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Everett Public Schools does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. Designated to handle inquiries about nondiscrimination policies are: Affirmative Action Officer, Carol Stolz, 3715 Oakes Ave., Everett, WA 98201, 425-385-4106; Title IX Officer, Randi Seaberg, 3715 Oakes Ave., Everett, WA 98201, 425-385-4104; ADA Coordinator, Kris McDowell, 202 Alder St., Everett, WA 98203, 425-385-5250; Section 504 Coordinator, Becky Ballbach, 4730 Colby Ave., Everett, WA 98203, 425-385-4086. (Email address for each is FirstInitialLastName@everettsd.org)
TABLE OF CONTENTS
Page Introduction Employment Items
Work Calendar Annual Leave/Vacation Benefits Vacation Vacation Cashout Sick Leave Attendance Incentive/VEBA III Holidays Insurance Programs Medical/Dental/Life/Disability Optional Programs Employee Assistance Program Mileage Reimbursement Sabbatical Leave Evaluation Process School Administrator’s Performance Evaluation Improvement Plan Conditions of Employment Complaint Procedures Program and Staff Reduction Transfer
12 14 15 16
Expectations Conferences/Workshops/Travel/Memberships/Professional Materials Professional Membership Dues National Conference Attendance Tuition Reimbursement Certificated Mentoring Program 25
Miscellaneous Guidelines for Use of District Technology, Procurement Cards, and Connect-ED®
ATTACHMENTS Attachment #1: Attachment #2: Attachment #3: Attachment #4: Attachment #5: Attachment #6: Attachment #7: Attachment #8: Attachment #9: Administrative Work Calendar Payroll Absence Verification Form Request for Leave of Absence Principal Performance Self-Evaluation National Conference Attendance Rotation Schedule Tuition Request Form Human Resources Contact List Forms Available from Human Resources Retirement/Resignation Form
INTRODUCTION The Everett School District and the Everett Association of School Administrators (EASA) have collaborated to produce this handbook for all classified and certificated administrators. The EASA is the umbrella organization for all certificated and classified supervisors and administrators. The EASA represents the collective concerns of the administrative team in discussions with the District about matters of mutual interest. In 1988 the EASA membership and the District elected to implement the "Meet and Confer" process in the belief that increased communication and dialogue would result in improved understanding and resolution of the common issues facing us. It also allowed for discussion of a greater range of issues than the negotiations format previously used. The contents of this handbook include summaries extracted from Board Policy or have been mutually agreed upon through the Meet and Confer process. In the event of a conflict between the handbook and Board Policy, Board Policy shall control. Definition and Purpose Meet and Confer is a forum for Everett School District administrators and the Superintendent to formally address and make agreements regarding issues of mutual concern, including compensation and working conditions. The purpose of Meet and Confer is to promote an ongoing, open dialogue and provide for regular reflection upon recognition, compensation, conflicts, job roles and responsibilities, climate and communications. Membership Membership in EASA includes all certificated and classified exempt employees, with the exception of members of the regular Superintendent’s Cabinet (executive directors and above.) Qualification for membership is based upon span of supervision, budgetary/fiscal responsibility, and overall management accountability within the district. Procedures 1. 2. 3. 4. The "Meet and Confer" team will include the Superintendent and/or designees, the EASA president and representatives of school and District administrators. There will be continuity of representatives from one year to the next. Meetings will be scheduled as needed. An organizational meeting will be held in August to set a calendar. Additional meetings may be scheduled as appropriate. Leadership of the meetings will alternate. Records of meetings will be maintained.
The agenda will be developed during the preceding meeting. Items may be added in the interim. The recorder will distribute the minutes and agenda for the following meeting. Operating norms will be adopted by the "Meet and Confer" team.
Please feel free to voice your concerns, questions or ideas to the members of the EASA Board or Meet and Confer team, as this process works best when true dialogue is encouraged and all parties participate fully.
WORK CALENDAR •School principals, directors and managers have a full contract year of 218 work days plus 29 vacation days and 13 holidays. Assistant principals and specialists have a full contract year of 214 work days plus 29 vacation days and 13 holidays. •Vacation days are normally taken on non-student days. (See Administrator’s Use of Vacation Days.) •All administrators are responsible for filling out a Work Calendar each year. •Work calendars are submitted to the administrator's direct supervisor three times per year (Attachment #1) •Calendars should reflect a carryover of no more than 40 vacation days. •Use designated codes for marking calendar. •The expectation is that school administrators work outside of regular hours and are present and supervise school and district-related events and activities. School-related student and/or family events and activities that are part of the normal school year and normal schedules are within the duties of a school administrator and are compensated as part of their annual salary. It is acknowledged that at times school administrators may have increased weekend or other responsibilities due to post-season athletic competition and/or special events that may be unique to a given year. A school administrator may submit a proposal for compensation time to their executive director for acknowledgement of this time in cases in which they have worked on weekends or other time periods which are not part of the normal school year activities or events. For this purpose, compensation time means the ability to exchange time worked outside the normal expectation for time during the normal work year. The executive director will review these requests with the superintendent or his/her designee for approval. Snow Days/School Closure: •Administrators are expected to report to their work sites. •If unable to get to your work site, contact your supervisor.
ANNUAL LEAVE/VACATION BENEFITS Administrators’ Use of Vacation Days Administrators receive twenty-nine (29) vacation days per year. Up to twenty (20) unused vacation days can be accumulated annually to a maximum of forty (40) days. Such accumulated vacation may be taken in a subsequent year, provided that no more than six (6) weeks of continuous vacation may be permitted regardless of accumulations. Administrators with vacation days in excess of the forty (40) maximum carry over will have the days automatically deducted on their July pay warrant. The nature of a school administrator’s job recognizes the importance of their being at the site during the time students are in school. Generally administrators are expected to take vacation during the normal school breaks, such as winter, mid-winter, spring and summer breaks. There are situations, however, that warrant an administrator taking vacation during the time students are in school. A total of five vacation days may be taken during the student school year. Principals will be responsible for identifying a staff member to be in charge of the operation of the school during the time of the absence. In case of unusual circumstances, any exceptions to the above must be approved in advance by the Associate Superintendent or designee. Vacation days for school administrators are to be approved by the school administrator’s respective Area Executive Director. Department administrators’ vacation days are to be approved by the supervising Executive Director, Chief Academic Officer, or Associate Superintendent-Instruction. Vacation days are initially scheduled by completing the Administrative Work Calendar in the spring for the coming year. The calendar is updated in December and May of that school year. Administrators need not file vacation plans with the Human Resources Department. Report vacation days taken using the On-Line Absence Reporting System (SmartFind Express.) Administrators who must be absent from the work site more than ½ day to participate in an advanced degree program should use vacation days, unless otherwise approved by the Superintendent or designee. Vacation cash-out upon retirement or separation of employment
(Board Policy 5360)
Upon retirement or separation of employment, the employee shall be paid up to a maximum of thirty (30) days to the extent consistent with law and without causing the District any financial penalty or possible chargeback. The total number of cashed out vacation days at the time of retirement or separation are dependant upon the employee’s retirement system and plan and the laws associated with excess compensation rules. For vacation cash out the per diem rate shall be calculated by dividing the employee’s annual salary plus the degree stipend by the number of work days. Every employee should make arrangements to use excess accumulated vacation leave before the employee’s retirement or separation date. Annual vacation cash-out
Annually, employees may cash-out up to thirteen (13) days of unused vacation leave based on their June 30 balance of any calendar year. Annual vacation cash-outs are considered reportable compensation with the Department of Retirement Systems for Plan 1 members only. The annual vacation cash-out will be paid at the employee’s work day per diem rate of pay, which is calculated by dividing the employee’s annual salary plus the degree stipend by the number of work days (260 days less vacation days and District holidays). To receive the annual vacation cash-out payment, complete and return the Application for Annual Vacation Cash-Out form to Payroll by the end of June. This form is distributed as an e-mail attachment to all administrators. Payroll will process the cash-out payment to be included on the July pay warrant. Annual Leave • Sick Leave
(Board Policy 5320.2)
Administrators receive twelve (12) days leave with pay per year for illness, injury and emergencies, with unused leave to accumulate from year to year. Sick leave is transferable to the extent provided by law. A. Use of leave for illness or injury is allowed under the following conditions: 1. 2. During an illness or injury which has incapacitated the employee from performing his/her duties. During the infectious period following the exposure of the employee to a contagious disease during which his/her attendance on duty would jeopardize the health of fellow employees or the public. For the purpose of necessary medical or dental appointments or, when such appointments have been arranged in advance with the employee's supervisor.
Any employee absent due to illness or injury may be required to present a doctor's certificate upon returning to work verifying the need for use of leave and/or the employee's fitness to return to work. The district may require an employee to be examined by a district selected doctor at district expense. B. Up to six (6) days per year of accumulated sick or vacation leave may be used for emergencies subject to the following conditions: 1. The problem must have been suddenly precipitated, must be of such nature that pre-planning is not possible, or where pre-planning could not relieve the necessity for the absence. The problem cannot be one of minor importance or of mere convenience, but must be of a serious nature.
3. 4. 5.
Weather conditions for travel to and from work shall not be considered a valid reason for an emergency leave. Emergency leave shall not be granted for reasons connected with paid leave provisions contained in other leave policies. A written application for emergency leave must be completed by the employee on the day of return to work.
C. Use of Leave for Family Care: Subject to applicable law and regulations, an employee may use accumulated sick leave and other paid leave to care for (a) a child (under the age of eighteen (18) or incapable of self-care because of a mental or physical disability) of the employee with a health condition that requires treatment or supervision, or (b) a spouse, domestic partner, parent, parent-in-law, or grandparent of the employee who has a serious health condition or emergency condition. Leave may not be used for this purpose until it has been earned. All conditions relating to appropriate use of leave shall be applicable to family care leave, including reasonable notice where possible and documentation of need upon request for verification. Each employee is responsible for entering his or her own absence into the SmartFind Express System, prior to, or on the day of, the absence. The absence can be entered into SmartFind Express by calling 1.888.632.6493, or online at: http://eschoolsolutions.com. If the absence is not called in or reported online, or if an adjustment to a reported absence is necessary, a Payroll Absence Verification Form (Attachment # 2) must be completed immediately following the absence, forwarded to the administrator’s supervisor for signature, then sent to the Payroll Department. The Payroll Absence Verification Form is available at http://docushare.everett.k12.wa.us/docushare/dsweb/Get/Document-14244/5.02aPayroll+Absence+Verification.doc. Generally, the Leave Request form is used if an absence extends beyond five (5) consecutive days. The sooner the Leave Request form is submitted prior to the absence, the more time is available to coordinate all available benefits. The process for requesting a medical leave is explained in Attachment #3. Call the Benefits Technician in Human Resources if there are any questions.
• Attendance Incentive Program
(Board Policy 5340)
Annual Sick Leave Buy Back
The district provides an attendance incentive program as permitted by law for eligible employees. The attendance incentive program allows eligible employees to convert sick leave days into monetary compensation. Some of the features of this program are: 1. An eligible employee is any certificated or classified employee who at the end of the previous calendar year accumulated in excess of 60 days of unused sick leave. 2. Eligible employees may buy back a maximum of 12 unused sick leave days, less days taken, provided that your sick leave balance remains at no less than 60 days after the buy back is processed. Note: Please be aware that there is a 90 calendar day waiting period for long term disability. 3. The conversion will be on the basis of one (1) day paid for each four (4) days of sick leave cashed out. Annual sick leave buy back is excluded from reportable compensation to the Department of Retirement Systems. 4. Sick leave balances are displayed on employee payroll stubs each month. The sick leave balance is displayed in hours, not days. To convert hours into days, simply divide your current sick leave balance by the number of assigned hours you work each day. 5. The rate of pay used to calculate the annual sick leave buy back is at the employee's per diem rate of pay, which is calculated by dividing the employee's annual salary plus the degree stipend by the number of work days (260 days less vacation days and District holidays). 6. The Application for Annual Buy Back of Accumulated Sick Leave form is sent to all employees as an e-mail along with an explanation of this benefit. Forms are due in Payroll by January 31. 7. This form is also available by visiting the Payroll Office located in the Longfellow Building, Room 306 on the 3rd floor. 8. Payment will be included in the February payroll warrant. Sick Leave Cash-out Upon Retirement, Separation or Death If an employee has notified Human Resources in writing of their intention to retire, Payroll will convert accumulated unused sick leave days to monetary compensation. The conversion will be on the basis of one (1) day paid for each four (4) days of sick leave cashed out, not to exceed 180 days. The rate of pay used to calculate the sick leave cash-out upon retirement, separation or death is based on 25 percent of the employee’s per diem rate of pay, which is calculated by dividing the employee's annual salary plus the degree stipend by the number of work days (260 days less vacation days, District holidays and non-work days).
If an employee passes away while employed by the District, the personal representative will be contacted regarding the conversion of unused accumulated sick leave to monetary compensation. The conversion will be on the basis of one (1) day paid for each four (4) days of sick leave cashed out. If an employee separates their employment from the District, the employee may elect to cash-out their accumulated sick leave if they are: 1. At least age 55 and have fifteen years of service in the Teachers Retirement System Plan 2 or fifteen years of service in the School Employees Retirement System Plan 2. 2. At least age 55 and have ten years of service in the Teachers Retirement System Plan 3 or ten years of service in the School Employees Retirement System Plan 3. Any such conversion of sick leave upon retirement, separation or death shall be subject to the terms and limitations of applicable state regulations. A maximum of 180 days is eligible for cash-out upon retirement, separation, or death. Sick leave cash-out upon retirement, separation or death is excluded from reportable compensation to the Department of Retirement Systems. Contact the Payroll Office for assistance.
Termination of Attendance Incentive Program The district will terminate this program for the following school year and thereafter if its maintenance and operations levy does not pass. (Board Policy 5340) VEBA Leave Cash-out Health Reimbursement Plan Administrators vote annually to elect participation in the VEBA Leave Cash-out Reimbursement Plan. The VEBA plan allows eligible school district employees to contribute to a tax-free health reimbursement plan account. This account may be used to reimburse pre- and post-retirement health care costs for the employee, their spouse and qualifying dependents. The VEBA plan enables the district to use funds that would otherwise be paid to employees for unused leave cash-outs to instead be deposited tax-free into a VEBA Trust account on the employee’s behalf. VEBA funding sources can include Annual Sick Leave Buy Back, Sick Leave Cash-out upon Retirement or Separation from Employment, and Vacation Cash-out upon Retirement. •Holidays
(Board Policy 5350)
The district shall observe the following as school holidays and classes will not be conducted on these days: 1. 2. 3. 4. Labor Day Veteran's Day Thanksgiving Day Day after Thanksgiving
5. 6. 7. 8. 9. 10. 11. 12. 13.
Day before Christmas Christmas Day Day after Christmas New Year's Eve Day New Year's Day Martin Luther King Day President's Day Memorial Day Independence Day
Administrators will be paid for those holidays that fall within their assigned work period. Pay for the holidays shall be prorated for less than full-time employees. It is not necessary to report absences for holidays on the SmartFind Express System.
INSURANCE PROGRAMS Administrators may enroll in a variety of medical, dental and other benefit programs. See the Benefits website at http://www.everett.k12.wa.us/hr/benefits for detailed information. The District makes a contribution toward the following benefit plans: Medical Plans Medical plans are available to all eligible employees through Healthcare Management Associates, Group Health Cooperative, and PacifiCare. Dental Plans Dental coverage is available to all eligible employees and their families through Washington Dental Service and Willamette Dental Plan at no cost to the employee. Disability Plans Long term disability (LTD) is available to employees with a minimum benefit FTE of .900. If an employee is injured or ill and unable to work a minimum of 90 calendar days, LTD will pay 66 2/3% of their base salary during their disability period. Life Insurance $50,000 of term life insurance coverage is provided for employees with a benefit FTE of .900 or greater. $50,000 of accidental death or dismemberment insurance is included as part of the term life insurance coverage. Administrators may elect to enroll in the following additional plans. The employee is responsible for any premiums. Short Term Disability Short-Term Disability insurance may be purchased to bridge the 90-day period between the start of disability and the beginning of long term disability benefits. STD is a voluntary benefit recommended to employees who have a sick leave balance of less than 60 days. STD will pay a portion of an employee’s basic salary during a qualifying disability for a maximum of 11 calendar weeks after a 14 calendar-day elimination period. Life Insurance Voluntary supplemental term life insurance may be purchased in increments of $10,000 up to five times the annual salary to a maximum of $250,000, which will also provide additional accidental death or dismemberment coverage. Voluntary
life insurance is also available for spouses and children under the age of 19. Check the District website for additional information. Long Term Care This benefit is available to provide assistance with the cost of long-term care either at home or in a facility when a family member needs assistance with activities of daily living. Email firstname.lastname@example.org for more information. The open enrollment period for each of the above programs is October 20 through November 15 of each year. During open enrollment, the employee may elect coverage, change benefit elections, add or drop dependents from coverage. Check the District website at www.everett.k12.wa.us for more information regarding available benefits. Flexible Spending Accounts Enrollment for the Flexible Spending Accounts occurs each year during open enrollment. These tax-saving plans allow for certain health care and dependent care expenses to be paid on a before-tax basis. Employees must complete an enrollment form annually. Check the District website at www.everett.k12.wa.us for more information regarding the flexible spending accounts. Tax Sheltered Annuity Plans Enrollment in tax sheltered annuity plans may take place any time during the year. Contributions are through payroll deduction. Contact the Payroll Department for more information. U.S. Savings Bonds Series EE U.S. Savings Bonds may be purchased through payroll deduction at any time during the year. Contact the Payroll Department for more information. Deferred Compensation Program Employees have the opportunity to participate in a tax deferred program through the Deferred Compensation Program (DCP). The DCP is administered by the Department of Retirement Systems and allows employees to reduce their current taxable income. A website is available at http://www.wa.gov/DRS/dcp. More information can be obtained from the Payroll Department.
EMPLOYEE ASSISTANCE PROGRAM
(Board Policy 5520)
The Employee Assistance Program is a benefit provided to all district employees and their families at no cost to the employee. An Employee Assistance Program is provided through Magellan Health Services. Magellan offers free, confidential services and can assist with, but is not limited to, the following issues: Child and elder care issues Alcohol and drug abuse Life improvement issues Difficulties in relationships Stress and anxiety issues with work or family Depression Personal achievement Emotional well-being Financial and legal concerns Grief issues
Note: If employees accept a referral to services that are not a part of the program, they may be responsible for the costs associated with those services. Employees can contact Magellan by calling them for a professional consultation at 1.800.523.5668 or by accessing information on Magellan’s website: www.MagellanHealth.com/member. FREE AND CLEAR QUIT FOR LIFE PROGRAM The Free & Clear Quit for Life Program offers tobacco cessation services to employees, domestic partners and spouses who are covered by a medical plan offered through the Trust at no cost. This program is separate from whatever coverage is available through the employee’s medical plan. Employees who are interested in this service may call Free & Clear at 1.866.784.8454. www.quitnow.net. CARENA URGENT CARE Carena Urgent Care provides home visits by board-certified family physicians that PPO subscribers may utilize in lieu of a visit to the emergency room.
Visits last as long as needed, usually an hour, for treatment and consultation Consistent, high-quality, evidence-based care $50 co-pay applicable only if a physician is dispatched for a home visit Physicians can provide limited medications and write prescriptions if required This service can be used for the first visit for on-the-job injuries for PPO subscribers
To access this service: Employee calls toll-free number (1.888.898.1750) which is available 24 hours per day 7 days per week Patient Service Representative (PSR) connects employee to a physician for telephonic assessment During the house call the physician will: o Treat the urgent concern and education on health issues o Obtain an extensive medical history o Identify health risks and provide patient with coaching on prevention o Make a referral(s) to relevant Everett Public Schools wellness program(s) o Help employee find primary care physician (PCP), if needed, and asks PSR to set appointment Check the coverage area map to see if your home address falls within the area for this service.
24 HOUR NURSE ACCESS LINE Magellan Health Services provides employees with a 24 hour nurse line. Included in their services is access to 24 hour free health care information and medical advice through their nurse access line. All employees are eligible for services for themselves and their family. To access service call: 1.877.585.1482.
MILEAGE REIMBURSEMENT Certificated and classified administrative employees are eligible for mileage reimbursement at the IRS rate for necessary in-district travel using employee's personal vehicle. Administrative employees should complete the Monthly Travel Report form and send to their respective supervisor.
(Board Policy 5320.7)
Certificated administrative employees shall be eligible for sabbatical leave for up to one year of study and/or research. Such leaves may be with pay up to a maximum of 65% of the administrator's base salary. An administrator granted a paid sabbatical leave must be available for two years of employment by the district following the sabbatical. The granting of sabbatical leaves and the waiver of the post-sabbatical employment in whole or in part shall be at the sole discretion of the district. 1. 2. 3. 4. 5. Administrators should understand sabbaticals are expensive and granted under exceptional and unique circumstances. The administrator is encouraged to discuss the proposal with their supervisor. The request for sabbatical should address the benefit to the District and be in line with the direction of the District. Administrator should send the request to Human Resources to coordinate a process for forwarding to the Superintendent. Notification process: Notification to the administrator should be in writing, including rationale, with an opportunity to meet with the Superintendent or designee.
(Board Policy 5250)
Administrators other than the Superintendent shall be evaluated in writing at least once during each school year in accordance with the procedures and criteria set forth in policy 6410. Responsibility for Evaluation: The administrative organizational plan of the school district shall be used to determine responsibility for evaluation of administrators. Evaluation Criteria: All administrative employees shall be evaluated at least annually in accordance with the criteria set forth in statute and in accordance with any other criteria established by the administrator and his/her supervisor. Opportunity for Confidential Conferences: During each school year each administrator shall have the opportunity for no less than two confidential conferences with his/her supervisor during the contract year. Additional Evaluations: In addition to the required annual evaluation, evaluators may make observations or evaluations at any time during the school year. Evaluation Procedures and Annual Report: 1. The evaluator shall complete an annual evaluation report. The evaluation format and document shall be developed by the Superintendent or designee. The administrator shall be provided with a copy of the annual evaluation report and copies of any additional written evaluation reports. The administrator shall sign the school district's copy of the annual report to indicate that she/he has received a copy of the report. The signature of the administrator does not, however, necessarily imply that the administrator agrees with the contents of the evaluation report. The annual evaluation report shall be forwarded to the district's Human Resources Department for filing in the administrator's personnel file.
School Administrator’s Performance Evaluation The principal and assistant principal evaluation procedure is viewed as an important component for improvement of instruction, administration, and the ongoing professional development of the principal and assistant. A group of principals and central office administrators developed an evaluation model and a guide to facilitate its implementation. The procedure reflects a process that provides more collegial support and guidance while meeting all criteria set forth in state law (Attachment #4.) This process has been incorporated into a supervision and evaluation cycle that includes formal visits and feedback from supervisors. (see Principal Performance Evaluation Guide)
Improvement Plan REMEDIATION PROCEDURES FOR TENURED PRINCIPALS I. GENERAL A. These procedures shall apply only to tenured principals, i.e., certificated administrators not subject to transfer to a subordinate certificated position pursuant to RCW 28A.405.230. The purpose of these procedures is to provide sufficient opportunity for tenured principals to remediate material performance deficiencies. These procedures have no application to, and shall not be applied in any way so as to preclude (1) discharge or adverse effect for sufficient cause pursuant to RCW 28A.405.300, or (2) nonrenewal for reasons other than remediable deficiencies pursuant to RCW 28A.405.210. As used herein, "administrator" means a tenured principal as defined in A, above, except as otherwise indicated.
PLAN OF IMPROVEMENT A. ESTABLISHMENT OF PLAN: In the event that an administrator has performance deficiencies in one or more areas defined in the evaluation criteria, goal setting, or job expectations, the supervisor and the administrator shall develop a mutually agreeable plan designed to improve the administrator's effectiveness in the deficient areas. (In connection with the development of such plan, consideration may be given to using the services of available resource persons to observe the performance, make recommendations for improvement, or to otherwise provide assistance with the plan of improvement.) If the supervisor and administrator are unable to agree upon a mutually acceptable plan of improvement, the supervisor may prepare and deliver such plan to the administrator. TIMING AND CONTENT OF PLAN: The date for establishing a plan of improvement shall depend upon the particular circumstances but shall be no later than March 15. The plan shall include the following elements: 1. 2. Specific areas of performance deficiencies; and A suggested specific and reasonable plan of improvement, including timelines.
ASSISTANCE DURING THE PLAN PERIOD:
During the plan period, the supervisor shall meet with the administrator in a manner consistent with the plan to supervise and discuss progress made by the administrator. The administrator may be removed from the plan at any time if he/she has demonstrated improvement to the satisfaction of the supervisor in those areas detailed in his/her plan.
SUPERVISOR'S POST-PLAN REPORT: Unless the administrator has previously been removed from the plan, the supervisor shall submit a written report to the Superintendent at the end of the plan period, which report shall identify whether the performance of the administrator has improved and which shall recommend an appropriate course of action. ACTION BY THE SUPERINTENDENT: Following the review of the report submitted by the supervisor, the Superintendent shall determine which course of action is proper and shall take appropriate action to implement such determination. In the event that the Superintendent makes a determination of probable cause for the nonrenewal of the administrator's contract, the Superintendent shall provide written notice thereof to the employee on or before May 15 pursuant to the requirement of RCW 28A.405.210.
REMEDIATION PROCEDURES FOR ADMINISTRATORS (OTHER THAN SUPERINTENDENT AND TENURED PRINCIPALS) I. GENERAL A. These procedures shall apply to all administrators, whether certificated or classified, who are recognized as administrators in the district's organizational structure, except for the Superintendent and tenured principals (as defined in RCW 28A.405.230). The purpose of these procedures is to provide opportunity for administrators to remediate material performance deficiencies. These procedures have no application to, and shall not be applied in any way so as to preclude, (1) discharge or adverse effect for sufficient cause pursuant to RCW 28A.405.300 or RCW 28A.400.300 (1); (2) nonrenewal pursuant to RCW 28A.405.210; (3) transfer to a subordinate certificated position pursuant to RCW 28A.405.230; or (4) transfer or reassignment of a classified administrator to a different or subordinate position pursuant to the district's management authority. The Superintendent will determine if a plan of improvement will precede an adverse personnel action (e.g., termination, nonrenewal, transfer to a subordinate position, and demotion) where the adverse personnel action is (1) based solely and exclusively on the administrator's performance
deficiencies and (2) is not based wholly or in part on other considerations such as discharge for misconduct, an administrative reorganization, consolidation of positions, elimination of positions, or a change in the duties and responsibilities of a position. E. F. II. As used herein, "administrator" means an administrator covered by these procedures, as defined in A, above. In the event the Superintendent determines a plan of improvement is needed, the following Section II, below, shall apply.
PLAN OF IMPROVEMENT A. ESTABLISHMENT OF PLAN: In the event that an administrator has material performance deficiencies in one or more areas defined in the evaluation criteria, goal setting, and/or job expectations, the supervisor and the administrator shall help to develop a mutually agreeable plan designed to improvement the administrator's effectiveness in the deficient areas. (In connection with the development of such plan, consideration may be given to utilizing the services of available resource persons to observe the performance, make recommendations for improvement, or to otherwise provide assistance with the plan of improvement.) If the supervisor and administrator are unable to agree upon a mutually acceptable plan of improvement, the supervisor may prepare and deliver such plan to the administrator. TIMING AND CONTENT OF PLAN: The time for establishment of a plan of improvement shall depend upon the particular circumstances. The plan shall include the following elements: 1. 2. C. Specific areas of performance deficiencies; and A suggested specific and reasonable plan of improvement, including timelines.
ASSISTANCE DURING THE PLAN PERIOD: 1. During the plan period, the supervisor shall meet with the administrator in a manner consistent with the plan to supervise and discuss progress made by the administrator. The administrator may be removed from the plan at any time if he/she has demonstrated improvement to the satisfaction of the supervisor in those areas detailed in his/her plan.
SUPERVISOR'S POST-PLAN REPORT: Unless the administrator has previously been removed from the plan, the supervisor shall submit a written report to the Superintendent at the end of the plan period, which
report shall identify whether the performance of the administrator has improved and which shall recommend an appropriate course of action. E. ACTION BY THE SUPERINTENDENT: Following the review of the report submitted by the supervisor, the Superintendent shall determine which course of action is proper and shall take appropriate action to implement such determination. In the event that the Superintendent makes a determination of probable cause for the nonrenewal of the administrator's contract, the Superintendent shall provide written notice thereof to the employee on or before May 15 pursuant to the requirement of RCW 28A.405.210.
CONDITIONS OF EMPLOYMENT •Complaint Procedures
In the event of a complaint expressed verbally or in writing, refer to Board Policy 5240 and 4312. •Program and Staff Reduction – Classified Staff
(Board Policy 5280)
Whenever the Board determines that programs and/or staff must be reduced, the following events shall occur: 1. 2. The Superintendent shall determine the extent of reduction in any given program. Supervising administrators will recommend to the Superintendent those administrative employees to be retained based on skills needed and performance experience of employees. Such selections will be at the sole discretion of the supervising administrator. In cases where the candidates for retention have equal qualifications, seniority within the district may be considered. The Superintendent will review the recommendations and forward his or her decision to the board for action. The Superintendent shall notify by certified mail those employees who will be adversely affected.
Program and Staff Reduction – Certificated Administrative Staff
(Board Policy 5281)
In the event the Board adopts a reduced educational program due to enrollment decline, a levy loss, termination or reduction of funding of categorically funded projects, or other significant reduction in revenue, the Board, upon recommendation of the Superintendent, will determine the number of certificated administrative positions to be eliminated or consolidated. The Superintendent will determine the specific positions and employees affected in the best interests of the District. In the event a certificated administrator is not retained as an administrator, but is eligible to be considered for retention in one or more teaching or other nonsupervisory certificated employment categories, such administrator shall be subject to the selection rules as set forth in the collective bargaining agreement appropriate to that employment group. Nothing in this policy shall restrict or limit the District's right to nonrenew, discharge, or transfer administrators to subordinate positions. The Superintendent shall take such action as may be required by statute to nonrenew or adversely affect the employment contracts of affected employees.
(Board Policy 5210)
All employees shall be subject to assignment, reassignment and/or transfer of position and duties by the Superintendent, or designee, such assignment to be in accordance with law, policies and procedures of the District. No employee will be placed in any position where direct administrative or supervisory authority is exercised by his or her spouse or other close relatives. The District will provide the opportunity for an employee to apply for a transfer or reassignment to another position. The Superintendent or designee shall be responsible for such transfer or reassignment selection. Each year, the Human Resources Department will request all administrators to indicate their intentions for future employment with Everett Public Schools. At other times during the year, administrators may request transfer of assignment by submitting a letter to the Human Resources Department, explaining the specific circumstances for the request. Human Resources will notify employees of the disposition of such request. Involuntary transfers will be made based on the needs of the District and the skills of the employee. These assignments will be made and verified by written notice. When an opening is identified or created for which EASA members may be qualified to fill (excluding cabinet level positions), EASA members will be notified of the opening. Interested and qualified EASA members may submit a letter of interest in the open position to the Human Resources Executive Director. The district will make every reasonable effort to identify position qualifications prior to the internal posting and selection process. The district will determine the interest and qualifications of EASA members prior to posting an opening for outside consideration.
SALARY SCHEDULES In the event that a percentage salary increase is granted generally to nonsupervisory certificated employees of the District, the salary schedule for EASA members shall be increased by the same percentage.
ADMINISTRATORS’ PROFESSIONAL GROWTH Expectations: It is the District’s expectation that administrators participate in District and out-of-district activities directly related to the performance of their duties with sensitivity toward what is reasonable to be away from the work site. Principals receiving their credentials since 8/31/87 are required to take 150 hours every five years to maintain their Administrative Credential. Conferences/Workshops/Travel/Memberships/Professional Materials: EASA and the leadership team mutually recognize the value and importance of ongoing professional development. As such supplemental funding ($500) for certificated and classified administrators to use for travel, workshop pay, additional professional memberships, and professional materials is maintained by the office of Associate Superintendent for Instruction. This professional development should be designed to enhance professional knowledge and skills, support the district strategic plan, and school and district improvement plans. Administrators may share their allotment with one another. Professional Membership Dues: The District pays for one professional membership dues per year for certificated administrators. Institutional membership in Washington State ASCD is paid by the District for certificated administrators. Contact the office of Associate Superintendent of Instruction for information. National Conference Attendance: The District supports the cost of certificated administrators each year to attend national conferences. A rotating list has been established so that principals and assistant principals have the opportunity to attend every three years. The current rotation schedule is included as Attachment #5. Travel requests should be submitted to the Associate Superintendent for coding and approval. Tuition Reimbursement: Certificated administrators may seek reimbursement for credit or clock hour classes related to advanced coursework. The Tuition Request form (Attachment #6) must be completed and submitted to the Associate Superintendent by June 30 for the following year. Once all tuition requests are received, a determination will be made as to reimbursement amounts based on the available budget. Note: Tuition reimbursement may be considered taxable income by the IRS. Tuition Reimbursement is budgeted year-to-year depending on available funding. First consideration for full reimbursement will be given to those administrators required to complete their professional certification program. Administrators pursuing their first advanced degree in education for which they are seeking reimbursement will be given next consideration. Certificated Mentoring Program: New administrators are mentored with another administrator during the first year of their employment as an administrator in the Everett Public Schools. Mentors provide on-going support to new administrators by explaining the District philosophy and procedures, and answering questions as they arise. The purpose of the administrator mentor program is to ensure that all new administrators have direct access to support and information. Mentors are selected
based on the compatibility of job assignments and personal attributes. The new administrator's supervisor selects the mentor. GUIDELINES FOR USE OF DISTRICT TECHNOLOGY, PROCUREMENT CARDS, AND CONNECT-ED® Use of Internet/E-mail Use of district internet and e-mail systems should support the goals and objectives of the district. Occasional personal use is permitted; however, neither system can be used to conduct commercial or any other moneymaking type activities. This assumes that occasional personal use will help staff become more proficient with internet technologies, and that this, in turn, will indirectly assist with district-related uses of the internet. All use of internet technologies must be in conformity with state and federal law, network provider policies, licenses, and district policy. (See Board policy 5225.) District Cellular Telephones District-paid cellular phones and service plans are strictly for business use. No personal use of district-paid service plans is allowed. However, an employee may add a personal use service plan to a district-owned cellular telephone provided the employee assumes all financial responsibility for the plan. (See board policy 8800.) Scan Lines The scan line may only be used for district business. Procurement Card District issued procurement cards may only be used on district business for purchasing materials and supplies and for the payment of travel expenses, excluding meals. All charges made must be properly documented and accounted for in a timely manner. (See Business Office Manual, section 2.04.) Connect-ED® The district has specific guidelines regarding the use of the Connect-Ed® communications system. These guidelines may change from year to year. Please review the Connect-Ed® Communications System Guidelines which are distributed to school administrators and staff who are trained to use the system.
Attachment #1: Attachment #2: Attachment #3: Attachment #4: Attachment #5: Attachment #6: Attachment #7: Attachment #8: Attachment #9:
Administrative Work Calendar Payroll Absence Verification Form Request for Leave of Absence Principal Performance Self-Evaluation National Conference Attendance Rotation Schedule Tuition Request Form Human Resources Contact List Forms Available from Human Resources Retirement/Resignation Form
CONFERENCE DATA (FORMATIVE DOCUMENT)
Statutory criteria (RCW 28A.405.100) relating to duties of the principal: 1. The principal will demonstrate knowledge of, experience in, and training in recognizing good professional performance, capabilities and development. 2. The principal will demonstrate knowledge and skills in school administration and management. 3. The principal will demonstrate knowledge and skills and expertise in school finance. 4. The principal will demonstrate knowledge and skills in professional preparation and scholarship. 5. The principal will demonstrate results of effort toward improvement. 6. The principal will demonstrate interest in pupils, employees, patrons and subjects taught in school. 7. The principal will demonstrate the characteristics of leadership.
8. The principal will demonstrate knowledge skills and abilities in the performance of
evaluation of school personnel.
SCHOOL ADMINISTRATOR TRAVEL TO NATIONAL CONVENTIONS THREE-YEAR ROTATION SCHEDULE
ELEMENTARY SCHOOL Principals Shannon Koehnen(GA) Carla Barton (WH) passed 08-09 Brenda Fuglevand (FV) Kimberly Gilmore (SF) Janelle Phinney (HA) Gerard Holzman (MO) Jeff Newport (EM) David Jones (CW) Betty Cobbs (WO) Kert Lenseigne (VR) Mary O’Brien (SL) Linda Butler interim (MC) Karen Koester - interim (JE) Shelley Petillo (PC) Robin Imai(JA) Mark Toland (MA) Colleen Welsh (LO)
X X X X X X X
X X X
Holly Martinez (EM/PC) Mary McDaniel ( HA/VR)
MIDDLE SCHOOL Principals Sherri Kokx (EIS) Janet Gillingham (HWD) passed 0809 Peter Scott (GWY) Kelly Shepherd (NOR) Joyce Stewart (EVG) X 2009-10 2010-11 X
Assistant Principals John Balmer (HWD) Bryan Toutant (NOR) Elizabeth Nunes (GWY) Anita Roberson(EIS) Tony Wentworth (EVG) X X X
HIGH SCHOOL Principals Terry Cheshire (JHS) Sally Lancaster (SHS) Catherine Matthews (EHS) Cathy Woods (CHS) Assistant Principals Eric Bush (EHS) Larry Fleckenstein (CHS) Larry Fritts (JHS) Don Lichty (JHS) Nyla Fritts (JHS) Jack Roy (EHS) Linda Tyrrell (CHS) Stefani Koetje (EHS) Dave Peters (CHS) X X X X X 2009-10 2010-11 X
ADMINISTRATOR ADVANCED COURSEWORK TUITION REQUEST Due no later than June 30, 2011 to Associate Superintendent--Instruction
Program (i.e., Masters, Doctorate, Continuing Ed.) College/University Length of Program/Time Remaining Description of Program
Making application soon Application submitted and waiting for confirmation of acceptance Admitted to program
Estimated cost per quarter/semester Estimated cost September 1, 2010August 31, 2011 *********************************************** Office use only: Reimbursement approved: Amount:
Tuition Reimbursement Form Submitted for Payment:
Everett Public Schools
The Human Resources Department handles all employment issues for District employees and persons applying for positions with Everett Public Schools. Human Resources is located in the Longfellow Building, Room 202. Whom to Contact:
ADMINISTRATION (Administration & Central Support) Lynn Evans, Executive Director ...............................................................................4101
Administrative Personnel Hiring, Evaluations, Performance Issues Labor Management Labor Relations (Certificated Groups: EEA, EASA) Administrative Internships & Placements
Gayle Watts, Executive Staff Assistant .............................................................................4101
TEACHER ASSISTANCE & MENTORING Instructional Facilitator LaRae Marks .......................................................................................................................... 4038
Randi Seaberg, Director ................................................................................................. 4104
Recruitment, Hiring Evaluations Support Conduct Support Student Teachers/Interns Labor Management (EEA) Trust
Deanne Pilkenton, Confidential Secretary ......................................................................4103 Employment (Applications & Hiring Process) Cheryl Plumb, Administrative Assistant ...................................................................4113 Information, Job Postings & Announcements Debra Wisniewski .........................................................................................................4100 Benefits (Open Enrollment, Leaves of Absence, L&I Claims, Disability) Arlene Vollema-Rich, Benefits Technician ....................................................................4115
CLASSIFIED Carol Stolz, Director.........................................................................................................4119
Recruitment, Hiring Evaluations Support Conduct Support Classified Interns Labor Management (Classified Groups: EAP, EAEOP, ECEA, ELNA, SEIU, Trades)
Cheryl Plumb, Administrative Assistant ............................................................................4113 Employment (Applications & Hiring Process) Cheryl Plumb, Administrative Assistant, CLASSIFIED ...............................................4113 Benefits (Open Enrollment, Leaves of Absence, L&I Claims, Disability) René Boswell, Benefits Technician ...................................................................................4116
Substitute Desk (Recruitment, Hiring)
Ingrid Stafford, Substitute Coordinator........................................................................4111 EMPLOYEE RECORDS
MANDY BENSON, Supervisor-Certification & Records...............................................4129 Certificated Staffing Issues Janea Carrell, Certificated Staff Technician ................................................................4121
Laurie Sullivan, Certificated Staff Technician (.5 FTE) ...........................................4120
Classified Staffing Issues
Shelley Carpenter, Analyst .............................................................................................4124 TITLE IX Randi Seaberg, Director .................................................................................................4104
Affirmative Action Officer Carol Stolz, Director .............................................................................................. 4106
Forms Available from Human Resources
The following information and forms are available on the District website, www.everett.k12.wa.us. Select the Staff Tab – Benefits. Benefits Benefit Information- link to information regarding medical and dental benefits, flexible spending accounts, short-term and long-term disability, life insurance, etc.
Leave of Absence
Request for Leave of Absence FormCertification of Health Care Provider for Employee's Serious Health Condition (required for all employee medical and maternity leave of absences) Certification of Health Care Provider for Family Member's Serious Health Condition Certification of Qualifying Exigency for Military Family Leave Certification for Serious Injury or Illness of Covered Service Member for Military Family Leave Employee Rights and Responsibilities Under the Family and Medical Leave Act Notice – Military Leaves (explains the various types of military leave of absence options for District employees)
Shared Leave Application to Receive Shared Leave Medical Documentation Shared Leave Donation Form -- Annual Employees Shared Leave Donation Form -- Non-Annual Employees RCW's regarding Shared Leave Miscellaneous
Accident / Incident Report (revised 09.05.2008) Approval of College and Clock Hour Credits for Salary Placement Bloodborne Pathogens Exposure Packet Professional Development Training Hours for Paraeducators Beneficiary Designation Form (for all retirement plans) Change of Address/Name Form Immunization Memo & Form Key Points for Certificated Staff (Salary Placement, Transcripts, Credits, Clock Hours, Certificates, Contracts) Retirement/Resignation Letter Transfer Interest and Preference Form Verification of Classified Employment
Benefits, Leaves of Absence and On-the-Job Injuries – Certificated Staff Arlene Vollema-Rich………………………4115 Benefits, Leaves of Absence and On-the-Job Injuries – Classified Staff René Boswell………………………………4116 Retirement Issues Linda Bundy……………………………….4164
EASA BOARD 2010 – 2011 Co-Presidents Vice-President Secretary Treasurer Board Members High Middle Elementary Central Office Mark Toland and Cathy Woods Becky Ballbach Randi Seaberg Karen Buchmann Larry Fritts, Catherine Matthews Kelly Shepherd, Bryan Toutant, Janet Gillingham Gerard Holzman, Kert Lenseigne Bob Sotak
EXECUTION – SIGNATURES Executed this ____ day of ___________. 2010 at Everett, Washington, by the undersigned by the authority of and on behalf of the Everett Public Schools and the Everett Association of School Administrators.
FOR THE ASSOCIATION FOR THE DISTRICT
Cathy Woods President, EASA
Dr. Gary Cohn Superintendent
Mark Toland President, EASA
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