Santa Anna
Independent School District
2007-2008
Employee Handbook
© 2007 Texas Association of School Boards. All rights reserved.
Table of Contents
Introduction
District Goals and Objectives
Board of trustees
Central Office
Employment
Equal employment opportunity
Job vacancy announcements
Employment after retirement
Contract and noncontract employment
Searches and alcohol and drug testing
First aid and CPR certification
Reassignments and transfers
Workload and work schedules
Notification of parents regarding qualifications
Outside employment and tutoring
Performance evaluation
Employee involvement
Staff development
Compensation
and benefits
Salaries, wages, and stipends
Paychecks
Automatic payroll deposit
Payroll deductions
Overtime compensation
Travel expense reimbursement
Health, dental, and life insurance
Supplemental insurance benefits
Cafeteria plan benefits (Section 125)
Workers’ compensation insurance
Unemployment compensation insurance
Teacher retirement
Other benefit programs
Leaves and
absences
Personal leave
Sick leave
Local leave
Temporary disability
Family and medical leave
Workers’ compensation benefits
Assault leave
Jury duty
Other court appearances
Military leave
Employee
relations and communications
Employee recognition and appreciation
District communications
Complaints
and grievances
Employee
conduct and welfare
Standards of conduct
Harassment
Harassment of students
Drug-abuse prevention
Reporting suspected child abuse
Fraud and financial impropriety
Conflict of interest
Associations and political activities
Safety
Tobacco use
Employee arrests and convictions
Possession of firearms and weapons
Visitors in the workplace
Copyrighted materials
Computer use and data management
Asbestos management plan
General
procedures
Bad weather closing
Emergencies
Purchasing procedures
Name and address changes
Personnel records
Building use
Termination
of employment
Resignations
Dismissal or nonrenewal of contract employees
Dismissal of noncontract employees
Exit interviews and procedures
Reports to the State Board for Educator Certification
Reports concerning court-ordered withholding
Student
issues
Equal educational opportunities
Student records
Parent and student complaints
Administering medication to students
Dietary supplements
Psychotropic drugs
Student discipline
Student attendance
Hazing
Use of School Car
Travel Rates
Purchase Orders & Requisitions
Index
Employee
handbook receipt
INTRODUCTION
The purpose of this handbook is to
provide information that will help with questions and pave the way for a
successful year. Not all district
policies and procedures are included; those that are have been summarized. Suggestions for additions and improvements to
this handbook are welcome and may be sent to the administration office.
This handbook is neither a contract
nor a substitute for the official district policy manual. It is not intended to alter the at-will status
of noncontract employees in any way.
Rather, it is a guide to and brief explanation of district policies and
procedures related to employment.
District policies and procedures can change at any time; these changes shall supersede any
handbook provisions that are not compatible with the change. For more information, employees may refer to
the policy codes that are associated with the handbook topics, confer with
their supervisor, or call the appropriate district office. Policy manuals are located in the
administration office. They are
available for employee review during normal working hours. District policies
can be accessed on line at http://santaanna.netxv.net/.
Policy AE
The
mission of the Santa Anna Independent School District is to develop and
encourage life-long learners and to share in the responsibility of educating
the total child.
Our
schools are child centered. The needs
and abilities of the individual are the principal concern.
The
District strives to prepare the students physically, mentally, socially and
morally toward the full realization of their highest capacities so that they
may take their place in an ever changing society.
DISTRICT
GOALS AND OBJECTIVES
Policy
AF, EA
2007-2008
District Goals for Education
Goal
1—Santa Anna ISD will promote academic excellence through inclusion of the
state curriculum and the increased development of student accountability.
Goal
2—To promote a safe and disciplined school and community that encourages
respect for authority and the rights of others.
Goal
3—Foster an educational partnership between parents/school/and community
through ongoing communication and active involvement.
Goal
4—Improve student performance, achievement, and awareness by integrating
technology into the curriculum utilizing a “hands-on” approach.
Goal
5—To provide quality staff development for the appropriate curriculum
enhancement and professional growth of all employees.
BOARD
OF TRUSTEES
Roddy Dean, President
Paul Martin, Vice President
Janice Fellers, Secretary
Mike Pritchard
Denise Montgomery
Grady McIver
Roger Guerrero Jr.
The board of
trustees is elected by the citizens of the district to represent the
community’s commitment to a strong educational program for the district’s
children. Trustees are elected at large and serve three year terms. Trustees
serve without compensation, must be registered voters, and must reside in the
district.
The Board meets regularly on the
third Monday of the month at
CENTRAL
OFFICE
Administrative
Building
Phone
(325) 348-3136 or Fax (325) 348-3141
Roger
Walker, Superintendent
Vickie
Coats, Business Manager
Katrina
Guerrero, Administrative Secretary/PEIMS Coordinator
Employment
Equal
employment opportunity
Policy DAA
The Santa Anna
ISD does not discriminate against any employee or applicant for employment
because of race, color, religion, sex, national origin, age, disability,
military status, or on any other basis prohibited by law. Employment decisions
will be made on the basis of each applicant’s job qualifications, experience,
and abilities.
Employees with
questions or concerns about discrimination on the basis of race, color,
religion, sex, national origin, age, or military status should contact
Superintendent. Employees with questions or concerns about discrimination on
the basis of a disability should contact the Superintendent’s office.
Job vacancy
announcements
Announcements
of job vacancies by position and location are distributed on a regular basis
and posted at the administration building and on the district’s Web site.
Employment
after retirement
Individuals
receiving retirement benefits from the Teacher Retirement System (TRS) may be
employed in certain positions or on a part-time basis without affecting their
benefits, according to TRS rules and state law. Service retirees who retire before May 31 may return
to work in a
• As a principal or assistant principal or teacher in an acute shortage area and requirement to be appropriately certified on a full-time basis, if certified as a principal and following a 12-month break in service. Retirees that retired under early age or disability provisions are excluded.
• As a full-time bus driver (early age and disability retirees excluded).
• As a substitute at no more than the established daily substitute pay rate (Individuals receiving disability retirement benefits may not work for more than 90 days in a school year.)
• On a half-time or less basis during any month, provided they are not also employed as a substitute in that month. Half-time employment cannot exceed the lesser of 50 percent of the position’s full-time load or 92 hours in a month.
• On
a full-time basis during a six-month period during a school year, provided that
this is their only employment in a
Under this last
provision, retirees must submit annual written notice to TRS by the last day of
the first month of full employment to avoid a disruption of benefits. Working
any part of a month counts as a full month.
Other
restrictions apply when a person has retired because of a disability.
Individuals retiring because of a disability should contact TRS for details
about employment restrictions.
Shortage areas. Certain retirees may return to work on a full-time
basis as a principal or assistant principal or teacher in an acute shortage
area without a reduction in their TRS annuity benefits. Acute teaching shortage areas are determined
by the board based on Commissioner of Education guidelines. When filling acute
shortage area positions, the district must give hiring preference to certified
applicants who are not retirees. To be eligible for full TRS benefits a retiree
must meet the following criteria:
Have not been
subject to a reduction in benefits for retirement at an early age or retired
under disability provisions
Have a 12-month
continuous break in public school service since retirement
Be
appropriately certified for the position in the applicable school year
Employees can
contact TRS for additional information calling 800-223-8778 or 512-542-6400.
TRS information is also available on the Web (www.trs.state.tx.us).
Contract and
noncontract employment
Policies
DC, DCA, DCB, DCC, DCD, DCE
State law
requires the district to employ all full-time professional employees in
positions requiring a certificate from State Board for Educator Certification
(SBEC) and nurses under probationary, term, or continuing contracts. Employees
in all other positions are employed at-will or by a contract that is not
subject to the procedures for nonrenewal or termination under Chapter 21 of the
Texas Education Code. The paragraphs that follow provide a general description
of the employment arrangements used by the district.
Probationary contracts. Nurses and full-time professional
employees new to the district and employed in positions requiring SBEC
certification must receive probationary contracts during their first year of
employment if they have not been previously employed by the district. Former
employees who are hired after at least a two-year lapse in district employment
also may be employed by probationary contract. Probationary contracts are
one-year contracts. The probationary
period for those who have been employed in public schools for at least five of
the eight years preceding employment with the district may not exceed one
school year. For those with less experience, the probationary period will be
three school years, with an optional fourth school year if the board determines
it is doubtful whether a term or continuing contract should be given.
Term contracts. Full-time professionals employed in positions
requiring certification will be employed by term contracts after they have
successfully completed the probationary period. The terms and conditions of
employment are detailed in the contract and employment policies. All employees
will receive a copy of their contract and employment policies.
Noncertified professional and administrative
employees.
Employees in professional and administrative positions that do not require SBEC
certification (such as noninstructional administrators) are employed by a
one-year contract that is not subject to the procedures for nonrenewal or
termination under the Texas Education Code.
Paraprofessional and auxiliary employees. All paraprofessional and auxiliary
employees, regardless of certification, are employed at will and not by
contract. Employment is not for any specified term and may be terminated at any
time by either the employee or the district.
Searches and
alcohol and drug testing
Policy DHE
Noninvestigatory
searches in the workplace, including accessing an employee’s desk, file
cabinets, or work area to obtain information needed for usual business purposes
may occur when an employee is unavailable. Therefore, employees are hereby
notified that they have no legitimate expectation of privacy in those places.
In addition, the district reserves the right to conduct searches when there is
reasonable cause to believe a search will uncover evidence of work-related
misconduct. Such an investigatory search may include drug and alcohol testing
if the suspected violation relates to drug or alcohol use. The district may
search the employee, the employee’s personal items, work areas, including
district-owned computers, lockers, and private vehicles parked on district premises
or work sites or used in district business.
Employees required to have a commercial driver’s license. Any employee who is required to have a commercial driver’s license
(CDL) is subject to drug and alcohol testing. This includes all drivers who operate
a motor vehicle designed to transport 16 or more people, counting the driver;
drivers of large vehicles; or drivers of vehicles used in the transportation of
hazardous materials. Teachers, coaches, or other employees who primarily
perform duties other than driving are subject to testing requirements when
their duties include driving.
Drug testing will be
conducted before an individual assumes driving responsibilities. Alcohol and
drug tests will be conducted when reasonable suspicion exists, at random, when
an employee returns to duty after engaging in prohibited conduct, and as a
follow‑up measure. Testing may be conducted following accidents. Return‑to‑duty
and follow‑up testing will be conducted when an employee who has violated
the prohibited alcohol conduct standards or tested positive for alcohol or
drugs returns to duty.
All employees required
to have a CDL who are subject to alcohol and drug testing will receive a copy
of the district’s policy, the testing requirements, and detailed information on
alcohol and drug abuse and the availability of assistance programs. Employees
with questions or concerns relating to alcohol and drug policies and related
educational material should contact the Superintendent’s office.
First aid
and CPR certification
Policy DBA
Nurses, physical
education teachers, marching band directors, coaches, athletic trainers, or
chief sponsors of an extracurricular athletic activity (including
cheerleading) that is sponsored or sanctioned by the district or University
Interscholastic League (UIL) must maintain and submit to the district proof of
current certification in first aid, cardiopulmonary resuscitation (CPR), and
the use of an automated external defibrillator (AED). Certification must be
issued by the American Red Cross, the American Heart Association, or another
organization that provides equivalent training and certification.
Reassignments
and transfers
Policy DK
All personnel
are subject to assignment and reassignment by the superintendent or designee when the superintendent
or designee determines that the assignment or reassignment is in the best
interest of the district. Reassignment is a transfer to another position,
department, or facility that does not necessitate a change in the employment
contract. Campus reassignments must be approved by the principal at the
receiving campus, except when reassignments are due to enrollment shifts or program
changes. Extracurricular or supplemental duty assignments may be reassigned at
any time unless an extracurricular or supplemental duty assignment is part of a
dual-assignment contract. Employees who object to a reassignment may follow
the district process for employee complaints as outlined in this handbook and
district policy DGBA (Local).
Employees with
the required qualifications for a position may request a transfer to another
campus or department. A written request for transfer must be completed and
signed by the employee and the employee’s supervisor.
Workload and
work schedules
Policy DL
Professional employees. Professional and administrative
employees are exempt from overtime pay and are employed on a 10-, 11-, or
12-month basis, according to the work schedules set by the district. A school
calendar is adopted each year designating the work schedule for teachers and
all school holidays. Notice of work schedules including required days of
service and scheduled holidays will be distributed each school year.
Classroom
teachers will have planning periods for instructional preparation and
conferences. The schedule of planning periods is set at the campus level but
must provide at least 450 minutes within each two-week period in blocks not
less than 45 minutes. Teachers and librarians are entitled to a duty-free
lunch period of at least 30 minutes. The district may require teachers to supervise
students during lunch one day a week when no other personnel are available.
Paraprofessional and auxiliary employees. Support employees are employed at
will and will be notified of the required duty days, holidays, and hours of
work for their position on an annual basis. Paraprofessional and auxiliary
employees are not exempt from overtime and are not authorized to work in
excess of their assigned schedule without prior approval from their supervisor.
Notification
of parents regarding qualifications
Policy DK,
EHBD
In schools
receiving Title I funds, the district is required by the No Child Left Behind
Act (NCLB) to notify parents at the beginning of each school year that they may
request information regarding the professional qualifications of their child’s
teacher. NCLB also requires that parents be notified if their child has been
assigned, or taught for four or more consecutive weeks by, a teacher who is not
highly qualified.
Employees who
have questions about their certification status can call the campus principal
or the central administration office.
Outside
employment and tutoring
Employees should
not accept outside employment or engage in other activities for profit that
would interfere with their employment. Teachers
are not allowed to privately tutor their students for pay, except during the
summer months.
Performance
evaluation
Policy DN,
DNA, DNB
Evaluation of
an employee’s job performance is a continuous process that focuses on improvement.
Performance evaluation is
based on an employee’s assigned job duties and other job-related criteria. All
employees will participate in the evaluation process with their assigned
supervisor at least annually. Written evaluations will be completed on forms
approved by the district. Reports, correspondence, and memoranda also can be
used to document performance information. All employees will receive a copy of
their written evaluation, have a performance conference with their supervisor,
and get the opportunity to respond to the evaluation.
Employee
involvement
Policy
BQA, BQB
At both the
campus and district levels, Santa Anna ISD offers opportunities for input in
matters that affect employees and influences the instructional effectiveness of
the district. As part of the district’s
planning and decision-making process, employees are elected to serve on
district- or campus-level advisory committees. Plans and detailed information
about the shared decision-making process are available in each campus office or
the administration office.
Staff
development
Policy DMA
Staff
development activities are organized to meet the needs of employees and the
district. Staff development for instructional personnel is predominantly
campus-based, related to achieving campus performance objectives, addressed in
the campus improvement plan, and approved by a campus-level advisory committee.
Staff development for noninstructional personnel is designed to meet specific
licensing requirements (e.g., bus drivers) and continued employee skill development.
Individuals
holding renewable SBEC certificates are responsible for obtaining the required
training hours and maintaining appropriate documentation.
Compensation
and benefits
Salaries,
wages, and stipends
Policy DEA,
DEAA
Employees are
paid in accordance with administrative guidelines and a pay structure
established for each position. The district’s pay plans are reviewed by the
administration each year and adjusted as needed. All district positions are
classified as exempt or nonexempt according to federal law. Professional and
administrative employees are generally classified as exempt and are paid
monthly salaries. They are not entitled to overtime compensation. Other
employees are generally classified as nonexempt and are paid based on hourly
wages or salary and recieve compensatory time or overtime pay for each hour
worked beyond 40 in a workweek.
All employees
will receive written notice of their pay and work schedules before the start of
each school year. Classroom teachers, full-time librarians, full-time nurses,
and full-time counselors will be paid no less than the minimum state salary
schedule. Contract employees who perform extracurricular or supplemental
duties may be paid a stipend in addition to their salary according to the
district’s extra-duty pay schedule.
Employees should contact the
Superintendent’s office for more information about the district’s pay schedules
or their own pay.
Paychecks
All
professional and salaried employees are paid monthly. During the school year,
paychecks are delivered to each campus. Paychecks will not be released to any
person other than the district employee named on the check without the
employee’s written authorization. During summer breaks, paychecks will be
mailed to the employee unless other arrangements are made.
An employee’s
payroll statement contains detailed information including deductions,
withholding information, and the amount of leave accumulated.
Automatic payroll deposit
Employees can
have their paychecks electronically deposited account. Activation is offered at the beginning of
each school year. With automatice
deposit, an employee’s pay is immediately available on the pay date. Contact the Administration office for more
information about the automatic payroll deposit service.
Payroll
deductions
Policy
CFEA
Automatic
payroll deductions for the Teacher Retirement System of Texas (TRS) and federal
income tax are required for all full-time employees. Medicare tax deductions
also are required for all employees hired after
Other payroll
deductions employees may elect include deductions for the employee’s share of
premiums for health, dental, life, and vision insurance; annuities; higher
education savings plans; and savings deposits and loan payments. Employees also
may request payroll deduction for payment of membership dues to professional
organizations. Salary deductions are automatically made for unauthorized or
unpaid leave.
Overtime
compensation
Policy DEA
The district
compensates overtime for nonexempt employees in accordance with federal wage
and hour laws. Only nonexempt employees
(hourly employees and paraprofessional employees) are entitled to overtime
compensation. Nonexempt employees are not authorized to work beyond their
normal work schedule without advance approval from their supervisor.
Overtime is
legally defined as all hours worked in excess of 40 hours in a workweek and is
not measured by the day or by the employee’s regular work schedule. Nonexempt
employees that are paid on a salary basis are paid for a 40-hour workweek and
do not earn additional pay unless they work more than 40 hours. For the purpose of calculating overtime, a
workweek begins at
• Employees may be compensated for overtime at time-and-a-half rate with compensatory time off (comp time) or direct pay. The following applies to all nonexempt employees:
• Employees can accumulate up to 60 hours of compensatory time.
• Comp time must be used in the duty year that it is earned.
• Use of comp time may be at the employee’s request with supervisor approval as workload permits.
• An employee may be required to use comp time before using any other available paid leave (e.g., sick, personal, vacation).
• Weekly
time sheets will be maintained on all nonexempt employees for the purpose of
wage and salary administration.
Travel
expense reimbursement
Policy
Before any
travel expenses are incurred by an employee, the employee’s supervisor and
Superintendent must give approval. For
approved travel, employees will be reimbursed for mileage and other travel
expenditures according to the current rate schedule established by the
district. Employees must submit receipts to be reimbursed for
expenses other than mileage. For school
car instructions, see page 33. See page
34 for Santa Anna ISD rates.
Health,
dental, and life insurance
Policy CRD
Group health
insurance coverage is provided through TRS-ActiveCare, the statewide public
school health insurance program. The district’s contribution to employee
insurance premiums is determined annually by the board of trustees. Employees
eligible for health insurance coverage include the following:
• Employees who are active, contributing TRS members
• Employees who are not contributing TRS members and who are regularly scheduled to work at least 10 hours per week
TRS
retirees and employees who are not contributing TRS members that are regularly
scheduled to work less than 10 hours per week are not eligible to participate
in TRS-ActiveCare.
The insurance plan
year is from September 1 through August 31.
Current employees can make changes in their insurance coverage during
open enrollment each spring. Detailed descriptions of insurance coverage,
employee cost, and eligibility requirements are provided to all employees in a
separate booklet. Employees should contact Superintendent’s office for more
information.
Supplemental
insurance benefits
Policy CRG
At their own expense, employees may enroll in supplemental