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Cooperative Educational Service Agency #10 725 W Park Avenue Chippewa Falls, WI 54729 (715) 723-0341
EMPLOYEE HANDBOOK
Where service and leadership unite.
Effective July 1, 2012 Revised May 31, 2013
TABLE OF CONTENTS
PART I – INTRODUCTION AND PURPOSE .................................................................................... 1
Welcome to CESA 10 ........................................................................................................................ 1
Purpose Statement ........................................................................................................................... 1
CESA History and Overview ........................................................................................................... 1
Philosophy and Role ......................................................................................................................... 2
Mission ................................................................................................................................................... 3
PART II: MANAGEMENT RIGHTS .................................................................................................... 3
PART III: EMPLOYMENT LAW AND WORKPLACE SAFETY .................................................... 3
Equal Employment Opportunity ................................................................................................... 4
Equal Opportunity Complaints ..................................................................................................... 4
Auto Safety ........................................................................................................................................... 4
Crisis Management Plan .................................................................................................................. 4
Drug Free/Smoke Free Workplace ............................................................................................. 4
Substance Abuse ............................................................................................................................... 5
Reasonable Suspicion Testing ......................................................................................................... 5
Searches .............................................................................................................................................. 5
Tobacco Use ........................................................................................................................................ 6
Fair Labor Standards Act ................................................................................................................ 6
Family Medical Leave Act ............................................................................................................... 6
Hostile Work Environment and Sexual Harassment ............................................................ 6
Hostile Work Environment ............................................................................................................... 6
Sexual Harassment ........................................................................................................................... 6
Definition ......................................................................................................................................... 6
Procedure Statement ........................................................................................................................ 7
Immigration Law Compliance ....................................................................................................... 7
Non-Discrimination Guidelines .................................................................................................... 7
Safety ..................................................................................................................................................... 9
Weapons in the Workplace .......................................................................................................... 10
Wellness .............................................................................................................................................. 11
PART IV: EMPLOYMENT PRACTICES AND EXPECTATIONS ................................................. 11
Agency Vehicles ............................................................................................................................... 11
Attendance/Absences .................................................................................................................... 12
Background Checks ......................................................................................................................... 12
Applicants .......................................................................................................................................... 12
Active Employees ............................................................................................................................ 12
Breaks and Lunch ............................................................................................................................ 13
Building Access & Grounds .......................................................................................................... 13
Bulletin Boards ................................................................................................................................. 13
Certification ....................................................................................................................................... 13
Copyright Policy ............................................................................................................................... 13
Corrective Discipline....................................................................................................................... 14
Dress/Image ..................................................................................................................................... 14
Employment-at-Will ........................................................................................................................ 15
Employment Classifications ......................................................................................................... 15
Full-Time Employees ....................................................................................................................... 15
Part-Time Employees ...................................................................................................................... 15
Limited-Term Employees ............................................................................................................... 15
Substitute Employees ..................................................................................................................... 15
Non-Exempt Employees ................................................................................................................. 15
Exempt Employees .......................................................................................................................... 16
Evaluations ......................................................................................................................................... 16
District Based Staff ......................................................................................................................... 16
Expense Claim Guidelines ............................................................................................................ 16
Business Telephone Expenses ...................................................................................................... 16
Meetings/Conferences .................................................................................................................... 16
Meal Reimbursement ...................................................................................................................... 16
Meal Reimbursement – Focus on Energy Employees .............................................................. 17
Meal Reimbursements – Taxable and Non-Taxable ................................................................. 17
Examples of Non-Taxable Meals .............................................................................................. 17
Examples of Taxable Meals ....................................................................................................... 18
Mileage Reimbursement – Agency Vehicle ................................................................................ 18
Mileage Reimbursement – Personal Vehicle .............................................................................. 18
Employee Out-of-Pocket Purchases (does not include p-card purchases) ......................... 18
Grievance Procedures .................................................................................................................... 18
Purpose and Applicability ............................................................................................................... 18
Definitions ......................................................................................................................................... 19
General Provisions ........................................................................................................................... 19
Grievance Filing Procedures .......................................................................................................... 20
Hours of Work/ Work Schedules/ Calendars ....................................................................... 20
Hours of Work .................................................................................................................................. 20
Work Schedules ............................................................................................................................... 20
School Year Work Schedule....................................................................................................... 20
12 Month Work Schedule ........................................................................................................... 20
Calendars .......................................................................................................................................... 20
Inclement Weather ......................................................................................................................... 21
CESA 10 Building Staff ................................................................................................................... 21
School District Staff ........................................................................................................................ 21
Employees Working in a Single District .................................................................................. 21
Itinerant Employees .................................................................................................................... 21
Internet Acceptable Use Policy .................................................................................................. 21
Purpose .............................................................................................................................................. 21
Background ....................................................................................................................................... 21
Scope of Policy ................................................................................................................................. 22
Policy .................................................................................................................................................. 22
Supervisory Responsibility ............................................................................................................. 23
User Responsibilities ....................................................................................................................... 23
Job Descriptions ............................................................................................................................... 24
Job Postings ....................................................................................................................................... 24
Personnel Records ........................................................................................................................... 24
Employee Access to Personnel Records ...................................................................................... 24
Exceptions ..................................................................................................................................... 25
Change in Status ............................................................................................................................. 25
Confidentiality of Medical Records ............................................................................................... 26
Emergency Contacts ....................................................................................................................... 26
Physical Examinations ................................................................................................................... 26
Health Certificate ............................................................................................................................. 26
Fitness for Duty Exam .................................................................................................................... 26
Promotion/Transfer ........................................................................................................................ 26
Reduction of Staff ............................................................................................................................ 26
Separation From Employment .................................................................................................... 26
Staff Development ........................................................................................................................... 27
PART V: COMPENSATION ................................................................................................................ 27
General Information ....................................................................................................................... 27
Administrative Staff/Professional Staff ....................................................................................... 27
Certified Staff ................................................................................................................................... 27
Hourly Staff ....................................................................................................................................... 28
District-Based ............................................................................................................................... 28
Program Assistants (Previously Educational Support Professionals) ......................................... 28
Longevity for Program Assistants ........................................................................................ 28
Overtime .............................................................................................................................................. 28
Approval ............................................................................................................................................ 28
Compensatory Time ........................................................................................................................ 28
Payroll Checks ................................................................................................................................... 29
Payroll Cycle ..................................................................................................................................... 29
School Year Employees .............................................................................................................. 29
12 Month Employees .................................................................................................................. 29
Direct Deposit Payment ................................................................................................................. 29
Employee Portal ............................................................................................................................... 29
Time Sheets ....................................................................................................................................... 29
PART VI: FRINGE BENEFITS ............................................................................................................ 29
Eligibility ............................................................................................................................................. 29
Annuity Options ................................................................................................................................ 30
403(b) Plan ....................................................................................................................................... 30
457(b) Plan ....................................................................................................................................... 30
Roth After Tax Election................................................................................................................... 30
Cellular Phone Reimbursement ................................................................................................. 30
Data Plans ......................................................................................................................................... 30
Reimbursement for Standard Cell Plans ..................................................................................... 30
Reimbursement for Data Plans ..................................................................................................... 31
Additional Reimbursement ............................................................................................................ 31
Employee Assistance Program (EAP) ...................................................................................... 31
Flexible Spending Account ........................................................................................................... 31
Health and Dental Insurance ...................................................................................................... 31
Eligibility ............................................................................................................................................ 31
Annual Premium Contributions and Deductibles ...................................................................... 31
Health Reimbursement Arrangement (HRA) ............................................................................. 32
Compensation in Lieu of Health Insurance ................................................................................ 32
COBRA .................................................................................................................................................. 32
Holidays ............................................................................................................................................... 33
Paid Holidays – 12 Month Employees ......................................................................................... 33
Paid Holidays – School Year Employees on CESA Salary Structure: ................................... 33
Paid Holidays – School Year Employees on District Salary Structure: ................................ 33
Jury Duty ............................................................................................................................................. 33
Leave requests .................................................................................................................................. 33
Bereavement Leave ........................................................................................................................ 34
Emergency/Personal Leave ........................................................................................................... 34
Family Medical Leave ...................................................................................................................... 34
Maternity Leave ............................................................................................................................... 34
Military Leave ................................................................................................................................... 34
Sick Leave ......................................................................................................................................... 34
Accrual ........................................................................................................................................... 34
Medical Certification .................................................................................................................... 35
Unpaid Leave .................................................................................................................................... 35
Benefit Implications .................................................................................................................... 35
Vacation Leave ................................................................................................................................. 35
12 Month Program Assistants ................................................................................................... 35
12 Month Salaried Employees .................................................................................................. 35
Carry Over ..................................................................................................................................... 36
Requesting Time Off ................................................................................................................... 36
Vacation Pay Upon Separation of Employment ..................................................................... 36
Liability Insurance .......................................................................................................................... 36
Life Insurance ................................................................................................................................... 36
Long-term Disability Insurance ................................................................................................. 36
Post-Employment Benefits .......................................................................................................... 36
Early Retirement Health Insurance for Employees Hired Before July 1, 2013 .................. 36
Eligibility ........................................................................................................................................ 36
Premium Contribution................................................................................................................. 37
Health Reimbursement Arrangement (HRA) for Early Retirement Health Insurance ... 37
Compensation in Lieu of Early Retirement Health Insurance ............................................ 37
Defined Contribution for Employees Hired On or After July 1, 2013 ................................... 37
Eligibility ........................................................................................................................................ 37
Vesting Schedule ......................................................................................................................... 38
Defined Contribution Health Reimbursement Arrangement (HRA) .................................. 38
403(b) Plan for Administrators ................................................................................................. 38
Sick Leave Payout ........................................................................................................................... 38
Tuition Reimbursement ................................................................................................................. 38
Wisconsin Retirement System.................................................................................................... 38
Worker’s Compensation ................................................................................................................ 38
APPENDIX ............................................................................................................................................... 39
Auto Safety Policy ........................................................................................................................... 39
Purpose .............................................................................................................................................. 39
Objectives ......................................................................................................................................... 39
Management ..................................................................................................................................... 39
Employees/Drivers .......................................................................................................................... 39
Motor Vehicle Record Review (MVR) ....................................................................................... 40
Driver Selection ........................................................................................................................... 40
Monitoring Existing Drivers ....................................................................................................... 40
General Safety Rules .................................................................................................................. 41
Vehicle Maintenance and Safe Inspection .............................................................................. 42
Insurance Requirements for Vehicle Operation .................................................................... 42
Vehicle Emergency Procedures ................................................................................................. 42
Accident Situation........................................................................................................................ 42
Driver Retraining and Disciplinary Action ............................................................................... 43
Family Medical Leave Act ............................................................................................................. 43
Eligibility for Leave .......................................................................................................................... 43
Type of Leave Available ................................................................................................................. 44
Amount of Leave .............................................................................................................................. 44
Definitions ......................................................................................................................................... 45
Grievance Procedures .................................................................................................................... 47
Procedure for Grievances Concerning Employee Terminations and Employee Discipline 47
Procedure for Grievances Concerning Employee Workplace Safety ..................................... 48
EMPLOYMENT POSTERS .................................................................................................................... 50
FORMS ...................................................................................................................................................... 52
Agency Vehicles: Care and Maintenance of CESA Vehicles............................................. 53
Agency Vehicles: Mileage Log..................................................................................................... 54
Agency Vehicles: Monthly Vehicle Usage Report ................................................................ 55
Course Reimbursement Prior Approval Form ....................................................................... 56
Election/Waiver of Group Health Plan Participation ......................................................... 57
Employee Expense Claim & Attendance Information ....................................................... 58
Employee Prior Approval Form for Absence ......................................................................... 59
Employee Prior Approval for Extra Time Worked ............................................................... 60
Employee Request for Family and/or Medical Leave ........................................................ 61
Equal Opportunity Employment Complaint Form ............................................................... 62
CESA 10 ................................................................................................................................................ 63
Professional Development Request & Travel Approval .................................................... 63
Time Sheets ....................................................................................................................................... 64
CESA 10 Employee Handbook
May 30, 2013
Page 1
PART I – INTRODUCTION AND PURPOSE
WELCOME TO CESA 10 As an employee of this agency, you become part of a team dedicated to giving our schools
and their students the best quality service possible. Every employee at CESA 10 has a
unique opportunity to be a positive ambassador and spread goodwill among our customers
and our community. The agency wants to do whatever it can to help you succeed and grow
in your position.
PURPOSE STATEMENT This handbook is meant to provide general information on the policies and benefits of our
agency. By acquainting yourself with this information, you will have a better understanding
of our operations and management style; what you may expect from us, and what we
expect of you. If you don’t understand something, please ask. We want you to feel
comfortable as a member of CESA 10. You are now part of an organization that has
prospered through the wholehearted efforts of every employee.
The policies in this handbook are subject to revision by the agency at any time. Business
conditions can change, and therefore these policies may also change at the discretion of the
CESA 10 Board of Control. You will be notified of any policy changes.
All staff are subject to all general policies and procedures as set forth by the CESA 10 Board
of Control and determined by the CESA 10 Administrator.
References are made to Board Policies and are contained in the Policy Handbook. It
remains the responsibility of each CESA 10 employee to ascertain compliance with current
rules and policy of the Agency, whether or not they are referred to in this handbook, and if
you are unsure or need further clarification, please ask.
The contents of this book (as a whole or in any part) in no way imply an employment
contract or guaranteed employment.
CESA HISTORY AND OVERVIEW In 1965, the legislature recognized the need for a service unit between the school district
and the state superintendent. The cooperative educational service agencies are designed to
serve educational needs in all areas of Wisconsin by serving as a link both between school
districts and between school districts and the state. Cooperative educational service
agencies may provide leadership and coordination services for school districts.
The agency is governed by a Board of Control composed of school board representatives
elected at the annual meeting from their respective districts within the Agency. Board of
Control duties and responsibilities are set forth in Wisconsin Statute 116.03. Members of
the Board of Control shall be elected for staggered three-year terms. The Board of Control
meets on the second Thursday of each month. The 2012-13 Board of Control members are:
CESA 10 Employee Handbook
May 30, 2013
Page 2
Marty Hallock, Chairperson Gilmanton School District
Rick Eloranta, Vice Chairperson Owen Withee School District
Deanna Heiman, Treasurer Neillsville School District
Cheryl Ploeckelman Colby School District
Doug Dicus Flambeau School District
Valorie Kulesa Gilman School District
Russell Dean Greenwood School District
Corey Grape Lake Holcombe School District
Rhonna Casey Mondovi School District
Rozanne Traczek Osseo-Fairchild School District
Jordan Franklin Spencer School District
School districts comprising the CESA 10 area are: Abbotsford, Altoona, Augusta, Bloomer,
Bruce, Cadott, Chippewa Falls, Colby, Cornell, Eau Claire, Eleva-Strum, Fall Creek,
Flambeau, Gilman, Gilmanton, Granton, Greenwood, Ladysmith, Lake Holcombe, Loyal,
Medford, Mondovi, Neillsville, New Auburn, Osseo-Fairchild, Owen-Withee, Spencer,
Stanley-Boyd, and Thorp.
The Board of Control contracts with an Agency Administrator to be responsible for
coordinating the services, securing the participation of individual school districts, county
boards, and other cooperative service agencies and implementation of the policies of the
Board (WI Statute 116.04). The chief executive officer shall establish the organizational
pattern which will create the most efficient, economical, and effective service delivery
system to users of Agency services. Annually, the Board of Control shall review salary and
other benefits and evaluate the performance of the Agency Administrator and make
suggestions for improvement and indicate possible ways to improve CESA services to local
school districts.
The Professional Advisory Committee (PAC) is composed of the school district administrators
of each school district in the CESA 10 area and meets monthly or at the request of the
Board of Control, participating districts, or the Agency Administrator. (WI Statute 116.05).
From time to time the Board of Control, the Professional Advisory Committee (PAC), or
CESA Administrator may create advisory committees or advisory councils to provide advice
on program development, administration research or other services. Such committees shall
be advisory only and shall not deter or supplant the official authority of the Board of
Control, Professional Advisory Committee or Agency Administrator.
PHILOSOPHY AND ROLE It is the belief of the Board of Control that the primary purpose of CESA 10 is to provide
direct and indirect instructional, instructionally-related, management and administrative
services to local school districts to support and assist those districts in providing quality
educational opportunities on an equitable basis to all students with the greatest possible
degree of educational effectiveness and economic efficiency. (Policy 110)
CESA 10 Employee Handbook
May 30, 2013
Page 3
MISSION CESA 10, in collaboration with member districts, is committed to providing visionary
leadership and cost-effective services to maximize learning opportunities and school
effectiveness.
PART II: MANAGEMENT RIGHTS
Management has the legal right to exercise the authority to:
1. direct all operations of CESA 10 and discontinue operations.
2. establish and require observance of work rules for the workplace.
3. hire, promote, transfer, schedule, and assign employees in positions with CESA
10.
4. assign work duties and on-call times; schedule overtime as required.
5. suspend, discharge, and take other disciplinary action toward employees.
6. lay off employees.
7. maintain efficiency of CESA 10 operations.
8. develop job descriptions.
9. take whatever action is necessary to comply with state or federal laws.
10. select employees, establish quality standards, and evaluate employee
performance.
11. contract out for goods and services.
12. determine the methods, means, and personnel by which CESA 10 operations are
to be conducted.
13. take whatever action is necessary to carry out the functions of CESA 10 in
situations of emergency.
The Agency Administrator shall be responsible for ensuring the efficient and effective
implementation and the administration of not only the policies and procedures outlined in
this handbook, but implementation of the policies and resolutions as adopted by the Board
of Control. The Agency Administrator may delegate such functions as deemed necessary for
the effective and efficient implementation of this system.
PART III: EMPLOYMENT LAW AND WORKPLACE SAFETY
It is the goal of CESA 10 to provide a work environment in which employees and clients are
treated with respect and courtesy. Such an environment should be free from negative or
disrespectful comments or actions directed toward others.
It is also the policy of CESA 10 to prohibit acts or threats of violence and threatening
behavior by or against its employees during the workday. Violations of this policy by
employees of CESA 10 will lead to disciplinary action that may include termination of
employment.
CESA 10 Employee Handbook
May 30, 2013
Page 4
Any employee who commits an unlawful act on or off agency premises or whose conduct
discredits the employer in any way may be subject to disciplinary action including
termination.
EQUAL EMPLOYMENT OPPORTUNITY It is the policy of CESA 10 to afford equal opportunity for employment to all individuals
regardless of age, race, religion, color, sex, national origin or ancestry, disability,
pregnancy, citizenship, political affiliation, genetic information, military or veteran status,
arrest or conviction received (in keeping with S.111.32), sexual orientation, marital status,
or any other factor prohibited by state or federal law.
Reasonable accommodations shall be made for qualified individuals with a disability, unless
such accommodations would impose an undue hardship on the Agency. A reasonable
accommodation is a change or adjustment to job duties or work environment that permits a
qualified applicant or employee with a disability to perform the essential functions of a
position or enjoy the benefits and privileges of employment compared to those enjoyed by
employees without disabilities.
Requests for accommodations under the Americans with Disabilities Act or under the
Wisconsin Fair Employment Act from current employees must be made in writing in
accordance with Agency Policy ACA.
CESA 10 will not tolerate any discrimination, and any such conduct is prohibited. CESA 10
also prohibits any form of discipline or retaliation for reporting incidents. (Policy 113)
EQUAL OPPORTUNITY COMPLAINTS The Agency encourages informal resolution of complaints under the equal opportunity
policy. A formal complaint resolution procedure is available, however, to address allegations
of violations of the equal opportunity policy in the Agency. A “Equal Opportunity in
Employment Complaint” Form is available (see the Forms Section of this Handbook) to any
staff member or applicant. (Policy ACA)
AUTO SAFETY This policy is established to promote safe driving and vehicle maintenance practices for
employees of CESA 10. This policy applies to all employees operating fleet or personal
vehicles while on company business. Refer to the Appendix for the complete policy.
CRISIS MANAGEMENT PLAN A Crisis Management Plan has been established to provide employees with contact
information and assistance in a time of crisis. This document may be found on the
“Employee Portal.”
DRUG FREE/SMOKE FREE WORKPLACE CESA 10 adheres to the standards of a drug-free workplace. For purposes of this rule, an
alcoholic beverage is any beverage that may be legally sold and consumed and has an
alcoholic content. “Drug” means any substance other than alcohol capable of altering an
CESA 10 Employee Handbook
May 30, 2013
Page 5
individual’s mood, perception, pain level, or judgment. A prescribed drug is any substance
prescribed for individual consumption by a licensed medical practitioner. An illegal drug is
any drug or controlled substance the sale or consumption of which is illegal.
Unlawful use of drugs, possession of illegal drugs, and manufacturing/sale of drugs in the
workplace is prohibited. Violators may be subject to disciplinary action that may include
termination of employment.
SUBSTANCE ABUSE
The following rules represent CESA 10’s policy concerning substance abuse. They are
effective immediately and will be enforced uniformly with respect to all employees, as
indicated. (Policy GBEA)
1. All employees are prohibited from being under the influence of alcohol or illegal drugs
during working hours.
2. The sale, possession, transfer, or purchase of illegal drugs on agency property or while
performing agency business is strictly prohibited. Such action will be reported to
appropriate law enforcement officials.
3. The use, sale, or possession of an illegal drug or controlled substance while on duty is
cause for termination.
4. No alcoholic beverage will be brought or consumed on agency premises.
5. No prescription drug will be brought on agency premises by any person other than the
one for whom it is prescribed. Such drugs will be used only in the manner, combination,
and quantity prescribed.
6. Any employee whose off-duty abuse of alcohol or illegal or prescription drugs results in
excessive absenteeism or tardiness or is the cause of accidents or poor work will be
referred to an assistance program for rehabilitation and will face termination if he or she
rejects that program.
REASONABLE SUSPICION TESTING
All employees may be required to undergo alcohol and drug testing any time the Agency
has reasonable suspicion to believe that the employee has violated the Agency’s policy
concerning alcohol and/or drugs. Such alcohol or drug testing may be conducted when there
is reasonable suspicion to believe that the employee is impaired by his/her use of drugs or
alcohol while on duty or while attending any Agency function on or off Agency property. The
Agency's determination that reasonable cause exists must be based on observations made
by the supervisor. Refusal to consent to testing may result in disciplinary action including
termination.
SEARCHES
The agency may conduct unannounced searches for illegal drugs, legal but illicitly used
drugs, or unauthorized alcohol in all agency facilities or property. Such searches of agency
facilities and property can be conducted at management’s discretion, and they need not be
based on reasonable suspicion that there is a violation of this policy. All personnel are
expected to cooperate should a search be conducted. (Policy GBEA)
CESA 10 Employee Handbook
May 30, 2013
Page 6
TOBACCO USE
CESA 10 is a smoke-free building. No smoking or use of smokeless tobacco is allowed on
CESA 10 property and in CESA 10-owned vehicles. (Policy FBAA)
FAIR LABOR STANDARDS ACT Certain types of employees are exempt from the minimum wage and overtime pay
provisions, including bona fide executive, administrative, and professional employees who
meet regulatory requirements under the Fair Labor Standards Act (FLSA). For non-exempt
employees, issues concerning overtime and compensatory time off are found in Part V.
FAMILY MEDICAL LEAVE ACT Eligible employees will be granted family, medical, and military leaves in accordance with
the Wisconsin Family and Medical Leave Law and the Federal Family and Medical Leave Act.
A Request for FMLA Form and a Prior Approval Form for Absence must be approved by the
Agency Administrator. Refer to the Appendix for the complete policy.
HOSTILE WORK ENVIRONMENT AND SEXUAL HARASSMENT It is the intent of CESA 10 to maintain a productive work environment, free from
harassment of any kind and from any source, either management, co-workers, visitors and
to treat all complaints fairly and equitably. The intent is to ensure all employees a safe work
place, free from unreasonable interference, intimidation, hostility or offensive behavior.
HOSTILE WORK ENVIRONMENT
CESA 10 will not tolerate verbal, physical, or electronic/digital conduct by any employee,
which harasses, disrupts, or interferes with another’s work performance or which creates an
intimidating, offensive, or hostile environment.
The “hostile environment” occurs when the conduct has the effect of unreasonably
interfering with a person’s work performance or creates an intimidating, hostile, or offensive
environment. Furthermore, this conduct can be that of a supervisor, co-worker, or any
contractor hired by the Agency. (Policy GBCB)
SEXUAL HARASSMENT
While all forms of harassment are prohibited, it is CESA 10’s policy to emphasize that sexual
harassment is specifically prohibited. Violations of this policy will result in disciplinary
action, depending on the circumstances, including termination. (Policy GBCB)
Definition
Threatening or insinuating, either explicitly or implicitly, that an employee’s refusal to
submit to sexual advances will adversely affect the employee’s employment, performance
appraisal evaluation, compensation, advancement, assigned duties, shifts, or any other
condition of employment or career development shall be considered, sexual harassment.
Other sexually harassing conduct in the workplace is also prohibited. Such conduct
includes:
Sexual flirtations, touching, advances, or propositions;
Verbal abuse of a sexual nature, jokes, or stories;
CESA 10 Employee Handbook
May 30, 2013
Page 7
Graphic or suggestive comments about an individual’s dress or body;
Sexually degrading words to describe an individual; and
The display in the workplace of sexually suggestive objects or pictures, including
photographs.
Sexual harassment is not limited to problems only involving male/female relationships. It
may involve employees of the same gender.
PROCEDURE STATEMENT
1. Any employee who feels he/she has been harassed is encouraged to tell the perpetrator
to stop the harassment and to resolve the matter informally through the agency’s
internal review process. An employee who believes that he/she has been the recipient
of actions or words constituting unwelcome harassment has a responsibility to report as
soon as possible to his/her supervisor, or the Agency Administrator. This should be
done without fear of reprisal. All reports will be investigated and the employee’s
confidentiality will be protected to the fullest extent possible.
2. All complaints of harassment must be investigated promptly and in an impartial and
confidential manner by the supervisor or Agency Administrator. If an employee is not
satisfied with the handling of a complaint or the action taken by the supervisor, then the
employee should bring the complaint to the attention of the Agency Administrator. If
the complaint involves the Agency Administrator, it should be brought to the attention of
the Board of Control. In all cases, the employee is to be advised of the investigation,
findings, and conclusions.
3. Supervisory employees who fail to respond to harassment complaints or to act on their
knowledge of violation of this policy will likewise be subject to disciplinary action
including dismissal.
4. Anyone who is found after appropriate investigation to have engaged in harassment of
another employee will be subject to appropriate discipline action, depending on the
circumstances, including termination.
IMMIGRATION LAW COMPLIANCE CESA 10 is committed to employing only United States citizens and aliens who are
authorized to work in the United States. Therefore, in accordance with the Immigration
Reform and Control Act of 1986, employees must complete an I-9 form before commencing
work and at other times prescribed by applicable law. http://www.uscis.gov/files/form/i-
9.pdf
NON-DISCRIMINATION GUIDELINES CESA 10 will not discriminate against any person on the basis of any characteristic
protected under State or Federal law including, but not limited to, race, color, age, sex,
creed or religion, genetic information, handicap or disability, marital status, citizenship
status, veteran status, military service (as defined in 111.32, Wis. Stats.), sexual
orientation, national origin, ancestry, arrest record, conviction record, use or non-use of
lawful products off the Agency’s premises during non-working hours, or declining to attend
an employer-sponsored meeting or to participate in any communication with the employer
about religious matters or political matters, or any other characteristic protected by law in
CESA 10 Employee Handbook
May 30, 2013
Page 8
its employment practices. However, it is not employment discrimination if a Board refuses
to employ or terminates from employment an individual who has been convicted of a felony
and who has not been pardoned for that felony. (Policy 113)
Complaint Contacts
The Agency Administrator is appointed the Civil Rights Coordinator regarding all complaints
of discrimination. The Agency Administrator may be contacted at CESA 10, 725 West Park
Avenue, Chippewa Falls, WI 54729, (715) 723-0341. In the event the complaint is against
the Agency Administrator, the Chairman of the Board of Control shall be designated as the
Civil Rights Coordinator and the complaint should be directed to: The Board of Control
Chairman, CESA 10, 725 West Park Avenue, Chippewa Falls, WI 54729, (715) 723-0341.
Individuals may also, at any time, contact the U.S. Department of Education, Office for Civil
Rights (OCR), Citigroup Center, 500 W Madison Street, Suite 1475, Chicago, IL 60661,
Phone: (312)730-1560, Fax: (312) 730-1576, TDD: (877) 521-2172, E-mail:
Complaint Procedures
The Civil Rights Coordinator, as specified herein, is designated to receive and resolve
complaints from any person who believes that he/she may have been discriminated against
in violation of this policy.
Step 1: Any person who believes he/she has been discriminated against in violation of this
policy should file a written complaint with the Civil Rights Coordinator within thirty (30)
calendar days of the alleged violation. The complaint must contain the name and address of
the individual or representative filing the complaint, be signed by the complainant or
someone authorized to sign for the complainant, and describe the alleged discriminatory
action in sufficient detail to inform the Civil Rights Coordinator of the nature and date of the
alleged violation, and propose a resolution.
Step 2:The Civil Rights Coordinator will conduct an impartial investigation of the complaint.
As part of the investigation, the Civil Rights Coordinator shall permit the complainant to
present witnesses and other evidence in support of his/her complaint. The investigation
shall be complete within ten (10) business days of the written complaint being filed. The
Civil Rights
Coordinator will notify the complainant in writing of his/her decision and will maintain the
Agency’s files and records relating to the complaint.
Step 3: If the complainant is not satisfied with the Civil Rights Coordinator’s decision,
he/she may submit, in writing, a signed statement of appeal to the Board of Control within
five (5) business days of his/her receipt of the Civil Rights Coordinator’s response. The
Board shall meet with the concerned parties and their representatives within twenty (20)
business days of the receipt of such an appeal. A copy of the Board’s disposition of the
appeal shall be sent to each concerned party within ten (10) business days of this meeting.
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The complainant may be represented at his/her own cost, at any of the above-described
meetings/hearings.
The right of a person to a prompt and equitable resolution of the complaint shall not be
impaired by the person’s pursuit of other remedies such as the filing of a complaint with the
Office for Civil Rights or the filing of a court case in the appropriate Federal District Court.
Use of this internal complaint procedure is not a prerequisite to the pursuit of other
remedies.
Prohibition Against Retaliation
The Board of Control will not discriminate against, coerce, intimidate, threaten, or interfere
with any individual because the person opposed any act or practice made unlawful by any
Federal civil rights law, or because that individual made a change, testified, assisted, or
participated in any manner in an investigation, proceeding, or hearing under those laws.
False Information
Any individual who knowingly files a false complaint or knowingly provides false information
concerning a complaint shall be subject to disciplinary action.
SAFETY
The most valuable resource of CESA 10 is its employees. Personal safety and health is of
primary importance. We rely on CESA 10 employees to use sound, safe practices in
performing job responsibilities. Safety is the responsibility of each and every staff member.
To ensure the safety of employees, the following preventative trainings will be conducted:
Topic Required
Best Practice Frequency
Audience
Bloodborne
Pathogens Required Annually All Staff
Emergency
Response Required Annually All Staff
Fire Extinguisher
Training Required Annually
Staff Who Use
Extinguishers
First Aid/CPR/AED Required Annually Medical Emergency
Team Members
General Safety Best Practice Annually All Staff
Hazard
Communication Required Annually
Staff Who Work With
Chemicals
Workplace
Inspection Best Practice Quarterly Safety Committee
The CESA 10 Safety Committee is represented by an employee from each department and
administration. The committee meets six times a year to address safety needs and
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May 30, 2013
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concerns of the agency. Questions, concerns, or suggestions may be brought to any
member of the Safety Committee.
Employees are responsible to:
Maintain safe work areas, follow safe working practices and when necessary use
personal protective equipment.
Notify the department head or Safety Committee of unsafe or unhealthy conditions in
a timely manner.
Correct unsafe conditions where possible and provide recommendations to
department head on how such conditions might be corrected.
Immediately report any work related accident, injury or illness to your department
head and complete an Employee Accident Report obtained from the Business
Services Department.
Get assistance in lifting or moving any item which is too bulky, awkward or heavy to
safely handle alone.
Familiarize yourself with the location of the emergency exits, fire extinguishers, and
AED.
Keep aisles and work areas clear. Do not block heat vents or air returns.
Space heaters and other personal appliances must be approved by the supervisor.
Keep exits clear at all times.
Obey warning tags and signs.
Common sense and sound judgment on the part of all CESA 10 employees is our best
insurance in keeping all employees safe and sound during the work day.
WEAPONS IN THE WORKPLACE Employees may not at any time while on any property owned, leased or controlled by
Cooperative Educational Service Agency 10 (CESA), including anywhere that CESA business
is conducted, possess, carry, or use a “weapon” in the course of the employee’s
employment. This policy does not prohibit employees from storing a weapon in the
employee’s own motor vehicle driven or parked on property owned by CESA. Unless
otherwise provided by Wisconsin law, it is a direct violation of CESA policy to possess
weapons on CESA property, in CESA vehicles, or in the course of employment. Unless
otherwise provided by State law, possessing weapons on CESA property, in CESA vehicles,
or during the course of employment is cause for disciplinary action, including termination.
Regardless of whether an employee possesses a concealed weapons permit or is allowed by
law to possess a “weapon,” weapons are prohibited in the workplace and during the course
of employment.
Guidelines:
1. A “weapon” is defined to include firearms, electric weapons (a.k.a. tasers), billy clubs,
knives, or any other object created or intended for causing injury.
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2. “CESA property” is defined as all CESA-owned or leased buildings and surrounding areas
such as sidewalks, walkways, driveways, and parking lots under CESA’s ownership or
control. This policy also applies to all CESA-owned or leased vehicles.
3. CESA reserves the right to post signs on CESA-owned or leased building entrances
banning weapons on its premises.
4. CESA reserves the right to conduct unannounced searches of all CESA property,
vehicles, and facilities at any time.
5. Employees must seek approval from the Agency Administrator for a waiver of this
prohibition based on unique circumstances. Such requests shall be made in writing and
indicate the basis for the exception.
6. Any employee who is uncertain whether an instrument or device is prohibited under this
policy is obligated to request clarification to ensure he or she is not in violation of this
policy.
7. A violation of this policy is a serious infraction of CESA’s work rules and may result in
discipline including termination of employment.
WELLNESS Recognizing that employees perform their best when they are healthy and that optimal
employee performance is necessary for the agency to be successful, the wellness committee
organizes activities that aim to improve employee health and well-being.
The CESA 10 Wellness Committee is represented by an employee from each department.
The committee meets regularly to address wellness issues and promote wellness activities.
Questions, concerns, or suggestions may be brought to any member of the Wellness
Committee.
PART IV: EMPLOYMENT PRACTICES AND EXPECTATIONS
Employees are expected to perform their assigned duties and responsibilities in a
professional and satisfactory manner. CESA 10 considers a consistently positive,
cooperative, self-motivated, courteous, and professional attitude to be an essential function
of every position. Although employees have different positions and responsibilities, they are
expected to work as a team and to pitch in as necessary to get the job done.
AGENCY VEHICLES In an effort to reduce travel costs, CESA 10 has a limited number of agency vehicles
assigned to employees whose travel schedules accumulated the most miles in the previous
fiscal year. If an employee declines the use of an agency vehicle, it will be offered to the
employee with the next highest mileage. An employee declining an agency vehicle that is
offered to the employee will be reimbursed mileage at 15 cents less than the current
Federal mileage rate. The Board of Control may waive the decrease in mileage
reimbursement based on documentation from a licensed physician that using the company
vehicle would cause a medical hardship.
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The guidelines for an agency vehicle are:
1. Agency vehicles are not allowed for personal use except in incidental to/from work
situations with the approval of the employee’s supervisor.
2. The vehicle can only be operated by the employee to whom it is assigned. During work
hours, only CESA employees or others for work related purposes are allowed in the
vehicle. With parental and school district approval, students under the supervision of the
employee may be transported as required by the student’s instructional program.
3. The employee is responsible for maintaining the vehicle at a dealership/garage of the
agency’s choice. These services will be billed directly to the agency. Employees will be
issued a credit card exclusively for gasoline purchases.
4. Employees are encouraged to keep their assigned vehicle at their residence. If they do,
their taxable income will be credited $3.00/day based on IRS guidelines. Changes
resulting from additional non-work/incidental use will be addressed.
Detailed information regarding the Care and Maintenance of Vehicles, Monthly Vehicle Usage
Report, and the CESA 10 Mileage Log may be found in the Forms Section of this handbook.
ATTENDANCE/ABSENCES CESA 10 expects all employees to maintain good attendance and adhere to their assigned
schedule. Staff members who must be unexpectedly absent from work (due to
illness/emergencies) are to call the department contact on the morning of each day they will
be absent. (Policy GAA, D5f) Other absences should be scheduled in advanced and
approved by the employee’s supervisor. Employees must complete an Employee Prior
Approval Form for absences (bereavement, emergency time/personal time, vacation time,
jury duty, comp time, FMLA, leave without pay).
BACKGROUND CHECKS
APPLICANTS
In order to promote a safe work environment and to protect the people we serve,
background checks are in accordance with state and federal law and may include, but are
not limited to:
Driving Record
Criminal History
Reference Checks
Licensure Verification
All offers of employment are contingent upon the results of such checks. The agency
reserves the right to deny employment or dismiss any person employed or seeking
employment that has misrepresented his/her background. Results are kept confidential
unless required by federal or state law to release information.
ACTIVE EMPLOYEES
The Agency may conduct criminal history and background checks on active employees. All
CESA 10 employees shall notify his/her immediate supervisor or the Agency Administrator
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as soon as possible, but no later than three calendar days after any arrest, indictment,
conviction, no contest or guilty plea, or other adjudication of the employee for any felony.
The requirement to report a conviction shall not apply to minor traffic offenses. However,
an offense of operating under the influence, revocation or suspension or license, and driving
after revocation or suspension must be reported if the employee drives an agency vehicle or
transports students or staff in any vehicle. Failure to report under this section may result in
disciplinary action including termination. An arrest, indictment or conviction of a crime shall
not be an automatic basis for an adverse employment action.
BREAKS AND LUNCH Hourly employees may take up to two paid work breaks of 15 minutes each, one in the
morning and one in the afternoon. Break time cannot be accumulated to be used for
coming to work late or leaving work early. Hourly employees working full-time will receive
an unpaid 30 minute duty free lunch break. Part-time employees who work more than six
hours during the normal workday are encouraged to take an unpaid 30 minute duty free
lunch break.
A lunch area is provided for the employee’s convenience. All employees are expected to
keep this area clean and neat.
BUILDING ACCESS & GROUNDS Employees are issued individually coded keys for the building. If a key is lost, immediately
report its loss to the Business Services Department. Agency keys must be returned upon
leaving CESA employment.
Employees who are in the building during non-business hours are responsible for ensuring
the appropriate door(s) are locked upon exiting the building.
BULLETIN BOARDS Electronic and physical bulletin boards are provided to inform employees of official notices
(i.e. labor law posters) or announcements that have been approved by the Agency
Administrator, or designee.
CERTIFICATION Certified staff positions require that the employee be licensed in order to perform the
services for which he/she is employed. A contract with any person not legally authorized to
perform his or her duties shall be void. Up-to-date licenses must be on file with Human
Resources by September 1. If the Department of Public Instruction has delayed distribution
of a license, a copy of the license application must be on file by September 15 of the current
school year. License applications and renewals are the responsibility of the employee.
COPYRIGHT POLICY It is the intent of the Cooperative Educational Service Agency 10, its Board of Control and
employees, to adhere to the provisions of the U.S. Copyright Law (Title 17, U.S.C., Section
101 as amended by the Technology, Education and Copyright Harmonization Act), the
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May 30, 2013
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Digital Millennium Copyright Act and other congressional guidelines related to the
duplication, retention, and use of copyrighted materials in any form.
The employees of the agency are prohibited from copying materials or using print or digital
materials, audio visual, and computer software, unless the copying or using conforms to the
current copyright law, license agreements, proprietor’s permission, or fair use guidelines.
While the agency encourages its staff to enhance learning programs by making proper use
of materials, it is the responsibility of staff to obey the requirements of the law. In no
circumstances will any staff member violate or be requested by a supervisor to violate
copyright requirements in order to perform their duties. Employees who willfully disregard
the copyright policy are in violation and do so at their own risk and assume all liability.
Any staff member who is uncertain as to whether reproducing or using copyrighted material
is permissible under the law should contact the media specialist, who will also assist staff in
obtaining proper authorization to copy or use protected material if such authorization is
required.
CORRECTIVE DISCIPLINE CESA 10 believes in a disciplinary system that is intended for constructive development of
employees. Standards of conduct and actions for non-performance should be clearly
communicated to all employees.
The corrective action process is progressively severe, and includes the following:
1. Informal Discussion
2. Oral Warning
3. Written Warning
4. Suspension (with or without pay)
5. Termination
All personnel must realize that the steps in a progressive discipline system serve as general
guidelines and are not mandatory. There are varying degrees of seriousness which pertain
to performance and/or infractions of policies. There are certain instances where conduct
and/or performance are of such a serious nature that immediate suspension or termination,
without prior warning or consultation, may be the justified course of action. The Department
Director will make a recommendation to the Agency Administrator regarding suspensions
and termination.
Not all of these options need to be exhausted prior to termination or suspension. (Policy
GBEA)
DRESS/IMAGE Employees are expected to dress appropriately as defined by their supervisor for the
workplace and the work performed.
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EMPLOYMENT-AT-WILL Non-certified staff and part-time certified staff are employed at-will. This means that
employees are free, as is the Agency, to terminate the employment relationship at any time
for any reason so long as there is no violation of applicable federal or state law. At-will
employees should provide written notice to their Department Director at least ten (10)
calendar days before terminating employment with CESA 10.
EMPLOYMENT CLASSIFICATIONS At the time of hire, an employee will be classified as either full-time, part-time, substitute,
or limited-term. In addition, employees are classified as either exempt or non-exempt
because, by law, employees in certain types of jobs are entitled to overtime pay for hours
worked in excess of forty hours per work week.
FULL-TIME EMPLOYEES
All full-time employees work a regularly scheduled 40 hour week. Full-time employees are
eligible for all legally mandated benefits and for the agency’s full benefit package, subject to
the terms, conditions and limitations of each benefit program as outlined in plan documents
and benefit policies. Employment is terminable at will, by either the employer or the
employee.
PART-TIME EMPLOYEES
All part-time employees work less than 40 hours per week as designated by the supervisor.
Part-time employees are eligible for legally mandated benefits and limited benefit programs
as defined by the requirement (based FTE) of each specific benefit. Paid time off benefits
are pro-rated based on number of hours worked during the week and days normally
scheduled to work during the week. Employment is terminable at will, by either the
employer or the employee.
LIMITED-TERM EMPLOYEES
Limited-term employees are hired for a defined period of time with the understanding that
employment is temporary. Limited-term employees are not subject to the wages and
benefits of full-time and part-time regular employees. Employment is terminable at will, by
either the employer or the employee.
SUBSTITUTE EMPLOYEES
When regular staff members are temporarily absent, a substitute employee may be hired.
Substitutes for certified staff must be properly licensed and certified by the Department of
Public Instruction. The agency will determine the pay for substitutes.
NON-EXEMPT EMPLOYEES
Non-exempt employees are required to be paid overtime at the rate of one and one half
(1.5) times their regular rate of pay for all hours worked beyond 40 hours in one workweek,
in accordance with applicable federal and state wage and hour law. A workweek is defined
as a seven-day period. See “Overtime” in Part V: Compensation for a full description of
overtime payment policies.
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EXEMPT EMPLOYEES
Exempt employees are managers, executives, professional staff, technical staff, outside
sales representatives, officers, directors and others whose duties and responsibilities allow
them to be "exempt" from overtime pay provisions as provided by the Federal Fair Labor
Standards Act (FLSA) and any applicable state laws. Exempt employees will be advised of
this classification at the time of hire, transfer, or promotion.
EVALUATIONS The primary purpose of evaluation is to provide continuous improvement in the quality of
service to the agency, districts, students, and staff.
During the 2013-14 school year the agency will develop and implement an evaluation
system. Information will be forthcoming.
DISTRICT BASED STAFF
At least once every three years a written evaluation form will be completed for staff that are
based in the schools. The CESA 10 evaluation instrument should be used, although the
evaluation will most likely be done in collaboration with the building principal. If districts
wish to use their own evaluation tool it should be done in addition to CESA’s and may be
attached to the CESA form in the personnel file.
EXPENSE CLAIM GUIDELINES
BUSINESS TELEPHONE EXPENSES
Whether made from home or by cellular phone, telephone charges which are necessary for
business purposes are reimbursable. A purchase order is not needed because of
consideration for fluctuating phone charges that occur.
When seeking Landline Telephone Expense Reimbursement: A receipt or photocopy of your
telephone bill is required to be considered for reimbursement. Please use highlighting or
some other technique on your receipt or photocopy. Indicate only the portion of telephone
expense which is business related.
When seeking Cell Phone Expense Reimbursement: See “Cellular Phone Reimbursement”
for criteria and guidelines. Cell phone reimbursements will be included on payroll checks
twice a month.
MEETINGS/CONFERENCES
Attendance at educational meetings and conferences must be pre-approved by the
administrator by submitting a Professional Development Request Travel Approval Form.
Expenses will not be reimbursed unless there is prior approval. Receipts must be submitted
for all expenses (meal costs, lodging, mileage, etc.) to be covered by the Agency. Requests
for reimbursement must be filed on agency forms and submitted monthly.
MEAL REIMBURSEMENT
Meals will be reimbursed using state rates as a guide. CESA 10 does not reimburse for
meals in the CESA 10 area unless lunch was served as part of the meeting.
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Employees must attach detailed receipts for business meals to the Employee Expense Claim
& Attendance Information Form for reimbursement. Please clearly highlight and/or
designate items eligible for reimbursement on the receipt including tips. Given the
difference in personal habits and preferences, the daily total is considered, not a meal-by-
meal breakdown.
Meals included in the cost of registration and alcoholic beverages are not reimbursable. The
current rates are:
Meal In-State Out-of-State
Breakfast $8 $10
Lunch $9 $10
Dinner $17 $20
Daily Total: $34 $40
MEAL REIMBURSEMENT – FOCUS ON ENERGY EMPLOYEES
Meal reimbursement rates for Focus on Energy employees are governed by a separate
contractual agreement with the state.
Employees must attach detailed receipts for business meals to the Employee Expense Claim
& Attendance Information Form for reimbursement. Please clearly highlight and/or
designate items eligible for reimbursement on the receipt including tips. Given the
difference in personal habits and preferences, the daily total is considered, not a meal-by-
meal breakdown.
When an employee travels inside the CESA that his/her office is located in, lunch will only
be reimbursed as part of a business meeting, and it will follow the taxable or non-taxable
procedures set by the IRS.
Meals included in the cost of registration and alcoholic beverages are not reimbursable. The
current rates are:
Meal Reimbursement
Breakfast $8
Lunch $11
Dinner $23
Daily Total: $42
MEAL REIMBURSEMENTS – TAXABLE AND NON-TAXABLE
CESA 10 is held responsible by the IRS for the accuracy of mileage/meal reimbursements;
therefore, if a question arises regarding the type of reimbursement, contact the Business
Services Department for clarification.
Examples of Non-Taxable Meals
Meals when traveling away from home overnight.
If an employee is with district personnel or a business associate discussing job-related
business, regardless of payment for one or more meals, provided that the employee
documents the following on his/her Expense Form:
Name(s) of the individual(s) at the meeting
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Valid business reason and the discussion that took place
Examples of Taxable Meals
When is it not an overnight trip
Employee is alone or with another CESA employee
MILEAGE REIMBURSEMENT – AGENCY VEHICLE
CESA has a limited number of agency owned vehicles. The agency vehicles are assigned
based on the number of business miles driven in a fiscal year. Employees who are eligible
for an agency vehicle and decline the use of a vehicle will be paid 15 cents per mile less
than the current IRS mileage reimbursement rate. See the Agency Vehicle section for
detailed information.
MILEAGE REIMBURSEMENT – PERSONAL VEHICLE
Employees who are required to use their personal vehicles for work purposes will be
reimbursed at the current IRS mileage reimbursement rate. If the funding source does not
allow for the IRS rate, the difference between the allowed amount and the IRS amount is
charged to that department’s local funds. Employees will receive reimbursement based on
the shortest distance be it from home or the office.
Mileage should be recorded on the Employee Expense Claim & Attendance Information Form
(rounded to the nearest whole number).
EMPLOYEE OUT-OF-POCKET PURCHASES (DOES NOT INCLUDE P-CARD PURCHASES)
Various miscellaneous purchases can be submitted with expense claims. Purchases
(excluding gasoline for rental vehicles and lodging expenses) exceeding $40.00 must be
done through a requisition and purchase order. Receipts are necessary for reimbursement.
Such purchases should not be made routinely. If numerous miscellaneous items are
needed, a purchase order can be issued to many local businesses to make the purchases at
one time. Contact the appropriate service area secretary at the CESA office for further
assistance.
GRIEVANCE PROCEDURES
PURPOSE AND APPLICABILITY
This procedure provides an employee with the individual opportunity to address concerns
regarding discipline, termination, or workplace safety matters. The Agency expects
employees and management to exercise reasonable efforts to resolve any questions,
problems, or misunderstandings prior to utilizing the grievance procedure.
This procedure does not replace or supersede any statutory provision which may be
applicable to an employee’s employment with the Agency. This grievance procedure does
not create a legally binding contract or a contract of employment.
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DEFINITIONS
Employee
1. For the purposes of this grievance procedure the covered employee shall include regular
full-time, part-time and limited-term employees. Temporary employees and short-term
substitutes, as well as independent contractors, are excluded from the definition of
employee and, therefore, this grievance procedure is not available to them.
2. For the purposes of workplace safety under this grievance procedure, an employee shall
be defined to include regular full-time, part-time, limited-term, and temporary
employees. All other individuals employed by CESA 10 are specifically excluded from
the definition of employee and, therefore, this grievance procedure is not available to
them.
Discipline: For the purposes of this procedure, “discipline” means an employment action
that results in a disciplinary suspension or disciplinary demotion. “Discipline” for purposes of
access to this grievance procedure does not include any written or verbal notices, warnings,
reprimands, or reminders; verbal disciplines will be documented, but is not subject to the
grievance procedure. The purpose of written and verbal notices, warnings, and reprimands,
or reminders is to alert the employee that failure to correct the behavior may result in
disciplinary suspension, without pay, disciplinary termination, or disciplinary demotion.
Termination: For the purposes of this procedure, “termination” means a separation from
employment by the employer for disciplinary or quality of performance reasons.
“Termination” does not include layoff, reduction in workday, furlough, reduction in
workforce, job transfer or reassignment, or the end or completion of temporary
employment, which are not subject to the grievance procedure.
Workplace Safety: For the purposes of this procedure, “workplace safety” includes any
conditions of employment related to the physical health and safety of employees, including
the safety of the physical work environment, the safe operation of workplace equipment and
tools, provision of personal protective equipment, and accident risks. “Workplace Safety”
does not include conditions of employment unrelated to physical health and safety matters,
including, but not limited to, hours, overtime, assignments, and work schedules.
GENERAL PROVISIONS
Role and Appointment of “Impartial Hearing Officer”: For purposes of this procedure,
the role of the “Impartial Hearing Officer” will be to define the issues, identifying areas of
agreement between the parties and identifying the issues in dispute, and to hear the
parties’ respective arguments. The Impartial Hearing Officer shall be appointed by Agency
Administrator based upon the nature of the matter in dispute.
Time Limits: Failure to submit or process a grievance by the employee within the time
limits specified below, or agreed upon extensions, shall constitute waiver of the grievance
and it will be considered resolved on the basis of the Agency’s last answer. Failure of an
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Agency representative to meet the time limits specified below shall cause the grievance to
move automatically to the next step in the procedure within seven (7) days of such failure.
A grievance or decision or appeal is considered timely if received by the employer during
normal business hours. The time limits contained in this procedure can only be extended
upon the express written consent of the parties.
Days: The term “days” as used in this provision means calendar days, excluding holidays.
If the last day on which a grievance is to be filed or a decision is to be appealed is a
Saturday, Sunday, or holiday as defined in the Handbook, the time limit is the next business
day.
Scheduling: Grievance meetings and hearings will typically be held during the employee’s
off-duty hours. Time spent in grievance meetings and hearings shall not be considered as
compensable work time.
Representation: The employee shall have the right to representation during the grievance
procedure at the employee’s expense.
GRIEVANCE FILING PROCEDURES
Refer to the Appendix for the steps to filing a grievance.
HOURS OF WORK/ WORK SCHEDULES/ CALENDARS
HOURS OF WORK
The designated office hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. This
schedule may be modified with the approval of the employee’s supervisor and the Agency
Administrator. Occasionally employees may be required to work outside the normal work
schedule. CESA 10 reserves the right to schedule and/or change all hours and schedules of
work as deemed necessary.
WORK SCHEDULES
School Year Work Schedule
School year employment with CESA 10 is based on a period of 190 work days between July
1 and June 30. Beginning and ending dates of employment in a specific district will be
determined by the project director in consultation with the district(s) to be served and the
CESA 10 Administrator. Contracts extending beyond 190 days may be required to perform
those services as determined by the project director in consultation with the Agency
Administrator.
12 Month Work Schedule
Twelve month employment with CESA 10 is based on the fiscal year (July through June).
CALENDARS
Certified employees are required to submit a CESA 10 Calendar annually for approval to the
Department Director no later than September 1. School calendars will not be accepted as a
substitute for the CESA 10 Calendar. Any adjustments to the employee’s calendar must be
approved by the Department Director.
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INCLEMENT WEATHER
CESA 10 BUILDING STAFF
If the CESA 10 Office is closed due to inclement weather, employees will be paid for their
regularly scheduled hours.
If the CESA 10 Office is open, but weather prevents individuals from traveling to the CESA
10 office, staff may:
1. Take emergency/personal time
2. Take vacation time
3. Work at home with approval of department director (notify office)
4. Reschedule the contract time within two calendar weeks
5. Take unpaid time
SCHOOL DISTRICT STAFF
Employees Working in a Single District
CESA 10 employees working in a single school district will follow the district’s policy in
making up missed days due to inclement weather or other emergencies.
Itinerant Employees
CESA 10 employees who are scheduled to visit a school that is closed due to weather or
other emergency, have the option to:
1. Work at the CESA 10 office
2. Work at home with approval of department director (notify office)
3. Take an emergency day/personal time
4. Reschedule the contract day (within the fiscal year) with approval of the department
director
5. Take an unpaid day
INTERNET ACCEPTABLE USE POLICY PURPOSE
The Internet provides a source of information that can benefit every professional discipline
represented in the agency. It is the policy of the agency that employees whose job
performance can be enhanced through use of the Internet be provided access and become
proficient in its capabilities. This policy document delineates acceptable use of the Internet
by agency employees, volunteers, and contractors while using agency-owned or -leased
equipment, facilities, Internet addresses, or domain names registered to the agency.
BACKGROUND
The Internet is comprised of thousands of interconnected networks which provide digital
pathways to millions of information sites. Because these networks subscribe to a common
set of standards and protocols, users have worldwide access to Internet hosts and their
associated applications and databases. Electronic search and retrieval tools permit users to
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gather information and data from a multitude of sources and to communicate with other
Internet users who have related interests.
Access to the Internet provides our employees with the opportunity to locate and use
current and historical data from multiple sources worldwide in their decision-making
processes. Employees and authorized volunteers and contractors of the agency are
encouraged to develop the skills necessary to effectively utilize these tools in the
performance of their jobs.
SCOPE OF POLICY
This policy applies to Internet access only. It does not cover the requirements, standards,
and procedures for the development and implementation of agency information sites on the
Internet.
The following agency Internet users are covered by this policy:
1. Full or part-time employees of the agency.
2. Volunteers who are authorized to use agency resources to access the Internet.
3. Agency contractors who are authorized to use CESA10-owned equipment or facilities.
This policy applies to Internet access when using CESA10 equipment and facilities, and
performed using Internet Protocol addresses and domain names registered to the agency.
POLICY
The agency promotes Internet use that enables employees to perform agency missions and
encourages its employees, volunteers, and contractor personnel to develop Internet skills
and knowledge. It is expected that employees will use the Internet to improve their job
knowledge; to access educational, scientific, technical, and other information on topics
which have relevance to the agency; and to communicate with their peers in other state and
federal agencies, academia, and industry. Users should be aware that when access is
accomplished using Internet addresses and domain names registered to the agency, they
may be perceived by others to represent the agency. Users are not to use the Internet for
any purpose which would reflect negatively on the agency or its employees.
CESA 10 computer systems are for agency use. Agency users are permitted to engage in
the following activities:
1. During working hours, access job-related information, as needed, to meet the
requirements of their jobs.
2. During working hours, participate in news groups, chat sessions, and E-mail discussion
groups (list servers), provided these sessions have a direct relationship to the user's job
with the agency. If personal opinions are expressed, a disclaimer should be included
stating that this is not an official position of the agency.
3. Access to agency information technology resources carries with it the responsibility for
ensuring that the use of these resources is primarily for agency purposes. In the interest
of making the use of information technology resources a natural part of the day-to-day
work of all employees, incidental personal use is permitted. Agency resources should not
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May 30, 2013
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be used for participation in personal list servers or other personal activities of a
recurring or resource intensive nature.
4. Employees are prohibited from initiating non-work related Internet sessions using
agency information resources from remote locations. That is, employees shall not dial
into agency resources from home or other non-agency locations for the purpose of
participating in non-job related Internet activities. An exception is granted for limited
sending and receiving of Email messages of a personal nature when included as part of a
routine check for job-related messages.
Access to the Internet is provided, when needed, through the agency local area network
(LAN). A supervisor may determine that remote access, through agency resources, is
needed for an individual’s assigned duties. When remote access is provided, it shall be for
the primary purpose of agency business. However, personal use will be permitted which
otherwise conforms to agency standards.
The following uses of the Internet, using agency equipment or facilities, are not allowed:
1. Access, retrieve, or print text and graphics information which exceeds the bounds of
generally accepted standards of good taste and ethics.
2. Engage in any unlawful activities or any other activities which would in any way bring
discredit on the agency.
3. Engage in personal non-profit or commercial activities on the Internet, including offering
services or merchandise for sale or ordering services or merchandise from on-line
vendors.
4. Engage in any activity which would compromise the security of any agency host
computer. Host log-in passwords will not be disclosed or shared with other users.
5. Engage in any fund raising activity, participate in any lobbying activity, or engage in any
active political activity.
SUPERVISORY RESPONSIBILITY
Supervisors of agency employees, volunteers, and contractors will have the final authority
in determining whether an employee requires Internet access to accomplish their assigned
duties. Supervisors have the responsibility for:
1. Acquiring Internet access for their employees who need it to conduct the official
business of the agency.
2. Advising their employees regarding the restriction against personal use of agency
Internet access resources from other than agency facilities.
3. Assuming the responsibility for making the final determination as to the appropriateness
of their employee’s use of the Internet, when questions arise. This shall include the
acceptability of Internet sites visited and the determination of personal time versus
official work hours.
USER RESPONSIBILITIES
Use of computer equipment and Internet access to accomplish job responsibilities will
always have priority over personal use. In order to avoid capacity problems and to reduce
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May 30, 2013
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the susceptibility of agency information technology resources to computer viruses, Internet
users will comply with the following guidelines.
1. Personal files obtained via the Internet may not be stored on local area network (LAN)
file servers.
2. Video, voice and other large (over 1 MB) files should not be downloaded from the
Internet except when they will be used to serve an approved agency function.
Users are responsible for:
1. Following existing security policies and procedures in their use of Internet services and
will refrain from any practices which might jeopardize the agency’s computer systems
and data files, including but not limited to virus attacks, when downloading files from the
Internet.
2. Learning about Internet etiquette, customs, and courtesies, including those procedures
and guidelines to be followed when using remote computer services and transferring
files from other computers.
3. Familiarizing themselves with any special requirements for accessing, protecting, and
utilizing data, including Privacy Act materials, copyrighted materials, and procurement
sensitive data.
4. Conducting themselves in a way that reflects positively on the agency, since they are
identified as agency employees on the Internet even though they may be using the
Internet for personal reasons, as stated above.
Individuals using agency equipment to access the Internet are subject to having activities
monitored by system or security personnel. Use of this system constitutes consent to
security monitoring, and employees should remember that most sessions are not private.
JOB DESCRIPTIONS Job descriptions are maintained by Administration. Periodic revisions or updates will be
made as necessary.
JOB POSTINGS CESA 10 is an equal opportunity employer. When a position becomes vacant or a new
position is created, notice of such position may be posted internally and/or externally.
Positions may be filled temporarily during the posting and selection period. Vacancies may
be posted on the Agency website, WECAN, CESAjobs.org, and any other media source as
deemed necessary.
PERSONNEL RECORDS
EMPLOYEE ACCESS TO PERSONNEL RECORDS
Personnel records will be maintained in accordance with state law and available for
employee inspection pursuant to Sec. 103.13, Wis. Stats. An employee who wishes to
review the contents of his/her personnel file must request of the CESA 10 administrator to
arrange a mutually convenient time and place for the employee’s review. The CESA 10
administrator, or his appointee, will provide the employee with an opportunity to inspect
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May 30, 2013
Page 25
his/her personnel records within seven work days after the request. The CESA 10
administrator, or his appointee, will remain present with the file during the employee’s
review. An employee may request that certain pages be copied; the employee will be
charged the current copy rate per page. If the employee disagrees with any information
contained in the personnel records, a removal or correction of that information may be
mutually agreed upon by the employer and the employee. If an agreement cannot be
reached, the employee may submit a written statement explaining the employee's position.
CESA 10 shall attach the employee's statement to the disputed portion of the personnel
record. The employee's statement shall be included whenever that disputed portion of the
personnel record is released to a third party as long as the disputed record is a part of the
file.
Files will not be transmitted to third parties without the written consent of the individual
(Family Education Rights and Privacy Act of 1974, PL 93-380).
Exceptions
The right of the employee or the employee’s designated representative to inspect his or her
personnel records does not apply to:
Letters of reference for that employee.
Specific components of a test document. Employees may see a cumulative total
test score for either a section of the test document or for the entire test
document.
Supporting materials used by the employer for staff management planning,
including judgments or recommendations concerning future salary increases and
other wage treatments, management bonus plans, promotions and job
assignments or other comments or ratings used for the employer's planning
purposes. This does not include evaluations.
Information of a personal nature about a person other than the employee if
disclosure of the information would constitute a clearly unwarranted invasion of
the other person's privacy.
Records relevant to any other pending claim between the employer and the
employee which may be discovered in a judicial proceeding.
CHANGE IN STATUS
In accordance with IRS Guidelines, employees may change their benefit elections during
certain “change of status” circumstances. It is the responsibility of the employee to inform
the Business Services Department of a change in status within 31 days of the event.
Change of status includes: 1) marital status, 2) dependent status, 3) number of
dependents, 4) employment status (includes spouse), and 5) change in residence.
Employees are responsible for notifying Human Resources and the Business Services
Department of a change in address, phone number, and emergency contact information.
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May 30, 2013
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CONFIDENTIALITY OF MEDICAL RECORDS
Any document containing medical information about an employee is regarded as
confidential. Medical records are kept in a file separate from all other employee records and
are available only when there is a legitimate business reason.
EMERGENCY CONTACTS
CESA 10 must have the name and phone number of a person the agency can contact on the
employee’s behalf in case of an emergency.
PHYSICAL EXAMINATIONS
HEALTH CERTIFICATE
All personnel newly contracted with CESA 10 must file a health certificate showing an
absence of tuberculosis as per laws of the State of Wisconsin 143.16.
FITNESS FOR DUTY EXAM
Supervisors who have questions or concerns about an employee’s ability to successfully
perform the duties of a particular job have the right to request a “Fitness for Duty Exam.” A
Fitness for Duty Exam is an evaluation by a medical professional hired by CESA 10 to
determine if an employee is physically or mentally able to perform the essential functions of
a position. Supervisors are not responsible for diagnosing medical or psychologist
problems, only that there is a question regarding the employee’s physical or mental ability
to perform the job. All Fitness for Duty Exams must be approved by the Agency
Administrator.
PROMOTION/TRANSFER When considering employees for an internal promotion or transfer, CESA 10 may consider,
among other things, each individual’s job-related skills, knowledge, experience, ability,
efficiency, initiative, attitude, attendance record, and their performance in the selection
process. Promotion and transfer decisions will be made by the Agency Administrator or
designee(s) and will be based on the best interests of the Agency and its clients.
REDUCTION OF STAFF It is the responsibility of the Board of Control to provide the staff necessary for the
implementation of the Agency’s programs and to do so efficiently and economically.
In the event that a reduction of staff is deemed necessary, primary consideration shall be
based on the best interest of the Agency and its delivery of service to its clients.
The Board of Control will provide fifteen (15) calendar days notice of reductions in staff.
SEPARATION FROM EMPLOYMENT Separation from employment may include resignations, retirement, reduction in workforce,
failure to return from approved leave, or termination. Upon separation of employment,
employees will be required to return all agency property. The exiting employee may also be
responsible for providing operational and program information, as deemed appropriate by
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May 30, 2013
Page 27
the Department Director, to facilitate the transition of the job responsibilities to another
employee.
Employees are encouraged to provide at least ten (10) calendar day written notice of
resignation or retirement. Employees who provide at least ten (10) calendar day written
notice will be paid for vacation not taken during the year (July 1-June 30) as well as any
prorated vacation earned for the next year.
Certified school year staff may incur a penalty fee in accordance with their individual
contract if adequate notice is not given.
STAFF DEVELOPMENT Staff development is provided as needed to maintain and improve performance and skills.
Attendance must be approved in advance by the employee’s immediate supervisor and the
CESA 10 Administrator. The cost of approved training and eligible expenses will be paid by
the Agency in accordance with the travel guidelines and tuition reimbursement policy.
Hourly employees who receive approval to attend staff development are eligible for
compensation at their regular rate of pay. Any hours worked beyond 40 in a work week are
considered overtime.
CESA 10 employees based in school districts must receive prior approval of the building
principal or other designated local administrator to attend professional development
activities during contract days. Following receipt of local approval, the request to attend the
professional development activity will be forwarded to the CESA 10 administrator on the
proper form.
PART V: COMPENSATION
GENERAL INFORMATION Salaries are established by the CESA 10 Board of Control.
ADMINISTRATIVE STAFF/PROFESSIONAL STAFF
Salaries for the administrative team and professional employees will be determined based
on the job and the employee’s performance.
CERTIFIED STAFF
Certified staff salaries will be based upon qualifications such as training, experience,
availability, funding, and job requirements.
Some CESA 10 certified staff salaries are established by the local school district. Initial and
continuing salaries will be in accordance with local district’s policies and procedures.
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HOURLY STAFF
District-Based
Wages for hourly staff assigned to specific schools are established by the school district.
Staff are expected to work in accordance with local district policies and procedures. CESA 10
personnel are subject to the immediate supervision of a pre-determined person in the local
district, generally the District Administrator or his/her designee.
Program Assistants (Previously Educational Support Professionals)
The Board of Control will establish hourly wages for support employees.
Longevity for Program Assistants
For regular part-time and regular full-time Program Assistants hired prior to July 1, 2001,
longevity will be as follows:
After five (5) or more years of continuous service with the Employer, each such
employee shall be paid three (3) percent of their base wages.
After nine (9) or more years of continuous service with the Employer, each such
employee shall be paid six (6) percent of their base wages.
After thirteen (13) or more years of continuous service with the Employer, each such
employee shall be paid nine (9) percent of their base wages.
For regular part-time and regular full-time Program Assistants hired between July 1, 2001
and June 30, 2013, longevity will be as follows:
After ten (10) or more years of continuous service with the Employer, each such
employee shall be paid three (3) percent of their base wages.
After fifteen (15) or more years of continuous service with the Employer, each such
employee shall be paid six (6) percent of their base wages.
After twenty (20) or more years of continuous service with the Employer, each such
employee shall be paid nine (9) percent of their base wages.
Longevity payments will be added to the employee’s base pay.
OVERTIME Overtime is defined as time worked by a non-exempt employee that exceeds forty hours in
one work week. Paid time off, such as sick leave, emergency leave, vacation and holiday
pay will not count as hours worked for overtime purposes. Overtime will be compensated at
time and one half.
APPROVAL
Non-exempt employees must have written pre-approval from their immediate supervisor
before working overtime by completing the Prior Approval for Extra Time Worked Form.
COMPENSATORY TIME An employee may request to receive compensatory time off at time and one-half in lieu of
overtime pay. Compensatory time may be accrued for up to 30 calendar days upon when it
was earned and must be used by the end of the following month. After such time, any
unused compensatory time will be paid out on the following payroll.
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PAYROLL CHECKS
PAYROLL CYCLE
School Year Employees
School year employees will have the option to be paid over a 10 or 12 month basis. The
pay periods for school year employees will begin in August and end the following June. If a
payroll day falls on a holiday, payroll day will be the preceding work day.
12 Month Employees
All employees scheduled to work the full fiscal year will be paid on a bi-weekly basis. The
pay periods for 12 month employees shall follow the fiscal year and begin in July and end
the following June. If a payroll day falls on a holiday, payroll day will be the preceding work
day.
DIRECT DEPOSIT PAYMENT
Employees will be paid through direct deposit to their designated financial institution. Advice
of deposit statements are available online through the Employee Portal.
EMPLOYEE PORTAL
In addition to general information regarding the calendar, forms, and directory, employees
can view their pay checks, benefits, deductions, leave balances, and W-2’s. For further
information, please see the Assistant Director in Business Services or designee.
TIME SHEETS It is the responsibility of each hourly employee to complete, sign and turn in time sheets on
a weekly basis. Salaried employees must turn in expense sheets monthly.
PART VI: FRINGE BENEFITS
All compensation and benefits are subject to change at the sole discretion of the Board of
Control. This section of the handbook is an outline of the benefits available to employees. It
is not a complete description of all the benefit plan provisions; specific plan provisions are
contained in the plan documents. In instances where this Handbook and CESA 10’s benefit
policies or plan documents may disagree, the policies and plan will always prevail. The
Agency Administrator will resolve questions regarding the interpretation of CESA 10 policies.
Questions regarding benefits not covered in the handbook should be referred to the
Business Services Department.
ELIGIBILITY For purposes of benefits earned, the CESA 10 fiscal year runs from July 1 through June 30.
For a position to be eligible for fringe benefits, the position must be scheduled for a
minimum of .50 FTE. Limited-term employees are not eligible for fringe benefits.
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Page 30
Full-time employees are eligible for all legally mandated benefits and for the agency’s full
benefit package, subject to the terms, conditions and limitations of each benefit program as
outlined in plan documents and benefit policies.
Part-time employees are eligible for legally mandated benefits and limited benefit programs
as defined by the requirement (based FTE) of each specific benefit. Paid time-off benefits
are pro-rated based on number of hours worked.
ANNUITY OPTIONS
403(B) PLAN
CESA 10 employees have the option of participating in a 403(b) Employee Savings Plan.
Employee contributions are made pre-tax through payroll deductions and are limited to a
maximum as defined by current IRS guidelines.
457(B) PLAN
CESA 10 employees have the option of participating in a 457(b) Deferred Compensation
Plan. Employee contributions are made pre-tax through payroll deductions and are limited
to a maximum as defined by current IRS guidelines.
ROTH AFTER TAX ELECTION
CESA 10 employees have the option of participating in a Roth. Employee contributions are
made post-tax through payroll deductions and are limited to a maximum as defined by
current IRS guidelines.
CELLULAR PHONE REIMBURSEMENT CESA 10 may support the costs of cellular phone services for the following agency
personnel:
Agency Administrator
Service Area (Department) Directors
Service Area (Department) Assistant Directors
Program Coordinators/Consultants with Director approval
CESA-based instructional personnel whose duties require regular and frequent travel
among districts, with Director approval
Support personnel of a technical nature whose duties require regular and frequent
communication between districts, with approval of the Agency Administrator
Employees are responsible for the cost of acquiring, installing, and activating a cellular
phone. The cellular phone remains the property and responsibility of the employee.
DATA PLANS
Each director will decide which employees in their department are eligible for a data plan
based on job-related necessity.
REIMBURSEMENT FOR STANDARD CELL PLANS
CESA 10 will reimburse employees for one-half (½) the monthly base service charge up to
$20. Reimbursement only applies for the months in which the employee works.
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REIMBURSEMENT FOR DATA PLANS
CESA 10 will reimburse employees for one-half (½) the monthly base service charge up to
$20. Reimbursement only applies for the months in which the employee works.
ADDITIONAL REIMBURSEMENT
Additional reimbursement may be approved by the supervisor based on individual
circumstances and job-related necessity.
Employees must complete and return the Cellular Phone Reimbursement Form by June 1 of
each year to the Business Services Department. The worksheet must be accompanied by a
copy of the most recent billing statement. The Business Services Department will process
the information for a July 1 effective date for any new or changing reimbursement
agreements. Exceptions will be made for new employees hired after June 1 or new
reimbursement agreements.
EMPLOYEE ASSISTANCE PROGRAM (EAP) EAP support is available for employees with long-term disability insurance (working a
minimum of 600 hours per year). Eligible employees may receive no-cost, confidential help
for a wide variety of needs and concerns: depression, stress management, anxiety, marital
difficulties, relationship problems, family conflict, alcohol or drug additions, financial or legal
concerns, parenting concerns, problem gambling, eating disorders, and childcare or
eldercare.
Professional counselors are available 24 hours a day, seven days a week by calling 866-
451-5465.
FLEXIBLE SPENDING ACCOUNT Employees may elect to pay for qualified dependent care or health care expenses with pre-
tax dollars through a Section 125 Flexible Spending Account. The plan is based on the
calendar year with an open enrollment period in December.
HEALTH AND DENTAL INSURANCE
ELIGIBILITY
Employees must be employed .50 FTE or more to be eligible for insurance benefits. Part-
time employees will have their benefits pro-rated. Substitutes and limited-term employees
are not eligible for health and dental fringe benefits. Eligibility for hourly district-based staff
will be determined by the school district.
For new hires, health and dental benefits will begin the first of the month following the date
of hire.
ANNUAL PREMIUM CONTRIBUTIONS AND DEDUCTIBLES
The Board of Control will provide health and dental insurance to eligible employees as well
as establish annual contribution amounts toward health and dental premiums. The health
insurance plan includes a deductible of $1,000 (single) and $2,000 (family).
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HEALTH REIMBURSEMENT ARRANGEMENT (HRA)
For employees enrolled in the Agency’s health insurance, CESA 10 will deposit $700 (single)
or $1,400 (family) each calendar year into a HRA. Employees hired mid-year will receive
the full HRA deposit. Unused funds will be carried over to future years and into retirement.
The HRA shall remain the property of the individual upon separation from employment. If
the employee dies prior to exhausting the account balance, the surviving spouse and/or
dependents are eligible to be reimbursed under this plan for their eligible medical expenses.
Employees with a single plan are responsible for payment of the first $300 of the $1,000
individual deductible before receiving reimbursement of medical expenses through the HRA.
Employees with a family plan are responsible for payment of the first $300 for each
individual family member, up to a maximum of $600 per family, before receiving
reimbursement of medical expenses through the HRA.
COMPENSATION IN LIEU OF HEALTH INSURANCE
Employees eligible to participate in the group health plan may elect to receive additional
taxable compensation in lieu of health insurance coverage. Only those employees who are
eligible to participate in the CESA 10 Group Health Plan and are enrolled in another group
medical plan, such as a spouse’s plan, or covered by an outside individual policy, are eligible
to participate in this plan.
In lieu of health insurance, CESA 10 will contribute $600 per month up to $7,200 in the
form of a cash payout or tax sheltered annuity (TSA), Tax Deferred Account (TDA), or Roth.
For part-time employees working .50 FTE or more, participation shall be on a prorated
basis. This benefit will go into effect the first day of the month following the date of hire. If
the Salary Reduction Agreement for the TSA/TDA is not returned within 10 business days of
signing the “Election/Waiver of Group Health Plan Participation,” this waiver will default to
the cash payout.
COBRA COBRA is a federal law entitling employees the opportunity to temporarily continue their
group health care coverage under their employer’s plan if their coverage otherwise would
cease due a qualifying event, such as:
1. Voluntary or involuntary termination of employment for any reason other than “gross
misconduct”;
2. Death of the covered employee;
3. Divorce or legal separation from the covered employee;
4. Loss of “dependent child” status;
5. Eligibility for Medicare entitlement;
6. Reduction in work hours such that the employee no longer qualifies for coverage
under the plan.
Employees should contact the Business Services Department with questions regarding
COBRA eligibility and coverage.
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HOLIDAYS CESA 10 will grant time off to eligible employees on the holidays listed below. Part-time
employees will receive pro-rated holiday pay equal to the percentage of time worked.
Employees hired mid-year will be eligible for all paid holidays falling during the period of
their employment. If any holidays fall on a Saturday or Sunday, the preceding or
succeeding workday shall be counted as the holiday.
PAID HOLIDAYS – 12 MONTH EMPLOYEES
New Year’s Day Thanksgiving Day
Good Friday Friday After Thanksgiving
Memorial Day Christmas Eve Day
Independence Day Christmas Day
Labor Day New Years Eve Day
PAID HOLIDAYS – SCHOOL YEAR EMPLOYEES ON CESA SALARY STRUCTURE:
Labor Day
Thanksgiving Day
Friday After Thanksgiving Day
Good Friday
Memorial Day
PAID HOLIDAYS – SCHOOL YEAR EMPLOYEES ON DISTRICT SALARY STRUCTURE:
District-based employees are provided paid holidays consistent with the school district to
which they are assigned.
JURY DUTY Required absence from work for jury duty will be with pay. Any pay received for jury duty
must be reimbursed to CESA 10 or donated to the County Generous Juror Program.
Employees may keep any money received for travel expenses.
Employees should submit a Prior Approval Form with the notice to serve as a juror to their
immediate supervisor. Time spent on jury duty will be counted as regular working time for
all purposes except overtime. The employee must return to work for any reasonable time
the court is closed during normal working hours. No paid leave will be provided for jury
duty that occurs outside the employee’s regular work hours. No adverse employment action
will be taken against employees due to their service as a juror in state or federal courts.
LEAVE REQUESTS A CESA 10 Employee Prior Approval Form must be completed for the following absences:
emergency/personal time, vacation time, compensatory time, jury duty, FMLA, or leave
without pay.
Staff members who must be unexpectedly absent from work (due to illness or for an
emergency) are expected to call the department contact on the morning of each day they
will be absent. Absences are recorded on timesheets/attendance forms.
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BEREAVEMENT LEAVE
Employees shall be entitled to three days of bereavement leave in the case of any death
within the immediate family. The days do not need to be consecutive. Immediate family
includes the employee’s spouse, child, step-child, parents (including step-parents and
parents-in-law), brother, sister, daughter-in-law, son-in-law, sister-in-law, brother-in-law,
grandson, granddaughter, grandmother, grandfather, aunt, uncle, or a member of the
employee’s household. The above will apply equally to a relative whether related by blood
or marriage. If additional time off becomes necessary and is requested by the employee,
such time may be granted at the discretion of the Agency Administrator and may be
deducted from accumulated sick leave.
EMERGENCY/PERSONAL LEAVE
Full-time employees are granted, on approval, three days of emergency/personal leave per
year. Part-time employees will receive pro-rated emergency/personal leave equal to the
percentage of time worked.
FAMILY MEDICAL LEAVE
Please refer to Part III of the Employee Handbook for Family Medical Leave benefits.
MATERNITY LEAVE
Employees are entitled to unpaid leave for up to six (6) weeks in the case of a regular
delivery and up to eight (8) weeks for a caesarean section, or the length of time determined
to be medically necessary as certified by the employee’s physician. Maternity leaves will run
concurrently if leave is granted under the Family Medical Leave Act. Employees may choose
to use any accumulated paid time off for maternity leave purposes. Medical and dental
insurance benefits will be paid by CESA 10 at the same level as if the employee were
actively working provided the employee continues to pay his/her portion of the premium.
MILITARY LEAVE
Pursuant to federal and state law, the Agency shall provide eligible employees with leaves of
absence for purposes of federal service in the uniformed services or active state service.
Eligible employees should notify the Agency of the leave and dates of absence as far in
advance as possible. Eligible employees should also provide the Agency with a copy of any
relevant military orders.
All rights and privileges regarding salary, benefits, and status shall be reserved to such
employees as required by law. An employee’s reemployment rights and benefits after
completion of federal service in the uniformed services or active state service shall be
governed by any applicable state and/or federal laws.
SICK LEAVE
Accrual
Full-time employees receive one day of sick leave per month. Part-time employees receive
one day per month pro-rated according to percentage of time employed.
At the end of the fiscal year, employees who have reached the maximum accumulation of
75 days will receive payment of $40 per day for unused sick leave above the maximum.
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Medical Certification
A supervisor may request a doctor’s note clarifying the medical necessity for an absence.
Employees may be required to submit a return to work note from the treating physician
prior to reporting to work. The certification must also specify what limitations, if any, exist
to the employee's ability to perform his or her job duties or pose a threat to the safety of
the employee or others.
UNPAID LEAVE
Employees who have exhausted paid time off benefits may request an unpaid leave of
absence, subject to approval by the Department Director and Agency Administrator.
Benefit Implications
Employees will be responsible for the full cost of health and dental insurance, which will be
calculated on an hourly basis by the Business Services Department, with the exception of
maternity leaves.
Employees who elected to waive health insurance and participate in the TSA or cash payout
will not receive compensation while on an unpaid leave.
VACATION LEAVE
Employees who work twelve months will be provided with paid vacation each fiscal year.
Part-time twelve-month employees will receive pro-rated vacation according to percentage
of time employed.
The number of vacation days varies based on position. Exceptions may be made at the
time of hire and are reflected in individual contracts. The first year of employment, the
number of vacation days will be pro-rated based on the actual number of work days.
12 Month Program Assistants
Employees will receive 10 days of vacation with pay upon hire (pro-rated based on actual
number of days worked the first year). Employees who have completed five fiscal years of
continuous employment will receive 15 days of vacation with pay. Employees who have
completed 10 fiscal years of continuous employment will receive 20 days of vacation with
pay. Employees who have completed 20 fiscal years of continuous employment will receive
25 days of vacation with pay.
Years of Service Vacation Days
0-5 10
6-10 15
11-20 20
21+ 25
12 Month Salaried Employees
Employees will receive 15 days of vacation with pay upon hire (pro-rated based on actual
number of days worked the first year). Employees who have completed five fiscal years of
continuous employment will receive 20 days of vacation with pay. Employees who have
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completed 15 fiscal years of continuous employment will receive 25 days of vacation with
pay.
Years of Service Vacation Days
0-5 15
6-15 20
16+ 25
Carry Over
Employees are notified in July of unused vacation from the prior fiscal year. Unused
vacation must be used prior to December 31 of the current calendar year.
Requesting Time Off
Employees must receive prior approval from the immediate supervisor by completing an
Employee Prior Approval Form for Absence.
Vacation Pay Upon Separation of Employment
Unused vacation is payable to the employee upon resignation, termination or retirement
providing the employee gives 10 working days notice of their intent to do so or if
termination is beyond the employee’s control.
LIABILITY INSURANCE The Board of Control shall carry liability insurance which provides coverage for the acts of
employees performed in accordance with their duties and within their scope of employment.
Employees shall be covered for liability in accordance with the terms of the Agency’s liability
insurance policy.
LIFE INSURANCE The Board of Control shall provide a fully paid term life insurance policy to eligible
employees equal to the annual salary of each employee rounded to the next $1,000 through
the Wisconsin Public Employers Group Life Insurance Program. Additional coverage for the
employee, spouse, and dependents is available at the employee’s expense.
LONG-TERM DISABILITY INSURANCE The Board of Control shall provide employees with long-term disability insurance coverage
to provide income protection in the event of a disability. The agency has the right to select
the carrier for that policy. CESA 10 shall pay 100% of the premium, unless otherwise
determined by the Board of Control. The Board of Control shall provide long-term disability
insurance to cover 90% of the employee’s wages after 60 consecutive calendar days.
POST-EMPLOYMENT BENEFITS
EARLY RETIREMENT HEALTH INSURANCE FOR EMPLOYEES HIRED BEFORE JULY 1, 2013
Eligibility
Active employees hired before July 1, 2013 and employed .50 FTE or more will be eligible
for post-employment health insurance benefits. The Board of Control will provide health
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May 30, 2013
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insurance benefits to eligible employees who are at least age 59 and have completed at
least 15 years of service with CESA 10.
All eligible retirees will receive full benefits. Substitutes and limited-term employees are not
eligible for health and dental fringe benefits. Eligibility for hourly district-based staff will be
determined by the school district.
Premium Contribution
Eligible employees will be granted the option to continue their health insurance benefits
upon retirement. Employees will accrue retirement benefits based on the following schedule
with the exception of the Administrative Team. The Board of Control will pay 80% of the
health insurance premium, up to the current cap for active employees. Retirees are limited
to either the single plan or employee +1 plan. At age 65, Medicare will serve as primary
coverage with agency coverage a secondary source. In the event of a death of an early
retiree, the agency will offer COBRA insurance.
Years of Service Insurance or Cash Payout
15 3 Years of Coverage/Payout
20 4 Years of Coverage/Payout
25 5 Years of Coverage/Payout
30 6 Years of Coverage/Payout
Health Reimbursement Arrangement (HRA) for Early Retirement Health Insurance
Eligible retirees enrolled in CESA 10 health insurance, will receive annually (calendar year)
$700 (single) or $1,400 (employee + 1) into a HRA. Unused funds will be carried over each
year. Upon death the surviving spouse and/or dependents are eligible to be reimbursed
under this plan for their eligible medical expenses.
Compensation in Lieu of Early Retirement Health Insurance
Retirees eligible to participate in the Early Retirement Health Insurance plan may elect to
receive taxable compensation in lieu of early retirement health insurance coverage. CESA 10
will contribute 80% of $600 per month up to $7,200 in the form of a cash payout. In the
event of a death of an early retiree, payments will cease.
DEFINED CONTRIBUTION FOR EMPLOYEES HIRED ON OR AFTER JULY 1, 2013
Eligibility
Active employees hired on or after July 1, 2013 and employed .50 FTE or more will be
eligible for the defined contribution benefit.
Active employees hired between July 1, 1998 and June 30, 2013, may chose to opt-in to
this plan as an alternative to early retirement health insurance. A limited opt-in window will
be afforded in the Fall of 2013.
Substitutes and limited-term employees are not eligible to participate. Eligibility for hourly
district-based staff will be determined by the school district.
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May 30, 2013
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Vesting Schedule
Employees shall own 100% of their account balance(s) (including accrued interest) upon
reaching age 59 and retirement from the agency.
Defined Contribution Health Reimbursement Arrangement (HRA)
Employees will receive an agency contribution to a Defined Contribution HRA account of
$2,000 per fiscal year. Current employees who opt-in to the HRA will not receive payment
for years of service prior to July 1, 2013.
403(b) Plan for Administrators
Employees hired into administrative positions will receive an agency contribution into a
403(b) account.
SICK LEAVE PAYOUT
At retirement, employees will receive payment for unused sick leave at $20.00 per day up
to a maximum of 75 days.
TUITION REIMBURSEMENT Employees may be reimbursed, with prior approval of the Agency Administrator, for
coursework pertinent to the employee’s position. Reimbursement will be at the rate of up to
$1,000 every five years (July 1, 2013 – June 30, 2018).
It is the employee’s responsibility, upon completion of the course, to submit to the Agency
Administrator a copy of the final grade(s) or transcript and proof of payment before any
reimbursement can be attained.
Employees paid in accordance with a district salary schedule will follow the district’s policy
and procedures regarding credit reimbursement.
WISCONSIN RETIREMENT SYSTEM The CESA 10 Board will pay 100% of the employer’s share of the Wisconsin Retirement
System Contribution Rate (amount established annually by Wisconsin Department of
Employee Trust Funds).
WORKER’S COMPENSATION CESA 10 employees are covered by Workers Compensation Insurance as required by law to
protect employees who are injured on the job. CESA 10 has partnered with Medcor, Inc., an
independent outside organization to respond to work-related injuries. If a work–related
injury occurs:
1. Inform the supervisor immediately (call 911 for emergency situations).
2. The supervisor and/or employee will contact Medcor (1-800-775-5866).
3. The employee will complete an Employee Accident Form and forward to the Business
Services Department.
4. The immediate supervisor will contact the Director of Business Services.
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May 30, 2013
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APPENDIX
AUTO SAFETY POLICY
PURPOSE
The policy is established to prevent vehicular related accidents and to promote safe driving
and vehicle maintenance practices for employees of CESA 10. This policy applies to all
employees operating fleet or personal vehicles while on company business, but does not
address all fleet safety regulations as found under Department of Transportation and CDL
requirements.
OBJECTIVES
The policy addresses minimum requirements of a Fleet Safety Program including driver
selection, safe operating procedures, insurance requirements, and accident investigation
and reporting. This policy encompasses the following:
Motor Vehicle Record Annual Review
Driver Selection
Monitoring Existing Drivers
Driver Safety Rules
Vehicle Maintenance and Safe Inspection
Insurance Requirements
Vehicle Accident Reporting
Disciplinary Policy
MANAGEMENT
All management and supervisory personnel has the responsibility to endorse and comply
with this policy including:
The review of this policy with all drivers
The training of new drivers and existing drivers
The retraining or action as necessary and enforcement of this policy
The requirement that any reports of unsafe vehicle condition are reported and
addressed promptly including the immediate removal of a vehicle from service
until appropriate inspection and service is performed to return the vehicle to a
safe operation
EMPLOYEES/DRIVERS
All employees entrusted to operate a company vehicle or personal vehicle on company
business has the responsibility to fully comply with all provisions of this policy that includes:
Operating vehicles in a safe manner
Observing all traffic laws at all times
Inspecting the vehicle for possible defects that may impair safe driving ability and
immediately reporting defects to their immediate supervisor
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Understanding insurance requirements as required to operate a vehicle on company
business
Alerting their immediate supervisor or human resource department in confidence of
any condition that may impair their ability to operate a vehicle safely including
medications that advise against operating a motor vehicle or other impairments such
as drowsiness, dizziness, etc. This applies to prescription and non-prescription
medications
Motor Vehicle Record Review (MVR)
All employees assigned or who may be asked to conduct company business on an incidental
basis will be required to have their MVR checked on an annual basis. All applicants hired or
assigned as vehicle drivers will have their MVR checked for patterns of violations or serious
traffic violations. A poor record will be cause for barring use of vehicles or from conducting
company business necessitating the use of a vehicle that may include termination of
employment if vehicle use is required for the job.
Driver Selection
Basic training and orientation for drivers will consist of a review of the procedures
referenced in this policy and may include a road test. Drivers are expected to report their
ability to operate a vehicle safely and report any restrictions such as physical or medical
conditions that may place them or others in danger due to a physical or medical condition.
Drivers will be instructed on the safe operation of company owned vehicles that may include
any vehicle operating characteristics that the driver may not be familiar with or accustomed
to. This will include the size, weight, handling, braking, and stability factors associated with
operation of the vehicle.
Monitoring Existing Drivers
Drivers of company owned or leased vehicles are expected to operate these vehicles in a
safe and prudent manner. Common inspection of vehicles is expected such as checking fluid
levels, lights, tire pressure, and operation of controls including windshield wipers, and
brakes. Unnecessary abuse of vehicles will not be tolerated and designated employees will
inspect vehicles on a regular basis. If drivers are not confident with the safe operation or
maneuvering of vehicles they are expected to report their concerns to their supervisor
immediately for further instruction or direction.
Any vehicle damage is to be reported promptly to the driver’s immediate supervisor.
Drivers who may be requested to use their personal vehicles for company business will be
expected to have a vehicle in a safe operating condition. Should their vehicle not be in a
safe operating condition including; but not limited to defective lights, wipers, cracked
windows, poor tires, or brakes, etc., are expected to immediately inform their supervisor so
that other arrangements may be made. Employees are not expected to operate any vehicle
that may be in an unsafe condition for company business errands or travel regardless of
distance.
Motorcycles will be allowed for operation on company business only if all safety equipment
including helmets be utilized.
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May 30, 2013
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General Safety Rules
All employees operating any vehicle for business purposes are expected to comply with all
traffic laws at all times.
Drivers are expected to hold a valid driver’s license for the State of WI and have their
license in their possession while operating a vehicle for company business. This is to include
compliance with any operating restrictions such as corrective eyewear.
Seat belts are to be worn at all times and this is to include any passengers while operating a
vehicle on company business.
Drivers will not consume alcoholic beverages, illegal drugs, prescription or non-prescription
medications that may impair the ability to operate a vehicle safely.
Drivers who operate company vehicles regularly or as may be asked on occasion are
required to report any license revocations or suspensions immediately.
Vehicle engines will not be running when fueling or when adding oil or other fluids to the
vehicle. While fueling the vehicle the driver or others are not to re-enter the vehicle and
return to the fueling task in the event that a static spark may ignite fuel vapors.
Vehicles are never to be used to haul or transport items that are hazardous or that may
cause overload, operational instability, or loss of the load or any portion of the load.
Tailgates or trunk lids must be closed and locked before travel. If the vehicle cannot
accommodate the load safely an immediate review with the supervisor is required. Total
assurance must be made that the load can be transported safely that may include securing
the load from shifting and possible loss while transporting. Otherwise another vehicle of
sufficient capacity is to be obtained or additional trips are necessary to safely transport the
load. Under no circumstances will risks be taken that may affect the safe operation of the
vehicle or possible loss of the load.
Employees or others are not permitted to ride in any vehicle such as in the pickup box,
tailgate, or standing on running boards, etc., while the vehicle is in motion.
During operation of any vehicle on company business it is suggested that the headlights be
turned on.
Safe seating capacity of any vehicle must not be exceeded at any time or for any purpose.
Use of trailers is not permitted at any time on any vehicle during company business. This
extends to any personal vehicle that may have a trailer attached during use on company
business.
Vehicle engines are to be shut off and the vehicle locked when unattended or when out of
view for any period. Never leave keys in the vehicle when unattended for any time.
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May 30, 2013
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Vehicle radios, cassettes, or CD’s are not to be played at an excessive volume where
hearing may be affected such as hearing emergency sirens, or other necessary traffic
sounds.
We discourage the use of cell phones during operation of a company vehicle or while on
company business. However, if absolutely necessary we encourage the use of hands free
cell phones. Drivers are expected to pull off to a safe area out of traffic for cell phone use.
Vehicle Maintenance and Safe Inspection
Company owned and leased vehicles are to be inspected and serviced according to
manufacturer’s instructions. This is to include a safety inspection of the vehicle while
undergoing scheduled service.
If requested to use a personal vehicle or other vehicle owned by another for business
purposes the owner/employee is expected to inform their supervisor of any vehicle defect(s)
or violations that may pose a safety hazard to them or others should the vehicle be used for
business purposes. Use of any vehicle for business purposes is not expected if the vehicle is
not safe to operate.
Insurance Requirements for Vehicle Operation
All drivers operating company or personal vehicles are required to have automobile liability
insurance and this includes at least the minimum amount required by state law. At no time
will any employee be given assignment to operate a vehicle without insurance coverage.
Drivers of company owned vehicles are not permitted to use the vehicle for personal use or
to permit operation of the vehicle by anyone else at any time.
Vehicle Emergency Procedures
When it is necessary to stop on a highway or other public street in the event of an
emergency the following measures must be taken for your safety and the safety of others:
Pull safely and completely out of traffic as is possible and be aware of blind spots
or terrain that may hinder others from seeing your vehicle.
Activate hazard flashers.
Stay out of the path of danger; never risk your safety for any reason.
Accident Situation
Report all vehicle accidents immediately regardless of how minor the accident may appear.
Contact the local authorities to respond to the accident and record any efforts to report the
accident carefully and factually.
It is illegal to leave the scene of an accident if possibly involved in the accident, wait for the
authorities to respond.
When reporting accident details to the authorities be as factual as possible, but do not admit
any blame or offer personal opinions, guesses, or assumptions, about the cause(s) of the
accident. You are expected to provide your name, address, insurance, and vehicle
information to the other driver and to the authorities. Write down any specific facts about
the accident including the location, time, direction, and specific details for future
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May 30, 2013
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recollection. Do not volunteer any non-factual information, guesses, or opinions. Keep
strictly to the facts, as you know them.
Driver Retraining and Disciplinary Action
Vehicular accidents are among the leading cause of occupationally related fatalities and
devastating injuries annually. For this reason compliance with this policy to protect the
welfare of employees, passengers, and the general public is of vital importance. Repetitive
traffic violations or a very serious traffic violation will be taken into immediate consideration
and corrective action will be determined based upon the severity of the infraction.
Employees involved in a preventable accident, repetitive traffic violations, or serious
violation will be scheduled for retraining and possible disciplinary action including:
Review of the accident with the immediate supervisor and senior management
member(s). This will encompass specific details of the causes of the accident and
measures to ensure that accidents may not occur in the future. Safety training
may be provided as deemed appropriate including instruction and proficiency
testing.
Repeated traffic violations (3), non-serious, within a one-year period will require
a review with the immediate supervisor and senior management member(s) of
the company. An accounting of the nature and causes of these violations will be
made that will include measures to prevent any reoccurrences of traffic violations
within a reasonable time period. Action may include restriction from driving a
vehicle for company purposes temporarily or permanently. This may include
possible termination of employment.
Serious-preventable traffic offenses including a serious accident, injury, or other
offense such as while operating a vehicle under the influence of alcohol or illegal
drugs may be cause for immediate termination of employment.
Employees assigned to operate a company vehicle or requested to operate a personal
vehicle for company purposes are expected to divulge information related to a medical or
physical condition in strict confidence that may impair their ability to operate a vehicle
safely. This is expressly communicated for their safety and the welfare of others who may
be endangered. During training if vision, hearing, or other health conditions indicate a
possible deficiency that may affect the safe operation of a vehicle an examination and
evaluation by a qualified medical specialist may be required.
FAMILY MEDICAL LEAVE ACT Eligible employees will be granted family, medical, and military leaves in accordance with
the Wisconsin Family and Medical Leave Law and the Federal Family and Medical Leave Act.
A Request for FMLA Form and a Prior Approval Form for Absence must be approved by the
Agency Administrator.
ELIGIBILITY FOR LEAVE
CESA will provide employees with family or medical leave if they have worked for at least
twelve (12) months and have completed 1,000 hours of employment (Wisconsin FMLA) or
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May 30, 2013
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1,250 hours of employment (Federal FMLA) in the twelve-month (12) period prior to the
time leave begins. Eligibility under both laws will run concurrently.
TYPE OF LEAVE AVAILABLE
Eligible employees may be entitled to time off for any one or a combination of the reasons
listed below.
1. Birth or placement for adoption or foster care of a child.
2. Serious Health Condition of Employee.
3. Serious Health Condition of a Child, Spouse, Parent, or Domestic Partner (as defined
in §40.02(1) or 770.01(1)). (In-laws and domestic partners are covered under State
FMLA only.)
4. Qualifying Exigency (Emergency). Families of covered military personnel on active
duty are allowed to take up to 12 weeks of job-protected Federal FMLA per calendar
year to manage their affairs. The employee may take time off of work for a child,
spouse, or parent in the Armed Forces, National Guard or Reserves related to certain
qualifying circumstances related to the military service. The rules define a qualifying
situation as one involving: 1) short-notice deployment; 2) military events and
related activities; 3) child care and school activities; 4) financial and legal
arrangements; 5) counseling; 6) rest and recuperation; 7) post-deployment
activities; and 8) additional activities in which the employer and employee agree to
the leave.
5. Military Caregiver Leave. Employees are allowed to take up to 26 weeks of unpaid
Federal FMLA leave in each calendar year to care for family members who suffered a
serious injury or illness while on active military duty. (This is not restricted to family
members in the National Guard or Reserves.)
AMOUNT OF LEAVE
The amount of time off will depend upon eligibility for State and/or Federal FMLA.
Employees eligible for both state and federal FMLA leave will be entitled to the greater
benefit.
If the employee is entitled to leave under both laws, then leave used will be counted against
both entitlements concurrently.
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May 30, 2013
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Reasons for Leave
Amount of Leave
Federal FMLA
(1,250 Hours Worked) State FMLA
(1,000 Hours Worked)
A total of twelve (12) weeks
for any one or combination of
reasons listed below
See amount of leave for
each reason listed below
Birth or Adoption Yes Yes (6 Weeks)
Foster Care Placement Yes Not Covered
Serious Medical Condition for: ____ ____
Self Yes Yes (2 Weeks)
Child, Spouse, or Parent
_______________
In-laws, Domestic Partners,
Parents of Domestic Partners
Yes
__________________
Not Covered
Yes
(Combined Total of 2 Weeks)
Yes
Qualifying Exigency (Emergency) See Page 44, #4 for definition
Yes Not Covered
Military Caregiver Leave Yes* Not Covered
*An eligible employee is entitled to 26 workweeks of leave to care for a covered service member with a serious injury
or illness during a single 12-month period.
DEFINITIONS
Definition of “Child” is a natural, adopted or foster child, a stepchild or a legal ward to
whom any of the following applies:
The individual is less than 18 years of age
The individual is 18 years or older and cannot care for himself or herself because of
the serious health condition.
Definition of “Spouse” is an employee’s legal husband or wife.
Definition of “Domestic Partner” are same-sex couples who register in their county of
residence or meet the following requirements: 1) 18 years of age and capable of
consenting to the relationship; 2) may not be married to, or in a domestic partnership with
another individual; 3) share common residence; 4) must not be related by blood in a way
that would prohibit marriage under Wis. Stat. 765.03; 5) must consider themselves to be
members of each other’s immediate family; and 6) must agree to be responsible for each
other’s basic living expenses.
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Definition of “Parent” is a natural parent, foster parent, treatment foster parent, adoptive
parent, stepparent or legal guardian of an employee or an employee's spouse.
Definition of “Serious Health Condition” means an illness, injury, impairment, or
physical or mental condition that involves:
1. Hospital, Hospice, or Residential Care: Inpatient care (i.e., an overnight stay) in a
hospital, hospice, or residential medical care facility, including any period of
incapacity, or any subsequent treatment in connection with such inpatient care; or
2. Continuing Treatment*: A period of incapacity of more than three consecutive
calendar days, and any subsequent treatment or period of incapacity relating to the
same condition, that also involves:
a. Treatment two or more times by a health care provider, by a nurse or
physician's assistant under direct supervision of a health care provider, or by
a provider of health care services (e.g., physical therapist) under orders of, or
on referral by, a health care provider; or
b. Treatment by a health care provider on at least one occasion which results in
a regimen of continuing treatment under the supervision of the health care
provider. A regimen of continuing treatment that includes the taking of over-
the-counter medications such as aspirin, antihistamines, or salves; or bed-
rest, drinking fluids, exercise, and other similar activities that can be initiated
without a visit to a health care provider, is not, by itself, sufficient to
constitute a regimen of continuing treatment for purposes of FMLA leave.
3. Chronic Conditions Requiring Treatment*: A chronic serious health condition is one
which:
a. Requires periodic visits for treatment by a health care provider, or by a nurse
or physician's assistant under direct supervision of a health care provider;
b. Continues over an extended period of time (including recurring episodes of a
single underlying condition); and
c. May cause episodic rather than a continuing period of incapacity (e.g.,
asthma, diabetes, epilepsy, etc.).
4. Permanent/Long-term Conditions: A period of incapacity which is permanent or
long-term due to a condition for which treatment may not be effective. The employee
or family member must be under the continuing supervision of, but need not be
receiving active treatment by, a health care provider. Examples include Alzheimer's,
a severe stroke, or the terminal stages of a disease.
5. Multiple Treatments (Non-Chronic Condition): Any period of absence to receive
multiple treatments (including any period of recovery) by a health care provider or
by a provider of health care services under orders of, or on referral by, a health care
provider, either for restorative surgery after an accident or other injury, or for a
condition that would likely result in a period of incapacity of more than three
consecutive calendar days in the absence of medical intervention or treatment, such
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as cancer (chemotherapy, radiation, etc.), severe arthritis (physical therapy), kidney
disease (dialysis).
*Treatment includes (but is not limited to) examinations to determine if a serious health condition exists and
evaluations of the condition. Treatment does not include routine physical examinations, eye examinations, or
dental examinations. Ordinarily, unless complications arise, the common cold, the flu, ear aches, upset stomach,
minor ulcers, headaches other than migraine, routine dental or orthodontia problems, periodontal disease, etc., are
examples of conditions that do not meet the definition of a serious health condition and do not qualify for FMLA
leave.
GRIEVANCE PROCEDURES
PROCEDURE FOR GRIEVANCES CONCERNING EMPLOYEE TERMINATIONS AND EMPLOYEE
DISCIPLINE
The employer and employee may mutually agree, in writing, to waive any step to facilitate
or expedite resolution of the grievance.
Step 1: The grievance shall be reduced to writing by the employee who shall submit it to
the employee’s immediate supervisor’s supervisor within fourteen (14) days after the facts
upon which the grievance is based first became known, or should have become known, to
the employee.
The written grievance shall give a detailed statement concerning the subject of the
grievance, the facts upon which the grievance is based, and indicate the specific relief being
sought.
The person receiving the grievance will reply in writing to the employee within fourteen (14)
days after receipt of the written grievance.
Step 2: If the grievance is not settled in Step 1, and the employee wishes to appeal the
decision of the supervisor’s supervisor, the employee shall submit the written grievance to
the Agency Administrator or designee within seven (7) days after receipt of the written
answer in Step 1. The Agency Administrator or designee will reply in writing to the
employee within fourteen (14) days after receipt of the written grievance.
Step 3: If the grievance is not settled at Step 2, and the employee wishes to appeal the
decision, the employee shall submit a request for a hearing before an Impartial Hearing
Officer. The employee shall pay a $50 filing fee when requesting the service of an Impartial
Hearing Officer who is selected by, and paid for by, the employer. Each party shall bear its
own costs for witnesses and all other out-of-pocket expenses, including possible attorney
fees, in investigating, preparing, presenting, or defending a grievance.
The hearing will normally be scheduled within thirty (30) days of receipt of the request for
hearing. The Impartial Hearing Officer may require the parties to submit documents and
witness lists in advance of the hearing in order to expedite the hearing. The Impartial
Hearing Officer will have the authority to administer oaths, issue subpoenas at the request
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of either party, and decide if a transcript is necessary. At the conclusion of the hearing, the
Impartial Hearing Officer shall render a written decision indicating the reasons for one of
four decisions: 1) Sustaining the discipline/termination, 2) Modifying the
discipline/termination, 3) Denying the discipline/termination, or 4) Recommending
additional investigation prior to final determination. The Impartial Hearing Officer shall
issue the written decision to the employee and employer within thirty (30) calendar days
from the date of the hearing. (In cases where the Impartial Hearing Officer recommends
additional investigation, at the conclusion of the additional investigation, a second, follow-up
hearing shall be scheduled.)
Step 4: The employer or employee may appeal the decision of the Impartial Hearing
Officer to the Board of Control in writing within seven (7) days of receipt of the written
decision of the Impartial Hearing Officer. The decision of the governing body shall be final.
Level of Review: The Board of Control shall review the written decision of the Impartial
Hearing Officer, the appeal document, and the reply. The role of the Board of Control, in
reviewing the decision of the Impartial Hearing Officer, is to solely address the following
questions:
1. Did the Impartial Hearing Officer follow a fair and impartial process?
2. Is there evidence of corruption, fraud, or misconduct by the Impartial Hearing
Officer?
3. Did the Impartial Hearing Officer make an error of law which makes his/her
award invalid?
4. Did the Impartial Hearing Officer make an error of fact which makes his/her
award invalid?
After answering the above questions, the Board of Control will decide to uphold, modify, or
reverse the decision of the Impartial Hearing Officer. The Board will issue its written
decision within sixty (60) days from receipt of the appeal.
PROCEDURE FOR GRIEVANCES CONCERNING EMPLOYEE WORKPLACE SAFETY
The employer and employee may mutually agree, in writing, to waive any step to facilitate
or expedite resolution of the grievance.
Step 1: Any employee who personally identifies, or is given information about, a workplace
safety issue or incident must notify his/her immediate supervisor of the issue or incident as
soon as reasonably practicable. All workplace safety issues and incidents, no matter how
insignificant the situation may appear to be, must be reported by an employee to their
immediate supervisor within 24 hours after the incident or issue was raised in order to be
addressed as part of the grievance procedure.
Step 2: A written report of the incident or issue, outlining the events that transpired and
proposed resolution, if any, shall be submitted to the Agency Administrator for review and
consideration within seven (7) days of the incident or issue being reported.
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Step 3: The Agency Administrator can implement the proposed resolution or contact the
agency’s Safety Committee to further investigate the incident or issue and the proposed
resolution and to draft a written report.
Step 4: After receipt of the written report, the Agency Administrator will issue a final report
on the findings and conclusions within thirty (30) days of receipt of the written report.
Copies of the report will be given to the complaining person as well as the Safety
Committee.
Step 5: The employee may appeal the findings and conclusions of the Agency
Administrator’s report and request the appointment of an Impartial Hearing Officer within
seven (7) days after receipt of the report. The Impartial Hearing Officer will be appointed
by the Agency Administrator or designee.
The hearing will normally be scheduled within thirty (30) days of receipt of the request for
hearing. The Impartial Hearing Officer may require the parties to submit documents and
witness lists in advance of the hearing in order to expedite the hearing. The Impartial
Hearing Officer will have the authority to administer oaths, issue subpoenas at the request
of either party, and decide if a transcript is necessary. At the conclusion of the hearing, the
Impartial Hearing Officer shall render a written decision indicating one of four outcomes: 1)
Sustaining the conclusions of the report, 2) Denying the conclusions of the report and
ordering additional or alternative remedial measures, 3) Modifying the conclusions of the
report and ordering different remedial measures, or 4) Recommending additional
investigation prior to final determination. The Impartial Hearing Officer shall issue the
written decision to the employee and employer within thirty (30) calendar days from the
date of the hearing. In cases where the Impartial Hearing Officer recommends additional
investigation, at the conclusion of the additional investigation, a second, follow-up hearing
shall be scheduled. The Impartial Hearing Officer may apply relaxed standards for the
admission of evidence and may request oral or written arguments and replies.
Step 6: The employer or employee may request a hearing before the Board of Control by
filing a request with the Agency Administrator within fourteen (14) days of receipt of the
written decision of the Impartial Hearing Officer. The request must set forth in detail the
reasons for the appeal. The non-appealing party shall have fourteen (14) days to submit a
reply to the detailed request. Once the request for hearing and reply are received, a
hearing will be scheduled at the Board’s next regularly scheduled meeting. If not timely
submitted by the grievant, the grievance can no longer be addressed in the grievance
procedure.
Level of Review: The Board of Control shall review the written decision of the Impartial
Hearing Officer, the appeal document, and the reply. The role of the Board of Control, in
reviewing the decision of the Impartial Hearing Officer, is to solely address the following
questions:
1. Did the Impartial Hearing Officer follow a fair and impartial process?
2. Is there evidence of corruption, fraud, or misconduct by the Impartial Hearing
Officer?
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3. Did the Impartial Hearing Officer make an error of law which makes his/her
award invalid?
4. Did the Impartial Hearing Officer make an error of fact which makes his/her
award invalid?
After answering the above questions, the Board of Control will decide to uphold, modify, or
reverse the decision of the Impartial Hearing Officer. The Board will issue its written
decision within sixty (60) days from receipt of the appeal.
EMPLOYMENT POSTERS Employee Protections Against Use of Honesty Testing Devices
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_10861_p.pdf
Employee Rights and Responsibilities Under the Family and Medical Leave Act
English http://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf
Employee Rights Under the Fair Labor Standards Act
English http://www.dol.gov/whd/regs/compliance/posters/minwagep.pdf
Employee Rights under Wisconsin's Business Closing/Mass Layoff Notification Law
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9006_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9006_s_p.pdf
Federal Fair Labor Standards Act
http://www.dol.gov/whd/regs/compliance/posters/wh1385State.pdf
Notice to Employees About Applying for Wisconsin Unemployment Benefits
English http://dwd.wisconsin.gov/dwd/publications/ui/ucb7e.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/ui/ucb7s.pdf
Hmong http://dwd.wisconsin.gov/dwd/publications/ui/ucb7h.pdf
Notice to Wisconsin Workers with Disabilities Paid at Special Minimum Wage
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9116_p.pdf
Notification Required When Employers Decide to Cease Providing a Health Care
Benefit Plan
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_11054_p.pdf
Occupational Injuries and Illnesses Summary
English
http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=11301
OSHA Job Safety and Health
English http://www.osha.gov/Publications/osha3165.pdf
Spanish http://www.osha.gov/Publications/osha3167.pdf
CESA 10 Employee Handbook
May 30, 2013
Page 51
Public Employee Safety and Health
English http://commerce.wi.gov/sb/docs/SB-PubSectSafEmployeePoster9301.pdf
Your Rights Under USERRA: The Uniformed Services Employment and
Reemployment Act (complete information from Dept. of Labor)
English http://www.dol.gov/vets/programs/userra/USERRA_Private.pdf#Non-Federal
Your Rights Under USERRA The Uniformed Services Employment and
Reemployment Rights Act
English http://www.dol.gov/vets/programs/userra/userra_private.pdf
Wisconsin Fair Employment Law
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_4531_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_4531_s_p.pdf
Wisconsin Family and Medical Leave Act
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_7983_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_7983_s_p.pdf
Wisconsin Minimum Wage Rates
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9247_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9247_s_p.pdf
CESA 10 Employee Handbook
May 30, 2013
Page 52
FORMS
Agency Vehicles: Care and Maintenance of CESA Vehicles
Agency Vehicles: Mileage Log
Agency Vehicles: Monthly Vehicle Usage Report
Course Reimbursement Prior Approval Form
Election/Waiver of Group Health Plan Participation
Employee Expense Claim & Attendance Information
Employee Prior Approval for Absence
Employee Prior Approval for Extra Time Worked
Employee Request for Family Medical Leave
Equal Opportunity Employment Complaint Form
Professional Development Request & Travel Form
Time Sheet
CESA 10 Employee Handbook
May 30, 2013
Page 53
AGENCY VEHICLES: CARE AND MAINTENANCE OF CESA VEHICLES
Listed below are appropriate service functions you should have done to the CESA
vehicle in your control:
Oil change and filter replacement every 4,000 miles
Tires should be rotated every 8,000 to 10,000 miles
Radiator cleaned and antifreeze replaced every 50,000
Automatic transmission fluid should be flushed every 50,000
Belts and hoses should be checked on a regular basis
Wash and clean the vehicle as needed, both inside and out
The tires we buy for the cars should last 50,000 to 60,000 miles. If your tires
are wearing out faster than that, have your alignment checked.
Any damage done to the vehicle needs to be reported immediately and repaired in a timely manner.
Obviously there will be other things you may need to have repaired on your
vehicle. If your car is not running or is making a strange noise or something just doesn’t seem right, have the vehicle looked at and repaired. It’s better to have it
looked at than having you stranded with a vehicle that isn’t running.
Monthly auto reports are due from everyone who has a CESA vehicle. Attach it
and turn them in with your timesheet/expense form to your department director. The report should include the miles driven each day of the month. Personal miles
should be identified and check for those miles should be included with the report.
Staff who do not take good care of the vehicle or who neglect to complete the paperwork will be reminded of the need to do so.
Please contact us with any questions or concerns: Randy Bowe, 715-720-2020 or
CESA 10 Employee Handbook
May 30, 2013
Page 54
AGENCY VEHICLES: MILEAGE LOG
Name: Department:
Vehicle #: Month:
Start Stop # of Miles Date Notations
CESA 10 Employee Handbook
May 30, 2013
Page 55
CESA 10
AGENCY VEHICLES: MONTHLY VEHICLE USAGE REPORT
Instructions to Employees
Remember to attach the log sheet showing business miles.
Attach all expense charge slips for credit card purchases or repairs.
Do not enclose cash receipts for which you are requesting reimbursement. Attach any
cash receipts with expense form for reimbursement.
Attach this report to your timesheet/expense form and send it to the CESA 10 Business
Services Department.
CESA owned vehicles are to be driven only by the employees. Personal usage includes:
o A scheduled day in the office
o If vehicle is driven during a non scheduled-work time (non-contract day used,
weekend, etc)
Be sure to attach your check for personal mileage. Make check payable to CESA 10.
Vehicle Model & Color: Month & Year:
License #:
1. End of Month Reading
2. Beginning of Month Reading
3. Total Miles Traveled
4. Business Miles (from Log Sheet)
5. Personal Miles (subtract Line 4 from 3)
Personal Mileage Cost: Current IRS Mileage Rate
Line 5 (miles)x$.565/mile = $ Total Amount Due
Employee Signature Director
Administrator
CESA 10 Employee Handbook
May 30, 2013
Page 56
COURSE REIMBURSEMENT PRIOR APPROVAL FORM
STAFF MEMBER’S REIMBURSEMENT REQUIREMENTS:
PLEASE READ
***THIS FORM MUST BE SUBMITTED TO THE AGENCY ADMINISTRATOR FOR PRIOR
APPROVAL TO ENSURE COURSES TAKEN QUALIFY FOR REIMBURSEMENT***
Be accurate when filling in the information below. It will be used for future inclusion to your
records kept at CESA 10. It is your responsibility upon completion of the course(s) to
submit to the Business Services Department a copy of your grade(s) or transcript and a
copy of your receipt of payment before any reimbursement can be attained.
Credits taken are (check one):
Semester Credits Quarter Credits Continuing Education Credits (CEU’s)
Institution of Course #1:
Institution of Course #2:
Course Title
Course
Number
# of Credits
or CEU’s Course Dates Cost
1. $
2. $
It is understood that the course(s) being taken are requested and to be reimbursed
according to the guidelines of my contract.
Employee Signature: Date:
Department Director Approval: Date:
Administrator 1st Approval: Date:
Administrator 2nd Approval: Date:
+++++++++++++FOR OFFICE USE ONLY+++++++++++++
Approved Course – Process as Usual Denied Course; Contact Employee
Copy of Grade(s) or Transcript(s) Received Date Received: _________________
Copy of Payment Receipt Date Received: ___________________
Account Number: Dollar Limit Met: Yes No
Check Number: Check Date: Check Amt: $
CESA 10 Employee Handbook
May 30, 2013
Page 57
ELECTION/WAIVER OF GROUP HEALTH PLAN PARTICIPATION
Employees eligible to participate in the group health plan may waive participation and elect
to receive additional taxable compensation in lieu of health insurance coverage. Only those
employees who are eligible to participate in the CESA 10 Group Health Plan and are
enrolled in another group medical plan, such as a spouse’s plan, or covered by an individual
policy, are eligible to participate in this plan.
Name:
I hereby elect to receive the following benefit (select only one):
Family Health Plan Coverage
Single Health Plan Coverage
Waiver Compensation: I am waiving participation in the Group Health
Insurance Plan. In lieu of health insurance, CESA 10 will contribute $600
per month in the form of a cash payout or TSA/TDA. (For part-time
employees working 20 or more hours per week regularly, participation shall
be on a prorated basis.) By signing this agreement, I certify that I am
enrolled in another group medical plan.
I hereby elect to receive the wavier compensation benefit as follows (select
only one):
Cash Payout
Tax Sheltered Annuity (TSA) or Tax Deferred Account (TDA)
Contribution as an Elective Salary Deferral. (A signed Salary Reduction
Agreement must be submitted to the Business Department in order to process
your TSA/TDA. Failure to return the Salary Reduction Agreement within 10 business days of signing this waiver will default to the monthly cash payout.)
None of the Above. If I incur a qualifying event, I will be permitted to
change this election (e.g. divorce, marriage, birth of a child).
Employee Statement and Signature:I understand that by signing my name below, I am
requesting CESA 10 to process my request in accordance with my elections marked above. I further
understand that the cash payout is taxable income and as a result, both state and federal income
taxes, as well as FICA taxes, will be withheld unless a TSA/TDA deferral is made, then only FICA taxes
will be withheld. If a TSA/TDA is selected, such a contribution will count toward my annual elective
salary deferral contribution limit under the Agency’s 403(b) or 457(b) Plans.
____________________________________ _____________________ Employee’s Signature Date
____________________________________ _____________________
CESA 10 Signature Date
CESA 10 Employee Handbook
May 30, 2013
Page 58
EMPLOYEE EXPENSE CLAIM & ATTENDANCE INFORMATION .565 Current Mileage Rate
Name: Date Miles Taxable
Meals Non-Tax Meals
Lodging Other Location and Purpose Hrs Off
Proj #
5/25
5/26
5/27
5/28
5/31
6/1
6/2
6/3
6/4
6/7
6/8
6/9
6/10
6/11
6/14
6/15
6/16
6/17
6/18
6/21
6/22
6/23
6/24
Total $
Subtotal
1. Meals/expenses reimbursed by original receipt only. 2. Form must be submitted by the 25th of each month.
3. Meals reimbursed for CESA meetings or travel outside of CESA 10 area 4. Expense check will be issued after Board approval
I hereby certify that the above account, with original dated receipts attached, is/are correct and in accordance with CESA 10 policies and management practices governing expense voucher procedures.
Signature Director
Administrator
CESA 10 Employee Handbook
May 30, 2013
Page 59
CESA 10
EMPLOYEE PRIOR APPROVAL FORM FOR ABSENCE
Name:
Service Area: Date of Absence:
Amount of Time
Requested: hours(s) days(s) Leave/Return Time:
Absence to be counted as follows:
BEREAVEMENT: Employees shall be entitled to three days of bereavement leave in the case of any
death within the immediate family. The days do not need to be consecutive. Immediate family includes
the employee’s spouse, child, step-child, parents (including step-parents and parents-in-law), brother,
sister, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandson, granddaughter, grandmother,
grandfather, aunt, uncle, or a member of the employee’s household. The above will apply equally to a
relative whether related by blood or marriage.
EMERGENCY/PERSONAL: Emergency/Personal leave should be requested 24 hours in advance
when possible. Reason must be stated below (e.g. medical/dental appointments, emergency
medical/health of self, spouse, or dependent, etc.)
REASON:
VACATION: Requires reasonable advance notice; two days vacation can be taken with 24 hours
notice, no reason needed.
JURY DUTY: (month: ) Bring your Jury Duty payment (the check) and copy of back up
documentation from the County to the CESA 10 Business Services Department.
FAMILY MEDICAL LEAVE: Eligible employees may request time off for FMLA based on current
state and federal guidelines. Request for Family Medical Leave must be accompanied by a separate FMLA
form.
COMP TIME: Use this when you are using earned comp time (for support staff only).
LEAVE WITHOUT PAY
Employee Signature
Date
Approved by: Director/School Administrator
Date
Approved by: CESA 10 Agency Administrator Date Submit this form to your Service Director at CESA 10. You will receive a copy of this form after signatures are
obtained. Business Services number is 715-720-2024 if you have questions.
CESA 10 Employee Handbook
May 30, 2013
Page 60
EMPLOYEE PRIOR APPROVAL FOR EXTRA TIME WORKED
Name:
Department:
Reason:
Number of Hours Worked
To be Paid (hours):
Compensatory Time (hours):
Dates Worked:
Approved by: Department Head
Date
Approved by: CESA 10 Administrator
Date
CESA 10 Employee Handbook
May 30, 2013
Page 61
CESA 10
EMPLOYEE REQUEST FOR FAMILY AND/OR MEDICAL LEAVE
Employee Name:
Service Area:
Reason for Leave:
Birth/Adoption/Pre-Adoptive Foster Care
Foster Placement
Employee’s Own Serious Health Condition
To care for a Family Member with a Serious Health Condition. Relationship to family member:
spouse; domestic partner, as defined in §40.02(1) or 770.01(1); child; son/daughter-in-
law; parent; spouse’s parent; or domestic partner’s parent.
Qualifying emergency arising out of the fact that my spouse; son or daughter; parent is on
active duty or call to active duty status in support of a contingency operation as a member of the
National Guard or Reserves.
To care for an injured or ill covered service member. Relationship to service member: spouse;
son or daughter; parent; next of kin.
Anticipated Begin Date of
Leave:
Anticipated End Date of
Leave:
Is this leave intermittent? Yes No (Please notify your supervisor as soon as dates are
known.)
Briefly Explain Reason for Leave (Employer may require medical certification or second opinion as
needed):
Substitution of Paid Leave: FMLA is unpaid leave; however, you may substitute any accrued paid
time off. Please indicate if you would like to use paid leave during your absence and how many hours
you plan to use (to the extent provided by law). Attach a completed Employee Prior Approval Form for
Absence.
Accumulated Sick Leave ( hours) Personal Time ( hours)
Emergency Time ( hours) Vacation Time ( hours) Benefits: I understand that during my period of leave I must continue to pay the employee portion of the cost of benefits continued during the leave. If I do not pay the required premium, my benefits, including my group health plan coverage, may be terminated.
I certify that the above information is accurate and complete. I authorize the appointing authority to obtain any necessary information regarding my request for family or medical leave. Employee Signature _________________________________________ Date: _________________________
CESA 10 Employee Handbook
May 30, 2013
Page 62
EQUAL OPPORTUNITY EMPLOYMENT COMPLAINT FORM
Name
Address
Phone Number
Complaint Basis
(Protected Status)
Description of action(s) which is alleged as being discriminatory. (Please provide dates,
names, and titles whenever possible.)
Signature of Complainant
Date
Note: You may obtain assistance in the preparation of this complaint if required by
contacting our Equal Employment Opportunity Coordinator at 715-723-0341.
Please submit within 30 working days to the Human Resources Office, CESA 10, 725 W Park
Avenue, Chippewa Falls, WI 54729.
Extensions may be granted contingent upon agreement of both parties.
CESA 10 Employee Handbook
May 30, 2013
Page 63
CESA 10
PROFESSIONAL DEVELOPMENT REQUEST & TRAVEL APPROVAL
Date: Name:
Place of Travel:
Date(s) of Travel:
Purpose of Travel:
(Any out-of-state travel must be approved by the Board of Control prior to date of travel.)
Please itemize the anticipated expenses:
Travel $
Meals $
Registration $
Lodging $
Other $
Travel $
Total $
Source(s) of funding for this trip:
If you have a brochure or meeting schedule, please attach it.
Employee Signature:
District Administrative Approval: (if applicable)
CESA Director Approval:
CESA Administrator Approval:
Board of Control Approval (For Out-of-State Travel Only)
CESA 10 Employee Handbook
May 30, 2013
Page 64
TIME SHEETS
Name:
Date Start Time Stop Time Department
Distribution Code:
Hours Sun Mon Tues Wed Thurs Fri Sat TOTAL
Regular
Overtime
Comp Time
(earned)
Comp Time (taken)
Sick
Vacation
Emergency/Personal
Holiday
APPROVALS
Employee Signature Department
Administrator Signature Date
