Employee Handbook

 

EMPLOYEE HANDBOOK

 

 

REVISED JULY 2017

 

 

P.O. Drawer 140, 100 Central Circle

Low Moor, VA  24457

540-863-1800          540-863-1804 fax

 

 

 

July 14, 2017

 

 

Dear Employee,

 

As we begin another exciting year and as we move forward with our 2020 Vision, our 1 to 1 Initiative, and our introduction into project based learning and the New Tech Network Program, I am thrilled to welcome new employees to the division and to welcome back our returning staff.  For our returning staff, I appreciate your commitment and dedication to our students and for new staff for joining our “Alleghany family.”  I value each and every one you and your contributions to Alleghany County Public Schools!

 

The handbook is provided to all Alleghany County Public School employees as information, guidelines, and references related to School Board policies, regulations and procedures. The handbook is designed to assist employees and to make your employment a successful work experience.  Please take your time to review all of the material provided in the handbook.  The handbook provides information about frequently asked questions and is not meant to provide detailed descriptions of polices and regulations which can be found on the Alleghany County Public Schools’ website.

 

The employees of the Alleghany County Public Schools system play a vital role in the quality of our children’s education as well as contributing to the overall success of our students. I am fortunate to be working with and serving a dedicated and committed staff.  I hope you find your employment with Alleghany County Public Schools an enjoyable and rewarding experience.  If I can be of assistance, feel free to contact me.

 

Sincerely,


Gene Kotulka

Superintendent

 

 

 

 

 

 

Table of Contents

 

Acceptable Computer System Use……………………………………………………………………………………………..6

Online Environments and Social Networks………………………………………………………………………………6

Unacceptable Conduct…………………………………………………………………………………………………………….6

Appearance and Dress……………………………………………………………………………………………………………….7

Application for Positions……………………………………………………………….…………………………………………..7

Categories of Employment……………………………………………………………….………………………………………..7

Civic Cuties………………………………………………………………………………………….……………………………………..7

Concussion Protocol……………………………………………………………………………….………………………………….7

Confidentiality of Health and Health Treatment Records………………………..……………………….……….8

Continuing Contract / Probationary Status for Certified Employees............................................8

Continuing Contract………………………………………………………………………………………………..………………8

Probationary Status………………………………………………………………………………………………….…………….8

Principals, Assistant Principals, and Supervisors……………………………………………………………………..8

Dual Employment Policy…………………………………………………………………………………..……………………….9

Email………………………………………………………………………………………………………………………………………….9

     Appropriate Use……………………………………………………………………………………………………………..………9

     Personal Use………………………………………………………………………………………………………………………..…9

     Privacy………………………………………………………………………………………………………………………………......9

     Email Confidentiality……………………………………………………………………………………………………….……10

Employee Records……………………………………………………………………………………………………..…………….10

Equal Employment Opportunity / Nondiscrimination Statement……………………………………………10

Evaluation of Certified and Classified Staff……………………………………………………………………………...14

Fair Labor Standards Act…………………………………………………………………………………………………………..15

Frequently Used Forms…………………………………………………………………………………………………………….15

Grievance Procedures (Certified and Classified) …………………………………………………..……….………..15

Harassment ……………………………………………………………………………………………………………………………..15

Insurance ………………………………………………………………………………………………………………….……………..15

     Disability Insurance ……………………………………………………………………………………………….…………….15

     Health, Vision, and Dental Insurance ……………………………………………………………………..…………….15

     Health Savings …………………………………………………………………………………………………………..…………16

     Life Insurance – Group Term Life Insurance …………………………………………………………………………16

Job Descriptions ……………………………………………………………………………………………………………………...16

Leave Requests ………………………………………………………………………………………………………………………..16

     General Guidelines ………………………………………………………………………………………………………………16

     Personal Leave …………………………………………………………………………………………………………….………17

     Professional Leave ……………………………………………………………………………………………………….………17

     Sick Leave …………………………………………………………………………………………………………………………….17

     Annual Leave ……………………………………………………………………………………………………………….………18

     Family Medical Leave Act (FMLA) …………………………………………………………………………………………18

     Leave of Absence ………………………………………………………..………………………………………………….……29

     Leave Without Pay ………………………………………………………………………………………………………….……30

     Military Leave and Military Benefits ………………………………………………………………………………….…30

    

Licensure Information for Certified Employees ……………………………………………………………………….30

     Provisional License Holders ……………………………………………………………………………………………….…30

     Renewable License Holders ……………………………………………………………………………………………….…31

     Simple K-12 ……………………………………………………………………………………………………………………….…31

Professional Staff Assignments and Transfers ……………………………………………………….…..……………31

Resignation of Certified and Classified Staff ……………………………………………………….………..…………32

Salaries and Benefits …………………………………………………………………………………………………………….…32

     Cafeteria Benefit Plan ……………………………………………………………………………………………………….…32

     Federal and State Withholding …………………………………………………………………………………………….32

     Pay Periods, Pay Dates, and Direct Deposits ………………………………………………………………………..32

     Retirement – VRS ……………………………………………………………………………………………………………..….33

     Salary Schedules and Pay Increases …………………………………………………………………………………..…33

     Social Security ……………………………………………………………………………………………………………………..33

     Stipends and Extra Duty Opportunities ……………………………………………………………………………..…33

     Supplemental Salary Award …………………………………………………………………………………………………33

     Tax-Sheltered Annuity Plans ……………………………………………………………………………………….…….…34

     Unemployment Insurance ……………………………………………………………………………………………………34

     Worker’s Compensation ………………………………………………………………………………………………………34

School Closings ………………………………………………………………………………………………………………………..34

Sick Bank ………………………………………………………………………………………………………………………………...35

     Application …………………………………………………………………………………………………………………………..35

Smoking, Alcohol, and Controlled Substance Use ……………………………………………………..…….….….36

Suspension of Staff Members ………………………………………………………………………………………………....36

Teaching Experience …………………………………………………………………………………………………………….….36

Third-Party Complaints Against Employees ………………………………………….………………………..……….36

Timesheets ………………………………………………………………………………………………………………………………37

     Overtime and Compensatory Time ………………………………………………………………………………………37

Training …………………………………………………………………………………………………………………………………...38

Tuition Assistance ……………………………………………………………………………………………………………………38

Video Surveillance …………………………………………………………………………………………………………………..39

Weapon…………………………………………………………………………………………………………………………………...39

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ALLEGHANY COUNTY PUBLIC SCHOOLS

EMPLOYEE HANDBOOK

 

This handbook is designed to serve as a reference for the employees of Alleghany County Public Schools.  It provides answers to frequently asked questions and general information about the policies and practices of Alleghany County Public Schools. It is not meant to replace the Policy Manual of Alleghany County Public Schools. This handbook does not contain full explanations of all policies and procedures.  It is intended to be a summary of the most common policies impacting employees. Questions or comments regarding this Handbook should be directed to your supervisor, the Department of Human Resources or to the Department of Finance. This handbook is subject to revisions.

 

ACCEPTABLE COMPUTER SYSTEM USE (reference SBP – GAB/IIBEA)

            All use of the Alleghany County School Division’s computer system shall be consistent with the School Board’s goal of promoting educational excellence by facilitating resource sharing, innovation and communication.  The term computer system includes, but is not limited to, hardware, software, data, communication lines and devices, terminals, printers, CD-ROM devices, tape or flash drives, servers, mainframe and personal computers, tablets, cellular phones, smart telephones, the internet and other internal or external networks. Access to the Division’s computer system shall be for the purposes of education or research and be consistent with the educational objectives of the Division or for legitimate school business.  The use of the Division’s computer system is a privilege, not a right. All personnel must sign an Acceptable Use Policy Agreement annually.

 

Online Environments and Social Networks

Each staff member is expected to comply with all school laws, school board polices, and regulations when participating in and operating in any online environment.  Behave in a professional manner when participating in an online environment.

 

Unacceptable Conduct

The following conduct is prohibited and may be subject to disciplinary action: this list is not exhaustive; therefore, other conduct in online environments may also be subject to discipline in accordance with state law.  This unacceptable conduct applies to all online interactions in which an employee participates:

  • Allowing online activity to interfere with workplace responsibilities.
  • Breaching of student and/or staff confidentiality in any online environment.
  • Creating situations that jeopardize employee effectiveness or undermine professional standing.
  • Interacting with students in a secretive or unprofessional manner.
  • Displaying immoral or morally questionable content.
  • Using official school system logos or symbols on non-school system websites.
  • Referring to students, colleagues, or the school environment in an unprofessional manner.
  • Employees should not use personal cell phones during the workday except during breaks and in emergency situations.

 

APPEARANCE & DRESS (reference SBP – GCB-R)

            The attire of professional employees should reflect their positions.  It should be exemplary from the student with whom the employee works.  Also, the attire should be neat and clean.  Shorts are not considered professional dress unless worn by the physical education teacher or a teacher accompanying his/her students on a field trip.  Employees need to be knowledgeable (of the student dress code) and not set a double standard.  Flip flops are not permissible.             

 

APPLICATION FOR POSITIONS

            Application for employment in the Alleghany County Public Schools shall be made online at the school division website.  A personal interview is required of all applicants as a prerequisite to employment.

 

CATEGORIES OF EMPLOYMENT

The following categories of employment shall be recognized by the Alleghany County Public School Board. Full-time employees are contracted a minimum of 30 hours per week. Part-time employees are employed for fewer than 30 hours and are not entitled to any division benefits. Certified employees must possess a license or certification of educational completion to qualify for employment. Classified employees are employed on an hourly basis.

 

CIVIC DUTIES (reference SBP – GCBI)

            All full-time contracted employees fulfilling the civic duties of serving on federal and state jury panels may be absent from work without loss of pay. Employees subpoenaed to court may be absent without loss of pay. Employees may keep any payments made by the courts. The employee should submit a copy of the Court Clerk’s notification letter with a leave request form to their immediate supervisor.

 

CONCUSSION PROTOCOL (SBP – JJAC)

There is a concussion protocol in place for Student-Athletes who are diagnosed with a concussion.  The School Board Policy includes a Return to Learn Protocol.  Employees must follow this policy.  Employees will be notified either by a school counselor or administrator of a student diagnosed with a concussion or head injury.

  • School personnel shall be alert to cognitive and academic issues that may be experienced by a student-athlete who has suffered a concussion or other head injury, including (i) difficulty with concentration, organization, and long-term and short-term memory, (ii) sensitivity to bright lights and sounds, and (iii) short-term problems with speech and language, reasoning, planning, and problem solving.
  • School personnel shall accommodate the gradual return to full participation in academic activities by a student-athlete who has suffered a concussion or other head injury as appropriate, based on the recommendation of the student-athlete’s licensed health care provider as to the appropriate amount of time that such student-athlete needs to be away from the classroom.

 

CONFIDENTIALITY OF HEALTH & HEALTH TREATMENT RECORDS

            The Alleghany County Public Schools shall comply with the confidentially requirements of Section 32.1-36.1 of the Code of Virginia, 1950, as amended for the confidentiality of records related to any test for Human Immunodeficiency Virus (HIV).  In addition, the school division shall maintain confidentiality of drug and alcohol treatment records as required by federal and state law as well as personnel file information.  All employees of Alleghany County Public Schools are expected to respect the confidentiality of division clients in all their communications.

 

CONTINUING CONTRACT/PROBATIONARY STATUS FOR CERTIFIED EMPLOYEES (reference SBP – GCG)

Written notice of non-continuation of the contract by either party must be given by June 15 of each year; otherwise the contract continues in effect for the ensuing year.

 The School Board may reduce the number of teachers, whether or not such teachers have reached continuing contract status, because of decrease in enrollment or abolition of particular subjects.

 

Continuing Contract

Once a continuing contract status has been attained in a school division in this state, another probationary period need not be served unless such probationary period, not to exceed two years, is made a part of the contract of employment. If a teacher separates from service and returns to teaching service in Virginia public schools by the beginning of the third year, the person shall be required to begin a new probationary period, not to exceed two years, if made part of the contract.

 

Probationary Status

A probationary term of service of five years in Alleghany County School Division is required before a teacher is issued a continuing contract.

 

Principals, Assistant Principals, and Supervisors

A person employed as a principal, assistant principal or supervisor, including a person who has previously achieved continuing contract status as a teacher, shall serve three years in such position in the same school division before acquiring continuing contract status as a principal, assistant principal or supervisor.

 

 

 

 

 

 

 

 

 

DUAL EMPLOYMENT POLICY (SBP – GCQA)

            Employees are encouraged not to engage in outside employment.  Employment in a private business or outside activity could detract from the employee’s effectiveness in his/her contractually assigned duties.

 

EMAIL

            The School Board provides computer-based electronic information services for the sole purpose of carrying out the mission of the school division.  The purpose of this section is to define the appropriate use of the Alleghany County Public Schools electronic mail system, however, this section does not enumerate all possible acceptable and unacceptable uses.  This applies to all persons who have been provided an ACPS e-mail account, including but not limited to ACPS employees.  By using the ACPS e-mail system, users agree to do so only in compliance with the Acceptable Use Policy and all applicable state and federal laws, including laws related to copyright and obscenity.

 

Appropriate Use

            Access to the ACPS e-mail system shall be: (1) for educational purposes that are consistent with School Board objectives and (2) for legitimate school business.  Responsible use of electronic communication requires discretion and professionalism. Users are solely and individually responsible for all communication transmitted via their ACPS e-mail accounts and shall not:

  1. Forge, intercept or interfere with electronic mail messages;
  2. Use obscene, lewd profane, threatening or disrespectful language;
  3. Distribute personal information about others without their consent; and/or
  4. Distribute chain mail, solicitations, political statements, or religious messages.

When communicating via ACPS e-mail, users are expected to abide by generally accepted rules of etiquette.

 

Personal Use

            The ACPS electronic communication systems are to be used for school system business purposes.  Incidental personal use is permissible, so long as it does not:

  1. Interfere with instruction;
  2. Interfere with staff productivity;
  3. Burden the school division with identifiable costs;
  4. Preempt any school division activity or interfere with the efficient operation of the County’s computing facilities or electronic mail services.

 

 

Privacy

            As a matter of general practice, the ACPS administration will not regularly monitor e-mail messages; however, ACPS e-mail system users shall not have any expectation of privacy in anything that they create, store, send or receive on the ACPS e-mail system.  The ACPS administration reserves the right without prior notice to access any e-mail message or email account.

 

 

 

 

E-mail Confidentiality

            In general, e-mail messages from the ACPS e-mail system are public documents under applicable law and, therefore, are not confidential.  Under the Virginia Freedom of Information Act, e-mail messages must be produced if a citizen requests them with reasonable specificity. The general public shall have access to ACPS e-mail messages as provided in Virginia Code § 2.2-3704.

 

EMPLOYEE RECORDS

            Present and past employees shall have access to their personnel files and records, which are maintained by the Alleghany County School Division.  No separate employee files shall be maintained which are not available for that employee’s inspection. The release of information from the employee’s file requires the expressed written consent from the employee; except in the case of judicial order, lawful issued subpoena, or Virginia Freedom of Information Act [Virginia Code § 2.2-2700 et. seq., or other law].

 

EQUAL EMPLOYMENT OPPORTUNITY / NONDISCRIMINATION STATEMENT (SBP – GBA)

I.      Policy Statement

             The Alleghany County School Board is an equal opportunity employer, committed to nondiscrimination in recruitment, selection, hiring, pay, promotion, retention or other personnel actions affecting employees or candidates for employment. Therefore, discrimination in employment against any person on the basis of race, color, religion, national origin, ancestry, political affiliation, sex, gender, age, marital status, genetic information or disability is prohibited.  Personnel decisions shall be based on merit and the ability to perform the essential functions of the job, with or without reasonable accommodation.

             The Alleghany County School Board shall provide facilities, programs and activities that are accessible, usable and available to qualified disabled persons.  Further, the Alleghany County School Board shall not discriminate against qualified disabled persons in the provision of health, welfare and other social services.

             The statement, “Alleghany County School Board is an equal opportunity employer,” shall be placed on all employment application forms.

 

II.    Notice of Policy/Prevention

This policy shall be: (1) posted in prominent areas of each school division building, (2) included in employee handbooks and (3) provided to any employee or candidate for employment upon request.  Training to prevent prohibited discrimination should be included in employee in-service training.

 

III.   Complaint Procedure

  1. File Report

Any person who believes he has not received equal employment opportunities should report the alleged discrimination to one of the Compliance Officers designated in this policy. The alleged discrimination should be reported as soon as possible, and the report generally should be made within fifteen (15) business days of the occurrence.  Any employee who has knowledge of conduct which may constitute prohibited discrimination shall immediately report such conduct to one of the Compliance Officers designated in this policy.

The reporting party should use the form, Report of Discrimination, GB-F, to make complaints of discrimination.  However, oral reports and other written reports will also be accepted.  The complaint must be filed with one of the Compliance Officers designated in this policy.  Any complaint that involves the Compliance Officer shall be reported to the superintendent.

The complaint and the identity of the complainant and the person or persons allegedly responsible for the discrimination will be disclosed only to the extent necessary to fully investigate the complaint and only when such disclosure is required or permitted by law.  A complainant who wishes to remain anonymous will be advised that anonymity may limit the school division’s ability to fully respond to the complaint.

  1. Investigation

Upon receipt of a report of alleged discrimination, the Compliance Officer shall immediately authorize or undertake an investigation.  The investigation may be conducted by school personnel or a third party designated by the school division.  The investigation shall be completed as soon as practicable, which generally should be not later than 14 business days after receipt of the report by the Compliance Officer.  Upon receiving the complaint, the Compliance Officer will acknowledge receipt of the complaint by giving written notice that the complaint has been received to both the complainant and the superintendent.  If the Compliance Officer determines that more than 14 business days will be required to investigate the complaint, the complainant and the Superintendent will be notified of the reason for the extended investigation and the date by which the investigation will be concluded.

The investigation may consist of personal interviews with the complainant, the person(s) alleged to have violated the policy and any others who may have knowledge of the alleged discrimination or the circumstances giving rise to the complaint. The investigation will consider witnesses and evidence from both the complainant and the person(s) responsible for the alleged discrimination. The investigation may also include the inspection of any documents or information deemed relevant by the investigator.  The school division shall take necessary steps to protect the complainant and others pending the investigation.

Whether a particular action or incident constitutes a violation of this policy requires a case by case determination based on all of the facts and circumstances revealed by a complete and thorough investigation.

The Compliance Officer shall issue a written report to the superintendent upon completion of the investigation.  If the complaint alleges the superintendent has violated this policy, then the report shall be sent to the School Board.  The report shall include a determination of whether the allegations are substantiated, whether this policy was violated and recommendations for corrective action, if any.

All employees shall cooperate with any investigation of alleged discrimination conducted under this policy or by an appropriate state or federal agency.

  1. Action by Superintendent

Within 5 business days of receiving the Compliance Officer’s report, the superintendent or designee shall issue a written decision regarding (1) whether this policy was violated and (2) what action, if any, should be taken.

If the complaint alleges that the superintendent has violated this policy, the School Board’s standing Equal Employment Opportunity Non-discrimination Committee shall make the decision and determine what action should be taken. If the School Board does not have such a standing committee, at its next scheduled meeting it shall appoint a committee consisting of three of its members to handle the matter. The committee shall issue a written decision within 14 business days of the time the School Board receives the Compliance Officer’s report or the time a committee is appointed, if there is no standing committee. The written decision shall state (1) whether this policy was violated and (2) what action, if any, should be taken. 

The written decision must be mailed to or personally delivered to the complainant within 5 business days of the issuance of the decision.  If the superintendent or committee concludes that prohibited discrimination occurred, the Alleghany County School Division shall take prompt, appropriate action to address and remedy the violation as well as prevent any recurrence.  Such action may include discipline up to and including dismissal.

  1. Appeal

If the superintendent or committee determines that no prohibited discrimination occurred, the person who was allegedly subjected to discrimination may appeal this finding to the School Board within 5 business days of receiving the decision.  Notice of appeal must be filed with the superintendent, or with a member of the committee which issued the written decision, who shall forward the record to the School Board.  The School Board shall make a decision within 30 business days of receiving the record.  The School Board may ask for oral or written argument from the aggrieved party and the superintendent, or the committee, whichever issued the written decision, and any other individual the School Board deems relevant. Written notice of the School Board’s decision will be given to the complainant.

Employees may choose to pursue their complaints arising under this policy through the relevant employee grievance procedure instead of the complaint procedure in this policy.

  1. Compliance Officers and Alternate Compliance Officers

The Alleghany County School Board has designated:

 

Principal, Alleghany High School

210 Mountaineer Drive, Covington VA 24426

(540) 863-1700

 

Principal, Clifton Middle School

1000 Riverview Farm Road, Covington, VA 24426

(540) 863-1726

 

Principal, Callaghan Elementary School

4018 Midland Trail, Covington, VA 24426

(540) 965-1810

 

Principal, Mountain View Elementary School

100 Gleason Drive, Covington, VA 24426

(540) 863-1737

 

Principal, Sharon Elementary School

100 Sharon School Circle, Clifton Forge, VA 24422

(540) 863-1712

 

as the Compliance Officer responsible for identifying, investigating,       

  preventing and remedying prohibited discrimination. 

 

Complaints of discrimination may also be made to the Alternate  

  Compliance Officers:

 

Director of Human Resources & Pupil Personnel

Alleghany County Public Schools

100 Central Circle, Low Moor, VA 24457

(540) 863-1814

 

Director of Assessment and Accountability

Alleghany County Public Schools

100 Central Circle, Low Moor, VA 24457

(540) 863-1809

 

 

The Compliance Officer shall:

 

·        receive reports or complaints of discrimination;
·        conduct or oversee the investigation of any alleged discrimination;
·        assess the training needs of the school division in connection with this  

         policy;
·        arrange necessary training to achieve compliance with this policy; and
·        ensure that any discrimination investigation is conducted by an impartial

         investigator who is trained in the requirements of equal employment 

         opportunity, and has the authority to protect the alleged victim and others

         during the investigation.

 

IV.  Retaliation

Retaliation against employees who report discrimination or participate in the related proceedings is prohibited.  The school division shall take appropriate action against any employee who retaliates against another employee or candidate for employment who reports alleged discrimination or participates in related proceedings.  The Compliance Officer will inform persons who make complaints, who are the subject of complaints, and who participate in investigations of how to report any subsequent problems.

 

 

V.    Right to Alternative Complaint Procedure

Nothing in this policy shall deny the right of any individual to pursue other avenues of recourse to address concerns relating to prohibited discrimination including initiating civil action, filing a complaint with outside agencies or seeking redress under state or federal law.

 

VI.  Prevention and Notice of Policy

Training to prevent discrimination should be included in employee orientations and in-service training. 

This policy shall be (1) displayed in prominent areas of each division building in a location accessible to school personnel, and (2) included in employee handbooks. All employees shall be notified annually of the names and contact information of the Compliance Officers.

 

VII. False Charges

Employees who knowingly make false charges of discrimination shall be subject to disciplinary action.

 

EVALUATION OF CERTIFIED AND CLASSIFIED STAFF

            The Alleghany County Public School Board requires the evaluation for all personnel in the division.  The evaluation of employees shall be a cooperative and continuing process with formal appraisal periodically.  The evaluation system is designed to improve the employee’s level of performance.  The results of the evaluation shall be in writing, dated, and signed by the evaluator and the person being evaluated, with one copy going to the central office personnel file and one copy to the person being evaluated.  Evaluation forms for professional staff may be found in the teacher evaluation handbook located online and within the teacher evaluation online system.   Evaluation forms for classified employees may be obtained from the building principal. Employees will be evaluated annually.

            All employees are expected to maintain a high standard of conduct and job performance. The ACPS division is prepared to assist all employees with performance improvement. Employees who receive evaluation deficiencies may be placed on an Individual Assistance Plan (IAP). A range of administrative resources and action may be taken to further assist teacher and employee improvement.

 

 

 

FAIR LABOR STANDARDS ACT

            Alleghany County Public Schools are in full compliance with Federal FLSA requirements. Policy GAA defines division practice regarding FLSA standards.  This policy defines the standard workday for exempt (certified) employees as a minimum of seven and one half hours per day and continuing until professional responsibilities to the students and school are completed. For non-exempt employees (classified employees compensated at an hourly rate), the standard work week begins Sunday and continues through Saturday midnight of the following week. 

 

FREQUENTLY USED FORMS

            Division forms necessary for leave, application for tuition reimbursement, etc., may be obtained in each school office.  In addition, forms may found on the division website.    

 

GRIEVANCE PROCEDURES (Certified & Classified)

            Certified and classified employee grievance procedures are found in Alleghany County Public School Policy Manual, Section G. Copies will be provided upon request.

 

HARASSMENT (SBP – GBA)

            The Alleghany County School Division is committed to maintaining a learning/working environment free from sexual harassment and harassment based on race, national origin, disability or religion. It is a violation of Alleghany County School Board Policy GBA for any school employee to engage in harassment or tolerate harassment. Upon receiving a complaint of harassment the school division will; promptly investigate, promptly take appropriate action to stop future harassment, and take appropriate action against any employee who violates this policy and take any other action reasonably calculated to end that prevent future harassment. The compliance officer shall issue a written report to the superintendent upon completion of the investigation. All employees will cooperate with any investigation of alleged harassment conducted under this policy or by an appropriate state or federal agency. 

 

INSURANCE

Disability Insurance

            Payroll deduction is available to all full time ACPS employees who wish to purchase disability insurance.  Employees may authorize a “pre-tax” deduction from their pay check and redirect premium amounts to a disability insurance vendor. Deduction request forms may be obtained from the Finance Department.  

 

Health, Vision & Dental Insurance

            All full time certified and classified employees of Alleghany County Public Schools may participate in the division’s health insurance program.  Anthem Health Carrier is the current provider of health insurance.  Local Choice is our current coverage plan.  Employees may select from 2 Health Benefit Programs. The School Board will pay a percentage of the monthly premium. Employees may enroll during the open enrollment period in April.  Anthem’s contract with ACPS renews on July 1st each year. 

 

Health Savings

            Alleghany County Public School employees who participate in the health insurance program may open a flexible spending account. All American Fidelity Health Savings Account (HSA) rules apply.

 

Life Insurance –Group Term Life Insurance

            The School Board pays for group term life insurance equal to twice your annual salary rounded to the next highest thousand to those covered under the Virginia Retirement System.

            Employees may purchase additional group term life insurance through the Virginia Retirement System. Enrollment is voluntary, with automatic acceptance if you apply before the end of your first month of employment. Employees who wish to decline optional group term life must sign a wavier. A waiver form is included in your new employee packet.   

 

JOB DESCRIPTIONS

            Job descriptions for every employee classification are maintained in the Department of Human Resources and online.  Employees may obtain a job description by visiting the division’s website.

 

LEAVE REQUESTS

Frontline Absence Management 1-800-942-3767

www.aesoponline.com

 

            All employees will complete leave requests online through Frontline Absence Management formerly known as Aesop.  This provides automated web and phone-based substitute placement for employees.  Employees register their absences at any time, either by calling a toll-free number or by logging in via the web or a mobile device.  All leaves will still go through the same approval process. 

            Bus drivers will utilize the online system; however, the dispatcher at the bus garage may continue to secure substitutes.

            Custodians will utilize the online system; however, the Supervisor of Maintenance and Transportation or Principal will secure a substitute.  

 

General Guidelines:

  • If you must cancel a leave, you can do so through Aesop; however, you must give 24 hours notice.  If you must give shorter notice, you must contact the principal at the school.
  • Aesop will not call Friday evening through Sunday morning.
  • Aesop does not leave voicemails.
  • Employees who will have substitutes contacted will have the option of selecting favorite substitutes.
  • Personal and professional leave must be requested a minimum of two weeks in advance.  Substitutes will not be contacted until these leaves are approved so it is imperative employees adhere to this time requirement. 

 

   Personal Leave (reference SBP GCBD-RC)

            All full-time contracted employees, who work less than twelve months, upon prior notification to and approval by the Principal and Superintendent or designee, be granted two days of personal leave, with pay each year. In addition, one sick leave day may be used as a personal leave day.  Beginning July 1, 2015, up to two personal leave days may be carried over from one year to the next not to exceed an accumulation of 5 total days.   Permission for professional leave is granted by the building supervisor and Director of Human Resources. Leave requests must be presented two weeks in advance.  Substitutes will not be contacted until the leave is approved.

 

Professional Leave

            Professional leave is available to all employees to attend training sessions, workshops, conferences, seminars, building level activities and field trips, or to represent the school division. Permission for professional leave is granted by the building supervisor and Director of Human Resources. Employees must still submit the conference request form (goldenrod) when the leave involves and expense and/or is out of the county. Leave requests must be presented two weeks in advance.  Substitutes will not be contacted until the leave is approved.

 

Sick Leave (SBP - GCBD – RA)

Sick leave does not have to be approved in advance; however, if an employee knows he/she is going to require sick leave he/she should request the leave in advance so a substitute can be secured.

Full-time employees shall be granted one day of sick leave in the amount of one day earned per contract month.  One of the sick leave days may be used as a personal leave day, if the employee chooses.

Sick days may be used in the event of illness, illness in the family, or death in the immediate family. A maximum of 5 consecutive days may be used for death in the family.

  • 10 month employees – 10 days per year
  • 11 month employees – 11 days per year
  • 12 month employees – 12 days per year
  • Cafeteria employees – 10 days per year
  • Bus Drivers                 –   5 days per year

 

New employees must report to duty in order to receive the sick leave credit for the coming year.  Employees may accumulate an unlimited number of sick days. Certificated employees may transfer up to 120 days of unused sick leave accumulated from other Virginia school divisions. It will be the responsibility of the employee to initiate the transfer of accumulated sick leave credit.  The school board will not accept out-of-state accumulated sick leave credit. Payment for unused accumulated sick leave will only be paid to those employees who are retiring, or to employees who decease while in active service.  

 

 

Annual Leave

            Full-time twelve month employees may earn annual leave at a rate of 1.17 per month to 1.92 days per month dependent upon their verifiable number of employment year. The employee may carry over up to 12 days of annual leave from one fiscal year to the next. Any unused annual leave in excess of 12 days will transfer to sick leave.

 

Employment Years

Days Per Month

Days Per Year

0 – 10

1.17

14

11 – 15

1.67

20

16 or more

1.92

23

            Employees will be eligible for compensation at their regular base rate of pay, for unused accrued annual leave, up to 35 days, upon retirement or resignation of employment.

 

Family Medical Leave Act (SBP – GCBE) 

The Alleghany County School Board recognizes its obligation to provide its eligible employees with unpaid leave pursuant to the Family and Medical Leave Act (FMLA), 29 U.S.C. § 2601 et seq. This policy describes the benefits available to eligible employees under the Act.

Definitions

Covered active duty: The term covered “active duty” means

in the case of a member of a regular component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country; and in the case of a member of a reserve component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country under a call or order to active duty under a provision of law referred to in 10 U.S.C. § 101(a)(13)(B).

Covered servicemember: The term “covered servicemember” means

a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or a veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces, including a member of the National Guard or Reserves, at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy.

Eligible employee: To be eligible for leave under this policy the employee must have at least twelve (12) months of service with the Alleghany County school division and have worked at least 1250 hours according to the Fair Labor Standards Act, 29 U.S.C. § 201 et seq., in the twelve (12) months preceding the commencement of the leave. Full-time teachers are deemed to meet the 1250 hour test.

Instructional employee: Employees whose principal function is to teach and instruct students in a class, a small group, or an individual setting such as teachers, athletic coaches, driving instructors, and special education assistants such as signers for the hearing impaired. The term does not include teacher assistants or aides who do not have as their principal function actual teaching or instructing, or auxiliary personnel such as counselors, psychologists, curriculum specialists, cafeteria workers, maintenance workers, bus drivers, or other primarily noninstructional employees.

Next of kin: The term “next of kin” used with respect to an individual, means the nearest blood relative of that individual other than the covered servicemember’s spouse, parent, son, or daughter, in the following order of priority: blood relatives who have been granted legal custody of the covered servicemember by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins, unless the covered servicemember has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FMLA. When no such designation is made, and there are multiple family members with the same level of relationship to the covered servicemember, all such family members shall be considered the covered servicemember’s next of kin and may take FMLA leave to provide care to the covered servicemember, either consecutively or simultaneously. When such designation has been made, the designated individual shall be deemed to be the covered servicemember’s only next of kin.

Outpatient status: The term “outpatient status,” with respect to a covered servicemember, means the status of a member of the Armed Forces assigned to

A. a military medical treatment facility as an outpatient; or

B. a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients.

Serious health condition: A serious health condition is an illness, injury, impairment or condition that involves inpatient care or continuing treatment by a health care provider.

Serious injury or illness: The term “serious injury or illness,” in the case of a member of the Armed Forces, including a member of the National Guard or Reserves, means an injury or illness incurred by the member in line of duty on active duty in the Armed Forces (or existed before the beginning of the member’s active duty and was aggravated by service in line of duty on active duty in the Armed Forces) and that may render the member medically unfit to perform the duties of the member’s office, grade, rank, or rating; and a veteran who was a member of the Armed Forces, including a member of the National Guard or Reserves, at any time during a period described in 29 U.S.C. § 2611(15)(B), means a qualifying (as defined by the Secretary of Labor) injury or illness that was incurred by the member in line of duty on active duty in the Armed Forces (or existed before the beginning of the member’s active duty and was aggravated by service in line of duty on active duty in the Armed Forces) and that manifested itself before or after the member became a veteran.

Year: A rolling 12-month period measured backward from the date an employee uses an FMLA leave.

 

Leave

Any eligible employee is entitled to leave for a combined total of twelve (12) weeks per year for the following situations:

1. The birth and care of a newborn child;

2. The adoption or foster placement of a child;

3. To care for an employee's spouse, parent, or child with a serious health condition;

4. Because of a serious health condition that makes the employee unable to perform the essential functions of the employee’s job; and

5. Because of any qualifying exigency as defined in Department of Labor regulations, arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on covered active duty (or has been notified of an impending call or order to covered active duty) in the Armed Forces.

 

However, an eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered servicemember is entitled to a total of 26 workweeks of leave per year to care for the servicemember. Leave under this paragraph is available only during a single year. During that year the employee is entitled to a combined total of 26 workweeks of leave under this policy.

To the extent that an employee is entitled to compensated leave under other Alleghany County school division policies, such paid leave shall be substituted for unpaid FMLA leave. Otherwise, family and medical leave is unpaid. When paid leave is available, the employee must satisfy any procedural requirements of the division’s paid leave policy.

Employees on FMLA leave must report their status and intention regarding returning to work to the school division at least every four weeks.

 

Notice to Employees of Their Rights under the FMLA

 

Posting and General Notice

The Alleghany County school division shall post, in conspicuous places, on the premises of the school division where notices to employees and applicants for employment are customarily posted, a notice explaining the FMLA’s provisions and providing information about the procedure for filing complaints with the Department of Labor.

 

Eligibility Notice

When an employee requests FMLA leave, or the division has knowledge that an employee’s leave may be for an FMLA-qualifying reason, the division should notify the employee of the employee’s eligibility to take FMLA leave within five business days. The Eligibility Notice should state whether the employee is eligible for FMLA leave. If the employee is not eligible for FMLA leave, the Notice must state at least one reason why the employee is not eligible (such as, for example, the number of months the employee has worked for the division.)

 

Notice of Rights and Responsibilities

The division will provide written notice detailing the specific expectations and obligations of the employee and explaining the consequences of the failure to meet those obligations each time the employee is given an Eligibility Notice. This Notice will include, as appropriate:

 that the leave may be designated and counted against the employee’s annual FMLA leave entitlement and the 12-month period for FMLA entitlement;

 any requirements for the employee to furnish certification of a serious health condition, serious injury or illness, or qualifying exigency arising out of active duty or call to active duty status, and the consequences of failing to provide certification;

 that the division will substitute paid leave for unpaid leave and any conditions related to the substitution and the employee’s right to take unpaid FMLA leave if the employee does not meet the conditions for paid leave;

 any requirement for the employee to make any premium payments to maintain health benefits and the arrangements for making such payments, and the possible consequences of failure to make such payments on a timely basis;

 the employee’s rights to maintenance of benefits during the FMLA leave and restoration to the same or an equivalent job upon return from FMLA leave; and

 the employee’s potential liability for payment of health insurance premiums paid by the employer during the employee’s unpaid FMLA leave if the employee fails to return to work after FMLA leave.

 

The Notice of Rights and Responsibilities should be accompanied by any required certification form.

The Notice of Rights and Responsibilities will also include notice that employees on FMLA leave must report their status and intention regarding returning to work to the division at least every four weeks.

If the information provided by the Notice of Rights and Responsibilities changes, the division will, within five business days of receipt of the employee’s first notice of need for leave subsequent to any change, provide written notice referencing the prior notice and setting forth any of the information in the Notice of Rights and Responsibilities that has changed.

 

Designation Notice

When the division has enough information to determine whether the leave is being taken for a FMLA-qualifying reason, the division should give the employee written notice whether the leave will be designated and will be counted as FMLA leave within five business days. If the division determines that the leave will not be designated as FMLA-qualifying, the division must inform the employee of that determination. The division will also notify the employee that paid leave must be substituted for unpaid FMLA leave or that paid leave taken under an existing leave plan be counted as FMLA leave at the time of designating the FMLA leave.

If the division will require the employee to present a fitness-for-duty certification to be restored to employment after taking leave for a continuous period of time, the division will provide notice of the requirement with the Designation Notice. If the division will require that the fitness-for-duty certification address the employee’s ability to perform the essential functions of the employee’s position, the division must so indicate in the Designation Notice and must include a list of the essential functions of the employee’s position.

If the division has reasonable safety concerns regarding the ability of an employee who is returning to work after intermittent or reduced leave schedule to perform his or her duties based on the serious health condition for which the employee took leave, it may require the employee to submit a fitness for duty certification unless one has been submitted within the past 30 days.

If the leave is not designated as FMLA leave because it does not meet the requirements of the FMLA, the notice to the employee that the leave is not designated as FMLA leave may be in the form of a simple written statement.

If the information provided by the division to the employee in the Designation Notice changes, the division will provide, within five business days of receipt of the employee’s first notice of need for leave subsequent to any change, written notice of the change.

The division will notify the employee of the amount of leave counted against the employee’s FMLA leave entitlement. If the amount of leave needed is known at the time the employer designates the leave as FMLA-qualifying, the division must notify the employee of the number of hours, days, or weeks that will be counted against the employee’s FMLA leave entitlement in the Designation Notice. If it is not possible to provide the hours, days, or weeks that will be counted against the employee’s FMLA leave entitlement, then the division must provide notice of the amount of leave counted against the employee’s FMLA leave entitlement upon request by the employee but no more often than once in a 30-day period and only if leave was taken in that period.

The division’s decision to designate leave as FMLA-qualifying will be based only on information received from the employee or the employee’s spokesperson. If the division does not have sufficient information about the reason for an employee’s use of leave, the division will inquire further of the employee or the spokesperson to ascertain whether leave is potentially FMLA-qualifying. Once the division has knowledge that the leave is being taken for a FMLA-qualifying reason, the division will provide the employee the notice described in this subsection.

An employee giving notice of the need for FMLA leave must explain the reasons for the needed leave so as to allow the division to determine whether the leave is FMLA-qualifying. If the employee fails to explain the reasons, leave may be denied.

 

Leave for the Birth, Adoption or Foster Placement of a Child

The employee’s entitlement to leave for a birth, adoption or foster placement of a child expires at the end of the twelve month period beginning on the date of the birth, adoption or foster placement. Leave taken for the birth, adoption or foster placement of a child may be taken intermittently or on a reduced leave schedule if the superintendent agrees to such an arrangement.

If the necessity for leave for the birth, adoption or foster placement of a child is foreseeable based on an expected birth or placement, the employee shall provide the school division with not less than 30 days' notice, before the date the leave is to begin, of the employee's intention to take leave. If the date of the birth or placement requires leave to begin in less than 30 days, the employee shall provide such notice as is practicable. The employee’s notice should be sufficient to make the division aware that the employee needs FMLA-qualifying leave and of the anticipated timing and duration of the leave.

 

Leave Because of a Serious Health Condition of Employee

Employees are entitled, when medically necessary, to take such leave on an intermittent or reduced leave schedule except as provided below.

If the necessity for leave is foreseeable based on planned medical treatment, the employee shall (1) make a reasonable effort to schedule the treatment so as not to disrupt unduly the operations of the division; and

(2) provide the division with at least 30 days' notice, before the date the leave is to begin, of the employee's intention to take leave. If the date of the treatment requires leave to begin in less than 30 days, the employee shall provide such notice as is practicable. The employee’s notice should be sufficient to make the division aware that the employee needs FMLA-qualifying leave and of the anticipated timing and duration of the leave.

The School Board may require that a request for leave because of the employee’s own serious health condition be supported by a certification issued by a health care provider of the employee. The division should request that the employee furnish certification when the employee gives notice of the need for leave or within five business days thereafter, or, in the case of unforeseen leave, within five business days after the leave begins. The division may request certification at a later date if it later has reason to question the appropriateness of the leave or its duration. The employee must provide a complete and sufficient certification within 15 calendar days after the division’s request. When the division requests certification, it will advise the employee of the anticipated consequences of the employee’s failure to provide adequate certification.

Certification will be sufficient if it states

(1) the name, address, telephone number and fax number of the health care provider and the type of medical practice/specialization;

(2) the approximate date on which the serious health condition commenced and its probable duration;

(3) a statement or description of appropriate medical facts regarding the employee’s health condition for which FMLA leave is requested. The medical facts must be sufficient to support the need for leave; and

(4) information sufficient to establish that the employee is unable to perform the essential functions of his or her position, the nature of any other work restrictions, and the likely duration of such inability.

If an employee requests leave on an intermittent or reduced leave schedule for planned medical treatment of his or her serious health condition, the certification shall include information sufficient to establish the medical necessity for such intermittent or reduced schedule leave and an estimate of the dates on which such treatment is expected to be given and the duration of such treatment and any period of recovery.

If an employee requests leave on an intermittent or reduced leave schedule because of his or her own serious health condition that may result in unforeseeable episodes of incapacity, the certification shall include information sufficient to establish the medical necessity for the intermittent leave or leave on a reduced leave schedule, and an estimate of the frequency and duration of the episodes of incapacity.

If the employee submits a complete and sufficient certification signed by the health care provider, the division may not request additional information from the health care provider. However, the division may contact the health care provider for purposes of clarification and authentication of the medical certification. To make such contact, the division must use a health care provider, a human resources professional, a leave administrator, or a management official. The employee’s direct supervisor may not contact the employee’s health care provider.

If the school division doubts the validity of a certification, it may require, at its own expense that the employee obtain the opinion of a second health care provider designated or approved by the school division concerning any information certified. The health care provider designated or approved by the school division may not be employed by the school division on a regular basis.           

If the second opinion differs from the original certification, the school division may require, at its own expense, that the employee obtain the opinion of a third health care provider designated or approved jointly by the school division and the employee concerning information certified. The opinion of the third health care provider will be binding on both the school division and the employee.

 

Leave Because of a Serious Health Condition of a Child, Spouse, or Parent of Employee

Family and medical leave shall be provided when the employee is needed to care for his/her spouse, child or parent with a serious health condition, as defined above. Employees are entitled, when medically necessary, to take such leave on an intermittent or reduced leave schedule except as provided below.

If the necessity for leave is foreseeable based on planned medical treatment, the employee shall

(1) make a reasonable effort to schedule the treatment so as not to disrupt unduly the operations of the division; and

(2) provide the division with at least 30 days' notice, before the date the leave is to begin, of the employee's intention to take leave. If the date of the treatment requires leave to begin in less than 30 days, the employee shall provide such notice as is practicable.

The employee’s notice should be sufficient to make the division aware that the employee needs FMLA-qualifying leave and the anticipated timing and duration of the leave.

The School Board may require that a request for leave to care for an employee’s spouse, parent, or child with a serious health condition be supported by a certification issued by a health care provider of the family member in need of care. The division should ask the employee to furnish certification when the employee gives notice of the need for leave or within five business days thereafter, or, in the case of unforeseen leave, within five business days after the leave begins. The division may request certification at some later date if it has reason to question the appropriateness of the leave or its duration. The employee must provide the requested certification within 15 calendar days after the division’s request. When the division requests certification, it will advise the employee of the anticipated consequences of the employee’s failure to provide adequate certification.

 

Certification will be sufficient if it states

(1) the name, address, telephone number, and fax number of the health care provider and type of medical practice/specialization;

(2) the approximate date on which the serious health condition commenced and its probable duration;

(3) a statement or description of appropriate medical facts regarding the patient’s health condition for which FMLA leave is requested. The medical facts must be sufficient to support the need for leave; and

(4) information sufficient to establish that the family member is in need of care and an estimate of the frequency and duration of the leave required to care for the family member.

            If an employee requests leave on an intermittent or reduced leave schedule for planned medical treatment of a family member’s serious health condition, the certification shall include information sufficient to establish the medical necessity for such intermittent or reduced schedule leave and an estimate of the dates and the duration of such treatments and any periods of recovery.

If an employee requests leave on an intermittent reduced leave schedule in order to care for a family member with a serious health condition, the certification shall include a statement that the employee's intermittent leave or leave on a reduced leave schedule is medically necessary for the care of the son, daughter, parent, or spouse who has a serious health condition, or will assist in their recovery, and the expected duration and schedule of the intermittent leave or reduced leave schedule.

If the employee submits a complete and sufficient certification signed by the health care provider, the division may not request additional information from the health care provider. However, the division may contact the health care provider for purposes of clarification and authentication of the medical certification. To make such contact, the division must use a health care provider, a human resources professional, a leave administrator, or a management official. The employee’s direct supervisor may not contact the employee’s health care provider.

If the school division doubts the validity of a certification, it may require, at its own expense that the employee obtain the opinion of a second health care provider designated or approved by the school division concerning any information certified. The health care provider designated or approved by the school division may not be employed by the school division on a regular basis.

If the second opinion differs from the original certification, the school division may require, at its own expense, that the employee obtain the opinion of a third health care provider designated or approved jointly by the school division and the employee concerning information certified. The opinion of the third health care provider will be binding on both the school division and the employee.

 

Leave to Care for a Covered Servicemember

If the necessity for leave is foreseeable based on planned medical treatment for a serious injury or illness of a covered servicemember, the employee shall (1) make a reasonable effort to schedule the treatment so as not to disrupt unduly the operations of the division; and (2) provide the division with at least 30 days' notice, before the date the leave is to begin, of the employee's intention to take leave. If the date of the treatment requires leave to begin in less than 30 days, the employee shall provide such notice as is practicable.

The employee’s notice should be sufficient to make the division aware that the employee needs FMLA-qualifying leave and the anticipated timing and duration of the leave.

The School Board may require that a request for leave to care for a covered servicemember with a serious injury or illness be supported by a certification issued by a health care provider of the covered serviceperson. The certification may be completed by any health care provider listed in 29 C.F.R. 825.310(a). The employee shall provide, in a timely manner, a copy of such certification to the school division.         

 

Certification will be sufficient if it states

(1) the name, address, and appropriate contact information (telephone number, fax number, and/or email address) of the health care provider, the type of medical practice, the medical specialty, and whether the health care provider is one of the following: a (DOD) health care provider, a United States Department of Veterans Affairs (VA) health care provider, a DOD TRICARE network authorized private health care provider, or a DOD non-network TRICARE authorized health care provider or a health care provider as defined in 29 C.F.R. 825.125;

(2) whether the covered servicemember’s injury or illness was incurred in the line of duty on active duty;

(3) the approximate date on which the serious health condition or serious injury or illness commenced or was aggravated and its probable duration;

(4) a statement or description of appropriate medical facts regarding the covered servicemember’s health condition for which FMLA leave is requested. The medical facts must be sufficient to support the need for leave; and

(5) information sufficient to establish that the covered servicemember is in need of care and whether the covered servicemember will need care for a single continuous period of time, including any time for treatment and recovery, and an estimate as to the beginning and ending dates for this period of time.

If an employee requests FMLA leave on an intermittent or reduced leave schedule for planned medical treatment appointments for the covered servicemember, the certification must state that there is a medical necessity for the covered servicemember to have such periodic care and must contain an estimate of the treatment schedule of such appointments.

If an employee requests FMLA leave on an intermittent or reduced schedule basis to care for a covered servicemember other than for planned medical treatment, the certification must contain a statement that there is a medical necessity for the covered servicemember to have such periodic care, and must contain an estimate of the frequency and duration of the periodic care.

In addition to the information listed above, the division may also request that the certification set forth the information on Form WH-385

In lieu of Form WH-385, the division will accept invitational travel orders (ITOs) or invitational travel authorizations (ITAs) issued to any family member to join an injured or ill servicemember at his or her bedside. An ITO or ITA is sufficient certification for the duration of time specified in the ITO or ITA. During that time period, the employee may take leave to care for the covered servicemember in a continuous block of time or on an intermittent basis.

The information on the certification must relate only to the serious injury or illness for which the current need for leave exists. The division may seek authentication or clarification of the certification, ITO, or ITA but may not seek second or third opinions. The division may require an employee to provide confirmation of covered family relationship to the seriously injured or ill servicemember.

The division will also accept as sufficient certification of the servicemember’s serious injury or illness documentation indicating the servicemember’s enrollment in the Department of Veterans Affairs Program of Comprehensive Assistance for Family Caregivers.

 

Leave Related to a Qualifying Exigency arising from Covered Active Duty or a Call to Covered Active Duty

If the necessity for leave because of a qualifying exigency arising from the fact that a family member is on covered active duty or has been notified of an impending call to covered active duty is foreseeable, the employee shall give such notice to the school division as is reasonable and practicable. The employee’s notice should be sufficient to make the division aware that the employee needs FMLA-qualifying leave and the anticipated timing and duration of the leave.

The first time an employee requests leave because of a qualifying exigency arising out of the covered active duty or call to covered active duty status (or notification of an impending call or order to covered active duty) of a military member, the division may require the employee to provide a copy of the military member’s active duty orders or other documentation issued by the military which indicates that the military member is on covered active duty or call to covered active duty status and the dates of the military member’s covered active duty service. A copy of new active duty orders or other documentation issued by the military shall be provided to the division if the need for leave because of a qualifying exigency arises out of a different covered active duty or call to covered active duty status (or notification of an impending call or order to covered active duty) of the same or a different military member.

A request for leave because of a qualifying exigency must be supported by

(1) a statement or description signed by the employee of appropriate facts regarding the qualifying exigency for which FMLA leave is requested. The facts must be sufficient to support the need for leave;

(2) the approximate date on which the qualifying exigency commenced or will commence;

(3) the beginning and ending dates of absence if the employee requests leave because of a qualifying exigency for a single, continuous period of time;

(4) an estimate of the frequency and duration of the qualifying exigency if the employee requests leave because of a qualifying exigency on an intermittent or reduced schedule basis;

(5) if the qualifying exigency involves meeting with a third party, appropriate contact information for the individual or entity with whom the employee is meeting and a brief description of the purpose of the meeting; and

(6) if the qualifying exigency involves Rest and Recuperation leave, a copy of the military member's Rest and Recuperation orders, or other documentation issued by the military which indicates that the military member has been granted Rest and Recuperation leave, and the dates of the military member's Rest and Recuperation leave. The division may use Form WH-384 for this certification.

 

Rules for Intermittent and Reduced Schedule Leave

When permitted by the FMLA, intermittent and reduced schedule leave may be used until the aggregate amount of such leave equals twelve weeks or 26 weeks if the leave is taken to care for a covered servicemember in the employee’s rolling year. However, when the employee requests intermittent or reduced schedule leave that is foreseeable based on planned medical treatment the school division may temporarily transfer the employee to an available alternative position with equivalent pay and benefits that better accommodates the employee’s intermittent or reduced schedule leave.

When an eligible employee employed principally in an instructional capacity requests leave to care for a family member with a serious health condition, leave because of the employee’s own serious health condition, or leave to care for a covered servicemember and the leave is foreseeable based on planned medical treatment and the employee would be on leave for greater than 20 percent of the total number of working days in the period during which the leave would extend, the school division may require the employee to elect either (1) to take leave for periods of a particular duration, not to exceed the duration of the planned medical treatment; or (2) to transfer temporarily to an available alternative position offered by the school division for which the employee is qualified and that has equivalent pay and benefits and better accommodates recurring periods of leave than the employee’s regular employment position.

The school division may require an employee to make such an election when the employee has (1) made a reasonable effort to schedule the treatment so as not to disrupt unduly the operations of the division, subject to the approval of the health care provider; and (2) has provided the division with not less than 30 days’ notice before the date the leave is to begin, of the employee’s intention to take leave, except that if the date of the treatment requires leave to begin in less than 30 days, the employee shall provide such notice as is practicable.

 

Rules for Husband and Wife Employed by Alleghany County School Division

A husband and wife who are both eligible for family and medical leave and are employed by Alleghany County school division shall be granted family and medical leave only for a combined total of twelve weeks per year when the leave is taken for the birth, foster placement, or adoption of a child or to care for the child after birth, adoption, or foster placement or to care for a parent with a serious health condition.

A husband and wife who are both eligible for family and medical leave and are employed by Alleghany County school division shall be granted family and medical leave only for a combined total of 26 workweeks per year if the leave (1) is taken to care for a covered servicemember; or (2) is taken as a combination of leave to care for a covered servicemember and leave for the birth, foster placement, or adoption of a child or to care for the child after birth, adoption, or foster placement or to care for a parent with a serious health condition. However, if the leave taken by the husband and wife includes leave for the birth, foster placement, or adoption of a child or to care for the child after birth, adoption, or foster placement or to care for a parent with a serious health condition, the leave for that reason shall be limited to 12 workweeks per year.

 

Benefits During Family and Medical Leave

Employees on family and medical leave shall receive the group health insurance plan coverage on the same conditions as coverage would have been provided if the employee had been working during the period of leave. Other benefits shall be provided according to Alleghany County school division policy for paid or unpaid leave, whichever applies.

If the employee fails to return to work when the period of leave to which he or she is entitled expires for any reason other than the continuation, recurrence, or onset of a serious health condition that entitles the employee to leave, or other circumstances beyond the employee’s control, the school division may recover the premium it paid for maintaining the employee’s coverage during the period of unpaid leave in accordance with federal law.

 

Return to Work

An employee on family and medical leave shall provide the division at least two work days’ notice of the intent to return to work. The employee shall be returned to the same or equivalent position at the end of the family and medical leave unless the division shows that the employee would not otherwise have been employed at the time reinstatement is requested.

The following return to work provisions apply to instructional employees:

1. If an instructional employee begins family and medical leave more than five (5) weeks before the end of an academic term, the employee may be required to continue taking leave until the end of the term if the leave is at least three (3) weeks in duration and the return to work would occur during the last three (3) weeks of the academic term.

2. If an instructional employee begins family and medical leave a) because of the birth, adoption, or foster care placement of a son or daughter of the employee, b) to care for a family member with a serious health condition, or c) to care for a covered servicemember during the five (5) week period before the end of an academic term, the employee may be required to continue taking leave until the end of the academic term if the leave is longer than two (2) weeks in duration and the return to work would occur during the last two (2) weeks of the academic term.

3. If an instructional employee begins family and medical leave a) because of the birth, adoption, or foster care placement of a son or daughter of the employee, b) to care for a family member with a serious health condition, or c) to care for a covered servicemember during the three (3) week period before the end of an academic term, the employee may be required to continue taking leave until the end of an academic term if the leave is longer than five (5) working days in duration.

If an instructional employee is required to continue leave until the end of an academic term, only the period of leave until the employee is ready and able to return to work shall be counted against the family and medical leave entitlement. However, the division must continue the group health insurance coverage under the same conditions as if the employee were working.

 

Outside Employment

An employee who is on family and medical leave may not engage in employment for any other employer or self-employment while on leave. Falsification of records and failure to correct records known to be false are violations of this policy and will result in discipline which may include termination from employment.

 

 

Leave of Absence (reference SBP – GCBD-RF)

The School Board may grant certified personnel employed under a continuing contract a leave of absence without pay for a period not to exceed one year, provided they are recommended for leave by the immediate supervisor. A leave of absence may not begin during a school term. Notification of intent to take a one-year leave of absence shall be submitted to the Director of Human Resources prior to April 1of the school year preceding the intended leave of absence. Leave of absence shall only be granted for purposes deemed reasonable by the Superintendent and which does not disrupt the educational program for children.

An employee receiving such leave will be guaranteed re-entry to the school system in a professional assignment in the employee’s area of endorsement. The guarantee is provided only if the staff member returns to the employment of the Alleghany County Public Schools at the agreed upon termination point of the leave of absence. Staff members granted leaves of absence shall inform the Human Resources office, in writing, of their intentions for the next school year no later than April 1. The year of leave will not count as a year of service for retirement or salary.  During the leave of absence, the employee may continue health insurance coverage, at the employee’s expense, pending approval by the carrier. There is no Virginia Retirement System (VRS) Group Life Insurance coverage during this absence. 

 

Classified personnel are not eligible for a leave of absence.

 

Leave Without Pay (reference SBP – GCBEA)

          A leave of absence, without pay, may be granted to employees of the school division who have a debilitating or life-threatening illness or injury and who are not eligible for Family and Medical Leave as described in Policy GCBE Family and Medical Leave because they have not worked for the division for 12 months or have not worked at least 1250 hours according to the Fair Labor Standards Act, 29 U.S.C. § 201 et seq.

          Employees with a debilitating or life-threatening illness who are entitled to leave under this policy may take up to thirty (30) days unpaid leave during their first year of employment with the school division. Leave may be taken only in full-day increments. Leave may be taken only when the employee has no other leave (such as sick leave) available.

          Employees must submit medical documentation of their need for leave. Whenever possible, documentation must be provided prior to leave being taken. 

          Approval must be obtained prior to leave being taken.

          All rights under this policy expire at the end of the employee’s first year of service.

 

Military Leave & Military Benefits

            All full-time contracted employees who are members of the state and federal military reserves are entitled to leaves of absence from their duties on all days during which they are engaged in federally funded military duty, including training duty, or when called forth by the Governor.  Employees on military leave will receive up to 15 days paid leave per federally funded tour of duty. Additional health and retirement benefits may be referenced in ACPS Policy GCBEB.

 

LICENSURE INFORMATION FOR CERTIFIED EMPLOYEES

Provisional License Holders

Teachers are responsible for meeting all requirements to convert a Provisional License to a five-year, renewable license by completing the procedures outlined by the Department of Education upon issuance of the Provisional License. When college courses are required, the employee is expected to earn a minimum six semester hours of college credit each year or the number of hours, if greater than six that are required to complete this process in a three year period.

 

Renewable License Holders

Teachers who hold a five-year, renewable license are to renew that license by obtaining 180 points of professional development activities, as outlined in the Virginia Licensure Renewal Manual.

                        Points can be obtained through a combination of professional development activities outlined in the Renewal Manual. All 180 points may be obtained by the combination of activities as outlined in the aforementioned Renewal Manual.

                        Teachers should keep appropriate records of professional development activities on an annual basis, and work closely with their school principal in providing copies for documented recertification points. It is the responsibility of the license holder to be aware of the type of license he/she holds and the expiration date that appears on the license.

After January 1 of the renewal year, it is the responsibility of the license holder to complete and submit a completed Individualized Recertification Record to the Office of Human Resources and arrange to have the college or university registrar send an OFFICIAL transcript to the Human Resource’s Office. Under Virginia law an employee cannot be offered a contract unless the employee has a valid Virginia license. An employee will not be recommended for reappointment unless a copy of a valid Virginia license is present in the Office of Human Resources. 

 

Simple K-12 (http://simplek12.com)

            Simple K-12 is an online professional development site.  All teachers will have access to this website.  Simple K-12 will be utilized for training teachers must receive annually.  Once a webinar is completed a certificate must be printed and maintained for the employee’s records.  These can be utilized for recertification points.

 

PROFESSIONAL STAFF ASSIGNMENTS AND TRANSFERS

Principals and other supervisory personnel may submit recommendations to the superintendent for the appointment, assignment, promotion, transfer and dismissal of all personnel assigned to their supervision.

Upon recommendation of the superintendent, the Alleghany County School Board shall place all employees within the various schools and facilities located in the school division.  The superintendent has the authority to assign such employees to their respective positions within the school or facility wherein they have been placed by the School Board.

The superintendent may also reassign any such employee for that school year to any school or facility within such division, provided no change or reassignment during a school year shall affect the salary of such employee for that school year. However, no one will be employed in or reassigned to a situation where a family member, as defined in Policy GCCB Employment of Family Members, is directly responsible for that employee's supervision.

Any employee seeking a transfer of assignment to another work location for the next school year must make a request in writing to the superintendent or the superintendent’s designee, with copies to the current supervisor, not later than April 1.  This type of request, if granted, will be considered a voluntary transfer.  A change of assignment within an immediate work station is the responsibility of the immediate supervisor.

 

RESIGNATION OF CERTIFIED AND CLASSIFIED STAFF (SBP – GCPB)

            The Superintendent of Schools is authorized to approve resignations of employees.  Resignations must be in writing.

            A teacher may resign after June 15 of any school year with the approval of the Superintendent.  The teacher shall request release from his/her contract at least two weeks in advance of the intended date of resignation.  In the event that the Board or the Division Superintendent decline to grant the request for release and the teacher breaches such contract, disciplinary action, which may include revocation of the teacher’s license, may be taken pursuant to regulations prescribed by the Board of Education.

Other employees who wish to terminate their employment must give notice at least ten school days prior to their desired separation date.  Notice should be given to the employee’s immediate supervisor, who will inform the superintendent.  The superintendent will inform the School Board of the resignation at its next regular meeting. 

            Employees must submit a written resignation to the Human Resource Office.

 

SALARIES AND BENEFITS

Cafeteria Benefit Plan

            Sections 125 and 129 of the internal Revenue Code enable the pre-tax treatment of certain benefit contributions within a qualified cafeteria plan. Contributions to most health insurance plans, medical reimbursement accounts, and dependent care reimbursement accounts can be exempt from federal, state, and FICA taxes. The reduction in taxable income does not affect retirement benefits but may reduce your monthly Social Security benefits.

 

Federal & State Withholding

            All employees are required to complete a Federal Form W– 4 (Employee’s withholding Allowance Certificate) and state form VA-4 (Income Tax Withholding Certificate) when hired.  The amount of tax withheld will depend on the filing status and number of withholding allowances.

 

Pay Periods, Pay Dates & Direct Deposits

            Employees are paid on a monthly basis on the last working day of each month. When the last day of the calendar month falls on a weekend or legal holiday, employees will have their pay deposited on the day proceeding the last work day preceding the weekend or holiday. December payroll will be deposited on the last teaching day of the month. Employees are paid in 12 month installments.  Payments begin in July for employees on 12 month contracts, August for employees on eleven month contracts, and September for employees on 10 month contracts.

            Direct deposit is encouraged for all full-time Alleghany County Public School employees. Employees interested in direct deposit services must complete a direct deposit application and submit it to the payroll office. Applications must be submitted prior to the “payroll ending date” in order to insure a direct deposit for that pay period.   

 

Retirement – VRS

                        The Virginia Retirement System provides retirement benefits for professional and classified personnel who are employed full-time. The School Board pays the cost of providing this benefit. Full-time employees contribute 5% of their contract salary. Employees become vested (eligible for retirement benefits) after 5 years of employment.

 

Salary Schedules & Pay Increases

            Salary schedules are published on the Division website each year following the approval of the division operating budget by the Alleghany County Board of Supervisors.

 

Social Security

            The Federal Insurance Contribution Act (FICA) otherwise known as Social Security covers all employees. After a qualifying number of working years, Social Security will provide an income to you and your family in the event of retirement, disability, or death. Both you and your employer make identical contributions to Social Security.  The amount contributed is a percentage of your earnings up to a maximum level, as set by Congress each year.  Your portion will automatically be deducted from your paycheck.  The total FICA tax is shown on your paycheck in two parts: Social Security and Medicare.

 

Stipends & Extra Duty Opportunities

            Stipends for extra duty opportunities are available in a variety of areas. Personnel receiving stipends for extra duty opportunities are required to sign a separate contract. This contract is not subject to VRS contribution and must be approved by the Alleghany County School Board. All assignments are approved by the School Board.    

 

Supplemental Salary Award (SBP – GCBC-RC)

Professional instructional staff members who hold a collegiate professional license may qualify for a supplemental salary award and/or reimbursement for course work if they:

  1. Receive school division approval to enroll in a graduate degree program.
    1. Submit transcripts from an accredited college or university indicating that the applicant has satisfactorily completed 12 semester hours, or 18 semester hours, or satisfactorily completed master’s degree requirements in an approved graduate degree program to the Office of Human Resources; and
    2. Submit the educational increment form to the Office of Human Resources on or before October 1. No applications will be processed after October 1.
    3. Qualifying applicants will receive the appropriate salary award during the November pay period.
    4. Complete master’s degree requirements within four years after receipt of their first Bachelor’s-plus-12 and/or bachelor’s –plus-18 supplement.

 

Classified personnel may qualify for tuition reimbursement if they complete courses which:

1.       Increase their competency in a particular assignment.

2.       Update their knowledge in a subject area that relates to their job description assignment.

3.       Qualify them for other positions within the system.

 

Tax-Sheltered Annuity Plans

            As an ACPS employee you may elect to defer, or postpone your taxes while saving for retirement by participating in a Tax-Sheltered Annuity (T.S.A.).  To qualify for this tax advantage, you must agree to have payroll take the amount you want to invest “off the top” of your pay and redirect it into a T.S.A. account selected by you. The money goes into the T.S.A. as “pre-tax” dollars. Since this money does not count as income for tax purposes, you do not pay federal or state income taxes on it now.  This means your W-2 income is lower and you pay less in taxes.

 

Unemployment Insurance

            Alleghany County is required by law to cover all full-time employees with unemployment insurance. The Commonwealth of Virginia handles unemployment insurance benefits. If you are terminated under certain circumstances, you may be eligible for unemployment compensation.  Questions about unemployment benefits should be directed to the Virginia Employment Commission. 

 

Worker’s Compensation

As an ACPS Board employee, if an accident or illness arising from, and occurring in, the course of your job causes you to miss work, you may be entitled to full or partial compensation to help offset the loss of wages during the period you were unable to work, only if it is determined to be a worker compensation injury. You should report any work-related accident to your supervisor immediately.  If you require medical attention, it will be furnished at no cost. Should you continue to receive wage compensation from the school division during absence from work due to work related injury, illness; any wage compensation received as a result of a claim must be signed over to the School Board. You should consult the Finance Department for additional information.

 

SCHOOL CLOSINGS

            The superintendent or his/her designee may order the closing, the delay in opening or the early release of any or all schools in order to protect the safety and welfare of the students and staff.  Unless employees are notified that their work schedule is changed because of adverse emergency conditions, it is expected that all employees will work according to the terms of their contract.

            During adverse weather or emergency conditions, however, employees will follow guidelines related to work schedules.  The Alleghany County Public School System uses a rapid response system to inform school employees and parents of school closings.  Information is also available from the ACPS website, ACPS Social Media, and other outlets such as WDBJ – Channel 7, WSLS – Channel 10, WSET – Channel 13.

 

SICK BANK (reference SBP – GCBD-RADB)

Membership in the sick leave bank is voluntary and limited to full-time employees of the Alleghany County School Board.  Any employee hired under the Virginia Retirement Service Hybrid Plan is not eligible for membership in the sick leave bank.  Any employee who opts in to the Virginia Retirement System Hybrid Plan forfeits their membership in the sick leave bank.

A new employee must apply to be a member of the sick leave bank within the first thirty (30) calendar days of employment.  New participants cannot use the bank until they have physically performed a minimum of one full day of work. Returning employees who are not sick leave bank members and who resumed work in the current year may apply for membership between September 1st and September 15th of each year.

Membership shall cease when the individual is no longer employed, retires, dies or fails to contribute to the bank at the time other members are required to contribute.  Days previously contributed will remain in the bank.

            Participants may be eligible for up to 45 days of sick bank time. Sick bank application forms are available on the website. 

 

Application

A member will not be able to utilize sick leave bank benefits until all other paid leave is depleted, including sick leave, personal leave and annual leave.  Following the depletion of all paid leave, a waiting period of ten (10) working days is required before days from the sick leave bank may be utilized.  A member utilizing days awarded through the sick leave bank will not have to replace days.

An allotment of up to a maximum of forty-five (45) days each school year or for any one illness or disability may be granted to any member.

            Days drawn from the bank for any one period of illness or injury must be consecutive. If the member suffers a recurrence or relapse within ten (10) days of returning to work due to the original illness or injury, the member will not have to meet another ten (10) day unpaid leave.

            Members wishing to withdraw sick leave days must complete the sick leave bank form and submit it to the Director of Human Resources, along with a medical doctor’s certificate, stating the nature of the illness or injury, the employee’s total inability to perform any work because of such illness or injury, the date the employee ceased work, and the approximate length of time the employee will be unable to return to work.  The form must be submitted in advance of the absence for which sick leave bank days are being sought. 

            Requests to use the sick leave bank cannot be made retroactively.  All medical documentation is considered confidential and is intended for the purpose of making an informed decision concerning the member’s request.

 

 

 

 

 

SMOKING, ALCOHOL & CONTROLLED SUBSTANCE USE (SBP – GBEA)

            All employees are prohibited from smoking, chewing or any other use of any tobacco products at all times and under all circumstances on all school property (interior and exterior), and in all school vehicles.

            The Alleghany County School Board is committed to maintaining a drug-free workplace.  Employees may not unlawfully manufacture, distribute, dispense, or possess a controlled substance, including alcohol, on school property, at any school activity, or on any school sponsored trip.  It is a condition of employment that each employee of the Alleghany County School System will not engage in such prohibited conduct and will notify the Alleghany County School Board of any criminal drug conviction for a violation occurring in the work place not later than 5 days after such conviction.

            All school bus drivers will be randomly selected for controlled drug and alcohol testing.  Bus drivers in violation will be immediately removed from safety sensitive assignments.

 

SUSPENSION OF STAFF MEMBERS (SBP GCDA & GCPF)

            Certified or classified personnel, whether full-time or part-time, permanent or temporary, may be suspended or dismissed for good and just cause when the safety of the school division or the students therein are threatened or when the personnel has been charged by summons, warrant, indictment, or information with the commission of a felony, a misdemeanor involving sexual assault, obscenity and related offenses, drugs, moral turpitude, or the use of physical or sexual abuse or neglect of a child; or an equivalent offense in another state as established in Articles 7, 5 and 1 of Title 18.2 and in Va. Code 22.1-315.

 

TEACHING EXPERIENCE (reference SBP – GCG-R)

Teaching experience may be granted by the school board at the discretion of the superintendent for the following:

  1. Teaching in public schools in the state and out of the state;
  2. Teaching in accredited institutions of higher learning in and out of the state; and in accredited private school in and out of the state;
  3. Teaching in school operated on military installations, supported by federal tax funds, and for which academic credit is accepted for admission to the public schools in Virginia;
  4. Teaching in public resident schools, such as the Virginia School for the     Deaf and Blind;
  5. Teachers in the field of vocational education, where the requirement calls for occupational work experience beyond the apprenticeship level, may be allowed credit for one (1) year of teaching experience for each two years of work experience; and
  6. For teaching in accredited private schools and in private schools for which teachers receive credit under the provisions of the Virginia Retirement System.

 

     

THIRD PARTY COMPLAINTS AGAINST EMPLOYEES (SBP – GBLA)

            Any parent, guardian, or citizen of Alleghany County may file a complaint regarding an employee of Alleghany County Public Schools. A complaint must be filed within 10 days after the alleged incident. Information determined to be unfounded will not be maintained in any employee personnel file.

 

TIMESHEETS (SBP - GAA)

Non-exempt employees are required to file a weekly timesheet with their immediate supervisor on the first day they work in the following week.  Only actual hours worked should be listed on the time sheet. Absences from work should be identified in the row of the day the absence occurred. Hourly totals for each day should be listed in the far right hand column and totals should be entered at the bottom of these columns. Employees who perform more than one task for the division should list hours separately by using the grey row to list hours associated with their secondary duty.

 

Overtime and Compensatory Time (ACPS SBP – GAA)

The Alleghany County School Board discourages overtime work by non-exempt employees. A non-exempt employee will not work overtime without the express approval of the employee’s supervisor. All overtime work must be expressly approved in writing by the superintendent or superintendent’s designee. In emergency situations, verbal approval may be given but must be followed by written approval by the supervisor when timesheets are submitted.  Employees who intentionally work unauthorized overtime, as well as supervisors who fail to prevent employees from working unauthorized overtime, may be subject to disciplinary action. All supervisory personnel must monitor overtime on a weekly basis and report such time to the superintendent or superintendent’s designee. Principals and supervisors monitor employees’ work, ensure that overtime provisions of this policy and the Fair Labor Standards Act are followed and ensure that all employees are compensated for any overtime worked. Principals or supervisors may need to adjust daily schedules to prevent non-exempt employees from working more than 40 hours in a workweek. Accurate and complete time sheets of actual hours worked during the workweek must be signed by each employee, initialed by the supervisor, and submitted to the finance office. The finance officer reviews work records of employees on a regular basis to make an assessment of overtime use.

          In lieu of overtime compensation, non-exempt employees may receive compensatory time off at a rate of not less than one and one-half (1.5) hours for each one hour of overtime worked, if such compensatory time

  1. is pursuant to an agreement between the employer and employee

reached before overtime work is performed, and

           (2)  is authorized by the immediate supervisor.

          Employees will be allowed to use compensatory time within a reasonable period after requesting such use if the requested use of the compensatory time does not unduly disrupt the operation of the school division. Employees may accrue a maximum of forty-five (45) compensatory time hours (i.e. 30 overtime hours which equals 45 compensatory time hours) before they will be provided overtime pay at the rate earned by the employee at the time the employee receives such payment.  In addition, upon leaving the school division, an employee will be paid for any unused compensatory time at the final regular rate received by the employee.

          Non-exempt employees whose workweek is less than 40 hours are paid at the regular rate of pay for time worked up to 40 hours. Such employees will be provided overtime pay or compensatory time as provided above for working more than 40 hours in a workweek.

          Employees are provided with a copy of this policy and are required to sign this policy to acknowledge their understanding of overtime and compensatory time provisions. Such signed policy constitutes the written agreement required in this section.

 

TRAINING

            All staff shall undergo the following training annually.  It is the responsibility of the employee to maintain a record of this training and submit it to their direct supervisor.

 

Review of Evaluation Procedure/Documents

Bloodborne Pathogens

Sexual Harassment (employees must sign a separate form when this training is  

     completed)

Bullying Prevention

Concussion Training

Medication Training

Suicide Prevention Training

Diabetes Training – only for those individuals selected in each building

CPR, First Aid and AED Training

EPI pen – only for those individuals selected in each building.

OSHA – custodians, bus drivers, science teacher, CTE teachers, art teachers,

     and any employee dealing with any hazardous materials.

Asbestos Awareness – Garage/Custodians/Cafeteria

Confined Space Entry - Garage/Custodians

Fall Protection - Garage/Custodians

Fire/General Safety - Garage/Custodians/cafeteria

Forklift Operation – Specific staff

Hazard Communication - Garage/Custodians/Cafeteria

Lockout / Tagout - Garage/Custodians

Personal Protective Equipment - Garage/Custodians

Respiratory Protection – Safety Policy

Restraint Training – as needed

           

 

TUITION ASSISTANCE

            ACPS will pay college tuition for full-time employees seeking licensure renewal or pursuing an advanced degree.  The school division will pay for three credit hours per each five year licensure renewal at the Virginia state tuition rate.  Courses may be taken at any approved college or university or on-line. Employees attending out of state college or university are limited to a reimbursement rate based on state tuition. Employees are encouraged to submit requests for course tuition after the start of each new fiscal year (July). The division will continue to grant reimbursement requests as long as budgeted funds are available. 

 

 

 

VIDEO SURVEILLANCE

            The Alleghany County Public School District utilizes video surveillance equipment to ensure the safety and security of its facilities.  Be advised that cameras are not constantly monitored. Employees of the Alleghany County Public Schools, therefore, are notified that surveillance equipment may record their actions at work.  These recordings from the surveillance may be utilized to review employee conduct and appropriate work behavior.

 

WEAPONS

            The Alleghany County School Board is committed to maintaining a safe and secure working and learning environment. Employees are prohibited from carrying, bringing, using, or possessing any weapons, as defined in School Board Policy – JFCD, in any school building, on school grounds, in any school vehicle or any school sponsored activity without the authorization of the school or the school division.