EMPLOYEE HANDBOOK 2015- 2016 - DR. R. STEPHEN GREEN, SUPERINTENDENT INSPIRE . ACHIEVE . EXCEL
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2015- 2016
EMPLOYEE HANDBOOK
DR. R. STEPHEN GREEN, SUPERINTENDENT
I NSPIRE .A CHIEVE .E XCELDEKALB COUNTY SCHOOL DISTRICT
EMPLOYEE HANDBOOK
TABLE OF CONTENTS
OUR VISION ..................................................................................................................................................... 6
OUR MISSION .................................................................................................................................................. 6
WE COMMIT TO ............................................................................................................................................... 6
EMPLOYMENT SERVICES ........................................................................................................................... 7
AT-WILL EMPLOYMENT ................................................................................................................................ 7
CALL CENTER .............................................................................................................................................. 7
CONDUCTING PERSONAL BUSINESS ................................................................................................................ 7
CRIMINAL BACKGROUND CHECK ................................................................................................................... 7
DRUG-FREE WORK PLACE ............................................................................................................................. 7
EMERGENCY CONTACTS ................................................................................................................................ 8
EMPLOYEE COMPLAINTS AND GRIEVANCES..................................................................................................... 8
EMPLOYEE ASSIGNMENTS ............................................................................................................................. 8
EMPLOYEE DRESS CODE................................................................................................................................ 8
EMPLOYEE EVALUATION ............................................................................................................................... 8
CERTIFIED PERSONNEL .............................................................................................................................. 8
EDUCATIONAL SUPPORT PROFESSIONAL PERSONNEL .................................................................................... 9
EMPLOYEE IDENTIFICATION CARDS AND BADGES ............................................................................................ 9
FAIR DISMISSAL ACT .................................................................................................................................... 9
HIRING ........................................................................................................................................................ 9
INCLEMENT WEATHER PROCEDURES .............................................................................................................. 9
INTERVIEWING ............................................................................................................................................. 9
JOB POSTING ................................................................................................................................................ 9
NEPOTISM .................................................................................................................................................... 9
OUTSIDE EMPLOYMENT............................................................................................................................... 10
PATS APPLICATION PROCESS ...................................................................................................................... 10
PATS SUPPORT .......................................................................................................................................... 10
REFERENCES ON PATS................................................................................................................................ 10
PROFESSIONAL REFERENCES FOR INSTRUCTIONAL POSITIONS ...................................................................... 10
EXTERNAL APPLICANTS AND NON-INSTRUCTIONAL POSITIONS.................................................................... 11
REASSIGNMENT .......................................................................................................................................... 11
RECRUITMENT ............................................................................................................................................ 11
REDUCTION IN FORCE (RIF)......................................................................................................................... 11
RESIGNATIONS ........................................................................................................................................... 11
REPORT OF SUSPECTED CHILD ABUSE OR NEGLECT ....................................................................................... 11
SEXUAL HARASSMENT ................................................................................................................................ 12
SUBSTITUTE EMPLOYMENT ........................................................................................................................... 12
SUBFINDER ................................................................................................................................................ 12
TELECOMMUNICATIONS ............................................................................................................................... 12
“A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T ”TRANSFERS ................................................................................................................................................ 13
TRANSFER PROCEDURES AND TIMELINES .................................................................................................. 13
TUTORING.................................................................................................................................................. 13
WORK CALENDAR ...................................................................................................................................... 13
WORK HOURS ............................................................................................................................................ 14
BENEFITS.................................................................................................................................................... 15
STATE HEALTH BENEFIT PLANS ................................................................................................................... 15
GEORGIA DEPARTMENT OF ADMINISTRATIVE SERVICES - FLEXIBLE BENEFIT PLANS ........................................ 15
OTHER AVAILABLE BENEFITS TO DISTRICT EMPLOYEES ................................................................................. 15
BOARD SPONSORED LIFE INSURANCE ........................................................................................................... 15
BOARD TAX SHELTERED ANNUITY ............................................................................................................... 16
COBRA .................................................................................................................................................... 16
CREDIT UNION ........................................................................................................................................... 16
EMPLOYEE ASSISTANCE PROGRAM ............................................................................................................... 16
HOLIDAYS ................................................................................................................................................. 16
LONG-TERM DISABILITY ............................................................................................................................. 16
PUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM ....................................................................................... 16
SICK LEAVE BANK ...................................................................................................................................... 16
TEACHERS RETIREMENT SYSTEM ................................................................................................................. 17
CERTIFICATION ......................................................................................................................................... 18
ADDING A FIELD TO AN EXISTING CERTIFICATE ............................................................................................. 18
ALTERNATIVE TEACHER CERTIFICATION ...................................................................................................... 18
CERTIFICATE CATEGORIES........................................................................................................................... 18
CERTIFICATE LEVELS .................................................................................................................................. 18
CERTIFICATE UPGRADES ............................................................................................................................. 19
HIGHLY QUALIFIED PROVISIONS .................................................................................................................. 19
ELEMENTARY AND SECONDARY EDUCATION ACT (ESEA).............................................................................. 19
PARENTS RIGHT TO KNOW ....................................................................................................................... 19
NON-HIGHLY QUALIFIED TEACHER LETTERS ............................................................................................. 19
RENEWAL REQUIREMENTS FOR STANDARD RENEWABLE CERTIFICATES ........................................................... 19
SUBJECT AREA CONTENT ASSESSMENT ........................................................................................................ 20
COMPENSATION AND CLASSIFICATION ................................................................................................. 21
BREAK PERIODS ......................................................................................................................................... 21
CONTRACTS ............................................................................................................................................... 21
NEW HIRE .............................................................................................................................................. 21
ANNUAL ................................................................................................................................................ 21
CONTRACT RELEASE PROCEDURES ........................................................................................................... 21
COST OF LIVING ADJUSTMENTS AND STEP INCREASES .................................................................................... 22
DUTY-FREE LUNCH FOR NON-EXEMPT EMPLOYEES IN A CENTRAL OFFICE SETTING ......................................... 22
DUTY-FREE LUNCH FOR NON-EXEMPT EMPLOYEES IN A SCHOOL SETTING ...................................................... 22
DUTY-FREE LUNCH FOR TEACHERS (O.C.G.A. § 20-2-218) ............................................................................ 22
EXPERIENCE VERIFICATION FOR SALARY PLACEMENT ................................................................................... 22
FAIR LABOR STANDARDS ACT ..................................................................................................................... 23
MILITARY EXPERIENCE AND SALARY PLACEMENT ......................................................................................... 23
NON-EXEMPT OR EXEMPT ........................................................................................................................... 23
OVERTIME PROTOCOL AND APPROVAL PROCESS............................................................................................ 23
“A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T ”PAY CHECKS .............................................................................................................................................. 23 PAYROLL DEDUCTIONS ............................................................................................................................... 23 MEDICARE ................................................................................................................................................. 23 SOCIAL SECURITY....................................................................................................................................... 23 POSITION SPECIFICATIONS ........................................................................................................................... 23 RETIREES RETURNING TO WORK .................................................................................................................. 24 SALARY INCREASE FOR ADVANCED DEGREE ................................................................................................. 24 SALARY PLACEMENT FOR CERTIFIED EMPLOYEES .......................................................................................... 24 SALARY PLACEMENT FOR EDUCATIONAL SUPPORT PROFESSIONAL EMPLOYEES ............................................... 24 SALARY SCHEDULE..................................................................................................................................... 24 SALARY SUPPLEMENTS ............................................................................................................................... 24 SIGN-IN/SIGN-OUT SHEET ........................................................................................................................... 24 VERIFICATION OF EMPLOYMENT .................................................................................................................. 25 VOLUNTEER WORK PROHIBITION ................................................................................................................. 25 LEAVES AND ATTENDANCE..................................................................................................................... 26 ATTENDANCE ............................................................................................................................................. 26 BEREAVEMENT/RELIGIOUS LEAVE ............................................................................................................... 26 EXTENDED MEDICAL LEAVE ......................................................................................................................... 26 FAMILY AND MEDICAL LEAVE ..................................................................................................................... 26 JOB PROTECTION UPON RETURN FROM LEAVE ............................................................................................... 27 JURY AND WITNESS LEAVE.......................................................................................................................... 27 LEAVE OF ABSENCE WITHOUT PAY ............................................................................................................... 27 MILITARY LEAVE ....................................................................................................................................... 27 PERSONAL LEAVE ....................................................................................................................................... 27 PROFESSIONAL LEAVE (SCHOOL REPRESENTATIVE) ....................................................................................... 28 PROFESSIONAL LEAVE (GRADUATE STUDY WITHOUT PAY) ............................................................................. 28 SICK LEAVE ............................................................................................................................................... 29 VACATION LEAVE ...................................................................................................................................... 29 WORKER’S COMPENSATION .................................................................................................................... 30 PERSONNEL RECORDS .............................................................................................................................. 31 ACCESS TO PERSONNEL FILE........................................................................................................................ 31 FINANCIAL DATA/LEGAL PROCESSING .......................................................................................................... 31 NAME AND ADDRESS CHANGES ................................................................................................................... 31 REPORTING CHANGES IN THE PERSONNEL FILE .............................................................................................. 32 REQUEST FOR INFORMATION FROM THE PERSONNEL FILE ............................................................................... 32 “A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T ”
Greetings from the Superintendent * Dear DeKalb County School District Employees, Welcome to the 2015-2016 school year! I’d like to welcome you to the DeKalb County School District. I know as new employees to the District, you are ready to hit the ground running. I join you as the newly appointed superintendent and together, we will be able to accomplish great things in DeKalb County. As your new superintendent, the most important thing to know about me is that I will be focused like a laser on student achievement. I have been in the classroom as a teacher, in the school house as a principal, and as superintendent I know where learning takes place: in the classroom. It is in the classroom, therefore, that I will turn my attention and the focus of the district as a whole. Our greatest asset is our people. Our greatest asset is you, whether you are behind the wheel, behind the lunch counter, or behind the classroom desk. I haven’t been here long, but I believe in the people who make up the DeKalb County School District. I think you are all here for a reason – for 100,000 reasons – our students. And if we keep our focus on our students, and what we are here to do, we are sure to succeed and raise academic achievement across the board. So as we start this school year, let’s stay focused on what we are here to do. Let’s ask that others help us along the way: parents, community leaders, everyone. Working together, we can and will accomplish great things on behalf of the students in our charge. Welcome, and thank you! Dr. R. Stephen Green Superintendent “A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T ”
Greetings from the Chief of Human Resources * The Division of Human Resources is pleased to provide the information outlined in this Employee Handbook. This handbook provides information on employment services, benefits, certification, compensation and classification, leaves and attendance, and personnel records. The content listed herein supersedes all previous handbooks, pamphlets, manuals, statements, or other representations (written or oral) regarding the term, conditions, and nature of a person’s employment with the District. Nothing in this handbook or in the District’s policy manual shall be deemed to constitute an expressed or implied contract of employment. This handbook and any policies, procedures, and benefits to which it refers may be modified, altered, or discontinued at any time by the District at the discretion of the Board and/or Superintendent. No handbook can include or anticipate every issue, question, or concern that may arise; therefore, employees are encouraged to check the District’s webpage and complete listing of policies for any updates to personnel information, forms, procedures, and practices. This handbook is not intended to replace the policies established by the DeKalb County Board of Education (“Board”) or the District administration. Employees have a responsibility to familiarize themselves with and abide by the complete policies and procedures of the Board to carry out their assigned responsibilities with conscientious concern and professional behavior. A complete listing of Board policies can be located at the following link: https://eboard.eboardsolutions.com/epolicy/Policyoverview.aspx?S=4054&Sch=4054 All employees are responsible for understanding the contents contained in this handbook as well as all polices and administrative regulations of the District. Keeping children first, Dr. Tekshia Ward-Smith Chief Human Resources Officer “A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T ”
OUR VISION
To inspire our community of learners to achieve educational excellence
OUR MISSION
To ensure student success, leading to higher education, work, and life-long learning
WE COMMIT TO
Focusing on teaching and learning
Embedding an equitable and accessible 21st century learning environment supported by
the use of emerging technologies throughout the curriculum
Providing a safe and orderly learning & working environment
Improving organizational effectiveness
Maintaining fiscal responsibility
Ensuring effective district & school leadership
Ensuring that an effective teacher instructs every class
Communicating to stakeholders in an open, honest, and accurate manner
Embracing our community's linguistic and cultural diversity & using it to enhance the
educational environment through equity and access
Creating an environment where everyone is valued and respected, encouraged to
contribute, and recognized for his/her efforts
Holding everyone accountable for educational excellence
EQUAL OPPORTUNITY EMPLOYMENT
It is the policy of the Board not to discriminate on the basis of age, sex, race, color, religion,
national origin, or disability in its educational programs, activities, and employment practices.
6EMPLOYMENT SERVICES
Employment Services is dedicated to staffing the District’s schools and centers with the most
qualified individuals. Our mission is to provide a highly qualified teacher for each classroom,
qualified support staff for each position, and exceptional customer service to support the
educational process.
AT-WILL EMPLOYMENT check may be required based on the
requirements of state law and the rules of the
Georgia recognizes the doctrine of Professional Standards Commission.
employment at will. Thus, unless issued a Subsequent criminal background checks
Board-approved employment contract, all shall be conducted on all personnel.
District employees may be terminated at the Certified personnel, whose employment is
will of the employer. continued with the District, shall be subject
to a criminal background check upon any
CALL CENTER certificate renewal application to the
Professional Standards Commission.
The District’s Call Center is available
Monday - Friday from 8:30 a.m. until 5:00 All other employees of the District, whose
p.m. to assist and provide support for all employment is continued and who are not
inquiries regarding the District. Individuals certificated personnel, shall be subject to
requiring assistance should direct all subsequent criminal background checks on a
inquires to 678-676-1200. periodic basis determined by procedures and
schedules established by the Superintendent
CONDUCTING PERSONAL BUSINESS or his/her designee. The period between
criminal background checks shall not exceed
The established hours of duty may not be a maximum of five years.
used for conducting personal business.
Violators will be addressed accordingly. At the discretion of the Board, fees required
for a criminal background checks shall be
CRIMINAL BACKGROUND CHECK paid by the Board, the individual seeking
employment, or the employee.
A criminal background check will be
conducted at or prior to employment for
every individual who is employed by the DRUG-FREE WORK PLACE
Board to fill either a full-time or a part-time In accordance with the Drug-Free
position with the District. Workplace Act of 1988 the Board hereby
declares that, with respect to all DCSD
For initial hiring purposes, personnel employees, the manufacture, distribution,
employed by the District shall be dispensing, possession, use or being Under
fingerprinted and have a criminal the Influence of a Controlled Substance is
background check as required by O.C.G.A. strictly prohibited in the workplace, while
§ 20-2-211.1(c). A clearance certificate on DCSD property, while in or operating
verifying a satisfactory criminal background DCSD vehicles, or in private vehicles on
7DCSD properties or work sites. Moreover, EMPLOYEE DRESS CODE
for all DCSD employees, the purchase,
possession or ingestion of, or being Under All District employees shall dress in a
the Influence of Alcohol while in the professional manner and style in accordance
workplace, while on DCSD property, while with the dress of other professionals within
in or operating DCSD vehicles or pieces of the community. Employees are expected to
heavy equipment or in private vehicles on be clean, neat, and appropriately dressed at
DCSD properties or work sites is also all times during the employee’s regular
strictly prohibited. Entities contracting with hours of work.
the Board shall ensure a drug-free
workplace, as a condition of the contract. The Superintendent, Principals, and Site
Administrators have the authority to
interpret the dress code and make a case-by-
EMERGENCY CONTACTS case determination of the appropriateness of
A completed Employee Information Data dress and appearance.
Sheet is required to be on file at each
school/department from each staff member. Any employee whose attire or dress is not
Changes in emergency data should be professional in the opinion of the
reported promptly to your supervisor or Superintendent, Principal, or Site
designee. Administrator shall be directed to conform
to the dress code. An employee, who is
inappropriately dressed, may be sent home
EMPLOYEE COMPLAINTS AND and required to return to work in acceptable
GRIEVANCES attire. The employee shall not be paid for
time away from work.
All certified employees shall have the right
to present and resolve complaints relating to
certain matters affecting the employment EMPLOYEE EVALUATION
relationship at the lowest organizational
CERTIFIED PERSONNEL
level possible. The DeKalb County Board of
Education encourages all employees to All certified leadership teaching, and service
resolve complaints informally in a spirit of personnel will be evaluated annually for
collegiality whenever possible. Please refer performance appraisal and professional
to Board Policy GAE for a complete development purposes.
description of the Employee Complaints and
Grievances Policy. The annual written evaluation will be based
on performance and the job description for
the position. The appropriate Board
EMPLOYEE ASSIGNMENTS approved evaluation instruments shall be
Employees are assigned to positions based used to assess the performance of
on the needs of the District and the professional personnel.
employee’s certification, qualifications, and
training. The Superintendent shall have the Prior to April 1 of each school year, an
authority to reassign any employee for the opportunity must be provided for the
efficient operation or for the best interest of evaluator(s) and the evaluatee(s) to discuss
the District. the results of the evaluation.
8EDUCATIONAL SUPPORT PROFESSIONAL authorized by the Board, provided that,
PERSONNEL placements at the level of executive director
or above must be approved by the Board.
All educational support professional (ESP)
personnel employed by the Board shall be
evaluated at least once each year. The INCLEMENT WEATHER PROCEDURES
process and the frequency of the In case of an emergency school closure or
evaluations, the instruments used, and the schedule change, staff reporting instructions
training of the evaluators shall be are issued via FirstClass or on the District’s
established by the Superintendent. All website. Additionally, employees may call
evaluations shall be discussed confidentially 678-676-1200 for additional information
with the employee. when a school day is canceled because of
inclement weather or other emergency
EMPLOYEE IDENTIFICATION CARDS conditions, the Superintendent shall have
AND BADGES authority to reschedule the day within the
annual period of time scheduled for the
In order to ensure the safety and security of work calendar.
both staff and students, District ID Badges
should be clearly visible at all times.
Additionally, employees will be issued a key INTERVIEWING
access card to their location. Please contact Human Resources and/or the supervisor of
your supervisor as soon you discover your the position(s) will interview the most
access card is missing. The access card qualified applicants. Human Resources will
must be deactivated and new card will be extend the offer of employment based on the
issued. The cost is $10.00 to replace the recommendation of the supervisor for the
access card and $5.00 for a new employee position provided the applicant has met all
I.D. card. Employees should contact the qualifications and requirements of the
Department of Public Safety at 678-676- position.
1810 to secure a new I.D. card.
JOB POSTING
FAIR DISMISSAL ACT
Announcements of job vacancies will be
Teachers and other contractual personnel posted electronically via the District’s
shall be demoted, relieved from duty, have website at www.pats.dekalb.k12.ga.us. Job
contracts terminated, or have contracts vacancies will be posted for a minimum of
non-renewed in accordance with due process five business days or until filled.
procedures provided under the Fair
Dismissal Act of Georgia. Please refer to
O.C.G.A. 20-2-940 for additional NEPOTISM
information. Employees cannot recommend for
employment as a direct report, supervise or
HIRING evaluate members of their immediate family.
The Superintendent shall have the authority
to place personnel in accordance with Board
policies, adopted job classifications and
salary schedules, and in such numbers
9OUTSIDE EMPLOYMENT applicant will be notified by email to renew
the application. Please note that applications
Employees may, during the times not are only allowed to be renewed once. If not
required of them to fulfill assigned duties, renewed, the application will be removed
engage in other employment, provided such from the system. A new application will be
employment does not violate any pertinent required to be considered for additional
section of this policy, Board Policy “Code of employment opportunities.
Ethics,” Descriptor Code “GBU,” or any
contract the employee has with the District. Completed non-instructional applications
will remain in the PATS database for a
Whether on pre-approved, scheduled or period of 6 months, beginning with the day
unpaid leave of absence status, approved by the application was submitted. Thirty days
the Superintendent, District employees are prior to the application’s expiration date, the
reminded that their job assignments within applicant will be notified by email to renew
the District are their first obligation and, if the application. Please note that applications
outside employment is taking time or energy are only allowed to be renewed once. If not
from this position or affecting their renewed, the application will be removed
performance, they will be asked to choose from the system. A new application will be
one or the other. required to be considered for additional
employment opportunities.
Additionally, employees are required to
disclose, in writing, to the District if they are
employed by a vendor approved to do PATS SUPPORT
business with the District. This notification
Human Resources is available to assist and
should be sent to Chief Human Resources
provide technical support to applicants
Officer. Failure to disclose this information
regarding the PATS application process, and
may result in disciplinary action, up to and
position requirements. Individuals requiring
including, termination.
assistance should direct all inquires to
678-676-0005.
PATS APPLICATION PROCESS
Applicants may apply for positions of REFERENCES ON PATS
interest using the Paperless Application Satisfactory references are required for each
Tracking System (PATS) at prospective employee, as well as for current
www.pats.dekalb.k12.ga.us. Applicants will employees applying for promotions.
receive email notifications regarding the References are valid for only one year.
status of their application. Additionally, an Personal references will not be accepted.
applicant may check his/her online portfolio
in order to see the status of the application,
the arrival of documents, and the postings PROFESSIONAL REFERENCES FOR
for which he/she has applied. INSTRUCTIONAL POSITIONS
If an applicant has less than two years of
Completed instructional applications will
teaching experience, reference forms should
remain in the PATS database for a period of
be provided from those directly involved in
12 months, beginning with the day the
his/her student teaching experience, i.e.,
application was submitted. Thirty (30) days
school principal, cooperating teacher, and/or
prior to application’s expiration date, the
10college supervisor. If an applicant has one and interview sessions across the United
or more years of teaching experience, States.
reference forms should be provided from all
principals and/or school administrators
under whose authority they taught. REDUCTION IN FORCE (RIF)
The Board will make every effort to avoid
exercising Reduction-in-Force (RIF)
EXTERNAL APPLICANTS AND NON-
procedures through planned management
INSTRUCTIONAL POSITIONS techniques. However, the Board recognizes
One reference form must be completed by that a RIF may be necessary when
the applicant’s current supervisor. The overstaffing occurs due to the reasons
remaining reference forms must be specified in Board Policy GBKA:
completed by the applicant’s former Professional Personnel Lay-Off.
supervisors from two previous places of
employment. If the applicant has limited or
no previous work experience, reference RESIGNATIONS
forms should be completed by individuals The Superintendent or Designee shall have
who can provide the most accurate authority to accept on behalf of the Board,
information regarding the applicant’s work an employee's resignation. If the
abilities. Superintendent does not accept a
resignation, it may be submitted directly to
the Board for final disposition.
REASSIGNMENT
Employees may be reassigned by the Non-contractual employees are requested to
Superintendent to meet the needs of the submit a letter of resignation as soon as
District. Reasons for reassignment may possible, but at least two weeks prior to the
include, but are not limited to, expected date for leaving the District.
reorganization, certification, opening and
closing of schools, and changes in Contractual employees should provide a
attendance zones, approved programs, or 30-day advance notice. Additionally, please
student enrollment. contact the Division of Human Resources
regarding contract release stipulations and
requirements.
RECRUITMENT
The District’s active recruitment process is
designed to attract and retain competent and
REPORT OF SUSPECTED CHILD ABUSE
qualified personnel. A current list of OR NEGLECT
employment opportunities is available on Any school employee who has knowledge or
PATS. Employment opportunities are also reasonable cause to believe that a student
posted with various career centers at has been a victim of physical abuse, sexual
colleges and universities, advertisement misconduct or other forms of harassment by
venues, websites, and media outlets another school employee, shall report such
including newspapers, magazines, and abuse or misconduct to the appropriate
journals. Human Resources representatives school administrator immediately. Please
also actively recruit by attending career fairs refer to your school administrator regarding
11protocols for reporting child abuse or In addition to the telephone system,
neglect. teachers, substitutes, and administrators may
access SubFinder through WebConnect.
Teachers and substitutes should use their last
SEXUAL HARASSMENT name in the name field and Employee
All employees of the DeKalb County School Identification Number (EID) in the
District are entitled to a work environment password field for identification. For more
free from sexual harassment and all other information, please visit the SubFinder
forms of discrimination. website at subfinder.dekalb.k12.ga.us.
Sexual harassment is a form of misconduct,
TELECOMMUNICATIONS
which undermines the integrity of the
employment relationship. No employee, The DeKalb County School District
male or female, shall be subject to provides technologies, networks, and
unsolicited and unwelcomed sexual Internet access to support the educational
overtures or conduct of a verbal or physical mission of the District and to enhance the
nature. Please refer to Board Policy curriculum and learning opportunities for
regarding Sexual Harassment complaint students and District employees. These
procedures. technology resources may be used only in
support of education and research and
consistent with the educational objectives of
SUBSTITUTE EMPLOYMENT the District.
Substitute employees are defined as those
employed for a daily, half-day, or hourly All guidelines set forth in policy and any
period to replace an employee who is absent relevant regulations or rules are applicable
from duty. The hours per day and days per to all telecommunication services and
week are based on the needs of the District. equipment provided by the District
Substitute employees are paid at an hourly, including, but not limited to, the following:
daily or unit rate of pay on a semi-monthly
payroll schedule. All substitute employees Computer workstations and notebook
are subject to Medicare tax. computers;
Smart phones, tablets, e-readers, and
other mobile devices;
SUBFINDER Internet services;
The SubFinder system automates teacher Telephone services; and
absence reporting and substitute teacher Cellular telephone services.
placement. Teachers, substitutes, and
administrators may call SubFinder at 678- Acceptable use agreements must be signed
874-SUBS. All teacher absences must be by all users of District technologies or
entered into the SubFinder system. Failure networks.
to enter the absence will result in a payment
delay for the substitute employee. Teachers District-provided access must be used in a
and substitutes should use their Employee responsible, efficient, ethical and legal
Identification Number (EID) for manner. Failure to adhere to the District’s
identification. policies and guidelines for the use of
telecommunication resources may result in
12suspending or revoking the right to access Resources no later than stated deadline
these resources. on the form.
It is also important to remember that all 4. Employees who are eligible for a
electronic communications are subject to transfer may be considered for a lateral
public records laws. Unacceptable uses of vacancy by the stated deadline on the
the network include: violating the conditions form.
of the Educators Code of Ethics dealing with
students’ rights to privacy, using profanity, 5. Principals/Directors should interview
obscenity, or other offensive language, lateral transfer candidates and make a
reposting personal communications without recommendation to Human Resources.
the author’s prior consent, copying
commercial software in violation of 6. Principals/Directors who wish to fill a
copyright law, copying other copyright vacancy with a transfer applicant must
protected material and using the network for notify Human Resources by
financial gain or for any commercial or completing Section III of the Transfer
illegal activity. Request Form and submitting the
signed form to the appropriate Human
Resources Staffing Manager. All
TRANSFERS recommendations will be reviewed,
Employees are eligible to apply for a and if approved, the Staffing Manager
transfer to another work location after will notify the employee, the current
completing two (2) years of service at their principal, and the receiving principal
current work location. Current satisfactory of the new assignment.
evaluations are required.
NOTE: Final decisions for staffing will be
based on the availability of earned
TRANSFER PROCEDURES AND TIMELINES allotments.
1. Eligible employees must submit a
completed Transfer Request Form to TUTORING
their current Principal/Director for Except as provided for in District-sponsored
verification of eligibility. programs: (1) no employee shall provide
tutoring on District property for which
2. If the employee is eligible for a compensation that is in addition to the
transfer, the Principal/Director must employee’s District salary is received; and
sign the Transfer Request Form to (2) no employee shall tutor, for
verify eligibility. compensation, either during the school year
or summer, any student who is currently
3. Employees must submit a signed copy assigned to the employee.
of their Transfer Request Form to all
schools/centers where they wish to be
considered for a transfer. Principals WORK CALENDAR
and/or Directors must send the The DeKalb County Board of Education
Transfer Request Form to Human shall adopt a calendar for each school year.
The Superintendent is authorized to develop
13a calendar, which will satisfy the legal hours are subject to change to meet the
requirements and the policies of the State needs of the school District. Personal
Board of Education and the accrediting activities should be arranged by each staff
agencies. Plans should be made to avoid member to assure them of being available
conflict with the work calendar whenever for work during their scheduled hours of
possible. duty. Changes in work schedules will be
arranged as far in advance as possible.
WORK HOURS
The supervisor of each school/department
has the authority to set work hours. Work
14BENEFITS
A comprehensive benefits package is offered to full-time employees. Coverage will be effective
on the first day of the month following the completion of one full calendar month of employment
new hires must complete enrollment within thirty (30) calendar days of the hire date. If no
enrollment election is made within thirty (30) calendar days of the hire date, the new hire will be
defaulted to No Coverage. Premiums will be deducted the month prior to the effective date of
coverage.
If an employee is transferring to the District from another Georgia public school system or state
agency, the employee shall advise Insurance Services when enrolling so that medical premiums
may be coordinated appropriately. Once the initial selection of benefits is made, changes may
only be made during Open Enrollment or for a qualifying event as defined in Section 125 of the
IRS code.
Benefits Options Available for Employees:
LEAVE WITHOUT PAY
STATE HEALTH BENEFIT PLANS
Employees on a leave without pay status are
HEALTH INSURANCE
responsible for paying health, flex, and all
The District offers health benefits that
board sponsored benefit premiums, which
include major medical and pharmacy
include life insurance and long-term
coverage.
disability.
GEORGIA DEPARTMENT OF OTHER AVAILABLE BENEFITS TO
ADMINISTRATIVE SERVICES - DISTRICT EMPLOYEES
FLEXIBLE BENEFIT PLANS
Optional Tax Sheltered Annuity
Large selection of optional benefit plans Investments
including: Direct Deposit of Paychecks
Dental Plans Credit Union Membership
Vision Plan Sick Leave Bank
Legal Insurance
Employee Optional Group Term Life BOARD SPONSORED LIFE INSURANCE
and AD&D Insurance DeKalb County School District provides
Spouse and child Life Insurance Basic Life Insurance, Accidental Death &
Dependent Care Spending Accounts Dismemberment (AD&D), and Survivor
Health Care Spending Accounts Income Benefit (SIB) rolled into one
Short-Term Disability package for our employees.
Long-Term Care Insurance
Specified Illness Insurance It is very important to make sure your
beneficiary information is always up to date
(marriage, divorce, birth of a child or the
death of your listed beneficiary) for the
15employee’s life insurance and/or retirement Spring Break
plans. Memorial Day
BOARD TAX SHELTERED ANNUITY
Employees covered under the Public
LONG-TERM DISABILITY
Schools Employees’ Retirement System All full-time District employees are covered
(PSERS), the Board contributes 8% of by Long-term disability insurance. Long-
PSERS eligible employee’s gross salary to term disability replaces up to 60% of the
the Board TSA through Fidelity employees monthly benefit salary. The
Investments. elimination period for long-term disability is
180 calendar days.
COBRA * Employee’s may choose to enroll in short-
If an employee and or his or her dependents term disability (STD). STD may cover
become ineligible for coverage under the illnesses/disabilities after seven or 30 days
State Health and or Flexible Benefit Plan, depending on the level of coverage selected.
the employee may be eligible to extend
coverage under the federal COBRA Questions regarding disability benefits
program. COBRA allows the employee should be addressed to The Standard
and/or dependents to continue coverage by Insurance Company. The Standard can be
paying 100% of the premiums and a 2% reached at 1-888-641-7186.
administration fee.
PUBLIC SCHOOL EMPLOYEES
CREDIT UNION RETIREMENT SYSTEM
All employees of the District are provided All employees who are eligible to participate
access to the services of the Georgia United in the Public School Employees Retirement
Credit Union. System of Georgia are required, under the
provisions of O.C.G.A. § 47-4-40, to
EMPLOYEE ASSISTANCE PROGRAM become members when employed by the
Board.
The Employee Assistance Program (EAP)
provides assistance for employees’ personal Bus drivers, food service employees, some
and professional challenges non-supervisory maintenance and custodial
personnel, and other employees not eligible
HOLIDAYS for membership in TRS are eligible for
membership in PSERS. For additional
The District recognizes the following information on PSERS, please contact the
holidays/breaks: Public School Retirement System of
Independence Day Georgia (PSERS) (404) 350-6300 or
Labor Day www.ers.ga.gov.
Thanksgiving Holiday
Winter Break
New Year’s Day SICK LEAVE BANK
Martin Luther King, Jr.’s Birthday The Sick Leave Bank (SLB) was established
Presidents’ Day to provide additional sick leave to SLB
16members that have catastrophic or TEACHERS RETIREMENT SYSTEM
debilitating personal health conditions or
disabilities. All employees, pursuant to applicable
statute, who are eligible to participate in the
Employees may enroll in the SLB during Teachers Retirement System of Georgia
open enrollment. If a SLB member (TRS) are required, under the provisions of
experiences a condition that is medically the law, to become members of TRS when
debilitating or catastrophic to the employee employed by the DeKalb County Board of
and exhausts all personal sick leave days, Education. The state and the Board shall
they may request days from the SLB. The contribute their portions of the funds as
application for leave may be retrieved from required by law, and the employee's portion
the DCSD Website or in the Department of shall be deducted from the employee's salary
Staff Services in Human Resources. as required by law. All covered
compensation paid by the Board to eligible,
SLB is for the employee only and may not full-time employees shall be reported to
be used for family members. Applicants TRS.
may request up to 45 days per calendar year.
If the applicant misses a paycheck or is Eligible members of TRS are required to
docked and receives SLB benefits contribute 6% of their salary. The District
afterwards, they will be retroactively contributes 14.27% of the employee’s
reimbursed for the time and funds. salary. For additional information, please
visit www.trsga.com or contact the Teachers
Employees receiving funds from Worker’s Retirement System of Georgia (TRS) (404)
Compensation or Short Term Disability are 352-6500.
not eligible for SLB benefits. For specific
information, please review the SLB
guidelines. Contact the Division of Human
Resources for a copy of the guidelines.
17CERTIFICATION
The Certification Unit ensures that all educators in the District adhere to the certification rules
and guidelines set forth by the State of Georgia and the Georgia Professional Standards
Commission (PSC).
It is the responsibility of all professionally certified employees to obtain and maintain Georgia
certification. Certification forms and information are available on the PSC’s website at
http://www.gapsc.com.
ADDING A FIELD TO AN EXISTING on the District’s website at
CERTIFICATE http://www.dekalb.k12.ga.us.
To add a field to an established professional
certificate at the bachelor’s degree level or CERTIFICATE CATEGORIES
higher, an applicant must either: (1) pass the Certificates are grouped under two major
appropriate content assessment(s) in the new categories: Renewable and Non-Renewable.
field; or (2) complete a state-approved
program in the new field and be Renewable certificates are valid for five (5)
recommended by the program provider for years, during which time the educator must
certification in the appropriate field. satisfy standard renewal requirements. Non-
renewable certificates are valid for three (3)
Teachers must complete the certification years. During the three (3) year validity
application and submit documentation to the period, the educator must satisfy specified
Certification Unit. Once all documents have requirements to convert the Non-Renewable
been received, the packet will be submitted Certificate to a Standard Renewable
by the Certification Unit via the Certificate.
ExpressLane portal to the PSC.
CERTIFICATE LEVELS
ALTERNATIVE TEACHER
The level assigned to a certificate indicates
CERTIFICATION
the highest degree level recognized by the
Teacher Academy for Preparation and PSC that has been awarded to the certificate
Pedagogy (TAPP) holder. College hours beyond a degree are
The TAPP Program is designed to provide not used to assign the level. Only the highest
an untraditional, non-degree, preparation degree awarded on an official transcript
route to teacher certification. The required from a PSC accepted accredited institution is
coursework will be completed through a used to determine the single level that is
blend of online and face-to-face coursework. assigned to all certificate fields held by that
The teacher candidate has up to three (3) educator. The assignment of a certification
years to complete the program. Certification level to various degrees is contingent on a
requirements and information are available valid certificate field being held and the
degree being awarded on an official
18transcript from a PSC–accepted accredited NON-HIGHLY QUALIFIED TEACHER
institution. LETTERS
CERTIFICATE UPGRADES An additional provision of the ESEA
requires that the District notify parents if
Requests for upgrades of Standard
Renewable Certificates, based on receipt of their child is assigned to a teacher for four or
more consecutive weeks who is not "highly
a master’s, specialist’s, or doctoral degree,
must be made in writing by submitting the qualified." A Non-Highly Qualified letter
must be sent for teachers in core area fields
certification application and a SEALED
copy of the official transcript showing the only. Core area fields include Reading,
Language Arts, Math, Social Studies,
degree completion date to the Certification
Science, Fine Arts, and Foreign Languages.
Unit. Once the completed packet has been
received, the Certification Unit will forward
the documentation to the PSC. RENEWAL REQUIREMENTS FOR
STANDARD RENEWABLE
NOTE: For compensation purposes, the
CERTIFICATES
effective date a certificate upgrade is based
on the date recorded on the certificate Educators should not allow their educator’s
received in the current fiscal year of the certificates to expire. Failure to maintain a
upgrade. valid certificate at all times may be
considered grounds for termination or non-
renewal of an employee’s contract.
HIGHLY QUALIFIED PROVISIONS Requirements for renewal include
Certificated staff must hold a valid Georgia
certificate in the field to which they are 1. A criminal record check must be done
assigned. Any teacher who does not teach in through the Department of Public Safety
the field for which he/she was properly during the school year in which the
certified 100 percent of the day will not be certificate expires; and
considered “highly qualified.” Failure to
maintain the status of “highly qualified” 2. A completed teacher certification
may result in termination or non-renewal of application and Verification of Lawful
an employee’s contract. Presence Form.
Once all requirements have been satisfied,
ELEMENTARY AND SECONDARY the applicant documents (application and the
EDUCATION ACT (ESEA) Criminal Background Check form) should
PARENTS RIGHT TO KNOW be submitted to the Certification Unit.
Under the Elementary and Secondary
Education Act, school districts that receive
Federal Title I funding must notify parents
of their right to know the professional
qualifications of the teachers and
paraprofessionals who instruct their child.
19SUBJECT AREA CONTENT ASSESSMENT GEORGIA EDUCATOR ETHICS
Georgia Assessments for the Certification of ASSESSMENT
Educators (GACE) test are fully aligned The Georgia Educator Ethics Assessment is
with national standards, Georgia educator a training and assessment program
certification requirements, Georgia educator composed of a series of modules that
preparation standards, and the Georgia combine instruction and testing. The goal of
Performance Standards (GPS). Two GACE the assessment is to assist educators become
assessments types are required for all familiar with, understand and apply the
professional certificates in the State of Georgia Code of Ethics for Educators. The
Georgia (Program Admissions Assessment assessment focuses on professionalism in
and Content Assessments). education, teachers’ relationships with their
students, their schools and their
communities – as well as an ethical
understanding to guide decision making.
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