AISC Personnel Handbook | 2021–2022

Personnel Handbook 2021 – 2022

Personnel Handbook 2021 - 2022

American International School Chennai

1

Personnel Handbook 2021 – 2022

2

American International School Chennai

Personnel Handbook 2021 – 2022

TABLE OF CONTENTS 1. Introduction 6-8 1.1 Mission 1.2 Core Values 1.3 Vision for an AISC Learner 2. History, School Organization, and Governance 9 - 16 2.1 AISC in Brief 2.2 Purpose of the School 2.3 School Organization 2.4 School Governance Model 2.5 Powers and Duties of Board of Directors 2.6 Parent Community Association (PCA) 3. Employment Philosophy 17 - 22 3.1 Responsibilities of Head of School 3.2 Staff Recruitment, Qualification and Selection 3.3 Specific Teaching Qualifications and Certification 3.4 Fitness Requirements 3.5 Standards of Employee Conduct 3.6 Guidelines for Professional Educators 3.7 Employee Rights and Responsibilities 3.8 Reporting Sexual Harassment 4. Faculty Responsibilities 26 - 30

4.1 Student Supervision

4.2 Accidents and Illness Procedures and Reporting

4.3 Classroom Visitors

4.4 Student Release

4.5 Field Trips

4.6 Faculty Mail Boxes or “In” Trays located in the work room

4.7 Labelling of School Property

4.8 End of the Year Routine and Forms

4.9 Employee Relations with Host Country

4.10 Additional Responsibilities and Assignments for Professional Staff

4.11 Responsible Use of Phones

4.12 Childcare 5. School Communication 30 - 38 5.1 Contact Information 5.2 Responsible Use Policy 5.3 Faculty Head’s Round Table Framework 5.4 School-Family Communication Procedures American International School Chennai

3

Personnel Handbook 2021 – 2022

5.5 Social Media Guidelines 5.6 PowerSchool Learning/Seesaw 5.7 Sending All School Communication 5.8 Ownership and Use of Works Produced at AISC 5.9 Ownership of Google Apps for Education Data and Rights of Use 5.10 Security and Privacy of Google Apps for Education Data 5.11 Phone Trees and SMS Message Systems 6. Student Services And Programs 39 - 42 6.1 Student Support Services 6.2 Counseling Services 6.2 Learning Support Services 6.3 Student Support Services Handbook 6.4 Standardized Testing Program 6.5 Student Experiential Learning 7. School Operations 43 - 54 7.1 Finance 7.2 Food Services 7.3 Travel 7.4 Postal/Courier Mail 7.5 Parking and Decal 7.6 Safety, Security and Emergency Procedures 7.7 Facilities 8. Faculty Contracts 55 - 64 8.1 Contracts 8.2 Probationary Period 8.3 Staff Contract Periods 8.4 Staff Placement on Salary Schedule 8.5 Changes in Track Placement on Salary Schedule 8.6 Promotions and Internal Transfers 8.7 Professional Staff Consultancies 8.8 Tutoring for Pay 8.9 Staff Conflicts of Interest 8.10 Staff Grievances and Appeals 8.11 Professional Growth and Evaluation 8.12 School Day 8.13 Professional Dress Code 8.14 Assignments and Duties 8.15 Health Insurance 8.16 Leave Categories 8.17 Annual Leave for Support Staff

4

American International School Chennai

Personnel Handbook 2021 – 2022

8.18 Personnel Records 9. Overseas-Based Overseas Hired Guidelines 65 - 68 9.1 Passports 9.2 Visas and Residency Permits 9.3 Housing 9.4 Transportation Requests 10. Board Policy Manual - Section 6 - Personnel 69 - 101

6.0 Definitions

6.000 Personnel Definitions

6.1 Employment Philosophy

6.100 Employment Philosophy

6.110 Employee Rights and Responsibilities

6.2 Personnel Positions and Recruitment

6.200 Personnel Positions and Recruitment

6.3 Terms and Conditions of Employment

6.300 Terms and Conditions of Employment

6.310 Renewal of Contracts

6.320 Evaluations of Staff

6.4 Employee Conduct and Work Environment

6.400 Employee Conduct and Work Environment

6.410 Guidelines For Professional Educators

6.420 Social Media Guidelines

6.430 Reporting Wrongdoing

6.440 Sexual Harassment Policy

6.5 Employee Compensation and Benefits

6.500 Compensation and Benefits

6.510 Staff Salaries and Salary Schedules

6.6 Employee Benefits

6.600 Employee Benefits

6.610 Medical Benefits

6.620 Staff Development Program

6.630 Scholarships for Children of Professional Staff

6.640 Special Benefits for Overseas Based/Overseas Hired Professional Staff

6.650 Special Benefits for Locally Based Staff

6.7 Leaves and Absences

6.700 Leaves and Absences

6.8 Employee Separation

6.800 Termination of Employment

6.810 Temporary Suspension of Staff

6.820 Retrenchment/Reduction in Work Force American International School Chennai

5

Personnel Handbook 2021 – 2022

AISC Mission Together we inspire a love of learning, empowering all students with the

courage, confidence, creativity and compassion

to make their unique contribution in a diverse and dynamic world.

6

AISC

American International School Chennai

Personnel Handbook 2021 – 2022

AISC BELIEVES THAT… Each person has equal intrinsic value, worthy of dignity and respect.

We are responsible for our choices and their effect on ourselves, others and the environment.

Being open to new ideas and challenging experiences enriches our lives.

Mutual respect, trust and caring foster healthy interpersonal relationships.

Embracing our diversity makes us a stronger community.

In an interconnected world, our positive contributions to the community and the environment are essential.

Individuals thrive in a nurturing environment that provides for their physical and emotional safety.

RESPONSIBILITY

EXCELLENCE

American International School Chennai

INTEGRITY

RESPECT

DIVERSITY 7

Vision for an AISC Learner

Personnel Handbook 2021 – 2022

8

Leaders Collaborators

We show courage by taking action and inspiring others to serve and contribute positively to our interconnected world. Leaders develop a vision, plan appropriately, and work collaboratively to achieve results.

Collaborators

We develop a deeper understanding by listening carefully to others’ perspectives and confidently articulating personal viewpoints in the pursuit of common goals.

Innovators

We approach uncertainty with confidence, designing novel solutions in the face of challenges or change. Innovators are creative, resourceful, open-minded and resilient, seeking new perspectives through inquiry, trial, error and feedback.

Explorers

We investigate new interests with curiosity, inquiring with purpose, and seeking deeper understanding and fulfillment through our independent pursuits.

Thinkers

We use critical and creative thinking skills to analyze and take responsible action on complex problems. We exercise initiative in making reasoned, ethical, data-informed decisions.

Ethical

We show responsibility for our choices and consider their effects on ourselves, others, and the environment. We act on our principles and ideals because we value the dignity of others.

Versatile

We adapt to changing circumstances, balancing our commitments and showing courage as we take on new challenges. We seek new opportunities for learning, growth, and renewal.

Empathetic

We appreciate our own cultures and personal histories while respecting the values and traditions of others, believing each person has equal intrinsic value. We are sensitive to the needs of others and show compassion by making positive contributions to our local and global communities and the environment.

Resilient

We demonstrate on-going commitment to our endeavors by learning from our successes and failures in the positive pursuit of our objectives, goals, aspirations, and dreams. We practice patience and persistence in all situations, especially when they are challenging or uncomfortable.

Reflective

We pause to think about our goals, learning, and growth in order to develop and sustain our creativity and lifelong learning. We review and examine our own ideas and experiences in relation to the world and consider our interdependence and impact on others.

American International School Chennai

Personnel Handbook 2021 – 2022

2. HISTORY, SCHOOL ORGANIZATION, AND GOVERNANCE AISC LEARNING ECOSYSTEM 1-5

2.1 AISC in Brief

e

rams

n zatio

SS ION

MI i ty un

e

Col labo ra

s

Acad emic

oic / Ch Play

VE

Athletic

m m Co

C

ion at re

tion

onali Pers

ts Ar

AISC

Systemic Learning & Growth Application

THREE COM MI TM EN T

hoic

E

s

FIVE REALMS O F LEA RN ING

&C

ment

ice

ing

be

ll We t Vo

ty ectivi

Conn

tic

den

Co-Curricular Prog

RI

Parent Eng age

l Digita lis Ho

American International School Chennai

Stu

ON

D

The education children receive at AISC consists of five realms: Academics, Arts, Athletics, Community and Play/Choice. While more traditional education models might focus on academics exclusively, we look to educate the whole child. In addition to the five realms, we have four drivers of change at AISC. These drivers focus on collaboration, creation,

S

UR

AISC is an international learning community with English as the language of instruction. We offer a rigorous curriculum based on North American academic standards and instructional practices in Early Years 3 to Grade 12 and the Advanced Placement and International Baccalaureate Programs to students in grades 11-12. Consistent with our commitment to diversity, we offer strong English Language Learner (ELL) programs to students in grades 1-12. We are committed to preparing students for their future - their next grade, their next school, for college or university, and for the challenges of the 21st century.

CHARACTERISTICS TWO

FO

The American International School Chennai (AISC) was established in 1995 through a bilateral agreement between the Governments of the United States of America and India. Our charge since our founding has been to strive to provide excellent instruction, programs, and facilities for children of American and international parents on expatriate assignments in Chennai. Our founding ideals are based on developing within our students a deep and meaningful awareness and understanding of culture and the diversity of cultures around the world; and, to embrace India, Tamil Nadu, and Chennai so that our students appreciate, know, and interact with the historical, social, and cultural context within which we all live here in historical Madras.

RS

OF

CHA

NGE

personalization and application. These drivers are not everything students do, but they influence the decisions we make at the School around curriculum and expectations. AISC also makes a commitment to having co-curricular programs, pastoral care, student voice and choice. Again, these commitments emphasize supporting the child and their interests over a one-size fits all approach.

There are two characteristics that are seen at AISC, parent engagement and digital connectivity.

All of these elements come together to support our students to live our Mission.

AISC’s Facilities Today, we are situated on a 13-acre campus in the Taramani area of Chennai in state of the art facilities, including collaborative inquiry centers, gymnasium, a fitness room, a 25-meter swimming pool, tennis courts, soccer fields, six lane track, playgrounds, two cafeterias, two design & discovery labs, 53 newly redesigned classrooms, a teaching kitchen and a 740-seat theater. AISC is located

9

Personnel Handbook 2021 – 2022

approximately 6 kms. from downtown Chennai and 6 kms. from the airport.

AISC’s Community AISC’s community of families is connected to government, corporate, and educational organizations located in Chennai. We have approximately 850 students who represent a diverse demographic mixture from approximately thirty countries. Korea comprises approximately 41%, USA/Canada 15%, Other Europe 10%, Japan 11%, France 10%, India 7%, and the remainder from Southeast Asia, South America, and Africa.

AISC’s Faculty Our international faculty brings a diverse range of experience and proven commitment to students, instruction, and high standards for achievement.

They have access to a rich array of resources and current, progressive, instructional, and curricular professional development. The school is highly committed to the professional growth and development of its staff. Our faculty-student ratio is 1:7.

Accreditation In 2004, the American International School Chennai (AISC) became a fully accredited international school by the Middle States Association of Colleges and Schools (MSA). Since 2007, AISC has been authorized by the IBO to offer the Diploma Program. In 2020–2021, AISC was granted a 5-year re-accreditation without stipulations and a 10-year re-accreditation without stipulations by the European Council of International Schools (CIS) and the MSA. The AISC high school diploma has also been approved by the Association of Indian Universities.

10

2.2 Purpose of the School The Charter of the Association stipulates that the purpose of the School shall be to: • Offer the best possible U.S. education program, curriculum and instruction, based on achievement standards similar to those in the better public schools in the U.S. for: - The children of the U.S Government employees and children of private U.S. citizens.

- The children of other nationalities.

• Provide the students with knowledge of and an appreciation for the many cultures of the world.

• Provide the students with knowledge, understanding and appreciation of the people, history and culture of India.

• Serve as a demonstration center of U.S. educational methods and practices for local and third country nationals in India, and thereby to increase mutual understanding and cooperation between the people of the U.S. and the people of other nationalities.

2.3 School Organization The Charter of the Association defines the overall structure of the School including the role of the Association and the Board of Directors, the governing body of the School. The organizational structure of the School is further defined below: A. The Board of Directors shall establish the general policies governing the operation of the School.

B. The Head of School has the dual responsibility of making recommendations to the Board of Directors and implementing the Board’s policy decisions. The professional staff share the responsibility of making recommendations and implementing policy.

American International School Chennai

Personnel Handbook 2021 – 2022

C. The Head of School has the responsibility of recommending effective means of implementing policy, and coordinating schoolwide procedures for facilitating and evaluating learning.

D. The teachers and other professional staff have the responsibility of adapting the content, determining the instructional techniques, organizing learning experiences to the needs of students, and evaluating student progress.

E. Each employee of the School through the chain of command is responsible through their supervisor to the Head of School. The Head of School shall develop and publish an organization chart that clearly outlines the positions and reporting relationships of all personnel.

American International School Chennai

2.4 School Governance Model AISC operates on a non-profit basis under the responsibility of the United States Ambassador to India. The Head of School is responsible for the daily operation of the School under the direction of a nine-member Board of Directors, four elected by the Association, two appointed members and one Government Representative appointed by the Consulate General of the United States of America and two appointed “at large” community members nominated by the Board of Directors and appointed by the Consulate General of the United States of America.

11

12

Security Team

Housing Coordinator

QRT

Security Manager

Housing Manager

Housing Support

Finance Manager

Admin Assistant

Admin Assistant

Purchase Assistant

Senior Accounts Executive

Admin Assistant

HS Principal

Deputy Manager Maintenance Team

Facilities Team

Facilities & Maintenance Manager

Drivers

Nurses

Admin Assistant

IT Staff

IT Manager

Coaches

School Psychologist

EAL Program Director

Admin Assistant

Deputy Head of School

Admin Assistant

Admissions and Parent and Alumni Relations Director

Director of Technologies and Research & Development

Life Guards

Aquatics Director

Physical Education Coordinator

Associate Activities & Athletics Director

Admin Assistant

Activities & Athletics Director

Project Manager - Graphics & Print Media

Communications Team

Admin Assistant

Advancement Director

Executive Assistant/ Board Assistant

Health Office Visiting Doctors

Transport Coordinator

Food Service Assistants

Food Service Supervisor

Food Service Manager

Secretary - Business Office

Chief Business Officer

G9-12 Teachers/Teaching Assistants

Admin Assistant

Counselors

Associate Principal & IB/AP Coordinator

Deputy Manager

Junior Accounts Executive

Senior Purchase Officer

Assistant Finance Manager

Purchase Manager

G6-8 Teachers/Teaching Assistants

Counselor

Counselors

EY-G5 Teachers/Teaching Assistants

Associate Principal

Admin Assistant

MS Principal

Associate Principal

Admin Assistants

ES Principal

Head of School

Board of Directors

This is comprised of all parents with children enrolled at AISC

AISC Association

ORGANIZATIONAL CHART 2021 - 2022

Organizational Chart

Personnel Handbook 2021 – 2022

American International School Chennai

American International School Chennai

Questions

Curriculum

Questions

Sonia

Joelle

for the email ID

Questions

Transportation

Security Questions

ment Questions

OBOH – Apart-

Health Questions

Questions

Business Office

Questions

Cafeteria / TFMK

Head of school

Appointment with

Questions

and Shipment

Purchases, Supplies

Questions

Finance Office

Pool Use Questions

Questions

Maintenance

school hours)

Questions (After

Facilities use

Activities

After School

Office Questions

Psychologist’s

Questions

Admission’s Office

Questions

Technology

Questions

Communications

Questions

Service Learning

opment Questions

Professional Devel-

Note: click

nance

Mainte-

&

Facilities

Instructions

&

Curriculum

Category

Deputy Head of School

Joelle

Sherene

Pradeep

Gautami

Advancement/Communications IT Support

Greg

IT Office

Assistant

Principal

Prinicipal’s Office Sectional

indicates to whom question will be escalated if necessary

Balajee

Service Learning

Curriculum & Instruction

Deb

Admissions Office Michele

Psychologist’s Office Monicka

None

After School Activity

Ryan

Athletics Office Ilango

Facilities Manager Giovanni

Aquatics Office

Facilities & Maintenance

Ashwini

Seetha

Finance Office Mouli

Purchase Manager

Finance & Purhasing

Organization Communication Chart

Andrew

Antony

Cafeteria Sudha

Alankrit

Business Office Nurse

Health Office

Operations

Saravanan

Apartments Manager Devendra

Security Team

For full view visit: shorturl.at/dhtL7

Angeline

Head of School’s Office

Manavalan

Transport Coordinator

Personnel Handbook 2021 – 2022

13

Personnel Handbook 2021 – 2022

2.5 Powers and Duties of the Board of Directors

E. Futures Planning, Goal Setting and Appraisal

The Board of Directors shall establish and approve all policies, major programs and budgets of the School, and other matters of significance.

The Board delegates to the Head of School the responsibility for the day-to-day administration of the School, and the implementation of approved policies and programs. Specific Board powers and duties include:

The Board shall be responsible, with active involvement from the administration, faculty and Association members and students, for the development and maintenance of a Futures Plan defining the goals of the School and action plans for achieving such goals. With the guidance of the Head of School, the Board will establish a three-year rolling Futures Plan and monitor implementation of the same.

A. Policy Making The Board shall establish and approve policies governing the operation of the School and maintain such policies in the Board Policy Manual. Final decisions on policy cannot be delegated. Evaluation of the execution and effect of policy is an on-going Board process. Implementation of policy, however, is delegated to the Head of School.

B. Election of Officers The Board shall elect from its members, the officers of the Board.

C. Appointment of the Head of School The Board shall be responsible for the recruiting and hiring, directing and evaluating the performance, and terminating the employment of the Head of School.

D. Board Meetings The Board shall hold regular meetings and special meetings for specific purposes, in accordance with the By-Laws, and such meetings shall be open to all members of the Association, faculty, students and other invited persons.

14

F. Ensuring Financial Security for the School In consultation with the Head of School, the Board shall be responsible for approval and adoption of the annual expenditure budget, the setting of tuition and other school fees, investment decisions, and decisions that secure revenue to support the budget, including money needed for capital replacement and emergency contingency. In accordance with the By-Laws, the Board shall also have an annual external audit made of the accounts of the Association.

G. School Facilities and Capital Equipment The Board shall ensure that facility needs and the purchase and replacement of major capital equipment items support and enhance the educational program.

H. Staffing and Compensation The Board shall delegate the tasks of recruiting, hiring, evaluating, promoting, and terminating of school staff to the Head of School. The Board is responsible for reviewing and establishing policy governing staff salaries, terms and conditions of

American International School Chennai

Personnel Handbook 2021 – 2022

employment, fringe benefits, leave policies and staff development. However, implementation of these policies is delegated to the Head of School.

I. Curriculum and Instruction In consultation with the Head of School, the Board shall set general goals and adopt policies upon which instructional programs will be based. The Board retains the power to accept, modify, or reject the Head of School’s recommendations on the scope and nature of the School’s educational offerings.

J. Students The Board shall set policies that guide actions of the administration and other school staff with regards to students.

K. Community Relations The Board shall be responsible for ensuring that there are adequate and effective means of keeping Association members informed and for keeping itself informed about Association concerns.

L. Adjudication and Investigation If required, the Board shall hear appeals/grievances from parents, staff members, or students on questions that involve Board policy and other school-related issues. The Board may also conduct investigations on Board policy implementation issues and school operations.

M. Other Board Activities Other Board activities include, but are not necessarily limited to, approving the annual school calendar, retaining legal counsel, approving the school auditors, accepting or rejecting any gifts to the School, and recognizing inter-organizational relationships.

American International School Chennai

N. Limitation of Power An individual Board member shall have no legal authority except for those powers specifically granted in the By-Laws or within Board policy.

Powers can only be exercised by the collective action of Board members.

O. Board of Directors Code of Conduct As a member of this Board of Directors for the American International School Chennai, I promise to: 1. Know and support the Vision and Mission of the School; 2. Be motivated by an earnest desire to serve the School and the children it educates; 3. Respect the confidentiality of privileged information which comes before the Board and will not discuss confidential matters of the Board outside Board meetings or Board committee meetings; 4. Recognize that authority rests with the Board as a whole, not with individual Board members; 5. Avoid any conflict of interest and be open about potential conflicts of interest; 6. Attend all regular Board meetings and special Board events insofar as possible, including Board Open Forums, Retreats and Board Orientation; 7. Be on time for meetings, come prepared and informed concerning the issues to be considered at those meetings, and stay on task; Value each member’s time; 8. Participate in the consideration of all matters before the Board; Support Board Chair in running successful meetings;

15

Personnel Handbook 2021 – 2022

9. Provide advance notice and information about issues to be raised so as to avoid surprises; 10. Consider all viewpoints and actively listen to the opinions of other Board members and other parties before making final decisions; 11. Take decisions based on all the facts and one’s own independent judgment on what is best for the School as a whole, instead of for individuals or special interest groups; 12. Support Board decisions publicly even though a decision may not reflect one’s personal viewpoint; Speak with one voice; 13. Avoid raising individual concerns or matters unless they have implications that concern the Board; 14. Follow the School’s guidelines for dealing with complaints from community members; 15. upport the Head of School and demonstrate that support within the community;

16

16. Treat other Board Members, as well as the Head of School and staff of the School with respect and consideration.

P. Board Meetings/Biannual General Meetings of the Association Community members are invited to attend the open session of the Board meetings and the two Biannual General meetings which could be found in the Community Calendar.

2.6 Parent Community Association (PCA) The PCA provides valued support and services to the School. They offer a wide range of events and activities for the community: Diwali Mela and International Day to name a few. Parents are encouraged to become active PCA members, and meetings are held monthly. The meetings offer an opportunity for parents to learn about ways to be involved in the AISC Community.

American International School Chennai

Personnel Handbook 2021 – 2022

3. EMPLOYMENT PHILOSOPHY 3.1 Responsibilities of Head of School The Board of Directors recognizes the importance of employing a highly competent, well-trained staff to work with the administration in meeting the School’s Mission and providing the best possible learning environment. To that end, the Board of Directors’ holds the Head of School responsible to: A. Recruit, select, and hire the best-qualified staff to assist the School in meeting its goals.

This also includes responsibility to assign, transfer, supervise, evaluate and terminate, if necessary, with full and final authority, any and all professional and support staff in the employment of the School.

B. B. Develop and manage staff compensation and benefits programs that shall attract and retain the best-qualified employees.

C. C. Provide staff development programs for all employees both for the improvement of the School’s educational program and for each staff member’s career development.

D. D. Establish and promote a performance assessment process for all employees that shall contribute to the continuous improvement of staff performance.

E. E. The program shall involve on-going supervision and performance feedback as well as conduct an annual performance evaluation for each employee.

F. F. Assign and use staff talent as effectively and economically as possible, for the benefit of the total school program.

G. G. Develop the quality of human relationships American International School Chennai

H. necessary to obtain maximum staff performance and a high-level of job satisfaction.

I. H. Provide for a genuine team approach to education, including staff involvement in planning, decision-making and evaluation.

Implementation of adopted personnel policies should include channels of communication and clearly defined procedures for allowing all personnel to voice their suggestions, concerns, opinions and grievances.

3.2 Staff Recruitment, Qualification and Selection The Board of Directors is committed to the recruitment and selection of experienced and qualified personnel who shall carry out the School’s Mission and educational philosophy (educational program). The Board holds the Head of School responsible for the recruiting and appointment of all professional and support staff within the approved number of positions and budget limits established annually by the Board and subject to the ongoing review of the Board. For some positions, the Head of School may delegate the recruiting and selection of applicants to their designee. The Head of School, however, shall retain overall responsibility for the recruitment, selection and hiring of all staff.

To ensure that the best candidate is selected for an open position, candidates shall be assessed in accordance with the requirements of the specific position and employment recommendations shall be guided by the following selection criteria: A. Education and training B. Certification (where applicable)

17

Personnel Handbook 2021 – 2022

C. Work experience

institutions and non- U.S. experience/licenses, the decision of the Head of School shall be final.

D. References E. Evaluations/recommendations of the Principal or immediate supervisor F. Professional competence

growth

and

I. Enthusiasm for learning J. Compatibility/personality K. Proficiency in written and spoken English L. Visa and foreign resident status and anticipated length of stay in India (where applicable) The School is an equal opportunity employer. It is the intention of the Board and Head of School to recruit the best-qualified people for all positions, based on the highest standard of preparation and successful experience.

The School has defined minimum qualifications for all staff positions as follows: A. Professional staff: 1. A bachelor’s degree, preferably from a U.S. college or university.

2. Documented successful professional experience of a minimum of at least two years, preferably international in scope.

3. Degree in education or professional license/credential.

4. Proficiency in English, written and spoken.

5. Any exceptions to the above minimum qualifications must be approved by the Head of School.

In evaluating degrees from non-U.S. educational

18

1. High school diploma 2. Documented successful work experience

G. Professional attitude H. Commitment to personal professional development

B. Support staff:

Applicants for any position at the School must provide at their own expense, true/attested copies of all documents that are required for employment and placement on the salary schedule. The Head of School shall be responsible for determining the authenticity of the documents that must be provided. Once received, these materials become the property of the School.

3.3 Specific Teaching Qualifications and Certification The Board of Directors recognizes the importance of highly qualified teaching staff in order to ensure a high quality educational program at the School.

Therefore, in addition to the minimum professional qualifications, there are some additional qualifications for the teaching staff: 1. Two years successful teaching experience in an American or International system preferred.

2. Certification in teaching, preferably from the United States.

In evaluating certificates from non-U.S. educational institutions and non-U.S. teaching experience/ licenses, the decision of the Head of School shall be final.

To offer a balanced and enriched American cu rriculum,therecruitmentofeducatorswithNorth American teaching experience and certification is considered to be necessary in some instructional areas. The Board recognizes the importance of updated certification for all professional personnel.

American International School Chennai

Personnel Handbook 2021 – 2022

Employment priority shall be given to those who have certification. Salary schedules shall also reflect that priority.

A prospective teacher should be certified and should also have recent job experience. Two of the last five years should be in the area and at the level required by the position. An exception may be made if there are no certified and experienced teachers available at which time the following guidelines shall be followed: A. Non-certified teachers must show evidence of continued study for the purpose of certification. Teachers who do not demonstrate continued progress toward certification during each year with the School may be considered ineligible for rehire the next year.

B. Non-certified teachers shall be evaluated every four months for a period of not less than twenty minutes for each evaluation.

The observation shall be followed by a post-conference in which the evaluator/ teacher discuss the session. In the event of substandard performance, the Principal shall assist the teacher in planning, methodology and classroom management as well as develop a specific plan for addressing the performance weaknesses.

C. Any person without verified degrees or certification on file with the School shall be placed on the salary schedule at the lowest level of qualifications filed, until the proper documentation is presented. Once degrees and/or certification is on file, salary placement shall be adjusted retroactively to the beginning of the school year.

3.4 Fitness Requirements The ongoing health and physical wellbeing of the School’s staff is important to the successful operation of the School. No applicant for any position shall be employed if the applicant fails to meet the minimum standards for physical fitness required for the position. All employee contracts shall contain specific wording which indicates that employment is contingent upon successful completion of a medical test as described below.

Health and medical check-ups are also required on a regular basis for all continuing employees.

• Prospective new employees, prior to the beginning of employment, shall provide: 1. A completed school health form, indicating that the individual is fit for employment and free from all contagious and communicable diseases, signed by a school-approved doctor.

(Physicals taken more than six months prior to the date of employment will not be accepted by the School.)

2. Evidence of freedom from tuberculosis, through a chest x-ray and physician’s certificate, within the last two years.

3. Other health and medical requirements as determined by the Head of School or as circumstances warrant.

• All continuing employees shall provide: 1. A completed school health form, indicating that the individual is fit for continued employment and free from all contagious and communicable diseases, signed by a schooldesignated doctor, once every three years.

2. Evidence of freedom from tuberculosis, either through a chest x-ray and physician’s certificate, once every three years.

3. Other health and medical requirements as

American International School Chennai

19

Personnel Handbook 2021 – 2022

required from time to time by the Head of School or as circumstances warrant.

The cost of the initial medical examination, and subsequent school-required medical examinations and tests for continuing employees, shall be borne by the School. These expenses may not exceed an amount as determined by the Head of School.

Copies of all medical reports shall be retained in the employees’ personnel files.

The Head of School shall establish regulations to cover all aspects of this policy including identification of school-approved doctors, conduct of medical exams, integration with the School’s medical insurance programs and expense reimbursement.

All employees may be required at any time and at the School’s expense, to undergo a medical examination and provide a medical report from a physician designated by the School, when, in the opinion of the Head of School, the staff member’s state of health may interfere with the performance of their duty.

When an employee has been out due to surgery or prolonged illness, the Head of School may require a signed statement by a physician (either the employee’s personal physician or, at the School’s discretion and expense, a physician of the School’s choice) that the employee is fit to return to work and to assume all regular duties of their position. If such a statement cannot be obtained, the Head of School is empowered to direct the employee not to return to work until such a statement is obtained.

This responsibility requires the employee to maintain standards of exemplary conduct, and commitment to the following standards: A. Makes the wellbeing of the students the fundamental criterion for all decision-making and actions.

B. B. Communicates with students on a personal basis, and helps them in whatever way possible.

C. Supports the principle of due process, and protects the rights of individuals.

D. Contributes to a climate in which learning can be enjoyable and stimulating.

E. Promotes positive public relations with the parents and in the community.

F. Is an active team member.

G. Supports and adheres to school policies and regulations and promotes good discipline.

H. Attends meetings and accepts extra responsibility as the position demands.

I. Understands and supports the philosophy and spirit of the School.

J. Fulfills professional responsibilities honesty and integrity.

with

K. Avoids using their position for personal gain.

L. Honors all contracts until fulfillment or release, in the interest of the School.

M. Seeks personal and professional growth.

3.5 Standards of Employee Conduct

N. Demonstrates and promotes care and respect for people and property.

All employees shall be committed to conduct which recognizes the basic principle that the employee is responsible for providing the strongest commitment to the School’s Philosophy, Mission, and Vision.

O. Conducts him/herself, both on and off the job, in a manner that reflects positively on the employee and on the School.

20

American International School Chennai

Personnel Handbook 2021 – 2022

3.6 Guidelines for Professional Educators Entrusted with the education of children, the professional educator promotes the best interests of the child within the context of the School’s Mission statement. The following principles of good practice, from the National Association of Independent Schools (NAIS), provide guidelines for professional educators to follow. Each professional staff member shall:

professional educator. For example, they shall often serve as advisers, coaches, or activity sponsors.

• Participate in the establishment and maintenance of an atmosphere of collegial support and adherence to professional standards.

• Acknowledge supervision in the context of clearly defined and well-communicated criteria of evaluation.

• Have a thorough knowledge appropriate for their assignment and stays abreast of recent developments in the field.

• Model integrity, curiosity, responsibility, creativity, respect for all persons and an appreciation of the School’s diversity.

• Use a variety of techniques suitable to the age and needs of the students and the area of their responsibility.

• Work within the common framework established by the School to keep parents, students, and each other informed of the goals, objectives and strategies.

• Establish positive relationships with students, which, while recognizing the differing roles of adult and child, are characterized by mutual respect and good will.

3.7 Employee Rights and Responsibilities

• Play a key role in identifying and solving student, curricular, and school problems.

The Board of Directors supports the premise that all parts of the school system exist for one purpose – to facilitate the educational development of students. The excellence of the School’s teachers, other professional staff and support personnel, will, in the long run, determine the success of the instructional program. It shall therefore be the policy of the Board to seek the best qualified personnel for all positions as well as to ensure they carry out their responsibilities to the best of their ability.

• At the same time, they know the mission and policies of the School and, when questions or concerns arise,raise them with appropriate colleagues and supervisors.

All staff members have a responsibility to make themselves familiar with, and abide by, the policies of the Board and the regulations designed to implement them.

• Serve the School outside the classroom in a manner established by the School and consistent with the responsibilities of a

All staff members are expected to carry out their assigned responsibilities with conscientious concern. Also essential to the success of on-going

• Collaborate with colleagues and the School’s leadership in the design and implementation of the instructional program within the context of the School’s mission.

• Initiate growth and change in their own intellectual and professional development, seeking out conferences, courses, and other opportunities to learn.

American International School Chennai

21

Personnel Handbook 2021 – 2022

school operations and the instructional program are the following specific responsibilities, which shall be required of all personnel:

• Be accountable for maintaining up-to-date knowledge concerning the act of teaching and the field of education.

• Faithfulness and promptness in attendance at work and staff meetings.

• Present subject matter in a comprehensive, accurate and objective manner.

• Support and enforcement of policies of the Board and associated regulations developed by the Administration to implement them.

• Extend to students the opportunity to learn at their individual levels and provide access to various points of view.

• Diligence in submitting required reports promptly at the time specified.

• Motivate and stimulate students by maintaining a strong and positive classroom climate.

• Care and protection of school property.

• Understand the individuality of each student and provide learning experiences designed to utilize their strengths.

• Concern and attention toward their own and the School’s legal responsibility for the safety and welfare of students, including the need to ensure that students are under supervision at all times.

• Serve as a role model to students and conduct themselves in a manner consistent with that role.

• Respect and show sensitivity to the culture and customs of India at all times.

In their association with students, all school employees shall set examples that are an important part of the educational process. Their manner, dress, courteousness, industry, and attitudes establish models that affect the development of young people. The Board expects its staff members to set exemplary models, as well as provide exemplary instruction.

The Board views the position of teacher and other professional positions in the School as one from which the highest standards of professionalism, integrity and responsibility are expected. In addition to the general responsibilities above, each professional staff member is also expected to: • Be dedicated to the strongest possible teacher-pupil relationship.

22

While employees have a number of responsibilities as outlined above, they also have rights, in accordance with Board policy: • Expression comments.

of

viewpoints,

ideas

and

• Involvement in decision-making on matters of the School.

• Staff development opportunities.

• Regular feedback on performance.

• Redress of grievances.

3.8 Reporting Sexual Harassment The Board of Directors acknowledges the following as a description of sexual harassment: Harassment is any action or willful communication that is deliberately intended to threaten, cause pain, or discomfort to another person. Sexual harassment is intentional, persistent, and unwanted use of sexual references, connotations, or sexual advances that take place in the workplace.

Sometimes, but not always, the consequences of objecting to perceived harassment are potentially harmful or disadvantageous to the person being American International School Chennai

Personnel Handbook 2021 – 2022

harassed. Sexual harassment includes any one or more of the following unwelcome acts or behavior (whether directly or by implication): (i) Physical contact and advances or (ii) A demand or request for sexual favors; or (iii) Making sexually colored remarks; or (iv) Showing pornography; or (v) Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

Complaints of sexual harassment will be promptly and thoroughly investigated by a committee to be known as the “Internal Committee” (IC).

Please refer to Section 10 of this Personnel Handbook for AISC’s Sexual Harassment Policy (Section 6.440 of the Board Policy Manual).

How to File a Complaint All complaints should be submitted in writing to all or any member of the IC by writing/email. The Complainant is required to provide supporting documents and the names and addresses of witnesses, if any. If a verbal complaint is received by the IC, the Complainant will be required to follow the process set out in this clause and submit the complaint in writing/by email, along with the supporting documents, as soon as possible thereafter or within the timeline indicated by the IC in this regard.

Where a complaint cannot be made in writing, the Presiding Officer or any member of the IC, as the case may be, will render all reasonable assistance to the Complainant, for making the complaint in writing.

If an employee is unable to make a complaint on account of physical or mental incapacity or death, a complaint may be filed by the employee’s legal heir or any other authorized person as prescribed.

American International School Chennai

The complaint should be made within 3 months from the date of occurrence of the alleged incident and in case of a series of incidents, within a period of 3 months from the date of the last incident. The IC may, at its sole discretion, extend this time limit by up to 3 more months if it is satisfied that the circumstances were such which prevented the Complainant from filing of the complaint within the period of 3 months.

Any complaints made beyond or outside the time limit prescribed above, may be taken up by AISC, at its sole discretion and such complaints will be handled as per the disciplinary policy of AISC, by such authority as appointed by AISC. Notwithstanding the foregoing, all Complainants are encouraged to file sexual harassment complaints with the IC as soon as possible and within the timelines indicated above, so that the matter can be resolved/redressed at the earliest.

Conciliation Proceedings Before initiating an inquiry into a sexual harassment complaint and upon request of the Complainant, the IC can take steps to settle the matter between the Complainant and the Respondent (against whom the complaint is filed) through conciliation, provided that no monetary settlement shall be the basis of such conciliation.

Where a settlement has been arrived at between the parties, as a result of such conciliation, no further inquiry shall be conducted by the IC, but it shall record the settlement so arrived and forward the same to AISC to take action as specified in the recommendation. Copies of the settlement must also be provided to both parties.

Inquiry into the Complaint Where the Complainant informs the IC that any term or condition of the settlement arrived at is

23

Personnel Handbook 2021 – 2022

not complied with by the Respondent, or if the Complainant does not request for conciliation, or if the conciliation process fails, and where the Respondent is an employee, the IC would proceed to make an inquiry into the complaint in accordance with the provisions of this policy.

the decision/recommendations of the IC, or against breach of the terms of conciliation, or non-implementation of recommendations

by AISC must be lodged/filed within 90 days from the date of receipt of the inquiry report, as per the provisions of the POSH Act.

Any complaint under this policy will be redressed in the following manner:

[Note: Please note that since the POSH Act applies to women only, male complainants may not have recourse to this appeal mechanism.]

(i) Upon receipt of the complaint, a copy of the complaint shall be provided to the Respondent within 7 days of receipt of the complaint. (ii) Upon receipt of a copy of the complaint, the Respondent must submit a reply to the complaint along with a list of supporting documents, and names and addresses of witnesses within a maximum of 10 working days of receiving the copy of the complaint or within a shorter duration as may be prescribed by the IC. (iii) The inquiry shall be completed within a total of 90 days from the receipt of the complaint, by the IC. Where both the parties are employees of AISC, a copy of the findings shall be made available to both the parties, enabling them to make a representation against the findings before the IC. (iv) The inquiry report containing the IC’s findings and recommendations, shall be issued to AISC within 10 days from the date of completion of inquiry for implementation of its findings and recommendations. A copy of the inquiry report shall be provided to both parties; and (v) Any recommended action or findings by the IC shall be implemented by AISC within 60 days of receipt of the inquiry report. (vi) Any appeal to an appellate authority prescribed under the POSH Act, against

24

The timelines mentioned above are in accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition & Redressal) Act, 2013 (POSH Act) and may be subject to any other law, policy, directions, or relaxations in force at any given time.

Termination of Inquiry The IC may give an ex-parte decision or terminate the inquiry proceedings if the Complainant or the Respondent fails to appear before the IC for 3 consecutive hearings without sufficient cause.

However, the IC will give a prior written notice of 15 days to the concerned party before taking any such decision.

Interim Relief During the pendency of the inquiry, on a written request being made by the Complainant, the IC may recommend to AISC to: (a) transfer the Complainant or the Respondent to another department/division as deemed appropriate; or (b) grant leave to the Complainant for up to 3 months in addition to leave already entitled; or (c) restrain the Respondent from reporting on the work performance of the Complainant or writing the Complainant’s appraisal/confidential report(s).

[Note: The abovementioned reliefs have been made available only to women complainants under the POSH Act.] American International School Chennai

Personnel Handbook 2021 – 2022

Other acts or behavior which are punishable under the POSH Act Apart from sexual harassment, if any person commits the following acts, such person shall also be punishable with penalties, as set out previously, on the grounds of misconduct: (i) Making false allegations of sexual harassment, with malicious intent and knowledge that such allegation is false or producing false evidence to justify such complaint; (ii) Giving false evidence or producing false documents as a witness to any proceedings of the IC; (iii) Breaching the statutory duty of maintaining confidentiality of information relating to the inquiry proceedings of the IC, by divulging such information to any unauthorized person, including, but not limited to any employee; and/or (iv) Victimizing, intimidating or influencing any person, witness or any other persons seeking redress under this policy whether directly or indirectly. AISC will ensure that the Complainant or a person who has given evidence as part of an inquiry, in good faith, is protected and not victimized or discriminated against in their career in AISC. It is clarified that the mere inability to substantiate a complaint or provide adequate proof will not be treated as a false complaint.

Non-retaliation AISC will not retaliate, nor will it tolerate retaliation against any employee or the Complainant, who files a complaint of sexual harassment in good faith or is a witness in the IC proceedings.

American International School Chennai

Confidentiality AISC understands that it is difficult for the Complainant to come forward with a complaint of sexual harassment and recognizes the Complainant’s interest in keeping the matter confidential.

All proceedings, documents and records maintained under this policy, including the names of the Complainant, Respondent, and witnesses shall be confidential and shall be dealt with in the manner provided under the POSH Act. All persons involved in the proceedings under this policy including the parties, witnesses, IC members, and any other employee who becomes aware of any incident of sexual harassment, whether directly or indirectly, shall be under a duty to respect and maintain confidentiality.

Publishing/communicating or in any other manner making known to other people in AISC, public, press or media (including by way of social media, such as Facebook, Twitter, Instagram, WhatsApp, LinkedIn etc.) any information in relation to the contents of the complaint, the identity and addresses of the Complainant, the Respondent and the witnesses, the conciliation and inquiry proceedings, recommendations of the IC, or the action taken by AISC is prohibited.

Further care should be taken that the name, address, identity or any other particulars that could lead to the identification of the Complainant, the Respondent or the witnesses should not be disclosed.

The Complainant, Respondent, witnesses and members of the IC who breach the confidentiality in relation to any complaint made under this policy would be liable for disciplinary action up to and including termination and/or a fine of INR 5,000 as prescribed under the POSH Act

25

Personnel Handbook 2021 – 2022

4. FACULTY RESPONSIBILITIES 4.1 Student Supervision Supervision of students is the responsibility of each faculty member at all times. Specific duties will be assigned by divisional principals according to a schedule that suits the daily pattern of student activities within each division. We must all observe, model, and direct student behavior, taking time to teach students what is expected of them in classrooms, hallways, and elsewhere on campus.

All faculty members are expected to facilitate best behavior whenever in contact with students; however, to ensure that the safety of students is upheld at all times, each faculty member will be assigned weekly duty at lunch or break.

Faculty members are expected to practice active supervision. Active supervision means having an adult presence out and among the students (not from a lunch table or looking out a window) and chatting with students, providing “friendly reminders” to clean up their area, walking around, etc. This is a good time to develop relationships with students outside of class time.

4.2 Accidents and Illness Procedures and Reporting The school shall be responsible for caring for students in the case of accidents and injuries at all times while in school care, either on campus, travelling or attending off campus activities.

This policy shall cover minor injuries, serious accidents or sudden illness and the administering of medications.

For minor injuries, first aid shall be administered by the school nurses or in their absence, another trained school employee. In the event of a serious

26

injury or illness, the School’s first priority shall be to obtain the necessary medical treatment for the student. The overall aim of the School’s emergency procedures shall be to place the student in the care of their parents and/or qualified medical personnel as soon as possible. Every attempt shall be made to contact parents or guardians. If parents cannot be reached, then the Head of School or their designee shall assume whatever responsibility is necessary, including transport to local medical facilities.

The school’s obligation shall continue after the emergency until the injured person has been placed in the care of the parent/guardian.

At the start of each school year, parents shall be required to complete and sign an emergency medical form authorizing the School to act on the child’s behalf in the event of an emergency, until the child is placed in the care of their parent or legal guardian. In all cases where the nature of the illness or injury appears serious, the parent or guardian shall be contacted if possible and as soon as possible the instructions on the student’s emergency consent form followed. Thus, in extreme emergencies, arrangements may be made for a student’s immediate hospitalization whether or not the parent has been reached. No treatment of injuries except first aid shall be administered by the School.

First aid is that immediate help given by the bestqualified person on hand in case of accidents or sudden illness. Any person who in good faith provides emergency care or assistance without compensation at the place of the emergency or accident shall not be liable for any civil damages for acts or omission in good faith. Administering of medications shall only be done by a qualified nurse American International School Chennai

Personnel Handbook 2021 – 2022

or other trained school employee as authorized by the Head of School. Any medication must be accompanied by a written doctor’s prescription as well as written permission from a student’s parents. No employee except a qualified health care professional, or in their absence a trained school employee, shall administer a drug or prescription drug to a student by any means other than ingestion.

4.3 Classroom Visitors Faculty should expect visits from faculty, administrators, parents, as well as prospective new families seeking enrolment at the School.

At all times, personnel will try to minimize any interruption to the instructional program while faculty are expected to engender an open and welcoming atmosphere for other personnel who may visit. At times, former students visiting Chennai enjoy returning to AISC to see old friends.

All visitors to classrooms require approval from divisional principals who will arrange for the visit with the teacher. Classroom activities should proceed as usual while visitors are present.

4.4 Student Release Each section has its own specific expectations about student release in their handbooks.

Faculty who are leading after school activities, are required to ensure students enrolled in their program are either on the late busses or have rides home on private transport. This requires faculty to actively engage in ensuring students safely get on the bus or in private transport and are present until the buses or cars leave.

4.5 Field Trips AISC encourages expanding students’ learning beyond the four walls of the classroom. A field trip is defined as any time a group of students leaves the American International School Chennai

campus under the supervision of the School. Field trips can be an enhancement to a program if they are well planned. Field trips are an important part of the curriculum and faculty are encouraged to incorporate field trips. The trips should support the topics of inquiry and respond to other educational needs/opportunities.

When planning any field trip, be sure and consider the following: • The safety of the children.

• Facilities available, i.e., toilets, drinking water, food.

• Transportation to and from the destination.

• Parent or other teacher chaperones.

• Lunch and/or snacks.

• Other classes and faculty that may be affected.

• Allow time for traffic or travel when publishing leaving and returning times.

• Detailed timely communication for all involved both before and during the trip.

Local Field Trips When organizing local field trips, considerable materials should have been gathered. You may find it useful to enlist the support of the secretaries or colleagues to help make phone calls to non-English speaking contacts.

All field trip requests must be submitted to the principal at least two weeks in advance with details of fund requested. Once the field trip is approved by the Principal, the teacher may proceed to make arrangements. Please make all transportation arrangements through your divisional office.

Prior to the trip, a waiver/permission slip must be sent home informing parents of the plans and what, if anything, they will need to furnish. It is

27

Personnel Handbook 2021 – 2022

necessary to have a signed permission slip for each child before leaving campus. If the permission slip is not signed by the parent and in possession of the teacher, the student will not be permitted to take part in the activity and will remain on campus. This is a form that can be saved in each sectional office.

Faculty should also have information like parent contact phone numbers with them, as well as any student medication from the nurse’s office.

On the day of the trip, please organize to bring the following along: 1. First Aid kit.

2. Class contact list for emergency contact and any other appropriate numbers.

3. Student’s Emergency Medical Treatment Authorization.

4. Field trip mobile phones.

In the event of a serious accident, someone should call the office at the earliest possible moment, Unless circumstances at the scene dictate otherwise, an administrator should be involved in making decisions as to an appropriate course of action.

This form needs to be filled two weeks in advance by the teacher and submitted to the divisional office.

Field Trips outside Chennai Overnight field trips require considerably more coordination and planning. They are arranged and coordinated with the school administration and supervised by classroom faculty. For Grade 5 the classroom without walls trip is 3 days/2 nights. For Grades 6 - 12, the Week Without Walls is usually 5 day/4 nights in duration.

The signed permission slips should be returned together with the completed student information

28

sheet two weeks prior to the over night trips as the student information sheets should return to the camp organizer in advance for proper arrangement.

4.6 Faculty Mail Boxes or “In” Trays located in the work room Each faculty has a mailbox assigned to them. These mailboxes are located in the staff lounge. These trays are used for the distribution of messages, memos, and mail (defined as envelope size). They are to be used as a method of communication.

They are not intended for use as a personal repository. Therefore, please do not use them as your “personal office away from home” and clear them regularly. Otherwise, you run the risk of having messages, mail and memos pushed to the back where they are periodically crumpled and scrunched.

Large packages will normally be delivered to your classroom. If a package is delivered to you in error, please return it immediately to the Purchase Manager.

4.7 Labelling of School Property All textbooks, workbooks and manuals should be stamped with the school stamp prior to distribution to students. A textbook inventory sheet is available in the Forms folder and must be filled in and retained by the teacher. All furniture and equipment should have an asset inventory label.

Please contact the Purchase Manager if any item of furniture or equipment is not labeled.

4.8 End of the Year Routine and Forms At the end of the school year, all faculty members are expected to complete the Year End Check out Form and submit it to the Business Office. Salary credit for June and July will be made only after American International School Chennai

Personnel Handbook 2021 – 2022

the Year End Check out Form is received by the Business Office.

4.9 Employee Relations with Host Country The Board of Directors recognizes the important role the School and its employees play in the local community. It is essential that all employees project a positive, professional image and show sensitivity to the culture and customs of India at all times.

School personnel are encouraged to participate in community activities so long as they do not interfere with their regular schoolwork, represent a conflict of interest or in any way reflect negatively on the School.

Members of the school staff often have access to information about the School, its personnel, its students and their families, and its operations that is of a sensitive and confidential nature. This kind of information is not to be shared with individuals, governmental agencies or the press without the expressed written permission of the Head of School. All matters concerning the School’s relations with any Indian governmental authority or with the press media should be referred to the Head of School.

4.10 Additional Responsibilities and Assignments for Professional Staff We believe that each of us learns and grows through engagement in the professional opportunities that abound in dynamic learning communities.

We also believe that a balanced lifestyle is essential for fulfillment and success.

In accordance with these beliefs, each faculty member should consult closely with their supervisor to design a personal responsibility plan American International School Chennai

aligned with the passions of the individual faculty member, the needs of the section/school, and takes into account the necessary time required to fulfill mutual expectations.

As a learning community, we have a commitment to this range of activities/initiatives: • co-curricular activities/athletics • arts, sports and activities • team and committee work • school improvement initiatives These require broad participation and leadership from all of us. Some activities and leadership roles requiring significant time commitment and/or responsibility may include a stipend.

Each faculty member should expect to lead/ co- lead at least one activity/initiative per year.

Physical Education teachers should expect to coach or assist with more than one sport. Whenever possible supervisors should consider continuity and turnover to assure equitable quality leadership and opportunities for new leadership.

New teachers are not expected to engage in any activity/initiative in the first semester.

4.11 Responsible Use of Phones Staff members should use due discretion when using personal mobile phones and should not use them during contact time with students. Mobile phones should be set on silent during school hours as not to disturb classes in session. Emergency calls by students may be made from school offices only.

Teacher telephone calls can be made from the classroom, staff lounge or main office when it does not conflict with teacher’s classroom responsibilities.

29

Personnel Handbook 2021 – 2022

4.12 Childcare

a. Supervised after/before-school activities

In order to support faculty with school-age children, Leadership will organize childcare during New and All Faculty Orientation Days.

b. Quiet time in faculty member’s instructional space

Regarding after school care for elementary school age children during the school year, faculty members are responsible for assuring safe, sustainable provision of care for their children.

Choices include, but not limited to:

c. Supervision on campus by MS or HS sibling or student babysitter d. Send child to a playdate or home

5. SCHOOL COMMUNICATION AISC’s divisional offices are responsible for the facilitation of overall school communications and upholding the School’s internal and external image in the community. The communication to the community should be clear, concise and effective.

All published school materials and documentation should support the School’s Mission, Vision and Core Values and have a professional look to them.

Information is shared with the community in a variety of ways: The weekly newsletter from the Head of School and the Principals, the school website, community emails and the SMS alert system in case of emergencies.

5.1 Contact Information AISC’s main phone numbers are +91 44 22549000/33579000/9500020841. Our phone system is set up so as not to ring through to the classrooms. In case of a family emergency during class hours, the school secretaries can relay a message to the faculty member involved.

5.2 Responsible Use Policy The American International School Chennai uses Information Technology as one way of enhancing

30

its mission to teach the skills, knowledge and behaviors students will need as responsible citizens in the global community. The school’s technology infrastructure and network provides extraordinary opportunities to enhance student learning with a variety of technology tools and services. To ensure these resources are always available, it is imperative that all members of the learning community use technology in a manner consistent with our educational mission.

Access to the school network and the internet is a privilege that is tied to responsibilities. The following guidelines are intended to help individual students understand responsible use. The school may restrict, suspend, or terminate any student’s access to the School’s technology systems and network for not respecting these guidelines. The guidelines below apply to any and all digital devices students may be using in school, including but not limited to laptops, smart phones, mp3 players, iPads, and iPods.

I.Technology Maintenance Each student is responsible for the use of school machines and their own technology device. They

American International School Chennai

Personnel Handbook 2021 – 2022

should treat and use technology responsibly and appropriately. Computers and computer accessories are sophisticated devices that require care and gentle treatment to function properly; mistreated devices will likely run poorly or malfunction. Replacement of these devices will be the responsibility of the student and their family.

A. In the Classroom • Students are responsible for their own use of technology in the classroom and must obey the rules and guidelines that the teacher sets.

Network restrictions and or monitoring of students may occur if these problems persist.

• Students are responsible for taking care of the audio/visual equipment that is utilized during classroom time.

• Students are cautioned in bringing drinks or food around equipment during classroom daily activities. If drinks or food spills or falls on the equipment, damage can be done to the equipment. Replacement of the equipment will be the responsibility of the student.

• Students are responsible for their own data.

Files can be saved on their personal device or in the cloud.

• Students should regularly backup of their schoolwork into the cloud. Students should strive to maintain appropriate bandwidth for school-related work and communication.

• Excessive usage of school bandwidth for non-school related projects will result in the disabling of account privileges of the student.

B. Damage In the case of damage to a school-owned device caused by negligence, the user of the device is responsible for repairs or a replacement.

American International School Chennai

II. Ethical use of Technology Students may use digital devices in supervised areas including classrooms, the I-Hub, and the CIC as long as they have a teacher’s permission.

A. Internet The use of the internet is intended to support and enhance the instructional mission of AISC. 1. The following activities show responsible use of the internet: • Researching • Communicating • Web-based learning applications • Responsible social networking • Educational learning networks 2. The following activities show responsible use if part of an assigned activity or allowed by a teacher during breaks or lunch: • Listening to music • Watching movies or videos • Instant messaging, joining chat chatting, or social networking

rooms,

• Educational use of online games • Downloading media from the internet • Instant messaging, joining chat rooms, or social networking • Online gaming and downloading music/videos/ software from the internet.

3.

The following activities are considered irresponsible use of the internet: • Viewing or using information that is inconsistent with AISC’s Mission (e.g. pornographic materials, vulgarity, gambling,

31

Personnel Handbook 2021 – 2022

militant/extremist material, hate speech, etc.).

Users may not access, store, share, or display such information while using the school network or while using school equipment.

• Maliciously attempting to harm or destroy school technology equipment or materials, the data of another user, the institution, or other networks that are connected to the internet.

• Watching movies or videos, playing online games, listening to music, or downloading music/videos/software from the internet when not explicitly approved by a teacher as part of a learning activity.

• Using instant messaging, chatting, social networking or other technology for purposes of cheating or plagiarism.

• Instant messaging, chatting or social networking during a designated classroom time that has not been designated for electronic social interaction.

B. Communication Tools Classroom teacher’s technology policies may vary due to the manner by which they integrate technology into their class. These policies are to be followed: • The primary purpose of AISC gmail is for school related communication that serves the teaching and learning at AISC. • Students may not send an email (or “spam”) to a class, an entire grade level, or any group within the School. Such communications should be processed through a faculty member and/or posted in school announcements.

• Students may use age appropriate social networks to communicate responsibly with peers and teachers. Many of these social

32

networks will be designed for specific classes.

C. Monitored Use As a rule, AISC will protect students’ privacy and will treat students’ electronic information as it treats any other student property. However, school-based email and other forms of electronic communication systems using the school network or equipment will not be considered confidential and may be monitored at any time by designated staff to ensure appropriate use for educational or administrative purposes. The school reserves the right to randomly search students’ electronic devices (personal and school-issued) and schoolissued accounts.

III. Digital Citizenship The way we use technology tools to communicate information has a powerful effect on our learning community. Responsible use will lead to better, more effective learning while irresponsible use will diminish it. A strong respect for the principles of digital citizenship is essential for us to live our Mission at AISC. These digital citizenship principles apply in school and at home during the school year.

A. Digital Rights and Responsibilities • Forgery or attempted forgery of email messages or other electronic documents is prohibited.

• Students will respect one another’s work in shared files by not deleting or changing the work of others without consulting the author.

• Reading, deleting, copying, or modifying any electronic documents of other users is prohibited.

• All research used in academic work, must be properly cited, including information from the internet.

American International School Chennai

Personnel Handbook 2021 – 2022

• There should be no copyright law violations with regard to software or internet-based information. Copyright information is available in the library.

B. Privacy & Security • In order to respect the privacy of community members, technology users may not use another person’s ID or password. Sharing of IDs’ or passwords is not allowed and will face grave consequences.

• Accessing other people’s accounts by any method is not allowed.

C. Digital Etiquette • Any online communication should be something you could say in person: this includes emails, instant messages, digital images/videos, or web postings.

• Use networks responsibly; only use those networks which you have legal access to.

• Be aware that anything posted on the internet is permanent.

D. Communication • Derogatory, obscene, or otherwise inappropriate e-mail exchanges, instant messages, digital images, or web postings are considered cyber-bullying and are prohibited.

• Any form of cyber-bullying will be dealt with swiftly and may carry severe consequences.

IV. Consequences Deliberate attempts to violate AISC’s Responsible Use Policy, compromise, degrade, or disrupt system performance may result in restricted use of technology at school or other appropriate consequences.

American International School Chennai

The American International School Chennai may limit, suspend or revoke a student’s access to the School’s technology systems or the network upon violation of the Responsible Use Policy.

V. Disciplinary Action First violation will result in loss of internet access for an indefinite period of time and possible suspension from school.

A second violation will mean additional disciplinary action. Depending on the severity of the violation, this may result in permanent loss of access to the internet and the intranet, as well as suspension from school, in accordance with the AISC Code of Behavior.

Students and their families will be liable for any financial damages resulting from misuse of the internet at AISC. When applicable, the police may be involved.

5.3 Faculty Head’s Round Table Framework Purpose The Head’s Round Table (HRT) focuses on improving the school in the best interests of our students by processing workplace opportunities/ challenges. It is a forum for enhancing two-way communication between the faculty and the Head of School as we build a positive and professional culture committed to school improvement.

Composition The HRT is a collaborative group, composed of school leaders from each section – 3 from the elementary school, 2 from the middle school, and 2 from the high school. We seek a balance of local and overseas-based hires on the team.

33

Personnel Handbook 2021 – 2022

Membership on the HRT is for any faculty member who has been with the school for at least one year and has a full-time contract. A faculty member can serve on the HRT for up to two years. If more faculty members wish to serve than there are places, then an all-section vote will be held and the faculty members with the most votes will serve on the team.

Function The HRT brings feedback, input, questions on opportunities and challenges to the head of school. The following areas frame the container of discussion and thinking: • Attracting and Retaining Qualified Staff • Community Relations • Communications • Campus Development • Facilities and Maintenance • Resource Opportunities/Needs The HRT will consult the Head of School on a range of school improvement areas, including but not limited to the implementation of the Futures Plan, Board policy, and Personnel Handbook elements.

The “Sandbox Concept” describes the parameters of HRT’s role. The HRT uses the 7 Norms of Collaboration (P7) as process norms. In 20152016, the HRT developed “member guidelines,” which will be used to orient new members to the opportunities and challenges of the HRT role.

HRT faculty members will be provided time on a regular/as-needed basis at section faculty meetings to share or collect information.

At the beginning of each year, the Head of School will explain the HRT Concept and Framework to new faculty members.

34

Meetings The HRT will meet no less than 8 times during the school year.

5.4 School-Family Communication Procedures Communication between the home and school is essential. Parents are encouraged to contact their child’s teacher if they have questions or concerns about their child, the academic program, or the School. The school has established a number of channels of communication including:

Back to School Night An evening is set aside in the beginning of the school year for parents to visit classrooms and meet teachers. Teachers explain the curriculum, showcase classroom resources, and discuss expectations, grading practices, homework, and routines.

Report Cards Report cards are issued at the end of every trimester for elementary and middle school and each semester for high school. The purpose of the report card is to chart the progress of each student. A report card is a communication tool to provide feedback to students and parents and to reinforce learning for students.

Email Faculty is encouraged to regularly communicate with parents and should provide weekly updates on what is happening in their classes. The emphasis should be on practical ways parents can support and connect with what is going on in the classroom, please give copies of all correspondence to the Principal prior to the distribution. Please ensure your communication with parents looks American International School Chennai

Personnel Handbook 2021 – 2022

professional and please proof read all information before sending it home.

practices one must consider before posting any school-related content.

Email is usually the most successful method of communicating with parents. Faculty is encouraged to email parents regularly about class expectations and student progress. Please copy the Principals on all emails sent to the parents.

In both personal and official capacities, social media has become an indispensable relationship building tool to help develop and support community, communicate information, and celebrate learning and achievement. To ensure that teacher and student use of social media, both in and out of the classroom, support the School’s Mission and provide a safe, reliable, and productive means of sharing this content, there are certain guidelines to consider before posting.

Students are provided with a school email address that should be used in all communications with teachers and the school administration. Parent email addresses can be found in PowerSchool and in the Community Directory.

Weekly Notes

Social Networks

The Head of School, the Principals and PCA send newsletters via email every Friday to keep all community members (including students and faculty) informed of school happenings. The newsletters are vital communication links in our community as reflections of school culture and trends in education.

Social networks refer to any website that promotes the friending and sharing of content among a network of individuals that may either be open or private. Examples of social networks include Facebook, Instagram, Pinterest, LinkedIn, Google+, and Twitter.

Parent Coffees At least once a month throughout the year the Head of School, Principals, the Director of Teaching and Learning, the Director of Technologies and Innovation, the Counselors, and other faculty members will host seminars for parents and students regarding topics such as the curriculum, technology, IB Diploma Program, the college application process and course registration.

In addition to these coffees being included on the Community Calendar, reminders for these meetings will be sent through the weekly notes and via email to all community members.

5.5 Social Media Guidelines This section outlines the boundaries of acceptable and responsible use of social media and the best American International School Chennai

Social networks have tremendous potential to help individuals learn from others in shared areas of interest. Though Twitter and LinkedIn tend to have a more serious user base than Facebook, the latter service has a larger following and tends to act as an alias for social networking in general.

Friending or Following Students It is strongly recommended that faculty and staff do not friend or follow students on social networks that are not provided by AISC. Reasons not to friend students on Facebook, for example, include, but are not limited to, keeping personal activities away from the newsfeeds of students and their parents and minimizing any association we may have to any student-related incidents. Though some teachers defend the need to friend students on Facebook for purposes of supporting teaching and learning, all students are provided with a school Google account and can be contacted through email

35

Personnel Handbook 2021 – 2022

or chat anytime. Students 13 or older can network with teachers through Google Hangouts to support both formal and informal learning. Students under the age of 13 should never be friended or followed by a teacher on any private social network unrelated to classroom activities.

Posting About your Classroom Images of students or student work are unwelcome on personal social networks unless the account is primarily used to support your Personal Learning Network (PLN). AISC is supportive of teachers using social networks such as Twitter, Blogs, or Facebook pages to advance their professional growth, and sharing student work is an important aspect of that. Posting student work or images to purely personal accounts is a mismatch of content and audience and may lead to unnecessary issues that are better avoided. Images of students or student work can be posted by any user to our official AISC Facebook page without the use of names.

Posting About Work and Host Country Ultimately, what faculty and staff post on their social networks says a lot about who you are as a person and as an employee. It also reflects upon your friends, family, colleagues, workplace, and host country. To create and maintain a highly professional digital footprint and positively contribute to these circles of influence, it is advisable to limit objectionable content to private venues. Always avoid negative, sarcastic, or otherwise unproductive comments about these entities on social networks. Once it is said online, it can never be taken back.

Student Images AISC reserves the right to use images of students in its official publications and promotional materials unless our Admissions Office has been notified in

36

writing from a parent that they wish to opt out. It is acceptable for individuals to post images of students to our Facebook page and their own professional accounts provided that: 1. T he image is appropriate and fitting with our school Mission.

2. 2. The students are engaged in a schoolrelated activity.

3. 3. No names of students have been written or tagged in the post or image.

4. 4. This applies to Zoom screenshots also.

Please make sure to erase display names on Zoom screenshots before posting.

If student images are requested to be used outside of school-related communications, you must contact the Advancement Director for assistance and approval.

5.6 PowerSchool Learning/ Seesaw This section describes the minimum requirements for communicating with parents through Seesaw.

Seesaw fosters effective and dynamic school-home communication. AISC is committed to effective, professional, digital-age communication to support the needs of all learners.

Early Years - Grade 5 Seesaw 1. Post bulletins related to important classroom activities and curriucular updates.

• Detailed field trip information is posted (hard copy still sent home for signature).

• Weekly schedule is posted with specials and other important events.

2. Post short-term or activity-related instructional resources when needed and where appropriate.

American International School Chennai

Personnel Handbook 2021 – 2022

3. Celebrate the classroom community with pictures or videos of activities, events, and student work.

PowerSchool Learning Requirements for Grades 6 – 12 This section describes minimum requirements for maintaining a LMS page that fosters effective communication for and about learning in an anytime, anywhere learning environment. AISC is committed to effective, professional, digital-age communication to support the needs of all learners.

1. P rovide general information about each course, its instructor, and the learning outcomes.

• Welcome message from instructor.

• Link to teacher profile and link to teacher’s email.

• Page with course description and learning outcomes, class expectations, supply list, and assessment procedures.

2. P ost important bulletins related to assignments, quizzes, tests, and field trips.

• Post major assignments, quizzes, and tests on the assignment calendar to reflect the upcoming week.

• Daily homework assignments are posted.

• Keep all descriptions simple yet informative to support English language learners.

3. P ost instructional resources including web links, articles, videos, audio, images, presentations, and rubrics.

• Relevant digital course material for current unit is accessible or referenced.

• All content is organized by unit.

American International School Chennai

• Material currently being covered should be at the top of course page.

• Material is organized and formatted based on recommended best practice.

• Posting “useful links” for access to resources used across many units is recommended.

4. C elebrate the classroom community with pictures or videos of activities, events and student work.

• Dedicate the first box of content to celebrating the classroom community.

• Update this section once a month.

5.7 Sending All School Communication If a faculty member wants to send out an all-school communication to the whole faculty community or the parent community, it needs to be approved first by your divisional principal. Only then can it be sent out. Please refrain from using the School’s e-mail system for personal purposes. Please use Google Currents for personal posts targeted towards faculty and staff.

5.8 Ownership and Use of Works Produced at AISC Works produced while employed at AISC for the purpose of teaching the curriculum are shared in ownership by both the author and AISC. These works can be reproduced by that same teacher and used for future employment or commercial purposes.

Exceptions to this include works that AISC has deemed confidential, exclusive or proprietary.

AISC allows the reproduction and non-commercial

37

Personnel Handbook 2021 – 2022

use of education-related works by other members of the AISC Community with proper permission by and attribution to the author. A copy of all works produced while at AISC for the purpose of teaching the curriculum must remain in the storage system or application that was used to create it. This agreement is in place to protect both teachers and AISC from potential loss of important curriculum or promotional materials.

5.9 Ownership of Google Apps for Education Data and Rights of Use Users of AISC Google Apps consent to give AISC the right to access their AISC Google accounts in whole or in part: (1) if access to data in that account is deemed necessary to maintain the security and/ or privacy of AISC employees or students, (2) if needed to investigate alleged misuse of AISC IT Services as described in the AISC Responsible Use Policies, or (3) upon termination of employment at AISC. Users of the AISC Google Apps consent to give Google the right to use their content for transferring, processing, and storing their content in order for Google to provide the service. Our agreement with Google Apps for Education states that AISC owns all intellectual property rights to AISC’s data

to disclose any confidential information except as necessary to provide the services. As part of the Agreement, AISC agrees to follow the Google Apps Acceptable Use Policy (AUP).

5.11 Phone Trees and SMS Message Systems A staff emergency phone tree is distributed at the beginning of the school year and updated as necessary. This phone tree is tested twice during the school year. Please keep this phone tree at home.

The school also has a bulk SMS message system, which is activated for staff and parents in cases where critical and/or emergency messages need to be distributed immediately. These messages are usually followed up with more detailed information via school e-mail or the School’s website. It is critical that all staff ensure mobile phone numbers kept current for these systems to work effectively.

Each section organises teacher to family communication during an emergency. This teacherfamily phone tree will be shared by section principals.

5.10 Security and Privacy of Google Apps for Education Data The Agreement commits AISC (as the service administrator) to protect the privacy rights of its end users under all applicable laws and regulations, which is consistent with AISC’s policies and practices for all data it administers. The Agreement also commits Google to protect AISC’s confidential information with the same standard of care it uses to protect its own confidential information, and not

38

American International School Chennai

Personnel Handbook 2021 – 2022

6. STUDENT SERVICES AND PROGRAMS 6.1 Student Support Services

6.2 Counseling Services

At AISC, we are committed to meeting the widerange of needs of our learners. We have several processes, resources and programs in place to provide additional support to teachers and students. The Student Support Services Structure at AISC is comprised of three departments; English as an Additional Language (EAL), Counseling, and Learning Support Services, specifically:

The Counseling Services at AISC are guided by the department mission statement.

• Deputy Head of School - Whole School

“As advocates for students, AISC counselors facilitate student exploration of self through the lens of courage, confidence, creativity and compassion and the vision of an AISC learner.

Counselors support student growth through the delivery of developmentally-appropriate and culturally- appropriate programs.”

• School Psychologist - Whole School

AISC Counselors:

• EAL Program Director - whole school

• Support the School’s mission and beliefs

• An Associate Principal

• Provide strength-focused, comprehensive and developmental counseling services for all students.

• Head of Department Learning Support • Head of Department Counseling To view the student support handbooks, please follow the QR Codes.

Elementary School Handbook https://bit.ly/ESHB2122

Middle School Handbook https://bit.ly/MSHB2122

High School Handbook https://bit.ly/HSHB2122

American International School Chennai

• Foster holistic development of each student.

• Work in partnership with students, families, faculty, and staff.

• Value personal diversity within a global context.

We believe that all students: • Have the right to a caring adult professional advocate at school.

• Have the right to feel safe, supported, and accepted in school.

• Are capable of success.

• Are capable of change and growth.

At AISC there are five counselors: two supporting Elementary School, one in Middle School and two in High School. The Counseling department follows the International School Counseling Association (ISCA) Model for School Counseling Programs and

39

Personnel Handbook 2021 – 2022

school counselors’ duties are focused on program delivery through four areas: individual student planning, responsive services, systems support and counseling curriculum. Our comprehensive, developmentally appropriate school counseling program focuses on what all students, EY-12, should know, understand, and be able to do in the four domain areas: Academic, Career, Personal/ Social and Global Perspective.

collaboration with others that help to identify students with communication disorders as well as to inform instruction and intervention. The SLP provides intervention that is appropriate to the age and learning needs of each individual student, collaborates with other professionals, and family members. The SLP also putS into place a program and a plan that will best serve students needs.

6.3 Learning Support Services

Occupational/Physical Therapist

The Learning Support Service educators at each section provide services based on the individual needs of students. They are educational specialists who believe in a collaborative and balanced instructional approach that supports, motivates, and inspires all students to become socially, emotionally and academically successful. The AISC Learning Support Service offers mild to moderate level support within a service delivery model that includes: consultative support, standardized academic achievement evaluation, in-class and highstakes testing accommodations, inclusion support for small group direct instruction and/or in-class co-teaching support, study skill and task completion interventions, and direct instructional support for specific math, reading and writing disorders.

Learning support services are delivered in a multitiered approach that is driven by early identification and timely support of a student’s individualized learning and behavior needs. The approach supports identified students by providing them with interventions at increasing levels of intensity to accelerate their learning and support access to the curriculum.

Speech/Language Pathologist A full-time speech/language Pathologist (SLP) is employed to serve all sections of AISC. The SLP is part of the Student Support Services Team and conducts assessments on a need to basis in

40

A part-time occupational/physical therapist (OT/ PT) is employed to serve all divisions of AISC. The primary responsibility of the OT/PT is to provide school-based services for students who have physical and/or occupational therapy needs and are recorded on their ILPs. The OT/PT works in association with the sectional Learning Support teams to align their work with the ILPs and Accommodation plans, both short and long term. The OT/PT is also available on a school-wide, weekly basis to assist students who are recovering from sports related injuries.

6.4 Standardized Testing Program AISC uses a body of evidence to monitor student progress. Standardized assessments are administered on a biannual or annual basis. For all students in grades 2 – 10, the Measurement of Academic Progress (MAP) is administered in fall and spring. For all students in grades 3-8, the WrAP test is given annually. PSAT is optional for grades 9 – 11. SAT and ACT are offered multiple times a year.

6.5 Student Experiential Learning Elementary School Classroom Without Walls (CWW) As part of our Elementary School curriculum, we believe it is important for students to be given the American International School Chennai

Personnel Handbook 2021 – 2022

opportunity to experience learning in the classroom as well as outside the classroom. Therefore, our students have multiple opportunities to study in a classroom without walls; on field trips around Chennai, in Service Learning, a school sleepover for students in Grade 4, and a two night overnight stay for 5th Graders.

5th Grade Classroom Without Walls provides students with a unique cultural, personal, interpersonal and environmental experience that they would not normally experience within the regular classroom walls. Students learn, reflect, and grow as individuals. The aim of CWW is to: • Develop greater self-management, independence, social skills and classroom/ grade level relationships.

• Enhance cultural sensitivity and provide authentic, direct exposure to India in order to nurture a better understanding and appreciation of Indian culture.

• Foster a greater sense of both community and service by developing new connections as well as strengthen existing ones.

• Increase respect for the environment, other individuals and different cultures.

• To challenge students physically and mentally.

• To prepare students for week long Week Without Walls programs in Middle School.

• Take learning out of the School and into our host country.

It is an expectation that all 5th Grade students participate in this program. The school covers the cost of the overnight Classroom Without Walls trips.

Middle School Week Without Walls The Week Without Walls program is embedded in our middle school culture and it is expected that all American International School Chennai

students participate in this program. In the Week Without Walls (WWW) program, students are out of the regular classroom setting.

Week Without Walls provides students with a unique cultural, personal, interpersonal and environmental experience not available within the regular classroom walls. Students learn, reflect, and grow as individuals. The aim of WWW is to: • Participate in experiences to promote the development and reflection on the attributes in our Vision for a Learner.

• Provide exposure to India in order to nurture a better understanding and appreciation of Indian culture.

• Develop relationships with peers and build community within grade levels.

• Promote personal independence and responsibility, and to challenge students physically and mentally.

• Promote respect for the environment through exposure to diverse ecosystems.

High School Discover India The Discovery Program encourages students to enhance their personal and interpersonal development through experiential learning opportunities. At AISC we believe that being open to new ideas and challenging experiences enriches our lives. In addition, mutual respect, trust and caring foster healthy interpersonal relationships. As a process, experiential education is constructivist, and therefore builds understanding through a process of inquiry and reflection. Our program is based on our belief that the learning process is enhanced when students reflect on their own individuality, abilities and skills and use them to make decisions, resolve problems, make a difference and realize their leadership potential.

41

Personnel Handbook 2021 – 2022

The Discovery Program includes the Discovery DaysandDiscoverIndiatripswithregularmeetings of the small Discover India trip groups and crews to provide opportunity for connection with students, establishing bonds between students that transcend grade levels and time to focus on student reflection on the vision for an AISC learner. Discovery Days are opportunities for students and staff to focus on service learning, explore new interests, and lead in sharing personal passions.

The Discover India trips are week-long trips where students experience the diversity of India and can choose from a wide range of focus. Some focus on some single feature such as expedition white water rafting or Tibetan culture within India. Other trips provide opportunities to try a variety of activities.

Students reflect on their experiences in a variety of methods.

activities with begin and end dates for each season.

Elementary ASAs include after school activities, summer camp, weekend activities, fall, winter and spring mini camps. The activities include music, dance, craft, academics, art, sports and more.

Secondary school includes service opportunities, clubs, theater production, sports, Model United Nations and more. The ASA Office will maintain continuity and high standards of activities offered to support the Mission of the School. Staff are encouraged to offer Arts, Sports, and Activities.

Arts, Sports and Activities Program The Board of Directors recognizes that student lifelong learning opportunities are associated with a well-supervised Arts, Sports and Activities program. The Board expects such a program to include a wide variety of activities that provide students with a chance to develop their skills such as athletic coordination, leadership and teamwork strategies, as well as improve their creative abilities and discover new interests. This program also makes it possible for students to interact with teachers on an informal basis and meet students in other grades and form new friendships.

The scope and variety of the activities offered by the School may vary from year-to year, but it is expected that there will be some activities that are exploratory in nature while others stress continuity.

Arts, Sports and Activites (ASA) run on a quarterly basis for the Elementary School and Middle School.

The ASA Coordinator shall update the list of

42

American International School Chennai

Personnel Handbook 2021 – 2022

7. SCHOOL OPERATIONS 7.1 Finance Salary Salary is paid in equal monthly installments, on the 26th of each month (the working day before, if the 26th is a holiday or weekend).

Salary Advances and Loans Employees may seek emergency salary advances by request through the Business Office. The school expects an employee to settle an advance before requesting another. Repayment instalment agreement is made at the time of the advance and should not exceed one school year or the end of the contract, whichever comes first.

All faculty and staff can apply for vehicle loans and the period of repayment should not exceed one school year or the end of the contract, whichever comes first.

Taxes Under Indian Income Tax laws, the School is obligated to deduct income tax at source, as applicable, for all its employees.

Income tax is calculated based on earnings in the Indian fiscal year April to March and is deducted monthly from each employee’s salary.

A confirmation of deduction in Form 16 is issued at the end of the Indian fiscal year (i.e. March) to confirm deduction of tax and payment into the Government Treasury.

Purchase Orders (PO) All purchases, overseas or local, budgeted or unbudgeted, may be made against approved purchase orders only. The purchase order form is to be completed and submitted to the principal for approval before the purchase is made by or through the Purchase Manager. Blank POs can be found with each Sectional Secretary/Main Reception/Business Office.

Reimbursement Claims Reimbursement claims are made where there is no approved purchase order for payment. Sectional principals need to approve prior to purchase and the Reimbursement Form needs to be submitted with receipts/bills.

Insurance An insurance desk is on campus on all school days to support you with queries related to coverage and claims.

7.2 Food Services AISC has contracted the services of Taj Madras Flight Kitchen (TMFK) caterers for our food services program. TMFK also assists us with any catering services required for school events. Please contact Food Services Manager (foodservicesmanager@ aischennai.org) for any food related requirements.

Should you have any questions or feedback related to TMFK, please direct them to your sectional associate principal.

All employees are personally responsible for filing their Income Tax returns to the India Government Tax Department.

American International School Chennai

43

Personnel Handbook 2021 – 2022

7.3 Travel The ticketing of all school required and paid travel can be done through the School’s travel agent or Business Office.

For questions, please contact the Business Office.

7.4 Postal/Courier Mail Outgoing mail will be sent to the post office for mailing once a day at 3:00 p.m. The courier company will collect the mail/packages at 3:00 p.m. every day. Please leave mail with reception. Mail/ packages received after 3.00 p.m. will be sent out the next day.

7.5 Parking and Decal Staff parking is provided in the west parking lot for two and four wheelers. In order to access this, the staff need to obtain decal from the main security desk and renew it on an annual basis.

7.6 Safety, Security and Emergency Procedures Student Protection Policy It is the goal of the American International School Chennai to maintain a school environment for all students free from abuse. AISC endorses the Convention on the Rights of the Child, of which the host country, India, is a signatory and seeks to be a safe haven for students who may be experiencing abuse or neglect in any aspect of their lives. No AISC employee may engage in any activity constituting abuse. AISC employees must report to the head of school, division principal, or other administrator any suspected abuse either in or out of school.

According to the World Health Organization, child abuse constitutes, “all forms of physical and/

44

or emotional ill-treatment, sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power.”

At AISC we recognize that abuse can take many forms and may not always be visible or detectable.

Abuse can happen in any of the four areas described below. Prevention is possible and AISC is vigilant in its efforts to protect our students.

Four Areas of Abuse 1. Physical Abuse - physical injury inflicted by other than accidental means upon a student by another person including willful cruelty or willful infliction of pain.

2. Emotional Abuse - this includes the use of threats, intimidation, and acts of injustice or indignity by verbal or physical means.

3. Neglect - this refers to a range of circumstances 4. in which a parent or caregiver fails to adequately provide for a child’s basic needs.

5. Sexual Abuse - sexual assault or exploitation.

Prevention of Student Abuse 1. AISC does not hire staff who have a record of abuse. Background checks will be part of the hiring process for employees. Applicants for AISC positions will agree in writing with the terms of this policy as part of the contracting process.

2. Abuse prevention and awareness training is mandatory for AISC employees.

3. AISC will maintain an updated manual to assure correct procedures and processes remain in place to protect all students. AISC American International School Chennai

Personnel Handbook 2021 – 2022

will distribute our manual annually to all employees, parents, and students.

knowledge of their parents/guardians and division administrator.

For more information about the student protection procedures, please refer to the Student Protection Manual.

• Engage in private communications with students using social media in ways that are outside my professional relationship with students.

All AISC employees make an annual pledge to follow the Student Protection Manual and abide by the following guidelines as a condition of employment at the School.

I will: • Treat everyone with respect, patience, integrity, courtesy, dignity, and consideration.

• Never be alone on weekends or evenings with students at school or away from school without another adult being notified.

• Report within 24 hours of observing or reasonably suspecting abuse to a division principal, division counselor, or school psychologist • Cooperate fully in any investigation of abuse of students.

• Exercise care with my use of language in my professional capacities.

• Touch or speak to a student in a sexual or other inappropriate manner. to

• Smoke or use tobacco products, or possess, or be under the influence of alcohol, or illegal drugs in the presence of students while in a professional capacity or personal capacity outside normal family and social events.

• Accept intimate and elaborate gifts or give private gifts to students without the American International School Chennai

Workplace Harassment In order for AISC to be a safe place for all, we treat each other with respect and dignity. Harassment of another employee constitutes a disciplinary infraction subject to penalties up to and including discharge.

Where possible, an employee who has been harassed should discuss the complaint with the person involved with the aim of finding a suitable solution. However, it is accepted that in some circumstances this may not be possible and the employee has the right to file a grievance in accordance with Board policy and procedures.

School Security Procedures

I will not:

• Intentionally expose students embarrassment or disparagement.

For further details on the safeguarding of students at AISC please refer to the Student Protection Manual (available in the Information and Reminders section of the Head’s Notes).

The school has developed a series of procedures to ensure the safety and security of its staff and students. To enable these procedures to be effective, it is important that faculty adhere to entrance and exit procedures while entering and exiting the campus.

Identity Cards For security purposes, all employees shall be issued and expected to carry identification cards when at school. The photo identification card system uses a clip-on badge, which serves as instant identification.

45

Personnel Handbook 2021 – 2022

Identification cards are the property of the School and are issued to persons only during the time of their employment. Identification cards shall be reissued at the beginning of each school year.

Upon termination of employment, the card must be returned to the School before final salary payment is received.

School emergency numbers are printed on the reverse of the ID card.

Guests on Campus Guests must carry a valid photo ID and be accompanied by a staff member to gain access to the campus.

Keys The classroom/office key system at AISC is meant to be an “in-house” system. That means that the teacher will pick up their key from the respective principal’s office at the beginning of the year to open the classroom/office, and return it to the same office at the end of the year. Teachers will also receive keys to desks, file cabinets, etc., for which they will be responsible

Arts, Sports and Activities or Events Principal and/or Department Heads to inform the Security Office about meetings, activities or events to be held after school hours with details of: • Nature of activity.

Drivers and Nannies Drivers and nannies of AISC faculty need to be registered to receive an AISC badge. Drivers and nannies will be allowed in registered vehicle inside the vehicle gates. They can drop off and pick up children at the security desks and are not permitted inside the campus.

In some special cases, like the crèche, background check of nannies are required in order for them to be on campus.

Emergency Procedures All faculty members are expected to familiarize themselves with the School’s Emergency Procedures Booklet. This can be found in every classroom and office. At the beginning of the school year, faculty members are expected to go through the procedures with the homeroom students.

Emergencies Reaction Structure There are many different scenarios and situation of an emergency incident. In order to respond quickly and effectively to a critical incident the initial response is categorized into two main emergency procedures which would affect the entire school or a separate sector.

• Evacuation or Lock Down.

Each and every emergency will be communicated to the staff through the PA system and physically by the security team.

• Number of cars/people expected.

Students leaving campus Security guards will not permit students to leave the campus unless there is prior information from the Principal’s office or the student has a note from the Head of School, Principal or Teacher.

46

Responsibilities during emergencies At the core of a school’s emergency procedure is our:

Security Emergency Team • Security Supervisors American International School Chennai

Personnel Handbook 2021 – 2022

• Quick Response Team • Command and Control Room (CC Room) Operators • Console Operators • Security Guards

Crisis Management Team (CMT) The Crisis Management Team includes the following school personnel: • Head of School Andrew Hoover • Deputy Head of School Joelle Basnight • High School Principal Michael Malone • Middle School Principal Jennifer Bertram • Elementary School Principal Lynn Schneider • Chief Business Officer (CMT Manager) Alankrit Arora • Advancement Director Gautami Ramachandhran • Director of Technologies and Research & Development Greg Clinton • Security Manager • Facilities Manager Ilangovan S. • School Physician Dr. Sivagama Rathnam

Ryan McFarland • Aquatics Director Giovanni Bello

Medical Team • School Physician Dr. Sivagama Rathnam • Nurses Jessy David/Suvitha/Barkath

Emergency Numbers • CC Room (Security – 24/7) 1200 - 9500020841; 044-22541393 • Health Office (Nurse) 1110 - 9840729563 • Head of School – Andrew Hoover 1212 - 9003026303 • High School Principal – Michael Malone 2213 - 9940005106 • Middle School Principal – Jennifer Bertram 2201 - 9150051681 • Elementary School Principal – Lynn Schneider 2147 - 7397367666

Emergency Drills Emergency drills applicable for different situations/ incidents are conducted by the security department.

Basic responsibilities of teachers and staff during an emergency:

• Nurses Jessy David/Suvitha/Barkath

• Respond to the specific emergency as described in the emergency booklet and direct students accordingly through the appropriate emergency procedure.

• Student Life Director

• In the event of an emergency during a field trip

American International School Chennai

47

Personnel Handbook 2021 – 2022

or other off-campus school sponsored activity, contact school CC Room immediately.

• Give clear, calm instructions to the students during the emergency.

• Take roll as soon as conditions allow.

• Report missing students to the Security Team and wait for instructions.

Communication In an emergency the school will communicate via its emergency communication channels: • SMS • Emergency Telephone Tree • Email • School Website • School Facebook Page

Safe Haven Our school’s Safe Haven is located at the gym.

The Safe Haven will be used as the School’s “Lock Down” option according to the type of emergency and specific instructions. The Safe Haven is equipped with food and water supply for 72 hours for all students and staff.

School Closure Should weather or other external situations force a consideration of the safety for students/families to travel to school, we could take a decision to close school (for a day or more, depending upon the situation). In general, we operate by two rules regarding travel safety communication: • When we have information that we believe would be helpful to our community, we communicate it.

48

• • No news is good news.

We are careful to collect information – facts and perspectives – from an array of sources. In order to assess travel safety in Chennai and to AISC, we do the following: • Engage timely AISC vehicle reconnaissance forays on bus routes to assess travel viability.

• Track local news sources,print and electronic, to keep abreast of the situation.

• Confer with the Regional Security Office at the U.S. Consulate and consider their assessment of the situation and/or any recommendations they may have.

• Confer with the office of the Deputy Commissioner of Police and consider their assessment of the situation and/or any recommendations they may have.

• Assess the relevance of local school closures.

(Sometimes, those decisions can impact our understanding of the safety of a situation.)

• Reach out to other agencies to obtain necessary information or perspective should the situation warrant.

If we know about a situation in advance, we may decide to communicate a school closure a day (or more) in advance. In the case of overnight weather or other unforeseen situations, we would make a decision to close school by 5:00 a.m. Likewise, should the circumstances warrant, an early/partial day school closure (that is, an early release or late start) would be made by 5:00 a.m. We would communicate this through email, SMS, and an announcement on our website. Further, we might activate our phone tree, if we have concerns about mobile phone/internet connectivity and/or if we want to make sure that all community members are accounted for.

American International School Chennai

Personnel Handbook 2021 – 2022

Once a decision to keep school open is made, we are obliged to stay open and provide instruction to students until the end of the school day. A decision to cancel ASAs or other after school events, will be made not later than 11:00 a.m. and communicated to the community promptly.

Once a decision to keep school open is made, we are obliged to stay open and provide instruction to students until the end of the school day. A decision to cancel ASAs or other after school events, will be made not later than 11:00 a.m. and communicated to the community promptly.

Virtual Learning Days (VLD) for Continuity of Instruction To continue our academic program in the event of an extended school closure, AISC has a robust plan to support distance learning for our students.

In the event of a health-related, political, or natural disaster emergency, we may engage Virtual Learning Days (VLDs) to continue effective education of students within 24 hours of an emergency and for up to 30 days.

AISC has identified four (4) different scenarios that we may need to prepare for with short notice: • Scenario A - Planned VLD with Intact Infrastructure: We are notified ahead of time that school must close for no more than one or two days.

• Scenario B - Unplanned VLD with Intact Infrastructure: School closure on short notice for an undetermined number of days.

• Scenario C - Unplanned VLD with questionable infrastructure and/or safety: School closure on short notice for an undetermined number of days. Some or all teachers and students may be evacuated from their homes or the city. Internet and phone American International School Chennai

connectivity has been compromised.

• Scenario D - Hybrid VLD: AISC Campus is open to all teachers and students who are able to access campus safely. A significant number of students and some faculty are unable to do so.

Each of these scenarios presents different challenges for learning, and teachers may use a variety of digital and analog tools to achieve the following three essential functions: 1. Content Delivery: How will teachers offer content to students and in what format?

2. Interaction: How will teachers interact with students and how often? Is it asynchronous or synchronous?

3. Assessment: How will teachers assess student work and communicate results?

Warden System The Warden System is a school organized neighborhood support system. The wards and wardens are decided each school year. The warden’s main responsibilities are to: • Connect with each person in their ward.

• Provide support in case of an emergency.

• Communicate school messages during an emergency.

7.7 Facilities Maintenance The care of rooms and equipment is the responsibility of classroom faculty. Our school custodians provide routine cleaning. Should this service be inadequate, contact your divisional office. Custodial service is available during the day for emergencies. It is the responsibility of the

49

Personnel Handbook 2021 – 2022

teacher to ensure that tables are cleaned after lunch and that classroom floors are free of litter.

Efforts should be made to ensure that student bags in hallways are kept closed and tidy.

Facilities Booking

Custodians and Maintenance Services

through the section offices. The theater is booked using factheater@aischennai.org.

The school has custodial and maintenance staff on duty during school hours, who are under the direct supervision of our Facilities Manager. The school will make every effort to improve the general appearance of the campus through the efficient use of the custodial and maintenance staff. Faculty can assist by: • Maintaining neat classrooms.

• Properly supervising students both inside and outside classrooms.

• Initiating repair requests when classrooms need maintenance work.

Faculty are not to: • Paint or mark furniture and equipment without approval.

• Paint windows or apply adhesive papers, decals, etc.

• Make unauthorized classroom modifications.

• Remove fixtures, handles, furniture, etc.

• Paint classrooms without written approval of their principal.

Electricity Due to the high cost of electricity and in the interest of resource conservation, we ask that all faculty members ensure lights and air conditioners are switched off when they leave for the day.

50

All shared facilities (BBT, Breezeway Conference Room, SHED, Hall of Light, FAC Cafeteria, ES Cafeteria, Madras Hall) are available for booking

Collaboration and Inquiry Centers The AISC Collaboration and Inquiry Centers help students acquire information, literacy skills and independent life-long learning habits, preparing them to be productive members of society in an increasingly globalized world. One of the main goals is to provide materials that enrich and support the curriculum, stimulate growth in factual knowledge and literary appreciation, and promote pleasure reading. Therefore, the CICs continually make sure that their materials appeal to a variety of interests, abilities, and backgrounds.

The CICs are open every school day, before and after school, as well as during breaks and lunch.

CIC Resources/Services Online Catalogue: The community has 24-hour access to Destiny, the library catalogue, via the school website. It is easily found under “Quick Links” in the menu bar. Destiny provides students and teachers with information about the resources, including summaries, reading levels, and availability.

Books: There are over 60,000 books, and the CICs get hundreds of new books each year! The extensive collection of fiction, non-fiction, and reference books includes both hard-copy print and digital resources. Books in every reading level and genre are available, and there are books in foreign languages to promote literacy in as many languages as possible. There are eBooks as well,

American International School Chennai

Personnel Handbook 2021 – 2022

which patrons can read using school computers or at home. Students and parents may check out materials for two weeks, with the possibility of further renewal.

Online Databases: The libraries subscribe to a variety of online databases of magazines, journals, newspapers and other research tools. This is also an excellent collection of teacher resources in our professional development library. In addition, the libraries have an extensive collection of instructional and recreational DVDs and audio CDs that teachers can use for classroom use. There are also digital cameras, video cameras, DVD players, smart board/projectors, audio players and satellite TV that classes can use for projects.

Library Services: The library staff are able to offer students, parents, and teachers a wide range of services. They can recommend books and other resources for pleasure reading, research, or general inquiry. They can also provide library patrons assistance in locating materials, using online databases effectively, and much more. They are important curriculum partners and work to support classroom instruction as much as possible.

They love to collaborate! If faculty and staff need any assistance, please make sure to ask any of the library staff.

Library Events: The libraries sponsor many activities throughout the year, including author visits, book clubs, and special reading- related events. The libraries also organize at least three book fairs a year so that students and parents can buy wonderful books at great prices.

Crèche The AISC crèche supports care for faculty and staff babies (and toddlers) while working at the School and living in Chennai.

The Crèche is available for use by faculty and staff American International School Chennai

members who abide by the following guidelines: • The school’s designated employees/ contracted entity will only maintain the space and furnishings and will not supervise/provide nursing care for the children which remains under the purview of the employee.

• All employees and their personal staff/nannies using the crèche facility will be required to sign requisite undertakings/waiver forms for the same.

• The Crèche is primarily intended for use by babies and toddlers under the age of three.

• The Crèche is a haven for mothers to nurse their babies.

• Faculty members are responsible for assuring that their nannies and children abide by all school guidelines and procedures while on campus.

• Children and babies should at no time be left unattended while on campus.

• Parents and nannies should use school bathrooms/washrooms with appropriate discretion with the understanding that community members use these facilities.

• For staff with older young children, alternate play venues should be arranged on professional development days.

• The employees using the crèche are requested to provide their own personal supplies/ toiletries and toys for the children.

Faculty Use of Fitness Room During School Hours At AISC, each of us strives to practice wellbeing and live balanced lives. Keeping in mind the Community Member Use of Facilities Guidelines, the facilities in the Fitness Room (Raptor’s Den)

51

Personnel Handbook 2021 – 2022

can be used when faculty/staff are not otherwise engaged in instruction of students or other position responsibilities during the school day.

Primary professional responsibilities take precedence at all times during working hours.

Student use of facilities takes precedence at all times. The Fitness Room is available for use when not engaged by a class of students. PE teachers will indicate usage with signage on the Raptor’s Den door and a schedule will be shared by the PE Department.

Facilities Use Guidelines The physical facilities are an integral part of the School and were constructed and are maintained to further the educational mission of the School.

Regarding all aspects of our programs and specifically the use of facilities, the safety, security, and learning of our students is paramount at all times.

AISC community members may use the facilities during off-hours and when they are not otherwise being used by students.To help community members plan recreational activities, a pool schedule will be published online (http://aiscathletics.weebly.com/ pool-schedules.html) each week showing when the pool is available for use by community members.

Tennis courts may be booked by contacting the Athletics and Activities Office at extension 1303.

The Student Life and Athletics & Activities Director, Ryan McFarland (mryan@aischennai.org), is responsible for communication and oversight of the Guidelines for Community Member Use of Campus Facilities. All inquiries regarding facilities use should be directed to the Athletics and Activities Director.

Please direct any inquiries for pool usage to Giovanni Bello, Aquatics Director (bgiovanni@ aischennai.org)

52

How is facilities use prioritized?

1. The AISC Instructional Day - All AISC facilities, including the soccer and Raptors fields, are reserved for instructional purposes during the school day from 8:00 a.m. to 4:00 p.m. Monday through Friday. While classes start at 8:30 a.m. and end at 3:30 p.m., time on either side of the school day is required for preparation and closure. Community members, including faculty and staff, may not use facilities for recreational purposes during the instructional day.

2. Co-Curricular Activities (athletics, ASA, student council, theater, music, etc.) - Many of the sports teams and clubs meet either before school between 6:00 and 8:00 a.m., after school between 3:30 and 6:00 p.m. and often on Saturdays. Other groups such as Arts, Sports and Activities also use the facilities from 3:45 to 4:45 p.m.

3. We ask that community members respect the needs of these student groups and not interfere with the practices, games or meetings.

4. General Student Recreation - The athletics facilities are open to students during the hours shown in the table below and when they are not in use by a team or other organized school group. Students wishing to use these facilities are responsible for their own equipment and for checking on availability of the facility. A responsible adult must be present at all times with ES and MS students, and HS students must always have a buddy when using the fitness center.

5. Faculty, Staff, Parents, and Alumni - Parents and alumni may use facilities for recreational purposes when there is no conflict with the above priorities. Individuals should always American International School Chennai

Personnel Handbook 2021 – 2022

have a “buddy” when using the fitness center.

The school is not liable at any time for damages or injury from use of the facilities.

6. Group Use - Community groups may reserve the facilities when available by making a request through the Athletics and Activities Director (mryan@aischennai.org).

All facilities community group use bookings should be made as far in advance as possible, but not less than two weeks before the date of use.

7. Use of The Madras Campus (MCs): Washrooms and showers are available for adult use on the Madras Campus at all times. There are also gender-neutral adult washrooms on each floor.

Swimming Pool Amendments When you come to the pool for Open Swim, we are asking patrons to leave their ID with the Pool Supervisor. The benefit of this new system is for information and safety purposes.

Is an off-hour facilities use membership required?

Yes. All AISC families who intend to use the facilities during off-hours must complete the AISC Community Guidelines for using Athletics and Activities Director Membership Application Package. This form is available through the Athletics and Activities Office. Once completed, a sticker will be placed on the back of your I.D. What are the expectations for use of Gym side Locker Rooms and Poolside Changing Rooms?

The school believes that students need to feel as safe as possible in locker and changing rooms at all times. We expect community adults to use careful discretion and sensitivity in the use of changing areas and locker rooms at all times.

American International School Chennai

• At all times, PE Office Washrooms are for PE staff and in-season team coaches only.

• MS/HS Locker and ES Poolside Changing Rooms are considered instructional spaces and are for student use only during the instructional day (8:00 a.m. – 4:00 p.m.), and before and after school (including weekends) when student teams or activities require their use.

• At times before and after school and on weekends when student teams, activities or ASAs require the use of locker or changing rooms, community members should not use locker rooms when students are using them.

• Typically, the ES Poolside Changing Rooms are available for adult use before 8:00 a.m. and after 5:00 p.m. and weekends.

• The Poolside Unisex Shower/Toilet Room has an inside lock and is for adults only.

• Madras Campus Washrooms/Shower Rooms are reserved for adult use only during the school day.

In evaluating this procedure, we will monitor the following areas for impact: 1. Appropriate use of changing rooms and washrooms; 2. PE class use of Fitness Room; 3. Faculty prioritization of position responsibilities.

What else is important for me to be aware of?

Any person who is or appears to be under the influence of alcohol or drugs will not be allowed to use of the facilities. The school is not liable for damages or injury that may happen at any time from the use of facilities by community members.

53

Personnel Handbook 2021 – 2022

General Availability of Facilities for Community Use* Pool

Gymnasium

Fitness Center

Tennis Courts

Soccer Field & Raptors Field

Days/ Hours

See Pool Schedule at http:// aiscathletics.weebly.com/pool

6pm-9pm Mon. – Fri. Weekends by prior booking only.

4pm-9pm Mon. – Fri. Weekends by prior booking only.

5pm-9pm Mon. – Fri. Weekends by prior booking only.

6pm-9pm Mon. – Fri. Weekends by prior booking only.

Notes:

The pool will be used by teams and for activities on many afternoons and mornings throughout the year.

Please stay informed of hours of availability through the Athletics website.

Weekend tournaments and practices by school teams may require limits on use.

When the supervisor is not on duty, a minimum of two people must be in the center in order to use the facility.

Rain may force closure of the facility.

Weekend tournaments and practices by school teams may require limits on use.

*Lifeguards must be on duty for patrons to use the facility.

*Subject to regular change. Subject to prior booking for groups. Please see the Athletics & Activities blog for updates.

Appropriate public behavior and adherence to our core values and other guidelines are expected at all times by community members. The school reserves the right to restrict access privileges if behavior or health is deemed unsafe, harmful, or disrespectful.

54

American International School Chennai

Personnel Handbook 2021 – 2022

8. FACULTY CONTRACTS 8.1 Contracts

C. Locally Based and Locally Hired (LBLH) contracts

The terms and conditions of employment for all professional and support staff shall be detailed in written contracts for periods of fixed duration.

The Board of Directors is responsible, upon recommendation from the Head of School, for approving the terms and conditions of employee contracts. The Head of School or their designee is authorized to discuss employment contracts with job applicants within Board approved budget and staff allocation guidelines. The Head of School or their designee must approve all employee contracts.

Neither the contract nor its terms and conditions may be altered during the period the contract is in effect without the mutual written agreement of the contract signatories. Changes in an employee’s contract shall be effected by the signing of a new contract or amendment to the existing contract.

Changes in policies or procedures shall not affect an existing contract, but shall go into effect upon signing a new contract.

Employee contracts shall clearly define the employee’s job responsibilities, work hours, contract duration, compensation and benefits, health requirements, contract renewal/termination and other conditions of employment. Except as otherwise stipulated in a written contract, all employees shall be subject to the provisions of the Board Policy Manual in effect on the date the contract is signed and the regulations established by the administration. Signing of the contract by the applicant constitutes acceptance of all employment terms and conditions as stated in the contract as well as an understanding of the Board policy provisions and other regulations in effect at that time.

Cross Reference: Board Policy 6.300.

The School issues three types of faculty employment contracts depending on an individual’s employee classification: A. Overseas Based and Overseas Hired (OBOH) contracts B. Overseas Based and Locally Hired (OBLH) contracts

American International School Chennai

Normally, employment contracts shall not be extended but shall be fully rewritten as new contracts, separate and independent and governed by the provisions of the Board Policy Manual in effect at the time of signature of such extension or renewal. Contract elements that might remain in effect from first hire to final termination shall be specifically referenced in each contract.

8.2 Probationary Period All Teaching Assistants, Administrative Support Staff, and Support Staff shall be subject to a three (3) month probationary period immediately following either their initial appointment or subsequent appointment to a new position at a different grade level.

The Board of Directors holds the Head of School responsible for developing and implementing regulations to support this policy, including performance evaluation measures and procedures in the event the employee does not satisfactorily complete the probationary period.

55

Personnel Handbook 2021 – 2022

8.3 Staff Contract Periods All professional and support employees shall be issued initial one- or two-year contracts based on the decision of the Head of School. Contracts may be renewed for one or two years at the discretion of the Head of School.

Overseas Based Overseas Hired (OBOH) employees shall be offered a contract for an initial two-year period. Thereafter, one-or two-year contracts may be offered to these individuals at the discretion of the Head of School.

8.4 Staff Placement on Salary Schedule The Head of School shall determine the placement of an employee on the appropriate salary schedule based on the individual’s academic preparation as well as prior work experience. A candidate shall be required to provide documentation to support their educational background, certification and work experience.

For the teaching staff, salary placement is based on degrees/semester hours earned in a U.S. college or university. The Head of School is responsible for determining the equivalency of non-American degrees and coursework to the U.S. model for purposes of initial placement. Locally based faculty shall be compensated for U.S. or overseas degrees or certifications.

When placing a new member of the professional staff on the salary schedule, prior experience credit shall be granted on the basis of one step for each year of properly verified relevant experience. Experience credit shall be granted for up to a maximum of ten years. Previous part-time experience is defined as 50% or more of a full-time position. This is either a full-time position half for half a year or more, or a position at 50% time or more held for a full year.

56

The decision of the Head of School in matters of staff placement shall be final. This policy shall be reviewed every two years.

8.5 Changes in Track Placement on Salary Schedule Movement from one track to another on the salary schedule is possible through documented, successful completion of additional course-work/ degrees. Such courses/degrees are recognized for placement purposes only if they have been completed prior to the start of an academic year and only if they have been taken for credit (i.e. nonaudit) purposes.

Courses taken must be relevant to the employee’s assignment at the School. Individuals are encouraged to discuss possible courses or additional degrees with their immediate supervisor.

For the professional staff, movement beyond the Bachelor track on the salary schedule shall be as follows: A. Only graduate courses taken after the completion of the Bachelor’s degree shall be considered toward movement beyond the “BA” salary level.

B. Only those courses taken after the completion of the Master’s degree shall be considered for movement beyond the “MA” salary level.

C. Graduate courses taken at any time after completion of the Bachelor’s degree, but not already credited as part of a Masters or Doctoral program shall be credited toward movement to the +15 column.

D. Courses taken as a part of a completed Master’s degree or Doctoral program shall be considered for movement to the +15 level column.

American International School Chennai

Personnel Handbook 2021 – 2022

E. The Head of School shall verify the equivalency of non-American college/university coursework/degrees to American semester credits/ degrees for any track or columnar changes.

The decision of the Head of School in matters of relevancy and equivalency shall be final.

8.6 Promotions and Internal Transfers Follow the application process that is detailed on the school website under “Job Openings.”

When vacancies occur: • Promotions shall be made within the staff when training and abilities warrant. All other factors being equal, seniority shall be considered.

• Speak with your own supervisor regarding your interest, and then speak with the appropriate supervisor for the posted position for internal transfers.

8.7 Professional Staff Consultancies Members of the School’s professional staff may, with permission of the Head of School, perform consultative services to other schools in the region (such as accreditation visits, visits funded by A/ OS grant monies, etc.) without losing accumulated leave. Expenses for such consultancies shall be borne by the hosting school, by the accrediting agency, or through grant monies.

8.8 Tutoring for Pay Professional ethics and responsibility require that teachers make themselves available during the school day for student conferences and extra help outside the regular class periods for the subjects taught. No reimbursement may be accepted for such extra help during the regular school day.

American International School Chennai

However, in some cases, teachers may recommend to parents, through the principal, that a student receives academic tutorial help outside school hours. Permitting, arranging and paying for such tutorial assistance shall be the responsibility of the parents, though the School may assist, when requested by the parents, in suggesting possible tutors. For obvious reasons, it is considered unethical for a teacher to tutor one of their own regular students for pay and shall not be permitted.

Any tutoring of students for pay shall be (1) done with the approval of the Head of School or/ Principal, (2) conducted outside regular school hours, (3) done off school premises and without the use of school materials or equipment unless specified approval is obtained from the Principal, and (4) arranged entirely between the parents and tutor(s) involved.

8.9 Staff Conflicts of Interest It is essential to the Mission of the School that all of its employees be above reproach in dealings with students, parents, each other, and with the public. Therefore, school personnel should avoid all appearance of impropriety.

It is of the greatest importance that no gifts, favors, special privileges or considerations be sought or accepted by school personnel, including administrative and office personnel. Exceptions are tokens of appreciation of a non-commercial value, such as calendars, student gifts to teachers, and the like.

School personnel shall not at any time engage in outside activities or employment that would detract from their effectiveness as employees in the School, interfere with their effectiveness in performing their contractual duties, compromise or embarrass the School, adversely affect their employment status, visa, work permit or professional standing,

57

Personnel Handbook 2021 – 2022

or in any way conflict with or violate professional ethics. Employees shall not engage in any other employment or in any private business during the hours required to fulfill assigned school duties.

Employees shall not sell any books, supplies, musical instruments, equipment or other school property unless prior approval has been received from the Head of school. The Head of School shall be responsible for determining if a conflict of interest exists or if an employee is engaged in an unacceptable practice.

No administrator or supervisor shall be responsible for the direct supervision and/or evaluation of a relative unless approved by the Head of School.

When such approval is granted, the Head of School must review the annual performance evaluation of the employee.

8.10 Staff Grievances and Appeals The Board of Directors recognizes that effective personnel management requires a procedure that provides for a prompt, impartial and fair hearing for any employee with a grievance.

A “grievance” shall be defined as a claim by one or more employees that there has been a violation, misinterpretation, or misapplication of a provision in a contract agreement, a Board policy, or any regulation supporting Board policy. A grievance may also be an employee’s dissatisfaction with a specific aspect of their employment, working conditions, or working relationships which are outside their control. It may concern working conditions, relationships with supervisors or with other employees and officials, management decisions, violation of matters covered in regulations or implementation of policies or employee-management relations.

For any grievance, the goal shall be to reach an effective solution that respects the needs of each

58

party. This shall be accomplished at the lowest possible level of administration and within a short, yet reasonable, time period. Proceedings shall be kept as informal as possible, and confidentiality shall be observed at all times.

The Board holds the Head of School responsible for developing a grievance procedure to allow reasonable and effective means for resolving difficulties among employees, to reduce the potential areas of grievance, and to establish and maintain effective channels of communication. The grievance procedures shall follow the following steps and include timetables, documentation requirements, etc.

A. Informal Resolution: The employee and their immediate supervisor shall make every effort to resolve the matter directly by informal means. If such efforts fail, the employee and their supervisor shall discuss the matter with the next higher supervisor with the goal of resolving the matter.

B. Formal Resolution:In the event that informal resolution fails to resolve the problem, the employee can submit a formal grievance to the Principal. The Principal shall investigate the matter and communicate their decision in writing, giving supporting reasons, to the parties involved. A copy shall be provided to the Head of School.

C. Appeal to Head of School: The employee has the right to appeal in writing to the Head of School against the decision of the Principal in Step B above. The Head of School shall convene a conference with the parties involved with a view to arriving at a mutually satisfactory resolution to the grievance. Following the conference, they shall communicate their decision in writing, giving supporting reasons.

American International School Chennai

Personnel Handbook 2021 – 2022

D. Appeal to the Board: The employee has the right of appeal to the Board against the decision of the Head of School in Step C above, with the exception of matters of hiring, contract renewal and termination. The appeal must be in writing. The Board shall hold a hearing on the grievance with the parties involved and following the hearing, communicate in writing their decision.

The decision or recommendation of the Board shall be final, and all parties shall abide in good faith by the findings and/or recommendations made.

The parties involved at all stages of the grievance shall use discretion when discussing the grievance with anyone.

Cross Reference: Board Policy 6.400.

8.11 Professional Growth and Evaluation The aim of professional growth for teachers is to continuously improve their practice to enhance student learning. As educators, we strive to improve our instruction in order to meet the learning needs of students in a complex and changing world. To achieve this aim, we need to engage in substantive and reflective dialogue about teaching and learning. As a community of learners, we need to make important decisions on how to allocate sufficient time and resources to support on-going teacher learning and growth.

The American International School Chennai’s Professional Growth and Evaluation Process is based upon the assumptions that standards provide a structure for professionalism and growth and that on-going improvement is best guided through reflection data, dialogue, inquiry, and goal-setting.

This process is designed to provide the framework, time, and resources for effective professional growth and evaluation.

American International School Chennai

The cornerstone of the Professional Growth and Evaluation Process (for all specifics related to the process, please refer to the Professional Growth and Evaluation Handbook) is the 12 Teaching Standards that reflect research on effective teaching and learning and significant input from members of the AISC community. These standards have been well-tested in the field and are designed to fit our context. Most significantly, the work of Charlotte Danielson (Enhancing Professional Practice, ASCD, 2007) informs the standards and our process.

These standards describe observable educator performance that we believe are most beneficial to student learning. At AISC, we have developed our standards on the four domains of Effective Planning, Instruction and Assessment, Positive Classroom Cultures, Productive Communication and Collaboration, and Engaged Professionalism which not only suit our context, but also resonate with much of Danielson’s work.

The process described in our handbook is meant to help educators meet, and ideally exceed the expectations in the 12 Teaching Standards. Nonteaching educators, like counselors, librarians, athletics directors, and principals also have their own sets standards, which they will use for professional growth purposes. The process is comprised of a four-pathway approach to teacher assessment. A teacher is placed on the New Teacher Pathway, the Professional Growth Pathway, the Self-Assessment Pathway, or the Professional Improvement Pathway, depending on the circumstances surrounding teaching performance as outlined in the handbook.

Through this four-pathway approach, the Professional Growth and Evaluation framework ensures continuous professional improvement.

The central idea that defines our teaching assessment procedure is to ensure that everyone within our school is focused, through their everyday endeavors, on high quality instruction for students.

59

Personnel Handbook 2021 – 2022

The emphasis in our handbook is on the ongoing and fluid nature of professional development, and that the processes and practices on which it depends are inherent to the life-long growth of an educator-professional.

8.12 School Day Teachers shall be present at the School throughout the established school hours. The classroom hours are 8:30 a.m. to 3:30 p.m. for Early Years to Grade 12.

Full-time teachers are expected to be present for work at 8:00 a.m. and remain until 4:00 p.m. with the exception of those days when they have an assigned supervisory duty or staff meetings.

Occasionally, additional hours may be required of a teacher for staff meeting programs and events.

Teachers are expected to be at their respective teaching stations promptly at 8:15 a.m. with their classroom door unlocked unless on an assigned duty. Teachers are required to notify the section principal prior to leaving school during a preparation period for matters of personal business.

Lunch breaks are considered to be 40-45 minutes long and occur according to section schedules.

Lunch time is considered personal discretionary time. Faculty should be mindful of our Community Facilities Use Guidelines in the use of that time.

8.13 Professional Dress Code The AISC community of students and parents look to the faculty, as the educational professionals, to model appropriate dress. Our school community is highly diverse and as such our faculty and staff should be mindful of the range of cultural perspectives when choosing their dress for school.

Four core elements should provide guidelines for dress at AISC:

60

• Present a neat and professional look appropriate for the specific position and a multi-cultural school in South India.

• Abide by student Dress Codes.

• Absolutely no shorts, jeans, or t-shirts unless otherwise planned as for casual days or occasions.

• Fridays are when faculty may go neat and casual and/or wear an AISC top and/or school colors. Neat jeans are allowed on Fridays.

8.14 Assignments and Duties In addition to the professional responsibilities that take place during school hours and/or as part of the expectations for members of the entire faculty, section faculties, and a department/grade level team, all faculty are expected to contribute to the life, improvement, and strategic work of the School in ways that align with the skills, passions, and commitments of each individual.

Each faculty member should expect to lead/co-lead at least one activity/initiative per year outside of their regular teaching responsibilities.

8.15 Health Insurance OB/OH Staff: These employees shall be covered by a group insurance plan that includes hospitalization, major medical costs and disability. Employees shall also be covered under a medical emergency evaluation policy as a part of the medical benefit package.

OB/LH Staff: These employees may participate in the School’s group medical, hospitalization disability and medical emergency insurance plan for Overseas Based/Overseas Hired Professional staff provided they contribute 75% of the premium. Alternatively, these employees may opt to be covered under the benefits for LB/LH personnel.

American International School Chennai

Personnel Handbook 2021 – 2022

LB/LH Staff: These employees and their families shall participate in an Indian insurance plan that covers hospitalization insurance and personal accident insurance.

8.16 Leave Categories Staff Leave Faculty and staff are eligible for the following types of leave, subject to approval by the Head of School/ Principal/Supervisor: 1. Sick Leave Sick leave is an important benefit in each employee’s compensation package. The school’s sick leave benefits have the following features: a. A ll full-time employees shall be entitled to sick leave accruable at a rate of one day for each month of service up to a maximum number of days per year, as defined below: • Professional Staff - 10 days per year.

• Support Staff - 12 days per year. b. The maximum sick leave any employee may accumulate is 60 days. c. c. Part-time employees shall accrue sick leave at a rate in proportion to the amount of time worked relative to that of a full-time employee. The maximum number of sick days that can accumulate shall also be pro-rated. d. d. Absence due to an on-the-job injury shall not be deducted from an employee’s accrued sick leave. e. e. The sick leave benefit may also be utilized while attending the sickness of one’s own children or, in special circumstances at the discretion of the Head of School, in conjunction with the serious illness or death of a parent, legal guardian, surrogate parent, parent-in-law, spouse, or siblings.

American International School Chennai

f. f. In cases where an employee does not have any sick leave to their credit, the Head of School may grant the employee sick leave up to the number of days anticipated to be accrued that year. Sick leave anticipated beyond the current school year may not be used. g. g. Upon returning to school after an illness, a staff member may be required to present a physician’s certificate at the Head of School’s discretion. Employees absent for three or more consecutive days must submit a certificate from a duly qualified physician to the effect that they were unable to perform their duties and stating the nature of the illness. h. h. In cases of prolonged absence due to a major illness or serious accident, the employee may apply for a leave of absence without pay or in special circumstances, the Head of School may grant additional leave for a specified period. In these cases, immediate employment reinstatement may not be guaranteed. i. i. Any leave indebtedness shall be deducted from the final check payable to any employee who fails to serve the School for a full year.

Days of absence for illness beyond the number of sick days earned shall result in a deduction of an amount equal to the day’s pay. j. j. Unused sick leave, from the current year or accumulated from prior years, shall have no cash value upon termination of employment nor shall it be reinstated if the employee is rehired at a later date or in another position.

2. Professional/Educational Leave The Board of Directors encourages employees to participate in staff development activities and attend professional/educational programs that will allow

61

Personnel Handbook 2021 – 2022

them to further the School’s Mission and Objectives and on-going school improvement process, as well as grow in their professional careers. The school’s professional/educational leave is intended for attending conferences or workshops, advanced education or further certification, consultancy services (such as accreditation visits) and similar professional activities. a. An employee must request in writing and obtain prior written approval from the Head of School before taking such leave. b. The amount of leave granted for each employee shall be at the discretion of the Head of School. Granting such leave is based on the availability of substitute teachers, the need of the School for the individual to attend, the relevancy of the training to the employee’s job or growth and the need of the individual to improve their competence. c. When requesting professional/educational leave, the employee should consider all other leave or absences (taken or anticipated) so as to minimize interruptions to position responsibilities. d. When considering professional/educational leave, supervisors will factor all other leave or absences (taken or anticipated) into a decision to approve or not. e. This leave is non-cumulative, non-cashable, and non-transferable.

3. Maternity/Paternity Leave In accordance with Indian Law, the following elements constitute AISC’s Maternity/Paternity Leave policy: • Female faculty and staff members who have completed not less than eighty (80) days of service in the twelve (12) months immediately preceding the date of expected delivery are

62

entitled to twenty-six (26) calendar weeks maternity leave (of which not more than eight (8) calendar weeks may be availed prior to the expected date of childbirth) with full pay for the period of actual absence.

• An eligible female faculty/staff member having two (2) or more surviving children are entitled to twelve (12) calendar weeks (of which not more than six (6) calendar weeks may be availed prior to the expected date of childbirth).

• In case of adoption of a child below the age of three (3) months, female faculty/staff members who have completed not less than eighty (80) days of service in the twelve (12) months immediately preceding the date of expected handing over of the child are entitled to twelve (12) calendar weeks maternity leave with full pay from the date the child is legally conveyed to the adopting mother or the commissioning mother.

• If both parents are Employees of the School, the maternity leave may be taken by either parent or between them.

• If the father is the only school employee, paternity leave of up to ten working days is available.

• In case of tubectomy operation, the female Employee will, on production of proof, be entitled to leave with full pay for a period of two (2) calendar weeks immediately following the day of her tubectomy operation.

• A female Employee suffering from illness arising out of pregnancy, delivery, premature birth of child, miscarriage, medical termination of pregnancy or tubectamy operation will, on production of proof, be entitled, in addition to her maternity leave, to leave with full pay for a maximum period of one (1) calendar month.

American International School Chennai

Personnel Handbook 2021 – 2022

• Part-time female Employees are entitled to the same benefits as defined above.

4. Bereavement Leave Should a death occur in an employees’ immediate family (parent, spouse, child) the employee is authorized up to five working days of bereavement leave without loss of pay.

5. Personal Leave The Board recognizes that there are certain unavoidable events or situations beyond the control of the employee that require him/her to be absent from the School. Absences due to such circumstances as defined below shall be considered Personal.

Leave upon the approval of the direct supervisor and the Head of School, Personal leave is provided to all employees as follows: a. P ersonal leave may be granted for the following reasons: • Required religious holidays • Immigrations and customs department appointments • Personal business that cannot be scheduled after school hours • Legal court appointments • Departure or packing out requirements • For other reasons at the Head of School’s discretion. b. Requests and evidence of reason for personal leave shall be submitted in writing to the direct supervisor and Head of School prior to the date of absence. Written approval from the Head of School must be provided before such leave can be taken. c. Personal leave is not meant to be used for extending vacations or school holidays. It shall American International School Chennai

not normally be granted during the first or last two weeks of school, immediately before or after school holidays or during in-service days. At those times, only emergencies or unusual extenuating circumstances will be considered. d. Delays in travel will not be considered reasons for paid personal leave. e. Also, to maintain continuity of the educational program the Head of School has the right to limit the number of personal leave requests on any given day. f. Full-time employees may use a maximum of three days of annual sick leave each year for personal leave as approved by the Head of School. The benefit is prorated for part-time employees. g. This leave cannot be accumulated from year to year and shall have no cash value upon termination.

6. Leave Without Pay/Unexcused Absences In special circumstances, the direct supervisor and Head of School may, at their discretion, grant an employee leave without pay in cases where an individual has exhausted the time provided for in their sick, professional, maternity, bereavement or personal leaves or for other reasons as approved by the Head of School/Principal. Unpaid leave is not to be considered entitlement.

Requests for leave without pay shall be submitted in writing to the Head of School/Principal in advance of the requested leave date. Written approval from the direct supervisor and the Head of School/ Principal must be received before such leave can be taken. For any approved leave without pay or unauthorized absence, pay shall be deducted from the employee’s salary on a pro-rata basis for the period of such absence.

63

Personnel Handbook 2021 – 2022

7. Recruitment Leave for Overseas Hired Staff Overseas hired staff shall be entitled to a recruitment leave in the last year of their contract to participate in recruiting fairs.

This leave shall be granted on the approval of the direct supervisor and the Head of School/Principal.

The employee may take up to five days leave from their accrued sick leave for recruiting. Used in conjunction with personal leave, the Head of School/Principal may approve up to three additional days. The School shall provide the employee with paid time off, but no additional compensation.

8.17 Annual Leave for Support Staff Annual leave is provided to all of the school’s support personnel as defined below: A. All full-time support personnel shall be entitled to paid annual leave each year in accordance with the table below: Years of Service On appointment After 3 years After 15 years

Employee Work Week 40 48 hour week hour week 15

18

20 26

24 30

B. Requests for annual leave must be presented in writing in advance to the supervisor for approval.

C. Annual leave shall be approved at times convenient to the operation of the School and its programs. The school shall not normally approve annual leave while school is in session or when the employee’s services are required.

64

8.18 Personnel Records All personnel files shall be kept in a secure place.

Each employee’s file shall contain all records pertaining to their employment at the School such as original application forms, picture, transcripts/ degrees, teaching license, experience certificate, reference letters, letter of offer, letter of acceptance, signed contract and any amendments, performance evaluations, letters of commendation or reprimands, memos to the file and other official and otherwise useful information concerning one’s employment.

Once employed, faculty members are encouraged to keep their personnel files updated with verification of staff development activities taken, i.e. courses and workshops and especially copies of additional degrees which can affect one’s placement on the salary schedule.

Notice of an additional degree earned must be received by the Business Office no later than 15 October for the degree to be reflected in a salary schedule change for the following school year.

Access to Employee Files: Access to an employee’s records shall be limited to the Head of School, Chief Business Officer and Secretary - Business Office.

Access by Employee: With the exception of preemployment references and similar documents, employees may see their own records at any time under the supervision of the Head of School or their designee and shall be allowed to verify the files’ contents and accuracy. It is the responsibility of employees to keep their files current as to changes of address, phone numbers and emergency contact address.

American International School Chennai

Personnel Handbook 2021 – 2022

9. OVERSEAS-BASED OVERSEAS HIRED GUIDELINES Overview

and your dependents’ visa expiry dates.

The Overseas Based Overseas Hired staff have passport, visa, housing and transportation requests guidelines which need to be adhered to.

After 10 years of your stay in Chennai, you will have to reapply for a new employment visa in your home country, as an extenstion is not permitted.

9.1 Passports

The visa renewal costs are covered by the School.

Under any extraordinary circumstance, please speak with the Business Office.

Each member of your family should have a passport that is valid at least for six months to travel in and out of India and enough blank pages to get visas, entry and exit stamps.

The passport that has your original Indian visa must be carried with you whenever you travel in and out of country, even if that passport is expired.

The faculty member needs to be aware of when their passports need to be renewed, make all arrangement in a timely manner and cover all costs towards the renewal of passports.

A passport is required to stay in a hotel in Chennai and anywhere else in India.

9.2 Visas and Residency Permits When you arrive in India, the Business Office assists you in processing a Residence Permit (RP) from the Foreigners Regional Registration Office (FRRO).

This RP is an A4 sheet of paper and needs to be with your passport and carried when you travel.

At the end of your first year, the Business Office supports you with renewing your visa through the FRRO’s office. A stay visa will be issued and must be carried with your passport when you travel.

This stay visa is also an A4 sheet of paper.

The school tracks the visa expiry timeline and will work with you to find a convenient time to get your visa extended. Ultimately, the responsibility lies with the faculty member to keep track of your American International School Chennai

9.3 Housing These housing guidelines describe approaches to the provision of housing to overseas-based faculty and their families at the American International School Chennai. It includes the type of housing, furnishing, appliances, maintenance programs, and services which the School will provide.

Our top priorities in identifying and maintaining OBOH faculty housing is safety, location, comfort, diversity of choice, space, and cost. These priorities make the important task of assuring housing for our overseas-based faculty appropriately challenging – every home in Chennai has its own advantages and drawbacks. No home is ideal in all six priorities.

Inevitably, this approach means that there will be differences in size, location, and space. It is not the School’s intention to create these differences, but instead it is a result of the parallel priorities that we embrace. We humbly request the understanding of our overseas-based faculty in this regard. And, we ask that when you feel that these priorities are in imbalance for you, let us know and perhaps we can help.

General Accommodation Expectations • Single status employees will be accommodated in two or three bedroom apartment/house.

65

Personnel Handbook 2021 – 2022

• Teaching couples with or without dependent children will be accommodated in a three+ bedroom apartment/house.

Whenever possible, the School seeks to secure residences with back-up generators. However, frequently, other constraints, like location, price, and quality of the housing are prioritized.

Specifically, many ECR residences tend not to be equipped with generators. The school cannot invest in building generators on behalf of faculty due to cost. UPS systems have been provided in all houses that aren’t supported by a generator.

The school tries to retain residences that have locational and quality attraction. Sometimes personal tastes or perception of quality result in faculty leaving a residence during their time at the School. The school will release a residence at the end of the lease period only if two faculty/families have decided to leave a residence.

Lease of Dwellings AISC will arrange for the leasing of all apartments/ houses. The school will keep the quality and condition of the furnishings and the interior and exterior surfaces of the apartments/houses at as high a standard as possible.

AISC is a large and reputable leaser of properties in Chennai. We have a long-term interest in maintaining a strong and positive reputation with the highest standards. AISC leased dwellings are to be used purely for residential purposes. No other uses of AISC leased properties are acceptable.

AISC leased properties cannot be sub-let.

Activities associated either directly or indirectly with commercial and/or profit-making enterprises are not permitted in any AISC leased accommodation.

If any overseas-based faculty member has a question regarding these guidelines, they should be addressed directly to Alankrit Arora, Chief

66

Business Officer (aalankrit@aischennai.org).

Housing Queue/House Shift If there is a house or apartment you like that is currently under lease by the School (i.e., a colleague), please notify the Housing Manager, and you will be put on a list of faculty who are interested in that accommodation, should it ever become vacant. The list is generated on a first-come-first-served basis.

Sometimes the School cannot hold a house or apartment after a vacancy. We may not renew the lease for safety/security, financial or other reasons.

The responsibility of a lease belongs to the School.

The decision to renew a lease is purely the decision of the School.

Anyone who agrees to a take a house or apartment must work within the housing budget or make up additional costs on their own. AISC will assure that each overseas-based faculty member has a semifurnished abode upon arrival to Chennai at the start of contract.

If a faculty member wishes to move, AISC will assist and fund the cost one time. Subsequent moves must be the responsibility of the faculty member.

In the event that a teacher be required to move due to reasons out of their control (for example, non- renewed lease, increasing cost, decreasing security, poor building maintenance), the School will assist with and fund a move at no cost to the faculty member.

Responsibilities for Furnishings It is the responsibility of the employee to see that all items provided by the School are used and cared for in a proper manner.

The employee will be asked to sign the Housing Policy Agreement. In signing this agreement, the employee assumes responsibility for the furnishings and appliances listed in the Housing Policy. When American International School Chennai

Personnel Handbook 2021 – 2022

the employee arrives and leaves AISC, the inventory will be checked by a school representative for discrepancies. If any item/s have been removed from the accommodation without the School’s approval or damaged beyond repair due to negligence, the employee will be responsible to replace the item/s with furnishing of the same value and quality (to be determined by the School) or an equivalent amount will be deducted from your salary account.

Garden - The employee will be responsible for the upkeep of their house front and back gardens, if applicable.

Scheduled Maintenance for Dwellings and Furnishings

Monthly Maintenance Visits - The maintenance staff will visit your home on a monthly basis to assess any potential problems. These problems will be reported for repair to the appropriate department and you will be contacted when the repair will be scheduled. Repairs will be made at a time convenient to both parties.

The school reserves the right for its representative to enter any AISC property if it is thought that damage might be taking place to the employee’s personal property or school-owned property, due to breakdown of services. Reasonable notice will be given to the employee when possible.

Painting - AISC will be responsible for repainting the interior of the apartment/house per the following guidelines. Painting will be considered after four years of occupancy when requested by the tenant and if the condition of the paint warrants repainting or when a new family moves in. If the employee chooses to paint the interior of their apartment/house, it will be done at their own expense and they are required to have the interior repainted at their expense and at the same standard which is acceptable by the School before the employee leaves AISC. Furniture - The reupholstering of school furniture will be considered for recovering every four years and only if the furniture displays exceptional wear.

The decision to reupholster will be at the discretion of the School. Cleaning is also an option. After approval from the Housing Manager, the employee may ask the School to assist with the arrangements.

Appliances - All appliances will be maintained under company contract for servicing.

American International School Chennai

Emergency Contact - Please contact Mr. Saravanan, the Housing Manager at 97909 31417 or email housingsupport@aischennai. org to report any emergency problems. Please do not email or phone for problems that can be dealt with during the monthly visit.

Air Conditioning - The maintenance staff will service air conditioning units periodically. Service will take place at a time convenient to both parties.

Pest Control - Pest control will be done on a yearly basis, usually during summer break. Our Housing Manager will be sure to work with AISC employees who own pets to assure their safety during pest control.

Light Bulbs and Fixtures - It is the responsibility of the employee to purchase light bulbs and the maintenance staff will replace them during their scheduled monthly visit.

Alterations - Alterations, in any form, to school housing by employees are prohibited unless prior approval is obtained from the Housing Manager.

FAQs: 1. Why do some people have houses and others have apartments?

This is typically a function of preference – there are advantages and disadvantages to

67

Personnel Handbook 2021 – 2022

both. Cost would also factor into this. The farther one goes away from Chennai down the ECR, the less one pays (all other variables being equal).

2. Why do some people have gardens/ yards and others don’t?

It depends on the variety of factors: cost, location, availability and other dynamics at the time of leasing. AISC tries to ensure that the dwelling allocated to the staff at a particular point of time meets their needs within cost.

3. Why are some dwellings big and others smaller for the same number of people?

Our top priorities in identifying OBOH faculty housing are safety, location, comfort, diversity of choice, space, and cost. Timing of the lease closure can be a factor for location, cost, and size. The school tries to optimize personal needs, cost, and location at the time of taking the lease.

4. Why do some neighbourhoods have consistent power supply and others don’t?

This is part of the fun of living in India!

Properties in some sub-divisions have more outages than others. The school works very hard to secure properties with central power back up as much as possible and the School does provide essential back up for lights/fans.

5. If I want to move, how can I do that?

Please discuss the prospect of moving with the Housing Manager.

6. Does the school provide insurance for housing?

cover a maximum of Rs.170,000 for personal effects in case of any damage by fire, flood, or natural calamity.

7. What is the deadline for intimating interest to move?

The housing department needs to be notified, in wriitng, your interest to move no later than February 28 for the following year.

9.4 Transportation Requests Professional Travel: Airport transfers will be provided anytime during the year for professional travel.

Personal Travel: School will provide courtesy airport transfers for personal travel for staff and their immediate family members living in Chennai during school breaks and long weekends, with minimum 48 hours’ notice. Please email transportcoordinator@aischennai.org to place a request.

Due to volume of requests, school is un- able to provide airport transfers out- side of these breaks and long weekends.

Other Travel Requirements: For any oth- er transport requirement, for personal use and/or for visiting family and friends, you may choose to contact one of the below school recommended travel agencies directly: • AVIS – Email: crs@avis.co.in/hubchennai@ avis.co.in Phone: 97909 87783/ 044 4221 2805 • Orix – Email: ocr.chennai@orixindia.com Phone: 95000 51441/99401 00991 You can pay for these other travel requirements by cash directly or through the school cashier.

For all employees provided with school housing, the School provides insurance to

68

American International School Chennai

Personnel Handbook 2021 – 2022

PERSONNEL DEFINITIONS

SUB-SECTION: 6.0

10. BOARD POLICY MANUAL - SECTION - 6 - PERSONNEL

PERSONNEL DEFINITIONS

POLICY: 6.000

Administration (also Administrators): Head of School, direct reportees to Head of School, and others with administrative roles.

Base Salary: Salary used for the purpose of calculating the Provident Fund contribution.

Contract: A written legal agreement between the School and an individual for rendering services at the School;

normally issued for a specific term.

Contract Period: The start date and end date of an Employee’s contract with the School.

Contract Salary: Gross salary for the contract period as defined in an Employee’s contract.

Contract Year: The number of duty days per year as specified in the contract between the School and

the Employee.

Daily Rate: Rate for one workday, calculated by dividing the contract salary by the number of contract days.

Employees: Means and includes all personnel employed by the School, including Administrators, Professional, and Support Staff Members. Also referred to as Staff Members.

Head of School: The person appointed by the Board to serve as the Chief Executive Officer of the School and have responsibility for the overall administration of the School.

Holidays: Days set by the Board on the official School calendar in which the School is closed to the students and/or faculty.

Job Description: A written description of duties to be performed by an Employee and which shall serve as the primary basis of work performance.

Locally Based/Locally Hired (LBLH) Employee: A member of the Staff based locally and hired locally.

Overseas Based/Locally Hired (OBLH) Employee: A member of the Staff based overseas and hired locally.

Overseas Based/Overseas Hired (OBOH) Employee: A member of the Staff based overseas and hired

internationally and brought to Chennai at the School’s expense for the express purpose of employment at the School.

American International School Chennai

69

Personnel Handbook 2021 – 2022

Overtime: Hours worked beyond the normal workday.

Professional Staff: Persons with requisite professional qualifications employed by the School (full-time as well as part-time) in positions directly related to the instruction of students, such as teachers, librarians, counselors, and nurses.

Pro-rated: Salary/benefit paid or payable in cases where the Employee has worked less than a full school year, such as part-time Employees.

Provident Fund: Indian retirement benefit scheme, including Provident Fund (PF), Employees’ Pension

Scheme (EPS), and Employees’ Deposit Linked Insurance Scheme (EDIL) as provided under the Employees’ Provident Funds and Miscellaneous Provisions Act, 1952.

Retrenchment: Reduction or termination by the School of the services of a member of the staff for any reason

whatsoever, other than as a disciplinary action. This definition does not include voluntary retirement or retirement of the Employee or termination of service on medical grounds or termination of service as a result of non-renewal of the contract of employment on its expiry or of such contract being terminated under a stipulation in that behalf contained therein.

Salary Schedule: The schedule of annual salary adopted by the Board for different employee groups.

Step Increment (or Step): An increment or step on the salary schedule, which, if awarded, is effective on July 1 (Support Staff) or August 1 (Professional Staff) each year.

Substitute Teacher: A person who temporarily fills in and works at the School in the absence of a regular teacher.

Supervisor: The person to whom an Employee reports directly as stated in their job description and who is responsible for the given Employee’s evaluation.

Support Staff: Persons employed by the School in positions that support or assist the Professional Staff or whose duties are not directly related to the instruction of students; including but not limited to, teacher’s aides, finance and accounting, administrative assistants, maintenance and housekeeping, facilities, security, etc.

Teacher: A person employed by the School to teach at the School. Also, collectively referred to as the Faculty/Professional Staff and individually as a member of the Faculty/Professional Staff.

Teacher Aide: A member of the Staff (full-time as well as part-time) who assists teachers in classrooms or whose duties directly impact student instruction or supervision of student services.

Workweek: The number of duty hours per week as stipulated in the contract between the School and Employee for all Support Staff.

70

American International School Chennai

Personnel Handbook 2021 – 2022

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

0.000 Definitions 6.200 Personnel Positions and Recruitment 6.610 Medical Benefits

American International School Chennai

71

Personnel Handbook 2021 – 2022

EMPLOYMENT PHILOSOPHY

SUB-SECTION: 6.1

EMPLOYMENT PHILOSOPHY

POLICY: 6.100

The Board of Directors recognizes the importance of employing a highly competent, well-trained Staff to work with the Administration in meeting the School’s mission and providing the best possible learning environment.

To that end, the Board of Directors holds the Head of School responsible for this.

The Board of Directors supports the premise that all parts of the school system exist for one purpose – to facilitate the educational development of youth. The excellence of the School’s teachers, other Professional Staff and Support Staff, will, in the long run, determine the success of the instructional program. It shall therefore be the expectation of the Board to seek the best qualified personnel for all positions as well as to ensure they carry out their responsibilities to the best of their ability.

The Board views the position of teacher and other professional positions in the School as one from which the highest standards of professionalism, integrity, and responsibility are expected.

The Board of Directors is committed to the belief that a school system involving the efforts of many people, functions best when all personnel are informed of the organization’s major activities and concerns. In addition, morale is enhanced when an Employee is assured that their voice is willingly heard by those in positions of administrative authority. To that end, there should be a continuous exchange of ideas and pertinent information among all Employees and Employees should be actively involved in decision-making and problem solving.

No person, otherwise eligible, shall be denied employment at the School on the basis of race, color, religion, ethnicity, citizenship/immigration status, gender, gender identity, gender expression, disability, size, sex, or weight, creed, caste, sexual orientation, national origin, or ancestry.

The School pursues a Policy of equal opportunity in the areas of recruitment, selection, placement, training, transfers and promotions, compensation and benefits, working conditions, and terminations.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

1.100 Non-Discrimination 1.101 Inclusiveness 6.400 Employee Conduct and Work Environment

72

American International School Chennai

Personnel Handbook 2021 – 2022

EMPLOYEE RIGHTS AND RESPONSIBILITIES

POLICY: 6.110

The Board directs the Head of School to assure that all Staff Members have access to Board policies and all relevant public information from the Board of Directors. Further, the Head of School shall assure that all Staff Members understand their responsibility to make themselves familiar with, and abide by, the Policies of the Board and the Regulations designed to implement them.

The Board directs the Head of School to ensure that employee rights and responsibilities be articulated, updated, and shared with the Professional Staff in a format consistent with a personnel handbook or other such comprehensive document.

ADOPTED:

May 20, 2015

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

None

American International School Chennai

73

Personnel Handbook 2021 – 2022

PERSONNEL POSITIONS AND RECRUITMENT

SUB-SECTION: 6.2

PERSONNEL POSITIONS AND RECRUITMENT

POLICY: 6.200

The Board of Directors is responsible for establishing the number of personnel positions within the School. On an annual basis, the Board shall adopt, upon the recommendation of the Head of School, a staffing plan that meets the educational and operational requirements of the School. The Board in working with the Head of School, and as a part of the annual budget process, shall also approve which positions shall be filled with overseas hired teachers and which shall be filled locally.

The Board of Directors holds the Head of School responsible for developing, reviewing, and updating job descriptions for all Employees.

The Board recognizes the importance of employee classification for its budgeting purposes. An Employee’s classification is determined at the time of initial hiring and remains valid for the Employee’s continuous employment at the School. It affects not only the type of contract an Employee is given, but the compensation and benefits provided. Employees shall be classified as follows: A. Overseas Based/Overseas Hired (OBOH): A member of the Professional Staff based overseas and hired internationally and brought to Chennai at the School’s expense for the express purpose of employment at the School. This classification applies only to the Professional Staff.

B. Overseas Based/Locally Hired (OBLH): An Employee based overseas and hired locally. The Head of School shall use the following criteria in determining whether an individual falls into the classification overseas based/locally hired (OBLH): • • • • • • •

Appointment of the spouse by an international organization Immigration status Tax status Ownership of a residential property overseas Prior residence overseas Voting status Other criteria as determined by the Head of School

Furnishing proof in support of the above criteria shall be the responsibility of the candidate.

C. Locally Based/Locally Hired (LBLH): An Employee based locally and hired locally. A member of the staff who is locally based is one who has been living in India for a continuous period of six (6) years prior to their date of appointment and maintains a permanent abode in India.

74

American International School Chennai

Personnel Handbook 2021 – 2022

The Head of School shall make all decisions regarding staff classifications and their determination shall be final.

The Board of Directors is committed to the recruitment and selection of experienced and qualified personnel who shall carry out the School’s mission and educational philosophy (educational program). The Board holds the Head of School responsible for the recruiting and appointment of all Professional and Support Staff within the approved number of positions and budget limits established annually by the Board.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

0.000 Definitions 6.000 Personnel Definitions 6.300 Terms and Conditions of Employment 6.500 Compensation and Benefits 6.510 Staff Salaries and Salary Schedules 6.600 Employee Benefits

American International School Chennai

75

Personnel Handbook 2021 – 2022

TERMS AND CONDITIONS OF EMPLOYMENT

SUB-SECTION: 6.3

TERMS AND CONDITIONS OF EMPLOYMENT

POLICY: 6.300

The Board of Directors is responsible, upon recommendation from the Head of School, for approving the terms and conditions of employee contracts. The Head of School or their designee is authorized to discuss employment contracts with job applicants within Board approved budget and staff allocation guidelines. The Head of School or their designee must approve all employee contracts.

The Board of Directors holds the Head of School responsible for developing and implementing Regulations to support the Policy of a three (3) month probationary period for all locally hired Support Staff.

The Board of Directors upon the recommendation of the Head of School shall establish the number of workdays for all Professional and Support Staff.

In-service workdays (full or partial) shall be notated on the School calendar approved annually by the Board.

All Employees shall be entitled to holidays in accordance with the School calendar approved annually by the Board of Directors. The Board approved School calendar shall serve as the framework for determining staff vacation and holiday schedules.

The Board holds the Head of School responsible for developing, communicating, and implementing a comprehensive performance assessment program for all Employees.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

1.100 Non-Discrimination 1.101 Inclusiveness 6.200 Personnel Positions and Recruitment 6.310 Renewal of Contracts 6.500 Compensation and Benefits 6.800 Termination of Employment

76

American International School Chennai

Personnel Handbook 2021 – 2022

RENEWAL OF CONTRACTS

POLICY: 6.310

All employee contracts are written for a specific period. While staffing continuity is important for program quality in the classroom and in administrative operations, the School is under no obligation to renew a contract nor is an Employee obligated to accept an offer of contract renewal. Contracts to rehire staff may be issued only after completion of written staff performance evaluations. New contracts may be offered for one- or two-year periods, at the discretion of the Head of School.

For those Professional Staff invited to return and who have expressed an interest in continuing at the School, th new contracts shall be offered no later than October 20 and they shall have until November 1st, or by a date mutually agreed upon between the Staff Member and the Head of School, to sign and return the contract. If the contract is not returned by the agreed date, or if the Employee declines the offer, the current contract shall expire at the end of the period specified in such contract.

Contract renewals shall be tendered to Support Staff at least 60 days prior to the end of their contract.

For administrators, including all direct reports to the Head of School and associate principals, the notification date regarding intention to remain at AISC for the following school year is August 20.

When a contract is not renewed, the Staff Member may submit, within 30 days, a written request to the Head of School for a meeting to discuss the decision by the School not to renew the Employee’s contract. The Head of School’s decisions regarding the renewal or non-renewal of any contract shall be reported to the Board in the next Executive Session.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.300 Terms and Conditions of Employment 6.400 Employee Conduct and Work Environment

American International School Chennai

77

Personnel Handbook 2021 – 2022

EVALUATIONS OF STAFF

POLICY: 6.320

The Board requires the Head of School or their designees to conduct annual evaluation of all Employees.

78

ADOPTED:

May 20, 2015

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.800 Termination of Employment

American International School Chennai

Personnel Handbook 2021 – 2022

EMPLOYEE CONDUCT AND WORK ENVIRONMENT EMPLOYEE CONDUCT AND WORK ENVIRONMENT

SUB-SECTION: 6.4 POLICY: 6.400

The Head of School shall ensure that standards of employee conduct be articulated, updated, and shared with the Professional Staff in a format consistent with a personnel handbook or other such comprehensive document.

The School prides itself on being an institution that is built on mutual trust and self-respect. The Board of Directors supports all initiatives and efforts by the Head of School to ensure the School continues to maintain those high standards.

The Board expects that the staff shall strive to set the kind of example for students that shall serve them well in their own conduct and behavior which shall contribute toward an appropriate school atmosphere. Every Employee shall conform to and abide by the provisions contained in the Employee Code of Conduct.

The Board of Directors recognizes the importance of the School providing a work environment that supports employee productivity and the personal goals, dignity, and self-esteem of every Employee. Every Employee must be treated fairly in the work place in an environment free of harassment.

The Board of Directors recognizes that effective personnel management requires a procedure that provides for a prompt, impartial and fair hearing for any Employee with a grievance.

A grievance shall be defined as a claim by one or more Employees that there has been a violation, misinterpretation, or misapplication of a provision in a contract agreement, a Board Policy, or any regulation supporting Board Policy. A grievance may also be an Employee’s dissatisfaction with a specific aspect of their employment, working conditions, or working relationships that are outside their control. It may concern working conditions, relationships with Supervisors or with other Employees and officials, management decisions, violation of matters covered in regulations or implementation of policies or employee-management relations.

For any grievance, the goal shall be to reach an effective solution that respects the needs of each party. This shall be accomplished at the lowest possible level of administration and within a short, yet reasonable, time period. Proceedings shall be kept as informal as possible, and confidentiality shall be observed at all times.

The Board holds the Head of School responsible for developing a grievance procedure to allow reasonable and effective means for resolving difficulties among Employees, to reduce the potential areas of grievance, and to establish and maintain effective channels of communication. The grievance procedures shall follow the following steps and include timetables, documentation requirements, etc.

A. Informal Resolution: The Employee and their immediate Supervisor shall make every effort to resolve the matter directly by informal means. If such efforts fail, the Employee and their Supervisor shall discuss the matter with the next higher supervisor with the goal of resolving the matter.

American International School Chennai

79

Personnel Handbook 2021 – 2022

B. Formal Resolution: In the event that informal resolution fails to resolve the problem, the Employee can submit a formal grievance to the Supervisor. The Supervisor shall investigate the matter and communicate their decision in writing, giving supporting reasons, to the parties involved. A copy shall be provided to the Head of School.

C. Appeal to Head of School: The Employee has the right to appeal in writing to the Head of School against the decision of the Supervisor in Step B above. The Head of School shall convene a conference with the parties involved with a view to arriving at a mutually satisfactory resolution to the grievance.

Following the conference, they shall communicate their decision in writing, giving supporting reasons.

D. Appeal to the Board: The Employee has the right of appeal to the Board against the decision of the Head of School in Step C above, with the exception of matters of hiring, contract renewal, and termination.

The appeal must be in writing. The Board shall hold a hearing on the grievance with the parties involved and following the hearing, communicate in writing their decision.

The decision or recommendation of the Board shall be final, and all parties shall abide in good faith by the findings and/or recommendations made. The parties involved at all stages of the grievance shall use discretion when discussing the grievance with anyone.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.100 Employment Philosophy 6.310 Renewal of Contracts 6.430 Reporting Wrongdoing 6.440 Sexual Harassment Policy 6.800 Termination of Employment 9.120 Association Member Comments, Complaints, and Grievances

80

American International School Chennai

Personnel Handbook 2021 – 2022

GUIDELINES FOR PROFESSIONAL EDUCATORS

POLICY: 6.410

The Board directs the Head of School to ensure that professional principles of good practice be articulated, updated, and shared with the Professional Staff in a format consistent with a personnel handbook or other such comprehensive document.

ADOPTED:

May 20, 2015

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

None

American International School Chennai

81

Personnel Handbook 2021 – 2022

SOCIAL MEDIA GUIDELINES

POLICY: 6.420

The Board directs the Head of School to ensure that social media guidelines be articulated, updated, and shared with all Employees in a format consistent with a personnel handbook or other such comprehensive document.

82

ADOPTED:

May 20, 2015

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

None

American International School Chennai

Personnel Handbook 2021 – 2022

REPORTING WRONGDOING

POLICY: 6.430

The purpose of this Policy is to enable and to protect members of the staff who may need to raise concerns in a confidential manner regarding fraud, malpractice, health and safety, criminal offences, failure to comply with legal obligations, or unethical conduct. The Policy also provides, if necessary, for such concerns to be raised from outside the organization. No member of staff will suffer a detriment or be disciplined for raising a genuine and legitimate concern, providing that they do so in good faith.

This Policy provides a mechanism: • • •

• •

To receive, investigate and resolve suspected acts of misconduct.

To protect persons reporting suspected acts of misconduct.

To deal with frivolous and/or spurious reports. The School considers that an instance where an individual or group uses this Policy in an inappropriate way constitutes a breach of professional standards and will be dealt with accordingly.

To document reports and maintain confidential records.

To inform the School Community where appropriate, to maintain open communication, correct rumors or misconceptions and sensibly present pertinent facts within the bounds of confidentiality.

The complainant must make themselves known. Anonymous concerns will not be considered except when the information pertains to safety and/or security matters.

Concerns of misconduct should be reported to the Head of School. The concern will be investigated thoroughly and in a timely manner and appropriate corrective action taken. The party making the allegation will be kept informed of progress and informed of the resolution wherever possible. A person reporting a matter who is not satisfied that their concern is being properly dealt with has the right to appeal in confidence to the Chairperson of the Board of Directors.

Concerns of misconduct regarding the Head of School should be reported in confidence to the Chairperson of the Board of Directors.

The Head of School and the Chairperson of the Board of Directors will report concerns to the Board in an appropriate and a timely manner.

ADOPTED:

March 8, 2017

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.400 Employee Conduct and Work Environment 6.440 Sexual Harassment Policy

American International School Chennai

83

Personnel Handbook 2021 – 2022

SEXUAL HARASSMENT POLICY

POLICY: 6.440

The Board of Directors recognizes its responsibility to comply with the Sexual Harassment of Women at Workplace (Prevention, Prohibition & Redressal) Act, 2013 (POSH Act), which applies to all organizations in India, including the American International School Chennai.

Consistent with stipulations in the POSH Act, AISC will: (i) provide a safe working environment at the workplace, which should include safety from the persons coming into contact at the workplace of AISC; (ii) display at any conspicuous place in the workplace the penal consequences of sexual harassment and the order constituting the internal committee; (iii) organize workshops and awareness programs at regular intervals for sensitizing Employees; (iv) provide necessary facilities to the internal committee for dealing with complaints and conducting enquiries; (v) assist in securing the attendance of respondents and witnesses before the internal committee; (vi) provide necessary information to the internal committee; (vii) to provide assistance, if requested, to file complaints under the Indian Penal Code, 1860 (IPC); (viii) initiate action against the perpetrator (under the IPC or any other law for the time being in force), if the complainant so desires; and (ix) monitor the timely submission of reports by the internal committee.

It is clarified that the workplace of AISC includes any place where AISC carries its operations including all premises of AISC, any sponsored events and places visited by the Employees of AISC where services are rendered or arising out of or during the course of employment or engagement, as the case may be, including transportation provided by AISC for undertaking such journey.

An Employee of AISC who has perceived sexual harassment at the workplace or an outsider who is a woman who is a victim of sexual harassment as a result of an act by an Employee during the course of employment or rendering of service at the workplace, should file a grievance/complaint in accordance with this Policy.

For the purpose of this Policy, an Employee, whether male or female, shall include all permanent and temporary Employees, probationers, trainees, apprentices, and also contract workers or vendors/consultants working on AISC premises. In the case of an allegation of sexual harassment made against a contract worker, AISC will work with the direct employer of the alleged offender to decide how the matter should be dealt with.

In the event the complaint is in relation to sexual harassment of a child under the age of 18 years, the Head

84

American International School Chennai

Personnel Handbook 2021 – 2022

of School shall report such incident of sexual harassment to the concerned authority prescribed under the Protection of Children from Sexual Offences Act, 2012 (in accordance with the procedure set out in AISC’s Student Protection Manual).

Sexual harassment constitutes a disciplinary infraction subject to penalties, including a written apology, warning, reprimand or censure, withholding of promotion, withholding of pay rise or increments, terminating the respondent from service or undergoing a counselling session and/or carrying out community service.

The Board of Directors acknowledges the following as a description of sexual harassment: Harassment is any action or willful communication that is deliberately intended to threaten, cause pain, or discomfort to another person. Sexual harassment is intentional, persistent, and unwanted use of sexual references, connotations, or sexual advances that take place in the workplace. Sometimes, but not always, the consequences of objecting to perceived harassment are potentially harmful or disadvantageous to the person being harassed. Sexual harassment includes any one or more of the following unwelcome acts or behavior (whether directly or by implication): (i) (ii) (iii) (iv) (v)

Physical contact and advances; or A demand or request for sexual favors; or Making sexually colored remarks; or Showing pornography; or Any other unwelcome physical, verbal, or non-verbal conduct of sexual nature.

Complaints of sexual harassment will be promptly and thoroughly investigated by a committee to be known as the Internal Committee (IC), which shall consist of a minimum of four members where at least half the members are women. The IC must comprise the following members: A. 1 senior woman Employee as the Chairperson/Presiding Officer; B. 2 Employee Members (who are committed to the cause of women or have experience in social work or have legal knowledge); and C. 1 third party member from an NGO or associations committed to the cause of women or other person familiar with issues relating to sexual harassment.

The Board of Directors authorizes the Head of School to organize and maintain an IC. Further, the Board holds the Head of School responsible for ensuring that all Staff Members are educated regarding sexual harassment and that the POSH Act complaint procedures are available for reference in the Personnel Handbook.

AISC reserves the right to modify or terminate this Policy without prior notice, subject to applicable law. Any amendments to the Policy will be updated in the Board Policy Manual and will be binding on all Employees of AISC. Any exceptions/deviations to this Policy shall be subject to the POSH Act and applicable laws.

American International School Chennai

85

Personnel Handbook 2021 – 2022

ADOPTED:

May 20, 2015

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.400 Employee Conduct and Work Environment 6.430 Reporting Wrongdoing

86

American International School Chennai

Personnel Handbook 2021 – 2022

EMPLOYEE COMPENSATION AND BENEFITS COMPENSATION AND BENEFITS

SUB-SECTION: 6.5 POLICY: 6.500

The Board of Directors recognizes the importance of retaining dependable, dedicated, and competent Employees. To do this the School must provide its Employees with a compensation and benefits package that keeps the School competitive and allows the School to attract and retain highly qualified individuals.

The salary and benefits extended to the staff shall be designed to promote their present and future economic security and provide incentive for professional development that shall be of benefit to the School.

The Head of School shall be responsible for the classification of the Employees in accordance with Board Policy 6.200. An individual’s employee classification; along with their job classification and staff position shall be the key factors in determining the compensation and benefits package they receive. Further, the Board shall establish, upon recommendation from the Head of School, a compensation package at a level to be competitive with packages offered by other similar organizations.

Employees’ total compensation package, as provided for in their contract, shall include salary and benefits in accordance with their classification. These benefits are further detailed in Board Policy.

The School shall endeavor to ensure that the employee compensation packages are consistent with local labor laws and customs, provided that these are not in conflict with the School’s Mission or Philosophy.

The Board directs the Head of School to conduct periodic reviews at least every two years of other schools and organizations to determine the competitiveness of the School’s compensation package for its professional and support personnel.

The Board also supports the principle of fairness and staff participation in the development of salary and benefit provisions and strives to provide the best possible working conditions and compensation program for its Employees. The Board encourages and values the suggestions and recommendations from its professional Employees in matters of employment.

Within this context, the Head of School shall solicit salary and benefit recommendations from its employee groups every three years for review and consideration. Generally, these recommendations shall be submitted by September 15th in order that any changes to the salary and benefit package can be considered during the annual budget sessions in the second semester. All salary and benefits changes must be approved by the Board.

Employee salaries and the School’s salary scales should be considered in terms of a total benefit package.

Improvements in salaries versus other benefits should be made bearing in mind their competitive impact.

Benefits should be made as flexible as possible consistent with their objectives.

American International School Chennai

87

Personnel Handbook 2021 – 2022

Salary scale comparisons should also take into account differences or changes in intangible benefits (e.g. job security, termination policy).

The Board holds the Head of School responsible for using sound judgments in determining employee classification, placement on, and changes to salary schedules, and establishing Regulations pertaining to employee compensation, such as overtime, employee expenses, and salary advances.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.200 Personnel Positions and Recruitment 6.300 Terms and Conditions of Employment 6.510 Staff Salaries and Salary Schedules 6.600 Employee Benefits

88

American International School Chennai

Personnel Handbook 2021 – 2022

STAFF SALARIES AND SALARY SCHEDULES

POLICY: 6.510

The Board of Directors recognizes that the major principle governing the setting and adjustment of salary schedules is the need to attract and retain highly qualified and motivated Employees.

The Board of Directors shall approve the School’s salary schedules, upon the recommendation of the Head of School. The salary structure put in place shall consider both Employee’s educational backgrounds and certification as well as relevant work experience.

The Board holds the Head of School responsible for reviewing, on an annual basis, the salary schedules to ensure competitiveness and continued ability to attract and retain qualified Employees. This review shall be done against other international schools in the region and other sources. For the Professional Staff, the salary schedule follows a traditional U.S. model and is based on degrees/semester hours earned in a U.S. college or university as well as years of experience.

The School maintains the following four distinct salary schedules for the different employee classifications: A. Professional Staff 1. Overseas Based Staff (certified) (Dollar scale) 2. Locally Based Staff (Rupee scale) B. Support Staff (Rupee scale) 1. Teacher Aides (Rupee scale - % of locally based professional staff scale) 2. All other Support Staff (Rupee scale) The Policy of maintaining different schedules for the Staff groups has developed and been maintained in an effort to provide benefits that are equitable across the schedules in light of differences of markets. Thus the distinct schedules are not a reflection of disparate levels of achievement or responsibility but rather reflect differences in type and magnitude of personal and financial obligations, relative costs of living, etc.

Within each schedule, increments shall be set so as to compensate appropriately higher-level credentials as well as work experience.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.200 Personnel Positions and Recruitment 6.500 Compensation and Benefits

American International School Chennai

89

Personnel Handbook 2021 – 2022

EMPLOYEE BENEFITS

SUB-SECTION: 6.6

EMPLOYEE BENEFITS

POLICY: 6.600

The Board of Directors recognizes the importance, within the constraints of the budget, to maintain a competitive set of benefits that will ensure the continuity of staff and thus continuity of instruction and School operations. Further, the Board accepts that some benefits cannot be applied equally to both overseas contracted and locally contracted Employees except as stipulated elsewhere in the Policy.

The following are a list of benefits currently offered to the School’s Employees, with further details provided in separate Board Policy. All the benefits listed below are not applicable to all Employees. Each employee classification category is entitled to a different set of benefits.

A. Medical Benefits B. Staff Development Program C. Conveyance Allowance D. Scholarships for Children of the Professional Staff E. Special Benefits for Overseas Hired Professional Staff F. Special Benefits for Locally Based Staff G. Uniforms for Support Staff H. Leaves and Absences Employees are entitled to their benefits from the first day of actual work, unless provided otherwise in Policy or their contract.

The Board shall maintain the right to review and amend benefits with the understanding that no benefit shall be altered during the term specified in an Employee’s contract, without written agreement by the Employee.

The Board reserves the right to award other scholarships, beyond those for full-time Professional Staff, at its discretion.

90

American International School Chennai

Personnel Handbook 2021 – 2022

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

5.010 Faculty Housing 5.300 School Insurance Programs 6.200 Personnel Positions and Recruitment 6.500 Compensation and Benefits 6.610 Medical Benefits 6.620 Staff Development Program 6.630 Scholarships for Children of Professional Staff 6.640 Special Benefits for OBOH Professional Staff 6.650 Special Benefits for Locally Based Staff 6.700 Leaves and Absences

American International School Chennai

91

Personnel Handbook 2021 – 2022

MEDICAL BENEFITS

POLICY: 6.610

The health of Employees and their families contributes to their performance and to the overall health and wellbeing of the School and its students. It is therefore the Policy of the Board to ensure that the medical costs of its Employees are defrayed, thereby encouraging each Employee to take preventive as well as curative steps necessary to ensure their health and that of their families.

The School shall provide the following medical insurance plans to all Employees, both full and part-time, and at no cost to the Employee. The School’s medical benefits cover the Employee and the Employee’s immediate family, except where stated otherwise. An Employee’s immediate family is defined to include their spouse and dependent children as recognized by the School’s primary insurance provider. An Employee already covered to any extent by a health insurance plan of their spouse is not eligible to claim these benefits.

A. Overseas Based/Overseas Hired (OBOH) Administrative and Professional Staff: These Employees shall be covered by a group insurance plan that includes hospitalization, major medical costs, and disability. Employees shall also be covered under a medical emergency evacuation policy as a part of the medical benefit package. Details of this coverage will be provided by the School Business Office on request by eligible Employees.

B. Overseas Based/Locally Hired (OBLH) Administrative and Professional Staff: These Employees may participate in the School’s group medical, hospitalization, disability, and medical emergency evacuation insurance plan for Overseas Based/Overseas Hired Professional Staff provided they contribute 75% of the premium. Alternatively, these Employees may opt to be covered under the benefits for Locally Based/Locally Hired Staff at no cost.

C. Locally Based/Locally Hired (LBLH) Professional and Support Staff: These Employees shall participate in an Indian insurance plan that covers the premium costs for hospitalization insurance and personal accident insurance. The School also provides domiciliary reimbursement for the Employee and Employee’s immediate family as well as the Employee’s parent(s) or legal guardian(s), up to specified limits and against bills and receipts.

The School reserves the right to require testing for specific diseases or viruses and vaccination when health risks to the School Community are considered significant. The School assumes the responsibility to pay for tests or vaccines that it requires as part of being an Employee at the School.

92

American International School Chennai

Personnel Handbook 2021 – 2022

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

5.300 School Insurance Programs 6.000 Employee Definitions 6.600 Employee Benefits

American International School Chennai

93

Personnel Handbook 2021 – 2022

STAFF DEVELOPMENT PROGRAM

POLICY: 6.620

The Board of Directors recognizes the importance of supporting professional growth opportunities for all members of the School Staff. The underlying philosophy is to promote the development of human resources, thereby enriching the educational excellence of the School and allowing for employee growth.

The Board holds the Head of School responsible for establishing and overseeing a comprehensive staff development program comprising in-house development activities and workshops as well as outside courses/degrees. In the approved School calendar, minimum of four days, shall be designated for staff development.

The Head of School shall be authorized to grant permission for Employees to be temporarily absent from the regular duties for the purpose of participating in other educational programs or courses. Employees shall be reimbursed for approved professional development activities in accordance with Regulations associated with this Policy. Time off shall be counted as Professional/Educational leave.

When the School funds a degree course to an Employee, the Employee is obligated to sign a two-year employment contract with the School upon completion of the degree. If the School funds a short-term course, then the Employee is obligated to sign a one-year employment contract after completion of the said course.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

1.120 School Year/Day/Calendar 4.640 Expense Reimbursement for School Employees and Others 6.600 Employee Benefits 9.300 Regional Educational Organization Relations 9.330 School Membership to Professional Organizations

94

American International School Chennai

Personnel Handbook 2021 – 2022

SCHOLARSHIPS FOR CHILDREN OF PROFESSIONAL STAFF

POLICY: 6.630

For all full-time Professional Staff, the School shall provide scholarships for their dependent children to attend the School as follows: A. Overseas Based/Overseas Hired (OBOH) Professional Staff: For these Employees, up to two dependent children shall be provided full scholarships. All school fees, as defined within Board Policy 4.310, shall be waived.

B. Locally Hired Professional Staff: For both overseas based/locally hired (OBLH) and locally

based/locally hired (LBLH) Professional Staff, the School shall provide 75% remission of registration and tuition fees for up to two dependent children. In addition, 100% of the application and development fees shall be waived.

The fee waivers/remissions described above shall only be provided when neither the Employee nor their spouse receives reimbursement for such fees from other sources. When partial reimbursement is provided by a non-School source, the Employee and spouse must provide the School with official documentation indicating the limit of such reimbursement and the School shall provide a scholarship in the same percentages as above for the uncovered portion of the fees.

The Board reserves the right to award other scholarships at its discretion.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

4.310 School Fees 4.350 Student Scholarships 6.600 Employee Benefits

American International School Chennai

95

Personnel Handbook 2021 – 2022

SPECIAL BENEFITS FOR OVERSEAS BASED/OVERSEAS HIRED PROFESSIONAL STAFF

POLICY: 6.640

The School employs a number of professionals whom it hires from the U.S. or directly from other overseas schools for the purpose of working at the School. Because of the special circumstances of their recruitment, special benefits shall be provided to these Professional Staff members as defined in their contract and as outlined below: A. B. C. D. E. F. G.

Transportation/travel to and from the point of origin Moving allowance for shipment of personal and household effects Housing Settling-in allowance Visa renewal and immunizations at no cost Contract renewal bonus Indian Tax exemption on income (i.e. income tax paid by the School on behalf of the Employee directly to the income tax department).

The Board of Directors shall, upon the commendation of the Head of School, approve the specific benefits provided the Overseas Based/Overseas Hired Professional Staff and their families. These benefits shall be reviewed every two years, or more frequently as required, and any changes shall require Board approval. The Board holds the Head of School responsible for developing Regulations for the implementation of this Policy.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.600 Employee Benefits 6.650 Special Benefits for Locally Based Staff 6.700 Leaves and Absences

96

American International School Chennai

Personnel Handbook 2021 – 2022

SPECIAL BENEFITS FOR LOCALLY BASED STAFF

POLICY: 6.650

All Locally Based Staff, both Professional and Support Staff, shall be entitled to the following special benefits: A. Festival Bonus All Locally Based Staff who have completed one year of service, shall be entitled to a Festival Bonus payment, equal to 10% of their base salary, payable annually in the month of September.

B. Gratuity Payment All Locally Based Staff, after an initial two years, shall be entitled to a gratuity payment for each completed year of service at the School, payable upon separation.

An Employee’s gratuity payment shall be calculated as follows: one-half month's salary for each completed year or part thereof in excess of six months of service at the School beginning from the date of employment to the date of separation, based on the salary rate of the last year’s service. This amount shall be paid as a lump sum payment within 30 days of the date of separation.

Example: If an Employee has completed four years and up to six months of service, gratuity will be calculated for four years. However, if the Employee has completed four years, six months and one day of service, gratuity will be calculated at four years and number of months to date (i.e. six months in this case).

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.600 Employee Benefits 6.640 Special Benefits for OBOH Professional Staff

American International School Chennai

97

Personnel Handbook 2021 – 2022

LEAVES AND ABSENCES

SUB-SECTION: 6.7

LEAVES AND ABSENCES

POLICY: 6.700

The Board of Directors recognizes that leave and approved absences are an important benefit in the compensation package for all school Employees in that they help staff members take care of their health and important family or other personal emergencies, encourage them to grow professionally, and permit them to meet necessary personal and professional obligations. They shall be granted in accordance with policies pertaining to specific types of leave and in accordance with each Employee’s contract with the School. The Board holds the Head of School responsible for developing Regulations in support of these Policies.

The types of leave covered under School Policy and documented in separate policies include: • • • • • • • • •

Sick leave Professional/Educational leave Maternity/Paternity leave Bereavement leave Personal leave Leave without pay/Unexcused absences Recruitment leave for Overseas Hired Staff Annual leave for Support Staff Compensatory leave for Support Staff

When an exceptional circumstance arises that is not covered by the School’s leave policies, the Head of School may consider, upon recommendation of the immediate Supervisor, granting a special leave on an individual emergency basis only.

Employees who must be absent from work unexpectedly (e.g. sudden illness, death in the family) shall notify the School office in advance whenever possible, so that substitutes may be obtained when required.

In all other cases, Employees are expected to obtain approval in advance for their time away from the School.

All changes to employee benefits must be approved by the Board.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.600 Employee Benefits 6.640 Special Benefits for OBOH Professional Staff

98

American International School Chennai

Personnel Handbook 2021 – 2022

EMPLOYEE SEPARATION

SUB-SECTION: 6.8

TERMINATION OF EMPLOYMENT

POLICY: 6.800

Employees are expected to work for the full term of their employment contract. There are cases, however, in which an Employee’s contract shall be terminated prior to the completion of the contract period. The termination or non-renewal of contracts for all Employees for reasons other than resignation shall be by action of the Head of School. The contract of service for any school Employee shall stand terminated in the following circumstances: A. Mutual Agreement: On terms agreed to between the parties B. For cause: Upon investigation and decision of the Head of School, for one or more of the following reasons: 1. Inefficiency, incompetency or insubordination; 2. Lack of cooperation with School authorities in matters that are harmful to the students; or 3. Moral misconduct The above list is not exclusive.

C. Death or disability: As shown by competent medical evidence.

D. Notice: By the Employee giving not less than ninety (90) calendar days’ notice to the Head of School.

In lieu of notice, the Employee shall surrender ninety (90) calendar days’ salary.

E. School Closure: On permanent closure of the School.

In the event of the School terminating an Employee’s contract for reasons A – D above, the School shall give the Employee one month’s notice. In all cases, the Employee shall not be entitled to any compensation from and after the date of termination. All monies owed to the Employee shall be paid on or before the date of termination.

In all cases of termination, the Employee’s right to due process shall be protected, specifically: • •

The right to know the reasons for their termination, and The right to discuss these reasons with their Supervisor and Head of School.

American International School Chennai

99

Personnel Handbook 2021 – 2022

TEMPORARY SUSPENSION OF STAFF

POLICY: 6.810

Suspension is defined as the temporary removal of any Staff Member from their position if, in the opinion of the Head of School, the continued presence of the Employee is detrimental to a child or the proper functioning of the School. When such an event occurs, the Board Chairperson shall be informed immediately.

Suspension shall last no longer than is necessary to provide the School adequate time to take appropriate action, or 30 days, whichever time is less. As per the Tamil Nadu Payment of Subsistence Allowance Act, an employer is required to pay at least 50% of base salary during the period of suspension. If no disciplinary action is taken within 30 days, there shall be normal salary and benefits for the period of suspension unless the suspension leads to termination for cause. If the Employee is dismissed for cause, then compensation shall be paid in accordance with the Employee’s contract. Any suspension from duties must be fully documented and kept in the Employee’s personnel file.

The Head of School, or their designee in the case of Support Staff, shall meet with the Employee and advise the suspended Employee in writing of the reasons for the suspension.

100

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.800 Termination of Employment

American International School Chennai

Personnel Handbook 2021 – 2022

RETRENCHMENT/REDUCTION IN WORK FORCE

POLICY: 6.820

Retrenchment shall mean the reduction or termination by the School of the services of a member of the School’s staff within their contracted period because of decreased enrollment, economizing on expenditures, elimination or reduction in part(s) of the School’s program, insufficient funds or for any other sufficient reason as determined by the Board of Directors.

Retrenchment does not include termination as a result of disciplinary action, voluntary retirement of the Employee, retirement of Employee on reaching the retirement age, or termination of service on medical grounds or termination of service as a result of non-renewal of the contract of employment on its expiry or of such contract being terminated under a stipulation in that behalf contained therein.

Should it be necessary to reduce the number of Employees, the Head of School shall submit to the Board for their approval, a proposal for reduction in force. Such a proposal shall be based on the School’s needs, with due consideration given to staff members’ overall qualifications, performance evaluations and seniority. The Board’s decision on the proposal shall be final.

Any Employee who is terminated because of a reduction in force shall be given notice in accordance with their contract and shall be entitled to termination benefits as provided for within their contract. The School may retrench an Employee at any time subject to their right to be paid retrenchment compensation.

ADOPTED:

December 10, 2003

REVISED/REVIEWED:

May 2021

CROSS-REFERENCES:

6.800 Termination of Employment

American International School Chennai

101

Personnel Handbook 2021 – 2022

102

American International School Chennai

Personnel Handbook 2021 – 2022

100 Feet Road, Taramani, Chennai - 600 113, INDIA P: +91-44-2254 9000, F: +91-44-2254 9001 W: www.aischennai.org American International School Chennai

103