New Hire Employee Information and Procedures...

MAINTENA NCE DEPARTMENT – NEW H IRE EMPLOYEE INFORMATIO N AND PROC EDUR ES M A N U A L W A R N I N G : O N L Y E L E C T R O N I C V E R S I O N S A R E C O N T R O L L E D

New Hire Employee Information

and Procedures Manual

Clark County School District

Maintenance Department 1180 Military Tribute Place

Henderson, NV 89074 (702) 799-5204

MTC-M001, Rev. B 22-April-2008 Page 1 of 33


1.0 TABLE OF CONTENTS:

Absence Reporting............................................................................................................................3 Accrued Paid and Non Paid Leave. Vacation-Personal-Universal-Comp Days Annual Leave Sick Leave………………………………………………………..…….………………..……..……………4 Personal Leave Universal Leave Bereavement Holidays Break Room Information Commercial Activity……………………………………………………………….………….……………..5 Communications and Logo Standards Credit Cards…………………………………….……………………………………………………….…..6 Daily Work Schedules, Breaks, and Lunch Delivery of Stock Materials and Supplies District Property Dress and Grooming………………………………………………………………….…….……...…….…7 Driver’s License Commercial Driver’s License Drug Free Work Place Emergency Situations…………………………………………………………………………….…………8 Evaluations Facility Access Facility Weekend Access………………………………………………….….………….…………..….….9 Fire Alarm Procedure/Fire Exit Maps Forms Employee Absence Request/Authorization Form – CCF-101 Out-of-District Travel – CCF-145……………………………………………..……..….…………….…..10 Overtime/Compensatory Time Authorization – CCF-74 Travel and Other Expense Claim – CCF-174 Graphic Arts Center Work Request Graphic Arts Center Health and Medical Insurance Information Technology Security and Use/Technical Support & Equipment…….….………….……11 Equipment Repairs Technical and A/V Equipment for Conference Rooms Computers InterAct……………………………………………………………………………………………….……..12 Software Injury Report ISO/MPS Jury Duty……………………….………………..…………….………………………..…….…………….13 Keys Library



Mailroom Maps Mileage.............................................................................................................................................14 Office/Work Area Standards Overtime/Compensatory Time Guidelines…………….…………………….……………….………….15 Parking Pay Days Photo Identification Badge………………………………………..………….……………………….......16 Policies and Regulations. Professional Development Online Registration and Tracking System (Pathlore) Record Keeping Scheduling Meeting and Training Rooms……………………………………………………….…...….18 Security Smoking Policy Staff Emergency Information Staff Personal Information................................................................................................................19 Telephones and Directory Travel…………………………………………………………..…………………..….……….…………...20 Tuberculosis Testing Vending Machines Vehicle Accident Visitors………………………………………………………………………..………………………..……21 Sample Forms Sample 1 CCF-70 Support Staff Performance Evaluation Report………………….……….…….….22 Sample 2 CCF-101 Employee Absence Request/Authorization…………………….……….…….….23 Sample 3 CCF-145 Out-Of-District Travel Request………………………………………….…………24 Sample 4 CCF-74 Overtime/Compensatory Time Authorization…………………………..……….....25 Sample 5 CCF-174 Travel Advance/Expense Claim……………………………………….………….26 Sample 6 CCSD Graphic Arts Center Work Request………………………………..………...………27 Sample 7 GAC 7500 CCSD Graphic Arts Center Work Request………………………….…………28 Sample 8 C-1 GAC 4963 Notice of Injury or Occupational Disease (Incident Report)….…….……29 Sample 9 CCF-73 Utilization of Compensatory Time…………………………………….……………30 Sample10 CCF-102 Driver’s Report of Accident……………………………………………….………31 Sample 10 page two continued…………………………………………………………………….…….32 Sample 11 CCF-99 Supervisor’s Accident/Incident Investigation Report…………………….……..33 Definitions…………………………………………………………………………………………………..34

ABSENCE REPORTING When an employee is unable to report to work due to personal illness/illness in immediate family or a family emergency, the employee is required to contact the appropriate supervisor and/or Maintenance Department Human Resources at 799-5204 x5119 or 799-1027 prior to their shift start. Upon return, a CCF-101, Employee Absence Form must be completed and submitted to the supervisor by the end of the business day.



ACCRUED PAID LEAVE AND NON PAID LEAVE The district provides paid leave (sick leave, personal leave, flex/universal leave, etc.) for eligible employees. However, there are specific conditions which govern the use of paid leave which must be met before such leave is taken. An explanation of available leaves and conditions for use, are available in the employee’s negotiated agreement or may be obtained by contacting a supervising administrator. Use of paid leave for non-approved reasons or misuse/improper use of paid leave may subject the employee to disciplinary action and loss of pay. An employee may not take any type of leave without the approval of supervising administrator.

VACATION-PERSONAL-UNIVERSAL-COMP DAYS To request personal leave, vacation, compensatory time, or a universal day, an Employee Absence Request/Authorization Form, CCF-101, must be completed at least three days in advance. Submit the form for approval to your supervisor. See appropriate negotiated employee contracts for detailed information.

Use of leave without pay (whether approved or non-approval), a non-paid leave of absence, or any non-paid days which do not allow you to fulfill your contract or reduce the number of days you work within a year may affect your retirement pay, and each day taken as non-paid will delay your retirement eligibility. Absence without leave taken can be cause for discipline. Please note the following explanations of Accrued Paid Leaves:

Annual Leave: Years of Service

0-1 .039 per hour assigned 2-5 .058 per hour assigned 6-10 .069 per hour assigned 11-? .081 per hour assigned

Support employees shall not accumulate more than 85 days of annual leave. No additional leave shall be credited when the employee has reached this maximum. Nine, ten, eleven, and twelve month employees shall have the option at the end of their work assignment, or the second (2nd) pay period in January, or on the pay period following spring break to retain all of their accumulated vacation or take full pay-off for their accumulated vacation or retain part of their accumulated vacation and take a partial pay-off for their accumulated vacation.

Sick Leave – 15 days per year (unlimited accrual) 9 month employee - .077 per hour assigned 10 month employee - .069 per hour assigned 11 month employee - .063 per hour assigned 12 month employee - .058 per hour assigned



Personal Leave Mos. Assigned Sick Leave Used Earned Personal Leave > 9 3 days or less 2 days > 10 4 days or less 2.5 days > 11 4.5 days or less 2.75 days > 12 5 days or less 3 days An employee with perfect attendance during the fiscal work year shall be entitled to one (1) additional day of personal leave to be awarded in the following fiscal work year. Universal Personal Leave You have one leave day (called a "universal day") which is available to you if you have accrued at least one sick leave day. If you want to use this day, you must notify your supervising administrator at least four days in advance (except in personal emergency situations). Bereavement Leave with full pay shall be allowed for 3 work days for each period of bereavement or absence due to death in the immediate family. Two (2) additional work days may be approved by the supervisor. Time may be allowed for travel, the maximum bereavement leave not to exceed seven (7) working days. Bereavement days are deducted from your sick leave, but do not reflect towards earning personal leave. Holidays 13 Holidays per year (12 month employees): 12 Holidays per year (11, 10, 9 month employees).

BREAK ROOM INFORMATION A break room is located down the maintenance hall in Rm. 237 and also there is a maintenance kitchen (Rm. 205) in the front maintenance office area. Both rooms are equipped with refrigerators, freezers, and microwaves. The intended use of the refrigerators is for building staff to store their lunch for the day and for storing items for meetings and trainings. All perishable items left in the refrigerators or freezers will be discarded every Friday at 4:00 p.m. Lunch boxes must also be removed by 4:00 p.m. on Fridays. Microwaves should not be left unattended while you are cooking or heating and food should be removed immediately after it is done. Tables and chairs are available in the maintenance break room. All Employees are responsible to clean up and wipe down any appliances or table used and to discard any trash. Please help to keep our facilities clean inside and out!! COMMERCIAL ACTIVITY CCSD Regulation 1232 (1) provides and defines that “commercial activities are those designed to provide profit for a private business enterprise.” Subsection II provides that “the Clark County School District or its employees acting in their official capacities shall not engage in any activity which could be construed as an endorsement of a commercial product of service.” See CCSD Regulation 1232.



COMMUNICATIONS AND LOGO STANDARDS Documents and materials distributed via hard copy and/or electronically, must be professional and in compliance with district standards, policies, and regulations. When writing email communications, there is an etiquette and protocol that must be followed. Helpful tips for sending email include, but are not limited to:

• Always use correct grammar, spelling, punctuation, and paragraph structure. • Use proper structure and layout. Reading from a computer screen is different than

reading from paper. • Do not capitalize whole words that are not titles. Capitalizing is generally

interpreted as SHOUTING to your reader. • Use clear and meaningful subject lines that your reader will understand. Stick to

the subject of your message. • Be responsive not reactive. If you have a strong emotion when composing or

responding to an email, pause. • Be concise in all your messages. • Avoid sending messages to multiple administrative levels when communication

on a single level is appropriate. • If you receive a message intended for another person, forward it with a brief

explanation. Don’t just ignore it. • Limit use of large graphics in email attachments. • Do not open or reply to unknown senders of emails that may be spam or may

contain a virus. • Do not forward chain letters. • Watch the send button. Remember that any message you send is permanent.

All district communications must comply with the district’s logo standards. Employees are expected to follow all district use guidelines and regulations. CREDIT CARDS District credit cards are issued through the departments’ Director who is responsible for overseeing the purchasing card program in our department. All employees will ensure all purchases made with the purchasing card are for district work related use. The receipts for each transaction are maintained by the employee and given to the supervisor within 24 hours or at the start of their next shift. An administrator will request the issuance of a purchasing card for their department or shop based on the following procedures:

• The total value of one transaction per vendor will not exceed purchases over $500.00 and with supervisor approval not over $1,000.00. Directors can approve amounts over $1,000.00.

• Only district employees assigned to that shop may use that shop’s credit card and only after signing a District Employee Agreement.

• A card holder is responsible for maintaining the purchasing card log, filing all receipts and making sure documents are returned at the end of their shift..

• The cardholder must make sure that all transactions for which they are responsible are budget coded and documented on the established monthly purchasing card log and is turned in for processing per department guidelines.

• The Purchasing Card Policy and Procedures Manual are available on Interact or through the main office and Office Supervisor.



The Maintenance Department accountant maintains the credit cards for the Department. Do not use credit cards that you are not assigned to you or your shop. DAILY WORK SCHEDULES, BREAKS, AND LUNCH The Maintenance Department hours of operation are from 6:00 a.m. to 4:00 p.m., Monday through Friday, except for designated holidays. Hours of operation may be changed as directed by the Director of Maintenance. Staff is expected to work the schedule established by each shop supervisor. By Negotiated Agreement between CCSD and ESEA, support staff will follow guidelines for scheduled breaks and lunch periods. Adherence to the daily work schedule is expected unless otherwise approved by the shop supervisor, through an Administrator. When an employee leaves the building for personal business or business reasons during the normal work day, he/she must inform their immediate supervisor, supervisor’s secretary or Administrator for their approval. DELIVERY OF STOCK MATERIALS/SUPPLIES All materials are delivered to the north side of the building, to the Purchasing Warehouse. The employee will sign for all materials received. Storage is very limited at this site; therefore, only necessary items should be delivered and stored at the FSC. DISTRICT PROPERTY CCSD Regulation 3612 (1) provides that “equipment, supplies, and facilities shall be authorized for employee use only in the performance of district duties.” DRESS AND GROOMING Employee dress and appearance play a vital part in the projection of a professional image. This professional image contributes to the establishment of a positive learning environment; enhances administrator, teacher, and support staff effectiveness in working with students; allows the employee to model for student’s appropriate dress and appearance in the workplace; and enhances the professional image of school personnel within the community at large. The Maintenance Department strives to present a professional image to the entire school district as well as to the outside public. It is asked that employees keep this goal in mind when preparing for The Maintenance Department FSC is a satellite facility of the West Sahara Administrative Center and the Edward A. Greer Education Center. See Regulation 4280. All employees are expected to exemplify grooming standards in a manner that projects an appropriate image for employees, the school, the work site, and the district. CCSD Regulation 4280 provides details about employee dress and grooming standards. DRIVER’S LICENSE CCSD employees who operate a motor vehicle as a primary function of their employment (the essential tasks of the assignment require that the employee drive a CCSD vehicle) must comply with all statutes/laws that govern driving privileges and must have a valid drivers license in their possession all times while operating a vehicle. The CCSD requires than an employee notify his/her immediate administrative supervisor in the event that the employee’s driving privileges have been suspended, revoked, or disqualified. Failure to comply with state laws may result in a substantial fine and/or imprisonment for both the employee and the employer. It may also cause



significant criminal and/or civil liability for both CCSD and the employee in the event an accident occurs and the employee does not possess a valid operator’s license. Regulations which govern Commercial Driver’s License also require that the holder of a CDL notify the Department of Motor Vehicles of any traffic violation. An employee whose primary job function is to operate a CCSD motor vehicle and whose license, for whatever reason, is suspended, revoked, or disqualified may not continue to be employed. You are required to submit a copy of your current Nevada Driver License to the Maintenance Department Human Resources. Each time your license is due for renewal by the DMV you are required to resubmit a copy of the new updated license. Questions regarding your responsibilities as a driver for the CCSD should be directed to your administrative supervisor.

Commercial Driver’s License: A valid Nevada Commercial Driver’s License (CDL) and valid Department of Transportation (DOT) physical examination are required for the following job titles: School Bus Drivers, Field Supervisors, Automotive Workers, Garage Attendance, Vehicle Mechanics, Vehicle Parts Rebuilders, Vehicle Body Repair & Painters, Vehicle Radiator Repairers, Vehicle Mechanic Assistants, Vehicle Mechanic Shift Leader, Tire Repairer, Truck Drivers, Heavy Truck Drivers, Garage Supervisor, Roofers, and other positions which may be determined by the CCSD. Other requirements for employees who must posses a valid CDL to operate a CCSD vehicle are included in the Transportation Department’s employee handbook. Additional information concerning Nevada CDL’s may be obtained from the Nevada Commercial Driver’s License Office or from the Nevada Commercial Driver’s License Handbook.

DRUG FREE WORK PLACE CCSD recognizes the need to maintain a drug-free workplace as provided for in the Drug-Free Workplace and Drug-Free School and Communities Act established in District Policy 4310. Employees are encouraged to become familiar with the policy. Under this policy, the unlawful manufacture, distribution, possession, or use of drugs and/or alcohol at any CCSD property, workplace, or as a part of any school activity is prohibited. Any employee who is convicted of violating any federal or state criminal drug statute in the workplace must notify the superintendent (and Maintenance Department Director III) in writing within five (5) days of such conviction. Employee compliance with this policy is mandatory and is a condition of continued employment. EMERGENCY SITUATIONS To report an emergency, call School Police at 799-5411 and/or dial 911. Also, notify the Maintenance Dispatch at 799-5269 for assistance and to report the details regarding the location of the emergency. If there is a security concern, (suspicious individual, vehicles, etc.) contact the Maintenance Office at 799-5204 or Dispatch at 799-5269. If a weapon is involved, call 911 or School Police at 799-5411 and alert the Maintenance Office. EVALUATIONS The purpose of the supervision and evaluation is to ensure the effectiveness of each educational support staff employee. The current performance evaluation report (CCF-70), has been designed to assess the employee’s achievements and the degree to which the performance requirements of the position have been met. The evaluation form is used to document both satisfactory and not



satisfactory job performance. A probationary period will be served by support staff employees new to the district, and by employees, who are promoted, are transferred, or take a voluntary demotion to a position in which they have never served probation. Probationary employees are to be evaluated at least twice during the probationary period: once at the end of the first three (3) months and once at the end of the first six (6) months. All regular status employees shall be evaluated annually (until they reach Step E). Unscheduled reports may be filed at any time for either regular or probationary employees upon the request of the supervisory administrator. (See Sample #1) FACILITY ACCESS The security alarm system will be set in the building after business hours. Activated alarms are not necessarily audible. Police will respond to activated alarms, and unauthorized personnel in the building or on CCSD Property will be subject to possible arrest. The front (east) entrance of the facility will be unlocked during regular business hours from 6:00 a.m. to 4:00 p.m. Staff may not enter the building or property after business hours unless authorization is given by their Supervisor or Administrator based on department needs.

FACILITY ADDRESS AND PHONE NUMBER CCSD Maintenance Department

1180 Military Tribute Place Henderson, Nevada 89074

For Information Call: Facility Maintenance Department Receptionist: (702) 799-5204 Other Departments within the FSC Facility are:

• Operations • Special Projects • Landscaping/Grounds • Vehicle Maintenance • Purchasing/Warehouse

FACILITY WEEKEND ACCESS Administrators may provide weekend access to the FSC Facility to work or conduct trainings; attend meetings with the approval of an Administrator. Support staff may not be in the building on the weekend unless supervised by an administrator or shop supervisor from their area. All weekend requests for scheduling meeting and training rooms must be submitted to the Office Supervisor. Use of the Facility Service Center on weekends may require a special request to have the air conditioning or heating available. It is the responsibility of the department conducting trainings on the weekend to submit advanced notice via email to the Office Supervisor in the Maintenance Department. Before leaving the building after the training, lock all access doors and activate the alarm system where you exit. Remember, while the security system is off, an alarm will not activate if someone else enters or breaks into the building. As a safety precaution, avoid working alone on evenings, weekends, and holidays and make sure your immediate supervisor is aware of all your work related activities.



FIRE ALARM PROCEDURE/FIRE EXIT MAPS When the fire alarm sounds, all employees must exit the building as quickly and calmly as possible. As you exit, take your keys (and purse) if readily accessible. For your own safety, please review the first exit maps located within the facility and at s:\MNT\Groups\Maint-General\Exit_map for reprinting. Individuals exiting the building from the north and west exits should move to the north end of the parking lot and assemble. Those exiting the building from the south and east exits should move to the south end of the parking lot and assemble. Emergency vehicles will access the building from Military Tribute Place. Do not return to the building until the all clear signal is given – look for the all clear signal given by an authorized official such as the Fire Department or Police Department. FORMS Current versions of CCSD forms can be accessed on InterAct at District Link/Online Forms or the CCSD website at graphics.ccsd.net/Directory/District Forms. Forms located on the CCSD website could be under revision, so it is recommended that you do not order large quantities. The following forms are the most commonly used by the division: (Sample forms are located in Addendum section).

EMPLOYEE ABSENCE REQUEST/AUTHORIZATION FORM – CCF-101 This form is to be used when absences are due to personal illness, illness in immediate family, bereavement, jury duty and subpoena as witness, personal leave, vacation, compensatory time, universal/flex day, and district business. Submit form to immediate supervisor for approval and signature. For further guidelines and information regarding employee absences see your negotiated contract. The contracts can be accessed through InterAct/District Link/Negotiated Agreements or the CCSD website at ccsd.net/jobs/HRDContracts.htm. (See Sample #2) OUT-0F-DISTRICT TRAVEL – CCF-145 Employees who must travel in order to perform the responsibilities of their positions and to obtain training directly beneficial to the district will be placed on travel status in accordance with Nevada Revised Statutes. An Out-of-District Travel Request, CCF-145, and Employee Absence Request/Authorization Form, CCF-101, are to be submitted to your immediate supervisor, Maintenance Department Director and the Assistant Superintendent for approval prior to the travel date and for use in processing paperwork for registration, transportation, and lodging arrangements. See also Travel section. (See Sample #3) OVERTIME/COMPENSATORY TIME AUTHORIZATION – CCF-74 Employees who work overtime or compensatory time must fill out the CCF-74 and submit to their Supervisor on a weekly basis. (See Sample #4) TRAVEL AND OTHER EXPENSE CLAIM – CCF-174 Meal rates, including tip allowance, expenses for lodging, transportation, communications, and transportation or handling of business related materials which occur during district authorized travel time, along with receipts, are to be submitted to claim reimbursement of an expenses incurred in the performance of authorized school business. Complete and submit a CCF-174, Travel and Other Expense Claim Form, along with all receipts to your



supervisor for approval. Expense claims are to be submitted to the Accounting Department as soon as possible through our department’s accountant. (See Sample #5) GRAPHIC ARTS CENTER WORK REQUEST This form is used when creating new documents or when requesting reproduction. Unit, account, and authorized signature must be provided. District guidelines for use of logos must be followed. (See Sample #6 and #7)

GRAPHIC ARTS CENTER The main CCSD Graphic Arts Center is located at the Nedra Joyce Building, 4212 Eucalyptus Avenue, 799-1075. For complex projects, it is recommended you contact the Graphic Arts Supervisor through your supervisor. HEALTH AND MEDICAL INSURANCE Questions regarding employee health insurance may be obtained by contacting an insurance administrator at one of the following:

• Licensed Employees - 794-0272, CCCTA Trust Administrators • Support Staff/School Police Employees - 799-5418, CCSD Benefits Department • Administrative Employees - 799-5418, CCSD Benefits Department

INFORMATION TECHNOLOGY SECURITY AND USE - TECHNICAL SUPPORT AND EQUIPMENT Information on obtaining a Novell and an InterAct account for a new employee should be requested through the Technology Coordinator and can then be accessed by the new employee. Equipment must be in alignment with CCSD technology standards. Purchases of technology equipment in the department must be assessed by the Technology Coordinator who will make recommendations. These recommendations will be submitted to the Director for review prior to being purchased. New computers must also have the appropriate software licensing purchased. For assistance or questions, please contact the departments technical support staff through the Technology Coordinator. See Technology Coordinator for DocDNA access and Maximo Training.

Equipment Repairs Computers and Printers: For repairs, imaging or installation, submit a work request

to the Technology Coordinator. See the Technology Coordinator for DocDNA access and MAXIMO training.

Copiers, Fax Machines, For repairs, a Work Order through Maximo must be and Televisions: submitted to the departments Office Supervisor. Telephones: Report any telephone issues to the Office Supervisor. Technical and A/V Equipment for Conference Rooms Any time technical and AV equipment will be used in a conference room; a work request must be submitted to the Technology Coordinator. Technical and AV equipment includes use of a computer, LCD projector, Elmo overhead projector, wireless microphone, Power



Point presentation remote control, VCR, DVD, or TV. Work requests should be submitted several days in advance and no later than 24 hours prior to the date requested COMPUTERS Computers must be in alignment with CCSD technology standards. Computer equipment in our department must be assessed by the Technology Coordinator who will make recommendations which will be submitted to the Director. Staff members will be trained on work order process and procedures for daily work related activities. If network availability is required for your position, new employees will be provided with the Acceptable Use Policy Booklet, PUB 797.2 and each employee is required to complete the Network Access Form, CCF-797.1. Network Access Forms are to be submitted to the Technology Coordinator or designee for processing and consultation.

Computer maintenance will be performed on your assigned computer by the department’s Technical Coordinator in the building at least once a year. Also see Technology Equipment and Support Section.

Maintenance Department Website Website Address: http://www.maintenance.ccsd.net

All employees are issued an InterAct email account upon start date. INTERACT The Maintenance Department website is accessed through the District Link on the InterAct desktop. The information contained in each folder is updated and monitored by a staff member within the department SOFTWARE Only licensed software will be installed on CCSD computers. A copy of the software licenses must be on file with the Technology Coordinator. To install software programs, place a work order request to the departments Technology Coordinator. Any illegal software will be removed, and the Technology Coordinator will be notified.

INJURY REPORT Each shop area is equipped with a first aid kit. Injuries occurring during work hours should be reported to the Maintenance Office and a Notice of Injury or Occupational Disease (Incident Report/Form C-1) (See Addendum ) needs to be completed by the injured employee. This form needs to be completed within 24 hours of the incident and given to the shop supervisor for processing. For more information, please contact the Risk Management Department at 799-2967. (See Sample #8) ISO/MPS The International Organization for Standardization (ISO) is a worldwide federation of national standards bodies (ISO member bodies). The work of preparing International Standards is normally carried out through ISO technical committees. The Clark County School District Maintenance Department is currently ISO certified. Within the school district, ISO is referred to as the



Management Process System (MPS). The district’s MPS quality statement and the Maintenance Department mission statement are displayed on the web site for each department. All employees are expected to know and understand the district’s MPS quality statement and the Maintenance Department mission statement. The MPS card with the quality statement is also located in your new hire orientation packet. The Maintenance Department has an individual assigned to the Management Review Team (MRT), who makes quarterly reports regarding the division’s measurable objectives. All current documents and procedures can be accessed on the CCSD website under Management Process Procedures. District-wide publications should be marked with ISO document control numbers as appropriate. If a shop would like to create a measurable objective to be added to the ISO website, it must be reviewed and approved by the Maintenance Department Technology Coordinator representative and submitted in a standard format. JURY DUTY If you have been requested to report for jury duty, notify your immediate supervisor, provide a copy of the jury summons to the Maintenance Department Human Resources and complete a CCF-101, Employee Absence Form. Upon completion of jury duty, it is the employee’s responsibility to submit and provide documents and payments through to the CCSD Accounting Representative. The Maintenance Department Human Resources has the “Jury Duty/Subpoena Transmittal.” Contact the district’s junior accountant representative at 799-55404 for further information. See CCSD Regulations 4220 and 4221. KEYS Department keys assigned to staff are approved and provided by the department Director. These may include an office or shop key. Keys are not to be duplicated or shared with other personnel. Keys are signed out for each individual and employees are responsible for their set of keys. Keys must be returned to the Supervisor of the Lock Shop and/or the Maintenance Department office when an employee transfers to another shop or terminates work with the CCSD Maintenance Department. Keys are not to be issued prior to successful completion of 6 months probation. Any exceptions must be approved by the Director in the Maintenance Department. If your keys are lost or stolen, employee must contact their supervisor and the Lock Shop Supervisor. Employee must also turn in a written statement as to what happened to their keys. LIBRARY The Maintenance Department Library provides drawings, maps to support rehab, new construction and special project activity. The Maintenance Department Library provides:

• Information to a variety of resources for rehabbing and or restoring buildings, designing and standardizing CCSD facilities.

• Access to the district’s building specifications and drawings per design standards. The Library is accessible through the Department front office staff.

MAILROOM The mailroom is used for receiving and sending CCSD in-district mail and US mail. School district mail is delivered and picked up by a mail room district employee by approximately 3:00 p.m. Monday through Friday. U.S. mail is picked up and delivered by a Postal Service employee on a daily basis. A staff employee has been assigned to distribute morning and afternoon mail in the mailboxes located in the department main office area.



In-district mail correspondence going to schools or departments should be appropriately addressed with the name and location number of the receiver on the left hand column. On the right hand column, print the name of the department and the name of the sender. To avoid mis-delivery of mail to schools, please provide the complete name of the school, location number, and provide the name of the person that should receive the mail or correspondence. Plastic mail bins are provided for CCSD out-going mail as well as out-going U.S. mail. Contact the mailroom supervisor at the central mailroom, 799-5225, ext. 5490, for Express Mail, Parcel Post, Certified Mail, UPS, and bulk mailings. MAPS The Clark County School District Demographics, Zoning, and Realty Department prints school district maps once a year. This map is designed so that the user can navigate to CCSD schools and administrative offices. Maps can be requested through the front office personnel, with your immediate supervisor’s approval. MILEAGE School district business mileage is mileage travel “in-district” which accrues on a single day. Staff may submit for mileage reimbursement when using a private vehicle while traveling on official school district business, between business locations, by completing a Travel Advance/Expense Claim Form, CCF-174. The form should be submitted to your supervisor for approval and signature. The Business and Finance Division will provide the current mileage rate issued by the Internal Revenue Service. IF APPLICABLE, please submit mileage reimbursement to your supervisor monthly. Mileage may be figured by using the Maintenance Website>Technology>Helpful Links>Click here to figure mileage. See CCSD Regulation 3511. OFFICE/WORK AREA STANDARDS Staff throughout the department is to follow and maintain these standards on an ongoing basis.

• All assigned work areas in this facility are to be established and maintained in an organized professional manner.

• No items are to be placed on top of the non support divider/pony walls. • Framed, professional pictures, art, and certificates may be hung using picture

hangers appropriate for size and weight. Wallpaper and/or fabric are not permitted on cubicle and office walls.

• Do not place any items on the windows or on the window sills. • Lighted candles are not permitted due to fire hazard. • Refrigerators and microwaves are available for use in the break rooms and/or

kitchen. Any additional microwaves must be authorized by the Maintenance director.

• Coffee makers are acceptable. The location of these within each department should be determined by the individual department heads.

• Furniture is purchased and arranged per district standard and must be approved by the Director. Do not bring in any additional furniture, desk tops, and computers. Do not change the location of furniture without authorization from the Director. The furniture placement must meet ADA and fire code regulations.



• Please be careful with food and drinks in carpeted areas. If an accidental spill occurs, please notify a custodian right away so it can be extracted.

OVERTIME AND COMPENSATORY TIME GUIDELINES Any employee who works or is in a paid status for more than forty (40) hours in an week (Sunday through Saturday) and the Appropriate Administrator or designee is aware of and approves the work assignment shall be paid for all hours in excess of forty (40) on the basis of time and one-half. Holiday pay, sick leave pay, and vacation pay shall not prevent an Employee from receiving time and one-half. Employees required to work holidays shall be paid double time as well as holiday pay unless the holiday is a regularly scheduled work day. Other than in a recognized Emergency, no Employee shall work overtime without prior approval. Except in emergencies, the decision to work overtime is at the option of the Employee. The Appropriate Administrator or designee must offer overtime pay or compensatory time. If the employer offers both, the Employee may select either. Appropriate Administrators of designees shall not force Employees to accept compensatory time in lieu of pay. Not more than two hundred forty (240) hours of compensatory time may be earned in lieu of pay. No additional compensatory time shall be credited when an Employee has accrued the maximum of two hundred forty (240) hours. Compensatory time hours shall be credited at one and one-half (1 ½) times the actual hours worked after the Employee has completed a forty (40) hour work week. In order to standardize, manage, and insure equitable use, the Maintenance Department has established guidelines for approval, use, tracking and reporting of overtime and compensatory time. These guidelines shall be governed by Article 15 of the ESEA’S negotiated agreement. To supplement the agreement and insure compliance with policy, the following guidelines are being adopted by the Maintenance Department.

1. Coordinators and Supervisors shall be responsible for insuring equity in the assignment of overtime. a. Coordinators will assign work based on rotation, seniority, work

performance, etc. Equity will be reviewed periodically via customized reports to ensure compliance.

2. Compensatory time shall be allowed where possible if the employee chooses it over payment for overtime. a. All compensatory time will be offered in advance. Due to the nature of the

work, callouts will not be eligible for compensatory time. All overtime and/or compensatory time will be offered and approved in advance by the request form from the Supervisor/Coordinator. This request is to be submitted on a daily basis, and is not considered approved until it is signed by the Director or his designee. Additionally, the CCF-74 will be filled out and submitted for each day of overtime or compensatory time. Overtime and compensatory time will not be divided on a single day. All time for one day must be all overtime or all compensatory time. Time on different days can be either compensatory or overtime as long as all hours for each individual day are of the same type of time.

b. All new employees will sign an Authorization for Compensatory Time CCF-73 which acknowledges agreement of the use of Compensatory Time. (See Sample #9)



3. Coordinators and supervisors shall ensure that when compensatory time is used, we do not deplete the work force of any one craft. Minimum staff levels will be identified for each shop. No compensatory time off shall be approved if it will take a shop below its minimum staffing level without approval of the Director of his designee. a. All time off (including compensatory time) shall be approved ahead of

time. Per the negotiated agreement, supervisors can deny the use of compensatory time if doing so would take us below minimum staffing levels for a shop.

4. Administration shall track both overtime and compensatory time to insure that no abuse is taking place, and that the ESEA agreement is being followed. a. No employee shall be allowed more than 20 hours of combined overtime

and compensatory time in a single work week, unless it is a justified emergency and it is approved by the Director of his designee.

b. All overtime requests will be submitted in writing with the request form with all areas filled in. Justification is important. We need to insure that weekly, monthly and annual use of overtime is necessary, defendable and distributed in an equitable manner.

c. Administrative staff will develop checks to insure that reported use of compensatory and overtime match actual use.

d. Employees shall be responsible for knowing how much compensatory time they have accrued and not going over the ESEA agreed to limit. The ESEA agreement states, “Not more than two hundred forty (240) hours of compensatory time may be earned in lieu of pay. No additional compensatory time shall be credited when an Employee has accrued the maximum of two hundred forty (240) hours.” The agreement also states, “Compensatory time shall be compensated at the then current range and step placement of the Employee when the compensatory time is used or paid off at termination or retirement, not to exceed one hundred fifty (150) hours of paid compensation.”

PARKING Employee vehicles will be issued a numbered parking space. If you do not have an issued parking space, you are permitted to park in any space that is not marked as loading, visitor, CCSD vehicles only, or reserved until your parking space is given to you. Please do not park in the fire lane zone or in a handicap space unless authorized to do so. All vehicles parked in fire lanes or handicapped spaces without a sticker/hanger are subject to fines and towing. All individuals who are conducting meetings or trainings need to inform participants not to park in reserved spaces. Please inform visitors to park on the public access roads. Parking enforcement is the sole responsibility of the Department and the CCSD Police Department. Only authorized staff will leave warning notices on vehicles. Under no circumstances should anyone park behind or block-in a vehicle. Employees are encouraged not to leave their vehicles parked at the facility overnight.



PAY DAYS Support staff employees are paid bi-weekly. Licensed and unified employees are paid on the 10th and 25th of each month. Pay stubs for all CCSD employees who have direct deposit are mailed to their residence. It is important that you keep your address information with the CCSD up-to-date. (See Staff Personal Information Section in this manual) The district offers employees the option of direct payroll deposit with many of the major banks and credit unions in Las Vegas and surrounding communities. A list of banking institutions is included on the direct deposit form available from the Payroll Department. This form is also used when an employee changes account numbers, changes financial institutions, and/or stops direct deposits. All employees are encouraged to take advantage of direct deposit. PHOTO IDENTIFICATION BADGE All staff will be issued a Clark County School District Maintenance Department identification badge and are required to wear it when working at school district facilities and schools. The assigned identification badge is not to be loaned or shared with other individuals. Photos are taken at the Edward A. Green Education Center, 2832 E. Flamingo Rd., Hall 500 on Wednesdays from 8:00 am to 12:00 pm and 1:00 to 4:00 pm for all current CCSD employees and on Fridays from 1:00 – 4:30 pm for those who come directly from orientation. To obtain a CCSD photo I.D. card, an employee must bring the blue data card with the information completed and initialed by a member of the Maintenance Department Human Resources. A copy of the ID should be turned into the Maintenance Department Office Supervisor. All ID’s must be updated when a change occurs with your job location or title. POLICIES AND REGULATIONS The Clark County School District’s policies and regulations are located on InterAct at District Link/Policies and Regulations or the CCSD website at www.ccsd.net/directory/pol-reg.com PROFESSIONAL DEVELOPMENT ONLINE REGISTRATION AND TRACKING SYSTEM (PATHLORE) This system is an online tool that is used by departments to schedule professional development and by employees to register for those opportunities. The registration and tracking system provides:

• Department offerings for professional development • A common calendar of all professional development • A system where employees can search for professional development and register

for those opportunities such as computer classes • Rosters for each professional development opportunity • Automated emails for registered participants • Individualized employee transcripts showing all professional development

calendared and completed • Reports based on the data in the system

Instructions for using the system can be found on InterAct at Professional Link/Prof Dev Registration/Tracking. Employees can also access the system through the website



http://pathlore.ccsd.net/stc/student. Logins and passwords match those used by the InterAct system and given to your supervisor within 24 hours of start date. Training for those employees designated to post professional development opportunities should contact Technology Training Services at 799-2940, ext. 5156. All training should be approved by an administrator within the Maintenance Department. RECORD KEEPING CCSD documents, correspondence, and records must be maintained in hard copy and/or electronic files in an organized manner. Records are to be legible, readily identifiable, and retrievable. CCSD records may not be deleted or removed from district property without approval of the supervisor and/or Director of the department. SCHEDULING MEETING AND TRAINING ROOMS Conference and training rooms are scheduled through the maintenance department’s Office Supervisor. The directors and shop staff have access to scheduling meeting and training rooms. All weekend requests for scheduling meeting and training rooms must be submitted to the Maintenance Office Supervisor or receptionist. Weekend sessions may also require a special request to have the air conditioning or heating available. It is the responsibility of the department/shop conducting trainings on the weekend to submit advanced notice via email to the Office Supervisor. If the event is cancelled, please notify the Office Supervisor via email so that the heat and air conditioning can also be cancelled. SECURITY The department maintains a highly visible profile in the facility, with internal and external security checks, observing visitor activities to the facility and checking against fire, theft, vandalism and illegal entry. If you feel there is a suspicious individual in the building or grounds, please the CCSD Police Department at 799-5411 or call 911. SMOKING POLICY In compliance with Clark County School District policy 4380 and NRS 202.249 which establishes the extent of the “smoke free” workplace. It is the policy of the district that smoking, carrying lit tobacco products or use of smokeless tobacco products is prohibited at any time on school district property and at any school activity sponsored by the district. For purposes of this policy, school district property includes any building used for instruction, administration, support services, maintenance, or storage; the grounds and surrounding buildings; and all district-owned vehicles. This policy applies to all students, teachers, staff, and visitors. Employees are encouraged to review carefully Policy 4380 as non-compliance may result in employee disciplinary action being taken. STAFF EMERGENCY INFORMATION All staff must complete the Staff Emergency Information Form at the time of hire. Any subsequent changes for emergency contacts need to be reported to the Maintenance Department Human Resources as they occur. This confidential information is kept in the Maintenance Department Human Resources office and will be used only in the event of an emergency.



STAFF PERSONAL INFORMATION Employees must make certain that all personal data (i.e. address, phone number, etc) is current at both the Maintenance Department Human Resources office and CCSD Human Resources. To change employee personal data information, licensed and unified employees are to complete a Personal Identification Form, CCF-153, and submit the form to Administrative Personnel located at the Edward A. Greer Education Center.

Support Staff employees are to complete a Change of Personal Information Form, CCF-120 and must also notify Support Staff Personnel and Employee Benefits located at the Edward A. Greer Education Center. All employees must notify the Maintenance Department Human Resources and the CCSD Benefits Office to report a change of address. TELEPHONES AND DIRECTORY During normal working house, the Maintenance Department will maintain telephone services from 6:00 a.m. to 4:00 p.m. Always convey a professional and courteous tone when answering the phone. This may be the only contact the public will have with the department; therefore, it is important to ensure a positive experience for the caller. Recommended telephone answering procedures:

• Answer promptly within three (3) rings. • Always identify yourself and the department. • Avoid unnecessary screening; if you must screen, ask “May I ask who’s calling

please?” • Be prepared to take messages accurately; keep a phone log of all calls. After

writing down the message, read it back to the caller. • When placing a caller on hold, make reports to the caller at least every 60

seconds. • Transfer calls properly and tell the party, “One moment and I’ll connect you to

______.” • End your conversation with a polite “goodbye” or “thank you for calling” and hang

up gently. The Maintenance Department telephone directory is updated quarterly and is available through your shop supervisor. The CCSD School/Administrative directories are located on the website at www.ccsd.net/Directory. TRAVEL Employees who must travel in order to perform the responsibilities of their positions and/or to obtain training directly beneficial to the district must be placed on travel status in accordance with Nevada Revised Statutes and district Regulation 3511. Prior approval must be obtained, and district procedures for travel costs must be followed.

• The Out-of-District Travel Request Form must be approved prior to attending the conference and for processing required paperwork. A CCF-145, Out-of-District Travel Request, and a CCF-101, Employee Absence Request/Authorization Form, must be completed and approved by your supervisor before travel arrangements are made. Out-of-District Travel is governed by Regulation 3511.


http://www.ccsd.net/Directory


• Per Diem – if meals are provided as part of an employee’s participation in a conference or other activity, costs for such meals shall not be claimed. Per Diem subsistence rates shall be in compliance with Nevada Statutes.

• Lodging – Receipts for expenses for lodging, transportation, and communications, or handling of business-related materials which occur during District-authorized travel are to be submitted to claim reimbursement of any expenses incurred in the performance of authorized school business. Travel expense reimbursements including per diem, lodging, etc. will be paid upon submission of a completed CCF-174. The following documents are to be included: CCF-145, airline itinerary, conference itinerary, transportation receipts, hotel receipts, and business transaction receipts. All of these must be turned into the Maintenance Department Office Supervisor.

• Car rentals must be pre-approved in accordance with district procedures. • Pre-payment with the Department credit card will be approved by the Maintenance

Department Director, when necessary.

TUBERCULOSIS TESTING Tuberculosis skin or chest x-ray test is required on all employees every five (5) years (every two (2) years for food service workers). A skin test must be administered by a Clark County School District nurse and may be read by a CCSD nurse or First Aid Safety Assistant. Employees, even those with current health cards, must submit written results of the skin test to the Human Resources Division. If you are unable to show proof that the skin test was read, a repeat skin test is required. Employees who require a chest x-ray will be referred by a CCSD nurse to the Clark County Health Department. Employees who have unauthorized tests will not be reimbursed for their expenses. Tuberculosis testing clinics are scheduled at designated locations throughout the CCSD, and these locations are published in the HOTLINE. If you have any questions please contact:

799-0051 - Licensed Personnel 799-5320 - Administrative or Support Staff Personnel 799-7443 - Health Services Department

VENDING MACHINES Vending machines are located on the first floor break room. If you have a problem obtaining an item or change, please see the instructions located on the equipment. VEHICLE ACCIDENT Notify your supervisor or someone at the Maintenance Department at the time of the accident. Risk Management should be notified immediately whenever a district vehicle is involved in an accident, regardless of the location of the extent of damage. Report accidents during normal business hours (7:30 am – 5:00 pm) by calling Risk Management at 799-2967 or the accident hotline 799-6148. Forms to be filled with 24 hours after accident:

CCF-102 – Drivers Report of Accident Form) to be filled out by employee involved in the accident. (See Sample #10)

CCF-99 – Supervisor’s Accident/Incident Invest. Report Form – to be filled out by the employee’s supervisor. (See Sample #11)

If an employee in the vehicle was injured a C-1 (Notice of Injury or Occupational Disease Report



Form) needs to be filled out by the employee with the injury. (See Sample Forms in Addendum) VISITORS All visitors must check in at the receptionist desk located in the lobby. Each visitor will be escorted through the facility and may be issued a visitors badge. All non-site district employees must display their Clark County School District identification badge and participants in training sessions are only required to sign in at the session they are attending



SAMPLE FORM # 8




2.0 DEFINITIONS: 2.1 CCSD: Clark County School District 2.2 CDL: Commercial Drivers License 2.3 DMV: Department of Motor Vehicle 2.4 DOT: Department of Transportation 2.5 ESEA: Educational Support Employees Association Union 2.6 FSC: Facilities Service Center 2.7 ISO: International Organization for Standardization. A worldwide federation of

national standards bodies (ISO member bodies). 2.8 MAXIMO: Web-based Enterprise Work Order System 2.9 MPS: Within the Clark County School District, ISO is referred to as the Management

Process System (MPS) 2.10 Pathlore: Professional Development Online Registration and Tracking System

3.0 SUPPORTING DOCUMENT REFERENCES:

3.1 N/A

4.0 RECORD RETENTION TABLE: Identification Storage Retention Disposition Protection

MTC-M001 CCSD Maintenance Department New Hire Employee Information and Procedures Manual

Electronic on Maintenance website and CCSD website Electronic in the main frame system

Indefinitely Delete after Update Discard as desired

Electronic Back-up

8.0 DOCUMENT REVISION HISTORY:

Date Rev. Description of Revision 01-01-07 A Initial Release of the document

22-04-08 B To Correct Formatting Errors

9.0 PROCESS OUTPUT:

9.1 The procedure is written to enhance newly hired employees in the Maintenance department. It will serve to unify all new hired employees of Clark County School District information and departmental procedures missed at a school district orientation.

THIS DOCUMENT APPROVED BY (Reference Document Control Form): Director III; Maintenance

Date post:	05-Feb-2021
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