TABLE OF CONTENTS Section 1: Introduction 1.1 1.2 1.3 1.4
Handbook Mission Statement, Vision Statement and Guiding Principles History School Organization
Section 2: Equal Opportunity 2.1 2.2 2.3
Equal Employment ADA/Accommodations for Disabilities Harassment
Section 3: Employment Policies 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12
Employment Work Hours and Overtime Pay Periods Compensation and Benefits Insurance Retirement Plan Cafeteria Plan Bruin Backer Pass COBRA HIPPA Budgeting and Purchasing Keys
Section 4: Personal Days, Vacation Days, Holidays and Leave 4.1 4.2 4.3 4.4 4.5 4.6 4.7
Personal Days Vacation Days Holidays Family Medical Leave Military Leave Jury Duty Funeral Leave
Section 5: Professional Development and Evaluation 5.1 5.2
Performance Evaluation Professional Development
Section 6: Standards of Conduct 6.1 6.2 6.3 6.4 6.5
Confidentiality Conflict of Interest Dress Code for Employees Medical Requirements Acceptable Use of Technology/Internet/E-Mail i.
6.6 6.7 6.8 6.9
Personal Conduct (Expectations) Personal Conduct (Prohibitions) Drug-Free Workplace Conflict Resolution
Section 7: Clearinghouse and Advancement 7.1 7.2
Clearinghouse Process / Clearinghouse Committee Advance Office Overview
Section 1: Introduction 1.1 Handbook The Pulaski Academy Employee Handbook is intended to be a convenient and helpful source of information about your employment with Pulaski Academy. This handbook is intended to address and clarify the procedures and policies of the School. By the same token, this manual is not a contract. Pulaski Academy may change, eliminate, or add to any policies, benefits, or practices described in this manual from time to time without notice. Although health insurance, life insurance, dental insurance, retirement plan, and other benefits are described in general terms in this handbook, the complete and controlling description is the official current plan document, contract, or statute and is available in the Business Office.
1.2 Mission and Guiding Principles 1.2.1
Mission Statement Inspiring students to explore, create, contribute and achieve.
Vision Statement To be a leader in innovative education.
Guiding Principles The Pulaski Academy Board of Trustees, administration, and faculty provide an educational environment that Cultivates a passion for life-long learning Fosters critical thinking and creative problem solving skills Requires the development and application of effective written and oral communication skills Emphasizes high character standards consistent with the school’s Core Values: Excellence, Integrity, Respect, and Responsibility with Honor Above All Promotes social responsibility at every grade level through community service Respects cultural differences and appreciates the common experiences that bind us Embraces racial, ethnic and socio-economic diversity Fosters strong mentor relationships between faculty and students Provides professional guidance to each student in a college selection process based on academic, social, philosophical, and economic needs Prepares students to become thoughtful and responsible adults equipped to shape the future in a global society.
“HONOR ABOVE ALL”
Pulaski Academy’s Core Values of Responsibility, Respect, Integrity and Excellence provide a compass to guide our priorities; our programs and our decision making. These core values provide the foundation for the values we seek to instill in our students and which our faculty and staff seek to model on a daily basis.
RESPONSIBILITY Accountability Commitment Perseverance
RESPECT Authority Community Others Self
INTEGRITY Courage to Stand for Right Fairness Honesty Trustworthiness
EXCELLENCE Academics Arts Athletics Personal Conduct
1.3 History In June 1971, William F. Rector met with parents interested in forming an independent school dedicated to educational excellence. Construction began the next month and in September, Dr. Harold Nethercutt, the founding Headmaster, welcomed 189 students to Pulaski Academy in grades one through ten. In the spring of 1974, Pulaski Academy enrolled 554 students and Headmaster William Shumate III presided over its first graduation of ten students. In 1978 the Independent School Association of the Central States accredited Pulaski Academy, and the School received an â€œAâ€? certificate from the State Board of Education. Mr. John Cheska became Headmaster in 1980 and was followed after two years by Dr. Robert Dowda. By the fall of 1981, enrollment had grown to 928 students. In 1982 Pulaski Academy received the distinction of recognition by The College Board. In 1988 Arch McIntosh became Headmaster. Under the leadership of Mr. McIntosh the School became accredited by the Arkansas Non-Public Schools Accrediting Association and became a member of the National Association of Independent Schools. During his tenure the school added new Upper School facilities and developed athletic fields on Denny Road. Mr. McIntosh served as Headmaster from 1988 until 2001 when Charlie Sachs was named Head of School. Mr. Sachs served from 2001 to 2004 and the School continued to demonstrate its commitment to academic excellence. In June 2004, W. Ellis Arnold III became President and Head of School. Under his leadership the school approved a new Mission Statement, adopted a set of Guiding Principles and established a new Long Range Plan for educational excellence. A major goal of the new Long Range Plan was to provide facilities that would support our excellent academic programs. In 2006 the school acquired the Fellowship Bible Church campus located on Hinson Road to enhance and support its programs. In the fall of 2008, after extensive renovation, the PA Early Childhood School, Lower School and administrative offices moved into their new locations on the expanded campus. That move allowed the Middle School and Upper School to expand their operation and programs into all buildings on the original campus. Dr. Joe B. Hatcher served as Interim President during the search process. With the move into our expanded facilities and with Dr. William Mott as president, Pulaski Academy continued to offer its families an exceptionally strong educational opportunity in an independent school setting. Dr. Joe B. Hatcher was again called to serve as Interim President during 2011-12. In July 2012, after an extensive national search, Matthew J. Walsh, was appointed President and Head of School. In 2013, PA received renewed accreditation from ISACS. Also in 2013, a series of SWOT (Strengths, Weaknesses, Opportunities and Threats) sessions were conducted with all constituencies. The feedback from these sessions has been critical as the School works to develop a new vision, mission and strategic plan which will guide it for the next several years.
1.4 School Organization 1.4.1
Board of Trustees The Board of Trustees consists of 18 voting members who are elected by the Board and one ex-officio member, the President and Head of School, who serves without vote. Members of the Board generally serve for one or more terms of three years. The Board serves to guide the direction of the school and to establish basic policies for the school. The Board delegates to the administration the day-to-day operation of the school and the execution of approved policies and programs. The Board’s primary responsibility is to ensure the financial health of the institution and to establish long range goals and priorities for the school. It has no responsibility for any employee of the school except the President.
Administration President and Head of School The President and Head of School serves as the chief executive officer of the school and is an ex-officio member of the Board of Trustees, and therefore serves without a vote. The President and Head of School is empowered with the authority and responsibility for the overall administration of the school in general, including the implementation of approved policies and procedures; the school’s financial operation; recruiting and retaining all employees; and overseeing the direction of all educational and extracurricular programs. In fulfilling the duties of this office, the President and Head of School delegates certain administrative and academic responsibilities to the members of the Senior Staff and the Academic Team and provides leadership, vision, and direction for advancement of the school and its Mission. Senior Staff and the Academic Team The members of Senior Staff of the school are: The President and Head of School, the Head of Academics and Student Life, the Head of Advancement, the Head of Enrollment and Financial Aid, and the Head of Finance and Investment. The members of the Academic Team of the school are: The President and Head of School, the Head of Academics and Student Life, Head of the Early Childhood School and Lower School, the Director of the Early Childhood School, the Head of Middle School, the Head of Upper School, and the College Counselor. The Dean of Students, the Athletic Director, and the Director of Technology meet frequently with this group. Head of Finance and Investment The Head of Finance and Investment is the chief financial officer of the school and therefore works closely with the President and Head of School in carrying out the fiscal policies of the school. The Head of F & I is responsible for all accounting processes, annual audits, human resource functions, facility management, risk management, and also works closely with the President and Head of School and the Finance and Investment Committee of the Board to develop the school’s annual budget and long range financial projections. Head of Academics and Student Life Reporting to the President and Head of School, the Head of Academics works closely with the Academic Team and coordinates the Pre-K through Grade 12 academic programs and curriculum to ensure an appropriate scope and sequence and high academic standards. In addition, the Head of Academics works closely with the Athletic Director and the Director of Community Outreach and Summer at the Academy to coordinate extracurricular student programs that support the mission of the institution. As part of that effort, the Head of Academics serves as the Chair of the Academic Council .
and works closely with the Division Heads, and Vertical Teams. The position also directs the Professional Development Program, coordinates faculty evaluation and is instrumental in recruiting and hiring new faculty members. The Head of Academics also serves on the Academic and Enrollment Committee of the Board. The position oversees the day to day activities and programs associated with all the academic areas of the institution. Head of Enrollment The Head of Enrollment is responsible for enrollment management at the school and, therefore, oversees the processing of applications, testing of new students, and re-enrollment of returning students. He works closely with the Admission Committee in student selection and administers the financial assistance program. He coordinates and develops programs that will assist and contribute to the enrollment management priorities of the institution and to the goals of the Board of Trustees. The Head of Enrollment works closely with the Academic and Enrollment Committee of the Board. Head of Advancement The Head of Advancement has the primary responsibility for working with the President to plan and coordinate the school’s major fundraising effort and is responsible for the Annual Giving Campaign, capital campaigns, endowment expansion, planned giving efforts, and grant applications. The Head of Advancement works closely with the Advancement Committee of the Board. The Head of Advancement oversees the Clearinghouse Committee, which is charged with the oversight of all general fund raising and solicitations on campus. The Advancement Assistant, the Director of Marketing, and the Data Entry Research Specialist assist the Head of Advancement. Division Heads The Heads of the school’s four divisions (Early Childhood School, Lower School, Middle School, and Upper School) are responsible for overseeing the educational programs, student life, discipline, supervision, and all activities/events within the division. The Division Heads serve on the Academic Team along with the Head of Academics and the College Counselor. College Counselor The College Counselor works closely with students in Upper School to plan for college. The College Counselor assists the students with college choice selections, applications and scholarship opportunities. In addition the College Counselor works closely with the MS & US Heads to coordinate teaching assignments and schedules, guides and supervises the counseling center staff members and coordinates graduation and baccalaureate. The College Counselor is a member of the Academic Team. Athletic Director The Athletic Director coordinates and directs all phases of the athletic program, including scheduling, transportation, and supervision of the coaching/teaching staff. The Athletic Director serves as the administrative liaison for the Bruin Backers. 1.4.3
Faculty Organization and Teams PA’s faculty includes teachers and teaching assistants who work closely in teams by grade levels, divisions, and vertically by subject areas to ensure that sequential, age-appropriate learning is occurring at all times.
Department Heads There are department heads for each MS / US academic area. They serve as resource persons and work closely with the Head of Academics and the division heads in curriculum planning, developing benchmarks, vertical teaming, etc. Vertical Teams Vertical teams include teachers from all grade levels (Pre-K through 12th Grade) from specific academic disciplines. These teams work together to ensure that the curriculum for each subject area flows smoothly from grade to grade and meets the goals set for the academic benchmarks. The Vertical Teams are generally chaired by the US Department Chairs. Grade level Teams Grade level teams include all teachers from a specific grade who work together to meet the needs of the students and families in their respective grade. These Teams are led by grade level Team Leaders who serve as resource persons and provide leadership for their respective grade level teams. They coordinate team activities, meetings, team conferences; and assign grade level responsibilities.
Section 2: Equal Opportunity Equal Employment
Pulaski Academy is an independent, college-preparatory school that respects, embraces and celebrates diversity in its curriculum, student body, and staff. Pulaski Academy does not discriminate on the basis of race, religion, gender, color, national or ethnic origin in the admission of students, in hiring, or in the administration of its educational program.
ADA/Accommodations for Disabilities
Pulaski Academy seeks to hire the most qualified applicants and it will make allowance for the physical limitations of employees and make reasonable accommodations to allow for their access. PA follows the guidelines set forth in the Americans with Disabilities Act document.
Statement of Policy (Approved by the Board of Trustees) Pulaski Academy is a learning community committed to the pursuit of excellence in education and dedicated to providing and maintaining an environment free from harassment, including sexual harassment, or intimidation. Harassment undermines the integrity of the institution and the rights of those who are a part of it. Harassment by any Board Member, parent, volunteer, administrator, faculty member, employee, student, or guest is strictly prohibited. It is the policy of Pulaski Academy to maintain an environment free from harassment and provide an atmosphere in which no one is inhibited from making a complaint of harassment for fear of reprisal. Harassment is any annoying, persistent act or actions that singles out an individual to that individualâ€™s objection or detriment, because of, but not limited to, that employeeâ€™s race, color, sex, religion, national origin, ancestry, age, disability, or protected activity. Definition of Sexual Harassment Sexual harassment refers to behavior based on sex (with or without sexual conduct) that is not welcome, is offensive, or interferes with the work performance and effectiveness of its victims. Sexual harassment of employees is defined by the Equal Employment Opportunity Commission to include unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct which takes place when submission to the conduct is either explicitly or implicitly a term or condition of an individual's employment; submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting that individual or such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment of students includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct which take place when submission to the
conduct is either explicitly or implicitly a term or condition of academic status or advancement. Sexual harassment also occurs when submission to or rejection of such conduct is the basis for academic decisions or such conduct has the purpose or effect of interfering with academic performance or creating an intimidating, hostile, or offensive learning environment. Unwelcome comments or conduct of a sexual nature may constitute harassment. Pulaski Academy will not accept as an excuse to a complaint of sexual harassment that an employee or student was "only joking" or "didn't think the other employee or student would object." It is every person's responsibility to ensure that his or her conduct does not include or imply harassment in any form. Examples of Harassment Harassment can include, but is not limited to, the following:
Unwanted physical contact, an unwanted physical advance or verbal approach of a sexual nature. Subtle or overt pressure for sexual involvement. Unwanted reference to one's physical appearance, sexuality or to sexual activities, including sexual innuendoes. Displaying or distributing sexually offensive or racist materials. This includes derogatory posters, cartoons, drawings, or gestures. Demanding favors (sexual or otherwise), implicitly or explicitly, as a condition of employment, promotion, transfer, enrollment, grading, participation, or any other aspect of school experience. This includes threats. Interference with the responsibilities of any member of the school community. This includes physical contact (intimate or not) such as assault, blocking normal movement, or interference with work directed at an individual because of his/her sex or other protected status. Verbal abuse or ridicule. This includes epithets, derogatory comments, slurs, or unwanted sexual advances, invitations, or any comments, innuendos, or actions which denigrate a person based upon gender or other protected status Discriminating against a person in work assignments or job-related training. Retaliation for having reported harassment.
Reporting Procedure It is every person’s responsibility to ensure that his or her conduct does not include or imply harassment in any form. Any person who believes he or she has been the victim of harassment by a Board member, a parent, a volunteer, a guest, an administrator, faculty member, student or employee of Pulaski Academy shall report the allegations immediately to the appropriate Division Head for faculty or one’s immediate supervisor for staff members. If an individual is not comfortable with reporting the matter to the Division Head or their supervisor, then the harassment should be reported to the President. Any complaints of alleged harassment made to a Division Head will be discussed fully and confidentially with the person raising the complaint or concern.
Any person who receives a report of or has knowledge of harassment shall promptly inform the appropriate Division Head, their supervisor or the President. A written statement setting forth all pertinent facts may be requested. Following discussion with the appropriate Division Head or supervisor, the complaint will be made fully known to the President of Pulaski Academy. If the President is involved in the alleged complaints, the complaints will be presented directly to the Chair of the Board of Trustees. In the event the harassment involves a member of the Board of Trustees, the matter will be reported to the Board Chair, or in the event of a conflict, the matter will be reported to any member of the Executive Committee of the Board. The Chairman or other Board members, consistent with the Bylaws of the Corporation, may take action against any member of the Board, including removal. If the harassment involves a parent or guest, it should be immediately reported to the Division Head for appropriate action and an investigation. Appropriate action may include limiting a personâ€™s access to Pulaski Academy property and, if necessary, expulsion of the parentâ€™s child from school. The results of any investigations shall be confidential and provided only to those individuals at Pulaski Academy on a need-to-know basis. The investigative files, including the complaint, shall be maintained in the Presidentâ€™s office and in the office of the school attorney. A report documenting any disciplinary action taken by Pulaski Academy as a result of the complaint will become part of the personnel file or record of the individual involved. Pulaski Academy recognizes that not every advance or inappropriate comment constitutes harassment. False accusations of harassment can have a serious detrimental effect on innocent parties, are prohibited by Pulaski Academy, and can be cause for disciplinary action up to and including discharge or expulsion.
Section 3: Employment Policies 3.1
Employment at PA is governed by the employee’s Employment Agreement. The terms of that one year agreement may be changed from time to time. Employees will receive a new Employment Agreement or will be notified of non-renewal in the spring of each year. New employees are required to attend and participate in one or more orientation sessions during the first year of employment. Employees are required to read and familiarize themselves thoroughly with the employee handbook as well as all other school materials provided to the employee as a part of the orientation program. It is the employee’s responsibility to discuss and clarify any policies, procedures, or school programs not fully understood by the employee with the employee’s supervisor.
Work Hours and Overtime
Employees are expected to be punctual and regular in attendance. The school day begins at 7:30 a.m. and ends at 3:40 p.m. for classroom teachers. Office hours are from 7:30 to 4:30. Summer hours are 8:00 a.m. - 3:00 p.m. Monday through Thursday and 8:00 a.m. – 2:00 p.m. on Friday during the months of June, July, and early August. Overtime for hourly employees must be approved by the supervisor of the employee.
Salary distribution procedures: All salaries including supplemental stipends are distributed in twelve equal installments paid monthly on the 15th beginning September 15th for faculty and July 15th for staff. If the 15th falls on a week-end or holiday, distribution is made on the last working day prior to the 15th. Each employee is encouraged to have his/her paycheck set-up for direct deposit to a personal bank account. For more information on how to participate in direct deposit, contact the Business Office.
3.4 Compensation and Benefits PA recognizes that a talented, well-trained, and committed faculty and staff is the school’s most valuable resource and the major reason parents choose to enroll their children in the school. Therefore, the school places a high priority on the financial compensation of its employees. The administration and Board are committed to rewarding excellence. The compensation plan is designed to retain the services of outstanding employees and to encourage the recruitment of the best candidates. The school values years of service to the school as well as advanced degrees. However, increases in future compensation are based primarily on sustained excellence, rather than seniority or degrees obtained. The evaluation of the teaching staff is the responsibility of the respective Division Head and the Head of Academics. Recommendations affecting compensation come primarily as a result of the evaluation process. The evaluation of staff members is the responsibility of their respective supervisor.
3.4.1 Evaluation of teaching faculty Regular and comprehensive performance evaluations provide crucial opportunities for professional improvement. Administrators should informally observe all teaching faculty annually, and all faculty will set professional goals every year. Formal evaluations will be on a rotating basis and will be coordinated by the Head for Academics and the Division Head. Evaluations influence rehiring decisions and salary determinations. 3.4.2 Stipends All full-time teachers are expected to have a role in school life outside the classroom. This will typically involve serving as a club or class advisor, attending school functions, and supervising student activities. Additionally, many members of the faculty choose to take on major roles in the extracurricular program. For these responsibilities, they receive a stipend, which is included in their contract. For a listing of stipend opportunities, contact the Business Office. 3.4.3 Salary Increases There is no set amount for annual increases in salaries. Any decision regarding increases to a salary pool for the upcoming year is determined by the Board of Trustees during the annual budget process and directly impacts tuition. Raises will be awarded consistent with the compensation section described above. 3.4.4 Advanced degrees Earning an advanced degree by any employee of the school will be recognized with an increase in salary if the degree is related to assigned duties and if the degree has been pre-approved for salary increase purposes by the President and Head of School. A salary increase of $2,000 will be given upon completion of a masters degree. An additional salary increase of $2,000 will be given for completion of a specialist degree. An additional salary increase of $2,000 will be given for a doctorate. These increases will be prorated for part-time employees. 3.4.5 Summer or after-school employment opportunities Teachers interested in supplementing their income during the summer months or after-school may want to contact the Director of Community Outreach about teaching one or more summer camps or enrichment classes. Proposals for new enrichment classes are encouraged. 3.4.6 Extended day teaching opportunities Teachers interested in supplementing their income during the school year may want to consider teaching in the Extended Day program. For more information, contact the Director of Community Outreach. 3.4.7 Termination and Resignation Procedures Employees leaving the employment of the school for any reason must schedule an exit interview with the Business Office prior to departure to resolve final pay and insurance questions. If termination occurs prior to the end of the contractual period, salary adjustments will be based on actual days worked during the month in which the separation occurs. Teachers who are under contract have indicated that they wish to be employed by the school for the contracted period. It is the expectation of the school that at the point a teacher signs a contract that he or she will no longer be seeking employment elsewhere. If, after signing a contract, an employee wishes to resign his or her position, the teacher must deliver to his or her
Division Head a dated, formal letter expressing their wish to resign. A copy of that letter should also be delivered to the Head of Academics at that time. 3.4.8 Personnel records The Business Office maintains records for each employee including an employee application form, an employee data form, transcripts, teaching certificates, health records, a copy of the employee contract, and other appropriate credentials and materials. It is the employee’s responsibility to supply any necessary documents and updates for his\her personnel record file. Copies of each teacher’s formal evaluations will be kept in their confidential personnel file. 3.4.9 Tuition Remission Employees who are contracted to work at least 17 ½ hours per week receive 50% Tuition and Building Fund discount. Employees with at least 6 years of employment at PA are eligible for a tuition discount for their grandchildren according to the following schedule: 6 – 10 years at PA - $500 annual tuition remission per grandchild 11 – 15 years at PA - $1,000 annual tuition remission per grandchild 16 – 20 years at PA - $1,500 annual tuition remission per grandchild 21 + years at PA - $2,000 annual tuition remission per grandchild In the event that both the Employee Tuition Remission and the Grandchildren’s Tuition Remission discount apply to a particular student, the Tuition Remission available to the student shall not exceed 50%. 3.4.10 Childcare Assistance for Employees All employees whose children are enrolled at PA are eligible to enroll their students in the “extended day” program. These services are free of charge while the employee is on campus and working. Employees are welcome to use the extended day services during “after work” hours; however, the current rate per session will be charged. Students in pre-school through fourth grade may participate in Extended Day. Students in grades fifth – seventh may participate in the After School Study Program. Employees who work during the summer months may enroll age-appropriate children (four-year-olds through those entering sixth grade) in the summer day camp program at no charge during work hours, but must pay when using this service when they are not at work. Registration fees and activity fees must be paid by the employee. Specialty camps and enrichment programs are not included and are discounted 20% for employees. Childcare is also offered free of charge for employees’ children and grandchildren, ages three and above, during teacher work days and conference days. The hours will be in keeping with the faculty hours as determined for each specific day.
3.4.11 Eligibility requirements for Employee Benefits: Any employee who is contracted to work at least 17 Â˝ hours per week over the entire school year and is considered an exempt employee (does not complete time cards) is eligible for benefits the first of the month following his/her date of hire. Non-exempt employees are eligible for benefits following ninety days of a probationary period.
Pulaski Academy is proud to make a program of health, welfare, and retirement benefits available to eligible employees. Brief descriptions of each benefits program are provided below. However, please note that these descriptions are overviews only, and that the plans themselves (including eligibility requirements) are governed by the plan documents maintained in the Business Office. In the event of any conflict between the descriptions below and the plan documents, the plan documents will govern. 3.5.1 Health Insurance: Full time employees may join the schoolâ€™s health insurance plan. The school pays a portion of the premium for this insurance. If an employee elects not to join the plan upon being hired, he/she may not join the plan until the next open enrollment period. For information about the current plan, contact the Business Office. 3.5.2
Dental Insurance: Full-time employees are eligible to participate in a dental insurance plan. The school pays a portion of the employeeâ€™s cost. If an employee elects not to join the plan upon being hired, he/she may not join the plan until the next open enrollment period. For information about the current plan, contact the Business Office.
3.5.3 Group Life Insurance Full-time employees receive term life insurance of $20,000. The school pays this premium. Additional life insurance coverage is available for those wishing to purchase it. For current information about group life insurance contact the Business Office. 3.5.4 Long-term Disability Insurance Full time employees receive long-term disability insurance coverage. The school pays the cost of the insurance. Current information about the long-term disability insurance is available from the Business Office. 3.5.5 Short-term Disability Insurance: Employees may purchase short-term disability insurance. For more information, contact the Business Office. 3.5.6 Vision Insurance: Employees may purchase vision insurance. For more information contact the Business Office. 3.5.7 Cancer Insurance: Employees may purchase cancer and dreaded disease insurance. A brochure explaining this option is available in the Business Office.
3.5.8 Accidental Death & Dismemberment Insurance: Employees may purchase AD&D insurance at insured limits ranging from $100,000 to $400,000. Additional information and enrollment forms are available in the Business Office. 3.5.9 Worker’s Compensation: In accordance with state law, PA provides, at the school’s expense, worker’s compensation insurance for all its employees. This insurance covers for any onthe-job injuries. It is the employee’s responsibility to report any injury to the Business Office immediately. Failure to do so could result in the loss of benefits. Drug testing may be required for those involved in a worker’s compensation claim. 3.5.10 Unemployment insurance: All employees are covered by federal and state unemployment insurance as required by law. All costs for this insurance are borne by the school. Benefit claims are filed by the former employee with the state and are limited as specified by current law. 3.5.11 Professional Liability Insurance: The school, the Board, and all employees are covered by the school’s professional liability insurance. 3.5.12 Automobile Liability Insurance: Employees driving their own vehicles for approved school business are covered first by their own personal liability insurance and secondarily by the school’s insurance. 3.5.13
Social Security (FICA): The school contributes to the federal social security system. All employees are required by law to participate in this program. Current rate of contribution and maximum contribution amounts can be obtained from the Business Office.
Full time employees are eligible to participate in a TIAA-CREF retirement plan. After one year of service, the school will match contributions made by the employees up to 4% of the employee’s gross annual salary. Employees may be eligible to make additional tax-deferred retirement contributions to their TIAA- CREF retirement account. Details of the plan are covered in the retirement plan packet that is available in the Business Office.
3.7 Cafeteria Plan The school provides a cafeteria plan that allows participating employees the opportunity to shelter from taxes many of the expenses related to insurance premiums, medical reimbursements, and dependent child care costs. To learn more about the cafeteria plan, contact the Business Office.
Bruin Backer Pass
Employees receive a yearly pass that allows the employee, spouse, and dependent children free admission to most PA sporting events. Events not covered by this pass include PA games at other schools, conference playoffs, and other special tournaments or post season play.
Consolidation Omnibus Budget Reconciliation Act (COBRA) /Continuation of Benefits
As a sponsor of employee benefits plans, Pulaski Academy is covered by the regulations of the Consolidated Omnibus Budget Reconciliation Act (COBRA), the federal law pertaining to continuing benefits coverage after employees are no longer eligible. Under the provisions of COBRA, employees and their dependents who enroll in the school’s medical or dental plans may be eligible to continue coverage at their own expense— usually for up to 18 months, and in certain circumstances up to 29 or 36 months—upon terminating employment with the school or experiencing other qualifying events (e.g., such as a dependent student losing coverage due to reaching the age limit or graduating from college). The decision to continue your health insurance is voluntary. Qualified individuals are required to pay the entire premium for coverage up to 102 percent of the cost to the plan. You and/or your eligible dependent must pay the required premium in a timely manner on a monthly basis. Failure to pay the premium will result in the coverage being cancelled, as permitted by law. You will be notified of your COBRA rights upon enrolling in medical coverage, as well as at the time of your termination of employment or when a qualifying event occurs. It is vitally important that you inform the Business Office when a potential qualifying event occurs that may affect your coverage—such as getting married, divorced, or separated, or having or adopting a child, or when a child over the age of 26 is no longer a full-time student or reaches the maximum coverage age for the school’s benefits plans. Please see the Business Office for further details.
3.10 Health Insurance Portability and Accountability Act (HIPAA) The Health Insurance Portability and Accountability Act (HIPAA) provides rights and protections for participants and beneficiaries in group health plans. HIPAA includes protections for coverage under group health plans that limit exclusions for preexisting conditions; prohibit discrimination against employees and dependents based on their health status; and allow a special opportunity to enroll in a new plan to individuals in certain circumstances. HIPAA may also give you a right to purchase individual coverage if you have no group health plan coverage available, and have exhausted COBRA or other continuation coverage.
Budgeting and purchasing information
3.11.1 Advanced Budget Planning
While the primary goal of PA is the educational welfare of our students, the operation of running a school must be conducted in a business-like manner. Advanced planning is a vital component in the management of a fiscally sound institution. Compensation of faculty and staff is by far the largest component of the schoolâ€™s operating budget. All budget considerations regarding salaries, benefits, or proposals for new positions must be presented in writing by the Division Head prior to November 1, in order to be considered for the following school year. The written requests should be submitted to the Head of School and the Head of Finance and Investment. A preliminary budget is approved by the Board of Trustees prior to student re-registration. A final budget is then presented to the Board of Trustees for review and final approval at the first Board Meeting of the new fiscal year. After that meeting Division Heads and other budget managers meet with the Head of Finance to determine line-item budgets. 3.11.2 Purchasing Procedures All school purchases must be written on a purchase order and be pre-approved by person responsible for the departmental budget and /or the Controller. Once approved, the purchase order is sent to the Business Office for processing. No employee or school student should make a school purchase without first receiving the required authorization. The employee should contact the Business Office or their divisional Administrative Assistant to have a purchase order number assigned. Careful planning in the spring by all departments helps the Business Office to bulk order supplies for the upcoming year in cost-saving quantities. During the school year, many items can be ordered on-line by the Business Office with nextday delivery often available. Helping the school to take full advantage of discount buying not only saves money, it saves time spent on ordering and processing checks. See Business Office for specifics. 3.11.3 Technology Purchase Policy Purchases of technology for campus use must be coordinated through the Director of Technology regardless of the budget source. Consultation before ordering will prevent choosing a product that may not work with technology that the school already has in place. All technology purchases must be part of the existing Tech Plan for the school. This plan is updated / revised as needed based on needs and resources. All Division level technology needs must be submitted through the Division Heads.
The following items are considered to be information technology resources and are purchased, inventoried, and managed by the PA IT Department:
Desktop computers (including keyboards, mice, and speakers) External media storage Monitors Laptop computers Printers (networked or stand-alone) Scanners Smartboard devices Photocopiers (networked or stand-alone) LCD projectors Digital cameras Video cameras PDA's ID card readers Memory card readers Fax machines Hardware warranties and maintenance agreements Software applications for curriculum needs - please contact the Facilitator of Technology Support Lab Software warranties and maintenance agreements Other computer-related hardware Reimbursement Checks While the preferred method of purchasing supplies is by purchase orders, from time to time an employee may have a need to pay for supplies with his/her own money. When this happens the employee must fill out a purchase order, attach the original receipts to the form, obtain proper approval, and then turn it in to the Business Office. Reimbursement checks will be made within a week of turning in the purchase order.
3.11.5 Travel Reimbursement Faculty members must formally request professional development funds. When an employee is pre-approved for travel related to work or professional development, reservations will be made through the President’s Administrative Assistant. Certain travel expenses may be considered reimbursable. Set rates for mileage ($.45 per mile) and meals (actual amounts up to $40.00 per day maximum) will apply when the specific event is outside the Central Arkansas Area during the 2013-2014 term. Rates are subject to change, and should be verified by the Business Office during the planning stages.
3.12 Keys / Proximity Cards Employees will be issued keys and / or proximity cards as needed for the assigned job with the approval of the employee’s supervisor. The Division Heads must give their
approval before keys / cards are distributed to faculty and staff in their divisions. Keys/ cards for faculty and staff of any division will be distributed by the Director of Facilities. Under no circumstance should duplicate keys be made and under no circumstance should keys be given to students.
Section 4: Personal Days, Vacations Days, Holidays and Leave 4.1 Personal Days a) Personal Days are to be used for illness (including dependent family members), emergencies, and personal obligations that cannot be tended to after school hours. b) For the purpose of this policy only, “faculty member” is defined as an employee who is under contract to work approximately 9 ½ months, and “staff member” is defined as an employee who is under contract to work 12 months. c) Faculty members will be granted nine days of personal leave per academic year, without loss of pay. Staff members will be granted twelve days of personal leave per fiscal year, without loss of pay. A faculty member who does not use all of the allowable personal leave days during an academic year may accumulate such unused personal leave days up to 32 days. Staff members may accumulate up to 36 days of personal leave. d) Personal leave, except for unexpected illness, should not be requested the week before or following school holidays or exam review days, exam days, or during pre-planning/post-planning (in-service) work days. e) Faculty or staff members will advise the immediate administrative supervisor as soon as possible after a faculty or staff member determines that absence will be necessary. f) Faculty must provide Pulaski Academy with a full, complete and detailed set of lesson plans for the period of absence if reasonably possible. g) Personal leave will accumulate on a one-half day minimum basis. Two class periods for teachers in Middle School and Upper School, three hours for Early Childhood School and Lower School and four hours for staff constitute one-half day. Missing any part of an assigned duty or class will be counted as at least onehalf day of absence. h) Any absence of three days or more in succession requires certification from a physician stating the reason for the absence. If three or more days of absence are required for a strictly personal reason, approval from the immediate supervisor is required. i) Pulaski Academy may require a faculty/staff member to take personal leave if Pulaski Academy, in its sole discretion, determines that the faculty/staff member is unable to properly perform duties with an acceptable level of work performance and maintain regularly scheduled hours. If this leave is medically related, Pulaski Academy may require any faculty/staff member to be examined by a physician of Pulaski Academy’s choice in order to obtain a second opinion, consistent with PA’s FMLA policy. j) After personal leave and vacations are exhausted, any additional leave under this policy will be unpaid. k) Once a faculty/staff member has provided notice of resignation, personal days may no longer be used.
4.2 Vacation Days Employees who work year round will be granted vacation leave according to individual contracts. It is the responsibility of each employee to submit vacation leave requests to
his or her supervisor in advance. Such requests will be approved on a first come, first served basis. Approval of specific dates will depend on each employee’s assignments and must be coordinated with other leave requests to ensure that assigned tasks proceed in a timely fashion. The supervisor or Head of School reserve the right to modify vacation schedules when necessary to ensure the continuous and efficient operation of the school. As a general rule, twelve month employees may take additional vacation time with regard to years of service at the school. After one year, an employee may take ten days annually, after five years fifteen days annually, and after twenty years twenty days annually.
4.3 Holidays In most instances, teaching and administrative employees are granted paid leave during the school year vacation periods, including the days students are absent for Labor Day, part of Thanksgiving break, winter break, Martin Luther King Day, spring break, and Memorial Day. Year round administrative employees are also granted paid leave for Independence Day. Although students are absent on teacher work days, conference days, and in-service days, these days are important work days for all employees and should not be considered as part of any vacation period. (Exceptions due to school needs or special events may occur.) Paid holidays for the service professionals who serve PA’s maintenance and cleaning staff are as follows: New Year’s Eve, New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the day after Thanksgiving, Christmas Eve, Christmas Day and the day after Christmas. Holidays falling on Saturday are observed on the preceding Friday. Holidays falling on a Sunday are observed on the succeeding Monday. If the need arises, employees may be asked to work on a scheduled holiday.
4.4 Family Medical Leave Act Pulaski Academy complies with all rules and regulations as set forth in the Family Medical Leave Act of 1993. For additional information, contact the Business Office.
4.5 Military Leave Faculty or staff members who are in the army reserve or National Guard and who are called to active duty service will be considered on a leave of absence. The faculty or staff member will have the opportunity to be reinstated in his/her position up to twenty-four months from the 1st day of active duty. Pulaski Academy will comply with any and all Federal and State requirements.
4.6 Jury Duty Faculty or staff members called for jury duty will be excused from work without loss of pay, vacation time, or personal days. Payments received from the court for jury duty should be returned to the Business Office.
4.7 Funeral Leave (Bereavement Leave) In the case of a death in the employee’s “immediate family”, full time employees may take up to three working days with pay. Three days of bereavement leave will not reduce the employee’s personal days or vacation days. If leave beyond three days is needed, the employee has the option of taking unused personal leave. “Immediate family” is defined as spouse, child, stepchild, parent or grandparent, stepparent, brother, sister, stepbrother, and stepsister of either the employee or the employee’s spouse.
Section 5: Professional Development and Performance Evaluation 5.1
5.1.1 Teaching Positions Pulaski Academy has a two track Faculty Performance Review for teachers based on the Four Domains of Teaching. All Teachers are evaluated formally on a rotational basis and each teacher goes through the Formal Evaluation Track at least every 3 years. On years when teachers are not involved in the full evaluation process, they are required to follow the self-directed Professional Growth track. The Division Heads or the Head of Academics may add a teacher to the Formal Evaluation track at any time they deem necessary. After the Division Head has reviewed the formal written evaluation with the teacher, a signed copy of the formal evaluation is reviewed by the Head for Academics and placed in the teacher’s personnel file. This Performance Review practice will be reviewed during 2012-13 and is subject to change. A teacher’s signature on the evaluation does not mean that the teacher agrees with the evaluation, it indicates the teacher has read it. A teacher not in agreement with his or her evaluation may submit a letter to that effect and it will be placed in the personnel file along with the evaluation. 5.1.2 Non-Teaching Faculty and Staff Positions Administrators that supervise non-teaching positions will evaluate those staff members as needed with criteria specific to the job.
Professional development and continuing education are critical components of maintaining a well trained and energized teaching faculty. To make sure that our allocated funds are well spent and have the greatest long term impact, the Academic Team will establish priorities for the use of these funds. Requests will then be reviewed in light of those priorities. See the general guidelines below: 5.2.1 Professional Development Procedures: Professional development funds may be requested by a faculty member for the purpose of attending conferences or training seminars that are directly related to and directly impact the quality of teaching and learning that occurs in his/her classroom. Those funds may be accessed in the following manner: A request for funding for a particular conference or inservice must be in writing in advance of the event. Faculty Professional Development Request forms are available in the division level offices. The request must be approved for consideration by the Division Head and then submitted to the Head for Academics. The request will be considered in light of the School’s priorities. If the request is approved and funding is available the faculty member will be notified. The faculty member is then expected to make his/her own plans for the conference or training (i.e. transportation, housing, and registration). Expenses
that are allowable are outlined on the Faculty Professional Development Request form. A faculty member must file a purchase order with receipts to receive reimbursement for food, transportation and lodging not paid for through the school in advance. (You may contact the Business Office to ask about the current per diem and mileage rates.)
5.2.2 Continuing Education Procedure Continuing Education funds are available to support faculty and programmatic enhancement in targeted areas established by the Academic Team. Support may vary according to the needs of the institution. Interested faculty members may request support through the following process: Faculty members requesting funds must have been employed fulltime at PA for at least one school year (August-July). The course or courses for which reimbursement may be requested should be directly related to the teacher’s current area of instruction. (rare exceptions may be made if a teacher is preparing for a teaching area of immediate need by the school) A written request with an estimated cost of the course(s) must be made and approved by the Division Head prior to the beginning of the course(s). This request should then be forwarded to the Head of Academics. The Academic Team will review the request in light of institutional priorities and inform the faculty member of the level of support the School can offer. Once approved, these funds are accessible through the following reimbursement procedure: At the end of each course the teacher will submit verification that the course has been successfully completed (letter from instructor, copy of grade report, transcript, etc.) and a receipt for the cost of the course. This information will be submitted to the Head of Academics. Teachers may also request continuing education funds if they are working on their licensure through the Non-Traditional Licensure Program with the Arkansas Department of Education. This applies to faculty members who are already contracted as teachers. A teacher interested in the NTLP may contact the Head for Academics about these funds. Teachers who receive funds from PA to cover the cost of continuing education courses or the Non-Traditional Licensure Program and who subsequently decide not to return to PA in a teaching position for the following year, will reimburse the School 100% of the funds they received for courses taken during that school year (July 1-June 30).
Section 6: Standards of Conduct 6.1 Confidentiality Confidential personal, academic and financial information (including Employment Agreement information) regarding any PA student, faculty, or family member should not be shared, either within the community or outside the community. If confidential information is inappropriately shared, it may be grounds for discipline, up to and including discharge. Disclosure of use by an individual of confidential information about PA, its activities or intentions, for the personal profit or advantage of the individual or any other person is strictly prohibited.
6.2 Conflict of Interest Members of the Board of Trustees, administration, faculty and staff have an obligation to exercise their authority and to carry out the duties of their respective positions for the sole benefit of Pulaski Academy. They should avoid placing themselves in positions in which their personal interests are, or may be, in conflict with the interests of the School. Where a potential conflict of interest exists, it shall be the responsibility of the person involved to notify the President and Head of School of the circumstances resulting in the potential conflict so that the School can provide guidance and take such action as it shall deem appropriate. Areas of potential conflict of interest include, but are not limited to: 1. ownership of a business from which PA obtains goods and services or is a competitor; 2. competition with PA for purchase or sale of property 3. representing PA in any transaction or activity in which the individual has a material financial interest; or 4. any other circumstance in which the individual may profit from any action or decision by Pulaski Academy
6.3 Dress code for employees Employees must maintain a professional appearance appropriate to a college-preparatory school and to the responsibilities of the assigned job. During regular school days or on a teacher workday when meeting with the public, the wearing of sweat suits, wind suits, shorts, jeans or T-shirts is unacceptable. Male faculty members are expected to wear shirts and ties (jackets are optional). The exceptions are as follows: 1.) Faculty members whose teaching environment requires different attire are excused from this standard with the approval of the Division Head. 2.) Maintenance staff may be required to wear a uniform or will be provided with alternate dress guidelines appropriate to assigned responsibilities. 3.) More casual attire may be designated for the entire staff from time to time by the administration for special school events or spirit days. 4.) Shorts are not to be worn by teachers, administrators, or office staff members without prior approval of their Division Head or supervisor.
5.) More casual attire may be worn on teacher workdays when teachers are working in their classrooms and not conferencing or meeting with the public.
6.4 Medical requirements for employment Tuberculin skin testing is required if you are a new PA faculty or staff member. If you work in any capacity with three and four-year-old students, a skin test is required each year. If you are returning and have tested positive within the past year, a chest X-ray is required for two consecutive years, to be followed by annual interviews concerning symptoms. If a skin test has been positive in the past, a chest X-ray will be necessary for this year. The Health Department will be able to advise those that have tested positive in the past. Locations and numbers for the area Health Departments are: Pulaski Central Health Clinic – 3915 W. 6th Street, Little Rock, 280-3100; North Little Rock Health Clinic – 2800 Willow Street, North Little Rock, 72114, 791-8551. The tuberculin skin test(s) must be taken before the opening day of school. You will need to see your physician or visit one of the health clinics. If the employee has never had a tuberculin skin test, two tests – two to three weeks apart – will be necessary.
Responsible Use of Technology/Internet/E-mail
6.5.1 Agreement Form for Faculty/Staff The signed RUP shall be required prior to the faculty/staff member being granted access to electronic media involving school technology resources. This document shall be kept on file as a legal, binding document.
School Use Recommendations from a committee consisting of the Head of Academics and Student Life, Head of Finance and Investment, Upper School Division Head, Middle School Division Head, Lower School/Early Childhood School Division Head, and the Director of Technology shall determine when and which computer equipment, software, and information access systems will be available to the School. Third party equipment, software, and information access systems will not be supported and should not be installed without prior permissions from the Director of Technology.
Responsibility for Damages Individuals shall reimburse Pulaski Academy in the event of liable damages and/or expenses occurred from specific restricted use of school property including but not limited to network, software, hardware, and legal fees. Although the network is designed to run continuously, periods of downtime should be expected from unforeseen occurrences. Pulaski Academy will not be responsible for damaged data, loss of data, delays, non-deliveries, improper deliveries, or service interruptions caused by data provider negligence, hardware failures, network
administration or user errors and omissions. Pulaski Academy will not be responsible for the spread of viruses to home or business computers.
SECURITY Security on any computer system is a high priority, especially when the system involves many users. Security violations can be described as any purposeful attempt to bypass normal security measures that have been implemented on the school network. Downloading data and information or bringing this information or data into the school with intent on bypassing security will be taken seriously. Any user who can identify a security problem on the school network should notify the Network Director or the technical support staff immediately. Do not demonstrate the problem to others.
Right to Privacy The Network Director must retain the right to access information stored in any user’s personal directory, on the current user’s screen, on any user’s computer or in electronic mail for any reason. This is necessary so that maintenance, backups and removal of any viral infections can occur. The School will take measures to secure your privacy up to that level. Confidentiality of the following cannot be guaranteed: documents in a user’s directory, email messages, computer files and Internet visitation. Never place data in these areas that are not appropriate or that may be more personal than you wish to share with others. Network management and monitoring software packages are used to help backup, facilitate, secure and maintain the network.
STANDARDS The following standards are used as a general structure for faculty/staff member access to electronic resources.
Faculty/Staff These members are allowed to have a network user account created for their use. This type of account is accompanied by an addition of a private storage directory for faculty/staff work and a personal electronic mail account. This account is made strictly for that member’s own use. The account name is linked directly to that faculty/staff member for logging purposes on the network. The Director of Technology strictly prohibits any use of this account by another student or faculty/staff member. Faculty/Staff will also be given the ability to change his/her password at any given time. These faculty/staff members are allowed to have independent access to the Internet at school and are expected to abide by the normal rules of appropriateness.
NETWORK, INTERNET, AND ELECTRONIC MESSAGING REGULATIONS
In order to provide the best services for all members of Pulaski Academy, The Responsible Use Policy is based around what is acceptable and what is not. Violation of the following terms and conditions may result in immediate action: 1. Network accounts must be in support of education and research consistent with the educational objectives of Pulaski Academy. 2. Do not download, share, install, or copy materials that may be in violation of any U.S. or State regulation. This includes, but is not limited to: copyrighted material, threatening or obscene material protected by trade secret. 3. Political lobbying is not allowed. 4. Do not monopolize the resources of the network by such things as running large programs and applications over the network, sending massive amounts of mail to other users or using system resources for games or personal media storage. 5. Do not break or attempt to break into the school network. Use of other organizational networks or computing resources must comply with the rules appropriate for that network. You may not attempt to access or destroy another person’s data or the school’s data. 6. Never allow another person to have access or share your private password. Change your password anytime a person other than yourself may learn your password. Never use or alter another person’s network account. 7. You may not create, introduce, or share computer viruses at any time on the Pulaski Academy network. 8. All communication and information access via the network should be assumed to be private property of Pulaski Academy. Confidential school data or that of other school users should not be taken outside the School for any reason without specific written permission of the President and Head of School. 9. Electronic mail regulations apply. Be polite. Do not write or send abusive messages to others. Always use appropriate language. Do not swear, use vulgarities or any other inappropriate language. 10. Never reveal your personal information or that of other faculty/staff members to users outside the school network. 11. Do not download any data or information that could be used to bypass security. You should also not bring such data or information to school with you. You should refrain from Internet sites that have the sole purpose of spreading viruses, providing hacking tools and providing hacking information. 12. Do not use any outside Internet sources to bypass the school proxy software and its logging devices. 13. Do not alter the protocol setting on a school computer in a way that would change its network name, identity, or default language. Do not introduce any new computer systems or other network devices without previous authorization from the Director of Technology. 14. Use of school owned equipment for personal or business use is prohibited. 15. PA faculty and staff members are prohibited from “friending” or interacting with current students on social networking sites as outlined in Pulaski Academy’s Social Media Guidelines.
DISREGARD OF RULES Individuals who violate rules governing the use of school technology may not be granted further use of equipment, software, or information access systems. Individuals who severely violate the rules may face legal action with pending criminal or civil charges. The Director of Technology, may suspend or close any account at any time, for any reason he/she deems necessary. The President and Head of School and Head of Academics and Student Life may also request that the Director of Technology deny, revoke, or suspend specific user accounts. Responsible Use Policy for Technology Faculty/Staff USER CONTRACT: I have read the terms and conditions of the 2013- 2014 Responsible Use Policy. I understand and will abide by the stated terms and conditions. I further understand that violation of the regulations in unethical and may constitute a criminal offence. Should I commit any violation, my access privileges may be revoked and disciplinary action may be taken and/or appropriate legal action. I also understand all electronic access materials should be used for educational purposes only. Clearly print your First and Last name: ____________________________________ Title: _________________________________________ Signature: _____________________________________ Date: _________________________________________ 6.5.2 Message Content Don’t write anything (even in a text message) that you wouldn’t want repeated. E-mail can be forwarded to hundreds of people, in and out of our school—and text messages can be revealed in court. Once you have sent the message, it is out of your control. Be especially careful about material that would violate a student’s, parent’s, or other employee’s privacy. Please be aware that even messages or documents that you consider “informal,” “casual,” or “personal” may need to be retained by the school and shared in any litigation matters, as required by federal regulations. 6.5.3 Viruses and Attachments There are many dangerous viruses that circulate on the Internet and through unsafe computing practices. To avoid getting a virus spread through your e-mail, never open an e-mail attachment unless you know what it is—even if it comes from someone you know and trust. Always make sure you are running an up-to-date virus scanner, both here and at home. Please see the IT Department with any questions regarding viruses, attachments, or related issues.
6.5.4 Acceptable Use Policy Violations Access to the computers/laptops owned by the school is a privilege, not a right. This privilege may be restricted and/or revoked at any time for use not consistent with the educational goals of the school. (This includes employees remotely logging onto the school network or using their school e-mail account from home or when traveling.)
Additional Consequences for Violations of this policy AUP, include but are not limited to: Loss of network access privileges, including Internet and/or e-mail access Loss of computer access privileges Disciplinary action by administration including, but not limited to, immediate termination from employment Legal action and prosecution by the authorities, if appropriate
Social Media Guidelines:
Social Media can present itself in many different forms. Some examples include: (Facebook, Twitter, You-Tube, Blogs, WIKIs, WordPress, MySpace, Flicker, etc.) Proceed with caution as you enter the on-line world. Comments, photos, and postings can easily be misconstrued. Think before posting. Do not put your professional reputation at risk with a mistake on-line. Remember that whatever you post never “really” goes away.
Maintain Professionalism – Pulaski Academy employees should not “friend” or develop on-line relationships with current students with the exception of family members.
Maintain confidentiality – Do not post confidential or proprietary information about Pulaski Academy, its students, its alumni or your fellow employees. Use good ethical judgment and follow school policies.
Maintain Privacy – Do not discuss a situation involving named or pictured individuals on a social media site without their permissions. As a guideline, do not post anything that you would not present in any public forum.
Respect School Time and Property – School computers and work time are to be used for school-related business. You should participate in personal social media conversations on your own time using non-PA computers.
Understand Your Personal Responsibility - PA staff and faculty are personally responsible for the content they publish on blogs, wikis, or any other form of usergenerated content. Be mindful that what you publish will be public for a long time – protect your privacy.
Be Aware of Liability – You are responsible for what you post on your own site and on the sites of others. Be sure what you post today will not come back to haunt you.
Maintain Transparency – The line between professional and personal business is somewhat blurred: Be thoughtful about your posting’s content and potential audiences.
Think Before You Post – There is no such thing as a “private” social media site. Search engines can turn up posts and pictures years after the publication date. Comments can be forwarded or copied. Archival systems save information even if you delete a post.
Use A Disclaimer – If you publish content to any web-site outside of PA and it has something to do with the work you do or subjects associated with PA, use a disclaimer such as this: “The postings on this site are my own and do not represent PA’s positions, strategies, or opinions.”
Personal Conduct (Expectations)
A key element of Pulaski Academy’s approach to student character development is for our faculty and staff to serve as role models for mature, caring behavior. As a visible manifestation of this role, all employees are expected to conduct themselves with grace, dignity, and respect at all times. Offer to help other staff members and be willing to be helped by others (e.g., sitting down to listen, offering or receiving a teaching idea, etc.). Believe that a call to teach is no greater or less than the administrator’s call to lead or maintenance personnel’s call is to maintain plant facilities. With forthrightness, go directly to the person whenever you have an objection or disagreement with his or her words or practices. Support in public, in private, and in practice any decision arrived at by the administration despite your personal objections. Offer differences of opinion by speaking and writing honestly and carefully, by listening fully, and by choosing the appropriate place for doing so. Refrain from criticizing students, colleagues, parents, administrators, or Board members; gently stop other teachers’ or students’ criticism of another person.
Work with a spirit of continuous improvement toward colleagues’ personal professional development, in their specific positions, and for the School as a whole. Be alert and willing to act to protect the physical assets of the School and the general safety of fellow employees and students entrusted to the School’s care. While modeling order, balance, and accuracy, we are careful to remain warm and nurturing. We model, train, and teach a lifestyle of manners and consideration, one that seeks to honor the feelings, needs, and concerns of others.
Personal Conduct (Prohibitions)
Pulaski Academy has an organizational interest in promoting appropriate behavior by employees when conducting business for the school, whether on campus or off, or before, during, or after regular school hours. Employees are expected to conduct themselves in a fair, honest, and professional manner and with the greatest integrity at all times. Such conduct is vital to the success and reputation of the school, and Pulaski Academy tolerates nothing other than the highest standards of ethical and lawful behavior. Employees should be aware that the school considers certain behaviors to be such serious violations of our code of conduct that they may result in prompt disciplinary action, up to an including termination of employment. The school retains full discretion to impose whatever form of discipline it deems appropriate under the circumstances, and such discipline may occur outside of the bounds of the school’s Employee Evaluation Process, which is a general process intended to address common instances of poor performance and other similar matters. Serious violations include but are not limited to the following: using, possessing, or being under the influence of alcohol or unlawful drugs while at work profanity in the workplace or in public actual or threatened violence toward another person falsification of forms, records, or reports, including application materials, expense reports, student records, or timesheets unauthorized possession, replication, misappropriation, theft, or removal of school property, records, or student materials willfully destroying or damaging school property misrepresentation of Pulaski Academy or our students and families through unauthorized use of school stationery, postage, phone services, Internet or email communications, fax cover sheets, business cards, and promotional materials
using school facilities for personal purposes or gain unless otherwise authorized performing approved outside work during school hours or in a way that infringes on other school employees conduct that is injurious to the business or reputation of Pulaski Academy romantic or other intimate relations with a student excessive absence or tardiness misuse of confidential information repetition of less serious offenses inappropriate use of Internet and/or e-mail (see the Internet and E-mail Acceptable Use Policy for further details) discourtesy, rudeness or lack of cooperation failure to follow instructions or school procedures failure to follow established safety regulations theft or dishonesty harassing behavior, including sexually harassing employees, students, or others not reporting students’ use of drugs and/or alcohol on school grounds or at a school function gambling on school premises or while conducting school business sleeping on the job or leaving the job without authorization possessing a firearm or other dangerous weapon on school property or while conducting school business being convicted of a crime that indicates unfitness for the job or raises a threat to the safety or well-being of the school, its students, employees, or property
6.8 Drug-Free Workplace Our employees serve as role models for all the students in our school. As such, substance abuse by a school employee is a very serious matter. The school is also concerned about the use of alcohol, illegal drugs, or controlled substances as it affects the workplace. Use of these substances, whether on or off the job, can adversely affect an employee’s work performance, efficiency, safety, and health, and therefore seriously impair the employee’s ability to work with children as well as his/her value to the school. In addition, the use or possession of these substances on the job constitutes a potential danger to the welfare and safety of children and other employees, and exposes the school to the risks of injury to other persons or property loss or damage. Furthermore, the use of prescription drugs and/or over-the-counter drugs also may affect an employee’s job performance and seriously impair the employee’s ability to serve the school. Standards
The following rules and standards of conduct apply to all employees either on school property or during the work day (i.e., at any time or place that they are carrying out school business). The following are strictly prohibited by the school. Possession or use of alcohol, or being under the influence of alcohol while on the job Driving a school vehicle while under the influence of alcohol Distribution, sale, or purchase of an illegal or controlled substance while on the job Possession or use of an illegal or controlled substance, or being under the influence of an illegal or controlled substance while on the job Consequences Violation of the above rules and standards of conduct will not be tolerated. The school also may bring the matter to the attention of appropriate law enforcement authorities. An employee’s conviction on a charge of illegal sale or possession of any controlled substance while off school property will not be tolerated because such conduct, even though off duty, reflects adversely on the school. In addition, the school must keep people who sell or possess controlled substances off the school’s premises in order to keep the controlled substances themselves off the premises (for the protection of students). Any employee who is using prescription or over-the-counter drugs that may impair the employee’s ability to safely perform the job, or affect the safety or well-being of others, must notify an administrator of such use before starting or resuming work. Searches In order to enforce this policy, the school reserves the right to conduct searches of school property or personal property that has been brought onto school property, and to implement other measures necessary to deter and detect abuse of this policy.
In the event a faculty or staff member has a conflict or concern, he/she should attempt to talk with the individual and resolve the issue. If, however, that is not possible or has been tried and has failed, the employee should direct the conflict or concern to his/her Division Head or supervisor. If an individual is not comfortable with reporting the matter to the Division Head or supervisor, then the concern should be reported to the Senior Staff member who supervises the Head or Supervisor in that area: Head of Academics, Head of Finance, Head of Advancement or Head of Enrollment. Any conflict or concern will be discussed fully and confidentially with the person raising the complaint or concern. The results of any investigations shall be confidential and provided only to individuals at Pulaski Academy on a need-to-know basis. A report documenting any disciplinary action taken by Pulaski Academy as a result of the complaint will become part of the personnel
files the individuals involved. If the complaint is legal in nature, any investigative files, including the complaint, shall also be maintained in the President and Head of Schoolâ€™s Office and in the office of the school attorney. The President and Head of School is the official and only liaison between the institution and the Board of Trustees. He is the Chief Executive Officer of the school and is the final decision in any conflict or issue resolution.
Section 7: Clearinghouse and Advancement 7.1 Clearinghouse Process / Clearinghouse Committee History and Purpose The Clearinghouse Committee was established many years ago by the Board of Trustees to monitor, evaluate, and limit the number and kind of solicitations that PA parents and students receive each year. Because fund-raisers add to the overall cost of attending school at PA, and may create the impression of an environment where our families feel “nickel and dimed,” the Board felt that it was critical to minimize the times that our families are solicited for any reason. The Board also charged the Committee with approving only fund-raisers that would not detract from or compete with the greater fund raising efforts of the school (Annual Fund, Capital Giving, and Endowment). Campus Fundraising Policy All individuals and school groups who wish to conduct any type of fund-raiser or solicit funds from parents or students for any purpose must receive pre-approval by PA’s Clearinghouse Committee before any solicitation can commence. Clearinghouse Application Process All fund-raising activities for the upcoming school year, whether new or on-going each year, should be submitted to the Clearinghouse Committee for approval at the committee’s annual 4th quarter meeting each spring. Applications for on-going activities include a financial summary for the current year. All applications include a proposed budget and anticipated profit. These two forms for application are available in the Office of Advancement. A month prior to the 4th quarter meeting, faculty/staff, clubs, and other school groups will be notified of Clearinghouse meeting and application deadline dates. Completed applications for the next school year are due 10 days prior to the meeting for consideration. As needed, the Clearinghouse Committee will also hold one meeting during each of the 1st, 2nd and 3rd quarters to consider additional proposals that arise during the year or to discuss projects for the next year that need earlier approval. Clearinghouse Guidelines A proposal will be given consideration for approval if the committee establishes that it has merit for one or more of the following reasons and does not detract from the greater fundraising efforts of the school (Annual Fund, Capital Giving, and Endowment). 1. 2.
Promotes class unity, school unity, or school spirit. Provides a student group with the positive experiences of supporting a worthwhile charity, project, or activity, or fits with/enhances the academic program, and is first approved by Director of Community Outreach and/or Division Head as appropriate to those programs. Does not take too much student, faculty, or administrative time. Benefits the school.
5. 6. 7.
Is a request with substantial merit. Cannot be covered through the school’s annual operational budget, and does not create a undue financial burden for parents. Does not compete with or detract from other approved fund-raising activities, and does not create an environment of “nickel and diming” our families. Is supervised by a member of the PA Team
7.2 Advancement Office The Advancement Office is charged with overseeing all fundraising on campus. This includes Capital Campaigns, the Annual Fund, Endowment Gifts and the Clearinghouse process. The Advancement Office works under the direction of the President and Head of Advancement in these efforts.
Employee Handbook 2013-2014 8-02-13