eterson County Pb Sols ‘Adminitrative Otis ‘VanHoose Education Center SS rovbortno : Coto, ens 402224000 (can aor March 38,2019 Vin ewa Dr. Wayne Lewis, Commissioner of Education Kentucky Department of Education 300 Sower Boulevard Frankfort, Kentucky 40601 RE: Request for Documentation Dear Dr. Lewis: This letter isn response to your emeil sent March 14, 2019, regarding a request for Jefferson County Public Schools (JCPS) employee sick leave documentation and records. Pursuant to KRS 156.010 and 156.210, you specifically requested the following: 11. The names of all teachers that colled in sick for February 28, Morch 5-7, and/or March 12-14, 2019 and the days) for which each teacher called in sick; 2. Any and all affidaviesor certificates of a reputable physician stating thot the employee wos ill or caring for anil family member an the day(s) the employee called in sick 0s required by KRS 161.:55 for the granting of any sick leave; and 3. Documentation ofthe districts policies, procedures, and/or protocols for collecting sick leave affidavits or certificates and verifying qualification forthe granting of sick leave. Response to Request #1: JCPS utlizes a third-party vendor to provide a web-based technology platform for certified employees to request leave and the resulting request fora substitute teacher (httos://www jefferson, ent-login). Note that ths process is fr the leave/substtute request only and isnot the process used to collect affidavits or certificates of reputable physicians after the sick eave occurs. On an average student attendance day in J0P5, there are approximately fve-hundred (500) certified employee absences due to sick, person, emergency, miltary and other types of leaves permitted by Jefferson County Board of Education (JCBE) policy. On the days in question, the requests forleave numbered inthe thousands. We have been in contact with our vendor since last week and we are working with them on the best way to extract and compile the records in response tothis request. Because ofthe number of days involved (6) and the voluminous files, ‘maintained by the vendor, lam requesting an extension of fve (5) addtional business days to comply with this request. Response to Request #2: Cther than the date of March 5, | canceled school distlct-wide on all of the dates referenced in your request. As have stated publily JCPS could not conduct School safely on those days due to the predicted number of teacher absences that exceeded ‘our available supply of substitute teachers. Because school was canceled on those days, the requested leave of certified school-based employees became moat when those days became snon-contract days. Affidavits or certificates of reputable physicians are required to be submitted afte a sick leave occurs and are not required to be submitted by school-based Certified staff for days that are non-contract days. Itis also my understanding that KDE counsel has advised that ths request is only for days canceled by districts. Asa result of the cancelation of the school calendar days in question, and because March 5 was a day JCPS was in session, there are no documents or records responsive to this request. Response to Request #3: Please see attached documents in response to this request. Feel free to contact me with any additional questions. Sincerely, MA (ee Martin A. Polio, €4.0. Superintendent Enclosures Deanna Durrett, KDE General Counsel Kevin C, Brown, JCPS General Counsel