teaching today’s learners for tomorrow’s challenges · 1 bonner springs/edwardsville unified...

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Bonner Springs/Edwardsville Unified School District 204

Teaching today’s learners for tomorrow’s challenges

Unified School District 204 Bonner Springs / Edwardsville MAINTENANCE DEPT. CLASSIFIED EMPLOYEE TERMS OF EMPLOYMENT

Originally Approved by the Board of Education on June 20, 2011 Original Effective Date - July 1, 2011

Amendments Recommended and Approved by the Board of Education on 07-13-2020 Implementation Date for Amendments – July 1, 2020

WORK AGREEMENTS AND WORK SCHEDULES

1. Work schedules for all classified employees will be determined by the Superintendent,

Building Administrator or Departmental Director. Please refer to employee Work

Agreements for estimated annual hours and applicable schedule.

2. Classified employees will be required to utilize and maintain hours worked and leave taken

in the district’s time clock timekeeping system.

3. Employees working under this agreement are classified employees and therefore,

considered to be employees “at-will”. Employment may be terminated at any time, with or

without cause by either party. Two (2) weeks written notice is preferred.

Job Abandonment

Any employee who fails to report to work for a period of three days or more without

notifying his or her supervisor will be considered to have abandoned the job and voluntarily

terminated the employment relationship.

Unexcused Leave and Job Tardiness

Unexcused absenteeism and tardiness will result in disciplinary action and are considered

grounds for termination.

SCHEDULE OF PAYDAYS

1. All classified employees will be paid bi-weekly in accordance with the adopted payday schedule.

2. Annually, the Payroll Department will determine the payday schedule and include it as an

attachment to this document each year.

VACATION TIME

Full-Time Employees: The USD 204 vacation plan is designed to provide employees with an opportunity to rest and get away from the everyday routine. For these reasons, USD 204 believes it is important to take vacation when it is earned, and encourages its employees to do

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so. Regular full-time employees will earn vacation time based on the number of years of continuous employment with USD 204. Eligible full-time employees begin accruing vacation immediately, and can use accrued vacation hours after successfully completing 90 days of continuous employment (which is deemed to be the probationary period of employment for all new classified employees). “Continuous employment” is defined as an unbroken period of time during which an individual is considered to be an employee. Only at management’s discretion, and as permitted by law, employees may be granted vacation pay in advance or unpaid time off when no vacation time is available.

1. 12 month classified employees are granted annually the following vacation leave:

a. 80 hours (10 days) of leave for employees with one year and less than five years of

continuous years of District employment.

b. 120 hours (15 days) of leave for employees with more than five years and less than

ten years of continuous years of District employment.

c. 128 hours (16 days) of leave for employees with more than ten years and less than

fifteen years of continuous years of District employment.

d. 136 hours (17 days) of leave for employees with more than fifteen years of

continuous years of District employment.

2. Vacation requests must be submitted to and approved by the employee’s immediate

Supervisor or Departmental Director at least five days in advance of the requested leave

period. Approval for all vacation requests will be at the discretion of an employee’s

immediate Supervisor or Departmental Director, based on the business needs of USD 204.

In order to meet the staffing needs of USD 204, employees are encouraged to request their

vacation time well in advance. Requests will typically be granted on a first-come, first-

served basis, subject to factors such as staffing requirements, work flow and USD 204

needs.

3. Vacation must be used in the year in which it is earned and it does not carry over. In the

event accrued vacation is not completely used prior to August 1st (of the following calendar

year), employees will be paid up to a maximum of 50% of their total accrued vacation

during the contract term and the remainder will be forfeited (“use it or lose it”).

4. Classified Employees who work fewer than twelve months per year are not eligible for paid

vacation days.

Vacation Leave Payout Provision: If an employee leaves USD 204, the employee will be paid for any unused earned vacation from the year in which they separate, computed at the rate of pay earned upon separation. Additionally, maximum unused vacation payouts will be calculated / prorated on a monthly basis as shown below:

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Maximum Month Unused

of Vacation

Separation Payout July 8.33%

August 16.67% September 25.00%

October 33.33% November 41.67% December 50.00%

January 50.00% February 50.00%

March 50.00% April 50.00% May 50.00% June 50.00%

If an employee leaves USD 204, the employee will be paid for any unused earned vacation from the year in which they separate, computed at the rate of pay earned upon separation. If an holiday/INCLEMENT WEATHER DAY falls within an approved vacation period, it will not count against the vacation allotment.

SICK LEAVE

1. All classified/non-exempt employees scheduled to work a minimum of 630 hours per year, are eligible for sick leave. Classified employees in the temporary, seasonal and other part-time categories are not eligible for sick leave benefits. These days are to be used for employee’s illness or injury, or that of a child, parent or spouse of the employee. Sick leave may be used in increments of one-half hour and cannot be used as vacation days or to extend a vacation.

Prior notice of the absence should be given to the employee’s immediate Supervisor or Departmental Director whenever possible (unless an unexpected medical or other emergency makes it impossible to do so). If prior notice is not possible, employees are required to notify their Direct Supervisor as soon as possible prior to their scheduled work time. Failure to call in properly will be considered an unreported absence, and may result in disciplinary action. Employees are required to keep their Direct Supervisor informed of their status and projected return date on a daily basis. Medical certification may be required for any absence due to illness or injury. USD 204 may require a return to work release from a physician for any illness or injury lasting more than two days, prior to allowing an employee to return to work.

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If an employee is absent from work for three or more consecutive scheduled workdays without properly contacting his/her supervisor, it will be assumed that the employee has voluntarily resigned his/her employment. Additionally, five or more absences or tardies during any quarter may also lead to disciplinary action. Finally, unless the employee is on an authorized leave of absence, the employee must maintain contact with the supervisor throughout any absence extending beyond one day, notifying him/her daily whether and when the employee will be returning to work. Family Medical Leave Act (FMLA) When an employee or a family member experiences a serious health condition that requires time off from work, The Family Medical Leave Act may be able to help. Whether an employee is unable to work because of their own serious health condition, or because they need to care for a parent, spouse, or child with a serious health condition, the FMLA provides unpaid, job-protected leave. Leave may be taken all at once, or may be taken intermittently as the medical condition requires. In order to be eligible for leave under the Family Medical Leave Act, an employee must have worked for an employer for at least 12 months. Additionally, the employee must have worked for a minimum of 1,250 hours in the previous 12 months. Requests for leave under the Family Medical Leave Act should be directed to the employee’s direct Supervisor or the district’s Human Resources Department. Whenever a sick day is taken, the absence must be recorded on the employee’s time sheet or time records upon return to work. Sick leave benefits will be calculated based on the employee’s base pay rate at the time of absence and will not include any special forms of compensation, such as overtime. Eligible employees will accrue sick leave benefits monthly based on the number of hours worked daily.

2. Classified employees are granted annually, on July 1st, the following sick leave each year:

a. For employees with less than one year of employment prior to July 1st, 1 day for each

full month of employment before July 1st.

b. For employees with more than one year of employment, the number of sick leave days

granted will be based on the number of months the employee is scheduled to work; i.e.

12 month employees receive 12 days of sick leave, 11 month employees receive 11 sick

days, and 10 month employees receive 10 sick days.

c. If unused, sick leave will be added to the accumulated sick leave balance and carried

over into the following year.

d. If accumulated sick leave exceeds 125 days at the end of the contract year, the excess

will be paid out at the rate of $75.00 per day (for a full-time employee and pro-rated

accordingly based on the number of hours the employee is scheduled to work per day)

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on the first payday of the next contract year.

e. Upon 5 years of continuous employment with USD 204 and upon retirement or

resignation from USD 204, each employee will receive $75.00 per day (pro-rated based

on the daily work schedule of the employee) up to 125 days for accumulated unused

sick leave.

f. For sick leave purposes, 1 sick leave day is equal to the employee’s daily contracted

hours.

3. An employee shall be permitted to use sick leave for attending funerals of any immediate

family member when approval of the Superintendent, Director, or Administrator has been

obtained. One-half day shall be deducted from an employee’s accumulated sick leave for

each full day absence up to a total of two and one-half days. For example, an absence

lasting 5 days would require the use of 2 and ½ days of sick leave.

4. Immediate family is defined as one's parents, step-parents, siblings, spouse, children, step-

children, foster children, in-laws, sibling in-laws, grandparents, great grandparents, step-

grandparents, step-great grandparents, grandchildren, aunts, uncles, nieces, and nephews.

Personal leave, vacation leave or compensatory time may be used if additional days are

needed and approved.

5. Sick leave is to be used only for funeral leave (as defined above) or medical reasons

affecting the employee or their legal dependents.

PERSONAL LEAVE

1. Classified employees will be granted half of their sick leave allotment as personal days per

year to be deducted from sick leave and personal leave does not accumulate (i.e., 12 month

employees will receive 12 days of sick leave per year, 6 of which can be used as personal

leave; 10 month employees will receive 10 days of sick leave per year, 5 of which can be

used as sick leave).

2. Personal leave may be used for personal business and should be scheduled in advance if

possible.

3. For personal leave purposes, 1 day is equal to the employee’s daily contracted hours.

4. If the employee does not use all of his/her personal leave days during the employment year,

those days will roll over into the employees sick leave balance and will be eligible for use as

sick leave days in the following year; provided further that the employee can take a

maximum of three (3) consecutive personal days of leave.

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HOLIDAYS

The holiday schedule for Classified Employees will be determined by the Superintendent or his

or her designee and will be included as an attachment to this document each year.

Classified Employee Unpaid Time Off Policy

Employees must take earned PTO for every absence unless otherwise allowed by company

policy (e.g., leave of absence, bereavement, jury duty). However, from time-to-time, and on a

case-by-case basis, an unpaid personal leave of absence may be granted upon request to

regular full- and part-time employees for important pressing personal needs, at the discretion

of the employee’s supervisor.

FRINGE BENEFITS

1. Classified employees have the opportunity to participate in the District sponsored Section 125 plan through payroll deduction. Additional information regarding these benefits can be obtained by contacting the Benefits Coordinator.

2. Contingent upon the amount of hours worked per week and during the year, classified employees have the opportunity to participate in the District sponsored Health Insurance, Dental insurance, Vision insurance and 403(b) plans.

3. New employees will be provided 30 days from the date of their employment in which to complete the necessary insurance benefits enrollment paperwork.

4. The employee has the opportunity to utilize the District sponsored Child Care Program. 5. Reimbursement up to $35.00 for a required TB test and up to $70.00 for a chest x-ray or

DOT physical examination if required. 6. Effective July 1, 1993, the KPERS Omnibus Retirement Bill was passed which states that all

employees who work for a public school district for a minimum of 630 hours per year or 3.5 hours per day for at least 180 days are required to be covered under the Kansas Public Employees Retirement System (KPERS).

OVERTIME

1. The rate of pay for overtime shall be one and one-half times the regular hourly wage of the employee and will only be paid after 40 hours worked during the work week. Hours accumulated during the week for other purposes such as sick leave, personal leave and vacation leave do not count towards the calculation of overtime and are paid based upon the employees base hourly wage.

2. For the purposes of overtime, the work week begins at 12:01 a.m. Saturday morning and ends at midnight on the following Friday.

3. All overtime must have prior approval of the Superintendent, Director or Administrator.

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OFF-DUTY CALL-IN PAY In the event a maintenance or custodial employee is requested to show up to work during a non-scheduled shift, and in the event the work performed takes less than 2 hours’ time to complete, a minimum of 2 hours will be added to the employee’s time for work performed.

NEW HIRES The first 90 days of employment will be considered a probationary period for all new employees. During this time, USD 204 will assess your compatibility with the organization. During the probationary period, leave will accrue but be unavailable. After the probationary period, accrued leave may be made available by approval of the Superintendent, Director or Administrator.

Classified Employee / School District Emergency Closing Policy

1. PURPOSE

This policy is designed to encourage responsible conduct among essential and non-essential employees, as well as establish equity and continuity in the way such conduct is treated for pay purposes.

2. APPLICABILITY

This policy applies to classified employees only.

3. DEFINITIONS

Authorized Closing: (i.e. Inclement Weather Day) A suspension of operations,

where essential employees are still expected to report to work, but non-essential

employees are not required to report to work, as determined by the Superintendent

of Schools or designee. An authorized closing may be for an entire shift or a partial

shift.

Essential Employees: Employees who have been designated by the District who

are required to work during an authorized closing, even if the authorized closing

occurs during a shift that an essential employee is not regularly scheduled to work.

Generally speaking, this group includes District Maintenance Staff, District Custodial

Staff and Transportation Shop Laborers.

Non-Essential Employees: Employees who are not expected to work during an

authorized closing.

Emergency Closing Leave: Leave awarded as credit for time worked during an

authorized closing. (i.e. Inclement Weather Day)

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4. POLICY

Essential Employees: The District maintains a list of employee job classifications or

individuals which it has determined are Essential Employees. That particular list may

be updated occasionally. It follows this policy. Affected employees shall be notified

in writing any time their classification is changed. Essential employees must report

to work during authorized closings unless notified by Director in advance. For an

employee's essential or non-essential status to change, he or she must be notified

prior to the shift by an appropriate manager within the department he or she

regularly works.

Pay and Leave Related Guidelines

Essential Employees

A. Employee Working During an Authorized Closing: The employee will

receive regular pay for the actual hours worked during the closing. In

addition, any essential employee will also receive compensatory / emergency

closing leave equal to the time worked during the closing.

B. Essential Employee Scheduled to Work During an Authorized Closing But

Does Not Report: Hours should be charged to the employee's existing

Personal or Vacation leave (or leave without pay when he or she has no

accrued leave) for all hours he or she was scheduled to work during the

authorized closing.

C. Essential Employee on Scheduled Leave with Pay During an Authorized

Closing: In this instance, the employee will not be assessed leave against his

or her current leave balance during the period of his or her leave affected by

the closing. The time should be charged to administration leave.

Non-Essential Employees:

A. Non-Essential Employee Who Does Not Report During an Authorized

Closing: No existing leave is assessed the employee, even if the employee is

on scheduled leave during that day. The time will be recorded as a normal

day worked in the time system.

B. Non-Essential Employee Who Reports to Work During an Authorized

Closing: Regardless of the number of hours worked on the emergency closing

day, the employee will receive a full day’s pay. In addition, the employee will

also receive compensatory / emergency closing leave equal to the number of

hours worked that day in the time system.

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C. Non-Essential Employee on Scheduled Leave with Pay During an

Authorized Closing: In this instance the employee will not be assessed leave

against his or her current leave balance during the period of his or her leave

affected by the closing.

Compensatory / Emergency Closing Leave Limits:

A. Maximum Amount: Administration leave awarded under this policy will

be limited to no more than five (5) times the daily amount of contracted

hours. (Example: An employee is contracted to work 4 hours per day, then

their maximum allowed would be 20 hours)

B. Maximum lengths: Unused administration leave will be forfeited at the

end of the fiscal year. (use or lose)

C. Make up School days on a Scheduled Holiday: In the event that make up

days for the School Calendar fall on a scheduled holiday for 12 month

employees and they are required to report to work, it will be considered that

the holiday benefit for that holiday will have been awarded, up to the

amount of administration leave previously awarded under this policy during

the fiscal year.

5. ESSENTIAL EMPLOYEE JOB CLASSIFICATIONS

A. Maintenance Department 12 month Employees

B. Transportation Department 12 month Employees

C. Custodial Department 12 month Employees

6. LEAVE OF ABSENCE

In the event of an employee on an unpaid leave of absence, that employee is

ineligible to receive Inclement Weather pay.

Workers Compensation Policy Reminders

Notify supervisor or school nurse immediately.

20 day time limit from date of accident or injury to report.

Please see Work Comp Notice on USD 204 website for further information

Discrimination and Harrassment Policy Reminders

Inquiries regarding compliance may be directed to the District’s Compliance Officer:

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Eric Hansen, Director of Business and Human Resources P.O. Box 435; 2200 South 138th Street Bonner Springs, KS 66012 Telephone 913-422-5600 Or Equal Employment Opportunity Commission 400 State Ave., 9th Floor Kansas City, KS 66101 (913) 551-5655 Or Kansas Human Rights Commission 900 SW Jackson, Suite 568-S Topeka, KS 66612-1258 (785) 296-3206 Or United States Department of Education Office for Civil Rights 8930 Ward Parkway, Suite 2037 Kansas City, Missouri 64114-3302 (816) 268-0550 Further information can be located on the USD 204 website at: Usd204.net/aboutus/humanresources

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