Welcome Message
Fellow Leaders,
This Human Resources Handbook is designed to provide you with information and resources to help navigate through many human resources-related topics Your FSUSD Human Resources Department will update this handbook as needed to reflect revised laws, policies, bargaining agreements, and collaborative efforts that affect our practices. If you need assistance locating resources within this handbook to support your needs, please reach out to a staff member in the Human Resources Department. The Human Resources Department remains committed to upholding the values and beliefs of the Fairfield-Suisun Unified School District
The California Civil Rights Department (CRD) reminds us of the following:
There are protections for Survivors of Violence and Family Members of Victims Right to Leave and Accommodations
Discrimination & Harassment and Sexual Harassment, are against the law.
Employees who meet eligibility requirements may have the right to Family Care & Medical Leave & Pregnancy Disability Leave.
There are Rights of Employees Who Are Transgender or Gender Nonconforming. There are additional Rights And Obligations For Pregnant Employees
For information regarding the Human Resources Department Team Members, click HERE For information regarding Personnel Specialists Areas of Responsibilities, click HERE For information related to salary schedules, forms, employee incentives, etc, please click HERE
For information related to collective bargaining agreements, please view:
Ancillary Professions Association (APA)
California School Employees Association (CSEA) Clerical
California School Employees Association (CSEA) Support
Fairfield-Suisun Unified Teachers Association (FSUTA)
Fairfield-Suisun Unified School District now has the majority of employee forms available for employees to complete online using a web based platform, InformedK12 InformedK12 allows for electronic processing and signatures on District forms. In turn, users can easily check the status and location of their form(s) for reference. For a list of available forms FSUSD has created on InformedK12, please visit our website linked here: FSUSD-HR Form
Table of Contents
SectionTitlesandPageNumbers
SECTION1:FSUSDPOLICIESANDEMPLOYEEEXPECTATIONS
PAGES5-6
POLICIESANDEMPLOYEEEXPECTATIONS
ADMINISTRATIVEREGULATIONSANDPROCEDURES MANDATEDREPORTINGOFSUSPECTEDCHILDABUSE POLICY4219.22,DRESSANDGROOMING CONDUCT
POLICY4119.21,PROFESSIONALSTANDARDS REGULATION4040,EMPLOYEEUSEOFTECHNOLOGY
SECTION2:EMPLOYMENT
PAGES7-9
EMPLOYMENTOPPORTUNITIES
POLICY4030,NON-DISCRIMINATIONINEMPLOYMENT POLICY4211,RECRUITMENTANDSELECTION POLICY4111.2,LEGALSTATUSREQUIREMENT
REGULATION4112.5,CRIMINALRECORDCHECK
REGULATION4212.4,HEALTHEXAMINATIONS
POLICY4112.41,EMPLOYEEDRUGTESTING POLICY4033,LACTATIONACCOMMODATION
VERIFICATIONOFEMPLOYMENT VOLUNTARYSEPARATION PERSONNELFILES
SECTION3:HIRINGPROCEDURES
HIRINGPROCEDURES(CERTIFICATED,CLASSIFIED,SUBSTITUTES)
SECTION4:VOLUNTEERASSISTANCE
PAGES10-11 PAGE10
REGULATION1240,VOLUNTEERASSISTANCE VOLUNTEERINFORMATION
SECTION5:COMPLAINTPROCEDURES
PAGES12-14
REGULATION1312.1,COMPLAINTSCONCERNINGDISTRICTEMPLOYEES
POLICY1312.3,UNIFORMCOMPLAINTPROCEDURES(UCP) COMPLAINTSSUBJECTTOUCP
POLICY4219.12,TITLEIXPROCEDURES
REGULATION4219.11,SEXUALHARASSMENT
SEXUALHARASSMENTREPORTSANDCOMPLAINTS
POLICYANDREGULATIONS4119.11,SEXUALHARASSMENT
SICKLEAVE
JURYDUTY
SECTION1:FSUSDPOLICIESANDEMPLOYEEEXPECTATIONS
This section serves as an overview and quick reference guide of FSUSD Board Policies and Administrative Regulations related to human resources
ADMINISTRATIVEREGULATIONSANDPROCEDURES
FSUSD Governing Board Policies (BP) and Administrative Regulations (AR) are accessible through a web-based service known as Simbli sponsored by CSBA (California School Board Association). The District policies are available on the Fairfield-Suisun Unified School District’s website. Please visit the Governing Board page and click the “policies” link located on the left side of the screen (or click here: Board Policies) The majority of Human Resources policies and regulations are found in the section listed as 4000 Personnel
MANDATEDREPORTINGOFSUSPECTEDCHILDABUSE
All school district employees are mandated reporters and fall under the legal requirements of the State’s Penal Code to report to the police department, sheriff’s department, or the County Welfare Department, any cases of suspected child abuse Section 11166 of the Penal Code requires any child care custodian, medical practitioner, or employee of a child protective agency who has knowledge of or observes a child in his or her professional capacity or within the scope of his or her employment who he or she knows or reasonably suspects has been the victim of child abuse, to report the known or suspected instance of child abuse to a child protective agency immediately or as soon as practically possible by telephone and to prepare and send a written report thereof within 36 hours of receiving the information concerning the incident. Because all FSUSD employees are considered mandated reporters under the law, each school district employee is required to sign and complete the Statement Acknowledging Requirement to Report Suspected Child Abuse as a condition of employment. Additional information regarding reporting responsibilities is highlighted in FSUSD Board Policy 5141 4, Child Abuse Prevention And Reporting You can find a Child Protective Services (CPS) form here: CPS Form and contact CPS at 1-800-544-8696 After completing form BCIA 8572, retain a copy for your records and submit copies to all of the designated agencies contacted by phone Make sure to ask the agency representative what number you should fax the form. Mandated reporters must keep record of any and all communications related to the mandated reporting and communication with agencies. Please note, if an agency refuses to accept or fails to receive an initial report over the phone, the mandated reporter should (on the documentation) mention the agency’s refusal to accept the initial report over the phone and include the the date and time the mandated reported called the agency and include the name of the agency contacted The mandated reporter with first hand knowledge of the incident is required to file a report and multiple persons may file a report
POLICY 4219.22, DRESS AND GROOMING
The Governing Board believes that appropriate dress and grooming by District employees contribute to a productive learning environment and model positive behavior. During school hours and at school activities, employees shall maintain professional standards of dress and grooming that demonstrate their high regard for education, present an image consistent with their job responsibilities and assignment, and do not endanger the health or safety of employees or students All employees shall be held to the same standards unless their assignment provides for modified dress as approved by their supervisor This policy shall be presented to employees upon employment, through the employee handbook or other appropriate means, and may be periodically reviewed with all employees as necessary
CONDUCT
Our employees are role models for our students, fellow staff members and to the Fairfield-Suisun community. Our employees are expected to conduct themselves in a civil and professional manner at all times
POLICY 4119.21, PROFESSIONAL STANDARDS
The Governing Board expects district employees to maintain the highest ethical standards, behave professionally, follow district policies and regulations, abide by state and federal laws, and exercise good judgment when interacting with students and other members of the school community Employees shall engage in conduct that enhances the integrity of the District, advances the goals of the District's educational programs, and contributes to a positive school climate.
The Board encourages District employees to accept as guiding principles the professional standards and codes of ethics adopted by educational or professional associations to which they may belong.
Each employee is expected to acquire the knowledge and skills necessary to fulfill their responsibilities and to contribute to the learning and achievement of District students.
REGULATION 4040, EMPLOYEE USE OF TECHNOLOGY
The Fairfield-Suisun Unified School District authorizes district employees to use district technology, as defined in Board Policy 4040, Employee Use of Technology The use of district technology is a privilege permitted at the district's discretion and is subject to the conditions and restrictions set forth in applicable board policies, administrative regulations, and the Acceptable Use Agreement The district reserves the right to suspend access at any time, without notice, for any reason Pursuant to Board Policy 4040, employees shall not use district technology to access, post, submit, publish, display, or otherwise engage with harmful or inappropriate matter that is threatening, obscene, disruptive, sexually explicit, or unethical or that promotes any activity prohibited by law, board policy, or administrative regulations. Harmful matter includes matter, taken as a whole, which to the average person, applying contemporary statewide standards, appeals to the prurient interest and is matter which depicts or describes, in a patently offensive way, sexual conduct and which lacks serious literary, artistic, political, or scientific value for minors (Penal Code 313)
Employees have no reasonable expectation of privacy in the use of any district technology, as defined in Board Policy 4040, even when using their personal devices To ensure proper use, the Superintendent or designee may monitor employee usage of district technology at any time without advance notice or consent and for any reason allowed by law. In addition, employees are reminded that records, including
communications, maintained on any personal accounts or devices used to conduct district business are subject to disclosure at the district's request, and pursuant to a subpoena or other lawful request
Violations of the law, board policy, or the Technology New User Agreement may result in revocation of an employee's access to district technology and/or discipline, up to and including termination. In addition, violations of the law, board policy, or this agreement may be reported to law enforcement agencies as appropriate.
Section 2 includes pertinent Board Policies and Administrative Regulations related to employment As an organization, FSUSD follows policies and regulations when navigating the employment process. FSUSD employment practices must adhere to our policies and regulations which are aligned to both the California Labor Code and California Education Code
EMPLOYMENTOPPORTUNITIES
All FSUSD employment opportunities are advertised through edjoin org A list of available job opportunities is easily accessible with links from the Human Resources Department’s web page: Job Opportunities link.
POLICY 4030, NONDISCRIMINATION IN EMPLOYMENT
The Governing Board is determined to provide a safe, positive environment where all District employees are assured of full and equal employment access and opportunities, protection from harassment and intimidation, and freedom from any fear of reprisal or retribution for asserting their employment rights in accordance with law. For purposes of this policy, employees include job applicants, interns, volunteers, and persons who contracted with the District to provide services, as applicable
No District employee shall be discriminated against or harassed by any coworker, supervisor, manager, or other person with whom the employee comes in contact in the course of employment, on the basis of the employee's actual or perceived race, color, ancestry, national origin, age, religious creed, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran or military status, sex, sexual orientation, gender, gender identity, gender expression, or association with a person or group with one or more of these actual or perceived characteristics
Employers are also prohibited from discrimination against employees or job applicants on the basis of reproductive health decision making, defined as a person's decision to use or access a particular drug, device, product, or medical service for reproductive health (Government Code 12926, 12940)
The District shall not inquire into any employee's immigration status nor discriminate against an employee on the basis of immigration status, unless there is clear and convincing evidence that the District is required to do so in order to comply with federal immigration law (2 CCR 11028)
Please see Regulation 4030, Nondiscrimination In Employment for additional information.
POLICY 4211, RECRUITMENT AND SELECTION
The Governing Board welcomes, embraces and respects diversity of people, identities and cultures, and believes that the students of the District benefit from increased diversity at all levels of our educational system As a district, we are proud of the diverse community that we serve, and are committed to fostering an inclusive organizational culture of diversity in all of our recruitment and selection procedures for all strands of employment The Superintendent or designee shall develop equitable, fair, and transparent recruitment and selection processes and procedures that ensure individuals are selected based on demonstrated knowledge, skills, and competence and not on any bias, personal preference, or unlawful discrimination.
POLICY 4111.2, LEGAL STATUS REQUIREMENT
Within three days of hire, the Superintendent or designee shall physically examine the documentation presented by the employee establishing their identity and employment authorization as set forth in U.S. Citizenship and Immigration Services Form I-9. The employee may present either an original document which establishes both employment authorization and identity or two separate original documents which establish authorization and identity Only unexpired documents are acceptable (8 CFR 274a 2)
REGULATION 4112.5, CRIMINAL RECORD CHECK
All certificated and classified employees, and volunteers must undergo a criminal record check The Superintendent or designee shall not hire or retain in employment, in a certificated or classified position, a person who has been convicted of a violent or serious felony as defined in Penal Code 667 5(c) or 1192.7(c), a controlled substance offense as defined in Education Code 44011, or a sex offense as defined in Education Code 44010.
REGULATION 4212.4, HEALTH EXAMINATION
Tuberculosis is a serious, potentially life-threatening illness. To protect students and staff from the effects of this disease, California Education Code Section 49406 requires all employees, upon initial employment, to present evidence that they are free from active tuberculosis Evidence consists of a certificate of a skin test or chest X-Ray with a negative result performed within sixty days of hire, or within four years if employment is continuous with that of another school district, parochial or private school Employees must recertify their clearance every four years Failure to comply may result in the employee being placed on unpaid leave or being terminated.
POLICY 4112.41, EMPLOYEE DRUG TESTING
The Governing Board maintains a (Policy 4020) Drug And Alcohol-Free Workplace. In accordance with law, all employees shall render service without using, possessing, being impaired by, or being under the influence of alcohol or drugs.
Pre-EmploymentDrug/AlcoholTestingforSafety-SensitivePositions
Because students and staff have the right to a safe and secure campus where they are free from physical and psychological harm, the Board authorizes the testing of prospective employees in safety-sensitive positions for drug and alcohol use The following positions are safety-sensitive and are subject to the district's program:
1.Transportation personnel including classified and certificated management
2.Custodial/Grounds personnel including classified and certificated management
3.Food Service personnel including classified and certificated management
4.Maintenance and Operations personnel including classified and certificated management
5 Any District employee driving a District vehicle
Once a conditional offer of employment has been made, prospective employees in these identified positions shall undergo a pre-employment drug and alcohol screening for any substance which could impair their ability to safely and effectively perform their job functions This screening shall be part of the employee's pre-employment physical examination
Final selection of a job applicant for a position shall not be made until the applicant has successfully completed the screening
All testing and medical examinations shall be conducted in accordance with state and federal law, Board policy, and administrative regulation.
POLICY 4033, LACTATION ACCOMMODATION
The Governing Board recognizes the immediate and long-term health benefits of breastfeeding and desires to provide a supportive environment for any District employee to express milk for an infant child upon returning to work following the birth of the child. The Board prohibits discrimination, harassment, and/or retaliation against any District employee for seeking an accommodation to express breast milk for an infant child while at work
An employee shall notify the employee's supervisor or other appropriate personnel in advance of the intent to request an accommodation The supervisor shall respond to the request and shall work with the employee to make arrangements If needed, the supervisor shall address scheduling in order to ensure that the employee's essential job duties are covered during the break time.
VERIFICATIONOFEMPLOYMENT
Verifications of Employment (VOE) must be processed in writing. VOEs may be: faxed to (707) 399-5139 or emailed to the appropriate PS II Click HERE to find your Human Resources Personnel Specialist Click on the Verification of Employment for additional information related to VOE’s
VOLUNTARYSEPARATION
An employee who wishes to resign or retire from FSUSD must complete and submit an electronic "FSUSD Notice of Voluntary Separation". Once submitted by the employee, Informed K12 will notify the employee’s immediate supervisor, (and appropriate staff), that their signature is being requested. The resignation becomes irrevocable once accepted/approved by the Assistant Superintendent/Senior Director of Human Resources. Once the form is processed by FSUSD Payroll, the FSUSD Notice of Voluntary Separation form will be submitted, by the Human Resources Department, to the Governing Board for Action
PERSONNELFILES
Regulation 4212 6, Personnel Files outlines the process whereby an employee may review their personnel file. While personnel files may not be removed from the Human Resources Department, requests for copies of material in a personnel record must be made in writing.
SECTION3:HIRINGPROCEDURES
This section explicitly outlines FSUSD’s hiring procedures Following these procedures allows your Human Resources team to expedite the hiring and onboarding of prospective employees Items including references checks, credentialing, and fingerprinting are included in this section. Please note, there are timelines (i e , Department of Justice fingerprinting clearance, California Teacher Credentialing, and scheduling physicals), which your FSUSD Human Resources Team has no control over. Please click on the appropriate section below for hiring procedures:
Certificated Hiring Procedures
Classified Hiring Procedures
Substitute Hiring Procedures
SECTION4:VOLUNTEERASSISTANCE
This section includes Fairfield-Suisun Unified School District's Regulations regarding volunteer assistance This section also provides detailed instructions to follow when processing volunteers for your respective school site/department. For additional information on how to become a volunteer with FSUSD, please visit Become a Volunteer with FSUSD!
POLICY 1240, VOLUNTEER ASSISTANCE
The Governing Board recognizes that volunteer assistance in schools can enrich the educational program, increase supervision of students, and contribute to school safety while strengthening the schools' relationships with the community. The Board encourages parents/guardians and other members of the community to share their time, knowledge, and abilities with students Please see Regulation 1240, Volunteer Assistance for additional information.
CriminalBackgroundCheck
Prior to assuming a volunteer position working with students in a district-sponsored student activity program, a volunteer shall obtain fingerprint clearance through the Department of Justice and Federal Bureau of Investigation. At their discretion, the volunteer may choose to meet this requirement by obtaining an Activity Supervisor Clearance Certificate from the Commission on Teacher Credentialing Student activity programs include, but are not limited to, scholastic programs, interscholastic programs, and extracurricular activities sponsored by the district or a school booster club, such as cheer team, drill team, dance team, and marching band (Education Code 49024)
The criminal background check requirement shall not apply to volunteer supervisors for breakfast, lunch, or other nutritional periods or to volunteer nonteaching aides under the immediate supervision and direction of certificated personnel pursuant to Education Code 35021, including parents/guardians volunteering in a classroom or on a field trip or community members providing non instructional services (Education Code 49024)
Should a volunteer be placed into a volunteer assignment where frequent or prolonged contact with pupils is expected, the volunteer shall be asked to provide the school a certificate showing they have submitted to a tuberculosis risk assessment and, if tuberculosis risk factors were identified, was examined and found to be free of infectious tuberculosis (Education Code 49406)
FSUSDVOLUNTEERINFORMATION
Persons interested in volunteering should use the following link to complete the online live scan form and make an appointment to be fingerprinted: www applicantservices com/FSUVOL FSUSD charges $52 00 to fingerprint volunteers (includes District and DOJ fees)
Persons interested in being fingerprinted at the district office, should choose “for VOLUNTEERS or Substitutes (not for Coaches)- PS7” on the appointment screen. Persons interested in volunteering may also choose to be printed at one of the other outside agency locations listed in the link provided.
Fingerprinting is a confidential, criminal background check on each individual, for the safety of our students and staff This information is not shared between agencies, and FSUSD cannot accept any other printing done in the past, nor can printing for FSUSD be used to clear persons for any other agency Once FSUSD is notified by the Department of Justice that the applicant’s fingerprints have cleared, PS IIs will notify the school site secretary via email
After approximately one week, fingerprinted volunteers may contact the principal’s secretary to inquire whether or not the applicant is eligible. On occasions, the DOJ has “delays” in
fingerprinting results FSUSD may only permit persons to work/volunteer on campus when DOJ “clears” fingerprints DOJ clearing may be returned in as little as a few days but may be delayed for up to three months
Once received, the applicant’s clearance will stay on file for as long as their children are in our district, unless a notification is received from the DOJ that something has changed. If the applicant’s student moves to another school within our District, the volunteer applicant must inform the principal’s secretary of the new school that they have been fingerprinted for FSUSD. The principal’s secretary will confirm fingerprinting clearance with the PS II in the FSUSD Human Resources Department.
Pursuant to Assembly Bill 506, any volunteer who has direct contact with, or supervision of, children for more than 16 hours per month or 32 hours per year, shall complete the online mandated reporter training Administrators and other appropriate department managers are required to track and monitor this requirement If a volunteer has met this standard and wants to continue as a volunteer, the administrator/manager shall email Jennifer Taylor the first and last name of the volunteer and their personal email address. Jennifer Taylor will respond to the volunteer and the administrator/manager with the volunteer's sign in information to complete the mandated reporter training. Administrator/manager should direct the volunteer to turn in the "certificate of completion" to the administrator/manager, as it is their responsibility to monitor and track the completion Volunteers who reach 16 hours per month or 32 hours per year who do not provide proof of successful completion may not continue to volunteer
SECTION5:COMPLAINTPROCEDURES
This section includes commonly used Fairfield-Suisun Unified School District complaint Policies and Regulations. This section will also provide guidance with filing complaints and provide access to various complaint forms. The Fairfield-Suisun Unified School District (FSUSD) looks forward to assisting our stakeholders with questions and/or concerns they might have. As we strive to provide excellent customer service, the following Communication Guide will help our stakeholders reach the appropriate staff member or department
Fairfield-Suisun Unified School District has various procedures for handling different kinds of complaints The District's Board Policies (BPs) and Administrative Regulations (ARs) contain more details concerning the process for lodging complaints and appeal rights The District encourages the early, informal resolution of complaints whenever possible Many issues are best resolved by discussions between the parties involved. When an informal resolution is not possible, a formal complaint process is in place for parents, students, and community members, as well as for employees. A full detailing of District complaint procedures including the Board Policy on Complaints and Administrative Regulations can be found on the Complaint Procedures section of the District website. Employees represented by unions may also seek union representation Grievance procedures are detailed in the CSEA Clerical, CSEA Support, APA and FSUTA contracts
REGULATION 1312.1, COMPLAINTS CONCERNING DISTRICT EMPLOYEES
Every effort should be made to resolve complaints regarding District employees at the lowest possible level Any person who complains about a District employee shall be encouraged to resolve the matter informally through direct communication with the employee whenever possible
If a complainant is unable or unwilling to resolve the complaint directly with the employee, the complainant may submit a written complaint to the principal or other immediate supervisor of the employee. All complaints related to District personnel other than administrators shall be submitted in writing to the principal or immediate supervisor. If the complainant is unable to prepare the complaint in writing, administrative staff shall help them to do so.
Employees seeking to complain about other employees should reach out to their immediate supervisor if they believe their co-worker's conduct is inappropriate or in violation of Administrative Regulation and/or Board Policy As appropriate, the immediate supervisor may guide the employee to procedures outlined on the Complaint Procedures page of the District's website If the complaint is concerning the employee's immediate supervisor, the employee should contact their supervisor's supervisor or the Human Resources Department for assistance.
POLICY 1312.3, UNIFORM COMPLAINT PROCEDURES
The Governing Board recognizes that the District has the primary responsibility to ensure compliance with applicable state and federal laws and regulations governing educational programs. The Board
encourages the early resolution of complaints whenever possible To resolve complaints which may require a more formal process, the Board adopts the uniform system of complaint processes specified in 5 CCR 4600-4670 and the accompanying administrative regulation
The District's uniform complaint procedures (UCP) shall be used to investigate and resolve complaints regarding the following programs and activities:
1.Accommodations for pregnant and parenting students (Education Code 46015)
2.Adult education programs (Education Code 8500-8538, 52334.7, 52500-52617)
3.After School Education and Safety programs (Education Code 8482-8484.65)
4.Agricultural career technical education (Education Code 52460-52462)
5 Career technical and technical education and career technical and technical training programs (Education Code 52300-52462)
6 Child care and development programs (Education Code 8200-8488)
7 Compensatory education (Education Code 54400)
8 Consolidated categorical aid programs (Education Code 33315; 34 CFR 299 10-299 12)
9.Course periods without educational content (Education Code 51228.1-51228.3)
10.Discrimination, harassment, intimidation, or bullying in district programs and activities, including in those programs or activities funded directly by or that receive or benefit from any state financial assistance, based on a person's actual or perceived characteristics of race or ethnicity, color, ancestry, nationality, national origin, immigration status, ethnic group identification, age, religion, marital status, pregnancy, parental status, physical or mental disability, medical condition, sex, sexual orientation, gender, gender identity, gender expression, or genetic information, or any other characteristic identified in Education Code 200 or 220, Government Code 11135, or Penal Code 422.55, or based on the person's association with a person or group with one or more of these actual or perceived characteristics (5 CCR 4610)
11.Educational and graduation requirements for students in foster care, homeless students, students from military families, and students formerly in a juvenile court school (Education Code 48645.7, 48853, 48853.5, 49069.5, 51225.1, 51225.2)
12 Every Student Succeeds Act (Education Code 52059 5; 20 USC 6301 et seq )
13 Local control and accountability plan (Education Code 52075)
14 Migrant education (Education Code 54440-54445)
15 Physical education instructional minutes (Education Code 51210, 51222, 51223)
16.Student fees (Education Code 49010-49013)
17.Reasonable accommodations to a lactating student (Education Code 222)
18.Regional occupational centers and programs (Education Code 52300-52334.7)
19.School plans for student achievement as required for the consolidated application for specified federal and/or state categorical funding (Education Code 64001)
20 School safety plans (Education Code 32280-32289)
21 School site councils as required for the consolidated application for specified federal and/or state categorical funding (Education Code 65000)
22 State preschool programs (Education Code 8207-8225)
23.State preschool health and safety issues in license-exempt programs (Education Code 8212)
24.Any complaint alleging retaliation against a complainant or other participant in the complaint process or anyone who has acted to uncover or report a violation subject to this policy
25.Any other state or federal educational program the Superintendent of Public Instruction or designee deems appropriate
Additional information regarding Uniform Complaint Procedures (UCPs) and Compliance with State and Federal Programs may be located HERE. For additional information on the District’s Local Control and Accountability Plan (LCAP) click HERE.
REGULATION 4219.12, TITLE IX SEXUAL HARASSMENT COMPLAINT PROCEDURES
The complaint procedures described in this administrative regulation shall be used to address any complaint governed by Title IX of the Education Amendments of 1972 alleging that a District employee, while in an education program or activity in which a District school exercises substantial control over the context and respondent, was subjected to one or more of the following forms of sexual harassment: (34 CFR 106 30, 106 44)
1 A District employee conditioning the provision of a district aid, benefit, or service on a person's participation in unwelcome sexual conduct
2.Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the District's education program or activity
3.Sexual assault, dating violence, domestic violence, or stalking as defined in 20 USC 1092 or 34 USC 12291
Additional information regarding Sexual Harassment complaint procedures under Title IX may be located HERE and includes the contact information for the District’s Title IX Coordinator/Compliance Officer
REGULATION 4219.11, SEXUAL HARASSMENT
Sexual harassment includes, but is not limited to, unwelcome sexual advances, unwanted requests for sexual favors, or other unwanted verbal, visual, or physical conduct of a sexual nature, regardless of whether or not the conduct is motivated by sexual desire. Conduct is considered to be sexual harassment when made against another person of the same or opposite sex in the work or educational setting under any of the following conditions: (Education Code 212.5; Government Code 12940; 2 CCR 11034)
1 Submission to the conduct is made explicitly or implicitly a term or condition of the individual's employment
2 Submission to or rejection of the conduct is used as the basis for an employment decision affecting the individual
3.The conduct has the purpose or effect of having a negative impact upon the individual's work performance or of creating an intimidating, hostile, or offensive work environment.
4.Submission to or rejection of the conduct is used as the basis for any decision affecting the individual regarding benefits, services, honors, programs, or activities available at or through the district
SEXUAL HARASSMENT REPORTS AND COMPLAINTS
District employees who feel that they have been sexually harassed in the performance of their District responsibilities or who have knowledge of any incident of sexual harassment by or against another employee shall immediately report the incident to their direct supervisor, a District administrator, or the District's Title IX Coordinator Employees may bypass their supervisor in filing a complaint if the supervisor is the subject of the complaint.
Additional information regarding sexual harassment may be found here: Regulation 4119.11, Sexual Harassment and Policy 4119.11, Sexual Harassment.
SECTION6:RISKMANAGEMENT
This section emphasizes the importance of workplace safety and identifies programs and steps to follow if assistance is needed
WORKPLACESAFETY
The District is committed to safe and well-maintained schools and District offices and properties, maximizing employee safety and believes that workplace safety is the responsibility of every employee. Working conditions and equipment shall comply with standards prescribed by federal, state, and local laws and regulations. All employees are expected to use safe work practices and, to the extent possible, correct any unsafe conditions which may occur If an employee is unable to correct an unsafe condition, the employee shall immediately report the problem to the Superintendent or designee via the Safety Hazard Report Form linked here: Safety Hazard Report Form Additional information regarding Workplace Safety can be found in FSUSD Policy/Regulation 4257, Workplace Safety and in the District’s Injury & Illness Prevention Program as well as the District’s Workplace Violence Prevention Plan.
North Bay Schools Insurance Authority (NBSIA) provides workplace safety training at no cost to its member districts. To request on site safety training, please visit their Free Onsite Safety Training page. For information related to FSUSD’s asbestos management plan, click HERE
WORK-RELATEDINJURIES
An employee injured while performing District work must report the injury immediately to Company Nurse at: 833-798-0936, and also notify their direct supervisor. NBSIA will mail the DWC-1 claim form directly to the employee to fill out and then the employee returns it to NBSIA as directed. Additional information regarding work-related injuries can be found in FSUSD Policy/Regulation 4257.1, WorkRelated Injuries
EMPLOYEEASSISTANCEPROGRAM
The Governing Board recognizes that school district employees may have problems which can have detrimental effects upon job performance and student safety. The Employee Assistance Program (EAP) provides employees, their spouses and dependents with three free counseling sessions to include: confidential assistance to help with emotional, family, legal, financial, and other personal life issues. There is no charge for covered services All information is confidential and will not be shared with the employer Additional information on the FSUSD Employee Assistance Program (EAP) may be found HERE and additional information related to free mental health services may be found HERE Additional Information can be found in FSUSD Policy 4259, Employee Assistance Programs
SECTION7:LEAVESANDABSENCES
FSUSD Classified Leave Request
FSUSD Certificated Leave Request
FSUSD Substitute Paid Sick Leave Request Form
This section outlines the most common leaves of absence used within our organization. In order to run our organization efficiently and provide adequate service to our students, it is essential for all employees to notify their direct supervisor immediately for all absences. An employee who will be absent from work should refer to their respective union contracts regarding the provisions that define when and how their absences should be reported In addition to the information provided in this section, additional information on employees’ rights and responsibilities regarding absences can be found in the Collective Bargaining Agreements and Policy 4261, Leaves
The Superintendent or designee may require verification whenever an employee's absence record shows chronic absenteeism or a pattern of absences immediately before or after weekends and/or holidays or whenever available evidence clearly indicates that an absence is not related to illness or injury.
Both CSEA contractual agreements (Clerical and Support) allow for the supervisor to request verification of an absence. This is outlined in Article 13.
The FSUTA contract reads: The Superintendent or the Assistant Superintendent of Human Resources may require proof of illness, accident, or quarantine as provided by law. If such proof requires any additional expense to the employee, the District shall pay that expense upon presentation of proof Please contact Ken Whittemore, Assistant Superintendent of Human Resources to prepare and send a letter in regards to an FSUTA employee
The APA contract reads: The Superintendent or designee may require verification of claimed illness or accident based upon reasonable cause. Please contact Ken Whittemore, Assistant Superintendent of Human Resources to prepare and send a letter in regards to an APA employee.
Please note, on Fridays or workdays that students are not present, teachers (Pursuant to FSUTA Collective Bargaining Agreement, specifically, Article 19.1.C) are permitted to leave 30 minutes prior to the end of their contracted workday. Article 19.1.C states: on Fridays or on workdays preceding holidays, the workday for the unit member will end directly after the end of the instructional day except when required by the administrator to complete regularly assigned duties within a 7 1/4 hour limit On Fridays or workdays that students are not present, teachers will be permitted to leave 30 minutes prior to the end of the contracted workday If a teacher is absent or enters an absence their absences must be entered until their contractual workday is over, not when students leave
This section outlines the justifiable paid and unpaid leaves of absence for employees in accordance with law, Board policy, administrative regulation, and collective bargaining agreements, as applicable.
The Board recognizes the following justifiable reasons for employee absence:
1. Personal illness or injury
2. Industrial accident or illness
3. Family care and medical leave
4. Military service
5 Personal necessity and personal emergencies
6 Disability leave for certificated employees in accordance with Education Code 44986
7 Vacations for classified staff and certificated management staff, as applicable
8 Sabbaticals for purposes of study or training related to the employee's job duties
9 Attendance at work-related meetings and staff development opportunities
10. Compulsory leave
Employees who wish to exercise their legal and contractual right to take leave, shall access the electronic Leave Request form on the FSUSD website, Staff Portal link, “Forms”, and complete the document in its entirety. The employee then submits the Leave Request form to their direct supervisor for approval. The Leave form is then routed to Human Resources for the final determination. Whenever possible, employees shall request personal leaves in advance and prepare suitable instructions, including lesson plans as applicable, for a substitute employee Also, employees are encouraged to notify their supervisor in the case of possible need for medical leave so that proper advice and procedures can be explained and the process of applying for medical leave is supported The Family and Medical Leave Act (FMLA) and California Family Rights Act (CFRA) entitle eligible employees to take unpaid, job-and-benefit-protected leave for specified medical and family reasons. Both Certificated and Classified Leave Request forms are also located in our employee portal, Informed K12. FSUSD Certificated Leave Request, FSUSD Classified Leave Request.
SICK LEAVE
Employees shall notify their direct supervisor of an absence through the Absence Management system. Below you will find relevant articles from our employee organization for review Employees are encouraged to review their respective bargaining unit agreement for additional information
APA - According to Article 10 1 in the APA Contract, sick leave: a Full-time employee shall receive ten (10) days of paid sick leave in each year of service Part-time employees shall receive a prorated sick leave allocation New employees employed for less than the full work year shall receive credit based on the remaining months left in the work year. Sick leave not taken shall be accumulated from year to year. The Superintendent or designee may require verification of claimed illness or accident based upon reasonable cause. Whenever possible, medical/dental appointments should be scheduled outside the regular workday.
CSEA Clerical and CSEA Support- According to Article 13 in the CSEA Clerical/CSEA Support Contract, sick leave is the absence of an employee because of illness or injury
A regular employee (probationary and permanent) shall earn paid sick leave at the rate of 12 days per year for full-time employees Employees working less than full time shall earn sick leave on the ratio their work year and/or work day bears to full time Unused sick leave may be accumulated without limit Sick leave may be taken at any time during the work year
Members of the bargaining unit requesting paid sick leave due to illness or injury in excess of three (3) days in succession may be required at the discretion of the District to provide medical certification of disability/illness.
The District, when it has reasonable cause to believe abuse of sick leave is occurring, may require a verification of illness, accident, or quarantine from the employee’s physician or health consultant
FSUTA - According to Article 23 1 in the FSUTA Contract,
1.Full-time certificated members of this unit shall be credited with ten (10) days of sick leave at the beginning of each work year. New employees employed for less than the full work year shall receive credit based on the remaining months left in the work year.
2.Certificated personnel under contract for fewer than five (5) days per week during the entire school year shall receive pro rata sick leave based on the hours worked in comparison to the full-time equivalent classroom teacher
3 Certificated personnel under contract for less than a full day during the entire school year shall receive pro rata sick leave based on the hours worked in comparison to the full-time equivalent classroom teacher. The Superintendent or the Assistant Superintendent/Human Resources may require proof of illness, accident, or quarantine as provided by law. If such proof requires any additional expense to the employee, the District shall pay that expense upon presentation of proof.
4.When possible, medical or dental appointments should be scheduled outside the workday, however, when necessary during work hours, and in accordance with 19.1.c. and 19.1.d., sick leave shall be charged as per section 23 1 f below
5 Except for leave utilized under section 23 4, leave shall be charged in increments of one hour and always rounded up to the highest hour
CATASTROPHIC LEAVE
The District maintains a catastrophic leave program that is intended for employees who have exhausted all of their leave and must miss work due to prolonged injury or illness. The Governing Board recognizes that District employees may desire to assist other employees who have an urgent need for a leave of absence but do not have sufficient accrued leave to cover their absence. All catastrophic leave bank donation forms may be accessed, completed and routed using Informed K12. For information about the program, please refer to FSUSD Policy/Regulation, 4161 9, and respective collective bargaining agreements
APA - APA Catastrophic Leave Donation Form
CSEA - CSEA Catastrophic Leave Donation Form
FSUTA - FSUTA Catastrophic Leave Donation Form
LONG TERM LEAVES
According to FSUSD Policy 4161, With Board approval, an employee may receive a leave of absence, without pay and without accruing seniority or service credit, for a period of up to one school year. Applications for long-term leave shall be made in writing and shall state the purpose for which leave is requested. All long-term leave agreements shall be in writing and shall state the terms and conditions of the leave, including the conditions governing the employee's return At the end of a long-term leave, the employee shall be reinstated to a similar position as that held at the time leave was granted, unless otherwise agreed upon The Board shall consider any written request by an employee to return to work prior to the expiration date of the leave
JURY DUTY
An employee shall be granted a leave of absence without loss of pay when regularly called for jury duty in the manner provided by law. Upon completion of jury service, the employee shall provide to their site administrator or designee a copy of the official court documentation indicating attendance at jury service, upon request. Fees received as a juror, exclusive of transportation, food, and lodging
transportation, food, and lodging expenses, shall be reimbursed to the District. Additional information regarding jury duty can be found in Regulation, 4161.2, Article 23.8 in the FSUTA contract, Article 10.4 in APA contract, Article 13.9 in CSEA Clerical contract, and Article 13.8 in CSEA Support contract.
PERSONAL NECESSITY
Some accumulated days of absence for illness may be used by the employee for reasons of personal necessity per Education Code 44981 Employees should also refer to their respective bargaining agreement regarding the parameters of personal necessity use
The number of days granted is dependent upon the employee’s classification:
FSUTA: Sick leave may be used by an employee in cases of personal necessity Leave over two (2) days in duration will require the prior approval of the Assistant Superintendent/Human Resources or their designee. Article 23.4 in FSUTA contract
APA-Sick leave may be used by an employee in cases of personal necessity. Leave over two (2) days in duration will require the prior approval of the Assistant Superintendent/Human Resources or their designee. Article 10.3 in APA contract
CSEA Clerical and Support (Article 13) discusses the use of personal necessity.
Employees may use a maximum of seven days of accrued personal illness/injury leave (sick leave) during each school year for reasons of personal necessity (Education Code 44981, 45207) Pursuant to Regulation 4161 2, Personal Leaves, acceptable reasons for the use of personal necessity leave include:
1 Death of a member of the employee's immediate family when the number of days of absence exceeds the limits set by bereavement leave provisions (Education Code 44981, 45207)
2.An accident involving the employee or the employee's property, or the person or property of a member of the employee's immediate family (Education Code 44981, 45207)
3.Illness, preventive care, or other need of a member of the employee's family, as defined in Labor Code 245.5 (Education Code 44981; Labor Code 246.5)
4 A classified employee's appearance in any court or before any administrative tribunal as a litigant, party, or witness under subpoena or other order (Education Code 45207)
5 Fire, flood, or other immediate danger to the home of the employee
6 Personal business of a serious nature which the employee cannot disregard
Leave for personal necessity may be allowed for other reasons at the discretion of the Superintendent or designee However, personal necessity leave shall not be granted for purposes of personal convenience, for the extension of a holiday or vacation, or for matters which can be taken care of outside of working hours.
FAMILY AND MEDICAL LEAVE ACT (FMLA) & CALIFORNIA FAMILY RIGHTS ACT (CFRA)
The District will provide leave to eligible employees pursuant to the Family and Medical Leave Act (FMLA) and California Family Rights Act (CFRA)FMLA requires employers with more than 50 employees in a 75 mile radius to provide up to 12 weeks of unpaid, job and benefit protected leave to eligible employees for specific family and medical reasons Eligible employees are entitled to a maximum of 12 weeks of unpaid FMLA and CFRA leave in a fiscal year The District will require employees taking leave pursuant to the FMLA and/or CFRA to concurrently use the employee’s accumulated leave days. In order to be eligible for FMLA and/or CFRA leave, an employee must have been employed for at least 1250 hours during the 12 month period immediately preceding the period
that the FMLA/CFRA leave will commence. During an employee’s leave, the District will maintain coverage under the group health plan as long as the employee continues to pay their portion of all insurance premiums. Any employee who takes leave under FMLA/CFRA will be entitled to restoration to the same or similar position upon return from leave. The CFRA/FMLA Certification of Health Care Provider form is required when taking intermittent leave for oneself, or when taking leave to care for a family member or designated person with a serious health condition
Pregnancy and Parental Leave: Employees are entitled to certain pregnancy and parental leave rights under the Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA) as provided by applicable state and federal law Please refer to your respective Collective Bargaining Agreements and Governing Board Policy linked here: Regulation 4161.8, Family and Medical Leave Act states the following for eligibility:
The District shall grant FMLA or CFRA leave to eligible employees for any of the following reasons: (Government Code 12945.2; 29 USC 2612; 29 CFR 825.112, 825.126, 825.127)
1.The birth of a child of the employee or placement of a child with the employee in connection with the employee's adoption or foster care of the child (parental leave)
2 To care for the employee's eligible family member with a serious health condition
3 The employee's own serious health condition that makes the employee unable to perform one or more essential job functions of the position
4 Any qualifying exigency arising out of the fact that the employee's spouse, child, parent, or, for CFRA leave only, a registered domestic partner, is a military member on covered active duty or call to covered active duty (or has been notified of an impending call or order to cover active duty)
5.To care for a covered servicemember with a serious injury or illness if the covered servicemember is the employee's spouse, child, parent, or next of kin, as defined
In addition, the District shall grant Pregnancy Disability Leave (PDL) to any employee who is disabled by pregnancy, childbirth, or other related medical condition (Government Code 12945; 2 CCR 11037)
TERMS OF LEAVE
An eligible employee shall be entitled to a total of 12-work weeks of FMLA or CFRA leave during any 12-month period, except in the case of leave to care for a covered servicemember as provided under "Military Caregiver Leave" below To the extent allowed by law, CFRA and FMLA leaves shall run concurrently. In circumstances where the leaves do not run concurrently under the law, the employee may take up to 12 work weeks for both CFRA and FMLA, for a total of 24 work weeks. (Government Code 12945.2; 29 USC 2612)
This 12-month period shall coincide with the fiscal year. (29 CFR 825.200)
In addition, any employee who is disabled by pregnancy, childbirth, or other related condition shall be entitled to PDL for the period of the disability not to exceed four months For a part-time employee, the four months shall be calculated on a proportional basis (Government Code 12945; 2 CCR 11042)
PDL shall run concurrently with FMLA leave for disability caused by an employee's pregnancy At the end of the employee's FMLA leave for disability caused by pregnancy, or at the end of four months of PDL, whichever occurs first, a CFRA-eligible employee may request to take CFRA leave of up to 12 work weeks, for the reason of the birth of a child or to bond with or care for the child (Government Code 12945, 12945.2; 2 CCR 11046, 11093)
Leave taken for the birth or placement of a child must be concluded within the 12-month period beginning on the date of the birth or placement of the child Such leave does not need to be taken in one continuous period of time (2 CCR 11090; 29 USC 2612)
Each eligible employee shall be granted up to 12 work weeks for family care and medical leave related to the birth or placement of a child, regardless of whether both parents of the child work for the District
ENTERING AND RECONCILING EMPLOYEE ABSENCES
The following process should be followed when employees are absent from work:
1.Employees are required to enter their absences in Absence Management (Frontline). Absences that need to be entered after each site or department’s respective cutoff time may only be entered by the assigned site clerical responsible for reconciling absences.
2 Each day, the manager and assigned site clerical responsible for reconciling employee absences must meet to review the validity of each absence prior to the absence being reconciled The purpose of this step is to ensure absences (including duration/reasons) are entered correctly and pursuant to both administrative regulations and collective bargaining agreements
a If it is determined that an absence (including duration/reason) is not valid, the manager is responsible for communicating this information to the employee. The manager is also responsible for advising the site clerical responsible for reconciling employee absences what needs to be reconciled for the employee in Absence Management.
3.The assigned site clerical responsible for reconciling employee absences, must then (after confirming with their respective manager) reconcile each employee’s absence by the end of each business day, the latest
If sites/departments have questions regarding Absence Management (Frontline) please contact the HR Coordinator for assistance
SECTION8:VACATION
This section provides an overview of classified employee vacation rights This section also lists corresponding articles from the CSEA Clerical and CSEA Support contracts for review
The District reserves the right to schedule vacation at times least disruptive to the normal work routine. Each supervisor will prepare a vacation schedule for the employees under their supervision. Employees’ vacations shall be determined by the supervisors, but the supervisor must consider individual vacation requests and, in cases of conflict, shall assign vacation on the basis of seniority. All vacation will be subject to the approval of the immediate supervisor and shall not be unreasonably denied
SECTION9:EVALUATIONS
This section outlines the Fairfield-Suisun Unified School District Policies and Regulations regarding evaluating employees. Relevant articles from the various bargaining unit contracts are included as well.
Supervisors conduct both Classified and Certificated employee evaluation in accordance with FSUSD Governing Policy 4215, Evaluation/Supervision and in accordance with the respective bargaining unit agreements. Supervisors facilitate employee evaluations through Evaluat’d, a web based application system that helps administer, manage, track and analyze employee performance evaluations. Employees may access Evaluat'd by visiting the Human Resources page on the FSUSD website
Employees may also review the Evaluation Article in their respective bargaining unit contract for additional information regarding processes, timelines, and expectations Here are the articles for review: APA Article 6; CSEA Clerical Article 4; CSEA Support Article 4; FSUTA Article 10
UNION RIGHTS WAIVER
When a meeting occurs between a manager and employee, especially those meetings involving discipline, a bargaining unit member has the right to union representation. If a bargaining unit employee on their own accord decides to waive union representation the employee should complete the Waiver of Union Representation Rights Form: CSEA Union Rights Waiver (07.01.25)CSEA Union Rights Waiver (07.01.25) or FSUTA Union Rights Waiver (07.01.25)FSUTA Union Rights Waiver (07.01.25).
SECTION10:SOCIALMEDIAANDMEDIARELATIONS
POLICY 1114: DISTRICT SPONSORED SOCIAL MEDIA
The Governing Board recognizes the value of technology, including social media platforms, in informing our community regarding issues or events relating to our students, staff, educational environment, facilities, and community involvement and collaboration. The purpose of any official District social media platform or use shall be to further the district's vision and mission, support student learning and staff professional development, and enhance positive communication with students, parents/guardians, staff, and community members For additional information on social media best practices and guides, please visit FSUSD Best Practices and Guides
POLICY 1112, MEDIA RELATIONS
The Governing Board respects the public's desire for and right to information and recognizes that the media significantly influence the community's understanding of school programs, student achievement, and school safety. In order to develop and maintain positive media relations, the Board and Superintendent shall reasonably accommodate media requests for information and provide accurate, reliable, and timely information.
Media Contacts/Spokespersons
The Superintendent or designee shall identify the District's and/or site's primary media contact to whom all media inquiries shall be routed Spokespersons designated to speak to the media on behalf of the District include the Board president, Superintendent, public information officer, or District communications director Other Board members and/or staff may be asked by the Superintendent or designee to speak to the media on a case-by-case basis, depending on their expertise on an issue or appropriateness given a particular situation.
For more information regarding FSUSD’s Communications Office, click HERE.
SECTION11:SCHOOLRELATEDPUPILTRANSPORTATION
SB 88 - Pupil Transportation, effective July 1, 2025, outlines significant requirements which Local Education Agencies must adhere to as it relates to school related pupil transportation
