MPS Department of Facilities and Maintenance Services Staff Manual

Staff Manual Department of Facilities and Maintenance Services

Revised September 2020

Contents Mission Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Description of Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Strategic Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Line of Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Department of Facilities and Maintenance Services Organizational Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Work Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Customer Service Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Normal Working Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Probationary Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Performance Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Personal Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Reporting an Injury or Accident . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Authority to Commit District Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Administrative Policy 3.09 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Purchasing Cards – Rules and Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 General Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Rules and Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Time Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Overtime for Emergencies and After-Hours Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Trades Person Called in for an After-Hours Emergency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Absenteeism Policy and Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Individual Attendance Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Failure to Call In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Call-In Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Tardiness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Inclement Weather . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Vacations (Code A01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Summer Clothing Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Intent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Exclusions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Pants Versus Shorts ­— When to Be Worn . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Employees Who Are Required to Wear a Uniform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Employees Not Required to Wear a Uniform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Miscellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Prescription Safety Glasses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Use of MPS Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Progressive Discipline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Use of Cellular Phones and Other Devices While Driving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Appendix A: Accident Reporting and Investigation Procedures for Accidents Involving MPS Vehicles . . . . . . . . . . 16 Appendix A: Concentra Southeast Wisconsin Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Appendix A: USA–Mobile Drug Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Appendix B: Equipment and Task Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Appendix C: Absence Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Note: Work Rules, Building Systems and Operations Code Manual. This section is included and issued to Building Operations Personnel only.

Disclaimer: This manual outlines the policies and procedures for the Department of Facilities and Maintenance Services employees. Nothing contained in this manual creates or is intended to create a contract of employment, and the policies, procedures, and rules described therein are subject to change at the discretion of the district at any time. This Handbook is subject to administrative policies and procedures and state, federal, and local law, and it is not intended and should not be construed to create rights that exceed or modify terms and conditions as set forth in or mandated by these other sources.

Note that you are subject to the policies of the Milwaukee Board of School Directors and should become familiar with both Handbooks. Some but not all of these policies are included in this Handbook. ©2020 Milwaukee Public Schools

Mission Statement The mission of the Department of Facilities and Maintenance Services is to provide and maintain equitable learning environments that inspire and enhance student achievement. The department also aims to maximize the use and efficiency of district facilities by providing timely and cost-effective repair and maintenance.

Description of Services ] Maintain, repair, and renovate the district’s 200 educational, administrative, and recreational facilities. ] Provide skilled labor for safe, healthy, and well-maintained buildings. ] Establish district standards for building materials and systems. ] Provide cost effective, professional planning, design, and construction to implement and support district initiatives. ] Administer and enforce compliance with environmental health and safety mandates, regulations, and policies affecting the district.

Strategic Goals ] Maximize usage and efficiency of district facilities. ] Provide timely and cost effective repair and maintenance services. ] Ensure school buildings and grounds are clean, safe, sanitary, and comfortable. ] Ensure effective management of contract and regulatory compliance, based on district standards.

Line of Authority The Department of Facilities and Maintenance Services is part of the Office of School Administration, which is administered by the Chief School Administration Officer. The department is headed by the Senior Director of Facilities and Maintenance Services. The director is supported by three managers in the areas of Building Operations, Design and Construction, and Maintenance and Repair.

Department of Facilities and Maintenance Services Organizational Chart

Senior Director

Building Operations

Maintenance and Repair

Design and Construction

Environmental Services

School-based Staff

1

Work Rules Customer Service Policy q The Department of Facilities and Maintenance Services employees are to be pleasant and courteous to parents, students, Milwaukee Public Schools (MPS) staff, and other customers at all times. w The Department of Facilities and Maintenance Services employees are to be respectful of parent, student, and MPS staff concerns and address these concerns responsively and within the policies and guidelines of MPS. e The Department of Facilities and Maintenance Services employees are not allowed to discipline students or MPS staff in other departments.

Normal Working Hours q Management has the ability to revise work hours as needed; however, normal working hours follow.

Design and Construction

7:30 a.m. to 4:00 p.m.

Maintenance and Repair Trades

7:00 a.m. to 3:30 p.m.

Support Staff – Building Operations Secretary I

7:00 a.m. – 3:30 p.m.

Secretary I

7:30 a.m. – 4:00 p.m.

Secretary II

7:00 a.m. – 3:30 p.m.

Support Staff – Design and Construction Front Desk Receptionist

7:30 a.m. – 4:00 p.m.

Secretary I

7:30 a.m. – 4:00 p.m.

Support Staff – Maintenance and Repair Secretary I

7:00 a.m. – 3:30 p.m.

Secretary II

7:00 a.m. – 3:30 p.m.

Procurement Associates

7:00 a.m. – 3:30 p.m.

w All lunch breaks are taken on the employee’s own time. Employees should review their work schedules to verify the proper time for lunch breaks.

– The trade shop lunch period is from 11:30 a.m. to noon. Any deviations must be communicated to and accepted by the respective shop supervisor.

– Building Operations work group should consult The Department of Facilities and Maintenance Services Building Operations Work Rules, Building Systems, and Operations Code Manual for allowable work hours and break times.

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e Two 15-minute breaks are allowed for all trade shop employees but are not guaranteed. Breaks cannot be used to either extend the lunch period or to allow an employee to leave early. Employees should check their work schedule to verify the proper time for breaks. The break periods for the trade shops are as follows: – Morning break (range): 9:00 a.m. to 10:00 a.m. (15-minute period maximum).

– Afternoon break (range): 1:30 p.m. to 2:00 p.m. (15-minute period maximum).

Sleeping on the job or leaving your assignment without approval during working hours is not allowed. r Scheduled hours for Local 1616 members shall be established by the senior director of the department or respective manager.

Probationary Period Employees will receive written notice at the beginning of probation period.

Performance Reviews Performance reviews will be periodically conducted, and a performance evaluation will be completed prior to the completion of probation. If probationary requirements are not met, the employee may be terminated.

Upon completion of probation, the employee will receive written notice.

Personal Information q Employees are required to keep their address, telephone, and emergency contact information on file and up to date by entering updates through the MPS Employee Self Service online link and by providing updated information immediately to their direct supervisor. w Employees can update their personal information by going to mConnect on the MPS website. At the top of the screen you will see the word “Staff.” Click on “Staff” to get the drop down menu. Click on “Self Service” in the drop down menu. You will be asked to log in using your MPS user ID and password. Click on “Main Menu” at the top of the screen to get the drop down menu. Click on “MPS Employee Self Service” in the drop down menu. Click on “Payroll and Compensation “and then “Change Home Address.” If you live outside of the City of Milwaukee, you will need to submit your address to the Payroll Department in order to change your address in PeopleSoft. If you need to change a phone number, you will need to choose “Personal Information” from the “MPS Employee Self Service” drop down menu.

3

Reporting an Injury or Accident q Industrial Accident Rules and Procedures – An employee who sustains an injury in the course of his/her workday should notify his/her immediate supervisor as soon as practical.

– Gallagher Basset must be contacted at 1-844-645-7700 as soon as practical. Gallagher Basset is available seven days a week, 24 hours a day.

– Furnish the following information: “Employee’s Statement of Injury.”

– The respective supervisor must complete and submit an “Environmental Health and Safety Incident Investigation Report.” If applicable, submit a “Report of Assault Suffered by School Personnel.” See the District Employee Handbook, part VIII (c) for more details.

– Once the Gallagher Basset forms are completed, they must be emailed to gb-milwaukee-mail@gbtpa.com. All necessary forms are available on mConnect.

– For a complete copy of the MPS Industrial Accidents Rules and Procedures, please log onto mConnect at mpsmke.com and go to MPS mConnect > Office of Finance > Procurement & Risk Management > Workers Compensation.

– Vehicle Accidents: See “Accident Reporting & Investigation Procedures for Accidents Involving MPS Vehicles” in Appendix A. w Medical Status: Any Department of Facilities and Maintenance Services employee with work restrictions due to work or nonwork-related injuries or illnesses must present, in person, a MPS Medical Status Report form to their respective supervisor prior to returning to work. In addition, updates must be provided using the Medical Status Report form whenever an employee is absent for an extended period of time.

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Authority to Commit District Resources Administrative Policy 3.09 The requirements of Administrative Policy 3.09 must be adhered to for all purchases made by the Department of Facilities and Maintenance Services. Basic levels of expenditure authority are noted below.

Expenditure Amount

Expenditure Authority

$0 – $3,000

Designated shop personnel, crew leaders, supervisors, managers, senior director of the Department of Facilities and Maintenance Services

$3,001 – $9,999

Managers, senior director of the Department of Facilities and Maintenance Services

$10,000 – $24,999

Managers, senior director of the Department of Facilities and Maintenance Services

$25,000 – $49,999

Senior director of the Department of Facilities and Maintenance Services

School Board Rule 3.09 Summary ] No spot purchases $3K or more = you must have a PO (avoid spot purchases except for contract labor) ] Any work/material $5K or more = you must have multiple bids and you must have a PO ] Any work/material $10K or more = you should use a Blue Quote to obtain multiple bids and you must have a PO ] Any work/material $25K or more = you need formal bidding docs (plans and specs) and get shop 928 involved and advertise and open bids and you must have a PO or contract ] Any work/material $50K or more = you need formal bidding docs (plans and specs) and get shop 928 involved and advertise and open bids and School Board approval and you must have a contract

5

Purchasing Cards – Rules and Procedures q The intent of the purchasing card is to obtain minor materials in order to complete work more effectively. It should not be a substitute for obtaining a purchase order when possible. w Spending limits are established based on multiple factors including the shop and normal job assignment.

See your immediate supervisor for individual spending limits. e Card Purchases

Examples of what can be purchased: – Books – Special or emergency office supplies not available through current office supplier – Maintenance/repair items and equipment – Incidental and miscellaneous purchases of supplies – Engineering and design supplies – Computers — hardware parts and software – Natural gas for CNG vehicles

Examples of what cannot be purchased: – Meeting arrangements – Electronic database services – Videotapes, subscriptions – Hazardous material – Lab supplies – Items that are available through the current contracted office supply order program – Travel, meals, entertainment, and temporary living expenses – Items for personal use – Temporary employment services – Consultant services – Tuition – Cash advances – Gasoline – Cellular phones and/or accessories

General Instructions ] Give the supplier the purchasing card number and expiration date by telephone, or present the card in person. Be sure to notify the vendor that this purchase is state, county, and stadium sales tax exempt. ] Established credit card purchase limits are in place for the credit cards, and under no circumstances are they to be circumvented by splitting transactions. If a purchase cannot be made because your credit card limit is exceeded, you must contact your crew leader or supervisor for direction. ] If the material will be shipped or delivered, have the supplier enclose a copy of the receipt with each shipment. Ask the supplier to place VISA and the Cardholder’s Last Name in the purchase order field of the invoice/packing slip and write VISA somewhere on package. This will streamline the receiving process, and you will get your materials faster. ] If the material will be picked up, obtain the receipt indicating the purchase price and description of supplies purchased. ] Code receipt with the work order number, phase number, shop number, and location number. A rubber stamp is available to be used on the receipt for help in documenting these fields.

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Rules and Procedures Receipt Processing On a regular basis, the cardholder must transmit the coded receipts/invoices or credit receipts from purchasing card transactions via MPS delivery services, USPS services, or hand deliver to shop crew leader/ supervisor.

Faxed or photocopied purchasing card receipts from employees are not accepted. In the event that an original receipt cannot be obtained due to extenuating circumstances, the supervisor of the shop can accept either a faxed or photocopied receipt and authorize its acceptance through a signature. The crew leader/ supervisor will routinely forward the coded receipts to the shop secretary for data entry.

What If the Supplier Does Not Accept Purchasing Cards?

Not all suppliers accept purchasing cards. If this happens: hoose another supplier — or contact your crew leader/supervisor in order to process the purchase. You C should also ask the supplier if they are interested in accepting VISA. If yes, refer them to the MPS purchasing card coordinator for further information.

Suppliers requiring additional information should be referred to the MPS purchasing card coordinator.

Returns, Credit and Disputed Items roblems: If you have a problem with a purchased item or billing resulting from use of the VISA purchasing P card, you should first try to reach a resolution with the supplier that provided the item. In most cases, disputes can be resolved directly between the cardholder and the supplier. eturns: Returns are handled just like any card purchase. Take or ship the item back to the supplier along R with a copy of the purchase receipt. Request that a credit be placed on your card account. redits: The supplier should issue a credit for any item that has been agreed to for return. The credit will C appear on a subsequent statement. Any item purchased with the VISA purchasing card that is returned must be returned for credit. Do not accept a refund in cash or any other manner. All credit receipts must be properly coded, signed, and submitted to your shop crew leader/supervisor.

Purchasing Card Security q The purchasing card should be treated with the same level of care used with personal credit cards. w The purchasing card or card numbers must not be loaned to another person for use. The only person authorized to use the purchasing card is the person whose name appears on the front of the card. e The purchasing card account number should be guarded carefully! Do not post it or write it in any location that is accessible to others. r If the purchasing card is lost or stolen, report this immediately to your shop crew leader or supervisor and the purchasing card coordinator.

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Consequences for Failure to Comply with Program Guidelines Cardholder consequences may result in revocation of card and/or disciplinary action.

What if the Cardholder Leaves MPS? When cardholders leave MPS, they must return the purchasing card to their supervisor on their last scheduled workday. The supervisor is responsible for contacting the MPS purchasing card coordinator who is responsible for cancelling and destroying the card. Returned purchasing cards are not reissued to other employees for use.

Cardholder Credit Rating The use of the purchasing card results in an MPS corporate liability, not a personal liability for the cardholder.

The cardholder’s credit rating will not be affected. Please remember that the cardholder signs the rules with MPS prior to receiving the card and, as such, is responsible for any abuse as outlined in this document.

8

Time Sheets All hourly employees and those working on projects are required to complete a record of their time in digital or hard copy format as directed by their immediate supervisor. Depending on the approved method of reporting, both the original and digital signatures of the employee serves as verification of the accuracy of all information on the time records submitted. Time sheets that have missing or incorrect figures should not be signed until the information is inserted correctly. Employee groups eligible for equipment pay and task rates when using specialized equipment or performing specialized tasks must indicate the appropriate code on their time sheet in order to be compensated at the assigned task rate (see Appendix B).

Overtime for Emergencies and After-Hours Work q Overtime pay shall be paid to prevailing wage employees in accordance with the prevailing wage rate laws. w Prevailing wage employees will be paid at a rate of time and one-half for the following: – All hours worked in excess of 10 per day (Monday through Friday).

– All hours worked in excess of 40 per week.

Trades Person Called in for an After-Hours Emergency ] Any trades person called in for an after-hours emergency will be paid at time and one-half regardless of the number of hours or days worked during the standard workweek. Time paid will include the time on site to remedy the emergency condition, plus travel time to and from the site. ] The following are job duties that Building Operations employees perform for which overtime will be paid at time and one-half after eight hours in the workday are.

– Snow removal before or after the work day (first shift employees), including weekends (Engineers, BAs, BATs, & BSH IIs at middle schools and high schools).

– Emergency overtime (when engineers assign work to a building service helper due to the absence of a building service helper, flood, fire, power outage, break-in, pesticide application, etc.).

– Employees who are called in for an after-hours emergency.

– Small Engine Shop 919 for hours worked above the eight-hour work day to repair snow removal equipment when directed, as well as on nonwork days (weekends, holidays, and days when the district is closed) when Building Operations employees are engaged in snow removal.

– Note: Overtime is given at the discretion of management. Facilities & Maintenance Services reserves the right to modify this policy at any time with or without notice. All overtime work must be approved by management before undertaking.

9

Absenteeism Policy and Procedures Our employees are a valued asset to the district. That value is maximized when employees are present at work every day, providing our district with those skills for which they were employed. Poor attendance, on the other hand, impacts negatively on: ] The level of services we provide to our schools and departments. ] The morale of fellow employees who frequently must shoulder the additional burden created by employee absences.

Individual Attendance Record q Sick leave is a benefit afforded to employees for the purpose of protecting income when an individual or immediate family member becomes ill. It is never intended to replace vacation days or encourage the use of such leave simply because it is available. w In establishing an absenteeism policy, the department is not trying to unduly burden its employees, but rather to emphasize the responsible use of sick leave. We will willingly work with those employees who may have exceptional circumstances that warrant a particular course of action whether it is medical attention or an Employee Assistance Program referral. e Absences covered by this policy include sick leave (personal or family illness), private absence, AWOL absences, and unpaid miscellaneous leave. r Absences covered by the Family Medical Leave Act (FMLA), worker’s compensation, 40-day wage continuation, jury duty, funeral leave, military leave, and paid miscellaneous leave as defined in the District Employee Handbook will not be included in this policy. Refer to the District Employee Handbook Part VIII for details regarding FMLA and other leaves. t Employees who incur more than six (6) days or 48 hours per fiscal year of absence due to sick leave (code A50/SCK) (see Appendix C) will begin a progressive discipline attendance process. y Employees who incur more than ten (10) days or 80 hours per fiscal year of absence due to family illness (code A55/FMI) (see Appendix C) will begin a progressive discipline attendance process. u Pattern abuse of sick leave will be monitored, such as payday Fridays and the day prior to and following a scheduled holiday or vacation. After three (3) such occurrences, a conference with the employee will be held to discuss the matter. Refer to the District Employee Handbook Part VIII for details regarding FMLA and other leaves.

10

Procedure q Employees who violate the absentee policy will be notified of that fact in writing and a conference will be held to discuss the matter. w The district recognizes and supports a program of surveillance and disciplinary action in any case of misuse of leave benefits. Violation of any of the provisions relating to sick leave by any employee or making any false report regarding illness or sick leave shall subject the employee committing such violation or making such false reports to disciplinary action and shall constitute a cause for discharge, suspension without pay, or demotion subject to the Board rules governing such action. e When any employee’s leave extends beyond three (3) consecutive days for sick leave (code A50/SCK) or two (2) consecutive days for family illness (code A55/FMI), a statement that substantiates the absence from a health care professional licensed to treat the condition at issue shall be furnished to the immediate supervisor and shall be filed with the time sheet. Such certification may be required for shorter terms of sick leave absence (See Appendix C).

Failure to Call In Failure to call in absences and/or not following proper call-in procedures will be considered Absence Without Approved Leave (AWOL code 91). Excessive absences without approved leave or absence without approved leave for three consecutive days are reasons for termination. Failure to submit required doctor certification will also result in an employee being coded AWOL.

Call-In Procedure In case of absence, contact your immediate supervisor/manager by the times outlined below.

Shop personnel

by 6:30 a.m. or ½ hour prior to your start time

Office personnel

½ hour prior to your start time

Supervisors and managers:

½ hour prior to your start time

Tardiness q All employees report to work on time. Employees that report late for their assigned shift are considered tardy. Reporting to work on time means you have reported in and are ready to start work. Tardiness is considered part of your attendance record. w Tardiness will result in lost wages and disciplinary action. Employees who incur two (2) documented instances of any duration will be apprised in writing and monitored for improvement. Failure to improve will lead to disciplinary action.

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Inclement Weather he following inclement weather policy information is specific to the Department of Facilities and Maintenance T Services, with the exception of Building Operations, and is specifically identified for shop personnel. This information will be provided through the Building Operations Bulletin. q When schools are closed due to inclement weather, but district offices are open: Department of Facilities and Maintenance Services personnel are required to report to work as scheduled.

Those who are unable to report to work shall be required to utilize accrued leave for their absence subject to the approval of their supervisor. Employees must notify their immediate supervisor of their absence.

• School-based Building Service Helper I employees do not report to work. They do not have to call in this absence; however, they must inform their building engineer how they want this time coded upon their return from the inclement weather day (options available include: code 80 unpaid, code 69 miscellaneous, or code 01 vacation).

• School-based Building Service Helper II employees are required to report to work as scheduled when schools are closed due to extreme snow conditions. ***Building Service Helper II employees do not report to work when schools are closed due to extreme temperatures. They do not have to call in this absence; however, they must inform their building engineer how they want this time coded upon their return from the inclement weather day (options available include: code 80 unpaid, code 69 miscellaneous, or code 01 vacation). w When schools and the district offices are closed due to inclement weather, the following policy shall be in effect: Only designated staff members are expected to report to work. The designated staff will primarily consist of those employees involved in snow/ice removal activities and/or employees involved with maintaining building infrastructure impacted by severe cold. Designated staff will be contacted by their immediate supervisor if they are expected to report to work.

Note: In the event of a school closing or district closing, the appropriate television and radio stations will be contacted by the Director of Communications & Marketing. An announcement of the closing of schools or closing of the entire district will also be posted on the MPS website. Department of Facilities and Maintenance Services employees are responsible for monitoring local television/radio stations and the district website for school or district closings. It is highly recommended that you do not rely solely upon television or radio announcements and that you access the district’s website for the most accurate information related to school or district closings.

Vacations (Code A01) q All vacations must be approved by your direct supervisor and approved at least 48 hours in advance of the date requested. For holidays, vacation requests will be granted based on seniority as well as work that is scheduled during the vacation dates requested. The Department of Facilities and Maintenance Services must maintain a level of coverage to continue service to departments and schools during all months of the year. Vacation code A01 may be used for inclement weather without 48 hour notification, except for designated staff that are expected to report who are primarily involved in snow/ice removal activities and/or maintaining building infrastructure impacted by severe cold. w Vacation pay can only be used on a scheduled work day. Nonscheduled work days include days when the district is closed for holidays or it is an unscheduled day for the employee. Vacation pay cannot be used on these nonscheduled days. ***Exception: Vacation pay may be used for inclement weather subject to approval of the employee’s supervisor and in alignment with the requirements noted above in the Inclement Weather section.

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Summer Clothing Guidelines Intent The intent of these guidelines is to allow employees to be comfortable while maintaining a professional appearance and remaining safe during their work activities. These guidelines will be reviewed after each season to determine if they will be continued the following year.

Clothing should be in reasonable condition and not torn, frayed, ripped, containing expletive signage, etc.

A supervisor may request an individual to change clothing. If an employee must be sent home for clothing changes, they will not be paid for the time they are gone and may be subject to disciplinary action.

Each trade shop will determine the appropriate clothing and footwear for shop personnel based on the work performed by their trade. Each shop shall clearly post their respective clothing policy in their respective shop office area.

Exclusions These guidelines do not apply to department staff who spend the majority of their work day in an airconditioned space.

Pants Versus Shorts — ­ When to Be Worn q The time frame for wearing shorts will be the Department of Facilities and Maintenance Services summer hours as decided by the senior director. w Employees will be expected to exercise good judgment and wear long pants whenever their work assignment would pose a safety concern with the wearing of shorts. Since job assignments can change throughout the day, employees must always have long pants available to change into if the need arises. If an employee must be sent home for long pants, they will not be paid for the time they are gone and may be subject to disciplinary action. Safety on the job is always a top priority. It is the employee’s responsibility to wear proper clothes for the job being performed. e Although not all inclusive, following are examples of when shorts should not be worn.

– When working with hot materials such as roofing tar – While welding/soldering – While working on hot equipment such as boilers, compressors, steam kettles, tar kettles, dishwashers, etc.

– When operating power equipment for which the manufacturer recommends long pants or protective clothing – When using caustic or toxic chemicals/cleaning agents

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Employees Who Are Required to Wear a Uniform The shorts must be the same color as the current approved uniform color and must be a mid-thigh to kneelength uniform work short (approximately 8-13 inch inseam). Employees can purchase a short sleeve summer weight shirt in coordinating/matching color as the pants, approved by the department. Single color, crew neck style T-shirts can be worn subject to the established time frame and restrictions. Color of the T-shirt should match approved pant color.

Employees Not Required to Wear a Uniform Shorts must be a single/solid color and mid-thigh to knee-length (approximately 8–13 inch inseam). All shorts must be a uniform or walking short style. All shorts are to be clean in appearance and in good repair. No shorts are to be worn that are torn, frayed edged, ripped, with holes, or otherwise not up to the standard of acceptable attire representing MPS. Employees should wear a professional looking shirt or crew neck style T-shirt. Facilities and Maintenance Services shirts with the MPS insignia and golf-type shirts are acceptable.

No tank tops, undershirts, see-through, mesh, or crop-style tops are allowed.

14

Miscellaneous Prescription Safety Glasses Prescription safety glasses will be furnished. They will be replaced or repaired if damaged or broken during the course of the employee’s work assignment, if requested by the employee who is working on a job which requires safety glasses.

Use of MPS Equipment MPS equipment is for the express purpose of completing work for MPS. The use of MPS equipment for personal use is strictly prohibited.

Progressive Discipline The Department of Facilities and Maintenance Services follows progressive discipline using these steps: verbal warning, written notice, and written incident report. Management reserves the right to bypass any and all steps listed and issue disciplinary action at any time during this process depending upon the severity of the issue.

Use of Cellular Phones and Other Devices While Driving Some Department of Facilities and Maintenance Services staff members use MPS vehicles or their personal vehicles during the course of the work day. It is important that Department of Facilities and Maintenance Services staff members are aware of the district’s policy regarding the use of cell phones and other devices while driving. See Part II (J) of the District Employee Handbook.

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Appendix A Accident Reporting and Investigation Procedures for Accidents Involving MPS Vehicles The purpose of this document is to provide guidance on required actions to be taken following an accident involving an MPS vehicle.

An accident, for the purpose of this document, is defined as an event involving a moving vehicle that causes a collision or similar incident and results in property damage or injury.

The following steps must be taken immediately after an accident involving an MPS vehicle.

Employee

Immediate Supervisor (Supervisor or Crew Leader)

q If an employee or anyone is injured, call 911 and/or seek medical attention immediately. w Contact the police if a crime has been committed or situation become tenuous. e Report the accident to your supervisor. r If possible, assess the situation, check for damage, and then return to the vehicle until a supervisor or designated representative is on site. t Report the accident to the MPS insurance carrier to initiate a claim. Refer to insurance identification cards in glove compartment for insurance contact information. y Remain at the accident site until dismissed by the supervisor. q Report to the accident site immediately. w Notify the manager on the way to the accident site or as soon as practical. e Investigate the accident and MPS personnel involved, taking into consideration the “Reasonable Suspicion Protocol.” Take pictures, statements, etc. r Implement drug and alcohol testing protocol for any employee who carries a commercial driver license (CDL). See information on page 18. t If a drug and alcohol test is necessary, the supervisor should transport the employee to a location where the test can be performed by a third party. If the person cannot be transported, see information on page 18. y After the investigation is complete, the supervisor should permit the employee to leave the site.

The following steps must be taken upon return to the office.

Employee

Must complete the required form, Milwaukee Public Schools Vehicle Accident Investigation Report, and submit it to the supervisor.

Supervisor

q Verify that the accident was properly documented on the correct form. Scan the form and email it to MPS Risk Management at emails below. w Complete an incident report and include all details to the event.

MPS Risk Management Robert Crouthamel: (414) 475-8555 • crouthrr@milwaukee.k12.wi.us Marie Lambrecht: (414) 475-8907 • larama@milwaukee.k12.wi.us

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Appendix A Concentra Southeast Wisconsin Locations Location

Address

Hours of Operation

Phone / Fax

Brookfield

2455 N. 124th St. Brookfield, WI 53005

Monday – Friday 8:00 a.m. – 5:00 p.m.

(262) 782-9326 Fax: (262) 782-9353

Franklin

5040 W. Ashland Way Franklin, WI 53132

Monday – Friday 8:00 a.m. – 5:00 p.m.

(414) 858-0100 Fax: (414) 858-0111

Malone Park

16505 W. National Ave. New Berlin, WI 53151

Monday – Friday 8:00 a.m. – 5:00 p.m.

(262) 641-2300 Fax: (262) 641-2311

Milwaukee Airport

5007 S. Howell Ave. Milwaukee, WI 53207

Monday – Friday 7:00 a.m. – 5:00 p.m.

(414) 483-7777 Fax: (414) 483-7914

Milwaukee Brown Deer

5500 W. Brown Deer Rd., Suite 100 Milwaukee, WI 53223

Monday – Friday 7:00 a.m. – 7:00 p.m.

(414) 355-4300 Fax: (414) 355-4608

Milwaukee Downtown

215 N. 35th St. Milwaukee, WI 53208

Monday – Friday 8:00 a.m. – 5:00 p.m.

(414) 931-7600 Fax: (414) 271-9951

Milwaukee Layton Square

875 W. Layton Ave. Milwaukee, WI 53221

Monday – Friday 8:00 a.m. – 5:00 p.m.

(414) 489-3800 Fax: (414) 489-3811

Milwaukee Park Place

11414 W. Park Place, Suite 100 Milwaukee, WI 53224

Monday – Friday 8:00 a.m. – 5:00 p.m.

(414) 359-0800 Fax: (414) 359-1174

New Berlin

15465 W. Howard Ave. New Berlin, WI 53151

Monday – Friday 8:00 a.m. – 5:00 p.m.

(262) 786-4422 Fax: (262) 786-5488

Racine

1147 Warwick Way Racine, WI 53406

Monday – Friday 8:00 a.m. – 5:00 p.m.

(262) 886-3997 Fax: (262) 886-1273

] Work-related injuries receive immediate triage assessment. ] Pre-placement and Department of Transportation (DOT) exam forms are provided, or you may use other DOT approved Medical Examination Report (MER) and/or Medical Examiner’s Certificate (MEC) forms. ] Visit concentra.com/our-locations for a list of locations and driving directions.

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Appendix A USA–Mobile Drug Testing Effective October 13, 2019 USA–Mobile Drug Testing will be providing on-site services for reasonable suspicion urine drug and breath alcohol testing for Milwaukee Public Schools.

If a Milwaukee Public Schools administrator or supervisor has an employee who requires on-site reasonable suspicion testing, below is the process to arrange for a certified collector from USA–Mobile Drug Testing to conduct the test.

During regular Concentra Clinic hours: Concentra Downtown Clinic 215 N. 35th Street, Milwaukee, WI 53208 (414) 931-7600 Hours: Monday – Friday, 7:00 a.m. to 5:00 p.m.

After normal business hours and/or weekends and holidays: USA–Mobile Drug Testing: (262) 484-9999, then hit “3”

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Appendix B Equipment and Task Codes Equip Code No.

Description

01

Crane

02

Manhoist

03

Tractor over 40 HP

04

Tractor under 40 HP

05

Endloader, Backhoe, & Bulldozer

06

Motor Patrol

07

Roller over 5 Tons & Asphalt Paver

08

Roller under 5 Tons & Chipper & Telehandler

09

Automatic Hoist

10

Sweeper

11

Seeder

12

Roto Tiller

13

Post Hole Digger

14

Generator over 150KW

15

Compressor

16

Welder

17

Skid Steer Loader & Forklift

18

Jackhammer & Gunite Sprayer Machine Man

19

Barco & Similar Tamper

20

Mortar Mixer

21

Cement Mason

29

Air & Electric Equip

30

Gunite Sprayer Nozzleman

Task Code No.

Description

22

Spray Painter

23

Painter-Swing up to 80 ft.

26

Bricklayer on Swing Stage

27

Painter-Swing over 80 ft.

28

Painter-Spray-Epoxy, Toxic Materials

53

Asbestos Task Rate

54

Building Laborer-Flame Proofer

55

Inspector

56

1616 Chargeman Replacement

57

1616 Lead Technician/Lead Worker

58

Plasterer Laborer

59

1616 Emergency Pick-Up

75

Repair Shift Differential

Task Code No.

Description

T70

Master Electrical License & Permits for MPS Use

T71

Master Plumbing License & Permits for MPS Use 19

Appendix C: Absence Forms

20

Appendix C: Absence Forms

SICK LEAVE CERTIFICATION (To be filled out by Attending Physician) Form 152 I hereby certify that

has been under my care due to

And has been unable to perform his/her regular duties for the period of: to

, with a return to work date of

(Signature of physician)

(Address of physician)

Date signed: *All continuous absences in excess of three days for personal illness do require medical documentation substantiating the absence by a health care professional licensed to treat the condition at issue. Medical documentation shall be submitted to the supervisor within seven calendar days of the first day of absence.

Building Operations requires originals of all medical documentation. *Taken from the EMPLOYEE HANDBOOK updated November 15, 2016.

6/1/17 pk

REQUEST FOR MISCELLANEOUS LEAVE PERSONAL TIME OFF CODE 69 Instructions: Submit IN ADVANCE when possible for non-illness absences. Supporting documentation can be attached when requested.

Name

Job Classification

School

Shift/Start Time

I was (or will be) absent on

through (date)

Number of days

(date)

or hours

(If less than 8 hours, indicate am or pm)

Please state nature of request for Miscellaneous Leave.

Employee signature

Date

*Engineer Signature

Date

Supervisor signature

Date

Request has been:

Approved

Denied

* Engineer signature is to acknowledge request for absence and not an approval.

Appendix C: Absence Forms

Department of Facilities and Maintenance Services 1124 N. 11th Street, Milwaukee, WI 53233 (414) 283-4600 • fax (414) 283-4682 • mps.milwaukee.k12.wi.us

Statement of Absence Due to Family Illness Form 153

Employee Full Name

Employee ID Number

Absence Date(s)*

Shop / Department / Job Class

*If employee is absent for more than two days, a physician must complete the Physician Use Only section below.

I hereby certify that__________________________________, who is my __________________________________, (Family Member Name) (Relationship to Employee) and resides at __________________________________________________________________________________, (Address of Family Member) was ill due to__________________________________ on the date(s) listed above.

(Nature of Illness)

Employee Signature

Date

Physician Use Only To be filled out by physician in cases where employee is absent for more than TWO days.

It was necessary that _____________________________________ be with their ill family member due to: (Employee Name) ______________________________________________________________________________________________ (Describe Nature and Seriousness of Illness)

Physician Name

Address

Physician Signature / Date

Phone Number or Email Address

Supervisor Approval / Date

Manager Approval / Date

Notes

Notes

Milwaukee Board of School Directors Board members may be contacted at the MPS Office of Board Governance at (414) 475-8284. Jacqueline M. Mann, Ph.D., Board Clerk/Chief

Larry Miller District 5, President

Luis A. Báez (Tony), Ph.D. District 6, Vice-President

Annie Woodward District 4

Marva Herndon District 1

Paula Phillips District 7

Erika Siemsen District 2

Megan O’Halloran District 8

Sequanna Taylor District 3

Bob Peterson, Ed.D. At-Large

Dr. Keith P. Posley, Superintendent

5225 W. Vliet St. Milwaukee, WI 53208 (414) 475-8002 mpsmke.com

MPS Senior Team Calvin Fermin, Deputy Superintendent Marla Bronaugh, Chief Communications & School Performance Officer Katrice Cotton, Ed.D., Chief School Administration Officer Jeremiah Holiday, Ph.D., Interim Chief Academic Officer Martha Kreitzman, Chief Financial Officer Adria D. Maddaleni, J.D., Interim Chief Human Resources Officer Sue Saller, Manager III, Superintendent’s Initiatives

NONDISCRIMINATION NOTICE It is the policy of Milwaukee Public Schools, as required by section 118.13, Wisconsin Statutes, that no person will be denied admission to any public school or be denied the benefits of, or be discriminated against in any curricular, extracurricular, pupil services, recreational or other program or activity because of the person’s sex, race, color, religion, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation or physical, mental, emotional or learning disability.

This policy also prohibits discrimination under related federal statutes, including Title VI of the Civil Rights Act of 1964 (race, color, and national origin), Title IX of the Education Amendments of 1972 (sex), Section 504 of the Rehabilitation Act of 1973 (disability), and the Americans with Disabilities Act of 1990 (disability). The individuals named below have been designated to handle inquiries regarding the nondiscrimination policies.

For section 118.13, Wisconsin Statutes, federal Title IX: Matthew Boswell, Senior Director, Department of Student Services, Room 133, Milwaukee Public Schools, 5225 W. Vliet St., P.O. Box 2181, Milwaukee, WI, 53201-2181 For section 504 of the Rehabilitation Act of 1973 (Section 504), federal Title II: Travis Pinter, Section 504/ADA Coordinator, Department of Specialized Services, 6620 W. Capitol Dr., Milwaukee, WI, 53216, (414) 438-3677 • ASL: (414) 438-3458 ©2020 Milwaukee Public Schools

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