SUPPORTING THE STUDENT COMMUNITY
Invictus High School strongly believes it is critical to respond to criminal and bias related incident or hate crimes with concern for the student(s) or other person(s) who were targeted and the campus community as a whole. The Department of Human Resources can assist the student or other person in documenting the incident and explaining protocol for investigation.
Appropriate assistance is available to students, faculty, or staff who are targeted. The school strives to ensure that the affected individual(s) feels their work and/or educational environment is safe Temporary or long term accommodations may be put in place to ensure that this is the case. The school officials may also offer:
Help documenting the incident (i.e. taking photos of the offending material);
Help in talking with/filing a complaint with the local police;
Help in arranging counseling or other forms of support;
And help, as appropriate, in initiating mediation between affected student or other person(s) and the offender.
CONDUCT AND FREE SPEECH
Nothing in this policy should be conveyed as an abrogation of freedom of expression. This policy is designed to prevent and address incidents of actual or suspected bias related to the protected class listed in the definition above or criminal incidents in violation of state or federal law. The policy is not meant to address other forms of interpersonal conflicts or everyday interpersonal frictions and irritations we all experience. However, persons will be held accountable for the impact of their expression on other if it invites fear, feelings of intimidation, hatred or hostility. The conduct or expression underlying some bias related incidents might be protected speech, but still violates Invictus High School’s commitment to inclusivity, diversity, and civility.
REPORTING
Employees or students may report incidents to the Human Resources and Business Manager in person or via a written notice of the incident and any supporting documentation send by email to the Human Resources and Business Manager or hard copy to the Department of Human Resources c/o the Downtown Campus located at 4122 Euclid Ave., Cleveland, OH 44115.
INDIVIDUALS COVERED UNDER THIS POLICY
This policy applies to all members of the campus community including students, employees (including all staff and faculty). All employees (faculty and staff) and students who have knowledge of a suspected bias related incident or hate crime are required to report the incident, and all are similarly required to participate in the Administrative Investigation Protocol if requested.
NO RETALIATION
Invictus High School strictly prohibits any retaliation against any individual for reporting, providing information, exercising one’s rights or responsibilities under this policy, or otherwise being involved in the process of responding to investigating, or addressing allegations of bias related incidents, hate crimes, or criminal incidents. Therefore, any retaliation, intimidation, threats, coercion, or discrimination against any such individual will be addressed in the most serious way by the school and treated as a separate compliant and investigation under this policy. Anyone who is aware of potential retaliation or has other concerns regarding the response to a report of bias related incidents or hate crimes should report such concerns to
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the Department of Human Resources, which shall initiate the Invictus High School Administrative Investigation Protocol.
EMPLOYMENT CLASSIFICATIONS AND AT WILL EMPLOYMENT
It is the intent of Invictus High School to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. The right to terminate the At Will Employment relationship is dictated in the employment agreement.
All employees are designated as either Non Exempt or Exempt under state and federal wage and hour laws.
Non Exempt employees as defined by the Fair Labor Standards Act (FLSA) are NOT exempt from the law’s requirements concerning minimum wage and overtime.
Exempt employees are exempt from the minimum wage and overtime provisions of the FLSA. Exempt employees hold jobs which meet the standards and criteria established under the FLSA by the US Department of Labor.
If you have any questions or concerns regarding the classification of your position, please direct them to the Human Resources Department.
AMERICANS WITH DISABILITIES ACT
It is the policy of Invictus High School to abide by all provisions of the Americans with Disabilities Act. We will not discriminate against any individual who possesses the qualifications necessary to perform the essential functions of a particular position, with or without reasonable accommodations.
Any individual who believes a reasonable accommodation is necessary to enable him/her to perform the essential functions of a position should contact his/her supervisor or the Human Resources Department.
IMMIGRATION LAW COMPLIANCE
Invictus High School does not unlawfully discriminate on the basis of citizenship or national origin but, at the same time, is committed to employing only United States citizens and aliens who are authorized to work in the United States.
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I 9 with Invictus High School within the past three years or if their previous I 9 is no longer retained or valid.
Employees with questions or seeking more information on immigration law issues are encouraged to contact the Human Resources Department. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.
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EMPLOYEE CONDUCT AND CORE VALUES
The School has established a set of CORE Values which encompass the expected conduct and behavior for everyone in the School. The following principles consistently guide our teachers and staff in the successful pursuit of our mission of supporting, educating, and empowering young adults:
● Honesty, trust, integrity and ethical behavior in all our actions
● Excellence, competence and responsiveness in serving our students.
● Innovative and collaborative solutions for our students.
● Mutual respect, candor, teamwork and civility in our interactions.
● Accountability and meaningful contributions to the ongoing success of the School.
● Meaningful contributions to the communities in which we live and work.
The School’s expectation is that teachers and staff adhere to and promote these values consistently and at all times. Failure to do so may result in disciplinary action up to and including termination.
TIME & PAYROLL INFORMATION Hours
A day shall be defined as normal business hours such as 7:30 a.m. 4:00 p.m., but it is expressly agreed that the duties of this position may require the Employee to work during times other than normal business hours as well as on an as needed basis during non contract days.
Tardiness
Although work is scheduled to begin at 7:30 a.m. and to end at 4:00 p.m., some events or duties may mean that employees operate outside of these hours. In any case, employees should report to their workstation at the expected time. Reporting more than 10 minutes after your shift is scheduled to begin without prior Building Director approval is considered tardy. Excessive tardiness being tardy more than six (6) times in any three (3) month period or failure to notify supervisor of tardiness may be grounds for corrective or disciplinary action.
Absenteeism
An employee who is absent from work must notify his or her immediate supervisor and indicate when they will return to work.
Scheduled Absence
Employees may request, in advance, paid time off per the Paid Time Off (PTO) policy below. Approval of requests for PTO are at the discretion of the director, but approved PTO is counted as a scheduled absence, and is not considered an instance of unscheduled absenteeism.
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Unscheduled Absence
As mentioned in the Paid Time Off (PTO) policy below, supervisors may approve emergency PTO without penalty on a case by case basis, however, identifying patterns of frequent unscheduled PTO falls to the discretion of the director and/or the Department of Human Resources.
Failure to request paid time off for an absence in advance or to notify the school of the nature of the absence may result in an unscheduled absence taken as leave without pay. If your unpaid leave falls within a pay period that has already been processed, the unpaid leave may be deducted from the next payable pay period. Excessive absenteeism more than three (3) unscheduled absences in any three (3) month period may be grounds for corrective or disciplinary action.
Absence Due to Illness
The School understands that malaise can be sudden and pass quickly without the need for professional medical treatment; however, any employee who is absent from work for three (3) or more days due to an illness will be required to submit a doctor’s note to the Department of Human Resources documenting that they were seen by a medical professional.
Abandonment of Position or Voluntary Resignation
An employee who fails to report to work as expected for three consecutive work days without notifying their supervisor may be deemed to have abandoned and thus, voluntarily resigned from their position at Invictus High School. The employee’s end date will take effect on the last day the employee physically worked.
HOLIDAYS
Holidays will be in accordance with the board approved school calendar.
TRANSPORTATION
All travel and mode of transportation should be approved in advance by the Director before any expenses are paid or reimbursed. If you are asked to travel on behalf of Invictus High School outside of a reasonable commute to any of the three campuses, your customary expenses will be incurred or reimbursed, mileage will be paid at the current IRS standard mileage rate for business. Any travel by car beyond 150 miles round trip should be via a rental car. If for any reason a personal car is used for over 150 miles for pre approved travel, reimbursement will be for fuel only (not mileage based). Any additional vehicular expenses will not be the responsibility of the School. All meal reimbursements must be approved in advance and follow the General Services Administration guidelines for meal costs.
SALARY ADMINISTRATION
Salaries are paid twice a month, on the fifteenth (15th) of the month and on the last business day of the month. Should the fifteenth (15th) fall on a Saturday, Sunday or holiday, salaries will be paid prior to rather than after the payday.
Performance and salaries will be reviewed annually (school year), with any salary changes being effective as of July 1.
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The School will comply with all valid claims against wages, such as wage garnishments, assignments and child support orders in accordance with applicable federal and state laws.
PAID TIME OFF (PTO)
Employees working a regular schedule of thirty (30) or more hours per week are eligible for Paid Time Off (PTO) benefits.
PTO is granted for time away from the office for reasons including, but not limited to: Vacation; Illness of self or family member; Doctor or dentist appointments; Family Emergencies;
Observance of religious holidays;
Personal business which cannot be attended to outside of office hours; PTO may not be taken in lieu of notice of termination.
The School will provide PTO at the rate of seven and a half (7.5) days per year at the start of the contract year. The remaining seven and a half (7.5) days will be provided on 1 January at the start of the calendar year. This grant of days is contingent upon completion of the contract year. Any employee who terminates employment with the school having used more PTO than they would have earned at a rate of 1.25 days per month will have a commensurate number of days deducted from their final pay. Employees who start work after the initial staff report day for the year will receive a prorated number of days with 1.25 days credited for every month remaining. Year to year carry over of unused PTO shall not exceed 30 days at the end of the year.
PTO may be taken at any time during the calendar year in half day increments. Any time you are out of the office for any non business reason for a full or half day, your supervisor must be notified in writing. Notification must be made using the Absence and Vacation Request Form at least five days in advance of the scheduled time off,
Your supervisor may approve emergency PTO without notice on a case by case basis. If emergency absence is approved, your Absence and Vacation Request Form must be submitted immediately upon the return to work. Once your supervisor has approved your absence or request for paid time off, the signed copy of the Absence and Vacation Request Form must be submitted to Human Resources.
Use of the Absence and Vacation Request Form to request PTO is mandatory. Failure to accurately report the use of PTO to Human Resources may result in disciplinary action, up to and including termination.
10 GARNISHMENT POLICY
The School will advance five (5) days annually from the upcoming contract year to employees who have exhausted all the leave they have earned and submit to the Human Resources Department a written notice of the need for advancement. PTO days which are advanced but which the employee subsequently fails to earn will be deducted from the employee’s earned PTO during the following school year. If the employee fails to return the following year, the employee must repay the School for all advanced PTO days not earned. Employees are required to be in the authorized leave status or on an approved deduct day for all dates they are absent from the workplace.
HEALTH & WELFARE PLANS
INTRODUCTION
All employees who are regularly scheduled to work a minimum of thirty (30) hours per week are eligible for Health & Welfare benefits. Temporary employees, including interns, are not eligible for Health & Welfare benefits.
NOTE: In some instances there may be a waiting period for eligibility to obtain benefits. This has no impact on your employment status which is at will at all times.
MEDICAL, DENTAL AND VISION INSURANCES
Medical, dental and vision insurances take effect on the first day of the month following the month of hire (if your first day of employment is the first day of the month, there is no waiting period), provided the election and enrollment forms are completed and returned to the Human Resources Department in a timely manner.
ANNUAL OPEN ENROLLMENT
Once you have selected a medical, dental and/or vision plan, you may not change to another plan until the School’s open enrollment period. Currently your Open Enrollment election is effective as of December 1 through November 30 of each year. Your cost for the option(s) you select is made via payroll deductions. You may be eligible to pay your premium on a pre-tax basis.
SUMMARIES OF BENEFITS AND COVERAGES
Summaries of Benefits and Coverages (SBC) for all the Invictus High School medical plans are available upon request from the Human Resources Department.
Current medical, dental and vision benefits are provided through United Health Care. For a complete description of the benefits, contact the Human Resources Department to receive the current Schedule of Benefits.
LEAVES OF ABSENCE
FAMILY, MEDICAL & MILITARY RELATED LEAVE POLICY
IHS provides leave under The Family and Medical Leave Act (FMLA) to employees who meet the following
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criteria: (1) a total of twelve (12) months of service (does not need to be a consecutive 12 month period); and, (2) who have worked a minimum of 1,250 hours during the previous consecutive 12 month period before the leave begins. If the criteria is met, eligible employees may take a qualifying, unpaid leave of absence for the following reasons:
Birth and/or care of a child of the employee;
Placement of a child into the employee’s family by adoption or by a foster care arrangement within one year of placement;
Care of the employee’s spouse, child or parent who has a serious health condition;
Inability of the employee to perform the functions of the employee’s position due to a serious health condition;
A qualifying exigency (situation requiring immediate attention or effort) arising out of the duty, or call or order to active duty, during the deployment as a member with the Armed Forces (regular or reserve component) of the employee’s spouse, child or parent to a foreign country in support of a contingency operation (a contingency operation is an action or operation against an opposing military force); or
Care of the employee’s spouse, child, parent, or next of kin (nearest blood relative), whether a current service member or a veteran, who has incurred an injury or illness in the line of duty while on active duty in the Armed Forces or whose military service aggravated a pre existing illness or injury, provided that if a member of the Armed Forces, such injury or illness may render the spouse, child, parent, or next of kin medically unfit to perform the duties of his/her office, grade, rank or rating. For care of a veteran family member, the employee is entitled to leave only if the treatment necessitating the leave occurs within five (5) years after the veteran leaves the Armed Forces.
An eligible employee is entitled to up to twelve (12) weeks of unpaid FMLA leave in a consecutive 12 month period for reasons 1 5 above. An eligible employee may take up to twenty six (26) weeks of unpaid FMLA leave during a single consecutive 12 month period to care for an injured or ill servicemember (see reason 6 above). Leave to care for an injured or ill servicemember, when combined with other FMLA qualifying leave, may not exceed twenty six weeks in a single consecutive 12 month period. Employees requiring leave due to the birth of a child, but who are not eligible for FMLA leave should contact the Human Resources Department.
CALCULATION OF AMOUNT OF FMLA LEAVE
For the purposes of calculating FMLA leave, the 12 month period is measured backward from the date an employee uses any FMLA leave. Any FMLA leave taken by an employee during the preceding consecutive 12 month period will be used to determine the amount of available leave pursuant to the Family and Medical Leave Act.
For Military Caregiver Leave, the leave entitlement begins when the employee starts using his/her leave.
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BIRTH, CARE OR PLACEMENT OF CHILD
The right to FMLA leave for the birth, care and/or placement of a child into an employee’s family may only be taken within the 12 month period immediately after the date of the birth or placement of the child. In the case of unpaid leave for the birth, care or placement of a child, intermittent leave or working a reduced number of hours is not permitted.
SPOUSES WORKING FOR INVICTUS HIGH SCHOOL
If both spouses are employed by Invictus High School, the combined leave for the married employees for the birth, care and/or placement of a child shall not exceed twelve (12) weeks.
However, the combined leave for spouses working for the School is limited to twenty six (26) weeks when leave is to care for an injured or ill servicemember, or such leave is taken in combination with leave for either birth, care and/or placement of a child, to care for the employee’s parent, or to care for an injured or ill servicemember.
CARE FOR AN ILL OR INJURED SERVICEMEMBER
For purposes of leave to care for an ill or injured service member, next of kin is the nearest blood relative, other than the covered service member’s spouse, parent, son, or daughter, in the following order of priority:
Blood relatives who have been granted legal custody of the servicemember by court decree or statutory provisions;
Brothers and sisters; Grandparents;
Aunts and uncles; and, First cousins.
If the covered servicemember has specifically designated, in writing, another blood relative as his or her nearest blood relative for purposes of Military Caregiver Leave, that family member will be deemed next of kin. In such circumstances, only that designated next of kin may take FMLA leave to care for the covered servicemember. When a covered servicemember does not make such a designation, and there are multiple family members with the same level or relationship to the covered servicemember, all such family members shall be considered the covered service member’s next of kin.
Invictus High School will require an employee to provide reasonable documentation of the family relationship.
INTERMITTENT LEAVE
In the case of unpaid leave for reasons other than the birth, care or placement of a child, the leave may be taken intermittently or on a reduced hours basis only if such leave is medically necessary. Where an employee requests foreseeable intermittent leave or leave on a reduced hours, the School reserves the right to require the employee to transfer to a temporary alternative job for which the employee is qualified and which better accommodates the intermittent leave or reduced hours leave than the employee’s regular job. The temporary position will have equivalent pay and benefits as the employee’s regular job.
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FMLA LEAVE
Employees may substitute accrued paid leave, i.e., paid time off (PTO), during the unpaid FMLA leave period. Employees who are receiving disability or workers’ compensation benefits during their FMLA leave are not required, but may elect to use their PTO during the FMLA leave.
NOTIFICATION BY EMPLOYEE
When the necessity of leave is foreseeable due to the expected birth or placement of a child, the employee must provide the Human Resources Department at the School at least a thirty (30) days’ notice of his/her intention to take leave. If the date of birth or placement of a child requires the employee’s leave to begin in less than thirty (30) days from the date of notice to the Human Resources Department, the employee must provide such notice as soon as practical.
Where the need for leave is for reasons relating to a family member’s Armed Forces active duty and such leave is foreseeable, the employee must give notice to the Human Resources Department as soon as is reasonable and practicable. The School may require that the employee provide a copy of the family member’s active duty orders or other reasonable documentation.
Where the necessity for leave is due to a family member’s or an employee’s own serious health condition and is foreseeable, the employee must:
1. Give at least 30 days’ notice, or as soon as practical if the leave starts in less than thirty (30) days; and
2. Consult with Invictus High School and make a reasonable effort to schedule any treatment so as not to unduly disrupt the operation of the School, subject to the approval of the health care provider.
Where the need for leave is unforeseeable, employees are required to follow the School’s established call in procedures for reporting absences. Employees failing to give such notice will normally have their FMLA leave delayed or denied. When an employee seeks leave due to an FMLA qualifying reason for which the School has previously provided FMLA leave, the employee must specifically reference the FMLA qualifying reason when notifying the Benefits.
FMLA LEAVE PROCEDURE
Applications for FMLA leave of absence must be submitted in writing and signed by the employee’s immediate supervisor and forwarded to the Human Resources Department for processing. Further, any leave request based on a family member’s, including a covered servicemember, or employee’s own serious health condition must be supported by certification from a health care provider. The employee must provide a completed certification to the Human Resources Department in a timely manner. (Fifteen (15) calendar days will be allowed to provide the certification.) All appropriate information must be provided on the School’s health care certification form. Failure to provide the certification in a timely manner will result in denial of the leave. The Human Resources Department will notify the employee if the certification form is incomplete and the employee will be given seven calendar days to remedy the deficiency.
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If an employee files for disability or workers’ compensation benefits, the employee must comply with the certification requirements of the disability or workers’ compensation benefit plan. Employees who fail to meet the disability or workers’ compensation certification requirements may not be eligible for those benefits. The employee may still be eligible for FMLA leave, provided the FMLA requirements have been satisfied.
Each time an employee first requests leave due to an qualifying exigency arising out of a covered service member’s active duty or call to active duty, certification by the employee is required. The certification process will include, but may not be limited to, providing a copy of the covered military member’s active duty orders or other military documentation showing active duty status or notification of an impending call to active duty.
NOTIFICATION BY INVICTUS HIGH SCHOOL
Once the School has sufficient information to determine whether the leave is being taken for an FMLA qualifying reason, Invictus High School will provide the employee with a Designation Notice advising the employee whether the leave qualifies for FMLA leave. If the employee is not eligible for FMLA leave, the employee shall be informed of that fact.
Each employee taking leave which meets the requirements for FMLA leave will be provided with a Notice of Eligibility and Rights & Responsibilities which will inform the employee of the specific expectation and obligations of the employee. This notice will typically be provided to the employee within five business days of receipt of the employee’s request for FMLA leave or acquiring knowledge that leave may be FMLA qualifying reason, if proper and timely notice has been completed by the employee.
All medical documents, including the medical certificates, shall be maintained in the employee’s separate confidential medical file. All other documents shall be maintained in the employee’s personnel file. Invictus High School will keep a record of all FMLA leave on its payroll records.
EMPLOYEE BENEFITS
If applicable, during FMLA leaves of absence, Invictus High School will continue to pay its portion of the health insurance premium and the employee must continue to pay his or her share of the premium. Failure of the employee to pay his or her share of the health insurance premium may result in loss of coverage.
ACCRUAL OF EMPLOYMENT BENEFITS
During the approved FMLA leave, benefits will continue to accrue.
EMPLOYEE’S REPORTING REQUIREMENTS
Invictus High School reserves the right to require an employee on FMLA leave to report periodically on his or her status and the intention of the employee to return to work, as well as periodic recertification of the medical condition. The Human Resources Department will notify the employee in writing of the initial requirement for medical certification. If necessary, the School will advise the employee of its need for additional medical certification in writing. If the employee is covered by workers’ compensation, workers’ compensation procedures will be
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followed.
An employee taking leave due to the employee’s serious health condition is required to obtain certification that the employee is able to resume work prior to the return from FMLA leave. Such certification must assess the employee’s ability to return to work and perform the essential functions of the job as identified in writing by Invictus High School.
Likewise, if the circumstances of an employee’s leave changes and the employee is able to return earlier than scheduled or is unable to return to work on the date originally indicated by the certifying physician, the employee is required to notify the Human Resources Department at least two days prior to the date the employee is able to return to work or was scheduled to report for work. If the employee requires additional leave, the employee must provide an updated Health Care Certification form in order to obtain approval for his/her continued need to be absent from work.
Failure of the employee to return to work on the date indicated by the certifying physician is considered voluntary abandonment of employment and is grounds for termination of employment on the date the employee was expected to return from leave of absence.
RESTORATION OF EMPLOYEES RETURNING FROM FMLA LEAVE
Employees who return to work from FMLA leave of absence within or on the business day following the expiration of the approved FMLA leave are entitled to return to their job or an equivalent position without loss of benefits or pay in accordance with FMLA.
RETURN TO WORK
Written requests for leaves of absence may be approved by the School only for the reasons outlined above and employees are expected to return to work on the date approved per the Request for Leave of Absence form. If you do not return to active employment with the School upon the expiration of the leave of absence (including any extensions granted), you shall be deemed to have terminated employment on the last working day prior to the date the leave of absence commenced, and you will be obligated to reimburse the School for any premiums paid by the School on your behalf under any insurance plans during the leave of absence. Unpaid FMLA leaves run concurrently with Short term Disability (and Child Care) leave of absence.
MEDICAL LEAVES OF ABSENCE
A medical leave of absence is a leave granted to an employee due to the employee’s own illness or injury, or physical disability due to pregnancy. Invictus High School grants up to thirteen (13) weeks per year for medical leaves of absence, provided you submit to the Benefits written medical certification from your medical provider. You will receive any benefits under the Short Term Disability Plan for which you may be eligible, and the School will continue to pay premiums for School paid insurance plans on your behalf for the period during which you are on medical leave to a maximum of thirteen (13) weeks.
NOTE: The Short Term Disability benefits and the FMLA protections run
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concurrently for eligible employees.
If the illness, injury or pregnancy related disability extends beyond thirteen (13) weeks, an extension of time may be granted for a period of time not to exceed twelve (12) additional weeks. This extended leave period, if granted, is unpaid and you will be responsible for all premium payments (including premiums previously paid by the School) to continue your coverage under the School’s insurance plans.
PERSONAL LEAVES OF ABSENCE
A Personal Leave of Absence is time off granted for emergency or extreme personal business necessity (which shall not include employment elsewhere). During a Personal Leave, an employee is responsible for all insurance premium payments (including premiums previously paid by the School) to continue the employee’s coverage(s) under the School’s insurance plans. Available PTO time must first be used for Personal Leaves of Absence. Then, once the employee’s PTO account has been exhausted for that current year, the remainder of the Personal Leave will be unpaid. The employee’s PTO account will not be reactivated in a new year until the employee returns to full time employment.
ADMINISTRATIVE LEAVE
Administrative leave (also referred to as “excused absence”) is an administratively authorized absence from duty with or without loss of pay or charge to leave.
The Executive Director or his/her designee is authorized to place an employee on administrative leave, with or without pay, upon a determination that the best interests of the School would be served by such action. Administrative leave relieves the employee of regular work responsibilities pending resolution of the matters or circumstances that gave rise to the leave. Administrative leave may be accompanied by such additional restrictions or conditions as may reasonably be imposed by the Executive Director under the circumstances (e.g., limitation on access to school property).
If the School elects to place an employee on administrative leave, the employee will be informed in writing of the decision, the pay status of this leave (with or without pay), the length of leave (when possible), and the conditions (if any) under which the employee may be permitted to return to work.
During an administrative leave, an employee may be responsible for all insurance premium payments (including premiums previously paid by the School) to continue the employee’s coverage(s) under the School’s insurance plans.
Administrative Leave Prior to Proposing Performance Based or Adverse Actions
Placing an employee in a non duty status is an immediate, temporary solution to the problem of an employee who should be kept away from the worksite. For example, The School may place an employee in a non duty status during an investigation and when the School believes the employee poses a threat to his own safety or the safety ofothers, the School mission, or property while the investigation is pending.
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The School should monitor the situation and move towards longer term actions when it is possible, appropriate, and prudent to do so.
The Board advises limiting the approval of administrative leave for this purpose. Where absences are for longer than brief periods, administrative leave is generally inappropriate.
Administrative Leave After Proposing Performance Based or Adverse Actions
In rare circumstances, administrative leave may be used for an employee while suspension or removal adverse action procedures have been proposed. The School may use the time to review options available to the School to address concerns that may arise once the School elects to pursue an adverse action against an employee.
Specifically, the employee may be placed in a non duty status for the time necessary to effect the adverse action if the organization determines that the employee's continued presence on the job during the notice period may:
Pose a threat to the employee or others;
Result in loss or damage to School and/or its property;
or jeopardize legitimate School interests.
The Board recommends consideration of paid duty status options, such as reassignment to alternative duties, before placing an employee on administrative leave.
Board Review
The status of employees who are on administrative leave will be reviewed and reported to the Board periodically but not less than once per academic semester. If an employee is placed on administrative leave the matters or circumstances that gave rise to the leave must be investigated within thirty one (31) days from the date of the action or the matter must be discussed and ratified by the Board within sixty one (61) days from the date of the action.
MILITARY LEAVE POLICY
It is the policy of the School to grant military leaves of absence as required by applicable law and to grant certain benefits in association with such leaves to all employees who qualify. Employees called to active duty in the U.S. Armed Forces will be granted a military leave of absence
TRAINING OR EMERGENCY SERVICE
1. Employees who are Reservists in any branch of the U.S. Armed Forces or members of the National Guard will be granted time off to attend military training or special emergency service.
2. While maintaining a status of an inactive/regular employee, employees are eligible to receive up to two weeks of supplemental compensation based on the difference between their base pay and military pay, if their base pay is greater.
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3. Employees may choose to take earned but unused vacation time during their military leave, but are not obligated to do so.
4. Employees should notify their supervisor as far in advance as possible of their scheduled training period.
VOLUNTARY ENLISTMENT/INDUCTION/RECALL TO EXTENDED ACTIVE DUTY
Employees must immediately inform their supervisor of their expected last day of work accompanied by a copy of their military orders.
Medical, dental, and vision benefits are continued until the end of the month following the month in which the leave begins. When coverage under this provision ends, the employee and covered dependents may apply for COBRA continuation.
While on a military leave of absence, employees are entitled to accrue additional benefit rights for their return to work as if they had remained continuously employed. In addition, the employee is entitled to other rights and benefits as are generally provided by the School for other similarly situated employees who are on leave of absence under a contract, agreement, policy, practice, or plan in effect.
Employees who enter active military service have certain reinstatement rights. To be entitled for reinstatement, the employee must:
Leave a regular position to voluntarily or involuntarily enter a branch of the U.S. Armed Forces.
Must not exceed Invictus High School’s five (5) year maximum for the cumulative length of absence and all previous absences for uniformed service.
Present a certificate of satisfactory completion of military service.
Be qualified, with or without reasonable accommodations, to perform the essential duties of the position vacated, or, if disabled during military service, be qualified to perform those essential duties of the nearest comparable position.
Apply for re-employment within the applicable time period, depending on length of service (unless delayed for medical reasons):
Period of Military Service Reinstatement Requirement
Less than 31 days
31 to 180 days
Report for work on the next scheduled workday after release and expiration of 8 hour travel period
Apply within 14 days of release
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An employee applying for re employment following a period of active duty, who meets the above conditions, is entitled to be re employed in either the same position or one of similar status and pay.
BEREAVEMENT LEAVE
Employees working a regular schedule of twenty two and one half (22 1/2) hours or more per week are eligible for Bereavement Leave benefits. A death in the immediate family may involve time away from work. To help at such times, the School will excuse you from work and continue your pay for the regularly scheduled straight time hours lost to a maximum of three consecutive regularly scheduled working days.
For purposes of this policy, those in the immediate family are husband, wife, children, mother, father, sisters, brothers, mother in law, father in law, sisters in law, brothers in law, stepmother, stepfather, step children, step sisters, step brothers, grandchildren and grandparents.
When a death occurs in the family, but does not involve the immediate family (as defined above), you will be excused from work for one day to attend the funeral. This group includes grandmothers in law, grandfathers in law, uncles, aunts, nieces, nephews, cousins, and great grandparents.
JURY DUTY
The School encourages all regular, full time employees to accept and discharge their civic responsibilities when called upon for jury duty.
All employees who lose scheduled work time because of jury duty will be compensated by an amount equal to the difference between jury duty fees received and their normally scheduled, straight time salary up to a maximum of three calendar weeks of lost time. Employees must report for work whenever excused from jury duty in order to receive full jury duty compensation for that day.
Upon return to work from jury duty, the employee must furnish to the Human Resources Department a copy of the paycheck stub received from the court.
EXPENSE REPORTING AND REIMBURSEMENT
An expense report must be completed and submitted to the Accounting Department for reimbursement of expenses including, but not limited to, travel. Requests for expense reimbursements should be made as soon as possible, but no later than 60 days after incurring the expense. Please use the following guidelines when completing an expense report:
Any single expense must have receipt(s) attached to the Expense Report.
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Greater than 180 days Apply within 90 days of release
A monthly credit card statement will not be accepted as a receipt for any expense.
Expenses for all transportation (including taxis) in any dollar amount must be itemized and substantiated with proper receipts. All travel and mode of transportation should be approved in advance by the Director before any expenses are paid or reimbursed. If you are asked to travel on behalf of Invictus High School, your customary expenses will be incurred or reimbursed, mileage will be paid at the current IRS standard mileage rate for business. Any travel by car beyond 150 miles round trip should be via a rental car. If for any reason a personal car is used for over 150 miles for pre approved travel, reimbursement will be for fuel only (not mileage based). Any additional vehicular expenses will not be the responsibility of the School. All meal reimbursements must be approved in advance and follow the General Services Administration guidelines for meal costs.
The Expense Report must include corresponding airline confirmations, vouchers and hotel bills.
Overnight hotel accommodations must be itemized. Indicate the hotel name, city where hotel is located and cost per room. Include meals, tips, cab fare, and all other expenses on the Expense Item.
All Expense Reports automatically route to the Director for approval.
If you have any questions about expense reporting, please contact the Accounts Payable Department in Accounting.
ADDITIONAL SCHOOL BENEFITS
PARKING
Parking is available to the staff on a first come, first serve basis.
PROFESSIONAL DEVELOPMENT
SEMINAR ATTENDANCE
If you wish to attend a seminar you must obtain advance approval from your immediate supervisor. If requested by your supervisor, you will write a short memorandum covering the high points of the seminar.
You will choose the least costly and most convenient seminar location if the seminar is being given in more than one city. If you attend in a different city, you may be required to pay the difference in cost.
CONFERENCE AND SEMINAR EXPENSE ALLOWANCE
For approved seminars, the School will pay the cost of air transportation (coach accommodations), the registration or tuition fees, the cost of the hotel room at the meeting location and ground transportation. The School will also provide a maximum daily allowance
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toward meal expenses and certain miscellaneous expenses. The allowance, based on General Services Administration guidelines, will be paid on a “full day” or “half day” basis.
A “full day” is defined as any day which reasonably requires an overnight stay. A “half day” is defined as any day for which you are traveling and/or attending the conference or seminar, but which does not reasonably require overnight stay for that day.
To the extent that expenses actually incurred are less than the daily allowance, only the actual expenses incurred will be reimbursed.
SEMINARS WHICH DO NOT REQUIRE AIR TRAVEL
When traveling within reasonable driving distance, you may elect to drive to that location. In such cases, you will be reimbursed for mileage (at the rate determined on January 1 of each year), toll road expenditures and parking fees.
POLICIES AND PROCEDURES
Employee Fraternization Policy
Invictus High School does not want to place undue restrictions on dating or friendships among colleagues, as the school understands that selection of a partner and friends are an individual right. The school also understands that relationships among employees can impact the workplace. The purpose of our fraternization policy is to provide guidelines on the formation and conduct expected of personal relationships among employees of the school.
Scope
For the purpose of this policy “dating” includes consensual romantic relationships. Non consensual romantic advances may be considered sexual harassment and may result in an investigation of whether Title IX has been violated.
Recruitment and Hiring
Employment of all staff personnel will be administered by the Human Resources Department. Applicants for these positions with the School must be referred to the Human Resources Department. The School will consider for employment qualified applicants who are related to employees under the following stipulations:
When the School employs more than one member of a family, one family member may not supervise the other.
If such a situation should arise and the employees are unable to develop a workable solution, management will decide what action should be taken.
Children, stepchildren, brothers, sisters, nieces, nephews, grandchildren, parents,
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grandparents, in laws and spouses of administrators in the School may not be employed by the School in any capacity, without prior approval of the Executive Director or his or her designee.
To avoid the perception of favoritism in hiring practices, no current school employee may recommend a member of their family or their spouse to a role in which that employee has authority in the hiring process. The employee may refer a family member for a position on another campus or a position in which they have no authority in the hiring process.
Best Practices
Employee relationships can cause some common concerns in the workplace, the best practices and behaviors detailed herein are meant to maintain a peaceful and appropriate workplace. It is the expectation of the school that personal relationships be managed within the workplace with discretion and that personal interactions be reserved for personal time and locations, while workplace discussions be reserved for working hours and locations.
Unacceptable behavior is behavior that offends others in the workplace, disrupts or hinders our operation, distracts our employees from their duties or otherwise decreases employee performance. Arguing, inappropriate kissing or touching, forming cliques or intentionally excluding other employees, and retaliatory behavior are examples of unacceptable behavior that will not be tolerated and may be referred for disciplinary action.
This policy is meant to also encompass openness. Employees should not feel the need to hide their relationships, as long as the restrictions and best practices herein are respected. Employees in interpersonal relationships may solicit mediation or advice from the Department of Human Resources if needed to resolve a dispute.
Friendships With Supervisors
Friendships between direct reports and supervisors can be positive and encourage honesty and teamwork, but might also make managers and employees confused about how they should treat each other. Questions of favoritism, negative feelings, or loss of morale could occur.
For these reasons, Invictus High School again encourages that personal interactions be reserved for personal time and locations, while workplace discussions be reserved for working hours and locations. We ask that supervisors remain objective in making workplace decisions, and that friendships not hinder or negatively impact the regular school operations.
Supervisors
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Prohibited Relationships
Dating
To avoid accusations of favoritism, abuse of power, and sexual harassment, supervisors are prohibited from dating employees who report to them. If this occurs, the supervisor may face disciplinary action.
Relationships with Students
Our faculty and staff are an integral part of our students lives and serve to educate, support, and empower our students. Personal relationships with our students can jeopardize our ability to do so impartially and professionally. Employees of Invictus High School are expected to maintain only professional working relationships with students and not engage in personal friendships with students.
Further, it is a violation of state law and Invictus High School policy for any faculty or staff to engage in a consensual romantic relationship with a student of Invictus High School regardless of their age. If this occurs, the employee may face a Title IX investigation and are subject to disciplinary action up to and including termination.
DRESS POLICY: BUSINESS CASUAL
Invictus High School strives to provide a work environment where teachers and staff dress professionally and feel comfortable. To meet this goal, we have a business casual dress policy for all instructional days. This policy does not require teachers and staff to purchase business casual attire. Teachers and staff who prefer to dress in formal or traditional business attire should feel free to do so. The building director does have the option of periodically approving alternate attire at their discretion.
The following guidelines define acceptable business casual attire and should be referred to in determining teachers and staff members daily wardrobe:
Business casual attire includes (but is not limited to):
Khakis, corduroys, mid calf or longer dress pants Polo and cotton collared shirts, dress shirts and sweaters Skirts and dresses of an appropriate length (near knee or longer) Dress shoes, loafers, open toed dress shoes, dress sandals and boots
Business casual attire does not include:
Jeans of any color, shorts, capris, overalls, spandex or other form fitting pants, halter tops, tank tops, beachwear, work out attire, sweatsuits, t shirts, Spaghetti strap dresses, Flip flops, slippers, tennis or other athletic shoes (unless medically necessary, in which case a medical note is required), distracting, revealing, or offensive clothing
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Teachers and staff should choose business casual attire that communicates professionalism. Managers and supervisors are responsible for enforcing the dress and grooming standards for their team members. This includes counseling teachers and staff whose appearance and/or hygiene are inappropriate. Questions or complaints that cannot be handled to a teacher or staff member’s satisfaction by his or her supervisor should be taken to the Director and Human Resources.
Any teacher or staff member whose appearance does not meet the School’s standards will be counseled by their supervisor or manager. If the appearance is unduly distracting, the teacher or staff member may be sent home (without pay) to correct the problem. Repeated disregard for this business casual dress policy may result in disciplinary action up to and including termination.
EMPLOYMENT VERIFICATION
Responses to written or verbal requests for information regarding current employees from outside sources, i.e., banks, credit unions, rental agents, etc. are limited to hire date and position, absent receipt of a written authorization to release information by the employee.
If you desire additional information to be given to an outside source for a specific verification request, you must provide a written and signed release to the Human Resources Department. This restriction will not apply if the Department receives a release from an outside source who has already obtained your signature authorizing the release of information.
Employee Grievance Policy
The School is committed to providing the best possible working conditions for its employees. Part of this commitment is encouraging an open and candid atmosphere in which any problem or complaint may be addressed. Employees are encouraged to communicate their grievances appropriately so that the school can promote a pleasant, safe, and supportive workplace. This policy applies to every employee of Invictus High School System.
Invictus High School System defines a grievance as an official allegation or complaint by an employee of Invictus High School in regards to the workplace, job, coworkers, and other employment related concerns. Employees are encouraged to address less severe issues with their direct supervisor as a first step toward resolving internal issues prior to filing an official grievance in writing.
Employees may file a grievance in regards to:
Workplace harassment
Health and safety concerns
Supervisor/Coworker behavior
Adverse employment conditions
This list is not exhaustive and employees are welcome to raise concerns, both with their supervisor and through the formal grievance process without fear of reprisal.
To raise a formal grievance in the Invictus High School System, a written notice of the grievance must
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be submitted to the Department of Human Resources. This notice may be sent as a hard copy to the Department of Human Resources c/o the main office at the Downtown campus located at 3122 Euclid Ave., Cleveland, OH 44115, digitally via email directly to the Human Resources and Business Manager, or by completing the Employee Grievance Form located on our website in the Employee Resources section or by visiting www.invictushighschool.org/EmployeeGrievance/
Within this written document, employees should identify that they wish to file an official grievance and explain the situation in detail, complete with any documentation they may wish to present in regards to the situation.
Employees who face an allegation as a result of a filed grievance have a right to receive a copy of the allegations against them and respond to the allegations.
The Department of Human Resources will investigate the grievance promptly and provide a written recommendation to the Director of Operations for a final decision. Upon completion of the investigation, the Director of Operations will render a formal decision in writing and will ensure that the formal decision is adhered to. A record of the grievance may be kept in the involved employees’ personnel files.
Employees who wish to appeal the formal decision of the Director of Operations may submit their request in writing to the Executive Director & CEO of Invictus High School via email or by mailing a hard copy of their appeal to the main office at Invictus High School Parma Heights Campus within 14 calendar days of the formal decision from the Director of Operations. The Parma Heights Campus is located at 7099 W. 130th St., Parma Heights, OH 44130. Decisions rendered by the Executive Director are final and may not be further appealed.
PERSONNEL FILES AND EMPLOYEE DATA CHANGES
The Human Resources Department maintains personnel files on all partners and employees. To ensure that your personnel file is up to date at all times, notify the Human Resources Department of any changes in your name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, the individuals to notify in case of any emergency, etc.
WORK/OFFICE SPACE
It is important that each employee keep his or her work area neat and clutter free. An organized office promotes efficiency, good client service and mitigates potential risk management issues. In support of this, the following general guidelines have been established.
1. Working areas should be kept in a neat and orderly condition. Only cleared areas can be cleaned by the night cleaning staff.
2. Materials in public view must be appropriate and non offensive.
3. Care should be taken for the proper disposal of food in work areas. Food should
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be wrapped before being discarded. Beverages should not be discarded in the wastebaskets.
4. Coats, hats, umbrellas and boots should be stored in closets at all times. No materials or boxes should be stored in coat closets.
SMOKE FREE WORKPLACE POLICY
To protect and enhance our indoor air quality and to contribute to the health and well being of all employees, Invictus High School shall be entirely smoke free. The only designated smoking area is outdoors as allowed by city ordinances. No additional breaks are allowed to any employee who smokes.
Failure to comply with this policy will result in disciplinary action, up to and including termination of employment.
Personal Social Media Policy
Invictus High School understands that social media platforms are a fun and engaging way to share your life and opinions with family, friends, and colleagues around the world. However, as social media is an extension of employee behavior, its use can present risks and carries certain responsibilities. As our employees use social media, Invictus High School expects that employees will conduct themselves in accordance with the school’s employee conduct and core values as well as state and federal law. To assist employees in making responsible decisions with their personal social media, we have established guidelines for appropriate use of social media.
Be responsible and respectful
Just as our employee conduct and core values extend to your time off work and the contributions you make within your personal as well as professional communities, personal social media posts should be made responsibly and with professionalism.
Honor the differences and diversity within our community.
o Invictus High School does not tolerate discrimination, which includes age, sex, race, color, creed, religion, ethnicity, sexual orientation, gender identity, national origin, citizenship, disability, or marital status or any other legally recognized protected basis under federal or state law). This extends to anything posted online. Discrimination and retaliatory action will not be tolerated by the school in any form.
Use good judgement in what you share.
o Consider whether a comment you may not personally find offensive could be considered objectively offensive to others. If you have to question whether you should post something, you probably shouldn’t.
o Student information is confidential and details about students should never be shared on personal social media accounts.
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o Be mindful of trade secrets and confidential information shared with you as an employee of Invictus High School. Do not post internal reports, policies, procedures or other internal school related confidential communications, nor videos or photographs of your coworkers or students without their express written permission.
Represent only your own views.
o Employees should not speak to the media on behalf of Invictus High School without contacting the Director of Strategic Communication and Administration. All media inquiries should be directed to them.
o Be clear that your opinions are your own and that you do not speak on behalf of Invictus High School, other faculty or staff, our students, or other school stakeholders.
Engage with stakeholders responsibly
o Interaction with students or other school employees represent an extension of your professional relationships with those stakeholders, and utilizing personal social media accounts to interact with these stakeholders can make it difficult to differentiate between the nature of these relationships.
o Should you choose to interact with students via personal social media, the school strongly urges employees to utilize an account created specifically for professional interaction to reinforce the professional nature of the interaction and relationship even in online forums.
As a general guideline, think before you post. Be aware that what you say online, even if the post is deleted, altered, or expires, is considered permanent and may be searched, “screenshotted,” or otherwise archived. Even with the most stringent privacy settings, when posting online comments, even in a personal capacity, staff should act as if all comments/postings are in the public domain. The use of screenshots, photo tagging, and geolocation data may mean that posts may share more information than you originally intended. The things you say online reflect upon you and, as an extension, on Invictus High School as your employer.
OUTSIDE EMPLOYMENT
An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with the School. All employees will be judged by the same performance standards and will be subject to the School’s scheduling demands, regardless of any existing outside work requirements.
If the employee’s supervisor determines that an employee’s outside work interferes with performance or the ability to meet the requirements of the School as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with the School.
Any employee who does perform outside work has a responsibility to avoid any conflict with the School’s business interests. Outside work cannot be performed on the School’s time. School office supplies and equipment may not be used for outside work.
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CONFLICTS OF INTEREST
If you believe that your former employment or any other circumstance may create a conflict of interest between you and the School, please contact the Director and Human Resources.
Any employee contemplating outside employment may consult his/her supervisor to avoid any misunderstandings.
DISPOSITION OF EMPLOYEES UPON SCHOOL CLOSURE
In the event of the closure of the school, the termination of employees will follow the procedure outlined their employment agreement. The School will make all possible efforts to notify employees in advance of school closure. The School adheres to federal and state laws regarding unemployment compensation.
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