Introduction
Employee handbook receipt
District information
Description of the district
Mission statement
District goals and objectives
Board of trustees
Administration
School calendar
Helpful contacts
School directory
Employment
Equal employment opportunity
Job vacancy announcements
Employment after retirement
Contract and non-contract employment
Searches and alcohol and drug testing
First aid and CPR certification
Reassignments and transfers
Workload and work schedules
Notification of parents regarding certification status
Outside employment and tutoring
Performance evaluation
Appraisal Calendar
Teacher Appraisers
Second Appraisal
Employee involvement
Staff development
Salaries, wages, and stipends
Paychecks
Automatic payroll deposit
Payroll deductions
Overtime compensation
Travel expense reimbursement
Health, dental, and life insurance
Supplemental insurance benefits
Cafeteria plan benefits (Section 125)
Workers' compensation insurance
Unemployment compensation insurance
Teacher retirement
Other benefit programs
Personal leave
Sick leave
Local leave
Temporary disability
Family and medical leave
Workers' compensation benefits
Assault leave
Bereavement leave
Jury duty
Other court appearances
Military leave
District communications
Employee conduct and welfare
Standards of conduct
Harassment
Harassment of students
Drug‑abuse prevention
Fraud and financial impropriety
Conflict of interest
Dietary supplements
Reporting suspected child abuse
Associations and political activities
Safety
Tobacco use
Possession of firearms and weapons
Visitors in the workplace
Copyrighted materials
Computer use and data management
Gifts and favors
Asbestos management plan
Pest control treatment
Other topics
General procedures
Bad weather closing
Employee time of arrival and departure
Observation of schedule
Food and beverages
Media equipment, materials, and library
Emergencies
Fund raising activities
Management of class and organizational activity enterprise funds
Care, protection, repair and utilization of facilities, equipment and supplies
Textbooks
Student participation in all school activities
Telephone use, messages, and personal contacts
Press releases
Vehicle Requests
Purchasing procedures
Name and address changes
Personnel records
Building use
Resignations
Dismissal or non-renewal of contract employees
Dismissal of non-contract employees
Exit interviews and procedures
Reports to the State Board of Educator Certification
Reports concerning court-ordered withholding
Equal educational opportunities
Student records
Parent and student complaints
Administering medication to students
Psychotropic drugs
Student discipline
Student attendance
Hazing
Index
Introduction
The purpose of this handbook is to provide information that will help with questions and pave the way for a successful year. Not all district policies and procedures are included. Those that are have been summarized. Suggestions for additions and improvements to this handbook are welcome and may be sent to the central administration office.
This handbook is neither a contract nor a substitute for the official district policy manual. Nor is it intended to alter the at-will status of noncontract employees in any way. Rather, it is a guide to and a brief explanation of district policies and procedures related to employment. These policies and procedures can change at any time; these changes shall supersede any handbook provisions that are not compatible with the change. For more information, employees may refer to the policy codes that are associated with handbook topics, confer with their supervisor, or call the appropriate district office. Policy manuals are located and are available for employee review during normal working hours at the central administration office and online at http://www.tasb.org/policy/pol/private/138902/
DISTRICT INFORMATION
Mission statement
The experience offered to students of the Knox City-O’Brien C.I.S.D. provides a foundation for the responsibilities they will assume as adults in family, church, community, state, and national affairs. As a result, students must work diligently on the development of attitudes and principles that will prepare them to become worthwhile and contributing citizens of our free society.
District goals and objectives
Policies AB AF
PUBLIC EDUCATION MISSION, GOALS, AND OBJECTIVES
The mission of the Texas public education system is to ensure that all Texas children have access to a quality education that enables them to achieve their full potential and fully participate now and in the future in the social, economic, and educational opportunities in our state and nation. That mission is grounded on the conviction that a general diffusion of knowledge is essential for the welfare of Texas and for the preservation of the liberties and rights of Texas citizens. It is further grounded on the conviction that a successful public education system is directly related to a strong, dedicated and supportive family and that parental involvement in the school is essential for the maximum educational achievement of a child. The objectives of public education are:
OBJECTIVE 1: Parents will be full partners with educators in the education of their children.
OBJECTIVE 2: Students will be encouraged and challenged to meet their full educational potential.
OBJECTIVE 3: Through enhanced dropout prevention efforts, all students will remain in school until they obtain a diploma.
OBJECTIVE 4: A well-balanced and appropriate curriculum will be provided to all students.
OBJECTIVE 5: Qualified and highly effective personnel will be recruited, developed, and retained.
OBJECTIVE 6: Texas students will demonstrate exemplary performance in comparison to national and international standards.
OBJECTIVE 7: School campuses will maintain a safe and disciplined environment conducive to student learning.
OBJECTIVE 8: Educators will keep abreast of the development of creative and innovative techniques in instruction and administration using those techniques as appropriate to improve student learning.
OBJECTIVE 9: Technology will be implemented and used to increase the effectiveness of student learning, instructional management, staff development, and administration.
The academic goals of public education are to serve as a foundation for a well-balanced and appropriate education. The students in the public education system will demonstrate exemplary performance in:
GOAL 1: The reading and writing of the English language.
GOAL 2: The understanding of mathematics.
GOAL 3: The understanding of science.
GOAL 4: The understanding of social studies.
Education Code 4.001, 4.002
Board of trustees
Policies BA, BAA, BBA, BBB, BBE, BBF, BE, BEC, BED
Texas law grants the board of trustees the power to govern and oversee the management of the district’s schools. The board is the policy-making body within the district and has overall responsibility for the curriculum, school taxes, annual budget, employment of the superintendent and other professional staff, facilities, and expansions. The board has complete and final control over school matters within limits established by state and federal law and regulations.
The board of trustees is elected by the citizens of the district to ensure a strong educational program for the district's children. Trustees are elected at large in accordance with Texas law and serve three‑year terms. Trustees serve without compensation, must be registered voters, and must reside in the district.
Current board members include:
Dale Turner, President Scott Lynn, Vice-President
Bill Stewart, Secretary Raul Espinosa
Tracy Carter Charlie Schur
Jim Dillon
The board usually meets the first Tuesday after the second Wednesday of each month at 7:00 p.m. in the Central Administration Building. In the event that large attendance is anticipated, the board may meet at the W.R. Baker Auditorium or High School Library. Special meetings may be called when necessary. A written notice of regular and special meetings will be posted at the Central Administration Building at least 72 hours before the scheduled meeting time. The written notice will show the date, time, place, and subjects of each meeting. In emergencies, a meeting may be held with two hours notice.
All meetings are open to the public. In certain circumstances, Texas law permits the board to go into a closed session from which the public and others are excluded. Closed session may occur for such things as discussing prospective gifts or donations, real-property acquisition, certain personnel matters including employee complaints, security matters, student discipline, or to consult with attorneys regarding pending litigation.
Administration
Louis Baty, Superintendent Russ Chisum, Middle School Principal
Mack Lowe, High School Principal Marsha McGaughey, Elementary Principal
School calendar
August 1,2,3,4,9 Staff Development
August 8 Teacher Workday
August 14 First Six Weeks Begins
September 4 Labor Day
September 5 Three-Week Grade Reports Due
September 22 First Six Weeks Ends
September 25 Second Six Weeks Begins
September 26 First Six Weeks Grade Reports Due
September 28 Report Cards
October 17 Three-Week Grade Reports Due
November 3 Second Six Weeks Ends
November 6 Third Six Weeks Begins
November 7 Second Six Weeks Grades Due
November 9 Report Cards
November 22-24 Thanksgiving Holiday
November 28 Three-Week Grade Reports Due
December 15 Third Six Weeks Ends
December 18-Jan 1 Christmas Holidays
January 2 Teacher Workday (1/2 day)/Third Six Weeks Grades Due
January 3 Fourth Six Weeks Begins
January 4 Report Cards
January 19 Stock Show Day
January 23 Three-Week Grade Reports Due
February 16 Fourth Six Weeks Ends
February 19 Fifth Six Weeks Begins
February 20 Fourth Six Weeks Grades Due
February 22 Report Cards
March 12-16 Spring Break
March 20 Three Week Grade Reports Due
April 5 Fifth Six Weeks Ends
April 6 School Holiday
April 9 Sixth Six Weeks Begins
April 10 Fifth Six Weeks Grades Due
April 12 Report Cards
April 27 Bad Weather Day
May 1 Three-Week Grade Reports Due
May 11 Bad Weather Day
May 25 Sixth Six Weeks Ends
May 26 Teacher Workday (1/2 day)/ Sixth Six Weeks Grades Due
Helpful contacts
From time to time, employees have questions or concerns. If those questions or concerns cannot be answered at the campus level, the employee is encouraged to contact the Superintendent’s office at the number listed below.
School directory
Superintendent’s Office 657-3521
Superintendent’s Office 1-866-658-3521
High School Principal’s Office 657-3565
Mid. School Principal’s Office 657-3731
Elementary Principal’s Office 657-3147
Consortium Office 657-3587
Fax Machine 657-3379
Employment
Equal employment opportunity
Policy DAA
The Knox City-O’Brien Consolidated Independent School District does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, military status, or on any other basis prohibited by law. Employment decisions will be made on the basis of each applicant's job qualifications, experience, and abilities.
Employees with questions or concerns relating to discrimination on any of the bases listed above should contact Louis Baty, Superintendent.
Policy DC
To the extent possible, announcements of job vacancies by position and location are distributed to each campus and posted at the Central Administration Building. Current district employees are eligible to apply for any vacancy.
Emploxe "Retirement:employment;Employment:after retirement"yment after retirement
Individuals receiving retirement benefits from the Teacher Retirement System (TRS) may be employed in certain positions or on a part-time basis without affecting their benefits, according to TRS rules and state law. Service retirees who retire before May 31 may return to work in a Texas public school without a reduction in benefits one full calendar month after the retirement date provided they meet specific conditions. Retirees may work in the following capacities without a loss of retirement benefits:
· As a principal or assistant principal or teacher in an acute shortage area on a full-time basis, if certified as a principal and following a 12-month break in service. Retirees that retired under early age or disability provisions are excluded.
· As a full-time bus driver (early age and disability retirees excluded).
· As a substitute at no more than the established daily substitute pay rate (Individuals receiving disability retirement benefits may not work for more than 90 days in a school year.)
· On a half time or less basis during any month. Half-time employment cannot exceed the lesser of 50 percent of the position’s full-time load or 92 hours in a month.
· On a full-time basis during a six-month period during a school year, provided that this is their only employment in a Texas public school. Individuals who retire in August may begin employment in October of the school year following their retirement.
Under this last provision, retirees must submit annual written notice to TRS by the last day of the first month of full employment to avoid a disruption of benefits. Working any part of a month counts as a full month.
Other restrictions apply when a person has retired because of a disability. Individuals retiring because of a disability should contact TRS for details about employment restrictions.
Shortage areas
Certain retirees may return to work on a full-time basis as a principal or assistant principal or teacher in an acute shortage area without a reduction in their TRSS annuity benefits. Acute teaching shortage areas are determined by the board based on Commissioner of Education guidelines. When filling acute shortage area positions, the district must give hiring preference to certified applicants who are not retirees. To be eligible for full TRS, benefits a retiree must meet the following criteria:
Have not been subject to a reduction in benefits for retirement at an early age or retired under disability provisions
Have a 12-month continuous break in public school service since retirement
Be appropriately certified for the position in the applicable school year
Employees can contact the central administration office for additional information or contact TRS by calling 800-223-8778 or 512-542-6400. TRS information is also available on the Web (www.trs.state.tx.us)
Contract and non-contract employment
Policies DC, DCA, DCB, DCC, DCD
State law requires the district to employ all full‑time professional employees in positions requiring a certificate from State Board of Educator Certification (SBEC) and nurses under probationary, term, or continuing contracts. Employees in all other positions are employed at will or by a contract that is not subject to the procedures for non-renewal or termination under Chapter 21 of the Texas Education Code. The paragraphs that follow provide a general description of the employment arrangements used by the district.
Probationary contracts.
Nurses and full-time professional employees new to the district and employed in positions requiring SBEC certification must receive probationary contracts during their first year of employment. Former employees who are hired after at least a two-year lapse in district employment also may be employed on probationary contracts. The probationary period for those who have been employed in public schools for at least five of the eight years preceding employment with the district may not exceed one school year. For those with less experience, the probationary period will be three school years (i.e., three one year contracts) with an optional fourth school year if the board determines it is doubtful whether a term or continuing contract should be given.
Term contracts.
Full‑time teachers, campus principals, and professionals employed in positions requiring certification and nurses who have successfully completed the probationary period will be employed by term contracts. The terms and conditions of employment are detailed in the contract and employment policies. All employees will receive a copy of their contract and employment policies.
Paraprofessional and auxiliary employees.
All paraprofessional and auxiliary employees, regardless of certification, are employed at will and not by contract. Employment is not for any specified term and may be terminated at any time by either the employee or the district.
Searches and alcohol and drug testing
Policy DHE
Noninvestigatory searches in the workplace, including accessing an employee’s desk, file cabinets, or work areas to obtain information needed for usual business purposes may occur when the employee is unavailable. Therefore, employees are hereby notified that they have no legitimate expectation of privacy in those places. In addition, the district reserves the right to conduct searches when there is reasonable cause to believe a search will uncover evidence of work-related misconduct.
Such an investigatory search may include drug and alcohol testing if the suspected violation relates to drug or alcohol use. The district may search the employee, the employee’s personal items, work areas, lockers, and private vehicles parked on district premises or work sites or used in district business.
Employees required to have a commercial driver’s license
Any employee who is required to have a commercial driver's license (CDL) is subject to drug and alcohol testing. This includes all drivers who operate a motor vehicle designed to transport 16 or more people, counting the driver; drivers of large vehicles; or drivers of vehicles used in the transportation of hazardous materials. Teachers, coaches, or other employees having a CDL who primarily perform duties other than driving are subject to testing requirements when their duties include driving..
Drug testing will be conducted before an individual assumes driving responsibilities. Alcohol and
Drug tests will be conducted when reasonable suspicion exists, at random, when an employee returns to duty after engaging in prohibited conduct, and as a follow up measure. Testing may be conducted following accidents. Return‑to‑duty and follow‑up testing will be conducted when an employee who has violated the prohibited alcohol conduct standards or tested positive for alcohol or drugs returns to duty.
All employees subject to alcohol and drug testing will receive a copy of the district's policy, the testing requirements, and detailed information on alcohol and drug abuse and the availability of assistance programs. Employees with questions or concerns relating to alcohol and drug policies and related educational material should contact the superintendent’s office.
First aid xe "Certification:first aid and CPR"and CPR certification
Policy DBA
Head marching band directors, head coaches or chief sponsors of an extra curricular athletic activity (including cheerleading) that is sponsored or sanctioned by the district or University Interscholastic League (UIL) must maintain and submit to the district proof of current certification in first aid and cardiopulmonary resuscitation (CPR). Certification must be issued by the American Red Cross, the American Heart Association, or another organization that provides equivalent training and certification.
Reassignments and transfers
Policy DK
All personnel are subject to assignment and reassignment by the superintendent or designee when the superintendent determines that the assignment or reassignment is in the best interest of the district. Reassignment is a transfer to another position, department, or facility that does not necessitate a change in the employment contract. Campus reassignments must be approved by the principal at the receiving campus except when reassignments are due to enrollment shifts or program changes. Extracurricular or supplemental duty assignments may be reassigned at any time. Employees who object to a reassignment may follow the district process for employee complaints as outlined in this handbook and district policy DGBA (Local).
Employees with the required qualifications for a position may request a transfer to another campus or department. A written request for transfer must be completed and signed by the employee and the employee’s supervisor. Teachers requesting a transfer to another campus before the school year begins must submit their request by April 1. Requests for transfer during the school year will be considered only when the change will not adversely affect students and after a replacement has been found. All transfer requests will be coordinated by the Superintendent’s office and must be approved by the receiving supervisor.
Workload and work schedules
Policy DL
Professional employees.
Professional and administrative employees are exempt from overtime pay and are employed on a 10‑, 11‑, or 12‑month basis, according to the work schedules set by the district. A school calendar is adopted each year designating the work schedule for teachers and all school holidays. Notice of work schedules including required days of service and scheduled holidays will be distributed each school year. For the 2006-2007 school year, a 10-month contract requires 187 days of service, an 11-month contract requires 207 days of service and a 12-month contract requires 226 days of service. See Policy DED for specific requirements for 11- and 12- month contracts.
Classroom teachers will have planning periods for instructional preparation and conferences. The schedule of planning periods is set at the campus level but must provide at least 450 minutes within each two‑week period in blocks not less than 45 minutes. Employees are expected to remain on their assigned campus during their planning period. Teachers are entitled to a 30 minute duty‑free lunch period. The district may require teachers to supervise students one day a week when no other personnel are available. Employees leaving campus during their workday are expected to sign out in the office, unless they are going to another campus or school assignment.
Paraprofessional and auxiliary employees.
Support employees are employed at will and will be notified of the required duty days, holidays, and hours of work for their position on an annual basis. Paraprofessional and auxiliary employees are not exempt from overtime and are not authorized to work in excess of their assigned schedule without prior approval from the superintendent. Employees leaving campus during their workday are expected to sign out in the office, unless they are going to another campus or school assignment
Notification of paxe "Certification:parent notification; Parent notification"rents regarding qualifications
Policy DK, EHBD
In schools receiving Title I funds, the district is required by the No Child Left Behind Act (NCLB) to notify parents at the beginning of each school year that they may request information regarding the professional qualifications of their child’s teacher. NCLB also requires that parents be notified if their child has been assigned, or taught for four or more consecutive weeks by, a teacher who is not highly qualified.
Texas law also requires that parents be notified if their child is assigned for more than 30 consecutive days to a teacher who does not hold an appropriate teaching certificate. This notice is not required if parental notification under NCLB is sent. Inappropriately certified or uncertified teachers include individuals serving with an emergency permit (including individuals waiting to take the EXCET exam) or individuals who do not hold any certificate or permit. No later than the 30th instructional day after the date of assignment the superintendent or designee will send a written notice to parents. Information relating to teacher certification will be made available to the public upon request.
Employees who have questions about their certification status can call the central administration office.
Policy DN, DNA, DNB
Evaluation of an employee's job performance is a continuous process that focuses on improvement. Performance evaluation is based on an employee's assigned job duties and other job‑related criteria. All employees will participate in the evaluation process with their assigned supervisor at least annually. Written evaluations will be completed on forms approved by the district. Reports, correspondence, and memoranda can also be used to document performance information. All employees will receive a copy of their written evaluation, have a performance conference with their supervisor, and get the opportunity to respond to the evaluation.
Appraisal calendar
The appraisal period for teachers includes all days of the teacher’s contract. Observations during the appraisal period must be conducted during the required days of instruction for students during one school year. The appraisal period shall:
1. exclude the first two weeks of instruction;
2. prohibit observations on the last day of instruction before any official school holiday or on any other day deemed inappropriate by the school district’s board of trustees; and
3. indicate a period for summative annual conferences which ends no later than 15 working days before the last day of instruction for students.
For the 2006-2007 school year, observations cannot be held prior to August 28 and cannot be held on the following days: Sept. 1, Nov. 21, Dec.15, Jan. 18, March 9, April 5, April 26, and May 10. The period for summative conferences ends April 30.
Teacher appraisers
The following individuals have been approved by the Board to serve as teacher appraisers for the 2006-2007 school year: Louis Baty, Russ Chisum, Mack Lowe, Marsha McGaughey, and Jeanne Snyder.
Second appraisal
Teachers may request a second appraisal by another appraiser after receiving a written observation summary with which a teacher disagrees; and/or after receiving a written summative annual appraisal report with which the teacher disagrees. The second appraisal must be requested within 10 working days of receiving a written observation summary or a written summative annual appraisal report. At the discretion of the appraiser, the time period may be extended to 15 working days.
When computing the domain scores for the written observation summary or the written summative annual appraisal report the scores from the first and second appraisals will be weighted equally.
Employee involvement
Policy BQA, BQB
At both the campus and district levels, Knox City-O’Brien CISD offers opportunities for input in matters that affect employees. As part of the district's planning and decision‑making process, employees may be elected to serve on district‑ or campus‑level advisory committees. Plans and detailed information about the shared decision‑making process are available in each campus office or from the central administration office.
Staff development
Policy DMA
Staff development activities are organized to meet the needs of employees and the district. Staff development for instructional personnel is predominantly campus-based, related to achieving campus performance objectives, addressed in the campus improvement plan, and approved by a campus-level advisory committee. Staff development for noninstructional personnel is designed to meet specific licensing requirements (e.g., bus drivers) and continued employee skill development.
Individuals holding renewable SBEC certificates are responsible for obtaining the required training hours and maintaining appropriate documentation
Compensation and benefits
Salaries, wages, and stipends
Policy DEA
Employees are paid in accordance with administrative guidelines and a pay structure established for each position. The district's pay plans are reviewed by the administration each year and adjusted as needed. All district positions are classified as exempt or nonexempt according to federal law. Professional and administrative employees are generally classified as exempt and are paid monthly salaries. They are not entitled to overtime compensation. Other employees are generally classified as nonexempt and are paid based on hourly wages or provided compensatory time for each overtime hour worked. (See Overtime)
Salaries and wages are reviewed annually and adjusted according to the budgeted amounts approved by the board. All employees will receive written notice of their pay and work schedules before the start of each school year. Classroom teachers and certified full time librarians full-time nurses and full-time counselors will be paid no less than the minimum state salary schedule. Contract employees who perform extracurricular or supplemental duties may be paid a stipend in addition to their salary according to the district's extra‑duty pay schedule.
Employees should contact the Central Administration Office for more information about the district's pay schedules or their own pay. All supplemental payroll items must be submitted to the Superintendent’s office at three business days before the scheduled payday in order to be paid during the current month payroll.
Paychecks
All employees are paid monthly. During the school year, paychecks are delivered to each campus. During summer breaks, paychecks will be deposited directly or mailed to your home address. State and Federal Law prohibits the District from advancing an employee any part of their salary.
An employee's payroll statement contains detailed information including deductions, withholding information, and the amount of leave accumulated. Employees with questions concerning their payroll statement should contact the Central Administration Office.
The schedule of pay dates for the 2006-2007school year follows: Sept.20, Oct. 20, Nov. 18, Dec. 15, Jan. 18, Feb. 20, March 20, April 20, May 18, June 20, July 20, Aug. 20.
Payroll deductions
Policy CFEA
Automatic payroll deductions for the Texas Teacher Retirement System (TRS) and federal income tax are required for all full‑time employees. Medicare tax deductions also are required for all employees hired after March 31, 1986. Temporary and part‑time employees who are not eligible for TRS membership must have their Social Security contributions deducted.
Other payroll deductions employees may elect to include deductions for the employee's share of premiums for health, dental, life, and vision insurance; annuities; higher education savings plans; and savings and loan payments through the Abilene Teachers Federal Credit Union, and Citizens Bank. Employees may also request payroll deduction for payment of membership dues to professional organizations. Salary deductions are automatically made for unauthorized or unpaid leave.
Overtime compensation
Policy DEA
The district compensates overtime for nonexempt employees in accordance with federal wage and hour laws. All employees are classified as exempt or nonexempt for purposes of overtime compensation. Professional and administrative employees are ineligible for overtime compensation. Only nonexempt employees (hourly employees and paraprofessional employees) are entitled to overtime compensation. Nonexempt employees are not authorized to work beyond their normal work schedule without advance approval from the superintendent.
Overtime is legally defined as all hours worked in excess of 40 hours weekly and is not measured by the day or by the employee's regular work schedule. Employees who must work beyond their normal schedule but less than 40 hours per week will be compensated in straight‑time pay or compensatory time off at the discretion of the district. Employees must work more than 40 total hours in a week to earn overtime compensation. For the purpose of calculating overtime, a workweek begins at 12:01 a.m. Sunday and ends at midnight Saturday.
Employees will be compensated for overtime with direct pay at time‑and‑a‑half rates. The following applies to all nonexempt employees:
‑Weekly time sheets will be maintained on all nonexempt employees for the purpose of wage and salary administration.
Travel expense reimbursement
Policy DEE
Before an employee incurs any travel expenses, the employee's supervisor and the superintendent must give approval. For approved travel, employees will be reimbursed for mileage and other travel expenditures according to the current rate schedule authorized by the board of trustees and the Internal Revenue Service. Employees must submit receipts, to the extent possible, to be reimbursed for expenses other than mileage.
Each District employee who is authorized to travel assumes, with the acceptance of that authorization, a direct responsibility to limit travel claims to those actually incurred on travel that is clearly for the purpose of discharging essential official business of the District. Planning of day-to-day travel should take into consideration the most economical means of accomplishing the authorized mission.
Administrators who are responsible for making or approving travel assignments have the additional responsibility of limiting travel plans to those trips that are clearly in accordance with Board policy the District improvement plan or official Board action.
Nonreimbursable travel expenses. The following travel purposes are not reimbursable:
1. Travel from the employee’s home to school or place of official business and travel back to the employee’s home.
2. Travel incurred during an employee’s vacation period, except to participate in meetings called by the commissioner of education.
3. Travel to participate in meetings of civic or social associations.
Travel reimbursement. Employee expenses associated with authorized school trips will be reimbursed in accordance with the following allowances:
1. Hotel. The full cost of the hotel room will be reimbursed, provided the traveler’s reimbursement claim is submitted with an attached paid bill or receipt from a commercial hotel, motel, or other commercial lodging establishment.
2. Meals. The employee will receive a reimbursement for meals only to the maximum allowance established below:
a. Breakfast $ 5.00
b. Lunch $ 8.00
c. Dinner $12.00
The traveler shall be away from the district a minimum of 5 hours to be eligible for this reimbursement. A “paid” bill or receipt from the food establishment must be submitted with the reimbursement claim. The receipt must carry the date of the meal, name of the food establishment, and the signature of the employee.
Registration fees. Registration fees paid by the employee will be reimbursed if the employee submits a “paid” bill or receipt from the meeting sponsor. Registration will not include membership fees in professional organizations.
Public transportation. Actual costs for public transportation will be reimbursed. Employees, when traveling by commercial airline, must travel tourist class when such space is available. Receipts for public transportation must be attached to the traveler’s expense account.
Taxicab costs are considered to be public transportation and shall be reimbursed at actual cost. Receipts shall be submitted for all trips.
Car rentals will be reimbursed at actual cost. Receipts for car rental costs must be attached to the traveler’s expense account. A detailed statement of justification for the car rental, indicating places traveled and persons contacted, must be attached to the expense account.
Private transportation.
Travel outside of the district in the employee’s private vehicle will be reimbursed at 40 cents per mile. Mileage claims will be based on the shortest practical route between the district and the destination via intermediate points at which official business is conducted. When an employee travels in a private vehicle on district business, the employee must furnish evidence of insurance to the district.
The maximum reimbursement for the use of personally owned motor vehicles will be the amount that the employee would have incurred by using the lowest available airline fare plus the meal and hotel allowance.
When two or more employees travel in a single private conveyance, only one shall receive a transportation allowance.
When two or more employees of the district with the same itinerary on the same dates are required to travel for the same purpose for which travel reimbursement for mileage in a personal car is claimed, mileage reimbursement will be claimed and allowed for only one of the employees except as provided hereafter. If more than four employees attend a meeting or conference in more than one car, full mileage reimbursement will be allowed for one car for each four employees and for any fraction in excess of a multiple of four employees. If, in any instance, it is not feasible for these employees to travel in the same car, then prior official approval must be obtained and will be considered as authorization and as the basis for reimbursement for travel for each person authorized to use his or her personal vehicle in such travel.
Parking costs.
An employee who drives a car to a meeting and is required to pay a parking fee for the automobile will be reimbursed, provided a receipt is submitted with the employee’s expense account form.
Advanced travel funds.
If advanced travel funds are desired, the following procedures shall apply:
1. Submit a purchase requisition, approved by the immediate supervisor, to the business office 3 days before funds are needed.
2. Not later than 2 days after the trip, the employee must attach all bills and receipts to the travel reimbursement request and submit the form, with any unexpended funds, to the administrator who approved the advance. Failure to file timely travel reports may require the employee to repay the entire cash advance to the district.
3. Administrators will immediately review the travel report, affix a signature on the travel reimbursement form, and forward the report to the Central Administration Office.
Health, dental, and life insurance
Group health insurance coverage is provided through TRS-ActiveCare, the statewide public school health insurance program. The district’s contribution to employee insurance premiums is determined annually by the board of trustees. Employees eligible for health insurance coverage include the following:
• Employees who are active, contributing TRS members
• Employees who are not contributing TRS members and who are regularly scheduled to work at least 10 hours per week
• TRS retirees and employees who are not contributing TRS members that are regularly scheduled to work less than 10 hours per week are not eligible to participate in TRS-ActiveCare.
The insurance plan year is from September 1 through August 31. New hires are subject to a 90-day waiting period before the district begins paying for a portion of health insurance premiums through TRS-ActiveCare. An employee may choose to buy the insurance during this period by paying out-of-pocket. Insurance coverage would then begin the first day of the month following the first day of work. Coverage for employees that choose not to buy the insurance would begin on the 91st day of employment. Employees who were contributing members of TRS at the time they were hired are not subject to the 90-day waiting period.
Current employees can make changes in their insurance coverage during open enrollment each spring. Detailed descriptions of insurance coverage, employee cost, and eligibility requirements are provided to all employees in a separate booklet. Employees should contact Louis Baty for more information.
Current employees participating in the cafeteria plan can make changes in their insurance coverage between Aug. 20 and Sept. 1; or at any time their eligibility statues changes, i.e., marriage, divorce, birth/adoption of a child, etc. Changes for employees not participating in the cafeteria plan can be made at any time. Employees should contact the Central Administration Office for more information.
Supplemental insurance benefits
Policy CRG
At their own expense, employees can enroll in supplemental insurance programs. Premiums for these programs can be paid by payroll deduction. Employees should contact the Central Administration Office for more information.
Cafeteria plan benefits (Section 125)
Employees may be eligible to participate in the Cafeteria Plan (Section 125) and, under IRS
regulations, must either accept or reject this benefit. This plan enables eligible employees to pay certain insurance premiums on a pretax basis (i.e., disability, accidental death and dismemberment, cancer and dreaded diseases, dental, and additional term life insurance). A third‑party administrator handles employee claims made on these accounts. New employees must accept or reject this benefit during their first month of employment. All employees must accept or reject this benefit on an annual basis and during the specified time period. For the 2006-2007 school year First Financial Group of America will be the third party administrator for our Cafeteria Plan benefits.
Workers' compensation insurance
Policy CRE
The district, in accordance with state law, provides workers' compensation benefits to employees who suffer a work‑related illness or are injured on the job. The district has workers’ compensation coverage from Claims Administrative Services. Benefits help pay for medical treatment and make up for part of the income lost while recovering. Specific benefits are prescribed by law depending on the circumstances of each case.
All work‑related accidents or injuries should be reported immediately to the Superintendent. Employees who are unable to work due to a work‑related injury will be notified of their rights and responsibilities under the Texas Labor Code. See Workers’ compensation benefits page for information on use of paid leave for such absences.
Unemployment compensation insurance
Policy CRF
Employees who have been laid off or terminated through no fault of their own may be eligible for unemployment compensation benefits under the Texas Unemployment Compensation Act. Employees are not eligible to collect unemployment benefits during regularly scheduled breaks in the school year or the summer months if they have employment contracts or reasonable assurance of returning to service. Employees with questions about unemployment benefits should contact the Central Administration Office.
Teacher retirement
Policy DEG
All personnel employed on a regular basis for at least one‑half time of the normal work schedule are members of the Teacher Retirement System of Texas (TRS). For new employees there is a 91-day waiting period before membership in TRS begins. Substitutes not receiving TRS service retirement benefits who work at least 90 days a year are also eligible for TRS membership and to purchase a year of creditable service. TRS provides members with an annual statement of their account showing all deposits and the total account balance for the year ending August 31, as well as an estimate of their retirement benefits.
Employees who plan to retire under TRS should notify the Central Administration Office as soon as possible. Information on the application procedures for TRS benefits is available at the Central Administration Office. Additional inquiries should be addressed to: Teacher Retirement System of Texas, 1000 Red River Street, Austin, TX 78701‑2698, or call 800‑223‑8778 or 512‑542‑6400. TRS information is also available on the Web (www.trs.state.tx.us). See “Employment after retirement” for information on restrictions of employment of retirees in Texas public schools.
Other benefit programs
School employees, their spouse, and dependent children are not required to pay an admission fee to attend Knox City-O’Brien C.I.S.D. athletic contests sponsored at Knox City-O’Brien C.I.S.D. facilities. However, if the employee’s children leave the athletic facility during a contest, they will be required to pay an admission fee to re-enter the athletic facility.
Leaves and Absences
Policy DEC
The district offers employees paid and unpaid leaves of absence in times of personal need. This handbook describes the basic types of leave available and restrictions on leaves of absence. Employees who have personal needs that will require long leaves of absence should call the superintendents office for counseling about leave options, continuation of benefits, and communicating with the district.
Employees who take an unpaid leave of absence may continue their insurance benefits at their own expense. Health care benefits for employees on leave authorized under the Family and Medical Leave Act will be paid by the district as they were when they were working. Otherwise, the district does not make benefit contributions for employees who are not on active payroll status.
Employees must follow district and campus procedures to report or request any leave of absence and complete the appropriate leave request form. Any employee who is absent more than 5 days because of a personal or family illness must submit a medical certification from a qualified health care provider confirming the specific dates of the illness, the reason for the illness, and --in the case of personal illness—the employee’s fitness to return to work.
Personal and local sick leave is earned on a yearly basis. Leave is available for the employee's use at the beginning of the school year. If an employee leaves the district before the end of the work year, the cost of any unearned leave days taken shall be deducted from the employee's final paycheck.
State and local leave will be charged in one half day or full day increments and will be taken in the following order: state sick leave, state personal leave, local sick leave.
State Personal Leave
State law requires that all employees receive five days of paid personal leave per year. Personal leave is earned at a rate of one-half workday for each 18 days of employment. A day of earned personal leave is equivalent to an assigned workday. There is no limit on the accumulation of state personal leave, and it can be transferred to other Texas school districts and is generally transferable to Education Service Centers There are two types of personal leave: non-discretionary and discretionary.
Non-discretionary.
Leave that is taken for personal or family illness, emergency, a death in the family, or active military service is considered non-discretionary leave. This type of leave allows very little or no advance planning and will be granted to employees in the same manner as sick leave.
Discretionary.
Leave that is taken at an employee’s discretion and that can be scheduled in advance is considered discretionary leave. An employee wishing to take discretionary personal leave must submit a notice of the request 2 days in advance of the anticipated absence to his or her principal or supervisor. Discretionary personal leave will be granted on a first-come, first-served basis. The effect of the employee’s absence on the educational program or department operations, as well as the availability of substitutes, will be considered by the principal or supervisor.
‑Discretionary leave may not last more than 2 consecutive work days, except with special approval for extenuating circumstances.
‑Discretionary leave shall not be allowed on the day before a school holiday, the day after a school holiday, days scheduled for end-of-semester or end-of-year exams, days scheduled for TAAS tests, nor on professional or staff development days, except in extenuating circumstances as determined by the Superintendent.
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