2013-14 Employee Handbook

The Lovett School Employee Handbook 2013–14 Revised July 2013

For more information on any of the items in this handbook, please consult the Human Resources Office at ext. 1755.

William S. Peebles IV, Headmaster

The Lovett School 4075 Paces Ferry Road, N.W. Atlanta, Georgia 30327-3009 (404) 262-3032 www.lovett.org

The Lovett School admits students of any race, color, gender, religion, sexual orientation, and national or ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. The Lovett School does not discriminate on the basis of race, color, gender, religion, sexual orientation, and national or ethnic origin in administration of its educational policies, employment practices, admission policies, scholarship and loan programs, and athletic or other school-administered programs.

Table of Contents INTRODUCTION

HOLIDAYS & LEAVE

Organization ............................................. 4

Bereavement Leave ................................ 19

Orientation ................................................ 4

Family and Medical Leave Act ............. 19

Mission ....................................................... 4

Personal Medical Leave .........................21

Character Pledge ....................................... 5

Holidays .................................................. 22

Administrative Staff ................................ 6

Personal Leave ........................................ 23

PAYROLL & BENEFITS

Religious Holidays .................................. 23

After School Activities/Extended Day Programs and Summer Camps .............. 7 Awards and Recognition .......................... 7 COBRA .................................................... 10 Credit Union ............................................ 11 Dental Insurance ..................................... 11 Dependent-Care Reimbursement .......... 11 Direct Deposit ......................................... 11 Health-Care Reimbursement ................. 11 Jury Duty ................................................. 12 Life Insurance .......................................... 12 Long-Term Disability ............................. 12 Lunch ....................................................... 12 Medical Insurance ................................... 12 Payroll ...................................................... 13 Personal Loans and Advances .............. 16 Pre-Tax Premiums .................................. 16 Professional Development and Education ................................................ 16 Retirement Program ............................... 17 Short-Term Disability Leave .................. 17 Tuition Payment ..................................... 18 Workers’ Compensation ......................... 18

Sick Leave ................................................ 23 Vacation ................................................... 24

EMPLOYEE CONDUCT Absenteeism/Tardiness ......................... 26 Alcohol and Drug Free Workplace ........27 Alcoholic Beverages on Campus ........... 29 Child Abuse Reporting ........................... 29 Dress Code .............................................. 29 Progressive Discipline Policy ................. 30 Rules and Policies ................................... 30 Technology Guidelines ............................ 32 Tobacco .................................................... 33 Weapons .................................................. 33

ADMINISTRATIVE

FACILITIES & SERVICES

Accreditation ........................................... 34

Communications .................................... 44

Bloodborne Pathogens ............................ 34

Copy Services .......................................... 44

Budget Procedures ................................. 34

Keys .......................................................... 44

Diversity Action ...................................... 34

Mail .......................................................... 44

E-mail Policy ........................................... 34

Maintenance ............................................ 45

Employment-at-Will ............................... 35

Parking ..................................................... 45

Equal Opportunity Employment .......... 35

School Vehicles ........................................ 45

Expenditures ........................................... 36

Bus Manifest Procedures........................46

Harassment Policy .................................. 36

DEPARTMENTS

Hours of Operation ................................ 38 Immigration and Control Act ............... 38 Part-Time Work Status ........................... 39 Personal Property ................................... 39 Probation ................................................. 39 Purchase Order Policy ............................ 39 Reimbursement Policy ............................ 40 Restricted Gifts ........................................ 40 Return of School Property ...................... 40 Security .................................................... 41 Termination Policies ............................... 41 Time Cards .............................................. 41 Whistleblower Policy .............................42

Academic Resource Center .................... 48 Admission ............................................... 48 Advancement .......................................... 48 Athletics ................................................... 50 Business Office ........................................ 50 Campus Store ......................................... 50 Chaplains ................................................. 50 Character Education .............................. 51 Fine Arts .................................................. 51 Food Services ........................................... 53 Infirmary .................................................. 53 Library ..................................................... 53 Parent Organizations ............................. 54 Physical Plant .......................................... 54 Technology...............................................54

Employee Handbook

Introduction The purpose of this handbook is to provide all Lovett School employees with a general guide to the personnel policies and practices of the school. This handbook is not intended to create a contract between The Lovett School and its employees. The Lovett School reserves the right to change any of the policies, practices, and privileges described in this handbook at its sole discretion. Notice of any changes will be provided to employees at Lovett’s earliest convenience.

Lovett faculty should also make themselves familiar with the policies and practices of each school division as outlined in The Lovett School Faculty Handbook and the Parent/ Student Handbook. All coaches should make themselves familiar with the policies and practices of the Athletic Office as outlined in The Lovett School Athletic Handbook.

ORGANIZATION The Lovett School is governed by a self-perpetuating board of trustees, which delegates the management of the school to an appointed headmaster. The board’s primary functions are the establishment of the philosophy, the broad goals, and the overall policies of the school; the employment and evaluation of the headmaster to operate the school within those goals and aims; and the preservation and enhancement of the assets of the school, including land, buildings, endowments, and regular income. Once policy has been established, The Lovett School Board of Trustees chooses not to interfere with the daily operation of the school; it directs all inquiries to the headmaster and his staff.

ORIENTATION It is the responsibility of the employee’s immediate supervisor or mentor to provide job orientation. This includes explaining duties and responsibilities of the job, departmental rules, physical layout of the building, and introducing the employee to coworkers.

The Human Resources Office provides orientations to acquaint new employees with school facilities and services and to explain benefits available to Lovett employees.

New employees are scheduled to attend orientation during the first few days of their employment.

MISSION The Lovett School is a community that seeks to develop young men and women of honor, faith, and wisdom with the character and intellect to thrive in college and in life.

Founded in 1926 by Eva Edwards Lovett, we continue today as an Atlanta independent school serving children in Kindergarten through Grade 12. With an emphasis on the whole child, we provide integrated experiences in academics, arts, athletics, and service through an education grounded in learning, character, and community.

Learning Lovett faculty and staff inspire our students to love learning. We help them discover how to think critically, communicate effectively, engage creatively, and collaborate purposefully. We create opportunities for them to grow in all dimensions—intellectual, emotional, physical, aesthetic, moral, and spiritual.

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Character Lovett teaches the qualities of servant leadership and sound character—honesty, respect, responsibility, compassion, courage, and integrity. We celebrate the uniqueness of each individual within an intentionally inclusive, diverse, and welcoming environment. We honor God in an atmosphere that is rooted in Judeo-Christian beliefs and is further enriched by a variety of religious traditions.

Community Lovett is a dedicated community of students and teachers, joined by loyal parents, staff, alumni, trustees, and friends. We are committed—with shared purposes and principles— to improving our school, our city, our society, our environment, and our world.

Approved by The Lovett School Board of Trustees, 2012

CHARACTER PLEDGE We, who are members of the Lovett community, seek to live lives of good character.

We believe that good character grows from daily acts of honesty, respect, responsibility, and compassion. We pledge ourselves to develop these ideals with courage and integrity, striving to do what is right at all times.

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ADMINISTRATIVE STAFF William S. Peebles IV ........................................................................................... Headmaster Dan Alig ............................................................................................. Upper School Principal Steve Allen .................................................................................................................. Chaplain Mary Baldwin ..................................................................................... Lower School Principal Kimberly Blass .......................................................... Director of Strategic Communications Patrick Boswell ................................................................... Dean of Students, Grades 11–12 Joye Callaway .........................................................Director of Academic Resource Center Alyse Cooper-Pribish ............................... Upper School Director of Guidance Counseling Laura Deisley ..................................................................... Director of Strategic Innovations Erin Dixon ...................................................... Middle School Dean of Faculty & Instruction Bill Dunkel .......................................................................................Assistant Headmaster Pam Fetters ........................................................................... Director of College Counseling Charlie Finch .......................................................................... Associate Director of Athletics Debbie Franks ...................................................... Middle School Principal/Academic Dean Steve Franks ............................................................................................ Director of Athletics Jay Freer ................................................................................................... Director of Fine Arts Sara Friedman ............................................................... Middle School Guidance Counselor Gayle Greenwood ........................................................ Director of Lower School Counseling Kelley Greer .................................................................... Upper School Guidance Counselor Ellice Hawkins ......................................... Director of Multicultural Programs and Services Edi Houghton .................................................................... Lower School Assistant Principal Chase Jones ................................................................... Middle School Guidance Counselor Lara Kauffman ........................................................................ Director of Alumni Relations Debbie Lange ........................................................ Director of Admission and Financial Aid Marsha Little ........................................................ Upper School Dean of Academic Affairs Maria Madden .................................................................... Middle School Dean of Students Robyn Martin ............................................................................... Director of Library Services Chuck Melito .......................................... Upper School Assistant Principal for Operations David Meriwether ............................................................................... Chief Financial Officer Joseph Moody ..................................................................Middle School Dean of Students Sandy Redella..................................................................Director of Community Relations Monica Rodgers .............................................. Executive Director of Breakthrough Atlanta Jeff Rountree .............................................................................. Director of Plant Operations Brian Scales ..................................................................................... Director of Development Yasmine Seyfi ................................................................................... Lower School Counselor Andy Spencer .............................................................................. Chief Advancement Officer Mary Spencer .......... Upper School Dean of Student Life; Dean of Students, Grades 9–10

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Payroll & Benefits AFTER SCHOOL ACTIVITIES/EXTENDED DAY PROGRAMS AND SUMMER CAMPS Employees whose children are enrolled at Lovett receive a discount on after school programs and designated summer/holiday camp fees. Discounts do not apply to summer school, study skills camps, Siempre Verde, and afternoon enrichment offerings.

AWARDS AND RECOGNITION In June, employees are honored at an annual End-of-the-Year Luncheon sponsored by the the school. At this luncheon, employees are recognized for milestones in their years of service to the school (in increments of five years), and employees departing or retiring (age 59 1/2 or older) from Lovett are recognized and are presented gifts of appreciation based on their years of service to the school. Retirement gifts are for employees who are retiring from full-time employment at the age of 60 or older or have 25 years of full-time service. Farewell receptions, luncheons, dinners, etc., may be organized at the school division or departmental level.

In addition, employee merit awards are granted at this luncheon. The awards include: The Alumni Excellence in Teaching Award Established anonymously through the gift of parents of alumni, the annual Alumni Excellence in Teaching Award recognizes an exceptionally talented classroom teacher whose teaching methods, knowledge, and compassionate spirit have made a very significant impression on students. The award recipient receives a personal stipend, as well as a stipend for classroom use. The recipient is selected by a committee to include the headmaster, principals, and other key staff. All alumni who graduated five years ago or longer from Lovett are eligible to nominate a teacher who best represents the aforementioned criteria.

The Charles Oakley Service Award In 1997, The Lovett School established an award to honor Charles Oakley, who in 36 years of service to the school demonstrated uncommon skill and tireless generosity of spirit to members of the entire Lovett community. The Charles Oakley Service Award is given to the Lovett employee who most closely exemplified Charlie’s example of dedicated, generous service to others. All Lovett employees who have been with the school for five years or more are eligible for consideration. Any faculty member may place the name of a colleague in nomination. The selection committee is composed of the headmaster, Chief Financial Officer, and directors of athletics, fine arts, and advancement.

The Surdyk Award A Lovett family made a memorial contribution to the school’s endowment, which generates funding for an annual award to be presented to a Lovett faculty member who has provided an exceptionally high degree of individual attention and concern for students in all areas of school life. The recipient must be actively involved in classroom teaching. The Surdyk Award Committee, consisting of the headmaster, the principals, and the academic dean, meets each spring to select the person who best exemplifies these

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characteristics. Any Lovett employee may recommend a nominee to the committee.

Neither length of employment at Lovett nor intention to return for the coming year are considerations. While the use of the award is unrestricted, the donors are hopeful that some of the proceeds can assist with the recipient’s development of the craft of teaching.

The Loudermilk Foundation Coaching Award This award recognizes “the unique and important role coaches play in students’ academic careers at Lovett—they not only coach students to develop their athletic skills, but also serve as life coaches, encouraging active participation and a commitment to putting forth one’s best effort in all situations.” This annual award recognizes and rewards coaches who exemplify the best of The Lovett School.

The Woodward Award for Excellence in Teaching The Lovett School received a grant from the David, Helen, and Marian Woodward Fund in March 1983 to establish the Woodward Award for Excellence in Teaching. Each year, four recipients are recognized by their colleagues as master teachers who improve the achievement of students in significant ways and go beyond the normal commitment of time and energy in pursuit of excellence. The Woodward Awards committee consists of the recipients of the award for the past three years, and teachers and administrators make nominations to this committee. The committee then recommends to the headmaster and principals the names of four full-time teachers it believes are best qualified for this award.

The Elizabeth and Raymond Chenault Fine Arts Teaching Award In support of the strong tradition of exceptional teaching and fine arts at The Lovett School, the Elizabeth and Raymond Chenault Fine Arts Teaching Award was established in 2007 to acknowledge fine arts instructors and, thus, attract and retain the best fine arts faculty possible. It furthers many of the goals of Lovett—the pursuit of excellence, life-long learning, creative thought and instruction, promoting the idea of the whole child, as well as a student-centered community. In addition, this award recognizes and rewards individual instructors who exemplify the best of The Lovett School in a manner that furthers these goals. The recipient of this award is nominated by the fine arts faculty.

Leonard and Carla Wood Lower School Master Teacher (three-year award) In the summer of 1994, Mr. and Mrs. Leonard Wood, realizing the value of excellence in teaching, established an Endowed Master Teacher Chair to provide an annual supplement to a Lovett Lower School faculty member who is a master teacher. This annual supplement is also to provide resources to improve his or her professional life with opportunities for travel and enrichment experiences. The recipient is selected for having superior classroom teaching skills, the ability to motivate students, and a deep commitment to the teaching profession.

When possible, quantitative data will be used as part of the identification of these teachers of excellence. In addition, it is the intent of the donors that the recipient will be willing to share his or her proven artistry as a teacher by mentoring beginning faculty members. Eligible recipients will be classroom teachers in the Lower School (Grades K–5). The committee to select this recipient is composed of the Lower School principal, assistant principal, and past recipients.

Dinos Middle School Master Teacher Chair (two-year award) In the spring of 1994, Mr. and Mrs. Jack Dinos, realizing the value of excellence in teaching, established this endowed fund to provide an annual supplement to a Lovett Middle School faculty member who is a master teacher. This annual supplement is also

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to provide resources to improve his or her professional life with opportunities for travel and enrichment experiences. The recipient is selected for having superior classroom teaching skills, the ability to motivate students, and a deep commitment to the teaching profession. In addition, it is the intent of the donors that the recipient will be willing to share his or her proven artistry as a teacher by mentoring beginning faculty members.

Eligible recipients will be classroom teachers in the Middle School (Grades 6–8).

The Loridans Academic Fellowship (five-year award) Recognizing the value of excellent teaching and as an encouragement to a “master teacher” in the Upper School, the Loridans Foundation established this fund in 1992.

The recipient is selected for having excellent classroom skills, the ability to motivate students, and having a keen interest in and commitment to the teaching profession.

The Mathews Family Distinguished Teaching Fellowship Award The Mathews Family Fellowship was established in September 2008 through the generosity of Jane and George Mathews. The fund is designed to reward exceptional Lower School instructors and support the goals of attracting, developing, and retaining the best faculty possible. The ideal Mathews Family Fellowship recipient would be an experienced Lower School teacher who demonstrates a passion for lifelong learning, professionalism, and creative teaching skills, while serving as a role model for both students and faculty.

The Stephen Award for Excellence in Teaching Made possible through a gift from the James R. and Lana B. Stephen Family Fund, this award honors junior Upper School faculty who define the present and future excellence of the school. In creating this fund, the family of Lana and Jim Stephen hopes to acknowledge educators who cultivate lifelong learners. The ideal recipient will foster curiosity, creativity, and intuition through adaptive instruction.

The Kahn Family Distinguished Teaching Fellowship Award This fund, created in September 2008 through the generosity of Mr. and Mrs. David B. Kahn, supports the goals of attracting, developing, and retaining the best faculty possible by rewarding exceptional Middle School instructors. The ideal recipient is an experienced Middle School teacher who demonstrates a passion for lifelong learning, professionalism, and creative teaching skills, while serving as a role model for both students and faculty.

The O. Wayne Rollins Quest for Excellence Grants Established in July of 2009 with a grant from the O. Wayne Rollins Foundation and given for the first time in 2011, these grants support the school’s strategic goals of attracting, developing, and retaining the best faculty and staff possible in an increasingly competitive environment. Each year, employees who reach full time service markers of 10 and 20 years and who are returning to Lovett the following year, will receive a Rollins Quest for Excellence Grant, a personal stipend in recognition of their service. The donor hopes these grants will reward and encourage the pursuit of professional excellence, creative thought and instruction, and loyalty to the institution and the profession.

The Headmaster’s Leadership by Example Award The Headmaster’s Leadership by Example Award was established in the 2011-12 school year and is designed to further one of the major goals of Lovett’s Strategic Plan – attracting, developing, and retaining the highest quality faculty and staff. This award is

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given to an employee who contributes to the Lovett community, in both his or her official and unofficial duties, by being a positive and supportive influence of good character in the Lovett community. The recipient is one who displays an unselfish concern for others and leads by example through a life of integrity, high character, modesty, and respect for others. The recipient will naturally be friendly, approachable, and open to sharing with other members of the Lovett community. The Award recipient will be given a personal stipend, a portion of which must be used by the recipient to fund the planning and implementation of a program to promote good character or leadership skills within the Lovett community.

COBRA Health Care Continuation Rights Policy The Lovett School’s health plan is subject to the federal law known as the Consolidated Omnibus Budget Reconciliation Act (COBRA). Under COBRA, Lovett must permit qualified beneficiaries to elect to continue group health coverage when certain qualifying events occur that cause the loss of group health coverage. The length of COBRA continuation coverage depends on what qualifying events occur.

Definitions Terms used in this policy have the following meanings: Qualified beneficiaries are employees, their current and former spouses, and dependents who are enrolled in The Lovett School’s group health care plan on the day before qualifying events occur.

COBRA Qualifying Events and Length of COBRA Continuation Coverage Qualified beneficiaries losing group health coverage because of employee voluntary employment termination, involuntary employment termination (except for termination for gross misconduct), or reduction in working hours to less than 30 hours per week can elect up to 18 months of COBRA continuation coverage. If qualified beneficiaries become disabled during the first 60 days after electing COBRA continuation coverage, disabled qualified beneficiaries and their nondisabled family members can elect up to an additional 11 months of COBRA continuation coverage for a total of 29 months. If other qualifying events occur after qualified beneficiaries elect 18 months of COBRA continuation coverage, they can elect to extend COBRA continuation coverage up to 36 months.

Employees’ current and former spouses and dependents losing group health coverage because of employee death, divorce or legal separation, loss of dependent status, or employee enrollment in Medicare can elect up to 36 months of COBRA continuation coverage.

COBRA Premiums Qualified beneficiaries who elect COBRA continuation coverage must pay the full cost of the premium The Lovett School pays for group health care for similarly situated active employees, plus two percent for administrative expenses. If qualified beneficiaries elect the 11 months of disability extension coverage, they must pay 150 percent of Lovett School’s group premium.

COBRA Termination Lovett terminates COBRA continuation coverage when qualified beneficiaries reach the end of maximum COBRA continuation coverage periods, fail to pay required premiums

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on time, obtain coverage under other group health plans, or enroll in Medicare.

This policy is only a brief summary of the COBRA provisions of Lovett and does not fully explain all requirements. Employees should read the notice they received when they first enrolled in the The Lovett School Health Plan or the Summary Plan Description for a full explanation. Copies of the notice and Summary Plan Description can be obtained from the Human Resources department.

CREDIT UNION Membership with the Fulton Teacher’s Credit Union is available to employees.

DENTAL INSURANCE The school pays a percentage of the total premium for employees who work 30 or more hours per week. The employee contributes 100 percent of the total premium for dependent coverage. Information on specific coverage is available from the Human Resources Office.

Permanent part-time employees who work less than 30 hours but 20 or more hours per week are eligible to participate in the school’s dental plan at their own expense. These premiums are deducted from the employee’s monthly paychecks. In addition, if an employee retires from Lovett after the age of 60, he will be eligible to continue his participation in the dental plan by paying 100 percent of the premium.

DEPENDENT-CARE REIMBURSEMENT Employees may participate in the dependent-care reimbursement account. An employee-determined amount for dependent-care expenses may be payroll deducted pre-tax each month. The employee will submit eligible expenses for reimbursement from this account. Contact the Human Resources Office for more details.

DIRECT DEPOSIT Employees who are on the monthly payroll are required to participate in direct payroll deposit. Employees who are on the bi-weekly payroll are encouraged to sign up for direct deposit. Each pay period, an employee’s pay is deposited directly into his bank account, and an itemized statement of wages deposited is sent to him. Direct deposit enrollment forms are available in the Human Resources Office. To enroll, an employee must complete an enrollment form and attach a copy of a voided check from his current bank account.

HEALTH-CARE REIMBURSEMENT Employees may participate in the health-care reimbursement account whereby an employee-determined amount is payroll deducted pre-tax each month. Employees may be reimbursed monthly from this account for out-of-pocket, IRS-allowable medical and dental expenses.

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JURY DUTY Jury duty is viewed as a civic responsibility; therefore, Lovett provides paid jury duty leave. If an employee receives a jury summons, he should notify his supervisor and provide him a copy of the summons. Regular salary continues; however, an employee must report to work on any full or partial day he is excused from duty. No employee will be discharged or demoted because of jury duty.

LIFE INSURANCE Life insurance is provided for full-time employees in an amount equal to the employee’s annual salary. Optional supplemental life insurance is available for full-time employees to purchase.

LONG-TERM DISABILITY Long-term disability insurance is available to full-time employees and is available on the first day of the month following the employee’s date of hire. After the long-term disability claim has been approved, the plan provides up to 66 2/3 percent of the employee’s base pay after a 90-day elimination period. Employees are responsible for payment of their portion of all insurance premiums while on leave. Human resources will discuss the terms of insurance premium payment with employees during their leave. Long-term disability insurance ends at termination; however, it may be converted to an individual policy at that time.

LUNCH One meal per day is provided when the lunch room is open at no cost to all employees.

This meal includes a hot lunch or sandwich/soup/salad offering. When the lunch room is open lunches are served daily from 10:45 AM to 1:40 PM, unless otherwise posted. The director of food services strives to offer a menu that is not only well-balanced and nutritious, but also sensitive to the many desires of students, employees, and parents.

Coffee and tea are also available to employees in the mornings in the cafeteria.

A more limited lunch selection is provided during the summer months.

MEDICAL INSURANCE Hospitalization/major medical is available to full-time employees. The school contributes towards the employee’s coverage and towards the dependent coverage. The employee is responsible for his portion of the premium. Information on specific coverage is available from the Human Resources Office.

Permanent part-time employees who work less than 30 hours but 20 or more hours per week are eligible to participate in the school’s health plan by paying 100 percent of the premium. These premiums are deducted from an employee’s monthly paycheck. In addition, if an employee retires from Lovett after the age of 60, he will be eligible to continue his participation in the health plan by paying 100 percent of the premium.

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P AYROLL Fair Labor Standards Act The Fair Labor Standards Act (FLSA) is a federal statute that regulates wage and hour issues including child labor, minimum wage, the number of hours in a standard workweek, overtime pay and record-keeping.

Employment of Minors Lovett will not employ anyone under the age of 14. No one under the age of 18 will be employed in any job deemed hazardous by Human Resources. These include roofing, the operation of hoists (forklifts), elevators, vehicles, or commercial food service machines; saws shears or other power-driven tools; and jobs involving exposure to hazardous materials.

Minimum Wage The Lovett School will pay at least the Federal minimum wage, currently $7.25 per hour.

Workweek A workweek is defined as a regularly recurring period of 168 hours, comprised of seven consecutive 24-hour periods. The school's workweek begins at midnight on Monday and ends on the following Sunday at midnight.

If a night shift overlaps the end of one workweek and the beginning of the next workweek, then hours worked should be recorded in the work day/week in which the shift began.

Hours Worked Hours worked will be identified in accordance with the Fair Labor Standards Act or other laws.

The FLSA does not consider meal periods to be hours worked. The school generally recognizes meal periods as unpaid time if an employee is completely relieved from duty for a period of at least 30 minutes. Short work breaks, usually 5 to 15 minutes, are considered as paid worked time. Full-time employees typically are expected to take a meal break and should not repeatedly skip meal breaks in order to shorten their scheduled work hours.

The customary hours of work for the school are from 8:00 am until 4:30 pm, including an unpaid 30-minute lunch period; however, this may vary in certain departments due to the business need to operate during various hours each day or to be open earlier or later than is standard.

Individual work schedules will be set by an employee’s supervisor, based upon hours of operation and work requirements of the unit.

Hours that an employee is “on call” off the employer’s premises, and only required to be available by phone or beeper, are not considered hours worked.

Exempt and Non-exempt Status Lovett School employees are covered by the FLSA and subject to its overtime and recordkeeping requirements, unless exempted by specific statutes. Human Resources is responsible for determining which job classifications satisfy the FLSA exemption tests.

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Exempt Employees Exempt employees meet FLSA requirements for Exempt status. Exempt employees receive a salary for all hours worked and are not entitled to be paid overtime for any work hours beyond 40 in a work week.

The Lovett School is committed to compliance with the FLSA and all regulations interpreting the Act. While Exempt staff are generally entitled to their full salary for any workweek in which they perform work regardless of the actual hours worked, certain deductions from salary are permitted, such as, but not limited to, personal absences of one or more full days, full day absences due to sickness or illness, leave qualified under the Family and Medical Leave Act when all paid leave has been exhausted, or deductions for disciplinary suspensions of one or more full days imposed in good faith for infractions of workplace conduct rules or safety violations of major significance. All pay deductions for Exempt staff must be authorized by Human Resources. Pay deductions not permitted by the FLSA are strictly prohibited. If any member of Exempt staff believes a deduction is improper, he/she should immediately notify Human Resources. Any deductions not in compliance with the FLSA will be reimbursed.

Non-exempt Employees Non-exempt status employees do not meet FLSA requirements for Exempt status. Nonexempt employees are required to be paid overtime for any hours worked beyond 40 in a workweek.

The Lovett School is committed to paying its employees for all hours worked. There is no ‘off the clock’ work or volunteer work. If any employee believes he or she has not been paid for all hours worked or if his or her pay is inaccurate for any reason, the employee must immediately notify their supervisor and/or Human Resources.

Overtime Non-exempt employees are entitled to overtime pay at one and one-half times their regular hourly rate for any hours they work in excess of 40 during the workweek. Regular hourly rate is defined as the calculated average hourly rate for that workweek, including additional rates of pay, if applicable.

For non-exempt employees, time worked in excess of the regularly scheduled 40 hours should be limited to urgent requirements which cannot be satisfactorily completed in another manner. Overtime hours should not be used routinely to complete regular job responsibilities. Lovett School policy requires that overtime must be authorized in advance by the appropriate department head or supervisor. This includes such activities as performing work from home and responding to work-related emails and voicemails.

In addition, any work done outside the usual office/workspace environment must be acknowledged and approved by the manager in advance. Employees who work overtime without obtaining prior authorization will be paid but subject to disciplinary action, up to and including dismissal, for violating Lovett School policy.

Non-exempt employees must be paid one and one-half times their regular hourly rate (as defined above) for any verifiable hours worked in excess of 40 during the official school workweek. Overtime payments must be computed on the basis of hours actually worked during a single workweek, as recorded through the time and attendance system.

Vacation, sick leave, emergency leave, bereavement, jury duty, summons to court or

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workman’s compensation claim, and other hours paid but not worked are not considered to be hours worked for the purpose of overtime calculation.

FLSA establishes the workweek as the timeframe for determining overtime, and each workweek stands alone. Work time may not be “averaged” from workweek to workweek to avoid the payment of overtime. For example, an employee who works 44 hours in the first week of a pay period, and 36 hours in the second week, is entitled to 4 hours of overtime pay for week one and may not be paid based on an “average” of 80 hours for the two-week period. Required overtime pay for one workweek may not be avoided by granting time off in another week.

However, an employee’s schedule may be adjusted within a workweek to avoid overtime.

For example, if a non-exempt employee works 10 hours on Monday, the manager may reduce the employee’s work schedule by 2 hours on Friday so that hours actually worked in the workweek do not exceed 40. Any adjustments must be made in the same workweek.

Exempt employees are not paid overtime for hours worked in excess of 40 hours per workweek, as their salary compensates them for all hours worked.

Time Log Non-exempt employees are required to complete a time log on a monthly or bi-weekly basis. The time log must include all hours worked in the previous month/workweek and is submitted to a supervisor for approval before being sent to Payroll for processing.

Any overtime worked will be paid on the next pay cycle so long as the time log submission deadlines are met by the employee.

Inclement Weather and Holiday Pay If the school is closed due to severe weather the employee will be paid for the day but the hours will not be counted toward overtime hours. Under rare circumstances, an employee may be asked to work on a day the school is closed due to severe weather. In this case the employee will be paid one and one-half times their base rate plus the severe weather day.

Holiday hours will be counted towards the employee’s 40 hour work week.

Holiday Pay Under rare circumstances, an employee may be asked to work on a holiday. If an employee works on a holiday, he will be paid at one and one half times the base rate per hour for hours worked plus the holiday pay.

Employee Payroll Cycles Hourly employees are paid bi-weekly, every other Friday. Salaried employees are paid once a month on the 25th of the month. If the payday falls on a weekend or a holiday, checks are distributed on the preceding workday.

10-month salaried employees will receive their first paycheck in August of each school year. 10-month employees are paid over a 12-month period beginning in August and ending in July. The Business Office will release final paychecks only after the principal and Human Resources have received the checkout items.

The Americans with Disabilities Act (ADA) 2009 The Americans with Disabilities Act (ADA) requires employers to reasonably accommodate qualified individuals with disabilities. It is the policy of the school to

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comply with all Federal and state laws concerning the employment of persons with disabilities.

It is school policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation training, or other terms, conditions, and privileges of employment. The Lovett School will reasonably accommodate qualified individuals with a temporary or long-term disability so that they can perform the essential functions of a job. An individual who can be reasonably accommodated for a job, without undue hardship, will be given the same consideration for that position as any other applicant.

The headmaster and Human Resources office are responsible for implementing this policy, including resolution of reasonable accommodation, safety, and undue hardship issues.

PERSONAL LOANS AND ADVANCES Employees of the Lovett School may be eligible for the following financial assistance: 1.) salary advances to be paid back the next pay period, 2.) computer loans of up to $2,000 over 24 months, 3.) and emergency loans up to $1,000 for payment over a maximum of 24 months.

Eligible employees include those in good standing who are full-time or regular part-time employees after 60 days of employment and hourly employees after a one year of employment. Temporary staff, including community coaches and substitutes, are only eligible for salary advances. Contact the Human Resources Office for more specific loan details.

PRE-TAX PREMIUMS Employees may participate in the Section 125 Plan, in which premiums for medical and dental insurance and optional life insurance are payroll deducted pre-tax. Please see Summary Plan Document for more information.

PROFESSIONAL DEVELOPMENT AND EDUCATION Funds are available for employees’ professional development and enrichment. Interested employees should meet with their director or department head to discuss their programs.

Education Reimbursement Lovett will reimburse employees for required tuition, books, and fees when the following conditions exist: 1.

The course of study leads to certification, a higher degree, or to satisfaction of SAIS/SACS requirements.

2.

The professional development is approved in advance by the supervisor.

3.

The employee has contracted to return to The Lovett School for the following year.

Should the employee fail to return for the next academic year, funds extended by the school after January 1 will be repaid by the employee.

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4.

The employee qualifies for benefits during the regular school year.

5.

The total amount of funds reimbursed to an employee in any one year cannot exceed $1,500. Qualifying part-time employees (see #4) may receive a portion of $1,500 in a percentage equal to their level of employment. (All receipts are required for reimbursement.)

RETIREMENT PROGRAM The Lovett School offers the TIAA-CREF 403(b) retirement plan to eligible employees.

Basic features include the following. (More extensive information should be obtained from the Human Resources Office.)

Voluntary Contributions in the TIAA CREF Auto Save Program For eligible employees, your voluntary contributions to the TIAA CREF retirement plan will be automatically started at 3 percent and once a year, in July, your contributions will automatically increase by one percent until they reach the 6 percent matching threshold.

You may opt out of the auto save program at any time.

Employer Contributions Lovett will make an automatic contribution to an eligible employee’s retirement account based on the employee’s years of service with Lovett. The contribution will be as follows: two percent for up to three years of service; three percent for four to six years of service; and six percent for seven or more years of service. In addition, Lovett will match up to a six percent of the employee contribution. Full vesting is immediate for all employer contributions.

Retiree Medical Insurance Lovett offers retiring employees the opportunity to participate in the Retiree Medical Insurance Program. An employee must retire on or after the age of 60 to participate.

The retiree will be responsible for paying 100 percent of the premium. Beginning at age 65, employees hired prior to September 1, 2006, will receive from the school a contribution of $10 per month for each year of Lovett service, to a maximum of $100 per month for 10 or more years of service, toward the cost of Medicare or a Medicare Supplement Plan. Contact the Human Resources Office for further details.

SHORT-TERM DISABILITY LEAVE The Lovett School recognizes that you may need time away in the event of a personal disability during your tenure with the school. After one year of service with Lovett, the school offers employees up to 15 days of personal disability leave with pay. An employee must be out for at least five business days in order to utilize this leave. This leave will be applied before any vacation, personal days, or sick leave is applied to the time off.

A leave covered under this time off policy must qualify as a ‘Serious Health Condition’ as defined by the Family Medical Leave Act of 1993 (FMLA). Human Resources can provide you with this definition in addition to the forms required to request a short-term disability leave. Human Resources will also inform you if your request qualifies. If your short-term disability leave is also covered by FMLA, the time away will be counted toward both your short-term disability leave and your FMLA leave.

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Lovett provides this time on a rolling 12-month period in conjunction with FMLA. The time will not carry over from one year to the next. Questions regarding this policy can be directed to Human Resources.

TUITION PAYMENT Lovett employees are eligible to participate in the tuition monthly payment plan. Lovett tuition payments on this plan are required to be made through payroll deduction.

WORKERS’ COMPENSATION Lovett School employees are automatically covered by workers’ compensation insurance, which pays for an employee’s medical expenses if he incurs an injury or illness while performing the duties assigned to him by The Lovett School. In the event an employee is deemed unable to work due to workers’ compensation injury, this insurance also provides for partial reimbursement of pay lost due to work-related injury. In such cases, employees are responsible for payment of their portion of all insurance premiums while on leave. Human Resources will discuss the terms of insurance premium payment with employees during their leave.

Employees must report all injuries, no matter how minor, to their supervisors. Delay in notification may result in denial of payment of income benefits and medical services rendered.

Supervisors are responsible for investigating any accident and must report the injury to the director of human resources immediately after the accident occurs.

Injured employees must accept the services of a physician from Lovett’s workers’ compensation panel of physicians. This list is posted prominently throughout the campus and information may be obtained from the Human Resources Office. (If the employee obtains medical services from a physician not listed on the panel, the employee will be responsible for those medical expenses.) The physician selected from the panel may arrange for appropriate consultation, referral, and other specialized medical services as the nature of the injury requires. If the employee is dissatisfied with the physician selected, he may request a change to another physician listed on the panel of physicians by contacting the Human Resources Office.

In the case of an emergency, the employee should be taken to the nearest emergency room. However, all follow-up care must, thereafter, be rendered by a physician from the panel or a panel physician’s referral.

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Holidays & Leave BEREAVEMENT LEAVE Three days of paid time off will be provided for the following immediate family members: spouse or domestic partner, parent or parent-in-law, child, sibling or sibling-in-law, child’s spouse, grandparents, or grandchildren. One day of paid time off will be provided for the following family members: aunt, uncle, or cousin.

You may, with prior approval, use vacation/sick time if additional time is necessary. This extra time only applies in the case of an immediate family member.

FAMILY AND MEDICAL LEAVE ACT POLICY INCLUDING MILITARY-RELATED FMLA Employee Eligibility To be eligible for Family Medical Leave Act benefits: • An employee must have worked for Lovett for a minimum of 12 months*; and • An employee must have worked at least 1,250 hours over the previous 12 months.

Family or Medical FMLA Leave FMLA entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave in a 12-month period for the below specified family or medical reasons: • Birth/care of newborn child of employee • Placement with employee of a child for adoption or foster care • Placement with employee of a son/daughter/parent with a serious health condition • Unable to work because of own serious health condition 1. For the purposes of this policy, a serious health condition is an illness, injury, or physical or mental condition involving in-patient care or continuing treatment by a health care provider.

2. If an employee’s leave is deemed FMLA leave based on Human Resources’ knowledge of the leave, even if an employee has not specifically requested FMLA, the leave maybe classified as FMLA leave and the employee required to complete the FMLA paperwork.

Amount of FMLA Leave The Lovett School designates the 12-month period in which employees can take FMLA leave for qualifying reasons by measuring a 12-month period forward from the date employees first take FMLA leave.

Employees may request leave in continuous periods, intermittent periods, or by a reduced work schedule, to a total of 12 weeks. In case of reduced scheduled or intermittent leave, a manager may transfer the employee temporarily to an alternative position to accommodate the needs of the work area. In such situations, the employee’s salary rate and benefits will remain the same for the duration of the leave. Intermittent leave or reduced schedules may be arranged only if agreed to by both the supervisor and the employee. Requests for FMLA leave to exceed 12 weeks will be reviewed in accordance with the circumstances of the situation.

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If two spouses work for The Lovett School, they are limited to a combined total of 12 weeks of FMLA leave because of the birth, adoption, or foster care placement of a child, or to care for a parent with a serious heath condition. Spouses remain eligible to take FMLA leave individually for other FMLA-qualifying reasons from the time that remains out of the original 12-week leave designation.

Military-Related FMLA Leave Amendments to the FMLA by the National Defense Authority Act expanded the FMLA to allow eligible employees to take up to 12 weeks of job-protected leave in a rolling 12month period for any “qualifying exigency” arising out of the fact that an employee or the employee’s spouse, son, daughter, or parent is on active duty status (or has been notified of an impending call or order to active duty) as a member of the National Guard or Reserves in support of a contingency operation. Leave is not available for service members who are part of the Regular Armed Forces.

Lovett also grants an eligible employee who is a spouse, son, daughter, parent, or next of kin of a current member of the Armed Forces, including a member of the National Guard or Reserves, with a serious injury or illness up to a total of 26 weeks of unpaid leave during a “single 12-month period” to care for the service member.

If both spouses work for Lovett, they are limited to a combined total of 12 weeks or 26 weeks of FMLA military-related leave. If the spouses have taken less than the full 12 weeks or 26 weeks of military-related FMLA leave during the 12-month period, they are each entitled to take the difference between 12 weeks or 26 weeks and the amount of FMLA leave they have used for the military-related leave. If military-related FMLA is taken to care for a spouse who is a service member with a serious illness or injury, the entitlement is 26 weeks for each.

Employees who request leave due to a spouse, child, or parent who is a service member of the Armed Forces’ Reserve components or National Guard or retired or retired service member of the Armed Forces and is on active duty or called to active duty status in support of a contingency operation must provide Lovett with a copy of the service members’ active military orders and other certification.

Requesting Leave An employee requesting leave must contact their supervisor and Human Resources in order to begin the leave process at least thirty (30) days before the leave is to begin whenever possible.

Human Resources will provide an employee with the applicable forms and additional policy details based on the type of leave they request.

An employee will be notified if their leave is approved as FMLA or Military-Related FMLA within 15 days of turning in completed leave request forms.

Benefits During Leave Health and Dental insurance coverage for those who are eligible will continue during FMLA leave periods. Employees are responsible for payment of their portion of insurance premiums while on leave. Human Resources will discuss the terms of insurance premium payments with employees prior to their leave. In cases where an employee has disability or workers’ compensation cover all or a portion of FMLA leave, the FMLA leave and

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disability or workers’ compensation leave will run concurrently. During a FMLA leave, sick and vacation will continue to accrue.

Conditions of Return from Leave At the completion of the approved leave period, an employee will be reinstated to his or her former position or a position of equivalent classification and pay within The Lovett School. While our hope is that employees are able to return to work by the end of the 12week FMLA period, if an employee is unable to return, their position may be filled and may result in termination of employment. However, employees are encouraged to reapply for the positions for which they are qualified when able to return to work.

Human Resources is available to discuss any questions regarding the leave, including paid/unpaid leave and benefits while on leave. *Previous periods of employment with the company can be counted to meet the 12month service requirement. Employment periods prior to breaks in employment of seven years or more are not counted; however, employment periods prior to a break in employment of more than seven years are counted if such breaks are due to National Guard or Reserve military duty.

PERSONAL MEDICAL LEAVE OF ABSENCE Policy Lovett may grant a personal leave of absence beyond FMLA leave to regular, full-time employees who have completed twelve 12 months of continuous employment and after an employee’s FMLA leave has expired. Personal leave of absence is not job-protected leave, and Lovett reserves the right to review and approve each leave request individually. A personal leave of absence may only be taken for the employee’s own health conditions that qualifies under FMLA. A personal leave of absence will not exceed four weeks. Lovett does not guarantee job protection during such leave.

Procedures All leaves of absence require Human Resources and Headmaster approval. Requests for leaves of absence must be submitted to Human Resources as soon as possible prior to beginning the leave. HR will inform the employee when the leave has been approved.

Employees must use any accrued vacation and sick time while on a personal leave of absence, if such paid time off days are available.

Required Approval All requests for personal leaves of absence must be accompanied by a physician’s certification that the employee continues to suffer from a qualifying condition under the FMLA. The certification must specify a return to work date unless it is medically impossible to do so. Employees must report their intention to return to work to Human Resources. Lovett will consider a failure to return to work on the specified date as a voluntary resignation unless an extension has been arranged beforehand.

Continuation of Insurance Medical and dental insurance may be continued during personal leaves of absence.

Employees are responsible for payment of their premiums while on leave. Employees who fail to make required insurance contributions will lose coverage.

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Pay during Personal Medical Leave The leave is unpaid, unless the employee has paid sick, vacation, or personal days available. In such cases, the employee will be required to use these days until no more are available.

Retirement savings plan particition may also continue during any period in which the employee continues to receive payment for accrued sick, vacation, or personal leave time.

Employees cannot conribute to the retirement saving plan or receive contributions from the school while on unpaid leave.

To the extent that the employee has paid sick, vacation, or personal days being paid during the personal medical leave, the deductions from pay for medical and dental insurance, student tuition, loans, etc. will continue to be deducted from their paychecks.

If there are insufficient funds to pay for these withdraws then the employee is responsible for reimbursing the school by check.

Status of Position Lovett will not guarantee that an employee’s position will be held open while on a personal leave of absence. Employees returning from leaves of absence may be reinstated to their previous position or to an equivalent position, status, and pay if a vacancy exists. Lovett reserves the right to terminate employees when the same or an equivalent position does not exist once the employee has exhausted their entitlement to FMLA or personal leave.

Certification Employees returning from a medical related leave of absence must provide certification that they are able to perform the essential functions of the job and must obtain clearance from their treating physician.

Outside Work Employees on approved leaves of absence are not authorized to work for any other employer during the leave period. This would result in termination of employment.

HOLID AYS A full schedule of holidays for 10-month employees is published each year in The Lovett School Calendar. They are: Labor Day Fall Holiday Thanksgiving Holidays (3 days) Winter Holidays (10 days) Martin Luther King, Jr., Day Presidents’ Day (weather make-up day if needed) Spring Holidays (5 days) Easter Holiday (1 or 2 days; 1 is a weather make-up day if needed) The Lovett School recognizes 15 paid holidays for full-time and part-time permanent 12-month employees and all Food Service employees. They are:

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Independence Day Labor Day Thanksgiving Holidays (3 days) Winter Holidays (4 days) New Year’s Day Martin Luther King, Jr., Day Presidents’ Day (weather make up day if needed) Easter Holiday (1 or 2 days; 1 is a weather make-up day if needed) Memorial Day Holidays often fall on the weekend and the days of observance may vary. Each year, the director of human resources publishes the specific holiday dates. For all employees, unscheduled absences before or after a holiday will be counted as vacation days. Preapproved vacation days scheduled in conjunction with a holiday will be paid.

PERSONAL LEAVE Ten-month employees (except Food Service employees, who receive vacation) receive three paid days for personal business each year, if approved in advance by the appropriate director. These days do not accumulate each year. Ten-month employees are not allowed to take personal days before or after school holidays. In the rare case personal days beyond three days are needed, an employee must request additional leave in writing from the division head. If approved, these additional days would be deducted from the employee’s bank of sick time. The division head’s decision will be reviewed with the director of human resources.

RELIGIOUS HOLIDAYS Employees should notify their supervisors in advance for absences due to observances of religious holidays.

SICK LEAVE The school provides full-time employees with paid sick leave for an absence due to illness. Paid sick time for full-time hourly and salaried employees is awarded at the rate of one sick day per month proportionate to the number of months worked during the first year of employment. Permanent part-time employees are awarded sick pay in proportion to the number of hours worked per day. Sick leave benefits are based on an employee’s normal work schedule and are paid at the regular straight time rate of pay. An approval for absence form must be completed by the employee and turned in to the supervisor for all sick leave taken. Illness in one’s immediate family, which requires an absence from work, may be charged against one’s accrued sick time.

Each July 1, sick days for the upcoming benefit year (July through June) are awarded.

Full-time 12-month employees are awarded 12 sick days annually and full-time 10-month employees are awarded 10 sick days annually. A maximum of up to 67 working days of sick leave may be accumulated and used in the case of a prolonged illness. Maternity leave is covered under this provision. Illnesses lasting longer than three consecutive work days require a doctor’s statement.

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VACATION Lovett awards 12-month employees and 10-month Food Service employees with vacation time and encourages its use. Vacations should be scheduled at a mutually agreed upon time by the employee and the school. Vacations may be scheduled throughout the year, at the discretion of one’s supervisor. An approval of absence form must be completed and approved one week prior to requested vacation time. Any exception is at the discretion of the supervisor. Vacation days are awarded each July 1 for the upcoming year and are based on length of service as outlined in the schedule below. During the first year of employment, vacation days are accrued for each month worked. The vacation benefit year begins each July 1 and ends June 30.

Full-time (non-academic) 12-month employees: Years of Service Completed 0 year of service 1 years of service 2 years of service 3 years of service 4 years of service 5–6 years of service 7–8 years of service 9–10 years of service 11–12 years of service 13–14 years of service 15–16 years of service

Vacation Time Awarded on July 1 .8333 days per month for each month worked 11 vacation days 12 vacation days 13 vacation days 14 vacation days 15 vacation days 16 vacation days 17 vacation days 18 vacation days 19 vacation days 20 vacation days

The approved vacation request will be forwarded to the Business Office by the employee’s supervisor and the vacation hours taken will be recorded in the employee file.

In most cases, if one’s employment is terminated and required notice is given, current vacation time will be paid to the employee.

Permanent part-time employees receive vacation days proportionate to hours worked on a daily basis.

Vacation Carry-Over Policy All 12-month employees with unused vacation at the end of the fiscal year are covered under this policy. The vacation carry-over provides employees with an opportunity to use unused vacation days beyond the end of the fiscal year.

A maximum of up to 10 unused vacation days can be carried over to the next fiscal year for use. For example, if on June 30, an employee has 10 days of unused vacation, those 10 days can be carried over beginning July 1. Once an employee’s carry over bank has reached the maximum of 10 days, he/she can no longer carry over any additional unused vacation days.

Employees must use vacation in the following order: the first vacation days taken will come from the current fiscal year’s vacation allotment. Once the current fiscal year’s vacation has been exhausted, an employee may begin to use vacation days from the carry-over bank of time.

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Upon termination of employment, an employee will only be paid for vacation days from the current fiscal year. Carry-over vacation days will not be paid to an employee upon termination of employment.

A list of unused vacation available for carry-over per eligible employee will be sent to the department supervisor and the director of human resource for review and confirmation before transferring to available carry-over vacation.

For the purpose of this policy, the following are definitions that may be helpful with the interpretation of this policy: Carry-over Vacation: vacation accrued in the prior fiscal year for use in the current fiscal year Current Vacation: vacation being earned and taken in current fiscal year 10-month Food Service employees Benefits for 10-month Food Service employees: Vacation days increase as the employee’s years of service increase.

Years of Service Completed 0 year of service 1 year of service 2 years of service 3 years of service 4 years of service

Vacation Days 10 vacation days 11 vacation days 12 vacation days 13 vacation days 14 vacation days

Ten-month employees who start the year by September 1 are given 10 vacation days up front. Ten-month employees who are hired after September 1 are given prorated vacation days up front. Vacation cannot be taken during the first month of school. Vacation not used by the end of the school year will be paid to the employee on his last Food Service check of the year. Employees who choose to work in another department over the summer can save their leftover vacation to use during the summer. Vacation must be used each year by June 30.

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Employee Conduct ABSENTEEISM/TARDINESS An absence is defined as failure to report for and remain at work as scheduled. Tardiness is late arrival to work. Employees are expected to report to work on a timely basis as scheduled. When an employee is absent due to illness, accident, or other unavoidable cause, the employee must contact his supervisor at least one hour in advance of his regular starting time. An approval of absence form must be completed and approved by the supervisor for all scheduled absences. Unscheduled absences before or after a holiday will be counted as vacation days. Faculty should consult the Faculty Handbook for information about absences and substitutes.

Attendance Policy for Nonexempt Hourly Employees Good attendance is vital to the success of The Lovett School and is one of the most important responsibilities of a Lovett employee. It is important for every employee to strive to maintain good attendance. Being absent, late, or leaving early causes disruption to daily schedules and can cause undue hardship on fellow employees, ultimately impacting the team’s success. The attendance policy below applies to all employees that work a regular hourly schedule.

A scheduled absence is any absence or delay in reporting to work that has been approved in advance by your immediate supervisor. Scheduled absences include vacations, sick days and FMLA leave approved in advance.

A scheduled absence requires a completed approval of absence form that is approved by the supervisor for all scheduled absences at least one week prior to the requested time.

Every effort will be made to accommodate time off requests, but there may be instances where your request cannot be granted. You will be informed as quickly as possible regarding your time off request and be given a copy of the time off request when a decision has been made.

An unscheduled absence is any absence or delay in reporting to work or leaving early that was not scheduled and approved in advance, regardless of the reason for the absence or delay. Unscheduled absences include absences or delays in reporting to work caused by transportation emergencies, personal illness or family-member illness not protected by the Family and Medical Leave Act or other applicable law, and household emergencies.

An employee who will be absent from work or delayed in reporting for work is required to promptly call his or her immediate supervisor to explain the reason for the absence or delay and the expected duration of the absence or delay. If you are unable to speak directly with your supervisor, leave a voice message but continue to call back until you speak with someone in person. If unable to reach your supervisor directly, contact a department head and speak to them in person.

If the duration of the absence is not known at the time the employee first reports the absence, the employee should update his or her supervisor on a daily basis unless other arrangements are agreed upon. Similarly, employees who need to leave early for any reason must first obtain permission from their immediate supervisor. Failure to notify your supervisor of any anticipated absence or delay in reporting for work may be

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grounds for disciplinary action as set forth in this policy. In the event that an employee is absent for three (3) consecutive days without proper notification, they will be deemed to have voluntarily resigned from their position with Lovett.

All efforts should be made to schedule personal appointments during your non-work hours. However, if you are absent or tardy due to an appointment such as a doctor’s appointment or court date, proof of a visit must be turned in to your supervisor upon return to work. Tardiness forms for late arrivals and requests for sick pay when absent must be completed and forwarded to your supervisor immediately upon your return.

Failure to turn in a form in a timely manner may result in delayed pay.

If you have a serious medical issue that requires you to be absent from work for an extended period of time, you may be eligible for Family Medical Leave Act (FMLA) leave. Human Resources can help you determine if you qualify for such leave and assist with the completion of FMLA paperwork.

Holidays often fall on the weekend and days of observance may vary. Human Resources will post the holiday schedule each year. For all employees, unscheduled absences on the day before or after an observed holiday will require the use of a vacation day. If no vacation days are available, the day will be unpaid. Scheduled absences before or after an observed holiday will be paid.

Under our progressive discipline, you will receive a warning in the following situations: •

Failure to notify your supervisor for being late or absent (no-call or no-show);

•

Failure to notify your supervisor for being late or absent at least one hour in advance of your scheduled arrival time;

•

Failure to speak directly with your supervisor about being late or absent;

•

Excessive unscheduled absences including two unscheduled absences within a consecutive 30-day period or three unscheduled absences within a consecutive 90day period;

•

Two or more tardy occurrences during one pay period;

•

Two unscheduled absences the day before or after a holiday and/or weekend.

Your supervisor will speak with you personally to deliver a warning. Failure to improve performance following the discussion may result in continued progressive discipline, up to and including termination of employment. Any exception to this policy would be at the supervisor’s discretion.

ALCOHOL AND DRUG FREE WORKPLACE POLICY The Lovett School is committed to providing a safe, healthy, and efficient working environment for all employees. Employees are expected and required to report to work on time and in appropriate mental and physical condition for work. To help achieve this goal, employees are prohibited from: •

Possessing, distributing, selling, manufacturing, or being under the influence of any illegal drug;

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•

Consuming alcoholic beverages while on school premises, in school vehicles, or while on school business or time, or bringing alcohol onto school premises; and

•

Abusing prescription drugs or possessing prescription drugs that have not been prescribed for the employee by a physician.

An employee who violates this policy is subject to corrective action up to, and including, termination of employment. Use of some drugs is detectable for many days. Detection of such drugs or the presence of alcohol will be considered being “under the influence.”

When there is evidence to reasonably suspect that an employee has reported to work or is working impaired due to alcohol or drugs, the employee may be asked to submit to alcohol and drug testing. Any employee involved in either a job-related accident or incident involving the apparent violation of a safety rule or standard, which did or could have resulted in serious injury or property damage, may be asked to submit to alcohol and drug testing. Refusal to submit to a drug and/or alcohol screen is grounds for immediate termination.

All information relating to drug and/or alcohol screens is to be kept strictly confidential.

Under no circumstances may the results of a drug and/or alcohol screen be discussed with individuals that do not have a work-related need to know.

All employees of The Lovett School must, as a condition of employment, abide by the terms of this policy and submit to drug testing.

Pre-employment Drug Testing All job applicants at this school will undergo pre-employment testing for the presence of illegal drugs as a condition of employment. Any applicant with a confirmed positive test will be denied employment. Applicants will be required to submit to a hair sample test at the school infirmary, and by signing a consent agreement will release the school from liability.

The school will not discriminate against applicants for employment because of a past history of drug use. It is the current use of illegal drugs, that will preclude employment at Lovett.

Individuals who have failed a pre-employment test may initiate another application with the school after six months and retake the drug test.

Opportunity to Contest or Explain Results Employees and job applicants who have a positive confirmed test result may explain or contest the result to the school or the Medical Review Officer within five working days after the school or Medical Review Officer contacts the employee or job applicant and shows him/her the positive test result as it was received from the laboratory in writing.

Employee Assistance Program The school recognizes that addiction to drugs and/or alcohol can be treated. If an employee recognizes a personal addiction or abuse problem, he or she is encouraged to use the school’s Employee Assistance Program, as appropriate.

The School offers the Employee Assistance Program (EAP) benefit for employees and

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their dependents. The EAP provides confidential assessment, referral and short-term counseling for employees who need or request it. If an EAP referral to a treatment provider outside the EAP is necessary, costs may be covered by the employee's medical insurance, but the cost of such outside services are the employee's responsibility.

Participation in the EAP will not affect an employee's career advancement or employment, nor will it protect an employee from disciplinary action if substandard job performance continues. The EAP can be accessed by an employee through self-referral or through referral by a supervisor.

ALCOHOLIC BEVERAGES ON CAMPUS Except at Loridans House or in other locatiohns at the discretion of the headmaster, there will be no alcoholic beverages served on campus.

CHILD ABUSE REPORTING POLICY All Lovett employees and volunteers are required under Georgia law to report child abuse. Child abuse is defined as physical injury or death inflicted upon a child by a parent or caretaker other than by accidental means, neglect or exploitation of a child by a parent or caretaker, and sexual abuse and/or sexual exploitation. If you have reasonable cause to believe a child has been subjected to abuse, you must report the suspected abuse immediately to Lovett’s Headmaster, Billy Peebles. Under Georgia law, any person required to report child abuse who knowingly and willingly fails to do so will be guilty of a misdemeanor.

DRESS CODE Unless required to wear a uniform, The Lovett School dress guidelines require male employees to wear ties and appropriate slacks, and female employees to dress appropriately for a professional academic environment. Physical education, IT, and fine arts faculty may wear Lovett-issued collared shirts representing their departments in lieu of a tie. When the students are out for holidays, all non-uniformed employees may dress more casually.

When non-uniform days are observed during the school year, blue jeans may be worn by faculty only; all other employees should maintain their regular standards of dress.

No employees should wear the following apparel: Jeans (see exception for faculty on NUD, above) Cut-off shorts Extremely short shorts/skirts Clothing with inappropriate language/logos T-shirts with messages Tank tops Leggings Sweat pants Food service, housekeeping, maintenance, and security personnel are required to wear uniforms. The school will provide uniforms or a uniform allowance to employees in these departments. Some seasonal modifications are allowed with prior supervisor approval.

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An employee’s immediate supervisor will give instructions regarding the uniform policy in each department.

PROGRESSIVE DISCIPLINE POLICY The Lovett School expects employees to comply with the school’s good sense rules and to conduct themselves according to acceptable standards of behavior. It is the responsibility of all levels of supervision to see that The Lovett School rules are consistently followed and enforced.

The policies and procedures contained in this employee handbook, including this discipline policy, are guidelines only. The Lovett School reserves absolute discretion to deviate from these policies and procedures as it deems appropriate and in the interest of The Lovett School.

Disciplinary Action 1.

The Lovett School has established a four-step disciplinary procedure: a.

Verbal warning;

b.

Written warning;

c.

Final written warning; and

d.

Discharge.

2.

Verbal warnings will normally be used for first offenses of a minor nature. In issuing verbal warnings, the date and fact of the warning should be documented and placed in the employee’s permanent records. Repeated minor offenses or offenses of a more serious nature may result in the issuance of a written warning, read to the employee, signed by the supervisor, and filed in the employee’s permanent personnel record.

3.

Subsequent misconduct by the employee may result in the issuance of a final written warning.

4.

The second written reprimand issued during a 12-month period constitutes sufficient grounds for the discharge of an employee.

5.

Before an employee is discharged for violating The Lovett School rules, policies, or procedures, an employee may be “suspended pending investigation.”

6.

The Lovett School reserves the right to deviate from the four-step disciplinary procedure and terminate an employee when it is deemed to be in the best interests of the school to do so.

RULES AND POLICIES In order to protect the rights, safety, property, and welfare of fellow employees, certain reasonable rules are necessary for the orderly conduct of day-to-day affairs. Violation of these rules may subject an employee to disciplinary procedure. Rules are not meant to be all-inclusive and will not prohibit supervisors from taking action on other matters that warrant attention.

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The policies and procedures contained in this Employee Handbook are guidelines only.

The Lovett School reserves absolute discretion to deviate from these policies and procedures as it deems appropriate and in the interest of The Lovett School.

Serious Offenses The following actions are considered serious offenses and are strictly prohibited.

Commission of any of these actions may, in and of itself, subject the employee to immediate suspension and/or discharge with or without notice.

The terms “The Lovett School property” or “The Lovett School premises” include offices, work locations, desks, lockers, common areas, parking lots, and any vessel or vehicle engaged in The Lovett School business.

1.

Physically or verbally attacking another employee, threatening to fight, or other disorderly or immoral conduct on The Lovett School property

2.

Negligence or any careless action that endangers the life or safety of another person

3.

Insubordination

4.

Improper handling or mishandling of The Lovett School funds

5.

Unauthorized possession or removal of property belonging to The Lovett School or another employee

6.

Unauthorized use of The Lovett School equipment or property for personal reasons or for profit

7.

Buying The Lovett School merchandise for resale

8.

Failure or refusal to perform work properly or refusal to follow instructions

9.

Deliberately damaging or destroying property that belongs to another employee, The Lovett School, or a student

10. Bringing firearms, weapons, or explosives onto The Lovett School property, except as otherwise legally authorized 11. Being intoxicated or under the influence of a controlled substance while on campus 12. Possessing, distributing, or consuming intoxicants, narcotics, or any non-prescribed drug on The Lovett School property except medications prescribed by a physician that do not impair work performance or compromise safety 13. Falsifying payroll records or time records by reporting time worked inaccurately or incompletely 14. Taking of The Lovett School property, checks, etc.

15. Being involved or alleged to be involved in activities, including criminal activities, the nature of which would make continued employment incompatible with the best interests of The Lovett School and its employees; the employee may be suspended pending investigation of the matter

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16. Harassment or sexual harassment 17. Loss of confidence, e.g., conduct which displays such a lack of judgment that continued employment is no longer in The Lovett School’s best interests 18. Giving false statements 19. Improper or inappropriate use of The Lovett School’s electronic or communications systems in violation of The Lovett School policy Other Misconduct The following are not considered to be as serious as the violations listed above but are also prohibited. Generally, the disciplinary policy should be applied to the offenses listed below, but dismissal may result if the manner and means by which such acts are committed are sufficiently aggravating.

1.

Leaving The Lovett School property without clocking out or without proper authorization, except in cases of emergency or to take care of The Lovett School-related business

2.

Indulging in practical jokes or similar misbehavior

3.

Habitual tardiness

4.

Failing to report immediately to his supervisor an injury, regardless of how slight, or refusing to follow first-aid requirements

5.

Failing to notify the supervisor as soon as possible if the employee is unable to report for work

TECHNOLOGY GUIDELINES The Lovett School provides students and employees with extensive technology resources to promote educational excellence by facilitating resource sharing, innovation, and communication within our own community and the world. As members of the Lovett community, employees agree to commit to the school’s values and support the needs of the community. In our use of technology, as in all things, employees will follow the guidelines for Student-Teacher Relationships found in the Faculty Handbook, as well as the Lovett Harassment Policy as stated in this Employee Handbook.

No employee is allowed to “friend” a current Lovett student on Facebook, and all social media sites should be used with prudence because of the private, “friend-like” relationships that can be fostered. Any form of inappropriate communication with a student by an employee, electronic or otherwise, will result in serious consequences, with a likely outcome being that employee’s termination from Lovett.

In concert with our school mission, employees will model for our students what it means to be an ethical member of our interdependent world. As employees, we recognize that we continuously represent The Lovett School whenever and wherever we use technology, even when using these resources away from or outside of the school’s network.

We will work to create a positive atmosphere by allowing those engaged in academic work priority use of computing resources. In that spirit, we will make our best effort to

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conduct any non-academic computing that requires substantial network resources (such as streaming media over the Internet or downloading very large files) in a manner to avoid conflict with the vital educational and administrative uses of the Lovett network.

Publishing information about students should always be undertaken with full consideration of a student's right to reasonable privacy. The Lovett community expects and encourages information about students, including their pictures, to be published in the proper context as associated with The Lovett School and its activities. Employees must take precautions to ensure that student pictures or other information will in no way be associated with content that may be considered objectionable or run counter to Lovett's Character Pledge or its educational mission. Employees will not use school logos, trademarks, and intellectual property in any personal postings without the written consent of Lovett’s Director of Strategic Communications.

In the publishing and/or transmission of documents, images, video, or other media, we are obliged to follow current copyright guidelines.

We know that the school network is a shared community. What is said and done online can be viewed globally. Employees must not use social media to disparage The Lovett School, its employees, parents, or any of its affiliates.

It is our responsibility to back up all personal files and applications.

As individuals using Lovett’s computing and network resources, we understand that the school may monitor computers and other devices in the ordinary course of network administration and software maintenance and to protect the security of the network, the safety of students and employees, and the reputation of the school. If Lovett believes an employee is using computing and network resources in a way that may violate the school’s policies, the school may request that the employee cease such activity. Depending on the severity of the incident, the employee may be subject to disciplinary action, including termination.

TOBACCO Tobacco products are dangerous to one’s health and their use is an inappropriate role model for Lovett students. Because of Lovett’s concern for the health of its employees and the guidance of its students, the use of tobacco products on the Lovett campus is prohibited. The school will provide financial assistance for those seeking to enroll in tobacco cessation or other medically-approved programs. The school nurse, in conjunction with Human Resources can offer information about such programs and the school’s financial support of the same.

WEAPONS Bringing firearms, explosives, knives, or any other weapons on school property is absolutely prohibited unless otherwise legally authorized. Any violation of this policy may result in immediate termination.

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Administrative ACCREDITATION As an accredited member of both the Southern Association of Independent Schools (SAIS) and the Southern Association of Colleges and Schools (SACS), The Lovett School undergoes a self-study and evaluation, including a visit by an outside committee representing SAIS and SACS, once every five years. We completed our most recent selfstudy for this dual accreditation in 2010–11.

BLOODBORNE PATHOGENS The U.S. Department of Labor, in conjunction with the Occupational Safety and Health Administration (OSHA), developed the Bloodborne Pathogens Act in 1992 in an effort to limit occupational exposure to blood and other potentially infectious materials an employee may encounter while performing his/her job duties (i.e., rendering first aid).

The school has developed an exposure control plan in order to minimize employee exposure. Employees who are potentially at risk attend training each year. The school offers the Hepatitis B vaccine to “at risk” employees at no cost. Additional information is available from the school nurse or Human Resources.

BUDGET PROCEDURES Budget officers will be asked to submit to the principals/directors material for budget preparation in November for the next school year. Requests are prepared by the budget officer and reviewed with the appropriate principal or director, the headmaster, and the chief financial officer prior to being incorporated in the total school budget request, which is submitted to the board of trustees for approval.

Principals, directors, and other budget officers will receive a monthly status report from the Business Office. Expenditures for items not falling within the approved budget must be authorized in advance by the headmaster or the chief financial officer.

DIVERSITY ACTION The position of director of multicultural programs and services was established in support of school efforts toward an atmosphere of openness and appreciation of diversity among the employees and students of the school. Lovett actively solicits the help of all who are interested in the work of multicultural awareness. Staff who are interested in contributing to this effort may contact the director of multicultural programs and services.

E-MAIL POLICY As with the use of the school directory, mutual respect for the privacy of the Lovett community is essential. E-mail communication should not be used for solicitations or political, commercial, or public information purposes. Anyone found to abuse this usage, intentionally or not, will be contacted by the communications director and asked to cease such use.

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Lovett expects that all e-mails being sent community-wide (to entire faculty/staff, parents, and students) be approved by the communications director before distribution.

EMPLOYMENT-AT-WILL Employment with The Lovett School is at-will. This means that neither an employee nor The Lovett School has entered into a contract regarding the duration of your employment. An employee is free to terminate his employment with The Lovett School at any time, with or without reason. Likewise, The Lovett School has the right to terminate an employee’s employment, or otherwise discipline, transfer, or demote an employee at any time, with or without reason, at the discretion of The Lovett School.

Nothing in this handbook should be considered to alter the at-will nature of employment with The Lovett School. No one except the headmaster or The Lovett School Board of Trustees is authorized to alter the at-will nature of the employment of any employee.

Such alteration must be in writing, signed by the headmaster or the board, and must clearly state that the purpose of the writing is to alter the at-will employment relationship.

EQUAL OPPORTUNITY EMPLOYMENT The Lovett School is an equal opportunity employer. We believe that all employees should be treated consistently concerning all employment practices, including hiring, promotion, demotion, transfer, recruitment, layoff, discipline, termination, compensation, benefits, training, and working conditions. Employment decisions are based on merit, business needs, and other lawful considerations, and there will be no discrimination against any employee or applicant because of race, color, age, creed, gender, pregnancy, religion, marital status, sexual orientation, national origin, genetic information or ancestry, physical or mental disability, veteran status, political affiliation, or any other matter covered by law.

Each employee is expected to do his or her part to maintain a work environment free of discrimination.

The Lovett School will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability. The Lovett School will also make reasonable accommodation when appropriate for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship. The Lovett School will provide reasonable accommodation according to the law for handicapped and disabled employees.

If an employee believes that he has been discriminated against, he should bring his complaint to the attention of his supervisor. Any employee who does not feel comfortable reporting the perceived discrimination to his supervisor should report the perceived discrimination to the director of human resources or chief financial officer. A thorough, confidential investigation will be conducted and corrective action will be taken where appropriate. No employee will be subjected to retaliation because he has made a complaint of discrimination.

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EXPENDITURES All expenditures require the prior approval of the appropriate department head or administrator who then forwards the request to the business office for payment. Sales receipts should accompany the payment request. The Lovett School is exempt from paying Georgia sales and use tax on purchases of tangible personal property and services, to be used exclusively in the instruction process, and tangible personal property for resale by the school. In order to benefit from the exemption, for qualifying sales tax exempt purchases, contact the business office to obtain a copy of the school's State of Georgia Department of Revenue Letter of Authorization. Present the letter to vendors upon purchase.

All single item purchases of $1,000 to $4,999 must be accompanied by a purchase order which has been approved by the respective administrator. Single item purchases of $5,000 or more must be accompanied by a purchase order which has been approved by the CFO or controller. See purchase order policy for more details.

Expenditures incurred on a school sponsored credit card must also follow the same approval procedures as noted above.

For personal expense reimbursements, employees should submit an approved Business Office Transaction Request to the Business Office. See reimbursement policy for more details.

HARASSMENT POLICY It is the policy of The Lovett School to maintain a workplace that is professional and free from harassment, intimidation, or other offenses that would make a reasonable person experiencing such behavior feel uncomfortable or would interfere with the person’s work performance. Harassment of any sort—verbal, physical, visual—will not be tolerated, particularly against employees in protected classes. These classes include, but are not limited to, race, color, religion, sex, age, national origin, genetic information or ancestry, disability, medical condition, marital status, veteran status, sexual orientation, or protected status defined by law. This policy applies to management and non-management employees alike, and even to non-employees who harass our employees.

What is Harassment?

Workplace harassment can take many forms. It may be, but is not limited to, the following: words, signs, offensive jokes, cartoons, pictures, e-mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence. Harassment is not necessarily sexual in nature. It may also take the form of other vocal activity including derogatory statements not directed to the targeted individual but taking place within their hearing. This is the case even if the offending employee did not mean to be offensive. Other prohibited conduct includes written material such as notes, photographs, cartoons, articles of a harassing or offensive nature, and taking retaliatory action against an employee for discussing or making a harassment complaint.

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What Is Sexual Harassment?

Sexual harassment (whether opposite sex or same-sex) is strictly prohibited. Some examples of the types of behavior that are considered sexual harassment in violation of this policy include: 1.

Sexually offensive jokes or comments

2.

Physical assault or physical conduct that is sexual in nature

3.

Unwelcome sexual advances or comments, or requests for sex or sexual activities linked to one’s employment or advancement, regardless of whether they are based on promises or threats

4.

Sexual displays or publications, such as calendars, cartoons, or graffiti

5.

Other verbal or physical conduct of a sexual nature which has the purpose or effect of interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment

6.

Punishing or retaliating against an employee for complaints of sexual harassment

Harassment Based on Gender, Race, National Origin, Age, Disability, Religion, or Sexual Orientation Harassment based on these other traits deserves special mention and is also strictly prohibited. Some examples of the types of behavior that will be considered harassment, in addition to the examples stated previously, based on these characteristics include: 1.

Jokes or negative comments about these characteristics

2.

Displays of reading materials or pictures containing negative material about these characteristics, including electronic materials

3.

Vandalism or “pranks” based on these characteristics

4.

Name-calling based on these characteristics

5.

Punishing or retaliating against an employee for complaining of harassment based upon these characteristics

Reporting Harassment or Sexual Harassment All employees, particularly supervisors, have a responsibility for keeping the work environment free of harassment, including sexual harassment, but The Lovett School cannot resolve matters without appropriate information. Any employee who becomes aware of an incident of harassment, whether by witnessing the incident or being told of it, must report the incident immediately to his supervisor. Any employee who does not feel comfortable reporting the incident to his supervisor should report the incident immediately to the chief financial officer or the director of human resources.

This policy cannot identify every behavior or type of conduct that might be prohibited.

Therefore, if an employee is uncertain as to whether certain acts violate this policy, he should report the matter nonetheless.

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How The Lovett School Investigates Harassment Complaints Upon receiving a complaint of harassment or sexual harassment, The Lovett School will thoroughly and promptly conduct an investigation. An appropriate administrator will meet with the complaining employee to discuss the results of the investigation and, where appropriate, review the proposed resolution of the matter. If an investigation verifies the complaint, The Lovett School will take appropriate corrective action, including discipline up to and including immediate termination. Complaints of harassment will be kept as confidential as possible and information will be released only on a “need to know” basis.

No employee will be punished for bringing a report of harassment to The Lovett School’s attention or for cooperating in an investigation.

HOURS OF OPERATION During the school year, the switchboard hours are 7:30 AM to 4:30 PM, Monday through Thursday, and 7:30 AM to 4:00 PM on Friday. Hours for the administrative offices are 8:00 AM to 4:30 PM, Monday through Thursday, and 8:00 AM to 4:00 PM on Friday. On the days when school is out of session the switchboard and the administrative office hours are 8:30 AM to 4:00 PM, Monday through Thursday, and 8:30 AM to 3:30 PM on Friday.

Faculty are expected to be on duty by 7:45 AM (7:30 am for Lower School) and are expected to remain 45 minutes after dismissal. There may be some variation in office hours in each department. Each supervisor will inform his employees of specific work hours.

Gate Hours The front and back gates are open during the following hours and may be open at additional times for special events or construction access.

Monday through Friday: Front Gate 6:00 AM to midnight Back Gate 6:00–8:45 AM and 1:40–8:30 Saturday: Front Gate Back Gate

6:00 AM–11:00 CLOSED

Sundays and Holidays: Front Gate 6:00 AM–11:00 Back Gate CLOSED

PM

PM

PM

IMMIGRATION AND CONTROL ACT In compliance with the Immigration and Control Act of 1986, The Lovett School hires only American citizens and authorized aliens. New employees must complete an Employment Verification Form (I-9) and provide two forms of acceptable identification to prove eligibility.

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PART-TIME WORK STATUS A part-time employee works fewer than 30 hours per week. Permanent part-time employees who work a minimum of 20 hours per week are eligible to participate in some of the school-sponsored benefit programs. These employees are required to pay 100 percent of the benefit premiums.

PERSONAL PROPERTY The school is not responsible for personal belongings, including technology, lost, stolen or damaged at the school, and the school has no insurance to cover such losses. Please either secure or limit your personal belongings at the school. Valuables should not be visible in vehicles. Any theft of personal property should be reported to the director of information technology or the director of campus safety and security.

PROBATION (NON-EXEMPT EMPLOYEES) The first 30 working days of employment are considered to be a period of probation.

During this time, an employee’s supervisor will continually monitor an employee’s performance. At the end of the probation period, an employee and his supervisor will review his performance. Because Lovett is an “at-will” employer, completion of the probation period is not a guarantee of employment. All applicable benefits begin at the date of hire (except as noted in the Payroll & Benefits section); however, an employee is not eligible to use accrued vacation or sick leave until the probation period is completed.

PURCHASE ORDER POLICY Lovett provides pre-numbered Purchase Order (P.O.) forms that are available in the Business Office for purchasing supplies, computer hardware, software or furniture, and equipment for school use.

Lovett employees purchasing items on behalf of the school should adhere to the following guidelines: 1.

The purchase of computer hardware or software of any value requires a P.O., including those purchases made with a Lovett Visa card.

2.

Any purchase of a single item greater than or equal to $1,000 requires a P.O., including those purchases made with a Lovett Visa card.

3.

The P.O. must be completed with the vendor name and address, the quantity and description of the item(s) being purchased, the price per unit and total order amount. The General Ledger account number to be charged should be noted on the P.O.

4.

Once completed, the P.O. should be forwarded to the appropriate department or division head for approval. A computer hardware and software P.O. must be approved by the director of computer services. A furniture and equipment P.O. must be approved by the chief financial officer or controller.

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5.

The chief financial officer or controller must approve any Purchase Order for a single item greater than or equal to $5,000.

6.

If the purchase is made using a Lovett Visa card, the approved P.O. and original receipt must be attached to the Visa statement.

7.

If the purchase is billed to the school, the approved P.O. should be compared with the invoice once it is received. The individual should initial the invoice to signify that all items listed were included in the shipment, attach the original invoice to the approved P.O., and forward the paperwork to the Business Office for processing.

8.

If the purchase is made using a personal credit card, the approved P.O. and original receipt should be attached to a check request form and submitted to the Business Office for reimbursement. Please see the Reimbursement Policy.

REIMBURSEMENT POLICY For personal expense reimbursements, employees should submit a Business Office transaction request to the Business Office. All check requests must be approved by the individual’s supervisor. Original receipts for the purchase, approval signature, and an account number to be charged must be submitted with all check requests. Employees should have reimbursements approved by the appropriate budget officer or department or division head, whichever applies to them. Budget officers and department heads should have reimbursements approved by division heads. Division heads submit reimbursement requests to the chief financial officer or controller for approval. The director of athletics must approve ALL athletic expense reimbursements. The director of fine arts must approve ALL fine arts expense reimbursements.

For salaried employees, personal expenses reimbursements received by the 15th of a month will be reimbursed via direct deposit on the 25th of that same month. Hourly biweekly employees that have direct deposit will receive their personal expense reimbursement on the last payroll of the month. All other employees will be issued a check.

RESTRICTED GIFTS Restricted gifts are donations to a specific program. At no time should a Lovett employee solicit gifts or initiate conversations that might directly or indirectly encourage restricted gifts unless authorized by the chief advancement officer.

Should a parent or other individual initiate conversations about a restricted gift (funds or gift in kind), a Lovett employee should have the prospective donor contact the Advancement Office, or the employee may offer to talk to the Advancement Office and get back with the prospective donor or have a member of the Advancement Office staff contact the prospective donor. Once the appropriate budget officer receives written confirmation from the Advancement Office that the funds have been received, the appropriate employee(s) will be notified. Only after a gift has been received may a purchase be made with those funds.

RETURN OF SCHOOL PROPERTY All school property must be returned to the school in the event of termination. Any

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shortages will be deducted from the final employee paycheck.

SECURITY Background Checks Lovett intends to provide a safe and secure campus environment in which our students, faculty, staff, and visitors feel comfortable. Before allowing any employee to begin work, the school conducts criminal background checks. After hiring an employee, Lovett reserves the right to conduct additional criminal background checks as necessary. All background checks are conducted in accordance with the Fair Labor Standards Act and other applicable laws.

Identification Cards All employees are issued a laminated identification card, which must be openly displayed on their person at all times.

Visitor Sign In All campus visitors–including parents, vendors, and other guests–need to sign in upon entering a campus building during the school day. Visitors may sign in at a central checkin point in the Fuqua Center lobby (in front of the pond), in the Athletic Office, or at the offices of any of the three school divisions–Lower, Middle, and Upper. All visitors will be issued temporary badges identifying them as registered guests on campus. If you are expecting any guests on campus, please let them know of this procedure. Even if your guests’ visit to campus involves a location other than the three schools, Athletic Office, or the Fuqua Center, they still need to register at one of these locations.

TERMINATION POLICIES 10-month contract employees not returning for the following school year will have a termination date of the last day they are required to be on duty. If they have completed the entire school year, their health insurance benefits will cease as of June 30.

TIME CARDS The Fair Labor Standards Act requires that all non-exempt, hourly employees record the number of hours worked, including any authorized overtime hours.

Supervisors will authorize overtime, sick leave, vacation, and miscellaneous leave for each employee. Supervisors also may require employees to work overtime; however, no employee may work overtime without the prior approval of the supervisor.

It is prohibited to fill out another employee’s timecard or falsify your own; the consequences of such action may be disciplinary measures, including termination.

Instructions for completing payroll sheets will be provided by one’s supervisor. Approved absences, such as vacation or sick time, will be manually added to one’s time card. Employees will not be paid for unexcused absences.

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WHISTLEBLOWER POLICY Purpose: The purpose of this policy is to deter and detect fraud by establishing a confidential channel of communication by which employees will report activity that they reasonably consider to be illegal, dishonest, or in violation of School policies.

Policy: The Lovett School (the “school”) requires Board of Trustees members, employees, and school volunteers to observe high standards of business andpersonal ethics in the conduct of their duties and responsibilities. Employees and representatives of the school must fulfill their responsibilities and comply with all applicable laws and regulations.

In accordance with this policy, each trustee, school volunteer, and employee of the school is required to report: (a) improper accounting or auditing matters; (b) instances in which employees or representatives of the school are dishonest or did not comply with all applicable laws, regulations, school policies or school regulations; (c) conflicts of interest, or instances of financial self-dealing. Failure to report in compliance with this policy shall subject the person failing to report such matters to appropriate legal and/or disciplinary action, including, without limitation, possible dismissal of a trustee from the Board, barring the school volunteer from further participation in school activities and from entry onto school property, and termination of employment for a school employee.

Should a trustee, officer, employee, contractor, volunteer, or agent of the school have a concern or complaint regarding the accounting, auditing, financial control procedures, or any of its financial affairs, the following guidelines shall be followed: 1. Contact the Head of school (the “Head”), by telephone, mail, or in person to submit the complaint. If the complaint involves the Head, contact the current Chair of the school’s Board of Trustees (the “Chair”). Submissions may be made anonymously.

2. Upon receipt of the complaint, the Head (or the Chair, or the Chair’s designee)shall conduct an initial screening of the complaint to assess its nature, legitimacy and significance.

3. Upon conclusion of the initial screening, the Head (or the Chair, or the Chair’s designee) shall report the complaint to the Audit Committee Chair, if the complaint is financial in nature, proceed with further investigation, or close the file. Any complaint involving (i) the existence of material inaccuracies in the school’s financial reports; or (ii) fraud or other intentional misconduct with respect to its accounting, auditing, reporting, or internal controls, shall be reported promptly to the Audit Committee.

4. All submissions, inquiries, and discussions will be documented by the Head (or Chair).

5. All submissions, inquiries, discussions and documentation will be kept in a confidential file. Access to the confidential file shall be restricted to the Head, the Chair, or the Chair’s designee, and their designated agents. The names of persons reporting violations or suspected violations will be kept confidential to the extent possible. All such confidential files shall be maintained for at least seven years following the final disposition of the matter.

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6. All other concerns not relating to the accounting, auditing, internal controls, or practices and procedures relating to school funds or financial affairs shall be handled pursuant to the current policies and procedures applicable to such matters.

If the concerns are not addressed in the school’s current policies and procedures then the Head of school (the “Head”) and the current Chair of the school’s Board of Trustees (the “Chair”) should be contacted by telephone, mail, or in person to submit the complaint. If the complaint involves the Head, contact the Chair.

Submissions may be made anonymously.

7. The school shall take appropriate steps to prevent retaliation by the school, its trustees, officers, employees, volunteers, or agents against any person submitting a complaint under this policy. No one who, in good faith, reports a concern shall be subject to retaliation or, adverse employment consequences. Any complainant who believes he/she is being subject to retaliation as a result of filing a complaint should contact the Head (or Chair) immediately.

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Facilities & Services COMMUNICATIONS Voicemail Lovett supplements the school’s switchboard with a voicemail system. Callers may dial directly into a faculty or staff voicemail after hours and they may request to be connected to an individual’s voicemail when dialing the switchboard during regular school hours.

Employees’ voicemail numbers are listed both in The Lovett School Directory and in the “in-house” directory. Employees should check their voicemail every morning and afternoon.

E-Mail Most employees have an e-mail address for internal and external communications.

Employees should check their e-mail every morning and afternoon.

Fax Machines Fax machines, located throughout the campus, may be used by all employees.

COPY SERVICES Employees may duplicate material for classroom and administrative use either by using the copiers found in the school offices and lounges or by submitting the material to be printed by an outside service. All materials to be sent to the service should be left in the Campus Store. Employees must follow the procedures posted.

Federal copyright regulations are posted adjacent to each copy machine on campus and in the library. Each employee should read and adhere to the regulations.

KEYS The director of plant operations issues keys at the beginning of the year. Keys are collected at the end of the year from departing employees. In order to reduce the frequency of keys being stolen or “borrowed,” employees should not leave their keys where they can easily be taken. Keys are not to be lent to students or other non-school personnel at any time. Requests for keys are to be approved by the principal, director, or headmaster. Charges for lost or damaged keys will be enforced.

MAIL Outgoing mail should be placed in the postal box in the Campus Store no later than 1:00 PM. Incoming mail will be distributed to employees’ boxes in each department by the department administrative assistant. Employees may mail personal mail using the postage meter, provided it is paid for in advance.

To consolidate information and to reduce excessive costs, large mailings and requests for mailing labels must be kept to a minimum and must be approved by a school principal

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or division head. Requests for address labels should be directed to the database manager.

All large mailings should be coordinated through the Campus Store manager. Any questions regarding the mail should be addressed to the Campus Store manager.

MAINTENANCE To request non-routine maintenance or custodial service, an employee must make a work order request online through the SchoolDude system. Employees should give ample time for the request to be handled properly in order to avoid any last-minute rushes or misunderstandings. The chief financial officer must approve all requests that require significant expenditures. In emergency situations, an employee should call the Physical Plant Office or the school receptionist.

PARKING Lovett requires all employees to display their official Lovett parking stickers on the bottom right-hand corner of their cars’ front windshields. Employee parking stickers may be obtained from the Business Office. All employees should park in approved “Faculty/ Staff Parking” only.

SCHOOL VEHICLES When an employee drives a school vehicle or any vehicle on school business, the school’s automobile and general liability insurance policies provide coverage for the employee.

Employees should always use school vehicles when transporting students on school trips.

On the rare occasion when an employee drives students in their personal vehicle, they must be on the Lovett Approved Driver List which includes a clear MVR and also safety training with our Fleet Department. This training includes cell phone use, proper emergency response, first aid and what to do if there is an accident. In case of an accident when driving a personal vehicle on school trips, the employee’s auto insurance will be the primary payer. The school’s insurance policies would pay secondary. Employees should never permit students to drive school vehicles.

Approved Driver List and Driver Training Any employee driving Lovett vehicles must allow the school to perform a verification of the employee’s driving record. All employees driving Lovett vehicles must also engage in a training session with the fleet manager.

Employees driving a Lovett bus with a capacity of 15 passengers or more must have a valid Georgia Class A or B commercial license and a copy must be on file in the Human Resources Office. Additional information is available from the Human Resources Office.

MVR (Motor Vehicle Reports) are checked once a year for approved drivers.

The following rules apply to the use of Lovett vehicles. Only a Lovett employee is authorized to drive any Lovett vehicle. Under no circumstances are Lovett vehicles available for individual personal use.

1.

Requests for vehicles should be made through the Physical Plant Office.

2.

Due to the limited number of vehicles, requests and cancellations should be made as far in advance as possible.

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3.

All vehicles are located in the Physical Plant and are to be picked up and returned to that location.

4.

Vehicles will be fueled and ready for your use prior to your scheduled departure time. Should your trip require more than one tank of fuel, arrangements should be made with your department head for a cash advance for the fuel (or you may pay for the fuel and be reimbursed by the Business Office).

5.

Those reserving vehicles for athletic purposes should pick up keys from and return keys to the Physical Plant. For all other uses, keys should be picked up from and returned to the Physical Plant prior to 3:30 PM, Monday through Friday.

6.

Physical Plant personnel will be responsible for general maintenance and overall cleaning of the vehicles; however, trash, clothing, food, and other debris should not be left in any vehicle by the users. It is the responsibility of the driver to make sure all these items are removed from the vehicle. In the event a vehicle that has not been cleaned is returned to the Physical Plant, the driver will be contacted to arrange for the students to clean the vehicle the following day. Trash bags and brooms are provided at the bus depot.

7.

Fire extinguishers, road hazard warning triangles, insurance verification cards, Lovett’s emergency procedure manual, and registration documents should not be tampered with or removed from any vehicle unless an emergency situation arises.

8.

Immediate notice must be given to the fleet manager at the Physical Plant if any mechanical problem exists with the vehicle or any damage has been incurred.

9.

Cell phone use is prohibited while driving any Lovett vehicle.

10. Bus manifests are required for each bus trip.

BUS MANIFEST PROCEDURES Lovett Bus Procedure Check Off List 1.

When a bus need arises, you will need to contact Becky Whitlatch (bwhitlatch@lovett.org) and make a reservation by e-mailing her the following information: trip destination, name of group, departure date, return date, number of passengers, and names of all drivers.

2.

You will need to have a bus manifest for your trip, which will include the following information: trip destination, departure date, return date, bus number, bus driver, faculty /staff names, and student names. Students are required to ride the same bus on the return trip.

3.

You will turn in one copy of the bus manifest to your division office and take one with you on the trip.

4.

You will scan or email this bus manifest to the fleet manager by following the directions listed below:

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Scanning Instructions: 1.

Choose and press the “Scanner” key on the copier

2.

Enter your code to scan if required by the copier

3.

Press “Bus Roster” located under the “Frequent” tab

4.

Press “Subject” (Located at the bottom/middle of the screen)

5.

Press “Text Entry”

6.

Using electronic keyboard, enter trip information, including trip date, event, destination (example: “20110907_FootBall_Buford”).

7.

Then press “OK”

8.

Place the roster sheet into the feeder text side up

9.

Press “Start”

10. The scanning process is complete Email Instructions: Trip manifests can be sent to roster@lovett.org.

Procedures for Bus Manifest going out with Volunteers: If you are taking a trip out and you do not know who will be going until the trip leaves, you will use a blank Trip Manifest that is in duplicate. Becky will have copies of this form for you when you pick up your key. You will fill out all the information required and on your way off campus, drop one copy in the pouch next to key drop box at the Physical Plant and keep one with you on the bus.

1.

Pick up your keys from the fleet manager or Becky Whitlatch before 4:00 pm the day of your trip.

2.

When you return to campus, you will return the bus to Physical Plant. If after hours, you will drop the key in the drop box on the outside of the Physical Plant building.

3.

Make sure all trash has been removed from the bus.

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Departments ACADEMIC RESOURCE CENTER The Academic Resource Center (ARC) provides an academic support program for students in Grades K–12 who may, or may not, have diagnosed learning differences.

Services include tutoring and/or assistance from a learning specialist, 6-week reading classes for all grade 6 students, year-long reading classes for grades 6 and 7, and learning style surveys for students in grades 3, 6, and 9.

ADMISSION The Lovett School seeks students from all ethnic, cultural, racial, religious, and socioeconomic backgrounds who can benefit from a challenging academic program and make positive contributions to the school community. Students are admitted on the basis of school records, academic testing, interviews, and teacher recommendations. In addition, extracurricular interests and talents are integral parts of the admission profile.

One of the factors considered in the admission process is the applicant’s legacy status.

Siblings of children currently attending Lovett, children of alumni, siblings of alumni, and children of employees are considered legacies of The Lovett School.

Financial Aid Admission decisions are made independent of a family’s ability to pay the full cost of education. Admitted students are eligible for financial aid based on their families’ demonstrated need, and aid is made available to students at any grade level. In order to assess a family’s financial need, the school will request specific information including the previous year’s federal tax returns with all attachments, Form 4506, and a Parent’s Financial Statement (PFS). This PFS is a part of a system called the School and Student Service for Financial Aid that is used by many independent schools, including Lovett. All families applying for financial aid for the first time should contact the Admission Office in November to receive an application for the following school year. Families currently receiving aid must submit an application each year. The school will make awards in May based upon the evaluation by the School and Student Service for Financial Aid, as well as our own analysis of the data submitted.

Awards are not given for the purpose of interscholastic competition.

ADVANCEMENT As an independent school, Lovett depends on private funding for its existence. Since tuition provides for approximately 80 percent of each student’s education, the Advancement Office seeks and receives additional funds from individuals, corporations, and foundations through annual fund, planned giving, and capital and endowment giving.

The Advancement Office receives and processes all charitable gifts to the school. Generally, these tax-deductible gifts consist of cash (checks), securities, tangible personal property, real estate, bequests, and charitable trust arrangements. In order to ensure tax deductibility and proper gift recording and acknowledgment, all gifts should be coordinated with the Advancement Office. All requests for gifts by faculty, student, and parent groups should

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be approved by and coordinated with the Advancement Office. The chief advancement officer is responsible for all activities of the Advancement Office.

In addition to the instructional area, each faculty member is expected to be knowledgeable and supportive of the school’s overall philosophy with regard to fund raising. When opportunities to interest prospective parents or donors arise, the faculty can be instrumental in the process of stimulating the interest and support of these potential donors.

Occasionally, offers of gifts or grants may arise for specific instructional areas.

If received by a faculty member, any such offers should be referred to the chief advancement officer.

The advancement program of The Lovett School encompasses all activities of alumni, fund raising, communications, and community relations. The Advancement Office welcomes any ideas or suggestions which might contribute to the overall advancement program at Lovett.

Alumni The mission of the Lovett Alumni Association is to work for the benefit of Lovett in all facets, including the financial stability of the school, the enhancement of the school’s overall image in the community, and the encouragement of goodwill toward the school within the entire Lovett alumni body. It is to achieve this primary function that we seek opportunities to galvanize and direct our members in fund raising, creating educational opportunities for the existing student body, and participating in other alumni and community-oriented projects, including Homecoming and Run ‘n Lovett. Business affairs of the association are conducted by a 17-member executive board, with the headmaster, chief advancement officer, and the director of alumni relations as ex-officio members. Class representatives provide direct communication with the membership. Members are active in annual giving, homecoming, reunions, special projects, and student activities. All functions of the Alumni Association and the Alumni Office are the responsibility of the director of alumni relations.

Communications The Communications Office is responsible for the school’s marketing efforts through publications, such as the Lovett Lines, Lovett: The Lovett School Magazine for Alumni, Parents, and Friends, and advancement and admission materials, as well as the website, advertising, social media, and media relations. Printing, graphic design, publication standards, and photography needs are also coordinated through this office, which is overseen by the director of strategic communications.

Community Relations The director of community relations is responsible for the organization of special events for the school, and coordination of the master calendar and the school directory. The director of community relations is also the liaison responsible for working with the Lovett

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Parent Association in planning and implementing events sponsored by the LPA’s committees.

ATHLETICS The Lovett School seeks to provide a broad opportunity of interscholastic activities for both male and female students in Grades 7–12 that will support The Lovett School philosophy “to develop the total child—intellectually, physically, spiritually, socially, aesthetically, and emotionally.” Personal traits, including commitment, discipline, team cooperation, individual leadership, sportsmanship, and consideration of others are emphasized and vital to the success of The Lovett Athletic Program. Refer to the Athletic Handbook for detailed information.

Facility Regulations All athletic areas and facilities have specific regulations for their use. Scheduling of these facilities is the responsibility of the director of athletics, and formal or informal use of a facility must be checked with the director of athletics prior to its use. The use of facilities may require the completion of a Facilities Use Agreement, submission of proof of insurance, and the payment of a facility usage fee. All members of the Lovett community are expected to adhere to the regulations.

BUSINESS OFFICE The following areas are handled in the Business Office: School accounting Budget preparation Financial reports and audit Financial management Property and casualty insurance program Employee benefits program Governmental regulation compliance Infirmary, Food Service, Physical Plant Operations, Campus Store Student Billing and Collections Technology

CAMPUS STORE The Campus Store is for the purchase of books, uniforms, school and athletic supplies, and spirit and gift items. If you are not satisfied with your purchase, simply return your merchandise with receipt within 30 days of purchase and the store will issue a refund.

However, all holiday items and sale purchases are final. Without a receipt, the store cannot issue a refund but will exchange the merchandise if the tags are still on the items.

Refunds and exchanges are conditional upon the store’s ability to resell the item.

Discontinued and/or used merchandise will not be accepted for refund or exchange.

CHAPLAINS The life of the school is enriched by the presence and ministries of a senior chaplain and chaplains in each school division. Their pastoral care includes counseling any member of

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the Lovett community. In addition to their counseling, the chaplains plan and conduct chapel services and teach religion and Bible classes.

CHARACTER EDUCATION The character education coordinators in each division work with administrators, teachers, students, and parents to develop further and to integrate Lovett’s ongoing efforts of character education within the curriculum of each school division. The coordinators play an active role in the teaching life of the school and support and expand the service learning program in each school division. The coordinators also serve as resources for faculty, staff, and parents for character education materials, such as identifying potential service projects in the community and offering periodic educational programs.

FINE ARTS Private Lessons Private lessons in piano, voice, guitar, and other instruments are available to employees from members of the applied lessons faculty for a fee. Registration is scheduled prior to each semester, at which time full payment is due. Payroll deductions are an optional form of payment.

Scheduling of Fine Arts Facilities The use of fine arts facilities for classes, rehearsals, performances, and private lessons, including the Hendrix-Chenault Theater, the Woodward (Black Box) Theater, and the Applied Lessons Suite, should be scheduled with and approved by the Fine Arts Office.

When the theater is scheduled, Lovett’s technical director or a designate is required to oversee the coordination and implementation of all technical needs for the event. (Outside groups using these facilities will be required to pay fees for the rented space and technical director). The following procedures must be used in this process: 1.

Check with the technical director or the assistant technical director for available dates and times.

2.

Fill out a Production Request Form received from the technical directors.

3.

Discuss your presentation with the technical director and, if necessary, schedule a time for a rehearsal of the technical needs for your presentation.

4.

Upon completion of your presentation in the theater, clean and remove all equipment from the space.

In addition, you will be provided with front-of-house and theater etiquette guidelines.

The following guidelines should be implemented when using the Hendrix-Chenault Theater: 1.

Eating, drinking, use of tobacco products, or gum chewing in the theater or ancillary space is strictly prohibited.

2.

The theater must be returned to a clean, orderly state immediately following all events. This includes all practices, rehearsals, performances, lectures, presentations,

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slide shows, assemblies, etc. All chairs, stands, scenery, props, and musical instruments (including the piano) must be cleared from the stage and properly stored upon exit of the theater. The stage must be swept, and any excess trash should be removed. Clean-up should begin immediately following each event, and the space should be restored to its previous state.

3.

A teacher should be designated for set-up and removal of equipment for each event.

This person should assign set-up and clean-up duties to the students for their particular event and will be responsible for ensuring the completion of these tasks.

4.

No equipment or other materials may be left in the theater unless previously approved. There are many events that must take place in the space and storage is at a minimum.

5.

Please realize that the labor pool is limited and requests for assistance must allow adequate time for work to be completed. Last-minute assistance may be attained through students who have knowledge of the theater space and who are willing and available to work for a minimum wage per hour. The technical director will handle billing when fees apply.

6.

All production requests must be submitted on a Production Request Form (available from the technical directors).

7.

Do not attempt to move the soft goods (black curtains, borders, etc.) without supervision. All line-sets must be properly weighted for their loads.

8.

The light and sound boards are very expensive pieces of equipment and the theater has no current backups. Please do not use them without proper training. Necessary work lights can be accessed through use of the work light panel, which is located down stage right. Please have the technical director or authorized personnel instruct you on its use.

9.

Please note that the ticket booth is also an office and should be accessed by authorized personnel only.

10. Please also note that the theater is not always secured. Do not assume that property left on the stage is guarded.

11. Seating for all performances will be available one-half hour prior to the event.

This standardization allows all personnel a set time to have their duties completed before patrons enter the theater.

12. Currently the Friends of the Arts is willing to supply each event with one to four front-of-house personnel. Each department should supply four ushers for its performances. These personnel should check in with the technical director one hour prior to the performance. More specific information is contained in the front-of-house guidelines.

13. Scheduling of heating/AC, as well as set-up and removal of chairs, risers, podiums, etc., should be requested by a work order and submitted to the Physical Plant Office.

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Care of Fine Arts Facilities Employees who have received permission from the director of fine arts to use the fine arts areas, instruments, or equipment are responsible for leaving them in good condition.

They are also responsible for storing all props and equipment securely at the close of a practice or performance. Keys to the pianos and organ in the chapel and theater should be obtained from the director of fine arts. No objects of any kind, including food or drink, should be placed on these instruments. After usage, all covers should be replaced and locked.

FOOD SERVICES Requests for special food services (evening events, lunch meetings, etc.) should be made at least 10 days prior to the event and must be approved by the department administrator and include an account number for processing.

INFIRMARY The school nurse provides first aid and medical treatment for students and staff during the school year. The nurse oversees flu shots in the fall and blood pressure screening throughout the school year.

LIBRARY Lovett is home to two libraries: The Vasser Woolley Memorial Library, which serves the Middle and Upper Schools, and The Dorothy H. Floyd Library, which serves the Lower School.

The Vasser Woolley Library contains more than 34,000 books and nonprint materials. Its primary purpose is to support, enrich, and extend the educational program of The Lovett School. To this end, every effort is made to organize library resources and services to facilitate their use by students and faculty. The librarians provide information seeking skills instruction, reading guidance, and ready reference assistance to individual students or entire classes.

The Dorothy H. Floyd Library houses more than 36,000 books and nonprint materials.

The library subscribes to 27 periodicals and provides a wide variety of audiovisual equipment for students and faculty. Kindergarten through fifth grade classes come to the library weekly. Stories and library skills instruction are part of the curriculum for each grade. In addition, it is expected that every Lower School student will spend some time each week in the library. Books are at the heart of the library. Book talks, bookmarks listing books by subject, a visiting authors program, and the acquisition of curriculumcentered books with student appeal are some of the ways reading is encouraged throughout the year. Parents are welcomed and may check out books for themselves or their children.

The library's automated catalog is accessible via the Internet on the Lovett library website. A variety of information and resources is collected on this site, including access to the school's numerous subscriptions to full-text databases and ebooks. The library homepage serves as a gateway to research which enhances the use of electronic as well as

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traditional resources. All employees are welcomed and may check out books for themselves or their children.

PARENT ORGANIZATIONS The Lovett Parent Association, LionBackers, Friends of the Arts, and Lovett International Alliance are Lovett organizations designed to provide parents opportunities to give assistance to the school. The community relations director serves as liaison to the LPA. The director of athletics serves as liaison to the LionBackers. The director of fine arts serves as liaison to Friends of the Arts. The director of multicultural programs and services serves as the liaison to the Lovett International Alliance.

Grade Representatives are members of the Lovett Parent Association who represent the parents of each grade level throughout the school. The parents of one female and one male for each grade level meet monthly with their school principal to discuss upcoming events, interests, and concerns of administrators and parents regarding the well-being of students and to support various grade functions as needed. Parents are given the opportunity annually to self-nominate for Grade Rep positions and are appointed through the LPA nominating committee. Parents new to Lovett are also represented among the Grade Reps.

Parent Support Groups are established in Grades 5–12. They are informal groups that meet several times during the school year to discuss ways of sharing information, communicating with one another, and supporting both parents and students.

PHYSICAL PLANT The Physical Plant is responsible for the general maintenance of campus grounds, buildings, school vehicles, bus driver training, and bus reservations. Maintenance items include plumbing, electrical, grounds, heating and air conditioning, painting, minor repairs, and school security. To request non-routine maintenance or custodial service, an employee must make a work order request online through the SchoolDude system.

TECHNOLOGY Lovett invests strategically in technology and people to support a rich and relevant learning environment for our students and dynamic work environment for our faculty and staff.

Listed below are the individuals to contact should you have any technology-related work questions: 1.

For general IT help: hardware or software issues, smartboard, server access, wireless, phone, etc., submit your request to the Information Technology department via School Dude. A member of the IT staff will assist you promptly.

2.

For classroom use of technology, software, computer labs, or laptop carts, contact your divisional academic technologist or ask your faculty mentor for help.

3.

For learning environment, technology integration, or 21st century learning, contact the Director of Strategic Innovations, who will consult with you in partnership with the academic team, the library, and academic technology team.

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Notes

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Notes

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