SUMMERS COUNTY EMPLOYEEboe.summers.k12.wv.us/wp-content/uploads/sites/4/2015/05/Employ… · Term...

1

SUMMERS COUNTY EMPLOYEE HANDBOOK

http://www.boe.summers.k12.wv.us

2015-2016

DISCRIMINATION PROHIBITED As required by federal laws and regulations, the Summers County Board of Education does not

discriminate on the basis of sex, race, color, religion, disability, age and national origin in

employment and in the administration of any of its education programs and activities.

Inquiries may be directed to Kimberly J. Rodes, Title IX and Section 504 Coordinator, Summers

County Board of Education, 116 Main Street, Hinton WV 25951. Phone 466-6006; to the State

Elimination of Sex Discrimination Project Coordinator, phone 304-558-7864; or to the U.S.

Department of Education's Director of the Office for Civil Rights, phone 1-800-421-3481.

2

INDEX PAGE Accident Report Form 36

Administrative Personnel and Board members 3

Attendance Reports 11

Calendar 6

Compulsory School Attendance 10

Course Requirements and Evaluations 12

Cumulative Record Folders 11

Custodian Information 10

Department of Education Phone Numbers and Certification 5

Dress Code 28

Drug Free Workplace Policy 27-28

Family and Medical Leave Act of 1993 14

Fire Safety 20-21

Grading Periods and Report Card Dates 7

Grievance Policy (Employee & Student) 25-26

Holiday Regulations 10

Homebound Regulations 18

Illness or Injury (accident form page 38) 31-33

Overtime Policy 34-36

Payroll Due Dates 8

Pay Plan 10 or 12 Months 11

Personal Leave Policy (Claim personal leave page 10) 12-14

Principals and Assistant Principal Pay Scale Index 43

Program of Studies Summers County Schools 18

Purchase and Receipt of Materials, Supplies and Equipment 19

Report Form Information 9

Retirement System 21-24

Return to Work 29-30

Salary Schedules 39-43

Safety Education and Emergency Planning 20

Safety Policy 32

School Addresses/Phone Numbers 4

School Laws, Policies, Etc. 10-12

School Money/Handling of 19

Service Personnel Class Title and Pay Grades 45

Service Personnel Pay Scale (Pay Grade page 44) 40-42

Special Education Regulations 18

Student Discipline Policy 12

Student Supervision 10

Student Transfer Report 12

Substitute Teacher Pay/Regulations/Reports 24

T.B. Test for School Personnel/Students 11

Teacher’s Pay Scale 37-39

Title IX Discrimination Prohibited 24

Tobacco Policy 28

Travel Policies and Procedures 15-17

Travel Distance Table 17

Tuition Reimbursement 36

Uniformity of Promotion Within the School (Grading) 18

Workers Compensation 31

3

SUMMERS COUNTY CENTRAL OFFICE PERSONNEL

116 Main Street

Hinton WV 25951

304-466-6000


Personnel Home Phone Office Phone

Vicki S. Hinerman, Superintendent 466-4962 466-6005

Mike Tabor, Director of Curriculum/Federal Programs/ABE 466-4275 466-6009

Jennifer Farley, Business Manager 466-3980 466-6003

Brent Jones, Maintenance Supervisor 466-4738 466-6015

Kimberly J. Rodes, Director of Student Services/Child Nutrition/

Purchasing/Homebound/Special Education

466-3483 466-6006

William J. McBride, Director of Transportation 466-3221 466-6017

Josh Houchins, Director of Attendance/Facilities/GED/Home School 573-0114 466-6007

Lauren Crook, Coordinator of Accounting Services 309-4399 466-6003

Marsha Hicks, Certification Coordinator 660-6569 466-6000

Karen Sears, Curriculum Coordinator 466-2401 466-6009

Trista Jones, CN/Student Services Secretary 445-8831 466-6001

Lou Ellen Pack, Accounts Payable Coordinator 466-3657 466-6002

Larry Cochran, Half-time Custodian III/Warehouse Clerk 466-3193 466-6000

BOARD OF EDUCATION MEMBERS

Name Address Term Phone

Sue Angell, President P.O. Box 848

Hinton, WV 25951

Bluestone District

Term began 7/1/14

Term Ex. 6/30/18

Work: 466-2183

Home: 466-3463

Deborah D. Clark, Ed. D

RESA I Representative

200 Chestnut Hill Circle

Hinton, WV 25951

Greenbrier District

Term Began 7/1/14

Term Ex. 6/30/18

Home: 466-4920

Jean B. Gore

Committee of 55 Representative

110 Central Avenue

Hinton, WV 25951

Greenbrier District

Term began 7/1/12

Term Ex. 6/30/16

Home: 466-2222

James (Pistol) Payne

WVU Extension Representative

522 Ballengee Street

Hinton, WV 25951

New River District

Term began 7/1/14

Term Ex: 6/30/18

Home: 660-7052

James Withrow

P. O. Box 1023

Green Sulphur Springs,

WV 25966

New River District

Term began 7/1/12

Term Ex. 6/30/16

Home: 466-1139

4

Summers County Schools

BUILDING ADDRESSES

AND

PHONE NUMBERS

Mrs. Angel Gumm, Principal

Mr. Leonard Paranac, Assistant Principal

Hinton Area Elementary (PreK-4)

121 Park Avenue

Hinton WV 25951

304-466-6023 Fax: 466-6037

[email protected]

[email protected]

Mr. William J. McBride, Transportation Director

Bus Garage, 300 Front Street

116 Main Street (mailing address)

Hinton, WV 25951

304-466-6017 Fax: 466-6008

Dr. Linda Knott, Principal

Jumping Branch Elementary (PreK-5)

HC-85 Box 900

Jumping Branch WV 25969

304-466-6025 Fax: 466-6025

[email protected]

Mr. Brent Jones, Maintenance Director

Summers County High School

Rt. 20 North


Hinton, WV 25951

304-466-6015 Fax: 466-6008

Mrs. Renae Jones, Principal

Talcott Elementary (PreK-5)

P. O. Box 140

Talcott WV 24981

304-466-6029 Fax: 466-6004

[email protected]

Mrs. Brenda Martin, LPN Instructor

(Classes at Summers County High School)


Hinton, WV 25951

304-466-6040 Fax: 466-6044

Ms. Susie Hudson, Principal

Mrs. Jessie Rodes, Assistant Principal

Summers Middle School (5-8)

400 Temple Street

Hinton WV 25951

304-466-6030 Fax: 466-2271

[email protected]

[email protected]

Mrs. Kari Vicars, Principal

Mr. Wayne Ryan, Assistant Principal

Mr. Eric Widdoes, Assistant Principal

Summers County High School (9-12)

One Bobcat Drive

Hinton WV 25951

466-6040 Fax: 466-6044

[email protected]

[email protected]

[email protected]

mailto:[email protected]









5

FREQUENTLY USED ADDRESSES

AND

PHONE NUMBERS

Department of Education e-mail address: wvde.state.us.wv.us

State Superintendent of Schools

West Virginia Department of Education

Bldg 6 Room B-358

1900 Kanawha Blvd., East

Charleston WV 25305-0330

304-558-2681

PEIA

Building 5 10th

Floor

State Capitol Complex

Charleston, WV 25305

304-558-7850

Teachers Retirement Board

4101 Maccorkle Avenue Se

Charleston, WV 25304-1636

1-800-642-8509 or 558-3570

RESA I

400 Neville Street

Beckley, WV 25801

256-4712

WVEA

1558 Quarrier Street

Charleston WV 25311

1-800-642-8261 1-800-344-6679

Concord University

P.O. Box 1000

Athens, WV 24712

800-344-6679

AFT

501 Broad Street

Charleston WV 25301

1-800-222-9838

MUGS

100 Angus E. Payton Dr.

South Charleston, WV 25303

800-642-9842

WVSSPA

1610 Washington St. E.

Charleston WV 253

1-800-642-9150

WV Department of Education

Vocational Education

304-558-2389

WEST VIRGINIA DEPARTMENT OF EDUCATION

Certification Department

Check your certification on-line

www.wvde.state.wv.us

1-800-982-2378 e-mail wvde.state.wv.us/certification/status

Summers County Job Postings:


Policies: http:www.boe.summers.k12.wv.us

6

SAMPLE SCHOOL CALENDAR - 2015-16 School Year (1st Semester Before Christmas)

For County Schools M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

onday

T

uesday

W

ednesday

T

hurs

day

F

riday

M

on

da

y

T

ue

sd

ay

W

ed

ne

sd

ay

T

hu

rsd

ay

F

rid

ay

Instr

uctional D

ays

C

om

pensate

d

N

ot

Taught

Days

T

ota

l

E

mplo

ym

ent

Days

CE P Sep

First 10 11 12 13 14 17 18 19 20 21 24 25 26 27 28 31 1 2 3 4 18

H Oct

Second 7 8 9 10 11 14 15 16 17 18 21 22 23 24 25 28 29 30 1 2 19

FS

Third 5 6 7 8 9 12 13 14 CE 16 19 20 21 22 23 26 27 28 29 30 19

Nov H ** ** ** H ** Dec

Fourth 2 3 4 5 6 9 10 11 12 13 16 17 18 19 20 23 24 25 26 27 30 1 2 3 18

** H ** ** ** ** Jan FS

Fifth 4 7 8 9 10 11 14 15 16 17 18 22 22 23 24 25 28 29 30 31 1 4 5 CE 7 17

H Feb

Sixth 8 11 12 13 14 15 18 19 20 21 22 25 26 27 28 29 1 2 3 4 19

Mar

Seventh 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26 29 1 2 3 20

FS ** ** ** ** ** Apr

Eighth 4 7 8 9 10 CE 14 15 16 17 18 21 22 23 24 25 28 29 30 31 1 4 5 6 7 19

May

Ninth 8 11 12 13 14 15 18 19 20 21 22 25 26 27 28 29 2 3 4 5 20

E P OS OS OS H OS OS OS ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** ** **

Tenth 6 9 10 11 12 13 16 17 18 19 20 23 FS 25 26 27 30 31 1 2 3 6 7 8 9 10 13 14 15 16 17 20 21 22 23 24 27 28 29 30 11

First and Last Dates180

(West Virginia Code §18A-5-2)

First day employment term 1st meeting September 7, Labor Day CD Curriculum Development

November 11, Veteran's Day P Preparation for Opening/Closing Schools

First day instructional term 2nd Meeting November 26, Thanksgiving Day CE Continuing Professional Development ** Out of Calendar Days

December 25, Christmas Day TP Teacher-Pupil-Parent Conference

Last day first semester 3rd Meeting January 1, New Year's Day OS Outside School Environment

January 18, Martin Luther King Jr's Birthday SE Special or Bond Levy Election

Last day instructional term 4th Meeting May 10, Primary Election E Primary/General Election

May 30, Memorial Day H Holidays

Last day employment term 5th Meeting Levy Election PM Professional Meeting

Bond Election MU Make-up Day

FS Faculty Senate

Total Noninstructional Days

First Session: Beginning Ending

Second Session: Beginning Ending 0

Third Session: Beginning Ending Name of County Superintendent

WVDE 11-20-35 (Revised 12-13)

Maximum number of out-of-calendar days possible is

40 in order that the 200 day employment term does

not exceed 48 weeks. Out-of-calendar days must be

used to make-up canceled instructional days, if non-

instructional days are not adequate, however, since

June 20th is a school holiday, it cannot be used for

make-up if its use causes the total number of

holidays to exceed seven.

Date

(Non-paid) Days

05/24/16

34

0

2

7

4

20

Dates of Summer School or Intersessions

05/23/16

20Totals

20

20

20

20

200

0

Noninstructional Days - Recap

1

6

06/02/16

03/11/16

20

20

20

1

2

3

Out-of-Calendar

9

20

0

1

1

20

2

20

1

School Holidays Within

Instructional Term

Month

Faculty Senate Meetings

SUMMERS

08/10/15

12/23/15

08/10/15

10/15/15

01/06/16

08/12/15

7

Grading Periods 2015-2016

Period Days Taught End of Period Report

Card Date

Mid Term

Dates

1st 45 October 14

th October 21st Sept. 14-15

2nd

43 December 23rd

January 7th Nov. 17-18

3rd

47 March 10th March 18th Feb. 4-5

4th 45 May 23rd May 31

st Apr. 20-21

End of First Semester December 23, 2015

End of Second Semester May 23, 2016

An excessive number of snow days could change the end of the second semester

Letters regarding retention must be sent home on:

January 8, 2016 (possible retention code on report card)

March 19, 2016 (final retention notice by certified mail)

All promotions and retentions must be recorded on the final report card.

Read carefully (Policy VI-H-2) Uniformity of Promotion within the Schools on County

Website

Any student problems must be reported to the parents by the middle of the grading period

8

Payroll

Period

Beginning

Date Ending Date

Due at

Board Office Pay Date

1 8/10/2015 8/21/2015 Next Work Day 8/28/2015

2 8/24/2015 9/4/2015 Next Work Day 9/15/2015

3 9/7/2015 9/18/2015 Next Work Day 9/30/2015

4 9/21/2015 10/2/2015 Next Work Day 10/15/2015

5 10/5/2015 10/16/2015 Next Work Day 10/30/2015

6 10/19/2015 10/30/2015 Next Work Day 11/13/2015

7 11/2/2015 11/13/2015 Next Work Day 11/20/2015

Substitutes &

Supplemental11/2/2015 11/13/2015 Next Work Day 11/30/2015

8 11/16/2015 12/3/2015 Next Work Day 12/15/2015

9 12/4/2015 12/17/2015 Next Work Day 12/23/2015

Substitutes &

Supplemental12/4/2015 12/17/2015 Next Work Day 12/30/2015

10 12/18/2015 1/7/2016 Next Work Day 1/15/2016

11 1/8/2016 1/21/2016 Next Work Day 1/29/2016

12 1/22/2016 2/4/2016 Next Work Day 2/15/2016

13 2/5/2016 2/18/2016 Next Work Day 2/29/2016

14 2/19/2016 3/3/2016 Next Work Day 3/15/2016

15 3/4/2016 3/17/2016 Next Work Day 3/25/2016

16 3/18/2016 4/7/2016 Next Work Day 4/15/2016

17 4/8/2016 4/21/2016 Next Work Day 4/29/2016

18 4/22/2016 5/5/2016 Next Work Day 5/13/2016

19 5/6/2016 5/19/2016 Next Work Day 5/27/2016

20 5/20/2016 6/2/2016 Next Work Day 6/15/2016

Summers County Board of Education

2015-2016 Payroll Periods

If you work before or after the dates above contact the payroll office for important

information concerning extended payroll periods including due dates and pay schedules.

This schedule is subject to change!

Payroll reports are to be filed with the Finance Office according to the following schedule.

Failure to file necessary payroll documents on time may result in delay of payment.

When completeing payroll documents it is necessary to use the appropriate dates on each of

your payroll forms. Additional forms are available at the Finance Office.

9

REPORTS DUE DURING FIRST MONTH OF SCHOOL

a. Immunization Report due by end of 1st month for ECE classes

b. Elementary Teacher Daily schedules due end of first month

c. Daily Time Schedules due August 14th

d. School Custodian Schedules due August 14th

e. Cook's schedules due August 14th

f. Secretaries Schedules due August 14th

SCHOOL LUNCH FORMS

a. Two (2) copies of each INVOICE are due in the County office upon receipt of items purchased. (Attach invoice

to pink purchase order)

b. Monthly lunch report w/check on or before 5th

of succeeding month.

ALL OF THE ABOVE MUST BE TURNED IN ON TIME

REPORTS DUE AT END OF SCHOOL YEAR

a. Tenth month attendance report-county and state (Including drop-out report, Promise Scholarship, graduation

report, suspension report, discipline report, school building report) on WVEIS (EOY-WOW)

b. Financial summary reports completed by the 1st of September

c. SFO May Reports

d. Pupil mileage reports for walking students (If not turned in monthly)

e. Extra curricular bus runs

f. All golden rod receiving PO’s or packing slips for merchandise received

g. Textbook report and money due for any lost books

h. School Building Report on WVEIS

i. Telephone bills with reimbursement check

j. Check for extra curricular bus runs

k. Payroll and substitute report

l. President’s physical fitness report on WVEIS

m. Copy Weapons Report from WVEIS (If none send a written report stating none)

n. June lunch report with check

o. Evaluations

p. Report cards to be mailed (Promotions and retention must be listed on the report card)

q. List of special education students needing extended year, evaluation, or bus monitor

r. School scheduling for next year

s. Discipline report on WEVIS

t. Fire Marshall Report (Fire Drills)

u. Title I Inventory

v. Child Nutrition End of year Inventory

w. June Faculty Senate Report

x. List of retentions

y. LSIC Minutes

z. School report to countywide council

End-of-year checklist will be given to the principals. Please have this initialed by central office staff.

Any errors in the end of the year reports must be corrected by the building principal.

10

SCHOOL LAWS, POLICIES AND ROUTINE MATTERS

Stated Briefly

This section contains certain general concerns, laws, laws from the West Virginia Code, plus excerpts

from the Summers County Policy Manual that we felt all teachers should have in their hands. A complete policy

manual is located in the principal's office in each school and is available to all personnel on web site.

1. HOLIDAY INFORMATION Regular teachers shall be paid for holidays but substitute teachers cannot be

paid for a holiday. Also, there are a number of days during the school year that are not a part of the 200

day school term. Neither regular employees nor substitute employees can be paid for these days. See your

current school calendar for paid holidays.

2. COMPULSORY school attendance includes ages six (reaching age 6 prior to September 1) and until the

17th birthday. Children may enter kindergarten if five years old prior to September 1. Kindergarten shall

be required before a child may enter grade one (exceptions listed in State Code 18-8-1a). Compulsory

attendance law applies to any student enrolled in Summers County Schools regardless of his/her age.

3. STUDENT SUPERVISION Strict compliance is requested in regard to the board regulation requiring

pupils to be supervised by a teacher from the time of the first pupil's arrival in the morning until the last

pupil's departure in the afternoon.

4. CUSTODIAN INFORMATION Custodians will perform duties as directed by the principal. Supplies

will be stored in and delivered from the Custodial Supply Center, located at the Summers Middle School.

Principals or custodians may call Josh Houchins at 466-6007 to request custodial supplies.

5. SCHOOL MAIL Each school's name is under one or more of the boxes in the board office. All schools are

asked to pick up their mail daily.

6. USE OF BUILDINGS Groups outside of the schools wishing to use school facilities must secure an

APPLICATION/CONTRACT being used FORM from the principal's office or the superintendent's

office. The principal of the school must first approve the form. The application should then be brought to

the superintendent's office, along with proof of insurance. The superintendent shall have the authority to

grant permission for "routine" and "usual" use of facilities. All groups must have liability insurance.

Those groups that would come under the heading “commercial promotions” must be approved by the board

of education. The group using the facilities shall pay custodians if the custodians work beyond their

normal duty hours. Custodians shall be compensated pursuant to 18A-4-8a. Those groups that would be

classified as “Commercial Promotions” or “Private Groups” may be charged a fee equal to 10% of the gate

receipts”. The superintendent may request that the board consider requests that might be of a controversial

nature and those that are not similar to those which have been granted in the past. Principals should keep a

roster of all groups and dates of events being held at their schools to avoid conflicts.

7. CLAIM FOR PERSONAL LEAVE - This report must be completed and given to the principal for all

employee absences. It is due the day of return to duty. This report must be completed and turned in with

the payroll sheets to the business office.

8. DRUG FREE WORKPLACE POLICY- This form must be signed and placed in your folder at the board

office. It is a condition of your employment.

9. PAY PLAN FOR ALL EMPLOYEES- All employees of the Summers County School System shall have

a choice of being paid their salaries in accordance with a ten month pay plan or a twelve month pay plan.

Once a choice has been made, it cannot be changed during that school term and will continue in force until

said policy is either revised or abolished by action of the board.

Employees are automatically set up on a 12 month plan at date of hire unless a request is made. It will not

be necessary to make an election and annually, unless you are switching from one plan to the other. If no request

form is filed in the finance office, the payment of salaries will be made in accordance with the twelve-month plan.

The business office may change member of paychecks depending on dock situations to allow sufficient

carry over of salary to deferred payments during the months of July and August.

All employees shall be paid on the 15th and 30th of each month and in accordance with the following pay plans:

11

10th Month Plan

Checks shall start for that pay period in which an employee has 10 full days of contracted employment.

Terms (Days) First Check Last Check Total Checks

200 days August 30 June 15 20








12 Month Plan

Checks shall start for that pay period in which an employee has 10 full days of contracted employment.

200 days August 30 August 15 24





210 days August 15 July 30 24



220 days July 30 July 30 24

230 days July 15 June 15 24

240 days July 15 June 15 24

10. ATTENDANCE REPORTS All attendance reporting will be done by computer. It is necessary to enter

all student information correctly. Be sure to update student information on a regular schedule. Attendance

must be entered daily. In no circumstances should students be entering attendance data or any other

student data into the RESA system. All reports will be filed electronically. Therefore, it is extremely

important that all first, second and tenth month data be correct. It is suggested that principals check their

attendance data monthly, for accuracy. Field trips, etc. must be recorded with the correct code.

11. T.B. Test Kindergarten Students - and first grade students will no longer be required to receive a

tuberculin skin test prior to entry to school. Only children with increased risk of exposure to persons with

tuberculosis should be considered for tuberculin skin test. All students transferring from a school located

outside the state shall furnish a certificate from a licensed physician stating that a TB skin test approved by

the director of the department of health has been made within four months prior to the beginning of the

school year.

12. PERSONNEL T.B. TEST WV Code 16-3D-3 April 9, 2005, Board Policy IV-L-1 - All school personnel

shall have one approved TB Skin test at the time of employment. The Superintendent shall have the

authority to require selective testing of students and school personnel for TB when reason for exposure

exists. In addition, transportation employees will follow the requirements as set forth by the West Virginia

Department of Transportation. Food handlers will follow the requirements set forth by the West Virginia

Department of Health. The Superintendent may, if deemed necessary, require a physical examination to be

secured by any employee.

13. CUMULATIVE RECORD FOLDERS (See Summers County Board of Education Policy VII-D-3)

Cumulative record folders will be used for all students in Summers County. It will be the teacher's

responsibility to see that all information is accurate and kept up-to-date. Information that is likely to

change should be kept in pencil. Remember this will be used for all students in grades K-12 and must be

kept diligently. If a student transfers out of the county before graduation, the permanent record shall be

kept in an inactive file, but shall remain with the records of the current students in that grade level.

14. STUDENT TRANSFER REPORT When a student transfers out of the county, reports must be run from

12

WVEIS which will include: grades, attendance, schedule, and immunizations. Reports must be run before

the student is transferred in the computer. One copy of the reports will be placed in the student’s

cumulative folder and one copy will be sent to the receiving school.

15. COURSE REQUIREMENT AND EVALUATION Students in 9th, 10th, 11th and 12th grade courses

are to be provided a written explanation of course requirements and evaluation methods for each course.

Teachers are to provide each student with this information at the beginning of each semester and copies are

to be filed in the principal's office.

16. All students entering Summers County Schools for the first time shall furnish the school with:

1. Certified birth certificate 2. Immunization record 3. Social Security number if available

Student Discipline - Please refer to Summers County Board of Education Policy: VII-A-9, Safe and Orderly Schools on line or in the principal's office

Each school's "Safe Schools Plan" should be on file in the office and all personnel should be trained concerning the

provisions.

PERSONAL LEAVE POLICY

In an effort to more fully clarify the relationship between the board and its employees, and particularly with

respect to absences during contractual periods, the following policy is hereby adopted. This policy shall be modified

in succeeding years, as the board deems necessary.

1. At the beginning of his/her employment term a *regular full time employee of the Summers County Board of

Education shall be entitled annually to at least one and one-half days personal leave for each employment

month in the employee’s employment term. This leave will accumulate indefinitely and shall be transferable

within the State of West Virginia. (Also see item 10)

*REGULAR FULL TIME EMPLOYEE (for interpretation of personal leave law only) shall be defined as any

person employed by the Summers County Board of Education who has a regular position or job throughout

his/her employment term, without regard to hours or method of pay.

2. Where the cause of personal leave had its origin prior to the beginning of the employment term the employee

shall be paid for the time lost AFTER the start of the employment term.

3. An employee shall qualify to use any or all personal leave accumulated if he/she is absent from duties due to

personal sickness or personal accident. If the employee is absent for 5 consecutive days or longer, a doctor’s

excuse shall be required. An employee will also be required to provide a physician’s excuse anytime there is

reasonable suspicion that there has been an abuse of sick leave, including a pattern of sick leave use or the use

of sick leave on days in proximity to weekend or holidays.

4. An employee shall qualify to receive personal leave for absence caused by death in the immediate family. The

immediate family is defined as: any relative with whom the employee may be living or the father, mother, son,

daughter, brother, sister, husband, wife, mother-in-law, father-in-law, brother-in-law, sister-in-law,

grandmother, grandfather, grandson, granddaughter, niece, nephew, aunt, uncle, foster parents, foster children

and current spouse's relatives in same relationship.

The number of days allowed is restricted in each event by the Board of Education as follows: Spouse, Son,

Daughter, Parents (10 days) Brother, Sister (5 days) All Others (2 days).

5. An employee shall qualify to use a maximum of three days (for each occurrence) for absences caused by illness

in the immediate family. If the illness is life threatening and involves the employee’s spouse, parents, or child,

the employee shall qualify to use any or all personal leave accumulated.

6. An employee shall be permitted three days of personal leave (not to exceed the total amount of leave to which

he/she is entitled), which may be taken without regard to the cause for the absence, except that personal leave

without cause may not be taken on consecutive work days unless authorized or approved by the employee’s

principal or immediate supervisor, provided, however, that notice of such leave day shall be given to the

employee’s principal or supervisor at least 24 hours in advance. In the case of sudden and unexpected

circumstances, such notice shall be given as soon a reasonably practicable. The use of such day may be denied

13

if, at the time notice is given, either fifteen percent of the employees or three employees, whichever is greater,

under the supervision of the principal or immediate supervisor, have previously notified the principal or

immediate supervisor of their intention to use that day for such leave. Such leave shall not be used in

connection with a concerted work stoppage or strike. Any person requesting to use any or all of these 3 days

shall do so in writing on the prescribed form which should be attached to the yellow absence form and turned in

to the finance office with the semi-monthly payroll.

Each employee shall be entitled to carry over a total of three (3) unused personal leave without cause days,

provided however, that an employee may not accrue more than six (6) personal leave without cause days in any

one fiscal year. Unused personal leaves without cause days in excess of six will be credited to the employee's

total accumulated personal leave with cause days. This would become effective 7/1/04.

7. If an employee should use personal leave which he/she has not yet accumulated on a monthly basis and

subsequently leave his/her employment, he/she shall be required to reimburse the board for the salary or wages

paid to him/her for such unaccumulated leave.

8. Any employee on a leave of absence retains his/her accumulated personal leave, but while on the leave of

absence does not add any additional days for personal leave, nor may be paid for illness beginning and ending

during said leave of absence.

9. Upon retirement, no employee will be paid for unused accumulated personal leave. However, a member may

elect to use unused annual/vacation and/or sick leave toward an increase in retirement benefits, on the basis of

two days of retirement service credit for each day of unused annual/vacation and/or sick leave. This shall not be

used in meeting initial eligibility for retirement criteria.

10. Illness due to pregnancy may be charged to personal leave under the same conditions applying to any illness.

11. The superintendent, as chief school administrator and secretary of the Summers County Board of Education, is

authorized to attend all legal proceedings that he/she deems necessary to uphold the rights of the board of

education. These shall include but are not limited to grievance hearings and hearings before the courts. In

addition, the superintendent is authorized to permit other employees to attend the proceeding when that

person(s) has knowledge of or expertise in the matter to be heard or discussed.

In attending to these matters, the superintendent and accompanying personnel, will be deemed to be performing

a job-related function and will attend these matters without loss of pay or work time.

12. All employees who are members of the national guard or any military reserve unit of the United States Armed

services, shall be entitled to leave of absence from their respective offices or employment without loss of pay,

on the days during which they shall be engaged in drills, parades or other duty, during business hours ordered

by proper authority, or for field training or active service of the state for a maximum period of thirty days in any

one calendar year. The term “without loss of pay” means that the officer or employee shall continue to receive

his/her normal salary or compensation, notwithstanding the fact that such officer or employee may have

received other compensation from federal or state sources during the same period. Benefits of this section shall

not accrue to individuals ordered or called to active duty by the President.

13. The superintendent may provide release time for any professional serving as a mentor, on the staff development

council, on curriculum teams, or professional support teams. In attending to these matters personnel shall be

deemed to be performing job related functions, and shall attend these meetings without loss of pay or work

time.

14. Any employee who is subpoenaed to appear as a witness, but not as a defendant, in any criminal proceeding in

any court of law may make such appearance without loss of pay. The board shall pay to such employee the

difference between the witness fee, exclusive of travel allowances payable for such an appearance by the court,

and the amount of salary due the person for the time he/she is absent from employment by reason of answering

such subpoena.

15. Any employee who is required to serve on any jury during the period of his/her contract with the board unless

excused therefore by judge of the court may make such appearance without loss of pay. In the case of service on

a jury the board shall pay the difference between that allowed for such jury service and the amount of salary due

the person for such period of time.

14

16. Personal leave may not be taken for periods of less than one-half day at a time.

17. If schools have been closed, time lost by closing the school shall be counted as days of employment and as

meeting part the requirement of the minimum term. During those days that the superintendent closes schools,

principals and custodians shall be responsible for checking their buildings. Also, the superintendent may

provide appropriate alternate work schedules for professional, auxiliary, and service personnel affected by the

closing of any school or schools under any or all of the above provisions.

18. Personal leave shall be restricted while receiving temporary total disability, which is the result of a

compensable injury, from a claim filed against and billed to the Summers County Board of Education. If an

employee is awarded compensation, the employee shall receive personal leave compensation only to the extent

required so that when added together the compensation benefit and personal leave equal the amount of pay

regularly paid to the employee. If personal leave compensation, equal to the employees regular pay, is paid prior

to the award of the worker’s compensation benefit, such amount which, when added to the benefit, is in excess

of the employee’s regular. Pay shall be deducted from the employee’s subsequent pay. The employee’s accrued

personal leave days shall be charged only for such days as equal to the amount of personal leave compensation

required to compensate the employee's regular rate of pay.

19. An employee who is absent for any reason other than these stated above will be absent without pay. Also, any

employee who fails to fulfill his contract with the board, unless prevented from doing so by personal illness or

other just cause, as contained in said personal leave policy, or unless released from such contract by the board,

shall be subject to disciplinary action for willful neglect of duty, pursuant to 18A-2-8.

20. Personal leave (with per days restriction) may also be granted to employees for exposure to a contagious disease

and determination by his/her supervisor that the presence on duty of the employee may jeopardize the health of

others (not to exceed days accumulated).

21. If, in any fiscal year, funds (including transfers) are insufficient to pay the full amount of personal leave

provided, the unpaid claims shall be paid on or before the thirty-first day of August from the budget of the

following fiscal year.

22. Forms for applying for personal leave shall be furnished by the board of education. These forms shall be

completed by the employee and returned to his/her PRINCIPAL the day said employee returns to work.

FAMILY AND MEDICAL LEAVE ACT OF 1993

The board shall provide up to 12 weeks of unpaid, job-protected leave to “eligible” employees for certain family and

medical reasons. Employees are eligible if they have worked for a covered employer for at least one year, and for

1,250 hours over the previous 12 months, and if there are at least 50 employees within 75 miles.

REASONS FOR TAKING LEAVE: Unpaid leave shall be granted for any of the following reasons:

to care for the employee’s child after birth, or placement for adoption or foster care;

to care for the employee’s spouse, son or daughter, or parent who has a serious health condition; or

for a serious health condition that makes the employee unable to perform the employee’s job.

ADVANCE NOTICE AND MEDICAL CERTIFICATION: The employee shall be required to provide

advance leave notice and medical certification. Taking of leave may be denied if requirements are not met.

The employee shall provide 30 days advance notice when the leave is “foreseeable.”

The employee shall provide medical certification to support a request for leave because of a serious

health condition, and the board may require second or third opinions (at the employer’s expense) and a

fitness for duty report to return to work.

JOB BENEFITS AND PROTECTION:

For the duration of FMLA leave, the board shall maintain the employer’s portion of the employee’s

health coverage under any “group health plan.”

Upon return from FMLA leave, the employee shall be restored to his/her original or equivalent

positions with equivalent pay, benefits, and other employment terms.

15

The use of FMLA shall not result in the loss of any employment benefit that accrued prior to the start

of an employee’s leave.

The dishonest use of sick leave for purposes other than injury or illness will result in disciplinary

action up to and including termination of employment.

TRAVEL POLICIES AND PROCEDURES

The Summers County Board of Education in establishing rules and regulations on travel has taken into

consideration the various statutes covering travel and in keeping with the law the board has tried to establish the

policies that will bring about participation of staff members in-county, state and national meetings.

The board recognizes that travel to certain educational conferences and conventions provides staff members

with an opportunity to keep abreast of the latest developments and trends in the field of education and it recognizes

that attendance is requested at national, regional and state meetings called by state, federal or other authorities. It

also recognized that a responsibility of some employees requires travel outside of the school district, and that travel

daily within the school district for certain employees is necessary to carry out his/her responsibilities.

Reimbursements for traveling expenses are made under the following references of the code of West Virginia:

18-5-4 Board Members - shall be paid, upon the presentation of an itemized sworn statement, for all necessary

travel expenses, including all authorized meetings, incurred on official business, at the order of the board.

18-4-9 Superintendent - The board may reimburse the superintendent from the current expense fund for all

reasonable and necessary travel expenses actually incurred in the performance of his/her official duties. But no

allowance shall be made except upon sworn statement approved by the business manager.

18-5-32 Superintendent, Directors, Supervisors and Non-Teaching Employees - The county board of education

shall have the authority to reimburse such employees for their necessary travel expenses upon presentation of a

monthly, itemized sworn statement approved by the county superintendent.

18A-5-4 Teachers - A county board of education may approve the attendance of any or all teachers at educational

conventions, conferences, or other professional meetings of teachers on school days when in the judgment of the

superintendent it is necessary or desirable. Attendance at such meetings may be substituted for an equal amount of

teaching and teachers so attending shall not suffer loss of pay. Further, the board is authorized to pay all or any part

of expenses of any personnel whom it may designate to represent it at any professional or educational meeting or in

visitation to another school system.

18-8-3 Attendance Personnel - The county board of education shall have the authority to reimburse such

employees for their necessary traveling expenses upon presentation of a monthly itemized, sworn statement

approved by the county superintendent.

The following regulations shall govern travel and travel expense reimbursement for employees of the

Summers County Board of Education traveling on official business for the board as authorized by the code of West

Virginia and these regulations.

All persons for whom travel has been authorized shall file a "Traveling Expense Account" at the end of

each month for in-county travel. A separate traveling expense account shall be filed at the conclusion of each out-

of-county trip or trips if they are in the same month.

TRAVEL REIMBURSEMENT REGULATIONS

I. General Instructions

The standard form "Traveling Expense Account" shall be filed at the end of each month for in-county

travel. A separate traveling expense account shall be filed at the conclusion of each out-of-county trip or

trips if they are in the same month. Employees have 30 days after incurring the expense to file for

reimbursement. Claims made after 30 days will only be paid contingent upon the availability of funds

and approval by the superintendent and business manager.

II. Travel Within the County

A. Travel reimbursement within the county shall be made only for mileage allowance on privately owned

vehicles except as noted in Item 11B. In no instance shall charges be approved for transportation to the

board office. Also, in no instance shall charges be approved for transportation to any one school in excess

of one visit per day. Mileage charges shall be that shown on the accompanying "Distance Table" or

employee may record actual odometer readings for distances not shown on the "Table" and when travel

originates at a location other than the board office.

16

Instructional personnel assigned to more than one school shall count the school they go to first as their

home location.

B. When state meetings are held in Summers County (ex. Pipestem Park) reimbursement shall be allowed

for the registration fee (if any) and banquet (if any) if the employee has followed the steps outlined in III-A

below. Any reimbursement for registration and banquet for a state meeting held in Summers County will

be charged against the employee's out-of-county travel budget and should be submitted for reimbursement

separately from in-county.

III. Travel Outside the County

A. Authorization

Prior authorization must be secured for out-of-county trips. The "Request for Out-Of-County Travel

Authorization" must be submitted to the superintendent for approval at least 24 hours prior to

proposed in-state travel and 60 days prior to proposed out-of-state travel. Request received post travel

(in state only) will be approved contingent upon the availability of funds and at the discretion of the

director and superintendent. The superintendent, business manager and director shall have the authority to

approve out-of-county within state travel. Out-of-state travel requests shall be approved by the board of

education.

B. The Superintendent May Set Maximum amounts for out-of-county travel may be set by the superintendent as deemed necessary and

prudent. Those amounts may be revised from time to time as the annual budget is approved or amended.

C. Transportation

1. Reimbursement for transportation, other than privately owned vehicles, shall be limited to the cost

supported by ticket stubs or other appropriate documentation based on the most direct and practical route

possible. Mode of transportation shall be that which is most efficient and economical to school district.

2. Mileage allowance for use of privately owned vehicles engaged in-county business shall be the state

mileage reimbursement rate. Cost of parking and garage fees as well as turnpike and bridge tolls shall be

allowed only on out-of-county trips. (Note: Receipts required for everything except WV Turnpike.)

3. County owned vehicle reimbursement shall be made for parking, toll charges, and other actual costs.

Receipts for emergency repairs shall be attached to "account" if not charged on the board of education's

credit card.

1. Lodging - All persons traveling on county business shall be reimbursed contingent upon the

availability of funds. A receipt for the amount paid for hotel room must be submitted with the original

expense account. Reimbursement for hotel expenses shall not be made for an employee's guest. In excess

of those allowed had the guest not been present.

2. Meals - Reimbursement shall be for the actual cost, not to exceed $25.00 per day in state or $30.00 per

day out-of-state. However, no reimbursement will be made for meals unless employee is required to be

gone overnight. Receipts are required.

E. Miscellaneous 1. Items not allowed -Reimbursement for tips and gratuities shall not be allowed. Expenditures for

laundry, valet service, travel insurance, entertainment etc., are personal charges and shall not be allowed.

2. Long distance telephone calls - Itemized on hotel bill shall not be allowed unless the notation is made

on the hotel bill that the calls were business and not personal.

F. Submission of Sworn Affidavit Employees of the Summers County Board of Education are reminded the "Traveling Expense Account"

is a sworn affidavit for the expenditure of public funds.

G. All employees are responsible for making their own travel accommodations and no part of said accommodations will be prepaid by the board. All expenses are reimbursable in accordance with said

travel policy.

17

H. No Reimbursement for travel expenses shall be made, using county funds, for any period of time during

which the board has a deficit. Reimbursement may be made using state and/or federal dollars, provided said grants

have monies allocated for travel.

DISTANCE TABLE

A. To all schools in Summers County from the board office:

Board Office HAE JB SCHS SMS TALCOTT

Board Office 0 0 6.5 3.5 0.5 10.5 HAE 0 0 6.5 3.5 0.5 10.5

J. Branch 6.5 6.5 0 10 7 17 SCHS 3.5 3.5 10 0 3 14 SMS 0.5 0.5 7 3 0 11 Talcott 10.5 10.5 17 14 11 0

B. The mileage for out-of-county locations will be determined by using MSN Maps, google maps, or other accepted source and

Directions. The beginning location will be the Summers County Board of Education Office, 116 Main Street, Hinton, WV 25951.

Location mileage will be added to the chart as requests for travel to destinations are received. This new mileage table will be used

to calculate any travel reimbursement paid following the approval of this policy.

Athens 23 Shepherdstown 291

Beckley-RESA I

29

Stonewall Jackson Lake (Roanoke, WV)

US-19-ALT N to US-19 N

E Beckley BYP to US-19 N

1-79 N

143.50

137.37

133.11

Beckley UC Campus 28.46

Beckley-Tamarack 36 Summersville-RESA IV 74

Bluefield 40 WV State College (Institute) 107

Bridgeport US-19-ALT N to US-19 N

US-19 to US-19 N

1-79 N

169.83

163.69

159.44

Canaan Valley (Davis) 183 Wheeling I-77 N

I-64 W

I-79 N

268.31

251.04

271.72

Cedar Lakes (Ripley) 129 White Sulphur Springs (Greenbrier) 52

Charleston-Civic Center 92 James Monroe High School 35

Charleston-John XXIII Pastoral Center 95 Jackson’s Mill 145

Charleston-State Dept. 89 Snowshoe 108

Dunbar-RESA III 98 Nitro 106

Fairmont 180 South Charleston 95

Flatwoods US-19-ALT N to US-19 N

E Beckley BYP to US-19 N

US-19 N

117.70

111.56

107.31

Glade Springs (Daniels) 17

Lewisburg 44

Martinsburg 279

Morgantown-Lakeview

US-19-ALT N to 1-79 N

US-19 to 1-79 N

1-79 N

202.76

196.63

192.37

Oak Hill 44

Pipestem State Park 17

Pikeview High School 26

Princeton 30

ANY CORRECTION(S) MADE TO THE TRAVEL REIMBURSEMENT FORM WILL RETURNED TO THE EMPLOYEE FOR APPROVAL

PRIOR TO PAYMENT EXCEPT MATHEMATICAL ERROR

18

GRADING AND UNIFORMITY OF PROMOTION WITHIN THE SCHOOLS

(REFER TO POLICY VI-H-2)

PROGRAM OF STUDIES FOR SUMMERS COUNTY SCHOOLS Revised 3/12/08 The Program of Studies for Summers County Schools will follow the requirements as specified in WV Department

Education Policy 2510. In addition at Summers Middle School students will take one year of keyboarding.

HOMEBOUND INSTRUCTION

(REFER TO POLICY VI-D-2 Homebound Instruction)

SPECIAL EDUCATION REGULATIONS

Any student receiving special education services must:

1. Meet the eligibility requirements according to the West Virginia Regulations for the Education of

Exceptional Students.

2. Be educated in the least restrictive environment.

3. Remain within his/her regular class for as much of the school day as is possible.

4. Have a current, written Individual Education Plan (IEP)

5. Have his/her IEP revised annually.

6. Have a Re-evaluation Determination Planning Meeting at least every three (3) years.

If a child is having difficulty, make the parents aware of the problem. One effective method is to

schedule a conference with the parents, teacher and principal in attendance to discuss the child's

problem.

REFERRAL PLACEMENT PROCESS

1. Request building principal to schedule Student Assistance Team (S.A.T) meeting by filling out

S.A.T. Referral Form.

2. Principal schedules and conducts the S.A.T. meeting. S.A.T. is to review the problem area(s) and

make recommendations based on findings.

3. Record S.A.T. meeting information on Child Study Team Log.

4. If class intervention or other short-term modifications/actions are utilized, the S.A.T. must be

reconvened within a six weeks period and the effectiveness of the intervention or other action

reviewed. All interventions and modifications must be properly documented via lesson

plans/student intervention portfolio.

5. If a student is referred for evaluation:

The team must first follow the criteria guides for eligibility determination and response to

intervention.

Complete report of S.A.T. to the multidisciplinary evaluation team. (Must include a reason for

going directly to assessment if no short-term classroom modifications are utilized).

Send this information to the Special Education Director for review or response..

6. Evaluation completed by multidisciplinary evaluation team.

7. Evaluation results returned, eligibility committee meeting held to determine eligibility.

8. If student is determined to be ineligible, the E.C. shall refer the case back to S.A.T. for regular

classroom adaptations to meet the student's needs. If it is felt the student could have a handicap

and may need to have some special accommodation or related services in order to be able to

participate in regular education program, the student should be referred to the 504 committee.

9. For students determined eligible for Special Education services by the E.C., an individualized

education program committee shall be convened within 30 days to determine the student's needs

and develop a written individualized educational program. (The E.C. and I.E.P.C. meetings may

be held on the same day.)

10. For initial placements or change of placements of students written parental consent must be

obtained.

11. Services outlined in the I.E.P. must be initiated within 15 days of the I.E.P. being signed by the

parent.

19

PURCHASE & RECEIPT OF MATERIALS, SUPPLIES & EQUIPMENT

Items needed by individual teachers must be acquired through the following procedure. Purchases made without

prior authority will be the responsibility of the purchaser. Prior authority means that you have a signed Purchase

Order. A Purchase Order gives the holder the authority to purchase items in the name of the school or school

system. Without this authority you are liable to pay the cost of the item bought. A Purchase Order clearly states at

the top of the form the words "Purchase Order". If you are purchasing with school general funds or other local

school (i.e., Summers County High School, Talcott Elementary, etc.) funds the Purchase Order number will be

numbered by your SFO program.

To receive a Purchase Order the first step is to request the item you wish to purchase formally by giving

your principal a requisition. Requisition forms are available in the principal's office or on the web at

www.boe.summers.k12.wv.us; click on forms. Requisitions should be fully completed, including a full description

of the item or items wanted, full name, address, and phone number of the company from which you wish to order

(name only is sufficient if you know that we have ordered from the vendor before), the unit and extended cost of

each item, the number of each item required, shipping cost, a total cost, your signature, and your principal's

authorization. Your principal will then forward the requisition to the central office.

The requisition will then be looked at in the appropriate department for further authorization and then be

used to make a Purchase Order if the money is available. If the requisition is not authorized, it will be returned to

you with a reason why it was not authorized. If it is authorized, a Purchase Order will be made to order the items

you requisitioned. The original copy of the Purchase Order will be mailed to the vendor (or returned to you to take

with you to the vendor if you are picking up the item). Two duplicate copies of the Purchase Order will be returned

to you. One copy is for your records, the receiving copy is to be signed by you and returned to the Purchasing

Office signifying that you have received the items in good condition. We cannot pay for the items until we have

confirmation of receipt delivery signed by the person originating the order. Please sign and return this copy as

soon as you have received what you ordered. If you have back ordered, or damaged items, please indicate this on

the receiving copy before signing and returning it to our office. Damages or shortages must be reported within 10

days. Turn in your packing slip with the back order as proof of delivery.

If the item you requested is an item of equipment there is more information that is needed on the receiving

copy of the purchase order prior to returning to us. Please fill this out completely so the item of equipment can be

added to the computer inventory records.

HANDLING OF SCHOOL MONEY

(Except School Lunch)

In compliance with the law on school monies, all school funds will be internally audited. The careful

handling and accounting for school monies cannot be too strongly stressed.

The following is a reasonable check list for the principals while preparing their books during the year, and

the items needed when presenting their books for audit.

*All schools are now using the SFO (School Funds Online) system *Due Monthly…FINANICAL STATEMENTS (after the monthly bank reconciliation ) due the 10

th of

the following month *All financial books are to be closed and ready for review by the central office by the 1

st of September

DEPOSIT SLIPS........In date order

BANK STATEMENTS......In date order from beginning statement to closing statement

CANCELED CHECKS..... microfilm copies of checks in numerical order

INVOICES.............Marked paid by check number and date paid

All cash received must be deposited in the bank - All money paid out must be by check

http://www.boe.summers.k12.wv.us/

20

SAFETY EDUCATION AND EMERGENCY PLANNING

The West Virginia Board of Education adopted a resolution concerning safety and safety education having

the following provisions:

a. Those persons responsible for the operation of public school systems move immediately to insure

that safety and safety education concepts be incorporated in an adequate and factual way in all

grade levels as presented in Section 17 of the Comprehensive Education Program; and

b. that practical instructional techniques and activities designed to translate such concepts into valid

life experiences for all students be introduced into the operational programs of school system no

later than the 1973-74 school year.

A resolution was also approved by the Summers County Board of Education on May 1, 1973.

The above resolution mandates that all schools develop a program of safety education that will establish the

students' awareness of hazardous conditions and prepare them to function safely in the presence of such hazards.

School experiences in safety education may be integrated with all areas of the curriculum. These should

include home, school, and community safety education in such areas as fire safety, water safety, pedestrian safety,

bicycling, traffic safety education, etc., as they relate to the various age groups from early childhood to the

secondary age level.

EMERGENCY PLANS to be used on the county level have been developed and coordinated with the

local civil defense emergency operation plans. In addition to the county plan, each school has developed a plan to

handle such emergencies as fire, flood, blizzard, etc., which may arise in the respective schools.

The principal of the school should:

1. Appoint a school emergency coordinator

2. Coordinate the plans for his/her school with those for other schools

3. Delegate emergency readiness responsibilities to staff numbers

4. Encourage the introduction of the use of disaster readiness concepts and materials in classroom

instruction.

5. Provide in-service training for his/her staff

6. Establish an emergency communication system in his/her school

7. Each year the principal and school safety coordinator is responsible for up-dating the existing

plan.

8. Emergency plans shall be a part of the "Safe Schools Plan"

FIRE SAFETY

THIS COULD SAVE YOUR LIFE

Several years ago E. Alexander & Associates were asked by a fire department to develop a simple

workable fire exit drill plan for the teachers of it’s' school district to follow. Since then the plan has been well

accepted and proven under fire conditions. We thought it might be worth passing on.

If you suspect, discover a fire, smell smoke or have an explosion:

1. Pull the fire alarm

2. Lead your students to the nearest exit. If blocked, stop your students and use another exit

3. Students must be silent

4. Last one out of the room close the door

5. After you leave the school, lead your students to a safe area away from the building

6. Take roll-determine if anyone is missing or hurt

7. Send 2 students to the principal (outside of building) with the room status report (missing, injured,

all present, no injuries, etc.)

8. Keep students in a group until you receive instructions from the principal. Students may

talk quietly.

NOTE: Do Not close windows, Do Not turn off lights, Do Not go back into the building

Principal's station is in front of the school.

21

In addition to the preceding, according to the West Virginia School Fire Drill Manual, Regulation No. 8,

the following should be observed:

1. It is mandatory that at least ten drills be conducted during the school year.

2. Follow school access plan for evacuation.

HIGHLIGHTS OF TEACHERS RETIREMENT SYSTEM

(Effective 7-1-78)

Defined Benefit System (old system)

The West Virginia Teacher's Retirement System was established in 1941 to provide retirement benefits for

teachers. Originally, only teachers or professional education employees were permitted to participate.

In 1947 most other educational employees were permitted to join the system. Today, the word "Teacher" is

a misnomer since the plan now includes all employees associated with the public schools, state supported

institutions of higher education, certain state departments and the Board of Regents. Teachers now constitute a

minority of our membership.

I. FUNDING

The initial funding mechanism has been changed from time to time, to alter the percent of member

contribution from the original 4% with $100 maximum to the current 6% with no maximum. The original

premise on which the plan's funding was based required that the state match member contribution and the

two funds accumulate at interest. It was presumed, and still is, that when a member retires the total of the

two funds plus interest would be sufficient to purchase the member's retirement benefit.

II. BENEFIT FORMULA

Retirement benefits are explained in detail on the official website of the West Virginia

Consolidated Public Retirement Board. You can view the entire retirement plan at their website at the

following url address: www.wvretirement.com.

III. RETIREMENT ELIGIBILITY REQUIREMENTS

Member qualifies for life time monthly benefits after completing one of the following eligibility

requirements:

If hired and a member before July 1, 2015

Age Minimum Years Service Credit Benefits

Any Age 35 years Full Benefits

55

30 years

Actuarially reduced (if member is

under age 55)

55 thru 59 30 years Full Benefits

60 or over 5 years Full Benefits

Service years for eligibility requirements must be service performed in West Virginia. Military Service is

credited as West Virginia service.

If hired and a member for the 1st time after July 1, 2015.

Age Minimum Years Service Credit Benefits

62 No break in service Full Benefits

60-62 10 Years Reduced



64 <20 Years with break in service Full

63 >20 Years with break in service Full

22

IV. SERVICE CREDIT (Full Time Employees Only)

West Virginia service credit is granted for each year, month and day that you actually perform work and make

contribution to our system. A member cannot acquire more than 1 year of service credit in any one fiscal school

year. Contributions are demanded from all earnings paid to you during a fiscal year even if you work 2 months

beyond your 10 month contract. While no additional service is granted for this additional work, you will, however

receive credit for the additional earnings in calculating your average salary for that particular year.

SERVICE CREDIT CANNOT BE BOUGHT - It must result from "service actually performed. One (1) year of

service credit is granted if a member actually works 9 months under a 10 month contract; 11 months under a 12

month contract etc.

A. Out of State Service:

Up to 10 years of out-of-state service can be transferred to WVTR providing: (1) the member has

established 2 years of WV contributory service for each year transferred (2) the member pays to WVTR

double the amount he contributed during the first full year of current employment times the number of

years for which credit is granted, plus, 6% interest compounded from the date of current employment to the

date of actual purchase. Such transferred service can be used for additional service only and cannot be used

to establish retirement eligibility.

B. In State Parochial School Service:

Service performed at WV Elementary or Secondary Parochial School can be transferred to WVTR on the

same basis as (A) above providing the school is accredited by the West Virginia Department of Education.

C. Military Service:

Military service performed between September 16, 1940 and July 1, 1973, can be credited free providing

such service does not exceed 25% of a member’s total service-maximum credit of 10 years. Senate Bill 529

amended provisions for military service credit, starting July 1, 2015. See the TRS Website for additional

info.

D. Other State Employment Service:

After 3 years as a contributing member, service performed for any agency now covered by the WV Public

Employees Retirement System can be transferred to their WVTR account. Write for details.

V. PRIOR SERVICE CREDIT:

Prior service is service performed for one of our Employers prior to the date that your particular

occupational group became eligible for T.R. participation. Prior service dates vary for various groups of

participating employees. Credit for such service varies from County to County within certain groups.

If you think you may have prior service that has not been credited to your service record, please contact the

T.R. office immediately for a determination on your individual claim.

VI. REINSTATEMENT WITHDRAWALS:

After re-entering the system as a contributing member for 2 years, a member may repay contributions

previously withdrawn subject to some very simple rules. Once the contributions are repaid the member

receives full credit for the service thus reinstated. If you have previous service that was surrendered by a

prior withdrawal, please contact the T.R. office for complete instructions.

VII. ABSENCE FROM SERVICE

1. You are fully vested for benefits at age 60 after having established 20 years of WV service. You

are also vested at age 60 if you have at least 5 years of WV service. Beginning July 1, 2015 you

are vested after 10 years of contributing service.

2. If you leave the system with less than 20 years of service but have at least 5 years of established

WV service, you are fully vested for benefits beginning at age 62. Beginning July 1, 2015 if you

leave with less than 20 years you are vested at 64 or with more than 20 years at 63.

3. If you leave the system with less than 5 years of service your membership will remain alive for 5

23

additional years, after which you become a "5 year absentee" and your contribution will be

automatically refunded.

VIII. WHEN MEMBERSHIP SHALL CEASE Membership shall cease upon the member's retirement; at

death; upon withdrawal of accumulated contributions after cessation of services and if service amounts to

less than 5 years in any period of ten consecutive years. (See Absence from Service).

IX. DISABILITY BENEFITS

After 10 years of West Virginia Service, a disability benefit is available, at any age, providing the member

is totally disabled for 6 months and the disability is presumed to be permanent. Write for details.

X. DEATH BENEFITS

Death of a member, prior to retirement, usually results in the refund of contributions plus state matching

funds.

XI. SURVIVING SPOUSE BENEFIT

If at the time of the member’s death the deceased had (1) 25 years of service and (2) was over age 50, a

monthly benefit (Surviving Spouse Benefit) will be available to the members surviving spouse providing

said spouse is named as the sole primary beneficiary.

XII. RETIREMENT OPTIONS

Benefits projected under either the Plan "A" or Plan "B" formula re automatically paid under Option "A"

which guarantees monthly benefits to the member so long as he or she lives. However, upon the death of

the retiree all benefits cease and the contract is terminated.

Other options are available at time of retirement which may be better suited for your particular

circumstance. For details request from the T.R. office their pamphlet entitled "Annuity Options".

XIII. POST RETIREMENT EMPLOYMENT

A retired member may accept post retirement employment within the system under the following

conditions:

A. Full-time Employment

(1) The member must notify the T.R. office of their intentions to do so (2) they then forfeit their retirement

benefit so long as full time employment continues except for that portion of their benefit purchased by their

contributions (3) the retired member cannot make further contributions nor accumulate any additional

service credit (4) upon termination of full time employment the retiree must so notify the T.R. office and

normal retirement benefits will be paid beginning the first of the following month.

B. Part-time Employment

All secondary or elementary teachers and all non-teaching personnel may substitute or work 140 days in a

fiscal year without regard to a stated number of days each month, without loss of benefits. The 140 days in

this event is based upon a full time 10 month contract. If the allowed number of days are exceeded, it will

cause a loss of benefits for each month thereafter, during which 1 or more days are worked, for the balance

of that fiscal year. A college teacher may teach on a non-contract basis less than 7 hours of college credits

per semester without loss of benefits. Otherwise, a retired person may accept employment without loss of

any retirement benefits except when employed by the State of West Virginia or any Agency covered by the

Public Employees Retirement System or the State Teachers Retirement System.

XIV. LOANS TO MEMBERS

An active member who was a TRS member before July 1, 2005 may borrow up to 50% of his or her

contributions, but the total existing loan may not exceed $8,000. Minimum interest charges are for six

months and the maximum time for repayment of loans and interest is 60 months. All loans are paid back

over 10 months, excluding July and August of each year. Only one loan year is made except in case of dire

emergency. Refinancing an existing loan is not permitted. Any outstanding loan balance must be paid in

full before a member can receive retirement benefits. A member may elect to receive a lifetime actuarial

reduction of his or her monthly retirement benefit to payoff the outstanding loan balance.

24

XV. ELIGIBILITY DEFINITION-TEACHER-MEMBER

Eligibility for T.R. membership, is now the same for a "teacher' as it is for a "non-teacher".....i.e.

If regularly employed for full-time service

"Regularly employed for full-time service" means employment in a regular position or job

throughout the employment term regardless of the number of hours worked or the method of pay.

"Employment Term" means employment for at least ten (10) months, a month begin defined as

Twenty (20) employment days.

The previous information was prepared by the Teachers Retirement Board. For further information, contact

Retirement Board, Bldg., 5, Room 1000, Capitol Complex, Charleston WV 25305. Telephone: 1-800-642-8509.

Teachers’ Defined Contribution Retirement System: (New plan)

Plan Description: All board employees entering service after July 1, 1992, and before June 30, 2005, originally

participated in the Teachers Defined Contribution Retirement System. Employees were given the option to purchase

credit into the new teacher’s retirement system. This option expired June 30, 2009.

Employee's contributions vest with the member as follows: one-third after 6 years, two-thirds after 9 years, and

100% after 12 years. The member is fully vested at death or disability. As of June 30, 1998, this plan has

approximately $181,271,312 in assets. Retirement or disability benefits are based solely on the accumulation of

dollars in the member’s individual account at the time of retirement.

Funding Status: There is no unfunded liability for a defined contribution plan since a member’s total maximum

lifetime benefit is limited to that which has accumulated in his account from employee and employer contributions

and all investment earnings thereon. Any forfeited, unvested employer contributions are, by statute, to be

transferred to the Teachers’ Defined Benefit Retirement System.

Contribution Requirements and Payments Made: This is a fully qualified plan by the Internal

Revenue Service. Therefore, all employee contributions are tax deferred. Participants contribute 4.5% of their gross

salary and the board of education contributes 7.5% of its employee's salary to the retirement plan for a total of 12%

annually.

RETIRED SUBSTITUTE TEACHER REGULATION

"A" retired teacher may teach 140 days in a school term, without regard to a stated number of days each month,

without loss of salary. They may even be consecutive. However, if 140 days are exceeded it will cause loss of

retirement pay for the ensuring five (5) Calendar months. The effective date of this regulation is July 1, 1986."

Under Social Security regulations the amounts a retired person under 70 can earn, without affecting their retirement,

changes from time to time. Therefore, if you have any questions regarding the amount you can earn, you should

contact the Social Security Office.

A member may not retire creating a vacancy and then be rehired as a "Substitute" in that vacancy or any other

vacancy during the same fiscal year in which he is retiring, without loss of benefits from the first day of

employment.

SUBSTITUTE TEACHERS' REPORTS

It will be necessary for each Substitute Teacher to complete a report to be filed with the Finance Office in

accordance with the annual payroll periods schedule.

25

TITLE IX DISCRIMINATION PROHIBITED

School districts will be monitored during the year, especially those that have new Title IX Coordinators.

School districts are required by the U.S. Department of Education to provide written notice as cited below

in all communications to parents (e.g., information announcements on students regarding courses of study), to

students and to employees. This statement is also to be prominently displayed on all student and employee

handbooks, manuals, catalogs, bulletins, job announcements, information brochures, employment applications,

materials used to recruit either students or employees, student published newspapers and school newsletters. The

statement used is to be quoted as follows:

Discrimination Prohibited

As required by federal laws and regulations, the Summers County Board of Education does not

discriminate on the basis of sex, race, color, religion, handicapping condition, age and national

origin in employment and in the administration of any of its education programs and activities.

Inquiries may be directed to Ms. Kimberly J. Rodes Title IX and Section 504 Coordinator,

Summers County Board of Education, 116 Main Street, Hinton WV 2595`, phone 466-6006; to the

State Elimination of Sex Discrimination Project Coordinator, phone 558-7864; or to the U.S.

Department of Education's Director of the Office for Civil Rights, (1-800-421-3481).

STUDENT GRIEVANCE PROCEDURE

The U.S. Department of Education, Office for Civil Rights has made a major change in the grievance

procedure for students. The "Student Grievance Procedure" must be posted in all classrooms, in all school

offices and in all school district offices. These student grievance procedures must indicate specific time

frames for each level of grievance. The employee grievance is to also be posted in school offices, county offices

and offices where other people are employed (e.g. bus garages, warehouses). All grievance forms and procedures

must carry the following quote:

"As required by Federal laws and regulations, the Summers County Board of Education does not discriminate on

the basis of sex, race, color, religion, disability, age and national origin in employment and in the administration of

any of its education programs and activities. Inquiries may be directed to Kimberly J. Rodes, Title IX and Section

504 Coordinator, Summers County Board of Education, 116 Main Street, Hinton WV 25951, phone 466-6006; to the

State Elimination of Sex Discrimination Project Coordinator, phone 558-7864; or to the U.S. Department of

Education's Director of the Office for Civil Rights, (215) 596-6795"

Federal Education Amendments of 1972

Title IX-Part 86.8 (b) GRIEVANCE PROCEDURE

WHEREAS, the Board of Education of the County of Summers, Hinton, West Virginia, in compliance with the

rules a regulations pertaining to nondiscrimination on the basis of sex under federally assisted education program

and activities, has established this procedure whereby a complaint related to the violation, interpretation or

application of Title IX Rules and Regulations may be quickly and smoothly resolved, and

WHEREAS, students and employees of Summers County Schools are eligible to participate in this grievance

procedure, and

WHEREAS, the resolution of real or alleged violations shall be motivated toward a solution that is satisfactory to

the student, the employee, the administration, and the Board of Education;

NOW THEREFORE BE IT RESOLVED, that the following grievance procedures be adopted for the students and

employees by the Board of Education of Summers.

ARTICLE I Definitions

1.1 Grievance: an issue that reaches Level One Procedure. This issue involves the violation,

interpretation or application of any article of Part 86, Rules and Regulations, Title IX, Federal

Educational Amendments of 1972.

26

1.2 Student: any person enrolled as a student in any school and/or educational or recreational

program authorized by the Summers County Board of Education.

1.3 Employee: any person employed by the Summers County Board of Education

1.4 Title IX Coordinator: The person designated by the Board of Education to coordinate efforts to

comply with Title IX Rules and Regulations.

1.5 Superintendent: The Superintendent of Schools or a designated representative.

ARTICLE II Level One Procedure

2.1 The student or employee who has a complaint, and is unable to solve the issue, may address the

complaint in writing to the Title IX Coordinator.

2.2. The Coordinator's responsibilities:

(a) investigate within five days the circumstances of the complaint

(b) render a decision within ten days after receipt of complaint and notify the complainant.

(c) provide the complainant five days to react to the decision before it becomes final.

2.3 The Complainant's responsibilities:

(a) within ten days accept the decision, in writing, addressed to the Title IX Coordinator, or

(b) disagree with the decision, in writing, addressed to the Title IX Coordinator. A level two

procedure will be initiated.

ARTICLE III Level Two Procedure

3.1 Within ten days of receiving 2.3 (b) with the decision, the Title IX Coordinator requests the

Superintendent to review the complaint.

3.2 The Superintendent will schedule a meeting within ten days of the receipt of the request for

review. The participants shall be the complainant, the coordinator, and the superintendent.

3.3 The Superintendent will make a decision within ten days. The complainant and the coordinator

will receive copies of the decision.

ARTICLE IV Level Three Procedure

4.1 Within ten days the complainant may appeal the decision of the Superintendent to the Summers

County Board of Education.

4.2 The Board may hold a hearing if requested by the complainant within 30 days or at the next

regularly scheduled board meeting.

4.3 The Board will review all material (written and oral) and make a decision within ten days.

ARTICLE V Level Four Procedure

5.1 Within ten days the student may appeal to the State Superintendent of Schools.

5.2 Within ten days the employee may appeal to the State Grievance Board.

SUMMERS COUNTY SCHOOLS

GRIEVANCE FORM

Title IX, Part 86, Sex Discrimination

Name of Student or Employee__________________________________________

School or Work Location______________________________________________

Statement of Complaint:

Solution suggested by Complainant:

_________________________________

Signature of Student or Employee

______________________

Date Submitted

Please forward to Title IX Coordinator

27

DRUG FREE WORKPLACE POLICY (REFER TO POLICY IV-H-1)

PROHIBITION OF TOBACCO PRODUCTS

Tobacco use is the single most preventable cause of death in the United States. Recent estimates suggest that

cigarette smoking annually causes more than 400,000 premature deaths and 5 million years of potential life lost. In

addition the use of tobacco products (any nicotine containing tobacco product including cigars, cigarettes, and

smokeless tobacco) can cause cancer in humans. Smokeless tobacco products are no safer than other tobacco

products. They have been shown to be leading contributors to oral cancers and other mouth diseases. The use of

tobacco during pregnancy leads to a chance of delivering a low birth weight infant that can have serious health

consequences for the child. There also exists a large body of evidence that suggests that environmental smoke is a

cause of disease and death in healthy non-smokers. Second hand smoke can also trigger asthma attacks and causes

lungs to be more sensitive to other allergens for days. The estimated direct and indirect costs associated with

smoking and tobacco use in the United States in 1990 totaled 68 billion dollars.

REGULATIONS

Recognizing the dangers of tobacco use for students and employees, the Summers County Board of Education has

formulated the following regulations concerning the use, possession, or distribution of tobacco products : 1. The use and/or distribution of tobacco products by any person in any building, property, or vehicle

owned, leased, or operated by the Summers County Board of Education is strictly prohibited.

2. The use and/or distribution of tobacco products is prohibited in any private building, automobile, or any

other vehicle when used for school activities.

3. Students under the age of 21 shall not possess any tobacco product while engaged in any school

activity or while they are in any building, property, or vehicle that is owned, leased, or operated by the Summers

County Board of Education. This prohibition also applies to any and all private buildings, properties, or vehicles

that are being used for a school activity.

4. School personnel supervising students off the school grounds are prohibited from using tobacco

products while in the presence of students or anytime while engaged in any activities directly involving students.

This prohibition also applies to any and all private buildings, properties, or vehicles when being used for school

activities

5. Advertising of tobacco products in any form in school buildings, at school

functions, and in school publications is strictly prohibited.

6. All students, K-12, shall receive instruction each year on the dangers of tobacco use and on its

avoidance.

7. All groups using the areas described in these regulations shall sign an agreement that they will comply

with this policy and that they will announce to students, parents, and public that this policy remains in force on

evenings, weekends, and all other times that school is not in session.

8. A summary of this policy shall be published in the school handbook and be a part of each school’s

advisory program.

9. A summary of this policy shall be sent to the home of each student as part of the school’s parent

information packet.

10. The policy shall be published in the local media during the first month of each school year.

ENFORCEMENT The enforcement of this policy with students and staff shall be the responsibility of county and school level

administrators. This policy shall be reviewed with students and staff at the beginning of each year. A summary of

this policy shall be disseminated to each student’s household at the beginning of each year.

A. School Personnel 1. School personnel or students who violate this policy shall be referred to a tobacco use cessation

program and shall be subject to standard disciplinary procedures as outlined in the employee handbook. A letter of

reprimand shall be placed in the employee’s personnel file.

2. A second offense shall result in a mandatory 2 day suspension (without pay) and the completion of a

tobacco use cessation program. A letter of reprimand shall be placed in the employee’s personnel file.

3. A third offense shall result in a complaint to local law enforcement authorities and a mandatory 3 day

suspension (without pay). 4. Any further offense shall be considered habitual insubordination and the employee may be subject to

28

dismissal.

B. Students:

1. Students who violate this policy shall be referred to a tobacco cessation program and in accordance

with WV Code 16-9A those under age 18 shall be subject to a $25.00 fine and be required to perform 8 hours of

community service.

2. A second offense shall result in a mandatory 2-day suspension and the evidence of enrollment in a

tobacco cessation program will be required for readmittance.

The student under age 18 will be fined $50.00 and will be required to perform 16 hours of community service.

3. A third offense shall result in a mandatory 3-day suspension. The student under age 18 will be fined

$100.00 and be required to perform 24 hours of community service.

Possession is in violation of WVA Code only if the student is under the age of 18. Therefore, action

involving possession with students who are 18-21 years old shall result in a mandatory 3 day suspension and a

readmittance hearing before the superintendent or designee. Any future offenses shall be considered habitual

insubordination and appropriate due process actions will be taken to expel the student from school.

C. Public

Enforcement of this policy at public events shall be an educational process:

1. Signs will clearly identify all board property as Tobacco Free areas.

2. All programs at each school sponsored event shall carry a notice that school events and property shall be

Tobacco Free.

3. An announcement will be made prior to all school events that are open to the public that tobacco usage

is prohibited.

4. 16-9A-2(c) “Any individual who knowingly and intentionally sells, gives, or furnishes or causes to be

sold, given or furnished to any person under the age of eighteen years any cigar, cigarette, snuff, chewing

tobacco, or tobacco product, in any form, is guilty of a misdemeanor and, upon conviction thereof,

for the first offense shall be fined not more than one hundred dollars; upon conviction thereof for

a second or subsequent offense, is guilty of a misdemeanor and shall be fined not less than one hundred nor

more than five hundred dollars.”

WVDE Policy 2422.5A

TOBACCO CESSATION SERVICE AGENCIES:

Local: Summers County Hospital

Summers County Health Department

Summers County School Nurse

State: American Lung Association of West Virginia

American Cancer Society

Mary Babb Randolph Cancer Center American Heart Association

PROCEDURES FOR REVIEW

This policy shall be review biannually by the Summers County Drug Free Advisory Board and need changes shall

be instituted following Summers County Board of Education Policy.

DRESS POLICY

The Summers County Board of Education, administrative staff, principals, teachers, and service employees realize

that there is a variety of styles and tastes in the way that people dress. They also realize that in a school/educational

setting, there are proper and improper modes of dress: relative to current fashion trends, community custom, and

considerations of health and safety. It is also understood that this dress affects not only students, but school

employees as well and can be a factor in greater community support and positive attitudes toward the school/school

system/teaching profession and education as a whole. It is also felt that a dress policy for students will be of no

effect until and unless proper dress is modeled by adult employees who deal with students in the schools. For these

reasons, REFER TO the following dress code POLICY for Summers County Schools:

( POLICY IV-C-1)

29

RETURN TO WORK PROGRAM (Policy IV-H-10)

Summers County Board of Education is committed to providing a safe and healthy workplace for our employees.

Preventing injuries and illnesses is our primary objective. If an employee is injured, Summers County Board of

Education will return an injured employee to modified or alternative work as soon after an injury as possible. This

will be done by temporarily modifying the employee’s job or providing the employee with an alternative position.

The employee’s medical condition along with any limitations or restrictions given by the attending physician will be considered as a priority when identifying the modified/alternative position.

PURPOSE - This program is intended to provide our employees with an opportunity to continue as valuable

members of our team while recovering from a work related injury. We want to minimize any adverse effects of an

on-the-job injury to any of our employees and return the injured employee to his/her original job. This program is

intended to benefit an injured employee by promoting a speedy recovery while keeping his/her work patterns and

income consistent. The company shares in benefits by having our employees retain work skills thus contributing to

the overall productivity of our business.

SCOPE - This program applies to all employees of the Summers County Board of Education.

RESPONSIBILITIES

Summers County Board of Education All injuries and the duration of the disability will be handled by the superintendent or his/her

designee.

The superintendent or designee will act as a liaison between the Summers County Board of

Education, the injured worker, the attending physician, and West Virginia Worker’s

Compensation Division.

The superintendent or designee will make sure that all paperwork and forms have been properly

handled and submitted to the appropriate parties.

The superintendent or designee will monitor the modified or alternative work and gather any

additional information that may be needed to properly handle the return to work efforts.

All managers and supervisors In the event of an injury, the manager or supervisor will make sure that the injured employee

receives first aid, or if necessary, proper medical treatment. If possible, the manager or supervisor

will accompany the employee to the treating physician or medical clinic. The attending physician

shall be notified on the first visit that the Summers County Board of Education has a return-to-

work program and that modified or alternative work will be provided. The manager or supervisor

will work closely with the Superintendent or designee to coordinate the return to work efforts and

will be responsible for introducing the employee back into the work place in the modified or

alternative position. The manager or supervisor will make sure that the injured employee receives

necessary assistance from co-workers and that the employee does NOT work outside his/her

restrictions. Monitoring for transition into full duty work will be the responsibility of the manager

or supervisor.

Employees If an injury occurs on the job, the employee is required to report the injury to his/her manager or

supervisor immediately. If available, the employer representative will accompany the employee to

the medical clinic. Together with the physician, the employee’s physical restrictions and

limitations shall be discussed. If able, employees are expected to return to the work site the very

SAME day to report the physician’s findings and to discuss modified or alternative work. This

will enable all parties to be kept abreast of the employee’s condition.

30

Once an employee has returned to work, it is his/her responsibility to work within the physical

limitations that the physician has specified. The employee shall perform only those duties that are

assigned to him/her. An employee shall immediately notify his/her manager or supervisor of any

difficulty in performing the duties. The employee must also notify his/her manager or supervisor

in advance of any medical appointments. Time off will be allowed for medical appointments

associated with an on-the-job injury. The employee shall keep his/her manager or supervisor

informed of the recovery process and his/her ability to perform modified or alternative work.

Everyone If anyone involved in this process has questions or concerns, please take a few minutes to talk to

your manager or supervisor (unasked questions can lead to confusion). The Summers County

Board of Education is committed to promoting, in the best way possible, a full recovery of any of

our injured employees.

RETURN TO WORK PROGRAM GUIDELINES - Summers County Board of Education is

committed to returning employees to modified or alternative work immediately following the injury. The following

are guidelines to accomplish this commitment:

THE EMPLOYER’S ROLE

When the Summers County Board of Education has an on-the-job injury or illness, we will take

time to handle the injury appropriately.

We will provide first aid immediately.

If the injured employee requires medical attention, we will, when possible, accompany the injured

employee to the treating physician or medical facility.

It is our responsibility to let the medical provider know that we have a Return-to-Work- Program

and we intend to bring this employee back to work as soon as possible.

If an injured employee is unable to return to work immediately, the Summers County Board of

Education will keep in contact with them. We will let the employee know of our concern for

his/her condition and assure him/her that they are a valuable asset to this school system.

The Summers County Board of Education will let the injured employee know that we will make

every reasonable effort to accommodate his/her temporary physical limitations with a modified or

alternative position.

We will welcome back all employees into both temporary and permanent return-to-work positions.

The Summers County Board of Education will notify West Virginia Workers’ Compensation

Division of our return to work policy.

MODIFIED/ALTERNATIVE POSITIONS - All temporary, modified, or alternative positions are

considered “transitional positions” and are designed to help the injured employee return to his/her usual and

customary duties as soon as possible.

The injured employee will be expected to keep regular progress with the employee and the medical provider, as

needed, to determine how they are progressing, when and if any additional duties can be added to the modified or

alternative position, and when or if the employee can be returned to his/her usual and customary position.

RETURN TO WORK PROGRAM - If the employee is not able to return to his/her usual and

customary duties within 30 days, a complete re-evaluation of the situation may be made in cooperation with

the West Virginia Workers’ Compensation Division, the treating physician, and the employee.

31

ALL EMPLOYEES REPORTING AN ON-THE-JOB INJURY OR ILLNESS:

The West Virginia Workers’ Compensation Division insures employees for any on-the-job injury or illness.

Workers’ compensation provides the following benefits:

Medical Care. All approved medical and hospital bills in relation to the compensable injury.

Disability Income. If hospitalized or unable to work for more than three days as a result of your

on-the-job injury or illness, you will receive temporary total disability payments equal to 70% of

your average weekly wage, up to the maximum allowable by law. If your injury or illness results

in a permanent impairment, permanent partial disability benefits may be awarded.

Vocational Rehabilitation. If your on-the-job injury or illness prevents you from returning to your

pre-injury job, you may be eligible for vocational rehabilitation.

Death Benefits. Should an on-the-job injury or illness result in death, a benefit may be paid to

your dependents.

Effective immediately, the following policy will be in effect: 1) Report all injuries immediately to your manager or supervisor. This includes minor

injuries that may only require first aid. Failure to report all injuries or illnesses may result in a

delay in benefit payments

2) An injury requiring emergency treatment should be treated at the nearest emergency

treatment facility immediately following the injury. Call 911 when emergency assistance is

needed.

3) For medical treatment other than an emergency, you may seek treatment from a company

pre-selected physician or physician of your choice. If you go to a medical provider of your choice

you must notify your Return-to-Work Coordinator or Supervisor. Arrangements will have to be

made regarding the company’s Return-to-Work Program.

4) Should the treating physical restrict you from regular duty because of an on-the-job

injury or illness, you must immediately provide your manager or supervisor with the NOTICE TO

PHYSICIAN form outlining your restrictions. Whenever possible, we will attempt to

accommodate your restrictions by providing appropriate modified or alternative work for you

while you are unable to perform your normal duties. 5) Workers’ compensation fraud is a felony in West Virginia. Any person who files or

contributes to the filing of false workers’ compensation claim is committing a crime punishable by

a prison sentence and/or fine.

In order for this system to work most efficiently, we must have your cooperation. Please see your immediate

manager or supervisor should you have any questions.

PROCEDURES FOR THE RETURN-TO-WORK PROCESS - Follow these procedures when an

employee is injured on the job.

1. An employee who is injured must immediately report the injury or incident to a supervisor or

an appropriate person in management.

2. The supervisor or return to work coordinator is responsible for: following requirements set

forth by the West Virginia Workers’ Compensation Division for reporting injuries and illnesses;

completing an incident investigation record for every report of injury, whether or not medical

attention is needed.

3. If medical attention is needed, the injured employee’s supervisor or return-to-work coordinator

should go with the employee to the doctor or other medical provider. Whenever possible, the

employee or supervisor should provide the treating physician with a physician’s information

packet. The packet includes the injured employee’s job description, essential job elements, and an

32

introductory letter explaining the return to work process. The supervisor also can ask to speak to

the doctor after the visit.

4. If the employee is restricted from work, a contact person (the supervisor or return to work

coordinator) should communicate regularly with the employee and treating doctor.

The contact person should talk with the employee on the day of the injury and once a week until

the employee returns to work. The contact person should check with the treating doctor whenever

the employee has a follow-up visit.

5. When the treating doctor releases the employee to alternative productive work, the supervisor

should attempt to develop an alternative assignment. Every assignment must meet the doctor’s

restrictions. Every effort will be made to develop alternative productive work.

6. The supervisor must keep a copy of the doctor’s work release.

7. The supervisor must follow up with the employee on a regular basis after the employee returns to work.

SAFETY POLICY IV-L-2

1. Return to Work Policy

Summers County Schools has a Return To Work Policy in an attempt to get those injured on the job back to

work as soon as reasonably possible. Efforts will be made to modify the work environment to allow the individual

to remain on the job. The Safety Policy is a companion policy to the Return To Work Program (IV-H-10). It

addresses the issues of safety in a comprehensive effort to prevent work place injuries.

2. Safety in all Matters

2.1 Employee and student safety will receive precedence in all operations, planning, and training.

Providing a safe work place learning environment is first priority for our school system.

2.2 An investment in time and financial resources in prevention by addressing safety will provide

benefits in lower workers compensation rates, insurance, direct expenses, and indirect expenses

resulting in losses.

3. Safety Committee

3.1 A Safety Committee shall be organized with members representing various categories of

professional and service personnel. Regularly scheduled meetings will occur. Director of

Business and Operations, along with the Safety Manager coordinate the meetings and activities.

3.2 The Safety Committee will serve the following functions:

3.2.1 Sounding board for safety activities

3.2.2 Recommend new rules

3.2.3 Identify training needs

3.2.4 Review accidents and provide direction to reduce hazard

3.2.5 Document decisions with written agenda and minutes

3.3 Regular scheduled safety training will be provided to all employees.

4. Commitment to Safety at Administrative Level

4.1 At Director’s staff meetings, safety issues will be discussed and reasonable measures needed to

prevent injuring will be presented. The Superintendent or designee will be present and supportive

of risk management and this safety effort.

4.2 Safety issues and measures to prevent injuries will be presented to the principals at monthly

principals’ meetings. Principals are to pass the safety information to all the staff at each individual

school.

33

5. Documentation of Injury and Reporting

5.1 Procedures for documenting and reporting injuries to the Central Office have been developed.

Please refer to your Employees Handbook. These procedures must be followed. Information

about the procedures will be provided to all employees.

6. The adherence to written safety policy will be monitored. The Safety Policy and Return to Work Policies

will continue to expand and be modified as needed as changes occur in Board of Risk and Insurance

Management, National Fire Safety, and Occupational Safety, and Health Administration standards.

FAIR LABOR STANDARDS ACT FOR SCHOOL DISTRICTS IV-M-3

C.1 - OVERTIME POLICY:

The purpose of this policy is to ensure that the Summers County Board of Education, hereinafter referred to as the

Board, complies with the overtime provisions of the Fair Labor Standards Act (FLSA), regulations of the U.S.

Department of Labor, Wage and Hour Division, and all applicable state statutes and regulations related to the

compensation of full-time and part-time employees.

1. GENERAL:

1.1. All employees of the Board are expected to work a forty-hour workweek each week.

1.2. Board employees may regularly and routinely be scheduled to work less than a 40-hour workweek; however,

the Board retains the right to request an employee to perform additional duties up to 40 hours during a workweek

without additional compensation.

1.3. The length of the school day for licensed and professional staff will be a minimum of seven and one-half hours

and will continue until professional responsibilities to students are completed.

1.4. Work schedules for all other employees will be defined by the superintendent or, his/her designee, and will be

consistent with the Fair Labor Standards Act, West Virginia statutes, and provisions of this policy.

1.5. Non-exempt employees are not permitted to volunteer to perform services for or on behalf of the school system

if the volunteer duties involve the same types of duties that the employees normally perform as a part of their regular

duties for the school district.

2. WORKWEEK:

2.1. For purposes of the Fair Labor Standards Act, the workweek for all employees of the Board is defined as

beginning at 12:00 a.m. Monday and ending at 11:59 p.m. Sunday.

2.2. Working hours for all non-exempt employees of the Board under the Fair Labor Standards Act, including

paraprofessionals, aides, secretaries, bus operators, and cafeteria, janitorial and maintenance personnel, will conform

to federal and state regulations. The classification of all employee positions of the Board, as to whether they are

exempt or non-exempt for the provision of the Fair Labor Standards Act, are shown in Subsection C.3 of this policy.

3. ATTENDANCE EXPECTATIONS:

3.1. All employees are expected to be present during their scheduled working hours. Absence without prior

approval, chronic absences, habitual tardiness or abuses of designated working hours are all considered neglect of

duty and will result in disciplinary actions, up to and including dismissal.

3.2. Non-exempt employees who have not been granted prior approval by appropriate authority to work overtime

may not arrive at their workstations earlier than their scheduled starting time and must leave their workstations at

their scheduled ending time. Failure to comply with this requirement may result in disciplinary actions, up to and

including dismissal.

34

4. TIME AND ATTENDANCE REPORTS:

4.1. Every employee classified as service personnel is required to complete a time sheet for each week worked

during the employee’s employment term, reflecting the actual starting and ending times for each day worked and the

total time worked. The employee and the employee's immediate supervisor will each sign the time sheet prior to its

submittal in a timely manner to the payroll office.

4.2. Employees classified as professional personnel are not required to file weekly time sheets, but must indicate

days present and absent on the payroll report and initial the report.

5. OVERTIME AND COMPENSATORY TIME:

C.2 - AGREEMENT TO RECEIVE COMPENSATORY TIME OFF:

Pursuant to the Fair Labor Standards Act (FLSA), the Summers Board of Education has a policy of granting

compensatory time off to non-exempt employees in lieu of overtime pay for time worked in excess of 40 hours in

any workweek. A copy of the policy dated 6/8/05 has been provided to me.

I understand that I must obtain my supervisor's express written authorization to work overtime prior to working in

excess of 40 hours in any workweek. I understand that I will earn compensatory time at a rate of one and one-half

(1.5) hours for each hour of overtime worked. I further understand that I may not earn more than 120 hours of

compensatory time (80 hours of actual overtime work), that I must take the time earned within 60 days after it is

earned, and that I must take the time before using any personal, annual, or leave without pay. I also understand that

if I am unable to use all compensatory time earned during the allotted time due to the work requirements, that I will

receive compensation for the unused compensatory time at my current regular hourly rate of pay, but may be

disciplined for failure to comply with the Board's overtime policy.

5.1. The Board discourages overtime work by non-exempt employees unless absolutely necessary.

5.1. A non-exempt employee shall not work overtime without the approval of his/her supervisor. Over time must be

submitted within 24 hours following the time worked. Supervisor’s approval signature must be on overtime turned

in.

5.3. Supervisory personnel must monitor overtime use on a weekly basis to ensure that all overtime worked is

necessary. With the mutual agreement of the employee and the immediate supervisor, as required by the provisions

of West Virginia Code §§18A-4-8a(8) and 18A-4-8(d), work schedules may be adjusted within a workweek to

preclude the need for overtime. This is considered an adjusted workweek and would not be recorded as

compensatory time, as long as the hours worked during the workweek do not exceed 40.

5.4. In lieu of overtime compensation, non-exempt employees may receive compensatory time off at a rate of not

less than one and one-half (1.5) hours for each one hour of overtime worked, if such compensatory time (1) is

agreed to by the employee in writing before the overtime work is performed and (2) is authorized by the immediate

supervisor.

5.5. Employees will be allowed to use compensatory time within a reasonable period after requesting such use.

Employees may accrue a maximum of 120 compensatory time hours (80 hours of actual work).

5.6. All compensatory time earned must be used within 60 days after being earned and any compensatory time

earned must be used before any personal, annual, or leave without pay is used. Any compensatory time that is not

used within this time will be paid at the employee's current rate.

5.7. In computing the 40-hour workweek for overtime purposes, only actual hours worked will be counted. Time

taken off work on paid or unpaid leave, including personal, sick, or military leave, vacation, time off without pay,

jury duty, or other absences from work, whether approved or unapproved, outside school environment days, and

days canceled due to inclement weather (snow days) will not be counted as hours worked.

5.8. Pursuant to the provisions of West Virginia Code §18A-4-8a(6), any service personnel who is required to work

35

on any legal school holiday as described in West Virginia Code §18A-5-2, shall be paid at a rate of one and one-half

times the employee's usual hourly rate.

5.9. Pursuant to the provision of West Virginia Code §18A-4-8a(7), any full-time service personnel who is required

to work in excess of his/her normal working day during any week which contains a school holiday shall be paid at a

rate of one and one-half times the employee's usual hourly rate for the additional hours or fraction of additional

hours worked.

5.10. Pursuant to the provision of West Virginia Code §18-4-8(e), an employee whose regular workweek is

scheduled from Monday through Friday and agrees to perform any work assignments on a Saturday or Sunday is to

be paid for at least one-half day of work for each day he or she reports for work, and if the employee works more

than three and one-half hours on any Saturday or Sunday, the employee is to be paid for at least a full-day of work.

Note: In computing the overtime rate for a workweek in which this provision applies, only the actual hours

worked on a Saturday or Sunday and the pay related to those hours will be included in the overtime

computations. The pay for hours not actually worked will be paid at the employee's regular rate.

5.11. Upon resignation, retirement, or termination, an employee will be paid for any unused compensatory time at a

rate of compensation not less than: (A) the average regular rate received by such employee during the last three

years of the employee's employment; or (B) the final regular rate received by such employee, whichever is greater.

6. COMPUTATION OF OVERTIME PAY:

6.1. Overtime compensation will be paid or compensatory time awarded for actual hours worked in excess of 40

during a given workweek, as defined in Section 2.

6.2. In computing the total number of overtime hours worked, time worked will be rounded to the nearest fifteen-

minute increment. For example, one hour and 5 minutes will be rounded to one hour (1.0 hour) and one hour and 10

minutes will be rounded to 1 hour and 15 minutes (1 and ¼ hour).

6.3. Overtime compensation will be paid at the rate of one and one-half times the employee's regular rate of pay for

each hour worked in excess of 40 during a workweek. Generally, the regular rate will include all compensation

earned by the employee during the workweek divided by the total number of hours worked.

6.4. In situations where an employee performs two or more different duties during the workweek with differing

regular compensation rates, such as his/her regular duty and an extra-curricular and/or extra-duty assignment,

overtime compensation will be computed using one of the following methods:

a. Weighted average method - This involves calculating the employee's regular rate of pay for the

workweek by taking the weighted average of all jobs performed during the workweek. To find the weighted

average, determine the employee's total earnings for the week and divide this total by the total number of

hours worked on all jobs. Once the weighted average has been determined, overtime will be calculated at

one and one-half times this average.

b. Separate rates method - This involves calculating the employee's regular rate of pay for the workweek

by computing the rate for each job separately. The overtime rate is based on the regular rate that applies to

the type of work performed during the hours in excess of forty. This method is available for hourly

workers only and before it can be used, the employer and employee must agree (prior to the

additional work being performed).

VIOLATIONS:

7.1 Any exempt or non-exempt employee who violates any provision of the board's overtime policy, or any

regulations or procedures related thereto, may be subject to disciplinary actions, up to and including dismissal.

36

hereby knowingly agree and consent to the use of compensatory time in lieu of overtime pay for any time worked in

excess of 40 hours in any workweek.

This agreement will continue in force until terminated.

Employee Signature: ____________________________________________________________

Supervisor Signature (or designee): _________________________________________________

Date: _________________________________________________________________________

Tuition Reimbursement

(REFER TO POLICY IN-M-8)

Summers County Schools

Employee Accident/Injury Report

Employee: _____________________________________________________________________________

Address: ______________________________________________________________________________

Phone: _______________________________________________________________________________

Employment Location: __________________________________________________________________

Location of Accident: ___________________________________________________________________

Date of Accident: _________________________________ Time of Accident: _____________________

Names of Witness: ______________________________________________________________________

________________________________________________________________________

Nature of Accident Part of Body Injured

Abrasion Head Injury

Bruise/Bump Fracture

Burn Laceration

Cut Puncture

Convulsion Shock

Dislocation Sprain

Other:

______________________________________

Abdomen Eye* Head

Ankle* Face Knee*

Arm* Finger* Leg*

Back Foot* Teeth

Chest Hand* Wrist*

Elbow*

Other: ___________________________________

*Left, Right, Both

How did the accident happen? _____________________________________________________________

Treatment and Disposition: _______________________________________________________________

___________________________________________

Employee's Signature

___________________________________________

Supervisor's Signature

It is the responsibility of the employee to report all accidents to his/her supervisor immediately. The employee

is to fill out an accident form if able. If the employee is not able to fill out the report his/her immediate supervisor

will fill out the report. One copy is to be retained by the supervisor and one copy is to be sent the superintendent's

office.

44

SERVICE PERSONNEL

CLASS TITLE AND PAY GRADES

(For State Minimum Pay Scale)

CLASS TITLE PAY GRADE CLASS TITLE PAY GRADE

Accountant I D Handyman B

Accountant II E Heating and Air Conditioning

Accountant III F Mechanic I E

Aide I A Mechanic II G

Aide II B Heavy Equipment Operator E

Aide III C Inventory Supervisor D

Aide IV D Key Punch Operator B

Audiovisual Technician C Locksmith G

Bus Operator D Lubrication Man C

Buyers F Machinist F

Cabinet Maker G Maintenance Clerk C

Cafeteria Manager D Mason G

Carpenter I E Mechanic F

Carpenter II F Mechanic Assistant E

Chief Mechanic G Office Equipment Repairman I F

Clerk I B Office Equipment Repairman II G

Clerk II C Paraprofessional F

Computer Operator E Painter E

Cook I A Plumber I E

Cook II B Plumber II G

Cook III C Printing Operator B

Crew Leader F Printing Supervisor D

Custodian I A Programmer H

Custodian II B Roofing/Sheet Metal Mechanic F

Custodian III C Sanitation Plan Operator F

Custodian IV D School Bus Supervisor E

Director or Coordinator of Services H Secretary I D

Draftsman D Secretary II E

Electrician I F Secretary III F

Electrician II G Supervisor Accountant G

Electronic Tech I F Supervisor of Maintenance H

Electronic Tech II G Supervisor Payroll G

Executive Secretary G Supervisor of Transportation H

Food Service Supervisor G Switchboard Operator/Receptionist D

Foreman G Truck Driver D

General Maintenance D Warehouse Clerk C

Glazier D Watchman B

Graphic Artist D Welder F

Grounds Man B

SUMMERS COUNTY EMPLOYEEboe.summers.k12.wv.us/wp-content/uploads/sites/4/2015/05/Employ… · Term...

Documents

Transcript of SUMMERS COUNTY EMPLOYEEboe.summers.k12.wv.us/wp-content/uploads/sites/4/2015/05/Employ… · Term...