FINGERPRINTING,TBCLEARANCE,W-4 AND I-9
All active employees and substitutes are required to have on file with SCOE:
- Fingerprint clearance (Prior to employment) - TB clearance (Every 4 years)
- W-4 Employee’s Withholding Allowance Certificate (Yearly)
- I-9 Employment Eligibility Verification
TIME SHEETS (CLASSIFIED STAFF AND SPECIAL ASSIGNMENTS)
Employees required to complete a timesheet must submit a signed original to the Human
Resources Department on or before the due dates shown below. Instructions for completion are included on each timesheet.
- The employee’s supervisor must sign the timesheet prior to submission; however, a supervising teacher may sign for field staff. If supervisor is not available, fax time sheet (842-8436) and follow up with the signed, hard copy as soon as possible.
- Overtime must have prior approval of supervisor and be initialed by supervisor. Overtime for field staff must have prior approval by assigned Program Manager and initialed by Program Manager.
- Incomplete time sheets will be returned to the employee for completion.
- Failure to submit a timesheet by the due date will result in a delay of the employee’s payroll. (See table below)
- Timesheets for the year are included in your Back-to-School packet. PAY DATES
The following are the due dates and pay dates for school year 2010/2011:
Month Time Sheet Due Date Pay Date
July 2010 July 17 July 30, 2010
August 2010 August 18 August 31, 2010
September 2010 September 17 September 30, 2010
October 2010 October 19 October 29, 2010
November 2010 November 17* November 30,2010
December 2010 December 17* December 17, 2010
January 2011 January 20 January 31, 2011
February 2011 February 17 February 28, 2011
March 2011 March 17 March 31, 2011
April 2011 April 19 April 29, 2011
May 2011 May18 May 31, 2011
June 20101 June 17** June 30, 2011
State law requires that all employees be fingerprinted to check for or verify conviction records. Employers are prohibited from employing a person until the Department of Justice (DOJ) completes its obligations regarding the arrest and conviction information, and from employing a person who has been convicted of a violent or serious felony, as defined in the penal code.
SUBSTITUTE PAYROLL REQUISITION
If you have a substitute for your position as a teacher, teacher assistant, teacher assistant/driver, teacher assistant/bus driver or other assignment, you must complete a Substitute Payroll, sign, and return it to the Human Resources Department after each assignment. Long-term substitute requisitions may be submitted weekly.
- Incomplete requisitions will be returned to the employee for completion. Failure to promptly submit a requisition could result in a payroll delay for the substitute. - Substitutes must have met the Siskiyou County Office of Education employment
requirements and be on file with the SCOE Human Resources Department. EMPLOYEE COST ACCOUNTING TIMESHEET (DESIGNATED EMPLOYEES)
Employees with split funding sources will be notified if they are required to complete an
Employee Cost Accounting Timesheet every three months. These forms are required per
California School Accounting Manual Procedure 407 and will be sent to each identified
employee by the Business Services Department. <TIME OUT>
TIME OUT POLICY AND PROCEDURES
Employees who need to take leave away from work (sick leave, personal necessity, bereavement, jury duty, etc.) as directed by the individual’s Collective Bargaining Unit Contract/Policy must complete an Employee Time Out Report. This report must be approved and signed by the employee’s immediate supervisor.
Procedure for Planned Absence
- Notify supervisors in advance of known absence dates.
- Complete an Employee Time Out Report, obtain supervisor’s signature and forward to Human Resources
- Notify assigned school site(s) of planned absence dates, if applicable. - Notify department secretary of planned absence dates.
- Secure substitute employee, if necessary.
- Upon returning to work, forward a completed Substitute Requisition form to Human Resources.
Procedure for Unexpected Absence
- Notify the County Office Human Resources Department (842-8408) of inability to report to work. If the call is made before or after work hours, leave a message with your name, assignment and reason for absence.
- Itinerant staff should contact their school site(s) to notify them of absence. - Secure a substitute, if necessary.
Procedure for Unexpected Absence continued…
- Upon returning to work, complete an Employee Time Out Report, obtain supervisor’s signature and forward to Human Resources.
- If a substitute was used, submit a completed, signed Substitute Payroll Requisition to Human Resources.
<Health>
INSURANCE BENEFITS
All full-time (1 FTE*) eligible employees of the Siskiyou County Office of Education are required to participate in the health and dental group insurance. The County Office or employer contributes an amount (aka the cap) toward the employee’s monthly benefits. The employee is
responsible for the amount above the cap. * FTE=Full-time equivalent
Participation for part-time employees is voluntary. Employees who are eligible for benefits, but work less than full time (<1 FTE), can opt to participate with an additional out-of-pocket cost. The employer contribution to part-time employees is proportionate to the number of hours worked.
The health insurance plans through Self-Insured Schools of California have two components, Blue Cross of California for medical services and Medco Health for prescription benefits. Through the bargaining process, certificated and classified employees have a choice of three (3) PPO plans. For details on coverage and reimbursement, consult the Medical Benefit Summary
Plan Description booklet for the individual plans.
The dental insurance plan is Delta Dental Premier Incentive. It has a $1,000 year maximum per covered individual. For the percentage of reimbursement allowed each year, please consult the
Delta Premier Evidence of Coverage flyer.
Initial enrollments for all plans take place at the time of hire. During the yearly open enrollment period (August 1 through August 31) for an effective date of October 1, a full-time employee can elect a medical plan, and part-time employees can initially enroll in medical and dental.
The deductible year for all plans is January 1 through December 31.
For information on eligibility, participation requirements, benefits designs, cost and employer/employee contributions, please contact the Human Resources or Business Departments.
The following forms are included on our website at http://www.sisnet.ssku.k12.ca.us/Intranet/ - Blue Cross Change Form
- Medical/Dental Contact Numbers - Blue Cross Member Claim Form
- Prescription Drug Reimbursement Form - Prescription Mail Order
SECTION 125CAFETERIA/FLEX PLAN OPTION
Active employees are eligible to participate in a benefit plan provided for in Internal Revenue Code Section 125, also known as a Cafeteria/Flex Plan Option. Participating in this plan allows employees to make contributions yearly into an account, which can be used to make child-care payments, health premium payments and other eligible medical expenses on a before-tax basis. The open enrollment period is the month of December for a plan year of January 1 through December 30. A copy of the plan document can be obtained from Human Resources or the Business Office, and copies of the reimbursement forms are in Section 7.
<ACCIDENT>
EMPLOYEE ACCIDENT PROCEDURE
If an employee is injured during work hours, the following procedure must be followed within the first 24 hours:
- Report injury/accident to supervisor.
- Immediately contact Human Resources (842-8401) to report injury/accident. Human Resources (HR) will determine with the employee whether the injury needs medical care; the injury can be treated as a first-aid procedure; or a Workmens’ Compensation claim needs to be initiated.
- HR will direct you as to how to proceed and provide the necessary forms for completion. The Siskiyou County Office of Education provides Workers’ Compensation coverage for
employees in the event they sustain a work-related injury. If medical treatment is deemed necessary, Human Resources will direct you to the Medical Provider Network (MPN) which utilizes the Blue Cross of California PPO network. (See Covered Employee Notification of Rights Material, Section 8)
EMPLOYEE EMERGENCY CARD
Each year employees must complete an Employee Emergency Card. This information is kept on file at the Main Office, work site or with your supervisor if you are in the field.
An Emergency Card is in your packet. Complete and submit prior to
Mandated Procedures
<MANDATES>
DRUG AND ALCOHOL-FREE WORKPLACE
The Siskiyou County Office of Education maintains a drug and alcohol-free workplaceby prohibiting the unlawful manufacture, distribution, dispensing, possession, sale or use of a controlled substance by an employee, as defined in the Drug-Free Workplace Act of 1988. Compliance with this policy is a condition of employment, and it is the responsibility of every employee to carry out this policy. Information on compliance, violations and personnel action can be found in Board Policy 4020(a) and Exhibit 4020(a). Section 8
SEXUAL HARASSMENT
The Siskiyou County Office of Education prohibits sexual harassment in the working
environment of employees or applicants by any person in any form. Any employee or applicant for employment who feels that he/she or another individual in the district is being sexually harassed should immediately contact his/her supervisor in order to obtain procedures for reporting a complaint. Any supervisor who receives a harassment complaint shall notify the Superintendent or designee, who will ensure that the complaint is appropriately investigated. For information on illegality, definition and complaint process, consult SAR 4119.11, 4219.11 and 4319.11. Section 8
UNIFORM COMPLAINT PROCEDURES
The Siskiyou County Office of Education follows uniform complaint procedures when addressing complaints alleging unlawful discrimination based on ethnic group identification, religion, age, gender, sex, sexual orientation, color, or physical or mental disability in any
program or activity that receives or benefits from state financial assistance. In addition, the same process is followed when addressing complaints alleging failure to comply with state or federal law in adult basic education, consolidated categorical aid programs, migrant education,
vocational education, child care and development programs, child nutrition programs and special education programs. Details on the complaint process, including notification, filing,
investigation and response can be found in Board Policy 1312.3(a) and Administrative Regulation 1312.3. Section 8
COMPLAINTS CONCERNING COUNTY OFFICE OF EDUCATION STAFF MEMBERS
The Siskiyou County Office of Education places trust in its employees and desires to support their actions in such manner that employees are free from unwarranted, spiteful or negative criticism and complaints. The County Office has regulations directing the process to accept complaints, which assures a complete hearing and protects the rights of their staff members. Information on the complaint process and a copy of the accusation form can be found in Board Policy 1312.1 and Administrative Regulation 1312.1. Section 8
CHILD ABUSE REPORTING REQUIREMENTS
child protective agency immediately. For detailed information, consult Exhibits 4112.9 and 4112.9(a). Section 8
NONDISCRIMINATION IN EMPLOYMENT
The Siskiyou County Office of Education prohibits unlawful discrimination against and/or harassment of employees and job applicants on the basis of actual or perceived race, color, national origin, ancestry, religion, age, marital status, pregnancy, physical or mental disability, medical condition, veteran status, gender, sex or sexual orientation at any site and/or activity. Retaliation is prohibited against any employee or job applicant who complains, testifies or in any way participates in the complaint procedures instituted pursuant to this policy. For detailed information, consult Superintendents Policy 4030 and Administrative Regulation 4030. Section 8
SCOEINTERNET REGULATION
The Siskiyou County Office of Education provides Internet access (including e-mail) to its employees to assist and facilitate business communications and work-related research. These services are for legitimate business-use-only in the course of employee’s assigned duties. All materials, information and software created, transmitted, downloaded or stored on the company’s computer system are the property of SCOE and may be accessed only by authorized personnel. Employees may access the Internet for non-business use during meal time or other breaks, so long as all other provisions of this policy are followed.
Inappropriate Internet use includes:
- Transmitting obscene, harassing, offensive or unprofessional messages. - Displaying, downloading or distributing any sexually explicit material.
- Transmitting any of SCOE confidential or proprietary information, including customer data, trade secrets or other materials covered by SCOE confidentiality policy.
SCOE reserves the right to monitor employee use of the e-mail system or the Internet at any time. Employees should not consider their Internet usage or e-mail communications to be private. Personal passwords are not an assurance of confidentiality, and the Internet itself is not secure.
Any software or other material downloaded into the SCOE’s computers may be used only in ways consistent with the licenses and copyrights of the vendors, authors or owners of the
material. Prior written authorization from SCOE is required before introducing any software into the company’s computer system. Employees may not download entertainment software or games.
Only authorized employees may communicate on the Internet on behalf of the SCOE. Employees may not express opinions or personal views that could be misconstrued as being those of the SCOE. Employees may not state their affiliation on the Internet unless required as part of their assigned duties.
SCOE Listservs are privileged information and shall not be used or distributed in any format without prior consent.
Any violation of this policy may result in loss of computer access and disciplinary action, including immediate termination.
SCOECELL PHONE USE
The Siskiyou County Office of Education (SCOE) maintains cellular telephones for use by its employees while on office business as determined by the individual department head with approval by the County Superintendent of Schools. It is the employee’s responsibility to maintain the phone and bear the responsibility to replace the phone if misplaced or lost.
Staff members that have been assigned a cellular telephone should follow guidelines for usage as described below.
- For safety reasons, refrain from using cellular telephone while driving an automobile. (This became law on January 1, 2008).
- When at a school site or any other work destination, please use a regular land line phone for work related phone calls when possible.
- DO NOT use the cellular telephone for personal business, (both incoming and outgoing calls). Exceptions to this would be for emergencies and/or special situations.
Monitoring Use:
- SCOE business staff will review monthly phone activity for each cellular phone assigned to an employee.
- Copies of the monthly activity will be forwarded to employee’s supervisor when questionable calls need further explanation.
- Identified personal calls will be billed to the individual employee along with a pro-rated share of the monthly service charge based on the number of minutes used.
Continued misuse of the assigned cellular telephone will result in the loss of the cellular phone privilege. This will also include failure to repay office for personal calls made on the office phone.
The office will reimburse an employee for business related call(s) on the employee’s personal cellular phone with prior approval by the department head and County Superintendent of Schools. The employee will be required to submit the original itemized phone activity with explanations for the call(s) in which reimbursement is requested on a monthly basis.
VOICE MAIL PROCEDURE
Telephones within the Siskiyou County Office of Education telephone system provide voice mail to assigned employees. It is important that our customers, both public and internal, receive timely and courteous responses to their calls. This does not happen when employees fail to regularly update their voice mail greeting or fail to answer messages.
The following procedure applies to all SCOE employees that currently have voice mail.
- Greetings must be polite, business-like, short and informative. Greetings will include, at a minimum, your name, department, date of the update, availability and contact
information for someone who may be able to assist them (“O” for operator). Speak clearly and slowly so your message is understandable to the caller.
- Voice mail is not a personal answering machine. Cutesy greetings and background music are not appropriate. Keep your greeting as short and to the point as possible. Provide the caller the option to press “#” to skip the message and go directly to leaving a message. - Voice mail greetings must be updated at least weekly. Callers feel most comfortable
leaving a message when they know when their message will be heard and their call returned.
Voice mail must be checked regularly and messages answered within 24 hours. If a response cannot be made within 24 hours, the greeting will indicate that the individual will not be available for that period of time and the caller may press “O” for assistance
