Iowa Educational Services for the Blind and Visually Impaired

Iowa Educational Services for the Blind and Visually Impaired

Iowa Braille and Sight Saving School

Employee Handbook

Our mission is to enable Iowa's students who are blind or visually impaired to function as independently as possible in all aspects of life by providing appropriate educational opportunities, resources, and support services.

Mr. Bruce Rastetter, President, Board of Regents, State of Iowa

Mr. Robert Donley, Executive Director, Board of Regents, State of Iowa

Mr. Patrick Clancy, Superintendent/Administrator

Employee Handbook Approved

by the Board of Regents, State of Iowa

7/26/1989

Annual Review 08/2013

Iowa Educational Services for the Blind and Visually Impaired

A Board of Regents, State of Iowa Educational Program

1002 G Avenue

Vinton, Iowa 52349

Phone: (319) 472-5221

Toll Free in Iowa: (800) 645-4579

Fax: (319) 472-4371

www.iowa-braille.k12.ia.us

PREFACE

Equal employment opportunity and treatment shall be practiced by the Iowa Educational Services for the Blind and Visually Impaired agency regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, age, marital status and disability if the employee, with or without reasonable accommodation, is able to perform the essential functions of the position.

The following have been designated to coordinate compliance with these legal requirements, including Title VI, Title VII, Title IX and other civil rights or discrimination issues, the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 and other applicable state and federal laws and regulations and may be contacted for additional information and/or compliance issues:

Justin Ruegg, Director of Human Resources

Iowa Educational Services for the Blind and Visually Impaired

Old Main, Room 107

1002 G Avenue

Vinton, IA 52349

(319) 472-5221, ext. 1226

OR

Patrick Clancy, Superintendent

Iowa Educational Services for the Blind and Visually Impaired

Old Main, Room 132

1002 G Avenue

Vinton, IA 52349

(319) 472-5221, ext. 1132

The material covered within this policy and procedure document is intended as a method of communicating to employees regarding general information, rules and regulations and is not intended to either enlarge or diminish any Board policy, administrative regulation or negotiated agreement. Material contained herein may therefore be superseded by such Board policy, administrative regulation, negotiated agreement or changes in state or federal law.

Any information contained in this document is subject to revision or elimination as required.

No information in this document shall be viewed as an offer, expressed or implied or as a guarantee of any employment of any duration.

TABLE OF CONTENTS

PREFACE i

SECTION 1 – INTRODUCTION AND EDUCATIONAL SERVICES BACKGROUND 1

1.1 – The Employee Handbook Document 1

1.2 – Our Mission Statement 1

1.3 – Introduction and Background Information 1

1.4 – Continuum of Services for Students who are Blind and Visually Impaired 2

1.5 – Special Schools and Residential Placements 3

1.6 – Human Rights / Affirmative Action Employer 5

1.7 – Organizational Chart 7

1.8 – Volunteer Program 8

SECTION 2 – ALL STAFF EMPLOYMENT PRACTICES 9

2.1 – Selection and Placement 9

2.2 – Employment and Supervision of Immediate Family Members (Nepotism) 9

2.3 – Physical Examination 10

2.4 – New Employee Orientation 10

2.5 – Personnel Records 10

2.6 – New Employee Information Form 10

2.7 – Payroll 10

2.8 – Hours of Work 10

2.9 – Employee Pay Schedule 10

2.10 – Position Classification 11

2.11 – Performance Evaluations and the Professional Staff Development System 11

2.12 – Holidays 11

2.13 – Health and Dental Insurance 11

2.14 – Life Insurance 12

2.15 – Accidental Death and Dismemberment 12

2.16 – Long Term Disability Insurance 13

2.17 – Tax Sheltered Annuities (Supplemental Retirement Annuity) 13

2.18 – Pre-Tax Premium Conversion Program 13

2.19 – Flexible Spending Accounts 13

2.20 – Savings Bond Payroll Plan 14

2.21 – Long Term Care 14

2.22 – Sick Leave Accrual Use, FMLA, Sick Leave Conversion and Pay-out 14

2.23 – Catastrophic Leave Donations 16

2.24 – Iowa Employees Assistance Program 17

2.25(a) – Educational Assistance Program 17

2.25(b) – Supplemental Educational Assistance Allowance 21

2.26 – Court and Jury Service Leave 22

2.27 – Worker’s Compensation 22

2.28 – Separation from Service 23

2.29 – Retirement 23

2.30 – Iowa Public Employees Retirement System (IPERS) 24

2.31 – TIAA-CREF 24

2.32 – Social Security Program 24

2.33 – Unemployment Insurance 24

2.34 – Voting Leave 25

2.35 – Leave of Absence without Pay 25

2.36 – Election Leave 25

2.37 – Military Leave 25

2.38 – Procedure for Reimbursement for Interview Expenses 26

2.39 – Procedure for Reimbursement for Moving Expenses 26

2.40 – Procedure: Reimbursement for Professional Development Presentations and Attendance 27

SECTION 3 – ALL STAFF POLICIES AND PROCEDURES 32

3.1 – Drug-Free Workplace/Learning Environment 32

3.2 – Smoke-free Campus 32

3.3 – Iowa Braille School Office Hours 34

3.4 – Lost and Found 34

3.5 – Keys 34

3.6 – Mailing Information 34

3.7 – Use of School Property and Telephone / Mobile Phone Usage 34

3.8 – Safety 38

3.9 – CPR/First Aid Procedures 38

3.10 – Appearance and Conduct 39

3.11 – Liability Protection 39

3.12 – Bulletin Boards 39

3.13 – Asbestos Notification 40

3.14 – Chronic Communicable Diseases Policy 40

3.15 – Political Activities Policy 42

3.16 – Religious Activities Policy 42

3.17 – Confidential Information Policy 42

3.18 – Conflict of Interest Policy 43

3.19 – Solicitation Policy 45

3.20 – Purchasing Procedures 45

3.21 – Travel Policy 46

3.22 – Procedure for the Disposal of Materials and Equipment of No Value 51

3.23 – Calendar Maintenance Policy and Procedure 52

3.24 – Business Charge Account Purchases Policy 55

3.25 – Credit Card Purchases Policy 56

3.26 – Systems Password Policy and Procedure 56

SECTION 4 – ALL STAFF POLICIES AND PROCEDURES (continued) 59

4.1 – School Vehicle Use Policy 59

4.2 – Work Related Injuries 69

4.3 – Traffic and Parking Procedures 70

4.4 – Visitors on Campus Procedures 71

4.5 – Use of Facilities Procedures 71

4.6 – Inclement Weather School Closing Procedures 72

4.7 – Sexual Harassment Policy 73

4.8 – Grievance Procedure Under Affirmative Action: 74

4.9 – Employee Code of Conduct 77

4.10 – Right to Grievances and Appeals 79

4.11 – Anti-Bullying/Harassment Policy and Procedure (cross-published as 6.1) 80

4.12 – Student to Student Sexual Misconduct Policy (Removed – See Policy 6.3) 87

4.13 – Pandemic Influenza Planning 87

SECTION 5 – STUDENT RELATED POLICIES AND PROCEDURES 89

5.1 – Student Ombudsman 89

5.2 – Student/Staff Relations Policy 89

5.3 – Student Discipline Policy 89

5.4 – Student Code of Conduct 91

5.5 – Policy and Procedures for Student-Involved Emergencies, Accidents and Incidents 91

5.6 – Student Search Policy 93

5.7 – Photography & Videotape Procedures 95

SECTION 6 – STUDENT RELATED POLICIES AND PROCEDURES (continued) 96

6.1 – Anti-Bullying/Harassment Policy and Procedure (cross-published as 4.11) 96

6.2 – Student Records Data Policy 102

6.3 – Student to Student Sexual Misconduct Policy 109

6.4 – Student Extra-Curricular Activity Support for Students Attending LEAs 114

SECTION 7 – INFECTION CONTROL 116

Policies and Procedures Currently in Development 116

SECTION 8 – POLICIES SPECIFIC TO MERIT EMPLOYEES 117

8.1 – Regent Merit System of Personnel Administration 117

8.2 – Collective Bargaining Agreements 118

8.3 – Employment Eligibility Roster 118

8.4 – Merit Employee Appointments 118

8.5 – Employment Status 119

8.6 – Employment Classification 119

8.7 – Timekeeping Procedures for the Employee Work Record 120

8.8 – Sample Employee Work Record 120

8.9 – Probationary Period 120

8.10 – Merit Increases 121

8.11 – Promotions and Transfers 121

8.12 – Classification Assignment Review 121

8.13 – Call-Back Service 121

8.14 – Vacations 122

8.15 – Merit Employee Pay 122

SECTION 9 – POLICIES SPECIFIC TO PROFESSIONAL AND SCIENTIFIC EMPLOYEES 123

9.1 – Professional and Scientific Employee Classifications 123

9.2 – Appointments 123

9.3 – Probationary Period 123

9.4 – Salary Administration 123

9.5 – Holidays and Leaves 123

9.6 – Calendars 124

9.7 – Administrative Leave 124

9.8 – Performance (Professional Staff Development Program) 125

9.9 – Terminations 127

9.10 – Appeals 128

9.11 – Professional and Scientific Salary Schedule 2013-2014 130

SECTION 10 – POLICIES SPECIFIC TO FACULTY AND INSTITUTIONAL OFFICIALS 131

10.1 – Faculty and Institutional Officials 131

10.2 – Conditions of Appointment for Faculty 131

10.3 – Faculty Contracts 137

10.4 – Faculty Reduction in Force (RIF) Policy and Procedure 138

10.5 – Iowa Evaluation Procedures for Teachers of students with Visual Impairment (TVIs), Orientation & Mobility Specialists (OMS) and Statewide Consultants 141

10.6 – Faculty Salary Schedule – 2013/2014 School Year 152

10.7 – Extra Curricular Activity (ECA) Pay Schedule – 2013/2014 School Year 153

SECTION 11 – CRISIS MANAGEMENT 154

Policies and Procedures Currently in Development 154

SECTION 12 – REPORTING SUSPECTED ABUSE 155

12.1 – Procedure for Reporting Suspected Child Abuse, Dependent Adult Abuse or Abuse of a Student by an Agency Employee 155

12.2 – Policy for Reporting Suspected Child Abuse, Dependent Adult Abuse or Abuse of a Student by an Agency Employee 156

12.3 - Policy and Procedures for Charging and Investigating Allegations of Abuse of Students by Agency Employees (Chapter 102 Investigation Handled by Level One Investigator) 160

SECTION 13 – STATEWIDE EMPLOYMENT PRACTICES 174

13.1 (a) – Annual Calendar (Schedule for the Year) 174

13.1 (b) – Requirements for Time on an IEP and IFSP 174

13.2 – Medicaid Reimbursement Procedure 176

13.3 – Report of Case Load Profile 176

13.4 – Students Served/Vehicle Mileage Log 176

13.5 – Special Education Eligibility and Student Evaluation 176

13.6 – Extended School Year Services (ESYS) / Projected Summer Services 177

13.7 – Assistive Device Center (ADC) and Technology Consultation 177

13.8 – Library Services 178

13.9 – Low Vision Clinic 180

13.10 – Itinerant Travel Related Procedures 181

13.11 – Salary Exception Reporting Procedure 184

13.12 – Driver’s Employee Work Records (time sheets) 184

13.13 – Business Cards 184

13.14 – Photo Identification 185

13.15 – Reimbursement of Out-of-Pocket Costs 185

13.16 – Meal Reimbursement 185

13.17 – Letterhead and Envelopes 185

13.18 – Workshop /Conferences 185

13.19 – Lodging Accommodations 185

13.20 – Leave 186

13.21 – Purchases 186

13.22 – Requesting an ICN Session 186

13.23 – Photography / Videotaping Procedures 186

13.24 – Computers 187

13.25 – Required Safety Training 187

13.26 – Forms with Specific Due Dates 188

13.27 – American Printing House for the Blind (APH) Operating Procedures 189

13.28 – Out of State Professional Development Request Procedure 190

13.29 – Remote Work Site Program 191

i

SECTION 1 – INTRODUCTION AND EDUCATIONAL SERVICES BACKGROUND

1.1 – The Employee Handbook Document

The material covered within this document is intended to be used as a tool in understanding policies, procedures, rules and regulations and is not intended to either enlarge or diminish any Board policy, administrative regulation or negotiated agreement. Material contained herein may therefore be superseded by such Board policy, administrative regulation, negotiated agreement or changes in state or federal law.

Any information contained in this document is subject to revision or elimination as required.

No information in this document shall be viewed as an offer, expressed or implied or as a guarantee of any employment of any duration.

The Board of Regents Policy manual is available at the Board of Regents web site http://www.regents.iowa.gov/. The Board of Regents and Iowa Educational Services for the Blind and Visually Impaired administration have the authority to change or revise these policies and procedures.

Revised 08/2013

1.2 – Our Mission Statement

Our mission is to enable Iowa's students who are blind or visually impaired to function as independently as possible in all aspects of life by providing appropriate educational opportunities, resources, and support services.

1.3 – Introduction and Background Information

In 2006, the Coordinating Council for Vision Services in Iowa, a joint effort of the Board of Regents and the State Board of Education, was given the responsibility for making recommendations for improving the effectiveness and efficiency of services to blind and visually impaired students in Iowa. One of the recommendations arising from this study was to centralize administration and coordination of service providers, assistive technology, and regional centers to allow for the allocation of available resources to achieve maximum effectiveness. The Management Committee was established as a body to provide direction for the development, operation, maintenance and improvement of a Statewide System for Vision Services. The management team operates under a formal written agreement with partner agencies of the Iowa Department of Education, Iowa Department for the Blind, the organization of Area Education Agencies and the Board of Regents, State of Iowa. Membership and operating procedures of the Management Committee can be reviewed at http://www.iowa-braille.k12.ia.us/vnews/display.v/SEC/Iowa%20System%20of%20Vision%20Services%7COperating%20Procedures.

The goals of Iowa Educational Services for the Blind and Visually Impaired are:

1.  Provide equitable access to a continuum of high quality services for all students in Iowa who are blind and visually impaired, including those with multiple disabilities:

2.  Assure an adequate supply of highly trained teachers and orientation and mobility specialists;

3.  Assure adequate and professional supervision, ongoing professional development and equitable job assignments for professionals working with blind and visually impaired students;

4.  Eliminate duplication in service delivery by creating a seamless coordinated system of services to blind and visually impaired students across multiple funding sources and agencies responsible for this population;

5.  Maintain a center of excellence in Iowa for discipline specific expertise at Iowa Braille and Sight Saving School (IBSSS).

Revised 08/2013

1.4 – Continuum of Services for Students who are Blind and Visually Impaired

Iowa Educational Services for the Blind and Visually Impaired provides a full continuum of services for students who are blind or visually impaired with the focus on serving the needs of students in general education and in the least restrictive environment. Services are provided directly to students as well as technical assistance, consultation and collaboration with other educators serving students that are blind or visually impaired. The primary services offered through the Statewide System for Vision Services include: