2019/2020

Substitute Staff Guidebook

Welcome Introduction

Welcome to the Sultan School District! We are pleased to have you join our team.

We believe substitute staff are an important part of the school system, providing stability of classes, fresh approaches and continued support in helping our district provide the best possible education.

This guidebook is designed as your guide to success as a substitute staff member in the Sultan School District. The contents are arranged to guide you through different processes and help you find answers to questions you may have.

As you perform you work in the classrooms, you may find that you have suggestions that may contribute toward the improvement of our schools and we encourage you to submit all of your ideas to the building administrator. We feel confident you will do everything possible to meet the high standards required for teaching in our schools and wish to thank you for joining us.

Together we can create a welcoming educational environment for our students.

Sultan School District # 311

Boundry Map

District Schools and Contact Information

Sultan School District Office - 514 4th Street – Sultan, WA 98294

Main - 360-793-9800; Direct Extension 360-793-9801

Human Resources – X 1030

Payroll & Benefits – X 1021

Sultan High School 13715 310th Ave. SE Sultan, WA 98294 Main switchboard: (360) 793-9860 Automated attendant: (360) 793-9861 Fax: (360) 793-9864 Principal: Sarita Whitmire Skeith Assistant Principal: Ryan Malone Dean of Students: Jason Vanzant Administrative Secretary: Valerie Anderson-Norris Website: http://www.sultan.k12.wa.us/shs

Sultan Middle School 301 High Ave. Sultan, WA 98294 Main switchboard: (360) 793-9850 Automated attendant: (360) 793-9851 Fax: (360)793-9859 Principal: Nathan Plummer Assistant Principal: Arianna Haindfield District Athletic Director: Scott Sifferman Administrative Secretary: Cindy Broughton Website: http://www.sultan.k12.wa.us/sms

Sultan Elementary School 501 Date St. Sultan, WA 98294 Main switchboard: (360)793-9830 Automated attendant: (360)793-9831 Fax: (360)793-9836 Principal: Aubrey VanOrden Assistant Principal: Christine Hillestad Administrative Secretary: Gini Sorgen Website: http://www.sultan.k12.wa.us/ses

Gold Bar Elementary 419 Lewis St. Gold Bar, WA 98251 Main switchboard: (360)793-9840 Automated attendant: (360)793-9841 Fax: (360)793-4158 Principal: Heather Anderson Administrative Secretary: Connie Fehrenbach Website: http://www.sultan.k12.wa.us/ges Sky Valley Options Sultan School District 514 4th Street Sultan, WA 98294

Main switchboard: 360-793-9810 Fax: (360) 793-4337 ALE Principal: Sarita Whitmire-Skeith

2019 – 2020 School Start and End Times

Start Time

Regular Day

End Time Regular Day

End Time Early Release/

Staff Dev. Fridays

End Time for ½ Day Early

Release Sultan

9:10 AM 3:42 PM 2:12 PM 12:32 PM Elementary School

9:10 AM 11:55 AM No School No School SES Changes Preschool

Morning

12:55 PM 3:42 PM No School No School SES Changes Preschool

Afternoon

Gold Bar Elementary

9:10 AM 3:42 PM 2:12 PM 12:32 PM School

Sultan Middle School

7:50 AM 2:37 PM 1:07 PM 11:13 AM School

Sultan High

7:45 AM 2:28 PM 12:58 PM 10:58 AM School

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31

1 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 21

22 23 24 *25 26 27 28

29 30

1 2 3 4 5

6 7 8 9 10 11 12

13 14 15 16 17 18 19

20 21 22 *23 24 25 26

27 28 29 30 31

1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

1 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 21

22 23 24 25 26 27 28

29 30 31

1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31

1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

1 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 *18 19 20 21

22 23 24 25 26 27 28

29 30 31

1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30

1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 *26 27 28 29 30

31

1 2 3 4 5 6

7 8 9 10 11 12 *13

14 15 16 *17 *18 *19 20

21 22 23 24 25 26 27

28 29 30

1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31

Aug. 26-27

Aug. 28-29

Sept. 2

Sept. 3

Sept. 4

Sept. 5

Sept. 9

Sept. 16

Sept. *25

Oct. *23

Oct. *24

Oct. *25

Nov. 11

Nov. 27

Nov. 28-29

Dec. 19

Dec. 20-31

Jan. 1

Jan. 2-3

Jan. 20

Jan. 27

New Teacher Orientation

Staff Development

Labor Day

Staff Development & Benefit Fair

First Day of School: only grades 1-5, 6 & 9

First Day of School for grades 7 & 8, 10-12

First Day of School for Kindergarteners

Non-Student Day (District & SEA PLD)

District Evacuation Drill (Schools in Sultan)

Evening Parent/Teacher Conferences

Parent/Teacher Conferences (No School)

*Limited Conference Schedule (No School)

Veteran’s Day

1/2 day Early Release Thanksgiving Break

Thanksgiving Break

Winter Break (1/2 Day Early Release)

Winter Break

New Year’s Day

Winter Break

Martin Luther King Jr. Day (No School)

SEA/PSE Contract Day (No School)

Feb. 14

Feb. 17

Feb.18

March *18

March *19

March *20

April 6-10

May 25

May *26

June *13

June *16

*Notices*

Nondiscrimination

Mid-Winter Break

President’s Day

Non-Student Day (District & SEA PLD)

Evening Parent/Teacher Conf.

Parent /Teacher Conferences (No School)

Limited Conference Schedule (No School)

Spring Break

Memorial Day

Weather Make-Up Day (if none, no school)

SHS Graduation

Last Day of School (1/2 Day Early Release)

*Contact Schools for specific parent/

teacher conference schedules.

*Calendar is subject to change.

*School year may be extended further due

to inclement weather.

Sultan School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups.

First Days of

School (←)

Holiday/Break

90 Minute Early

Release Fridays

Non-Student

Day (SEA/PSE

by contract)

1/2 Day Early

Release

Parent/Teacher

Conference

Days

* Weather

Make-up Days,

if none, no

school

The Sultan School District currently uses the Frontline Absence Management system

FRONTLINE ABSENCE MANAGEMENT SIGN IN

Once hired you will receive an email from Frontline with instructions and a link to the website with information on how to set up your user name and password.

Please follow the instructions and set up your user name and password. Please write them down so that you remember or have access to retrieve your user name and password.

The log in page will look like this:

Once signed in you will come to a calendar page. You can click on specific days to see openings; there is also a box below the calendar that will show a list of open (Available) jobs.

This is also where you will manage your available work days.It is a requirement for you to maintain your calendar. To enter the days when you are not available for work, click on “Non Work Days”. Click the Green Plus sign at the top right

to add days that you are unavailable to work.

You can view all the jobs you have taken under the History Tab

We encourage you to utilize the feedback option for the Teachers you fill in for, and they can do so for you also.

Under the Preferences tab you will be able to

• Disable Sub Calling • Edit your Personal Information

• Specify what schools you are willing to work in • Adjusting what times it is ok to call you

If you are unable to make a job commitment you can call the District office 360-793-9800 X 100 and leave a message, please give as much notice as possible. While we understand that sometimes a cancellation is necessary, we expect you

to take substitute teaching in our district seriously.

Need Help? Contact Cyd Leahy at 360-793-9801 x 1030

PAYROLL MONTHLY TIMESHEET It is the responsibility of each substitute to ensure their monthly timesheet is submitted to the District Office for payroll processing. The monthly timesheets are due to the District Office no later than close of business the 5th working day of the following month (i.e. September 2017 timesheet is due by 10/07/2017). Monthly timesheets received after the 5th working day of the following month will not be processed until the next month’s processing. To access the monthly substitute timesheet go to the Sultan School District website www.sultanschools.org , click on “Resources”, “Staff Resources”, “District Forms”, “Payroll” and select the correct month’s “Substitute” timesheet. You can complete your monthly timesheet on line, save it for future record, and print the final timesheet for submission to the District. Do not change the format of the timesheet. If a computer is not readily available you can print the timesheet and fill in the information by hand. However; you must ensure the information is legible. Your timesheet must be completed and signed. Indicate whether you are working as a “Certificated” or “Classified” substitute. Some may be providing both services so you can check both areas. Certificated substitutes report their time in the “Certificated” column by entering either a full day or half day of substitute time. You must report the name of the employee for whom you are substituting. If you are not working for a specific staff member you must provide a brief description in the “COMMENTS” column (i.e.”MSP” SES, “Roving GBE”, etc.). Classified substitutes are required to report the total hours worked per day (not to include the 30 minute lunch period) in the column designated “Classified”. Please be sure to provide the name of the individual for whom you are subbing. If you are not working for a specific staff member you must provide a brief description in the “COMMENTS” column (i.e. “1on1 SES”, “Roving GBE”, etc.). Time worked must be reported in hours. Any additional hours beyond the regular work schedule must be pre-approved by the Administrator. The following provides the basic conversion:

15 minutes = 0.25 hours 30 minutes = 0.50 hours 45 minutes = 0.75 hours 60 minutes = 1.00 hour

DISTRIBUTION OF PAY CHECKS Pay day is the last district working day of each month. Signed into effect on November 15, 2010, as approved by the Sultan School Board, direct deposit is a condition of employment for all staff members to include substitutes. Sultan School District Board Policy #6045 states “It is the policy of the Sultan School District that compensation for all employees be paid using Direct Deposit into financial institutions whenever feasible, baring significant extenuating circumstances to the contrary, effective December 1, 2010, as provided for under RCW 41.04.240.” The “Direct Deposit Authorization” form is available on the Sultan School District website www.sultan.k12.wa.us , Under District Forms. Your payroll earnings will be deposited to the financial institution indicated on your direct deposit enrollment form on payday. An employee may submit a waiver request from direct deposit due to extenuating circumstances. Waiver requests must be submitted in writing to the Personnel Department as soon as possible for current employees and within 30 (thirty) days of employment for new employees. Each waiver request will be reviewed by the Personnel Specialist and

the Superintendent, who shall provide a written response to the employee in a timely manner. If a waiver is granted a paper warrant will be available at the District Office until 3:00 pm on pay day. If the warrant is not picked up by the substitute the warrant will be mailed to the address of record for the substitute. ON-LINE PAYROLL INFORMATION Sultan School District’s payroll is processed through the WESTPAC system which allows employees to view and print their personal payroll information through Skyward. You will be able to review your monthly Earnings and Leave Statement (paystub), W-2s, etc. Instructions for establishing employee access and navigating the system are provided in two brochures provided with this documentation.

• “How to Access Your Payroll Information” will guide you through establishing your password. When established make sure you keep a record of your password as I do not have access to that information. You can use these same procedures if you forget your password as well.

• “Employee Access Quick Reference” provides information on navigating through the system. It will provide

information on accessing your monthly pay statements which you can print out, W-2 information, and more. SALARY PLACEMENT Certificated Certificated substitutes are compensated as indicated below: $140.00 Full day certificated substitute $ 70.00 Half day certificated substitute $150.00 Full day Sultan School District retiree $ 75.00 Half day Sultan School District retiree Certificated substitutes who have been employed twenty-one (21) or more consecutive days in the same assignment shall be paid at a per diem rate based upon their appropriate placement on the state salary schedule. The per diem rate will be effective on the 21st day of employment and retroactive to the first day of employment in that assignment. Classified The rate of pay for classified substitutes is based on the position of the employee for whom you are subbing. Below are the most common positions for which classified substitutes are scheduled: (2016-2017 Rates) $17.76 / hour Administrative Secretary $15.05 / hour Para-Educator 1 $14.23 / hour Playground Associate $17.20 / hour Office Clerk $14.13 / hour Cashier/Server

$19.57 / hour Grounds/Custodian $21.32-22.92 / hour Bus Driver

PAYROLL DEDUCTIONS The standard deductions are processed for all staff and/or substitutes to include, but not limited to, federal withholding taxes, Social Security (FICA, Medicare, Department of Labor and Industries (worker’s compensation), and Employment Security Department (unemployment). For changes to your federal withholding you must submit a Federal Tax Form W-4 which is available through the Sultan School District website, www.sultan.k12.wa.us . VERIFICATION OF SOCIAL SECURITY CARD The district requires a copy of your social security card be on file with the Payroll Department before any payroll checks will be processed. Per federal regulations, the district must pay you exactly as your name is listed on your social security card. This regulation is in place to protect both the employee and the employer. By using the exact information printed on your social security card, earnings reported to federal agencies will be posted accurately to insure proper credit to you. UNEMPLOYMENT ELIGIBILITY Washington State does not allow unemployment payments to educational workers during regularly scheduled breaks; i.e. Winter Break, Spring Break, Summer Break, etc. To qualify for unemployment payments, you must have a qualifying amount of non-school wages. SICK PAY Substitutes earn one hour of sick leave for each forty (40) hours worked. INSURANCE BENEFITS Any employee (to include substitutes) that works 630 in a school year is eligible for SEBB benefits. When you reach 630 worked hours in the school year, contact Anita Bickler, Payroll Specialist. Anita will provide you with information regarding insurance coverage through SEBB.

How to ACCESS Your Payroll Information Online.

GO TO THE WEBSITE: http://eaplus.sultan.wa-k12.net

Recommend adding this site to your “Favorites” list. You will see this screen.

Click on “FORGOT YOUR LOGIN PASSWORD?” A new screen will appear.

Look at the two words in the center of the screen. These words will differ each time you access “Forgotten Login/Password Assistance”.

1) Type the words in the area provided,

2) Type in your User Name or full e-mail address in the box “Email or User name”

3) Push the Submit button.

4) You must wait to receive an e-mail response from Skyward providing your USER ID and/or PASSWORD. This will be sent to the email provided or to the email address on file with Sultan School District.

5) Print out the e-mail and keep it for future reference.

6) Follow the directions in the e-mail. The imbedded link should return you to the first (initial) screen.

Enter the “Login ID” and confirm your (New) Password (if prompted to do so).

Push the Sign In Button. You will see a screen that looks something like this:

This is your “Home” page. FOR FURTHER SYSTEM INFORMATION please refer to “Employee Access Quick Reference Guide (DV)”. A copy of this has also been provided.

Keep your Sense of Humor

** If classroom Control becomes an issue, contact your administrator for assistance.

Teaching the Class

The guest teacher has the primary responsibility to teach as well as possible what the regular teacher has outlined. The following suggestions are offered:

Be Prepared – thorough plans and materials left by the regular teacher or through the use of short units of your own.

Begin on Time – Do not give the class time to develop restlessness and disinterest. Begin immediately and get the students involved.

Introduce yourself – Explain why you are there and emphasize that class will be conducted as usual according to the regular teacher’s instructions. Write your name in a visible area so the students can call upon you.

Make Clear Presentations – What the children gain from the lesson will depend on how well you present it. Provide clear models.

Provide for Child Involvement – In a really good lesson, children should have an active part in discussion, planning, questioning and decision making. Be sure directions are clear and supervision is provided. Allow students to share an example when appropriate.

Discourage Unnecessary Trips – Review carefully requests to leave the room, and by all means, do not release the class early.

Ending the Day

The guest teacher, like the regular teacher, is required to complete a full school day, and needs to stay until the scheduled release time. Besides leaving the room in good order, the guest teacher should wrap up any expected duties related to the day and to provide the regular teacher feedback regarding their class. You can also leave feedback regarding your day on Aesop.

Professional Conduct and Ethics

Assignment Hours: When accepting a job, please note the assignment hours. You must report to the school at the time indicated and stay until the end time.

Accepting other Assignments: Once you have accepted a guest teaching position using Aesop, we fully expect you to follow through with the assignment. We realize that more desirable positions may become available in nearby districts. Once you have a confirmed assignment with our district, it is unacceptable to cancel the job for a more desirable one elsewhere. If it becomes evident that you are canceling assignments with the Sultan School District to accept other assignments, you will be contacted to discuss the issue, and it could result in you being removed from our substitute pool.

Cancellations: When you accept an assignment you are given a job number, it is our expectation that you will be at that assignment. The only reason you are permitted to cancel an assignment is for an emergency or illness. In that event please call our district office Number 360-793-9800 X100 and leave a detailed message.

Managing your Aesop calendar: It is a very important requirement for you to keep your Aesop calendar up to date. This helps make things more efficient when trying to find placements.

Professional behavior is expected at all times while on our campuses. Guest teachers are expected to maintain the same professional and ethical standards of conduct and confidentiality held by our district employees. Do not attempt to handle sensitive situations alone or allow them to go unreported. Please always check with the building administrator prior to contacting a student’s parent.

All school records and reports should be handled with care. Many records are confidential in nature. As a guest teacher it is essential that you do not divulge any confidential information which has been received from contact with children and other people in the profession.

Emergency Procedures:

Check with the office of the school you are in to verify emergency procedures

Appropriate Attire:

All faculty and employees serve as role models for the students with whom they work and as leaders in the community. Consistent with these roles, all faculty and employees shall dress in a manner and have an appearance that is appropriate and professional in light of the environment in which they work, the duties of their jobs and the impressionable youth they serve. Supervisors and school-level administrators are authorized to interpret this policy and their interpretations shall be given deference. Sweat pants should only be worn if you are instructing a PE class. Should you need guidance on professional attire, please feel free to contact Personnel.