EMPLOYEE ABSENCE INFORMATION

MANUAL

INDEPENDENT SCHOOL DISTRICT

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ALIEF INDEPENDENT SCHOOL DISTRICT ABSENCE INFORMATION MANUAL

Professionals and Paraprofessionals who work 100% of the day and whose position requires the following number of days will earn: 187 - 204 days 5 state personal - 6 local days 205 - 225 days 5 state personal - 7 local days 235 - 260 days 5 state personal - 8 local days Professionals and Paraprofessionals who work 50% of the day and whose position requires the following number of days will earn: 187 - 204 days 2 1/2 state personal - 3 local days 205 - 235 days 2 1/2 state personal - 3 1/2 local days According to District Personal Leave Policy, professionals and paraprofessionals must work a total of 180 days out of the 187 days in the school year to earn the eleven (11) days that are advanced at the beginning of each school year. Days are deducted from the balances shown on the employee’s pay stub according to the payroll pay date/cut off date schedule. This schedule may be found on the payroll web site or is available in your school office. Over-used leave days used will be docked at the end of the school year. IMPORTANT: Employees must call their Principal or Supervisor, as well as the Absence Calling System when they will be absent.

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LEAVE DEFINITIONS AND USE OF DAYS L = Local Leave Day STRSV = State Reserve Day STPL = State Personal Leave Day Illness – (L, STRSV, STPL) Bereavement (Funeral) - (L, STRSV, STPL) Medical Leave - (L, STRSV, STPL) Family Medical Leave - (L, STRSV, STPL) Discretionary Personal Leave Day – (STPL) Religious holidays must be taken as a discretionary personal leave day (STPL) Jury Duty/Subpoena and School Business days are “no-charge” days. You have the choice of selecting a state personal, state reserve, or local day when you are absent (with the exception of discretionary personal leave). You may not exceed your total days earned. This includes any previous state and local balance days. The following information may be helpful in assisting you with your choice.

STATE PERSONAL DAYS

State Personal Days are advanced to our employees at the beginning of the school year. All earned and unused days at the end of the school year are carried over to the following school year. Every full time employee is given a total of five (5) days, which may be used as follows:

Personal or family illness Medical/Family Medical leave Death of relation Discretionary Personal Leave (prior approval from principal/supervisor)

State Personal days used as discretionary personal leave (with prior written approval from principal/supervisor) may not exceed five (5) days per school year. No more than two discretionary days may be taken consecutively. More than five discretionary days taken will result in automatic docks according to Board Policy. (Form # 45-3175 must be completed and signed by the employee and supervisor). Accumulated unused state personal days transfer to any public school district in Texas. Accumulation of fifty (50) state personal days starting with the 92-93 school year will enable you to purchase one year of teacher retirement credit. For more information, please contact Teacher Retirement System of Texas.

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STATE RESERVE DAYS State Reserve Days (accrued before May 30, 1995) were a component of a former state sick leave program. Days cannot be added to a state reserve balance, only deducted when used. Accumulated state reserve days transfer to any public school district in Texas. Days in state reserve may be used as follows:

Personal or family illness Medical/Family Medical leave Death of relation

LOCAL LEAVE DAYS Local Leave Days are advanced to eligible employees at the beginning of the school year. Employees are given local leave days according to the following criteria:

1. Six days for ten month positions requiring a minimum of 187 work days 2. Seven days for eleven month positions requiring a minimum of 205 work days 3. Eight days for twelve month positions requiring a minimum of 235 work days

Local Leave Days may be used for: Personal or family illness Death of a relation Medical leave Family medical leave Sick leave bank Local Leave Days may be accumulated up to a maximum of 120 days. Upon retirement through the Texas Teacher Retirement System, employees are paid for their earned and unused days up to a maximum of 80 days. The earned and unused days are paid at a percentage of the highest three years salary according to the number of years employed in the district. Refer to page 11 for details.

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PAID VACATION DAYS Administrators and paraprofessionals in positions that require 235 days of service per year shall be awarded paid vacation. Manual trades employees who were hired after July 24, 1996, in positions that require 260 days of service per year shall be awarded paid vacation. See table below:

Length of Service in District Vacation Days Partial Year Pro Rata Earning 235 Days 260 Days

1-10 years 10 1:23 1:26 11-20 years 12 1:19 1:21.5

21 years or more 15 1:15 1:17 Manual trades employees hired prior to July 24, 1996, in positions that require 260 days of service per year shall receive paid vacation days based on the chart below:

Length of Service in District Vacation Days Partial Year Pro Rata Earning

1year 10 1:25 2 years 11 1:23 3 years 12 1:21 4 years 13 1:19.5 5 years 14 1:18

6-10 years 15 1:16.5 11-20 years 20 1:12.5

21 years or more 25 1:10 VACATION SCHEDULE Vacation time for the above employees shall be granted after completion of the year(s) of service in the District and shall be awarded on July 1 of each year. All vacation days must be used within the 18-month period from the date awarded. Vacations shall be scheduled with the approval of the immediate supervisor.

DAYS EARNED Eligible employees who actively worked less than a full year prior to July 1 are awarded earned vacation days on a partial year, pro rata basis for days actively worked as noted above. PART-TIME Employees working less than 50 percent of full time are not eligible for vacation leave.

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IMMEDIATE FAMILY: For the purposes of state sick leave accrued before May 30, 1995 (state reserve days), and local sick leave, the term “immediate family” shall include: 1. Spouse. 2. Son or daughter, including a biological, adopted or foster child, a son-or daughter-in law, a stepchild, a legal ward, or a child for whom the employee stands in loco parentis. 3. Parent, stepparent, parent-in-law, or other individual who stands in loco parentis to the

employee. 4. Sibling, stepsibling, sibling-in-law. 5. Grandparent and grandchild. 6. Any person who may be residing in the employee's household at the time of illness or

death. For purposes of the Family and Medical Leave Act, the definition of “family” shall include only items 1, 2, and 3 on the above list, but shall exclude son-or daughter-in-law and parent-in-law. ILLNESS - FAMILY OR PERSONAL [L, STRSV, STPL]

An employee absent five (5) or more consecutive workdays because of personal illness shall submit, upon return to work, a medical certification of illness and of his/her fitness to return to work. An employee absent five (5) or more consecutive workdays because of illness in the immediate family shall present, upon return to work, medical certification of the family member's illness.

STATE PERSONAL LEAVE [STPL]

Except for personal/family illness, death in the immediate family, medical leave, family medical leave, the following stipulations shall apply to the usage of state personal leave days. To safeguard the continuity of instruction and student learning, the following stipulations shall apply to the use of discretionary personal leave days: 1) Discretionary Personal Leave shall not be used:

a. The day before or after a holiday. b. On a staff development day. c. On weather make-up days. d. On state-mandated test days. e. During the last week of school.

2) Discretionary personal leave requires prior written approval by the supervisor. 3) Not more than two discretionary personal leave days shall be taken

consecutively. 4) Not more than three percent of the professional and paraprofessional staff of a

school or department shall be on discretionary personal leave. 5) Requests for discretionary personal leave shall be considered on a first-come, first-

served basis. 6) Not more than five discretionary personal leave days may be taken per year.

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7) Supervisors may deny any request for discretionary personal leave that would disrupt the educational process at the school or the District’s ability to provide appropriate support services.

An exception to the stipulations shall be granted for attendance at an out-of-town high school/college graduation or wedding of an immediate family member as defined in this policy, or in extenuating circumstances handled on a case-by-case basis. Prior written approval by the supervisor is required.

THE EXCEPTION APPLIES ONLY TO THE TIMING OF THE ABSENCE,

NOT THE NUMBER OF DAYS TAKEN.

FAMILY EMERGENCY [STRSV,STPL]

The term “family emergency” shall be limited to natural disasters and life-threatening situations involving the employee or member of the employee’s immediate family.

BEREAVEMENT (Funeral) [L, STRSV, STPL] a) Use of state and/or local leave for death in the immediate family shall not exceed

five (5) workdays per occurrence, subject to the approval of the District. b) A maximum of two (2) days may be granted for the death of an uncle, aunt

niece, nephew, or cousin. FAMILY/ MEDICAL LEAVE [L, STRSV, STPL]

The 12-month period within which employees shall be eligible for 12 weeks of family and medical leave shall be defined as the 12-month period beginning on the first duty day of the school year.

JURY DUTY/SUBPOENA [No-charge]

An employee shall be granted leave with pay and without loss of accumulated leave for jury duty or a subpoena. The employee shall be required to present documentation of the service and shall be allowed to retain any compensation for this service.

OTHER COURT APPEARANCES Absences for court appearances related to an employee’s personal business shall be deducted from the employee’s state personal leave or shall be taken by the employee as leave without pay.

A local day cannot be used as a “discretionary personal leave day”.

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LEAVE POLICIES

CONCURRENT USE OF LEAVE

The District shall require employees to use family and medical leave concurrently with paid leave and with temporary disability leave if applicable.

COMBINED LEAVE FOR SPOUSES If both spouses are employed by the District, family and medical leave for the birth, adoption, or placement of a child, or to care for a parent with a serious health condition may be limited to a combined total of 12 weeks as determined by the needs of the District.

INTERMITTENT LEAVE

Use of intermittent family and medical leave shall not be permitted for the care of a newborn child or upon the adoption or placement of a child with the employee.

CERTIFICATION OF ILLNESS

Upon request for family and medical leave for the employee’s serious health condition or that of a spouse, parent, or child, and at 30-day intervals thereafter, the employee shall provide medical certification of the illness or disability.

MEDICAL RELEASE

The employee’s request for reinstatement shall be accompanied by medical certification of the employee’s ability to perform essential job functions.

VERY IMPORTANT

Jury duty and subpoena absences:

When you receive a jury duty or subpoena the day must be called in as a Discretionary Personal Leave Day. When you are released from jury duty/subpoena you must request a release as proof of your service. A jury duty summons sent to you in the mail is not acceptable documentation to provide for proof of service. Once you have returned to work you must complete the “Daily Report Form” and attach the release from jury duty/subpoena. The “Daily Report Form” may be obtained from your building secretary. Once the completed form and release have been received by the Associate Teacher Office, the day will be changed to a “no charge” day.

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TEACHER REINSTATEMENT A teacher desiring to return to work at or near the conclusion of a semester shall be reinstated in accordance with the END-OF-TERM LEAVE section in DEC (LEGAL).

TEMPORARY DISABILITY/MEDICAL LEAVE

The maximum length of temporary disability leave shall be 180 calendar days. LEAVE FOR NON WORK-RELATED ILLNESS OR INJURY

An employee who is not eligible for temporary disability leave authorized by the Education Code shall, upon request, be granted a leave of absence for the period of time during which he or she is physically unable to perform regular duties due to a non-occupational disability. [See DEC (LEGAL) for state mandated TEMPORARY DISABILITY LEAVE provisions] An employee who is requesting a medical or temporary disability leave of absence shall have the option, if not eligible for FMLA, to be paid full salary for any workdays missed during the period of such absence up to the number of earned and unused leave days credited to such employee, pursuant to the leave policy. If the employee is eligible for FMLA, leave shall be coordinated with FMLA according to local policy on concurrent use of leave as noted above. Absences as of the date that such absence commences and the number of days of such absence for which the employee elects to receive salary shall be charged against the number of unused leave days with which the employee is credited. Requests for temporary disability or medical leave of absence shall be made to the Superintendent or designee. The request shall be accompanied by a physician’s statement confirming inability to work and shall state the date requested by the employee for the leave to begin and the probable date of return as certified by the physician. During the course of the employee’s leave of absence the District may request, at reasonable intervals, a similar statement from the employee’s doctor. In the event the employee does not return on or near the probable date of return, the District may require the employee to be examined by a physician of the District’s choice and at District expense. If such physician certifies that the employee is fit to return to work, and the employee fails to do so promptly, then the employee shall resign or such failure shall be deemed to be repeated and continuing neglect of duties on the part of the employee. Upon recommendation of the Superintendent, the Board may place an employee on a temporary disability/medical leave of absence if, in their judgment and as a result of consultation with a physician who has performed a thorough examination of the employee, the employee’s condition interferes with the performance of regular duties. The employee has the right to present evidence of the employee’s fitness to continue the performance of regular duties.

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RETURN TO ACTIVE DUTY: The employee shall notify his or her immediate supervisor of the desire to return to active duty as least 15 days prior to the expected date of return. The notice shall be accompanied by a physician’s statement indicating the employee’s physical fitness for the resumption of regular duties.

FAILURE TO RETURN TO WORK:

In the event that an employee fails to return to work as soon as he or she is released by the physician to perform regular duties, the contractual employee shall resign, or such failure shall be deemed to be repeated and continued neglect of duties on the part of the employee. In the event this is a non-contractual employee, he or she shall be deemed to have resigned the position with the District and to have waived any and all rights to further employment by the District.

ASSIGNMENT FOLLOWING LEAVE OF ABSENCE:

An employee returning to active duty after a leave of absence for temporary disability shall be entitled to an assignment at the school or department where the employee formerly worked, subject to the availability of an appropriate position. In any event, the employee shall be placed on active duty no later than the beginning of the next school year.

LENGTH OF LEAVE OF ABSENCE:

The length of leave of absence for temporary disability/medical or workers’ compensation leave shall be granted by the Superintendent as required by the individual employee; however, the maximum length for medical leave of absence/temporary disability or workers’ compensation leave shall be 180 calendar days.

INSURANCE DURING LEAVE OF ABSENCE:

Except for employees on family and medical leave, employees on temporary disability/medical leave of absence may have their membership and privileges in the group insurance plans continued during the leave of absence period by making payments to the District covering the cost of the employee’s premium contribution.

WORKERS’ COMPENSATION AND PAID LEAVE OFFSET:

An employee receiving workers’ compensation benefits shall be assigned to family and medical leave, if applicable. The employee shall inform the appropriate administrator whether he or she chooses to use available paid leave while receiving workers’ compensation wage benefits. Employees may coordinate lost wages with accrued and unused sick leave, excluding sick leave bank benefits, not to exceed 100 percent of pay. Accrued days shall be deducted proportionately from the employee’s sick leave balance.

ASSAULT LEAVE: Assault leave, during which the employee receives workers’ compensation wage benefits supplemented by the District up to the pre-assault weekly salary, shall not be designated as family and medical leave.

MILITARY LEAVE:

If an employee on military leave, as stipulated in law, re-enlists following initial military duty, that employee’s military leave status shall be cancelled. The employee shall be paid full salary not to exceed 15 days military encampment, and such time shall not count as vacation. In accordance with Education Code 22.003(d)(e), the District shall provide paid military leave when an employee is called to active service. The paid military leave shall be calculated by the difference between the active duty pay and the employee’s daily rate.

REIMBURSEMENT FOR LOCAL LEAVE UPON RETIREMENT: An employee who separates from employment with the District shall be eligible for reimbursement of local leave under the following conditions: 1. The employee’s separation from employment is voluntary, i.e. the employee is retiring and is

not being discharged or non-renewed. 2. The employee has at least five years of continuous regular employment with the District. (not

on a substitute or temporary basis) 3. The employee is eligible for full retirement under the rules of the Texas Teacher Retirement

System (TRS) The employee shall be reimbursed for all accrued and unused local leave up to a maximum of 80 days on the following basis: Years of Service Rate of Payment

30 100% 25 – 29 90% 20 – 24 80% 15 – 19 75% 10 – 14 70% 05 – 09 65%

The rate of pay for unused leave shall be based on the average of the final three years of salary earned by the employee. A non-contractual employee’s rate of pay for the unused leave shall be based on the final three years’ average daily rate of pay. Payment shall be made 45 days from the date of retirement and verifiable by TRS. If the employee is reemployed with the District, days for which the employee received payment shall not be available to that employee.  

REQUEST FOR DISCRETIONARY PERSONAL LEAVE DAY(S)

Legal Name______________________________________ Date_________________ EMP ID#___________________ Campus/Location_______________________ I would like to take a discretionary personal leave day on ______________________________ Date(s) __________approved __________not approved _________________________________________________ Date_________________ Principal’s/Supervisor’s signature To safeguard the continuity of instruction and student learning, the following stipulations shall apply to the use of discretionary personal leave days:

1. Discretionary personal leave shall not be used: a. the day before or after a holiday b. on a staff development day c. on weather make-up days d. on state mandated test days e. during the last week of school

2. Discretionary personal leave requires prior written approval by the supervisor. 3. Not more than two discretionary personal leave days shall be taken consecutively. 4. Not more than three percent of the professional and paraprofessional staff of a

school or department shall be on discretionary personal leave. 5. Requests for discretionary personal leave shall be considered on a first-come, first-

served basis. 6. Not more than five discretionary personal leave days may be taken per year. 7. Supervisors may deny any request for discretionary personal leave that would

disrupt the educational process at the school or the District’s ability to provide appropriate support services.

* An exception to the stipulations shall be granted for attendance at an out-of-town high school/college graduation or wedding of an immediate family member as defined in this policy, or in extenuating circumstances handled on a case-by-case basis. Prior written approval by the supervisor is required. Alief ISD – DEC (L) Leaves and Absences *Explanation of Extenuating Circumstances: ____________________________________________________________________________ ____________________________________________________________________________ __________approved __________not approved _______________________________________________ Date_________________ Principal’s/Supervisor’s signature

White – Principal/Supervisor Yellow – Employee AISD 45-3175 Revised 04/10

Quick Reference Guide

Calling System Number

Smart Find Express

Substitute Office Hours

Telephone Numbers

Reason for Illness

Record Sheets

ALIEF ISD ABSENCE SYSTEM RECORD SHEET

Absence Calling System Phone: 1-800-942-3767 Web Center address: aesoponline.com ID: _______________ PIN: _______________ Help Desk (281) 498-8110 x 5250 x 2130 x 4040 Hours: Monday – Thursday 6:00 a.m. – 4:30 p.m.

Friday 6:00 a.m. – 4:00 p.m. Reasons

1) Illness-Family or Personal 2) Death of a Relation 6) Discretionary Personal Leave

(Prior written approval required) 10) Vacation (235 or 260 Personnel) Extended Absence/Budget Code

1) Local 3) State Reserve 5) State Personal Leave

Date Job# Reason# Date Job# Reason #

Date Job# Reason# Date Job# Reason #

There are two ways to use the Alief Absence System.

(1-800-942-3767) aesoponline.com (must be exact) The following booklet will provide you with the information needed to access the Calling System. Your Access/User ID will be emailed to you.

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EMPLOYEE ABSENCE CALLING SYSTEM

This computerized Calling System will assist you in reporting your absences and arranging for a substitute when needed. By using the key pad of a “touch-tone” telephone, you will be able to:

Report an absence and request a substitute Review or cancel a previously reported absence

SYSTEM PHONE NUMBER 1-800-942-3767 SUB OFFICE PHONE NUMBER (281) 498-8110 (HELP DESK) extension 5250

extension 4040 extension 2130 SUBSTITUTE OFFICE HOURS Monday – Thursday 6:00 a.m. – 4:30 p.m. Friday 6:00 a.m. – 4:00 p.m.

SYSTEM CALL-OUT TIMES FOR SUBSTITUTES School Days 5:00 a.m. – 11:30 a.m.

5:30 p.m. – 10:00 p.m.

Weekends/Holidays (excludes Saturday) 5:30 p.m. – 10:00 p.m.

IMPORTANT: Employees must call their Principal or Supervisor, as well as the Absence Calling System when they will be absent.

Employee QuickStart Guide|

© 2016 Frontline Education

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Absence and Substitute Management

LOGGING IN ON THE WEB

To log in to the absence management system, type

signin.frontlineeducation.com in your web browser’s address bar.

Enter your ID number and PIN. Then, click Login.

CAN’T REMEMBER YOUR LOGIN INFO?

If you’re having trouble logging in, click the Login Problems link next to

the “Login" button for more information.

CREATING AN ABSENCE

You can enter a new absence right from your absence management home page under the Create Absence

tab.

Fill out the absence details including the date of the absence, the absence reason, notes to the

administrator or substitute, and more. You can also attach files to the absence from here.

When you’re completed entering the absence details, click the Create

Absence button.

Employee QuickStart Guide |

© 2016 Frontline Education

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MANAGING YOUR PIN AND

PERSONAL INFORMATION

Under the “Account” tab, you can manage your

personal information, change your PIN

number, upload shared attachments (lesson

plans, classroom rules, etc.), view absence

reason balances, manage your preferred

substitutes, and more.

GETTING HELP AND TRAINING

If you have questions, want to learn

more about a certain feature, or need

more information about a specific topic,

click the Help tab to go to the absence

management Learning Center, where

you can search a knowledge base of

help and training materials.

ACCESSING ABSENCE MANAGEMENT ON THE PHONE

Not only is absence management on the web but you can also create absences, manage personal

information, check absence reason balances, and more, all over the phone.

To call the absence management system, dial 1-800-942-3767. You’ll be prompted to enter your ID

number (followed by the # sign), then your PIN number (followed by the # sign).

Over the phone you can:

• Create an absence (within the next 30 days) – Press 1

• Check your absence reason (entitlement) balances – Press 2

• Review upcoming absences – Press 3

• Review a specific absence – Press 4

• Review or change your personal information – Press 5

If you create an absence over the phone, be sure to make note of the confirmation number

that the system assigns the new absence for reference.