Purchase Orders

Staff Communications

Fair Labor Standards Act

Grievances

Absences
Board policy: GCBDA/GDBDA-AR
Classified CBA | Licensed CBA

Form 44 | SmartFindExpress

Regular attendance is critical to the smooth operation of programs and service to children in our region.

When a staff member must miss work for any reason, the following procedure is required (whether or not a substitute is required):

1. REPORT THE ABSENCE

The employee must report his/her absence using the SmartFindExpress Absence Reporting System*. All employees for whom a substitute is required must call the SmartFindExpress System no later than 6:45 a.m. the day of the absence.

• To report an absence by phone, please call 503-614-1691 and follow the voice commands.
• To report an absence online: go to www.nwresd.k12.or.us › under For Staff › Absence Reporting System.

2. CONTACT SUPERVISOR and PROGRAM SITE

The employee must contact his/her supervisor and program site prior to the start of the regular work day.

3. TIMESHEET

The employee must report the absence on his/her time sheet.

If a substitute is required, staff members may request a particular substitute. "Preferred" substitutes may be set in advance in the SmartFindExpress system, please see the instructions at the link below.

Under no circumstances may staff members arrange coverage through personal arrangements with substitutes outside of the SmartFindExpress system.

Absences can be reported any time prior to OR until midnight on the day of the actual absence. If not reported by the end of the missed day, then the supervisor must be notified to input the absence information

Detailed presentations/instructions are available at this link: http://www.nwresd.k12.or.us/administration/other/pdfs/SmartFinder-Sub-Training.pdf

* The employee must have his/her User ID (employee number) and password to use the absence reporting system. To obtain this information, please contact the administrative assistant at the sub desk (503) 614-1273.

Accident/Incident Reports

Board policy: EBBB

All accidents/incidents occurring on district property or during the course of school-sponsored activities, including field trips and other away events, must be reported to the program coordinator immediately.

Reports will cover property damage as well as personal injury. To report an accident, please go to Public School Works

to fill out an accident report. Click on "Submit Accident Report" and follow the instructions.

A completed incident/injury report form must be submitted within 24 hours or the next scheduled district work day, as appropriate. Failure to do so could result in disciplinary action.

In the event of a work related accident or injury resulting in a hospital admission for medical treatment other than first aid is provided, the Safety Officer will inform the Oregon Occupational Safety and Health Division (OR-OSHA) within 24 hours as required by law.

All accidents/incidents will be promptly investigated and corrective measures implemented as appropriate.

The district has made these devices available for use during medical emergencies by properly trained district staff. Training and maintenance requirements are set forth in Policy EBBCC – Automated External Defibrillators.

Administering Noninjectable Medicines to Students
Board policy: JHC-AR | JHCD-AR

Students may be permitted to take prescription or nonprescription medication at school or at school-sponsored activities on a temporary or regular basis, when necessary.

Training will be provided to designated school staff authorized to administer medication to students within individual school buildings and while participating at school-sponsored activities on or off district property.

Training will provide an overview of applicable provisions of Oregon law, administrative rules, district policy, and administrative regulations and include, but not be limited to, safe storage, handling, monitoring medication supplies, disposing of medications, record keeping and reporting of medication administration and errors in administration, emergency medical response for life-threatening side effects and allergic reactions and student confidentiality. Materials as recommended and/or approved by the Oregon Department of Education will be used.

Students in grades K-12 are permitted to self-medicate prescription and nonprescription and nonprescription medication in accordance with the following procedures:

1. A parent (guardian) permission form and written instructions have been submitted for all prescription and nonprescription medication. In the case of prescription medications, permission from the physician or other licensed health care provider is also required. Such permission may be indicated on the prescription label. Building principal permission is also required for all self-medication requests;
2. Students who are developmentally and/or behaviorally unable to self-medicate will be provided assistance by designated school staff. A permission form and written instructions will be required as provided above;
3. All prescription and nonprescription medication must be kept in its appropriately labeled, original container, as follows:
   • Prescription labels must specify the name of the student, name of the medication, dosage, route and frequency or time of administration and any other special instruction;
   • Nonprescription medication must have the student’s name affixed to the original container.
4. The student may have in his/her possession only the amount of medication needed for that school day except for manufactory’s packaging that contains multiple dosage, the student may carry one package;
5. Sharing and/or borrowing of medication with another student is strictly prohibited.
   

Permission to self-medicate may be revoked by the program administrator if there are any abuses of these procedures.

All other students will be administered medication only by designated school staff after receipt of required parent permission forms and written instructions.

Animals in the Classroom

Board policy: ING

Service animals, such as guide dogs or signal dogs are accepted permitted in schools and ESD locations.

Other animals, such as reptiles or small rodents (hamsters, mice, guinea pigs) are often popular with classrooms as they are a learning tool for students as well a facilitator of teaching pet care responsibilities to children. Pets may be kept in classrooms as long as the animals are housed in a safe container and are restricted from roaming freely within the classroom. Animals should be for and maintained in a temperate climate acceptable to their respective species’ needs.

Please see Board policy ING-AR for specific guidelines regarding animals in the classroom.

Annual Inservice

All district employees are required to attend the All Staff Inservice, typically held in August.

Associations
Classified CBA | Licensed CBA
.

The Northwest Education Association represents the bargaining unit for licensed staff.

The Association Presidents are Kat Sherer and Deb Hill.

The Oregon School Employees Association represents the bargaining unit for all classified staff. The Association President is Sarah Foster.

Attendance and Punctuality

Attendance and punctuality are important factors of employment. Every NWRESD employee is expected to maintain regular, consistent attendance at work. The normal work day will be established by the supervisor at each site.

Benefits

Classified CBA | Licensed CBA

Procedures for establishing employee compensation and benefits are provided by Board Policy and Administrative Regulations. Specific salary and benefits are established through collective bargaining agreements with the licensed and classified employee groups. The Board sets salaries and benefits for administrators and confidential employees.

Benefit Eligibility

All regular employees who work at least 20 hours per week (.50 FTE) are eligible for benefits. Benefits are not extended to temporary employees.

Employees, eligible for benefits, who begin employment on or before the 15th of the month will be eligible for benefits on the 1st day on the following month.

Employees, eligible for benefits, who begin employment on or after the 16th of the month, will be eligible for benefits on the 1st day of the month following full month of employment.

For example:

• A hire date of September 6th will have a benefits effective date of October 1st
• A hire date of September 19th will have a benefits effective date of November 1st

Available Coverage

Medical, dental, vision, group life, short and long term disability and long term care insurance are available for each eligible employee. Family members may also be enrolled subject to carrier restrictions.

Open Enrollment

Open enrollment for all benefits through the Oregon Educators Benefit Board (OEBB) is August 15 – September 15 of each year. During open enrollment, benefit eligible employees have the opportunity to review and make changes to his/her current benefits.

Once open enrollment closes, no plan changes can be made until the next open enrollment period unless you experience a Qualified Status Change (QSC). Contact Human Resources for more information on what qualifies as a QSC.

Life & Accidental Death and Dismemberment Insurance and Long Term Disability (LTD)

Life & Accidental Death and Dismemberment Insurance and Long Term Disability (LTD) are provided to employees in accordance Collective Bargaining Agreements. Please see applicable CBA for more information.

Breaks

Classified CBA

Scheduled breaks are provided to all nonexempt employees to ensure safety, efficiency and to meet the requirements of law. All classified staff members who work four or more consecutive hours are entitled to one 15-minute break. Those working five or more hours are entitled to two 15-minute breaks.

Nonexempt employees are expected to adhere to the break schedule established by their immediate supervisor. Deviation from the regularly scheduled break period requires prior supervisor approval.

Care/Use of District Property

Board policy: EDC/KGF-AR | KGF/EDC | EDB-AR

All staff members are encouraged to exercise continuous and vigilant care of all district-owned property. Such items as computer and video equipment are priority items for theft and damage. Incidents of theft of willful destruction of district property through vandalism or malicious mischief should be reported immediately to your supervisor.

Certain district-owned equipment including computers may be checked out by staff. Such equipment may not be used for personal financial gain or avoidance of personal financial loss. In the event of loss or damage, a fee will be assessed by the district according to the repair or replacement costs.

Change of Personal Information

See Employee Web Portal

Child Abuse Reporting
Board policy: JHFE | JHFE-AR

All staff will be required to participate in annual training in the prevention and identification of child abuse and the obligations of reporting.

Any staff member who has reasonable cause or reasonable suspicion to believe that any child under 18 years of age with whom s/he has come in contact has suffered abuse or neglect, or that any adult with whom s/he is in contact has abused a child, shall immediately orally report to the Oregon Department of Human Services, Community Human Services, or local law enforcement agency. The employee’s immediate supervisor is also to be immediately informed.

  Oregon law recognizes these types of abuse:

1. Physical

2. Neglect

3. Mental injury

4. Threat of harm

5. Sexual abuse or sexual exploitation

.

Failure to report a suspected child abuse or to comply with the confidentiality of records requirements is a violation punishable by law and by district disciplinary action up to and including dismissal.

A staff member who, based on reasonable grounds, participates in the good faith making of a child abuse report shall have immunity from any liability, civil or criminal, that might otherwise be incurred or imposed as provided by law.

  DHS – Department of Human Services telephone numbers:

• Clatsop……………..800-643-4606
• Columbia …………. 800-428-1546 or 503-397-3292
• Tillamook…………. 877-317-9911
• Washington……….. 800-275-8952
• Clackamas…………800-628-7876
• Multnomah………...503-731-3100

Reporting Requirements Regarding Sexual Conduct with Students
Sexual conduct by district/school employees as defined by Oregon law will not be tolerated. All district employees are subject to this policy.
“Sexual conduct” as defined by Oregon law is any verbal or physical [or other] conduct by a school employee that is sexual in nature; directed toward a kindergarten through grade 12 student; unreasonably interferes with a student’s educational performance; and creates an intimidating, hostile or offensive educational environment. The definition for sexual conduct does not include behavior that would be considered child abuse as outlined by Oregon law and district Board policy JHFE and JHFE-AR -Reporting of Suspected Child Abuse.

Any employee who has reasonable cause to believe that another district/school employee or volunteer has engaged in sexual conduct with a student must immediately notify his/her immediate supervisor.

When the district receives a report of suspected sexual conduct by a district employee, the district may decide to place the employee on paid administrative leave or in a position that does not involve direct, unsupervised contact with students while conducting an investigation. An investigation is a detailed inquiry into the factual allegations of a report of suspected sexual conduct that is based on interviews with the complainant, witnesses and the district employee who is the subject of the report. The investigation must meet any negotiated standards of an employment contract or agreement.

If, following the investigation, the report is substantiated, the district will inform the employee that the report has been substantiated and provide information regarding the appeal process. The employee may appeal the district’s decision through the appeal process provided by the district’s collective bargaining agreement.

If the employee decides not to appeal the determination or if the determination is sustained after an appeal, a record of the substantiated report will be placed in the employee’s personnel file. The employee will be notified that this information may be disclosed to a potential employer.

The district will post in each school building the name and contact information of the person designated to receive sexual conduct reports, as well as the procedures the superintendent or designee will follow upon receipt of a report. When the superintendent or designee takes action on the report, the person who initiated the report must be notified.

The initiation of a report in good faith about suspected sexual conduct may not adversely affect any terms or conditions of employment or the work environment of the complainant. If a student initiates a report of suspected sexual conduct by a district employee in good faith, the student will not be disciplined by the Board or any district employee. The district will provide annual training to district employees, parents and students regarding the prevention and identification of sexual conduct. The district will provide to employees at the time of hire a description of conduct that may constitute sexual conduct and a description of records subject to disclosure if a sexual conduct report is substantiated.

Educational providers shall follow hiring and reporting procedures as outlined in ORS 339.370 for all district employees.

Children - Bringing Children to Work

The district participates in National Take Our Daughters and Sons to Work Day on the fourth Thursday of each April.

Staff members working in schools must follow procedures outlined by that school district for observing Take Our Daughters and Sons to Work Day. Some districts may have established a limited time that children can stay. In general, ESD staff should plan to have their school-aged children with them for half a day, or until the noon lunch hour. Children need to remain with their parent or guardian during their visit.

Any staff working at program sites outside the four service centers must have their program administrator or supervisor’s approval prior to bringing a child to work.

Other than this national observance, it is not appropriate for employees to bring their children to work at any of the ESD work site or at work sites in the component school districts.

Classroom Security

When leaving the classroom, locker room or other work areas between classes or at the end of the day, teachers are responsible to turn out the lights and secure all doors. Windows should also be verified manually/visually to be secured at day’s end.  Rooms shall not be left unsecured for custodial cleaning.

All staff is asked to refrain from keeping personal items of value in or about their desks. Purses should never be left unsecured. Students should be instructed to leave valuables at home. The district will not be responsible for the loss of or damage to, personal property due to such causes as fire, theft, accident, or vandalism.

Communicable Disease/Bloodborne Pathogens

Board policy: EBBAA/GBEBC/ JHCCC

The district provides for the reasonable protection against the risk of exposure to communicable disease to all staff while engaged in the performance of their duties. Protection is provided through immunization and exclusion in accordance with Oregon Revised Statues and Oregon Administrative Rules. Infection control procedures, including provisions for handling and disposing of potentially infectious materials, have also been established through Board policy and administrative regulations for staff and student protection.

All staff shall comply with measures adopted by the district and with all rules set by the Oregon Department of Human Services, Health Services, and the county health department.

Staff members have a responsibility to report to the district when infected with a communicable disease unless otherwise stated by law.

HBV*/BLOODBORNE PATHOGENS TRAINING AND IMMUNIZATION

Board policy: EBBAA/GBEBC/ JHCCC

Staff members designated as primary first-aid providers, or who may otherwise incur occupational exposure to blood or other potentially infectious materials in conjunction with their assigned duties as determined by the district, will receive appropriate information and training as follows:

1. At the time of initial assignment to tasks where occupational exposure may take place
2. At least annually thereafter and within one year of their previous training
3. When changes such as modification of tasks or procedures or new tasks or procedures affect the staff member’s occupational exposure

Additionally, HBV vaccination and vaccination series will be made available after training and within 10 days of initial assignment to all staff who have been identified by the district as having occupational exposure. Report any occupational exposure to bloodborne pathogens to the safety officer. Following a report of an exposure incident, the district will immediately make available to the exposed staff member a confidential post exposure evaluation and follow-up.

Employees who use medical sharps in the performance of their duties (e.g. administering injectable medicines to students, such as epinephrine and glucagon) will annually be provided an opportunity to identify, evaluate and select engineering and work practice controls (e.g. sharps disposal containers, self-sheathing needles, safer medical devices, such as sharps injury protections and needleless systems). The district will implement such work practice controls, as appropriate.

Infection Control Procedures

Appropriate hygienic and sanitation practices have been established by the district as follows:

1. Standard precautions are to be followed at all times. Standard precautions require the assumption that staff and students approach infection control as if all direct contact with human blood and body fluids is known to be infectious for HIV*, HBV and/or bloodborne pathogens.
2. Whenever possible, students would be directed to care for their own minor bleeding injury. This includes encouraging students to apply their own band-aids. If assistance is required, band-aids may be applied after removal of gloves if care giver will not come into contact with blood or wound drainage.
3. Food and Drug Administration (FDA) approved gloves are required for all tasks in which an individual may come into contact with blood or other potentially infectious materials. Such tasks include cleaning body fluid spills, emptying trash cans, handling sharps/containers, handling contaminated broken glass, cleaning contaminated equipment and handling contaminated laundry/clothing. This also includes assisting with any minor wound care, treating bloody noses, handling clothes soiled by incontinence, diaper changing and cleaning up vomit.
4. Immediate, complete, and effective hand washing with soap and running water of at least 30 seconds duration should follow any first aid or health care given a student or contact with potentially infectious materials.
5. If exposure to blood or other potentially infectious materials occurs through coughing, any first-aid procedure or through an open sore or break in the skin, thorough washing, preferably with germicidal soap, is necessary.
6. In the event hand-washing facilities are not readily available, thorough cleaning using an antiseptic cleanser and clean cloth/paper towels or antiseptic towelettes provided by the district as an alternative is necessary. In the event alternatives are used, hands must be washed with soap and water as soon as feasible.
7. Contaminated work surfaces shall be decontaminated with an appropriate disinfectant after completion of procedures; immediately or as soon as feasible when surfaces are overtly contaminated or after any spill of blood or other potentially infectious materials; and at the end of the work shift if the surface may have become contaminated since the last cleaning. Clean surfaces with soap and water and then rinse with an Environmental Protection Agency (EPA) approved disinfectant** following labeling instructions for use, or a freshly-made solution of one part bleach to nine parts water, and allow to air dry. These surfaces include equipment, counters, mats (including those used in physical education classes and athletic events), toys or changing tables.
8. An EPA-approved disinfectant must be used when cleaning fluids such as blood or vomit from the floor or other such contaminated surfaces.
9. Contaminated laundry such as clothing and towels must be places and transported in bags and containers in accordance with the district’s standard precautions. All such items must be laundered in hot or cold water and soap and placed in a dryer.
10. Needles, syringes, broken glassware, and other sharp objects found on district property must not be picked up by students at any time, nor by staff without appropriate puncture-proof gloves or mechanical device such as a broom, brush and dust pan.
11. All wastebaskets used to dispose of potentially infectious materials must be lined with a plastic bag liner that is changed daily.
12. Gloves and repellent gowns, aprons or jackets are required for tasks in which exposure to blood or other potentially infectious materials can be reasonably anticipated to contaminate street clothing. Type and characteristics of such protective clothing will depend on the task. Such tasks may include diapering/toileting with gross contamination, assisting with wound care, sorting or bagging contaminated laundry/clothing and disposing of regulated waste with gross contamination.
13. Maximum protection with gloves, face and/or eye protection and gowns are required whenever splashes, spray, spatter or droplets of blood or other potentially infectious materials may be generated and eye, nose or mouth contamination can be reasonably anticipated. Such tasks may include feeding a student with a history of spitting or forceful vomiting and assisting with severe injury and wounds with spurting blood.
14. If a first-aid situation occurs, students should report to a person in authority, staff should report to a supervisor.

* HIV – Human Immunodeficiency Virus
* HBV – Hepatitis B Virus

** Disinfectants which can be used include Lysol, Purex, Clorox, Tough Act bathroom cleaner, Dow bathroom cleaner, Real Pine liquid cleaner, Pine Sol, Spic and Span, Tackle liquid, Comet and other products with EPA numbers. Other disinfectants as recommended by the Center for Disease control may be used.

Complaints – Staff

Staff member complaints contending a violation, misinterpretation, or inappropriate application of district personnel policies and/or administrative regulations should be directed to the building principal or immediate supervisor for informal discussion and resolution. 

If the complaint is not resolved informally, formal complaint procedures may be initiated by staff in accordance with Board policy and administrative regulations.

This complaint procedure may not be used to resolve disputes and disagreements related to the provisions of any collective bargaining agreement.

Complaints – Student/Parent

The district recognizes that complaints regarding staff performance, discipline, grades, student progress and homework assignments will be made by students and parents from time to time. Every effort will be made to ensure that such complaints are handled and resolved informally and as close to their origin as possible. Students, parents and others with complaints will be encouraged to discuss the complaint directly with the staff member. All such meetings should be held in confidence and not in the presence of others.

If the complaint is not informally resolved, staff should advise the complainant that he/she may submit the matter directly to the program coordinator. The complainant will be provided with necessary formal complaint procedure guidelines in accordance with Board policy and applicable provisions of negotiated agreements.

When a complaint is made directly to the Board as a whole or to an individual Board member, it will be referred to the superintendent for appropriate building administrator follow-up.

All staff members should familiarize themselves with Board policy regarding the handling of complaints.

Computer Use

See Electronic Communications

Conferences

Planned conferences between teachers and parents are essential to the district’s efforts to further understanding and close cooperation between the home and school. Parent-teacher conferences are scheduled each fall and spring.

Conferences should be treated as an opportunity for constructive, mutual exchange of information and ideas for the welfare and continued academic growth of the student.

Occasionally, teachers or parents may arrange for conferences outside regularly scheduled conference dates, to meet more immediate student needs. Teachers should be prepared to provide after-school or pre-school time to meet with students as necessary.

Confidentiality

Board policy: IGBAB-AR

Confidentiality of student records and medical information is a legal and ethical right. Employees are equally protected from unauthorized disclosure of, or access to, their individual medical or financial information. Every employee and volunteer in the district has the responsibility to protect student and employee confidentiality. The district confidentiality policy prohibits any unauthorized or indiscriminate access to, disclosure or transmission of student or employee information, except when used in the normal course of business. Casual conversation held between colleagues regarding student or employee issues as well student/employee specific discussions must not be conducted in public. Additionally, student and/or employee information on computer screens must not be left unattended in public areas.

Violation of the confidentiality policy will result in disciplinary action, up to and including dismissal. Violation of FERPA or HIPAA can lead to individual civil penalties.

Student information is protected under The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C.1232g; 34 CFR 99). Employee health records are protected under the Health Insurance Portability and Accountability Act (HIPAA).

Contracts and Compensation

Licensed CBA

Contracts will be issued for all licensed district employees.

Contract teachers are employed pursuant to two-year employment contracts. “Contract teacher” means any teacher who has been regularly employed by a school district for a probationary period of three successive school years and who has been retained for the next succeeding school year. The Board may enter into agreements that provide for a shorter probationary period of not less than one year for teachers who have satisfied the three-year probationary period in another Oregon school district.

Upon recommendation of the superintendent, the Board may extend a contract teacher’s employment for a new two-year term by providing written notice to the teacher no later than March 15 of the first year of the contract. Any new contract that extends the teacher’s employment for a new term shall replace any prior contracts.

If the teacher’s contract has not been extended for a new two-year term, the Board, upon recommendation of the superintendent, may elect by written notice to the teacher no later than March 15 of the second year of the teacher’s contract not to extend the teacher’s contract based on any ground specified in ORS 342.865.

Salaries, including compensation for extracurricular assignments over and above the duties associated with a staff member’s regularly assigned duties, will be determined in accordance with salary schedules and salary placement guidelines established by the Board and/or policies adopted by the Board which are consistent with salary schedules and salary placement provisions of negotiated agreements.

It is the staff member’s responsibility to provide all information necessary for placement on the salary schedule to the Human Resources Office in accordance with timelines established by the district and negotiated agreements.

Copyright

Board policy: EGAAA | EGAAA-AR

A variety of machines and equipment for reproducing materials to assist staff in carrying out their educational assignments is available to staff in both the school and home setting.

Infringement on copyrighted material, whether prose, poetry, graphic images, music, audiotape, video or computer-programmed materials, is a serious offense against federal law, a violation of Board policy and contrary to ethical standards required of staff and students.

All reproduction of copyrighted materials shall be conducted strictly in accordance with applicable provisions of law. Unless otherwise allowed as “fair use” under federal law, permission must be acquired from the copyright owner prior to reproduction of material in any form. Permission forms are available in the media center.

“Fair use” guidelines are available here.

Corporal Punishment

The use of corporal punishment in any form is strictly prohibited by the district. Corporal punishment is defined as the willful infliction of, or willfully causing the infliction of physical pain.

A staff member is authorized to employ physical force when, in his/her professional judgment, the physical force is necessary to prevent a student from harming himself/herself, others or doing harm to district property.

Corporal punishment does not include physical pain or discomfort resulting from or caused by:

1. Training for or participation in athletic competition voluntarily engaged in by a student;
2. Recreational activity voluntarily engaged in by a student;
3. Physical exertion shared by all students in a teacher directed class activity, which may include, but is not limited to, physical education exercises, field trips or vocational education projects;
4. Physical restraint or the use of aversive techniques as a part of a behavior management program in a student’s individualized education program which has been signed by the parents and is carried out according to district procedures.

Courier Service

Courier schedule

The ESD provides courier services to component districts at no cost. Courier service provides pick-up and delivery of inter-school and inter-district mail. ESD couriers visit each school and school district office in the four-county region once a week. If you have questions, please contact the Multimedia Department at 503-614-1420. Materials pertaining to fee-charging workshops, classes, etc., sponsored by an Oregon ESD, an Oregon college, or the Department of Education will be distributed. Delivery of such material must be approved by the Superintendent or designee and distributed in the appropriate container by a representative of the sponsoring agency.

Criminal Records Check/Fingerprinting

Board policy: GCDE/GDDA | GCDE/GDDA-AR | IICC

All newly licensed or registered educators are required to submit to a nationwide criminal records check and fingerprinting in accordance with rules established by the Teacher Standards and Practices Commission (TSPC). This includes any individual registering with TSPC for student teaching, practicum, or internship as a teacher, administrator, or personnel specialist who has not submitted to a criminal records check with the previous year.

Additionally, all staff not requiring licensure or registration as a teacher, administrator, personnel specialist, or school nurse and newly hired into a position having direct, unsupervised contact with students are required to submit to a nationwide criminal records check and fingerprinting as required by Board policy and law.

Fees as required by the Oregon Department of Education (ODE) for individuals currently employed by the district and not requiring licensure shall be paid by the individual. Fees for all other individuals subject to such checks and/or fingerprinting, including non-licensed applicants for positions with the district, shall be paid by the individual.

All newly licensed or registered educators and those applying for reinstatement of a license or registration that has expired for more than three years are required to submit to nationwide criminal records checks and fingerprinting in accordance with rules and procedures as set forth by the TSPC.

The following procedures will be used for all newly hired non-licensed and non-registered employees subject to criminal records checks and/or fingerprinting:

Processing/Reporting

1. The individual shall, as part of the application process, complete a Fingerprint Based Criminal History Verification form as provided by the ODE.
2. All non TSPC licensed staff will be required to report prior to his/her first day of employment to the District Office for completion of the required fingerprint forms.

Individuals shall be subject to fingerprinting only after acceptance of an offer of employment or contract.

Termination of Employment

1. Any individual required to submit to criminal records checks and/or fingerprinting in accordance with law and/or Board policy will be terminated from employment or contract status by the superintendent immediately upon the following:
1. Refusal to consent to a criminal records check and/or fingerprinting; or
2. Notification by the Superintendent of Public Instruction or his/her designee that the employee has made a false statement as to conviction of a crime or conviction of crimes prohibiting employment with the district as specified in law.

Appeals

A non-licensed individual may appeal a determination which prevents their employment or eligibility to contract with the district to the Oregon Superintendent of Public Instruction. Individuals eligible to appeal as a contested case will be so notified in writing by the Oregon Department of Education.

Direct Deposit

Form 41

District personnel may have their payroll check direct deposited to almost any bank or credit union by completing Form 41 and submitting it to the payroll office. Form 41 is available at the NWRESD web site: www.nwresd.k12.or.us.

Payroll strongly encourages employees to use direct deposit. Using direct deposit minimizes the chance of having a payroll check lost in the mail. Employees who require reimbursements for coursework or work-related expenses may receive refunds via direct deposit as well.

Directory

NWRESD Directory

NWRESD publishes a Staff and Regional Schools Directory annually. The directory can be accessed electronically at the NWRESD web site: www.nwresd.k12.or.us.

Drug-Free Workplace

Board policy: GBEC

No staff member engaged in work in connection with a direct federal grant of $100,000 or more shall unlawfully manufacture, distribute, dispense, possess or use on or in the workplace any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana or any other controlled substance or alcohol, as defined in schedules I through V of section 202 of the Controlled Substances Act (21 U.S.C. Section 812) and as further defined by regulation at 21 CFR 1308.11 through 1308.15.

“Workplace” is defined to mean the site for the performance of work done in connection with a federal grant or contract. That includes any school building or any school premises; any school-owned vehicle or any other school-approved vehicle used to transport students to and from school or school activities; off school property during any school-sponsored or school-approved activity, event or function, such as a field trip or athletic event, where students are under the jurisdiction of the school district where work on a federal grant is performed.

No district employee shall knowingly sell, market, or distribute steroid or performance enhancing substances to kindergarten through 12 grade student with whom the employee has had contact as part of the employee’s district duties; or knowingly endorse or suggest the use of such substances. Each staff member engaged in work related to a direct federal grant or contract of $100,000 or more must notify his/her supervisor of his/her conviction of any criminal drug statute based on conduct occurring in the workplace, as defined above, no later than five days after such conviction. Each staff member engaged in work related to direct federal grant or contracts of $100,000 or more must abide by the terms of the district’s drug-free workplace policy.

The district, upon determining that a staff member has engaged in the manufacture, distribution, dispensation, possession or use, on or in the workplace, of a controlled substance or alcohol or upon having reasonable suspicion of a staff member’s use of a controlled substance or alcohol in the workplace, shall, pending any criminal drug statute conviction for a violation occurring in the workplace, take action with regard to the employee determined to be appropriate. Such action may include transfer, granting of leave with or without pay, suspension with or without pay or dismissal. Within 30 days of a staff member’s criminal drug statute conviction for a violation occurring in the workplace, the district shall:

1. Take action with regard to the employee determined to be appropriate, which may include discipline up to and including dismissal; and/or
2. Require satisfactory participation by the employee in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state or local health, law enforcement or other appropriate agency.

Electronic Communications

The NWRESD electronic communication system which includes all networks, computer equipment and automated processes, hereafter referred to as network services, is intended to facilitate the daily business operations of the NWRESD, as well as to foster the exchange of information in furtherance of education and research by students and staff of the NWRESD, its component school districts, other NWRESD clients and service contracts with the NWRESD.

Network services are not intended for private use, and a person has no right or expectation of privacy when using network services.  The NWRESD has the right to inspect and monitor all use of network services.  Persons are required to use network services consistent with applicable laws, regulations, NWRESD policies and administrative rules. 

Employees who violate computer network system policies and guidelines shall be subject to discipline up to and including termination of employment. Violations of law will be reported to law enforcement authorities and violations of applicable Teacher Standards and Practices (TSPC) Standards for Competent and Ethical Performance of Oregon Educators will be reported to TSPC.

Summary of Policies on Electronic Communications Systems

The following summary is to assist administration and staff with the implementation of network services policies and administrative rules.  While technology has increased and improved dramatically over the past few years, and has allowed us to perform our jobs in more effective and efficient ways, it has also provided us with new challenges and potential pitfalls.  The summary below is to assist in communication of network service policies and administrative rules, but employees are required to read and comply with the entire policy.

• The NWRESD will comply with all provisions of the Children’s Internet Protection Act.
• The NWRESD will provide access to information technology to all staff, including e-mail, calendar, and voicemail.
• E-mail, voicemail, and calendar are considered appropriate and official ways to communicate with staff.  The expectation of all staff is to check e-mail, calendar, and voicemail on a regular and consistent basis.  This is critical as some communication is time sensitive and important to the operation of the district.
• Material sent via e-mail, and messages left via voicemail, shall pertain to district business.  No building wide or district wide e-mails will be sent without prior approval.
• All email will be archived automatically by the NWRESD.
• Internet usage will be logged by the NWRESD.
• Acceptable use guidelines apply to all staff, volunteers, consultants, and contractors.  They apply to all equipment or devices attached to the district’s network, and any equipment utilized within the district.
• The network is owned and managed by the NWRESD, and therefore usage of the system is public record.  All email and Internet usage and history are subject to inspection and possible disclosure under Oregon ORS’s and OAR’s.  There should be no expectation of privacy.
• Internet-based services like Web 2.0 applications, Google Apps and Microsoft Live are considered an extension of the District’s network. Employees will follow district policies for appropriate use and protecting confidential information when using Internet-based services. Employees have no expectation of privacy in their use as District and service administrators have the right and ability to monitor user accounts for policy and security enforcement.
• Employees are responsible for exercising good judgment regarding the “reasonableness” of personal use.  If there is any uncertainty or confusion, employees should consult their supervisor.
• Employees who do not comply with these policies are subject to discipline, up to and including dismissal.  The NWRESD also has the responsibility in some instances to contact TSPC and / or the police concerning Internet or e-mail usage.
• Passwords are a critical part of network security.  All employees are expected to use password protection.  DO NOT SHARE PASSWORDS WITH ANYONE!

Board Policies: EDE and IIBGA

Administrative rules concerning this policy may be found at: http://www.nwresd.k12.or.us/administration/board/policies/pdfs/ede-ar.pdf

http://www.nwresd.k12.or.us/administration/board/policies/pdfs/iibga-ar.pdf

Emergency Closure

Board policy: EBCD | EBCD-AR
Classified CBA | Licensed CBA

When schools are closed because of inclement weather or other unforeseen problems (e.g., power outages) employee work schedules will be determined by the ESD. Employees will be expected to report for work unless notified to the contrary by the ESD. Employees may be notified via commercial radio stations.

For Classified and Classified/Licensed employees who work LESS THAN 240 days:
(these are typically 190 day employees and are assigned to a school district, NWRESD school-age program, or EI/ECSE program)

Classified employees who work less than 240 days shall not report to work nor shall they suffer any loss of pay on the days when the employees of the school district(s) to which the employee is assigned on that day are not required to report to work due to inclement weather or emergency closures. The District may arrange for an alternate work location to which the affected employee may be required to report. The District shall have the right to require members to make up the time lost without additional pay as long as the total days worked does not exceed the employee’s maximum work year days.”

TO COMPLETE YOUR TIME SHEETS: For days that your district or program was closed and you were notified NOT to report – Use the “Leaves” column to enter your regularly scheduled hours for those days. Under “REASON” select “EC”. Use the “Comments” section of the time sheet to state “XXX district closed due to inclement weather”. You will be paid your regular wages for these hours. As indicated above, if districts/programs make up time then you will be required to report on the make-up days without additional pay (since you have already been paid for the hours).

** IF your district or program was OPEN but you were unable to report to work, select “Personal/Emergency” leave for those hours. If those leaves have been exhausted, use “Unpaid Leave”.

For Classified and Classified/Licensed employees and Confidential employees who work 240 days or more:

Employees that work 240 days or more, will be paid for a maximum of two (2) days for Emergency Closure Pay during the school year. To be eligible for the Emergency Closure Pay, an employee must work either the day before or the day after the closure, if those are regularly scheduled workdays for the employee. A day of vacation, sick leave or other paid authorized day off shall constitute a scheduled workday for this purpose.

TO COMPLETE YOUR TIME SHEETS: For days that your program was closed and you were notified not to report – Use the “Leaves” column to enter your regularly scheduled hours for those days. Under “REASON” select “EC” for up to 2 days. After 2 days, please select from “Personal/Emergency” or “Vacation” leave for those hours. If those leaves have been exhausted, use “Unpaid Leave”.

For Licensed Employees:
Members shall not report to work nor shall members suffer any loss of pay on days when the employees of the school district(s) to which the member is assigned on that day are not required to report to work due to inclement weather or emergencies. The District may arrange for an alternate work location to which the affected employee may be required to report. The District shall have the right to require members to make up the time lost without additional pay as long as the total days worked does not exceed the member's maximum work year days. In the event a school building or the school district to which a member is assigned is closed after the start of the school day, the member shall remain at the workplace until released by an authorized officer of either the local district or the District.

TO COMPLETE YOUR EXCEPTION REPORTS: for days that your program was closed and you were notified not to report – in the “HOURS” field, enter the hours you were NOT at work. Under “CODE” select “O” for “other”. In the comment box, indicate “XXX district closed due to inclement weather”. You may have more than one district, so please identify which days were missed for each district. As indicated above, if districts/programs make up time then you will be required to report on the make-up days without additional pay.

** IF your district or program was OPEN but you were unable to report to work, select “Personal/Emergency” leave for those hours. If those leaves have been exhausted, use “Unpaid Leave”.

The full text of the classified agreement can be found at:
http://www.nwresd.k12.or.us/administration/staff/OSEA_05_08.pdf

The full text of the licensed agreement can be found at:
http://www.nwresd.k12.or.us/pdfs/nwea_bargaining_agreement.pdf

Employee Assistance Program

EAP Information

Employee Assistance Program is available through Reliant Behavior Health. RBH provides a confidential and comprehensive employee assistance program that includes counseling, crisis response, supervisor resources, and work-life balance services, all with a focus on wellness.

To utilize the EAP services please call Reliant Behavior Health at 1-866-750-1327or visit their web site at: https://www.myrbh.com/

Employee Groups

Classified CBA | Licensed CBA

District employees are assigned to an employee group as follows:

The Classified and Classified/Licensed employee groups include employees that fill a variety of positions. For a complete list, please see Appendix A of the Classified Collective Bargaining agreement.

The Licensed employee group includes licensed teachers, school psychologists, speech-language pathologists, mental health specialists, and autism specialists. Hereinafter these staff members are referred to as licensed staff.

The Administrative employee group includes employees that provide overall administration, coordination, and supervision of District service and program delivery.

The Confidential employee group includes employees that have access to District and employee records and information in direct support of the collective bargaining process not available to the general public.

Employee Web Portal

Link to Portal

The iVisions Web Portal gives employee’s access to view and update information related to their employment with the NWRESD. To get started visit: https://visions.nwtoolbox.org/nwresd/ and click on the “Register” link.

For detailed instructions on both registering and using the Portal, click on the link for “User Manual” under the Northwest Regional ESD Banner.

Information accessible through the Web Portal includes:

Information Center

• Announcements on upcoming events
• Consolidated documents from HR
• Links to important medical, dental, vision and related web sites

Compensation

• Printable Payroll Statements for a single pay period or the entire year.
• Up to Date W2 information
• Pay Check Calculator, allowing you to see how changes in your deductions will affect your final take home pay
  Attendance
• Up to Date information on leave plans such as Vacation, Sick & Personal Leave

Tax Withholding Forms

• Online State and Federal W4 Forms – updateable and electronically submitted to Payroll

Profile

• Update your Contact Information such as home address and telephone number online
• Maintain a list of emergency contacts and their current information
• View information on personal data such as Certificates, Endorsements, Education, and Dependents

For more information or assistance please contact Scott Cummins at (503) 614-1273 or scummins@nwresd.k12.or.us.

Evaluation of Staff

Board policy: CCG | GA | GCN/GDN

The purpose of the district’s evaluation is to aid the teacher in making continuing professional growth and to determine the teacher’s performance of the teaching responsibilities. The district’s program also provides for the assessment of classified employees and current performance of their job assignments.

The district’s program is designed to provide an opportunity for staff to set goals and objectives and receive administrator responses to them; to have peer assistance to aid teachers to better meet the needs of students, as appropriate; to have formal and informal observations to assess the performance of duties and job responsibilities; to receive verbal and written comments and suggestions for improvement from supervisors; and to have opportunities to make improvement(s) within specific timelines.

The evaluation program also provides a tool for administrators who are responsible for making recommendations about promotion, demotion, contract extension or non-extension, contract renewal or nonrenewal, dismissal and discipline.

Fair Labor Standards Act

Board policy: GBAA

Regular working hours for all classified staff will be set by their program administrator. Nonexempt staff are not to work before, beyond or outside their established working hours and are not to work overtime without prior authorization from their immediate supervisor. All time sheets must be a true reflection of all time worked, whether it is more or less than regularly scheduled work hours.

Failure to comply may result in disciplinary action in accordance with applicable provisions of Board policy, administrative regulations, and collective bargaining agreements.

Administrators, directors, and/or supervisors shall give written notification to nonexempt employees, as defined by the Fair Labor Standards Act, of the Board’s following expectations:

1. What constitutes nonexempt working hours;
2. What constitutes normal working hours;
3. That employees are not to work before, beyond or outside their normal working hours or are not to work overtime without prior authorization;
4. That employee time sheets be a true reflection of all time worked, whether it is more or less than normally scheduled hours;
5. That a written corrective statement be given to employees not complying with established procedures.

Overtime is defined as time worked over 40 hours in one week. A week is defined as seven consecutive days covering Sunday through Saturday.

Field Trips and Special Events

Field trips and other student activities involving travel may be authorized by the program coordinator when such trips or activities contribute to the achievement of desirable educational goals.

Requests should be submitted to the program coordinator well in advance of the proposed activity. All such requests will be considered based on such factors as availability of funds, the educational value derived, the safety and welfare of the students involved, impact on the regular school program and availability of appropriate supervision, either from within school staff or from volunteers.

Staff members should contact the office for appropriate substitute and vehicle arrangements and related field trip procedures and forms.

Any out-of-state travel must be approved by the Board.

Flexible Spending Account

Benefit eligible employees may enroll in the Flexible Spending Account during the month they become eligible for benefits or during the open enrollment period (August 15 – September 15, 2009). This program allows employees to pay for qualifying medical expenses not covered by insurance and dependent childcare with pre-tax dollars.

The plan operates on a benefit year basis, October 1 through September 30. Employees estimate the amount of eligible health care and dependent care expenses they will incur for the coming year. The amount is spread equally over all pay periods and deposited to the employee’s flexible spending account ( The maximum deferral amounts are subject to IRS regulations and may change accordingly). This amount can only be changed during the plan year if a qualifying event occurs (birth, adoption, death, marriage, divorce, or termination of spouse’s employment). Any money that remains in the flexible spending account at the end of the plan year must be forfeited according to IRS regulations.

Family Medical Leave Act (FMLA)/Oregon Family Leave Act (OFLA)

Board policy: GCBDA/GDBDA-AR

Eligibility

In accordance with federal law, staff members employed by the district for the previous 12 months and who have worked at least 1250 hours during the year preceding the start of the leave me be eligible for FMLA leave. Staff members employed by the district at least 180 days prior to the first day of the family medical leave of absence and who have worked an average of 25 or more hours per week may be eligible for OFLA leave. There is no minimum average number of hours worked per week when determining employee eligibility for parental leave under OFLA.

Purpose of Leave

Federal and state laws allow eligible employees to take FMLA or OFLA leave for the following purposes, commonly referred to as parental leave, serious health condition leave, pregnancy disability leave and sick child leave:

1. The birth of an employee’s child (eligibility expires 12 months after birth)
2. Placement of a child for adoption or foster care when the child is under 18 or older than 18 years of age if incapable of self-care (eligibility expires 12 months after placement)
3. Care of a family member with a serious health condition
4. Employee’s own serious health condition

Additionally, state law (OFLA) also allows employees to take leave for the care of a sick or injured child who requires home care but is not suffering from a serious health condition. This is known as “Sick Child” leave. An employer is not required to grant leave for routine medical or dental appointments.

Definitions

Child – For the purpose of taking sick child leave under state law, means a biological, adopted or foster child or stepchild of the employee, for whom the employee has parental rights and duties as defined by law or a child with whom the employee is or was in a relationship of “in loco parentis”. A legal or biological relationship is not required. The child must be under 18 years of age or may be 18 years of age or older if incapable of self-care due to mental or physical impairment as defined by ORS 659A.100(2) (d). For purposes of “Sick Child” leave only, child also includes child of employee’s same-sex domestic partner.

Family Member – Defined as spouse, same-sex domestic partner, custodial parent, adoptive parent, foster parent, biological parent, parent-in-law, parent of same-sex domestic partner or a person with whom the employee is or was in a relationship of “in loco parentis”. It also includes the biological, adopted or foster child, child of same-sex domestic partner or stepchild of an employee. Grandparents and grandchildren are considered “family members” under OFLA only. For OFLA purposes of a serious health condition, “child” includes both minor and adult children. Siblings are not considered “family members” under neither FMLA nor OFLA.

Serious Health Condition – Under federal law means an illness, injury, or physical or mental conditions that involve:

1. Any period of incapacity or treatment in connection with or consequent to the inpatient care (i.e., an overnight stay) in a hospital, hospice or residential medical care facility
2. Any period of incapacity requiring absence from work, school, or other regular daily activities, of more than three calendar days, that also involves continuing treatment by (or under the supervision of) a health care provider; or
3. Continuing treatment by (or under the supervision of) a health care provider for a chronic or long-term health condition that is incurable or so serious that, if not treated, would like result in a period of incapacity of more than three calendar days, or for prenatal care.

An employee is unable to perform the functions of the position when the health care provider finds that the employee is unable to work at all or is unable to perform any of the essential functions of the employee’s position within the meaning of the Americans with Disabilities Act (ADA) and federal regulations. The NWRESD has the option, in requiring medical verification from a health care provider, to provide a statement of the essential functions of the employee’s position for the provider to review.

A “Serious Health Condition” under the state law (OFLA) means an illness, injury, impairment or physical or mental condition of an employee or family member that:

1. Requires inpatient care in a hospital, hospice, or residential care facility such as a nursing home. When a family member resides in a long-term care facility, leave shall apply only to:
1. Transition periods spent moving the family from one home or facility to another, including time to make arrangements for such transitions;
2. Transportation or other assistance required for a family member to obtain care from a physician;
3. Serious health conditions as described in this policy.
2. The treating health care provider judges to pose an imminent danger of death, or that is terminal in prognosis with a reasonable possibility of death in the near future;
3. Requires constant or continuing care such as home care administered by a health care professional;
4. Involves a period of incapacity. Incapacity is the inability to perform at least one essential job function, or to attend school or perform regular daily activities for more than three consecutive calendar days and any subsequent required treatment or recovery period relating to the same condition. This incapacity must involve:
1. Two or more treatments by a health care provider;
2. One treatment plus a regimen of continuing care; or
3. Any period of incapacity or treatment for a chronic serious health condition that requires periodic visits for treatment by a health care provider, continues over an extended period of time and may cause episodic rather than a continuing period of incapacity such as asthma, diabetes or epilepsy.
5. Involves permanent or long-term incapacity due to a condition such as chemotherapy due to a condition for which treatment may not be effective, such as Alzheimer’s disease, a severe stroke or terminal stages of a disease;
6. Involves multiple treatments for restorative surgery or for a condition such as chemotherapy for cancer, physical therapy for arthritis or dialysis for kidney disease that if not treated would likely result in incapacity of more than three days; or
7. Involves any period of disability of a female due to pregnancy or childbirth or period of absence for prenatal care.

Length of Leave

An employee eligible for FMLA leave under federal law is entitled to a total of 12 work weeks of leave during any 12 month period for the purposes specified above. A husband and wife who are eligible and who both work for the NWRESD may only take a combined total of 12 work weeks of leave if they leave is taken to care for a parent with a serious health condition or if the leave is for the birth of a child or the placement of a child for adoption or foster care.

An employee eligible for OFLA leave under state law is entitled to a total of 12 work weeks of leave during any 12 month period for the purposes specified above. Two family members who are eligible and who both work for the NWRESD many not take OFLA leave at the same time unless one employee needs to care for the other employee who is suffering from a serious health condition or one employee needs to care for a child suffering from a serious health condition while the other employee is also suffering from a serious health condition or both family members are suffering from a serious health condition or it is concurrent leave in such instances is permitted by the NWRESD.

There will be occasions where two employees employed by the NWRESD will not have to share the 12 week allotment of leave. This situation arises where an employee is eligible for both FMLA and OFLA or just OFLA leave and the employee is taking leave for one of the following two reasons: 1. parental purposes; or 2. to care for a parent with a serious health condition.

In addition to the 12 work weeks of leave authorized above, under state law a female employee make take an additional 12 work weeks of leave within any one year period of time for an illness, injury or condition related to pregnancy or childbirth that disables the employee from performing her work duties. An employee who takes 12 work weeks of OFLA leave for the parental leave may also take up to an additional 12 work weeks of sick child leave within the same leave year. If the employee uses less than the 12 weeks of parental leave, however, no additional sick child leave is available, except for the balance of the initial 12 weeks. The employee may also use this balance for any OFLA leave purpose.

A female employee may take up to 36 weeks of OFLA leave in one leave year, but only under the following circumstances:

1. The female employee takes 12 weeks of pregnancy disability leave, followed by
2. Twelve weeks of parental leave; followed by
3. Twelve weeks of sick child leave.

A male employee may take up to 24 weeks of OFLA leave in one year, but only under the following circumstances:

1. The male employee takes 12 weeks of parental leave; followed by
2. Twelve weeks of sick child leave.

If an employee does not use the entire 12 weeks of parental leave, the employee only has the unused balance of the 12 weeks of parental leave for the use of OFLA sick child leave for the remainder of that 12-month period. If an employee uses all 12 weeks of parental leave, that employee is entitled to the full 12 weeks of sick child leave. For example:

1. An employee takes 8 weeks of parental leave to care for his newborn. He is then only entitled to 4 weeks of OFLA sick child leave for that 12 month period.
2. An employee takes the full 12 weeks of parental leave to care for her newborn. She is then entitled to all 12 weeks of sick child leave during that 12-month period.

Parental leave must be taken in one uninterrupted period – unless the employer approves otherwise – and must be completed within 12 months of the birth, adoption, or placement of the child. An exception must be made to allow parental leave to effectuate adoption or foster placement of the child. Such leave need not be taken in one, uninterrupted period with any additional parental leave.

The birth, adoption, or placement of multiple children at one time entitles the employee to take only one 12 week period of parental leave.
An eligible employee, who has previously qualified for and take some portion of OFLA leave, may request additional OFLA leave within the same leave year. The employee must be employed for t180 days immediately before the date of the additional OFLA leave begins and:

1. The employee must have worked an average of 25 hours per week in the 180 days preceding the additional period of OFLA leave; except that
2. An employee taking parental leave, or sick child leave that is available as a result of the employee taking a full 12 weeks of parental leave, need only be employed for the 180 days immediately before the date any additional OFLA leave begins; and
3. The provisions of this section do not apply to the intermittent or reduced work schedule leave taken for a serious health condition for an employee or family member.

Intermittent Leave

To give employees not just the time but also the flexibility to balance the demands of work and family, FMLA/OFLA allows workers to take leave on an intermittent basis (e.g., a few hours per week to attend a standing medical appointment) or on a reduced work schedule (e.g., working a three-day week while recovering from cancer treatment).

Generally, intermittent leave or reduced schedule leave is provided when medically necessary for an employee’s own serious health condition or for caretaking of qualified family members with serious health conditions or used for care related to the birth/adoption/foster care of a child. Like all FMLA/OFLA leave, this time of leave requires notice and approval of leave, as well as medical certification when applicable.

For the purpose of intermittent leave, OFLA leave entitlement is calculated for an employee by multiplying the number of hours an employee normally works per week by 12. If an employee’s schedule varies from week to week, a weekly average of the hours worked over the 12 weeks worked prior to the beginning of the leave period shall be used for calculating the employee’s normal work week. If an employee takes intermittent or reduced work schedule OFLA leave, only the actual number of hours of leave taken may be counted towards the 12 weeks of OFLA leave to which the employee is entitled.

FMLA/OFLA requires employees to schedule planned treatments in a manner that does not “unduly disrupt” the employer’s operations (subject to the health care provider’s approval), and permits employers to transfer employees needing such leave to alternate positions that better accommodate intermittent leave or a reduced work schedule. An employer may transfer an employee on intermittent OFLA leave or a reduced work schedule into an alternate position with the same or different duties to accommodate the leave, provided that:

1. The employee accepts the transfer voluntarily and without coercion;
2. The transfer is temporary, lasts no longer than necessary to accommodate the leave and has equivalent pay and benefits;
3. The transfer is compliant with applicable collective bargaining agreements, as well as with state and federal law, providing all the employee protections found in FMLA/OFLA regulations;
4. Transfer to an alternate position is used only when there is no other reasonable option available that would allow the employee to use intermittent leave or reduced work schedule; and
5. The transfer is not used to discourage the employee from taking intermittent or reduced work schedule leave, or to create a hardship for the employee.
   An employee transferred, as provided in 1.-5. above, to an alternate position for the purpose of a reduced work schedule, must be returned to the employee’s former position.

OFLA Sick Child Leave

An employee eligible for OFLA leave is entitled to such leave for the care of a sick or injured child who requires home care but who is not suffering from a serious health condition. After the third day of leave (consecutive or non-consecutive) taken within the same leave year, medical certification is required for ALL absences related to sick child leave for the remainder of the 12 month leave year.

Calculating the 12-Month Period for Leave

The NWRESD will use the same method for calculating the 12-month period in which the 12 work week FMLA and OFLA leave entitlement occurs for all employees. The NWRESD will use a “rolling” 12-month period measured backward from the date the employee uses any family and medical leave.

Paid/Unpaid Leave

Family leave under federal and state law is generally unpaid, unless the employee is eligible to use accrued sick leave, vacation, personal days or other paid time under Board policy(ies) and/or the applicable collective bargaining agreement. If the employee is eligible to take paid time off, the employee must use the available paid time during the FMLA/OFLA absence, in the order specified by the NWRESD, before taking leave without pay for the FMLA/OFLA leave period.

The NWRESD will notify the employee that the requested leave has been designated as FMLA and/or OFLA leave and, if required by the NWRESD, that accrued paid leave shall be used during the leave period. Such notification will be given to the employee prior to the commencement of the leave or within two working days of the employee’s notice of an unanticipated or emergency leave.

When the NWRESD does not have sufficient information to make a determination of whether the leave qualifies as FMLA or OFLA leave, the NWRESD will provide the required notice promptly when the information is available but no later than two working days after the NWRESD has received the information. Oral notices will be confirmed in writing no later than the following payday. If the payday is less than one week after the oral notice is given, written notice will be provided no later than the subsequent payday.

Continuation of Health Insurance Benefits

Under federal law, group health insurance benefits and premium payments must be continued on the same basis as coverage would have been provided and premiums paid if the employee had been continuously employed during the leave period. The NWRESD will continue to pay the NWRESD’s contribution toward the employee’s premiums. The employee will continue to pay the employee’s share of premiums, if any. A 30-day grace period will be allowed for receipt of employee contributions. The NWRESD’s obligation to maintain the employee’s benefits will cease if the employee’s contribution is more than 30 days late. The NWRESD will provide written notice that the premium payment is more than 30 calendar days late. Such notice will be provided within 15 calendar days before coverage is to cease.

Under state law, benefits are not required to continue or accrue unless required by Board policy(ies) and/or provisions of collective bargaining agreements related to paid and unpaid leaves.

An employer electing to continue health or other insurance coverage for an employee on OFLA leave may require that the employee pay only the same share of health or other insurance premium during the leave that the employee paid prior to the leave. If an employee cannot or will not pay such costs, the employer may elect to discontinue benefit coverage, unless to do so would render the employer unable to restore the employee to full benefit coverage as required by law. If an employer pays any portion of any employee’s benefit coverage for employees on non-OFLA leave, the employer must pay that portion during OFLA leave.

If an employee gives unequivocal notice of intent not to return to work from OFLA leave, the employee is entitled to complete the approved OFLA leave, providing that the original need for OFLA leave still exits. The employer’s obligations under OFLA – to restore benefits (subject to COBRA requirements) and to restore the employee to his or her position at the end of the leave – cease and the employer is not required to hold a position vacant or available for the employee giving unequivocal notice of intent not to return.

In the event the NWRESD is required to pay or elects to pay any part of the costs of providing health, disability, life or other insurance coverage for an employee during the period of FMLA or OFLA leave that should have been paid by the employee, the NWRESD may deduct, on the employee’s return to work, such amounts from the employee’s pay as have been advanced.

In no event may the total deducted exceed 10 percent of the employee’s gross pay each pay period.

Return to Work

After leave, granted under federal and state law, an employee is generally entitled to be returned to the same position the employee held when leave commenced or to an equivalent position with equivalent benefits, pay and other terms and conditions of employment unless otherwise excepted by law.

If the leave was required for the employee’s own serious health condition, the NWRESD may require the employee to obtain and present certification from the health care provider that the employee is able to resume work. The employer is responsible for any co-pay or other out-of-pocket costs incurred by the employee in providing certification.

Special rules for teachers will apply if FMLA leave is requested to be taken near the end of a semester.

Application

Under federal and state law, an employee requesting FMLA and/or OFLA leave shall provide at least 30 days notice prior to the leave date if the leave is foreseeable. The notice shall be written and include the anticipated start, duration and reasons for the requested leave. The employee must make a reasonable effort to schedule treatment, including intermittent leave and reduced leave, so as not to unduly disrupt the operation of the NWRESD.

When an employee is able to give advance notice and requests leave, an employer may request additional information to determine that the leave qualifies for designation as OFLA leave. The employer may designate the employee as provisionally on OFLA leave until sufficient information is received to make a determination. An employee able to give advance notice of the need to take OFLA leave must follow the employer’s known reasonable and customary procedures for requesting any kind of leave.

If advance notice is not possible, for example due to a change in circumstances or medical emergency, an employee eligible for FMLA leave must provide notice as soon as practicable. “As soon as practicable,” under federal law means at least oral notification within one or two business days of when the need for leave becomes known to the employee.

An employee eligible for OFLA leave is required, under state law, to provide oral or written notice within 24 hours of commencement of the leave in unanticipated or emergency leave situations. The employee may designate a family member or friend to notify the NWRESD during that period of time. In either case, proper documentation must be submitted no later than three working days following the employee’s return to work. Failure of an employee to provide the required notice for FMLA leave may result in the NWRESD delaying the employee’s leave for up to 30 days after the notice is ultimately given.

Failure of an employee to provide the required notice for OFLA leave under state law may result in the NWRESD deducting up to three weeks from the employee’s unused OFLA leave in that one-year leave period.

Medical Certification

When an employee provides 30 or more days notice when applying for FMLA and/or OFLA leave, other than for parental leave, the employer may require the employee to provide medical documentation when appropriate to support the request for leave. The NWRESD will provide written notification to employees of this requirement within three working days of employee’s request for leave. If the employee provides less than 30 days notice, the employee is required to submit such medical certification no later than 15 calendar days after receipt of the NWRESD’s notification that medical certification is required.

Under federal law, a second medical opinion may be required whenever the NWRESD has reason to doubt the validity of the initial medical opinion. The health care provider may be selected by the NWRESD. The provider shall not be employed by the NWRESD on a regular basis. Should the first and second medical certifications differ, a third opinion may be required. The NWRESD and the employee will mutually agree on the selection of the health care provider for a third medical certification. The third opinion will be final. Second and third opinions and the actual travel expenses for an employee to obtain such opinions will be paid for by the NWRESD.

Under state law, if an employee requests OFLA leave because of a serious health condition, the NWRESD may require a second opinion and designate the health care provider. The provider may not be employed by the NWRESD. Should the two opinions conflict, the NWRESD may require a third opinion and that the two providers designate the third health care provider. The third opinion will be final. Second and third opinions and the actual travel expenses for the employee to obtain such opinions will be paid for by the NWRESD.

An employer may not delay the taking of an OFLA leave in the event that medical certification is not received prior to the commencement of a leave taken subject to the timelines set forth in this regulation. The employer may designate the leave as provisionally approved subject to medical certification. The employer shall provide the employee with written notice of any requirement to provide medical certification of the need for leave and the consequences for failure to do so. The employee must be allowed a minimum of 15 days to provide medical certification.

If the employee elects or the NWRESD requires substitution of accrued sick leave, vacation or other paid leave for unpaid leave pursuant to a collective bargaining agreement or other Board policy, the NWRESD will follow the medical documentation requirements of the applicable leave policy or contract provision whenever such requirements are more beneficial to the employee.
If the leave is for the purpose of an employee’s own serious health condition, he/she must also provide a fitness for duty medical release from the health care provider before returning to work.

If an employee has taken sick child leave on all or any part of three separate days during a leave year, the employer may require medical certification on the fourth day or subsequent occurrence of sick child leave within that leave year. The employer must pay the cost of the medical certification not covered by insurance or other benefit plan. The opinion of the health care provider shall be binding. The employer may not require the employee to obtain a second opinion. The employer is not required to request medical certification for sick child leave exceeding three days and may make such requests at the employer’s discretion.

Notification

Any notice required by federal and state laws explaining employee rights and responsibilities will be posted in all staff rooms and the NWRESD office. Additional information may be obtained by contacting the superintendent or designee.

Record Keeping/Posted Notice

The NWRESD will maintain all records as required by federal and state laws including dates leave is taken by employees, identified separately from other leave; hours/days of leave; copies of general and specific notices to employees, including Board policy(ies) and regulations; premium payments of employee health benefits while on leave and records of any disputes with employees regarding granting of leave.

Medical documentation will be maintained separately from personnel files as confidential medical records.

Federal vs. State Law

Both federal and state laws contain provisions regarding leave for family illness. Federal regulations state an employer must comply with both laws; that the federal law does not supersede any provision of state law that provides greater family leave rights than those established pursuant to federal law and that state and federal leave entitlements run concurrently. State law requires that federal and state leave run concurrently when possible. For example, due to differences in regulations, an employee who takes leave after 180 days of employment but before one year, is still eligible to take a full 12 work weeks of federal leave after meeting the one-year work requirement. After the first work year, leave will run concurrently. Generally, employees will be deemed to be using leave pursuant to state law except in such cases where federal law provides greater benefits.

Fundraising

Fundraising activities to raise money for a wide variety of school activities and equipment are held at various times throughout the course of the school year.  All fund-raising activities must be conducted under the direct supervision of staff or other authorized individuals and approved by the building principal prior to the activity being initiated. 

Fundraising requests must include an explanation or justification for the proposal consistent with building and/or district goals.  Fund-raising must not interfere with or disrupt school.

All money raised must be receipted and deposited to the school office.

Garnishment - Assignment of Wages

When court documents are received, garnishments for employees are processed by payroll on the employee’s next available check, as required by law. If an advanced salary payment is approved, checks will be available at the time of the next scheduled accounts payable run. Draw requests must be submitted by the Wednesday of the week they are to be processed. Draw checks will be issued on Fridays only.

Gifts and Solicitations

Board policy: DJG | GBC-AR

Staff members are to avoid accepting anything of value offered by another for the purpose of influencing his/her professional judgment. Staff members are prohibited from accepting items of material value from companies or organizations doing business with the district. Material value is defined by law as $50 or more from a single source in a single year.

Grievances

Classified CBA

Employee grievances are handled in accordance Collective Bargaining Agreements. Please see applicable CBA for more information.

Guest Speakers/Controversial Speakers

Guest speakers may be used by teachers from time to time, when such use is consistent with educational goals and with a demonstrable relation to the curricular or co curricular activity in which the participating students are involved. Teachers are expected to inform the building principal of the date, time and nature of the presentation whenever such use is planned.  Please refer to Board Policy.

Prior approval from the program coordinator is required whenever the guest speaker and/or presentation may be reasonably considered controversial.

Guest speakers should represent various approaches or points of view on a given topic in order to afford students a more comprehensive understanding of the issue.

Prior to his/her participation, guest speakers are to be informed of the following regulations:

1. Profanity, vulgarity, and lewd comments are prohibited;
2. Smoking is not permitted while speaking to or consulting with students;
3. Sexist, racial remarks or derogation of any group or individual is prohibited.

Teachers responsible for inviting a particular guest speaker have the right and obligation to interrupt or suspend the presentation if the conduct or content being presented is judged to be in poor taste or endangers the health and safety of students or staff.

Hazing/Harassment/Intimidation/Bullying/Menacing

Board policy: JFCF | JFCF-AR

Hazing, harassment, intimidation, bullying, cyber bullying, or menacing by students, staff or third parties is strictly prohibited and shall not be tolerated by the district. Staff who is found to be in violation of this policy will be subject to discipline up to and including dismissal. Individuals may also be referred to law enforcement officials and staff will be reported to the Teacher Standards and Practices Commission (TSPC).

Health Insurance Portability and Accountability Act (HIPAA)

The district will safeguard the protected health information of employees from use or disclosure that may violate standards and implementation specifications to the extent required by law. “Protected health information” means individually identifiable health information that is:

1. Transmitted by electronic media;
2. Maintained in electronic media;
3. Transmitted or maintained in any other form or medium.

The electronic exchange of financial and administrative transactions related to an individual’s protected health information will meet the requirements of HIPAA, including national standards for transactions designed to ensure the security of health information created or received by the district.

Individuals with questions about how medical information may be used and disclosed and how to get access to this information, or with complaints about district compliance with HIPAA, should contact the personnel office.

Holidays

Classified CBA | Licensed CBA

Administrative MOA | Confidential MOA

Licensed Staff: (7 holidays) Labor Day, Veteran’s Day, Thanksgiving, Christmas, New Year’s Day, Martin Luther King Day, Memorial Day

Classified & Licensed Classified Staff(10 month): (9 holidays) Labor Day, Veterans’ Day, Thanksgiving, Day after Thanksgiving, Christmas, New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day

Administrative , Classified 250 day(12 month), & Confidential Staff: (10 holidays) Independence Day, Labor Day, Veteran’s Day, Thanksgiving, Day after Thanksgiving, Christmas, New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day

Full-time (1.0 FTE) employees are paid for the above holidays. Holidays for less than full-time employees are pro-rated.

Identification Badges

To help ensure the protection of staff and students and reduce the possibilities of theft, vandalism and loss of district property, all district employees shall be issued and wear identification badges when on district property.

1. Identification badges are the property of the district for use by district employees. Any employee who duplicates or lends his/her identification badge will be subject to disciplinary action;
2. All identification badges are to be worn in plain sight when the employee is engaged in the performance of district duties while on district property;
3. A report of a lost or stolen badge must be made to the appropriate administrator immediately;
4.  An identification card lost, stolen, or damaged due to circumstances beyond the employee’s control will be replaced by the district at no cost to the employee. Other replacement costs will be charged to the employee;
5. The district will not disclose the identification badge or card of an employee without the written consent of the employee if:
• The badge or card contains the photograph of the employee;
• The badge or card was prepared solely for internal use by the district to identify employees.

Jury Duty

Classified CBA

Leave for jury duty is available in accordance with the collective bargaining agreements.

Keys/Fobs

Keys/Fobs are issued to staff by the program coordinator or building principal.  In order to protect property, students and staff and to ensure the building is adequately secured when no authorized personnel are present, all staff are expected to follow the following key-control procedures:

• The duplication of keys is prohibited;
• Keys are not to be left unattended.  Avoid leaving keys on desks, tables, in mailboxes, unattended coat pockets, etc.;
• Keys may not be loaned to students or to individuals not employed by the district.  Under no circumstances should staff provide keys to students to “run errands”, “unlock/lock” doors, etc.;
• Lost or stolen keys must be reported to the program coordinator or building principal within 24 hours of discovery of the loss or theft so that measures may be taken to protect district property.  Three days will be allowed for the finding or recovery of keys before any charges are assessed;
• Charges for lost or stolen keys will be made to the staff member to whom the key(s) has been issued, in the following amounts:
• Room or other keys – $10;
• Master key – $45;
• Maximum charge – $60.
• All keys are to be checked in at the end of the school year.  Staff with summer duties necessitating building access may make arrangements with the program coordinator or building principal to keep their keys, as appropriate.

License Requirements

Licensed staff offered employment in the district must present their original teaching license to the Human Resources office before the Board will consider approving their employment.

Applicants not presenting their license prior to the beginning of school or the first day employment is to begin will not be employed until such license has been submitted.

Licensed staff are required to submit copies of all license endorsements to the Human Resources Office.  It is the responsibility of each licensed staff member to keep his/her license and all endorsements current. 

Teachers are cautioned that failure to maintain license and endorsements may invalidate their contract with the district.

In the event the district is required to forfeit any State School Fund money as a result of a teacher failure to meet license requirements as set forth by the Teachers Standards and Practices Commission (TSPC), the district is entitled to recover one-half of the amount of the forfeiture from the teacher whose unlicensed status caused the forfeiture.  Recovery may not exceed one-half of the amount forfeited that is attributable to the particular licensed person.

Lunch

Board policy: DLBA
Classified CBA

All non-exempt employees working six (6) or more hours are required to take a non-paid, duty free period of 30 minutes per day.

Materials Distribution

Requests of staff by individuals or groups to distribute pamphlets, booklets, flyers, brochures and other similar materials to students for classroom use or to take home are to be referred to the program coordinator. The materials and proposed method of distribution will be reviewed and a decision made based on the educational concerns and interests of the district.

Media Access to Students

The media may interview and photograph students involved in instructional programs and school activities including athletic events. Such media access may not be unduly disruptive and must comply with Board policies and district goals.

Media representatives are required to report to the building principal or the district communications coordinator for prior approval before accessing students involved in instructional programs and activities not attended by the general public.

Information obtained by media representatives directly from students does not require parental approval prior to publication by the media. Parents who do not want their student interviewed or photographed by the media may direct their student accordingly.

Staff may release student information to the media only in accordance with applicable provisions of the education records law and Board policies governing directory information and personally identifiable information.  Staff should check with their building principal or secretary before releasing student information to make sure the student’s parents have not requested such information to be withheld.

Meetings

Classified CBA | Licensed CBA

Staff meetings are scheduled for the purpose of organization and communication of business that typically cannot be handled through staff bulletins, departmental or committee structure.

All staff are expected to attend staff meeting unless prior arrangements have been made with the program coordinator.  Staff members are expected to schedule their time accordingly to not conflict with these meetings.

Meetings sponsored or called by recognized collective bargaining units during contract hours are subject to prior approval of the building principal.  Attendance of staff members at such meetings is left to the discretion of each employee.

Military Leave

Service Member Leave: Eligible employees are entitled to receive up to 26 work weeks of leave in a 12 month period to care for an Armed Forces family member who has a serious injury or illness incurred while in active duty.

Qualifying Exigency Leave: Twelve weeks of leave will be available to qualifying employees whose family member is called to active duty or is currently serving in active duty. No illness or injury is required under the Exigency Leave provision. This particular leave is not yet effective until the Secretary of Labor issues final rules; however, departments are encouraged to evaluate these employee leave interests/needs with Human Resources.

For more information and application requirements for Military leave, please contact Human Resources.

Mother Friendly Workplace

An adequate location for the expression of milk or breastfeeding will be provided to an employee, including a 30-minute, unpaid rest period to express milk or breastfeed during each four-hour work period.

Non Discrimination and ADA

The NWRESD shall not discriminate on the basis of an individual’s race, color, religion, sex, national origin, disability, marital status, age or because of the race, color, religion, sex, national origin, disability, marital status, or age of any other person with whom the individual associates. In keeping with requirements of federal and state law, the NWRESD strives to remove any vestige of discrimination in employment, assignment, and promotion of personnel; in educational opportunities and services offered students; in student assignment to schools and classes; in student discipline; in location and use of facilities, in educational offerings and materials; and in accommodating the public at public meetings.

The Board encourages staff to improve human relations within the NWRESD and to establish channels through which citizens can communicate their concerns to the administration and the Board. The superintendent shall appoint and make known the individuals to contact on issues concerning the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, Title VI, Title VII, Title IX, and other civil rights or discrimination issues. Section 504 and the ADA prohibit discrimination against an individual because he/she has opposed any discrimination act or practice or because that person has filed a charge, testified, assisted, or participated in an investigation, proceeding, or hearing. The ADA further prohibits anyone from coercing, intimidating, threatening, or interfering with an individual for exercising the rights guaranteed under the Act.

Overtime

Board policy: GBAA | GCKA/GDKA | GCKA/GDKA-AR
Classified CBA | Licensed CBA

Occasionally classified employees may be required to work beyond the regular workday or week. Overtime for classified employees must be pre-authorized by the immediate supervisor and may be compensated in the following manner:

1. At the hourly rate of one and one-half times the regular wage rate for work done beyond 40 hours in any given week (Sunday through Saturday);
2. With the approval of the supervisor, compensatory time may be given. Compensatory time may be awarded in accordance with current collective bargaining agreements;
3. Employee requests for early work release may be granted based upon an hour-for-hour exchange, i.e., if the employee wishes to leave one hour early in the afternoon s/he will be expected to arrive one hour early in the morning.

Full time employees are authorized one fifteen-minute break during each four-hour work period and a minimum of one-half hour for lunch if they work longer than five hours. This time may not be used for any time exchanges. Early work release must have prior approval of the employee's supervisor. The immediate supervisor or program administrator must authorize all overtime in advance.

Overtime authorizations must consider workload and budgeted funds. This category and compensatory time are not allowed for licensed and administrative employees.

Participation in Political Activities

Board policy: GBG

Staff members may exercise their right to participate fully in affairs of public interest on a local, county, state, and national level on the same basis as any citizen in public or private employment and within the law.

Staff members may, within the limitations imposed by state and federal laws and regulations, choose any side of a particular issue and support their viewpoints as they desire by vote, discussion, or persuading others. Such discussion and persuasion, however, may not be carried on during the performance of district duties, except in open discussion during classroom lessons that consider various candidates for a particular office or various sides of a particular political or civil issue consistent with district curriculum and assigned duties.

On all controversial issues, staff members are expected to make clear that the viewpoints they represent are personal and are not to be interpreted as the district’s official viewpoint.

No staff member may use district facilities, equipment, or supplies in connection with his/her campaigning, nor may s/he use any time during the working day for campaign purposes. (ORS 260.432 Quick Reference)

Payday

Board policy: DLA

All district employees are paid on the last business day of the month.

Payroll Deductions - Mandatory

Board policy: DLB

All employees shall be required to have deductions from their monthly salary as required by law as follows:

Federal Social Security (FICA)/Medicare

Federal Social Security coverage is automatic for all employees. The amount is determined according to law. Federal Withholding Tax Federal withholding tax deductions shall be made according to a schedule prepared by the Treasury Department and the amount deducted shall be based on the number of exemptions claimed by the employee.

State Income Withholding Tax
State withholding tax deductions shall be according to a schedule prepared by the Oregon Department of Revenue and the amount deducted shall be based on the number of exemptions claimed by the employee.

Workers Compensation
Coverage is required by law and gives the employee protection for accidents, which occur while on the job. A payroll deduction is required for each employee.

Public Employees Retirement System (PERS)
Employee contribution - A 6% deduction from gross pay after completion of a 6-month waiting period. See next page for additional information.

Oregon School Employees Association (Classified and Classified Licensed Employees Only)
Payroll deductions are required for dues to the association. Please see the unit representative for additional information.

Oregon Education Association (Licensed Employees Only)
Payroll deductions are required for dues to the association. Please see the unit representative for additional information.

Payroll Deductions - Voluntary

Board policy: DLB

Voluntary payroll deductions are available to all employees. Request forms must be submitted prior to the 15th of the month for them to be processed that month. Requests received after the 15th will be processed the following month. For more information on any voluntary deduction, please contact the payroll department at 503-614-1692

Tax Shelter Annuity (TSA/403b)
For more information, please visit the Carruth Compliance Consulting web site.

Deferred Compensation Plan (DCP) 457(b)
For more information, please visit the Carruth Compliance Consulting web site.

Flexible Spending Account (FSA)
NWRESD offers an IRC Section 125 Flexible Spending Account (FSA), which can help you offset the increasing cost of health and child care. NWRESD's Carrier is Manley Services.

Group Accident Insurance
Accident insurance is available for employees and their families through OEBB.

Supplemental Insurance Programs
A variety of optional insurance coverage is available for the employee and in some instances for his/her spouse and/or dependents through OEBB. Please visit their website for more information.

Group Health Insurance
Employee contribution over and above NWRESD cap.

United Way
United Way pledge forms are available at the Washington, Columbia, and Clatsop Service Centers. Contributions can be made paid over a ten-month period beginning with the November payroll.

Sunshine Committee
The Sunshine fund is an employee-organized committee to provided support to NWRESD employees.

A contribution can be made through a single, one-time payroll deduction of $10.

G.A.P.S. Foundation

A supporting foundation of NWRESD, G.A.P.S. distributes resources to educators working to increase graduation rates and provide greater opportunities for success for children with special needs and those who are at-risk—birth to 21—in Clatsop, Columbia, Tillamook, and Washington counties, Oregon. For more information please visit www.gapsfoundation.org.

Employees can make donations through a single, one-time payroll deduction or through an ongoing monthly deduction.

Transportation Pass Program
A program which enables employees to purchase monthly TriMet passes with pre-tax dollars. Enrollment forms are available from the Communications Dept.: mstenberg@nwresd.k12.or.us or 503-614-1252, the HR Dept., or the Web site at www.nwresd.k12.or.us For Staff > Forms & Publications > Fiscal & HR Forms > Employees > Benefit Information Forms > TriMet Transit Pass via Payroll Deduction

Payroll Draw

Board policy: DLBA | Form 40

Advances in salary payment are not permitted unless approved by the Superintendent or designee. Payment will not exceed 75% of the net pay of the amount earned at the time of the request. No person will receive more than one draw per year. Draws are considered constructive receipts and will be subject to IRS requirements.

Personal/Emergency Leave

Personal leave is granted in accordance with collective bargaining agreements or current Board Policies. If a substitute is required, the leave is usable in not less than one-half (1/2) day increments. Otherwise, the leave is usable in not less than two (2) hour increments. Classified employees bear an exception to this rule, as they may take personal leave in one (1) hour increments.

Personnel Records

Board policy: GBL

An official personnel file is established for each person employed by the district. A staff member’s personnel file may contain such information as applications for employment, references, records relative to compensation, payroll deductions, evaluations, complaints, and written disciplinary actions. All charges resulting in disciplinary action shall be considered a permanent part of an employee's personnel file and shall not be removed for any reason. Employees may submit a written response to any materials placed in their personnel file.

All records containing medical condition information such as workers’ compensation reports and release/permission-to-return-to-work forms will be kept confidential, in a separate file from personnel records. All other personnel records are considered confidential and not open to public inspection. Access to personnel files is limited and inspection only by the following or as otherwise required by law:

1. The individual employee. An employee or designee may arrange with the human resources office to inspect the contents of his/her personnel file on any day the human resources office is open for business;
2. Others designated in writing by the employee;
3. The comptroller or auditor, when such inspection is pertinent to carrying out his/her respective duties, or as otherwise specifically authorized by the Board. Information so obtained will be kept confidential. No files will be removed from their central location for personal inspection;
4.  A Board member when specifically authorized by the Board. Information will be kept confidential. No files will be removed from their central location for personal inspection;
5. The superintendent and members of the central administrative staff;
6. District administrators and supervisors who currently or prospectively supervise the employee;
7. Employees of the personnel office;
8. Attorneys for the district or the district’s designated representative on matters of district business;
9. The disciplinary records of a district employee convicted of a crime listed in ORS 342.143 are not exempt from the disclosure under ORS 192.501 or 192.502 and may be released to any person upon request. Prior to the release of disciplinary records the district shall remove any personally identifiable information from the record that would disclose the identity of a child, a crime victim, or a district employee who is the subject of the disciplinary record;
10. Upon request from a law enforcement agency, the Department of Human Services or the Teachers Standards and Practices Commission, a district shall provide the records of investigations of suspected child abuse by a district employee.

The superintendent may permit persons other than those specified above to use and to inspect employee records when, in his/her opinion, the person requesting access has a legitimate official purpose. The superintendent will determine in each case the appropriateness and extent of such access.

Release of personnel records to parties other than those authorized to inspect them will be only upon receipt of a court order.

Petty Cash

Board policy: DJ-AR | Form 58

In order to expedite the purchase of minor school supplies, postage, freight and other emergency items, a petty cash account has been established. Staff members may purchase items costing less than $40 with prior approval from the program coordinator.

Expenditures from petty cash are drawn from budgeted line item accounts and may be authorized only as such funds are available to cover the cost of the purchase.

Requests for reimbursement for approved purchases may be authorized only upon submission of appropriate receipts to fiscal services. Requests must be submitted within 10 days of the purchase or approval for the reimbursement may be denied.

Photocopy Machines

The copy machines are intended for district business use only. Non-NWRESD use of copy machines, including personal use, will be charged at $.20 per copy. All copy machine use shall be within the guidelines governing the operation of such machines. Individual staff members may reproduce materials under the copyright doctrine of “fair use” but solely within its limitation (SEE COPYRIGHT SECTION).

ESD-owned/leased photocopy machines are located in all the service centers. For cost-effectiveness, the number of copies is limited to 40 copies per original. Larger copying projects should be submitted to a District approved vendor, except in an emergency. Personal copies and/or copies for local school districts may be made at a cost of $.20 each. Other individuals requesting photocopies shall also be charged $.20 per copy, payable to the Business Office.

Probationary Periods

Board policy: GAA

Classified and Classified/Licensed Employees: All classified employees newly hired into a regular position will serve a 120 day probationary period. Prior employment as a substitute or temporary employee shall not apply to probationary period.

Licensed Employees and Administrators: Normally, a newly-hired teacher or administrator will maintain the probationary status for three years prior to attaining contract status.

Purchase Orders

No obligation may be incurred by any staff member unless that expenditure has been authorized in the budget or as may otherwise be permitted by Board action and/or Board policy.

No purchase including purchases from student body funds will be authorized unless covered by an approved purchase order.

Additionally, at least three competitive quotes with the vendor’s business name and amount of the quote should be obtained whenever practical for all goods, materials, supplies and services less than $5,000.

All other purchases are subject to the Board’s policy governing bidding requirements, and administrative regulations specifying exemptions from competitive bidding and such other requirements as may be specified by law. Staff members with questions should contact the business manager for details.

Release of General Staff Information

A staff member or volunteer’s address, electronic mail address, date of birth, social security number and personal phone number contained in personnel records maintained by the district are exempt from public disclosure. Such information will be released by the district only upon written permission of the staff member or volunteer, unless otherwise accepted by law.

Authorized district personnel may disclose information about a former employee’s job performance to a prospective employer under the following conditions:

1. Disclosure of information is upon the request of the prospective employer;
2. Disclosure of information is upon the request of the former staff member;
3. The information is related to job performance; or
4. The disclosure is presumed to be in good faith.

The district will not disclose information that is knowingly false, deliberately misleading, rendered with malicious purpose or is in violation of the staff member’s civil rights.

Research/Copyrights and Patents

Board policy: GCQB | GCQBA | IFA-AR

Staff members engaged in a research project during the work day or who use district resources or students, either for study toward advanced work or for use in classroom instruction, may do so only with the prior approval of the superintendent. Privacy rights of students or other individuals involved in such research projects must be maintained.

Publications, instructional materials, articles, models and other devices prepared by staff members for district use with district time, money, and facilities as part of the employee’s job responsibilities remain the property of the district.

In the event that a staff member produces items described above partly on his/her own time and partly on district time, the district reserves the right to claim full ownership. The employee may petition the district for assignment of copyright or patent rights. Employees may not attempt to copyright or patent such items without the knowledge and consent of the district.

Resignation of Staff

Board policy: GCPB/GDPB

A resigning staff member is required to deliver a written and signed notice of resignation to the assistant superintendent. If the assistant superintendent decides to accept the resignation, acceptance shall be by letter from the assistant superintendent to the employee. The resignation shall be effective as of the date specified in the notice. If no effective date is specified in the notice, the resignation shall be effective as of the date specified in the superintendent’s acceptance letter.

Licensed Staff

A licensed staff member who wishes to resign from his/her position with the district must give written notice at least 60 days prior to the date s/he wishes to leave district employment. The superintendent may accept the resignation effective the day it is received and either release the teacher immediately or inform the teacher that s/he must continue teaching for part or all of the 60-day period.

Where less than a 60-day notice is given, the Board may request the Teacher Standards and Practices Commission (TSPC) to suspend the teacher’s license for the remainder of the school year. Exceptions due to emergency or other extenuating circumstances may be considered by the Board. If an employee leaves on or before the 15th of the month, benefits will run through the end of that month. If an employee leaves on the 16th of the month or later, benefits will run through the end of the following month.

There are special circumstances for classified employees who work the entirety of their contract for the school year and inform the District of their resignation prior to June 30th. Those employees may retain health benefits through August 31st of that year. Classified employees who turn in their resignation after June 30th (and prior to the beginning of the new school year) receive health benefits through July 31st of that year. Licensed employees receive health benefits through September 30th if they fulfill their entire contract for the school year.

Restraint and Seclusion
Board policy: JGAB

The use of physical restraint and/or seclusion is permitted only as a part of a behavior support plan when other less restrictive interventions would not be effective and the student’s behavior poses a threat of imminent, serious physical harm to self or others.

Except in the case of an emergency, only staff current in the required training in accordance with the district-designated physical restraint and seclusion training program will implement physical restraint or seclusion with a student. In an emergency, physical restraint and/or seclusion may also be used by a school administrator, teacher or other school employee as necessary to prevent a student from harming his/herself, students, staff or others or from causing damage to district property.

The use of physical restraint/seclusion under these circumstances is only allowed so long as the students behavior poses a threat of imminent, serious physical harm to themselves, others or district property. Any student being restrained or secluded within the district whether an emergency or as part of a plan shall be constantly monitored by staff for the duration of the intervention. Any room used for seclusion of a student must allow staff full view of the student in all areas of the room and be free of potentially hazardous conditions such as unprotected light fixtures and electrical outlets.

Retirement

Board policy: GCPC/GDPC

To assist the district in its planning efforts, staff members considering retirement are encouraged to notify the district as early as possible, preferably at the beginning of the school year in which the retirement will take place.

Safety Committee

Board policy: EBA | EBAC | EBAC-AR

A district safety committee has been established to help implement the district’s safety program and as a part of an ongoing effort to help ensure the safety and health of students, staff and others while on district property.

The district safety committee meets monthly and conducts workplace safety inspections to locate and identify safety and health hazards and makes recommendations for corrections as needed. All significant safety-related incidents are investigated to help prevent similar events from reoccurring.

All potential hazards are to be reported immediately to a safety committee member or to the office.

Sexual Harassment

Board policy: GBN/JBA |GBN/JBA-AR

Sexual harassment by staff, students, Board members, school volunteers, parents, school visitors, service contractors, or others engaged in district business is strictly prohibited and shall not be tolerated in the district. “District” includes district facilities, district premises, and non-district property while a staff member or student is at any district-sponsored, district-approved, or district-related activity or function, such as field trips or athletic events, in which students are under the control of the district or where the staff member is engaged in district business.

Sexual harassment of students and staff shall include, but not be limited to, unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when:

1. The conduct or communication has the purpose or effect of soliciting sexual favors in exchange for benefits;
2. Submission to or rejection of the conduct or communication is used as the basis for educational decisions affecting a student or employment or assignment of staff;
3. The conduct or communication is so severe, persistent or pervasive that it has the purpose or effect of unreasonably interfering with a student’s educational performance or with an employee’s ability to perform his/her job; or creates an intimidating, offensive or hostile educational or working environment. Relevant factors to be considered will include, but not be limited to, did the individual view the environment as hostile; was it reasonable to view the environment as hostile; the nature of the conduct; how often the conduct occurred and how long it continued; age and sex of the complainant; whether the alleged harasser was in a position of power over the student or staff member subjected to the harassment; number of individuals involved; age of the alleged harasser; where the harassment occurred; and other incidents of sexual harassment at the school involving the same or other students or staff.

Building principals, the compliance officer and the superintendent have responsibility for investigations concerning sexual harassment. All complaints and reported incidents shall be investigated. The investigator shall be a neutral party having had no involvement in the complaint presented or reported incident.

Step I

Any sexual harassment information (complaints, rumors, etc.) shall be presented to the building principal, compliance officer or superintendent. All such information shall be reduced to writing and will include the specific nature of the sexual harassment and corresponding dates.

Step II

The district official receiving the information or complaint shall promptly initiate an investigation. S/He will arrange such meetings as may be necessary to discuss the issue with all concerned parties within five working days after receipt of the information or complaint. All findings of the investigation, including the response of the alleged harasser, shall be reduced to writing. The district official(s) conducting the investigation shall notify the complainant in writing when the investigation is concluded. The parties will have an opportunity to submit evidence and a list of witnesses. The date and details of notification to the complainant, together with any other documentation related to the sexual harassment incident, including disciplinary action taken or recommended shall be forwarded to the superintendent.

Step III

If a complainant is not satisfied with the decision at Step II, s/he may submit a written appeal to the superintendent or designee. Such appeal must be filed within [10] working days after receipt of the Step II decision. The superintendent or designee will arrange such meetings with the complainant and other affected parties as deemed necessary to discuss the appeal. The superintendent or designee shall provide a written decision to the complainant within 10 working days.

Step IV

If a complainant is not satisfied with the decision at Step III, s/he may submit a written appeal to the Board. Such appeal must be filed within 10 working days after receipt of the Step III decision. The Board shall, within 20 working days conduct a hearing at which time the complainant shall be given an opportunity to present the appeal. The Board shall provide a written decision to the complainant within 10 working days following completion of the hearing.

Step V

If the complaint is not satisfactorily settled at the Board level, the employee may appeal to the U.S. Department of Labor, Equal Employment Opportunity Commission or Oregon Bureau of Labor and Industries. Additional information regarding filing of a complaint may be obtained through the program administrator or superintendent.

The initiation of a complaint in good faith about behavior that may violate the district’s sexual harassment policy shall not adversely affect any terms or conditions of employment or work environment of the staff complainant.

A staff member whose behavior is found to be in violation of Board policy may be subject to discipline up to and including dismissal.

Sick Leave

Board policy: GCBD/GDBD | GCPD/GDPD-AR

Sick leave is used by employees when they are unable to work because of illness and/or for family medical illness in accordance with ORS 659.570. The family medical leave shall be used only to provide assistance to immediate family members as defined under ORS 659.565. Sick leave time is accrued at the rate of one day per month (prorated for employees whose FTE is less than 1). The first working day of each fiscal year, all regular employees will be advanced one sick leave day for each month they will work during that year. Sick leave advanced will be adjusted, if necessary, if the employee terminates employment with the district.

When employees are going to be absent from work, they should notify their supervisor, following departmental procedure, prior to the start of their normal workday, if possible (see Absence section). If the time loss extends beyond five (5) consecutive days, the superintendent may require a physician’s certificate stating that the illness or injury prevents the employee form working.

Staff Communications

Good communication among all staff is essential to the effective operation of the ESD. A number of formal and informal opportunities for communication, decision-making, and problem solving exist. Communication, decision-making, and problem solving are enhanced through various meetings. Meetings between administrators and staff occur regularly, in both individual and group settings. Formal department meetings are held on a regular basis. The Superintendent’s Council, Executive Advisory Team, Central Management Team, and other administrative teams meet regularly. The monthly Board of Directors’ meeting provides further opportunities for good communications, decision-making, and problem solving.

The Monday Memo, a weekly update for NWRESD employees, and The Suggestion Box, a confidential in-box for email suggestions (suggestion@nwresd.k12.or.us), help assure the open flow of information among staff. Board policies provide the overall authorization and direction for administrative action. Administrative Regulations establish guidelines and procedures for compliance with Board Policy as well as with state and federal statutes and regulations. Administrative memos are circulated and maintained regarding those communications, procedures, or guidelines that are of an immediate nature and in effect for less than one year. Informal, written memos are also used as a means of communication between individuals and groups.

Staff Conduct and Responsibility

All staff are expected to conduct themselves in a manner that conforms with applicable job descriptions, Board policy and administrative regulations.

Additionally, all licensed staff are expected to adhere to the Standards for Competent and Ethical Performance of Oregon Educators as specified in Oregon Administrative Rules.

Application of Rules

1. Oregon Administrative Rules were adopted by the Teacher Standards and Practices Commission (TSPC) in accordance with Oregon Revised Statutes.
2. Oregon Administrative Rules may be used as criteria by the TSPC in matters pertaining to the revocation or suspension of licenses issued by the commission under Oregon Revised Statutes or the discipline of any license holder or any person who has held a license at any time within five years prior to issuance of the notices of charges under Oregon Revised Statutes.
3. The commission determines whether an educator’s performance is ethical or competent in light of all the facts and circumstances surrounding the educator’s performance as a whole.
4. The commission will promptly investigate complaints:
1. The commission may, at its discretion, defer action to charge an educator against whom a complaint has been filed under ORS 342.176 when the investigation report indicates that disciplinary action against the educator is pending at the local district level or when criminal charges are pending or are likely to be filed against the educator.  In considering whether to defer action to charge an educator, the commission shall consider all relevant circumstances including the nature and seriousness of the allegations and whether the educator is currently employed as a teacher or school administrator;
2. The executive secretary shall regularly inform the commission of the status of any complaints on which the commission has deferred action.

Definitions

The following definitions apply to Oregon Administrative Rules unless otherwise indicated by context:

1. Administrator – Any supervisory educator who holds a valid Oregon administrative license or registration.
2. Competent – Discharging required duties as set forth in these rules.
3. Educator – Any licensed or registered person who is authorized to be engaged in the instructional program including teaching, counseling, administering and supervising.
4. Ethical – Conforming to the professional standards of conduct set forth in these rules.
5. Sexual contact – Includes:
1. The intentional touching of the breast or sexual or other intimate parts of a student;
2. Causing, encouraging or permitting a student to touch the breast or sexual or other intimate parts of the educator;
3. Sexual advances or requests for sexual favors directed toward a student;
4. Verbal or physical conduct of a sexual nature when directed toward a student or when such conduct has the effect of unreasonably interfering with a student’s educational performance or creates an intimidating, hostile or offensive educational environment; or
5. Verbal or physical conduct which has the effect of unreasonably interfering with a student’s educational performance or creates an intimidating, hostile or offensive educational environment.
6. Sexual harassment – Any unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when:
1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment;
2. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or
3. Such conduct unreasonably interferes with an individual’s work performance or creates an intimidating, hostile or offensive working environment.
7. Teacher – Any person who holds a teacher’s license as provided in ORS 342.125.

The Competent Educator

The teacher demonstrates a commitment to:

1. Recognize the worth and dignity of all persons;
2. Encourage scholarship;
3. Promote democratic citizenship;
4. Raise educational standards;
5. Use professional judgment.

Curriculum and Instruction

The competent educator measures success by the progress of each student toward realization of personal potential as a worthy and effective citizen.  The competent educator stimulates the spirit of inquiry, the acquisition of knowledge and understanding, and the thoughtful formulation of goals as they are appropriate for each individual.

The competent teacher demonstrates:

1. Use of state and district-adopted curriculum and goals;
2. Skill in setting instructional goals and objectives expressed as learning outcomes;
3. Use of current subject matter appropriate to the individual needs of students;
4. Use of students’ growth and development patterns to adjust instruction to individual needs consistent with number of students and amount of time available;
5. Skill in the selection and use of teaching techniques conducive to student learning.

Supervision and Evaluation

The competent educator is a student of human behavior and uses this knowledge to provide a climate that is conducive to learning and that respects the rights of all persons without discrimination.  The competent educator assumes responsibility for the activities planned and conducted through the district’s program and assists colleagues to do the same.  The competent educator gathers relevant information and uses it in the planning and evaluation of instructional activities.

The competent teacher demonstrates:

1. Ways to assess progress of individual students;
2. Skill in the use of assessment data to assist individual student growth;
3. Procedures for evaluating curriculum and instructional goals and practices;
4. Skill in the supervision of students.

Management Skills

The competent educator is a person who understands students and is able to relate to them in constructive ways.  The competent educator establishes and maintains good rapport.  The competent educator maintains and uses records as required and as needed to assist the growth of students.

The competent teacher demonstrates skills in:

1. Establishing and maintaining classroom management that is conducive to learning;
2. Using and maintaining district property, equipment and materials appropriately;
3. Using and maintaining student records as required by district policies and procedures;
4. Using district lawful and reasonable rules and regulations.

Human Relations and Communication

The competent educator works effectively with others – students, staff, parents and patrons.  The competent educator is aware of the ways the community identifies with the school, as well as community needs and ways the school program is designed to meet these needs.  The competent educator can communicate with knowledge, clarity and judgment about educational matters, the school and the needs of students.

The competent teacher demonstrates:

1. Willingness to be flexible in cooperatively working with others;
2. Skill in communicating with students, staff, parents and other patrons.

The Ethical Educator

The ethical educator is a person who accepts the requirements of membership in the teaching profession and acts at all times in ethical ways.  In so doing, the ethical educator considers the needs of the students, the district and the profession.

The ethical educator, in fulfilling obligations to the student, will:

1. Keep the confidence entrusted in the profession as it relates to confidential information concerning a student and family;
2. Refrain from exploiting professional relationships with any student for personal gain or in support of persons or issues;
3. Maintain an appropriate professional student-teacher relationship by:
1. Not demonstrating or expressing professionally inappropriate interest in a student’s personal life;
2. Not accepting or giving or exchanging romantic or overly personal gifts or notes with a student;
3. Reporting to the educator’s supervisor if the educator has reason to believe a student is, or may be, becoming romantically attached to the educator.

The ethical educator, in fulfilling obligations to the district, will:

1. Apply for, accept, offer or assign a position of responsibility only on the basis of professional qualifications and will adhere to the conditions of a contract or the terms of the appointment;
2. Conduct professional business, including grievances, through established lawful and reasonable procedures;
3. Strive for continued improvement and professional growth;
4. Accept no gratuities or gifts of significance that could influence judgment in the exercise of professional duties;
5. Not use the district’s or school’s name, property or resources for non-educational benefit without approval of the educator’s supervisor or the appointing authority.

The ethical educator, in fulfilling obligations to the profession, will:

1. Maintain the dignity of the profession by respecting and obeying the law, exemplifying personal integrity and honesty;
2. Extend equal treatment to all members of the profession in the exercise of their professional rights and responsibilities;
3. Respond to requests for evaluation of colleagues and to keep such information confidential, as appropriate.

Staff Development

Board policy: GCL/GDL

The Board recognizes the importance of continued educational experiences and other professional growth activities as a means to improve job performance.

Professional growth experiences may include, but are not limited to, college courses, workshops, curriculum planning, individual research, travel, supervision of teacher trainees and other such activities.

All requests for district payment of college course work tuition require prior administrative approval.

All requests for release time from regular work duties for attendance at meetings or conferences will be decided based on such factors as availability of funds, consistency with district and building goals and job assignment.  Requests require prior supervisor approval. 

Continuing professional development plan requirements as set forth in OAR Chapter 584, Division 090 by the Teacher Standards and Practices Commission for license renewal are the sole responsibility of the employee.

Meetings and conferences devoted primarily or exclusively to organizational or business affairs of staff member collective bargaining units, political workshops, training sessions for consultation committees and like activities will not be considered as appropriate activities for the expenditure of district funds.

Staff Dress and Grooming

Board policy: GBCB

As an agency serving the public, the District adheres to a policy ensuring that everything we do reflects the NWRESD’s purpose in a professional manner. Employees’ attire makes an impression on and sends a valuable message to others around us. The grooming and dress of NWRESD Employees directly and indirectly affect the learning and work environment of the NWRESD. It is also recognized that NWRESD personnel have a responsibility for leadership through the example they set.

As per board policy GBCB, The Board requires NWRESD employees observe standards of personal grooming and dress in keeping with their professional and paraprofessional positions and responsibilities. Generally this shall mean that staff members will dress in a manner appropriate for their duties and daily contacts. In all cases, neatness and cleanliness will be considered of prime importance.

The following guidelines will help our organization to retain the professionalism that is so important to our success:

• Employees should wear clothing that positively reflects the ESD
• Attire should be neat, clean, and appropriate to the position
• Clothing with illegal or offensive messages or pictures may not be worn
• Shorts are not to be worn under any circumstances
• Jeans may only be worn on the last Friday of each month
• The Superintendent or designee may make exceptions for special events

Employees assigned to NWRESD sites may dress in casual attire during the months of July and August and on the last Friday of each month during the remainder of the year. Casual attire may include denim jeans, but employees must maintain a professional appearance. Important considerations: If an employee has responsibilities that would normally dictate a standard higher than casual attire, then that higher standard must be met. Examples include meetings outside of the building or meetings in which those attending would be dressed to a higher standard.

Staff Health and Safety

In order to assure the safety of staff and students, information and/or training as necessary is provide to assist all staff to recognize and to respond appropriately to the presence of hazardous materials in the workplace, including proper handling, labeling, storage and disposal of such materials.

Material Safety Data Sheets (MSDS), which accompany any hazardous substance used in the school setting, are maintained on file in the as necessary and readily available to any staff member who must handle such materials or who may have been exposed to such products.

All staff members are expected to conduct their work in compliance with first-aid and infection control procedures established by the district and the following safety rules of the district:

1. All injuries shall be reported immediately to the person in charge or other responsible representative of the district
2. It is the duty of all employees to make full use of safeguards provided for their protection. It shall be the employee’s responsibility to abide by and perform the following requirements:
   • An employee shall not operate a machine unless guard or method of guarding is in good condition, working order, in place and operative
   • An employee shall stop the machine or moving parts and properly tag-out or lock-out the starting control before oiling, adjusting or repairing, except when such machine is provided with means of oiling or adjusting that will prevent possibility of hazardous contact with moving parts
   • An employee shall nor remove guards or render methods of guarding inoperative except for the purpose of adjustment, oiling, repair or setting up a new job
   • Employees shall report to their supervisor any guard or method of guarding that is not properly adjusted or not accomplishing its intended function
   • Employees shall not use their hands or any portion of their bodies to reach between moving parts or to remove jams, hang-ups, etc. (Use hook, stick, tong, jig or other accessory.)
   • Employees shall not work under objects being supported that could accidentally fall (such as loads supported by jacks, the raised body or a dump truck, etc.) until such objects are properly blocked or shored
   • Employees shall not use defective tools or equipment. No tool or piece of equipment should be used for any purpose for which it is not suited and none should be abused by straining beyond its safe working load.
3. Employees shall not remove, deface or destroy any warning, danger sign or barricade or interfere with any other form of accident prevention device or practice provided which they are using or which is being used by any other worker
4. Employees must not work underneath or over others thereby exposing them to a hazard without first notifying the other employee(s) or seeing that proper safeguards or precautions have been taken
5. Employees shall not work in unprotected, exposed or hazardous areas under floor openings
6. Long or unwieldy articles shall not be carried or moved unless adequate means of guarding or guiding are provided to prevent injury
7. Hazardous conditions or practice observed at any time shall be reported as soon as practicable to the person in charge or some other responsible representative of the employer
8. Employees observed working in a manner which might cause immediate injury to either themselves or other workers shall be warned of the danger
9. Before leaving a job, workers shall correct, or arrange to give warning of, any condition which might result in injury to others unfamiliar with existing conditions
10. Good housekeeping methods shall be observed in all operations. Materials shall be so handled and stored as to minimize falling, tripping or collision hazards
11. Working and storage areas and passageways shall be kept free of unnecessary obstructions. No loose object shall be placed in any area where its presence will necessitate employees crowding between such objects as moving machinery, steam pipes or other objects with which contact would be dangerous
12. Any materials which might cause an employee to slip or fall shall be removed from floors and other treading surfaces immediately or suitable means or methods shall be used to control the hazardous condition
13. All sharp, pointed, or otherwise hazardous projections in work areas shall be removed or rendered harmless.

Staff Involvement in Community Activities

The district encourages all staff to participate in community activities, which have the improvement of the general welfare of the community, state, and nation as their objectives.

Staff/Parent Relations

Board policy: GBH/JECAC

The district encourages parents to be involved in their student’s school experience. Teachers are advised that unless otherwise ordered by the courts, an order of sole custody on the part of one parent does not deprive the other parent of certain rights. It is the responsibility of the parent with sole custody to provide to the district any court order that curtails the rights of the non-custodial parent.

A non-custodial parent may receive and inspect the school records pertaining to their student and to consult with teachers concerning their student’s welfare and education.

Non-custodial parents will not be granted visitation or telephone access to their student during the school day. Students may not be released to the non-custodial parent without the written permission of the parent having sole custody.

In the case of joint custody, it is the responsibility of the parents to provide the district, in writing, any special requests or clarifications in areas concerning the student and the district’s relationship and responsibilities. Such information will be maintained on file in the office and provided to staff as appropriate.

Staff members with questions regarding custodial and/or non-custodial parent rights with respect to particular students should contact the office.

Supervision of Students

Staff members are responsible for the supervision of all students while in school or engaged in school-sponsored activities.

All teachers are expected to be in their classrooms prior to the arrival of students.

Under no circumstances are classrooms or other areas where students are under the supervision of assigned staff to be left unattended while students are present. Teachers who may need to temporarily leave the classroom or their assigned duties in an emergency situation while students are present are expected to contact the office to arrange for temporary coverage.

No other staff member may leave their assigned group unsupervised except if appropriate supervision arrangements have been made to take care of an emergency.

During school hours, or while engaged in school-sponsored activities, students may be released only into the custody of parents or other authorized persons.

Teaching About Religion
Board policy: IGAC-AR

Religious education is the responsibility of the home and religious institution. Public schools are obligated to maintain neutrality in all such matters.

As religion influences many areas of education such as literature and history, its role in civilization may be taught when consistent with curriculum and teaching assignment. In such instances, teachers may provide information and opportunity for students to study the forms of various religions.

Though teachers may be permitted to expose students to information concerning religious beliefs, a teacher may not advocate, openly, covertly or by subtlety, a particular religion or religious belief.

Telephones

Telephones are available throughout district buildings for staff convenience in conducting district business.

Local personal use of telephones must be limited and consistent with the general use guidelines as noted in district policy. Local personal telephone calls made during working hours from district telephones shall be brief, infrequent and be placed before or after school, during breaks, lunch or at other times when staff is not responsible for supervising students.

Personal long distance calls may not be made from district telephones unless made with staff member’s personal calling card.

Termination of Employment

Employees terminate their employment with the District either voluntarily or involuntarily.

Voluntary termination occurs for personal reasons of the employee (see resignation). Involuntary termination of employment occurs when the District determines it is in the best interest of the District that the individual no longer be employed with the District. Involuntary termination usually occurs for unsatisfactory job performance and is preceded by related evaluations and formal opportunities for employee improvement. Involuntary termination of employment might also occur should the District need to reduce its work force for financial or other reasons. Procedures for involuntary and voluntary termination of employment are found in Board Policies and are in compliance with appropriate Oregon Revised Statues and negotiated agreements. Board Policy and negotiated agreements provide the guidelines for Reduction in Force.

Prior to the employee’s last day of work, all District property, including keys, pagers, cellular phones, and laptops must be returned to the program administrator. For employees who utilize teaching supplies, testing kits and computer software in their occupations, these items must also be returned to the program administrator prior to the employee’s last day of employment with the NWRESD.

Time Keeping

Board policy: GBAA

Form 44

1. Non-Exempt Employees: A time sheet is an important, legal, time-keeping document. All non-exempt employees must accurately maintain their own time sheet with the number of regular, extra duty hours and overtime hours worked on each date as well as all absence time due to personal illness as sick (SL) time, family (FS), family medical leave (FMLA), vacation (VN), bereavement (BL), or personal leave (PL) must be noted. Completed time sheets must be signed and forwarded to their immediate supervisor by the 12th of each month. Supervisors must review the hours worked each pay period and attest the accuracy by signing the time sheet and submitting it to Fiscal Services by the required date.
2. Exempt Employees: Exempt staff must submit a completed Form 44 by the 12th of each month. Employees in this category will report sick leave (SL), family sick (FS), family medical leave (FMLA), bereavement (BL) and personal days (PL) taken during the pay period.
3. Substitute Employees:

   a) Classified Substitutes: Employees working as a substitute in a classified position must complete Form 46 upon completion of the job and leave it at the program site for verification. Time sheets must be completed in their entirety and must accurately represent actual hours work.
   b) Licensed: Employees working as a substitute in a licensed position must complete Form 45 upon completion of the job and leave it at the program site for verification. Time sheets must be completed in their entirety and must accurately represent actual hours work.

4. Temporary Employees: Temporary employees fill a variety of roles within the NWRESD. As their duties and length of assignment vary, a variety of reporting relationships exist. Temporary employees should consult with Human Resources to determine their reporting responsibilities.
   An employee and/or supervisor who knowingly submit a false time sheet shall be subject to discipline up to and including termination.
   

Tobacco-Free Environment

Board policy: GBK | KGC

Oregon Smoke free Workplace Law

In order to comply with state law and to protect the health of students, staff and the general public, provide a healthy working environment and promote good health for students, tobacco use is prohibited on all district property and in district-owned or occupied buildings and vehicles and at district-sponsored events.

Tobacco is defined to include any lighted or unlighted cigarette, cigar, pipe, bidi, clove cigarette, and any other smoking product, spit tobacco also known as smokeless dip, chew, and snuff in any form.

Unpaid Leave of Absence

Board policy: GCBDB/GDBDB GCBDA/GDBDA GCBDE/GDBDE
Classified CBA | Licensed CBA

The expectation is for all employees to work their contracted days within their scheduled calendars. Unpaid leave will rarely be approved and may only be granted by the superintendent under all of the following conditions:

1. All available leaves have been used; this includes non-contract days, personal leave and vacation
2. The employee’s supervisor has determined the leave will not be detrimental to the operation of the department or program
3. The leave request is approved by the employee’s supervisor in writing, using the authorized leave request form. Please note, authorization by the supervisor does not guarantee unpaid leave will be approved by the superintendent
4. The timing of the situation requiring leave is beyond the control of the employee and does not include requests for recreational activities, vacation, trips, or regular family reunions. Prior purchase of travel tickets or accommodations is not a valid condition for the granting of unpaid leave.

Due to existing contract language, unpaid leave that reduces the employee’s total work days below 240 days automatically eliminates the employee’s right to vacation in the year in which unpaid leave is granted.

All supervisors will work with their employees to ensure calendars are accurate and use of vacation and non-contract time is disbursed throughout the work year. No leave will be approved during the August all-staff in service day.

Provisions for unpaid leaves of absence are provided in licensed and classified negotiated agreements and Board Policy. Unpaid leave may be granted for such reasons as maternity/parental, military obligations, disability, education, or emergencies. The District is in compliance with the Family and Medical Leave Act of 1993. In order to be eligible for Family Medical Leave, an employee must work an average of 25 hours per week and have been employed by the District at least 180 days prior to the first day of the Family Medical Leave.

Requests for unpaid leaves of absence must follow the provisions in the negotiated agreement.

Use of District Vehicles

Use of district owned vehicles is intended for the purpose of fulfilling district functions as described in the authorized budget and policies of the ESD Board. Any time NWRESD vehicles that are not regularly assigned are removed from an NWRESD parking area, the vehicle log will indicate the destination and reason for travel. The passenger car vehicle log will be at the reception desk and the van log will be available from the Multimedia Services department or in some other specifically designated place in each service center.

Vacancies and Transfers

Announced vacancies for licensed and classified positions are posted on the District Web Page. Voluntary and involuntary transfer of staff members may be authorized by the superintendent or designee based on district personnel needs and in accordance with district procedures and negotiated agreements.

Vacation

Vacation is provided by negotiated agreement, memorandum of agreement, to full-time classified employees (those working a regular workweek on a 12-month basis). All employees are encouraged to request vacations during periods of lighter workload in their departments. The employee’s direct supervisor must approve all vacation requests.

Visitors

Board policy: KK

Students are not permitted to bring visitors to school without prior approval of the program coordinator. Staff members are expected to report any unauthorized person on school property to the building principal.

Volunteers

Board Policy: IICC | GCDA/GDDA
Volunteer Application

The district encourages the constructive participation of groups and individuals in the school to perform appropriate tasks during and after school hours under the direction and supervision of staff.

Every effort should be made to use volunteer resources in a manner which will ensure maximum contribution to the welfare and educational growth of students. Staff members interested in securing the services of a volunteer or with names of individuals expressing an interest in volunteering should contact the human resources office.

All volunteers must provide photo identification and complete the Volunteer Application to authorize the district to complete a background check.

Weapons

Board policy: JFCJ | JFG-AR

In accordance with Oregon law, any employee who has reasonable cause to believe a student or other person has, within the previous 120 days, unlawfully been in possession of a firearm or destructive device as defined by the district’s weapons policy, shall immediately report such violation to an administrator, his/her designee or law enforcement. Employees who report directly to law enforcement shall also immediately inform an administrator.

Administrators shall promptly notify the appropriate law enforcement agency of staff reports received and at any other time there is reasonable cause to believe violations have occurred or that a student has been expelled for bringing, possessing, concealing or using a dangerous or deadly weapon, firearm or destructive device. Parents will be notified of all conduct by their student that violates the district’s weapons policy.

Employees shall promptly report all other conduct prohibited by the district’s weapons policy to an administrator.

Web Site

NWRESD hosts a web site as an information source for staff and community, including staff directory, calendars, publications, departmental information, links, board agendas, board minutes, and more.

10 Month - 12 Month Check Option

Form 48 | Classified CBA | Licensed CBA

All 12-month employees will have their annual salary divided by twelve, resulting in twelve equal paychecks beginning with the July pay date through the June pay date of a fiscal year. 190-day EI/ECSE employees who work a 12 month calendar will also be paid on this schedule.

All 190 day ten-month employees of the ESD on a school-age calendar, and who work the same hours per day and the same days per week, have the option of receiving their annual salary in ten or twelve checks.

• If you choose twelve-pay, your annual salary is divided by twelve, resulting in twelve equal paychecks beginning with the September pay date through the May pay date, with three “balance of contract” checks on the June pay date. This is the default option.
• If you choose 10 checks, your annual salary is divided by ten, resulting in ten equal paychecks beginning with the September pay date through the June pay date. There are no “balance of contract” checks in June. If an employee chooses this option, additional payroll deductions will be necessary in the final (June) check.
• 10- Month (school-age calendar) employees must choose either the 10 or 12 paycheck option by completing Form 48 http://www.nwresd.k12.or.us/administration/fiscal/pdfs/FS-48.pdf and returning it to Payroll by June 30 prior to the start of the new school year. If a form is not completed, the 12-paycheck option will be selected by default.