Staff Handbook 2023-24

Staff Handbook

2023-24 SCHOOL YEAR

The Staff Handbook

The Staff Handbook is a summary of Saltus’ employment policies and procedures for all members of staff. It revokes and supersedes any prior policies and procedures and will govern in case of any inconsistency with other written materials except legislation or employment agreements;

The Staff Handbook is not intended to form part of your employment contract unless expressly stated in the handbook or your employment contract;

The Staff Handbook is an evolving document that will be revised and updated from time to time. We will keep you advised of changes in policies and procedures covered in this Handbook through notices, employee meetings, e-mail, and/or circulation of revised pages or a later edition;

The Staff Handbook is not your only source of information on employment-related issues. Although this handbook will probably always be the best place to start in finding answers to questions, you may, from time to time, have questions that it does not answer. In those situations, you should talk with the Director of your department or with the People and Culture Department.

Click titles and subtitles to jump to page

• 18 - Teaching Staff

• 19 - Additional Posts of Responsibilities (this includes Head of Department responsibilities

• 19 - Non-Teaching Staff

19 - CONFIDENTIALITY

19 - PRIVACY POLICY

19 - RELATED EMPLOYEES/CONSENSUAL RELATIONSHIP

20 - PARTICIPATION IN POLITICS

20 - EMPLOYEE COMPLAINT/ GRIEVANCE PROCEDURE

21 - OUTSIDE EMPLOYMENT

21 - FINANCIAL PROCEDURES

21 - ANTI-CORRUPTION AND ANTI-BRIBERY POLICY

• 22 - Responsibility

• 22 - Definition

• 22 - Gifts and Hospitality

• 22 - Record-keeping

• 23 - Reporting

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• 30 - No right of privacy

• 31 - Responsible e-mail use

• 31 - Right to access e-mail

• 32 - Deletion of messages by user

• 32 - Password and encryption key security and integrity

• 32 - Responsible internet use 33 -

• 42 - Public Holidays

• 42 - Leave of Absence: Illness

• 42 - Leave of Absence: Caring for a sick child or spouse

• 43 - Extended Sick Leave

• 43 - Earnings recoverable from a Third Party

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44 - OTHER TYPES OF LEAVE

• 44 - Bereavement Leave

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• 42 - Teaching staff

• 44 - Special Leave

• 45 - Unpaid Leave

• 45 - Personal Days

• 45 - Sporting & Cultural Events

• 45 - Public Duties

• 45 - Jury Service & Court Appearance

• 45 - Voting leave

46 - PROCEDURE FOR STAFF LEAVE REQUESTS

47 - PROBATIONARY PERIODS

• 47 - Teaching Staff

• 47 - Non-Teaching Staff 47 - NOTICE PERIODS

• 47 - Teaching Staff

• 47 - Non-Teaching Staff

SECTION 1.

Introduction To Saltus

History

Saltus Grammar School was founded in 1888 thanks to a generous gift from Samuel Saltus who bequeathed the funds for the building of a boys’ school in Bermuda. The school thrived for decades and evolved to include Cavendish Hall in 1972, a second campus devoted to young learners. Many facility enhancements were added over the years, including science labs, libraries, music and art facilities, and a 25-meter swimming pool.

In 1966, post-desegregation in Bermuda, Saltus widened its mandate for diversity and became one of the first multi-racial private schools in Bermuda. In the 1990s Saltus became fully coeducational. The result has been that students enjoy a diverse, real-world learning environment that elevates all.

Visit our website to learn more about the history of Saltus.

Board of Trustees

Saltus Grammar School is governed by a Board of Trustees. In the CAIS Governance Guide, the Board of Trustees has five principal duties:

• Fiduciary Duty – to act honestly and in good faith in the best interest of the School.

• Duty of Care – to exercise the same care as a reasonably prudent person in comparable circumstances.

• Duty of Loyalty – to act without conflict of interest.

• Duty of Confidentiality – to maintain absolute confidentiality regarding Board discussions.

• Duty of Solidarity – once a vote is taken and a decision is made to speak as a Board with one voice.

CAIS (Canadian Accredited Independent Schools)

Saltus Grammar School is an accredited member of CAIS (Canadian Accredited Independent Schools). The Canadian Association of Independent Schools (CAIS) was established in 1981 as a national network for member schools supporting collaborative initiatives in leadership, education, management, and governance. Its key activities included organizing, coordinating, and facilitating conferences, benchmarking, senior management compensation surveys, and advocacy.

Saltus Grammar School also maintains memberships with CAIS, NAIS, Colleg Board, and NCAA.

OUR VISION

Inspiring students to lead us to a more just, fair and sustainable world.

OUR MISSION

To inspire a passion for learning and independent thinking through a commitment to academic excellence, personal integrity and service to others.

OUR VALUES

A school’s unique culture is expressed through values that guide the actions, interactions, and communication of our community including students, staff, and parents. Our values provide shared and consistent expectations for all while also uniting our school. At Saltus, we seek to teach and model our shared values throughout the school community creating a caring learning environment, building character, and promoting positive relationships.

BELONGING

We create a welcoming community where everyone feels included, valued, and connected.

COURAGE

We do not let fear prevent us from exploring new opportunities or facing difficult situations.

EMPATHY

We seek to understand how someone else feels and see things from their point of view.

INTEGRITY

We are honest, responsible, and do what we know is right.

RESPECT

We treat ourselves, others, and the environment with dignity and kindness.

THE KEY – STRATEGIC PLAN

Prepare to Meet the World

Saltus believes that students are the key to a better future. Our Strategic Plan – The Key – which was released in 2018 comprises four pillars that support the Saltus strategy:

Community – to be the first choice for top faculty and all deserving students Programme – to assert our place among the world’s leaders in education Image – to establish an international reputation for innovation and excellence Stability – to build a solid and stable resource platform

Our community and our curriculum are engaged with the world beyond, which will ensure that our students are prepared for global challenges. Saltus is prepared to meet the future with a clear vision, a thoughtful approach to tackling challenges, and the determination to take our place among the world’s top schools.

Portrait of a Graduate

The Saltus Difference is orchestrated to bring students through a highly coordinated progression of learning from Foundation Year right through to the end of high school; resulting in a student with skills, intellectual curiosity, academic and social confidence, and a maturity to tackle the challenges put before them. We strive to create students who personify the following:

A GLOBAL CITIZEN who embraces the diversity of culture, language, and values within their local and wider community and whose curiosity empowers them to make a positive impact.

A SKILLFUL COMMUNICATOR who is empathetic listens actively, speaks purposefully, and creates meaningful connections.

PERSISTENT in the face of adversity, showing strength and perseverance in order to achieve their goals.

An ADAPTABLE AND FLEXIBLE LEARNER who thinks creatively, seeks and considers multiple viewpoints, and is equipped to approach complex problems confidently.

A CRITICAL THINKER whose intellectual curiosity prepares them to navigate a fastpaced, ever-changing world.

House System

In 1931, when Henry C. Cox was Headmaster, he instituted the ‘House System’ using the names of Trustees who had a long association with the School. To this day, Saltus students are still divided into these four Houses: Butterfield (green), Darrell (blue), Watlington (yellow) and Saltus (red). Siblings are placed in the same House and if a parent is an Alumni of Saltus their children will be placed according to the parent’s House. The students

will earn points for their House and represent them in Sports Days.

Number 4

In Bermuda each school is assigned a school number by the Bermuda School Sports Federation. At Saltus, our number is 4. At all inter-school events, each school is required to wear their school number for identification purposes.

Campus Descriptions

Our Lower Primary (Foundation, Year 1, and Year 2) is located at our Devonshire campus. There are three main buildings that are all connected to the Hall. Foundation Year has its own separate wing with two outdoor playgrounds overlooking the farmlands of Devonshire. Year 1 and 2 classrooms overlook the main field which is a beautiful open space for the students’ PE, recess, and lunch times.

On our St. John’s Road campus, the Upper Primary (Year 3 - 6) is located on the Western side while the Middle School (Year 7-9) and Senior School (Year 10 - SGY2) is located on the Eastern side. At the heart of the campus

is the beautiful Woodlands Administration Building, which dates back to the 1800s.

The Upper Primary campus has classrooms surrounding an open courtyard with a large Gymnasium/Hall, Library, well-equipped Music Room, and Art Studio. The Middle and Senior campus boasts a state-of-the-art Design Technology Department, a Music Audio Visual Suite with cutting-edge technologies and software, a Black-box Theatre, a large Gymnasium with Fitness Centre, and six fully equipped Science labs. Both departments share the use of the 25-metre pool along with the large two-acre field.

Equal Opportunity and Non-Discrimination

Saltus is committed to treating all employees with dignity and respect, and to be fair and just at all times. As an equal opportunity employer, we will not tolerate discrimination of any kind, and we are dedicated to a policy of non-discrimination in every aspect of employment. Every staff member has the right to work in surroundings that are free from all forms of unlawful discrimination. We will

not engage in or condone unlawful discrimination on any basis prohibited by law.

Recognising the value of diversity, Saltus endeavours to encourage and support a work environment that benefits from the skills and abilities of staff from a range of cultural values and traditions.

Recruitment and Selection

Saltus is committed to a consistent approach to the recruitment and selection of staff and to ensuring compliance with all legislative requirements. We are committed to recruiting and selecting individuals who are the most qualified to perform the requirements of each position available. Candidates for vacancies may be from existing staff or from outside sources. Where qualifications and experience are deemed equivalent, preference will normally be given to Bermudian candidates first in accordance with the Bermuda Immigration and Protections Act 1956.

All recruitment requires prior approval of the Head of School.

The successful applicant(s) for a job vacancy shall be given a written offer of employment that outlines all the terms and conditions of employment. The applicant(s) must accept the offer by signing it before commencing work and in circumstances where the vacancies are filled by a nonBermudian; a work permit must be approved before commencing work. All offers of employment must be approved by the Head of School. Offers of employment are only to be made by the Head of School or Director of People and Culture.

Background Checks

As a condition of employment background checks will be conducted on all final candidates (part-time and full-time) which include a minimum of three employment references and a police report. A past performance evaluation document or lesson observation will also be required for a Teaching position.

Employee Orientation

New employees will participate in an induction and orientation session to Saltus and their respective roles and responsibilities within the first month of employment. A member from the People and Culture Department, in collaboration with the designated Director/Manager and/or Head of Department, will provide a comprehensive induction programme for new staff to familiarise them with all aspects of School-wide and departmental policies and procedures, safeguarding practices, curricular programs and to facilitate a positive experience and transition to the School community. In addition, we will respond to questions, facilitate access to resources and discuss the expectations of the position and other relevant specifics.

Statement of Employment

In accordance with the Employment Act 2000, all new employees will be given a Statement of Employment confirming the terms and conditions of employment as offered to you. The Statement of Employment will be signed by the employee and the Head of School or the Director of People and Culture on behalf of the Head of School as to the agreed terms. The Staff Handbook will outline the policies and procedures as an integral part of employment.

Standards and Boundaries for Teaching and Working with Students

At Saltus, we are committed to providing a safe and secure learning environment for everyone in our school community. It is therefore imperative that our relationships with students are professional and beyond reproach.

We understand that our employees interact with students with professionalism, respect, and compassion, and would not knowingly

compromise student safety or professional integrity. All employees are held to a code of professional standards and boundaries.

Please refer to the Standards and Boundaries for Teaching and Working with Students for further information. This is located on SaltusLive on the Resources Board via People & Culture Tile.

Term Contracts for Overseas Staff

Subject to permission being granted by the Bermuda Department of Immigration, where appropriate, if the job is a permanent contract and a non-Bermudian is selected the contract shall be for a period of one to three years in the first instance. At the conclusion of the contract period, the position occupied by a non-Bermudian staff shall be advertised in accordance with Bermuda Work Permit policy and, in the event that no qualified Bermudian, PRC Holders or Spouse of Bermudian applies for the post, the contract may be renewable following mutual agreement, subject to permission being granted by the Bermuda Department of Immigration.

Relocation

This part of the handbook (especially the sections entitled “airfare”, “relocation allowance”, and “reimbursement”), is intended to form part of the terms and conditions of employment of staff who are recruited from overseas to join Saltus.

Airfare

An employee recruited by Saltus from overseas shall on first appointment be entitled to receive passage at the School’s expense from their country of residence to Bermuda for himself/herself, his/her partner, and children (who have not then attained the age

of eighteen years or become married) subject to the following:

• Passages shall not exceed four adult passages in respect of any one appointment.

• Passages shall be by the most cost-effective or most direct route; passages will include one extra luggage. The employee shall be required to refund the cost or part of the cost of the passages in certain contingencies, as detailed herein.

• An individual who is the dependent of a staff member employed by Saltus and who is entitled to passage under his/her own employment contract will not be entitled to a passage through Saltus.

• Upon completion of service at the School, staff members on contract from overseas will be provided with a return passage including one extra piece of luggage to the place from which the staff member was originally engaged or equivalent cost of airfare if travelling to a new destination (this includes return passage or family if applicable).

• Overseas staff who gain employment in Bermuda with another employer during their contract with Saltus will not be provided with return passage to their country of residence upon completion of their contract.

• Overseas staff that gain Bermudian status as a PRC Holder or Spouse of Bermudian during their employment with Saltus and does not intend to permanently depart Bermuda will not be eligible for a return passage.

• Return passages shall be granted for the spouse and children of contract staff members appointed from overseas in cases where the contract staff member has died during their contract of service.

• Staff members recruited from overseas whose service is terminated on grounds of ill health shall receive return passage and one extra luggage (this includes return passages for family if applicable)

• In circumstances where a staff member recruited from overseas terminates their employment without providing the requisite contractual notice or without communication

of intent with the Head of School, the employee will be solely responsible for the cost of return airfare to their country of residence.

Relocation Allowance

Full-time and permanent (over 35 hours per week) staff members appointed from overseas are eligible for a relocation allowance in accordance with the following scales:

$1500 on arrival $750 on arrival

$1000 on departure $500 on departure

• Arrival Allowance is included in First Pay. Departure Allowance is included in Final Pay.

• Staff with a partner, both of whom work at Saltus, are considered as two single staff for the purpose of the relocation allowance.

• A non-Bermudian staff member engaged by Saltus who, at the time of their engagement was dependent and attached to a spouse’s work permit, shall be deemed to be the responsibility of the primary work permit holder i.e. the partner’s employer and shall therefore not be entitled to a relocation allowance.

• Relocation departure allowance will not be provided to overseas staff who gain employment with another employer in Bermuda during their contract with Saltus.

• In circumstances where a staff member recruited from overseas terminates their employment without providing the requisite contractual notice, the employee will not be provided with the departure relocation allowance.

• Overseas staff terminated for cause and/ or serious misconduct will not be eligible for departure relocation allowance.

• Overseas staff who do not complete their initial contract will not be entitled to relocation departure allowance.

• Overseas staff that gain Bermudian status

Married Staff Single Staff

as a PRC Holder or Spouse of Bermudian during their employment with Saltus and do not intend to permanently depart Bermuda will not be eligible for departure relocation allowance; in this circumstance proof of departure may be required.

Reimbursement

Staff members recruited from overseas if provided with a three (3) year initial contract who do not complete their contract shall be required to refund the cost or part of the cost of their passage (including passage for partner and dependents if applicable), work permit fees (including fees for the partner and dependents if applicable), and relocation allowance in accordance with the following schedule:

Before the conclusion of the first year of service: the total cost of passage (both outward and return), the cost of any accommodation secured by the School on behalf of the staff member for the first month of the staff member’s contract; relocation allowance and work permit fee and card fee (including cost and fees incurred by the School for spouse and dependents), such fees may be deducted from the final salary payment.

After the first year of service but before the conclusion of the second year of the contract: two thirds of the total cost of passage (both outward and return), arrival relocation allowance and work permit fee and card fee (including cost and fees incurred by the School for the partner and dependents), such fees may be deducted from the final salary payment.

After two years’ service but before the conclusion of the final year of the contract: one-third of the total cost of passage (both outward and return), arrival relocation allowance and work permit fee, and card fee (including cost and fees incurred by the School for partner and dependents) such fees may be deducted from final salary.

The ‘total cost of passage’ means the outward and return cost to the place from which the staff member (including spouse and dependents if applicable) was originally engaged and includes additional luggage costs.

Staff members who are NOT recruited from overseas but who require a work permit if provided with an initial three (3) year contract shall be required to refund the cost or part of the cost for their work permit in accordance with the following schedule:

• Before the conclusion of the first year of service: the total cost of the work permit fee and work permit card fee (including spouse and dependents), such fees may be deducted from final salary.

• After the first year of service but before the conclusion of the second year of the contract: two-thirds of the total cost of the work permit fee and work permit card fee (including spouse and dependents), such fees may be deducted from final salary.

• After two years’ service but before the conclusion of the final year of the contract: one-third of the total cost of the work permit fee and work permit card fee (including spouse and dependents), such fees may be deducted from the final salary.

SECTION 2.

Employment Conduct

Dress Code and Employee Appearance

At Saltus we expect professional demeanor and appearance from all employees. This demonstrates our commitment to professional standards and being positive role models for students, parents, and the broader community.

Our appearance should represent a positive and professional image of the School, and employees should maintain an appearance of neatness and professionalism. Since the School has set uniform expectations for students, the attire of faculty and staff should be “business casual”.

Footwear

Dress shoes, sandals, or loafers may be worn. Casual ‘beach type’ flip flops or slippers, Crocs, and athletic attire (except for PE faculty) are not considered appropriate business casual attire.

Business Casual Attire

The following are considered business casual attire:

• Suits, appropriate dresses and skirts, slacks, Bermuda shorts or dress shorts, sports jackets, dress shirts, turtlenecks,

or sweaters (denim and t-shirts with “messages” are not considered acceptable)

Formal Attire for #1 Dress Days

The following guidelines are considered more formal attire for #1 Dress Days: e.g. on Assembly Days, Parent-Teacher Conferences, when in the role of guest speaker, when representing the school during special field trips.

Any of the following are suitable for #1 Dress Days:

• A jacket, dress shir t, and tie

• A dress shir t and tie

• A suit

• A skir t/dress/tunic with appropriate hemline & neckline

• More formal footwear.

Active Wear

Yoga pants can be worn as activewear for the duration of engaging in physical activity. e.g. coaching, working out at the school gym. Yoga pants are not considered business casual attire unless worn as an accessory (e.g. under a tunic/ long dress shirt).

Staff (other than PE staff) who are coaching or refereeing and need to change into relevant clothing are to change at a suitable time in keeping with this staff ethos for dress.

Saltus Branded Wear

IT, PE, and Maintenance staff should wear Saltus branded wear as appropriate to their departments.

Rule of Thumb:

As a good rule of thumb, the manner in which employees dress should not be detrimental to

their role, deemed to be unsafe or inappropriate. We encourage employees to reach out to their Director and/or Manager if they are unsure or have concerns regarding the dress code.

Grub Days:

For ‘Grub Days’ or certain field trips, staff may wear casual clothing including denim, but it must be in keeping with the expectation of neatness and professionalism. Upon commencement of employment, Saltus will provide two branded polo shirts. Any Saltusbranded clothing is acceptable.

Exceptions to this dress code can be made at the discretion of the Head of School with respect to the needs of employees. Such accommodations may be related to cultural or religious needs, body type needs, medical requirements, and/or disability.

Members of staff are expected to use their professional judgement and “common sense”, keeping the safety and security and duty of care for students top of mind.

Members of staff having questions regarding the dress code are invited to speak to their Director and/or Manager for additional clarity.

At all times the school wishes to preserve the dignity and respect of all employees while maintaining a professional standard for dress and a duty of care and safety for students.

Where there is doubt on the appropriateness of dress, the Director of the relevant department or Head of School reserves the right to determine whether the dress is reasonable.

Personal Calls and Visitors

We receive many calls on a daily basis. Therefore, the use of School telephones for personal telephone calls should be limited and brief. You may not use School telephones to make longdistance calls for anything other than legitimate School-related purposes.

With the exception of emergencies, use of personal cell phones and electronic devices should only be made or received during breaks and other rest periods.

Personal visits from individuals without legitimate school business should be limited and should be confined to the reception or designated area. All visitors should register in the respective department office and wear a visible visitor badge.

Staff should not use the school address as a personal mailing address.

Smoking

Saltus is a smoke-free school (this extends to the use of e-cigarettes and related products). This includes classrooms, offices, public spaces, and school grounds. All staff members are expected to abide by this policy while at work and on School related events and trips.

Meeting Protocol

It is expected that employees are engaged and attentive during meetings. For all meetings and presentations staff should not be using phones, laptops, and/or other electronic devices (except when explicitly asked to bring or use them). Meetings are not a time for marking work or other such activities not related to the focus of the meeting. Meetings or presentations are not to be recorded without the knowledge and verbal consent of all parties in the meeting.

SECTION 3.

Employment Policies and Procedure

Employee Personnel Records

Employee personnel file is maintained by the Department of People and Culture and contains personal, job, and performancerelated information. In order to ensure that both personal and electronic files are kept up to date, employees are responsible to advise the Department on any changes in their address,

telephone numbers, name, marital status, dependents, or emergency contacts. All of the information in your personnel file is considered confidential to the extent allowed by specific circumstances and by the law. Employee file information will be disclosed only to those with a legitimate need to know.

In addition, information may be released in accordance with court orders, litigation-related discovery requests, and government inquiries. Subject to applicable law, upon request and reasonable notice, you may review your personnel file. The Director of People and Culture or designate will be present during

such a review. If you disagree with anything in your file, you may add a statement to the file reflecting your position on the issues. Employee personal records will be kept for ten (10)years post-termination or longer if deemed necessary by the School.

It is our policy to promote or transfer employees when deemed suitably qualified and it is in the School’s and the employee’s best interest to do so. Whenever possible, notice of employment opportunities will be circulated internally prior to any external advertisement.

Appointed extra posts of responsibilities will be limited to a maximum of two (2) extra posts per employee. Appointment of more than two (2) extra posts is at the discretion of the Head of School.

Promotions, Transfers, and Extra Posts Professional Learning

The staff of Saltus is without a doubt the greatest asset the School possesses. It is firmly believed that Saltus will grow and continue to respond successfully to the needs of both its students and the wider Bermudian community in this time of rapid and continuous change only if wise investment is made in these resources. To this end, the School undertakes to provide a variety of opportunities for Professional Learning which will not only enable the School’s philosophy and the objectives outlined in the School Strategic Plan to be met but also ensure that all staff receives appropriate training to contribute to the success in achieving those objectives, as well as to further their own personal and professional needs and goals.

Professional Learning is, therefore, an integral part of School policy and practice, in

which institutional and personal growth are interrelated.

Professional Learning is a much broader activity than attendance on courses. Rather, it provides a framework whereby staff can improve the effectiveness with which they can fulfill existing responsibilities or prepare themselves to undertake new tasks and roles. Funding for Professional Learning is budgeted annually as part of the regular budget process. Since total funding is limited and subject to change, the School’s priorities in determining the allocation of the professional learning budget will therefore be directly aligned to the school’s strategic priorities as outlined in the Strategic Plan.

All staff are encouraged to participate in inservice training and certain in-house courses

that require attendance by all or specified staff. Staff must notify their Director or Manager, as appropriate, in advance if they are unable to attend any professional development session where their presence is required.

All teaching staff and teaching assistants must complete a minimum number of hours of Professional Learning per academic year in accordance with the requirement set forth by the Bermuda Educators Council (BEC). Requirements for the number of professional

learning hours per academic year can be found on the Bermuda Educators Council website at: www.educators.bm.

Records of Professional Learning hours must be kept and submitted to your appropriate Director, by the end of May each year who in turn will submit all records to the BEC.

Please refer to the Professional Learning Policy and Procedure for further information, this is located on SaltusLive on the People & Culture Resource tile.

Mandatory Training and Certification

Staff are required to attend training or certification that the School deems mandatory due to the position and/or to maintain the high standards of duty of care for our students which are paramount. The School will make every effort to have these trainings conducted during working hours; however, in circumstances where this is not possible, staff will be required to attend.

Mandatory training/certification outside of working hours will not result in time in lieu or additional compensation upon approval by the Head of School. Mandatory training and certification include but are not limited to:

• SCARS Training

• CPR/First Aid Training

• Basic Water Safety Training

• Other specialised training and/or professional certification or upgrade dependent on the employee’s position

Staff Growth and Evaluation

The School has implemented a Growth and Evaluation Model for Faculty, for those who have completed their probationary period of one (1) academic year. Please refer to Growth and Evaluation Process for further information. This is located on SaltusLive on the People & Culture Resource tile.

In the interim, the School uses a goals-setting appraisal model for all non-faculty and includes

Classroom Assistants who have completed their probationary period.

Teaching Staff Probationary Period

All newly appointed teachers shall serve a probationary period of one (1) academic year. During the probationary period, the performance of the teacher will be evaluated through a series of scheduled and unscheduled lesson observations and evaluated against the essential expectations.

Additional Posts of Responsibilities (this includes Head of Department responsibilities):

All appointed staff (teaching and nonteaching) who have been newly assigned to an extra post of responsibility will be subject to a probationary period and evaluation of the performance of the extra responsibilities.

Confidentiality

Non-Teaching Staff Probationary Period

All newly hired staff members shall serve a probationary period of six (6) months. During the probationary period, the performance of the staff will be evaluated through the use of a probationary review form.

School policy requires that all staff members protect the integrity of Saltus’ proprietary and confidential information as well as the proprietary and confidential information of others. Staff members are expected to treat Saltus’ confidential information in accordance with all applicable laws.

Saltus’ confidential information includes but is not limited to:

• School information not generally known by members of the public, anything marked “Confidential”,

• Patented and copyrighted materials,

• Compensation information,

• Information about students, their families, and staff members.

Failure to comply with this policy is a serious offence which may result in disciplinary action, up to and including dismissal.

Privacy Policy

A comprehensive Privacy Policy is located on SaltusLive on the People & Culture Resource tile.

Related Employees/ Consensual Relationship

The School has no objections to the employment of an employee’s relative or consensual relationships between employees, provided that they do not result in a conflict

of interest or disruption in the School. The employment of a relative, partner, or close personal friend will not be permitted where one may be required to supervise, approve,

or otherwise affect the other’s work without prior approval from the Head of School. This includes influencing promotion or compensation.

During employment with Saltus, if a consensual relationship develops that may be viewed as a conflict of interest. It is the responsibility of the employees to inform the Head of School of the consensual relationship.

Participation in Politics

Staff members shall have unrestricted freedom to undertake, in their private capacities, national and local political activities provided that they shall undertake no form of political activity whilst on duty on school premises. Any such activities must not interfere with the performance of the employee’s duties.

Employee Complaint/Grievance Procedure

There may be an occasion when a staff member needs to present a complaint or grievance related to his/her employment. To this end, the following procedure should be followed in cases where there is a complaint on an employment-related matter.

• If an employee has a grievance that involves another member(s) of staff, he/ she should, where appropriate, first of all endeavour to resolve the matter amicably by direct approach to the person(s) involved and, where helpful, in discussion with the appropriate line manager. This allows for problems to be resolved quickly and for normal working relationships to resume.

• Employees should be able to clearly demonstrate, where appropriate, that they have made every effort to discuss the issue(s) informally.

• In cases where it has not been possible or appropriate to resolve grievances informally

as described above, or if such efforts have not been successful, they should be referred to your line manager or Director of the relevant department. If the problem cannot be resolved at this level, the next step will be to request a meeting with the Director of People and Culture so a discussion can take place to try and find a resolution.

• Should there still be no resolution, the staff member should put their complaint in writing to the attention of the Director of People and Culture. Your complaint will be reviewed by the Director of People and Culture and Head of School and a final resolution will be made.

You must not retaliate against or victimise another person who has made a complaint or who participates in any investigation in good faith. Anyone found to have retaliated against or victimised someone in this way will face disciplinary action.

Outside employment should not conflict with the performance of your duties and responsibilities at the School. All staff members are required to seek pre-approval from the Head of School or Director of People and Culture for any outside employment. Outside employment (any approval obtained) will be subject to review if it is considered that outside activities may be impacting the performance of school duties.

When considering engaging in outside employment, all staff are advised to take into account the nature of the employment and

Outside Employment Financial Procedures

If in doubt about proper financial procedure, always consult the Director of Finance and Operations or Head of School. Employees are expected to lease adhere to the following procedures:

• Never commit Saltus to expenditure that has not received prior approval.

• All orders and purchases require a written purchase order and the approval of the Director/Manager responsible for the budget to be used.

• Reimbursement for cash purchases requires both prior approval and relevant receipts; under no circumstances should a staff member initiate a purchase with the

the possible effect that such employment might have upon his/her efficiency in the performance of his/her school duties and upon the reputation of Saltus.

Any outside employment should not interfere with a staff member’s regular working days or Professional Learning/Administration days nor should it require the use of Saltus resources/ materials. Work permit holders are reminded that permission will be required from the Bermuda Department of Immigration for any outside employment.

expectation that reimbursement will follow. If prior approval has not been obtained, the school reserves the right to decline to reimburse the staff member concerned.

• If you organise an event requiring expenditure, always first present an estimate of income and expenditure to the Director of Finance and Operations.

• All cash received must be secured and delivered to the finance office at the earliest opportunity; staff members are responsible for all cash received.

• Budget allocations should not be exceeded.

• No unauthorised bank accounts should be kept for School funds.

Anti-Corruption and Anti-Bribery Policy

It is our policy to conduct all our business in an honest and ethical manner. We take a zerotolerance approach to bribery and corruption and are committed to acting professionally, fairly, and with integrity in all our dealings and relationships.

Any employee who breaches this policy will face disciplinary action, which could result in dismissal for serious misconduct. Any non-employee who breaches this policy may have their contract terminated with immediate effect.

This policy does not form part of any employee’s contract of employment and we may amend it at any time. It will be reviewed regularly.

Individual Responsibility

This policy applies to all persons working for Saltus or on our behalf in any capacity, including employees at all levels, volunteers, interns, agents, contractors, external consultants, third-party representatives, and business partners.

Definition of Bribery

Bribe means a financial or other inducement or reward for an action that is illegal, unethical, a breach of trust, or professional standards in any way. Bribes can take the form of money, gifts, loans, fees, hospitality, services, discounts, the award of a contract, or any other advantage or benefit.

Bribery includes offering, promising, giving, accepting, or seeking a bribe.

All forms of bribery are strictly prohibited. If you are unsure about whether an act constitutes bribery, raise it with the Head of School or a member of the Leadership Team.

Specifically, staff must not give or offer any payment, gift, hospitality, or other benefits in the expectation that an improper advantage will be received in return, or to reward any business received;

• accept any offer from a third party that you know, or suspect is made with the expectation that we will provide an improper advantage for them or anyone else; or

• give or offer any payment (sometimes called a facilitation payment) to a government official in any country to facilitate or speed up a routine or necessary procedure.

Retribution or retaliation against another person who has either reported and/or refused

to offer or accept a bribe will be subject to disciplinary action up to and including dismissal.

Gifts and Hospitality

This policy does not prohibit the giving or accepting of reasonable and appropriate hospitality for legitimate purposes such as building relationships, maintaining our image or reputation, or marketing ourselves.

A gift or hospitality will not be appropriate if it is unduly lavish or extravagant or could be seen as an inducement or reward for any preferential treatment.

Gifts must be of an appropriate type and value depending on the circumstances and taking into account the reason for the gift. Gifts must not include cash or cash equivalent (such as vouchers) or be given in secret. Gifts must be given in the School’s name, not your name.

Promotional gifts of low value such as branded stationery may be given to or accepted by existing customers, suppliers, consultants, presenters, and business partners.

Record-keeping

You must declare and keep a written record of all hospitality or gifts given or received. You must also submit all expense claims relating to hospitality, gifts, or payments to third parties in accordance with our expenses policy and record the reason for expenditure.

All accounts, invoices, and other records relating to dealings with third parties including suppliers and customers should be prepared with strict accuracy and completeness. Accounts must not be kept “off-book” to facilitate or conceal improper payments.

Reporting

If you are offered a bribe, or are asked to make one, or if you suspect that any bribery, corruption, or other breach of this policy has

occurred or may occur, you must the Head of School or Member of the Leadership team as soon as possible.

Safeguarding and Security on Premises

All employees play an important role in ensuring the safeguarding and security of others in our community. It is our expectation that employees will adhere to the following guidelines:

• Always close and lock windows and doors in your classroom or work area at the end of the day.

• Secure valuable equipment.

• Ensure school property in your possession is kept securely.

• Immediately repor t lost access cards to your Manager.

• All visitors must be pre-approved and have a purpose for their visit. If you see strangers or

Healthy and Safety

Within the powers and responsibilities of all those concerned, and keeping in mind what is reasonably practical, the aim of this policy is:

• To comply with the law,

• To establish and maintain a safe working environment throughout Saltus for all staff and students,

• To establish and maintain safe working procedures among staff and students,

• To establish an environment in which safety awareness is front and center and our number one priority at all times.

All staff share responsibility for achieving safe working conditions and must take care of their own health and safety and that of others and observe applicable responsibilities to the extent that it is safe to do so.

unauthorised visitors, challenge them politely but firmly and escort them to reception so they sign in and obtain a visitor’s pass.

• Always report unusual activity immediately to a member of the Leadership Team or Security.

• Ensure to lock any electronic equipment when not in use.

• It is our expectation that staff members will adhere to the responsible use of technology policy as outlined here.

• Safeguard your passwords. Do not share passwords or have them visibly accessible and/or written down in any area.

The Head of School, for the Trustees, will support these aims by:

• Having regard to all statutory requirements applicable to Saltus,

• Establishing a health and safety committee,

• Publishing this safety policy,

• Establishing a procedure (below) for making known safety deficiencies,

• Establishing an incident and accident repor ting procedure,

• Identifying training needs and making these known,

• Encouraging safe working practices among all staff and students,

• Reviewing safety practices as and when necessary.

Directors and staff in charge of areas or students, should so far as reasonably practicable:

• Brief members of staff and/or students in their care about safety matters in their area of responsibility,

• Advise the Head of School of any necessary training that needs to be provided in order that the safety policy be implemented,

• Ensure that safety working procedures and practices are established and maintained, within their area of responsibility,

• Advise the Head of School of any hazard, either potential or actual that they encounter in the course of their work,

• Take reasonable care and responsibility for the health and safety of him/herself and of all others within their care, ensuring proper supervision at all times,

• Collaborate with the Head of School and Trustees to ensure that a safe working environment is maintained for all persons on the campus.

Responsibilities of the Health and Safety Committee

The Health and Safety Committee will:

• Conduct walkabouts/inspections of the workplace as required,

• Facilitate communication on health and safety issues with a goal of reducing losses associated with accidents and illness,

• Maintain health and safety boards,

• Receive and address complaints relating to health and safety. Ensure these are referred appropriately reported to the committee,

• Identify health and safety hazards in the workplaces,

• Along with a Committee Chair, conduct investigations of accidents to determine the cause of the accident and remedial action

to prevent recurrence and submit a report of findings and complete incident/accident reports if deemed appropriate,

• Meet on a monthly basis to discuss concerns/accidents, etc.,

• Submit a monthly report with recommendations to the Head of School,

• Maintain records of meetings and activities,

• Provide health and safety information and advice,

• Implement a health and safety programme.

Please refer to the Crisis Management Manual and the Pandemic Guidelines for further information, this is located on SaltusLive on the People & Culture Resources tile.

Personal Injury at Work

If an employee has an accident at work, one of the attached forms must be completed and submitted to the Director of People and Culture. There are two forms that are required by Occupational Health and Safety:

• Incident/accident (OHS 06) no time off and no hospitalization required (attached)

• Incident/accident(OHS 01) time off and/or hospitalization required (attached)

The forms must be completed within 48 hours after the incident/accident of an employee and submitted to me. I require the completed forms to ensure we are in compliance with Occupational Health and Safety Regulations, our duty to report, and to ensure corrective actions are recommended/put in place where necessary. Any other incident forms will not be accepted for an employee, if the incident involves a student and an employee, two forms must be completed.

Both forms can be found on the People & Culture Tile

Alcohol and Drug Policy

Staff are not permitted to drink alcoholic beverages during working hours or school trips, nor report to work while under the influence of alcohol. Staff shall not bring or store any alcoholic beverages on any school property, work site, or school trips. Failure to comply with this alcohol policy will result in disciplinary action being taken including possible dismissal.

Consumption of alcohol at schoolsponsored events where alcohol is served is permitted, however, care should be taken not to overindulge, and conduct should be professional at all times.

If Saltus suspects, for whatever reason, that a staff member has a drug involvement, the staff member may be required to take a drug screening test. An independent body will administer such a test and the results obtained

will be entirely confidential. Refusal to comply with this requirement will result in disciplinary action, up to and including dismissal. If the test proves positive, the staff member may retain his/her post at the Head of School’s discretion provided that the involvement ceases and the staff member attends an approved course of treatment. Failure to undergo such treatment will result in dismissal. A staff member found to have had a drug involvement and who is following an approved course of treatment may be subject to random substance abuse testing.

In the event that a staff member is found to have brought a controlled substance onto the premises, Saltus will report the possession of such a substance to the authorities. Where a staff member is suspected of dealing drugs, the employee may be suspended with pay while an investigation is conducted. The authorities will also be informed.

Disciplinary Action Policy

Please refer to the Disciplinary Action Policy for further information; this is located on SaltusLive on the People & Culture Resources tile.

Discrimination, Harassment, Bullying, and Violence Policy

Please refer to the Harassment, Bullying, and Violence Policy for further information, this is located on SaltusLive on the People & Culture Resources tile.

Responsible Use of Technology Policy

Saltus believes that the primary purpose for the use of electronic communication and information technology at Saltus is to enhance teaching and learning while also supporting productivity and communication.

This policy sets forth the general principles which apply to the use of electronic media and services (computers, e-mail, telephones, voicemail, fax machines, external electronic bulletin boards, online services, and the Internet). It applies to all electronic media and services which are: accessed on or from School premises; accessed using School computer equipment, or via School-paid access methods; and/or used in a manner that identifies the individual with Saltus. This includes the use of both school-owned devices (e.g. laptops, phones, tablets, cameras, printers, etc.), as well as personal devices that are being used to access the school’s network or systems (e.g. email, Google Drive, etc.).

All employees are required to ensure that their use of technology is legal, ethical, and responsible. Employees are responsible for the content of their communication sent and received, as well as the information accessed and stored on school-owned devices and personal devices using the school’s network or systems. School technology and systems may not be used for business activities unrelated to the school.

Employees are advised that Saltus employs technology to filter and monitor the use of its network and systems. Information transferred and stored using these systems can be accessed by the school, and the school reserves the right to access and view any information transferred or stored either on

a school-owned device or a personal device using the school’s network or systems if it is suspected that a violation of these guidelines may have occurred. The school may also use technology to track the physical location of school-owned equipment. All of the school’s monitoring technologies are passive in nature, and will not be accessed unless misuse is suspected.

Failure to adhere to this policy may result in disciplinary action, up to and including dismissal. The school may also contact and forward information to relevant law enforcement and/or regulatory bodies if warranted. The school further reserves the right to restrict, limit, or cancel access to any technology resources.

General

• School technology is to be primarily used to enhance teaching and learning while also supporting productivity and communication. Personal use of school technology is permitted; however, this should not be to the extent that it is distracting or detrimental to an employee’s responsibilities to the school.

• While personal use of school-owned technology is permitted, employees should not consider this use to be private. The school maintains the right to monitor, access, and view any information transferred or stored.

• You may not use electronic systems in any way that may be seen as discriminatory, insulting, harassing, or offensive by other persons. Examples of forbidden transmissions include sexually explicit or X-rated messages, cartoons or jokes; unwelcome propositions or love letters; ethnic or racial slurs; or any other message

that can be construed to be discrimination against or harassment of others based on characteristics protected by applicable human rights law. You should not use the e-mail system or the Internet for gossip, including personal information about yourself or others, for forwarding messages under circumstances likely to embarrass the sender, or for emotional responses to business correspondence or work situations. Using electronic systems for any purpose which is contrary to law, School policy or Saltus’ interest will result in disciplinary action up to including dismissal.

• The school is not responsible for an employee’s individual behaviour when using technology. Employees accept the responsibility and any legal consequences of improper use of technology.

• Employees will adhere to copyright laws, which does allow for the fair use of some material for educational purposes.

• Additional software should only be installed with the approval of the Technology Department.

• Employees will treat school-owned equipment and systems with respect by keeping them clean and in good repair, and will promptly report any deficiencies to the Technology Department.

• Employees may use school-owned technology that has been assigned to them off campus (or shared technology when approved in advance by a supervisor); however, its use remains subject to these policies, and it shall be transported in a safe manner.

Privacy & Confidentiality

• Employees are responsible for safeguarding passwords used to access school systems, including personal and confidential information, particularly that pertaining to students.

• Employees must use secure passwords and must log off or shut down systems when not in use, and must keep technology equipment

stored in a secure location.

• School accounts for systems such as email and Google Drive are created for individual users, and should only be accessed by that user. Employees will not access or read other employee’s files or messages, unless explicitly and intentionally shared with them.

• Employees should not make audio or video recordings, broadcast live feeds, or distribute information about individuals without each individual’s written permission.

• Information transferred and stored using school systems can be accessed by the school. The school reserves the right to access and view any information transferred or stored either on a school-owned device or a personal device using the school’s network or systems if it is suspected that a violation of these guidelines may have occurred.

• All documents, messages, files and any other information created using school technology and systems is the property of the school. This information remains the property of Saltus even after an employee’s employment with the school ends.

Insurance/Liability

• The school will insure school-owned technology. This includes coverage when the equipment is off school property.

• If school-owned equipment is damaged, lost, or stolen due to the negligence of the employee, or of another when the equipment is in the employee’s possession, the employee will be required to pay the insurance deductible or replacement cost if insurance coverage does not apply.

• The school will take reasonable measures to maintain the integrity of information stored on school-owned devices, but ultimately cannot be held responsible for the loss of data.

Communication and Social Media

• Employees will, at all times, model the online behaviour they expect of their students

• Employees will adhere to the Responsible

Use of Technology Policy and will use technology to communicate professionally, ethically, responsibly, and legally.

• Employees will communicate with students and members of the school community professionally by using established school educational platforms (eg school email, school Google Drive, class sites, etc.) in a formal, courteous, and professional tone to ensure that professional boundaries are maintained.

• Employees will not initiate or respond to private communication with students by becoming their ‘friends’ on social media platforms, communicating with them via private or personal messaging, or other applications or personal phone numbers.

◊ Employees who choose to use their personal cell phone or another personal electronic device for text messaging, calls, or other communication to students or parents regarding school business, related to class assignments, or any other school matters, are advised that they may be vulnerable to unintended misuses, and it is recommended they review this article linked here: Professional Advisory – use of electronic communication and social media, the section called ‘Professional Vulnerability’. For this reason, we recommend communicating through your Saltus email account or SaltusLive.

• Personal use of social media platforms should not be considered private, and its use reflects on an individual’s professional

standing in the school community.

• When using social media for personal use, Faculty and Staff must ensure that settings are as private as possible and students may never be contacted through personal social media, nor may they be listed as contacts. It is prudent to take caution and care when joining sites or groups where students may also be members.

• If new communication platforms are to be used with students for learning purposes school administration, and the Communications Department should be advised of this in advance, and provided with access and administration rights to these platforms where appropriate.

• Employees must make clear that information and opinions that they post online are their own and do not represent the school.

• Employees should not create social media or other online accounts utilizing the school name, in whole or in part, or the school marks in any form, including the school crest or the school’s logo.

• Employees in charge of school-related social media platforms must have the approval of the Head of School and have completed an interview with the Director of Communications regarding expectations and use of this school-related social media account.

If an employee is unclear as to what constitutes permissible behaviour, they should ask the Director of Communications for an explanation or clarification.

Contract with the Media (including Advertising and Public Relations)

Good media and public relations can do an enormous amount to benefit Saltus. Expectations for employees include the following:

• Direct any and all media inquiries to the Director of Communications and/or the Head of School and or Deputy Head in the Head of School’s absence.

• Do not post unauthorised statements to the news media.

• Refrain from discussing private school business (or private professional dissatisfactions) in public.

• Any advertising must be placed through the Communications department (who will ensure branding and style expectations are met),

• Communicate good news to the Communications Department for our press releases and newsletter,

• Immediately inform the Head of School of any issues that may cause or create negative publicity for the school.

Public Speaking and Publications

• Employees who have concerns should bring these to their supervisor and/or the Director of People and Culture.

• Unauthorised public speaking or publication in any form on matters pertaining to Saltus, the Trustees, Head of School, or other teachers is prohibited. If you wish to make such a publication, we ask that you first seek approval from the Head of School.

• A staff member may make his/her views known on matters of general interest to the community, provided that he/she takes steps to ensure that his/her statement is attributed to him/her by name and does not appear to represent the views of Saltus or the Trustees.

• Staff members may publish, or cause to be published, opinions concerning matters of general educational policy, provided that they deal with matters that may reasonably be regarded as relating to general principle and not pertaining to Saltus.

Email Communication Guidelines

Communication within our community takes place in many forms but a prevalent source of communication is email. As part of our commitment to clear communication with students, staff, and parents, we have developed this guideline to ensure that we can meet and manage the expectations of our community. This email communication guideline is meant to be used in adherence with our family, staff handbooks, Professional Standards and Boundaries document, as well as the IT acceptable use policy already in place.

Expectations for Faculty and Staff

• When communicating via email, employees will adhere to the Responsible Use of Technology policy when communicating with members of the community (parents, students other employees, and professional networking)

• Signatories must conform to the IT Department guidelines and if an identification picture is used, it is to be a professional Saltus picture.

• Faculty and staff may never share personal phone numbers or text with students. If a school ‘trip’ phone is being used, it is acceptable to share this number for safety and security reasons, while on the trip.

• Emails should be brief and if the topic is of a sensitive nature, the email should simply acknowledge that there may be an issue and set up a face-to-face meeting or a telephone call.

• Always think and read over emails before you send them. If you think there may be a concern, ask your Year Coordinator, Head of Department, or Director to review it.

• Use a neutral and professional tone in your communications. Avoid the use of inflammatory language and CAPS LOCKS AND EXCLAMATION POINTS as these tend to project a heightened tone.

• Avoid using email ‘chains’ whenever possible as it can lead to confusion and possible misinterpretation.

• Avoid ‘reply to all’ unless absolutely necessary.

• All staff group emails are not to be used to locate students except from the IT staff for IT purposes. If a teacher is looking for a missing student, they are to inform their Direct Supervisor and/or their Administrative Assistant. Sending such messages can have a negative effect on the student(s), can cause a breach of privacy, and/or cause undue alarm.

• Remember the use of ‘cc’ is a carbon copy and the recipient of cc is not expected to reply. Think before you determine if you really need to include another recipient in this way.

• ‘bcc’ should not be used unless you have a group email and don’t need all emails displayed in the send line.

• Turn off your notifications when using your laptop for instruction purposes (for confidentiality purposes).

• Faculty and Staff are not required to answer parent or student emails immediately, rather it is within a 24-hour period or after a weekend. However, it is a requirement to check emails at regular intervals throughout the day and if a particular email seems pressing, acknowledge that you have received the email and that you will respond within 24 hours.

• At all times, use your own professional judgement regarding the best time to respond.

No right of privacy

The electronic mail system, electronic files, Internet access, and other electronic systems both on-premise and cloud-based have been installed by Saltus to facilitate business communications. Although employees have individual passwords to access this system, it belongs to Saltus. Saltus reserves the right, in its discretion and without staff permission, to review any employee’s electronic files, e-mail messages, and Internet usage to the extent necessary to ensure that electronic systems are being used in compliance with the law and with School policies. Saltus respects the individual privacy of its staff members. However, employee privacy does not extend to the employee’s work-related conduct or to the use of School-provided equipment or supplies. Therefore, employees should never assume electronic communications are totally private and/or confidential.

Personal use Devices and Supplies

Limited, occasional, or incidental use of electronic media for personal, non-business purposes is understandable and acceptable. However, employees need to demonstrate a sense of responsibility and may not abuse the privilege. Saltus reserves the right to access

and disclose all messages sent over its e-mail system and to monitor Internet activity without regard to content. Since your personal messages can be accessed without prior notice, you should not use email to transmit any messages you would not want to read by a third party. You should not use these systems for such purposes as soliciting or proselytizing for commercial ventures, religious or personal causes, outside organisations, or other nonjob-related solicitations. Any employee found to be abusing the privilege of School-facilitated access to electronic media or services will be subject to disciplinary action and/or risk having the privilege removed for him/herself. Personal Devices cannot be used to store school data or as a primary work device. Personal devices can however be used to access cloud data via approved applications for purposes of reading or uploading data related to school work.

Employees are asked to conduct their personal phone calls and/or communications at appropriate break times during the course of their day. Exceptions can be made for emergency purposes, but even in this instance, it is best for the employee to seek a private area for communication purposes.

Responsible e-mail uses

The e-mail system often feels like a less formal method of communication than paper, and because it is not a face-to-face mode of communication, users may feel free to be less cautious or more candid in the contents of messages. Please remember that the e-mail system is not a private mode of communication, and defamatory or harassing material distributed through the e-mail system is prohibited and could expose the user to liability, as well as disciplinary action.

Saltus email should not be used for personal registration as it is for business purposes only.

Right to access email

Should employees make incidental use of the email system to transmit personal messages,

such messages will be treated no differently than other messages, and may be accessed, reviewed, copied, deleted, or disclosed by Saltus at any time without the employee’s permission. Accordingly, when sending a message, always remember that the email system is not a private communication system (even though passwords are used for security reasons), and you should not expect that a message will never be disclosed to or be read by others beyond its original intended recipients. Email messages may be read by other School employees or outsiders under certain circumstances, similar to the circumstances under which Saltus may need to access your other business files and information.

While it is impossible to list all of the circumstances, some examples are the following:

• During regular maintenance of the e-mail system,

• When Saltus has a business need to access the staff member’s mailbox,

• When Saltus receives a legal request to disclose e-mail messages from law enforcement officials or in legal proceedings,

• When Saltus has reason to believe that the staff member is using e-mail in violation of School policies, including the unauthorised loading of software.

Deletion of messages by user

Saltus discourages the storage of large numbers of email messages. Email messages can contain confidential information related to the School; it is desirable to limit the number, distribution, and availability of such messages. As a general rule, if a message does not require specific action or response on your part, you should delete it promptly after reading it. If the content of the message needs to be saved for longer than a week, it should be placed in a folder, archived to a local hard disk or diskette, or printed out and saved in the appropriate file. Please review your messages every week and delete those that are not needed.

Password and encryption key security and integrity

Employees are prohibited from the unauthorised use of the passwords and encryption keys of other employees to gain access to the other employee’s device access (computers, printers, phones), security access, e-mail, and document files. It is strictly to share any password or encryption key with anyone including other Saltus staff no matter what the circumstance. Password reset by time (90-120 days prompted change) must not be bypassed in any way.

All Systems passwords and encryption keys must be available to School management, and you may not use passwords that are unknown to the IT Systems Manager or install encryption programs without turning over encryption keys to the IT Systems Manager. No e-mail or other electronic communications may be sent that attempt to hide the identity of the sender or represent the sender as someone else or from another company.

Responsible Internet Uses

Network services and World Wide Web sites can monitor access and usage and can identify which entity (and often which specific individual) is accessing their services. Thus, accessing a particular bulletin board or website leaves company-identifiable electronic “tracks” even if the employee merely reviews or downloads the material and does not post any message. Any messages or information sent by an employee to one or more individuals via an electronic network (e.g. bulletin board, online service, or Internet) are statements identifiable and attributable to our School. While some users include personal “disclaimers” in electronic messages, it should be noted that there would still be a connection with Saltus, and the statement might still be legally imputed to Saltus. All communications sent by employees via a network must comply with this and other School policies and may not disclose any confidential School information.

Storage of Personal Files

The use of the Saltus network for personal file storage, including, but not limited to documents, photos, music, etc. is not allowed. These may be deleted without advance warning by the IT department.

Copyright Infringement

The ability to attach a document to an e-mail message for distribution increases the risk of copyright infringement. A user can be liable for the unauthorised copying and distribution of copyrighted material through the e-mail system. Accordingly, you should not copy and distribute through the e-mail system any copyrighted material of a third party (such as software, database files, documentation, articles, graphics files, and downloaded information) unless you have confirmed in advance from appropriate sources that Saltus has the right to copy or distribute such material. Further, you should not store any copyrighted materials on equipment owned by Saltus. Any questions concerning these rights should be directed to the Head of School.

School Property

During the course of employment with the School employees will be provided with resources and equipment that are deemed to be required to perform the responsibilities of the position. Any items or resources provided or purchased by the School or reimbursed to an employee are considered to be the property of the School. The School reserves the right to request that such items be handed in for any reason with or without notice.

Staff Attendance

The School Year

Employees are expected to exercise care of School property while in their possession. School property includes but is not limited to:

• Keys,

• Access cards,

• Credit cards,

• Laptops (bag, mouse, power cord, keyboard),

• Cell phones and cords,

• iPads,

• Books, and printed materials.

The school year normally consists of 200 days, including the two half-terms, the Agricultural Show holiday, and public holidays. In addition, employees can expect to be required for Professional Learning and administrative duties at school no fewer than five and no more than ten days in the year. These days are usually at the end of the summer term and before the fall, winter, and spring terms.

Punctuality and Unauthorised Absences

Your reliability is important to the success of Saltus. Reporting for work on time is important. If you are delayed or unable to be at work at your designated time you must inform your Manager prior to your commencement time. Excessive tardiness or absenteeism may be cause for disciplinary action up to and including dismissal.

Pro-Rated Pay for Teaching Staff

Teachers in regular full-time employment, paid on a monthly basis, who either take up an appointment after the commencement of the academic year or who resign their appointments before the end of the academic year, or both, shall receive an amount which, when added to the salary received up to and including the last day of the summer term or to the date of their resignation, if this is earlier, will equal the difference between the salary so received and the salary proportioned to a sessional basis of 210 teaching and administration/Professional Learning days

(less employees’ contributions to health insurance, contributory pension, social insurance, hospital levy over the whole period concerned) pro-rated as follows:

No. of days x entitled salary and responsibility allowance

210

The salary of a staff member who has taken unpaid leave during the year will be pro-rated.

Loss Pay and Increments

All employees are to request a leave of absence prior to their absence through their direct supervisor following the Leave of Absence request procedures.

Teachers absenting themselves without permission shall be liable to forfeiture of pay for the period of absence as well as for loss of increment in the subsequent year and may be liable to disciplinary action, up to and including dismissal.

Non-teaching staff absenting themselves without permission shall be liable to forfeiture of pay for the period of absence and may be liable to disciplinary action, up to and including dismissal.

Hours of Work

Your schedule and hours of work will have been agreed with you upon appointment as a condition of your employment. These have been confirmed in your Statement of Employment.

Hours of Work: Teachers

Teaching staff are expected to be present in school for the duration of the normal school day as appropriate for and stipulated by the individual Department.

Responsibilities for Outside Classroom/ Teaching Time

The success of the school depends on staff involvement. Teaching staff may be required to perform their duties outside of the regular school day hours without additional compensation or time off, including and not limited to school trips, sports, and other activities, parent/teacher evenings, etc. It is recognised that a teacher’s regular working day may include non-teaching duties and that he/

she may be involved in marking, preparation, and other instruction-related and professional activities which are necessary for the physical, mental, and emotional growth of the students.

Teachers are expected to be actively involved in planning, supervising/chaperoning, field trips, student and school events and extra-curricular programs. In addition, faculty presence at performing arts and athletics events is strongly encouraged to promote a positive school culture.

Faculty may choose to contribute in different ways to extra-curricular programs based on their experience, expertise and/or area of interest.

Non-Teaching Staff Non-Contact Time

Your schedule and hours of work will have been agreed with you upon appointment as a condition of your employment. These have been confirmed in your Statement of Employment.

School Trips

While on a School trip (locally and/or overseas) all employees must comply with the School Trip Protocols found on SaltusLive on the School Trips Resources tile.

Employees on a School trip which involves the supervision of students are expected to provide continuous supervision as part of the duty of care of the students for the duration of the trip. Therefore, employees acknowledge

Departmental requirements and daily schedules outside of class teaching times will be outlined by the Director or Manager.

that by going on a School Trip and by accepting the School’s payment of all or part of the employee’s costs relating to the trip, they forego their entitlements to meal breaks in the ordinary sense (being that they are not required to perform any work during the break) due to such continuous supervision and the employee may be required to work without a rest break of 24-hours for each week of the trip and will not be entitled to time off in lieu.

SECTION 4.

Salary and Benefits

Salary Payment

Salary payments are made directly to your bank account as per our direct payroll deposit plan on or before the second to last day of the month. You will be given an itemized pay statement on or before the payment of your salary. Staff are required to have a local bank account for payroll purposes.

Scale of Teaching Salaries

It is the intention of the Trustees that, so long as circumstances permit, the basic remuneration of teachers (excluding special allowances) shall not be less than that paid by Government to public school teachers and remain competitive with local private schools.

Incremental Increases

Teacher’s compensation pay scale placement is based on years of classroom teaching experience up to a maximum of nine (9) years. Recognition is also provided for Masters, PhD qualifications, and Head of Department responsibilities based on the size of the department.

Employees will be eligible for incremental increases or payment each year based on performance and percentage approved by the Trustees and at the discretion of the Head of School. There is no guarantee to an increase in any year and any increase in one year does not guarantee an increase in another.

Deductions from Salary

Deductions from salary shall be made at the appropriate rate to provide for the following:

• Social insurance contributions under the Contributory Pension Act 1940, contributions to the Saltus health insurance scheme,

• Long-term disability insurance,

• Bermuda Government Payroll Tax,

• Contributions under the Saltus contributory pension scheme,

• Any amounts due to be refunded by the employee under the provision of his/her contract or as agreed.

Long Service Allowance

Effective October 1, 2013, the long service allowance has been grandfathered out for all teaching and non-teaching staff with a start date after October 1, 2013. This also applies to employees who leave the employ of Saltus and subsequently return after October 1, 2013.

For employees in employment with Saltus on or before October 1, 2013, the following long service allowance is paid to all staff members.

Payment will be made in December of the year that the staff member attains the appropriate number of years served. To be eligible to receive this allowance the staff member must be employed in December of that year on the date this allowance is paid and must not be under notice of termination whether such notice is given by the School or the employee.

Insurance Coverage

All benefits below are subject to the terms and conditions of the applicable plans.

Health Insurance

Hospital, surgical and dental insurance, as well as Major Medical benefits, are covered by BF&M Insurance Ltd. Please contact the People and Culture Department for further information regarding Health Insurance.

Life Insurance

Saltus provides life insurance at its own expense to staff members. The benefit payable is one year’s gross salary at the rate current at death. This policy is effective for staff members up to the age of 65.

Long-term Disability Insurance

Saltus provides Long-term Disability insurance for its employees who work twenty (20) hours or more per week. The cost of the provision is shared by the School and by the employee. The benefit is payable after ninety days of

continuous disability. Disability must be certified by a physician. The benefit payable is 66.67% of the staff member’s salary and is payable up to a maximum of five years. This policy is effective for staff members up to the age of 65.

Pension Plan

Saltus has its own registered contributory pension scheme, which is mandatory for Bermudians and Spouses of Bermudians. Saltus also has its own non-registered contributory pension scheme which is mandatory for Non-Bermudian staff members.

If an employee’s employment is terminated before completing one year’s employment with the School, (Bermudian and Non-Bermudian), the employee will only be entitled to withdraw his or her pension contributions and not the School’s.

Please contact the People and Culture Department for further information.

Employee Assistance Programme

Saltus offers access to the Employee Assistance Programme (EAP). The EAP covers all staff members and their immediate families. It is confidential, professional, and at no cost to you. It can be used to resolve problems that affect your personal life or your job performance, including financial counselling, legal, marital, emotional, physical, or substance abuse issues. It provides the opportunity for you and your family to seek help on a fully voluntary and totally confidential basis. The request for help may be initiated by you or by a member of your family simply by telephoning 441-292-9000.

Employee Health and Wellness

Saltus recognizes the importance of providing its employees with opportunities and initiatives that promote employee health and well-being. Well-being is a result of complex interactions among many dimensions that, when nurtured in harmony, improve health and quality of life. At Saltus, we endeavour to promote holistic dimensions of well-being through a variety of offerings related to: physical well-being, mental well-being, financial literacy, social interactions, access to wellness related information and resources, on-site training.

Each year, the Department of People and Culture will outline the health and wellness offerings for its employees. Employees will be provided with registration information and any other relevant information. The Saltus Wellness and

Staff Fee Discounts

Saltus offers tuition discounts to active staff to a maximum of two children who meet admission requirements based on the schedule below:

• Full-time permanent staff working over thirtyfive (35) hours per week, the discounted amount of the reduction for such employee is thirty (30%) percent of the annual fee.

• Accommodations which had been established with staff members employed prior to 1 January 2006 who had students

Activities Group (SWAG) will also coordinate employee social events throughout the year for the purpose of building strong community and connections within the workplace.

enrolled in the School, shall remain at the pre-existing rate i.e. 50% (Full-time staff member) and 25% (Part-time staff member).

• Full-time active staff are exempted from the student enrolment fee.

The Board of Trustees and Head of School will review this provision from time to time. Staff fee discounts will cease upon termination of employment with Saltus for any reason.

After School Programme for Staff

Saltus provides After School Progamme care free of charge to staff to a maximum of two children who meet the eligibility below:

• Full-time permanent staff working over thirty -five (35) hours per week.

• Students must be within Foundation to Year 6.

• Students should be signed up for the After School Programme on a part-time or fulltime basis during the year.

• After School care will be provided to students of staff provided that the staff member is working onsite or offsite on school-related business/activity.

Students enrolled in the After School Programme can attend the programme when the parent is off work due to illness.

Excluded from the free-of-charge structure are Saltus camps that are held during School breaks and Professional Development Days. If a camp is offered, the discounted amount for eligible staff will be fifty (50%) percent.

The Board of Trustees and Head of School will review this provision from time to time. Staff fee discounts including the no-charge fee for AfterSchool Programme will cease upon termination of employment with Saltus for any reason.

Gym and Pool Usage

Staff are entitled to use the gym and pool facilities; however, staff are prohibited from using the gym or pool while classes are being conducted with the students. Staff must register with the Director of Athletics and sign a waiver. Employees use these facilities at their own risk and are expected to conduct themselves in a responsible and safe manner. Individuals not employed by Saltus are prohibited from using these facilities.

Staff Administration Days

During the year the School will be closed for the Agriculture Show, three days before or after the Cup Match Holiday, and for three days before or after December 25 and 26. Non-faculty employees would not be required to report to work unless determined as necessary by the Head of School.

SECTION 5.

Paid and Unpaid Leave

Annual Vacation Entitlement

Full-time non-teaching staff

The vacation year is from 1st August to 31st July of the subsequent year. Full-time administration staff are encouraged to take all their vacation days in the year which it is earned. In circumstances where this is not possible full-time administration staff can carry over a maximum of five (5) vacation days, additional vacation days earned not used will be lost if not used by 31st July.

Vacation approvals are at the discretion of the Director or Manager. Employees must submit their leave of absence request ahead of time for approval.

Full-time non-teaching staff members are eligible for three (3) weeks’ vacation in their first year of service unless another vacation entitlement is stated in the employee’s Statement of Employment, in which case,

the vacation entitlement as stated in the employee’s Statement of Employment will govern. Vacation eligibility for full-time nonteaching staff will go up to four (4) weeks after Five (5) years of service unless otherwise stated in the employee’s Statement of Employment.

Part-time and term-time administrative staff

Total vacation is to be taken during school holidays.

Term-time administrative staff are expected to be at work during term times, for one week before the start of the school year and for one week after the end of the school year.

Teaching staff

Teaching staff are required to take vacation during school holidays.

Public Holidays

Employees are eligible for paid public holidays, and any other day declared by the Governor to be a public holiday. The public holidays are found in the Public Holidays Act of 1947.

To be eligible for public holiday pay, you must work the working day before and the working day after the public holiday with the following exceptions: the working day before or the working day after is a normal rest day, prior permission to be absent has been granted, you were on vacation, or you can verify that you were sick by providing a certificate from a registered medical practitioner.

Leave of Absence: Illness

A staff member who is absent through illness will submit a Leave of Absence request to his/her Director or Manager documenting the sick leave. If the sick leave is two or more consecutive days a medical certificate from a qualified physician who has examined him/her at the relevant time must also be submitted. Forms and certificates should be passed to the relevant Director or Manager. If any such staff member is absent for more than two weeks,

further medical certificates must be provided each week during the period of absence unless a leave of absence for a definite period has been granted.

Any staff member who is prevented from attending work because of contact with an infectious disease (such disease being a notifiable disease under the Public Health Act 1949) shall notify their Director or Manager immediately and seek advice from the Government Medical Officer or a registered medical practitioner. In any case of contact with other infectious and contagious diseases, a staff member should not stay away from duty if he/she feels well but should report the fact of his/her contact to the Director or Manager.

Annual sick leave entitlement for staff members is to be found in each staff member’s individual Statement of Employment. Annual sick leave entitlement for faculty is per academic year and for non-faculty from 1st August to 31st July. Sick leave not taken will not be carried over. Any leave taken in excess of this amount will be unpaid.

Leave of Absence: Caring for a sick child or spouse

A staff member may use a maximum of five days of his/her sick leave yearly entitlement to care for his/her sick child or other dependent person provided that a medical certificate from a qualified physician who has examined the patient at the relevant time is submitted for any period of two or more consecutive days. This is to provide employees flexibility in the use of their paid sick leave days, to the extent that such days are not required for the employee’s own sickness or injury. By using paid sick leave days to care for a dependent, the employee acknowledges that they will not be entitled to any additional paid leave in excess of their annual entitlement for their own sickness and injury, or, alternatively, that the days used for the care of dependents will be or will be deemed to have been unpaid.

When a staff member has exhausted his or her annual sick leave entitlement for personal sick leave or to care for a dependent any further sick time for the entitlement year will be unpaid.

Extended Sick Leave

A staff member who is required to be absent for an extended period as the result of an identified medical condition and who has provided satisfactory evidence in the form of a medical statement of the incapacity from a qualified physician who has examined him/her at the relevant time, shall be eligible for paid sick leave without regard to public holidays, in accordance with his/her years of service at Saltus Grammar School, as follows:

Note: The extended sick leave benefit is not to be confused with the staff member’s annual sick leave entitlement as these are two separate benefits and are not interchangeable. Upon receipt of documentation, if a staff member is required to be off work due to medical reasons beyond five (5) consecutive working days, he or she may qualify for the extended sick leave benefit; in these circumstances, annual sick leave entitled will be used first. When a staff member exhausts his/her annual sick leave entitlement, any further sick leave for the entitlement year will be unpaid unless he/she provides documentation as per the above to qualify for the extended sick leave benefit.

Earnings recoverable from a Third Party

1-2 years3 weeks3 weeks

More than 2 years 4 weeks4 weeks

Less than one year of service staff will be entitled to the annual sick leave entitlement only.

Maternity Leave

Where a staff member suffers injury in circumstances where compensation for loss of earnings (as distinct from compensation for pain and inconvenience) may be recoverable from a third party, the staff member shall be required to provide a written undertaking to refund to the school any damages or settlement received from the total amount of the salary paid by Saltus during his/ her sick leave or such other amount as is in the opinion of the school seems reasonable, having regard to the extent to which the claim is successful.

Staff members who have completed at least twelve (12) months’ continuous service at Saltus by the expected date of delivery are entitled to thirteen (13) weeks of maternity leave with pay. Staff members who have not completed twelve (12) months of continuous service shall be entitled to take up to thirteen (13) weeks of maternity leave without pay.

Approved maternity leave shall be paid at the recipient’s normal rate of pay and shall include any responsibility allowance held by the staff member.

Staff are asked to provide as much notice as possible to allow arrangements for a replacement to be made, and in any event, no less than five (5) months prior to the date of the anticipated delivery and such notification shall be supported by a medical certificate.

Staff who have taken a period of maternity leave must provide notice to the Head of School or the Director of People and Culture at least two (2) weeks in advance of their return to work date. Failure to provide notice shall be taken as termination of her employment.

Maternity leave shall not be treated as sick leave. Absence on account of illness due or attributed to pregnancy outside the period of maternity leave shall be treated as absence on sick leave provided that it is covered by a medical certificate (if the absence is two or more consecutive days). Such absence not covered by a medical certificate shall be treated as leave without pay.

Paternity Leave

The employee is entitled to five (5) days of paid paternity leave with pay. An extension of unpaid leave can be requested and may be granted at the discretion of the Head of School.

Ante-Natal Care

If you are pregnant and have made an appointment to receive ante-natal care on the advice of a registered medical practitioner, you are entitled to take paid time off during working hours to attend the appointment. You are not entitled to take the time off unless, if the school so requests, you produce a certificate from a registered medical practitioner confirming that you are pregnant, and an appointment card or some other document showing that the appointment has been made. Appointments should be made when possible during non-contact hours.

Other Types of Leave

Bereavement Leave

Saltus wishes to support staff members who suffer the loss of an immediate family member (i.e., spouse, child, parent, parent-in-law, grandchild, grandparent, great-grandparent, great-grandchildren, or sibling). In such circumstances, the staff member will be entitled to three (3) days off with pay (or five (5) days where the funeral is overseas) as Bereavement Leave. Any additional time off is at the discretion of your [Director or Manager/ Head of School] and will be unpaid.

Staff may request unpaid time off to attend the funeral of someone who is not an immediate family member and is at the discretion of the Head of School.

Special Leave

At the discretion of the Head of School, special leave with pay may be granted on compassionate grounds for a period of up to five (5) working days. Special leave may be granted to a staff member when the

circumstances necessitating the leave are deemed to be non-discretionary. To request special leave the Leave of Absence form must be submitted to your Director/Manager, he/ she will submit the request to the Head of School for consideration. For circumstances for special leave requests by a staff member, the staff member will be required to use personal days first. If a staff member does not want to use personal days, the request for special leave will not be considered. Upon approval of the special leave request, the staff member will receive an email from the Vacation Tracker system.

The Leave of Absence form can be located on SaltusLive on the People & Culture Resources tile.

Unpaid Leave

Request for unpaid leave must be submitted to the Head of School, approval of such request is at the discretion of the Head of School. To request an unpaid leave, the Leave of Absence form must be submitted to your Director/ Manager. He/she will submit the request to the Head of School for consideration, if approved the staff member will receive an email from the Vacation Tracker system. Upon approval, the appropriate rate of pay will be deducted from the monthly salary of the staff member.

The Leave of Absence form can be located on SaltusLive on the People & Culture Resource tile.

Personal Days

Employees are eligible for two paid personal days in any one academic year. All requests for personal days should be submitted for approval by your Director or Manager. One personal day must be taken before the February break and the second personal day must be taken before May 31st.

Personal days cannot be carried over and may not be requested to add on to any School breaks, approved vacation, approved administration/Professional Learning days, public holidays, and/or long weekends.

Sporting & Cultural Events

Staff members requesting leave to participate in a sporting event or a cultural event as a representative of Bermuda may be granted such leave. The terms of such leave shall be at the discretion of the Head of School.

Public Duties

Staff members shall be granted leave with pay for the purpose of fulfilling public duties in connection with the Bermuda Regiment or its Reserve, the Reserve Police, a Government Board, or the Senate and House of Assembly. If the employee receives any payment from external parties for the performance of these duties, the School will deduct the equivalent amount from the staff member’s salary.

Jury Service & Court Appearance

A staff member who receives a summons to serve on a jury or to attend a court of law as a witness shall report this fact to the Head of School and shall be granted special leave with full pay, less any amounts paid as a witness or jury fees. Staff must submit proof of court attendance to the Department of People and Culture.

Voting leave

Staff are entitled to the necessary time off to vote in a parliamentary election as described under the Parliamentary Election Act 1978. Employees will be paid their normal hourly wage for the time taken. Upon completion, employees must report back to work.

Procedure for Staff Leave Requests

All leave requests should be submitted on the Vacation Tracker, your Director/ Assistant Director/ Manager will receive the request via email. Your Director/Assistant Director/ Manager will review and consider the request and accept or deny your request. The staff member will receive an email confirming the decision. Requests should be submitted no less than four weeks in advance and staff are not expected to make leave requests during any critical school times, particularly at the start of any term or other key periods. Medical, dental, or other private appointments should be arranged for after school and not during working hours except in case of a real emergency.

If a staff member will be absent from work for medical reasons and knows in advance, he/ she must alert his/her Director or Manager, and request permission using the leave form. In the event of sickness or emergency, the staff

member must telephone the relevant Director or Manager by 7:30 am giving reasons for and likely duration of absence.

Wherever possible, teachers should inform their classes that they will be absent should endeavour to set work for them and should ensure that their schedules are available for the supervisory staff member appointed.

Teachers should ensure that the work set:

• Can be easily supervised and demands the minimum distribution and collection of equipment

• Can be undertaken by pupils on the basis of past instruction and does not demand a detailed explanation or introduction

• Will occupy the pupils for the whole period of each lesson

• Homework and cover should be set appropriately.

SECTION 6.

Termination of Employment

Probationary Periods

Teaching Staff

All newly appointed teachers shall serve a probationary period of one (1) academic year. During the probationary period, the performance of the teacher will be evaluated. At any point either during or at the end of the probationary period, a decision will be made as to whether to confirm the teacher in his/ her position or to extend the probationary period. In the event that the teacher is not confirmed in his/her position, he/she may be released immediately and without notice.

Non-Teaching Staff

All newly hired staff members shall serve a probationary period of six (6) months, which may be extended at the discretion of Saltus. During the probationary period, the

Notice Periods

Teaching Staff

Either Saltus or the teacher may terminate the contract by giving two terms’ written notice either to the other. Termination would normally be at the end of the summer term in any academic year. For this purpose, the Summer

performance of the employee will be evaluated. At any point either during or at the end of the probationary period, a decision will be made as to whether to confirm his/ her position or to extend the probationary period. In the event that the staff is not confirmed in his/her position, he/she may be released immediately and without notice.

Upon successful completion of the probationary period, the employee will meet with the Director of People and Culture to formalize the completion of the probationary period. Additionally, the employee may be asked to participate in a new hire interview either online or in person, which will provide an opportunity to share their experience and provide suggestions for possible improvements.

Term shall be taken to end on 31st August each year. Notice of termination must be submitted by either party by 15th December of the same academic year. In the event that a staff member might be considering termination at some time other than the end of the academic year,

the staff member must communicate such intention to the Head of School and provide the requisite period of notice.

For teachers from overseas on fixed-term contracts the provision for two terms’ notice applies in the third year of the initial contract period, if granted. Written notification of intention to terminate must be given to each other. A teacher on an overseas contract who wishes to seek a renewal of contract must indicate this intention in writing by the 15th of December in the third year of his/her contract period.

The provisions of the above are without prejudice to the power of Saltus to terminate a contract without notice for misconduct or

unsatisfactory performance in accordance with the provisions of the Employment Act.

Non-Teaching Staff

Either Saltus or the employee may terminate employment by giving one (1) month’s notice in writing, unless another notice period is stated in the employee’s Statement of Employment, in which case, the notice period as stated in the employee’s Statement of Employment will govern.

This provision is without prejudice to the power of Saltus to terminate employment without notice for misconduct or unsatisfactory performance in accordance with the provisions of the Employment Act.

Payment in lieu of Notice

In lieu of giving notice of termination, the school may at its discretion pay you a sum equal to the wages/salary and other remuneration and benefits that would have been due to you up to the expiry date of the appropriate period of notice. If you should terminate your contract of employment without the appropriate notice period, and where notice is required, or has not been waived by us, you will only be entitled to your wages/salary or other remuneration that accrued at the date of your termination.

Retirement

The normal retirement age for all staff members is 65. Retirement will take effect on the 31st of August of the year in which the employee turns 65. Retirement counselling to review financial planning and other issues is available through the Saltus Pension Administrator (BF&M), and staff members approaching retirement are encouraged to take advantage of this benefit. In appropriate circumstances, post-retirement term appointments may be considered by Saltus on terms and conditions to be determined by Saltus on an individual basis.

Staff members may choose to take early retirement at any time after reaching the age of 55.Employees considering this option should consult Saltus’ Pension Administrator (BF&M) to determine the impact on their pensions.

Staff members with more than ten years continuous service may elect to continue Health Insurance coverage on retirement (the “Retirement Health Benefit”) provided that he or she pays the full cost of the premiums in accordance with the terms of this policy. Saltus reserves the right to terminate a Staff member’s

Retirement Health Benefit in the event that the premiums are not paid to Saltus promptly when the full monthly premium is due and payable. Saltus will be at liberty to terminate this benefit within 30 days of any unpaid premiums being due and payable and unpaid.

The Retirement Health Benefit is not available to Staff members who have or will have entered into a contract of employment with the School after 31st December 2019.

Professional Employment References

Professional employment references stand as a representation of Saltus Grammar School. In the event that staff members receive a request from a past and/or current member of staff to provide a professional reference, such request should be brought to the attention of the Director of People and Culture.

Individuals authorised to provide a professional employment reference on behalf of the Saltus is the Head of School and/or the Director of People and Culture. It is within their discretion to provide approval for a reference request to be performed by another member of staff. Copies of references provided will be kept on the employee’s file.

Certificate of Termination

On the termination of your contract of employment, and should you so request, we will provide you with a certificate of termination as follows:

a)the name and address of the employer

b)the nature of the employer’s business

c)the length of the period of your continuous employment

d)the capacity in which you were employed

e)your (wages/salary) and other remuneration payable at the date of the termination of the contract of employment

f)if you should so request, the reason for your termination of employment.

Termination for Serious Misconduct

There are some types of serious misconduct for which summary dismissal is appropriate without consideration of corrective action. Please be aware that these situations may

include, but are not limited to:

• Falsification or misrepresentation of school records, including employment applications, other work records and timesheets or cards,

• Theft,

• Misappropriation of school funds, resources or equipment,

• The use, possession, or distribution of illegal drugs or the unauthorised use of alcoholic beverages, or working under the influence of alcohol or illegal drugs,

• Insubordination,

• Inappropriate conduct towards a student, parent or staff member,

• Unauthorised use or disclosure of confidential information,

• Use or possession of a firearm or weapon on

the job,

• Violation of safety rules,

• Bullying, harassment (including sexual harassment), violence or abuse of another staff member or student,

• Violation of the law,

• Any other actions or omissions that have a detrimental effect on Saltus’ interests or reputation,

No Verbal Warning or Letter of Warning will be given in cases of dismissal resulting from serious misconduct.

Termination for Repeated Misconduct

You are reminded that the school does not condone any act of misconduct. If it is proven that you have committed an act of misconduct you may be issued a written warning. If within six months of the date of the written warning you are found to have committed a further act of misconduct, or if within twelve months of the date of the written warning you have committed a further three acts of misconduct and receive written warnings in respect of the first three acts of misconduct, your employment contract may be terminated without notice or the payment of any severance allowance. We wish you to note

that the difference between the consequences of an act of repeated misconduct and serious misconduct is that in the case of repeated misconduct, you may be given a written warning, whereas, in the case of serious misconduct, you may be dismissed without notice.

Examples of repeated misconduct include but are not limited to: abuse of sick leave; absence without authorization; continued lateness; exceeding lunch or break periods; disregard of e-mail, internet, and telephone policies and procedures.

Termination for Unsatisfactory Performance

If you are not performing your duties in a satisfactory manner you may be given a written warning setting out the unsatisfactory performance complained of and instructions on how to improve. If during the period of six months beginning with the date of the written

warning, you do not demonstrate that you are able to perform your duties in a satisfactory manner and are in fact doing so, your contract of employment may be terminated without notice or the payment of any severance allowance.

Termination for Redundancy

Should it become necessary for the company to terminate your employment due to a reduction in the workforce as a result of the reorganisation of the school operating structure, the reduction in business caused by economic conditions, contraction in the volume of enrolment, or other circumstances that affect the school operations or such other conditions set out in the applicable legislation you will be entitled to a severance allowance as follows:

Less than one year of service

One to ten years of service

Over ten years of service

2 weeks’ pay for each completed year of continuous Employment up to the first 10 years

3 weeks’ pay for each completed year of continuous employment over 10 years

A severance allowance payment is confined to a maximum of 26 weeks. The appropriate notice period will be given to you in writing, and if this is not possible payment in lieu of notice will be given.

You will not be entitled to a severance allowance payment under the following conditions:

a)Where you resign or retire from the school

b)Where you are terminated for serious misconduct, repeated misconduct, or unsatisfactory performance

c)Where you unreasonably refuse an offer of alternative employment under no less favourable or better terms and conditions than your position held prior to the redundancy.

Employee Departure Checklist

All staff who are departing from the school must complete/return the following upon termination:

• Keys, access card, and any other Saltus property must be returned,

• Any remaining tasks and responsibilities completed to a satisfactory level per Head of Department/Director of School Department (i.e. Reports, etc.),

• IT equipment returned (i.e. Laptop, cell phone, iPad, etc.),

• School credit card (if applicable),

• Resources and materials, and

• Work permits including permits issued for dependents.

School property must be returned in good working condition, in circumstances where school property is returned damaged or not in good working condition, Saltus may seek payment from the departing employee for any irrecoverable costs.

Final Separation Meeting/Exit Interview

Prior to leaving Saltus the employee will meet with a Director of People and Culture to review all final separation matters, such as final pay, health insurance and pension, etc. Additionally, staff may be asked to

participate in a voluntary exit interview either online or in person, which will provide an opportunity to share their observation, experiences at Saltus, and suggestions for possible improvements.

(Form to be completed and returned with signature)

Acknowledgment FormStaff Handbook

This is to acknowledge that I have received a copy of the Saltus Grammar School Staff Handbook and understand that it outlines policies and procedures related to my employment with Saltus. I understand that, unless expressly stated, it does not form part of the terms and conditions of my employment. I also acknowledge that I have been separately provided a copy of the Saltus Grammar School Discrimination, Harassment, Bullying & Violence Policy (the “Policy”).

I further understand that it is my responsibility to familiarize myself with all the information contained within the Handbook and the Policy and I understand and agree to comply with the Policy and the policies stated in the Handbook.

I understand and accept that from time to time the Staff Handbook and the Policy can be amended in accordance with changes in Saltus policy or legislated requirements. I also understand that I will be notified of any necessary changes that are made.

Full Name of Employee

Signature of Employee

Date