1 CONTENTS Board and District ................................................................................................................................................... 3 Mission Statement ................................................................................................................................................................... 3 Vision ............................................................................................................................................................................................ 3 Management Rights and Responsibilities ..................................................................................................................... 3 School Buildings – Office Hours ......................................................................................................................................... 3 Meetings ...................................................................................................................................................................................... 6 News Media Relations ........................................................................................................................................................... 6 Safety and Security .................................................................................................................. 6 Emergency Closing of School/Programs ....................................................................................................................... 6 Personal Items .......................................................................................................................................................................... 7 Theft or Loss .............................................................................................................................................................................. 7 Safety ............................................................................................................................................................................................ 7 Bloodborne Pathogen Exposure Control ....................................................................................................................... 7 Communicable Diseases ....................................................................................................................................................... 8 Employee/Student Accident Reporting ......................................................................................................................... 8 Hazardous Materials .............................................................................................................................................................. 9 Students ............................................................................................................................................................................. 12 Family Educational Rights and Privacy Act (FERPA) ............................................................................................. 12 Transporting Students in Private Vehicles ................................................................................................................. 12 Child Protection Law ............................................................................................................................................................ 13 Staff Conduct with Students .............................................................................................................................................. 13 Visitors ....................................................................................................................................................................................... 14 Animals on District Property ............................................................................................................................................ 14 Facilities and Operations.................................................................................................. 15 Building Security.................................................................................................................................................................... 15
Transcript
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CONTENTS
Board and District ................................................................................................................................................... 3
Management Rights and Responsibilities ..................................................................................................................... 3
School Buildings – Office Hours ......................................................................................................................................... 3
News Media Relations ........................................................................................................................................................... 6
Safety and Security .................................................................................................................. 6
Emergency Closing of School/Programs ....................................................................................................................... 6
Personal Items .......................................................................................................................................................................... 7
Theft or Loss .............................................................................................................................................................................. 7
Students ............................................................................................................................................................................. 12
Family Educational Rights and Privacy Act (FERPA) ............................................................................................. 12
Transporting Students in Private Vehicles ................................................................................................................. 12
Child Protection Law ............................................................................................................................................................ 13
Staff Conduct with Students .............................................................................................................................................. 13
Animals on District Property ............................................................................................................................................ 14
Facilities and Operations .................................................................................................. 15
Building Security .................................................................................................................................................................... 15
District Vehicles ..................................................................................................................................................................... 16
Facilities and Equipment .................................................................................................................................................... 17
Mail .............................................................................................................................................................................................. 18
Local Area Network and Internet Access Consent Waiver ................................................................................... 20
District Network Security .................................................................................................................................................. 22
Public Records ........................................................................................................................................................................ 24
Human Resources and Business Office ....................................................................... 24
District Compliance Officers ............................................................................................................................................. 39
Discrimination and Harassment...................................................................................................................................... 40
Personnel Records ................................................................................................................................................................ 40
Professional Appearance .................................................................................................................................................... 41
Leaves and Absences ............................................................................................................................................................ 43
Termination of Employment ............................................................................................................................................ 45
The Mission of the Comstock Public School District is to serve our community by supporting, inspiring, and challenging every person within the school district to reach their full potential through education.
VISION
The Vision of the Comstock Public Schools is to be an educational community where every person is empowered to reach their full potential.
MANAGEMENT RIGHTS AND RESPONSIBILITIES
Management rights and responsibilities are as listed within contractual agreements in compliance with state and federal guidelines.
SCHOOL BUILDINGS – OFFICE HOURS
COMSTOCK COMPASS HIGH SCHOOL / ADULT EDUCATION
3010 Gull Road
Kalamazoo, MI 49048
269-250-8930
269-250-8931 FAX
7:00 a.m. – 3:30 p.m.
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COMSTOCK HIGH SCHOOL
2107 No. 26th Street
Kalamazoo, MI 49048
269-250-8700
269-250-8701 FAX
7:00 a.m. – 3:30 p.m.
COMSTOCK NORTHEAST MIDDLE SCHOOL
1423 No. 28th Street
Kalamazoo MI 49048
269-250-8900
269-250-8901 FAX
7:00 a.m. – 3:30 p.m.
COMSTOCK GREEN MEADOW ELEMENTARY
6171 East MN Avenue
Kalamazoo, MI 49048
269-250-8960
269-250-8961 FAX
7:45 a.m. – 4:15 p.m.
COMSTOCK NORTH ELEMENTARY
3100 No. 26th Street
Kalamazoo, MI 49048
269-250-8550
269-250-8549 FAX
7:45 a.m. – 4:15 p.m.
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COMSTOCK STEM ACADEMY
175 Hunt Street
Kalamazoo, MI 49048
269-250-8560
269-250-8561 FAX
7:45 a.m. – 4:15 p.m.
COMSTOCK ADMINISTRATION
3010 Gull Road
Kalamazoo, MI 49048
269-250-8907
269-250-8908 FAX
7:00 a.m. – 3:30 p.m.
BUSINESS OFFICE
3010 Gull Road
Kalamazoo, MI 49048
269-250-8900
269-250-8901 FAX
7:00 a.m. – 4:00 p.m. M-Thurs
7:00 a.m. – 3:30 p.m. Friday
COMSTOCK TRANSPORTATION DEPARTMENT
5958 Oran Street
Kalamazoo, MI 49048
269-250-8690
269-250-8691 FAX
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MEETINGS
Board of Education Meetings
Board meetings are held at the Comstock Public Schools Administration office, (CESC Building) 3010 Gull Road at 6:00 p.m. the second and fourth Monday of each month. Meeting dates/times may be adjusted depending upon the situation. Board committee meetings are held when necessary.
Staff Meetings
Staff meetings will be scheduled by the administrators on a regular basis, or as needed.
NEWS MEDIA RELATIONS
It is the policy of the District to cooperate as fully as possible with news media inquiries and communicates truthfully with the media on District matters appropriate for public knowledge. The District frequently solicits news coverage of its important new developments, services, or special events.
In order to maintain consistency on important District positions the following guidelines should be observed:
1. No employee may grant an interview on behalf of District business to radio, television, ornewspaper agencies without the approval of the superintendent.
2. All inquiries should be referred to the Superintendent’s Office.
3. The District would like to request that all employees who want to provide District relatedinformation to the media should receive approval from the superintendent. Refer to AG#9120C
SAFETY AND SECURITY
EMERGENCY CLOSING OF SCHOOL/PROGRAMS
In the event weather conditions (or other acts of God) require the schools be closed, the employer shall notify employees by either, a direct phone call from the superintendent via the school messenger system, and by announcing said closing on local radio/television stations. Please consult your master agreement (contract) concerning payment of this day.
Canceling school is not a decision taken lightly. Weather is monitored the night before, and local streets and roads are checked before most people wake up. Other school superintendents may be consulted to see what they are planning. Local television and radio stations carry the information to parents, students, and the Comstock community at large.
Early dismissals are used only in extreme situations. Because many students walk or ride with parents we are reluctant to dismiss school early even when weather is getting worse. The superintendent or his/her designee monitors weather emergencies closely during the school day. Refer to Policy #8220E.
PERSONAL ITEMS
Employees are encouraged not to bring or wear expensive items to work. The District expects employees to utilize good judgment in the items that are worn or stored at work. The District will not be liable for personal items. The loss or theft of any property (personal or District) should be reported immediately to your supervisor.
Examples:
1. Delicate jewelry should not be worn while working with students and/or machinery.
2. Expensive paperweights or desk decorations should not be left on desks. The publicutilizes district buildings in the evenings and someone could take an item.
THEFT OR LOSS
The loss or theft or any property (personal or district) should be reported immediately to your supervisor. The District is not responsible for any lost or stolen property. It is discouraged to bring any item of value into the District.
SAFETY
Job site safety is an important aspect of our many responsibilities. Each employee, student and visitor must be safety conscious and conduct their activities in a safe and orderly manner. All employees, students and visitors are urged and encouraged to notify any administrator of any condition raising a concern about safety. In the event an accident occurs; all employees, students, and visitors should report the incident to the building administrator.
Any employee who has received a key to any building or inside door should not have the key duplicated. If a key is lost or broken, the employee shall contact their supervisor to request a new key. Failure to comply with this may justify discipline up to and including termination of employment. Refer to Policy #7430
BLOODBORNE PATHOGEN EXPOSURE CONTROL
The Comstock Public Schools has developed a Bloodborne Pathogen Exposure Control Plan to limit and/or prevent the risk of occupational exposure to blood and other infectious body fluids and the transmission of blood borne disease.
The Exposure Control Plan covers all employees who could be reasonably anticipated, as a result of performing their job duties, to have contact with blood or other potentially infectious
materials. This includes direct exposure as well as exposure to contaminated equipment, laundry, or doing routine housekeeping procedures, etc.
Employees must be aware of the tasks they perform that have occupational exposure. They must attend the blood borne-pathogens training sessions. Employees must plan and conduct all operations in accordance with our work practice controls. Employees must develop good personal hygiene habits.
All Comstock Public Schools’ employees will be required to access Bloodborne Pathogens, FERPA (Family Education Right to Privacy Act), Hazard Communications, Bullying, and Sexual Harassment training via Safe Schools online training. All employees must complete the training by December 19. Refer to AG #8543.01
COMMUNICABLE DISEASES
In an event that a district employee has been diagnosed by a physician as having a communicable disease and the superintendent has been notified as such by the employee, the superintendent shall determine whether a release shall be obtained from the employee’s or district’s physician before the employee returns to his/her duties.
Decisions regarding the type of employment setting for an employee with a severe communicable disease shall be based upon the physical condition of the employee and the expected type of interaction with other employees and students. The decisions are best made using the team approach including the employee’s physician, public health personnel, superintendent, etc. On each case involving an employee with a communicable disease, the Board shall reserve the right to make a final decision regarding placement of the employee. The Board reserves the right to require a written statement from the employee’s physician indicating the employee is free to return to work.
No information regarding the employees with severe communicable diseases shall be released by district personnel without the employee’s permission in accordance with state and federal statues, or as required by state or federal statutes. Before releasing any information regarding employees with severe communicable diseases, the Board shall consult legal counsel.
All Board discussions on issues related to named employees with communicable diseases should be in closed session in order to preserve the employee confidentiality at the request of the employee.
Communicable disease as defined in this policy shall refer to any infectious or contagious disease as determined by the State Department of Health and Environment or the United States Centers for Disease Control. Refer to policy #8540 and #8543
EMPLOYEE/STUDENT ACCIDENT REPORTING
Employee accident reports are available upon request in the building offices. Failure by an employee to follow these procedures may result in loss of benefits and/or disciplinary action.
1. Injured employees should immediately report any on the job accident to their supervisor.After the emergency has been taken care of, an “Employee Accident Form” must becompleted within 24 hours so the necessary steps can be taken to insure proper
handling of the claim. All questions or concerns, which the employee may have, should be directed to the Human Resource Office.
a. If medical treatment is required, employees must have prior approval from thesuperintendent’s office before visiting a medical facility. Employees must receivetreatment at the District’s approved medical facility:
Borgess Corpfit 1521 Gull Road
Kalamazoo MI 49048 269-226-5177
b. Before any salary benefits are paid to an employee, the Michigan State Lawrequires that a person is off work for seven (7) consecutive days, and benefitswill begin on the eighth (8) day. Employees who are off less than eight days canutilize sick or vacation days to receive compensation. If an employee is offfourteen (14) consecutive days, benefits will be paid form the 1st day of injury. Inaddition, sick days may be utilized to make up the difference between worker’scompensation and their regular pay. (See payroll specialist for details).
c. A doctor’s slip must be presented to your supervisor upon return to work. Noemployee will be allowed to resume his or her duties unless this slip has beenpresented with no limitations. Failure to do so could result in disciplinary action.
The return to work slip should be sent to the Human Resources office where itwill be placed in the employee’s personal medical file.
2. Student accidents are to be immediately reported to the building administrator. An accident report must be completed and submitted on the day of the accident. It must be signed by the building administrator and filed with the Human Resource office within 24 hours of the incident. Medical care costs are the responsibility of the parent or guardian.
3. All visitor/volunteer accidents are to be immediately reported to the building administrator. An accident report must be completed and submitted on the day of the accident. It must be signed by the building administrator and filed with the Human Resources office within 24 hours of the incident. Refer to Policy #5340 and #8442
HAZARDOUS MATERIALS
Right to Know – Many chemicals are potentially hazardous and workers need protection against them. Employees are required to read and follow the instructions on labels and Material Safety Data Sheets (MSDS) which are available at each work site.
1. Labeling
The facilities manager is responsible for seeing that all containers coming in areproperly labeled.
a. All labels shall be checked for identity, hazard, and name and address ofresponsible party.
b. Building custodians shall be responsible for seeing that all portable containersused in their work area are labeled with identity and hazard warning.
2. Material, Safety Data Sheet (MSDS)
a. The facilities manager will responsible for compiling the master MSDS file. It willbe kept in the facilities office.
b. Copies of the MSDS for all hazardous chemicals to which employees may beexposed will be kept in a file in the facilities office.
c. MSDS will be available for review to all employees during each work shift.Copies will be available upon request to any supervisor or the facilities manager.
d. Each district supervisor or building administrator will be provided with therequired MIOSHS Right-to-Know posters and postings notifying employees ofnew or revised MSDS within five (5) days of receipt of new or revised MSDS.
3. Employee Information and Training
a. The human resource office shall coordinate and maintain records of trainingconducted or district employees.
b. Before starting work, or as soon as possible thereafter, each new employee willcomplete a safety class. In that class, each employee will be given informationon:
i. Chemicals and their hazards in the workplace
ii. How to lessen or prevent exposure to these chemicals
iii. What the district has done to lessen or prevent workers exposure to thesechemicals
iv. Procedures to follow if they are exposed
v. How to read and interpret labels and MSDS
vi. Where to locate MSDS from whom they may obtain copies
c. The District will inform each employee that:
i. The employer is prohibited from discharging, or discriminating against, anemployee who exercises the rights regarding information abouthazardous chemicals in the workplace.
ii. As an alternative to requesting an MSDS from the employer, theemployee may obtain a copy from the Department of Public Health. Asign will be posted with the address and telephone number of thedepartment responsible for such requests.
d. Attendance will be taken at training sessions. The human resources office willkeep these records.
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e. Before any new hazardous chemical is introduced into the workplace, eachemployee will be given information in the same manner as during the safetyclass.
4. Hazardous Non-Routine Tasks
On occasion, employees are required to do work in hazardous areas (e.g., confinedspaces). Prior to starting work in such areas, each employee will be given informationabout the hazards involved in these areas.
This information will include:
• Specific chemical hazards.
• Protection/safety measures the employees can take to lessen risks.
• Measures the company has taken to lessen the hazards including ventilation,respirators, the presence of another employee, and emergency procedures.
It is the policy of the District that no employee will begin work in a confined space or any non-routine task without first receiving a safety briefing.
5. Informing Contractors
1) It is the responsibility of the facilities manager to provide contractors whose employees may be exposed to our chemicals with the following information:
• Hazardous chemicals with which they may come in contact.
• Measures the employees may take to lesson the risks.
• Where to get MSDS for all hazardous chemicals.
6. Pipe and Piping Systems
Labels on the pipes shall identify information on the hazardous contents of pipes and piping.
7. List of Hazardous Chemicals
A list of the chemicals used by the District will be maintained. Further information can be obtained by reviewed MSDS at each building’s Hazardous Material Center.
8. Asbestos Hazardous Emergency Response ActEvery building principal’s office has a management plan in his or her office, which is available to anyone who wishes to see it. Employees, who suspect that a material contains asbestos and is crumbling, should report it to the facilities manager. Refer to Policy #8431
All parents and guardians of students under 18 years of age, unless prohibited by a court of law, and all students 18 years of age or over have the right pursuant to FERPA of 1974 to examine official records, files and data of the school District directly relating to the student. Confidentiality of student information is required. Disclosure of educational records and student behavior may justify discipline up to and including termination. Refer any questions concerning the students file/records (CA-60) to your building administrator or refer to Board policy found on the District’s website, www.comstockps.org . Refer to Policy #8330.
TRANSPORTING STUDENTS IN PRIVATE VEHICLES
The Board of Education authorizes the transportation by private vehicle of students of the District.
Any such transportation must be approved in advance and in writing by the principal in accordance with the Superintendent's administrative guidelines.
The parent of the participating student will be given, on request, the name of the driver and the description of the vehicle.
No person shall be approved for the transportation of students in a private vehicle who is not a student in a family owned vehicle, an employee of this Board, an approved volunteer, or the parent of a student enrolled in this District and the holder of a currently-valid license to operate a motor vehicle in the State of Michigan.
No person shall be permitted to transport students who are not the holder of automobile liability and personal injury insurance in the amount required by District administrative guidelines. The Superintendent may withdraw the authorization of any private vehicle driver whose insurance is not adequate.
Any private vehicle used for the transportation of students must be owned by the approved driver or the spouse of the approved driver and must conform to registration requirements of the State.
The responsibility of professional staff members for the discipline and control of students will extend to their transportation of students in a private vehicle. Drivers who are not professional staff members are requested to report student misconduct to the principal. Refer to Policy #8660
The Child Protection Law (Public Act 238 or 1975, as amended; MCL. 722621 et seq.) mandates that any professional employee who has reasonable cause to suspect child abuse or neglect shall make, immediately, by telephone or otherwise, an oral report, or cause an oral report to be made, of the suspected child abuse or neglect to the DHS, or other agency prescribed by law. Within seventy-two (72) hours after making the oral report, the reporting person shall file a written report as required under the Child Protection Act. The reporting person shall, also, notify his/her supervisor of the suspected child abuse or neglect and that a report has been made, and shall make a copy of the written report available to his/her supervisor. The administrator will assist in making the report, to the Department of Human Services, according to the procedures specified in the Child Protection Law.
Comstock Public Schools requires that all employees who suspect a student has been subject to child abuse or child neglect are required to immediately report the circumstances to their immediate supervisor or any CPS administrator. An employee who fails to do so may be subject to criminal charges and/or disciplinary action up to and including termination of employment. Refer to Policy #8462
STAFF CONDUCT WITH STUDENTS
The Comstock Public School Board expects all staff members, including teachers, coaches, administrators and others, to maintain the highest professional, moral and ethical standards in their conduct with students. For the purpose of this policy, staff members also include school volunteers.
The interactions and relationships between staff members and students should be based upon mutual respect and trust; an understanding of the appropriate boundaries between adults and students in an educational setting; and consistent with the educational mission of the schools.
Prohibited Conduct
Examples of unacceptable conduct by staff members that are expressly prohibited include but are not limited to the following:
• Any type of sexual or inappropriate physical contact with students or any other conductthat might be considered harassment under the Board’s policy on Harassment andSexual Harassment of Students;
• Singling out a particular student or students for personal attention and friendship beyondthe normal teacher-student relationship;
• For non-guidance/counseling staff, encouraging students to confide their personal orfamily problems and/or relationships. If a student initiates such discussions, staffmembers are expected to be supportive but to refer the student to appropriateguidance/counseling staff. In either case, staff involvement should be limited to a directconnection to the student’s school performance.
• Sexual banter, allusions, jokes or innuendos with students; and
• Disclosure of personal, sexual, family, employment concerns, or other private matters toone or more students.
Before engaging in the following activities, staff members will review the activity with their building principal or supervisor, as appropriate:
• Inviting or allowing students to visit the staff member’s home;
• Visiting a student’s home, unless on official school business;
• Maintaining personal contact with a student outside of school by telephone, e-mail,electronic social networking, Instant Messenger or Internet chat rooms, or letters(beyond homework or other legitimate school business);
• Exchanging personal gifts (beyond the customary student-teacher gifts); and/or
• Socializing or spending time with students (including but not limited to activities such asgoing out for meals or movies, shopping, traveling, and recreational activities) outside ofschool-sponsored events except as participants in organized community activities.
Staff members are expected to be sensitive to the appearance of impropriety in their conduct with students. Staff members are encouraged to discuss issues with their building administrator or supervisor whenever they are unsure whether particular conduct may constitute a violation of this policy. Refer to Policy #3213
Reporting Violations
Students and/or their parents/guardians are strongly encouraged to notify the principal if they believe a teacher or other staff member may be engaging in conduct that violates this policy.
Staff members are required to notify promptly the appropriate building administrator or superintendent if they become aware of a situation that may constitute a violation of this policy.
Disciplinary Action
Staff violations of this policy shall result in disciplinary action up to and including dismissal. Violation involving sexual or other abuse will also result in referral to the Department of Human Services and/or law enforcement in accordance with the board’s policy on Reporting Child Abuse and Neglect.
VISITORS
All visitors to the Comstock Public Schools are asked to report to the building administrative assistant for a visitor ID, reason for visit, and direction to a specific office or person. Refer to Policy #9150
ANIMALS ON DISTRICT PROPERTY
There are many occasions when animals are present on District property and many reasons for those animals’ presence. Animals are commonly utilized by teachers during classroom presentations and are often housed in classrooms and other locations on campus. Additionally,
employees, students, parents, vendors, and other members of the public may be accompanied at school by a service or therapy animal in accordance with Federal and State law and this policy. Refer to Policy #8390
FACILITIES AND OPERATIONS
BUILDING SECURITY
Fire Drills – Each year, public schools are required by law to conduct fire drills. Instructions will be posted in each classroom and main office, showing the symbol for “fire.” Each teacher or person responsible shall become familiar with fire drill procedures and instruct students and employees on how to exit the building.
Tornado Drill – Each building administrator will have a copy of the tornado procedure for exiting the building. This procedure includes guidelines for “tornado watch” and “tornado warning.” Instructions will be posted in each classroom and main office showing the symbol for “tornado.”
Earthquake – Earthquakes are rare in this area. If an earthquake occurs, employees would be directed to vacate the building immediately.
Bomb Threat – Any employee receiving a bomb threat shall notify his/her immediate supervisor or superintendent immediately. Specific directions are located in the District Wide Crisis Management Plan.
Hazardous Material Spill – (i.e., train derailment, over-turned truck) Please contact the following in the order stated: Building supervisor, facilities manager, and superintendent. The fire department will be contacted by one of the above. In the event no supervisor is available the fire department should be contacted immediately.
Other – A District-Wide Crisis Management Plan has been designed to cover building security issues. Consult this document for questions regarding the above building security issues.
Refer to Policy #8420
COPYRIGHT/SOFTWARE LICENSING
The Board of Education requires that all employees adhere to the provisions of the current copyright laws and congressional guidelines. The copyright law of the United States makes it illegal for anyone to duplicate copyrighted materials without permission. Severe penalties are provided for unauthorized copy of all materials covered by the act unless the copying falls within the bounds of the “fair use.”
The superintendent shall, through regulations, inform staff of the guidelines for use of copyright materials. Refer to Policy #2531
The District requires use of all school vehicles be pre-approved before driven. This involves obtaining permission from an administrator or superintendent.
Employees who utilize District vehicles are required to abide by all State laws, not to perform personal errands or transport non-District employees or non-District students.
Employees will be responsible for payment of any ticket(s) they receive while driving a District vehicle. The violation must be reported to the building administrator and the superintendent within five days of receiving the ticket. The District will be responsible for any violation incurred regarding the maintenance of District vehicles.
District vehicles should not be taken home without prior approval from the superintendent. Refer to Policy #7510 and Policy #7530
EMPLOYEE PARKING
The Comstock Public School District has provided parking for all employees. Employees should leave parking closest to the buildings for visitors. Employees are to park in designated areas only. If employees park in designated fire, loading or visitor spots they may be ticketed, towed or disciplined. Employees who park on grass, sidewalk or other undesignated areas may be disciplined. Refer to AG #5514A
SMOKE FREE ENVIRONMENT
In the interest of providing a safe and healthy environment for employees, students and visitors, and in accordance with the Michigan Clean Indoor Air Act, P.A. 198 of 1986, the following policy on smoking has been adopted:
IN ORDER TO PROTECT STUDENTS AND EMPLOYEES WHO CHOOSE NOT TO USE TOBACCO FROM AN ENVIRONMENT NOXIOUS TO THEM AND POTENTIALLY DAMAGING TO THEIR HEALTH, THE BOARD PROHIBITS THE USE OF TOBACCO PRODUCTS ON DISTRICT PREMISES (OWNED OR LEASED), IN DISTRICT VEHICLES, AT ALL SCHOOL SPONSORED EVENTS AND IN ALL SCHOOLS
For purposes of this policy,
A. "tobacco product" means a preparation of tobacco to be inhaled, chewed, or placed in a person's mouth
B. "use of a tobacco product" means any of the following:
1. the carrying by a person of a lighted cigar, cigarette, pipe, or other lightedsmoking device
3. the placing of a tobacco product within a person's mouth
4. simulated or electronic smoking devices
Tobacco may be used in designated outdoor areas on school property on Saturdays, Sundays, and after 6 p.m. on days during which there are regularly-scheduled school hours.
Tobacco may not be advertised or promoted on school property or at school controlled events. Therefore, signs, clothing, bags, accessories, and other items promoting tobacco or containing tobacco branding are prohibited on school property and at school controlled events.
Tobacco companies/products may not sponsor any school activity or project.
The Superintendent shall designate the individuals and the methods to monitor compliance with this policy.
Refer to Policies #3215, #4215, #7434
FACILITIES AND EQUIPMENT
1. It is the responsibility of each employee to maintain the Comstock Public Schools facilityand equipment in safe, working order. Employees will not use facilities or equipment forpursuit of personal or commercial gain.
2. Room scheduling and set up – rooms and facilities will be scheduled by contacting thebuilding administrative assistant. If there is a specific room setup requirement, theemployee should submit a SchoolDude request to the facilities department.
3. Use of District facilities – the Board shall encourage the utilization of District buildingsand District grounds by properly organized and responsible community groups. Suchuse of District facilities or District grounds; however, shall not interfere with the dailyschool student routine or any District-sponsored student activity. Alcohol use isprohibited on all District property.
4. Rental charges – the Board will establish reasonable fees and/or rental charges for theuse of school facilities or school grounds; such fees and/or rental charges shall covercosts of wages for any school personnel involved for an activity other than a ComstockPublic Schools, or a CPS supported function, a fee is charged per session. Anadditional per hour custodian rate will be charged for Saturday or Sunday functions, ifrequired.
5. Gymnasium and cafeteria – The District’s gymnasium(s), classroom(s) and cafeteria(s)may be rented to community groups only if approved in advance by the Comstock AdultEducation office. All organizations wanting to use these facilities must contact the AdultEducation Office for approval and scheduling.
In any scheduling conflicts, the following organizations have preference in the order listed: any school in the District, youth organizations, parent organizations, or other. District facilities shall not be used for public dances without approval by the Board.
6. Buildings and grounds – use of the buildings and grounds of the District by individual or outside organizations must contact the Community Education Office for approval and scheduling. District employees shall not use District facilities for personal financial gain.
7. Equipment – permission must be gained from the appropriate administrator before any District equipment may be removed from District grounds. District employees shall not use District equipment for personal financial gain. Refer to Policy #7530.
8. Maintenance and repairs – maintenance and repair requests should be submitted to the facilities manager via SchoolDude.
9. Donations – the Board will consider the acceptance of gifts from the public. Any organization or individual wishing to make a gift to the District must have the prior approval of the Board. All gifts will be regarded as gifts to the District.
Donations shall be officially thanked, in writing, by the Board on behalf of the District and all gifts shall be publicly acknowledged, if the donor desires.
The superintendent shall set forth criteria to be met in the acceptance of gifts and the procedure for examining and evaluating offers of gifts to the District. Refer to Policy#7230
10. CPS Supplies, Materials, or Copies –
a. Use of CPS supplies, materials, or copies for personal use by anyone are prohibited. Use of CPS equipment for personal use is prohibited. (An exception may be made if the equipment being used relates to your job, i.e., and a class you are taking for the District – but you must have written permission from the superintendent prior to any use of equipment)
b. Any possible violations should be discussed with your supervisor first and if the concerns are not resolved, they must be brought to the superintendent immediately.
c. Copies made from the school computer printers will be assessed as follows:
Black and White $0.10 cents per copy Color $0.25 cents per copy
Refer to Policy #7530, AG #7510 and AG #7540.01 for all of the above.
MAIL
• Inter-Office, Inter-District, U.S. Post Office – mail for other CPS schools’ employees in yourbuilding should be placed in the appropriate mail containers in the designated mail area.
Mail for other buildings or CPS employees not in your building should be sent to the correct building through inter-office mail.
• Bulk mailings – bulk mailings are to be labeled and given to the building administrativeassistant.
• United Parcel Service / FedEx – UPS and FedEx service consists of delivery and pick up ateach of the districts buildings. Any package that needs to be returned must be packagedcorrectly. The employee must notify the building administrative assistant of the request toreturn merchandise through UPS/FedEx. The building administrative assistant shouldcontact UPS/FedEx for a pick up slip and have item delivered to the respective building.UPS / FedEx services are NOT available for personal use.
TELEPHONE – RECEPTION
The District requires to have the following procedures adhered to in serving our internal and external customers. Employees shall adhere to the following procedures in providing quality service while always keeping in mind the District is a service organization to the public.
Greeting of Customers
Address customers with a smile and either “Good morning” or “Good afternoon”
Inquire of their needs and assist them in obtaining their mission
Answering the Telephone
1. Telephones should be answered immediately. No telephone should ring more thanthree (3) times. Employees are expected to answer any telephone that rings.
2. Employees should say, “Good morning/afternoon, Comstock Public Schools,” andstate your building.
3. Ask how you can assist the caller.
4. Direct them to the proper source by taking a message or forward the call to theindividual’s voice mail. Indicate to the caller you will deliver the messageimmediately.
5. If the call has been transferred to the wrong source you are expected to assist themwith their concern or meet their needs to the best of your ability.
Personal Telephone Calls
Personal telephone calls (local and long distance) are discouraged. Emergency calls are permitted. An employee will reimburse the district for personal long distance calls. Employee who abuses phone use may be subject to discipline up to and including termination of employment.
Cell Phones
The innovation and affordability allows for the use of cell phones, and other modern communication tools; however the use of such technology should be restricted to only the most
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necessary instances (emergencies, border-line emergencies). During school hours, such devices shall be “off” or “silent”. Staff is expected to use cell phones only on their breaks or lunch periods. Interruptions during the educational process are discouraged. Failure to follow this request may lead to disciplinary action, up to or including discharge.
Telephone Repair
Employees needing telephone repairs should contact the building administrative assistant. The administrative assistant will maintain a list and contact the technology department. Technology department personnel will contact the telephone vendor.
LOCAL AREA NETWORK AND INTERNET ACCESS CONSENT WAIVER
The purpose of the Comstock Public Schools telecommunication network is to facilitate information exchange in support of CPS functions. Internet and Network services are provided on district owned computing and networking systems to further the district’s mission of research, instruction and public service.
The Comstock Public School District can control neither the information, nor the content of such information, on the Internet. The majority of sites on the Internet can provide a wealth of educational opportunity to schools and students. However, some sites may contain information that is inappropriate or unacceptable to some users. It is the intent of the Comstock Public School District to provide access to the Internet and other networked services to enhance the Board adopted curriculum.
Staff
Employee use of the network must be consistent with this mission and this policy. The district reserves the right to monitor and log all network activity, including e-mail, with or without notice, and therefore employees should have no expectations of privacy in the use of these resources. Employees must exercise caution when communicating confidential information to electronic media because the confidentiality of such material cannot be guaranteed. Communications in this medium are protected by the same laws and policies and are subject to the same limitations as communications in other media. For example, e-mail messages can be saved indefinitely on the receiving computer and copies can easily be made and forwarded to others either electronically or on paper. Additionally, under the Michigan Freedom of Information Act (Public Act 442 of 1976 as amended), electronic files are treated in the same manner as paper files. Any official district documents (as defined by law) in the files of employees of the Comstock Public School District are considered to be public documents and may be subject to inspection through FOIA. In such cases, the Freedom of Information coordinator should inspect files to determine which portions may be exempt from disclosure. Any inspection of electronic files, and any action based upon such inspection will be governed by all applicable U.S. and Michigan laws and by District policies.
Use of the district telecommunications network is a revocable privilege, requiring compliance and conformity with this acceptable use policy. It will be enforced. Signatures on the user agreement commit the signer is informed in regards to this policy.
The employee must understand that access to the Local Area Network and the Internet is for the purpose of supporting the educational mission of the school district. Administration retains the right to review messages and files to maintain district integrity and to insure that users are
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acting responsibly and abiding by this policy. Officials will also review messages and files when required to do so by law or to review complaints.
Disclaimer concerning use of the Local Area Network and the Internet The Comstock Public Schools, its employees and agents, make no warranties of any kind, whether express or implied, concerning the Network or Internet services it is providing. Furthermore, the Comstock Public Schools will not be responsible for:
Any damages suffered by a user, including but not limited to loss of data resulting from delays or interruptions in service, or computer “viruses;”
The accuracy, nature, security, or quality of information stores on diskettes, hard drives, or server provided by the Comstock Public School District; Personal property used to access computers, networks, or the Internet access provided by the Comstock Public School District; CPS will not be responsible for unauthorized financial obligations of the employee, student, or his/her parent(s) or guardian(s), resulting from the use from the Internet access provided by the Comstock Public School District.
Rules of Local Area Network and Internet Etiquette:
• Log on to the Network using your user name and password.
• Be polite. Never get abusive in your message to others.
• Do not reveal your personal address, last name, phone number, or any of thisinformation of anyone else.
• Remember that electronic mail messages are not private. Those who operate thevarious network and on—line services have access to all messages and can report toauthorities’ messages that support illegal and/or activities that are not in compliance withthis policy.
• Do not use the network in such a way that it will disrupt services to others.
• Assume that all communications, programs, and information, which are accessible, areprivate property. As such, do not download any files without prior permission.
• Do not download any software or programs from the Internet.
Acceptable Uses of the Telecommunications Network
1. Communication and exchange directly relating to the mission and professional workactivities of the Comstock Public School District.
2. Announcements of district procedures, policies, services or activities, but not commercialadvertising.
3. Use for Advisory, standard, research, analysis and professional society activities relatedto the user’s duties as district employee.
4. Use in applying for or administering grants or contracts for district research programs,but not for non-district related fund-raising or public relations activities.
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5. Communication and exchange for professional development, to maintain currency orresearch issues related to the users assigned district activities.
Prohibited Uses of the Telecommunications Network
The following prohibitions apply to all use of the Local Area Network and Internet services provided by the Comstock Public School District. Moreover, the performance of prohibited activities maybe illegal and subject to criminal prosecution.
1. Access, upload, download, or distribute pornographic, obscene or sexually explicitmaterials.
2. Transmission of pornographic, obscene, abusive, or sexually explicit materials, or “stalk”or harass others.
3. Use, which is in violation of local, state, or federal statutes.
4. Vandalizing, damage, disability, or “hacking” files of others Creation of a “virus” isconsidered vandalism.
5. Access the files, information, e-mail, and software of another without prior authorization.
6. Uploading, downloading, or otherwise use of copyrighted material or other intellectualproperty of others without prior authorization Copyright violations may result inimprisonment.
7. Purchasing of any goods or services through the Internet.
8. Malicious use of district technology to disrupt the activity of others, to harass, ordiscriminate against others or to infiltrate unauthorized computer systems.
Refer to Policy #7540.04
DISTRICT NETWORK SECURITY
If you can identify a security problem, notify the Network Administrators immediately. Do not demonstrate the problem to other users unless directed to do so by the Network Administrators. Do not attempt to gain security codes, passwords, or other private information regarding another user or the system. Do not share your security codes or passwords. Moreover, you are not to use another individual’s account. You are not to misrepresent yourself on the system in any way. Any unauthorized attempt to log on to the Internet as another user may result in the cancellation of privileges. Any action by any user that is deemed by the Comstock Public School District to be a threat to the integrity of the system will result in the loss of privileges.
Procedures
We are all responsible for users’ compliance with provisions of this policy and for reporting suspected non-compliance.
If you become aware of a misuse of the network, please report it to the building principal who will work to rectify the situation.
If it is a staff misuse, please follow the below process:
1. Contact your building principal.
2. Your building principal will investigate the incident and try to rectify the situation.
3. If a solution cannot be found, the incident is then taken to the technology committee.
4. From the technology meeting a Technology Compliance committee will be formed thatwill be comprised of seven (7) members: one administrator, one teacher from eachbuilding, one administrative assistant, and one paraprofessional. An additional membermay be added to the committee from the Kitchen/Custodial staff, parent, or other staffmember.
5. This committee will create a recommendation in regards to the situation, which thenmust be approved by the Technology Director.
Statement in regards to staff use of personal e-mails, announcements, and daily message
Comstock Public Schools is a small family-oriented school district. Our small size allows us to communicate and be very accessible to one another. However positive our intentions, sometimes communications through e-mail causes more harm than it should. While communicating through e-mail please keep these suggestions and recommendations in mind. It will help make the network an agreeable and useful resource for all district employees.
Suggestions for Using E-Mail Wisely
• E-mail encourages informal communication because it is easy to use. However, unlike atelephone call, e-mail creates a permanent record that is archived and often transmittedto others. Remember that even when you delete an e-mail from your mailbox; it may stillexist in the archives.
• Be circumspect about what you send and to whom. Do not say anything in an e-mailthat you would not want to see republished throughout the District, in Internet e-mail, oron the front page of a newspaper. Remember that e-mail invites sharing; a push of thebutton will resend your message worldwide, if any recipient (or hacker) decides to do so.What you say can be republished and stored by others.
• Beware of the Reply All button. Often your message only needs to be returned to oneindividual; the message really appropriate for (and should it really take the time of)everyone on the address list?
Recommendations
Any business having to do with the Comstock Public School District may be sent to all employees by using the “z all that” listserv. Again, only information pertaining to Comstock Public Schools should be sent to this prompt.
Any personal announcements may be sent to the announcement listserv. CPS staff will only receive mail from the announcement listserv if they ask to be added to this group. This is where you can announce your son is selling cookies, or you have tickets to sell, or someone had a baby, etc. If you want to send inspirational messages, jokes, etc., please create a listserv with only those individuals that want to receive these messages.
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User’s Agreement
I have read and understand the attached Policy concerning the use of the Local Area Network and Internet services for staff and/or student and hereby release the Comstock Public School District, its employees, and agents from any and all claims of any kind arising from the use, misuse, or inability to use the Local Area Network or Internet services provided by the Comstock Public School District. I have read and understand the Rules of the Local Area Network and Internet Etiquette, the Prohibited uses of the Local Area Network and the Internet, Acceptable Uses of the Local Area Network and the Internet, Procedures, and Security, and agree to abide by them. I understand that any violation of the above may constitute a criminal offense. I further understand and agree that if I violate any of the above, my access privileges may be revoked, and that discipline and/or legal action may be taken. I also understand and agree this privilege is renewable annually.
The Board of Education recognizes its responsibility to maintain the public records of this District and to make such records available to residents of Michigan for inspection and reproduction. Refer to Policy #8310
HUMAN RESOURCES AND BUSINESS OFFICE
PURCHASING PROCEDURES
New Vendors
IRS regulations require reporting of attorney and medical services, as well as services by non-employees who are not incorporated, if they exceed $600 in a calendar year.
In order to comply with IRS regulations, all requests for payments to new vendors must be submitted with a W-9 Form to provide the information required for 1099 reporting if it is necessary. W-9 Forms are available online, or from the business accounting office. Checks will not be issued to vendors who have not submitted a W-9 or provided the same information by way of an acceptable alternative reporting method.
Tax Exemption
Comstock Public School District is exempt from the payment of sales tax as a Non-Profit Educational subdivision of the State of Michigan. All vendors should have a Michigan Sales and Use Tax Certificate of Exemption (Form 3372) on file to perform services or sell merchandise to CPS without charging sales tax. Please obtain a sales tax exemption certificate from the business accounting office to comply with vendor tax exemption requirements prior to placing orders with new vendors.
Purchase Orders (PO)
Purchase Orders will be issued by the business accounting office under the following circumstances:
• A competitive bid is required by the published Michigan Department of Education threshold and services will not be overseen by an external contractor who accepts the bids and submits AIA payment applications to the district
• A vendor requires that an order be placed in advance of a new school year, but payment can be delayed to be made with new school year funds (after July 1)
• Vendor will not place an order or perform a service without one
• Vendor will not accept an order placed with a district purchase card as an alternative to a PO
• Funding needs to be encumbered as determined by the superintendent or business manager to prevent overspending of current year funds budgeted Refer to Policy#6320
District Purchase Cards
Purpose: The Board of Education recognizes the value of an efficient method of payment and record keeping for certain expenses and has authorized the use of District Purchase Cards to provide a convenient and efficient means to purchase goods and services from vendors. The Board also desires to maximize the rebate benefits provided by the District’s financial institution through the use of purchase cards.
Authorized Use: Purchasing cards may only be used in connection with Board-approved or school-related activities. Purchases must be in accordance with established, pre-approved single purchase limits, monthly spending limits, funds availability, and the appropriation of a particular building or department budget, grant provision, or student activity purpose clause.
Spending Limits & Reporting: Spending limits (which may be increased or decreased as necessary) will be reported. Along with the Authorized User(s), and the last four digits of each purchase card on the District website in accordance with Budget and Transparency guidelines established by the Michigan Department of Education.
Responsibility: Responsibility for all purchase cards issued to and in the name of the Comstock Public School District or a CPS Building or Program is assumed by an administrator for whom an Acknowledgement of Responsibilities which must be on file in the Business Office.
Responsibility for purchase cards issued in the name of an individual is assumed by that individual, for whom an Acknowledgement of Responsibilities must be on file in the Business Office. If an employee is terminated or resigns, they must return the purchase card for which they have acknowledged responsibility and they remain responsible for any inappropriate use prior to separation from employment.
Administrators and individuals with purchase card responsibilities must:
1. Keep (or designate responsibility to their administrative assistant to keep) arecord/activity log of all purchase card usage. When purchase cards are checked out,instructions regarding the use of assigned PINs should be provided to avoid delays anddeclined transactions. Each request for use of a District purchasing card shall containthe following:
a. date neededb. date to be returnedc. purposed. authorization
2. Review and approve all purchases to verify the expenses
a. were incurred in connection with Board-approved or school-related activities,
b. are for the benefit of the District,
c. and serve a valid and proper public purpose prior to disbursing public funds forpayment of such expenses.
3. Immediately obtain explanation for any questionable charges. These explanations shallbe obtained and approved or reimbursed, prior to the payment of such expenses.
4. Ensure purchase card accounts are reconciled on a monthly basis when statementsarrive.
5. Review and approve the reconciled statementa. Assign expense coding for all charges they have budgetary responsibility for to
allow processing and payment by the Business Office.b. Obtain authorization from other district personnel with budgetary responsibility for
purchases made on their behalf or at their request, and submit suchdocumentation along with purchase support to the Business Office.
c. Provide explanation or disposition of questionable and reimbursed charges shallbe documented.
6. Forward monthly reconciliation and all supporting documentation to the Business Officeby the 15th of the following month for processing and payment.
Staff Use: Employees requiring the use of District purchasing cards shall request a card from a supervisor (or their designee). When purchase cards are checked out, instructions regarding the use of assigned PINs should be obtained to avoid delays and declined transactions. When using a District purchase card, employees shall:
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1. Maintain purchase card in a secure fashion and prevent unauthorized charges to theaccount.
2. Immediately notify his/her immediate supervisor and the business office if the card is lostor stolen.
3. Refrain from allowing anyone else to use the purchase card or account number.
4. Obtain and utilize tax exemption information.
5. Inform merchant the purchase is for "official School District business" and is not subjectto state or local sales tax, and provide tax exemption documentation. If employee fails toprovide proper tax exemption information to the merchant, the employee shall bepersonally responsible for paying it.
6. Employee shall include an original cash register slip or other detailed receipt in additionto the charge receipt copy (i.e., a receipt from a restaurant itemizing all items ordered),or invoice for all point of sale purchase and submit them promptly when purchase card isreturned.
7. Employee shall submit order confirmation and/or invoice for telephone and internetorders and return purchase card when purchase is complete. Upon arrival ofmerchandise, employee is responsible to inspect and verify order accuracy, quality, andprice. Shipping documents and receipts received with the merchandise should also beturned in and attached to order/invoice documentation.
8. After use, District purchasing cards are to be returned to the building/programadministrator along with appropriate documentation within three (3) business days uponcompletion of any approved use. Failure to return District cards and/or receipts withinthe above-referenced time period may result in the suspension of card privileges and/orcharges being deemed unrelated or unsubstantiated.
Unauthorized Use: Under no circumstances shall purchase cards be used for personal purchases or the purchase of alcoholic beverages regardless of whether the purchase of such beverages is made in connection with a meal. Inappropriate or illegal use of the purchase card and/or failure to strictly comply with the limitations and requirements set forth in the administrative guidelines may result in a loss of purchase card privileges, disciplinary action, up to and including termination.
Employees shall be responsible for any and all unsubstantiated, personal, unauthorized, or inappropriate charges and shall be required to make full reimbursement (including finance charges and interest assessed in connection with the purchase) to the District within thirty (30) business days and/or face possible referral to law enforcement authorities for prosecution. Refer to Policy #6423.
Payment Requests
Payment Requests: should be submitted to the Business Office three (3) days in advance of payment schedule, in one of the following manners:
Check Request Form (CPS 1032) completed with required information, including
• Approved by the Building or Program Administrator with budgetary responsibility forthe expenditure (see Tables indicating Budgetary Responsibilities by District,Program, Building and Internal Activity which follows these Purchasing Procedures)
• Appropriate documentation attached
Copy of Purchase Order signed or initialed indicating
• Arrival of merchandise, inspected for completeness, accuracy, quality, and price
• Shipping documents and receipts received with the merchandise should be attached
Invoice with signature/ initials or an e-mail indicating
• Approval to pay
• Expense coding
• Additional instructions
Pink Copy of PD Form (CPS 1005) for Contract Employees (not on the District Payroll). The box at bottom of the form should be completed for pre-approved mileage reimbursement and reimbursement of actual expenses paid by the employee personally
• Do NOT include expenses paid with a purchase card
• Form must be signed by Building Administrator after conference attendance
• Original itemized receipts must be attached
Check Payment Schedule
Accounts payable checks are typically issued according to the following schedule, which is determined by funding source.
General Fund Weekly, on Friday
Intern al Fund Bi-Monthly, around the 10th & 25th
Food Service Monthly, around the 15th
Adjustments to the General Fund schedule may be necessary during holiday/vacation periods, but will be communicated in advance. Internal & Food Service checks may be scheduled to coordinate with the issuance of General Fund checks and to take into consideration the scheduled dates falling on weekends.
Travel and Expenses
Employees will be reimbursed for reasonable expenses incurred in connection with approved travel on behalf of the District.
Travelers seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid the appearance of impropriety. Reimbursement is intended to provide for
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transportation, lodging, and food of reasonable and adequate quality. Employees are expected to exercise the same care incurring travel expenses that a prudent person would exercise if traveling on personal business and expending personal funds.
Travel for staff must be authorized in advance. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. For more details, refer to the company intranet for detailed travel policies, procedures and authorization and reimbursement forms.
Unauthorized costs and additional expenses incurred for personal preference or convenience will not be reimbursed. Unauthorized expenses include but are not limited to alcohol, movies, fines for traffic violations, and the entertainment/meals/lodging of spouses or guests. If a circumstance arises that is not specifically covered in the travel policies, the most conservative course of action should be adopted. The following will NOT be reimbursed:
• Mileage to/from residence that does not exceed mileage to/from home building to/fromdestination
• Requests without original itemized receipts
• Alcoholic beverages
• SalesTax (except for meals)
Exempt employees will be paid their regular salary for weeks in which they travel.
Nonexempt employees will be paid for travel time in accordance with federal and state wage payment laws.
District employee reimbursements will be made through the direct to net payroll process. Payment will be added to their Payroll checks on an after-tax basis as indicated on their pay stub.
Contract employees will be reimbursed by check issued according to the Accounting Check Payment Schedule. Checks will be sent via inter-school mail unless request is made for the check to be mailed USPS mail or picked up.
WORKSHOPS & CONFERENCES
Pre-Approval Required: PD Form (CPS 1005) should be completed when registering for Workshop or Conference with approval by both the
• Program Administrator with budgetary responsibility for the costs• Building Administrator responsible for approving absence
Forms for Professional Development (PD) requests to be funded by Title II should be submitted by Building Administrators along with their budgets.
All other PD Forms should be submitted to the Business Office at least five (5) days prior to attendance. PD Forms are available in each school office and the Business Office.
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Costs to be submitted for pre-approval include:
Registration Fees should be paid with a District purchase card if at all possible. KRESA will invoice the District for their workshops.
Out of Town Mileage will be reimbursed at the Board approved rate per mile. Mileage is calculated from CPS to the point of destination and back. Carpooling should be arranged when multiple participants are attending the same workshop.
Lodging & Other Travel arrangements should be made by District administration with a purchase card. Travel should be by the most direct and economical route. Travel and lodging reservations should be made by the District in advance, using proper tax-exemption information, upon request of the individual involved. Lodging should be made for two per room when possible.
A District purchase card and proper tax-exemption documentation should be obtained in advance. The Business Office should be notified in advance if traveling to a hotel not regularly used by the District to ensure it is properly authorized and avoid delays and embarrassment.
Meal Allowances (including sales tax and up to a 20% gratuity) approved by the Board are as follows:
Breakfast $11.00
Lunch $16.00
Dinner $27.00
When possible, District purchase cards should be used to pay for meals individually.
Actual meal expenditures will be reimbursed up to the allowance amount. You cannot skip breakfast and combine the breakfast and lunch allowance or skip lunch and combine the lunch and dinner allowance.
Under no circumstances should alcohol be submitted for reimbursement.
Cancellation: If a workshop is cancelled or rescheduled, the Business Office should be informed. If an employee is unable to attend, cancellation procedures should be followed to avoid billing by KRESA. A request for a refund should be made for prepaid fees.
Additional Requirements: When attending a Workshop or Conference, an Absence must be created in AESOP and Substitute Requests must indicate funding source (Title II, Building, Special Education, Third-Party, etc.).
Reimbursements: Purchase Cards should be used to pay for all costs possible.
The Pink Copy of PD Form (CPS 1005) must be submitted to the Business Office for reimbursement. The box at bottom of the form should be completed for pre-approved mileage reimbursement and reimbursement of actual expenses paid by the employee personally
• Do NOT include expenses paid with a purchase card
• Form must be signed by Building Administrator after conference attendance
• Original itemized receipts must be attached
Other Travel
The District has established the following means for providing reimbursement for the use of privately-owned vehicles used in the performance of assigned duties.
• All professional staff will be assigned to a school or office which becomes their homebuilding. It will be the responsibility of each individual to provide his/her owntransportation from his/her residence to his/her assigned station and to any otherassigned spot to attend meetings for administrative or training purposes.
• When an individual's duties require his/her presence at other buildings or places withinor out of the District, reimbursement for travel may be requested. Such requests will beapproved when the travel is scheduled or authorized by their jobresponsibilities/schedule.
Additionally, it may be necessary on occasion for an employee to travel out of town for CPS business.
In such cases, CPS will reimburse mileage at the Board approved mileage rate. Mileage will only be reimbursed during the fiscal year it was incurred. Forms must be submitted within 60 days of travel, preferably monthly. All travel during the months of May and June must be submitted by June 30th to be reimbursed within the current fiscal year. Monthly Mileage Reports submitted after the deadlines stated above will not be reimbursed.
Expenses which are incurred by professional staff members as a result of authorized travel in and outside of the District will be reimbursed to the extent provided for in these guidelines. If a purchase card is not able to be used to pay for meals in accordance with Board approved allowances, reasonable charges for tolls, lodging, parking, taxis, business telephone calls, tips and other travel related expenditures incurred personally they will be reimbursed.
Reimbursement: To obtain reimbursement for mileage, employees must complete a Monthly Mileage Expense Form electronically in spreadsheet format. It should be submitted to their supervisor with budgetary responsibility who should forward it electronically to the Business Office.
A Check Request should be submitted to obtain reimbursement for other travel expenditures not paid with a purchase card, along with supporting documentation. Refer to Policy #6550
Other Staff Reimbursements
Employees are strongly encouraged to use District purchase cards or plan ahead to request direct payment to third parties who will invoice the District. When absolutely necessary, employees will be reimbursed for pre-approved expenditures made on behalf of the District.
To obtain reimbursement a Check Request should be submitted to the Business Office, approved by their supervisor with budgetary responsibility along with supporting documentation.
District employee reimbursements will be made through the direct to net payroll process. Payment will be added to their Payroll checks on an after-tax basis as indicated on their pay stub.
Contract Employees will be reimbursed by check issued according to the Accounting Check Payment Schedule. Checks will be sent via inter-school mail unless request is made for the check to be mailed USPS mail or picked up. Refer to Policy #3440 and Policy #4440
Tuition Reimbursement
Please refer to your employment contract for specific reimbursement information regarding costs incurred by an employee for continuing education through an accredited program that either offers growth in an area related to his or her current position or might lead to promotional opportunities. Courses include college credit courses, continuing education unit courses, seminars and certification tests. Employees must earn a passing grade of “B” or its equivalent or obtain a certification to receive any reimbursement. Expenses must be validated by receipts, and a copy of the final grade card or certification must be presented to show hours or certification received.
Cell Phone Reimbursement
If an employee holds a position within the district that is entitled to cell phone reimbursements, the allowance shall consist of a monthly allowance of up to a specific dollar amount for cellular telephone service; or a monthly allowance of up to a specific dollar amount for cellular telephone service and a wireless Internet/data connection.
The allowance shall not reimburse the employee's dollar-for-dollar costs for the cellular telephone service, and shall not exceed the expenses the employee actually incurs in maintaining his/her personally-owned cell phone.
A copy of employee’s monthly cell phone bill must be turned in each month for reimbursement to be made. If at any time the employee fails to comply with the district’s cell phone policy (Neola 7530.01) reimbursement will be forfeited. Cell phone equipment may be reimbursed every 2 years from the date of the first equipment reimbursement. A receipt for equipment purchases must be provided for reimbursement to me made. All cell phone bills for the months of May and June must be submitted by June 30th to be reimbursed within the current fiscal year.
District employee reimbursements will be made through the direct to net payroll process. Payment will be added to their Payroll checks on an after-tax basis as indicated on their pay stub. Refer to Policy #7530.01
Dependent Care/Medical Spending Reimbursement
All dependent care and/or medical spending account reimbursements must comply with the district’s Section 125 Plan documents and IRS regulations. Forms will be provided to each employee for the submission of allowable expenses. A detailed receipt must accompany all reimbursement forms stating date of service, provider and receipt of payment (i.e., check date and check # used for payment, credit card receipt, copy of electronic payment made using a financial institutions electronic bill payment system, etc.). Dependent care reimbursements can only be reimbursed for the dollar amount submitted if amount payroll deducted matches total reimbursement submitted or exceeds it. Dependent care reimbursements will be held until
sufficient funds have been payroll deducted. Medical Spending reimbursement can be spent in advance only up to the annual amount elected for such reimbursements.
District employee reimbursements will be made through the direct to net payroll process. Payment will be added to employee Payroll checks on an after-tax basis as indicated on their pay stub.
New Employee
Upon employment by Comstock Public Schools, W-4 forms, as well as the Michigan Public School Employees Retirement System forms must be completed. If you have any questions in regard to these forms, please call the Human Resource Department at 250-8904. Each of these forms directly affects your payment and should be completed correctly as well as understood. If you should have any questions about your tax implications, please contact your tax consultant.
Change of Employees Status
It is very important that the payroll office have your current status, so if you have moved or changed your marital status, family situation or tax deductions you must complete a new Federal Withholding (W-4) and State Withholding (W-2) form. Forms are available in the Business Office.
Change of Personal Information
All personal information must be kept up to date with the payroll office and is the employees responsibility. This information may include but is not limited to change of address, change in marital status, and change of dependents status, tax exemption status and direct deposit authorization. Forms are available with the HR office upon request.
Direct Deposit of Pay
All employees are eligible for Direct Deposit of Pay of their paycheck anywhere in the world that is a member of the Federal Reserve. The Direct Deposit forms are available in the Business Office.
Pay Checks/Mail Service
There will be no early release of paychecks. If you are unable to be present on payday, you may request that your check be mailed.
Written approval must be submitted to the Payroll Department if you would like to have your check released to a family member in case of an emergency.
Lost Pay Check
If a paycheck is lost, misplaced, or stolen, please notify the payroll department immediately. A replacement check will NOT be generated until the District has waited seven (7) days and contacted the bank to verify the check has not been cashed and upon approval of the business manager. The employee will be responsible for any stop-payment fees assessed by the bank.
TIME SHEETS & OVERTIME
All electronic timesheets need to be submitted and approved by the supervisors no later than 11:00 a.m. the Monday before the pay date. All paper timesheets and/or spreadsheets need to be approved and submitted to the payroll department by 11:00 a.m. on the Monday before the pay-date. All spreadsheets are to be emailed to payroll by that time also. Please refer to the district website for employee pay date schedules.
Payment of Wages
Weeks for payroll purposes are defined as Sunday to Saturday with a two week payroll cycle included in each pay date. There is a one week lag between the end of a two week payroll cycle and the pay date. Paydays are biweekly on every other Friday.
Overtime payment, which is included with the nonexempt employee's base wage payment, is also paid biweekly with such payment covering hours worked in the prior biweekly period.
It is the district’s policy that employee paychecks will only be given personally to that employee or mailed to his/her home address.
If the normal payday falls on a company-recognized holiday, paychecks will be distributed one workday before the aforementioned schedule.
Overtime Pay (nonexempt employees)
Nonexempt employees who exceed 40 hours of work time in a workweek will be paid time and one half.
Paid leave, such as holiday, sick or vacation pay, does not apply toward work time. When sick, vacation, floating holiday, personal business and PTO time have occurred during a week and extends beyond an employee’s normal work schedule the paid leave will only be paid to the normal work schedule.
The workweek begins at 12:00 a.m. on Sunday morning and ends at 11:59 p.m. on Saturday night.
Employees who anticipate the need for overtime to complete the week’s work must notify the supervisor in advance and obtain approval before working hours that extend beyond their normal schedule.
During busy periods employees may be required to work extended hours.
Per NEOLA Policy # 6700 all overtime worked by hourly employees must receive prior approval from the Superintendent or supervisor or could be subject to disciplinary action.
Time Reporting
A workweek consists of seven consecutive 24-hour periods that equal 168 total hours. The workweek coincides with the calendar week, beginning Sunday at 12:00 a.m. and ending Saturday at 11:59 a.m. A non-overtime workweek is one where an employee works no more than 40 hours, and thus, is not entitled to be paid overtime. Time worked is tracked to the minute and paid accordingly.
Employees will utilize the districts electronic timekeeping system for all hours worked. Each employee is responsible to make sure that all clock events have been recorded accurately each day. In the event that a clock event was not recorded properly notification must be made to the immediate supervisor upon discovery. Failure to report such missed clock events on a timely basis may result in a pay shortage. When an employee is in need of supplementing a normal work schedule with paid time off an absence must be created in the district’s absence tracking system for payment to me made. Failure to do so may result in a pay shortage. Approval of timesheets and absences will be made electronically by the immediate supervisor.
Any supplemental payroll documents must be submitted to the payroll office no later than Monday of the payroll processing cycle to be included in the appropriate pay cycle. This may include but is not limited to in-house sub slips, extracurricular pay forms and any spreadsheets that calculate lump sum payments to employees. Refer to Policy #6510 and Policy #6700
Tax Sheltered Annuities 403(b)
1. Schedule of Payments: All annuities will be direct deposited on the pay date that such payment is payroll deducted.
2. TSA Consulting Group is a third party administrator for the district’s 403(b) plan. To get an enrollment form (a “salary reduction form”) and other plan information, including a list of the plan’s investment funds, go to the following site:http://tsacg.com/individual/plan-sponsor/michigan/comstock-public-schools. All 403 (b) accounts must be with a core vendor and/or wild card investment company.
3. If a 403(b) payroll deduction is based on a variable amount and tied to a specific start and end period, that 403(b) deduction will stop at the end period date and a new salary reduction agreement will need to be submitted for subsequent fiscal years if continuation is intended. Refer to Policy #6520.
HOLIDAY SCHEDULE
The Comstock Public Schools District will be officially closed on the dates listed: Labor Day, Thanksgiving, Christmas Eve , Christmas Day, New Year’s Eve, New Year’s Day, Friday Before Spring Break, Memorial Day, Fourth of July and Labor Day.
Employees should refer to their master agreement (contract) or their individual union contracts for which days will be paid holidays. Check with payroll.
INSURANCE BENEFITS
Health Coverage
Comstock Public Schools provides health coverage under its Health Benefits Plan to full-time employees and their eligible dependents. The benefits, terms, and conditions of the Comstock Public Schools Health Benefits Plan, including costs owed by eligible employees, are explained in the plan and the plan’s summary plan description. Refer to AG #3421 and AG #4421
Full-time employee. A full-time employee is an employee who is reasonably expected to work an average of 30 or more hours per week. Full-time employees are eligible for health coverage and may elect to be enrolled in health coverage under the plan. Health coverage will be offered to full-time employees on or before the first day of the fourth calendar month following the date of hire or the date they change job classification to become a full-time employee.
Part-time employee. A part-time employee is an employee who is reasonably expected to work an average of fewer than 30 hours per week. Part-time employees are subject to monthly and annual hours limitations and are generally not eligible for health coverage, unless otherwise specified under the terms of the plan or the applicable collective bargaining agreement. If a part-time employee averages 30 or more hours per week during a measurement period, the employee will be deemed a full-time employee and will eligible for health coverage during a subsequent stability period (discussed below).
Variable-hour employee. A variable-hour employee is an employee for whom it is unclear, at the date of hire or the date of change in job classification, whether the employee will average 30 or more hours per week. Variable-hour employees are subject to monthly and annual hours limitations and are generally not eligible for health coverage, unless otherwise specified under the terms of the Plan or applicable collective bargaining agreement. If a variable-hour employee averages 30 or more hours per week during a measurement period (discussed below), the employee will be deemed a full-time employee, eligible for health coverage during a subsequent stability period (discussed below).
Seasonal employee. A seasonal employee is an employee hired or re-hired into a position for which the customary annual employment is approximately six months or less, beginning in approximately the same season of each calendar year. Seasonal employees are subject to a mandatory annual break in service of approximately six continuous months and are not eligible for health coverage, unless otherwise specified under the terms of the Plan or applicable collective bargaining agreement.
Dependents. Children of full-time employees are eligible for health coverage up to age 26. For this purpose, “children” include biological and adopted children, but do not include stepchildren or foster children. Spouses or domestic partners of employees are not eligible for coverage. Employees must pay the cost of coverage for their eligible dependents enrolled in the plan, as determined by the plan administrator.
Volunteers. Volunteers are individuals who provide services to Comstock on a voluntary basis and whose compensation is limited to: (1) reimbursement for reasonable expenses incurred in the performance of services as a volunteer; (2) reasonable fringe benefits, excluding health coverage; and/or (3) nominal fees or honorarium provided in connection with services as a volunteer. Volunteers are not considered to be employees and are not eligible for health coverage.
Measurement and Administrative Periods – Initial Periods
Comstock uses a 12-month initial measurement period to measure the hours of new part-time, variable-hour, and seasonal employees. The initial measurement period begins on the first Sunday after the date of hire.
An initial administrative period begins on the first day of the first full calendar month following the initial measurement period and lasts for 30 days. During the initial administrative period,
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Comstock will calculate the hours worked by the employee during the initial measurement period and, if the employee is eligible for health coverage, distribute enrollment materials.
An initial stability period begins on the first day of the first full calendar month following the initial administrative period and lasts for 12 months. If an employee works an average of 30 hours or more per week during the initial measurement period, the employee will be deemed a full-time employee during the initial stability period and will eligible for health coverage for the entire initial stability period, regardless of the hours worked during the initial stability period, so long as the employee remains employed by Comstock Public Schools. If an employee works an average of less than 30 hours per week during the initial measurement period, the employee will not be deemed a full-time employee and will not be eligible for health coverage during the initial stability period, regardless of the hours worked during the initial stability period.
Measurement and Administrative Periods – Standard Periods
Comstock Public Schools uses a 12-month standard measurement period to measure the hours of all ongoing part-time, variable-hour, and seasonal employees hired on or before the start of a standard measurement period. The standard measurement period begins on the first Sunday of each April and lasts through the first Saturday of the following April.
The standard administrative period follows occurs from May 1 through June 30 of each year. During the standard administrative period, Comstock will calculate the hours worked by employees during the preceding standard measurement period and, for employees who are eligible for health coverage, distribute enrollment materials.
The standard stability period lasts from July 1 through June 30 of each year. If an employee works an average of 30 hours or more per week during a standard measurement period, the employee will be deemed a full-time employee and will be eligible for health coverage during the following standard stability period, regardless of the hours worked during the standard stability period, so long as the employee remains employed by Comstock. If an employee works an average of less than 30 hours per week during the standard measurement period, the employee will not be deemed a full-time employee and will not be eligible for health coverage during the resulting standard stability period, regardless of the hours worked during the stability period.
Overlapping Initial and Standard Periods
The standard measurement period applies to all ongoing part-time, variable-hour, and seasonal employees hired by Comstock on or before the start date of the standard measurement period. New part-time, variable-hour, and seasonal employees will be measured by both Comstock’s initial measurement period and the first standard measurement period beginning on or after each employee’s date of hire.
Based on the overlapping nature of initial and standard measurement and stability periods, situations will arise where part-time, variable-hour, and seasonal employees will be subject to simultaneous initial and standard measurement, administrative, and stability periods.
If Comstock determines an employee is eligible for health coverage during an initial measurement period or standard measurement period, the employee will be offered health coverage for the entire associated stability period. This is the case even if the employee is determined to be eligible for health coverage during the initial measurement period but determined not to be eligible for coverage during the overlapping or immediately following
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standard measurement period. In such a case, Comstock may exclude the employee from health coverage only after the end of the initial stability period. Thereafter, the employee’s eligibility for health coverage would be determined in the same manner as that of other ongoing part-time, variable-hour, or seasonal employees.
If Comstock determines an employee is not eligible for coverage during the initial measurement period, but is eligible for coverage based on the overlapping or immediately following standard measurement period, employee will be eligible for health coverage for the entire standard stability period (even if the standard stability period begins before the end of the initial stability period). Thereafter, the employee’s eligibility for health coverage would be determined in the same manner as other part-time, variable-hour, or seasonal employees.
Hours for Paid and Unpaid Leave during Measurement Periods
Hours of service for employees during measurement periods include both actual hours of service worked in addition to paid hours for vacation leave, sick leave, holiday leave, or other paid leave. Periods of unpaid leave, including unpaid FMLA or military leave, are excluded from the hours calculation during any measurement period.
Administrative periods overlap with measurement and stability periods. Employees offered health coverage during a stability period must remain enrolled in coverage during a subsequent administrative period. Employees excluded from health coverage during a stability period remain excluded from coverage during a subsequent administrative period.
Eligibility and Enrollment
To be enrolled in health coverage under the Plan, eligible employees must comply with all applicable application requirements and deadlines. Failure to do so may result in delayed or no enrollment until the next annual enrollment period or upon a qualified change in status.
If an eligible employee’s payment for the cost of health coverage is untimely, the terms of the Plan provides when coverage terminates and whether there is a grace period for payment. Comstock is not required to provide health coverage for the period for which the cost of health coverage is not timely paid and may terminate coverage.
Eligible employees have the right to waive enrollment in Comstock’s health coverage. Comstock will provide a written waiver that must be timely completed, signed, and submitted by an eligible employee desiring to waive enrollment. Unless the Plan specifies otherwise, a new waiver must be completed annually. Comstock will provide otherwise eligible employees who previously waived enrollment in health coverage the opportunity to enroll at least once annually.
Breaks in Service
Employees, regardless of classification, who separate their employment with Comstock, voluntarily or involuntarily, must have a break in service of at least 13 continuous weeks before being eligible for re-hire.
Employees re-hired after a break in service of at least 13 continuous weeks will be treated as a “new” employee, without any consideration given to previous hours worked or previous measurement or stability periods that may have applied prior to separation.
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Employees who are re-hired into full-time positions will be offered health coverage on the date of re-hire. Employees who are re-hired into part-time, variable-hour, or seasonal positions are subject to Comstock’s initial measurement, initial administrative, and initial stability periods.
Comstock reserves the right to suspend this rule on a case-by-case basis.
NON-DISCRIMINATION POLICY
In compliance with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disability Act of 1990, and the Elliott-Larsen Civil Rights Act of 1977, it is the policy of the Comstock Public School District that no person shall, on the basis of race, color, religion, national origin or ancestry, sex, disability, height, weight, or marital status be excluded from participation in, be denied the benefits of, or be subjected to, discrimination during any program, activity, service or in employment. For information, inquiries, or to file a complaint, contact the Superintendent of Comstock Public Schools at 3010 Gull Road, Kalamazoo MI 49048 269-250-8900.
The Board of Education does not discriminate on the basis of race, color, national origin, sex, (including sexual orientation and transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information or any other legally protected category, (collectively, “Protected Classes”), in its programs and activities, including employment opportunities. Refer to Policies #1623, #3122, #4122
DISTRICT COMPLIANCE OFFICERS
The Board designates the following individuals to serve as the District’s “Compliance Officers” (also known as Civil Rights Coordinator”).
Janan Zimmerman Jeff Pellerito ESA Special Education Director Dir. of Spec Ed Student Services 269-250-8922 269-250-89233010 Gull Road 3010 Gull RoadKalamazoo MI 49048 Kalamazoo MI [email protected][email protected]
The names, titles, and contact information of these individuals will be published annually on the School District’s web site.
The Compliance Officers are responsible for coordinating the District’s efforts to comply with applicable Federal and State laws and regulations, including the District’s duty to address in a prompt and equitable manner any inquiries or complaints regarding discrimination, retaliation or denial of equal access. The Compliance Officers shall also verify that proper notice of nondiscrimination for Title II of the Americans with Disabilities Act (as amended), Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendment Act of 1972, and Section 504 of the Rehabilitation Act of 1973 (as amended), and the Age Discrimination in Employment Act of 1975, is provided to staff members, and the general public. Any sections of the District’s collective bargaining agreements dealing with hiring, promotion, and tenure need to contain a statement of nondiscrimination similar to that in the Board’s statement above. In addition, any gender-specific terms should be eliminated from such contracts. A copy of each of the Acts and regulations on which this notice is based may be found in the Compliance Officers
office. Policy #3122.01; 1422.02; 4122.02 – Nondiscrimination Based on Genetic Information of the Employee.
DISCRIMINATION AND HARASSMENT
It is the policy of the Board of Education to maintain an education and work environment that is free from all forms of unlawful harassment, including sexual harassment. This commitment applies to all School District operations, programs, and activities. All students, administrators, teachers, staff, and all other school personnel share responsibility for avoiding, discouraging, and reporting any form of unlawful harassment. This policy applies to unlawful conduct occurring on school property, or at another location if such conduct occurs during an activity sponsored by the Board.
The Board will vigorously enforce its prohibition against discriminatory harassment based on race, color, national origin, sex (including sexual orientation and transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, or genetic information (collectively, “Protected Classes”) that are protected by Federal civil rights laws (hereinafter referred to as “unlawful harassment”), and encourages those within the School District community as well as third parties, who feel aggrieves to seek assistance to rectify such problems. The Board will investigate all allegations of harassment and in those cases where unlawful harassment is substantiated, the Board will take immediate steps to end the harassment, prevent is reoccurrence, and remedy its effects. Individuals who are found to have engaged in unlawful harassment will be subject to appropriate disciplinary action.
For purposes of this policy, “School District community” means students, administrators, and professional and support staff, as well as Board members, agents, volunteers, contractors, or other persons subject to the control and supervision of the Board.
For purposes of this policy, “third parties” include, but are not limited to, guests and/or visitors or School District property (e.g., visiting speakers, participants on opposing athletic teams, parents), vendors doing business with, or seeing to do business with, the Board, and other individuals who come in contact with members of the School District community at school-related events/activities (whether on or off School District property).
For further definitions and forms of harassment please see Comstock Public Schools Board policies #1662, #4362, #3362, #5517 , located on our website : www.comstockps.org .
DISCIPLINARY ACTION
Suspected misconduct by any employee will be processed according to requirements of due process laws, employee contracts, and master agreements. Board Policies #4139 and #3139
PERSONNEL RECORDS
Administrators – Administrators must fill out the appropriate form to request to review an employee’s personnel file. Requests should be made at least 24 hours in advance.
Any Employee – Any employee may request to view their personnel file by filling out the appropriate form. Requests must be made at least 24 hours in advance.
Union Representative – Any union representative requesting to view an employee personnel file within their union must obtain written permission from the employee they are representing and fill out the appropriate form. Request must be made at least 24 hours in advance.
Personnel files are subject to disclosure under the Freedom of Information Act with some exceptions. See section titled Freedom of Information Act. Please refer to Policy #8320
PROFESSIONAL APPEARANCE
Employees are serving as role models for students and should be dressed professionally and appropriately at all time. A staff member who understands this precept and adheres to it enlarges the importance of his/her tasks, presents an image of dignity, and encourages respect for authority. These factors act in a positive manner toward the maintenance of discipline.
All staff members shall:
1. Be physically cleaned, and well groomed.
2. Dress in a manner consistent with their job responsibilities.
3. Dress in a manner that communicates to students a pride in personal appearance.
4. Be groomed in such a way that their hair style or dress does not disrupt theeducational process nor cause a health or safety hazard.
5. Consider grooming and dress patterns to compliment the education of students andbe conducive to better learning.
6. Not wear extreme or unwholesome attire.
7. Not wear clothing with language promoting alcohol, narcotics, or vulgarity.
8. Not wear jeans with exception of the last school day of the week as a school spiritday. All staff can wear jeans on these days as long as they are wearing schoolcolors or something Comstock to go along with it. Jeans may be worn with specialpermission from your building administrator and/or superintendent.
9. Not wear hats, sweatband, or other headgear unless you are part of the custodialand maintenance staff.
10. Not wear see through clothing, tank tops, halter tops, tube tops or low cut clothing,shorts, or spandex. (Shorts are permissible on non-student days).
11. Utilize appropriate footwear at all times.
12. Not wear clothing with holes or tears.
Specific religious customs may be accommodated at the discretion of the superintendent.
Special health and safety standards maybe required for staff who teach industrial arts, home economics, physical education, science education and driver education.
Certain extracurricular activities or organizations may require specific reasonable dress requirements at certain times. Since participation in such organizations is voluntary, staff shall
be required to dress in compliance with the rules established by the organization and/or its sponsors. Refer to Policy #3216 and #4216
DRUG-FREE WORKPLACE
Because of the growing concerns regarding the use of alcohol and drugs, and their potential impact with respect to the educational process, student safety and employee safety, health, efficiency and productivity, this policy regarding use of alcohol and drugs has been adopted and is based on these several important principles.
• The use, possession, sale, or other activities involving illegal drugs and abuse of othercontrolled substances or alcohol is inconsistent with law-abiding behavior expected of allcitizens. School District employees are role models for students and, as such,employees should demonstrate exemplary behavior.
• All employees must be alert and in full possession of all faculties whenever they are ondistrict property.
• While individual employees have the right to make choices regarding the use of alcoholand drugs, they must accept responsibility for these choices and they are subject todisciplinary action, including discharge, for violation of this policy.
• Employees should seek treatment, counseling, and/or rehabilitation for abuse of alcoholor drugs or use of unlawful drugs before their performance deteriorates to a point wherediscipline may be required.
The Board of Education encourages employees who are experiencing problems with alcohol and/or drug abuse to voluntarily seek assistance for such problems through available treatment, counseling and/or rehabilitation programs. The confidentiality of all records for any employees who seek assistance through such programs will be maintained. Furthermore, the employee’s decision to seek such assistance will not be used as a basis for disciplinary action or be used against the employee for any disciplinary proceedings. Refer to Policy #3122.01, #4122.01 and #4162
EMPLOYEE VERIFICATION
Any inquiries, which are received, either by telephone or in writing, regarding a present or past employee are to be referred to the Human Resource Office.
The District shall comply with state and federal law when disclosing personnel information. By state law (Public Act 189) before hiring an applicant, the school district shall request disclosure of any unprofessional conduct in an employee’s previous personnel file. Any offer of employment is contingent upon satisfactorily reference checks from their previous employer. Additionally, the district requires criminal history checks for all potential employees prior to commencement employment.
Before a verification of employment or a recommendation of employment is issued, the potential employee shall provide an authorization for release of such information and a waiver and release provided by the district. Refer to AG #3111B and AG #4111B
Any pre-arranged absence must be submitted through AESOP by an employee for any absence from the work place including conference, workshop, sick leave or serving on jury duty. Employee will receive notification of absence approval/denial from their supervisor via email. The District does not allow no paydays except as provided for in your labor agreement or State or Federal Statute (such as Family and Medical Leave Act). Accumulated sick leave, personal leave or vacation time will be used to pay for an absence except as provided for in your labor agreement
Attendance and Punctuality
Attendance and punctuality are important performance evaluation factors. Each employee is expected to maintain an acceptable record that will not cause the District hardships or extra expense in conducting its business. Also, employees are expected to be at their workstation at the beginning of their designated workday. Salaried employees may be subject to deductions of pay for tardiness. Excessive absenteeism may result in disciplinary action up to and including termination of employment.
Call in Procedure for an Absence
All employees except teachers and para-pros are required to call their immediate supervisor to report any absence from work.
Any person not calling their immediate supervisor and not being present at work will be subject to disciplinary action up to and including termination.
Teacher and Para-pros must report their absences to AESOP by logging into the district website by 6:30 a.m.
Family and Medical Leave Act
The Family and Medical Leave Act require employers of 50 or more employees to provide up to 12 weeks of leave during any 12-month period. The leave may be taken for one of the following reasons:
1) For the birth of a child.
2) For the adoption of a child or the placement of a foster child.
3) To care for a sick spouse, child, or parent with a serious health condition; or
4) Due to the employee’s own serious health condition.
The employer may require advanced leave notice and medical certification. The District uses a rolling calendar for eligibility purposes.
The School District will abide by State and Federal laws in regard to FMLA.
For more information contact the Human Resource Office or visit FMLA website: www.dol.gov/whd/fmla/ and Refer to Policies #1630.01, #3430.01, and #4430.01
Employees requesting permission to take a leave of absence must submit in writing a request to their building supervisor. The form is available in each building administrator’s office. The employee is to update their immediate supervisor on the status of his/her leave. This includes notification of return to work date, extension of leave, etc. Conditions further defining a leave of absence can be found in the employee union contract. Once approved by the building supervisor the request will be forwarded to the Superintendent’s office. The request will go to the Board of Education for final approval.
Return to Work
In the event of an illness of more than three days (3) and/or any surgical procedures, an employee must provide a “return to work slip” from their physician. The “return to work slip” should be presented to the immediate supervisor prior to beginning work. The supervisor will forward the “return to work slip” to the human resources office where it will be placed in the employee’s medical file. Refer to your Union Bargaining Unit contract for return to work requirements.
Jury Duty
Employees are required to notify the District in writing of their jury duty obligations and attach a copy of the Court Request Letter. Jury duty time off shall be recorded following AESOP time off requirements. Employees will not be penalized for attendance. Early release by the Court of half a day or more requires you to return to work. Upon release of several hours you should contact your supervisor regarding your return to work.
Regular pay will be issued, as per the Master Agreement, provided employees submit all moneys paid to them excluding travel reimbursement by the court system. All jury duty monies shall be turned into the business office. Refer to AG #4235
Vacation/Personal Business
The employee’s immediate supervisor prior to the leave being taken must approve vacation and Personal Business leaves. Refer to your Union Bargaining Unit contract for vacation/personal requirements. Refer to Policy #5200
STAFF CONDUCT
All staff members have the responsibility to become familiar with, and abide by, the laws of the State of Michigan as they affect their work, the policies of the board, and the administrator guideline. All staff members shall be expected to carry out their assigned duties, support and enforce board policies and administrative regulations, submit required reports, protect district property, oversight of students and contribute to the education and development of the district’s students.
All personal and student information obtained from employment at Comstock Public Schools will be held in the strictest confidence. Any staff member who fails to comply with this policy may be subject to disciplinary action, up to and including termination of employment. Refer to Policy #8330
The District requests that all employees who terminate their employment write a resignation letter. Upon receipt of the letter, the personnel office will begin termination proceedings. The superintendent has the authority to accept resignations on behalf of the Board of Education.
In addition, all employees who terminate their employment with the District will review an Exit Interview. The purpose of this interview is to:
1. Interview the employee on their employment experiences with the District.
2. Obtain District materials the employee may have acquired (i.e., keys, iPad,cellphone, etc.).
3. Obtain a forwarding address.
Refer to Policy #1443, Policy #3140 and Policy #4140
SOLICITATION
The Board of Education requires that all persons seeking to sell, solicit, or display an item relating directly to expenditures of the District funds to any employee on District premises must first secure permission from the Superintendent before any appointment is made. All such appointments approved by the Superintendent shall be held before or after regular school hours. All solicitations of or by District employees are prohibited, except where expressly approved by the Administrator.
Any person or vendor, who violates this procedure, may be barred from making appointments with school employees. The Superintendent may recommend that the District not purchase products or other such items from said vendor. If a person or vendor violates board policy and is subsequently barred from soliciting in the school system, the superintendent shall send appropriate notices to each building administrator. The notice will include the name of the vendor, his company and reasons for and length of suspension. The Superintendent may bar a vendor from soliciting sales from sales and district employees for a period of time not to exceed 12 months from the date of suspension. Said notice will be sent to the vendor in question and his immediate employer. The rights of the vendor may be restored, at the time sooner, upon petition by the vendor to the board.
No employee may receive any kickbacks or premiums, or other valuables for purchasing equipment, textbooks etc. Any employee who receives any of the above will be subject to disciplinary action, up to and including termination of employment. Refer to Policies #3231 and #4231
