Staff Handbook 2017-2018

Table of Contents

Section 1.0 Introduction to the Organization pg1Section 1.1 Welcome pg1Section 1.2 Organization Facts pg1Section 1.3 Mission pg1Section 1.4 Meeting Dates & Times pg2

Section 2.0 Selection Policies pg3Section 2.1 New Hire Procedures pg3Section 2.2 Employment Categories pg3Section 2.3 Equal Employment Opportunity pg3Section 2.4 Disability Accommodation Policy pg3Section 2.5 Nepotism pg4Section 2.6 Posters pg4

Section 3.0 Work Rules/Discipline pg5Section 3.1 Discipline Procedures pg5Section 3.2 Work Breaks/Work Week pg5Section 3.3 Moonlighting pg6Section 3.4 Personal Behavior pg6Section 3.5 Telephone, Fax, Internet, Mail, E-mail, courier pg6Section 3.6 Dress Code pg6Section 3.7 Work Station Maintenance pg7Section 3.8 Attendance and Punctuality pg7Section 3.9 Sexual Harassment pg7Section 3.10 Employment Termination Procedures pg7Section 3.11 Layoffs pg7

Section 4.0 Compensation pg8Section 4.1 Pay Period pg8Section 4.2 Timekeeping pg8Section 4.3 Overtime pg8Section 4.4 Confidentiality pg8Section 4.5 Licensed Staff Salary Schedule Horizontal Move Request. pg8

Section 5.0 Benefits pg10Section 5.1 Social Security/Medicare pg10Section 5.2 Worker’s Compensation pg10Section 5.3 Unemployment Insurance pg10Section 5.4 Family Leave pg10Section 5.5 Other Leaves (sick, personal, jury duty, military, etc.) pg10Section 5.6 Health/Dental/Vision Insurance pg13Section 5.7 Other Insurance pg14Section 5.8 Retirement pg14

Section 5.9 Holidays pg15Section 5.10 Leave Request (Vacation/Personal/Other) pg15Section 5.11 Business Meal and Travel Expenses pg15Section 5.12 Uniforms pg15Section 5.13 Equipment pg15

Section 6.0 Security pg16Section 6.1 Vehicles pg16Section 6.2 Phone, Email, Fax, Internet, Mail, and Courier pg17Section 6.3 Inspections pg18Section 6.4 Keys pg18

Section 7.0 Performance Evaluation pg19Section 7.1 Administration and Schedules pg19Section 7.2 Process pg20Section 7.3 Plan of Assistance pg21

Section 8.0 Training and Development pg22Section 8.1 Orientation Procedure pg22Section 8.2 Training Procedures pg22Section 8.3 Continuing Education pg22Section 8.4 Interns/Substitute/Short-Term Employment pg23

Section 9.0 Safety pg24Section 9.1 Safety Administration pg24Section 9.2 Child Abuse/ Accident/Emergency Reporting pg24Section 9.3 Material Safety Data Sheets pg24Section 9.4 Respiratory Protection pg24Section 9.5 Chemical Safety pg24Section 9.6 Lock Out/Tag Out pg25Section 9.7 Posters pg25Section 9.8 Administering Medicines to Students pg25Section 9.9 Fire Safety pg25Section 9.10 Asbestos pg25

Section 10.0 Miscellaneous pg26Section 10.1 Business gifts/donations pg26Section 10.2 Personnel Files pg26Section 10.3 Personnel Data Changes pg26Section 10.4 Parking pg26Section 10.5 Changes in Policies pg26Section 10.6 Termination pg26

Signature Page p27

Section 1.0 Introduction to the Organization

Section 1.1 Welcome

Welcome to the Malheur ESD Region 14! Education Service Districts were established to provide a supporting infrastructure to local school districts. We are a direct service agency provider meeting the varying needs of students, parents, administrators, and board members.

Employment at Malheur ESD provides us a great opportunity to exhibit our theme of “Team Malheur” as we develop relationships in our component school districts. We look forward to an exciting and successful school year.

Section 1.2 Organization Facts

Direct services to public school students with unique needs is a long-standing service of Malheur ESD. Specialized student services may include: special education; alternative education; migrant education; vocational and career education and early intervention/early childhood education. Malheur ESD assists local school districts to assure continuous improvement of curriculum development, instructional delivery and student assessment. These services include the training of teachers to design and implement instructional programs and the development of assessment programs to measure student achievement. Malheur ESD facilitates effective use of computers and communication media, and stabilizes resource management helping districts respond to fiscal needs.

Section 1.3 Mission

The mission of Malheur Education Service District is to improve students outcomes for all children P-20.

MALHEUR EDUCATION SERVICE DISTRICT REGION 14 Board of Directors

(4-year Terms)

Dennis Hironaka, Vice Chair (Zone 1 - Ontario - Northern) 6/30/2021Les Linegar (Zone 2 - Ontario - Southern 6/30/2019Donald Bullard (Zone 3 - Nyssa) 6/30/2021David Westerberg (Zone 4 - Vale, Annex, Huntington) 6/30/2019Jill Conant (Zone 5 - Dists. 3,12,51,61,66,81) 6/30/2019John McDonough, Chair (Director-At-Large) 6/30/2019Don Hodge, Chairman (Director-At-Large) 6/30/2021Mark Redmond (Secretary)

- [ESD Zones Rev. 8/94]

MALHEUR EDUCATION SERVICE DISTRICT REGION 14Budget Board Members

(3-Year Terms) (for 2016-2017 Budget)

Eddie Kinkade*, Adrian (Zone 5) (#3,12,51,61,66,81)6/30/2016

Vacant Position (At-Large) (#XX) 6/30/20xxVacant Position (Zone 2) (#8C) 6/30/20xxVacant Position (Zone 3) (#26) 6/30/2019Michael McGourty (Zone 4) (#84) 6/30/2019Vacant Position (At-Large) (#XX) 6/30/20xxKen Parker, Annex (Zone 4) (#29) 6/30/2019Eric Bronson (Zone 4) (#16J) 6/30/2019 *Added as per ORS 334.240

Section 1.4 Board Meeting Dates and Times

The Malheur ESD Board Meetings will be held on the third Tuesday of each month beginning at 3:00 pm at the Plaza Inn Restaurant in Ontario unless otherwise posted. (Refer to Policy BD/BDA)

Section 2.0 Selection Policies

Section 2.1 New Hire Procedures

1. Check with the Business Manager regarding budget parameters

2. Check with the Superintendent regarding hiring salary

3. Check with Human Resources regarding position parameters.a. Job description on file or need to create job descriptionb. Classified or Licensed positionc. Salaried or hourly position; exempt or non-exemptd. Full-time, part-time, concurrent position, or purchased services contracte. Job announcement/advertisement for positionf. Fingerprints and/or Criminal History Record Check

(Refer to Policy GCDA)g. Hours/days to work (length of contract) h. Benefits for position (medical, dental, PERS, sick leave, etc.)i. Letter of employment/contract (hire date, benefits, staff calendar, etc.) (Refer to

Policies GB, CC)j. Payroll paperwork completed (job application, W4, I9, deductions, etc.)

Section 2.2 Employment Categories

Administrative

Confidential Classified

Classified

Licensed

Section 2.3 Equal Employment OpportunityMalheur ESD prohibits employment discrimination because of race, color, sex, national

origin, and religion. (Refer to Policies AC, GBA)

Section 2.4 Disability Accommodation PolicyMalheur Education Service District Region 14 is committed to responding to the needs of

qualified individuals with disabilities in relationship to all areas of employment, facilities, services, programs, communications, and transportation.

The district will provide reasonable accommodations for the known disabilities of all job applicants and current employees upon request and with appropriate advance notice. Reasonable accommodations will be made in accordance with the regulations of the Americans with

Disabilities Act.If an individual feels that modifications in policies, employee privileges, facilities or any

other employment related issue are needed, then the District will respond according to the regulations of the Americans with Disabilities Act. The superintendent is directed to develop a grievance procedure to provide for the prompt and equitable resolution of complaints alleging violation of the Americans with Disabilities Act. (Refer to Policies AC, GBA)

Section 2.5 NepotismTo protect against potential conflict of interest in the supervision and evaluation of

employees, no manager shall be responsible for the supervision and/or evaluation of an employee directly related to him or her. (Refer to Policy GBC)

Section 2.6 Posters

The posters listed below are located in the employee lunchroom (Paulsen Room) and on the Special Education Bulletin Board.

Oregon Minimum Wage LawOregon Family Leave Act

Oregon Employment Department LawOregon OSHA Poster

Oregon Protections for Victims of Domestic Violence, Harassment, Sexual Assault and StalkingFederal Minimum Wage Law

Federal Family and Medical Leave ActEqual Employment Opportunity LawFederal Polygraph Protection NoticeFederal USERRA (military rights)

Section 3.0 Work Rules/Discipline

Section 3.1 Discipline Procedures

District employees may be disciplined for

1. Disobedience of rules, orders or policies that are related to the orderly, efficient and safe operations of the district, and/or

2. Failure to perform at a level that the district might properly expect of the employee3. Insubordination4. Any conduct as outlined in ORS. 342.865

VERBAL REPRIMAND

Generally this will take the form of a quiet word from the supervisor. It can be assumed that documentation on the matter will be made, but not placed in the personnel file. This type of reprimand usually ends with a warning that more serious action may be taken.

WRITTEN REPRIMAND

This is usually the same as initial reprimand, except that it is in writing and is filed with the personnel file so that permanent record is made. At this time, the administrator may choose to place employee on plan of assistance.

SUSPENSION

Directors may recommend to the superintendent suspension without pay for an employee. Only the superintendent may suspend. Records are filed with the personnel folder. Suspension may range from one day to a week or more.

DISMISSAL

The superintendent may recommend to the ESD Board dismissal of an employee. Only the Board can dismiss.

While initial reprimand through dismissal outlines progressive steps in employee discipline, the severity of each “problem” may determine which steps are initially taken.

Section 3.2 Work Breaks

Malheur ESD complies with the Fair Labor Standards Act and State agencies guidelines. The workweek is Monday through Friday. The workday is 8:00 a.m. to 4:00 p.m. Oregon Revised Statutes 342.608 provides for a continuous thirty (30) minute duty-free lunch period each day for licensed personnel. As one’s schedule allows, this lunch period may be extended at the discretion of the employee’s supervisor.

Section 3.3 Moonlighting

ESD personnel are allowed to engage in private consulting activities or other employment on vacation, holiday, non-contract or off-week hours providing:

1. Consulting activities or other employment do not conflict with nor detract from the performance of duties and responsibilities with the Malheur Education Service District;

2. Opportunities for consulting activities which occur as a result of contact and communication with Malheur ESD clients are discussed with the supervisor prior to contracting to do the work;

3. Malheur ESD facilities, vehicles, equipment and supplies are not used in conduct of the activities;

4. Consulting activities are not conducted with ESD clients in circumstances that would warrant ESD service to be provided. (Refer to Policy CBF)

Section 3.4 Personal Behavior

The Malheur Education Service District Region 14 Board expects all employees to be committed to the highest standards of ethical behavior and provide competent services. (Refer to Policy GBC)

Section 3.5 Telephone, Fax, Internet, Mail, E-mail, courier

The Board is committed in the development of a quality, equitable, and cost effective electronic communication system for its employees.

The ESD system has limited educational and administrative purpose. The system will be used to increase district intra-communications, enhance productivity, research topics, and assist ESD employees in upgrading their skills through greater exchange of information with their peers. The ESD system will also assist employees in the sharing of information with the community, including parents; social service agencies; government agencies; and business. (Refer to Policies IIBGA, IIBGA-AR)

Network EtiquetteUsers are expected to abide by the following rules of network etiquette.

1. Be polite.2. Use appropriate language. Swearing, vulgarity and inappropriate language could result in

loss of system privileges and discipline.3. Remember that E-mail is not private. District officials may monitor and record E-mail.

Messages related to illegal activity may be reported to authorities.4. Be courteous of other users and do not disrupt their use of the system.

Section 3.6 Dress Code

There is not a formal dress code per se, but employees are expected to dress for the job. Individuals should ensure clothing is appropriate and professional. Clothing that advertises

alcohol or tobacco products, blazons crude jokes or graphics, and clothing that is revealing should be deemed inappropriate for work dress. If any questions or comments surface, please contact your supervisor.

Section 3.7 Work Station Maintenance

Work stations vary within the scope of ESD services, however all work stations (and general ESD environment) are expected to be clean, organized, and professional at all times.

Section 3.8 Attendance and Punctuality

It is fundamental that regular attendance is an important factor in employment. The workday begins at 8:00 a.m. and runs until 4:00 p.m. Any changes to these hours should be referred to your immediate supervisor or department secretary in as timely a manner as possible. (Refer to Policy GA)

Section 3.9 Sexual Harassment

It is the policy of the ESD that employees should be able to enjoy a work environment free from discrimination, including sexual harassment. No employee, either male or female, should be subjected to unsolicited and unwelcome sexual overtones or conduct, either verbal or physical. Sexual harassment is a violation of both federal and state laws and will not be tolerated or condoned. Any employee who believes that he or she is a victim of sexual harassment should immediately report that matter to their supervisor or the superintendent. Sexual harassment by an ESD employee will result in severe disciplinary action, up to and including termination. (Refer to Policies GBN/JBA- GBN/JBA-AR)

Section 3.10 Employment Termination Procedures

The Board shall follow the due process requirements of Oregon Revised Statutes regarding the dismissal or non-renewal of licensed employees, as well as classified employees. Employees may voluntarily separate or be released from employment upon written notice by letter of resignation. (Refer to Policies GCPD, GCPB/GDPB)

Resignation of Licensed {Certified} Employees - A licensed staff member who wishes to resign from his/her position with the ESD must file a written notice into the personnel office at least sixty (60) days prior to the date he/she wishes to leave ESD employment. The superintendent is authorized to accept the resignation effective the day it is received. The superintendent is also authorized to waive the sixty (60) days prior notification requirement, if it is in the best interest of the ESD. The Board, at its next meeting, will ratify the action of the superintendent.

Section 3.11 Layoffs

In the event it becomes necessary to reduce the number of staff due to program elimination or reduction as a result of loss of funding or changing organizational needs, the Board shall act upon the administrative rules outlined. (Refer to Policy GCPB/GDPB)

Nothing in this policy; however, is intended to interfere with the right of the district to discharge, remove or fail to renew the contract of a probationary teacher or to dismiss a permanent teacher pursuant to the provisions of the Fair Dismissal Law.

Section 4.0 Compensation

Section 4.1 Pay Period

Payday is the 20th of each month on a 12-month pay distribution. It is a district practice not to allow advance salary withdrawals prior to the 20th of each month. The Superintendent may approve a pay advance not in the form of a draw, in a dire and extreme emergency. (Refer to Policy DLA)

Direct Deposit of paychecks into employee’s checking or savings account is available at no cost to the employee. For more information on this service, contact the Personnel Department.

Section 4.2 Timekeeping

Time card/Work record (due by the 10th of the month to the Personnel Department)

1. Licensed {Certified} (exempt) – complete work record for each month2. Classified/Hourly (non-exempt) – complete time card for each month worked3. Travel vouchers – complete monthly to request travel reimbursement (Refer to

Policy DLC)

Section 4.3 Overtime

The Board delegates to the Superintendent the responsibility to establish a workweek for the ESD and to determine which employees are exempt under the Federal Fair Labor Standards Act and the State Wage and Hour overtime provisions. (Refer to Policy GBAA)

Section 4.4 Confidentiality

Malheur Education Service District Region 14 is part of Oregon’s public sector. Employee salaries are public information if requested.

Section 4.5 Licensed {Certified} Staff Salary Schedule Horizontal Move Request

To move horizontally across the salary schedule, the following conditions must be met:

● Course work must be relevant to the current job assignment.● Course work must be completed through a state accredited university or college.● If a grade of “B” is required in a Graduate Level Course, a grade of less than “B” will not be

acceptable for horizontal movement on the salary schedule.● Other course work with less than a grade of “C” will not be acceptable. Other course work

with a grade of “P” (Pass) or “S” (Satisfactory) will be acceptable only through prior approval of the immediate supervisor and the superintendent.

● For payroll purposes, staff must notify the ESD Superintendent of any course work completed by the first Friday in September.

● All course work must be supported by an official transcript to be received in the ESD office by November 15.

To determine placement on the salary schedule for new employees, previous education and teaching experience will be evaluated as it relates specifically to the position for which the employee is applying.

New employees with a BACHELOR’s or MASTER’s degree and no prior teaching experience shall be placed on the salary schedule at Step “O”.

Previous teaching experience for all half time or more experience, for a half year or more, shall be considered a full year of experience for initial salary placement. Prior experience will be evaluated as it relates specifically to the position for which the employee is applying.

Malheur Education Service District Region 14 reserves the right to establish starting salaries for licensed Physical Therapists (PT), licensed Occupational Therapists (OT), and licensed Registered Nurses (RN).

Section 5.0 Benefits

Section 5.1 Social Security/Medicare

Social Security/Medicare (7.65%) is withheld from employees of Malheur Education Service District’s paycheck each payday. The remaining 7.65% is paid by the ESD.

Section 5.2 Worker’s Compensation

Malheur Education Service District Region 14 employees are covered by Workmen's Compensation through State Accident Insurance Fund (SAIF) for on the job injury or disease. Malheur ESD must file reports for injury with SAIF within five days of knowledge of injury.

Section 5.3 Unemployment Insurance

Malheur Education Service District Region 14 contributes to the State Employment Department proportionally to the amount of employees employed in the district for unemployment insurance that insures each employee.

Section 5.4 Family Leave

The Board recognizes the need to promote a healthy balance between work and family responsibilities. Therefore, the Board is committed to providing up to twelve (12) weeks of family medical leave during the 12-month period measured forward from the date the employee’s leave begins. (Refer to Policy GCBDA)

Section 5.5 Other Leaves (jury duty, military, etc.)

The Board recognizes that from time to time employees may need to be absent. The Board approves the following leaves. (Refer to Policy GCBD/GDBD)

SICK LEAVE

When ill, call your immediate supervisor and department secretary. If applicable, the office will notify your school(s) and/or cancel your appointments. Please call each day that you are ill.

Per ORS 332.507, each full time Malheur Education Service District employee shall receive twelve (12) days of sick leave for twelve months of employment; ten (10) days of sick leave each school year provided that the employee is employed a minimum of nine (9) months. The definition of one (1) day is the number of normal hours a person works per day. Persons employed for a lesser period of time shall have sick leave prorated to the length of period of

employment – calculated at one day per month, for each month worked. Leave shall be accounted for to the nearest ¼ hour. Unused sick leave shall accumulate without limit.

Sick leave means absence from duty because of an employee's illness or injury. Sick leave also covers illness or injury caused by pregnancy or childbirth, which prevents the employee from working. Sick leave may also be used for bona fide immediate family illness. The use of sick leave for any other purposes must have prior approval by the superintendent.

Employees who retire from Malheur ESD shall have their unused sick leave applied to Oregon Public Employees Retirement System (PERS) in accordance with that organization's requirements.

PERSONAL LEAVE

Three (3) days of personal leave will be granted to full time employees who are employed for a period of nine months or longer during one fiscal year. One (1) day of conditional personal leave will be granted and can only be taken with Superintendents approval on a non-student contract day. Malheur ESD part-time (at least one-half time, but less than full-time) licensed {certified} staff will be eligible for pro-rated personal leave. The prorated amount for personal leave will be based on the FTE of the licensed staff member and calculated against the three (3) days granted to full-time employees. Such leave will be granted and approved by the superintendent. Personal leave is non-transferable and non-accumulative. Leave shall be accounted for to the nearest ¼ hour. At the end of the work year, unused personal leave will be applied to used sick leave for said fiscal year.

BEREAVEMENT - EMERGENCY LEAVE

Full time employees will be allowed three (3) days of bereavement leave, plus two (2) days of emergency leave, if authorized by the superintendent.

MILITARY LEAVE

See Oregon Revised Statute 408.290.

JURY DUTY

Upon approval of the Superintendent, a member of the ESD staff shall be granted a leave of absence with pay for service on a jury, provided that the salary paid to such employee for the period of absence shall be reduced by the amount of monies paid for jury service excluding travel expenses. Any action taken shall be upon approval of the Superintendent.

COURT APPEARANCES

Employees who appear before a court, legislative committee or other judicial or quasi-judicial body as witness in response to a subpoena or other direction by proper authority, shall be granted leave for such appearance, provided that the salary paid to such employee shall be reduced by the amount equal to that received by such employee as witness fees, excluding travel expenses. Any action taken shall be upon approval of the Superintendent.

LEAVE OF ABSENCE WITHOUT PAY

Leaves of absence without pay may be granted upon application to the Board except as provided in Oregon Revised Statute 236.04 (Peace Corps) Oregon Revised Statute 408.240 (Military) and Oregon Revised Statute 652.250 (Injured employee).

PRIOR APPLICATION

All applications must include the date of the leave, and the date on which the leave will terminate. Application must be submitted to the superintendent prior to the date the leave is to become effective.  If the applicant is the superintendent, the application shall be submitted to the Board.

SALARY REDUCTION

Authorized leave without pay shall cause a reduction from the salary based on the number of contract days of the respective employee.

FACTORS OF LEAVE WITHOUT PAY

Consideration shall be given to length of service, previous record of absence other than personal illness and reason for the absence.

UNEXCUSED ABSENCES

Unexcused absences or failure to follow the adopted policies of the Board regarding leave of absence may be deemed to be neglect of duty and a breach of contract and may be sufficient grounds for dismissal.

WORKERS’ COMPENSATION

Salary paid to employees shall be reduced by the amount of monies paid by Workers’ Compensation as salary benefits.

MATERNITY LEAVE

Benefits will be provided in compliance with federal and state laws.

FAMILY LEAVE

Employees shall be entitled to Family Leave as provided in Oregon Revised Statute 659A.150-186.

RETURN FROM LEAVE

Upon return from leave, employees shall be entitled to the following:

1. The same or comparable position, providing a program exists;

2. The same advancement on the salary schedule as if the employee had been continuously employed;

3. The same amount of accumulated sick leave as at the beginning of the leave. Sick leave may not be accumulated during leave.

EXTENSION OR RENEWALS

Application for an extension or renewal of leave shall be in writing.

GOOD CAUSE

Where other types of leave are exhausted or not previously defined in policy or procedures, the Superintendent may approve paid or unpaid request for unusual situations, based on the merits of each individual request.

Section 5.6 Health Insurance

HEALTH/DENTAL INSURANCE

Malheur Education Service District Region 14 participates in group medical/dental/vision plan(s) available through the Oregon Educators Benefit Board (OEBB). The ESD pays up to $1,250.00 monthly towards the insurance premium for each of its full-time employees. When the monthly premium exceeds $1,200.00, the employee premium contribution is made through a monthly payroll deduction which can be pre-taxed.

New eligible employees must be enrolled in the Plan(s) within 31 days of employment in order to be eligible for coverage. If an employee chooses to enroll in the program after 31 days, they may do so during the designated open enrollment period of each year unless the employee meets the “Qualified Status Change (QSC)” criteria as specified in the OEBB Administrative Rules (http://www.oregon.gove/DAS/OEBB/administrativerules.shtml)

Classified (non-exempt) part-time employees working more than one-half time, but less than full time, shall be entitled to 60% (a pro-rated share) of the benefit package available to full- time employees not to exceed the agreed upon fringe benefit amount with the exception of sick leave, which is prorated at a rate of one day per month for employees working less than full time.

Licensed {certified} part-time employees (working at least one-half time, but less than full-time) will be eligible for prorated health benefits based on the FTE of the licensed staff

member and calculated against the current medical benefit increase figure agreed upon for each year of the contract.

Employees who terminate their employment with Malheur ESD at the end of their contract year are covered by the health insurance as follows:

9-month employees through September 3010-month employees through August 3112-month employees through July 31

Covered employees are eligible for continuation of group health coverage (COBRA) at

their own expense for up to 18 months after the end of their employment with Malheur ESD. For details on continuation of coverage (COBRA) refer to the OEBB website at http://oregon.gov/DAS/OEBB.

Section 5.7 Other Insurance

LIABILITY INSURANCE

Malheur ESD employees are covered by liability insurance through a policy purchased by the ESD.

INSURANCE - PERSONAL POSSESSIONS

Malheur ESD does not provide insurance for loss or damage to/for personally owned items used or stored at the ESD.

INSURANCE - SUPPLEMENTAL

Supplemental insurance is available through various companies (AFLAC, American Fidelity, OEBB, etc.) as an individual policy to eligible Malheur ESD employees at the employee’s expense as a pre-tax or after-tax voluntary payroll deduction.

Section 5.8 Retirement – MAJOR LEGISLATIVE CHANGES HAVE BEEN MADE TO THE PERS PROGRAM. FOR A COMPLETE DETAILED DESCRIPTION OF THE CHANGES, VISIT THE PERS WEBSITE AT

http://www.oregon.gov/PERS/

Staff who intend to retire at the end of the current school year should notify the superintendent prior to May 1, of that year. Those employees intending to retire who are not contractually obligated to complete the current school year should notify the superintendent as early as possible and no less than thirty (30) days prior to their retirement date.

PERS members can review their options by visiting the PERS Member website. Employees should also meet with a Retirement Counselor (PERS) prior to retiring.

Oregon Public Service Retirement Plan (OPSRP)

Malheur ESD employees hired on or after August 29, 2003, will become an OPSRP Pension Program member after working six full calendar months for an OPSRP-covered employer in a qualifying position (requiring at least 600 hours per calendar year). That six-month waiting period cannot be interrupted by more than 30 consecutive working days. The effective date of membership is the first day of the month after having met this requirement. A complete member handbook can be reviewed/downloaded from the PERS website at http://www.oregon.gov/PERS/.

Section 5.9 Holidays

As appears on the adopted ESD staff calendar -- to include six (6) paid legal holidays. Twelve (12) month employees should refer to the twelve (12) month calendar provided for them each year, which includes eight (8) paid legal holidays.

SCHOOL CLOSURES

Special Education staff are not required to report to schools when the district schools are closed for hazardous road conditions or other conditions causing school closure. ESD staff shall be required to make up said days. This may be accomplished by reporting to the ESD office in Vale (conditions permitting) or seeking direction from their Director regarding alternate activities or make-up day(s). Please report closure days to your department secretary and note these days and make up days on your work record.

Section 5.10 Leave Request (Sick Leave/Personal Leave/Professional Leave/Vacation/Other Leave)

An Employee Leave Request Form, or request via Infinite Visions, must be completed by the employee and signed by the employee’s supervisor and superintendent when requesting any leave. The form can be requested from the Personnel Department.

Section 5.11 Business Meal and Travel Expenses

The Board acknowledges that ESD employees may need to use their vehicles when ESD vehicles are not available so they can perform the requirements of their job. The Board also acknowledges they may need to use their vehicles to attend ESD-sponsored meetings and/or activities. In the event an employee or board member uses his/her vehicle, that individual will be reimbursed for necessary and ordinary business miles at the approved current rate established by the Board. (Refer to Policy DLC, DLC-AR)

Section 5.12 Uniforms

Aprons and ear plugs are provided if necessary for job.

Section 5.13 Equipment

The district provides equipment to the employee for use during their employment with the district.

Section 6.0 Security

Section 6.1 Vehicles

The ESD vehicles were purchased at the request of ESD staff who were experiencing excessive wear and tear on their personal vehicles. In order to maximize the use of the ESD vehicles and alleviate the necessity of staff using personal vehicles for travel, a serious effort must be made by ESD staff to travel in groups to different service sites.

SPECIFIC GUIDELINES

The Special Education Secretary will coordinate the vehicle schedule; and must approve any changes from the established schedule.

Trips to district sites and other places should be planned to include all of the ESD staff serving the site.

Drivers of the ESD vehicles will be ESD employees and will be previously approved to drive the vehicles by the superintendent. For insurance purposes, some control needs to be given to these guidelines.

Drivers are expected to obey all rules of safety – regarding speed limits, road signs, and other traffic safety requirements.

The vehicle is not to be used for personal use.

A mileage log is kept for each vehicle. It must be completed for all trips. There is a column on the log for recording gallons of gas each time the vehicle is filled with unleaded gasoline. The ESD has obtained fuel cards for fueling. These cards are kept with the log and keys. The person who completes the last trip of the day should make sure that the vehicle has sufficient (safe) gasoline supply for those who use the vehicle the next day.

Keys to the vehicle may be checked out from Personnel Office. An extra set can be checked out to users as a “back-up” in case the keys get locked inside accidentally - just ask for them if you think this is needed.

The vehicles will be parked in the back parking lot of the ESD when not in use.

Everyone is asked to cooperate in keeping the vehicles clean. The vehicles should be washed and vacuumed periodically as needed. Preferably, it should be washed at the designated car wash in Ontario using the prepaid car wash card. Windshield and side mirrors should be kept clean for safety purposes.

Smoking is not allowed in ESD vehicles. Be careful with coffee and soft drinks.

Anyone noticing something that is wrong with the vehicle should report the information to the building/vehicle maintenance supervisor.

The vehicles should be serviced at 5,000 miles. The service will be scheduled by the building/vehicle maintenance supervisor.

Insurance information is located in the information packet that is kept in the vehicle.

In case of an accident, assure the safety and care of any passengers, cooperate with law enforcement officials, and report the accident to the ESD office in Vale as soon as possible. There is a first aid kit located under the back seat of the vehicle. Other emergency items in vehicles: Blanket, fire extinguisher, flashlight, and gas de-icer.

A set of tire chains are placed in the van for severe road conditions. Winter tires are placed on vehicles in November for winter use.

Section 6.2 Phone, Email, Fax, Internet, Mail, and Courier

OFFICE EQUIPMENT

Office equipment will be used for official ESD business. It should not be loaned or otherwise used to aid any organization or individual outside the public schools in Malheur County. Agencies, school districts and staff must complete an ESD Equipment Checkout Form when the equipment is requested. (Refer to Policies IIBGA, KG)

TECHNICAL SERVICES PROVIDED THROUGH DISTRICT SYSTEM

World Wide Web - The Web provides access to a wide range of information in the form of text, graphics, photographs, video and sound from throughout the world. The Web is a valuable research tool for students and employees and will be accessible to employees through the District’s networked computers. An agreement will be required as outlined in telecommunications policy. (Refer to Policy IIBGA,IIBGA-AR)

E-mail - E-mail will allow employees and students to communicate with people from throughout the world. Users will also be able to subscribe to mail lists to engage in group discussions related to educational subjects. ESD employees will be provided with an individual account, which is WWW accessible.

Blocking software – The ESD will utilize software designed to block access to certain sites. (Refer to Policy IIBGA).

TELEPHONE

All long distance calls must concern official ESD business. No personal long distance calls will be billed to the office phones.

CELLULAR TELEPHONES

The Board recognizes that the use of cellular telephones may be appropriate to provide for the effective and efficient operation of the ESD and to help ensure safety and security of district property, staff and others while on district property or engaged in district-sponsored activities. The Board authorizes the purchase and employee use of cellular telephones, as deemed appropriate by the superintendent. (Refer to Policy EGACA-AR)

POSTAGE AND LETTERHEAD STATIONERY

ESD postage and letterhead stationery shall be used only for official ESD business.

COURIER SERVICE

The ESD delivery service is intended to deliver printing orders, testing materials, communications, material pertaining to workshops sponsored by the ESD, Oregon colleges or universities, and/or Department of Education, and other educational materials which are of benefit to the ESD or public schools. This service is to provide delivery between public schools within the Malheur Region 14 area. In addition to public schools, non-profit organizations on a “space-available basis” can use the service if the materials are educationally beneficial to schools or ESDs. Agencies or individuals providing workshops that are sponsored by an ESD, Oregon College or university and /or Department of Education may also use this service.

Section 6.3 Inspections

There shall be quarterly meetings held which will discuss all health and safety matters. Inspections for safety violations shall be held quarterly with all violations being posted. A copy of the Emergency Action Guide will be posted in the lunchroom (Paulsen Room).(Refer to Policies EBCD, EB)

Section 6.4 Keys

The print shop shall issue keys as necessary. All keys issued shall be returned at or before the termination of service.

Section 7.0 Performance Evaluation

Section 7.1 Administration and Schedules

Under provisions of Oregon’s Fair Dismissal Law (ORS Ch. 342), all ESD employees below the rank of superintendent and his/her assistants and other personnel prescribed by the Board shall be evaluated annually. Newly hired classified personnel are subject to a 45-day observation and a six-month review. Personnel, as determined by the superintendent (in most cases the employee’s immediate supervisor/department head) will make the evaluations. Personnel evaluations shall be based on the employee’s level of performance as compared to the (1) job description, (2) standards of competent performance, plus (3) individual performance goals or objectives. The general focus of the evaluation may include requirements included in the employee’s job description and standards of competent performance. The specific focus of the evaluation shall be on the individual performance goals or objectives. The employee and the evaluator will determine these goals or objectives. (Refer to Policy GCN/GDN)

All evaluations shall be conducted in accordance with guidelines established by the State Department of Education and the ESD Board as prescribed by Oregon Revised Statute 342.850.

SIGNATURES ON EVALUATION

The employee and the evaluator must sign all evaluations. A copy of the evaluation must be given to the employee, and a copy maintained in the personnel files of the ESD.

INSPECTION OF PERSONNEL FILES

Personnel files shall be open for inspection by the employee and only to such other persons as are officially designated by the Board.

STATEMENT OF EMPLOYEE

All employees may make written statements relating to any evaluation, reprimand, charge, action or any matter placed in the employee’s personnel file and such employee’s statement shall be placed in the personnel file. Any disagreement relating to an employee’s evaluation that cannot be resolved by the employee’s immediate supervisor may be heard by the superintendent.

Section 7.2 Process

The general process of evaluation will involve a self-reflection, goal setting, pre-evaluation conference, formal and informal observations and a post-evaluation conference.

Self Reflection- During the self reflection phase of evaluation, the teacher will evaluate their performance on the rubric. Certified staff will self-identify areas of strength and improvement.

Goal Setting-The teacher and administrator will establish at least two student learning goals and identify strategies that will be used to determine goal attainment. They also specify what evidence will be provided to document progress towards each goal. The professional growth goal will be determined by the teacher and evaluated by the rubric.

Pre-evaluation conference – Between the beginning of each school year and the target date of October 15, an individual pre-evaluation conference will take place between the evaluator and each licensed {certified} staff member. At the pre-conference, performance goals and objectives will be defined and the evaluation methods outlined. The standards of competent performance may also be discussed. The outcome of the conference will be summarized on an evaluation and assessment form.

Formal observation – This is an observation based on the standards of competent performance and individual performance goals, where the evaluator observes a staff member. A pre-observation conference at which objectives and activities are discussed may precede a formal observation. Following a formal observation, the evaluator will write a summary and discuss the observation with the employee.

Informal observation – This is any observation made by an administrator based on the standards of competent performance or individual performance goals. An informal observation does not require a pre-planning session and may be documented and incorporated in the final evaluation.

Formal and informal observations may be done for each employee between the first and last working day of each school year. There will be a minimum of two documented observations for each probationary staff member and one documented observation for each permanent staff member being evaluated. (Minimum does not mean maximum.)

Post Evaluation Conference – A target date of March 1st is recommended for completing the evaluations for all staff members being evaluated.

Each evaluation will be based on the information gained from formal and informal observations. This information will be summarized on the state evaluation form and discussed with the employee at the post-evaluation conference. These conferences should be completed by March 15th for probationary staff and staff members on a plan of assistance and by April 15th for permanent staff members.

Section 7.3 Plan of Assistance

When administrators (i.e. department heads/supervisors) have identified deficiencies that affect a staff member’s performance, a plan of assistance may be defined in conference between the staff member and the administrator. If in the judgment of the administrator a plan of assistance is indicated, the staff member’s definitions will be identified and a written plan for improvement will be formulated.

The plan should strive to help the staff member meet the ESD’s standards of performance. A time line will be established for a plan of assistance to be implemented. The plan should be stated in terms of specific actions, changes in behavior, or accomplishments that will be observed by the evaluator. Copies of the plan will be placed in the staff member’s personnel file.

An employee has the right to have a representative present at the plan of assistance meeting.

Following implementation of the plan of assistance, procedures within the district evaluation program will be followed. The final report of the regular evaluation program will indicate the staff member’s performance in relation to the assistance program.

Section 8.0 Training and Development

Section 8.1 Orientation Procedures

In recognition of the importance of familiarizing staff with the philosophy and resources of Malheur Education Service District Region 14, it shall be the responsibility of the superintendent or their designee to establish a program of in-service education. The intended purpose of the in-service shall be to increase the effectiveness of all ESD personnel, and to facilitate a better understanding on the part of personnel of ESD policy and operating procedures.

Section 8.2 Training Procedures

The Board encourages professional development through in-services, conferences, workshops, and other specific programs. It is the desire of the Board that procedures be developed to achieve a sense of fairness regarding who participates in professional development training activities giving consideration to time away from the job, new hires, and the prudent use of funds allocated to professional development training activities.

Section 8.3 Continuing Education

The Education Fund is established by the Board to assist Malheur ESD staff members who take courses that promote professional growth aimed at increasing performance skills and competence. The Board considers this an investment in the educational opportunity for children being served by Malheur Education Service District Region 14.

COURSE SELECTION PROCEDURES

1. The Board, with the input from the staff, will establish the dollar amount that each employee is entitled to on a year-to-year basis. The allowance for each full-time employee is set at $700 for the current school year. The allowance for part-time licensed employees (more than one-half time, but less than full-time) will be prorated according to the FTE of the employee.

2. All courses taken for increment and/or educational credit must be approved by the Superintendent prior to taking the course.

3. The course work must meet the following minimum criteria:

a. Accepted graduate work, or b. Approved upper-division work, orc. Other courses approved by an accredited college/university d. Course grade must be “C” level or better. Other course work with a grade of “P”

(Pass) or “S” (Satisfactory) will be acceptable only through prior approval of the immediate supervisor and the superintendent.

e. Course work must be relevant to specific position assignment.

REIMBURSEMENT PROCEDURES

1. Reimbursement shall be made upon the receipt of all paperwork and documentation in completed form (receipts, transcripts or grade report, request, approval form, etc.)

2. Reimbursement for the following expenses will be considered:

a. Tuition b. Booksc. Official Transcriptsd. Other items may be presentede. One-Time Student Loan Payment equal to Continuing Education Benefit may also

be requested/

3. Official transcripts or grade report must accompany all claims for reimbursement. All course work must be verified by an official transcript or grade slip.

4. The Education Fund entitlement may not accumulate from one year to the next.

5. Reimbursement will not be made where it duplicates paid expenses such as scholarships, fellowships, etc. (Refer to Policies GCL, GCL-AR)

Section 8.4 Interns/Substitute Employment/Short-Term Employment

The Board recognizes the need at times for substitute and short-term temporary personnel and authorizes the assignment of such employees as determined necessary to assist the Superintendent in carrying out assigned duties. The Board shall also provide training for student teachers, practicum students, and interns (trainees) in order that university students may broaden and improve their skills in an environment where these skills are used. The Board encourages the use of the ESD as a training site for interns under the supervision of ESD teachers and administrators. (Refer to Policy GCQE)

Section 9.0 Safety

Section 9.1 Safety Administration

The Board shall make reasonable effort that employees, students, and visitors are provided a safe and healthy environment. Unsafe or unhealthy conditions or practices will be corrected, and universally accepted safety practices as identified by the Department of Environmental Quality (DEQ), National Safety Council (NSC), American Society of Safety Engineers (ASSE), and Oregon Occupational Safety and Health Act (OR-OSHA) will be established. (Refer to Policies EB, GBE)

Section 9.2 Child Abuse/Accident /Emergency Reporting

When an employee has reason to believe a student is a victim of child abuse, he/she shall report his/her concerns to the required Police/State authorities.

Report any accident or other injury to the ESD Personnel Department and your supervisor prior to the end of your workday.

The Board also recognizes from time to time emergency conditions may exist in the region that makes it unreasonable for normal operation of the ESD. The superintendent shall create and implement a plan for situations that may arise. ESD staff is not required to report to the office when there are hazardous road conditions or other conditions causing office closure. Staff is requested to check with the superintendent regarding any uncertainties. (Refer to Policy EBCD)

Section 9.3 Material Safety Data Sheets

If you are required to use hazardous or toxic materials, you must comply with all laws, rules, and regulations concerning their safe handling and disposal as published by the company and governmental agencies having jurisdiction over such matters. Consult your supervisor for full details including Material Safety Data Sheets, container labels, and training including information regarding exposure to and handling of such material.

Section 9.4 Respiratory Protection/Hearing Conservation

Wear proper clothing and protective equipment (respirators/ear plugs) if required on your job.

Section 9.5 Chemical Safety

Follow all Material Safety Data Sheets, and the Occupational Safety and Health Act’s Hazard Communication Standards for any hazardous or toxic chemicals used. Follow instructions before using any chemicals. As a precaution, avoid mixing any chemicals, nor use them in a confined area where there is poor ventilation. Rubber gloves are to be worn if you have

direct contact with cleaning solutions.

Section 9.6 Lock Out/Tag Out

Leave all electrical work for a certified electrician and obey all warning signs concerning any lock out/tag out procedures.

Section 9.7 Posters

Posters concerning safety issues are listed below and are located in the employee lunchroom (Paulsen Room) and on the employee bulletin board:

Oregon Safe Employment Act (OSEA)Oregon Occupational Safety and Health Act (OR-OSHA)

Department of Environmental Quality (DEQ)National Safety Council (NSC)

American Society of Safety Engineers (ASSE)

Section 9.8 Administering Medicines to Students

Students may, subject to the provisions of this regulation, have non-injectable prescription or nonprescription medication administered by designated, trained Special Education staff. (Refer to Policy JHCD)

Section 9.9 Fire Safety

In case of a fire, activate the nearest alarm, sound a verbal warning, and begin evacuation immediately. Move quickly to exits and meet at a designated spot to account for all persons known to be inside. Determine if anyone needs to be rescued and check restrooms and other isolated areas for anyone who may not be aware of the situation. Use stairs at all times—never use elevators during the event of a fire. Close off all doors to the fire area. Assign someone to meet the fire department and direct them to the fire. Fire extinguishers should only be used by employees trained in their use and only on appropriate fires in their early stages. (Refer to Policy EBCB)

Section 9.10 Asbestos

The Special Education Director is Malheur ESD’s designated person to maintain the AHERA Management Plan. Malheur ESD is in compliance with all Federal and State regulations concerning asbestos including OSHA, DOE, DOT, DOL and U.S. EPA. Asbestos contained in the floor and floor covering is being managed and encapsulated under carpets, tile and wax covering. The floor area is inspected twice a year and there are no plans for removal activities. The Care of Management Plan is available for review at the front reception area.

Section 10.0 Miscellaneous

Section 10.1 Business gifts/donations

It is the policy of the Board to accept gifts and donations of funds, time, and materials when they clearly support the programs and services of the ESD and are in keeping with ESD goals. Such gifts and donations shall be equally open and available to assist any staff member or student as may be appropriate. The superintendent shall provide for the implementation of this policy. (Refer to Policy KH)

Section 10.2 Personnel Files

Personnel files shall be maintained for each employee of the ESD. The official files shall be maintained in accordance with the rules established by the state statute and administrative rules. The personnel files shall be open for inspection by the employee and other such people as are officially designated by the Board or employee in accordance with regulations and agreements adopted by the Board. (Refer to Policy GBL)

Section 10.3 Personnel Data Changes

All personnel data changes should be reported to the employee’s supervisor and the ESD Personnel Department. Forms required to change personal or personnel data can be obtained from the Malheur ESD office.

Section 10.4 Parking

There is not any assigned parking, neither are there parking rules or policies. Employees should follow parking guidelines at their individual schools. If handicapped or special needs’ parking is required, it should be addressed with employee’s supervisor or at the individual schools.

Section 10.5 Changes in Policies

It is to be understood, that these policies in no way limit the Board from making changes, additions, or deletions at their discretion. All changes in policies will be made available to all employees, and posted on employee bulletin boards or disseminated at ESD meetings.

Section 10.6 Termination

Employment can be terminated at any time or reason except for provision stated in contract, Oregon State Law and Federal Law.

Signature Page

Other Notifications:Per Board policy EHA (Health Insurance Portability and Accountability Act) Malheur

ESD must designate and notify all employees of the person responsible (Matt Mejia) for HIPPA inquiries, complaints and for providing adequate notice of employee rights and ESD duties under the health plan provisions of the Act. Also, regarding policy GCBDA/GDBDA-AR (1), Federal Family and Medical Leave/State Family Medical Leave, any additional information requests need to be made to the personnel director (Matt Mejia). Also, per Board Policy, at the first inservice day employees will be notified of the AHERA plan and it’s location (Asbestos Management).

Per Board policy GBA (Equal Employment Opportunity), The Superintendent will designate a Title IX coordinator to comply with the requirements of Title IX of the Education Amendments of 1972. That person is Mark Redmond, at 363 “A” Street West, Vale, Oregon, phone number is 541-473-4824

This employee handbook is not a contract and can be changed at any time at the discretion of the Malheur Education Service District Region 14. Employee signature verifies that the employee acknowledges/read the following policies (can be found at www.malesd.k12.or.us):

-Policy GBA-Equal Employment Opportunity-Policy EHA-Health Insurance Portability and Accountability Act-GBN/JBA-Sexual Harassment**-GBN/JBA (AR)-Sexual Harassment Complaint Procedure**-GBNA-Hazing/Harassment/Intimidation/Cyberbulling/Menacing-Staff**-GBNA (AR)-Hazing/Harassment/Intimidation/Cyberbulling/Menacing Complaint Procedures-Staff**-GBDA-Mother Friendly Workplace-GCBDA/GDBDA-Family Medical Leave

Employee signature verifies that the Employment Handbook was reviewed with the employee. (**Employee signature verifies that copies of these policies have been given to them with the handbook) Employee signature does not necessarily infer agreement with the Employee Handbook.

___________________________________ _________________Employee Signature Date

___________________________________ _________________Superintendent Signature Date