policy & procedure manual - ver. 6a

7/29/2019 Policy & Procedure Manual - Ver. 6a

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Pacific Christian School Policy and Procedure Manual Ver. 6a i

PACIFIC CHRISTIAN SCHOOL

A ministry of Pacific Christian CenterSanta Maria, CA

POLICY and PROCEDURE

MANUAL

Version 6a

Version 6a of the Policy Manual integrates Board policy and

procedure changes since the last official major revision (July 12,2006). It is the culmination of several drafts over the

summer/winter of 2012/13.

It will be maintained on a real-time basis, electronically, fromnow on. For a copy of the current version, please e-mail a request:

[email protected]

This version, 6a, effective February 20, 2013,subject to final approval of the School Board.


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Pacific Christian School Policy and Procedure Manual Ver. 6a ii

1000 ORGANIZATION .................................................................................................................. 11100 NAME AND PARENTORGANIZATION .................................................................................... 11110 Name ......................................................................................................................................... 11120 Parent Organization ................................................................................................................... 11130 Submission ................................................................................................................................ 11200 CONVENTIONS ............................................................................................................................. 1

1210 Manual Authoritative ................................................................................................................ 11220 Pronouns.................................................................................................................................... 11230 DEFINITIONS .......................................................................................................................... 11300 PURPOSE ........................................................................................................................................ 11310 Primary Purposes ...................................................................................................................... 11320 Supportive Purposes .................................................................................................................. 21400 STATEMENTOFFAITH .............................................................................................................. 21500 LOYALTY ....................................................................................................................................... 41600 ADMINISTRATIVE STRUCTURE ............................................................................................. 41610 Church ....................................................................................................................................... 41620 School Board ............................................................................................................................. 41630 Administration .......................................................................................................................... 6

1640 School Staff ............................................................................................................................... 71700 OPERATION .................................................................................................................................. 71730 Preschool ................................................................................................................................... 71740 Elementary and Jr. High ............................................................................................................ 81800 MEMBERSHIP ............................................................................................................................... 9

2000 FINANCES ............................................................................................................................... 102100 BUDGET ........................................................................................................................................102200 STUDENTFEES ...........................................................................................................................112300 STUDENTTUITION ....................................................................................................................142310 Preschool Tuition ....................................................................................................................142320 Elementary & Jr. High ............................................................................................................14

2330 Tuition Discounts and Scholarships ........................................................................................152400 PAYMENTOFFEES&TUITION .............................................................................................162500 RECEIPTS&DISBURSEMENTS .............................................................................................172510 Receipts & Deposits ................................................................................................................192520 Expenditures ............................................................................................................................192530 Payroll .................................................................................................................................... 172540 Petty Cash ...............................................................................................................................20

3000 PERSONNEL .......................................................................................................................... 213100 HIRINGPOLICIES ......................................................................................................................213110 Non-Discrimination Policy .....................................................................................................213120 Qualifications ..........................................................................................................................21

3130 Probation Policy ......................................................................................................................223200 SALARIES,WAGES&CONTRACTS...............................................................................253210 Definition of Terms .................................................................................................................223220 Job Classifications................................................................................................................... 233230 Wages and Salaries .................................................................................................................233240 Contracts .................................................................................................................................243300 EMPLOYEERECORDS .............................................................................................................253310 Job Descriptions ......................................................................................................................253320 Personnel Files ........................................................................................................................26


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Pacific Christian School Policy and Procedure Manual Ver. 6a iii

3330 Evaluations ..............................................................................................................................273340 Disciplinary Reports ...............................................................................................................273400 EMPLOYEEBENEFITS .............................................................................................................283410 Leave .......................................................................................................................................283420 Paid Vacation ..........................................................................................................................303430 Paid Holidays ..........................................................................................................................313440 Payroll Taxes........................................................................................................................... 323450 Health Insurance .....................................................................................................................323460 Employee Discounts ...............................................................................................................323470 Retirement ...............................................................................................................................333500 EMPLOYEESRIGHTS&RESTRICTIONS ...........................................................................343570 Dress Code ..............................................................................................................................363580 Harassment ..............................................................................................................................373600 POSITIONS ...................................................................................................................................39

3610 Administrator ..........................................................................................................................403620 Principal/Vice Principal ..........................................................................................................403630 Elementary and Jr. High Teacher ............................................................................................423640 Preschool Director................................................................................................................... 453650 Preschool Teacher ...................................................................................................................473660 Classified Employees ..............................................................................................................483700 CONFLICTRESOLUTION ........................................................................................................483710 Commitment ............................................................................................................................493720 Biblical Approach ...................................................................................................................493730 Expediency ..............................................................................................................................493740 Process ....................................................................................................................................493800 RESIGNATION ............................................................................................................................50

4000 STUDENTS .............................................................................................................................. 504100 ADMISSIONS ...............................................................................................................................504120 Preschool Enrollment ..............................................................................................................50

4130 Elementary and Jr. High Enrollment ......................................................................................504200 ATTENDANCE .............................................................................................................................514220 Preschool Attendance ..............................................................................................................524230 Elementary and Jr. High Attendance ......................................................................................524300 ACADEMICSTANDARDS-ELEMENTARY&JR.HIGH ...................................................544400 PRESCHOOLSTUDENTCONDUCT&DRESSCODE .........................................................554410 Conduct and Discipline ...........................................................................................................554420 Preschool Dress Code .............................................................................................................564500 ELEMENTARY&JR.HIGHSTUDENTCONDUCT .............................................................564510 Standards of Conduct ..............................................................................................................564530 Enforcement ............................................................................................................................584540 Disciplinary Action for Serious Offenses ...............................................................................584600 SPORTSPROGRAMS .................................................................................................................594700 STUDENTDRESSCODE ............................................................................................................60

5000 SAFETY ..................................................................................................................................... 61

APPENDIXA ORGANIZATIONAL CHART

B ELEMENTARY AND JRHIGH TEACHERSALARY SCHEDULE

C PRESCHOOL WAGE SCHEDULE


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Pacific Christian School Policy and Procedure Manual Ver. 6a iv

D BENEFIT SUMMARY TABLE

E HIPAA(MEDICAL RECORDS PRIVACY)INFORMATION

F FORM I-9(U.S.ELIGIBILITY TO WORK)

G COUNTY TRUANCY INFORMATION

H PRIVATE SCHOOL AFFIDAVIT

I MAKEUP TIME REQUEST FORM

EXHIBITSI JOB DESCRIPTIONS

II TEACHERMANUAL

III PARENT-STUDENT HANDBOOK(EL/JH)

IV PARENT HANDBOOK(PRESCHOOL)

V SAFETY MANUAL (OSHA/IIPP)VI


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Pacific Christian School Policy and Procedure Manual Rev. Sept 2012 Draft 6a

Policy & Procedure Manual - Ver. 6a.docx 1 of 74

1000 ORGANIZATION

1100 Name and Parent Organization1110

Name - The name of this school shall be Pacific Christian School; hereinafter,referred to as the school, or as PCS.

1120 Parent Organization - The school is a ministry of Pacific Christian Center, alsoknown as First Assembly of God, Santa Maria, Inc.; hereinafter, referred to as thechurch, or as PCC. (References to the Church i.e. with a capital letter refer to the Church universal.)

1130 Submission - The school is established and maintained under the provisions of theConstitution and Bylaws of the church. The policies and procedures containedherein are supplementary and subsidiary to the church Constitution and Bylaws, andchurch policy established by the Church Board.

1200 Conventions1210 Authoritative - This manual is intended to work in tandem with other school

handbooks (i.e., Teacher Handbook, Parent-Student Handbook, etc.). If statementsin any other school manuals disagree or conflict, this policy and procedure manualshall be considered primarily authoritative, unless otherwise directed by the SchoolBoard.

1220 Pronouns - Herein, masculine or feminine pronouns may contextually apply to anindividual, regardless of his or her physical gender. (Gen 1:27)

1230

Definitions1231 Parent - The term parent may contextually be interpreted as parent or

guardian. A parent or guardian shall be defined as the primary financialand care provider for a student.

1232 Dependent -The term dependent shall be defined as a student who is theprimary financial and care responsibility of a parent or guardian.

1233 Administrator - The term administrator (small case a) may contextuallyinclude the school Administrator (capital case A i.e. the head of school S.1630), (Vice) Principal(s), Preschool Director, and/or Senior Pastor.

1300 PurposesThe purposes of the school shall be:

1310 Primary1311 Evangelical - To reach the heart of each child and his family with

opportunities to accept Jesus Christ as Lord and Savior.


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1312 Educational - To teach the mind and soul of each child, providing a quality,Christ-centered academic environment. The fear of the Lord is thebeginning of wisdom, and knowledge of the Holy One is understanding.(Proverbs 9:10)

1320 Supportive1321 Spiritual - To provide a spiritual climate that enables and encourages

students and their families to successfully integrate Christian truth anddiscipleship into every area of life.

1322 Intellectual: To provide an academic climate conducive to learning; tonurture the mastery of skills necessary for success in life and meaningfulparticipation in society; and to provide a strong foundation for furthereducational pursuits.

1323 Emotional: To provide an emotional climate which promotes healthy self-esteem, and is free from intimidation, insult and harassment; to instill inevery child the knowledge that he is a special creation of God, loved andaccepted by Him.

1324 Social: To provide a social climate which promotes a working knowledgeof the Golden Rule (Matthew 7:12) and an understanding of Godsindividual love toward every human being; to provide the student withopportunities to develop the social skills necessary for interaction in ourmulti-cultural society; to promote an appreciation of the privileges andresponsibilities of living in a democracy.

1325 Cultural: To provide opportunity to experience and appreciate history,music and art; to encourage the student to understand and esteem culturalpatterns which differ from his own.

1326 Physical: To provide opportunity to develop physical fitness; to helpdevelop skills needed for athletic activities.

1400 Statement of Faith - Pacific Christian is a community Christian school, based onevangelical tenants. There is a core of doctrines expressed in the Bible which are essential forSalvation that evangelical churches embrace. In articulating a Statement of Faith, the schoolrecognizes the manifold expression of the Body of Christ. Various denominations and movementsembrace distinctive doctrines based on their understanding of the Bible. As a community schoolwe will concentrate on the core doctrines, lovingly and graciously allowing for thedenominational differences as we grow and mature toward unity in the faith. (Eph. 4:11-13)

1410 ACSI - The Association of Christian Schools International (ACSI) has published aStatement of Faith which articulates the core doctrines referred to above:We believe the Bible to be the inspired - the only infallible, authoritative and

inerrant - Word of God (II Timothy 3:16; II Peter 1:21).

We believe there is one God, eternally existent in three persons - Father, Son,and Holy Spirit (Genesis 1:1; Matthew 28:19; John 10:30).


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We believein the deity of Christ (John 10:33); His virgin birth (Isaiah 7:14;Matthew 1:23; Luke 1:35); His sinless life (Hebrews 4:15; Hebrews7:26); His miracles (John 2:11); His vicarious and atoning death (ICorinthians 15:3; Ephesians 1:7; Hebrews 2:9) His resurrection(John 11:25; I Corinthians 15:4); His Ascension to the right hand ofthe Father (Mark 16:19); and His personal return in power and glory

(Acts 1:11; Revelation 19:11).We believe in the absolute necessity of regeneration by the Holy Spirit for

salvation because of the exceeding sinfulness of human nature; andthat people are justified on the single ground of faith in the shedblood of Christ and that only by Gods grace and through faith aloneare we saved (John 3:16-19; John 5:24; Romans 3:23; Romans 5:8-9;Ephesians 2:8-10; Titus 3:5).

We believe in the resurrection of both the saved and the lost; they that are savedunto the resurrection of life, and they that are lost unto theresurrection of damnation (John 5:28-29).

We believe in the spiritual unity of believers in our Lord Jesus Christ (Romans8:9; I Corinthians 12:12-13; Galatians 3:26-28).

We believe in the present ministry of the Holy Spirit, by whose indwelling theChristian is enabled to live a godly life (Romans 8:13-14; ICorinthians 3:16; I Corinthians 6:19-20; Ephesians 4:30; Ephesians5:18).

1420 Church - The school is a ministry of Pacific Christian Center, anAssemblies of Godchurch (Section [S.] 1120). Following is a summarization of the AssembliesStatement of Faith. Being under the umbrella of the church, and given theunderstanding of Section 1410, this statement shall be considered the official

position of the school:We believe the Bible is the inspired and only infallible, authoritative written

Word of God.

We believe there is one God, eternally existent in three persons: God the Father,God the Son, and God the Holy Spirit.

We believe in the deity of our Lord Jesus Christ, in His virgin birth, in Hissinless life, in His miracles, in His vicarious and atoning death, inHis bodily resurrection, in His ascension to the right hand of theFather, and in His personal future return to this earth in power andglory to rule for a thousand years.

We believe in the blessed hope, the rapture of the Church at Christs [second]coming.

We believe the only means of being cleansed from sin, is through repentanceand faith in the precious blood of Christ Jesus.

We believe regeneration by the Holy Spirit is absolutely essential for personalsalvation.


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We believe in water baptism by immersion.

We believe the redemptive work of Christ on the cross can provide healing forthe human body in answer to a believers prayer.

We believe the baptism of the Holy Spirit, according to Acts 2:4, will be givento believers who ask for it.

We believe in the sanctifying power of the Holy Spirit by whose indwelling theChristian is enabled to live a holy life.

We believe in the resurrection of both the saved and the lost, the first toeverlasting life and the second to everlasting damnation.

1500 Loyalty1510 Church Universal - Scripture indicates that believers need to show a strong, healthy

loyalty to the Body of Believers, the Church universal, which is the bride of Christ.The school, as one arm of the Church, will display that loyalty.

1520 Nation - We hereby declare our allegiance to the government of the United States ofAmerica, and our intent to pray for our leaders and assist our country in every waymorally consistent with our faith.

1600 Administrative Structure1610 Church Oversight

1611 General Supervision - The school shall ultimately be under the supervision ofthe Senior Pastor and the Church Board (the governing board of the church).The church has allowed for the creation of a School Board (S.1621), which

reports to the Church Board.1612 Senior Pastor - The Senior Pastor is an ex officio member of all committees,

groups or meetings of the school, with the authority to intervene in proceedingsor decisions if he feels so compelled for the sake of the church or the school.He may appoint a delegate to said meetings, granting the delegate that sameauthority.

1620 School Board1621 Direct Supervision - The school shall be under the direct supervision of a

School Board. Members shall be appointed by the Church Board and ratified bythe voting members of the church (S.1628).

1622 Meetings - Regular meetings of the School Board shall generally be scheduledmonthly. A meeting may be convened if a quorum defined as a majority ofthe members is present.Meetings may occasionally be cancelled, at the direction of the Senior Pastor.Additional special meetings may be scheduled by the Senior Pastor.Executive Session meetings may be convened when confidential matters


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require special attention. Minutes of Executive Session meetings shall not beconsidered public information.

1623 Attendance Meetings of the School Board shall be attended by the SchoolBoard members (S.1628). Administrators (S. 1630) are invited - and may berequested - to attend regular School Board meetings to advise and inform theBoard. Attendance at Executive Sessions of anyone other than School Board

Members is by invitation.

1624 Guest Attendance - All regularly scheduled School Board meetings, excludingexecutive sessions, shall be open to any non-member (guest) who has asincere and genuine interest in the school. The Senior Pastor or School Boardshall reserve the right to refuse admittance to anyone it deems disruptive orsubversive.

1625 Guest Participation - Any guest wishing to address the School Board mustnotify the Senior Pastor or the Administrator in writing no less than seven daysprior to a Board meeting. The Board or Senior Pastor may waive thisrequirement.

1626 Secretary - Each year at the October School Board meeting (or subsequent, ifthe October meeting is cancelled), a Secretary shall be selected from themembers.

1627 Recording - The Secretary shall be responsible to make sure the minutes ofmeetings are accurately recorded and appropriately presented for approval ofthe School Board. (This task may be delegated, but the oversight will remainthe responsibility of the Secretary.) Official copies of approved minutes shallreside in the Administrators office for a minimum of 7 years, at which timethey shall be moved to storage (or e-storage) with other critical churchdocuments for a minimum of 23 more years (30 years total).

The School Board Secretary shall also be responsible to verify the recording ofall official changes to the schools policy and procedure manual or jobdescriptions.

1628 Board Members - The School Board shall consist of seven members; the SeniorPastor of the church, one Church Board member appointed by the Church Boardand five individuals elected by the Official Board, who are members in goodstanding of the church. No employee of the school, or his spouse, shall beeligible to serve on the School Board {S. 1220).

1628.1 Term - The five elected School Board members shall serve three-year terms.

1628.2 Election Each year the School Board shall submit recommendedcandidates to the Church Board to fill any of the five electedpositions that are going to be open. Candidates must be officialmembers of the church, in good standing. The Church Board shallthen elect the School Board members and appoint the Church Boardrepresentative by a majority vote. This shall be done in time to


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present the new School Board members for ratification at the annualChurch Business Meeting.

1628.3 Vacancies - Should a School Board member vacate his or herposition before the term is completed, the School Board shallrecommend a qualified replacement to the Official Board for theirapproval. Any School Board member so appointed shall finish the

term he was appointed to fill.

1628.4 Re-Election - Any School Board member who has served a fullthree-year term may not be re-elected for a period of one year. If,however, a School Board member is appointed to complete someoneelses vacant term, said tenure shall not prohibit him from beingelected to a subsequent three-year term.

1629 Duties - The duties of School Board members shall be:1629.1 Pray - To pray for the school regularly.1629.2 Attend Meetings - To attend the meetings of the School Board. Any

Board member who is not on track to attend at least 60% of themeetings in a 12-month span shall tender a resignation to the Sr.Pastor.

1629.3 Approve Policy and Procedure - To approve and adopt policies andprocedures for the school.

1629.4 Approve Budget and Spending - To approve and adopt the budgetand spending policies of the school.

1629.5 Meet Challenges - To help the school anticipate and overcomechallenges (immediate, mid-range and long range) to the schoolsstability, success and growth.

1629.6 Observe - To observe the school in operation at least one day duringthe year, if possible.

1629.7 Public Functions Encouraged to attend and support the schoolspublic functions and fundraisers as he is able. Examples of suchfunctions include: Back to School BBQ, Back to School Night, theChristmas production, Quest Dinner Auction, the Spring Concert,Open House and graduations.

1629.8 Development - Be willing to invest personal development energyto become a better Christian School leader. Our professionaldevelopment library, for example, has a copy of the course,

Philosophy of Christian Education - a three part video series byDr. James Braley.

1629.9 Resignation - To tender his resignation if he finds he can no longeractively support the school, or fulfill his duties as a School Boardmember.

1630 Administration


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1631 Administrator. The direct oversight of the school shall be committed to a lead.He shall be responsible for the overall operation of the school as outlined in hisjob description. He serves under the direct supervision of the Senior Pastor,and shall be answerable to him in all matters.

1631.1 Implementation - The day-to-day implementation of the policies andprocedures set by the School Board shall be the responsibility of the

Administrator. He shall promptly notify appropriate personnel of anychanges in policy or procedure made by the School Board.

1632 Principal/Vice Principal - The School Board may appoint Principals and/or VicePrincipals as deemed necessary. These positions are deemed administrative innature, the appointed individuals being responsible for overseeing the areas ordepartments committed to them. They serve under the direct supervision of thelead Administrator, and shall be answerable to him in all matters.

1632 Preschool Director - The direct oversight of the Preschool shall be committed toa full-time Preschool Director, who shall oversee the day-to-day operation ofthe Preschool as outlined in the job description. She serves under the direct

supervision of the Administrator, and shall be answerable to the Administratorin all matters.

1640 School Staff1641 The Administrator shall determine the organizational structure of the school, in

concert with the School Board. The current organizational chart is included inAppendix A.

1700 Operations1710 Year Defined - The school shall operate on a fiscal year, which begins on July1st

and ends on the following June 30th. Any reference to year or annual in thismanual shall mean year as thus defined, unless clarified with the term CalendarYear or other clearly defined span of time. (The Teacher salary cycle year, forinstance, is Sept 1 thru August 31.)

1720 School Year - The term school year as used in this manual shall be defined as theperiod of time, beginning with the first day of school for Elementary and Jr. Highstudents, and ending with their final day of school. Contextually, it may alsoinclude the teacher contract days before and after said days.

1730 Preschool1731 The Calendar - Each year, the Preschool Director will submit a proposed

calendar to the School Board for ratification. The calendar will specify whenthe Preschool will be closed for holidays and teacherIn-Service days, and whenspecial programs such as Open House, the Christmas program and Graduationwill take place.

1732 Holidays - Selection of which days the Preschool will be closed shall beincluded in this manual (Section 3431). These holidays may or may not be thesame as the Elementary and Jr. High or the church. Any changes shall be made


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by the Preschool Director, in concert with the Administrator, and ratified by theSchool Board.

1733 Preschool Hours - Unless otherwise directed by the School Board, the Preschoolshall be open Monday through Friday from 6:30 a.m. to 5:30 p.m., except asscheduled on the official Preschool calendar.

1734 Preschool Parent-Student Handbook - The Preschool Director shall publish aParent-Student Handbook annually. The handbook shall accurately reflect andrelate the policies and procedures of the school as stated in this manual, and aspracticed. It shall contain pertinent information on admissions, finances,regulations, policies, guidelines and any other information necessary forpreschool students and their parents. The handbook shall be updated annuallyand given to each student as part of registration material.

1735 Curriculum - The curriculum of the Preschool shall be planned and developedby the Preschool Director. It shall be in accordance with the schools Statementof Faith (Section 1400), and shall have as its primary goal the purposes of theschool as stated herein (Section 1300).

1736 Class Size - Preschool classes shall be limited to 12 students per teacher. Thisis a state regulation, and no exceptions can be made.

1737 License - The Preschool shall be licensed by the State of California, as requiredby law. All requirements to maintain said license shall be the responsibility ofthe Preschool Director.

1740 Elementary and Jr. High1741 The Calendar - Each year, the Administrator will submit a proposed Elementary

and Jr. High Calendar to the School Board for ratification. The number ofschool days will reflect the prevailing educational guidelines of the State ofCalifornia. The calendar shall adhere to what is known as the traditional trackschedule (vacation in the summer), and will specify when the Elementary andJr. High school will be closed for holidays and teacherIn-Service days. In asfar as is possible, the calendar will also specify the dates of the major eventsand special programs, such as productions, graduations, Open House, summersessions, etc.

1742 Holidays - Selection of which days the Elementary and Jr. High will be closedshall be made by the Administrator, and ratified by the School Board with (aspart of) the calendar. Consideration shall be weighted toward religious andpatriotic holidays.

1743 School Hours - The length of the Elementary and Jr. High school days will becalculated based on the number of hours required to satisfy state guidelines.This schedule will be determined by the administrative staff and ratified by theSchool Board.

1744 Parent-Student Handbooks - The administration shall publish an Elementary &Jr. High Parent-Student Handbook annually. The handbook shall accuratelyreflect and relate the policies and procedures of the school as stated in thismanual, along with other practices of the school. It shall contain pertinent


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information on admissions, finances, regulations, student conduct, dress codesand any other information necessary for the students and their parents. Thehandbook shall be updated annually and given to each family as part of theregistration packet.

1745 Curriculum: The curriculum of the Elementary and Jr. High shall be plannedand developed by administration. Significant (both in terms of cost and/or

subject material) selections shall be reviewed by the School Board.

1745.1 Curriculum Selection - The curriculum shall be selected inaccordance with the schools Statement of Faith (Section 1400), andshall have as its primary goal the purposes of the school as statedherein (Section 1300). The scope and sequence which guidescurriculum selection shall include consideration of the standardsused for our assessment testing (TerraNova3 or SAT-10), those ofthe State of California (currently Common Core Standards,California Edition), feedback from teachers and parents, andconsiderations offered by the Association of Christian Schools,International (ACSI).

1745.2 Consistency - The curriculum shall be chosen so that there is a senseof consistency or uniformity series throughout the Elementary andJr. High grades.

1745.3 Conformity - It is expected that teachers will not stray too far fromthe subject content of their curriculum. This does not mean thattopics of varied interest cannot be interjected, but primary attentionis to be paid to meeting the standards and the approved curriculum.

1746 Class Size: Elementary and Jr. High classes shall be limited to 30 students. TheAdministrator may make minor exceptions, with the consent of the classroom

teacher, to be ratified by the Board.1750 Administrative Duties

1751 Private School Affidavit - The Administrator shall ensure that the PrivateSchool Affidavit (required by the state of California) is filed each year in atimely fashion (currently must be filed between Oct 1 and Oct 15 Appendix H).

1752 Entitlement Funds The Administrator shall keep track of available entitlementfunding potential and apply as needed. (Currently, for instance, PCS qualifiesfor Title II [staff technology professional development] funds, which are signed

up for in advance through the local public school district.)

1800 Memberships1810 The school shall maintain membership in good standing with the Association of

Christian Schools International (ACSI).


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2000 FINANCES

2100 Budget2110 Budget Sequence - There shall be an annual school budget prepared by the

Administrator, approved by the School Board and then submitted to the OfficialBoard for final approval.

2120 Budget Creation - The timing for the various tasks involved in the formation of theannual budget is largely subject to enrollment efforts of other local schools. (Thefollowing target dates may be adapted as needed in order to respond to industrytrends.) Currently, enrollment efforts in the vicinity gain momentum in January forthe following year, which suggests the following tasks and schedules:

2121 Rates - The rates (Preschool, Elementary and Jr. High) for thefollowingschoolyears tuition and program fees shall be evaluated in the September and Octobermeetings and established no later than the November meeting. Considerations

for the rates shall include, but not be limited to:2121.1 Demand - Projected enrollment expectations, including factors such

as historic growth, community favor, economic factors andsocio/political conditions

2121.2 Performance - Employee evaluations and/or job description changes2121.3 Reference - The rates that other schools are charging2121.4 Misc. - Other significant budget items for the upcoming school year.

2122 Enrollment Efforts - With the tuition and program rates established, enrollmentpackets will be prepared in December and distributed in January. Enrollment

trends in January and February have historically projected (with a degree ofprobability) what the following fall enrollment will be.

2123 Preliminary Budget - A preliminary budget can be drafted for School Boardreview at the March meeting. By the end of March, enrollment projectionsshould be solidifying, which in turn indicate budget expenditures such as thenumber of teachers needed, textbooks, etc. A preliminary budget should beapproved at the April meeting and sent to the Church Board for affirmation andthe subsequent offering of Teacher Contracts.

2124 Final Budget - The preliminary budget shall be the basis for preparing for thefollowing school year. As enrollment solidifies, the Administrator shall

continue to make revisions throughout the summer, and a final operatingversion of the Budget shall be approved at the School Boards Septembermeeting and Church Board approval thereafter.


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2130 Monthly Reports - A monthly financial report shall be prepared and presented toboth Boards for their review and approval.

2140 Spending Authority - Any expenditure of more than $500 shall require theauthorization of the School Board unless it is specified in the annual budget, oraccrued for in previous years budgets.

2150 Liability Insurance - The school shall carry Professional Liability Insurance, with aminimum coverage of five million dollars ($5,000,000).

2200 Student Fees(Note: Section 4100 is the basis for the following information)

2210 Board Approval - The School Board shall set all student fees upon hearingrecommendations from administration. The School Board shall review the feesannually. All Fees shall be published on a Fee Schedule in time for the Januaryenrollment packets.

2220

Application Fee: There is an application fee of $50 for all Elementary and Jr. Highapplicants, payable when the application form is submitted. This fee will beapplied toward registration if the student is accepted.

The application fee is generally non-refundable, with one exception: If the student,is not accepted to PCS by one week before his alternate school is scheduled to start,the fee may be refunded, by request, and the student will be removed from all waitlists (S2243). Any other reimbursement must be requested in writing to the SchoolBoard.

2230 Testing Fee: There is a testing fee of $45 for all new Elementary and Jr. Highapplicants. This includes applicants for Kindergarten. This fee is paid to the staffperson administering the test, and is therefore generally non-refundable.

2240 Registration Fees2241 Amount - The School Board shall set Registration Fees for the Preschool,

Elementary and Jr. High annually, to be included in the enrollment packets forthe following year. The fee is roughly determined by the average cost ofstudent textbooks, non-consumable classroom supplies, emergency supplies andadministrative start-up costs. Registration is an annual, recurring fee.

2242 Grade-level Lists Class lists (per grade level) shall be established at thebeginning of Family Preference Week. Students shall be added to the lists inthe order their application and application fees are accepted.

2242.1 New Staff - The children of newly hired staff may be inserted intoclass lists, provided they are not bumping anyone who has beennotified of acceptance.

2242.2 Complete Paperwork The registration packet contains severaldocuments that must be submitted. If the completion of this processis delayed for an inordinate amount of time, administration may call


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the parents and inform them of a date that they must have thepaperwork completed or be moved to the bottom of the list.

2242.3 Registration If the balance of Registration fees are not paid inaccordance with provisions set forth at the time the Application andApplication Fee are submitted, administration may call the parentsand inform them of a date that they must have the registration paid

or be moved to the bottom of the list.

2243 Wait List - If there is no room in the grade level being applied for, the familywill be given an opportunity to be on the Wait List until a spot opens. If so,the application fee will be held in earnest (toward registration) until a spotopens up and they are accepted. At any point before acceptance, the family canask to be removed from the waiting list and have a refund of the application fee.(The testing fee is non-refundable.)

2244 Non-Refundable - When the school accepts a students registration fee andconfirmation of enrollment has been issued, a commitment is made to have aposition for that student and expenses (S.2251) are incurred. Quite often,

registration factors into a commitment to an entire Teacher salary as well.Therefore, registration fees are non-refundable after being accepted. Writtenappeals for hardship situations (loss of job, move to more than 20 miles fromschool, transfer, etc.) may be submitted for consideration.

2245 Early Discount - A discount registration rate is offered to currently-enrolledfamilies during Family Preference Week, including those students who areentering Kindergarten from Pacific Christian Preschool. This discounted rate isonly available to families then currently enrolled at the school, and only for thatweek.

2246 Siblings - Concurrent to the creation of grade level lists for existing studentsduring family preference week, new students who are siblings of currently-enrolled PCS students may be added to a supplementary sibling list, in theorder received. This list will be the first added to the class rosters after FamilyPreference Week. The Family Preference registration discount rate shall beavailable to new students who are siblings of PCS students.

2247 New Students - A second supplementary list shall be established for any newstudents registering. This list shall be the second list added to the roster afterFamily Preference Week. The Family Preference discount is not available tofamilies who are not currently enrolled at PCS.

2248 Preschoolers - Preschoolers currently enrolled may register for Kindergartenduring Family Preference Week, and be added to the class list in the order theyare received. Acceptance is conditional, however, based on an entrance testwhich measures their readiness for our rigorous Kinder program.

2249 Full Rate - After Family Preference Week, the standard registration rates willapply to both new and returning students, and roster listing for the upcomingschool year will be on a first-come, first-served basis.

2250 Day Care Fees


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2251 Schedule - Day Care is available from 6:30 - 8:30 a.m. and from 3:00 - 5:30p.m. on most school days. Parents shall be notified in advance of the days whenit is not available. The hourly fee shall be reviewed annually by the SchoolBoard and published in the fee schedule.

2252 Quarter Hours - Billing shall be on a quarter-hour basis. Quarter hours aredefined by the clock (i.e., :00-:15, :16-:30, :31-:45, :46-:60). If a student is

present during any portion of a quarter hour, he shall be charged for the entirequarter hour.

The check-in/check-out policy (which varies according to grade level) shall bepublished annually in the Parent Student Handbook. Any revision to said policyshall be mailed to all families affected by any changes.

2253 Late and Early Charges - There will be a late charge for any child not checkedout of Day Care by 5:30 p.m.: Ten dollars ($10) per child for the first 15minutes, and $5 per child for each additional 15 minutes or portion thereof.

2254 Participation - No student is allowed to remain unsupervised on the premisesduring school hours. Any student dropped off before - or remaining after -

classroom hours will be placed with Day Care and charged accordingly.

Students checked out of school or Day Care who remain on campus toparticipate in church or youth group activities are no longer on the campus in astudent capacity. They must check into the church program, which assumesresponsibility for them.

2255 After School Check-In - Any student not picked up on time after schoolaccording to published policy shall be checked in to Day Care, unless he isparticipating in an organized school event that is not considered Day Care.No student is allowed to remain unsupervised on the church property afterschool hours.

2256 Jr. High Day Care - The Administrator shall determine if Day Care is open to Jr.High students.

2260 Meal Fees The meal (Hot Lunch) program shall have nutrition, economy anddesirability as core values. The fees established shall be set with family budgets inmind, yet mindful of immediate and long-range costs (i.e. equipment) to the school.

2261 Preschool2261.1 Preschool Food Program - The Preschool provides two snacks as

part of its program for no additional charge. (Parents bring morningsnack one time per month for their childs class.) Breakfast and/or

lunch may be offered to Preschoolers on a pre-arranged basis, for afee.

2262 Elementary and Jr. High2262.1 Beverage Beverages including individual cartons of milk shall

be made available for purchase.


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2262.2 Ordering - Hot lunches are available to sign up for daily; a calendarmenu shall be published.

2262.3 Every Child - Every student must have a lunch every day, withoutexception. If a child forgets his lunch, he shall order Hot Lunch thatday.

2262.4 Pre-Paid The Hot Lunch program shall be based on a pre-paidsystem. If a students lunch account goes into the negative, a late feedetermined by the Administrator may be assessed.

2300 Student Tuition2310 Preschool Tuition

2311 Rate - The School Board shall set Tuition for the Preschool annually, uponhearing recommendations from the Preschool Director and the Administrator.

2312 Monthly - Preschool tuition is set based on the number of days and hours perweek a child is scheduled to attend, and is paid monthly, in advance.

2313 Late Check-Out - There will be a late charge for any child not checked out ofthe Preschool by 5:30 p.m.: Ten dollars ($10) for the first 15 minutes, and $5per child for each additional 15 minutes or portion thereof.

2314 Adjustments - Tuition is based on year-round expenses. No adjustments intuition shall be made for holidays, teacher in-service days or absences.

2315 Withdrawal - Written notice must be given to the Preschool two weeks inadvance of withdrawing a Preschool student. Parents shall be responsible forthe tuition for these two weeks, even if the child does not attend.

2316 Notice of Increase - Parents shall be given 30 days written notice of any tuitionincrease.

2320 Elementary and Jr. High2321 Rate - Tuition for the Elementary and Jr. High shall be set annually by the

School Board after hearing recommendations from the school administrators.

2322 Payment Plans - Tuition is considered a school year fee. As a courtesy toparents, this fee may be divided into one of three installment plans: 9(September to May), 10 (August to May), or 11 (July to May) equal payments.

2323 Adjustments - Since tuition payments are calculated on the basis of an entireschool year, no deductions will be made for school holidays or breaks, and no

deductions shall be made for absence or Independent Study contract, regardlessof the cause of such absence.

2324 Pro-Rating - If a student enrolls after the beginning of the school year, tuitionshall be pro-rated based on the actual number of student days remaining in theschool year.


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2325 Notice of Withdrawal - If a student withdraws from the school, two weeks (10school days) written notice is required. If no notice is given, the proratedamount charged to the account shall include the additional days.

2326 Refunds Refunds are to be granted after all fees have been reconciled,including (but not limited to), Lunch, Day Care, non-returned books, FieldTrips, Technology, trip accounts, etc.

2330 Tuition Discounts and Scholarships2331 Multiple Child Discounts: Families with multiple children enrolled in the

Elementary and/or Jr. High will be given a tuition discount, approved annuallyby the School Board. The multiple child discount does not apply toPreschoolers.

2332 Prepay Discount: A discount of 5% will be given for any student whose annualtuition is paid in full before August 10th of the current school year. August 11-31 the discount shall be 4%. Thereafter, the discount is available to newfamilies only, and will decrease by % on the first of each month until January1st, when the discount is no longer available. (Sept 1 = 3 %, Oct 1 = 3%, etc.)

2333 Employee Discounts: Depending on their job classifications, employees of theschool are entitled to certain discounts and benefits as described in Section 3400and summarized in Appendix Item D, Benefit Summary Table.

2334 Church Staff Discounts: The church Pastoral Staff and Executive Office Staffare considered an integral part of the overall ministry of the school. The ChurchBoard shall determine their discounts, with a recommendation that they besimilar to their comparable school staff positions. (Section 3460)

Church staff shall pay all incidental fees, except childcare during the hours theyare working.

2335 Ministers Discount: A discount on tuition shall be established for thosefamilies who serve our community as Ministers of the Gospel.

2335.1 Bible-Based - The work must be in accord with the schoolsstatement of faith (Section 1400).

2335.2 Major Duty - The ministry must be a substantial portion (at least50%) of the ministers weekly work load. This does not necessarilyneed to be reflected by income. (A home-missions pastor, forinstance, may work substantial ministry hours at no pay.)

2335.3 Allocation - There shall be a budget allocation set by the Board forthis discount for the total of all families applying. Awards shall be

to a maximum of 25% of tuition per child, but may be less,depending on how many qualified applicants there are to share thetotal allocation.

2335.4 Qualification - All ministry family applicants shall be subject toenrollment requirements (Section 4100).

2336 Other Discounts: All other discounts are by School Board authorization only


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and must be requested in writing.

2337 Scholarships: The School Board, at its discretion, may grant scholarships basedon need or on special circumstances. The intent of the scholarship program is toassist families financially who wish to attend for spiritual and for academicpurposes. The fund is not intended as an inducement vehicle for sports or othersuch programs. Applications with supporting documentation must be submitted

to the Board for consideration.

2337.1 Availability - Scholarships are available for no more than the totalunused amount contributed to the school for that purpose. Suchcontributions are always welcome, and all families shall be givenopportunities to donate to the scholarship fund regularly.

2337.2 2337.2 Review of Applications Applications shall be reviewed in aconfidential manner - the School Board may establish a ScholarshipReview Committee to assist in this matter.

2337.3 2337.3 Parameters - The review process shall include theestablishment of fundamental evaluation parameters, in an effort to

consider the applications equitably.

2337.4 2337.4 Timing Applications shall be available at any time in theyear, however, applications for the following year will be givenpriority consideration if submitted by April 30th. The scholarshipapplications will be considered and awarded shortly thereafter andcommunicated to the applicants in writing. Applications thereafterwill be considered in light of available funds.

2337.5 2337.5 Qualification - All scholarship applicants shall be subject tothe enrollment requirements outlined in Section 4100.

2400 Payment of Fees and Tuition2410 Due Date Tuition shall be paid according to the terms of an Electronic Funds

Transfer (EFT) agreement (or comparable) that is reached when the studentregisters. A monthly family account statement will be mailed for any additionalincidental charges. These charges are due upon receipt of the statement andconsidered late fifteen days (or after the following business day) thereafter, exceptin the month of June for Elementary and Jr. High students, when final payment isdue on the last day of school, and late thereafter.

2420 Day Care and Lunch Payments A separate ledger shall be kept for each family forboth Lunch and Day Care departments (Ss. 2262 and 2272.4). The families are tokeep these incidental departmental account balances in a pre-paid state.

2421 When a payment is made to the Lunch balance, the family account statementwill reflect a charge and a payment (the charge will equal to the payment).

2422 Charges and payments for Day Care shall be reflected on a Day Carestatement. Separating these charges into two statements allows for documentsthat parents need for tax deduction purposes.


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2423 To know the current running balance, the parent should consult the FinanceSecretary.

2424 If either the familys Day Care or Lunch accounts fall into the negative,administration may post the negative balance to the family account and enactredemptive measures to bring that department account current, including (butnot limited to) a fine or even the cessation of those services (Day Care and

Lunch).

2430 Late Fee A fee of $25 may be added to any account for which payment is late.The same amount may also be assessed for any returned checks (returned checkfee) which are declined a second time. The Administrator may waive these fees ifthere are mitigating circumstances.

2440 Delinquent Accounts - Printouts of accounts shall be prepared for the Administratorby the 25th of each month, showing the status of all accounts. Any account whichshows significant balances ($50 or more) for charges over 61 days past due shall beconsidered delinquent. The Administrator shall take reasonable measures toreconcile the delinquencies, and shall report the status of alarming accounts to the

School Board.2450 Suspension - The school reserves the right to suspend any student whose account is

delinquent. Suspension shall last until the account is paid. To avoid such action,special arrangements may be made in advance with the Administrator.

2460 Expulsion - Any account with charges more than 90 days delinquent may result inexpulsion.

2470 Collections The Administrator shall extend effort to reconcile each delinquentaccount in the spirit of I Cor. 6 and Matt. 5.

2470.1 When the Administrator deems it appropriate, special arrangementsfor a payment plan can be made, subject to Board approval. TheBoard shall periodically review the status of the arrangements toassure progress is being made.

2470.2 If it becomes clear that a gracious resolution to a delinquent accountcannot be reached, the Board reserves the right to turn said accountover to a collection agency. In such a case, the account is no longerthe property of the school; the family will deal with the collectionagency thereafter. No payments will be accepted by the schooloffice.

2500 Receipts and Disbursements It is our goal to operate in a fiscally sound manner, abovereproach in all such matters. The following policies are intended to facilitate procedures whichline up with standard accounting principles and conform to the utmost of accountability.

2510 Receipts and Deposits2511 Secure - All monies shall be kept in secure areas at all times; ideally in the

finance office.


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2512 Cash Receipts Multiple-part receipts shall be created for all cash received.One part will be given to the person who submits the cash. The second copyshall be retained as a source document for the finance office. If the transactionis not handled in the finance office, a third copy should be retained by the staffmember dealing with the funds.

2512.1 Annotations Staff members shall record the source of moniesreceived and their intended purposes before submitting them to thefinance office.

2512.2 Finance Office - The preferred way to handle a cash payment is tosend the payee to the finance office, where they will receive areceipt. This will help assure the proper information about thetransaction is recorded.

2512.3 Staff Receipts - If a staff member receives cash, he shall make surethere are three copies of the receipt; for the payee, the finance officeand for his own records.

2513 Classroom Funds - Occasionally, incidental funds may be collected inclassrooms for field trips, parties, etc. The intent of this policy is to allowlatitude to collect funds for these trips while at the same time providing afiscally secure environment.

2513.1 Storage - Incidental funds collected in classrooms shall be kept in a lockeddrawer or cash box. When the funds accrue to significant amounts (more

than $25), they should be submitted to the finance office.

2513.2 Overnight - Funds remaining on the premises overnight shall be submittedto the finance office to be kept in a safe. Funds not so secured shall be the

personal responsibility of the staff member failing to do so.

2513.3 Full Deposits - Funds collected in classrooms are not to be borrowed orspent. The deposits to the finance office should represent the total moniesreceived, so that we have an accurate financial picture of the event. If

funds are needed for purchases, they should be secured from the financeoffice.

2513.4 Failure to observe this policy or abusing the latitude it attempts to afford isgrounds for dismissal.

2514 Deposits - Deposits shall be made when cash on hand exceeds $500.2515 Endorsing - All checks received shall immediately be stamped for deposit

only.

2516 Checking Account - All moneys received shall be duly deposited into the schoolchecking account. Funds to be placed in savings shall be deposited in theschool checking account and transferred to savings.

2517 Cash Boxes Many events require special cash reserves (e.g. Sports events,fundraisers, etc.). The Administrator shall have the authority to establish fundssimilar to Petty Cash, with the currency needed for the events, not to exceed$2000 for all such funds in total. The Administrator shall put systems in place


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to assure that the funds and receipts balance to the amount that is allocated toeach cash box.

2520 Expenditures2521 Receipts - All requests for funds (checks or petty cash) must have; a) supporting

documentation (receipts, invoices, etc.), b) the signature of the person vouchingfor the request and c) the information necessary to charge the proper budgetaccount.

2522 Checks - All expenditures, except for petty cash reimbursements, shall be madeby check from the school checking account.

2523 IOUs In some cases (e.g. a quick run to the store for items totaling anunknown amount), cash may be borrowed from the petty cash box. A signedand dated IOU shall be accepted and placed in the Petty Cash box, with theborrower personally responsible for the funds borrowed. Repayment (e.g.receipts and/or change returned) shall be required in an expedient time frame(i.e. a day or two), to remove the IOU and balance the Petty Cash box.

A $25 cap is the recommended guideline for school petty cash IOUs. In somecases, larger amounts of cash may be needed before a final total is known. Inthese cases, the individual must work through the church finance office. Aloan to the individual can be made from a special fund, which can be repaidby returning receipts and remaining cash. Said loan must be preapproved by theAdministrator or Sr. Pastor.

2524 Two Signatures - Two authorized people must sign all checks. The OfficialBoard will select and approve those persons authorized to sign checks.

2525 Check Distribution - All checks shall be prepared by a Church Bookkeeper.2526 Approval - All expenditures or requests for reimbursement must have the

approval of the department head (for expenses related to their arena of budgetresponsibility), an administrator or the Senior Pastor. If an expense is notconsidered part of the requestors budget and is more than $150, it must haveprior written approval of the Administrator or the Senior Pastor to be paid.

2530 Payroll2531 Periods: There shall be two pay periods per month, targeting the middle and

the end of the month. The first payroll period shall not extend past the 15th ofthe month (or the following business day). The second pay period shall notextend beyond the last day of the month. The finance office shall plan, publishand post a schedule (of the pay period close dates and paycheck distribution

dates) at least two months in advance. The goal shall be to assure we have evenpayroll cycles, which means that pay period total days for hourly workers willbe 10-11 days. Paychecks will be distributed within five business days of theclose of the payroll period.

2532 Basis Wages shall be paid based on contract, position agreement or timecards.


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2532.1 Timecards Timecards must be accurately recorded and signed bythe employee and a supervisor before being collected for payroll.

2532.2 Overtime - Any overtime must be approved by the Administrator.2533 Termination - Upon termination of employment, all accrued salaries shall be

paid and benefits shall cease.

2540 Petty Cash2541 Amount on Hand - The Administrator shall determine on-hand cash needs.

Appropriate cash boxes shall be set up through the Church Bookkeeper. Thesum of receipts, IOUs and cash in any box shall always total the designatedamount for that box. The school finance secretary shall reconcile all cash boxesperiodically. The church book keeper shall monitor the integrity of the boxes.

2542 Secure - Petty cash funds shall be secured in a locked box, accessible only to theresponsible party and the Church Bookkeeper.

2543 Receipts - A voucher or receipt clearly defining each transaction must be keptfor all petty cash expenditures.

2544 Replenishing - When necessary, the receipts shall be submitted to the financeoffice so that the petty cash currency on hand can be replenished.

.


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3000 PERSONNEL

3100 Hiring Policies3110 Non-Discrimination - It is, and shall continue to be, the policy of the school not to

discriminate on the basis of an applicants age, race, color, national or ethnic origin,gender or disability in the hiring of employees.

3111 Religious Exception - We reserve the right to make hiring decisions based onreligious preferences and other religious needs, criteria, and policies. Wereserve the right to be the sole judge of merit, competence, and qualifications,and can favor Christian applicants in hiring decisions.

3120 Qualifications3121 Foundational - Although each position at the school may also have its own

additional qualifications, all employees hired to serve the school shall meet thefollowing standards:

3121.1 Born Again - He shall be a born-again Christian, professing JesusChrist as his Savior and endeavoring to follow Him as Lord.

3121.2 Church Attendance - He shall regularly and faithfully attend achurch which embraces Biblical, evangelical precepts.

3121.3 Moral - He shall exemplify Biblical moral character in his home andcommunity.

3121.3.1 Employees who experience a change in values or beliefs,including engaging in behaviors or acts that are contraryto the church values, subsequent to their hiring may besubject to review and evaluation of whether continuedemployment is appropriate.

3121.4 Tenants - He shall be in agreement with the Statement of Faith andthe purposes of the school as outlined in the Contract ofEmployment, the Employees Handbook and this policy manual(Sections 1300 1500).

3121.5 Age - He shall be at least 18 years of age. For certain non-instructional positions (i.e. Summer program assistants), a minimumof 16 years is acceptable, provided the individual has a work permit.Said employees shall work under the oversight of an adult 18 yearsor older.

3121.6 TB Clearance - He shall pass a tuberculosis examination and bringsatisfactory proof of the results to the school.

3121.7 Background Check - He shall clear a background check withfingerprint clearance, agreeing to let the school be notified of anyfuture infractions which may affect his ability to work with children.


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Note: This clearance may take a period of several days. Until it isreceived, a new employee must be in the immediate vicinity of anemployee who has a clearance whenever in the presence of childrenat the school. (See section 3323.5)

3121.8 CPR Certified - He shall have or obtain (within 2 weeks) a validFirst Aid/CPR Certificate. Until such is obtained, he shall work in

the immediate proximity of another adult who is so certified (i.e.never alone with children).

3121.9 Eligibility - He shall provide evidence of U.S. citizenship or legaleligibility to work here (Form I-9).

3122 Additional Qualifications Each position may have additional qualifications, asdetailed in Section 3600 and in each individual Job Description (Appendix F).

3130 Probationary Period - All new employees shall be considered probationary for thefirst 120 calendar days of employment. During this time, the employee may bereleased at will, without cause.

3140

At-Will Employment - The school does not promise or guarantee a minimum lengthof employment. Employment with PCS is considered at-will. Under the at-will policy, neither the employee nor the school is committed to continuing theemployment relationship for any specific term. Rather, the employmentrelationship will continue at-will. Either side may terminate the relationship at anytime, with or without cause and with or without notice. This section is notapplicable to Teachers who sign a Teachers Contract, as that Contract identifies theconditions of employment, including termination.

3200 Salaries, Wages and Contracts3210 Definition of Terms

3211 Full-time & Part-time - An employee shall be considered full-time if he is regularlyscheduled to work 30 or more hours per week. An employee shall be considered part-

time if he is regularly scheduled to work less than 30 hours per week.

3212 Hourly & Salaried: An employee who is paid an hourly wage shall be termedhourly. An employee who is paid a predetermined, fixed salary regardless ofhours worked shall be termed salaried. A salaried employee may or may nothave a Contract of Employment with the school. Department of Laborguidelines shall be observed in the decision to classify a position as salaried ornot.

3213 Year-Round & Seasonal: An employee who is regularly scheduled to workforty-eight or more weeks per year (excluding paid time-off) is deemed year-round. An employee who works less than forty-eight weeks per year is deemedseasonal.

Employment for summer seasonal positions is not considered whendetermining if an employee is seasonal or year-round unless specifically defined


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as such in the job description. Such positions are separate from the school-yearpositions, and employees must volunteer to be considered separately for saidpositions. Thus, a full-time seasonal employee who volunteers to be consideredfor a summer camp seasonal position does not then become a full-time year-round employee.

3220 Job Classifications3221 Categories - All positions at the school fall into one of three categories;

administration, certifiedemployees and classifiedemployees.

3222 Administration Administrators shall consist of the Senior Pastor, the Sr.Associate Pastor, the lead school Administrator, (Vice) Principal(s), and thePreschool Director. The Board may choose to offer full-time, year-roundadministrators salaried status, with the terms of their employment stated intheir contracts or job descriptions.

3223 Certified Positions requiring certain special teacher training shall beclassified as Certified. The employees assigned to these positions havecertifications (i.e. credentials, certificates, mandated educational requirements,

etc.) to enable their role as teachers - classroom directors with duties andterms of employment specified in their job description, contract, and/orTeachers Manual.

3223.1 Elementary Teachers shall be contracted, seasonal salariedemployees

3223.2 Preschool Teachers shall be hourly, year-round employees.3224 Classified - Any position that is not classified administration and is not a

contract teacher is considered a classified. position. Special categories ofclassified positions include:

3224.1 Executive Support Staff Office positions which are full time, year-round and in direct support of administration may be deemedExecutive Support Staff by the Administrator. Positions include,but are not limited to; School Secretary, Finance Secretary andClassroom Support Secretary.

3224.2 Department Directors - Certain positions involve leading centers ofactivity, such as the Lunch program or the Day Care program.Employees assigned to these positions may be deemed DepartmentDirectors by the Administrator.

3230 Wages and Salaries The School Board shall approve wages and salaries during thebudget process each year. The staff pay schedule will provide reference points forthe Administrator for the hiring of new employees throughout the year. Factors tobe considered when establishing wages or salary shall include education, experience,training, merit, range of duties and scope of responsibility.

3231 Preschool Teachers - shall be paid according to Appendix Item C, PreschoolTeachers Wage Schedule, established by the School Board. Said scheduleshall be reviewed annually.


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3232 Preschool Administrative Assistants - shall be paid an hourly rate supplement tothe Preschool Teachers Wage Schedule, as determined by the School Board.

3233 Elementary and Jr. High Teachers - shall be paid according to the Elementary &Jr. High Teachers Salary Schedule (Appendix Item B), as established by theSchool Board. Said Schedule shall be reviewed annually.

3234 Administrative - Prior to authorizing offers of employment for anyadministrative position, the School Board shall set a salary or hourly payschedule and approve benefits.

3235 Overtime Overtime begins for hourly employees after 8 hours per day, or 40hours worked in a calendar week. Overtime pay shall be 150% of the normalhourly rate. Additional overtime rules stipulated by the state of California shallbe observed.

3236 Make-Up Time The school recognizes the periodic (occasional) need ofemployees to adjust work hours for personal reasons. Although not underobligation, the school shall attempt to work with employees and allow formake-up time missed due to said personal obligations, within budget

expectations.

Contract teachers cannot make-up classroom time, and require substitutes ifthey miss. For this reason they have already been given special personal daysconsiderations (S3412.2), and will have limited consideration of make-uptime requests.

3236.1 Written request - The request must be submitted in writing (Currentform sample at Appendix I).

3236.2 Hours Limitation - An employee may work no more than 11 hourson another workday, and no more than 40 hours in a week in makingup the hours.

3236.3 Scheduling Limitation - The lost time must be made up within thesame work week.

3236.4 Employee Benefit - The school shall not encourage, discourage orotherwise solicit an employee to request approval for makeup time.

3236.5 Pay - The make-up hours are at the request of the employee, andshall not be considered overtime, even if more than 8 hours areworked in a day. The hours shall be paid at standard rate.

3240 Contracts3241

Offer Date By April, enrollment trends for the following year indicate with adegree of probability which Elementary and Jr. High teacher positions will beneeded. Contracts for returning teachers shall be approved by the School Boardno later than the April School Board meeting. The Administrator shall presentthe contracts to the employees within a week thereafter.

3242 Term - Contract commitments shall be for the entire school year unlessstipulated otherwise.


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3243 Shared - Shared contracts shall be considered on a case-by-case basis. The goalof any shared contract shall be to split the responsibilities and benefits of onecontract equitably.

3244 Desire to Return - Contracted employees shall notify the Administrator inwriting by March 15th as to their desire to return for the following school year.

3245 Notice - Contracted employees shall be notified prior to May 1st if theirservices will not be required for the following school year. We do not adhere toa tenure system. Length of service to the school, however, shall be asignificant consideration if there are fewer positions available for the followingyear than there are teachers who wish to return. There are other considerationsas well (i.e. effectiveness in the classroom, professional development, extra-curricular activity, fit for open positions, etc.).

3246 Rejection - A Contract of Employment shall be considered rejected if not signedand returned within the time stipulated in the contract offer.

3247 Withdrawal - The Administrator or School Board shall have the right towithdraw an offer of employment any time prior to its acceptance.

3300 Employee Records3310 Job Descriptions

3311 Creation - The Administrator, in conjunction with the various department heads,shall prepare a job description for each position, to be approved by the SchoolBoard. Said job descriptions shall be considered part of this policy and proceduremanual.

3312 Employee Copy - All employees shall be given a written copy of their jobdescription, and shall be notified in writing of any changes to said job description.All changes to job descriptions must be approved by the School Board.

3313 Features - Each job description shall specifically itemize the following details:3313.1 A title and brief general description.3313.2 The supervisor (or supervisor position) to which the employee

directly reports.

3313.3 Job classification as to: full or part-time, hourly or salaried, seasonalor year-round, and whether the position is considered administrative,certified or classified.

3313.4 Number of weeks worked per year, and which breaks (if any) aretaken off without pay.

3313.5 Days and hours normally scheduled to work.3313.6 Personal qualifications required for that position.3313.7 Professional qualifications required for that position.3313.8 Physical qualifications required for that position.


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3313.9 An outline of the essential functions of the position.3313.10 An outline of the additional/supplemental functions of the position.3313.11 Usual dress code classification (Section 3570).

3320 Personnel Files3321 Individual File - All employee records shall be kept in individual personnel

files. These files shall be stored in a secure environment to help protect theprivacy of employees. Administration and executive staff shall have access tofiles for the purposes of the school, and shall use discretion in the use ofinformation therein. Inappropriate use of personnel files shall be grounds fordismissal.

3322 Employee Access - Any employee, upon request, may inspect his personnel filein the presence of an administrator (Section 3520).

3323 Contents - Each personnel file shall contain the following information:3323.1 Application Documents - Employment application, any application

test results, and written confirmation of job classification and payrate upon hiring.

3323.2 Academic Records - Official transcripts of all post high schoolformal education (if such are considered in the hiring process).

3323.3 CPR Certification - Copies of First Aid and CPR certificates.3323.4 Eligibility Affirmation that the employee has provided proof of

eligibility to work in the US.

Note: The actual documentation shall be kept in a separate filewhich contains every employees record of Proof of Eligibility (i.e.proof of citizenship or the U.S. Citizenship and Immigration Service

Form I-9). In the case of a documented worker review, this shallassure that all of the records will be in one file.

The Proof of Eligibility file shall maintain the documentation of eachemployee for at least three years after termination.

3323.5 Background Check An indication that the fingerprinting andbackground checks were received and reviewed, and that theemployee is cleared to work with PCS children. (See Section3121.7)

Original background check documentation and reports shall not bekept in personnel files, but in a separate, confidential folder, in asecure location. The report will be reviewed by the Sr. Pastor andthe Administrator for any citations that would exclude the individualfrom working at the school or with children. (The report itself oftenstipulates this decision.) If the Sr. Pastor and Administrator reviewthe report and determine the infractions were notof a nature toexclude the individual from working at the school, or determine thatcertain conditions/limitations for school participation are in effect, a


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written note to that effect, signed by both, will fulfill the clearancepolicy requirement.

3323.6 Supervisor Notes Reference checks, performance evaluations andother such administrative notes, including any written commentsadded by the employee.

3323.7 History - Written confirmation of employment actions such as wageor salary increases, re-classification, promotions, etc.

3323.8 Discipline Records - Reports regarding discipline or proposeddiscipline, including any written comments added by the employee,shall be considered part of the personnel record, but shall be kept inseparate individual files which are locked securely. They shall beaccessible to administration or Board members on a need to knowbasis.

3323.9 TB Results - Tuberculosis test result which is no more than fouryears old.

3323.10

Physical Notices - Pertinent health notations which are incompliance with HIPAA medical information privacy rules (i.e.Physician note declaring Fitness for Duty, Workers Comprestrictions, etc.).

Employees are to understand: The school does not wish to obtainany knowledge or documentation which would constitute a healthprivacy (HIPPA) violation.

3323.11 Misc. - Any other information that administration deems relevant ornecessary for personnel decisions in the future.

3323.12 Preschool Records - The Preschool personnel files shall contain alladditional information required by the Preschool Director and asstipulated by the state of California in order to maintain its license.

3330 Evaluations3331 New Employee - All new employees shall be given two written evaluations by

their immediate supervisor in the first twelve months of employment.

3332 Veteran Employee - All veteran employees will be given an annual writtenevaluation by their immediate supervisor. Said evaluations, along with anyrecommendations, shall be completed by March 1st for review by theAdministrator and/or School Board.

3333 Review - All evaluations shall be reviewed with the employee within 5 days ofthe formal evaluation. The employee shall have the option of adding his ownwritten comments to the record. Any such added comments must be dated andsigned by the employee.

3334 Personnel File Copy - All evaluations shall be kept in the employees personnelfile.

3340 Disciplinary Reports


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3341 Initial Report - Should an employees actions or attitude become unacceptableor detrimental to the purposes of the school, his immediate supervisor shalladdress the problem privately with the employee. If it is the supervisorsopinion that there has been an indiscretion (as opposed to a misunderstandingwhich is