District of Champions

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Contents Mission Statement 5

Philosophy 5

Board of Education Meetings 5

Nondiscrimination Policy 5

505-6-.01THE CODE OF ETHICS FOR EDUCATORS 6

Introduction 6

Definitions 6

Standards 7

Standard 1: Legal Compliance 7

Standard 2: Conduct with Students 7

Standard 3: Alcohol or Drugs 7

Standard 4: Honesty 8

Standard 5: Public Funds and Property 8

Standard 6: Remunerative Conduct 8

Standard 7: Confidential Information 9

Standard 8: Required Reports 9

Standard 9: Professional Conduct 9

Standard 10: Testing 9

Reporting 10

Disciplinary Action 10

Staff Involvement in Decision Making 11

Staff Conflict of Interest 11

Staff Participation in Political Activities 11

Workday 11

Overtime 12

Work year* 12

Employee Benefits 13

Life Insurance. 13

Tax Sheltered Savings. 13

Supplemental Employee and Dependent Life. 13

Flexible Benefits Plan 14

Long Term Care 14

American Family Life (AFLAC). 14

Dental Insurance-The Guardian 14

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Open Enrollment and the State Health Benefit Plan 14

State Health Benefit Plan 15

Direct Deposit Plan. 15

Obra 93 (Omnibus Budget Reconciliation Act of 1993). 15

Short Term Disability. 16

Long Term Disability. 16

Workers’ Compensation Claims. 16

BILL OF RIGHTS FOR THE INJURED WORKER 17

YMCA Membership 18

Credit Union 18

FINANCIAL 19

Cashing Payroll Checks 19

Payroll 19

Charges and Purchase Orders 20

Professional Learning Workshop Pay 20

Handling School Finances 20

Activity Fund 20

Athletic Fund 20

LEAVE 21

Blood Donations 21

Religious Leave 22

Maternity Leave 22

EMPLOYMENT 26

Release of Information from School Records 26

School Property Management 26

Commercial Advertising 27

Professional Dress Code 29

TRAVEL 29

Fieldtrips 29

Employee Transportation of Students 29

Procedure for Reporting Vehicle Accidents with System-owned Autos 29

Travel Regulations/Reimbursements 29

Meals 30

Lodging 31

Maintenance, Technology, Transportation and Supply Requests 31

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Use of System Facilities by Outside Groups 31

System-wide Events 31

LBOE - GAM 32

Drug-Free Workplace 32

Reporting Child Abuse 33

Required Reading Materials 33

Moment of Reflection 33

Safety-Sensitive Functions 34

COMPLAINTS/GRIEVANCES 34

Title II in Sports Coordinator & Title IX Coordinator, Section 504 Coordinator, Homeless Liaison 38

Student Reporting Acts of Sexual Abuse or Sexual Misconduct 39

20-2-1184. Reporting of Students Committing Prohibited Acts 39

Reporting Fraudulent Activity 39

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General Information

Board of Education

Todd Bennett, Chairman tbennett@rose.net 229-227-0047

Kejar Butler, Vice Chairman butlerk@tcitys.org 229-413-2214

David Cone dcone@conemachinery.com 229-224-5600

Hazel Jones jonesh@tcitys.org 229-228-0252

Mary Williams-Scruggs scruggsma@tcitys.org 229-558-9985

Chris Rodd crodd@wbwk.com 229-226-2161

Corey Sumner sumnerc@tcitys.org 229-221-1799

Laine Reichert, Superintendent reichertl@tcitys.org 229-225-2600

Administration (229) 225-2600 Office (229)226-6997 FAX

Laine Reichert Superintendent (ext. 1001)

Daniel Oldham Asst. Superintendent for Instruction & Curriculum (ext. 1026)

Dana Rollins Director of Teaching, Learning & Assessment (ext. 1025)

Carla DuBose Director of Human Resources (ext. 1003)

Julia Bailey Director of Federal Programs (ext. 1008)

Rhoda Gouin Director of Special Education (ext. 1018)

Thomas Rosser Director of Finance (ext. 1013)

Karen Rehberg Director of School Nutrition (ext. 1007)

Tina McBride Director of Student Services (ext. 1023)

Ross New Director of Operations (ext. 1010)

Ivey Manwaring Director of Instructional Technology and Digital Media (ext. 1011)

Principals

Melvin Hugans Harper Elementary (229) 225-2622

Lawana Rayburn Jerger Elementary (229) 225-2625

Brian Beaty Scott Elementary (229) 225-2631

Travet Witherspoon MacIntyre Park Middle School (229) 225-2628

Shannon Norfleet Thomasville High School (229) 225-2634

Assistant Principals

Emily Newman Jerger Elementary (229) 225-2625

Ben Tillman Harper Elementary (229) 225-2622

Nathan Espy MacIntyre Park Middle School (229) 225-2628

Jordan Williams Thomasville High School (229) 225-2634

Chris Merritt Thomasville High School (229) 225-2634

Directors

Jeanene Wallace Scholars Academy (229) 228-3397

Jennifer Jordan, Assistant Director Scholars Academy (229) 228-3397

Chris Merritt Athletics (229) 225-2634

Coordinators

Terry Fye Thomasville Performance Center (229) 225-2687

Chris Merritt Title IX (229) 225-2634

Angie Ellis Student Intervention, THS (229) 225-2628

Pamela Cloud Dean of Students, MPMS (229) 228-3397

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Notice: This handbook is for informational purposes only, and it shall not be considered an extension of any employee

contract nor shall it create any contractual relationship between any employee and the Board of Education. The Board

of Education reserves the right to alter or amend this handbook in whole or in part in such matters as it in its sole

discretion may deem appropriate at any time and without notice. This handbook supersedes all prior handbooks.

Mission Statement

The mission of the Thomasville City Schools is to ensure a safe, orderly climate in which quality educational

experiences maximize the individual potential of all learners. Our learning organization will produce problem

solvers, life-long learners, and productive members of our local and global communities.

Philosophy

The Board of Education is committed to a philosophy of service to children. This objective is to help each child

develop as a mature individual and as a contributing member of society. The board believes that this objective can

best be met through the development of a school program with the scope to encompass the intellectual, physical,

vocational, civic, social and aesthetic needs of children in a democratic society.

The Board of Education realizes that an effective public school program must not only be directed toward common

needs of all children, but must also consider the unique differences and needs of each individual.

The Board of Education recognizes that the guardianship of public education is a trust and obligation that the goals

of education are fundamentally the goals of democracy.

The Board of Education believes that its purpose and objectives can best be realized when the program of education

is directed through written board policies based on the state statutes and on the needs of the individual students.

Board of Education Meetings

The Thomasville City Board of Education meets on the fourth Tuesday of each month, with the exception of

November and December. Most meetings will be held at The Thomasville City Board of Education on 404 North

Broad Street, Floor 3. The December and May meetings are held at a school. The meetings begin at 5:00 PM. In

order to bring a concern to the attention of the Board, a written request must be submitted to the superintendent’s

office before 10:00 AM on the Thursday morning preceding a regular business meeting. Those individuals who

desire to address the board with questions or concerns will meet with the superintendent prior to being placed on

the agenda. Board of Education committees meeting during alternating months.

Nondiscrimination Policy

The Thomasville City School System does not discriminate on the basis of race, color, or national origin (Title VI

of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972 and the Perkins Act of 1998

and 2006); disabilities (Section 504 of the Rehabilitation Act of 1990), or military service in educational programs

or activities receiving federal financial assistance.

Students, parents, employees and the general public are hereby notified that the Thomasville City Board of

Education does not discriminate in any educational programs or activities or employment policies. Thomasville

City Schools does not discriminate based on race, color, national origin, sex, disability, or military service. The

following individuals have been designated as the employees responsible for coordination the school system’s

efforts to implement this nondiscrimination policy.

Title II in Sports Coordinator & Title IX Coordinator: Christopher Merritt, 229-225-2666 (x1008)

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Section 504 Coordinator & ADA: Dr. Rhoda Gouin, 229-225-2666 (x1018)

Effective January 1, 2018

505-6-.01 THE CODE OF ETHICS FOR EDUCATORS

(1) Introduction

The Code of Ethics for Educators defines the professional behavior of educators in Georgia and serves as a guide

to ethical conduct. The Georgia Professional Standards Commission has adopted standards that represent the

conduct generally accepted by the education profession. The code defines unethical conduct justifying disciplinary

sanction and provides guidance for protecting the health, safety and general welfare of students and educators, and

assuring the citizens of Georgia a degree of accountability within the education profession.

(2) Definitions

a) “Breach of contract” occurs when an educator fails to honor a signed contract for employment

with a school/ school system by resigning in a manner that does not meet the guidelines

established by the Georgia Professional Standards Commission.

b) “Certificate” refers to any teaching, service, or leadership certificate, license, or permit issued by authority

of the Georgia Professional Standards Commission.

c) “Child endangerment” occurs when an educator disregards a substantial and/or unjustifiable risk of bodily

harm to the student.

d) “Educator” is a teacher, school or school system administrator, or other education personnel who holds a

certificate issued by the Georgia Professional Standards Commission and persons who have applied for

but have not yet received a certificate. For the purposes of the Code of Ethics for Educators, “educator”

also refers to paraprofessionals, aides, and substitute teachers.

e) “Student” is any individual enrolled in the state’s public or private schools from preschool through grade

12 or any individual between and including the ages of 3 and 17 under the age of 18. For the purposes of

the Code of Ethics and Standards of Professional Conduct for Educators, the enrollment period for a

graduating student ends on August 31 of the year of graduation.

f) “Complaint” is any written and signed statement from a local board, the state board, or one or more

individual residents of this state filed with the Georgia Professional Standards Commission alleging that

an educator has breached one or more of the standards in the Code of Ethics for Educators. A “complaint”

will be deemed a request to investigate.

g) “Revocation” is the invalidation of any certificate held by the educator.

h) “Denial” is the refusal to grant initial certification to an applicant for a certificate.

i) “Suspension” is the temporary invalidation of any certificate for a period of time specified by the Georgia

Professional Standards Commission.

j) “Reprimand” admonishes the certificate holder for his or her conduct. The reprimand cautions that further

unethical conduct will lead to a more severe action.

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k) “Warning” warns the certificate holder that his or her conduct is unethical. The warning cautions that

further unethical conduct will lead to a more severe action.

l) “Monitoring” is the quarterly appraisal of the educator’s conduct by the Georgia Professional Standards

Commission through contact with the educator and his or her employer. As a condition of monitoring, an

educator may be required to submit a criminal background check (GCIC). The Commission specifies the

length of the monitoring period.

m) “No Probable Cause” is a determination by the Georgia Professional Standards Commission that, after a

preliminary investigation, either no further action need be taken or no cause exists to recommend

disciplinary action.

(3) Standards

(a) Standard 1: Legal Compliance

An educator shall abide by federal, state, and local laws and statutes. Unethical conduct includes but is not

limited to the Commission or conviction of a felony or of any crime involving moral turpitude; of any other

criminal offense involving the manufacture, distribution, trafficking, sale, or possession of a controlled substance

or marijuana as provided for in Chapter 13 of Title 16; or of any other sexual offense as provided for in Code

Section 16-6-1 through 16-6-17, 16-6-20, 16-6-22.2, or 16-12-100; or any other laws applicable to the profession.

As used herein, conviction includes a finding or verdict of guilty, or a plea of nolo contendere, regardless of

whether an appeal of the conviction has been sought; a situation where first offender treatment without

adjudication of guilt pursuant to the charge was granted; and a situation where an adjudication of guilt or

sentence was otherwise withheld or not entered on the charge or the charge was otherwise disposed of in a

similar manner in any jurisdiction.

(b) Standard 2: Conduct with Students

An educator shall always maintain a professional relationship with all students, both in and outside the

classroom. Unethical conduct includes but is not limited to:

1) committing any act of child abuse, including physical and verbal abuse;

2) committing any act of cruelty to children or any act of child endangerment;

3) committing any sexual act with a student or soliciting such from a student;

4) engaging in or permitting harassment of or misconduct toward a student that would violate a state or

federal law;

5) soliciting, encouraging, or consummating an inappropriate written, verbal, electronic, or physical

relationship with a student;

6) furnishing tobacco, alcohol, or illegal/unauthorized drugs to any student; or

7) failing to prevent the use of alcohol or illegal or unauthorized drugs by students who are under the

educator’s supervision (including but not limited to at the educator’s residence or any other private

setting).

(c) Standard 3: Alcohol or Drugs

An educator shall refrain from the use of alcohol or illegal or unauthorized drugs during the course of

professional practice. Unethical conduct includes but is not limited to:

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1) being on school or Local Unit of Administration (LUA)/school district premises or at a school or a

LUA/school district-related activity while under the influence of, possessing, using, or consuming illegal

or unauthorized drugs; and

2) being on school or LUA/school district premises or at a school-related activity involving students while

under the influence of, possessing, or consuming alcohol. A school-related activity includes, but is not

limited to, any activity sponsored by the school or school system (booster clubs, parent-teacher

organizations, or any activity designed to enhance the school curriculum i.e. Foreign Language trips, etc).

(d) Standard 4: Honesty

An educator shall exemplify honesty and integrity in the course of professional practice. Unethical conduct

includes but is not limited to, falsifying, misrepresenting or omitting:

1) professional qualifications, criminal history, college or staff development credit and/or degrees, academic

award, and employment history;

2) information submitted to federal, state, local school districts and other governmental agencies;

3) information regarding the evaluation of students and/or personnel;

4) reasons for absences or leaves;

5) information submitted in the course of an official inquiry/investigation; and

6) information submitted in the course of professional practice.

(e) Standard 5: Public Funds and Property

An educator entrusted with public funds and property shall honor that trust with a high level of honesty,

accuracy, and responsibility. Unethical conduct includes but is not limited to:

1) misusing public or school-related funds;

2) failing to account for funds collected from students or parents;

3) submitting fraudulent requests or documentation for reimbursement of expenses or for pay (including

fraudulent or purchased degrees, documents, or coursework);

4) co-mingling public or school-related funds with personal funds or checking accounts; and

5) using school or school district property without the approval of the local board of education/governing

board or authorized designee.

(f) Standard 6: Remunerative Conduct

An educator shall maintain integrity with students, colleagues, parents, patrons, or businesses when accepting

gifts, gratuities, favors, and additional compensation. Unethical conduct includes but is not limited to:

1) soliciting students or parents of students, or school and/or LUA/school district personnel, to purchase

equipment, supplies, or services from the educator or to participate in activities that financially benefit the

educator unless approved by the local board of education/governing board or authorized designee;

2) accepting gifts from vendors or potential vendors for personal use or gain where there may be the

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appearance of a conflict of interest;

3) tutoring students assigned to the educator for remuneration unless approved by the local board of

education/governing board or authorized designee; and

4) coaching, instructing, promoting athletic camps, summer leagues, etc. that involves students in an

educator’s school system and from whom the educator receives remuneration unless approved by the

local board of education/governing board or authorized designee. These types of activities must be in

compliance with all rules and regulations of the Georgia High School Association.

(g) Standard 7: Confidential Information

An educator shall comply with state and federal laws and state school board policies relating to the

confidentiality of student and personnel records, standardized test material and other information. Unethical

conduct includes but is not limited to:

1) sharing of confidential information concerning student academic and disciplinary records, health and

medical information, family status and/or income, and assessment/testing results unless disclosure is

required or permitted by law;

2) sharing of confidential information restricted by state or federal law;

3) violation of confidentiality agreements related to standardized testing including copying or teaching

identified test items, publishing or distributing test items or answers, discussing test items, violating local

school system or state directions for the use of tests or test items, etc.; and

4) violation of other confidentiality agreements required by state or local policy.

(h) Standard 8: Required Reports

An educator shall file reports of a breach of one or more of the standards in the Code of Ethics for Educators,

child abuse (O.C.G.A. §19-7-5), or any other required report. Unethical conduct includes but is not limited to:

1) failure to report all requested information on documents required by the Commission when applying for

or renewing any certificate with the Commission;

2) failure to make a required report of a violation of one or more standards of the Code of Ethics for

educators of which they have personal knowledge as soon as possible but no later than ninety days from

the date the educator became aware of an alleged breach unless the law or local procedures require

reporting sooner; and

3) failure to make a required report of any violation of state or federal law soon as possible but no later than

ninety (90) days from the date the educator became aware of an alleged breach unless the law or local

procedures require reporting sooner. These reports include but are not limited to: murder, voluntary

manslaughter, aggravated assault, aggravated battery, kidnapping, any sexual offense, any sexual

exploitation of a minor, any offense involving a controlled substance and any abuse of a child if an

educator has reasonable cause to believe that a child has been abused.

(i) Standard 9: Professional Conduct

An educator shall demonstrate conduct that follows generally recognized professional standards and preserves

the dignity and integrity of the education profession. Unethical conduct includes but is not limited to any conduct

that impairs and/or diminishes the certificate holder’s ability to function professionally in his or her employment

position, or behavior or conduct that is detrimental to the health, welfare, discipline, or morals of students.

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(j) Standard 10: Testing

An educator shall administer state-mandated assessments fairly and ethically. Unethical conduct includes but is

not limited to:

1) committing any act that breaches Test Security; and

2) compromising the integrity of the assessment.

(4) Reporting

a) Educators are required to report a breach of one or more of the Standards in the Code of Ethics for

Educators as soon as possible but no later than ninety (90) days from the date the educator became aware

of an alleged breach unless the law or local procedures require reporting sooner. Educators should be

aware of legal requirements and local policies and procedures for reporting unethical conduct. Complaints

filed with the Georgia Professional Standards Commission must be in writing and must be signed by the

complainant (parent, educator, or other LUA/school district employee, etc.).

b) The Commission notifies local and state officials of all disciplinary actions. In addition, suspensions and

revocations are reported to national officials, including the NASDTEC Clearinghouse.

(5) Disciplinary Action (a) The Georgia Professional Standards Commission is authorized to suspend, revoke, or deny certificates, to

issue a reprimand or warning, or to monitor the educator’s conduct and performance after an investigation is

held and notice and opportunity for a hearing are provided to the certificate holder. Any of the following

grounds shall be considered cause for disciplinary action against the holder of a certificate:

1. unethical conduct as outlined in The Code of Ethics for Educators, Standards 1-11 (GaPSC Rule 505-6-

.01);

2. disciplinary action against a certificate in another state on grounds consistent with those specified in the

Code of Ethics for Educators, Standards 1-11 (GaPSC Rule 505-6-.01);

3. order from a court of competent jurisdiction or a request from the Department of Human Resources that

the certificate should be suspended or the application for certification should be denied for non-payment

of child support (O.C.G.A. §19-6-28.1 and §19-11-9.3);

4. notification from the Georgia Higher Education Assistance Corporation that the educator is in default and

not in satisfactory repayment status on a student loan guaranteed by the Georgia Higher Education

Assistance Corporation (O.C.G.A. §20-3-295);

5. suspension or revocation of any professional license or certificate;

6. violation of any other laws and rules applicable to the profession; and

7. any other good and sufficient cause that renders an educator unfit for employment as an educator.

(b) An individual whose certificate has been revoked, denied, or suspended may not serve as a volunteer or be

employed as an educator, paraprofessional, aide, substitute teacher or in any other position during the

period of his or her revocation, suspension or denial for a violation of The Code of Ethics. The

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superintendent and the educator designated by the superintendent/Local Board of Education shall be

responsible for assuring that an individual whose certificate has been revoked, denied, or suspended is not

employed or serving in any capacity in their district. Both the superintendent and the superintendent’s

designee must hold GaPSC certification. Should the superintendent’s certificate be revoked, suspended, or

denied, the Board of Education shall be responsible for assuring that the superintendent whose certificate

has been revoked, suspended, or denied is not employed or serving in any capacity in their district.

Authority O.C.G.A. § 20-2-200; 20-2-981 through 20-2-984.5

Staff Involvement in Decision Making

It shall be the policy of the Board to encourage employee input into the decision-making process through school

improvement planning and school advisory councils. The superintendent and principals are authorized to establish

such communities as necessary to recommend curriculum and professional learning procedures.

Staff Conflict of Interest

No employee shall give a written or oral endorsement to any company or representative for any periodical, book or

product which may be offered for sale to schools, parents, or students. No employee of the school board shall

accept any gift, favor, or service that might improper influence in the discharge of his/her official duties.

Lists of employees, teachers, or students may not be distributed to persons or organizations without the approval of

the superintendent or designee.

Staff Participation in Political Activities

Employees who are absent in excess of three personal leave days due to public office-holding shall not be fulfilling

the terms of their contracts and shall be subject to termination or non-renewal. An employee who intends to

campaign for an elective public office shall notify the superintendent in writing at the earliest possible moment of

the office which he/she intends to seek and whether the employee intends to resign his/her position thereof. No

employee shall use school system facilities, equipment or supplies for campaigning, nor shall the employee discuss

the campaign with school personnel during the work day; nor shall the employee use any time during the working

day for campaign purposes.

Workday

11 & 12 Month Certified School Staff: 7:45-3:45* for office hours and any designated school function.

Teachers P-12: 7:45-3:30* plus time as needed for PTO, faculty meetings, conferences, etc.

Central Office Administrative Staff (11& 12 month): 8:00-4:30* plus time as needed for staff meetings,

conferences, etc. (One hour for lunch)

*Hours denote minimum time at school. Professional obligations such as professional learning, parent-teacher

meetings, and school duties may require hours beyond the stated ones. Principals may modify hours as

necessary to meet school needs and to accommodate morning and afternoon duty assignments.

● School Clerical: 7 ½ hours per day plus 30 minutes for lunch as designated by the principal

● Central Office Clerical: 8:00-4:30 with one hour for lunch

● *Paraprofessionals: hours vary depending upon pay status and assignment

● Maintenance: 7:00 AM-4:00 PM with one hour for lunch

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● Custodians: Eight (8) hour work day in addition to 30 minutes of unpaid lunch on campus for a 40 - hour

work week as scheduled by the Service Solutions Manager

● Bus Drivers: varies, hours as designated by the Transportation Coordinator

● School Nurse: Same workday as teachers; nurses may be assigned duty the same as teachers

● Food Service Managers: 8 hours per day, 192 days per year

● Food Service Assistants: Schedule set by Food Service Manager and Director of School Nutrition

*Duty free lunch is not part of the paid workday for paraprofessionals. Paraprofessionals who have lunch while on

duty supervising students may have their lunch time count as part of their work hours. Duty free lunch does not

count as work time; a seven-hour paraprofessional who has 30 minutes for duty-free lunch would be on campus 7

½ hours, seven hours of work plus 30 minutes of duty-free, unpaid lunchtime.

Overtime

Classified employees fall into two categories: those who are eligible for overtime pay and those who are “exempt”

form overtime pay. Employees are exempted from overtime pay eligibility based on their salary level and job duties.

“Exempted” employees are paid a straight salary to fulfill the routine duties assigned to them. Exempted employees

will not be paid overtime for duties that are part of their regular job descriptions. Exempted employees will be paid

overtime only when they are assigned duties that are not directly related to their regular positions. Non-exempt

employees will be paid overtime whenever their supervisor directs them to work beyond the official workday. Non-

exempted employees must not work beyond the official workday without approval by their principal, director, or

supervisor.

All classified employees overtime must be pre-approved in writing by the employee’s principal, director, or

supervisor. Non-exempt classified employees should report to work no earlier than 15 minutes prior to the start of

their workday and should leave no later than 15 minutes after the end of their workday. Principals and supervisors

may not authorize overtime without prior approval in writing from the Superintendent. Approved overtime may be

credited for pay or as “comp. time.” Compensatory time accumulates at the rate of 1 ½ hours of comp. time for each

hour worked beyond the 40-hour work week.

Time sheets for overtime are due on the tenth of each month. Comp. time must be used during the fiscal year in which

it was earned. Comp. time will be allowed for certified employees only in extenuating circumstances and only when

approved in advance and in writing by the Superintendent.

Work year*

● Central Office Staff: varies by terms of contract

● Principals: twelve month employees

● Assistant Principals: varies by terms of contract

● 12 Month Certified Employees: 228 days (38 days more than basic 190-day contract): July 1-June 30

● 12 Month Classified Employees: 223 days as listed on system calendar: July 1-June 30

● 11 Month Employees: (19 days more than 190-day contract as listed on system calendar dates)

● K-12 Paraprofessionals: 180 days (all student days)

● Preschool Paraprofessionals: 190 days (all teacher workdays)

● Custodians: 223 days as listed on system calendar: July 1-June 30

● Maintenance: 223 days as listed on system calendar: July 1-June 30

● Bus Drivers: 180 days (all student days)

● Food Service Managers: 190 work days per year, to include 5 pre-planning days; 2 post-planning days; 3

in-service days.

● Food Service Assistants: Work 187 days per year, to include 2 pre-planning days; 1 post-planning and 3

in-service days.

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● School Nurse: 190 days, same as teachers

All workdays are noted on the system calendar. Days are demarcated as follows: 12ME (workday for 12 month

employees), 11ME (workday for 11 month employees), T (work day for teachers), S (student day). Eleven and

twelve month employees must work or use available leave on designated work days. Hours spent fulfilling

coaching or other duties may not be used to offset workdays unless approved in advance by the Superintendent.

Employees who have extra days that are less than eleven-month status will work days as defined by their

supervisor.

Employee Benefits

Reporting name changes, address changes, changes in dependents or in beneficiaries to retirement programs and

insurance programs is the responsibility of the employee. Name and address changes should be reported as soon as

possible to the Payroll and Benefits Coordinator and to the Human Resource Specialist.

Those employees covered under the benefits program for the Thomasville City Schools are all active full-time

employees. The benefits include long-term disability, life insurance, a tax-sheltered savings plan, retirement

systems, and group health insurance. Employees are eligible for specific benefits depending upon the terms of their

employment and the number of hours that they work per week.

Those employees not covered under the benefits program are substitute teachers, adjunct (attached as

temporary) faculty members, workshop participants, consultants, summer school teachers, work-study

students and most part-time employees.

The tax-sheltered savings program will not cover teachers of night, off-campus or short-term programs. Employees

who work full-time are eligible for a Tax-Sheltered Savings on the contract salary or salary schedule for the full-

time job, but if a full-time employee also has a part-time job with the system, the employee is not eligible for a tax-

sheltered savings in connection with the part-time employment.

Life Insurance- The Board of Education pays a premium to insure all employees. Each employee receives a

$50,000.00 term life policy. Upon retirement (before age 65) this policy may be extended. The amount of the policy

is subject to revision based on changes in insurance rates and the system budget.

Tax Sheltered Savings- Employees who are eligible for membership in the Georgia Teachers Retirement System

participate in a tax sheltered savings plan (403(b)) as an alternative to Social Security. The school board contributes

on behalf of each employee a percentage of the employee’s salary, and the employee contributes an amount. The

contribution rate (which is subject to change at any time) is set by the board as part of its budgetary process.

Employees may also make additional contributions through 457 and Roth IRA 403(b) plans. Edward Jones is the

plan advisor and The Hartford is the plan administrator for the system’s 403(b), 457, and other tax sheltered savings

plans. For more information about the tax-sheltered savings programs, contact Eric Von Hellens at 229-225-9393 or

by email at erik.vonhellens@edwardjones.com.

Employees who are members of the Public School Employees Retirement System and who were employed by the

system prior to September 1, 2006, are members of either the Tax Sheltered Savings program or Social Security

depending upon their choice made on September 1, 2006. All employees hired after September 1, 2006, who are

members of the Public School Employees Retirement System, will be covered by Social Security instead of the

mandatory Tax Sheltered Savings program. All employees are eligible to make voluntary contributions to the Tax

Sheltered Savings plan.

Supplemental Employee and Dependent Life- All employees are eligible for this term life insurance. This benefit

is employee paid. Acceptance is guaranteed up to $150,000.00 for an employee, $15,000.00 for spouse, and

$10,000 per child, but only if you elect coverage during your New Hire enrollment. This coverage may be extended

upon termination of employment (before age 65).

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Flexible Benefits Plan- (Section 125). Employees may save state and federal taxes by having their health, dental

and supplemental premiums deducted on a pre-tax basis. The Unreimbursed Medical benefit allows employees to

payroll deduct up to $2,700.00 per year on a pre-tax basis to pay for out-of-pocket expenses such as deductibles,

coinsurance, copays, orthodontia, and vision expenses. The Dependent Care benefit allows employees to pay for

child care expenses on a pre-tax basis, up to $5,000.00 per year. Up to $500.00 will roll over, with 12 months to

spend any balance remaining at the year-end. There is a $4.00 per month cost for this plan.

Long Term Care- UNUM Provident is the provider for Long-Term Care. Long-Term Care is the type of care

received either at home or in a facility when someone needs assistance with the activities of daily living or has

suffered a severe cognitive impairment. Agent Thomas Grover may be reached at 229-228-6980 or Agent Scott

Sterling may be reached at 229-227-0755 if you are interested in this benefit.

American Family Life (AFLAC) - All employees are eligible for group rates on intensive care, accidental, and/or

cancer insurance. Information may be obtained from the company representative, Big Oak Advisors- 229-227-0775

or AFLAC- 1-800-992-3522.

Vision Insurance

The plan is offered through the VSP network. A regular eye exam in network will be a $10.00 copay once per year.

If the employee wants to replace their lenses, it will be a $25.00 copay in network once per year. The frame benefit

is once every other year. That benefit is $130.00 toward a pair of frames. If the employee would like contacts

instead of glasses, they will receive $130.00 toward the contacts as well. Out-of-network benefits are less.

Dental Insurance -The Guardian- Two dental plans are available. Rates are as follows:

* Rates are subject to change

High Plan Employee $42.59 Family $110.43

Low Plan Employee $34.19 Family $92.93

Preventive Care is paid 100% with no deductible: two cleanings per year and x-rays. Basic services are paid at 80%

(Dental High Plan) 60% (Dental Low Plan). For other services, please refer to the Employee Benefits Guide. The

annual $50.00 deductible applies to Basic and Major Services only. As a new employee, preventive and basic

services are covered immediately, with a 12 month waiting period on major services. If coverage is declined upon

employment, you would be considered a “late entrant.” Late entrants have a 6 month waiting period on basic

services and 12 months on major with an additional 12-month penalty period. Employees who leave employment

with the school system and wish to continue their dental coverage may do so for 18 months.

Colonial Life

There are 3 Medical Bridge plans which are offered. This benefit is beneficial if the employee is anticipating a

hospital stay or out-patient surgery for the upcoming year. There is a $500.00, $1,000.00, and $1,500.00 benefit.

Other benefits are also available including some doctor visit and diagnostic tests reimbursement, and well benefits.

Transamerica Universal Life

This product is a permanent life insurance with long term care included. As a New Hire you will have

guaranteed issue of up to $150,000. For more information, contact Dean Donathan at 229.224.6055.

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State Health Benefit Plan

Benefit eligible employees are provided the opportunity to enroll in group health insurance provided by the State

Health Benefit Plan. Individual and dependent coverage options are available. Open enrollment is held during the

fall of each year. For qualifying events, please refer to the SHBP Members Decision Guide. Please visit the State

Health Benefit Plan web site for more information.

How to Login to State Health Benefit Plan: www.myshbpga.adp.com

If you are unable to access your account, please contact SHBP Member Service by phone at 800-610-1863.

Direct Deposit Plan - Any employee may enroll in the direct deposit plan by completing a Direct Deposit

Authorization Form and returning it to the payroll and benefits coordinator at the Central Office. All

information must be on file with the central office before the 10th of each month.

Obra 93 (Omnibus Budget Reconciliation Act of 1993): Insurers must allow parents to enroll for

family coverage when required by court order to provide health coverage for their child. (No time

limitation applies for changing coverage.) Pre-existing limitation must be waived for adopted children

and coverage will be allowed at the time of placement in the home (must file for change in coverage

within 31days).

Short Term Disability: A short-term disability insurance is offered through Guardian Insurance Company. The

plan pays 60% of salary, tax-free. This program is designed to protect you from loss of income due to an accident

or an illness. Benefits begin on the 15th day and are paid for up to 150 calendar days from the date disability began.

Short-term disability is employee paid through payroll deduction at a variable rate. Maternity is covered.

Acceptance is guaranteed if you enroll as a New Hire. If you enroll later you will be required to fill out an

application and may be declined.

Long Term Disability-The Board of Education pays the premium for a long term disability plan for all employees.

If you become disabled and cannot work, benefits will begin on the 151st day and the plan will pay you 60% of your

salary until you recover or until age 65. There is no cost to the employee for this plan.

Medicare Coverage

The Internal Revenue Service requires that all local government employees hired after March 31, 1986, be covered

by Medicare. 1.45% of the employee’s salary will be withheld for this program.

Workers’ Compensation Insurance: The Board provides Workers’ Compensation Insurance for all school

employees. An employee must report immediately (within 24 hours) to the principal or department head any

accident which occurs while the employee is on duty. Claims must be reported to the Workers’ Compensation

contact person at each work site.

Should an injury require medical treatment, the injured must select a physician from the Panel of Physicians listed

below:

● Archbold Memorial Hospital Emergency Room (only in the event of an emergency)

● Archbold Urgent Care Center

● Thomasville Orthopedic (Dr. Charles E. Hancock, MD)

● Thomasville Family Medicine (Dr. Sanders/ Dr. Poole)

● The Hughston Clinic (Kevin J. Collins, MD)

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● South Ga. Surgical Associates (John J. Cascone, MD)

● South Ga. Neurological Institute (Craig A. Fredericks)

Workers’ Compensation will not begin paying salary benefits to an employee injured on the job until after the end

of the first seven days. In order to avoid hardship for any employee, the Board will pay salary and benefits for the

first seven days from accumulated sick leave or will pay whatever portion of the days has been accumulated.

Employees who are eligible for Workers’ Compensation benefits and who have accumulated sick leave may (1)

elect to remain at full salary and use sick leave days in order to continue group insurance, retirement, etc., or (2)

elect to accept Workers’ Compensation benefits (about 66 2/3% of salary). If the Workers’ Compensation benefits

option is selected, sick leave days will not be deducted for time out, but the employee must make individual

arrangements with the personnel department for continuing group insurance and any other payroll deductions for

which he/she may be obligated. If an employee is out for 21 consecutive days as a result of the injury, (s)he will

then receive payment for the first week and adjustments will be made to the salary accordingly. (See LBOE Policy

EGAA)

Workers’ Compensation Claims- Claims against Workers’ Compensation Insurance must be filed with

the principal and the Human Resource Department within 24 hours. The principal or designee is

responsible for having the “Employee First Report of Injury” form completed and submitted to Human

Resource Department on the day of the injury.

GEORGIA STATE BOARD OF WORKERS' COMPENSATION

BILL OF RIGHTS FOR THE INJURED WORKER

As required by law, O.C.G.A. §34-9-8 1. 1, this is a summary of your rights and responsibilities.

The Workers Compensation Law provides you, as a worker in the State of Georgia, with certain rights and

responsibilities should you be injured on the job. The Workers' Compensation Law provides you coverage for a

work-related injury even if an injury occurs on the first day on the job. In addition to rights, you also have certain

responsibilities. Your rights and responsibilities are described below:

Employee's Rights

1) If you are injured on the job, you may receive medical rehabilitation and income benefits. These benefits

are provided to help you return to work. Your dependents may also receive benefits if you die as a result of

a job-related injury.

2) Your employer is required to post a list of at least six doctors or the name of the certified WC/MCO that

provides medical care, unless the Board has granted an exception. You may choose a doctor from the list

and make one change to another doctor on the list without the permission of your employer. However, in an

emergency, you may get temporary medical care from any doctor until the emergency is over, then you

must get treatment from a doctor on the posted list.

3) Your authorized doctor bills, hospital bills, rehabilitation in some cases, physical therapy, prescriptions,

and necessary travel expenses will be paid if injury was caused by an accident on the job.

4) You are entitled to weekly income benefits if you have more than seven days of lost time due to an injury.

Your first check should be mailed to you within 21 days after the first day you missed work. If you are out

more than 21 consecutive days due to your injury, you will be paid for the first week.

5) Accidents are classified as being either catastrophic or non-catastrophic. Catastrophic injuries are those

involving amputations, severe paralysis, severe head injuries, severe burns, blindness, or of a nature and

severity that prevents the employee from being able to perform his or her prior work and any work

available in substantial numbers within the national economy. In catastrophic cases, you are entitled to

receive two-thirds of your average weekly wage but not more than $500 per week for a job-related injury

for as long as you are unable to return to work. You also are entitled to receive medical and vocational

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rehabilitation benefits to help in recovering from your injury. If you need help in this area call the State

Board of Workers' Compensation at (404) 656-3818.

6) In all other cases (non-catastrophic), you are entitled to receive two-thirds of your average weekly wage but

not more than $500 per week for a job related injury. You will receive these weekly benefits as long as you

are totally disabled, but no longer than 400 weeks. If you are not working and it is determined that you

have been capable of performing work with restrictions for 52 consecutive weeks or 78 aggregate weeks,

your weekly income benefits will be reduced to two-thirds of your average weekly wage but no more the

$334 per week, not to exceed 350 weeks.

7) When you are able to return to work, but can only get a lower paying job as a result of your injury, you are

entitled to a weekly benefit of not more than $334 per week for no longer than 350 weeks.

8) Your dependent(s), in the event you die as a result of an on-the-job accident, will receive burial expenses

up to $7,500 and two-thirds of your average weekly wage, but not more than $500 per week. A widowed

spouse with no children will be paid a maximum of $150,000. Benefits continue until he/she remarries or

openly cohabits with a person of the opposite sex.

9) If you do not receive benefits when due, the insurance carrier/employer must pay a penalty, which will be

added to your payments.

Employee's Responsibilities

1) You should follow written rules of safety and other reasonable policies and procedures of the employer.

2) You must report any accident immediately, but not later than 30 days after the accident, to your employer,

your employer's representative, your foreman or immediate supervisor. Failure to do so may result in the

loss of your benefits.

3) An employee has a continuing obligation to cooperate with medical providers in the course of their

treatment for work related injuries. You must accept reasonable medical treatment and rehabilitation

services when ordered by the State Board of Workers' Compensation or the Board may suspend your

benefits.

4) No compensation shall be allowed for an injury or death due to the employee’s willful misconduct.

5) You must notify the insurance carrier/employer of your address when you move to a new location. You

should notify the insurance carrier/employer when you are able to return to full-time or part-time work and

report the amount of your weekly earnings because you may be entitled to some income benefits even

though you have returned to work.

6) A dependent spouse of a deceased employee shall notify the insurance carrier/employer upon change of

address or remarriage.

7) You must attempt a job approved by the authorized treating physician even if the pay is lower than the job

you had when you were injured. If you do not attempt the job, your benefits may be suspended.

8) If you believe you are due benefits and your insurance carrier/employer denies these benefits, you must file

a claim within one year after the date of last authorized medical treatment or within two years of your last

payment of weekly benefits or you will lose your right to these benefits.

9) If your dependent(s) do not receive allowable benefit payments, the dependent(s) must file a claim with the

State Board of Workers Compensation within one year after your death or lose the right to these benefits.

10) Any request for reimbursement to you for mileage or other expenses related to medical care must be

submitted to the insurance carrier/employer within one year of the date the expense was incurred.

11) If an employee unjustifiably refuses to submit to a drug test following an on-the-job injury, there shall be a

presumption that the accident and injury were caused by alcohol or drugs. If the presumption is not

overcome by other evidence, any claim for workers' compensation benefits would be denied.

12) You shall be guilty of a misdemeanor and upon conviction shall be punished by a fine of not more than

$10,000.00 or imprisonment, up to 12 months, or both, for making false or misleading statements when

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claiming benefits. Also, any false statements or false evidence given under oath during the course of any

administrative or appellate division hearing is perjury.

The State Board of Workers' Compensation will provide you with information regarding how to file a claim and

will answer any other questions regarding your rights under the law. If you are calling in the Atlanta area the

telephone number is (404) 656-3818, outside the metro Atlanta area call 1-800-533-0682, or write the State Board

of Workers' Compensation at: 270 Peachtree Street, N.W., Atlanta, Georgia 30303-1299 or visit our website:

http://www.sbwc.georgia.gov. A lawyer is not needed to file a claim with the Board; however, if you think you

need a lawyer and do not have your own personal lawyer, you may contact the Lawyer Referral Service at (404)

521-0777- or 1-800 237-2629.

IF YOU HAVE QUESTIONS PLEASE CONTACT THE STATE BOARD OF WORKERS' COMPENSATION

AT 404-6563818 OR 1-800-533-0682 OR VISIT http://www.sbwc.georgia.gov

Willfully making a false statement for the purpose of obtaining or denying benefits is a crime subject to penalties of

up to$10,000.00 per violation (O.C.G.A. §34-9-18 and §34-9-19).

Employee Assistance Programs

The Employee Assistance Program (EAP) is a practical and constructive mechanism for dealing with an

employee’s personal and health problems that affect the work situation. It is also an aid to those employees and

their eligible family members who voluntarily wish to use the program as a means of resolving personal health

problems. The contact person for employees is the Personnel Director who serves as system coordinator for the

programs. Interested employees and/or eligible family members may contact the Human Resources Department at

the central office (225-2600, ext. 1003) or they may contact the Employee Assistance Programs directly by calling

228-2210 for Archbold EAP Program or 1-800-386-7055 for Guardian Work Life Matters EAP Program.

* The Archbold Employee Assistance Program has a 24/7 contact number to address any issues with drugs/alcohol,

etc. You will be able to communicate with a live person. The number is 1-800-238-8661. Please feel free to use this

service at any time.

YMCA Membership

The Thomasville YMCA has a corporate membership plan that entitles the employees of the city school system to

receive a 15% discount on YMCA memberships. Membership is paid through payroll deduction. Contact the

Payroll and Benefits Coordinator for further information. Employees may enroll in this option during open

enrollment, and the membership year will run January-December.

Factor Fitness

Factor Fitness offers the employees the option of payroll deduction as a convenient way to pay for your

membership, with joiner fees and annual fees waived.

Credit Union

All employees of the school system are eligible to participate in the Envision Credit Union and DOCO Credit

Union. Credit union deductions can be made through the payroll.

AirMedCare

AirMedCare network is an alliance of affiliated air ambulance provider. For more information, contact Peggy

Rhodes at 478.285.0898 or Peggy.Rhodes@airmedcarenetwork.com.

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FINANCIAL

Cashing Payroll Checks

All payroll and travel reimbursement checks should be cashed promptly.

Payroll

The payroll department uses the following codes or initials for deductions on monthly payroll:

PSERS - Public School Employees Retirement System

TRS - Teacher Retirement System

OASDI – Social Security

HI – Medicare Insurance

All other codes are fairly self-explanatory. Contact the Payroll Specialist at the central office with questions

concerning deductions. Please refrain from contacting the Payroll Specialist on paydays with general payroll or

benefits questions. The Payroll Specialist's time on paydays is reserved for individuals who have problems with

their paychecks.

Salary adjustments resulting from certification upgrades, excessive use of leave, changes in job responsibilities, or

for other reasons, will be made as warranted throughout the year. Pay adjustments typically will be spread across all

remaining payrolls in the contract year. Time sheets for overtime are due on the tenth of each month.

Charges and Purchase Orders

Do not change purchase orders via phone or letter without notifying the Bookkeeper or the Director of Finance.

Any purchases made without a purchase order or without prior authorization will become the personal

responsibility of the employee making the purchase. The school system will not pay bills for purchases that were

not properly authorized.

Purchase Orders/Payments

Three copies of the typed purchase order should be signed by the principal and forwarded to the central office for

purchase order number assignment. A copy of the invoice will be sent to the school. All purchases must be checked

in by the responsible person, with the invoice marked received, dated, signed and returned to the central office.

Payment will not be made until the invoice is signed and returned to the central office.

Charging Items/Ordering on Approval

No employee is to charge items of any kind to the school system or to order items on approval. In the event an

employee charges material or equipment, the employee will be personally liable for any payment and for return

shipping costs. The system will not reimburse the employee. Purchases must be handled through purchase orders

approved by the principal. Requisition forms, which require the signature of the principal, are available in each

school office.

Postage/Shipping Costs

Indicate the cost of postage and shipping on purchase orders.

Lunchroom Meals

All personnel, with the exception of food service employees, must pay the full cost for breakfast or lunch eaten at

any school. Please understand that meal charges are not allowed in the National School Lunch or Breakfast

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Program. Adults may not charge meals; however, a two-day grace period is given if a staff member’s lunch account

falls into a negative balance.

Summer Check Pick Up

June pay checks may be picked up on payday, 2:00 PM – 4:00 PM at the Board of Education office. ALL CHECKS

WILL BE POSTED FOR MAILING AT 4:00 PM.

Ticket Sales for Non-School Functions

Ticket sales for non-school activities shall not be conducted in the schools.

Phone Calls

No personal long-distance calls should be made from school phones. In the event of emergency, the call should be

charged to the employee’s home phone number. Teachers may not use cell phones in classrooms or while on duty

on any school campus. Principals may grant temporary permission for teachers to keep their cell phones turned on

for emergency calls from family members in extenuating circumstances. Teachers and other staff may not wear cell

phone ear pieces, such as the Bluetooth apparatus, in the classrooms or while on duty.

Professional Learning Workshop Pay

Payment for participation in workshops will be made at the end of the regular pay period. In the event a workshop

extends through one month into the next, the payment will be made at the end of the second month. Any extra

work, such as driving a bus, will be paid at the employee’s regular pay period.

Payroll Distribution

Checks are distributed on the last workday of the month. Requests for changes in payroll distribution must be

submitted by the tenth of each month to the payroll department.

Handling School Finances

All monies related to school matters must be receipted through the principal’s office. All deposit slips must be

signed by the principal prior to depositing money. Also see the School Activity Procedures Manual for more detail.

Activity Fund

1. Purchase invoices or bills are required for all disbursements from the activity fund.

2. All paid bills will be retained in a file for each organization.

3. Each organization will be notified in writing at least once a year as to its balance in the fund according to

school records.

4. Someone other than the bookkeeper will receive the unopened bank statement and prepare the bank

reconciliation each month.

Athletic Fund

1. Purchase orders will be required on all equipment and supplies purchased. These purchase orders must be

approved by the principal before the items are ordered.

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2. The athletic director must approve all purchase invoices and forward them to the bookkeeper for

payment. Purchase invoices or bills will be required for all disbursement.

3. Only one person will have access to the cash box in the vault.

4. Football ticket sales reports should have a place for the seller to sign the report and also a place for the

school to acknowledge.

5. After the deadline for purchasing season tickets has passed, an inventory of unsold tickets must be taken.

The unsold season tickets will then be sold on a game-to-game basis. These ticket sales must be

accurately accounted for by reference to the number of unsold tickets after each game, and the proceeds

must be reported on the ticket sales report for the office. All unsold basketball tickets will be retained for

future reference.

6. Unsold general admission football and basketball tickets will be inventoried at the end of the season.

7. Someone other than the bookkeeper will receive the unopened bank statement and prepare the bank

reconciliation each month.

Salary Information/Personnel Records

Except for those instances falling within the parameters of the Open Records Act, information concerning salaries

of individual employees of the Board of Education will not be released except after the employee has submitted a

written release. The official personnel file of each employee shall be open to inspection only by the employee, the

supervising principal, the superintendent and other necessary central office personnel, and such other persons as the

employee may authorize in writing. Inspections may be made only during the regular working day.

Salary Deductions

Except for payroll deductions required by the State or Federal government, all deductions made from salaries shall

be subject to Board approval and voluntary on the part of the employee. For all such deductions, the employee shall

complete a form authorizing the amount of deduction. Through voluntary payroll deductions, an employee may

provide for contributions to United Way, hospitalization/life insurance and credit union.

All eligible personnel who work more than half time are members of the Georgia Teachers’ Retirement System

with contributions made through payroll deduction. Maintenance employees, food service employees, and bus

drivers are members of the Public School Employees Retirement System.

Salaries due employees of the Board will be subject to garnishment.

Any absence from work must be recorded in the ESS electronic platform. If the leave is not sick, personal,

professional, vacation, or jury duty, pay will be deducted. For a teacher, the deduction of a day would be 1/190th of

the year’s salary.

LEAVE

Blood Donations

Employees shall be allowed a short time off to donate blood to the blood bank on request.

Professional Leave

The Thomasville City Board of Education will provide for professional leave to be used for attending meetings

related to one's teaching field or for observing programs and/or techniques being considered for adoption by the

Thomasville City School System. The Board of Education also will provide professional leave for attending

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required State Department of Education meetings and participating in workshops and meetings of professional

organizations and assisting with the evaluation of other systems by the Southern Association of Colleges and

Schools. Requests for professional leave must be submitted at least two weeks in advance and must have the

approval of the immediate supervisor and the superintendent. Professional leave days will not be deducted from

sick leave.

Bereavement/Emergency/Legal/Personal/Sick Leave

Employees may use sick leave for absences due to (a) personal illness, injury or exposure to contagious disease by

which the health of the pupils would be endangered by attendance on duty; (b) illness or death in the employee's

immediate family, which shall be interpreted to mean father, mother, grandparents, brother, sister, child, husband,

or wife, mother-in-law, father-in-law, grandchildren, relative living in residence of the employee,

roommate/significant others; (c) maternity leave for employees under conditions set forth in Georgia law.

Sick leave may be advanced/given with pay before the leave has been earned. If sick leave has been advanced and

is not subsequently earned, a deduction in salary will be made. Up to three days of sick leave may be used as

personal leave. Personal leave must be scheduled in advance with the principal for P-12 schools and the immediate

supervisor for central office employees. Employees who require a substitute must notify their supervisor at least

five days before a personal leave day is taken unless circumstances make such advance notice impractical.

A note from a physician may be required if an employee claims sick leave immediately before or after a holiday,

following a personal leave day or during pre- or post-planning, or if the sick leave request is excessive or otherwise

suspicious.

Sick leave may be accumulated up to 60 days. Employees who use more than 3 personal days per year will have

their pay adjusted on a daily pro rata basis.

Sick leave is earned at the rate of 1¼ days per contract month. Ten month employees earn 12.5 days; 11 month

employees earn 13.75 days, and 12 month employees earn 15 days per year accumulating to a total of 60 days, plus

the current year's allotment.

Sick leave accumulated by certified personnel after July 1, 1978, may be transferred to other Georgia Systems. Any

accumulated sick leave credited to a certified person shall be forfeited if such individual withdraws from service for

a period of 12 or more consecutive months.

Religious Leave

Leave for observance of religious holidays may be granted to personnel and deducted from personal leave.

Requests for such leave must be made to the principal or immediate supervisor.

Maternity Leave

A maternity absence without pay shall be granted pregnant employees for the purpose of childbearing in

accordance with the following guidelines:

1. NOTICE

An employee who becomes pregnant shall provide written notice thereof on appropriate system forms to

her principal and to the director of personnel as soon as pregnancy has been medically determined. The

notice will require a statement from her physician. The notice will include a space for the employee to

indicate if she desires to return to the classroom or other position during the current school year.

2. SICK LEAVE BENEFITS

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Sick leave benefits earned, including accumulated leave to the date of withdrawal for pregnancy, may be

used for disability due to pregnancy.

3. RE-EMPLOYMENT

It is understood that the superintendent must locate a qualified, certified and acceptable replacement. If

such a replacement is not available, it then becomes necessary, in order to protect the welfare of students,

to contract with a replacement for a longer period of time, up to the end of the school term.

If the employee's absence due to pregnancy extends through the remainder of the school term, she will be

given first consideration, upon written request, for a return to her same position for the following year. If

the school principal, after full consideration of the best interests of pupils, decides that such return is not

feasible at that time, she will be given priority consideration for any vacant position in the system for

which she is qualified and in which she is interested.

The Thomasville City School System will have discharged its responsibility under this policy after

offering active employment for the first vacancy for which the employee is qualified that occurs after the

individual has been declared eligible for return to active employment.

Military Leave

All full-time employees (except temporary personnel) shall be entitled to military leave for ordered military duty

with full employment, compensation and reinstatement rights as provided by law. An employee shall be allowed a

leave of absence from his/her duties while performing ordered military duty.

State law makes extensive provisions for military leave for public officers and employees. Among other things, the

law requires that military leave be accorded with pay for a period not exceeding 18 days in any one calendar year

and not exceeding 18 working days in any one continuous period of such absence. When the governor declares an

emergency, any employee called to active duty in the National Guard may have leave with pay up to 30 days.

“Ordered military duty” means any military duty performed in the service of the State of Georgia or the United

States, including but not limited to, attendance at any service school or schools conducted by the armed forces of

the United States by any employee as a voluntary member of any force of the organized militia or any reserve force

or component of the armed forces of the United States pursuant to orders issued by the competent State or Federal

authority, without the consent of the employee.

The Veterans Reemployment Rights Act prohibits an employer from denying an employee restoration to his/her

employment and all rights because of his/her being absent for training. (1) O.C.G.A. 38-2-279 (2) 38 USCA 2024

Other references: Georgia Board of Education Rule GBRI 160-5-1-.04

Public School Standards B 1 (1A.16)

Jury Duty

Full-time employees called to jury duty must apply for professional leave as soon as notified. No pay will be

deducted for those days served. Compensation received for serving on a jury does not need to be reported and may

be kept by the employee.

Personal Leave Without Pay

Personal leave without pay may be granted in unusual circumstances for reasons approved by the superintendent or

designee.

Family and Medical Leave Eligibility

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Employees of the Thomasville City Board of Education who have been employed for 12 months or more and who

have worked at least 1250 hours during that time, are entitled to 12 weeks of unpaid leave per year in connection

with:

1. the birth and first year care of a child;

2. the adoption or foster parent placement of a child;

3. the illness of an employee’s spouse, child, or parent with respect to a serious health condition, defined as

one that requires in-patient care in a hospital, hospice or residential medical care facility, or which

requires continuing treatment by a health care provider; or

4. the employee’s own illness.

In the instance of birth, adoption and foster placement, the entitlement for child-care ends after (1) the child reaches

the age of 1 year, or (2) 12 months after the adoption or placement.

Entitlement for leave associated with illness of a child occurs only where the child is under 18 years of age or is

incapable of self-care due to mental or physical disability.

Amount of Leave Available

In cases where both spouses are employed by the Thomasville City Board of Education, the combined amount of

leave for child birth, adoption and family illness is limited to 12 weeks.

The unpaid medical and family leave provided under this policy includes and extends up to 12 weeks the period of

sick and/or personal leave provided under other policies of the Thomasville City Board of

Education. However, an employee is not eligible for unpaid leave under this policy until any paid leave provided to

the employee under other Board policies has been taken.

Notification of Anticipated Leave

Except where circumstances are such that reasonable advance planning is not possible, employees must provide the

personnel office at least 30-day notice of the date when leave is to begin. With respect to foreseeable family or

employee illness, the employee shall make reasonable effort to schedule treatment, including intermittent and

reduced hour leave, so as not to disrupt unduly the operations of the school system, subject to approval of the

employee’s or family member’s health care provider.

Benefits

Benefits accrued by the employee before leave is taken will not be altered by the employee's absence under this

policy. The employee is entitled to continuation of health benefits during the leave period. Upon return, the

employee is entitled to restoration to an equivalent position with equivalent pay, benefits and conditions of

employment.

If an employee fails to return to work after the leave period has expired, the Board of Education may recover the

health benefits premium expenditures extended to the employee during the leave period.

Required Certification

The Board of Education requires that a request for leave be supported by certification issued by the appropriate

health care provider of the eligible employee or the son, daughter, spouse or parent of the employee. The

certification shall include (1) the date that the condition commenced, (2) the duration,

(3) the necessity for the employee’s leave and (4) the employee’s inability to perform his/her job functions. The

Board of Education reserves the right, at its own expense, to designate a second health care provider

(other than a school system employee) to provide a second opinion. A third such opinion, should it be necessary,

shall be binding. Upon the employee’s return to work, the school system may require the employee to provide

certification by his/her health care provider that the employee is able to resume work

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Special Provisions

If an employee begins leave under this policy within three weeks before the end of the academic term and the

duration of the leave is greater than five working days, the Board of Education may require the employee to

continue to take leave until the end of the term.

The Board of Education may deny coverage under this policy to an employee whose salary is in the highest 10% of

the employees employed by the school system if such denial is necessary to prevent substantial and grievous

economic injury to the Thomasville City School System’s operations.

The Superintendent shall make, keep and preserve records showing compliance with the Family and Medical Leave

Act and in accordance with the Fair Labor Standards Act of 1938 and federal regulations.

Holidays and Vacations

● 12-Month Certified Staff **-10 days vacation per year, with the approval of the supervisor and holidays

indicated on system calendar. (228 days of work and 10 days of vacation)

● 11-Month Certified Staff - (209 days of work and no vacation days)

● Teachers and Paraprofessionals PreK-12 - Holidays indicated on the system calendar.

● 12-Month Classified * - 10 days vacation per year, with the approval of the principal or supervisor,

provided the employee began work by Sept. 1; one week if the employee began after Sept. 1, but before

January 1; and holidays indicated on the system calendar. Vacation leave is earned (pro-rated) based on

months worked. Up to five unused vacation days may be carried forward. Twelve month employees may

accrue up to 20 days of accumulated unused leave.

● 11-Month Classified ** - Holidays indicated on the system calendar; no vacation days

● Bus Drivers - Observe all student holidays.

● Food Service Managers and Assistants - Observe all teacher holidays during the school year.

● School Nurses -190 days, holidays same as teachers.

IF JULY 4 IS ON A WEEKEND, THE FOLLOWING MONDAY WILL BE TAKEN AS A HOLIDAY.

* The five Fall Break days are workdays for certified 12 month employees.

**Employees with teaching or other school-based responsibilities may not use vacation days when

school is in session.

Employees who earn vacation leave may use vacation leave in lieu of sick leave at their request. Sick leave days

accumulate for retirement purposes. Employees who wish to use a "vacation day" in lieu of a "sick day" should

send the request in writing to the Payroll and Benefits Coordinator. Effective June 30, 2005, twelve month

employees may carry forward up to five unused vacation days per year. An employee may accumulate up to 20

days of vacation leave to carry forward. Employees who have unused vacation leave upon separation from the

school system will be paid for unused vacation leave.

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EMPLOYMENT

Release of Information from School Records

Court rulings spell out specific rights and procedures concerning student records. Parents must be allowed to see

all information contained in his/her child's school records. Employees should exercise great discretion in the use of

any information from permanent record folders or from standardized testing results.

Resignation

Written resignations are required when employees choose to leave the system.

Certified employees under contract cannot be released from that contract without penalty unless the Board chooses

to grant the request. No certified employee will be released from his/her contract after June 1 except in case of

extreme emergencies. Certified personnel shall consider a signed contract for employment as binding on both the

Board and the individual. If a resignation is submitted after June 1 by an employee under contract, the Board will

expect the employee requesting release to fulfill the contract until such time as a qualified and satisfactory

replacement has been secured.

Classified employees may resign with at least two weeks’ notice to allow adequate time for the school system to

secure a replacement. A written resignation is required. The resignation should be submitted to the Director of

Personnel, with a copy to the employee’s immediate supervisor. It should contain the date, the employee’s present

position, the date the resignation will be effective, and if the employee chooses, the reason(s) for the resignation

and a signature. Additional comments are optional.

Transfers

The transfer of employees within the school system shall be determined by the superintendent. An employee may

submit a written request for a transfer to the Human Resource Department and the building level

Administrator/principal. The hiring administrator will review all transfer requests when they review other

applications for vacancies. Transfer applicants may or may not be interviewed. If an employee requesting a transfer

is selected for a vacancy, the hiring administrator will contact the current supervisor to obtain approval. If approved

by all parties, the transfer may be recommended to the Superintendent for approval. The superintendent may grant

the transfer if it is determined that it is in the best interest of the system and the employee.

Retirement

All eligible employees are enrolled in the Teachers’ Retirement System of Georgia. All other classified employees

are enrolled in the Public School Employees’ Retirement System. Deductions in payroll provide the individual’s

contribution to the retirement systems. The Board must have a written letter on file stating the effective date of

retirement.

School Property Management

No school equipment or property may be sold, exchanged or moved to another location without the permission of

the Director of Maintenance & Operations. Questions regarding the borrowing of school property of any type

should be referred to the principal. School equipment and/or property are not to be used for private gain. All new

materials or equipment should be promptly added to the school inventory.

Reporting Employee Absences

All absences should be reported through the online absence management system.

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Commercial Advertising

Any supplies, materials, services or programs bearing commercial references in any form and used in the

instructional program or in any other manner on school property must be prior approved by the Superintendent (See

Board Policy KJ).

Certification

Although the school system personnel department will help with securing certification information, it should be

understood that ultimately, certification is a personal responsibility. All professional personnel employed in the

system must hold a valid Georgia certificate. It is the responsibility of the employee both to provide the

certificate initially and to have the certificate updated when necessary.

For questions regarding state certification, professional personnel need to deal directly with the personnel

department. It is strongly recommended that all certification packets be mailed by the personnel office.

Employees whose certification expires will not be renewed for the following year unless renewal requirements have

been submitted by April 1 of the year in which the certification expires. (See Professional Learning.)

Tobacco-Free Environment

The use of tobacco products is prohibited at all times inside any building, vehicle, or on school grounds of the

Thomasville City School System. The prohibition on the use of tobacco products by employees extends beyond

school hours and beyond campuses where employees are directly instructing or supervising students or where

students are being transported to and from school activities.

Physical Examinations

The Board of Education requires physical examinations for:

a. All bus drivers. (Examination is due before the first day of driving.)

b. All food service personnel. (Examination is due before the first day of employment.)

Employee Professional Image Policy

Staff choices concerning dress send clear messages to our colleagues, our students, and our community. It is

important that those choices speak to a high level of professionalism. Acceptable personal appearance, like proper

maintenance of work areas, is an ongoing requirement of employment with Thomasville City Schools. Radical

departures from conventional dress or personal grooming and hygiene standards are not permitted.

Policy

All employees are expected to have a neat, clean, and professional appearance at all times. Exceptions to the

professional dress code include “Unity” Mondays and “Spirit” Fridays.

Professional Dress Code ● “Unity Mondays”

● Professional attire should fit appropriately. Clothing should not fit too tightly or too loosely.

● Proper hygiene is required.

● Necklines should be respectable and not reveal cleavage.

● Clothing must cover undergarments at all times.

● Shirts must cover the midriff at all times, sitting, standing, bending, or reaching.

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● Skirts or dresses should be a modest length.

● If a skirt is worn that has a kick-pleat, split on the side(s), in the front or back, the amount of leg exposure

should be kept to a minimum.

● Any style of cropped pants or shorts should be worn below the knee.

● Men should wear dress or khaki pants with a collared shirt (no t-shirts).

● Men will be allowed to wear mock neck shirts with school logos; however, these collarless shirts should not be

perceived as t-shirts.

● Turtleneck shirts (full or half-neck) are allowed.

● Teachers may wear “leggings” beneath dresses or skirts (NOT shirts) that are just above the knee.

● All employees are to refrain from wearing casual sandals (such as rubber flip-flops or beach sandals). Dress

sandals for women are allowed. Coaches who teach physical education are allowed to wear appropriate athletic

wear and shoes as dictated by this job assignment. However, coaches who teach academic classes should wear

professional attire as outlined above.

● Certain categories of employees will be allowed to wear designated “uniforms” for their specific job

assignment.

“Unity” Monday Attire

● “Unity” day will be observed each Monday.

● Each Monday, you may wear jeans ONLY IF you wear the system designed shirt(s). These designs will be the

only acceptable designs allowed for the showing of Bulldog Spirit on Mondays. The purchase of the shirt is a

fundraiser with no additional donation requested to wear jeans on Mondays.

“Spirit” Friday Attire

● “Spirit” day will be observed each Friday.

● Jeans are only allowed on “Spirit” Friday if the employee is participating in a specifically approved event, such

as Relay for Life, school-based fundraisers, etc. The wearer must have a visible sticker indicating

himself/herself as an event participant.

● Only on “Spirit Friday” will T-shirts with a Thomasville City Schools’ logo (system or school) be allowed.

Otherwise, the guidelines for T-shirts apply as stated above.

● Regular professional attire should be worn if the above “Spirit” Friday attire is not chosen.

Unacceptable Attire

● Denim clothing of any type that has been torn, ripped, or that has cutouts or elaborate artwork

● Dresses or blouses with spaghetti-straps (without an accompanying jacket)

● Excessive jewelry (no more than 2 earrings per ear)

● Earrings or jewelry in other pierced exposed body parts (including lips, nose, or tongue)

● Earrings for men in the workplace

● Hats, head wraps, headgear, unless of religious significance to the wearer (this does not include hair bands)

● Sweat pants or sweat shirts, and any form fitting apparel

Supervisors are held accountable for ensuring that the dress code is properly followed at all times by all employees.

Anyone who is dressed inappropriately for work may be asked to go home to change into appropriate attire. The

incident will be documented.

Building administrators have the discretion to require other standards of appropriate dress as necessary.

Should you have any questions about whether a specific item of clothing is appropriate, please contact your

supervisor prior to wearing the item in question. To be safe. . . “If in doubt, don’t wear it.”

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Teacher of the Year

Thomasville City Schools will select a teacher of the year. Each school will choose one candidate for teacher of the

year for a total of 6 nominees for the district. Each school will have its candidate chosen by the end of April. Each

candidate will be chosen to represent their school based on the school’s criteria. A district level teacher of the year

will be chosen from among the 6 school representatives by completing and submitting a packet to the Thomasville

City School’s Selection Committee. The Thomasville City School’s District Teacher of the year will be announced

at the May School Board Meeting. The District winner will represent the Thomasville City Schools in the Georgia

Teacher of the Year (TOTY). The candidate for the Ga. TOTY should be a certified teacher (with a clear and

renewable certificate) who: (1) is an exceptional, dedicated, knowledgeable, and skilled teacher planning to continue

in active teaching status; (2) inspires students of all backgrounds and abilities to learn; (3) has the respect and

admiration of students, parents, and colleagues; (4) plays an active and useful role in the community as well as in the

school; and (5) is poised and articulate and possesses the energy to withstand a taxing schedule.

TRAVEL

Fieldtrips

Written approval from a parent or guardian is required for each student. The teacher should have approval for the

trip from the principal and make arrangements for transportation before mentioning the fieldtrip to students or

parents. Fieldtrips during testing periods should be avoided. No fieldtrips will be approved in May unless there are

extenuating circumstances.

Employee Transportation of Students

Because of liability issues, employees are strongly discouraged from transporting students in employee-owned

vehicles.

System Vehicles

System vehicles are for official school use only and are not to be driven by students, with the exception of the

driver-training car.

Procedure for Reporting Vehicle Accidents with System-owned Autos

Report all accidents involving City Board of Education vehicles to the appropriate policing authority (sheriff, city

police, state patrol). If possible, obtain a copy of the report at the scene.

Immediately report the accident to the Transportation Coordinator with the following information: a) names of all

persons involved; b) location; c) cause of accident; and d) any other significant information.

Travel Regulations/Reimbursements

An individual will be reimbursed for reasonable and necessary expenses incurred while traveling away from

headquarters or residence on approved official travel. Reimbursement for travel will be paid only if such travel is

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approved in writing before the travel occurs. Reimbursement claims must be submitted within 30 days from the

travel date. The system’s reimbursement form is available under the finance/documents tab on the system’s

webpage at www.tcitys.org.

Personnel who receive travel expense reimbursement from sources other than the local school system, such as

RESA, etc., may not receive dual payments for the same expenses. If a second reimbursement is received,

reimbursement must then be made to the local school system.

Each expense statement must be approved by the individual’s immediate supervisor prior to reimbursement.

Receipts are required for all expenses except for meals and porterage. In the event of a lost receipt for which a

duplicate cannot be obtained, a sworn, notarized statement may be submitted.

Section 48-13-51 of the Official Code Of Georgia Annotated exempts Georgia state and local government officials

and employees, who are traveling on official business, from paying the county or municipal excise tax on lodging.

State employees are still required to pay sales tax associated with lodging expenses. Employees should present the

tax-exempt form to the hotel at check-in. The tax exempt forms are available on the system’s website under the

finance/document tab at www.tcitys.org. If the hotel refuses to accept the tax-exempt form at check-in, the

employee should attempt to resolve the issue with hotel management before checking out at the end of their stay. If

the matter is not resolved, the employee should pay the tax. The employee should explain the payment of the tax as

an unusual expense on their travel expense statement.

Transportation

1. An employee who drives a system-owned vehicle cannot be reimbursed for gasoline for which the

employee pays cash.

2. Reimbursement for mileage will be made for transportation expenses incurred by use of personally owned,

rented, or leased vehicles; payments to friends or other individuals will not be allowed. No transportation

costs will be allowed between an individual’s residence and headquarters, even though official business

was conducted between the two points.

3. Reimbursement for transportation expenses incurred by use of vehicles will be at the rate per mile as

provided by law for the actual mileage traveled in the performance of official duties. Travel must be by the

most direct route possible.

The initial point of departure shall be the individual’s residence or headquarters, whichever is nearer the destination

point. Actual odometer readings must be reported; however, personal mileage must be excluded in determining the

mileage for which reimbursement is made. Point-to-point destinations must be clearly identified on the expense

statement. The authorized mileage rate is to include all expenses incurred in the operation of personally owned,

rented or leased vehicles, and reimbursement for gas and oil will not be permitted. Individuals using vehicles

owned, rented or leased by the school system are not entitled to the mileage rate provided by law.

Transportation by common carrier will be by scheduled plane, train or bus. Reimbursement will be made upon

presentation of the ticket stub, receipt, or other documentary evidence of expenditures. Travel by scheduled airline

will be by minimum fare service whenever possible.

Meals

Reimbursement will be made for actual cost of meals within reasonable limitations. Personnel should request

reimbursement for actual meal costs and should not consider allowable charges as a per diem allowance. Normally,

expenses at a rate of not more than $28.00 per day will be considered reasonable. The maximum per meal is:

Breakfast - $6.00; Lunch - $7.00; and Dinner - $15.00. The state recognizes certain high-cost areas and allows meal

reimbursement in those areas as follows: Breakfast-$7.00; Lunch-$9.00; and Dinner- $20.00. Reimbursement shall

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be limited to the cost of meals for the individual only. Subsistence within the county of an individual’s headquarters

or residence or within a 30-mile radius will not be allowed.

Lodging

Reimbursement may be made for actual lodging expenses, provided the expenses are reasonable. Lodging

expenses of more than $125 per person per night will not be reimbursed unless the higher rate was previously

approved on the employee’s travel request voucher. When a room is shared with other employees on travel status,

reimbursement will be calculated on a pro rata share of the total cost; however, when a pro rata share of the lodging

costs is claimed, the expense statement must show the name or names of the employees with whom the room is

shared. The simplest method would be for employees to ask for a separate bill for their share of the room cost. This

step would eliminate the need for cross-referencing expense statements.

An individual on travel status accompanied by husband, wife, or other individual who is not an employee on travel

status will be entitled to reimbursement only at the single room rate. Lodging expense will not be allowed for other

than overnight accommodations. Reimbursement will be made for lodging expenses within reasonable limitations

incurred in hotel or motel on presentation of a “paid” copy of the bill.

Personnel will be reimbursed for actual costs expended and should not consider the allowable charges as a per diem

allowance. The high cost areas are limited to the following areas: metropolitan Atlanta, (Cobb, DeKalb, Fulton, and

Gwinnett Counties), Brunswick (Glynn County) and Savannah (Chatham County).

Miscellaneous

Maintenance, Technology, Transportation and Supply Requests

Maintenance Requests, Technology Repair Requests, Transportation Requests, and Supply Requisitions are not to

be made to workers. All requests are to be made by the principal or his designee.

Use of System Facilities by Outside Groups

School facilities may be used on occasion by outside groups. The Superintendent must be contacted for the use of

any non-athletic facility. All sports facilities and Grounds use must be scheduled by the Athletic Facilities and

Maintenance Manager. All kitchen facility use must be scheduled by the Director of School Nutrition.

Emergency Closing of Schools

The superintendent or designee is authorized to close schools in the event of an extreme emergency. In the event of

weather conditions that would make traveling hazardous, an announcement will be made by the news media by

7:00 a.m. if schools are not to open on a particular day. Closing within the school day as a result of an emergency

must have the approval of the superintendent or designee.

System-wide Events

In order to avoid conflicts, teachers sponsoring school groups with activities such as banquets, concerts, etc., should

check the system calendar before scheduling such events. Events changes should be sent to the Superintendent at

reichertl@tcitys.org for approval and entry on the system’s internal and/or external calendar.

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Copyright

Requests for the right to duplicate copyrighted materials are available from your Media Specialist. Please complete

these forms as needed and submit as directed. Liability is $250.00 to $10,000 per infringement if it is proven that

the law was broken by willful intent. When in doubt, please check by reviewing THE

COPYRIGHT GAME and THE FAIR USE COPYRIGHT LAW: 10-DAY FAIR USE GUIDELINE. These

publications are in the Media Center.

An individual’s lack of knowledge regarding copyright law is not an excuse when the intent of the school system to

comply with the law has been established and the source of the copyright information is available.

Use of Video Films

Video films obtained from non-school sources must be cleared by the principal before being used with a class.

Staff Rights and Responsibilities

LBOE - GAMA

Drug-Free Workplace

The Thomasville City Board of Education is concerned with the well-being of all employees of the Thomasville

City Schools. The board recognizes that a drug-free work force encourages productivity and promotes the

accomplishment of the department’s missions and goals. In accordance with the Federal Drug-Free Schools and

Communities Act Amendments of 1989 and Drug-Free Workplace Act of 1988, and the state Drug-Free Public

Work Force Act of 1990, the Thomasville City Board of Education hereby declares that the unlawful manufacture,

distribution, dispensing, possession or use of a controlled substance, marijuana or dangerous drug is prohibited for

all Thomasville City Board of Education employees at any time. In addition, the beverage alcohol is included in

this policy in regard to the work place. The board prohibits the unlawful possession, use, manufacture, distribution

or sale of alcohol in the work place.

For purposes of this policy, the following definitions shall apply. A controlled substance is defined as those drugs

or substances listed in Schedules I through V of the federal and state Controlled Substance Acts, including but not

limited to, marijuana, cocaine, heroin, opiates and amphetamines. Not included are controlled substances used in

accordance with a valid prescription. The work place is defined as a geographic location at which an employee

performs work pursuant to his or her employment with the Thomasville City Board of Education, including any

travel while in travel status. A dangerous drug is defined as any drug, other than a drug listed in any schedule of

Article 2 of O.C.G.A. Title 16, Chapter 13, which may be dispensed only upon prescription. Conviction means a

finding of guilt or imposition of sentence or both by any judicial body charged with the responsibility to determine

violations of the federal or state criminal drug statutes. This also includes a plea of nolo contendere for a violation

in the work place. A criminal drug statute is defined as a federal or non-federal criminal statute involving the

manufacture distribution, dispensing, use or possession of any controlled substance, marijuana or dangerous drug.

In the work place, for purposes of the Drug-Free Schools and Communities Act Amendments of 1989, referrals for

prosecution shall be made for employees who unlawfully manufacture, distribute, dispense, possess or use a

controlled substance, marijuana or dangerous drug; or unlawfully possess, use, manufacture, distribute or sell

beverage alcohol.

Each employee shall be given a copy of this policy. As a condition of employment, employees will abide by the

terms of this policy and shall notify the Thomasville City Board of Education in writing of any criminal drug statute

or alcohol conviction not later than five calendar days after such conviction. The board shall notify the appropriate

federal agency in writing within 10 calendar days after receiving notice of the conviction for a violation occurring

in the work place from the employee or otherwise after receiving the actual notice of such conviction.

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Within 30 calendar days of notification by the employee or otherwise receiving actual notice of such conviction, the

board or superintendent, as appropriate, shall with respect to any employee so convicted:

A. Take appropriate personnel action against such an employee, up to and including termination, consistent

with the requirements of the Rehabilitation Act of 1973, as amended; and/or

B. Require such employee to participate satisfactorily in a drug or alcohol abuse assistance or rehabilitation

program approved for such purposes by a federal, state or local health, law enforcement or other

appropriate agency.

The Superintendent of Schools shall develop a drug- and alcohol-free awareness program to inform employees of

the following:

(a) The dangers of illicit drug and alcohol abuse.

(b) Local board policy GAM (Staff Rights and Responsibilities: Drug-Free Work Force) and any

accompanying department administrative procedures concerning the maintenance of a drug- and alcohol-

free work place.

(c) Any available drug counseling, rehabilitation and employee assistance programs.

(d) Any penalties to be imposed upon employees for unlawful drug and alcohol activities.

A biennial review of the drug-free awareness program will be made to determine its effectiveness and implement

changes to the program if needed, and ensure that sanctions are consistently enforced. Entities contracting with the

Thomasville City Board of Education shall, as a condition of the contract, assure a drug-and alcohol-free work

place. For contracts, a drug- and alcohol-free work place means a geographic location at which individuals are

directly engaged in the performance of work pursuant to a contract with the Thomasville City Board of Education.

Reporting Child Abuse

The state of Georgia requires by law that any principal, teacher, counselor, or other school administrator report all

cases of suspected child abuse of students under eighteen years of age. The law requires the reporting of injuries or

neglect of minors, provides immunity for those reporting in good faith, and provides a penalty for violation of the

law. Suspected child abuse or neglect should be reported to the principal and to the School Social Worker. School

personnel should discuss suspected abuse with the principal or designee before making a report to DFACS. Reports

should be made in a timely fashion.

Any cases of suspected abuse should be reported on the form designated as "School Report Form for Child Abuse

or Neglect". The completed form should then be immediately submitted to the Student Services Department at the

central office.

Required Reading Materials

All required reading materials are to be made available to all students free of charge. Required reading material, in

addition to the required textural materials, are to be purchased with Board of Education or school funds only.

"Required reading materials" are defined as any material used as a part of the instructional program and contributes

to the students' grades for that course.

Moment of Reflection

In compliance with Georgia law, at the opening of school on every school day in each public school classroom, the

teacher in charge shall conduct a brief period of quiet reflection for not more than 60 seconds with the participation

of all pupils. This moment of quiet reflection is not intended to be a religious service or exercise but shall be

considered an opportunity for a moment of silent reflection on the anticipated activities of the day.

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Teachers and administrators shall not suggest or imply that students should or should not use the moment of

reflection for prayer, nor shall they deny to any student the right to use it for a moment of quiet prayer. Students

and/or staff may not under any circumstances use the moment of quiet reflections to audibly pray or pray in unison.

Substances Testing of Employees Engaged in

Safety-Sensitive Functions

The purpose of this policy is to promote the health and safety of employees and students of the Thomasville City

School System. The Thomasville City Board of Education is dedicated to providing safe and efficient transportation

for students who travel on school buses. The Board recognizes that safe, student transportation depends upon

unimpaired judgment, physical dexterity, reflex action, and sense of sight and hearing of school bus drivers.

This policy applies to all employees of the Thomasville City Board of Education who are engaged in safety-

sensitive functions to include, but not limited to, anyone who holds a Commercial Driver's License (CDL) and who

operates or has reason to operate a school bus or other commercial vehicle as a function of his/her employment.

Employees who engage in safety-sensitive functions also include mechanics and maintenance workers.

The Thomasville City Board of Education hereby endorses the U.S. Department of Transportation Federal Highway

Administration's anti-alcohol and controlled substances policies and regulations. The unauthorized use, abuse,

possession or sale of controlled substances by employees of the Thomasville City Schools will not be tolerated.

Training, education and other assistance will be provided to employees to help them understand their

responsibilities in achieving a work environment which is free of alcohol and controlled substances. Non-

compliance with the policy or violation of the regulations will result in the dismissal of the employee.

LBOE - GAE

COMPLAINTS/GRIEVANCES

Purpose

In accordance with State Board of Education 160-1-3-.0l adopted August, 1988, as amended February 1990, and in

implementation of the Thomasville City Board of Education’s duty and authority under O.C.G.A. 20-2-1160, it is

the policy of the Thomasville City Board of Education that certified personnel shall have the right to present and

resolve complaints relating to certain matters affecting the employment relationship at the lowest organizational

level possible. This rule is available where such efforts do not succeed or, where for any other reason the

certificated employee desires to pursue this procedure.

Definition

● Complaint -any claim by a certified employee of the Thomasville City Schools who is affected in his or

her employment relationship by an alleged violation or misapplication of statutes, policies, rules or

regulations with which the Board is required to comply.

● Complainant -the certificated employee filing a complaint.

● Administrator -the individual designated by the Thomasville City School System to preside over and

make decisions with respect to complaints. In the absence of any other designation, the principal shall be

the Level One Administrator with respect to all teachers, coaches and other certificated personnel working

in and assigned to a school. For all other certificated employees, the Superintendent shall be the Level One

Administrator. The Superintendent shall be the Level Two Administrator.

● Central Office Administrator - the Thomasville City School System Superintendent

Right to make complaint: Scope -Any certificated employee who is affected in his/her employment relationship

by an alleged violation or misapplication of statutes, policies, rules, or regulations governing the school system

shall have the right to pursue a complaint. However, the complaint procedure shall not extend to the following:

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• The termination, non-renewal, demotion, suspension, or reprimand of the employee as set forth in the

Fair Dismissal Law.

• Personnel evaluations and professional development plans pursuant to O.C.G.A. 20-2-210 and job

performance

• The revocation, suspension or denial of certificates of any employee as set forth in O.C.G.A. et seq.

First level: presentation: Contents -The complaint shall be presented in writing to the Level One Administrator

within ten (10) calendar days after the incident or other matter for which the complaint is filed. The complaint shall

include the following:

• The mailing address of the complainant to which notices and all other documents may be mailed;

• The intent of the complainant to utilize this complaint procedure;

• A reference or description of the statute, policy, rule or regulation that is alleged to have been violated or

misapplied;

• A brief statement of the facts reasonably calculated to show how such statute, policy, rule or regulation

was violated or misapplied, and how it substantially affects the employment relationship of the

complainant.

• A statement of the relief desired.

First level: Filing - Hearing - Decision

• The Level One Administrator shall stamp the date of filing on the complaint.

• The administrator shall give notice to the complainant of the time and place of the hearing, either by mail

or by being hand-delivered by a person designated by the Superintendent.

When notice is given by mail, it shall be sent by certified mail, return receipt requested to the address set forth in

the complaint.

a. If no address was included in the complaint, then the notice shall be sent to the last known address

of the complainant on file with the Board of Education.

b. Where service or notice is made by certified mail as provided above, it shall be deemed to have

been perfected when timely deposited in the mail, regardless of whether it was actually received or

not.

c. The complainant shall be afforded an opportunity at the hearing to be heard, to present relevant

evidence, and to examine witness giving testimony where practicable.

The Level One Administrator shall make and retain accurate minutes of all matters considered and shall preserve all

evidence presented, all of which shall be available to the parties involved.

• The decision shall be made on the complaint within ten (10) calendar days of the complainant’s filing,

shall be dated, and a copy shall be given to the complainant in the same manner provided above for the

giving of notice of the hearing within not less than twenty (20) days of the decision. The decision shall be

dated and set forth the nature of the complaint, the decision made, and a brief statement of the reasons for

the resolution reached. NOTE: For certified personnel such as principals and central office personnel, the

Level One Administrator is the Superintendent. Where the initial presentation is to the Superintendent as

the first level, any appeal shall be taken directly to the Board of Education in the manner provided in

Section 7 hereof.

Second level: Appeal from first level to level two administrator

• A complainant dissatisfied with the decision from the first level shall be entitled to appeal to the Level

Two Administrator or designee, by filing written notice of appeal with the office of the Superintendent.

The appeal must be filed within ten (10) calendar days after the date of the decision from Level One. The

Level Two Administrator shall stamp the date of the filing on the appeal and shall notify the complainant

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in writing of the time and place of the hearing in the same manner provided for notices under Section 5

above.

• The Level Two Administrator shall obtain copies of all minutes, documents and other records relating to

the complaint and shall conduct a hearing and render a decision within ten (10) calendar days of the date

of the filing of the appeal.

• The hearing may be conducted by any designated representative of the Level Two Administrator who

shall promptly submit his/her recommendations and findings to the level Two Administrator for final

decision. The Level Two Administrator or his/her representative shall keep accurate minutes of the

hearing and preserve all evidence and make it available to the parties involved. The decision shall be

made in writing and dated, shall set forth the reasons supporting the decision, and shall be sent by mail or

hand-delivered to the complainant in the same manner as provided in Section 5 above.

Third level: Appeal to board of education

A complainant of Level One Administrator dissatisfied with the decision of the Level Two Administrator may

appeal to the Board of Education by filing written notice of appeal with the Office of Superintendent.

• The appeal must be filed within ten (10) calendar days after the date of the decision.

• The Superintendent shall stamp the date of filing on the appeal.

• The appeal shall be heard and determined by the Board within twenty (20) calendar days after filing.

• The complainant and administrators shall be entitled to appear before the Board of Education, or any

hearing officer designated by it, and be heard.

• The Board of Education may direct that a pre-hearing conference be held prior to the hearing to identify

issues and facilitate presentation.

• Notice of the time and place of the hearing/pre-hearing shall be given in the same manner as provided in

Section 5 above. The proceedings before the Board of Education or its designated representative shall be

recorded, dated, and preserved in such manner as to permit transcribing. The minutes shall be made

available to the parties involved. If either party desires a transcription of the proceedings, the party shall

have it prepared at the party’s cost.

Overall time limit for resolution of complaint

All complaints and the appeals thereon before the Board of Education shall be finally decided within sixty (60)

calendar days from the date of filing of the complaint.

Representation: Collective bargaining not permitted

• The complainant and the administration are entitled to a representative to assist in the presentation or

response to the complaint at the central office administrator (Superintendent) level or Board level.

• The presence of any individual other than the complainant and the administrator at any lower level is

prohibited.

• At the Board of Education level, the Board may have an attorney present to serve as the law officer who

shall rule on issues of law but shall not participate in the presentation of the case for the administrator or

the complainant.

• Nothing herein shall be interpreted as authorizing or permitting collective bargaining by or on behalf of

any employee or group of employees.

De novo determination: New evidence

● A determination of a complaint made at the lower level shall be considered on appeal, but the

complaint, nevertheless, shall be determined by the rendition of a decision thereon which the

Superintendent or Board (as the case may be) would have rendered had the matter been presented

to that level at the outset; provided, however, the complainant cannot present additional evidence at

any level after the first level, unless:

● It is determined by the Administrator presiding over the complaint that such evidence is relevant to

the issues presented at the initial hearing and such evidence was either not made available by the

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administration or not discoverable by the complainant, or Where the Board notifies the

complainant at least five (5) calendar days prior to the hearing that it will hear the evidence on the

complaint anew.

● Anytime a complainant is permitted to present additional evidence that was not presented at any

prior level and it is determined that such evidence might have produced a different decision on the

compliant, then the complaint may be remanded to the previous level for reconsideration and

decision which shall be rendered within ten (10) calendar days thereafter.

Exhaustion of remedies: Duplicate review prohibited

● A certificated employee shall exhaust the procedures and remedies of this policy with respect to all

complaints coming within the scope of Section 3 above except:

▪ Where the Constitution of the United States supports the right of the employee to present

the complaint directly to the Board under O.C.G.A. 20-2-1160.

▪ Where the law of Georgia supports the right of the employee to go directly to the Board of

Education under O.C.G.A. 20-2-1160.

▪ Where other good cause supports the right of the employee to present the complaint

directly to the Board of Education.

Costs

• All costs and fees shall be borne by the party incurring them unless otherwise agreed upon by the parties

involved.

Appeals to state board of education

• Appeals from the decision of the Board to the State Board of Education shall be governed by State Board

Rule 160-1-3-.04 and O.C.G.A. 20-2-1160.

Reprisal

• A complainant shall not be subjected to any reprisal as a result of filing a complaint under this policy.

Should any reprisal occur, the complainant may refer the matter to the Professional Practices

Commission.

Effective date

• This policy shall apply to all complaints relating to incidents or occurrences which took place on or after

December 1, 1988.

Repealer

• All policies and parts of policies in conflict with this policy are hereby repealed.

COMPLAINT PROCEDURES

Complaints made to the Thomasville City School System regarding alleged discrimination on the basis of race,

color, national origin, sex, or on the basis of disability, in violation of Title(s) II, VI, IX, or Section 504/ADA, will

be processed in accordance with the following procedure:

Any student, employee or other person with a complaint alleging a violation as described above shall promptly

notify, in writing or orally, the appropriate coordinator designated below for the school system. If the

complaint is oral, the coordinator shall promptly prepare a memo or written statement of the complaint as made

by the complainant and shall have the complainant read and sign the memo or statement if it accurately reflects

the complaint made.

The coordinator shall have fifteen days to gather all information relevant to the complaint made, review the

information, determine the facts relating to the complaint, review the action requested by the complainant, and

attempt to resolve the complaint with the complainant and any other persons involved. The coordinator shall

prepare a written response to the complaint detailing any action to be taken in response to the complaint and the

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time frame in which such action will be taken and copies of this response shall be furnished to the complainant

and the Superintendent.

If the complaint is not resolved at the conclusion of this fifteen day period or if the complainant is not satisfied

with the resolution of the complaint, the complainant shall have the right, within five days of receiving a copy

of the written response, to have the complaint referred to the Superintendent.

The Superintendent shall have fifteen days to review the complaint and the response of the coordinator and

attempt to resolve the complaint. The Superintendent shall furnish to the complainant a written response setting

forth either his approval of the action recommended by the coordinator or the action to be taken by the system

in response to the complaint in lieu of that recommended by the coordinator and the time frame in which such

action shall be taken.

If the complainant is dissatisfied with the response of the Superintendent, then the complainant shall have the

right, within fifteen days of the receipt of the written response of the Superintendent, to have the complaint

referred to the Board. In order to have the Board review the Superintendent’s decision, the complainant must

file with the Superintendent a written statement setting forth the reason he/she disagrees with the response of

the Superintendent and the action the complainant is requesting the system to take. The complainant shall also

include in the written response a request that the complaint be referred to the Board.

Within thirty days of receipt of the written request of the complainant, the Superintendent shall present the

matter to the Board at its regular meeting or at a special meeting called for that purpose. The Board shall

review the original complaint, the response of the coordinator, the response of the Superintendent and the

response of the complainant. In addition, the Board may, but is not required to, hear directly from any

individuals with knowledge of any relevant facts relating to the complaint.

The Board will either uphold the recommendation of the Superintendent or require the system to take some

other action in response to the complaint. A copy of the action of the Board will be furnished to

the complainant, either as a part of the minutes of the Board or as a separate written statement. The Board shall

be the final reviewing authority within the system.

This procedure is not intended to deprive any employee of any right he or she may have to file a grievance

pursuant to any other policy of the Board, specifically including policy GAE, where appropriate. This policy is

not intended to provide an alternative process for resolving evaluation and employment disputes where there

already exists a due process procedure mandated by state law or State Department of Education regulations,

specifically including, but not limited to, hearing to be conducted pursuant to the Fair Dismissal Act of

Georgia. The complainant retains at all times the right to contact the Office of Civil Rights with regard to any

allegations that the system has violated the statutes described above.

This procedure is available to students, employees and the general public through policy manuals available in all

school offices and the central office.

Title II in Sports Coordinator &Title IX Coordinator Section 504 Coordinator Homeless Liaison

Christopher Merritt Dr. Rhoda Gouin Tina McBride

Thomasville City Schools Thomasville City Schools Thomasville City Schools

404 N. Broad St. Floor 3 404 N. Broad St. Floor 3 404 N. Broad St. Floor 3

229-225-2666 ext. 1008 229-225-2666 ext. 1018 229-225-2666 ext. 1023

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Student Reporting Acts of Sexual Abuse or Sexual Misconduct

(a) Any student (or parent or friend of a student) who has been the victim of an act of sexual abuse or sexual

misconduct by a teacher, administrator or other school system employee is urged to make an oral report of the act to

any teacher, counselor or administrator at his/her school.

(b) Any teacher, counselor or administrator receiving a report of sexual abuse or sexual misconduct of a student by

a teacher, administrator or other employee shall make an oral report of the incident immediately by telephone or

otherwise to the school principal or principal’s designee, and shall submit a written report of the incident to the

school principal or principal’s designee within 24 hours. If the principal is the person accused of the sexual abuse or

sexual misconduct, the oral and written reports should be made to the superintendent or the superintendent’s

designee.

(c) Any school principal or principal’s designee receiving a report of sexual abuse as defined in O.C.G.A. 19-7-5

shall make an oral report immediately, but in no case later than 24 hours from the time there is reasonable cause to

believe a child has been abused. The report should be made and followed by a written report, if requested,

immediately to the school resource officer. The school resource officer will follow up with the appropriate agency.

Reports of acts of sexual misconduct against a student by a teacher, administrator or other employee not covered by

O.C.G.A. 19-7-5 or 20-2-1184 shall be investigated immediately by school or system personnel. If the

investigation of the allegation of sexual misconduct indicates a reasonable cause to believe that the report of sexual

misconduct is valid, the school principal or principal’s designee shall make an immediate written report to the

superintendent and the Professional Standards Commission Ethics Division.

20-2-1184.Reporting of Students Committing Prohibited Acts

(a) Any teacher or other person employed at any public or private elementary or secondary school or any dean or

public safety officer employed by a college or university who has reasonable cause to believe that a student at that

school has committed any act upon school property or at any school function, which is prohibited by Code Section

16-5-21 or 16-5-24, Chapter 6 of Title 16, and Code Section 16-11-127, 16-11-127.1, 16-11-132, or 16-13-30, shall

immediately report the act and the name of the student to the principal or president of that school or the principal’s

designee.

(b)The principal or designee who receives a report made pursuant to subsection (a) of this Code section who has

reasonable cause to believe that the report is valid shall make an oral report there of immediately by telephone or

otherwise to the appropriate school system superintendent and to the appropriate police authority and district

attorney.

(c)Any person participating in the making of a report or causing a report to be made as authorized or required

pursuant to this Code section or participating in any judicial proceeding or any other proceeding resulting therefrom

shall in so doing be immune from any civil or criminal liability that might otherwise be incurred or imposed,

providing such participation pursuant to this Code section is made in good faith.

(d)Any person required to make a report pursuant to this Code section who knowingly and willfully fails to do so

shall be guilty of a misdemeanor.

Reporting Fraudulent Activity

To ensure the reporting of suspicion of fraudulent activity, the Thomasville City Board of Education ensures

employees, clients, and providers confidential channels to report suspicious activities.

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Fraud: A false representation of a matter of fact, whether by words or by conduct, or by concealment of that which

should have been disclosed, that is used for the purpose of misappropriating property and/or monetary funds from

federal grants or other system funds.

The Thomasville City Board of Education thoroughly and expeditiously investigates any reported cases of

suspected fraud to determine if disciplinary, financial recovery and/or criminal action should be taken.

All reports of suspected fraud must be handled confidentially. Only those directly involved in the investigation

should be given information. Informants may remain anonymous but should be encouraged to cooperate with the

investigators and should provide as much detail and evidence of alleged fraudulent act as possible.

1. Anyone suspecting fraud concerning federal or system programs should report their concerns to the

Superintendent of Schools at 229-225-2600.

2. Any employee with Thomasville City Board of Education (temporary staff, full-time staff, and contractors)

who receives a report of suspected fraudulent activity must report this information within the next business

day. Employees have the responsibility to report suspected fraud. All reports can be made in confidence.

3. The Thomasville City Board of Education shall conduct investigations of employees, providers, contractors,

or vendors.

4. Periodic communication through meetings should emphasize the responsibilities and channels to report

suspected fraud.

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