EMPLOYEE HANDBOOK - IDEA Public Schools

EMPLOYEE HANDBOOK

2021 - 2022

IDEA Public Schools Texas

EMPLOYEE HANDBOOK 2021 ? 2022

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WELCOME TO IDEA PUBLIC SCHOOLS

Dear Team & Family Member: Welcome to another great year at IDEA Public Schools! As an employee at IDEA, you are the most important part of helping us achieve our mission ? to prepare all students for success by gaining admission to and graduating from a four-year college or university of their choice. This handbook contains information about IDEA's employment policies and practices. We have designed our employment policies and practices not only to comply with federal and state employment laws, but also to attract, develop, and reward talented educators, administrators, support staff, and leaders. This handbook supersedes all previously issued handbooks and is a valuable reference for understanding your job at IDEA. Each employee is expected to read this handbook carefully and know and abide by the policies outlined herein as revised over time, throughout your employment. No oral statement or representations can change the provisions of this handbook. IDEA reserves the right to revise, delete, and add to the provisions of this handbook. Nothing in this handbook creates an employment contract, constitutes a legally binding agreement, or alters your contractual or "at will" status of employment in any way. If you have any questions regarding the contents of this handbook or any other policy or procedure, please ask your principal, supervisor, or the Human Resources department. This Employee Handbook can also be accessed via the Human Resources HUB page. Please sign the acknowledgement form agreeing to read and abide by the policies and procedures outlined in this handbook and return it to the Human Resources department. This acknowledgement will also provide IDEA with a record that each employee has been provided access to an online version of this handbook and/or has received instructions on how to obtain a printed copy of the handbook. Sincerely,

Martin Winchester Chief Human Assets Officer

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ACKNOWLEDGMENT OF RECEIPT OF HANDBOOK

All IDEA staff will complete electronic acknowledgement of the 2021-2022 Handbook in Roadmap certifying the following:

The purpose of this employee handbook is to provide general information regarding certain policies, benefits, and practices which are in effect at IDEA Public Schools. It is not meant to state all of the conditions of employment or cover the specific operating procedures of your school or department. For additional information regarding policies unique to each school or department, please contact the school principal or your direct manager. An electronic version of the Employee Handbook can be accessed online via the Human Resources HUB page.

I hereby acknowledge receipt of the IDEA Public Schools Employee Handbook. I agree to read the handbook and abide by the standards, policies, and procedures defined or referenced in this document.

I hereby certify that I understand that it is my responsibility to read the electronic version of the Employee Handbook and understand the information contained within. I further understand it is my responsibility to notify the Human Resources department or my direct manager and request a printed copy of the Employee Handbook, should access to the electronic version not be personally accessible.

The information in this Employee Handbook is subject to change. I understand that changes in IDEA's policies or procedures may supersede, modify, or render obsolete the information summarized in this Employee Handbook. As IDEA provides updated policy information, I accept responsibility for reading and abiding by the changes. The most current version of this Employee Handbook and the one then in effect will always be posted on the Human Resources HUB page.

I understand that this Employee Handbook does not create an employment contract or a legally binding agreement, and that no modifications or alterations of my contractual or at-will employment relationship with IDEA are intended or effectuated by this Employee Handbook. Additionally, in the event of any inconsistency between the information, policies, and benefits described in this Employee Handbook and my employment agreement, the terms described in my employment agreement shall control.

I understand that I have an obligation to timely inform Human Resources of any changes in personal information, such as phone number, address, etc. I also accept responsibility for contacting my supervisor or the Human Resources department if I have questions or concerns or need further explanation concerning the contents of this Employee Handbook or my employment with IDEA.

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Table of Contents

PART 1. ORGANIZATION INFORMATION .......................................................................................... 10 1.1 History..........................................................................................................................................10 1.2 Organizational Value .....................................................................................................................10 1.3 IDEA Headquarters Information.....................................................................................................11 1.4 Handbook Priority .........................................................................................................................11

PART 2. EMPLOYMENT PRACTICES...................................................................................................11 2.1 EqualEmploymentOpportunity......................................................................................................11 2.2 Application for Employment ..........................................................................................................13 2.3 Fair Credit Reporting Act ...............................................................................................................13 2.4 Fingerprinting and Criminal Background Checks .............................................................................14 2.5 Prohibition Against Employing Individuals Convicted of Certain Offenses .......................................15 2.6 Arrest and Conviction Occurring After Employment Begins.............................................................16 2.7 Reporting an Educator's Misconduct..............................................................................................17 2.8 Reporting Employee Misconduct (Non-Educators)..........................................................................18 2.9 Contract and At-Will Employment .................................................................................................18 2.10 Minimum Qualifications for Principals and Teachers, and Notification to Parents Regarding Teacher Qualifications..............................................................................................................................19 2.11 Verification of Employment Eligibility.........................................................................................19 2.12 New Hire Reporting ...................................................................................................................19 2.13 Pre- and Post-Offer Medical Testing ...........................................................................................20 2.14 First Aid, CPR, and AED Certification...........................................................................................20 2.15 Name and Address Change ........................................................................................................20 2.16 Personnel Records .....................................................................................................................20 2.17 Conflicts of Interest ...................................................................................................................21 2.18 Non-Disclosure ..........................................................................................................................22 2.19 Transfers ...................................................................................................................................23 2.20 Work Calendars .........................................................................................................................23 2.21 Breaks for Expression of Breast Milk ..........................................................................................23 2.22 Outside Employment and Tutoring.............................................................................................24 2.23 Performance Appraisal ..............................................................................................................24 2.24 Professional Development .........................................................................................................24 2.25 Disciplinary Action.....................................................................................................................24

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2.26 Suspension ................................................................................................................................25 2.27 Employment References ............................................................................................................25 PART 3. EMPLOYEE BENEFITS .......................................................................................................... 26 3.1 Medical Insurance .........................................................................................................................26 3.2 Ancillary/Supplemental Insurance Benefits....................................................................................27 3.3 Cafeteria Plans (Section 125) .........................................................................................................27 3.4 Termination of Insurance Coverage upon Separation of Employment .............................................27 3.5 Health/Pharmacy Identification Cards ...........................................................................................28 3.6 Claim Forms ..................................................................................................................................28 3.7 Teacher Retirement System (TRS) ..................................................................................................28 3.8 403(B) or 457(B) Supplemental Retirement Plans ...........................................................................29 3.9 Unemployment Compensation Insurance ......................................................................................29 3.10 Workers' Compensation ................................................................................................................30

Mandatory Requirements .................................................................................................................................................30 Filing a Claim .....................................................................................................................................................................30 Denial of Workers' Compensation Insurance Benefits .....................................................................................................30 Reporting Requirements ...................................................................................................................................................31 Request for Leave .............................................................................................................................................................31 Fraudulent Claims for Workers' Compensation................................................................................................................32 Return to Work Policy .......................................................................................................................................................32 Early Return to Work Qualifying Terms and Definitions ...................................................................................................32 Early Return to Work Procedure .......................................................................................................................................32 Refusal of Return to Work Offer .......................................................................................................................................33 Duration of Early Return to Work Assignment .................................................................................................................33

PART 4. COMPENSATION.................................................................................................................34 4.1 Annualized Compensation .............................................................................................................34 4.2 Pay Procedures .............................................................................................................................35 4.3 Paychecks .....................................................................................................................................35 4.4 Automatic Payroll Direct Deposit ...................................................................................................35 4.5 Payroll Deductions ........................................................................................................................36 4.6 Fair Labor Standards Act ? Exempt vs. Non-Exempt Classification ...................................................36 4.7 Full-Time, Part-Time, and Temporary Classification ........................................................................37 4.8 Overtime Compensation................................................................................................................37 4.9 Timekeeping .................................................................................................................................37 4.10 Wage Overpayment & Underpayment ...........................................................................................38 4.11 Wage and Tax Statements .............................................................................................................38 4.12 Unclaimed Payroll Checks..............................................................................................................38

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4.13 Pay Increases ................................................................................................................................39

4.14 Stipends........................................................................................................................................39

4.15 Commitment to Excellence Bonus..................................................................................................39

4.16 After School Pay............................................................................................................................40

4.17 Saturday School Pay ......................................................................................................................40

4.18 Summer School Employment .........................................................................................................40

4.19 Continuing Education ....................................................................................................................40

4.20 Travel and Reimbursement............................................................................................................40

PART 5. LEAVES AND ABSENCES ...................................................................................................... 41

5.1 Attendance ...................................................................................................................................41

5.2 Paid Time Off (PTO).......................................................................................................................42

5.3 Paid Holidays ................................................................................................................................43

5.4 Sick Leave Bank.............................................................................................................................44

5.5 Using Paid Leave at Exit ......................................................................................................................45

5.6 Limitations on Leaves of Absence (Neutral Absence Control Policy) ................................................45

5.7 Military Leave of Absence..............................................................................................................45

5.8 Family and Medical Leave Act (FMLA) ............................................................................................46

Eligibility Requirements ....................................................................................................................................................46 Events that may Entitle Employees to FMLA Leave ..........................................................................................................46 Benefits and Protections...................................................................................................................................................47 Definition of Serious Health Condition .............................................................................................................................47 Service Member Family Leave ..........................................................................................................................................47 Qualifying Exigency Leave .................................................................................................................................................47 Maximum Amount of FMLA Leave within a 12-Month Period .........................................................................................48 Limitations on FMLA Leave ...............................................................................................................................................48 Intermittent or Reduced Schedule Leave .........................................................................................................................48 Request for FMLA Leave ...................................................................................................................................................49 Required Documentation for Birth, Adoption, or Health-Related FMLA Leave................................................................49 Use of Paid and Unpaid Leave...........................................................................................................................................50 Designation of Leave.........................................................................................................................................................50 Special Rules for Instructional Employees ........................................................................................................................50 Maintenance of Health Benefits .......................................................................................................................................52 Salary Action .....................................................................................................................................................................52 Performance Evaluation....................................................................................................................................................52 Return from FMLA Leave ..................................................................................................................................................52 Limitations on Reinstatement...........................................................................................................................................52 Failure to Return to Work Following FMLA Leave ............................................................................................................53

5.9 Bereavement Leave ............................................................................................................................53

5.10 Jury Duty and Grand Jury Service.......................................................................................................53

5.11 Other Court Appearances ................................................................................................................53

5.12 Voting Leave ...................................................................................................................................53

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PART 6. EMPLOYEE CONDUCT AND WELFARE .................................................................................. 54 6.1 Standards of Conduct ....................................................................................................................54 6.2 Code of Ethics ...............................................................................................................................54 6.3 Financial Ethics..............................................................................................................................56 6.4 Unacceptable Employee Conduct...................................................................................................57 6.5 Drug-Free Workplace Requirements ..............................................................................................58 6.6 Alcohol and Tobacco Use and Possession .......................................................................................60 6.7 Electronic Cigarettes......................................................................................................................60 6.8 Weapon & Firearms Possession .....................................................................................................61 6.9 Inspections and Searches...............................................................................................................61 6.10 Child Abuse and Neglect Reporting ................................................................................................62 6.11 Computer Technician Reports of Child Pornography.......................................................................63 6.12 Non-Fraternization........................................................................................................................63 6.13 Prohibition of Discrimination, Harassment, and Retaliation............................................................64 6.14 Sexual Harassment Prohibited .......................................................................................................65 6.15 Bullying.........................................................................................................................................71 6.16 HIPAA ...........................................................................................................................................72 6.17 Visitors in Workplace ....................................................................................................................73 6.18 Copyrighted Materials...................................................................................................................73 6.19 Work Product................................................................................................................................73 6.20 Proprietary Information ................................................................................................................73 6.21 Confidential Information ...............................................................................................................74 6.22 Dress and Grooming......................................................................................................................74 6.23 Social Media .................................................................................................................................74 6.24 Student Issues: Non-Discrimination ...............................................................................................75 6.25 Student Issues: Student Records ....................................................................................................75 6.26 Student Issues: Administration of Medication ................................................................................76 6.27 Student Issues: Psychotropic Drugs and Psychiatric Evaluations or Examinations ............................76

PART 7. GENERAL PROCEDURES ...................................................................................................... 76 7.1 Work Cancellation Days.................................................................................................................76 7.2 Security and Emergency Procedures ..............................................................................................77 7.3 Occupational Safety and Health Administration ("OSHA") Statement .............................................78 7.4 Hazard Communication Act ...........................................................................................................78

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