one team. one family. one mission. - kipp hr portal

2018-2019 Employee Handbook

One Team. One Family.

One Mission.

One Team. One Family.

One Mission.

KIPP Memphis Collegiate Schools

(2) 2018-2019 School Year

TABLE OF CONTENTS

Executive Director Welcome 6

At-Will Employment 7

About the Organization 8

Who We Are 8

What We Do 8

Why it matters 8

Mission Statement 8

Our Mission 8

The Five Pillars 8

Organizational Chart 9

Regional Organizational Chart 9

Ethics Code 10

Revisions to Handbook 10

EEO Statement and Non Harassment Policy 11

Equal Opportunity Statement 11

Policy Against Workplace Harassment 11

Reporting Workplace Misconduct 12

Affirmative Action Policy for Government Contractors 13

Disability Accommodation 13

Religious Accommodation 14

Posting of Openings 14

Conflicts of Interest 14

Job Descriptions 14

Employment Authorization Verification 15

Employment of Relatives – Nepotism Policy 15

Wage and Hour Policies 16

Employee Classifications 16

Pay Period 18

Paycheck Deductions 18



Direct Deposit 18

Recording Time 18

Overtime Authorization for Nonexempt Employees 19

Attendance and Punctuality Policy 19

Rest and Meal Periods 20

Accommodations for Nursing Mothers 20

Pay Transparency Policy for Federal Contractors 21

Performance, Discipline, Layoff, and Termination 22

Performance Improvement or Performance Reviews 22

Employee Evaluation Steps 22

Workforce Reductions (Layoffs) 23

Terminations 23

Summer Pay 23

KIPP Equipment 23

Benefits Information 24

Exit Surveys 24

State of TN Unemployment Insurance 24

Standards of Conduct 25

Transportation of Students 25

Field Trip Transportation 26

Medical Emergencies 26

Professional Boundaries: Staff-Student Interaction Policy 26

Professional Boundaries 26

Duty to Report 27

Failure to Follow this Policy 27

Student Supervision 29

Classroom Conduct 29

Policy for Staff Use of Social Networking with Students 29

Child Abuse Reporting 30

Drug and Alcohol Policy 30

Drug-Free Workplace Policy [Federal Contractors] 30

Drug-Free Workplace Act 31



Drug-Free Workplace Policy Employees 31

Americans with Disabilities Act 32

Disciplinary Process 32

Problem-Solving Procedure 32

Outside Employment 33

Exit Interview 33

Post-Employment Reference Policy 33

General Policies 34

Voicemail, Email, and Internet Policy 34

Technology Protection Measure 34

Monitoring and Supervision of Online Activities 34

Education of KIPP Community Members 35

Social Media Policy 35

Non-Solicitation/Non-Distribution Policy 35

Personal Appearance 36

Organization Social Events 36

Organization-Provided Cell Phone/Mobile Device Policy 36

Prohibited use of KIPP cell phone when driving 37

Technology and Operations Support 37

How to Access the KIPP Memphis Help Desk System 37

Frequently Asked Questions 38

Return of KIPP property and technology resources 40

Functionality and Accuracy 40

Violation of Policy 40

Benefits 42

Regular Full-Time Employees 42

Regular Part-Time Employees 42

Temporary Employees 42

Exempt Employees 42

Payroll Advances and Loans 42

Health Insurance 42

Disability Insurance 43



Holiday Pay 44

Parental Leave Policy 44

Benefits Eligibility During Extended Paternity Leave 45

Paid Time Off (PTO) 45

Critical Day 46

Family and Medical Leave of Absence Policy (“FMLA”) 47

Military Leave (USERRA) 53

Jury Duty and Court Appearances 53

Voting Leave 54

Bereavement Leave 54

Workers' Compensation Insurance 54

Unemployment Compensation Insurance 55

COBRA 55

Severance Pay 55

Safety and Loss Prevention 56

General Safety Policy 56

Non-smoking Policy 56

Policy Against Violence 56

Acknowledgment of Receipt and Review 59



Welcome to KIPP Memphis Collegiate Schools

Executive Director Welcome

Welcome!

I’m thrilled you have joined our Team and Family at KIPP Memphis Collegiate Schools. You are part of a winning team dedicated to educating the students of Memphis. We believe in establishing high expectations, creating a safe and structured environment and focusing on college attainment it the path for our students to have choice-filled lives.

The purpose of this handbook is to provide information about KIPP Memphis Collegiate Schools (KMCS) employment policies and practices. Each team and family member is expected to read this handbook carefully upon hire and know and abide by the policies outlined herein, as revised over time, throughout their employment. This document is intended to be a valuable reference for understanding your job and KMCS. Please be aware that not all KMCS policies and procedures are included. Those that are included have been summarized.

For school faculty and staff, this handbook may be supplemented by a faculty handbook addressing specific school policies and procedures. You should expect to receive this supplemental handbook from your school leader.

This handbook supersedes all previously issued handbooks. KMSC reserved the right to revise, delete and add to the provisions of this handbook. No oral statements or representations can change the provisions of this handbook. If you have any questions about this handbook or any other policy or procedure, please as your school leader, supervisor or the Human Resources Department (HR).

Thank you for joining our team, where we know our data, love our students and practice excellence in order to prove the possible.

Onward,

Dr. Kendra Ferguson, Executive Director




At-Will Employment

Your employment with the KIPP Memphis Collegiate Schools (“KMCS”) is on an "at-will" basis. This means your employment may be terminated at any time, with or without notice and with or without cause. Likewise, we respect your right to leave the Organization at any time, with or without notice and with or without cause.

Nothing in the employee handbook or any other KMCS document should be understood as creating guaranteed or continued employment, a right to termination only "for cause," or of any other guarantee of continued benefits or employment. Only the Executive Director has the authority to make promises or negotiate with regard to guaranteed or continued employment, and any such promises are only effective if placed in writing and signed by the Executive Director.



About KIPP Memphis Collegiate Schools

About the Organization

Who We Are

KIPP Memphis Collegiate Schools is part of the KIPP (“Knowledge is Power Program”) national network of over 200 free, open-enrollment, college preparatory, public charter schools that prepare students from under-served communities for success in college and in life. KMCS currently has 7 schools located in North and South Memphis communities.

What We Do

KMCS builds a partnership among parents, students, and teachers that puts learning first. By providing outstanding educators, more time in school learning, and a strong culture of achievement, KMCS helps all students climb the mountain to and through college.

Why it matters

At KIPP, teachers, students, and families are all united around the same goal--college graduation and a choice-filled life. We believe that an excellent college-preparatory education will set students up for success in whatever life path they choose. Through our collective hard work and commitment, KIPP students complete college at a rate that is above the national average for all students and four times higher than that of students of from similar economic backgrounds.

Mission Statement

Our Mission

All students will learn and achieve at high levels if given the opportunity. The mission of KIPP Memphis Collegiate Schools is to help students develop the knowledge, skills, and character strengths they need to seize those opportunities succeed throughout their education and in the competitive world beyond. Great education transforms lives.

The Five Pillars

KIPP schools share a core set of operating principles known as the Five Pillars:

● High Expectations: We set clearly defined and measurable high expectations for academic achievement

● Strength of Character: We help students foster character strengths that are essential for their own success and well-being.

● Highly Skilled Effective Teachers and Leaders: Great schools require great



teachers and school leaders. We empower our educators to lead school teams, and we invest in leadership and training rather than in bureaucracy to help them grow as professionals.

● Safe &, Structured, and Nurturing Environments: Our schools provide a safe, structured, and nurturing environment with minimal distractions and more time for both academics and extracurricular, so our students love school and maximize their learning.

● KIPP Through College: Our counselors and advisors support students as they prepare for and select the right college and career for their needs and interests. After high school, we help KIPP alumni navigate the social, academic, and financial challenges they might encounter while in college.

Organizational Chart

Regional Organizational Chart

The KMCS school support staff oversees the quality, sustainability, and growth of KIPP schools in Memphis. The School Support Team provides a number of services to our KIPP schools including academics, compliance, facilities management, finance and accounting, fundraising, human resources and talent recruitment, marketing, operations, and technology. The school support team also supports KMCS alumni in their journey to and through college, and provides support and coaching to school leadership teams. The goal of the school support team is to eliminate redundancies at the school level and create a more sustainable school environment, where the focus is on teaching and learning.


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Ethics Code

KIPP Memphis Collegiate Schools will conduct its business honestly and ethically wherever operations are maintained. We strive to improve the quality of our services, products, and operations and will maintain a reputation for honesty, fairness, respect, responsibility, integrity, trust, and sound business judgment. Our managers and employees are expected to adhere to high standards of business and personal integrity as a representation of our business practices.

We expect that officers, directors, and employees will not knowingly misrepresent the Organization and will not speak on behalf of the Organization unless specifically authorized. The confidentiality of trade secrets, proprietary information, and similar confidential commercially-sensitive information (i.e. financial or sales records/reports, marketing or business strategies/plans, product development, customer lists, patents, trademarks, etc.) about our Organization or operations, or that of our customers or partners, is to be treated with discretion and only be disseminated on a need-to-know basis (see policies relating to privacy).

Violation of the Code of Ethics can result in discipline, up to and including termination of employment. The degree of discipline imposed may be influenced by the existence of voluntary disclosure of any ethical violation and whether or not the violator cooperated in any subsequent investigation.

Revisions to Handbook

This employee handbook is our attempt to keep you informed of the terms and conditions of your employment, including Organization policies and procedures. The handbook is not a contract. The Organization reserves the right to revise, add, or delete from this handbook as it determines to be in its best interest. When changes are made to the policies and guidelines contained herein, we will endeavor to communicate them in a timely fashion, typically in a written supplement to the handbook or in a posting on Organization bulletin boards.


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Hiring and Orientation Policies

EEO Statement and Non Harassment Policy

Equal Opportunity Statement

Our Organization is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment which is free of harassment, discrimination, or retaliation because of age (40 and over), race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. The Organization is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

The Organization will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, or retaliation, or any violation of the Organization's Equal Employment Opportunity Policy in a confidential manner. The Organization will take appropriate corrective action, if and where warranted. The Organization prohibits retaliation against any employee who provides information about, complains, or assists in the investigation of any complaint of discrimination or violation of the Organization's Equal Employment Opportunity Policy.

We are all responsible for upholding the Organization's Equal Employment Opportunity Policy and any claimed violations of that policy should be brought to the attention of your manager and/or human resource personnel.

Policy Against Workplace Harassment

KIPP Memphis Collegiate Schools has a strict policy against all types of workplace harassment, including sexual harassment and other forms of workplace harassment based upon an individual's age (40 and over), race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. All forms of harassment of, or by, employees, vendors, visitors, customers, and clients are strictly prohibited and will not be tolerated.

A. Sexual Harassment

Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when (1) submission to such conduct is made either explicitly or implicitly as a term or condition of an individual's employment (2) submission to, or rejection of such conduct by an


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individual is used as the basis for employment decisions affecting such individual or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive work environment.

While it is not possible to identify each and every act that constitutes or may constitute sexual harassment, the following are some examples of sexual harassment are provided below: (a) unwelcome requests for sexual favors; (b) lewd or derogatory comments or jokes; (c) comments regarding sexual behavior or the body of another employee; (d) sexual innuendo and other vocal activity such as catcalls or whistles; (e) obscene letters, notes, emails, invitations, photographs, cartoons, articles, or other written or pictorial materials of a sexual natures; (f) repeated requests for dates after being informed that interest is unwelcome; (g) retaliating against an employee for refusing a sexual advance or reporting an incident of possible sexual harassment to KIPP Memphis Collegiate Schools or any government agency; (h) offering or providing favors or employment benefits such as promotions, favorable evaluations, favorable assigned duties or shifts, etc., in exchange for sexual favors; and (i) any unwanted physical touching or assaults, or blocking or impeding movements.

B. Other Harassment

Other workplace harassment is often verbal or physical conduct that insults or shows hostility or aversion towards an individual because of the individual's age (40 and over), race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws.

Again, while it is not possible to list all the circumstances that may constitute other forms of workplace harassment, the following are some examples of conduct that may constitute workplace harassment: (a) the use of disparaging or abusive words or phrases, slurs, negative stereotyping, or threatening, intimidating or hostile acts that relate to the above protected categories; (b) written or graphic material that insults, stereotypes or shows aversion or hostility towards an individual or group because of one of the above protected categories and that is placed on walls, bulletin boards, email, voicemail, or elsewhere on the Organization's premises, or circulated in the workplace; and (c) a display of symbols, slogans, or items that are associated with hate or intolerance towards any select group.

Reporting Workplace Misconduct

Any employee who feels that he or she has witnessed, or been subject to, any form of discrimination, harassment, or other workplace misconduct is required to immediately notify their School Leader/Manager, Human Resources, or other manager at the Organization.

KMCS prohibits retaliation, reprisal, or other adverse action against any employee who cooperates in, or provides information during an investigation of any complaint of harassment, discrimination, or other workplace misconduct.


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We will promptly and thoroughly investigate any claim and every action to protect

and maintain the confidentiality of the involved parties. Every effort will be made to

treat the all parties’ identity with appropriate regard for confidentiality.

If during the course of the investigation it is determined that there is merit to a claim or that misconduct has occurred, appropriate action will be taken and may include, but is not limited to training, reprimand, suspension, demotion, transfer, and discharge. In all cases, the Organization will follow up as necessary to ensure no retaliation for making a complaint or cooperating with an investigation.

Employees will be required to participate in annual training including sexual harassment training, workplace discrimination training, and other trainings in order address any additional types of workplace misconduct.

Affirmative Action Policy for Government Contractors

As a government contractor, the Organization will take affirmative action to ensure that job applicants are employed and that employees are treated during employment without regard to their race, creed, color, national origin, sex, or other protected classifications.

Disability Accommodation

The Organization complies with federal and state disability regulations, including the Americans with Disabilities Act (ADA). Qualified applicants or employees who inform the Organization of a physical or mental disability requiring accommodation in order for them to perform the essential functions of their jobs should inform [Human Resources or School Leader/Manager] of this so that we can together discuss what accommodations are available and appropriate.

Procedure for reasonable accommodation requests:

● Employee advises their School Leader of the need for accommodation. Employee completes a Request for Accommodation form and gives it to his or her School Leader/Manager.

● The accommodation request will be discussed with the employee and the employee's manager(s).

● The employee may be required to provide documentation supporting a disability, including medical certification.

● If a reasonable appropriate accommodation is readily available, the request will be approved and the accommodation implemented.

● If an accommodation is not readily ascertainable, the matter will be pursued further with assistance from appropriate external resources.

The Organization will consider the request but reserves the right to offer its own accommodation to the extent permitted by law. Some, but not all, of the factors that the Organization will consider are cost, the effect that an accommodation will have on current established policies, and the burden on operations -- including other


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employees -- when determining a reasonable accommodation.

Religious Accommodation

KMCS is dedicated to treating the religious diversity of all our employees equally and dress code with respect. Employees may request an accommodation when their religious beliefs cause a deviation from KMCS' dress code, schedule, basic job duties, or other aspects of employment. The Organization will consider the request but reserves the right to offer its own accommodation to the extent permitted by law. Some, but not all, of the factors that the Organization will consider are cost, the effect that an accommodation will have on current established policies and the burden on operations, including other employees, when determining a reasonable accommodation. At no time will the Organization question the validity of a person's belief.

Please contact the Director of Human Resources for all Religious accommodation requests.

Posting of Openings

KMCS desires to promote qualified employees from within where it believes that is possible, consistent with the need to assure that all positions are staffed by highly competent individuals. New job openings will be posted on the organization website. Employees who refer a new employee may be eligible for a referral bonus through our "Talent Referral Bonus Program". Please contact the Talent Team for more information.

Conflicts of Interest

KMCS is concerned with conflicts of interest that create actual or potential job related concerns, especially in the areas of confidentiality, customer relations, safety, security, and morale. Actual or potential conflicts of interest between an employee of the Organization may include personal, family, or business relationships or relationships with competitors, suppliers, distributors, or contractors to the Organization. These actual or potential conflicts of interest must be disclosed by the employee to the Human Resources Department. If an actual or potential conflict of interest is determined to exist, the Organization will take such steps as it deems necessary to reduce or eliminate this conflict.

Job Descriptions

KMCS attempts to maintain a job description for each position. If you do not have a copy of a current job description you should request one from your School Leader/Manager. Job descriptions prepared by KMCS serve as an outline only. Due to the needs of our organization, you may be required to perform job duties not within your written job description. Furthermore, the Organization may have to revise, add to, or delete from your job duties according to Organization needs. On occasion, the Organization may need to revise job descriptions with or without advance notice to the employee.


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If you have any questions regarding your job description, or the scope of your duties, please speak with your School Leader/Manager or a member of the Talent Team.

Employment Authorization Verification

All new hires and current employees are required by federal law to verify their identity and eligibility to work in the United States.

You will be required to complete federal Form I-9 on the first day of employment. If this form and verification of employment eligibility is not completed during the first three days of employment, we are required by law to terminate your employment.

In additional to your I-9 form, all KMCS employees are required to complete the following documentation to ensure expedited on-boarding, including but not limited to the following:

● KMCS Personal Information Form ● TCRS Enrollment Form ● KMCS Employee Handbook Acknowledgment Form

To ensure the safety and security of all KMCS students, families, and team and family members, it is the policy of KMCS that all employees (full-time, part-time, independent contractors, interns and volunteers) are to undergo a criminal background check, submitting fingerprints prior to the start date. You will be given directions on how to complete the fingerprinting process with your New Team and Family Member information documents.

If you are currently employed and have not complied with these requirements or if your status has changed, please inform the Director of Human Resources.

Employment of Relatives – Nepotism Policy

KMCS permits the employment of qualified relatives of employees, of the employee’s

household or immediate family as long as such employment does not, in the opinion of

KMCS, create actual conflict of interest. For purposes of this policy, “qualified relative”

is defined as a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle,

cousin, corresponding in-law, “step” relation, or any member of the employee’s

household. KMCS will use reasonable judgement in the placement of related

employees in accordance with the following guidelines:

● Individuals who are related by blood, marriage, or reside in the same

household are permitted to work at the same school and/or department,

provided no direct reporting or supervisor to subordinate relationship exists.

That is, no employee is permitted to work within “the chain of command”

when one relative’s work responsibilities, salary, hours, career progress,

benefits, or other terms and conditions of employment could be influenced by


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the other relative.

● Employees who marry while employed, or become part of the same household

are treated in accordance with these guidelines. That is, if in the opinion of

KMCS, a conflict arises or could arise, as a result of the relationship, one of the

employees may be transferred at the earliest possible time.

Decisions regarding the employment or placement of “qualified relatives” for the

purposes of this policy will be made by the Human Resources Department and no

relative may be offered employment prior to receiving advanced written approval

from the Human Resources Department.

Wage and Hour Policies

Employee Classifications

An employee’s pay and benefits depends on a wide range of factors, including pay

scale surveys, individual effort, profits, and market forces. If you have any questions

about your compensation, including matters such as paid time off, commissions,

overtime, benefits, or paycheck deductions, please speak with your manager of the

Director of Human Resources.

Classification

Type Definition What benefits are you eligible for?

Full-Time

Salaried

(exempt)

Employed on a regularly scheduled 30+ hour basis for a non-specified period.

You are eligible to participate in the KMCS benefit plans starting the 1st of the month, after their first 30 days of employment. You also are able to participate in

● Tennessee Consolidated Retirement System contributions (state pension plan)

● The option to participate in a 403(b) plan, Section 125 Plan, and life insurance

● Teachers who became certified in TN after 7/1/2014 are enrolled in Hybrid 2% 401K Plan, with a 5% employee match

● Additional paid days off: observed holidays and breaks (fall, winter & spring)

● In the event you become sick and cannot work, you will receive eight (12) Paid Time Off (PTO) days (which can be used for sick or vacation days). See Page 41 for more information.


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Full-Time

Hourly (non-

exempt)

Employed on a regularly scheduled 30+ hour basis for a non-specified period.

You are eligible to participate in the KMCS benefit plans starting the 1st of the month, after their first 30 days of employment. You also are able to participate in

● Tennessee Consolidated Retirement System contributions (state pension plan)

● The option to participate in a 403(b) plan, Section 125 Plan, and life insurance

● Teachers who became certified in TN after 7/1/2014 are enrolled in Hybrid 2% 401K Plan, with a 5% employee match

Paid Observed Holidays (=8 hours at their current pay rate)

Part-Time

Hourly (non-

exempt)

Employed on a regularly scheduled basis of 29.9 or less hours per week for a non-specified time.

Certified Teachers are able to participate in ● Tennessee Consolidated Retirement System

contributions (state pension plan) Paid Holidays (=5 hours at their current pay rate) Holidays include:

● Labor Day ● Veterans Day ● Thanksgiving Day ● Christmas Day ● New Years’ Day ● Martin Luther King Day ● Good Friday ● Memorial Day ● Independence Day

Temporary/

Seasonal (Full-

Time)

Employed on a regularly scheduled basis of 30+ hour per workweek for a finite period of time (though they are still at-will employees).

You are not eligible for benefits.

Temporary/

Seasonal (Part-

Time)

Employed on a regularly scheduled basis of 29 or less hours per week for a finite period of time (though they are still at-will employees).


Independent

Contractor

Independent Contractors must: ● Control the direction of

their work ● Provide an outside

service ● Has an independent

business or trade



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Pay Period

The standard pay period is biweekly for all employees. Staff members are paid via automatic payroll deposit. All staff members are at-will employees and are paid for the time that they work. If you believe an error has been made in your paycheck, please contact the KMCS Finance team as soon as possible. An employee's paycheck will not be released to another person without the written authorization from the employee.

Paycheck Deductions

The Organization is required by federal, state, and certain local laws to withhold certain deductions from your paycheck. This includes income and unemployment taxes, and FICA contributions (Social Security and Medicare) as well as any other deductions required under law or by court order for wage garnishments. The amount of your tax deductions will depend on your earnings and the number of exemptions you list on your federal Form W-4 and applicable state withholding form. You may also authorize voluntary deductions from your paycheck, including contributions for insurance premiums, retirement plans, spending accounts, or other services. Your deductions will be reflected in your wage statement.

Contact the Finance Department or Human Resources for any questions about your paycheck.

Direct Deposit

We encourage all employees to enroll in direct deposit. During your onboarding, you will be given the opportunity to sign up for Direct Deposit via Paylocity. Typically, the bank will begin the direct deposit of your payroll within 30 calendar days after you submit your completed application.

Recording Time

Federal and state laws require us to keep accurate records of hours worked by non-exempt (hourly) employees. You should clock in no more than five minutes ahead of time and clock out no later than five minutes after your quitting time. Every nonexempt employee of the Organization is required to enter his or her hours worked accurately, including all lunch periods and any rest periods of more than 20 minutes. Employees are required to notify the Organization of any pay discrepancies, unrecorded or misrecorded work hours, or any involuntary missed meal or break periods.

Do not complete the time sheet of any other employee or request that they do so for you. Please be sure to indicate your days off. Any changes to your time card must be approved of and initialed by your manager.

Falsification of time records or recording time for another employee may result in discipline, up to and including termination of employment.


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Overtime Authorization for Nonexempt Employees

If you are a nonexempt employee, you may qualify for overtime pay. All overtime must be approved in advance, in writing, by your manager. Please request overtime authorization prior to working overtime.

At certain times the Organization may require you to work overtime. We will attempt to give as much notice as possible in this instance. However, advance notice may not always be possible. Failure to work overtime when requested or working unauthorized overtime may result in discipline, up to and including discharge.

Overtime pay of one and one-half an employee's regular rate of pay or average pay rate (if you perform work at different pay rates during the relevant week) is paid for any hours worked in excess of 40 hours in a workweek. Holidays, vacation days, and sick leave days do not count as time worked for computing overtime.

Attendance and Punctuality Policy

Timely and regular attendance is an expectation of performance for all KMCS staff members. To ensure adequate staffing, positive staff morale, and to meet expected productivity standards throughout KIPP Memphis, staff members will be held accountable for adhering to their campus schedule. In the event a staff member is unable to meet this expectation, he/she must obtain approval from their manager in advance of any requested schedule changes. This approval includes requests to use PTO, as well as late arrivals to or early departures from work. School Leaders/Managers have discretion to evaluate extraordinary circumstances of a tardy, absence or failure to clock-in or clock-out and determine whether or not to count the incident as an occurrence. The Director of Human Resources is available to advise school leaders/managers regarding the evaluation of extenuating circumstances.

I. Absent

A staff member is deemed absent when he/she is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance as required by school/department notification procedure.

II. Tardy A staff member is deemed to be tardy when he/she: · Fails to report for work at the assigned/scheduled work time. · Leaves work prior to the end of assigned/scheduled work time without

prior supervisory approval. · Takes an extended meal or break period without approval

III. Failure to Clock in School-based staff members are required to follow established guidelines for clocking in each morning when they arrive on campus. A missed clock in is a violation of this policy and includes: · Failure to clock in at the beginning of the school day; · Clocking in/out early (or late) without prior approval.

IV. Notification


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Staff members are expected to notify their school leader/manager if they will be late for work, will not be at work, or are requesting planned time away from work.

V. Occurrences

The following grid is designed to provide guidelines when addressing the total number of occurrences during a school year, provided that the reason for an occurrence is not protected under FMLA.

Occurrences/Days Disciplines Step and Action

Tardies

After 3 tardies Verbal Warning

The 4th tardy Written Warning.

5th and subsequent tardies ½ day subtracted from your PTO days. Once all PTO days are used, ½ day pay will be deducted for each tardy. Staff member will also be placed on an Improvement Plan.

Absences After all PTO days are used Full day of pay will be deducted for each absence

No Call/ No Show 3 consecutive days Considered job abandonment, which can lead to termination.

Rest and Meal Periods

The Organization strives to provide a safe and healthy work environment and complies with all federal and state regulations regarding rest and meal periods. Tennessee law requires employers to allow employees a 30-minute unpaid meal period or rest break if scheduled to work six consecutive hours; this break cannot be scheduled during the first hour of work activity. An exception is made for workplaces which, because of the nature of their business, provide ample opportunity for employees to rest or take a meal break. If you know in advance that you may not be able to take your scheduled break or meal period, please let your manager know; in addition, notify your manager if you were unable to or prohibited from taking a rest or meal period at the soonest opportunity.

Accommodations for Nursing Mothers

KMCS will provide nursing mothers reasonable unpaid break time to express milk for their infant children for up to one year following the child's birth. The break time must, if possible, run concurrently with any break time already provided. This policy is in accordance with the U.S. Department of Labor Wage and Hour Division and the Patient Protection and Affordable Care Act (PPACA).

To ensure privacy, nursing employees will be provided a private room, other than a restroom, to express their milk. The room will be clearly designated and either have a lock or a sign on the door to indicate when the room is in use.

Nursing employees will also be provided a refrigerator to store their breast milk. Employees are responsible for labeling their milk with their name and the date on


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which the milk was expressed.

Nursing employees should provide reasonable notice to their supervisor of the intent to take lactation breaks. Supervisors should attempt to provide as much flexibility and break time as reasonably possible to accommodate the employee’s needs. Employees must give notice of breaks to supervisors and are required to provide notice to their supervisor when time for expressing breast milk is no longer required.

Employees who have any questions or concerns regarding this policy should contact the Director of Human Resources.

Pay Transparency Policy for Federal Contractors

The KIPP will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.


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Performance, Discipline, Layoff, and Termination

Performance Improvement or Performance Reviews

All KMCS staff members will participate in quarterly performance reviews to track your progress towards goals, your professional development and your work performance. Your initiative, effort, attitude, job knowledge, and other factors will be addressed. You must understand that a positive job performance review does not guarantee a pay raise or continued employment. Organization pay raises and promotions are based on numerous factors, only one of which is job performance.

Employee Evaluation Steps

Step 1. Establish Goals

Employee establishes goals for next year with guidance from his/her manager. Performance Goals will include a combination of student achievement and student growth outcomes, as well as other measures such as student and family survey data and attendance goals. Employee documents goals using the Performance Goals Form.

Step 2. 1st Quarter Check-in Meeting (Informal Evaluation)

Employee prepares by updating progress in 1st quarter check-in notes box on Performance Goals Form. Manger reviews performance with employee during first quarter check-in meeting. Notes captured on the Performance Summary Notes Sheet.

Step 3. Mid-Year Review Meeting (Formal Evaluation)

Employee prepares by reviewing self-evaluating performance goals and rubric. Employee prepares supporting documentation as necessary. Manager reviews performance with employee during mid-year review meeting. Notes captured on the Performance Summary Notes Sheet. Ratings documented on the Performance Evaluation Summary Sheet. Signed copies submitted to Talent.

Step 4. 3rd Quarter Check-in Meeting (Informal Evaluation)

Employee prepares by updating progress in 3rd quarter check-in notes box on Performance Goals Form. Manager reviews performance with employee during the third quarter check-in meeting. Notes captured on the Performance Summary Notes Sheet.

Step 5. Year-End Review Meeting (Formal Evaluation)

Manager reviews current and overall performance with employee during the year-end review meeting. Notes captured on the Performance Summary Notes Sheet. Ratings documented on the Performance Evaluation Summary Sheet. Signed copies submitted to Talent.


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Pay Raises

Depending on the organization's financial health and other factors, efforts will be made to give an annual pay raise. KMCS may also make individual pay raises based on merit or due to a change of job position.

Workforce Reductions (Layoffs)

If necessary based upon the needs of the organization, KMCS may decide to implement a reduction in force (RIF). We acknowledge that RIFs can be a trying experience for management and employees alike, and the organization will make its best effort to make sound business decisions while acknowledging the needs of its workforce.

Terminations

This policy is for individuals who are not asked to returning for the new school.

Summer Pay

For Full-Time employees who started during the start of the school year in July:

You will receive your paycheck as normal through the summer.

The first paycheck in July will be your last paycheck.

The July paycheck will have two health insurance premium deductions for

the entire month of July.

Your medical, dental, and vision insurance coverage will end on 7/31/2018.

For Full-Time employees who started after August of the school year:

Please contact HR for details on your last paycheck and the Employee

Benefits end date.

Your summer pay and benefits end date will be pro-rated based upon the

number of weeks you have worked from your date of hire to the end of the

school year.

KIPP Equipment

Computers/Cell Phones: o All exiting staff should turn their laptops, chargers, external drives, etc.

to the KIPP Memphis Regional Office between 10a and 2p on the last day of school.

o Email access and cell phone service will be disabled on the last day of school.

Keys, Key Fobs: o All exiting employees should turn all keys, key fobs, and any other

school-related KIPP owned equipment to the school’s Director of Operations (DOSO) at your work location.


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Benefits Information

Health Benefits

Medical, dental, vision benefits will end on the last day of the month when your pay ends.

COBRA information will be sent to all exiting staff members at the address we have on file. Please update your address in Paylocity. COBRA information will be sent out the following month when your medical, dental, and vision ends. Exiting employees have 60 days to elect COBRA.

o All other benefits (i.e. life, AD&D, long term disabilities) end on your last day of employment.

Retirement Questions:

All questions concerning your Hybrid 401k retirement account should be

directed to Retirement Ready TN, their phone number is 1-800-922-7772

All questions concerning your TCRS pension plan account should also be

directed to 1-800-922-7772. Your account statement can be accessed online at

https://mytcrs.tn.gov/

Reminders:

Once you leave KIPP, please keep us informed concerning your current address

to ensure you receive your 2017 W-2 timely. Send your address updates to:

KIPP Memphis Collegiate Schools – Human Resources 2670 Union Avenue Extended, Suite 1100

Memphis, TN 38112

Exit Surveys

All exiting staff is asked to complete a final survey.

An exit interview in place of completing the survey may also be requested by

emailing [email protected]. An appointment will be scheduled.

The purpose of the exit survey or interview is to gather information regarding

your experience with KIPP Memphis. We will use this information in continuing

to improve our organization.

Please go to the off-boarding link at: Offboarding.KIPPMemphis.org.

State of TN Unemployment Insurance

In the event that you are unable to obtain employment after your separation from

KIPP Memphis Collegiate Schools, all former staff members are eligible to apply for

State of TN Unemployment Benefits by visiting the Tennessee Department of Labor &

Workforce Development Website and following the steps to “File a Claim”:

https://mytcrs.tn.gov/

mailto:[email protected]

https://docs.google.com/forms/d/e/1FAIpQLSdb2bRVz4hVCOjP8Vnr1VtklJioW-aqyw_N8aGJWJKcIaq3mg/viewform

https://www.tn.gov/workforce/unemployment/apply-for-benefits-redirect-2/online-application.html




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Please be sure to make note that, although your last physical day may be May

25,2018, you will not be eligible for unemployment until the week following

your final pay check.

If you have any additional questions regarding your separation please contact

[email protected]

If you have any questions concerning the contents of this document, email:

[email protected].

Standards of Conduct

Transportation of Students

OVERVIEW

STAFF, CHAPERONES, AND VOLUNTEERS ARE PROHIBITED FROM TRANSPORTING STUDENTS IN THEIR PRIVATE MOTOR VEHICLES. This policy refers to any current KIPP student or recent alumni, college-age or younger.

NON-FIELD TRIP TRANSPORTATION

If a student requires assistance with transportation of any sort, whether to go home or to a school-related event, follow these mandatory steps until transportation is arranged:

1. Contact the student’s parent/guardian to request that he/she transport the student.

2. Determine whether the student can take public transportation. Ask: How old is the student? Does the student typically take public transportation to/from school?

3. Contact the student’s emergency contacts to request that he/she transport the student.

4. If, and only if all parents/guardians and emergency contacts are unable to

transport the student, contact your manager to request permission to escort

the student to their destination via Uber or Lyft and:

● Make every effort to find a second school staff member to accompany

the parties,

● Log all relevant transportation details in your student info system as

soon as possible

● Forward all receipts to approving manager.

5. If Uber/Lyft/taxi is not an option, a staff member may transport a student with

another KIPP staff member present for the entire ride and written permission from

both the school leader and parent.

If for some reason none of these options are possible, call your manager to discuss additional alternatives.




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Field Trip Transportation

Student transportation on field trips must be:

● Provided by a third party school bus company and/or other hired vehicle; ● Coordinated between school staff and School Ops Leader; and ● Thoroughly vetted and scheduled at least 2 weeks in advance (see full field trip

procedures for details)

Medical Emergencies

In the event of extreme illness, injury, or other medical emergency, school staff must:

● Call 911 ● Alert the School Nurse ● Alert the appropriate manager(s) (typically the School Leader) ● Call the student’s parent/guardian. If they are unavailable, call the student’s

emergency contacts ● Wait with student for medical transportation ● Log incident in Student Information System (PowerSchool/Deans List) ● If especially serious, notify the regional office

KIPP staff are prohibited from transporting students in their private vehicles for any reason. KIPP chaperones and volunteers are prohibited from transporting students in their private vehicles to/from KIPP-sponsored field trips.

Professional Boundaries: Staff-Student Interaction Policy

This policy refers to any current KIPP student, or recent alumni college-age or younger.

Professional Boundaries

This policy is intended to guide all faculty and staff in conducting themselves in a way that reflects the high standards of behavior and professionalism required of school employees and to specify the boundaries between students and staff. Healthy, supportive relationships are a pillar of the KIPP community. Trespassing the boundaries of a student/KIPP employee relationship and violation of this policy can lead to disciplinary consequences up to and including termination of employment. In addition, criminal penalties and sanctions against an educator’s certificate may result for certain conduct with students.

All staff must carefully review this policy along with each of the examples given in the policy related to acceptable and unacceptable employee behavior (see examples

https://www.kippshare.org/docs/DOC-28190?sr=stream




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section below). Although this policy gives specific, clear direction, it is each staff member’s obligation to avoid situations, whether or not explicitly listed, that could prompt suspicion by parents, students, colleagues, or school leaders. One viable standard that can be quickly applied, when you are unsure if certain conduct is acceptable, is to ask yourself, “Would I be engaged in this conduct if my family or colleagues were standing next to me?”

Some activities may seem innocent from a staff member’s perspective, but can be perceived as flirtation or sexual insinuation from a student or parent point of view. The objective of providing the examples of acceptable and unacceptable behaviors listed below is not to restrain innocent, positive relationships between staff and students, but to prevent relationships that could lead to, or may be perceived as, sexual misconduct.

Staff members must understand their own responsibility for ensuring that they do not cross the boundaries as written in this policy. Disagreeing with the wording or intent of the established boundaries will be considered irrelevant for disciplinary purposes. Thus, it is crucial that all employees learn this policy thoroughly and apply the lists of acceptable and unacceptable behaviors to their daily activities.

Duty to Report

When any employee becomes aware of another staff member or adult on campus having engaged in unacceptable behaviors as specified in this policy or behaviors regarding professional boundaries otherwise causing suspicion, he or she must immediately report the matter to the school administrator. All reports shall be as confidential as possible under the circumstances. It is the duty of the administrator to immediately let their [manager/HR/General Counsel] know, investigate and thoroughly report the matter. Beyond boundary violations, known or suspected abuse must be reported to police or protective services. Reporting to School Leaders does not relieve a staff member from his or her duty to report abuse under the law.

Failure to Follow this Policy

Failure to follow this policy, either intentionally or unintentionally, is subject to disciplinary action, up to and including termination, depending on the severity of the violation. Additionally, the violation may be reported to the appropriate law enforcement agency and the Texas Education Agency, as required by law.

Any questions regarding this policy should be directed to Human Resources.

Examples

The following examples are not intended to be all-inclusive

Examples of unacceptable behaviors (violations of this policy):

● Giving gifts to an individual student that are of a private and intimate nature. ● Kissing or flirting of any kind.


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● Any type of unnecessary physical contact with a student in a private situation. ● Making or participating in sexually inappropriate comments. ● Sexual jokes or innuendo. ● Telling stories that are sexually oriented. ● Discussing your own personal relationships or intimate issues with a student in

an attempt to gain their support and understanding of you. ● Spending time outside of regular school hours with student or alumni unless it

has been approved by your School Leader or Supervisor; ● Visiting a student in their home unless a parent, guardian, or another adult is

present. (KTC counselors should not visit an alumni in their dorm room or apartment.)

● Allowing a student or a group of students to spend time at your home. ● Spending the night with a student. If an overnight at a hotel is required, the

staff member must have parental consent, school leader approval, more than one KIPP adult on the outing, and a legitimate school reason (field trip, out of area tournament).

● Excessive texting or emailing; exchanging texts or emails at hours when a student reasonably should be sleeping.

● Sharing alcohol, drugs, or cigarettes with a student, purchasing for a student, consuming around any student, or discussing with students in a manner other than to educate.

Examples of acceptable and recommended behaviors:

● Getting school and parental written consent for any after-school activity. ● Obtaining formal approval to take students off school property for activities

such as field trips or competitions. ● E-mails, text, phone and instant messages to students must be very

professional and pertaining to school activities or classes. ● Keeping the door open when alone with a student, regardless of the faculty’s

and student’s gender ● Stopping and correcting students if they cross your own personal boundaries. ● Asking for advice from fellow staff or administrators if you find yourself in a

difficult situation related to boundaries. ● Involving your supervisor if conflict arises with a student. ● Informing your principal about situations that have the potential to become

more severe. ● Recognizing the responsibility to stop unacceptable behavior of students or

coworkers. ● Giving students praise and recognition without touching them. ● Side hugs, child initiated hugs, or hugs where staff has asked, “Would you like a

hug?” ● Pats on the back, high fives and handshakes.


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Student Supervision

Students should be supervised by a KIPP faculty member at all times, and parents should know where their children are at all times. Planning with the end in mind, if an accident should happen to a student or students, this question will be asked: Where was the faculty member? The faculty member should use his/her best judgment in terms of supervision so that there is a responsible answer to this question.

Classroom Conduct

KIPP Policy is that no faculty member or volunteer will be alone with any student, regardless of age, or gender, behind a closed door or in any other isolated situation except in extremely limited extenuating circumstances involving an emergency.

When a situation arises that calls for a faculty member to be alone with a student, it is the faculty member’s responsibility to leave the door open, move to an open location, or to seat him/herself and the student where they are completely visible to passersby. Staff should not tape up, block, or cover up windows in such a way as to prevent outsiders from being able to see into a classroom. Teachers and students must be visible through the doorway, or door window, of any classroom. If covering is required for testing or other extraordinary circumstances, it should be removed as soon as possible. When a counselor or other administrator needs a private space for a confidential meeting, they are expected to log their meeting or notify another staff member.

It is also KIPP Policy that classroom doors remain unlocked until the close of the day, except when rooms are unoccupied, or except in emergency situations as directed by the School Leader or his/her designee.

Policy for Staff Use of Social Networking with Students

Do not communicate with current K-12 students using personal Social Media accounts.

Staff should be using the phone and group emails/classroom websites to communicate

with students. In the case of an emergency, make sure to notify your School

Operations Director/Manager to inform them of such use. “Communication” includes

adding students as “friends” on Social Media networks such as Facebook or Instagram

and “following” a student on Twitter.

Counselors/KTC staff may use social media to connect with KIPP students for

professional purposes only. In doing so, they must either:

● Create and maintain two distinct profiles: one personal and one professional

and invite students (current or alumni), their parents and/or families to

“friend” the professional profile only.

● Make sure their current manager is aware of the use of a personal account.


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Child Abuse Reporting

All staff must follow state policies on reporting abuse. In Tennessee, all school workers must report abuse or neglect if they "have knowledge of or observe" instances of abuse or neglect, or if they "know or reasonably suspect" abuse or neglect has occurred. Please see the Human Resources Office if you have any questions or need to know how to make a report.

Drug and Alcohol Policy

KMCS intends to maintain a safe, productive and comfortable drug-free workplace for employees, students, families, and the community. With this in mind, KMCS established this drug free workplace policy. KMCS considers drug and alcohol abuse a serious matter which will not be tolerated. The Organization absolutely prohibits employees from using, selling, possessing, or being under the influence of illegal drugs, alcohol, or controlled substance or prescription drug not medically authorized while at their job, on school property, or while on work time.

Therefore, it is the Organization's policy that:

1. Staff Members shall not report to work under the influence of alcohol, illegal drugs, or any controlled substance or prescription drug not medically authorized.

2. Staff Members shall not possess or use alcohol, illegal drugs, or any controlled substance or prescription drug not medically authorized while on Organization property or on Organization business.

The Organization also cautions against use of prescribed or over-the-counter medication which can affect an employee's ability to perform his or her job safely or the use of prescribed or over-the-counter medication in a manner violating the recommended dosage or instructions from the doctor. Employees must have a valid prescription for any prescription medication used by employees while working for the Organization. Please inform your School Leader/Manager prior to working under the influence of a prescribed or over-the-counter medication that may affect your ability to perform your job safely. If the Organization determines that the prescribed or over-the-counter medication does not pose a safety risk, you will be allowed to work. Failure to comply with these guidelines concerning prescription or over-the-counter medication may result in disciplinary action, up to and including termination of employment

A violation of this policy will result in disciplinary action up to and including termination of employment.

Drug-Free Workplace Policy [Federal Contractors]

As a federal contractor, KMCS must comply with the requirements of the Drug-Free Workplace Act of 1988, which is a part of Public Law 100-690, Anti-Drug Abuse Act of 1988. The federal Drug-Free Workplace Act of 1988 (section 5152) covers grants and contracts for the procurement of any service with a value of $25,000 or more.


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Drug-Free Workplace Act

To comply with the act, federal agency contractors and federal grant recipients must provide a drug-free workplace. These federal contractors and grant recipients will:

● Publish a statement prohibiting the unlawful manufacture, distribution, dispensation, possession, or use of illegal drugs in the workplace and specify the actions that will be taken against employees for violations.

● Distribute a copy of the policy statement to each employee engaged in the performance of a federal grant or contract.

● Notify each employee that compliance with the policy is a condition of employment on such grant or contract and that the employee must abide by the terms of the policy statement. The policy statement includes the requirement that the employee notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction.

● Notify the granting or contracting agency within 10 days after learning of a criminal drug statute conviction.

● Impose a sanction as required under this act on any employee who is so convicted.

● Establish a program of drug-free awareness, informing employees about the organization's policy of maintaining a drug-free workplace, the penalties that may be imposed upon employees for drug-abuse violations, the dangers of drug abuse in the workplace, and any available drug counseling, rehabilitation, and assistance programs.

● Make a good faith effort to continue to maintain a drug-free workplace through implementation of these requirements.

Drug-Free Workplace Policy Employees

KMCS, in compliance with the federal Drug-Free Workplace Act of 1988, has adopted the following policy that must be adhered to as a condition of employment:

● The unlawful use, possession, manufacture, dispensation, or distribution of controlled substances in all KIPP Memphis Collegiate Schools work locations is prohibited.

● Any KIPP Memphis Collegiate Schools employee convicted of a criminal drug statute violation occurring in the workplace must notify his or her School Leader/Manager of the conviction within five (5) days after the conviction. As required by the federal Drug-Free Workplace Act of 1988, KIPP Memphis Collegiate Schools must inform contracting or granting agencies of such convictions within 10 days after receiving notification from the employee or otherwise receiving notice of a conviction.

● Upon receiving such notification, KIPP Memphis Collegiate Schools, in conjunction with the location concerned, will take all steps necessary to assure the proper conduct of sponsored projects and programs. If a decision is reached to allow the affected employee to continue employment with KIPP Memphis Collegiate Schools, the employee must participate in and


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satisfactorily complete an approved drug abuse assistance or rehabilitation program.

If you have any questions, you may contact the Human Resources Department.

Americans with Disabilities Act

In addition to complying with the federal Drug-Free Workplace Act of 1988, KMCS must comply with the requirements of the Americans with Disabilities Act of 1990 (ADA). Individuals who currently use drugs illegally are not individuals with disabilities protected under the ADA when an employer takes action because of their continued use of drugs. This includes people who use prescription drugs illegally as well as those who use illegal drugs. However, people who have been rehabilitated and do not currently use drugs illegally, or who are in the process of completing a rehabilitation program, may be protected by the ADA.

Disciplinary Process

Violation of Organization policies or procedures may result in disciplinary action including demotion, transfer, leave without pay, or termination of employment. The Organization encourages a system of progressive discipline depending on the type of prohibited conduct. However, the Organization is not required to engage in progressive discipline and may discipline or terminate an employee where he or she violates the rules of conduct, or where the quality or value of the employee's work fails to meet expectations at any time. Again, any attempt at progressive discipline does not imply that your employment is anything other than on an "at will" basis.

In appropriate circumstances, management will provide the employee first with a verbal warning, then with one or more written warnings, and if the conduct is not sufficiently altered, eventual demotion, transfer, forced leave, or termination of employment. Your School Leader/Manager will make every effort possible to allow you to respond to any disciplinary action taken. Understand that while the Organization is concerned with consistent enforcement of our policies, the Organization is not obligated to follow any disciplinary or grievance procedure and that depending on the circumstances, employees may be disciplined or terminated without any prior warning or procedure.

Problem-Solving Procedure

We strive to provide a comfortable, productive, legal, and ethical work environment. To this end, the organization wants you to bring any problems, concerns, or grievances you have about the workplace to the attention of your School Leader/Manager and, if necessary, to Human Resources or upper level management. To help manage conflict resolution we have instituted the following problem solving procedure:


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If you believe there is inappropriate conduct or activity on the part of the Organization, management, its employees, vendors, customers, or any other persons or entities related to the Organization, bring your concerns to the attention of your School Leader/Manager at a time and place that will allow the School Leader/Manager to properly listen to your concern. Most problems can be resolved informally through dialogue between you and your immediate School Leader/Manager. If you have discussed this matter with your School Leader/Manager before and do not believe you have received a sufficient response, or if you believe your School Leader/Manager is the source of the problem, we request you present your concerns to Human Resources or upper level management. Please indicate what the problem is, those persons involved in the problem, efforts you have made to resolve the problem, and any suggested solution you may have.

Outside Employment

Outside employment which creates a conflict of interest or which affects the quality or value of your work performance or availability at the Organization is prohibited. The Organization recognizes that employees may seek additional employment during off hours, but expects, in these cases, that any outside employment will not affect job performance, work hours, or scheduling, or otherwise adversely affect the employee's ability to effectively perform his or her duties. Any conflicts should be reported to your School Leader/Manager. Failure to adhere to this policy may result in discipline up to and including termination.

Exit Interview

All exiting employees will be required to complete an Exit Interview Survey during your off-boarding. The purpose of the exit interview survey is to provide management with greater insight into employee relations and to avoid unnecessary employee claims. Your cooperation in the off-boarding process is appreciated.

Post-Employment Reference Policy

The Organization policy is to confirm dates of employment and job title only. With written authorization, the Organization will confirm compensation. Please forward any requests for employment verification to the Director of Human Resources.


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General Policies

Voicemail, Email, and Internet Policy

It is the policy of KMCS to:

● Prevent user access and transmission of inappropriate material via the Internet utilizing KIPP technology resources;

● Prevent unauthorized access and other unlawful online activity; ● Prevent unauthorized online disclosure, use, or dissemination of personal

identification information of minors; and ● Comply with the Children's Internet Protection Act

This policy applies to all KMCS community members, including students, teachers, staff, and designated contractual or temporary staff.

Technology Protection Measure

KIPP shall filter all Internet traffic originating from any KIPP location to ensure it is appropriate for minors and in compliance with all local, state and federal mandates. The KIPP Regional Support Team shall maintain the necessary licensing annually to ensure all applicable categories of harmful Internet content is blocked and inaccessible by community members.

KIPP shall also provide for the day-to-day administration of this content filter, which includes, but is not limited to:

● Manual blocking and unblocking of sites based on requests with legitimate educational purpose Application of appropriate licensing information

● Selection/de-selection of website categories deemed appropriate or inappropriate by the KIPP leadership community

● Review and analysis of usage and filtering logs ● Communication with specific school leadership concerning data and reports

generated through the content filtering system

Procedures for the disabling or otherwise modifying any technology protection measure shall be the responsibility of the KIPP Memphis Information Technology Team.

Monitoring and Supervision of Online Activities

It will be the responsibility of all members of KIPP staff responsible for allocating KIPP technology resources for student use to supervise and monitor appropriate usage of KIPP technology resources, especially Internet access, in accordance with the Children's Internet Protection Act. This includes, but is not limited to:

● Logging and reporting of KIPP technology resource usage, especially Internet access In-classroom monitoring of student use of technology resources

● Follow-up meetings with students and/or parents concerning student use of


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technology resources

Education of KIPP Community Members

Education of minors

School staff responsible for allocating KIPP technology resources for student use shall be responsible for providing instruction to students concerning appropriate online behavior utilizing KIPP technology resources. Such instruction shall include review of specific inappropriate behavior, the consequences of such behavior, and an indication of how staff will assist students to be successful with the use of KIPP technology resources while avoiding inappropriate content.

Education of staff

KMCS Information Technology Team staff shall be responsible for training designated staff within individual schools to further train and support school staff on the appropriate use of KIPP technology resources. Said staff will provide guidance and training to other school staff concerning the appropriate use of KIPP technology resources.

Violation of Policy

Any violation or abuse of this Policy is just cause for taking disciplinary action, up to and including dismissal, removal of all KIPP network privileges and accounts, and/or legal action. To keep the KIPP technology resources and property safe, viable, effective, and user friendly, all KIPP community members must work cooperatively and responsibly using this policy. In the event of a technology brief, the damage of KIPP technology, or the loss of KIPP technology or property, the employee must immediately notify a member of the IT Team via the KIPP Memphis Helpdesk System at [email protected]. KIPP reserves the right to update this policy and/or to change the technology protection measure at any time, with or without notice.

Social Media Policy

Please see Standards of Conduct Policy.

Non-Solicitation/Non-Distribution Policy

To avoid disruption of business operations or disturbance of employees, visitors, and others, the Organization has implemented a Non-Solicitation Policy. For purposes of the Non-Solicitation Policy, "solicitation" includes selling items or services, requesting contributions, and soliciting or seeking to obtain membership in or support for any organization. Solicitation performed through verbal, written, or electronic means is covered by the Non-Solicitation Policy.

Employees are prohibited from soliciting other employees during their assigned working time. For this purpose, working time means time during which either the soliciting employees or the employees who are the object of the solicitation are



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expected to be actively engaged with assigned work. Employees may conduct solicitations during their lunch period, coffee breaks, or other authorized non-working time, so long as they do so when the other employees are also on non-working time.

To avoid inappropriate litter, clutter, and safety risks, employees may not distribute literature or other non-work related items in working areas at any time. Working areas do not include break/rest areas, lunch rooms, or parking lots.

Personal Appearance

Your personal appearance reflects on the reputation and integrity of the organization. All employees are required to report to work neatly groomed and dressed in generally accepted business casual attire. You are expected to maintain personal hygiene habits that are generally accepted in the community, i.e. clean clothing, good grooming and personal hygiene, and appropriate social behavior.

Individual campuses may have a higher dress code and appearance standards. As a general rule employees are asked to not wear jeans and non-Kipp t-shirts (except on designated days or designated departments), tank tops, flip-flops, leggings, and shorts (of any kind). Employees should check with their School Leader / Manager on campus specific requirements. Employees should should also check with their School Leader / Manager in advance of wearing logo’d company attire (t-shirts, hats, etc) at non-KIPP sponsored events.

Organization Social Events

KMCS holds social events for employees. Please be advised that your attendance at these events is voluntary and does not constitute part of your work-related duties as an employee. Any exceptions to this policy must be in writing and signed by a School Leader/Manager prior to the event.

Alcoholic beverages may be available at these events. If you choose to drink alcoholic beverages, please do so in a responsible manner. Do not drink and drive. Instead, please call a taxi or appoint a designated driver.

Organization-Provided Cell Phone/Mobile Device Policy

KMCS recognizes that the use of cellular telephones by staff may be an appropriate communication device to provide for the efficient and effective operation of the schools, and region, as well as, to help ensure safety and security during school sponsored events and activities. To this means, KMCS will purchase or lease cellular telephones for employee use, as deemed appropriate by the Executive Director and School Leaders.

KMCS will not provide cell phones to all staff members. Hence, staff members may have a dedicated line assigned to them which they can access by installing the ShoreTel App on their Laptop or personal cell phones. Staff members whose roles require both (1) increased accessibility/responsiveness due to their decision-making authority and (2) higher levels of mobility on/off campus are provided with a


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smartphone with additional email and web capabilities.

Any staff members with cell phones are required to exercise responsibility when using a KIPP cell phone, including keeping phones in good working condition and minimizing overage charges. If your phone is lost or damaged and you are deemed at fault, you will be required to pay for a replacement phone. During the summer months, your operations manager may choose to deactivate staff cell phones in order to save money. Otherwise, returning staff will be allowed to use their cell phones as there may be times when your school or the Regional Support Office will need to contact you.

Use of cellular phones in violation of Regional policies, administrative regulations, and/or state and federal laws will result in discipline up to and including dismissal and referral to law enforcement officials, as appropriate.

Prohibited use of KIPP cell phone when driving

In the interest of the safety of our team members and other drivers, staff members are prohibited from using cell phones without a hands-free device while driving.

If your job requires that you keep your cell phone turned on while you are driving, you must use a hands-free device. Under no circumstances should employees place phone calls while operating a motor vehicle. Violating this policy is a violation of law and KIPP policy.

Writing, sending, or reading text-based communication, including text messaging, instant messaging, and email, on a wireless device or cell phone while driving is prohibited. Violating this policy is a violation of law and KIPP policy.

Technology and Operations Support

All technology and operations support requests must be logged on the online KIPP Helpdesk. Each staff member is responsible for logging his or her own trouble tickets to request support. This system ensures the Tech and operations team is informed of all outstanding issues, the team can identify patterns in technology support and equipment quality, and that all issues are brought to resolution.

How to Access the KIPP Memphis Help Desk System

1. Open your web browser and login to http://helpdesk.kippmemphis.org 2. Enter your school email address and your KIPP Memphis password 3. Click on ‘Create a New Ticket'. 4. From the ‘Problem Type' drop-down list select a general category for

the issue you're experiencing. More drop-down fields will appear to the right. These fields allow you to choose more specific information about the problem.

5. Choose the priority of the problem from the drop-down list. If you leave this field on ‘Auto' then the default priority assigned to your ticket will be Medium (Priority 2).

6. Leave the ‘Due Date' and ‘Assignee' fields blank.


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7. The ‘Description' field is where you should type in information regarding the problem that you're experiencing. Please try and be as specific as possible and include as many details as you deem necessary.

8. Click ‘Submit this Ticket'.

Frequently Asked Questions

1. How can I check the status of my ticket?

Log on to the KIPP Help Desk website again and click on the ticket you created. Any changes or status updates will be viewable when you click on the ticket number. You will likely receive an email or a phone call in the process of troubleshooting your ticket.

Security

Every employee is responsible for helping to make this a secure work environment. Upon leaving work, lock all desks, lockers, and doors protecting valuable or sensitive material in your work area and report any lost or stolen keys, passes, or other similar devices to your School Leader/Manager immediately. You should refrain from discussing with nonemployees specifics regarding Organization security systems, alarms, passwords, etc.

We also request that you immediately advise your School Leader/Manager of any known or potential security risks and/or suspicious conduct of employees, customers, or guests of the Organization. Safety and security is the responsibility of every employee and we rely on you to help us keep our premises secure.

Acceptable Use of KMCS property and technology resources

KIPP Memphis will provide members of the KMCS community with access to property and technology resources as necessary and appropriate to fulfill assigned responsibilities. KIPP community members will not supply personal technology resources to create, store, and communicate organizational information or complete responsibilities, nor will KIPP support, modify, repair, integrate, or perform work on personal technology resources. Students who are assigned work requiring the use of personal technology resources after-hours away from a KIPP campus are exempted from this requirement.

KIPP community members who use KIPP technology resources must do so responsibly, and are required to comply with all state and federal laws, the policies of KIPP, and with standards of professional and personal courtesy and conduct. When using KIPP property, the KIPP community is expected to exercise care, perform required maintenance where assigned, and follow all operating instructions, safety standards, and guidelines. The KIPP community may not use any technology resource to access, transmit, save, share, or print sexually-explicit images, messages, or any other medium containing such content. In addition, the KIPP community may not access, transmit, save, share, or print materials that contain ethnic slurs, racial epithets, derogatory, defamatory, obscene or offensive statements or images, or any other content that may


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be construed as harassing based on someone's race, national origin, sex, gender identity, sexual orientation, physical or mental disability, religious beliefs or any other characteristic protected by federal, state or local laws.

KIPP's technology resources are to be used by the KIPP community for the purpose of KIPP activities. This policy does not prohibit use of technology resources for reasons of a personal or social nature on the community members' non-work time, providing such use does not violate any of KIPP's policies, break local, state, or federal law, result in any monetary cost to KIPP, impair intended use and functionality by the addition, removal, or alteration of equipment or software, or detract from the employee's performance of his or her job duties. KIPP does not support the storage and installation of personal hardware or software and related data on KIPP technology resources. Therefore, KIPP will not repair or backup such data and software. This includes personal music, videos, pictures, and other documents. KIPP reserves the right to determine when personal use of technology resources or other KIPP property is excessive or improper, and may require reimbursement or other remediation from a community member and/or discipline the community member when he/she has used the resources excessively or improperly.

The following activities are prohibited while using KMCS technology resources:

● Knowingly giving one's password to others; ● Attempting to gain unauthorized access to KIPP technology resources, attempts

to disrupt it in any way, or attempts to destroy or alter data; ● Downloading or installing any commercial software, shareware, or freeware

without permission from the network administrator; Plagiarism ● Using the organization's time and resources for personal gain; ● Sending or posting discriminatory, harassing, or threatening messages or

images; ● Using abusive or otherwise objectionable language in either public or private

messages; Stealing, using, or disclosing someone else's code or password without authorization; Attempting to break into the computer system of another organization or person;

● Accessing, saving, transmitting, or printing any pornographic materials; ● Sending or posting chain letters, solicitations, or advertisements not related to

business purposes or activities; ● Using the Internet for political causes or activities, religious activities, or any

sort of gambling; Changing any computer file that does not belong to the user; ● Using another person's password without his or her consent;

It is understood that accidents happen, but staff are encouraged to take the best possible care of all school property and technology resources. If equipment or items sustain physical damage or are stolen, notify your School Leader/Manager immediately so that s/he can address the problem.

Privacy

All technology resources are KIPP property. All Internet traffic and all messages sent


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and received, including personal messages, Internet browsing traffic, and all data and information stored on KIPP's email, voicemail system, cell phones/PDAs, or computer systems are KIPP property, regardless of the content. KIPP reserves the right to access, monitor, and inspect all of its technology resources including its computers, voicemail, email, and any other data storage communications systems, at any time, at its sole discretion. KIPP community members have no right of privacy with respect to any messages or information created, maintained, received or stored on KIPP technology resources, even if those devices require a personal password to use or access or if the information has been deleted. KIPP reserves the right to advise appropriate legal authorities of any incident involving technology resources where it reasonably believes a KIPP community member may have violated the law. All passwords used to access technology resources must be available to KIPP upon request.

KIPP also reserves the right to inspect all other KIPP property, including but not limited to desks, workstations, cabinets, drawers, closets, and vehicles, as well as any contents, effects, or articles in KIPP property. Such inspection can occur at any time, with or without advance notice or consent.

Return of KIPP property and technology resources

KIPP community members who are issued KIPP property or technology resources must return the items when requested by KIPP or upon separation from KIPP. A KIPP staff member may face disciplinary action, up to and including dismissal, if any KIPP property or technology resources issued to him or her are lost, damaged, misused or not returned to KIPP upon request. KIPP reserves its right to recover the value of its property or technology resources from a KIPP staff member to the full extent authorized by law.

Functionality and Accuracy

KIPP network and systems administrators will make a good faith effort to keep the system and its available information accurate; however, the KIPP community acknowledges that KIPP makes no warranty of any kind, either express or implied, regarding the accuracy, quality, or validity of any of the data or information available.

Violation of Policy

Any violation or abuse of this Policy is just cause for taking disciplinary action, up to and including termination, removal of all KIPP network privileges and accounts, and/or legal action. We anticipate that such actions can be avoided since they cause problems for all concerned. To keep the KIPP technology resources and property viable, effective, and user friendly, all staff must work cooperatively and responsibly.

Third Party Disclosures

All the Regional Support Team, students, families, and employees are at all times ambassadors for the Regional Support Team and KIPP Memphis Collegiate Schools.


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You may be approached by the media for an interview. Typically, we are warned in advance, and the Principal can speak with teachers beforehand to let you know the context of the interview. However, if a reporter calls you directly asking for an interview, please try to schedule the interview for a later time and speak with the Chief Strategy and External Affairs Officer, Director of External Affairs, or Executive Director before participating in the interview. The reason for this is that this group may have background knowledge about the reporter or the publication which will prove beneficial for the interview. The Chief Strategy and External Affairs Officer and Director of External Affairs can also provide media training to ensure you are honestly and fairly represented in the media. If you cannot schedule the interview for later, please answer all questions honestly and with proper discretion, and call the Chief Strategy and External Affairs Officer, Director of External Affairs, or Executive Director afterward if there are any questions you felt uncomfortable with. "I don't know" is a perfectly acceptable answer to questions to which you do not know the answer.

Personal Data Changes

It is your obligation to provide the Organization with all of your current contact information, including current mailing address and telephone number. Please inform the Organization of any changes to your marital or tax withholding status. Failure to do so may result in loss of benefits or delayed receipt of W-2 and other mailings.


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Benefits

Regular Full-Time Employees

A regular full-time employee is an employee who is regularly scheduled to work in excess of 30 hours per week. Unless stated otherwise, all the benefits provided to employees are for regular full-time employees only. This includes vacation, holiday pay, health insurance, and other benefits coverage.

Regular Part-Time Employees

Any employee who works less than 30 hours per week is considered a part-time employee. Part-time employees are not eligible for Organization benefits unless specified otherwise in this handbook or in the benefit plan summaries.

Temporary Employees

Temporary employees are hired for a specific period or specific work project. The Organization reserves the right to extend the duration of temporary employment where necessary. Temporary employees are not eligible for employee benefits unless specified otherwise in this handbook or in the benefit plan summaries.

Exempt Employees

If you are classified as an exempt employee at the time of your hiring, you are not eligible for overtime pay as otherwise required by federal, state, or local laws. If you have a question regarding whether you are an exempt or nonexempt employee, contact your School Leader/Manager or Director of Human Resources for clarification.

Payroll Advances and Loans

KMCS does not make payroll advances or loans.

Health Insurance

The Organization provides its regular full-time employees with health insurance. Employees have the option of dependent coverage at their own expense. Medical plan benefits for eligible employees and their dependents are described in detail in the KMCS Insurance Manual. These benefits may be canceled or changed at the discretion of the Organization, unless otherwise required by law.

Health benefits during Family and Medical Leave Act (FMLA) leaves are maintained by the Organization on the same terms as if the employee continued to work. Please contact Human Resources for clarification. In such circumstances, arrangements must be made by eligible employees to pay their share of the health insurance premium on a monthly basis to maintain insurance coverage. Please contact the Finance Department to determine the amount of your contribution. The Organization's obligation to maintain health benefits stops when:


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● An employee informs the Organization of an intent not to return to work at the end of the leave period; or

● An employee fails to return to work when the FMLA entitlement is exhausted; or

● An employee's premium contribution is past due.

The Organization will be entitled to recover premiums paid to maintain health insurance coverage for an employee who fails to return to work from leave.

Please understand that plan eligibility does not necessarily mean coverage for all medical treatments or procedures. In addition, under changed circumstances you may be responsible for contributing to the cost of increased premiums. This benefit, as well as other benefits, may be canceled or changed at the discretion of the Organization, unless otherwise required by law.

If you or a dependent become ineligible for benefits due to a change in work hours or through a life event, or you leave employment with us, you may have the right to continue your medical benefits under the Consolidated Omnibus Budget Reconciliation Act (COBRA). The Organization will mail you information about your COBRA rights.

Disability Insurance

Note: This section is optional and may be added if the Organization provides this type of protection.

The Organization provides employees with disability income protection when employees miss work due to non-work related disabilities. The terms and conditions for the disability insurance program are outlined in the Summary of Plan Benefits. Please contact Human Resources for a copy of the plan provisions and for any information you need about the benefit.

Life Insurance

All regular full-time employees who have completed [90 days] of employment are provided with life insurance by the Organization. You will be required to notify the benefits administrator of your intended beneficiary. Refer to the Summary Plan Description (SPD) for details about the benefit.

Dental Insurance

All regular full-time employees are eligible for the Organization dental plan. Dental plan benefits are described in detail in the KMCS Insurance Manual.

Vision Care Insurance

All regular full-time employees are eligible for the Organization vision care plan. Vision care plan benefits are described in detail in the KMCS Insurance Manual.


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Holiday Pay

Full-time staff will receive time off with pay at their normal base rate for the holidays listed on our official KMCS calendar.

Part-time employees regularly scheduled to work less than thirty (30) hours per week are not eligible for paid holiday benefits. If a holiday falls during a regularly scheduled work day for a part-time employee, that employee will not be paid for that day. The part-time time employee may request to work an alternative schedule to maintain the same number of hours of work and compensation, which may be granted only at the manager's discretion.

Non-exempt employees who are required to work on a holiday will be paid time worked as well as the holiday pay. Holiday pay is not counted as hours worked for purposes of calculating overtime.

Temporary employees are ineligible for holiday benefits.

Parental Leave Policy

Overview

KIPP Memphis offers eligible employees the opportunity to utilize paid parental leave for the birth, adoption, or foster care placement of a child. This leave can be taken consecutively or intermittently. The purpose of this policy is to outline both the job protections under this policy, as well as the conditions under which compensation will be provided. It is important to note that the benefits under the Parental Leave Policy may be used alone and/or in conjunction with approved FMLA leave.

Eligibility Requirements

Employees are eligible for parental leave if they have been full-time employees at KIPP Memphis for at least twelve (12) consecutive months. Employees should notify their direct managers and Human Resources as soon as possible in order to determine eligibility for paternity leave.

Expectant employees who wish to utilize parental leave in conjunction with FMLA leave should consult with the Human Resources Department as soon as possible in order to determine if they qualify for FMLA leave. Details about the FMLA leave policy is located under the FMLA section of the handbook.

Non-expectant employees not qualifying for FMLA leave but who wish to utilize only parental leave should contact the Human Resources Department for more information.

Compensation During Parental Leave

Employees who qualify for parental leave are eligible for compensation during their leave period. Expectant employees are eligible for six (6) weeks of compensation and non-expectant employees are eligible for two (2) weeks of compensation during the


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parental leave period.

Employees can utilize accrued PTO time if they choose to take paid time off in addition to the six (6) or two (2) weeks of paid time off provided in this policy.

Benefits Eligibility During Extended Paternity Leave

While on parental leave of absence under this policy, KIPP Memphis will continue the employee’s group health insurance benefits under the same terms as provided to active employees during the leave period. Employees will be expected to continue to pay their portion of benefits. If at any time the employee goes without paying his/her portions of the premiums for thirty (30) days, coverages may be terminated.

Procedures for Requesting Paternity Leave of Absence

Employees requesting parental leave must submit all leave requests to the Human Resources Department at least thirty (30) days in advance of anticipated leave, whenever possible. All parental leave requests should include sufficient details including expected leave date and expected date of return. In no case will an employee receive more than 12 weeks of paid parental leave in any 12-month period, regardless of whether more than one qualifying event occurs during that 12-month period. If intermittent leave is requested, employees are expected to notify their immediate supervisor in advance. Supervisors are responsible for working closely with Human Resources during the leave period.

Paid Time Off (PTO)

Paid time off (PTO) provides you with the flexibility to use your time off to meet your personal needs (i.e. for vacation, illness, caring for children, school activities, medical/dental appointments, personal business or emergencies), while recognizing your individual responsibility to manage your paid time off.

The Organization may require you to use any unused PTO during disability or family medical leave, or any other leave of absence.

Eligibility

You are eligible to receive PTO if you are a regular full-time status employee. Employees will receive 4 hours each pay period to a maximum of 12 days for each school year. Unused PTO days may not be converted to a cash payment, or carried over to the next school year.

Termination

You will not be paid for all unused PTO days when you leave the organization. Unused PTO days may not be converted to a cash payment.

Notice and Scheduling

You are required to request time off in Paylocity and receive approval from your your


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School Leader/Manager. This allows for you and your School Leader/Manager to prepare for your time off and assure that all staffing needs are met. There may be occasions, such as sudden illness, when you cannot notify your School Leader/Manager in advance. In those situations, you must inform your School Leader/Manager of your circumstances as soon as possible and request the needed time off in Paylocity.

Critical Days

There are days during the school year that are identified as “Critical Days”. During

Critical Days it is vital that employees are available to assist with testing and other

administrative support features. For the 18/19 SY the general critical days are as

follows:

9/28/18 – Regional PD Day 9/28/18 – Regional PD Day

10/5/18 – Friday before Fall Break 10/15/18 – Monday after Fall Break

11/16/18 – Friday before Thanksgiving

Break

11/26/18 – Monday after Thanksgiving

Break

12/20/18 – Regional Data Day

1/4/19 – Regional PD Day

2/8/19 – KIPP School & Regional Leader

Retreat

3/1/19 – Regional PD Day

3/8/19 – Friday before Spring Break

3/18/19 – Monday after Spring Break

5/23/19 – Last day of school

*8 Additional days for testing.


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*These days are posted on the academic calendar and are subject to change pending state mandated testing periods each year and at the discretion of the Managing Director of Schools.

KMCS reserves the right to identify “critical days” where PTO requests shall require

the advanced written approval of the School Leader/ Manager. Employees are

responsible for being aware of Critical Day periods and are expected to report during

regularly scheduled work hours. Standard critical day periods include: State mandated

testing periods, mandatory staff training, orientation, the week before school starts,

the first day of school year, and end of semester periods and other days to be

determined by the School Leader / Manager.

KMCS recognizes there may be unexpected emergencies that may occur during Critical Days. In the event of an emergency situation, the employees is to be reported and discussed with the School Leader / Manager as soon as possible. Additional documentation may be required in order to excuse an employee from a Critical Day(s) period. Employees who have unexcused absence(s) during Critical Day periods shall be docked a full-day of pay for the unexcused day(s), and may be subject to additional disciplinary action, up to and including termination.

Family and Medical Leave of Absence Policy (“FMLA”)

Overview

KIPP Memphis offers qualified employees the opportunity to utilize unpaid, job

protected leave under the Federal Family Medical Leave Act (“FMLA”) for specified

family and medical reasons. KIPP Memphis has voluntarily chosen to comply with

FMLA requirements and utilizes the provisions as the organization’s unpaid leave of

absence job protection policy.

FMLA can be taken for one or more of the following reasons:

● The birth of a child and to care for the newborn child within one year of birth.

placement of a foster child.

● The placement with employee of a child for adoption or foster care and to care

for the newly placed child within one year.

● To care for an immediate family member (spouse, domestic partner, child,

parent) who has a serious health condition.

● The serious health condition of the employee which limits or prevents the

employee from performing essential functions of his/her job.

● Any qualifying exigency arising out of the fact that the employee’s spouse, son,

daughter, or parent is a covered military member on “covered active duty,” or.

● Twenty-Six (26) workweeks of leave during a single 12-month period to care for

a covered service member with a serious injury or illness if the eligible

employee is the service member’s spouse, son, daughter, parent or next to kin


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(military caregiver leave).

Eligibility Requirements

In order to qualify for the 12 weeks of FMLA leave, employees must be:

● Actively employed at the organization for twelve (12) months and worked a

total of 1,250 hours during those 12 months of employment.

● The 12-month period is based on a rolling calendar year (a “rolling” 12-month

period is measured backward from the date of any FMLA leave usage).

Request for Leave

In order to ensure continuity of business operations, KIPP Memphis requires that

employees submit all requests for leaves of absence in writing to their manager and

Human Resources. Whenever possible requests for leaves should be submitted thirty

(30) days in advance and should provide sufficient details, including the anticipated

start date for the leave, the reason for the leave and expected duration of the leave,

and anticipated return date.

In the event of an unforeseen serious health condition of the employee, or employee’s

immediate family member (spouse, domestic partner, child, parent), it is the

responsibility of the employee to provide notification as soon as practicable. A written

doctor’s certification if applicable including the date the health condition commenced,

the probable duration of the condition, estimated time needed off work to care for a

family member or for the employee’s own serious health condition. The certification

must also include the confirmation that the nature of the condition warrants the

employee to be away from work to care for themselves or to care for immediate family

members.

Calculation/Use of FMLA Time

Under FMLA the term “work week” is defined as the employee’s usual or normal work

schedule (hours/days per week) prior to the start of FMLA leave. The work week is the

controlling factor for determining how much leave an employee is entitled to use

when taking FMLA leave consecutively or intermittently. (reduced work week) Only the

amount of leave actually taken will be counted against an employee’s FMLA leave

entitlement.

Time that an employee is not scheduled to report for work may not be counted as FMLA

leave. If an employer temporarily stops business activity and employees are not

expected to report for work for one or more weeks (e.g., a school that closes two weeks

for the winter holiday), the days the employer’s business activities have stopped do not

count against the worker’s FMLA leave.


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When a holiday falls during a week in which an employee is taking the full week of FMLA

leave, the entire week is counted as FMLA leave. However, when a holiday falls during

a week when an employee is taking less than the full week of FMLA leave, the holiday is

not counted as FMLA leave, unless the employee was scheduled and expected to work

on the holiday and used FMLA leave for that day.

Benefit Eligibility During Leave

Health Insurance: While on a FMLA leave of absence provided for under this policy, KIPP Memphis will continue the employee's group health insurance benefits (medical, dental, & vision) under the same terms as provided to active employees, for up to a maximum of twelve (12) work weeks of leave during any one (1) year period. Employees are expected to pay their portion of health insurance premiums through payroll deductions if applicable while on leave. If the employee fails to pay his/her portion of benefit premiums for thirty (30) days benefit coverages may be terminated. If an employee's leave extends beyond twelve (12) work weeks, the employee shall be offered the opportunity to purchase continuing coverage (COBRA).

PTO Time

Other accumulated fringe benefits such as sick time and vacation time (defined as PTO for KIPP Memphis) will not accrue during any such leave period. Employees will begin accruing PTO time in accordance with published policies when they return from FMLA leave. Additional details about the utilization PTO time during FMLA leave is outlined below.

Compensation During Leave Time

KIPP Memphis is pleased to provide partial compensation to eligible employees during the FMLA leave period. Expectant employees are eligible for six (6) weeks of compensation under FMLA and all other employees are eligible for two (2) weeks of compensation during the FMLA period. Please see the Paternity Leave Policy for additional information about non-FMLA paternity leave.

Accrual of Paid Time Off & Use of Accrued Paid Time Off Leave During FMLA

KIPP Memphis understands that unpaid leave may create a financial hardship on

employees. In addition to the partial compensation offered by KIPP Memphis during

the leave period, employees are able to utilize paid time off (“PTO”) in conjunction

with FMLA leave. Employees can elect to retain up to three (3) days of paid time off

for use after they return from FMLA leave.

PTO time is used concurrently with FMLA leave, not in addition to FMLA leave. For

example: An employee is eligible for FMLA leave and has requested to use 8 of the 12

weeks of FMLA leave. The employee also has accrued 12 days of PTO. In this scenario,

the employee must use seven (7) days of PTO time, meaning the employee will receive

seven (7) days of compensation during the first two weeks of FMLA leave. The

employee will still be allowed the requested eight (8) weeks of FMLA leave, but will


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simply receive seven (7) days of compensation during the first two weeks of FMLA

leave.

Holiday Pay: If an employee is on FMLA leave during a designated KIPP observed, the

employee will not receive compensation for the holiday.

Short-Term Disability Insurance

For certain qualifying FMLA leaves, employees may be eligible for short or long-term disability benefits, subject to approval by the Disability Insurance carrier.

Continuation / Extension of FMLA Leave

In rare cases, employees may need to continue or extend their FMLA leave beyond what was originally anticipated. In these rare cases, employees must contact the Human Resources department to determine their eligibility to extend or change the original period of leave. KIPP Memphis will evaluate such a request based on particular circumstances present at that time, including but not limited to the employee's current and anticipated work responsibilities, performance, eligibility for additional FMLA leave, and organization needs. KIPP reserves the right to refuse such a request at its sole discretion.

Returning from FMLA Leave

Upon completion of a leave granted under this section, an employee shall be reinstated to his/her original position. If an employee is on FMLA to attend to a personal health matter, KIPP Memphis may require a physician's statement giving approval for return to their previous role and that the return to the present position will not jeopardize her/his health or the safety of others. Should an employee's attendance or job performance suffer during the period preceding and/or following a disability leave, KIPP Memphis will attempt to accommodate the employee to the extent provided by law.

If, due to an employee's own medical circumstances, the employee is no longer able to perform his/her original job, KIPP will attempt to transfer the employee to alternate suitable work, if available. This opportunity is not guaranteed and employees must work with their managers and Human Resources Department to determine if other options are available.

If an employee wishes to return to work following the conclusion of FMLA in a different work status (e.g. full-time status or part-time status), the employee should speak with the Human Resources Department as soon as possible to see if this request can be accommodated. KIPP cannot guarantee that an employee can return to work in a different employment status; however, all requests will be reviewed.

In the event that an employee chooses not to return after the conclusion of the FMLA period, the employee should notify their manager and Human Resources as soon as possible. If an employee does not return to work after the conclusion of the FMLA period, and does not contact his/her supervisor or a designated representative for


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KIPP Memphis within three (3) business days of the anticipated return date, the organization will consider this to be job abandonment and will end the employment relationship.

Definitions Under FMLA

1. For purposes of this policy, a child is defined as a natural, adopted, or foster child, a stepchild or a legal ward. If the child is over eighteen (18), she/he must be unable to care for herself/himself due to a serious illness.

2. A parent is defined as the employee's or her/his spouse or domestic partner's natural, adoptive, or foster parent, stepparent, or legal guardian.

3. A serious health condition is defined as a disabling physical or mental illness, injury, impairment, or condition involving a) inpatient care in a hospital, nursing home, or hospice; or b) outpatient care requiring continuing treatment or supervision from a health care professional.

4. Next of kin for the purposes of military care leave is a blood relative other

than a spouse, parent, or child in the following order: brothers and sisters, grandparents, aunts and uncles, and first cousins. If a military service member designates in writing another blood relative as his or her caregiver, that individual shall be the only next of kin. In appropriate circumstances, employees may be required to provide documentation of next of kin status.

D. Leave Increments

Parental Leave: Leave for the birth or placement of a child must be taken in a single block and cannot be taken on an intermittent or reduced schedule basis. Parental Leave must be completed within 12 months of the birth or placement of the child; however, employees may use parental leave before the placement of an adopted or foster child to consult with attorneys, appear in court, attend counseling sessions, etc.

Family Care, Personal Medical, Military Exigency, and Military Care Leave: Leave taken for these reasons may be taken in a block or blocks of time. In addition, if a health care provider deems it necessary or if the nature of a qualifying exigency requires, leave for these reasons can be taken on an intermittent or reduced-schedule basis.

E. Paid Leave Utilization During FMLA Leave

Employees taking parental, family care, military exigency and/or military care leave must utilize available vacation/PTO, personal days, and/or family illness days during this leave. Employees on personal medical leave must utilize available sick, personal, and vacation/PTO days during this leave. Employees receiving short- or long-term disability or workers' compensation benefits during a personal medical leave will not be required to utilize these benefits. However, employees may elect to utilize accrued benefits to supplement these benefits.


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F. Certification and Fitness for Duty Requirements

Employees requesting family care, personal medical, or military care leave must provide certification from a health care provider to qualify for leave. Such certification must be provided within 15 days of the request for leave unless it is not practicable under the circumstances despite the employee's diligent efforts. Failure to timely provide certification may result in leave being delayed, denied, or revoked. In the Organization's discretion, employees may also be required to obtain a second and third certification from another health care provider at Organization expense (except for military care leave). Recertification of the continuance of a serious health condition or an injury/illness of a military service member will also be required at appropriate intervals.

Employees requesting a military exigency leave may also be required to provide appropriate active duty orders and subsequent information concerning particular qualifying exigencies involved.

Employees requesting personal medical leave will also be required to provide a fitness for duty certification from their health care provider prior to returning to work.

G. Scheduling Leave and Temporary Transfers

Where possible, employees should attempt to schedule leave so as not to unduly disrupt operations. Employees requesting leave on an intermittent or reduced schedule basis that is foreseeable based on planned medical treatment may be temporarily transferred to another job with equivalent pay and benefits that better accommodates recurring periods of leave.

H. Health Insurance

The Organization will maintain an employee's health insurance coverage during leave on the same basis as if he or she were still working. Employees must continue to make timely payments of their share of the premiums for such coverage. Failure to pay premiums within 30 days of when they are due may result in a lapse of coverage. In this event, the Organization will notify the employee 15 days before the date coverage will lapse that coverage will terminate unless payments are promptly made. Alternatively, at the Organization's option, the Organization may pay the employee's share of the premiums during the leave and recover the costs of this insurance upon the employee's return to work. Coverage that lapses due to nonpayment of premiums will be reinstated immediately upon return to work without a waiting period. Under most circumstances, if an employee does not return to work at the end of leave, the Organization may require the employee to reimburse the Organization for the health insurance premiums paid during the leave.

I. Return to Work

Employees returning to work at the end of leave will be placed in their original job or an equivalent job with equivalent pay and benefits. Employees will not lose any benefits that accrued before leave was taken. Employees may not, however, be


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entitled to discretionary raises, promotions, bonus payments, or other benefits that become available during the period of leave.

J. Spouse Aggregation

In the case where an employee and his or her spouse are both employed by the Organization, the total number of weeks to which both are entitled in the aggregate because of the birth or placement of a child or to care for a parent with a serious health condition will be limited to 12 weeks per leave year. Similarly, a husband and wife employed by the Organization will be limited to a combined total of 26 weeks of leave to care for a military service member. This 26-week leave period will be reduced, however, by the amount of leave taken for other qualifying FMLA events. This type of leave aggregation does not apply to leave needed because of an employee's own serious health condition, to care for a spouse or child with a serious health condition, or because of a qualifying exigency.

K. General Provisions

Failure to Return: Employees failing to return to work or failing to make a request for an extension of their leave prior to the expiration of the leave will be deemed to have voluntarily terminated their employment.

Alternative Employment: No employee, while on leave of absence, shall work or be gainfully employed either for himself, herself, or others unless express, written permission to perform such outside work has been granted by the Organization. Any employee on a leave of absence who is found to be working elsewhere without permission will be automatically terminated.

False Reason for Leave: Termination will occur if an employee gives a false reason for a leave.

Military Leave (USERRA)

The Organization complies with applicable federal and state law regarding military leave and re-employment rights. Unpaid military leave of absence will be granted to members of the uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 (with amendments) and all applicable state law. Documentation of the need for the leave is required to be submitted to Human Resources. An employee returning from military leave of absence will be reinstated to his or her previous or similar job in accordance with state and federal law. You must notify your manager of your intent to return to employment based on requirements of the law. For more information regarding status, compensation, benefits and reinstatement upon return from military leave, please contact Human Resources.

Jury Duty and Court Appearances

Full-time and part-time employees will receive leave with pay and without loss of accumulated leave for jury duty. The employee will be required to provide


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documentation of jury duty service. Employees will be granted paid leave to comply with a valid subpoena to appear in a civil, criminal, legislative, or administrative proceeding. Absences for court appearances related to an employee’s personal business must be taken as PTO or unpaid leave (if no personal leave is available). In cases other than jury duty, employees may be required to submit documentation (copy of subpoena) of their need for leave for court appearances.

Voting Leave

If your work schedule prevents you from voting on Election Day, the Organization will allow you a reasonable period of time, not to exceed three hours, in order to vote. Employees must work with their individual supervisor or School Leader to coordinate the time off to ensure adequate coverage on Election Day. KIPP Memphis complies with all applicable legal requirements related to time off for voting.

Bereavement Leave

KIPP Memphis provides bereavement leave benefits to full-time employees impacted by the death of an immediate family member. An immediate family member is commonly defined as an employee's spouse or domestic partner; mother, father, child, brother, sister, step-parent, grandchild, grandparent, daughter-in-law, son-in-law, mother-in law, father-in law of the employee. KIPP Memphis recognizes that staff members may have close and important relationships that exist outside of these definitions. Please contact Human Resources to discuss the applicability of bereavement leave in those cases.

An employee should notify his/her supervisor as soon as possible in order to utilize the bereavement benefit and plan for workflow coverage during the employee’s absence.

If an employee requires additional time off to attend to personal matters during this challenging time, he/she may utilize his/her available PTO hours with appropriate approval from his/her supervisor. Requests for leave without pay may be considered when all other leave balances have been exhausted.

Recognizing that domestic and international travel may require varied lengths of time, KIPP Memphis will consider allowing leave without pay for immediate family. Please Contact Human Resources to discuss extended bereavement leaves of absence. Documentation substantiating extended bereavement leave may be requested.

Workers' Compensation Insurance

Workers' compensation insurance coverage is paid for by the employer and governed by state law. The workers' compensation system provides for coverage of medical treatment and expenses, occupational disability leave, rehabilitation services, as well as payment for lost wages due to work related injuries. If you are injured on the job, no matter how slight, you are to report the incident immediately to your School Leader/Manager. Consistent with applicable state law, failure to report an injury within a reasonable period of time could jeopardize your claim for benefits.


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To receive workers' compensation benefits, notify your School Leader/Manager immediately of your claim. If your injury is the result of an on-the-job accident, you must fill out an accident report. You will be required to submit a medical release before you can return to work.

Unemployment Compensation Insurance

Unemployment compensation insurance is paid for by the Organization and provides temporary income for employees who have lost their job under certain circumstances. Your eligibility for unemployment compensation will, in part, be determined by the reasons for your separation from the Organization.

COBRA

The Consolidated Omnibus Budget Reconciliation Act (COBRA) provides the opportunity for eligible employees and their beneficiaries to continue health insurance coverage under the Organization health plan when a "qualifying event" could result in the loss of eligibility. Qualifying events include resignation, termination of employment, death of an employee, reduction in hours, a leave of absence, divorce or legal separation, entitlement to Medicare, or where a dependent child no longer meets eligibility requirements.

Please contact Human Resources to learn more about your COBRA rights.

Severance Pay

Any severance pay offered is at Organization discretion and requires the employee to sign a Release of Claims Agreement as a condition of payment.


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Safety and Loss Prevention

General Safety Policy

It is the responsibility of every employee of the Organization to maintain a healthy and safe work environment. Please report all safety hazards and occupational illnesses or injuries to your School Leader/Manager immediately and complete an occupational illness or injury form as needed. Failure to follow the Organization's health and safety rules can result in disciplinary action, up to and including termination of employment.

Non-smoking Policy

KIPP Memphis Collegiate Schools is concerned about the effect that smoking and secondhand smoke inhalation can have on its employees and clients. Smoking in the office, client areas, and restrooms is prohibited.

Policy Against Violence

The safety and security of our employees, residents, tenants, vendors, contractors, and the general public is of essential importance. Threats or acts of violence made by an employee against another person's life, health, well-being, family, or property will not be tolerated. Any act of intimidation, threat of violence, or act of violence committed against any person on Organization property is prohibited. The following definitions apply:

● Intimidation: A physical or verbal act toward another person, the result of which causes that person to reasonably fear for his or her safety or the safety of others.

● Threat of violence: A physical or verbal act which threatens bodily harm to another person or damage to the property of another.

● Act of violence: A physical act, whether or not it causes actual bodily harm to another person or damage to the property of another.

No person shall possess or have control of any firearm, deadly weapon, or prohibited knife, as legally defined, while on Organization property, except as required in the lawful course of business or as authorized by state law.

The following are prohibited:

1. Any act or threat of violence made by an employee against another person's life, health, well-being, family, or property.

2. Any act or threat of violence, which endangers the safety of employees, residents, tenants, vendors, contractors, or the general public.

3. Any act or threat of violence made directly or indirectly by words, gestures, symbols, or email.

4. Use or possession of a weapon on the Organization's premises managed by the Organization as permitted by state law.

It is a requirement that employees report to their School Leader/Manager or [Human


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Resources], in accordance with this policy, any behavior that compromises the Organization's ability to maintain a safe work environment. All reports will be investigated immediately and kept confidential, except where there is a legitimate need to know.

Employees who violate this policy may be subject to criminal charges as well as discipline up to and including immediate termination of employment.


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Acknowledgment of Receipt and Review

By signing below, I acknowledge that I have received a copy of the Employee Handbook and understand that it is my responsibility to read the Employee Handbook in its entirety. I agree to comply with the rules, policies, and procedures set forth herein, as well as any revisions made to the Employee Handbook in the future. I also understand that if I violate the rules, policies, and procedures set forth herein that I may be subject to discipline, up to and including termination of my employment.

I understand that the Employee Handbook contains information about the employment policies and practices of the Organization. I understand that the policies outlined in this Employee Handbook are management guidelines only, which in a developing business will require changes from time to time. I understand that the Organization retains the right to make decisions involving employment as needed in order to conduct its work in a manner that is beneficial to the employees and the Organization. I understand that this Employee Handbook supersedes and replaces any and all prior Employee Handbooks and any inconsistent verbal or written policy statements.

I understand that except for the policy of at-will employment, which can only be changed by the [president of the Organization] in a written and signed document, the Organization reserves the right to revise, delete, and add to the provisions of this Employee Handbook at any time without further notice. I understand that no oral statements or representations can change the provisions of this Employee Handbook. I understand that this Employee Handbook is not intended to create contractual obligations with respect to any matters it covers and that the Employee Handbook does not create a contract guaranteeing that I will be employed for any specific time period. I understand nothing in this handbook is created to infringe on any available legal rights.

I understand that this Employee Handbook refers to current benefit plans maintained by the Organization and that I must refer to the actual plan documents and summary plan descriptions as these documents are controlling.

If I have questions about the content or interpretation of the Employee Handbook, I will ask my School Leader/Manager or Human Resources.

______________________________ Date _______________________________________________________ Signature of Employee _______________________________________________________ Print Name

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