code 3 - employee relationsweb.richmond.k12.va.us/portals/0/assets/hr/pdfs/code3.pdfrichmond public...

Richmond Public Schools Administrative Procedures

CODE 3 - EMPLOYEE RELATIONS

TABLE OF CONTENTS

3.01 ORIENTATION

A. PurposeB. Types of OrientationC. General Orientation MeetingsD. Special Orientation Meetings

3.01.1 On-the-Job Orientation

3.01.2 Employee Mentorship Program

3.02 LINES OF COMMUNICATION

3.03 EMPLOYEE PROTECTION

A. Protection from Physical and/or Psychological Abuse

B. Drug and Alcohol-Free Workplace

3.04 PROFESSIONAL DEVELOPMENT

3.04.1 Attendance at Professional Meetings and Activities

A. Permission to AttendB. Criteria for Provision of Substitutes

3.04.2 Professional Development Reimbursement Program

A. Employees On the Teachers' Salary ScheduleB. Employees Not On the Teachers' Salary Schedule

3.04.3 Exchange Programs

3.04.4 Use of Division Employees for Additional Professional Services

A. CompensationB. Evaluation

3.04.5 Professional Development Requirements for Non-Teachers


CODE 3 - EMPLOYEE RELATIONS

TABLE OF CONTENTS (continued)

3.04.6 Incentives for Excellence in Teaching

3.05 EMPLOYEE FILES

A. Content of FilesB. Management Files at the Building LevelC. Employee Change of NameD. Employee Change of Address and/or Telephone

Number

3.05.1 Access and Confidentiality

A. AvailabilityB. Public AccessC. Opportunity to CommentD. Purging of Files

3.06 EMPLOYEE RECOGNITION

3.06.1 Employee Recognition Awards

A. Reasons for SelectionB. Conditions for SelectionC. Selection Procedure

3.06.2 Teacher of the Year Award

3.06.3 Service Pins

A. Awarding of Service PinsB. Procedures for Determining Eligibility

3.06.4 Perfect Attendance Certificates

A. ProceduresB. Types of Certificates

3.06.5 Retirement Function

3.06.6 Departmental Awards

3.06.7 Employee Suggestion Program


EMPLOYEE RELATIONS Code 3.01

3.01 ORIENTATION

The Superintendent provides for the appropriate orientation of all employees.

A. Purpose

All newly hired employees, or former employees rehired after a six (6)-month separation, shall be oriented in order to:

1. help the new employee identify with the goals and mission of the school division

2. lay the groundwork for establishing mutually satisfying interpersonal relationships between present employees and new employees

3. thoroughly explain the benefits, rights, and responsibilities of employment with Richmond Public Schools

B. Types of Orientation

Orientation is conducted at three (3) levels:

1. General orientation meetings are held for all new full-time employees.

2. The responsible employment supervisor in the Human Resources Department meets with each individual upon employment to explain rules, regulations, department expectations, and employment benefits.

3. The principal/director or supervisor conducts on-the-job orientation. As part of this last level, an orientation for teachers new to the division is held during the planning week at the beginning of the school year. This program includes an explanation of:

(a) School Board policies and benefits

(b) individual teacher responsibilities

(c) mechanics of the individual teacher's school


(d) availability of curriculum materials and curriculum center

(cont.)


Code 3.01 EMPLOYEE RELATIONS

3.01 ORIENTATION (continued)

C. General Orientation Meetings

1. The Human Resources Department schedules orientation meetings for new employees at least once a year. This annual meeting is held prior to the beginning of the school year. If a sufficient number of new employees are hired subsequent to August to justify another meeting, one (1) shall be held mid year.

(a) All full-time employees hired since the last orientation program are expected to attend the scheduled meeting.

(b) Part-time employees are not required to attend, but may do so if it is deemed advisable by the supervisor or director.

2. The Human Resources Department is responsible for scheduling, notification, and content of the orientation program.

D. Special Orientation Meetings

When new programs, benefits, or policies are introduced within the division, the Human Resources Department shall schedule orientation meetings for affected employees as appropriate.

Dated 11/21/84

See: School Board Bylaws and Policies, Section 7.21. Orientation



3.01.1 ORIENTATION: ON-THE-JOB ORIENTATION

The principal/director or the immediate supervisor is responsible forfurther orienting the new employee. Contents of a proper orientation shall varyfrom position to position, but, in general, the following components areincluded:

1. Welcome: On his/her first day, the employee should be made to feel at ease. Each new employee should be greeted cordially and welcomed to the school division and the department or school.

2. Review of Division Rules and Policies: The supervisor should be sure that the new employee has learned about benefits, salary, working hours, and division policies, either from the entry interview or from the printed material given when employed. The employee should be made aware of the responsibilities and obligations expected of him/her and what can be expected of the supervisor.

3. Introduction of Associates and Fellow Employees: The new employee should become acquainted with fellow workers and be made aware of those who have similar job functions or who can be of general assistance in helping him/her learn the details of the job.

4. Explanation of the Physical Layout: The new employee should be made aware of the entire physical layout of the school or building where he/she should be located. He/she should be shown locations of washrooms and lockers, and the procedure for securing supplies and materials.

5. Explanation of the Employee's Role in the Organization: The new employee should understand how his/her tasks and position fit into the work of the school division and ways to assist in accomplishing division goals.

Note: Every effort should be made to maintain open communication. New employees shall be encouraged to ask questions and shall be helped to understand the communication process within the school and/or department and within the system.

Dated 7/18/83 Revised 6/24/97



3.01.2 ORIENTATION: EMPLOYEE MENTORSHIP PROGRAM

In order to assure the successful introduction of all newly hiredemployees into Richmond Public Schools, an Employee Mentorship Programhas been established.

1. The Human Resources Department shall assist in facilitating the implementation of the Mentorship Program by providing guidelines to school personnel.

2. New employees shall receive a full year of mentoring assistance, beginning at the onset of their employment and continuing throughout one (1) instructional year.

Roles of Mentors

Each volunteer mentor works with newly hired employeesto support the mentorship program through these types of activities:

1. helping new employees understand policies and procedures

2. familiarizing new employees with their buildings and introducing them to building personnel

3. helping with planning and organization

4. helping with individual students who are experiencing difficulty either behaviorally or academically

5. helping to locate and use student records

6. answering questions

7. providing emotional support

8. serving as a "sounding board"

9. being advocates for new employees in the school

10. arranging for new employees to visit and observe other "model" employees in their field and discussing the new employees' impressions of these visits with them




3.02 LINES OF COMMUNICATION

In order to maintain an orderly, effective, and efficient process bywhich the School Board may provide a meaningful opportunity for itsemployees to participate in a system of two (2)-way communication and tocomply with the Standards of Quality for Public Schools in Virginia, the SchoolBoard directs the administration to meet with representatives of voluntaryemployee organizations to discuss recommendations on matters of mutualinterest and concern.

1. Requests for meetings may be submitted by the representatives of an employee organization or by the administration. Meetings to discuss recommendations may be held when the administration and employee organization representatives deem it appropriate.

2. The administration representatives and the employee organization representatives may utilize the services of non-legal advisors. Neither group has the right to request that any individual be excluded from a meeting.

3. The administration and the employee organization representatives may request and receive information from each other.

4. If it becomes necessary to schedule a meeting during the school day, employee organization representatives who are School Board employees shall be given professional leave time with pay.

5. Tentative conclusions reached by the administration with employee organization representatives, pursuant to School Board policy 7.04, shall become final only after official adoption by the School Board.

This procedure shall not act to prohibit the employee organization orthe administration from submitting recommendations to the School Board.Nothing herein shall give any employee or employee organization any propertyrights and/or due process rights.

Dated 11/21/84 Revised 6/24/97See: School Board By laws and Policies, Section 7.04. Lines of Communication Code of Va., Section 22.1-253.13:7. Standard 7. Policy Manual



3.03 EMPLOYEE PROTECTION

A. Protection from Physical and/or Psychological Abuse

The school division is committed to protecting its employees fromphysical and/or psychological abuse arising out of their employment byRichmond Public Schools.

1. Any employee who is threatened with harm is to notify immediately his/her principal or supervisor, and steps are to be taken at once to protect the employee's safety.

2. Employees have the right to use reasonable means and to take reasonable steps to protect themselves from attack.

3. They shall report immediately, in writing, to their principal or supervisor, all significant incidents of alleged assaults.

(ALSO SEE CODE 2.06. REPORTS OF CERTAIN ACTS AND OTHER CONDUCT)

B. Drug and Alcohol-Free Workplace

1. No employee shall unlawfully manufacture, distribute, dispense, possess, be under the influence of, or use on or in any workplace alcohol or anabolic steroids, any narcotic drug, hallucinogenic drug, amphetamine, barbituate, marijuana, or any other controlled substance as defined in the Drug Control Act of Chapter 34 of Title 54.1 of the Code of Virginia and as defined in Schedules I through V of 21 U.S.C. Section 812, or drug paraphernalia. "Drug paraphernalia" means those items described in Section 18.2-265.1 of the Code of Virginia.

2. "Workplace" means the site for the performance of work and includes any school property; school-owned or school-approved vehicles used to transport employees or students; and any school-sponsored activity.

3. As a condition of employment, each employee agrees to (and shall) abide by the terms of this policy and agrees to notify his or her supervisor of his or her convictions of any criminal drug statue for a violation occurring in the workplace as defined above not later than five (5) days after such conviction.

Dated 7/18/83 Revised 6/24/97See: School Board Bylaws and Policies, Section 7.55. Reports of Certain Acts andOther Conduct

School Board Bylaws and Policies, Section 7.54. Drug and Alcohol-Free Workplace


Code of Va., Section 22.1-280.1. Reports of Certain Acts to School AuthoritiesCode of Va., Drug Control Act of Chapter 34 of Title 54.1Code of Va., Section 18.2-265.1United States Code, 21 U.S.C. Section 812.



3.04 PROFESSIONAL DEVELOPMENT

The State Department of Education requires that each schooldivision has a program of personnel development. Richmond Public Schools'staff development program is based on the objectives established by theadministration.

1. The Human Resources Department serves as the coordinating agency and works with appropriate supervisors in functional areas to determine needed courses and training. Choices are based on annual needs assessments.

2. The Human Resources Department has responsibility for organizing appropriate classes and training and for advising and informing division personnel about opportunities for personal professional development. The office works also through the respective supervisors and department directors in directing, monitoring, and evaluating staff development programs.

3. Division sponsored programs may include instruction in such areas as:

(a) basic education and skills training (including the G.E.D.)

(b) supervisory development, management and professional development

(c) college and technical level training

4. They may take any appropriate form including:

(a) lectures

(b) seminars

(c) workshops

(d) college credit or non-credit courses

Note: Certain courses are offered which instructional personnel may applytoward meeting license renewal requirements. Others, such as safetytraining for bus operators, meet state requirements. Dated 7/18/83



3.04.1 PROFESSIONAL DEVELOPMENT: ATTENDANCE AT PROFESSIONAL MEETINGS AND ACTIVITIES

A. Permission to Attend

Employees shall be permitted to attend and participate in professional meetings, activities and conferences subject to the following procedures and conditions:

1. Employees may be excused from regular duties without loss of pay or personal leave to participate in approved observations, workshops, meetings, conferences, or other activities devoted to improvement of curriculum and instruction, employment and job issues, or otherwise of value to the school division. They also may attend professional meetings when they have been selected to represent the division or a voluntary employee organization.

2. Application shall be made through their immediate supervisor/director and approved by an executive level administrator designated by the Superintendent.Recommendations regarding applications for leave shall be processed in adequate time to appropriately notify employees.

B. Criteria for Provision of Substitutes

In order to provide representatives and elected officials of voluntary employee organizations opportunities to attend professional meetings, activities and conferences, the following criteria shall be used to determine the number of leave days per school year that shall be granted for which the district shall provide and require substitutes.

1. Organizations with more than 1,500 members shall be provided a pool of 150 substitute days. These organizations have the option of reimbursing the school division for an additional 30 days.

(cont.)



3.04.1 PROFESSIONAL DEVELOPMENT: ATTENDANCE AT PROFESSIONAL MEETINGS AND ACTIVITIES

B. Criteria for Provision of Substitutes (continued)

2. Organizations with more than 1,000 members but less than 1,500 members shall be provided a pool of 80 substitute days. These organizations have the option ofreimbursing the school division for an additional 20 days.

3. Organizations with more than 500 members but less than1, 000 members shall be provided a pool of 40 substitute days. These organizations have the option of reimbursing the school division for an additional 15 days.

Other related topics: CODE 9.02.4. EDUCATIONAL LEAVE WITH PAYCODE 9.03.2. EDUCATIONAL LEAVE WITHOUT PAY

Dated 11/21/84Revised 6/24/97

See: School Board Bylaws and Policies, Section 7.28. Meetings and Conferences School Board Bylaws and Policies, Section 7.37. Professional Leave



3.04.2 PROFESSIONAL DEVELOPMENT: PROFESSIONALDEVELOPMENT REIMBURSEMENT PROGRAM

A. Employees On the Teachers' Salary Schedule

Employees on the Teachers' Salary Schedule, who are not eligible for aid under other programs, may be selected to receive reimbursement through the Professional Development Reimbursement Program. Assistance shall be given to a designated number of qualified applicants based on the critical needs of the division. Amounts granted and the number of applicants accepted shall be based on the availability of funds and shall be announced annually along with the date that applications shall be accepted.

1. Criteria

To be eligible to apply for assistance, an employee shall:

(a) have continuing contract status

(b) have received official university acceptance into an approved program in an endorsement area or be working in an area leading to an additional endorsement

(c) provide proof of successful completion of a graduate-level course with a grade of “B” or above required for reimbursement

(d) provide an approved transcript and a tuition receipt or other verification of payment submitted to the Human Resources Department

2. Other Funding Arrangements

From time to time the Human Resources Department makes arrangements with outside educational institutions to provide courses which specifically meet the needs of an identified group of division employees. All expenses for these courses are borne by Richmond Public Schools.



3.04.2 PROFESSIONAL DEVELOPMENT: PROFESSIONALDEVELOPMENT REIMBURSEMENT PROGRAM (continued)

B. Employees Not On the Teachers' Salary Schedule

Full-time employees not on the teachers' salary schedule may be eligible for tuition reimbursement, not to exceed an established maximum, at accredited educational institutions. Application shall be made through the appropriate director and to the Human Resources Department, and approval of the class for tuition reimbursement shall be obtained before the class is taken.

1. Criteria

(a) To be approved, courses shall be related directly to the employee’s appointment, with preference being given to those courses most directly related.

(b) A grade of “B” or “Pass” is required.

(c) An approved transcript and a tuition receipt or other verification of payment shall be submitted before payment can be made.

2. Obligation

(a) Employees shall agree to continue employment subsequent to reimbursement for a period of time equal to twice the duration of training or one (1) full year, whichever is less.

(b) The employee who fails to do so shall be obligated to return the full amount of the tuition reimbursement prior to the last day of work.

Dated 7/18/83



3.04.3 PROFESSIONAL DEVELOPMENT: EXCHANGE PROGRAMS

The Superintendent may authorize instructional personnel toparticipate in recognized teacher exchange programs - such as the FederalMutual Educational and Cultural Exchange Program or the Fulbright ExchangeProgram - in accordance with regulations governing participation in the specificprogram and any other requirements which may be imposed by theSuperintendent.

Dated 11/21/84

See: School Board Bylaws and Policies, Section 7.46. Eligibility for Exchange Programs



3.04.4 PROFESSIONAL DEVELOPMENT: USE OF DIVISION EMPLOYEES FOR ADDITIONAL PROFESSIONAL SERVICES

A. Compensation

Richmond Public School employees who carry on division assignments of a non-job related nature beyond regular duty may receive additional compensation upon approval. Employees whose functions are job related to a specific staff development activity shall not receive extra pay.

1. Division employees shall not receive additional compensation for activities performed during normal working hours. The use of division employees for special activities after duty hours requires the consent of the Superintendent or designee. Payment for additional professional services are established by the school division.

2. All administrative and supervisory personnel are expected to accomplish their jobs without regard to restricted work schedules and cannot be paid for division staff development.

B. Evaluation

After the completion of the additional assignment, a written summary evaluation shall be submitted to the Human Resources Department by the department involved. Evaluation forms are provided for:

1. activities of one (1) day or less in length

2. activities between two (2) days and six (6) weeks in length

3. license renewal




3.04.5 PROFESSIONAL DEVELOPMENT: PROFESSIONALDEVELOPMENT REQUIREMENTS FOR NON-TEACHERS

An employee assigned to the Teachers' Salary Schedule, who is notrequired to have a Virginia teaching license (i.e., occupational therapists,physical therapists, vocational evaluators, etc.), is expected to remain currentin his/her field and continue with professional development.

Development may be demonstrated in a number of ways includingone (1) or more of the following:

1. completion of the educational requirements necessary to maintain valid state licensure, if such licensure is available

2. completion of course work or training, either credit or non-credit, which is directly work related

3. completion of professional development requirements necessary to maintain or obtain membership in a recognized state or national professional association in the area of specialization

Dated 10/5/87

3.04.6 Incentives for Excellence in Teaching Purpose The School Board shall provide incentives for excellence in teaching. Scope This policy applies to all employees Policy 7.61 Incentives for Excellence in Teaching This policy can be found in the School Board Policy Manual and on the Richmond Public Schools website under School Board Bylaws (www.richmond.k12.va.us) Procedure

1. Approval to attend seminars and workshops must be granted by the building principal or supervisor.

2. Permission to Attend Forms must be completed and signed by the principal or supervisor.

3. Contact the office of Staff Development for appropriate paperwork.

4. The teacher will submit the appropriate paperwork to the office of Staff Development for reimbursement of allowable fees.

5. Upon achieving national board certification, RPS awards a 5% annual stipend to the teacher for 10 years.

6. Files are maintained in the offices of Staff Development and payroll. Impacts and responsibilities Approval is granted by the office of Staff Development based on preset criteria. Interpretation The Director of Staff Development Date entered, date revised April 23, 2010 Original 10/1/09 To be reviewed 2011

http://www.richmond.k12.va.us/�



3.05 EMPLOYEE FILES

Because information about staff is required for the dailyadministration of the school division for implementing salary and otherpersonnel procedures, for budget and financial planning, and for meetingboard, state, and federal educational reporting requirements files aremaintained on each present and former employee. The Human ResourcesDepartment shall be responsible for maintaining all official personnel files foremployees in the school division.

A. Content of Files

The files of regular employees may include, but are not limited to: 1. applications, resumes

2. medical certificates

3. retirement information

4. correspondance

5. notices of appointment and statements of acceptance

6. notices of personnel changes such as transfers, salary changes,furloughs

7. evaluations

8. licenses; information on activities, and/or classes taken to maintain licensure

9. records of disciplinary actions; grievances, finger print records

B. Management Files at the Building Level

Management files held at the building level shall be discarded except for certain record keeping functions such as licensure.The Human Resources Department shall establish guidelines for this that will specify the maintenance and retention of such files.

C. Employee Change of Name

An employee who changes his/her name shall change immediately his/her social security card and notify the Human Resources Department of the change. The new social security card shall be presented as proof of the name change. If under contract, the employee shall sign a new contract under the new name.

D. Employee Change of Address and/or Telephone Number

The employee shall report - in writing - any change of address ortelephone number to the Human Resources Department, within five(5) days. The employee is encouraged to use theChange of Address form at the school/work site.




3.05.1 EMPLOYEE FILES: ACCESS AND CONFIDENTIALITY

A. Availability

1. All employee files are confidential and are not open to public inspection. Control and access are in accordance with the Virginia Privacy Protection Act and the Virginia Freedom of Information Act. Access is limited to:

(a) the individual employee, or a person properly authorized and notarized in writing by the individual employee to act on his/her behalf

(b) personnel of the school division with a "need to know." (Persons generally recognized as having a need to know include the following: the Superintendent, Deputy Superintendent, Associate Superintendent, Assistant Superintendent, School Board attorney, employees of the Human Resources Department who maintain or control the files, the individual's immediate supervisor, and any other supervisory personnel in the employee's organizational line of authority.)

(c) properly recognized legal authorities as determined by the Superintendent

2. Employees may review and/or receive copies of their personnel file, except for that portion which is deemed confidential, by requesting an appointment with a designee in the Human Resources Department. Confidential material is defined as that portion of the employee's file which contains written information received in confidence from previous employers or instructors. The employee shall execute a waiver of release rights to such information at the time it is requested to be sent.

3. The Human Resources Department is responsible for protecting the confidentiality of personnel files and shall not establish any separate personnel files which are not available for the employee's inspection.



3.05.1 EMPLOYEE FILES: ACCESS AND CONFIDENTIALITY (continued)

B. Public Access

1. All employee files are confidential and are not open to any public inspection. Control and access are in accordance with the Virginia Privacy Protection Act and the Virginia Freedom of Information Act. These procedures are established to ensure that only the personal information allowed by law and authorized by the employee is released.

2. Each request for release of employee information under the Privacy Protection Act shall be submitted in writing to the Human Resources Department.

(a) Each request for personal information on an individual employee from the employee's file shallhave a separate written authorization with the title of the organization or name of the individual/agency address and business phone number of the individual requesting the information, the specific information requested, and the specific intended use of the information.

(b) Each request shall contain the notarized signature of the individual employee whose personal information is requested and shall be dated within 10 working days of the requested release of the information.

3. A record shall be maintained on any individual or agency granted access to an employee's personnel file. This record shall be maintained in the employee's file and shall record the date, name and address of the individual receiving the information and the original of the written request for information.

4. The only information in the personnel file which is considered public and can be released by phone is the name, work location, position, title, and verification that the individual is employed by the school division.

(cont.)



3.05.1 EMPLOYEE FILES: ACCESS AND CONFIDENTIALITY (continued)

C. Opportunity to Comment

No complaint, commendation, suggestion, or evaluation shall beplaced in the employee's file unless he/she has been provided witha copy or has been advised of the complaint, commendation,suggestion or evaluation and has been given an opportunity toexplain or comment.

D. Purging of Files

Files shall be purged at periodic intervals. The employee has the right, at any time, to request in writing the removal of any information that, in the opinion of the employee, is inappropriate, unnecessary, or inaccurate. A record shall be made that the employee has requested removal of the information. If the request is denied, the employee may seek resolution through the employee grievance procedure.


See: Code of Va., Section 2.1-377 et seq. Privacy Protection ActCode of Va., Section 2.1-340 et seq. Freedom of Information Act



3.06 EMPLOYEE RECOGNITION

It is the policy of Richmond Public Schools to give recognition andappreciation to those employees who perform their duties in a particularlymeritorious manner or who demonstrate dedication and commitment throughlong and continued service or perfect attendance.

Recognition is given on a division-wide basis, but individual schoolsand departments are encouraged also to develop appropriate ceremonies,letters of appreciation, and other types of recognition and commendation.

Dated 7/18/83



3.06.1 EMPLOYEE RECOGNITION: EMPLOYEE RECOGNITION AWARDS

In order to recognize and reward employees who give outstandingservice, are particularly productive or creative, or who represent RichmondPublic Schools in a noteworthy manner, an individual in each of theestablished employment groupings may be designated as Outstanding Employeeof the Year and appropriately recognized.

A. Reasons for Selection

These awards are made for one (1) or more of the following reasons:

1. work demonstrating a high level of excellence over an extended period of time

2. specific noteworthy achievements

3. completion of work above or in addition to regular duties

4. outstanding or unique skills or expertise

5. outstanding personality traits which represent Richmond Public Schools in a particularly positive light

B. Conditions for Selection

In order to be considered for the award, an employee:

1. shall be a regular employee of Richmond Public Schools at the time of nomination

2. shall hold a non-supervisory position

3. shall not have been chosen as an Employee of the Year for at least three (3) years

C. Selection Procedure

1. Employees may be nominated by a fellow employee, a supervisor, or an interested outsider such as a parentor community worker who has been impressed by the employee's performance.

2. Selection is made by a committee composed of two (2) administrators in the appropriate line of command for the


group in question and the Employee of the Year for the previous year.

Dated 10/5/87



3.06.2 EMPLOYEE RECOGNITION: TEACHER OF THE YEAR AWARD

In order to give recognition to the contributions which outstandingteachers make to students, the division, and the community, Richmond PublicSchools annually selects a Teacher of the Year.

The teacher so selected is then eligible to participate in the VirginiaTeacher of the Year Program, which chooses a nominee to participate in theNational Teacher of the Year Award Program.

1. Any Richmond Public Schools teacher, pre-kindergarten through grade 12, is eligible to be nominated for the award.

2. The program is designed to recognize outstanding classroom teaching by teachers who have the respect of students, parents, and colleagues.

3. Nominees should also play an active and useful role in their community through civic, religious, or humanitarian activities.

Dated 7/18/83



3.06.3 EMPLOYEE RECOGNITION: SERVICE PINS

In order to recognize long and continued service, all employees whohave worked for Richmond Public Schools for 5, 10, 15, 20, 25, 30, 35, and 40years are awarded recognition pins.

A. Awarding of Service Pins

Service pins are awarded annually, normally at the end of the first semester or at the end of the second semester of the school year, according to the following procedures:

1. for those receiving 30-, 35-, and 40-year pinsThe award shall be made before the School Board

2. for those receiving 20- and 25-year pinsThe award shall be made at an appropriate division wide ceremony

3. for those receiving 5 -,10- ,and 15-year pinsThe award shall be made by the principal/director at an appropriate ceremony

B. Procedures for Determining Eligibility

The following criteria shall be followed in awarding recognition pins:

1. Any break in service for a period of less than six (6) months, or the equivalent of one (1) school semester, shall not be considered a break in service.

2. Any break in service occurring as a part of an approved leave of absence shall not break continuous service, except that time (if more than six (6) months or the equivalent of one (1) semester) shall not be counted toward award of the pin.

(cont.)



3.06.3 EMPLOYEE RECOGNITION: SERVICE PINS

B. Procedures for Determining Eligibility (continued)

3. Any break in service caused by resignation or terminationwhich exceeds six (6) months, or the equivalent of one (1)semester, shall break the continuous service, and theemployee's accrual of time toward award of the service pin shallbegin on the more recent appointment date.

4. An employee appointed to a position before the end of the firstsemester of a school session shall be given credit for thecomplete session. Any employee appointed after the beginningof the second semester of a school session shall not be givencredit for that portion of time.

Dated 7/18/83



3.06.4 EMPLOYEE RECOGNITION: PERFECT ATTENDANCE CERTIFICATES

Perfect Attendance Certificates recognize employees who have notmissed a day of work during a complete work year.

Perfect attendance awards are based on the fiscal year July 1through June 30. For purposes of calculating "perfect attendance,"bereavement and vacation shall not be considered an absence.

A. Procedures

1. The Human Resources Department determines individuals eligible for recognition within a reasonable period after the end of the school year.

2. Certificates are prepared, signed, and dispatched to the appropriate director/principal for presentation. A copy of the certificate is placed in the employee's personnel file.

3. Directors/principals shall recognize less-than-12-month employees, who are not working when certificates are distributed, as appropriate at the beginning of the ensuing school year.

4. For purposes of implementation, the first year of this award is School Year 1980-81.

B. Types of Certificates

1. Certificates are awarded for one (1), two (2), and three (3) years of perfect attendance.

2. A special five (5)-year attendance certificate shall be awarded at a ceremony arranged with members of the School Board and/or the Superintendent.

Dated 7/18/83



3.06.5 EMPLOYEE RECOGNITION: RETIREMENT FUNCTION

Retiring employees are honored at an annual function attended bythe Superintendent, members of the School Board, and senior administrators.

Dated 7/18/83

3.06.6 EMPLOYEE RECOGNITION: DEPARTMENTAL AWARDS

Departmental recognitions and awards are encouraged, and eachdepartment that decides to participate shall develop appropriate guidelines.

Dated 7/18/83Revised 6/24/97



3.06.7 EMPLOYEE RECOGNITION: EMPLOYEE SUGGESTIONPROGRAM

The purpose of the Employee Suggestion Program is to encourage,recognize, and reward employees who develop innovative and problem-solvingideas and suggestions. These suggestions shall be beyond, and in addition to,those regularly required by the job and shall identify specific problems andpropose valid solutions. They should increase the efficiency of theschool/department(s) by any of the following:

1. increasing productivity

2. reducing costs

3. improving working conditions

4. improving the delivery of services

The Superintendent's Cabinet shall determine the winner(s) for thebest suggestion(s) each fiscal/school year as well as the monetary awarddetermined by the availability of funds.

Dated 11/15/85

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