SPRS Main Office Procedures Manual - CCSD

FACILITIES DIVISION PROCEDURE

SPRS Main Office Procedures Manual

FDP 60.0

Special Projects & Renovation Services

1180 Military Tribute Pl. Henderson, NV 89074

(702) 799-5025

TITLE: SPRS MAIN OFFICE PROCEDURES FDP 60.0 W A R N I N G : O N L Y E L E C T R O N I C V E R S I O N S A R E C O N T R O L L E D

DOC# SPRS-M180, Rev. D

DATE: 25 February 2011/ SUPPLEMENT: 0 Page 2 of 61

Management Process System (MPS) Quality Statement

"The Clark County School District Office of the Superintendent is committed to quality performance by providing services and products to all district entities through a continual improvement process in support of the district's

strategic plan."

Facilities Division Mission Statement

“The Facilities Division administers a wide scope of functions, which includes managing real estate, planning,

zoning, and engineering; implementing construction, alteration and renovation projects; providing and managing energy conservation, custodial support and safety and environmental programs.

These functions are accomplished through the combined efforts of a wide network of administrators and support staff that performs specific functions as designated by the superintendent in implementing policies established by

the Board of School Trustees.”

Special Projects and Renovation Services Mission Statement

“To renovate learning environments by providing safe, secure construction to support educational activities for

students within the Clark County School District, with a commitment to excellent service, exceptional communication, and diligence.”




TABLE OF CONTENTS 1.0 PURPOSE ........................................................................................................................................................... 6

2.0 APPLICABILITY ................................................................................................................................................... 6

3.0 REFERENCES .................................................................................................................................................... 6

4.0 DEFINITIONS ...................................................................................................................................................... 7

5.0 RESPONSIBILITIES ............................................................................................................................................ 9

6.0 PROCEDURE .................................................................................................................................................... 11

6.1 ABSENCE REPORTING ............................................................................................................................ 12

6.2 ARCHIVING ................................................................................................................................................ 12

6.3 BREAK ROOM INFORMATION ................................................................................................................. 13

6.4 BUILDING SERVICE REQUESTS ............................................................................................................. 13

6.5 COMMERCIAL ACTIVITIES ....................................................................................................................... 13

6.6 COMMUNICATIONS AND LOGO STANDARDS ....................................................................................... 13

6.7 CREDIT CARDS ......................................................................................................................................... 14

6.8 CUSTODIAL REQUESTS .......................................................................................................................... 15

6.9 DAILY WORK SCHEDULES, BREAKS, AND LUNCH ............................................................................... 15

6.10 DISTRICT PROPERTY .............................................................................................................................. 15

6.11 EMERGENCY SITUATIONS ...................................................................................................................... 15

6.12 EMPLOYEE FEEDBACK ........................................................................................................................... 16

6.13 EMPLOYEE HIRING (SUPPORT STAFF) ................................................................................................. 16

6.14 EMPLOYEE RECOGNITION ..................................................................................................................... 16

6.15 FACILITY ACCESS .................................................................................................................................... 17

6.16 FACILITY ADDRESS AND PHONE NUMBER........................................................................................... 17

6.17 FACILITY WEEKEND ACCESS ................................................................................................................. 17

6.18 FIRE ALARM PROCEDURE/FIRE EXIT MAPS ......................................................................................... 17

6.19 FIRE WATCH ADMINISTRATION ............................................................................................................. 18

6.20 FORMS ...................................................................................................................................................... 18

6.20.1 AUTHORIZATION FOR EXTRA PAY ............................................................................................. 19

This Procedures Manual is intended for informational purposes only. It is not intended to change or create any contractual rights in favor of you or the District.

The District’s regulations, policies, procedures, work site rules, and benefits are continually evolving; therefore, this Procedures Manual does not contain all of the information you will need or be required to know during the course of your employment.




6.20.2 BUSINESS CARDS ........................................................................................................................ 19

6.20.3 EMPLOYEE ABSENCE REQUEST/AUTHORIZATION (CCF-101) ................................................ 19

6.20.4 OUT-OF-DISTRICT TRAVEL.......................................................................................................... 19

6.20.5 TRAVEL AND OTHER EXPENSE CLAIM ...................................................................................... 19

6.20.6 GRAPHIC ARTS CENTER WORK REQUEST ............................................................................... 20

6.21 INJURY REPORT ...................................................................................................................................... 20

6.22 ISO/MPS .................................................................................................................................................... 20

6.23 JURY DUTY ............................................................................................................................................... 20

6.24 KEYS .......................................................................................................................................................... 20

6.25 MILEAGE ................................................................................................................................................... 21

6.26 OFFICE FILING .......................................................................................................................................... 21

6.27 OFFICE MEETING ATTENDANCE ............................................................................................................ 21

6.28 OFFICE STAFF ORIENTATION ................................................................................................................ 21

6.29 OFFICE TECHNOLOGY CONTROL .......................................................................................................... 22

6.30 OFFICE/WORK AREA STANDARDS ........................................................................................................ 22

6.31 OVERTIME (O.T.) EVALUATION ............................................................................................................... 22

6.32 PARKING ................................................................................................................................................... 23

6.33 PAY DAYS ................................................................................................................................................. 23

6.34 POLICIES AND REGULATIONS................................................................................................................ 23

6.35 PROFESSIONAL DRESS .......................................................................................................................... 23

6.36 PROFESSIONAL DEVELOPMENT ONLINE REGISTRATION AND TRACKING SYSTEM (PATHLORE) 24

6.37 PROOF READING/EDITING ...................................................................................................................... 24

6.38 RECORD KEEPING ................................................................................................................................... 25

6.39 SCHEDULING MEETING AND TRAINING ROOMS ................................................................................. 25

6.40 SITE MEETINGS ........................................................................................................................................ 25

6.41 SMOKING POLICY .................................................................................................................................... 25

6.42 SPRS POLICY ........................................................................................................................................... 25

6.43 STAFF EMERGENCY INFORMATION ...................................................................................................... 26






6.44 STAFF PERSONAL INFORMATION ......................................................................................................... 26

6.45 SUPPLIES REQUEST ............................................................................................................................... 26

6.46 TECHNICAL SUPPORT AND EQUIPMENT .............................................................................................. 26

6.46.1 EQUIPMENT REPAIRS .................................................................................................................. 26

6.46.2 TECHNICAL AND A/V EQUIPMENT FOR CONFERENCE ROOMS ............................................. 27

6.46.3 TECHNOLOGY DISASTER RECOVERY ....................................................................................... 27

6.47 TELEPHONES AND DIRECTORY ............................................................................................................ 27

6.48 TIME TICKETS……………………………….. .............................................................................................. 28

6.49 TRAVEL................................................................................................................ ..................................... 28

6.50 VACATION/PERSONAL/FLEX/COMP DAYS.......................................................................................... ... 29

6.51 VISITORS................................................................................................................ ................................... 29

6.52 WEBSITE ADMINISTRATION................................................................................................................ .... 29

7.0 FIGURES ............................................................................................................................................................. 30

8.0 PROCESS OUTPUT ........................................................................................................................................... 30

9.0 RECORD RETENTION TABLE ........................................................................................................................... 30

10.0 DOCUMENT REVISION HISTORY ..................................................................................................................... 31






1.0 PURPOSE

The purpose of this procedure is to establish the requirements and responsibilities for the Clark County School District (CCSD) Special Projects and Renovation Service (SPRS) Main Office.

2.0 APPLICABILITY

This procedure is applicable to the Special Projects and Renovation Services Department of the Facilities Division for the administration and the Main Office.

3.0 REFERENCES (Latest Versions Adopted Typical)

3.1 ICBO International

3.2 Uniform Mechanical Code

3.3 Uniform Plumbing Code

3.4 Uniform Fire Code

3.5 National Electrical Code

3.6 Local Fire Ordinances

3.7 NAC Requirements Adopted by the Nevada State Fire Marshal

3.8 CCSD Construction Management Procedures Manual

3.9 Americans with Disabilities Act

3.10 Occupational Safety and Health Act

3.11 State of Nevada Industrial Codes and Safety Orders

3.12 Nevada Health Regulation

3.13 Adopted Nevada Revised Statutes (NRS)

3.14 Adopted Standards of the State Public Works

3.15 Standards of the Nevada Liquefied Petroleum Gas Board

3.16 CCSD Policy and Regulations 7212, Construction Supervision

3.17 Inspection Services Manual




3.18 CCSD Space Requirements and Special Conditions

3.19 CCSD Master Plan

3.20 CCSD Design Manual

3.21 (AHERA) Asbestos Hazardous Energy Response Act

3.22 SPRS Procedures Manual

3.23 Nevada Manufactured Housing

4.0 DEFINITIONS

4.1 ADDITION – A renovation project that will expand educational and size capacity at existing sites/facilities

4.2 A/E RECOMMENDATION FORM – A form prepared by Engineering Services recommending an

approved design professional to be assigned the design of and specific project.

4.3 ANNUAL CAPITAL BUDGET – A one year look at the Capital Budget.

4.4 ANNUAL PLAN – A one year look at the Master Plan.

4.5 BALL-IN-COURT (BIC) – A function within the Wrench that allows the user to transfer responsibility of required project tasks. Designation of responsibility to a user.

4.6 CAPITAL FUNDS – Bond proceeds and funds from other sources allocated for the purpose of new

construction, renovation, new additions, and other capital asset projects.

4.7 CAPITAL IMPROVEMENT PROGRAM- The CCSD program for major bond funded and master-planned projects for construction and renovation.

4.8 CASH FLOW – The amount of money the CCSD has available to apply towards any given project at

any given time.

4.9 CAPITAL AUTHORIZATION REQUEST (CAF) - This is the funding authorization process used to add a project to the current annual plan funding stream. This form requires signed initiation of the process by the Director of SPRS, Planning & Design, Financial Director and Associate Superintendent of Facilities sign off also required. In the event that the authorization exceeds $250,000, the signature of the Chief Financial Officer will be secured. There is also Region Superintendent approval to comment on “Impact” of the project with respect to other projects in the Region.

4.10 CERTIFICATE OF OCCUPANCY- This is the certificate issued by the Building Official that legally

allows the building to be occupied.




4.11 CERIFICATE OF SUBSTANTIAL COMPLETION- This is the certificate issued by the Building Official which allows occupancy of the building with some items outlined (Punch List) that still need to be completed.

4.12 EDUCATIONAL ADEQUACY – Analysis of existing conditions at each school versus the minimum

requirements outlined in the Space Requirements and Special Conditions.

4.13 FACILITY CONDITION INDEX (FCI) – A ratio of total deficiency costs to replacement value.

4.14 FACILITY/SCHOOL ASSESSMENT – A detailed condition assessment of facilities, equipment, infrastructure, and grounds. It describes site deficiencies/needs, which are then further defined and prioritized and submitted for authorization and inclusion into the Master Plan and Capital Budget.

4.15 FSRR – Facility Service Regional Representative

4.16 FSR – Facility Service Representative

4.17 IN-HOUSE CONSTRUCTION- Projects that are constructed by CCSD Special Projects Section.

4.18 JOB (NUMBER) – This is a Capital deficiency entered by the FSR, led by the Facilities Division. This

includes the creation, expansion, upgrade or modification of a facility, to establish an approved scope of work. The job number is entered into WRENCH database for tracking purposes.

4.19 LIFE CYCLE COST – Cost(s) associated with a renovation project involving comprehensive

replacement of key facility site components. Replacement will be based on age, condition and continuing education usefulness, in order to anticipate and avoid potential failure, excessive cost and/or functionality issues, and to prolong the useful life of the facility, including roof replacement and mechanical systems.

4.20 MASTER PLAN – Plan for the current year and long range (5 years plus) that identifies, prioritizes,

schedules, budgets, and describes new construction, additions, and renovations of facilities within CCSD.

4.21 MODERNIZATION – The design, construction and equipping process through which an aging school

facility will be brought up to current educational and facility condition standards as established by CCSD.

4.22 PORTABLE – Temporary building which incorporates classroom/office space, placed on the school

campus to accommodate space requirements, caused by overcrowding or the need to un-occupy an area to rehabilitate.

4.23 PORTABLE FSR – Facilities Service Representative who works primarily on portable movement

through the district.

4.24 PROJECT – Capital projects led by the Facilities Division. This includes the creation, expansion, upgrade or modification of a facility with an approved scope, schedule and budget.




4.25 PROJECT REQUEST APPROVAL FORM (PAF) - A form used by the SPRS Department to seek approval of non-standard projects such as site funded, donated work, etc. The form is also used to allow work requests that are denied as non-conforming to be sent forward by the requestor for consideration by the Area Superintendents, Instruction Unit, Facilities, Maintenance, Risk Management and Inspection departments. (This is an electronic signature form)

4.26 REHAB/RENEWAL – The design, construction and equipping process through which a school facility

and its systems will be renewed to meet county, state and federal codes and requirements.

4.27 RENOVATION – Includes modernization, rehabilitation, or other capital projects established to extend or improve a facility’s ability to meet the health, safety and educational needs of the CCSD. This specifically includes modernization and rehab/renewal. Large renovation projects will be programmed in the Master Plan. They will be funded in the Annual Capital Budget.

4.28 REPLACEMENT – Replacing existing facilities to meet the CCSD Regulation 7112, thereby satisfying

the needs of the school district.

4.29 RS MEANS – Costing software and/or manual used to facilitate construction estimating.

4.30 SF – “SF” is a specialized requisition for expenditures related to “SCHOOL FACILITIES” projects in the various capital-funded building and modernization programs of CCSD. A SF must be processed to set aside (encumber) funds for all legally established obligations related to the projects. Generally accepted accounting rules and CCSD policy and regulation, dictate that financial obligations are reflected accurately in the financial records, as soon as the contractual agreement is completed.

4.31 S.P.R.S – Special Projects and Renovation Services acrostic used to identify a department under the

Facilities Division.

4.32 SPACE REQUIREMENTS – (AKA – the Education Spec) Manual which defines the minimum space requirements and special conditions for all Clark County Schools.

4.33 UTILIZATION – The practical use of a room, which may be different from the originally intended use.

This is determined by the Site Administrator.

4.34 WRENCH DATABASE – This is an Access® database administered by Financial Division to initiate, track and status all capital deficiency work items (for school and administration facilities).

5.0 RESPONSIBILITIES

5.1 BOARD OF SCHOOL TRUSTEES – The CCSD organization responsible for providing policies and regulations for District construction projects. The Board also approves contract awards and ratifies change orders.

5.2 BOND OVERSIGHT COMMITTEE – The CCSD committee responsible for oversight of bond-funded

construction projects.




5.2 ASSOCIATE SUPERINTENDENT OF THE FACILITIES DIVISION – The CCSD administrator responsible for the Facilities Division. This administrator shall ensure that the Special Projects and Renovation Services program is established and implemented in accordance with this procedure and consistent with the policies of the Board of School Trustees.

5.3 DIRECTOR III, SPECIAL PROJECTS AND RENOVATION SERVICES DEPARTMENT – The CCSD

administrator responsible (under the Facilities Division) for the facility handling and initial planning and programming design efforts for in-house construction for the Capital Improvement projects. This administrator shall ensure that project requirements are established, and involved with the planning and programming, including fiscal oversight responsibilities according to the policies and procedures of the Facilities Division.

5.4 DIRECTOR, PLANNING AND DESIGN - The CCSD administrator responsible for the design of the

modernization and Capital Improvement projects. This administrator shall ensure that recommendations of A/E outsource design for projects to be accomplished by Special Projects or by contract through Modernization Services, are prepared in accordance with this procedure.

5.5 COMPUTER SYSTEM SPECIALIST – The CCSD individual responsible for maintaining the SPRS

website, establishing the local computer use policies. Overseeing all computer related decision for the Director of SPRS. Also manages the LASON (DOC DNA) electronic document archival system.

5.6 OFFICE SUPERVISOR – The SPRS support staff person responsible to manage all main office

subordinate personnel. Responsible for Director’s schedule, monitoring out of office activity. Responsible for all Administrative payroll and department support staff payroll. Monitors all office positions in all SPRS Section offices.

5.7 OFFICE SPECIALIST II – The SPRS support staff person responsible for the telephone

communication into the main office. Generates all written correspondence for Director. Maintains office filing system and initiates outside archival filing (LASON_DOC DNA) system. Schedules authority for Director as well.

5.8 REQUIREMENTS SERVICES - The CCSD Maintenance Unit responsible for the development and

implementation of the “single-point-of-contact” concept for all construction related activities within a CCSD campus or facility at the Region and site level. This Unit is also responsible for the processing and tracking of all work requests initiated in the MAXIMO system.

5.9 SPRS - SPECIAL PROJECTS SERVICES- is responsible for the in-house construction work. Also

handles all aspects of portable relocation, carpentry, electrical, flooring, painting, mechanical and plumbing.

5.10 PORTABLE RELOCATION COMMITTEE – The CCSD committee responsible for coordinating

portable relocations throughout the district.

5.11 TELECOM – The CCSD organization responsible for planning and construction of all telecommunication systems in schools and other facilities.




5.12 TECHNOLOGY INFORMATION SYSTEMS (T.I.S.) – The CCSD department responsible for planning and construction of all CCSD computer-related systems in schools and other facilities.

5.13 SAFETY AND ENVIRONMENTAL SERVICES – The CCSD organization responsible for planning and

remediation of all environmental concerns (asbestos, mold, lead, air quality, etc.) throughout the district.

5.14 MANAGER, ADMINISTRATIVE MANAGEMENT – The office of primary responsibility (OPR) to

oversee and provide direction for the development and implementation of the CCSD inspection services program.

5.15 DIRECTOR, INSPECTION SERVICES/ BUILDING OFFICIAL – The designated CCSD administrator

responsible (under Administrative Management) for the administration and enforcement of building codes and ordinances. Administrator responsible for the development and implementation of the Clark County School District Inspection Services Program and providing in-service training for inspectors. The Coordinator of Inspection Services is the CCSD building official with the authority and responsibility for the administration and enforcement of building codes and ordinances.

5.16 CODE COMPLIANCE INSPECTORS – The CCSD individual (under Administration Management)

responsible for inspecting construction projects and interfacing with the CCSD project managers to ensure construction projects are in compliance with contract documents, applicable codes, and in-house construction projects documents. Inspectors are responsible for preparing construction inspection reports and have the authority to prepare and issue “NOTICE OF NON-COMPLIANCE” and “STOP WORK ORDER” in accordance with the Inspection Services Procedure.

5.17 CONSTRUCTION MANAGEMENT – CCSD Construction Management department (under the

Facilities Division) responsible for the construction administration of new construction and modernization projects. Responsible for A/E contractual obligations for the design and development of new school and modernization projects. Responsible for general contracting development of new school and modernization projects

5.18 PROJECT MANAGER (PM) – The CCSD individual (under Construction Management) designated to

manage the contractual activities of a given construction project. These services include administrative and technical responsibilities. Facility Service Representatives assigned to in-house construction projects will be referred to as project managers.

5.19 ARCHITECT/ENGINEER (A/E) – Designation reserved, usually by law, for a person or organization

professionally qualified and duly licensed to perform architectural/engineering services including, but not necessarily limited to, analysis of project requirements; creation and development of project designs; preparation of drawings, specifications, bidding requirements; and general administration of construction contract requirements.

6.0 PROCEDURE

The CCSD Special Projects and Renovation Services department (SPRS), will follow the guidance in accordance with the requirements of this procedure including the reference documents listed in Section 3.0




of this procedure. 6.1 ABSENCE REPORTING

6.1.1 When an employee is unable to report to work due to an illness or family emergency, the employee is required to contact the appropriate supervisor and supervisor’s secretary before the work assignment time. Upon return, a CCF-101, Employee Absence Form, must be completed and submitted to the supervisor by the end of the business day. This time must also be reflected on the “Time Ticket” (See section 6.13 below). All absences are to be reported to the SPRS Main Office as soon as possible. For vacation or personal time reporting, see the ESEA contract for requirements of submission for approval.

6.1.2 The electronic version of the CCF-101 is located on the SPRS shared drive in the FORMS folder. The employee is required to have an electronic signature to use this form. If the employee doesn’t have an electronic signature, they need to send a request to the Computer Systems Specialist.

6.1.2.1 Employee fills out the form, inserts electronic signature, and submits to the Office

Supervisor. The Office Supervisor sends the form to the Director for signature. The Director returns the signed form to the Employee and the Office Supervisor for filing. Electronic forms are filed in a private personnel folder in a secured location.

6.1.3 The Time Ticket is to be used for absence reporting in conjunction with the CCF-101 (Employee Absence request Authorization), referenced above. The Employee is required to fill out this form before the end of business on the day returned from the absence and give to his/her direct supervisor for approval. (See section 6.48 for the full use of the “Time Ticket”).

6.2 ARCHIVING

6.2.1 Once a file is selected for archiving the OSII will prepare the backup and attach an “Electronic Document & Imaging System Special Projects & Renovation Services Index Form” (See Figure 7.4) to the package. This package is given to the SPRS Director for cross checking. Once completed the SPRS Director gives the package with the index form number attached, to the OSII.

6.2.2 The OSII reviews the archiving package and signs the index form. Director keeps this as a

place-holder until the package is formally archived. The OSII then makes sure the package is free from staples, binder clips or any other foreign objects. The package is asset tagged and logged with the OSII and transmitted to the CCSD DocDNA Liaison, who transmits the package. Once the package is archived the CCSD DocDNA Liaison sends back a confirmation that it has been archived.

6.2.3 A report is sent from the CCSD DocDNA Liaison (from Lason) to review the packages that

have been filed for the month. It is the OSII responsibility to check the report for corrections and to inform the SPRS Director if any changes (or omissions) are seen.




6.2.4 There is a website location to view the Lason-DocDNA archived information: www.dna1.documentdna.com/index . All office personnel can have access to the information on this site. A “Log in ID” and “Password” is needed to access. These items can be requested through the SPRS Director.

6.3 BREAK ROOM INFORMATION

6.3.1 Break rooms are located in every Section. Break rooms are equipped with refrigerators, freezers, and microwaves. The intended use of the refrigerators is for building staff to store their lunch for the day and for storing items for meetings and trainings. Food items labeled with department name and date for meetings may be kept in the refrigerators and freezers for one day prior to the event. All perishable items left in the refrigerators or freezers will be discarded every Friday at 4:00 p.m. Lunch boxes must also be removed by 4:00 p.m. on Fridays. SPRS Section locations are to check for items left in the refrigerators on Fridays after 4:00 p.m. Microwaves should not be left unattended while you are cooking or heating food and food should be removed immediately after it is done. Tables and chairs are available in the break room. There is a bulletin board and display in the break room which provides various district informational materials.

6.4 BUILDING SERVICE REQUESTS

6.4.1 Building service requests are to be coordinated through any of the Section Administrative Secretaries in SPRS (assigned to the specific building in question). If the work can not be performed by the custodial staff, a CCSD service request will be submitted by the SPRS Section Office through the facilities FSR.

6.5 COMMERCIAL ACTIVITIES

6.5.1 CCSD Regulation 1232 (I) provides that “commercial activities are those designed to provide profit for a private business enterprise.” Subsection II provides that “the Clark County School District or its employees acting in their official capacities shall not engage in any activity which could be construed as an endorsement of a commercial product or service.” See CCSD Regulation 1232.

6.6 COMMUNICATIONS AND LOGO STANDARDS

6.6.1 Documents and materials distributed via hard copy and/or electronically, must be professional and in compliance with district standards, policies, and regulations. When writing email communications, there is an etiquette and protocol that must be followed. Helpful tips for sending email includes, but is not limited to:

Always use correct grammar, spelling, punctuation, and paragraph structure.




Use good structure and layout. Reading from a computer screen is different than reading from paper. Do not capitalize whole words that are not titles. Capitalizing is generally interpreted as SHOUTING to your reader.

Use clear and meaningful subject lines that your reader will understand. Stick to the subject of your message. Be responsive not reactive. If you have a strong emotion when composing or responding to an email, pause. Be concise in all your messages Avoid sending messages to multiple administrative levels when communication on a single level is appropriate. If you receive a message intended for another person, forward it with a brief explanation. Don’t just ignore it. Limit use of large graphics in email attachments. Do not open or reply to unknown senders of emails that may be spam or may contain a virus. Do not forward chain letters Watch the send button. Remember that any message you send is permanent.

All district communications must comply with the district’s logo standards. Employees are expected to follow the guidelines outlined in the Graphic Arts Center CCSD Logo Standards Booklet. Also see “Proof Reading/Editing” (section 6.37) and the “Standards and Style Manual” (August 2010).

6.7 CREDIT CARDS

6.7.1 District credit cards are issued through the Director of Accounting. The administrator is responsible for overseeing the purchasing card program in their department, ensuring that all purchases made with the purchasing card are for district work related use, and the receipts for each transaction are maintained. The SPRS Director III requests the issuance of a purchasing card for the department.

The total value of one transaction per vendor will not exceed purchases over $1,000.00.




For specialized purposes such as travel expenses that exceed $1,000.00 each, prior authorization by the Chief Financial Officer is required.

Only district employees assigned to that unit may use that unit’s card and only after signing a District Employee Agreement. (See Office Supervisor for access/use form)

A card holder is responsible for maintaining the purchasing card log, filing all receipts and making the budget allocations online for all assigned purchasing cards.

The cardholder must make sure that all transactions for which they are responsible are budget coded online by the established monthly deadline.

The Purchasing Card Policy and Procedures Manual is available on Interact.

The SPRS Main Office and Section Offices maintain the credit card for each of their areas (respectively).

6.8 CUSTODIAL REQUESTS

6.8.1 Custodial work requests must be submitted through the SPRS Main Office. In most cases, the custodial staff will address the work request within 24 hours. In an emergency situation, please contact the SPRS Main Office Supervisor.

6.9 DAILY WORK SCHEDULES, BREAKS, AND LUNCH

6.9.1 The SPRS Department hours of operation are from 7:00 a.m. to 5:00 p.m., Monday through Friday, except for designated holidays. Hours of operation may change during the summer (7:00 a.m. to 4:00 p.m.) as directed by the CCSD Superintendent’s Office. Staff is expected to work the schedule established by each Section Administrator. By contract, support staff is allowed two fifteen-minute breaks and a one-hour lunch. Adherence to the daily work schedule is expected unless otherwise approved by the Section Administrator. When an employee wants to leave the building for personal or business reasons during the normal work day, he/she must inform their immediate supervisor or supervisor’s secretary.

6.10 DISTRICT PROPERTY

6.10.1 CCSD Regulation 3612 (I) provides that “equipment, supplies, and facilities shall be authorized for employee use only in the performance of District duties.” See CCSD Regulation 3612.

6.11 EMERGENCY SITUATIONS

6.11.1 To report an emergency, call School Police at 799-5411 and/or dial 911. Also, notify the




SPRS Main Office at 799-5025 for assistance and to report the details regarding the location of the emergency. The SPRS Director III is the Site Incident main point of contact. There will be further instruction issued by him. Each department is equipped with a first aid kit. Injuries occurring during work hours should be reported to the SPRS Main Office and a Notice of Injury or Occupational Disease (Incident Report/Form C-1) needs to be completed by the injured employee. If there is a security concern, (suspicious individual, vehicles, etc.) contact the CCSD Police dispatch at 799-5411 and state the situation. If a weapon is involved, call 911 and alert the School Police as well.

6.11.2 If an emergency happens on site please refer to the “Site Specific Emergency Action Plan”. (EAP) (See Figure 7.18) It is each employee’s responsibility to know the EAP directions to follow. Each section of SPRS has an EAP on file (please refer to that Sections Procedures Manual) Once the Site Incident Commander takes over, you must follow his instructions.

6.12 EMPLOYEE FEEDBACK

6.12.1 If any employee wants to give feedback to the SPRS Administrative staff or Main Office, they can use the “Employee Suggestion Form” (See Figure 7.17) and place it in the box located in any of the SPRS office. The lead administrator will respond to the request. A response will be sent to the employee and placed in the Employee Newsletter for review of all SPRS employees.

6.13 EMPLOYEE HIRING (SUPPORT STAFF)

6.13.1 Follow the HR procedures for securing interview-ready candidates for support staff vacant positions. (Please note that Administrative positions have a complete HR interview process that is managed by HR- Administrative staff.)

6.13.2 Establish an interview panel consisting of at least two (2) CCSD staff positions equal to or

higher than the position being interviewed. Convene this committee and generate questions to ask the candidates for this open position.

6.13.3 Once the evaluation(s) is conducted, keep the information in the local personnel file for the

position in question. Make the recommendation from the evaluations that are above the numerical cut off point established.

6.13.4 Recommendations are sent to SPRS Director for hiring action by using the “Staffing Request

Form” (See Figure 7.15).

6.14 EMPLOYEE RECOGNITION

6.14.1 The “SPRS Employee Recognition” program (See Figure 7.8) is designed to recognize employees in the department that are high performers. The recognition takes place quarterly




and it is based on a peer-to-peer system of recognition. Section Supervisors or Director cannot nominate an employee. There are prizes and a “Certificate of Recognition” (See Figure 7.9) that is given to each quarterly winner. Their name is also placed in the SPRS department newsletter.

6.14.2 To nominate a high performing employee, there is an “Employee Recognition Nomination Form” (See Figure 7.10) that needs to be filled out and dropped into the local ballot box. The form is self explanatory and all of this information is needed to properly nominate an employee. Nominations can also come from outside of the department in the form of an email or memo to the SPRS Administrator over the employee or the Director.

6.15 FACILITY ACCESS

6.15.1 The security alarm system is set in the building after business hours. Activated alarms are not necessarily audible. Police will respond to activated alarms, and unauthorized personnel in the building will be subject to possible arrest. The front entrance of the facility will be unlocked during regular business hours from 7:00 a.m. to 5:00 p.m. (7:00 a.m. to 4:00 p.m. during the summer). Staff may not enter the building after business hours unless authorization is given from the SPRS Office and a security access code has been assigned.

6.16 FACILITY ADDRESS AND PHONE NUMBER

6.16.1 SPRS-Main Office (#24) 1180 Military Tribute Place Henderson, NV 89074 (702)799-5025

SPRS-Special Projects

1180 Military Tribute Place Henderson, NV 89074 (702)799-5025

6.17 FACILITY WEEKEND ACCESS

6.17.1 To access the building on weekend’s overtime must be approved unless it is for some “quick” access needed. Even if it is “quick” non-business access the Director III of SPRS must be notified. When using the building on weekends, use the assigned security code provided to disarm the security system. Please familiarize yourself with the security panel location. Activated alarms are not necessarily audible. Before leaving the building, set the security system alarm and exit the building within 60 seconds. (If there is a gate at your Section location please make sure that the key is acquired).

6.18 FIRE ALARM PROCEDURE/FIRE EXIT MAPS




6.18.1 When the fire alarm sounds all employees must exit the building as quickly and calmly as possible and try to listen to the direction of the “Incident Commander” for the area. As you exit, take your keys (and purse) if readily accessible. For your own safety please review the fire exit maps located on your wall and also in your employee orientation packet. Individuals exiting the building should move to the parking lot and assemble. Emergency vehicles will access the building from the closest main road to your facility location. Do not return to the building until the all clear signal is given from your Incident Commander or back up designated person – look for the orange flag.

6.19 FIRE WATCH ADMINISTRATION

6.19.1 A fire watch is needed when the fire alarm panel is out-of-service and there are students that must occupy the space. The fire watch guard service is needed to substitute for the alarm panel. To initiate a fire watch the Portable Facilities Service Representative (FSR) or the Regional (FSRR) calls the SPRS Main Office and speaks to Office Supervisor or Office Specialist II and informs either of them the school, portable number, S-work order number or job number, the day, time and region location. The Office Supervisor or Office Specialist II will call the fire watch guard service and place the order (backs up that verbally with email also). The Office Supervisor or Office Specialist II logs this on a spread sheet to track this use.

6.19.2 If there is a fire in a building, the FSR will call the SPRS Main Office and speak to the Office

Supervisor or OSII and inform them of the school, location and job number (which needs to be issued at the time of occurrence). The FSR must also bring this matter to the attention of the SPRS Director so that the Associate Superintendent can be made aware of the situation.

• Once the Fire Watch guard service reports to the site, the FSR may have to direct

that person to the area of concern.

• The Fire Watch “area of concern” should be where the students must occupy to continue the education process. The Fire Watch guard service should not be anywhere else during the duration of the school day, except at the area of concern.

6.19.3 The Office Supervisor or Office Specialist II also sends an email to the FSR for that school

(and copies the FSRR), to notify them to be on the look out for the temporary security guard at the portable (or building) that the service is being monitored. The FSR will report any discrepancies regarding this service to the Office Supervisor or Office Specialist II. The Office Supervisor will report the problem to the guard service and work out the remedy.

6.19.4 Once the fire watch is cancelled, the Portable FSR or FSR (if this was in a school building)

calls the date of cancellation into the Office Supervisor or Office Specialist II. This information is communicated immediately to the Guard Service to stop the fire watch.

6.20 FORMS




Current versions of CCSD forms can be accessed on InterAct at District Link/Online Forms or the CCSD website at graphics.ccsd.net/Directory/District Forms. Forms located on the CCSD website could be under revision, so it is recommended that you do not order large quantities. The following forms are the most commonly used by this department:

6.20.1 AUTHORIZATION FOR EXTRA PAY – CCF-5

This form is used to authorize payment to employees that have attended meetings or provided special services related to a specific department or program. The form is to be completed by the department responsible for payment. Submit form(s) weekly to the SPRS Main office for approval and signature. These are submitted to the Associate Superintendents of Facilities office for final approval.

6.20.2 BUSINESS CARDS

Use the Business Card Order Form located on the district’s website at ccsd.net/Directory/District Forms to order business cards. Logo standards for business cards are included in the Graphic Arts Center CCSD Logo Standards Booklet. Business card orders must follow the established district standards and be approved by your supervisor.

6.20.3 EMPLOYEE ABSENCE REQUEST/AUTHORIZATION FORM – CCF-101

This form is to be used when absences are due to personal illness, illness in immediate family, bereavement, jury duty, subpoena as witness, personal leave, vacation, compensatory time, universal/flex day, and district business. Submit form to immediate supervisor for approval and signature. For further guidelines and information regarding employee absences see your negotiated contract. The contracts can be accessed through InterAct/District Link/Negotiated Agreements or the CCSD website at ccsd.net/jobs/HRDContracts.htm. (See electronic signature form process section 6.1.2)

6.20.4 OUT-OF-DISTRICT TRAVEL – CCF-145

Employees who must travel in order to perform the responsibilities of their positions and to obtain training directly beneficial to the district will be placed on travel status in accordance with Nevada Revised Statutes. An Out-of-District Travel Request, CCF-145, and Employee Absence Request/Authorization Form, CCF-101, are to be submitted to your immediate supervisor and then the request is sent to the SPRS Main Office for Director III approval. The form is then sent to the Associate Superintendent of Facilities for approval prior to the travel date and for use in processing paperwork for registration, transportation, and lodging arrangements. Also see Travel section.

6.20.5 TRAVEL AND OTHER EXPENSE CLAIM – CCF-174

Meal rates, including tip allowance, expenses for lodging, transportation, communications, and transportation or handling of business related materials which occur during district-authorized travel time, along with receipts, are to be submitted to claim reimbursement of any expenses incurred in the performance of authorized school business. Complete and submit a CCF-174 (See Figure 7.11), Travel and Other Expense Claim Form, along with all receipts to supervisor for approval. Expense claims are to be submitted to the Accounting Department as soon as possible.




6.20.6 GRAPHIC ARTS CENTER WORK REQUEST This form is used when creating new documents or when requesting reproduction. Unit, account, and authorized signature must be provided. District guidelines for use of logos must be followed.

6.21 INJURY REPORT

6.21.1 When an employee reports an injury obtained during the work day a Notice of Injury or Occupational Disease (Incident Report/Form C-1) (See Figure 7.12) must be completed by the employee. The Supervisor must in turn fill out a CCF-99 (Supervisor’s Accident / Incident Investigation Report) Employee submits the C-1 form for supervisor’s signature and the Supervisor submits the CCF-99 form and they are both sent to the OSII to prepare transmittal to send to Risk Management Department. For more information please contact the Risk Management Department at 799-2967.

6.22 INTERNATIONAL ORGANIZATION FOR STANDARDIZATION / MANAGEMENT PROCESS

SYSTEM (ISO/MPS)

6.22.1 The International Organization for Standardization (ISO) is a worldwide federation of national standards bodies (ISO member bodies). The work of preparing International Standards is normally carried out through ISO technical committees. The Clark County School District is currently ISO certified. Within the school district, ISO is referred to as the Management Process System (MPS). All employees are expected to know and understand the district’s MSP quality statement and the SPRS mission statement. The MPS card with the quality statement is also located in your new hire orientation packet. SPRS plans to make monthly reports regarding the department’s measurable objectives. All current documents and procedures can be accessed on the CCSD website under Management Process Procedures. District-wide publications should be marked with ISO document control numbers as appropriate. If a department would like to create a measurable objective to be added to the ISO website, it must be reviewed and approved by the SPRS Main Office.

6.23 JURY DUTY

6.23.1 If you have been requested to report for jury duty, notify your immediate supervisor and complete a CCF-101, Employee Absence Form. Upon completion of jury duty, it is the employee’s responsibility to submit and provide documents and payments to the CCSD general accounting department. See your department administrator’s secretary to obtain the “Jury Duty/Subpoena Transmittal.” Contact the district’s junior accountant representative at 799-5338 for further information. See CCSD Regulations 4220 and 4221.

6.24 KEYS

6.24.1 Department keys assigned to staff are provided by the SPRS Main Office. These may include a office key, or suite key. Keys are not to be duplicated or shared with other personnel. Keys must be returned to the SPRS Main office when an employee terminates




work at SPRS.

6.25 MILEAGE

6.25.1 School district business mileage is mileage travel “in-district” which accrues on a single day. Staff may submit for mileage reimbursement when using a private vehicle while traveling on official school district business, between business locations, by completing a Travel Advance/Expense Claim Form, CCF-174 (See Figure 7.11). The form should be submitted to your supervisor for approval and signature. The signed form needs to be submitted to the SPRS Director III for authorizing signature and submission to Finance. The Business and Finance Division will provide the current mileage rate issued by the Internal Revenue Service. If applicable, please submit mileage reimbursement to your supervisor monthly. See CCSD Regulation 3511.

6.26 OFFICE FILING

6.26.1 The Office Specialist II (OSII) is responsible to keep the main office files. The SPRS Director will place the file location on the documents to be filed so that the OSII can use the “File Index” (See Figure 7.2) to properly file the document. The Office Supervisor is responsible to over see the proper execution of this action.

6.26.2 Using the File Index the OSII will look to archive (electronically) based on the duration of the

document (outlined on the index). The Office Supervisor will cross reference the “CCSD Standards for Record Keeping” (See Figure 7.3) to ensure that only the files that should be kept are archived. The File index will be reviewed periodically for changes.

6.27 OFFICE MEETING ATENDANCE

6.27.1 When a staff meeting is called by SPRS Director, it is the Supervisors/Leaders responsibility to attend. In the event the Section Administrator can not attend he/she must send a substitute that has been briefed about the follow-up issues concerning that Section. These staff meetings are to be considered a priority for the Supervisors/Leaders to attend.

6.28 OFFICE STAFF ORIENTATION

6.28.1 Office Supervisor will be responsible for the office orientation of SPRS administrative support staff (even if located on another site). The Office Supervisor will sit down with the new office staff position and go over the “SPRS New Employee Orientation Form” (See Figure 7.1) and other various office duties. Office Supervisor will answer any questions related to this position or general CCSD questions.

6.28.2 The new SPRS administrative support staff person will be responsible to review the

documents outlined in the “SPRS New Employee Orientation Form” (See Figure 7.1), sign it and return it to Office Supervisor.

6.28.3 The Office Supervisor will receive the “SPRS New Employee Orientation Form” and sign it,




validating that the training did occur. This original is filed in the employee local personnel file and a copy is given to the employee.

6.29 OFFICE TECHNOLOGY CONTROL

6.29.1 All computers, printers, digital cameras, and software will be ordered through the Office Supervisor to maintain control of this office use.

6.29.2 An “Acceptable Use Policy” (AUP) (See Figure 7.5) will be signed by every employee using a

desktop or laptop computer. This AUP will be issued and signed once a year. Once the employee signs there will be a copy given to the employee. It will be the employee’s responsibility to understand the criteria outlining computer use in the CCSD. It is the responsibility of the SPRS Director.

6.30 OFFICE/WORK AREA STANDARDS

6.30.1 Staff throughout the entire SPRS department, are to follow and maintain these standards on an ongoing basis.

All assigned work areas in this facility are to be established and maintained in an organized professional manner. Framed, professional pictures, art, and certificates may be hung using picture hangers appropriate for size and weight. Please contact the head custodian for assistance. Do not tack, nail, or stick any items on the walls. Wallpaper and/or fabric are not permitted on cubicle and office walls. Refrigerators and microwaves are available for use in the break rooms. Any additional microwaves must be authorized by the SPRS Main Office. Coffee makers are acceptable. The location of these within each Section should be determined by the individual Section heads. Furniture is purchased and arranged per district standard and must be approved by the SPRS Main Office. Do not bring in any additional furniture, desk tops, and computers. Do not change the location of furniture without authorization from the SPRS Main Office. The furniture placement must meet ADA and fire code regulations. Please be careful with food and drinks in carpeted areas. If an accidental spill occurs, please notify a custodian right away so it can be extracted.

6.31 OVERTIME (O.T.) EVALUATION

6.31.1 The “need for overtime” decision has been delegated to each of the Supervisors as a management action. The SPRS Director has required that this decision is sent to his office, in advance of the proposed overtime to be served, so that it can be reviewed by the director.




The proposed overtime is sent on an “Overtime/Compensatory Time Authorization” form (See Figure 7.7), where the rationale should be outlined showing the need. The Overtime/Compensatory Time Authorization form needs to be signed, in advance of the date of the overtime by the Supervisors and sent to the SPRS Director for concurrence.

6.31.2 If there are any O.T. hours exceeding 10 hours per week for any person, the overtime

approval for that person needs to be sent to the SPRS Director for pre-approval before the O.T. is issued. The rationale for the “Over 10 Hours” O.T. must be submitted in addition to the normal rationale submission.(See specific “Over 10 Hours” O.T. form.)

6.31.3 No employee is to work overtime in excess of 24 hrs per week or more than 10 consecutive

days at a time. (See Employee Orientation memo from HR Chief, HR officer).

6.32 PARKING

6.32.1 Employee vehicles are permitted to park in any space that is not marked as loading, visitor, CCSD vehicles only, or reserved. Please do not park in the fire lane zone or in a handicap space unless authorized to do so. All employees are to complete and submit a Personnel Data Form (See Figure 7.16) which includes vehicle information to the SPRS Main Office. This information will enable the security officer to identify and contact the owner in case of an accident or burglary to the vehicle. All individuals who are conducting meetings or trainings need to inform participants not to park in reserved spaces, as they will be subject to towing at the owners expense. All visitors should be directed to park on CCSD property or on public access roads. Under no circumstance should anyone park behind or block-in a vehicle. Employees are encouraged not to leave their personal vehicles parked at the SPRS offices overnight.

6.33 PAY DAYS

6.33.1 Support staff employees are paid biweekly. Licensed and unified employees are paid on the 10th and 25th of each month. Pay stubs for all CCSD employees who have direct deposit, are mailed to their residence (See the notice on the electronic pay stub regarding the official cut-off on mailing out pay stubs). Regular checks will be kept at the SPRS Office’s for department director’s secretary or designee for employee pick up. It is important that you keep your address information with the CCSD up-to-date. (See Staff Personal Information section 6.44).

6.34 POLICIES AND REGULATIONS

6.34.1 The Clark County School District’s policies and regulations are located on InterAct at District Link/Policies and Regulations or the CCSD website at; http://ccsd.net/directory/pol-reg.

6.35 PROFESSIONAL DRESS




6.35.1 The SPRS Office’s must strive to present a professional image to the entire school district as well as to the outside public. It is asked that employees keep this goal in mind when preparing for work.

6.36 PROFESSIONAL DEVELOPMENT ONLINE REGISTRATION AND TRACKING SYSTEM

(PATHLORE)

6.36.1 This system is an online tool that is used by departments to schedule professional development and by employees to register for those opportunities. The registration and tracking system provides:

• Department offerings for professional development • A common calendar of all professional development • A system where employees can search for professional development and register for

those opportunities • Rosters for each professional development opportunity • Automated emails for registered participants • Individualized employee transcripts showing all professional development calendared

and completed • Reports based on the data in the system Instructions for using the system can be found on InterAct at Professional Link/Prof Dev Registration/Tracking. Employees can also access the system through the website http://pathlore.ccsd.net/stc/student . Logins and passwords match those used by the InterAct system. Training for those employees designated to post professional development opportunities should contact Technology Training Services at 799-2840, ext. 5156.

6.37 PROOF READING/EDITING

6.37.1 Employees are expected to proof read/edit materials prior to distribution. Your work product is a reflection on the district, the division and your department. When proof reading/editing follow the guidelines below;

• Use your spell check feature. • Print out your material to proof read and edit. Make certain you edit for accuracy in

spelling, punctuation, facts, figures, spacing, capitalization, consistency, and fluency. • Edit your material before you ask someone else to edit it. • Hold each page of the document at arm’s length to determine layout and alignment

errors. • Read each line backwards to locate errors in typing and spelling.




• Use your finger, a piece of paper, or a ruler to cover words/lines to force your eyes to slowly read one word at a time.

• Have another person read the original material to you while you proof read the copy.

6.38 RECORD KEEPING

6.38.1 CCSD documents, correspondence, and records must be maintained in hard copy and/or electronic files in an organized manner. Records are to be legible, readily identifiable, and retrievable. CCSD records may not be deleted or removed from district property without approval of the supervisor. Each SPRS Section location must have a “file index” to log what records are on hand. The file index should reference the records to be archived. (See section 6.2 on Archiving)

6.39 SCHEDULING MEETING AND TRAINING ROOMS

6.39.1 Conference and training rooms are scheduled through the SPRS main office. The main office staff person assigned by the administrator that has access to scheduling meeting and training rooms. Staff has access to “view” availability of meeting and training rooms on Interact..

6.40 SITE MEETINGS

6.40.1 The SPRS Director schedules site visits to active Special Projects (SP) construction sites. The Office Supervisor (or Office Specialist II) will contact the SP Construction Supervisors and get a list of the available construction sites that have activity. The Office Supervisor then chooses a site and schedules a meeting at the site with the Principal, FSRR, FSR and informs the Construction Superintendent. A “Site Visit” form (See Figure 7.6) is filled out and given to the Director prior to the actual site visit date. The Director uses the form to record feedback from the site Administrator that is being met on site. The input used from this visit is shared with the Requirement Services and Special Projects Supervisors to help streamline our customer service and work ethics.

6.40.2 Any feedback to this process should be given to SPRS Director for discussion.

6.41 SMOKING POLICY

6.41.1 In compliance with Clark County School District policy 4380 and NRS 202.249, smoking is prohibited at any time on school district property.

6.42 SPRS POLICY

6.42.1 When clarification is needed on a process or procedure that is used within SPRS, an SPRS Policy will be issued to clarify. The SPRS employees copied on this policy will be responsible to follow the guidelines outlined to help administer the action that the policy is clarifying.




These are all issued a memorandum so that they can be cross-referenced in the future. Some of the SPRS policy topics that have been issued to date are: Hardware-Software, Overtime (OT), Invoice Review, Payroll, Responsibility Pay (Authorization for Extra Pay) (See Figure 7.13), Behavior Standards, Section Organization Changes, Invoice Review (revised), Performance Evaluation Response, SF Request (See Figure 7.14), Overtime Phone Use, Printer Use, Staffing Request and Travel Guidelines. These policies are in effect until superseded or changed. They will be posted in Main office and Warehouse areas for ready reference. Questions about any policy are to be directed to SPRS Director.

6.43 STAFF EMERGENCY INFORMATION

6.43.1 All staff must complete the Personnel Data Form (See Figure 7.16) and submit it to the SPRS Main Office. Any subsequent changes for emergency contacts must also be communicated. This confidential information is kept in the SPRS Main Office and will be used only in the event of an emergency.

6.44 STAFF PERSONAL INFORMATION

6.44.1 To change employee personal data information, licensed and unified employees are to complete a Personal Information Form, CCF-153, and submit the form to Administrative Personnel located at the Edward A. Greer Education Center. Support staff employees are to complete a Change of Personal Information Form, CCF-120, and must also notify Support Staff Personnel located the Edward A. Greer Education Center.

6.45 SUPPLIES REQUEST

6.45.1 Supplies are ordered by the Office Supervisor of the SPRS department by using the CCSD Production Portal – Enterprise Resource Planning System (ERP) for purchasing supplies. Standard equipment and supply items are available through the ERP system. ERP items are competitively priced due to volume discounts and often delivered directly to the school and departments to expedite the delivery time. Staff may request training on this system through their department supervisor.

6.46 TECHNICAL SUPPORT AND EQUIPMENT

Information on obtaining a Novell account, AND/OR an InterAct account, for a new employee should be requested through the SPRS Main Office Supervisor or designee. Equipment must be in alignment with CCSD technology standards. Purchases of technology equipment in SPRS department should be assessed by someone in Technology who should help you make recommendations. These recommendations will be submitted to the director of SPRS for review prior to being submitted to the Associate Superintendent’s office for approval. New computers must also have the appropriate software licensing purchased. For assistance or questions, please contact SPRS.




6.46.1 Equipment Repairs: Computers and Printers: For repairs, imaging, or installation, submit a computer Request to user support (799-3300). New Software: Submit a request to SPRS Director III and the transaction will be reviewed and purchased, with license for use. If you need help to install the product let the Director know. Copiers, Fax Machines, For repairs, a MAXIMO work order must be submitted by department secretary. Telephones: Report any telephone issues to the SPRS Main Office. If you have an emergency or require additional training, contact the technical support staff to look into the problem.

6.46.2 Technical And A/V Equipment For Conference Rooms

Any time technical and A/V equipment is needed for a conference room, an email must be submitted via the SPRS Main Office Supervisor. The Office Supervisor will contact Technology for assistance on equipment set-up. Technical and A/V equipment includes use of a computer, LCD projector, Elmo™ overhead projector, wireless microphone, PowerPoint presentation remote control, VCR, DVD, or TV.

6.46.3 Technological Disaster Recovery

If a technical equipment emergency happens, please refer to the “Technology Disaster Recovery” Plan (See Figure 7.19)

6.47 TELEPHONES AND DIRECTORY

6.47.1 All departments are required to have their staff cover the telephones from 7:00 a.m. to 5:00 p.m. (7:00 a.m. to 4:00 p.m. during summer hours). When employees covering the main phone line leave their work area, they need to forward the line to other staff in their department to answer the calls. Always convey a professional and courteous tone when answering the phone. This may be the only contact the public will have with the SPRS Office; therefore, it is important to ensure a positive experience for the caller. Recommended telephone answering procedures: Answer promptly within three (3) rings. Always identify yourself and the department. Avoid unnecessary screening; if you must screen, ask “May I ask who’s calling please?”




Be prepared to take messages accurately; keep a phone log of all calls. After writing down the message, read it back to the caller. When placing a caller on hold, make reports to the caller at least every 60 seconds. Transfer calls properly and tell the party, “One moment and I’ll connect you to _____.” End your conversation with a polite “goodbye” or “thank you for calling” and hang up gently. The SPRS Department telephone directory is placed on our SPRS Website and updated as needed by the SPRS Main Office Website Administrator. (See Section 6.52 for the website address)

6.48 TIME TICKETS

6.48.1 The Time Ticket (See Figure 7.20) was developed for the purpose of charging an in-house construction craft persons time to a specific “S” work order number for a job, so that the time could be collected for Bond Find Financial (BFF) to properly charge the capital funded bond work. The time is entered by the employee, approved by the Supervisor and is given to the OSII to be entered into the BFF spreadsheet program (Labor.exe).

6.48.2 “S” WORK ORDER TIME CHARGING

The employee must know the “S” work order number of the job that he/she has been assigned to so that it can be recorded on the time sheet. The Supervisor or Maintenance leader is responsible to give the “S” work order number to the employee concurrently with the job assignment. The employee, to properly record the time changed to a specific job, must fill these Time Tickets out daily. (See SPRS-M380, section 6.14).

6.48.3 If an employee is not on the assigned job site and takes time off from the job (whether sick, personal, or vacation), the time in question must be entered on the Time Ticket in conjunction with the legal CCF-101 form. (See section 6.1 “Absence Reporting”)

6.49 TRAVEL

6.49.1 Employees who must travel in order to perform the responsibilities of their positions and/or to obtain training directly beneficial to the district must be placed on travel status in accordance with Nevada Revised Statutes and district Regulation 3511. Prior approval must be obtained, and district procedures for travel costs must be followed. The Out-of-District Travel Request Form must be approved prior to attending the conference and for processing required paperwork. A CCF-145, Out-of-District Travel Request, and a CCF-101, Employee Absence Request/Authorization Form, must be completed and




approved by your supervisor before travel arrangements are made. Out-of-District Travel is governed by Regulation 3511. Per Diem - If meals are provided as part of an employee’s participation in a conference or other activity, costs for such meals shall not be claimed. Per Diem subsistence rates shall be in compliance with Nevada Statutes. Lodging - Expenses for lodging, transportation, and communications, or handling of business-related materials which occur during District-authorized travel, along with receipts, are to be submitted to claim reimbursement of any expenses incurred in the performance of authorized school business. Travel expense reimbursements including per diem, lodging, etc., will be paid upon submission of a completed CCF-174 (See Figure 7.11). The following documents are to be included: CCF-145, airline itinerary, conference itinerary, transportation receipts, hotel receipts, and business transaction receipts. Car rentals must be pre-approved in accordance with district procedures.

6.50 VACATION/PERSONAL/FLEX/COMP DAYS

6.50.1 To request personal leave, vacation, compensatory time, or a universal/flex day, an Employee Absence Request/Authorization Form, CCF-101, must be completed. Submit the form for approval to your supervisor. See appropriate negotiated employee contracts for detailed information. Remember if you are charging your time to a specific job number, you must fill out a Time Ticket to record this time as well. (See section 6.48)

6.51 VISITORS

6.51.1 All SPRS visitors must check in at the receptionist desk located in each Section. Each visitor will be announced and/or escorted to the employee visited. All non-site district employees must display their Clark County School District identification badge, and therefore, do not need to check in at the front desk

6.52 WEB SITE ADMINISTRATION

6.52.1 There is an SPRS web site created by the former Computer Systems Specialist (CSS). The Administrator in SPRS will strive to keep the web site updated with current information. The CSS acts as the “web site administrator” answering any inquiry sent in by the public. The SPRS Director will send reports and any pertinent departmental information (that can be viewed by the public), to be updated on the web site. There is also another website for “in CCSD use” only, which is also administered by the SPRS Director.




6.52.2 SPRS Public website address: http://www.sprs.ccsd.net . The SPRS in-house website address: http://sprs.ccsd.net/intranet/ .

7.0 FIGURES

7.1 New Employee Orientation Form, SPRS-F170, Rev. B 7.2 File Index (Sample) 7.3 CCSD Standards for Record Keeping (CCSD Regulation 3621) 7.4 Electronic Document & Imaging System Special Projects & Renovation Services Index Form, SPRS-F220, Rev. B (Sample) 7.5 Acceptable Use Policy (with Network Access Form CCF-797.1) 7.6 Administrative Site Visit, SPRS-F102, Rev. A 7.7 Overtime/Compensatory Time Authorization, SPRS-F307, Rev. A 7.8 SPRS Employee Recognition 7.9 Certificate of Recognition 7.10 Employee Recognition Nomination Form, SPRS-F318, Rev. A 7.11 Travel Advance/ Expensive Claim (CCF-174) 7.12 Incident Report/Form C-1 7.13 Authorization for Extra Pay Form (CCF-005) 7.14 SF Request Form, SPRS-F104, Rev. A 7.15 Staffing Request Form, SPRS-F103, Rev. A 7.16 Personnel Data Form, SPRS-F101, Rev. C 7.17 Employee Suggestion Form, SPRS-F302, Rev. B 7.18 Site Specific Emergency Action Plan 7.19 Technology Disaster Recovery, SPRS-P200, Rev. A 7.20 Time Ticket

8.0 PROCESS OUTPUT

To inform all SPRS employees of expected office and administrative type duties and responsibilities.

9.0 RECORD RETENTION TABLE:

Identification Storage Retention Disposition Protection




SPRS-M180

Electronic on “S” drive.

3 Years

Recycle any printed copies.

Electronic Back-up via server.

10.0 DOCUMENT REVISION HISTORY:

Date: Rev. Description of Revision: 23-Jan-2008 A Initial Interdepartmental release of the document (not adopted in Facilities Division) 18-Mar-2008 B Added Title Page, Table of Contents, New Procedures under section 6.0, and New

Figures under section 7.0. 10-Feb-2009 C New Procedures Under Section 6.0, New Figures under 7.0, New header and footer. 25-Feb-2011 D Revised language in all sections to reflect the new department size. Added section 6.48

and new figure 7.20, updated all figures. THIS DOCUMENT APPROVED BY (Reference Document Control Form): Special Projects and Renovation Services Director III – Rory Lorenzo







FIGURE 7.1 FIGURE 7.1




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FIGURE 7.19





The District’s regulations, policies, procedures, work site rules, and benefits are continually evolving; therefore, this Procedures Manual does not contain all of the information you will need or be required to know during the course of your

employment.

FIGURE 7.20