
Gifts and favors
Policy DBD

Employees may not accept gifts or favors that could influence, or be construed to influence, the employee’s discharge of assigned duties. The acceptance of a gift, favor, or service by an administrator or teacher that might reasonably tend to influence the selection of textbooks may result in prosecution of a Class B misdemeanor offense. This does not include staff development, teacher training, or instructional materials, such as maps or worksheets, that convey information to students or contribute to the learning process.
Associations and political activities
Policy DGA

The district will not directly or indirectly discourage employees from participating in political affairs or require any employee to join any group, club, committee, organization, or association. Employees may join or refuse to join any professional association or organization.

An individual’s employment will not be affected by membership or a decision not to be a member of any employee organization that exists for the purpose of dealing with employers concerning grievances, labor disputes, wages, rates of pay, hours of employment, or conditions of work.

Use of district resources, including work time, for political activities is prohibited.

Safety
Policy CK

The district has developed and promotes a comprehensive program to ensure the safety of its employees, students, and visitors. The safety program includes guidelines and procedures for responding to emergencies and activities to help reduce the frequency of accidents and injuries. To prevent or minimize injuries to employees, coworkers, and students and to protect and conserve district equipment, employees must comply with the following requirements:

• Observe all safety rules.
• Keep work areas clean and orderly at all times.
• Immediately report all accidents to their supervisor.
• Operate only equipment or machines for which they have training and authorization.

Employees with questions or concerns relating to safety programs and issues can contact principal or superintendent.
Tobacco use
Policies DH, GKA, FNCD

State law prohibits smoking or using tobacco products on all district-owned property and at school-related or school-sanctioned activities, on or off campus. This includes all buildings, playground areas, parking facilities, and facilities used for athletics and other activities. Drivers of district-owned vehicles are prohibited from smoking while inside the vehicle. Notices stating that smoking is prohibited by law and punishable by a fine are displayed in prominent places in all school buildings.
Criminal history background checks
Policy DBAA

Employees may be subject to a review of their criminal history record information at any time during employment. National criminal history checks based on an individual’s fingerprints, photo, and other identification will be conducted on certain employees and entered into the Texas Department of Public Safety (DPS) Clearinghouse. This database provides the district and SBEC with access to an employee’s current national criminal history and updates to the employee’s subsequent criminal history.
Employee arrests and convictions
Policy DH

An employee must notify his or her principal or immediate supervisor within three calendar days of any arrest, indictment, conviction, no contest or guilty plea, or other adjudication of any felony, any offense involving moral turpitude, and any of the other offenses listed below:
• Crimes involving school property or funds
• Crimes involving attempt by fraudulent or unauthorized means to obtain or alter any certificate or permit that would entitle any person to hold or obtain a position as an educator
• Crimes that occur wholly or in part of school property or at a school-sponsored activity
• Crimes involving moral turpitude

Moral turpitude includes, but is not limited to, the following:

• Dishonesty
• Fraud
• Deceit
• Theft
• Misrepresentation
• Deliberate violence
• Base, vile, or depraved acts that are intended to arouse or gratify the sexual desire of the actor
• Drug or alcohol-related offenses
• Acts constituting abuse or neglect under the Texas Family Code
Possession of firearms and weapons
Policies FNCG, GKA

Employees, visitors, and students are prohibited from bringing firearms, knives, clubs or other prohibited weapons onto school premises (i.e., building or portion of a building) or any grounds or building where a school-sponsored activity takes place. To ensure the safety of all persons, employees who observe or suspect a violation of the district’s weapons policy should report it to the principal or superintendent immediately.
Visitors in the workplace
Policy GKC

All visitors are expected to enter any district facility through the main entrance and sign in or report to the building’s main office. Authorized visitors will receive directions or be escorted to their destination. Employees who observe an unauthorized individual on the district premises should immediately direct him or her to the building office or contact the administrator in charge.
Copyrighted materials
Policy EFE

Employees are expected to comply with the provisions of federal copyright law relating to the unauthorized use, reproduction, distribution, performance, or display of copyrighted materials (i.e., printed material, videos, computer data and programs, etc.). Rented video tapes are to be used in the classroom for educational purposes only. Duplication or back up of computer programs and data must be made within the provisions of the purchase agreement.
Computer use and data management
Policy CQ

The district’s electronic communications systems, including its network access to the Internet, is primarily for administrative and instructional purposes. Limited personal use of the system is permitted if the use:

• Imposes no tangible cost to the district
• Does not unduly burden the district’s computer or network resources
• Has no adverse effect on job performance or on a student’s academic performance

Electronic mail transmissions and other use of the electronic communications systems are not confidential and can be monitored at any time to ensure appropriate use.

Employees who are authorized to use the systems are required to abide by the provisions of the district’s communications systems policy and administrative procedures. Failure to do so can result in suspension or termination of privileges and may lead to disciplinary action. Employees with questions about computer use and data management can contact the technology coordinator.
Asbestos management plan
Policy CKA

The district is committed to providing a safe environment for employees. An accredited management planner has developed an asbestos management plan for each piece of district property. A copy of the district’s management plan is kept in the superintendent’s office and is available for inspection during normal business hours.
Pest control treatment
Policy DI, CLB

Employees are prohibited from applying any pesticide or herbicide without appropriate training and prior approval of the integrated pest management (IPM) coordinator. Any application of pesticide or herbicide must be done in a manner prescribed by law and the district’s integrated pest management program.

Notices of planned pest control treatment will be posted in a district building 48 hours before the treatment begins. Notices are generally located at the front entrance of the school. Pest control information sheets are available from campus principals or facility managers upon request.

General procedures
Bad weather closing

The district may close schools because of bad weather or emergency conditions. When such conditions exist, the superintendent will make the official decision concerning the closing of the district’s facilities. When it becomes necessary to open late or to release students early, the following radio and television stations will be notified by school officials:

All Lubbock television stations and 96.1 (Childress Radio Station) will be notified by school officials.
Emergencies
Policy CKC

All employees should be familiar with the evacuation diagrams posted in their work areas. Fire, tornado, and other emergency drills will be conducted to familiarize employees and students with evacuation procedures. Fire extinguishers are located throughout all district buildings. Employees should know the location of the extinguishers nearest their place of work and how to use them.
Purchasing procedures
Policy CH

All requests for purchases must be submitted to the business office on an official district purchase order (PO) form with the appropriate approval signatures. Purchase Orders should be submitted 7 calendar days in advance of the purchase to allow time for review and approval by appropriate employees including but not limited to supervisors, principal, superintendent and business office staff.  No purchases, charges, or commitments to buy goods or services for the district can be made without a PO number. The district will not reimburse employees or assume responsibility for purchases made without authorization. Employees are not permitted to purchase supplies or equipment for personal use through the district’s business office. Contact the business office for additional information on purchasing procedures.
Name and address changes

It is important that employment records be kept up to date. Employees must notify the business office if there are any changes or corrections to their name, home address, home telephone number, marital status, emergency contact, or beneficiary. Forms to process a change in personal information can be obtained from the business office.

Personnel records
Policy GBA

Most district records, including personnel records, are public information and must be released upon request. Employees may choose to have the following personal information withheld:

• Address
• Phone number
• Social Security number
• Information that reveals whether they have family members

The choice to not allow public access to this information may be done at any time by submitting a written request to Mrs. Brooke Barton, Secretary to the Superintendent.  New or terminating employees have 14 days after hire or termination to submit a request. Otherwise, personal information will be released to the public.
Building use
Policies DGA, GKD

Employees who wish to use district facilities after school hours must follow established procedures.  The superintendent is responsible for scheduling the use of facilities after school hours. Contact William Cochran to request to use school facilities and to obtain information on the fees charged.

Termination of employment
Resignations
Policy DFE

Contract employees. Contract employees may resign their position without penalty at the end of any school year if written notice is received 45 days before the first day of instruction of the following school year. A written notice of resignation should be submitted to the superintendent. Contract employees may resign at any other time only with the approval of the superintendent or the board of trustees. Resignation without consent may result in disciplinary action by the State Board for Educator Certification (SBEC).

The superintendent will notify SBEC when an employee resigns and reasonable evidence exists to indicate that the employee has engaged in any of the acts listed in Reports to the State Board for Educator Certification.

Noncontract employees. Noncontract employees may resign their positions at any time. A written notice of resignation should be submitted to the superintendent at least two weeks prior to the effective date. Employees are encouraged to include the reasons for leaving in the letter of resignation but are not required to do so.
Dismissal or nonrenewal of contract employees
Policies DFAA, DFAB, DFBA, DFBB, DFCA, DFD, DFF

Employees on probationary, term, and continuing contracts can be dismissed during the school year or nonrenewed at the end of the year according to the procedures outlined in district policies. Contract employees dismissed during the school year, suspended without pay, or subject to a reduction in force are entitled to receive notice of the recommended action, an explanation of the charges against them, and an opportunity for a hearing. The time lines and procedures to be followed when a suspension, termination, or nonrenewal occurs will be provided when a written notice is given to an employee. Advance notification requirements do not apply when a contract employee is dismissed for failing to obtain or maintain appropriate certification or whose certification is revoked for misconduct. Information on the time lines and procedures can be found in the DF series policies that are provided to employees or in the policy manuals located in the superintendent’s office.
Dismissal of noncontract employees
Policy DCD

Noncontract employees are employed at will and may be dismissed without notice, a description of the reasons for dismissal, or a hearing. It is unlawful for the district to dis-miss any employee for reasons of race, religion, sex, national origin, disability, military status, any other basis protected by law, or in retaliation for the exercise of certain protected legal rights. Noncontract employees who are dismissed have the right to grieve the termination. The dismissed employee must follow the district process outlined in this handbook when pursuing the grievance. (See Complaints and grievances.)
Exit interviews and procedures
Policy DC

Exit interviews will be scheduled for all employees leaving the district. Information on the continuation of benefits, release of information, and procedures for requesting references will be provided at this time. Separating employees are asked to provide the district with a forwarding address and phone number and complete a questionnaire that provides the district with feedback on his or her employment experience. All district keys, books, property, and equipment must be returned upon separation from employment.
Reports to State Board for Educator Certification
Policy DF

The dismissal or resignation of a certified employee will be reported to the SBEC when the superintendent first learns about an alleged incident of conduct that involves the following:

• A reported criminal history
• Any form of sexual or physical abuse of a minor or any other illegal conduct with a student or a minor
• Soliciting or engaging in sexual conduct or a romantic relationship with a student or minor
• The possession, transfer, sale, or distribution of a controlled substance
• The illegal transfer, appropriation, or expenditure of school property or funds
• An attempt by fraudulent or unauthorized means to obtain or alter any certificate or permit that would entitle the individual to a professional position or to receive additional compensation associated with a position
• Committing a crime on school property or at a school-sponsored event
• Violating assessment instrument security procedures
Reports concerning court-ordered withholding

The district is required to report the termination of employees that are under court order or writ of withholding for child support or spousal maintenance to the court and the individual receiving the support (Texas Family Code §8.210, 158.211). Notice of the following must be sent to the court and support recipient:

• Termination of employment not later than the seventh day after the date of termination
• Employee’s last known address
• Name and address of the employee’s new employer, if known

Student issues
Equal educational opportunities
Policies FB, FFH

The Motley County ISD does not discriminate on the basis of race, color, religion, national origin, gender, or disability in providing education services, activities, and programs, including vocational programs, in accordance with Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Educational Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.

Questions or concerns about discrimination of students on any of the bases listed above should be directed to the superintendent.
Student records
Policy FL

Student records are confidential and are protected from unauthorized inspection or use. Employees should take precautions to maintain the confidentiality of all student records.
The following people are the only people who have general access to a student’s records:
Parents Married, separated, or divorced unless parental rights have been legally terminated and the school has been given a copy of the court order terminating parental rights

The student (if 18 or older or emancipated by a court)
School officials with legitimate educational interests

The student handbook provides parents and students with detailed information on student records. Parents or students who want to review student records should be directed to the campus principal for assistance.

Parent and student complaints
Policy FNG

In an effort to hear and resolve parent and student complaints in a timely manner and at the lowest administrative level possible, the board has adopted orderly processes for handling complaints on different issues. Any campus office or the superintendent’s office can provide parents and students with information on filing a complaint.

Parents are encouraged to discuss problems or complaints with the teachers or the appropriate administrator at any time. Parents and students with complaints that cannot be resolved to their satisfaction should be directed to the campus principal. The formal complaint process provides parents and students with an opportunity to be heard up to the highest level of management if they are dissatisfied with a principal’s response.
Administering medication to students
Policy FFAC

Only designated employees can administer prescription medication, nonprescription medication, and herbal or dietary supplements to students. A student who must take medication during the school day must bring a written request from his or her parent and the medicine, in its original, properly labeled container. Contact the principal or school nurse for information on procedures that must be followed when administering medication to students.
Dietary supplements
Policies DH, FFAC

District employees are prohibited by state law from knowingly selling, marketing, or distributing a dietary supplement that contains performance-enhancing compounds to a student with whom the employee has contact as part of his or her school district duties. In addition, employees may not knowingly endorse or suggest the ingestion, intranasal application, or inhalation of a performance-enhancing dietary supplement to any student.
Psychotropic drugs
Policy FFAC

A psychotropic drug is a substance used in the diagnosis, treatment, or prevention of a disease or as a component of a medication.  It is intended to have an altering effect on perception, emotion, or behavior and is commonly described as a mood- or behavior-altering substance.

District employees are prohibited by state law from doing the following:

• Recommending that a student use a psychotropic drug
• Suggesting a particular diagnosis
• Excluding from class or school-related activity a student whose parent refuses to consent to a psychiatric evaluation or to authorize the administration of a psycho-tropic drug to a student
Student discipline
Policies in the FN series and FO series

Students are expected to follow the classroom rules, campus rules, and rules listed in the Student Handbook and Student Code of Conduct. Teachers and administrators are responsible for taking disciplinary action based on a range of discipline management strategies that have been adopted by the district. Other employees that have concerns about a particular student’s conduct should contact the classroom teacher or campus principal.
Student attendance
Policy FEB

Teachers and staff should be familiar with the district’s policies and procedures for attendance accounting. These procedures require minor students to have parental consent before they are allowed to leave campus. When absent from school, the student, upon returning to school, must bring a note signed by the parent that describes the reason for the absence. These requirements are addressed in campus training and in the student handbook. Con¬tact the campus principal for additional information.
Bullying
Policy FFI

All employees are required to report student complaints of bullying to the principal. The district’s policy that includes definitions and procedures for reporting and investigating bullying of students is reprinted below:

FFI (Local)and can be accessed at http://www.tasb.org/policy/pol/private/173901.
Hazing
Policy FNCC
Students must have prior approval from the principal or designee for any type of “initiation rites” of a school club or organization. While most initiation rites are permissible, engaging in or permitting “hazing” is a criminal offense. Any teacher, administrator, or employee who observes a student engaged in any form of hazing, who has reason to know or suspect that a student intends to engage in hazing, or has engaged in hazing must report that fact or suspicion to the designated campus discipline person.

Index

A
Administering medication to students
Administration
Alcohol and drug testing
Annualized compensation
Arrests and convictions
Asbestos management plan
Assault leave
Associations
At-will employment
Automatic payroll deposits
B
Bad weather closing
Benefits
cafeteria plan
continuation
leave
other
teacher retirement
workers’ compensation
Bereavement leave
Board
meeting schedule
members
of trustees
Building use
Bullying
C
Cafeteria plan benefits
Certification
first aid and CPR
parent notification
Change of address
Child abuse reporting
Code of ethics
Committees
Communication
Compensation
Complaints
employee
parent and student
Compliance coordinators
Computer use
Conflict of interest
Contract
employment
noncertified employees
Copyrighted materials
Court appearances
Court-ordered withholdings
D
Data management
Dietary supplements
Directories
helpful contacts
school
Disclaimer
Dismissal
contract employees
noncontract employees
District
communications
goals and objectives
information
map
mission statement
Drug-abuse prevention
Drugs, psychotropic
E
Emergencies
Employee
conduct and welfare
involvement
recognition
Employment
after retirement
at-will
contract
decisions
outside
Equal educational opportunities
Equal employment opportunity
Exit interviews
F
Family and medical leave
Firearms
Fraud
G
General procedures
Gifts and favors
Goals and objectives
Grievances
H
Handbook
application
design
distribution
legal considerations
legal review
Harassment
student
Hazing
Health insurance
Helpful contacts
I
Insurance
health, dental, and life
supplemental
unemployment
workers’ compensation
J
Job vacancy announcements
Jury duty
L
Leave
accrual
assault
bereavement
court appearances
discretionary
family and medical
jury duty
local
medical certification
military
nondiscretionary
personal
sick
temporary disability
workers’ compensation
Leaves and absences
M
Medications
Military leave
Mission statement
N
Name and address changes
No Child Left Behind Act
Nonrenewal
O
Outside employment
Overtime
compensatory time off
defined
pay
P
Parent and student complaints
Parent notification
Paychecks
deductions
Payroll
schedule
statements
Performance evaluation
Personal leave
Personnel records
Pest control treatment
Policy changes
Political activities
Possession of weapons
Psychotropic drugs
Publications
Purchasing procedures
Q
Qualifying exigency

R
Reassignments
Reports to SBEC
Resignations
contract employees
noncontract employees
Retirement
benefits
employment
S
Safety
Salaries
School
calendar
closing
director
Sexual Harassment
Sick leave
Staff development
Standards of conduct
Stipends
Student
attendance
complaints
discipline
issues
medication
records
Student harassment
Supplemental insurance
T
Teacher retirement
Temporary disability leave
Termination
dismissal during the contract term
exit interviews
noncontract employees
nonrenewal
reports
reports to SBEC
resignations
Tobacco use
Transfers
Travel expense reimbursement
Tutoring
U
Unemployment compensation insurance
V
Visitors
W
Wages
Weapons
Workers’ compensation
benefits
insurance
Workload