TOSHIBA

Sumter School District Employee Handbook

2016-17

Sumter School District 1345 Wilson Hall Road

Sumter, SC 29150 Dr. J. Frank Baker, Superintendent

Sumter School District does not discriminate on the basis of race, color, religion, national origin, sex, disability, or age in admission to, treatment in, or employment in its programs and activities. For inquiries regarding the policy, contact the Assistant Superintendent of Human Resources or the Director of Specialized Programs, Sumter School District, 1345 Wilson Hall Road, Sumter, SC 29150 or call 803-469-6900.

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THE SUMTER SCHOOL DISTRICT EMPLOYEE HANDBOOK IS NOT INTENDED TO REPLACE THE ACTUAL POLICIES AND PROCEDURES ESTABLISHED BY THE BOARD OF TRUSTEES. THE EMPLOYEE HANDBOOK, EITHER WHOLE OR IN PART, SHOULD NOT BE CONSTRUED AS A CONTRACT ITSELF OR AS A PART OF ANY SEPARATE EMPLOYMENT AGREEMENT. FURTHERMORE, IF A POLICY OR REGULATION IS STATED OR ABBREVIATED IN ERROR WITHIN THIS HANDBOOK, THE ACTUAL DOCUMENT IN THE OFFICIAL POLICY MANUAL WILL ALWAYS TAKE PRECENDENCE. THE POLICY CAN BE FOUND IN ITS ENTIRETY ON THE SUMTER SCHOOL DISTRICT WEBSITE AT HTTP://SUMTERSCHOOLS.NET.

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Sumter School District Employee Handbook

Table of Contents

Section 1: Introduction and Administrative Information…………………..….5

1.1 Introduction to Employee Handbook………………………………………………………………5

1.2 Sumter School District Board of Trustees ……………………………………………………….6

1.3 Message from the Superintendent…………………………………………………………………..7

1.4 Message from Personnel Services……………………………………………………………………8

1.5 District Philosophy…….……………………………………………………………………………………9

1.6 District Description…………………………………………………………………………………………9

1.7 Organizational Relationship and Communication…………………………………………11

1.8 Grievance Procedures…………………………………………………………………………………...11

Section 2: Employment……………………………………………………………………….13

2.1 Equal Opportunity Employer………………………………………………………………………...13

2.2 Proof of Employment Eligibility……………………………………………………….……………13

2.3 Salary Schedule and Automatic Deposit..………………………………………………………13

2.4 Tuberculosis Test………………………………………………………………………………………….14

2.5 Criminal Background History………………………………………………………………………..14

2.6 Post-Employment Medical Inquiry………………………………………………………………..14

2.7 Nepotism……………………………………………………………………………………………………….14

2.8 Contract Obligations……………………………………………………………………………………..15

2.9 Verification of Employment and Requests for Personnel Action…………………...15

2.10 Personal Information Changes ……………………………………………………………………..15

2.11 Personnel File……………………………………………………………………………………………….16

2.12 Fair Labor Standards…………………………………………………………………………………….16

2.13 Instructional Staff Extra Duty………………………………………………………………………..18

2.14 Termination of Employment…………………………………………………………………………18

2.15 Resignations………………………………………………………………………………………………….19

2.16 Transfers………………………………………………………………………………………………………20

2.17 Sexual Harassment Policy……………………………………………………………………………..20 2.18 Employee Recognition…………………………………………………………………………………..21

Section 3: Employee Evaluation………………………………………………………….22

3.1 Evaluation of Support Staff……………………………………………………………………………22

3.2 Evaluation of Certified and Professional Staff……………………………………………….22

3.3 Professional Development…………………………………………………………………………….23

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Section 4: Employee Conduct………………………………………………………………24

4.1 Professional Dress Code………………………………………………………………………………..24

4.2 Professional Ethics………………………………………………………………………………………..24

4.3 Employee Conduct with Students……………………………………………………………….…24

4.4 Disciplinary Actions Involving Employees………………………………………………….…25

4.5 Staff Conflict of Interest…………………………………………………………………………………26

4.6 Gifts to and Solicitations by Employees…………………………………………………………26

4.7 Purchasing…………………………………………………………………………………………………….27

4.8 Internet Acceptable Use Policy……………………………………………………………………...27

4.9 Telecommunications Devices Acceptable Use……………………………………………….28

Section 5: Health and Safety………………………………………………………………..29

5.1 Alcohol and Drug Free Workplace…………………………………………………………………29

5.2 Staff Health……………………………………………………………………………………………………29

5.3 Staff Welfare and Protection…………………………………………………………………………30

5.4 Reporting Abused and Neglected Students……………………………………………………30

5.5 Worker’s Compensation………………………………………………………………………………..30

5.6 Universal Precautions…………………………………………………………………………………...31

5.7 Inclement Weather Procedures…………………………………………………………………….32

Section 6: Teacher Certification………………………………………………………….33

6.1 Certification…………………………………………………………………………………………………..33

6.2 Certificate Renewal……………………………………………………………………………………….33

6.3 Certificate Upgrades…………………………………………………………………………………...…33

Section 7: Employee Leave Policy……………………………………………………….34

7.1 Sick Leave………………………………………………………………………………………………..……34

7.2 Use of Extended Leave…………………………………………………………………………………..37

7.3 Family Medical Leave (FMLA)…………………………………………………………………….....38

Section 8: Employee Benefits and Insurance……………………………………....42

Section 9: Retirement…………………………………………………………………………46

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Section 1: Introduction and Administrative Information

1.1 Introduction

The policies and procedures contained in this handbook are current as of the publication date and

are provided for employees as a quick reference guide to the established school district board

policies. This handbook can be superseded by official administrative rules and other policies as

established by the superintendent and the Sumter School District Board of Trustees. The

information contained in this handbook is not to be perceived as a contract of employment or a

promise of continued employment. Updates made to this handbook will be made available online at

the official Sumter School District website at http://sumterschools.net. Employees will be

responsible for reviewing the contents of this handbook and any updates made to its contents.

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1.2 Sumter School District Board of Trustees Policy BA

The board is committed to the education of students to the best of their individual abilities; to a

constant awareness of the concerns and desires of the community regarding the quality and

performance of the school system, with the board assuming an educational leadership role; to the

employment of a superintendent who will see that the district maintains a position as an

outstanding school system and under whose leadership the school personnel will carry out the

policies of the board; and to the continued improvement of the district schools for the benefit of its

students and their improved academic achievement.

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1.3 Message from the Superintendent

Welcome to the 2016-2017 school year and Sumter School District. The 2016 graduates of Crestwood,

Lakewood, and Sumter high schools earned over $21 million in scholarships, and they are off to new

chapters in their lives. We are so proud of their accomplishments and wish them well. Meanwhile, we

have spent the summer preparing for our new and returning students in order to make this school year

the best one yet.

Our district level administrative team, our principals, and our assistant principals spent a few hot days in

July at a leadership retreat held at one of our high schools, sharing our goals and receiving updates from

all the various departments in preparation for the new school year. Following a summer of

conscientious preparation, our fall sports teams, cheerleaders, and bands are eager to begin a new

year. Our summer REACH program enriched the lives of many artistically talented and gifted students,

and our food services department worked diligently with the summer feed program throughout the

county. We are ready to begin the new year.

Sumter is a growing community, and the school district is working with all its stakeholders to make this

area a wonderful place to live and raise a family. Shaw Air Force Base and USARCENT personnel are an

integral part of our system. We serve many children of active duty and retired military personnel and

employ military dependents and retirees. We also have an influx of new families who have moved to

the area through Continental Tire, Apex Tools, and other new or existing businesses and industries. The

varied backgrounds and diversity of all these new families greatly enrich the lives of our current

students. We are acutely aware of the challenges students face when moving to a new school, and we

strive to meet the needs of these students and to deal with any unique challenges they may face

regarding schedules, the transfer of grades, making new friends, or involvement in a new school.

Sumter School District is making great strides in all areas, including instruction, technology, recruitment

and retention of high quality teachers, extracurricular opportunities, and maintenance and renovation

of our physical plant. We work tirelessly to ensure that every student graduates on time and is career

and college ready with the foundation necessary to become a productive citizen. Student safety and

security is a top priority, and we have forged relationships with all the helping agencies in our

community.

I invite you all to visit our schools and see the amazing things our students and teachers are doing.

Please examine all portions of our new website for information on our Sumter School District Board of

Trustees, instruction, district information and departments, links to our schools, and many other

pertinent topics.

For our new families, welcome to Sumter School District. For our returning ones, welcome back. If I can

be of assistance to you in answering questions or helping with a school related issue, please do not

hesitate to contact me. Have a wonderful 2016-2017 school year.

Dr. J. Frank Baker

Superintendent

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1.4 Message from the Office of Human Resources

Dear Sumter School District Employees:

The contents of this employee handbook are intended to provide you with general information

regarding the policies and procedures of Sumter School District. As a district employee, it is your

responsibility to become familiar with the policies outlined by the school board and to present any

questions or concerns regarding district policy to the appropriate authority. For clarification, the Sumter

School District Board Policy reference is provided next to the sections of the policies included in this

handbook.

All school board policies may be found in their entirety as a link under Board Policies on our website,

http://sumterschools.net. For questions regarding personnel policies, please do not hesitate to contact

the Sumter School District Office of Human Resources. Our contact information is below. We are

pleased to assist you in any way that we can.

Sincerely,

Denise R. Nixon, Ph.D.

Assistant Superintendent for Human Resources

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1.5 District Philosophy Policy ADA

1.5.1 Motto

To Educate, Empower and Enrich!

1.5.2 Vision

Sumter School District develops and cultivates competitive students who embrace diversity, act

responsibly, and contribute positively to society.

1.5.3 Mission

It is the mission of Sumter School District to equip students to be responsible, successful, and

productive citizens in a global society.

1.5.4 Values and Beliefs

Because students are our most valuable resource, we believe the following to be essential:

Commitment to Excellence: Educational excellence requires that all stakeholders strive for

continual growth and improvement.

Unyielding Ethical Standards: Build and maintain an abiding sense of honor and integrity that is

Accountability: All stakeholders are accountable for their actions and will be responsive to the

Educating the Whole Child: All students are granted the opportunity to succeed based on

individual needs.

Providing a Safe Learning Environment: Students have the right to learn in an environment

conducive to learning.

Collaboration and Support amongst Stakeholders: Pervasive and valuable collaborative efforts

create meaningful strategies and solutions.

1.6 District Description

About Us

Sumter School District was formed on July 1, 2011, by consolidating Sumter School Districts Two

and 17. J. Frank Baker currently serves as the district’s second superintendent. Sumter School

District enrolls more than 17,000 students in grades preschool through 12 and employs over 3,000

staff members. The district encompasses 682 square miles and serves students at 16 elementary

schools, seven middle schools, three high schools, one alternative learning program, an adult

education program, the Sumter County Career Center, and the Early Head Start program.

Sumter School District helps all students develop the world class skills and life and career

characteristics of the Profile of the SC Graduate by equipping them to be responsible, successful,

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and productive citizens in a global society. We focus on student achievement by ensuring

challenging curricula and high expectations. Our recent reaccreditation by AdvancEd, the

organization which conducts rigorous, on-site, external reviews of schools and school systems to

ensure that all learners realize their full potential, is evidence of our academic success and

continuous improvement.

Our academic programs address rigorous standards in language arts, mathematics, science, and

social studies. Research based best practices focus on problem-solving, critical thinking, creativity,

and collaboration. Data is used to plan and implement instruction in order to differentiate

instruction, monitor student progress, and set appropriate goals. A Multi-Tiered System of Support

(MTSS) uses data-based problem solving to integrate academic and behavioral instruction and

intervention.

The district infuses 21st Century teaching by emphasizing Science, Math, Engineering, and

Technology (STEM), the use of digital libraries, and the implementation of cutting edge technology.

Our students have access to world languages, fine arts, advanced placement, college level dual

enrollment, the International Baccalaureate program, and the Gifted and Talented program.

Through our expansive Career and Technology Education (CATE) courses and numerous offerings

at the Sumter Career and Technology Center, our students are developing career-ready skills.

Sumter School District also produces well rounded students through robust athletic programs and

award winning extracurricular clubs and organizations.

Our students develop life and career characteristics and soft skills through career exploration

including exposure to employers via career fairs, shadowing, work cooperatives, and partnerships;

efforts and events sponsored by the local Chamber of Commerce and workforce readiness partners;

and mentoring programs. Character development is encouraged and taught through character

education, classroom guidance, small groups, and intervention programs. Sumter School District

works diligently to ensure that every student graduates on time and is prepared for post-secondary

education, is career ready, and has the foundation to become a productive citizen.

Our Schools

Our 26 elementary, middle and high schools provide educational services to community that

encompasses approximately 143,000 citizens. The district’s boundaries include the entire county of

Sumter, which is 682 square miles. Our total enrollment is approximately 17,000 students.

There are currently 16 elementary schools in Sumter School District. Enrollment ranges from

approximately 180 students at the smallest school to 893 at the largest school. Elementary schools

are Alice Drive Elementary, Cherryvale Elementary, Crosswell Drive Elementary, F.J. Delaine

Elementary, High Hills Elementary, Kingsbury Elementary, Lemira Elementary, Manchester

Elementary, Millwood Elementary, Oakland Primary, Pocalla Springs Elementary, R.E. Davis

Elementary, Rafting Creek Elementary, Shaw Heights Elementary, Wilder Elementary and Willow

Drive Elementary.

The school district presently has seven middle schools which are Alice Drive Middle, Bates Middle,

Chestnut Oaks Middle, Ebenezer Middle, Furman Middle, Hillcrest Middle and Mayewood Middle.

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Enrollment ranges from approximately 160 students at the smallest school to 910 at the largest

school.

The three high schools in Sumter School District are Crestwood High, Lakewood High and Sumter

High. Lakewood and Crestwood enroll approximately 1,100 students each, and Sumter enrolls

approximately 2,300 students.

Nationally known for excellence, our schools have earned numerous prestigious recognitions. Our

academic, fine arts and athletic programs are second to none, and our facilities are state of the art.

Sumter School District remains committed to its mission of providing an intellectual, safe, and

nurturing environment, which equips students to be responsible, successful, and productive

citizens in a global society.

About Sumter

Known as the Gamecock City, Sumter lies near the geographic center of the state. Sumter offers a

highly diversified industrial structure and is famed for its lovely gardens and charming residential

neighborhoods. Part of the well-known Santee-Cooper Lakes region, Sumter is renowned for

hunting, fishing, water sports and golf. Located between two great vacation centers, Sumter is 100

miles west of Myrtle Beach’s Grand Strand and 175 miles east of the Blue Ridge Mountains.

Columbia, the state capital, lies 44 miles to the west, and the major port city of Charleston is 99

miles south. Sumter is proud to be the home of Shaw Air Force Base and the Third Army, which are

integral parts of our community.

1.7 Organizational Relationship and Communication

Sumter School District expects employees with professional concerns regarding matters requiring

administrative action to follow the appropriate lines of authority. Employees express their initial

concerns to their school administrator. When necessary, the administrator will refer such matters

to the next highest administrative authority. The Board expects employees to keep their immediate

supervisors informed of their professional activities by whatever means their supervisor deems

appropriate.

All employees have the ultimate right to appeal a decision made by an administrator through

grievance procedures established through the Sumter School District Board Policy GBK-R. This

policy outlines the key elements involved in due process. Lines of authority and structured channels

of communication do not restrict, in any way, the cooperation of all employees at all levels in order

to develop the best possible school programs and services.

1.7 Grievance Procedures Policy GBK-R

A grievance is a claim by an employee of a violation, misinterpretation or misapplication of a

provision of school board policies and administrative procedures or rules and regulations as they

affect the employment or work of such employee. It is the district’s philosophy that when conflicts

arise, it is incumbent upon the supervisor and subordinate to resolve such conflicts through honest

and direct communication and diplomacy. The district provides a formal process for filing

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grievances that allows any employee to present a concern and ask for resolution in progressive

steps. The following steps are the basic levels of appeal:

Level I – Building Principal/Supervisor

Level II – Superintendent or Designee

Level III – Board of Trustees (Request for a Hearing)

An employee who wishes to file a grievance must complete the prescribed grievance form and

present it to his/her direct supervisor within 10 days following either the event giving rise to the

grievance or the time when the employee reasonably should have gained knowledge of its

occurrence. It should be noted that a request to be heard by the Board of Trustees does not

guarantee an audience before this body. The district grievance form can be obtained from the

Personnel Office upon request or from the district’s website under Policy GBK-R at

http://sumterschools.net. A detailed description of the district’s grievance policy can also be found

at the district website.

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Section 2: Employment

2.1 Equal Opportunity Employer Policy GBA

Sumter School District is an equal opportunity employer. Persons desiring employment or

promotion opportunities must apply through the Personnel Office.

As required by applicable state and federal laws, the district will recruit, hire, train, promote and

make other employment decisions on the basis of individual merit and without discrimination

because of race, religion, color, disability, gender, age, alienage or national origin.

The superintendent will establish guidelines for organization of the teaching, administrative and

other certified staff and will select, hire and promote such staff with approval of the board. The

superintendent will select, hire and promote all other district employees. The superintendent will

direct the work of district employees.

The district maintains a policy of equal opportunity in the following areas:

• recruitment • selection and hiring criteria and practices • transfer and promotion • demotions, terminations, layoffs and recalls • compensation • working conditions • benefits and privileges of employment • training

2.2 Proof of Employment Eligibility Policy GCF All employees are required to complete an I-9 form. Federal immigration laws require that

employees provide proof of employment eligibility. An I-9 form must be completed and submitted

to the Personnel Office with a copy of your driver's license and social security or other identifying

information acceptable by law. E-Verify is a free internet based system operated by the United

States Citizenship and Immigration Services (USCIS) in partnership with the Social Security

Administration. This system is used to immediately confirm the legal working status of new hires in

the school district.

2.3 Salary Schedule and Automatic Deposit Policy GBC

Employees are paid in 24 increments. Annual salary/pay is divided into equal payments to be paid

in accordance with the District's pay schedule. All salaries are set based on the salary schedule

approved by the school board for the employee’s position. Pay can only begin after a W-4, along

with a copy of the employee’s social security card, and a retirement designation has been submitted

to the Payroll Division. Automatic deposit of payroll checks is available for all employees to the

bank of their choice.

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For all employees, payday is the fifteenth and last day of the month unless the aforementioned days fall on the weekend. In such situations, payday will be the preceding Friday. Paydays are also adjusted in the event the fifteenth and last day of the month fall on a holiday. In such instances, employees are paid prior to the holiday.

2.4 Tuberculosis Test (TB Test) Policy GBGA

All personnel shall be screened for tuberculosis by a medical professional as required by Section

44-29-150 and 160 of the Code of Laws of South Carolina 1976. Accordingly, the results of the

screening for tuberculosis must be submitted to the personnel office prior to employment.

2.5 Criminal Background History Policy GBEBDB

The District conducts South Carolina Law Enforcement (SLED) checks on all employees upon

recommendation for employment. State law requires SLED checks to be done on teachers and other

This SLED report screening process helps to ensure that employees working in Sumter School

District are able to provide a safe and healthy environment for all students. Employment in the

District could be affected by the results of the SLED checks.

2.6 Post-Employment Medical Inquiry Policy GCF-R

All new employees are required to complete a Post Offer of Employment Medical Inquiry Form.

Completion of this form is requested to assist the District by providing information pertaining to

any injury or illness that exists prior to employment.

2.7 Nepotism Policy GBEA

No immediate family member of a board member will be hired in this district without the written approval of the board. For the purpose of this policy, immediate family member includes spouse, parent, child, brother/sister, brother/sister-in-law, stepparent, stepbrother/stepsister and stepchild. When a board member’s immediate family member is being recommended for any position in the district, the board member will disclose this to the other board members and recuse him/herself from the vote to hire that employee. Individuals who are candidates for employment in the district will, upon offer of employment, disclose that they have an immediate family member who is an employee of the district. The district will not place an employee in a position wherein an employee will exercise direct administrative or supervisory authority over a member of his/her immediate family. Supervisory authority includes principal and assistant principal in a school. Neither a board member nor an employee may participate in an action relating to the discipline of his/her immediate family member. This rule applies to all levels and categories of certified, administrative and support staff employees in the school district.

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2.8 Contract Obligations Policy GCQC/GCQD

State law prohibits teachers from being obligated through contract to more than one school district

for the same period of time. Teachers who attempt to sign an employment contract with a school

system while still under contract to another may risk losing state certification. The board will not

release a teacher from his/her contract after May15 except under one of the following conditions.

• circumstances beyond the teacher’s control (ex., military/business transfer of spouse) • serious illness of teacher The district reserves the right not to release the teacher if written notice is not given before the

date specified above or a suitable replacement has not been found. Until a teacher has been

formally released from his/her contract, the district expects the teacher to report for duty on the

first day of the school year or to continue to report for duty if the request for release is made mid-

year.

If a teacher signs a new contract without having been properly released from a previous contract,

the new contract is considered to be void.

When the superintendent does not accept a resignation and the employee fails to continue to

perform his/her contractual duties, the superintendent will report the breach of contract to the

board. The board may send a formal complaint to the state board of education requesting that

appropriate action be taken against the employee for failure to comply with contractual obligations.

Both state law and state board of education regulation provide for suspension or revocation of the

professional certificate under such circumstances.

2.9 Verification of Employment and Requests for Personnel Action

All employment verifications are completed by the Personnel Office. Requests by employees

regarding certification upgrades, to make copies of documents from the personnel file, and other

transactions are of the utmost importance. Due to the large volume of employment verification

requests and other requests received on a daily basis, such requests will be processed in

three (3) business days. Employees may make a request for personnel action by contacting the

Personnel Office in writing.

2.10 Personal Information Changes

Employees must contact the Personnel Office to report changes in name, address, and/or telephone

number. It is the employee’s responsibility to contact other agencies of these changes, such as the

South Carolina Retirement System and the Office of Educator Certification with the South Carolina

Department of Education.

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2.11 Personnel File Policy GBJ

An employee’s personnel file will include all records and documents collected by the district

concerning the employee. It will include, but not be limited to, any of the following records that are

retained by the district.

• performance evaluations

• commendations for, and complaints against, the employee made by the administration

• written suggestions for corrections and improvements made by the administration

• teaching credentials

• transcripts

• application records

• contracts

• all other personnel records kept about an employee

The district will maintain health records and medical records in a separate file to protect

confidentiality. Pre-employment records, such as references or comments from interviews, are

confidential and access to this information is limited to the superintendent or his/her designee. The

employee has a right to review his or her personnel file by appointment with the Personnel Office.

Pre-employment information is not available to an employee. Upon the employee’s resignation, the

file is kept in an inactive status in the Personnel Office.

2.12 Fair Labor Standards Policy GDBC-R

The board recognizes that the district is subject to the provisions of the Fair Labor Standards Act. It

may occasionally be necessary for non-exempt employees to work more than 40 hours during a

given workweek. Individuals will be paid time-and-a-half (in money or compensatory time off) for

each hour of overtime worked. No overtime, as defined by the FLSA, will be required or permitted

without authorization from the employee's immediate supervisor. The district requires all

employees who are subject to the provisions of the Fair Labor Standards Act to complete a daily

time record showing actual hours worked. Failure to maintain or falsification of such records may

be grounds for disciplinary action.

Minimum wage

The minimum wage paid on an hour-by-hour basis to all employees either full or part time,

permanent or temporary will be at or above the approved rate as determined by the federal

government, except under designated training and apprenticeship programs exempt under special

U.S. Department of Labor certification.

Workweek

A workweek will be a continuous period of 168 hours in the form of seven consecutive 24-hour

periods. The district workweek begins at 12:01 a.m. each Monday for all employees and runs for

seven consecutive days. Each workweek stands alone for the purpose of determining overtime pay

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for non-exempt employees.

Hours worked

Hours worked means all hours during which the individual is required to be on duty - generally

from the required starting time to normal quitting time. Meal periods do not count as hours worked

unless the individual is required to perform work duties during the meal period.

Travel

Ordinary travel time from home to a base location or vice versa is not work time. Official travel that

occurs during an individual's regular working hours will be considered hours worked.

Leave

Time taken for annual leave, sick leave, categorical leave, discretionary leave, leave without pay or

other leave taken for the purpose of jury duty, military assignment or because of death in the family

will not be counted as time worked and is therefore not counted as compensable time for the

purpose of overtime pay.

Part time in different capacity

If individuals are employed in one capacity but voluntarily work part time in a different capacity on

an occasional or sporadic basis, the hours logged in the secondary capacity will not be counted as

hours worked for overtime purposes.

Substitution in same capacity

Employees, at their own option but with the approval of the employer, may substitute during

scheduled hours for other employees employed in the same capacity. In the case of such

substitution, the hours involved are credited to the scheduled employee and not to the substitute

employee. The employer need not maintain a record that the substitution has taken place.

Overtime hours

Overtime hours worked by non-exempt employees must be scheduled and duly authorized. With

respect to the payment of overtime in money, or in compensatory time, the district will have the

discretion to determine which method of payment to choose.

Where an employee in a single workweek works at two or more different types of work for which

different straight-time rates have been established, the employee's regular rate for that week is the

weighted average of such rates. (That is, the earnings from all such rates are added together.) This

total is then divided by the total number of hours worked at all jobs.

Monetary compensation

Non-exempt employees who work in excess of 40 hours per workweek will be paid at one-and-

one-half times their regular rate.

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Termination

Individuals with unused comp time who are terminated or who terminate their employment will be

paid for unused comp time at one and one-half times their final regular rate of pay or for the

average regular rate of pay for the final three years of employment, whichever is higher.

2.13 Instructional Staff Extra Duty Policy GCMD

The board expects teachers to assume reasonable duties over and above their regular teaching responsibilities in order to provide students with appropriate supervision and a comprehensive educational program. These extra duties may include daily class preparation and attendance at staff meetings. Professional staff members will assist in the supervision of students as part of their regular duties during the school day.

2.14 Termination of Employment Classified Employees Policy GDQD

The board authorizes the superintendent to discipline, suspend or dismiss support staff as required. Classified employees are at-will employees and not subject to the same dismissal criteria as certified staff. Principals should be actively involved in this process for their school. Professional/Certified Employees Policy GCQF-R A contract for professional/certified personnel may be terminated at any time upon evidence of dishonesty, alcoholism, felony, drug addiction, possession of or sale of illicit drugs, cruelty to students or other acts of serious misconduct, and upon evidence of violation of fundamental school policies. A teacher's contract may not be renewed at the end of a school year upon recommendation of the principal. Each year, the principals/directors of each school must submit to the superintendent recommendations for their certified staff, indicating whether they recommend that a member of their staff be re-employed for another year, be employed on probation, or not be employed. Whenever principals or other school administrators charged with the supervision of a teacher find it necessary to reprimand a teacher for a reason that they believe may lead to dismissal or cause the teacher not to be re-employed, they will take the following steps. • Bring the matter in writing to the attention of the teacher involved and make a reasonable effort to assist the teacher to correct whatever appears to be the cause of potential dismissal or failure to be re-employed. • Except in those cases warranting immediate suspension, allow reasonable time for improvement. The superintendent will accept non-renewal recommendations based on the failure of a teacher to improve only after at least two conferences between the employee and his/her supervisor. In the course of the first conference, the supervisor must define the area(s) of unsatisfactory performance and suggest to the employee what corrective steps should be taken and allow a reasonable time for improvement, depending on the nature of the conduct.

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If, after a reasonable time, the employee’s performance does not show satisfactory improvement, the supervisor will arrange a second conference. This second conference is to emphasize the absence of satisfactory improvement and offer the employee either a second chance to correct the problem(s) or a chance to tender his/her resignation, depending on the nature of the conduct. The supervisor will send a written record of each conference to the superintendent or designee. The record will become a part of the personnel record of the employee. Before implementing the procedures prescribed above for allowing reasonable time for improvement, the principals will notify the superintendent of their intention to activate the process. The principal must discuss with the superintendent or designee each recommendation for probationary status or non-renewal. However, teachers are not dismissed or fail to have their contract renewed without proper warning, unless such warning is impossible. If a teacher is recommended to be placed on probationary status, the principal/director is required to submit to the teacher and the superintendent a written statement listing the reasons for placing the employee on probationary status. Upon non-renewal or termination of contract, a teacher may request hearings in the following order: principal, the Superintendent, and depending on contract status, the Board of Trustees.

2.15 Resignations

Resignation of Support Staff Policy GDQB

A support staff member who wishes to terminate his/her employment with the district may submit

a letter of resignation to his/her supervisor. The supervisor will forward the request to the

superintendent. The staff member must submit this letter two weeks before the desired

termination date.

Resignation of Certified Staff Policy GCQC, Policy GCQD

It is the obligation of certified teachers who find that they cannot fulfill their contracts of

employment to inform their principals/directors immediately upon knowledge of this fact. Any

professional staff member who wants to cancel or terminate a contract must state his/her desire in

writing to the superintendent. The district is under no obligation to release a teacher from a

contract except as set out in Board Policy GCQC/GCQD. For such resignation to be effective, it must

be accepted in writing by the superintendent or designee.

Employees are asked to please leave a forwarding address with the business department when

employment ends. The address is necessary to assure accurate and prompt mailing of income tax

information (W-2 statements issued in January) which is of primary importance to the employee.

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2.16 Employee Transfers Policy GDJ, Policy GDK

It is the policy of the District to assign instructional personnel to positions based on their

qualifications, the needs of the District, and their expressed desires. When it is not possible to meet

all three conditions, the administration will assign personnel first in accordance with the needs of

the District; second, where the administration feels that the employee is best qualified to serve; and

third, as to the expressed preference of the employee.

The superintendent may make personnel transfers within the district on a voluntary or involuntary

basis. The district will use the following procedures in making transfers.

Voluntary transfer

An employee who wants a transfer for the next academic year must discuss his/her desire with

his/her principal/director (if in a school) or with his/her immediate supervisor (if on the district

level). The employee should then write a letter of request to the superintendent or his/her designee

no later than May 15 stating the reason for requesting a transfer and giving the name of the school

to which the transfer is desired. A district transfer form is available to complete this request.

Voluntary transfers will be accepted for the upcoming school year beginning on January 1 and

ending on May 15. Voluntary transfers will not be made after June 1 of each school year.

Upon receipt of the request, the superintendent or his/her designee will set a time for the employee

making the request to meet with the principal of the school to which the transfer is requested (if a

vacancy for which he/she qualifies exists).

Based upon the recommendation of the two principals (and/or other immediate supervisors

involved), the superintendent or designee will give written notice to the employee requesting the

transfer that the request has been either approved or disapproved. The staff member must be

recommended by both principals/directors of the school to which the employee desires a transfer.

Involuntary transfer

If, in the opinion of the superintendent, an involuntary transfer would be in the best interest of the

district, the superintendent or designee will discuss the need for the transfer with the principal (if

in a school) or with the immediate supervisor (if on the district level). The superintendent or

designee will have a conference with the principal/director of the school to which transfer is being

contemplated. The superintendent or designee will then talk with the employee to be transferred

giving reasons why the transfer is being made. Refusal to comply with the transfer may result in

loss of employment for the following year. The administration will not use transfers as a

disciplinary action.

2.17 Sexual Harassment Policy Policy GBAA

Sexual harassment by District employees is prohibited. All employees, including supervisory level employees, must avoid any action or conduct which could be viewed as sexual harassment. Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when it results in the following:

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Submission to such conduct is either implied or expressly made a term or condition of employment. Submission to or rejection of such conduct by an individual is used as the basis for employment

decisions affecting such individuals. Such conduct has the purpose or effect of unreasonably interfering with an individual's work

performance or creating an intimidating, hostile or offensive working environment.

Employees who feel they have been subjected to sexual harassment are encouraged to file a complaint in accordance with the administrative regulation that accompanies this policy. All allegations will be investigated promptly and confidentially. Employees who file a complaint of sexual harassment will not be subject to retaliation or reprisal in any form. Any employee, including a supervisory level employee, who is found to have engaged in sexual harassment, will be subject to disciplinary action, and all other appropriate steps will be taken to correct or rectify the situation. Information from the district policy on sexual harassment and this administrative rule will be provided to all new employees during the hiring process, will be addressed at annual orientations for all staff members and will be referenced in the official employee handbook published each year.

All administrators/supervisors will provide a copy of the district policy on sexual harassment and this administrative rule to all employees. The district policy on sexual harassment and this administrative rule will be available on the district website as well as being available in hard copy at each school and the district office.

Annually, district administrators/supervisors will ensure that the provisions of the district policy on sexual harassment and this administrative rule, including the definition of sexual harassment, the procedures for registering a complaint about sexual harassment and the redress which is available are reviewed with all employees and students. With regard to students, such review and orientation will take into consideration, and be appropriate to, the students’ ages. A record of this orientation for employees and students will be maintained by the administrator/supervisor.

Annually, all district administrators/supervisors will attend a training session on sexual harassment which will cover the definition of sexual harassment, the district’s commitment to eliminating and avoiding sexual harassment in the schools and workplace, the penalties for engaging in sexual harassment and the procedures for reporting incidents of sexual harassment. The district will be responsible for providing such training and maintaining records of this training activity.

2.18 Employee Recognition

Sumter School District recognizes employees throughout the school year in various capacities including but not limited to the following events:

Employee Appreciation Days Boss’s Day Administrative Professionals Day Teacher of the Year Board Appreciation Day

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Section 3: Employee Evaluation

3.1 Evaluation of Support Staff Policy GDO

The appropriate personnel will evaluate the performance of every employee fairly and on a

periodic basis in an effort to improve the quality of all work performance. The superintendent will

enforce the rules, regulations and procedures necessary for conducting an efficient, effective

program of employee performance evaluation. The elements of the performance evaluation

program are as follows.

Every employee is informed of the criteria by which his/her performance is evaluated. Every employee has the right to be informed of his/her performance evaluation.

The development of a strong, competent support staff and the maintenance of high morale among

staff members are major objectives of the board. The major duties of the board regarding support

staff are to establish wage and salary policies which encourage employees to put forth their best

efforts and to provide a good atmosphere in which to work. A program of continuous evaluation is

necessary for the board to fulfill its duties.

The board directs the superintendent to develop and implement a program of support staff

evaluation. It will be the responsibility of each supervisor to inform the employee in advance of the

criteria to be used in the evaluation. The areas of evaluation for support staff include but are not

limited to the following:

Job knowledge Quality of work Dependability Attendance Work attitude Professional conduct

The evaluation system for support staff is designed to measure the level of performance of

individual employees and to encourage continued professional development. The evaluation

system will not be a contract obligation of the district or a contract right of the employee. It is not

intended to create, nor will it be construed to create, an expectation or assurance of continued

employment. Neither the substance nor the content of the evaluation will be subject to the

grievance process.

3.2 Evaluation of Certified and Professional Staff

The district conducts professional evaluations for the purpose of assessing soundness of

instructional practices and to plan for professional development. Since the district believes in a

holistic approach to judging teacher competency, formal evaluation data will be used as one

criterion for making employment decisions. Other criteria may include, but not be limited to, these

additional performance dimensions.

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• instructional consistency • professional conduct • rules compliance • attendance data • professional accomplishments • anecdotal information • interpersonal competence • student performance Evaluation Results

All certified employees, if not satisfied with the final results of their employment evaluation, can

request a review by a third party of the documentation used in their performance evaluation by

putting the request in writing and submitting the request to the director of personnel services

within five days of receiving the results of their final evaluation.

3.3 Professional Development

The professional development opportunities cover a broad spectrum of topics with emphasis on

improving curriculum and instructional strategies to address the needs of all students. Curriculum

upgrades determine specific sessions that everyone must attend. Beyond the identified sessions,

staff members are given the opportunity to select other sessions based on their individual

professional goals. In Sumter School District, the professional development program strives to

meet staff needs, as well as, ensure quality classroom instruction.

Staff training is also available for classified employees such as secretaries, custodians, cafeteria

workers, paraprofessionals, maintenance workers, and bus drivers. Workshop topics vary greatly

including workplace safety, bloodborne pathogens, computer skills, and other helpful topics.

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Section 4: Employee Conduct

4.1 Professional Dress Code Policy GBEBA

District personnel should exemplify highest standards of propriety and personal appearance to

provide an atmosphere that enhances learning, instills discipline, prevents disruption and avoids

safety hazards. The district expects school employees to set an example for students that will serve

to promote acceptable minimum dress standards for students and, consequently, improve student

behavior. Neatness, cleanliness, appropriate dress and other evidence of personal pride are

expected at all times.

Employees required to wear uniforms or safety equipment will be advised by their supervisors as

to where the materials can be obtained.

The district does not consider shorts, T-shirts, denim pants, denim shirts, denim skirts, denim

dresses, denim jackets, wind suits and sweatpants acceptable for the classroom or office setting.

Support staff and instructors in special areas will wear clothing appropriate for their instructional

environment.

• Tennis shoes/KEDS are not to be worn for formal functions such as awards programs, graduation and other special events.

• Garments should not be so tight or clinging as to be excessively revealing. All attire should meet the “dollar bill” test - front and back.

• Staff must receive approval from the principal prior to wearing special attire. The board recognizes special situations when a staff member would not dress as he/she would on a normal school day (such as spirit days, work days, field trips, etc.). The principal/supervisor must receive prior approval from the superintendent or his/her designee.

• Male teachers are expected to wear shirts and ties, unless otherwise indicated by the principal.

• Professional dress is expected on staff development days unless otherwise indicated by the type of staff development being offered.

“Dress” items not listed above are at the discretion of the principal/supervisor.

4.2 Professional Ethics Policy GBEB

Staff members should not discuss the weaknesses and strengths of students before the class, in

public places, nor in the teachers' lounges. Staff members must discuss problems between staff

members at any level in confidence and must not discuss such problems with individuals who are

not involved.

4.3 Employee Conduct with Students Policy GBEBB-R

Staff members are expected to use good judgment in their relationships with students both inside

and outside of the school context including, but not limited to, the following guidelines.

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Staff members will not make derogatory comments to students regarding the school and/or staff.

The exchange of purchased gifts between staff members and students is discouraged.

Staff-sponsored parties, at which students are in attendance, unless they are a part of the school’s extracurricular program and are properly supervised, are prohibited.

Staff members will not fraternize, written, verbally or electronically, with students except on matters that pertain to school-related issues.

Staff members will not use insults or sarcasm against students as a method of forcing compliance with requirements or expectations.

Staff members will maintain a reasonable standard of care for the supervision, control and protection of students commensurate with their assigned duties and responsibilities.

Staff members will not send students on personal errands.

Staff members will not give rides to students in their personal vehicles, unless approved by the appropriate administrator.

Staff members will not sign students out of class except for school-related reasons.

Staff members will, pursuant to law and board policy, immediately report any suspected signs of child abuse or neglect.

Staff members will not attempt to counsel, assess, diagnose or treat a student’s personal problem relating to sexual behavior, substance abuse, mental or physical health and/or family relationships but, instead, should refer the student to the appropriate individual or agency for assistance.

Staff members will not disclose information concerning a student, other than directory information, to any person not authorized to receive such information. This includes, but is not limited to, information concerning assessments, ability scores, grades, behavior, mental or physical health and/or family background.

Dating between staff members and students is prohibited.

Staff members will not associate with students at any time in any situation or activity which could be considered sexually suggestive or involve the presence or use of tobacco, alcohol or drugs.

Sexual relations with students, regardless of age and/or consent, are prohibited and will result in dismissal in accordance with state and federal law and board policy.

4.4 Disciplinary Actions Involving Employees Policy GBEB

Sumter School District expects a high level of loyalty, integrity, and conscientious service of its employees. The board expects the staff of the district to strive to set the kind of example for students that will serve them well in their own conduct and behavior and subsequently contribute to an appropriate school atmosphere. The following list includes some of the behaviors that are considered misconduct while on duty on or off district premises. This list is not intended to be all inclusive of behaviors considered to be misconduct.

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• possessing, using, selling, manufacturing, distributing or dispensing any illegal drugs or alcohol while on duty or off district property

• fighting or deliberately harming another

• being absent without approval

• refusing to follow a supervisor's instructions and directions

• failure to adhere to safety and health rules as established by state law and the district

• destroying school property intentionally

• using obscene language which is unsuitable in the school setting

• having any interaction/activity of a sexual nature or intent with a student

• possessing weapons on school property (unless otherwise authorized by law)

• using school property without proper authorization

• behaving in any inappropriate manner to the extent of adversely affecting the employee's ability to perform his/her work and/or disrupting the educational environment

• harassment, intimidation or bullying of a student

To that end, in dress, conduct, including conduct communicated or performed in person, in writing and/or electronically, and interpersonal relationships, all staff should recognize that they are being continuously observed by students, other employees, parents/legal guardians and members of the community and that their actions and demeanor may impair their effectiveness as employees. Disciplinary infractions for continuing contract staff are handled in accordance with the South Carolina Employment and Dismissal Act (Section 59-25-410). Serious offenses could result in immediate suspension leading to immediate termination.

4.5 Staff Conflict of Interest Policy GBEA

Staff members will not engage in any activity that conflicts or raises a reasonable question of

conflict with their responsibilities in the district. Employees will not engage in work of any type

where information concerning customer, client or employer originates from any information

available to him/her through school sources. Professional employees will not sell instructional

supplies, equipment, or reference books in the attendance area served by their school nor will they

furnish the names of students or parents to anyone selling these materials.

4.6 Gifts to and Solicitations by Employees Policy GBEBC

In the interest of preserving a completely professional relationship between employees of this

district and those whom they serve, the board will not permit district employees to sell on district

premises for personal profit products of any kind to other employees or students or patrons of the

school in which they teach.

No organization may solicit funds from employees within the district and the schools nor may they

distribute flyers or other materials related to fund drives through the district and the schools

without the approval of the superintendent. Employees will not be made responsible or assume

responsibility for the collection of any money or distribution of any fund drive literature within the

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district or the schools without such activity having the superintendent's approval. As a matter of

policy, the board expects such activities to be kept to a minimum.

4.7 Purchasing

Employees are not to purchase any material unless the proper procedure for purchasing and

procurement are followed. Employees making purchases without proper authorization will be held

responsible for paying for the material with their personal funds.

4.8 Internet Acceptable Use Policy Policy GBEBDA

The Internet and technology network system in the Sumter School District has been established for limited educational and work-related purposes. The term “educational purpose” includes the following: • classroom activities • career development • limited, high-quality, independent student activities All users are expected to follow the rules set forth in the board-approved acceptable use policy and use the internet in a responsible way at all times. Users must refrain from the following violations: • illegal activities • abuse of system security • use of inappropriate language and abusive communications • invasion of privacy • abuse of resource limits • plagiarism and copyright infringement • improper access to information and materials Disciplinary action may be taken against staff or students whose on-site or off-site electronic communication causes a substantial disruption to the education environment or substantially interferes with another’s rights. Criminal action may be taken if either the on-site or off-site electronic communication constitutes a threat. All users are responsible for their individual account and will take all reasonable precautions to prevent others from being able to use their account. Under no conditions should a user provide his/her password to another person. All users must sign and return an acceptable use and Internet policy agreement to use the Internet and an individual e-mail account on the district network. This agreement must be renewed on an annual basis. Employees will have no expectation of privacy in using district telecommunication devices or use of other electronic communications available in the workplace. All employees must review the policies related to the use of telecommunication devices and submit a signed Telecommunications Use agreement on an annual basis. Failure to comply with the Internet Use and Telecommunications Device Acceptable Use policy may result in suspension of an employee’s user privileges, disciplinary action or both, up to and including termination.

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4.9 Telecommunications Devices Acceptable Use Policy Policy GBEBDA

It is the policy of the board that district-owned telecommunication devices will be used to support

the educational and business requirements of the district. District telecommunication devices will

be used in compliance with all applicable federal, state and local laws and regulations, and in a cost-

effective and ethical manner. This policy also applies to usage of private telecommunication devices

by district employees to the extent utilized for district business or when usage of private

telecommunication devices impacts school or district operations.

Furthermore, it is the policy of the district that the use of telecommunication devices by district

employees in all cases will not interfere with instructional time, activities, supervision of students,

provision of assigned duties, other school-sponsored programs, meetings, in-services or

conferences unless an emergency exists or a reason of personal health or safety is involved.

Telecommunication devices must be utilized in accordance with the following standards.

District telecommunication devices are provided to employees as a convenience for the purpose of conducting district business.

District telecommunication devices such as cell phones are to be used in an ethical and responsible manner. No employee is to use a district telecommunication device for the purpose of illegal transactions, harassment, obscene or offensive behavior, or other violation of district policies.

District telecommunication devices are to be used only for district business. They are not to be used for personal business or commercial purposes. In the event personal communications are made or received on a district telecommunications device such as a cell phone, the employee must reimburse the district for all costs incurred.

District telecommunication devices are to be used in a safe manner. Employees should not use them to call, communicate or conduct district business while operating a motor vehicle, including school or activity buses and district-owned or leased vehicles or privately-owned personal vehicles being used in an official capacity to transport students related to school/district sponsored activities. This standard also applies to private telecommunication devices when operating the above referenced motor vehicles.

District telecommunication devices are valuable and should be handled with care. Loss, theft or damage of a district telecommunication device such as a cell phone must be reported immediately to the user’s supervisor and to the person(s) responsible for telecommunication devices. If loss, theft or damage occurs through negligence, the employee to whom the telecommunication device is assigned will be responsible for reimbursing the district for repair or replacement costs.

If an authorized user does not return a district’s telecommunication device or related equipment when requested, the user will be required to reimburse the district for the purchase price of the equipment.

Employees will have no expectation of privacy in using district telecommunication devices or use of other electronic communications available in the workplace.

Failure to comply with this telecommunication device acceptable use policy may result in

suspension of an employee’s user privileges, disciplinary action or both.

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Section 5: Health and Safety

5.1 Alcohol and Drug Free Workplace Policy ADB

The school district is committed to providing a drug and alcohol free learning environment and workplace. Drug and alcohol abuse in the workplace or at school or in connection with school-sponsored activities on or off school grounds threatens the health and safety of our students and our employees and adversely affects the educational mission of the district.

No employee will unlawfully manufacture, distribute, dispense, possess or use any drug on or in the workplace. "Drug" means any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana or any other controlled substance as defined by the act and regulation cited below.

"Workplace" means the site for the performance of work. That includes any school building or any school premises and any school-owned vehicle or any other school-approved vehicle used to transport students to and from school or school activities. It also includes off-school property during any school-sponsored or school-approved activity, event or function such as a field trip or athletic event where students are under the jurisdiction of the school district.

As a condition of employment, each employee will notify his/her supervisor of his/her conviction of any criminal drug statute for a violation occurring in the workplace as defined above. The employee must notify the supervisor no later than five days after such conviction.

As a condition of employment, each employee must abide by the terms of the school district policy respecting a drug-free workplace.

An employee who violates the terms of this policy will satisfactorily participate in a drug abuse assistance or rehabilitation program approved by the board. An employee who fails to satisfactorily participate in such program will be subject to disciplinary action, including, but not limited to, nonrenewal, suspension or termination at the discretion of the board.

5.2 Staff Health Policy GBGA

The district will not initially hire any person to work in any public school or kindergarten until that person has been appropriately evaluated for tuberculosis according to guidelines approved by the South Carolina Department of Health and Environmental Control. Any person applying for a position in any of the district's schools, including kindergarten, will, as a prerequisite to employment, secure a health certificate from a licensed physician certifying that such person does not have tuberculosis in an active stage. If the district has questions or concerns regarding the physical or mental capability of an employee to perform the essential functions of his/her position with or without reasonable accommodations, the district may require an appropriate health examination. The district may reassign an employee with a chronic communicable disease to a position that limits student/employee contact. Alternatively, the district may place the employee on medical leave if medical judgment substantiates that said employee poses a significant health threat to students and/or other employees. The school board reserves the right to remove or exclude any

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employee whose physical condition would interfere with his/her ability to work or would expose other students or employees to infection.

5.3 Staff Welfare and Protection Policy GBG

The district is obligated by law to defend employees in legal actions resulting from acts done or omitted in good faith in the course of their employment. This requirement applies to civil or criminal actions or special proceedings in the courts of this state or of the United States. Any employee needing legal assistance in a legal action arising out of his/her employment must submit a request in writing to the superintendent. The superintendent will bring the request to the board's attention to determine whether legal assistance will be provided to the employee appropriate and consistent with the intent of the law.

5.4 Reporting Abused and Neglected Students Policy JLF, Policy GBE

Any employee who has reason to believe that a child has been or will be abused or neglected by a parent or guardian is required by law to report this information to Sumter County Department of Social Services or law enforcement. School administrators, guidance counselors, and district social workers are available to assist in suspected cases of abuse and neglect. Employees are also expected to notify the building supervisor that a report of possible abuse or neglect has been or will be made.

5.5 Worker’s Compensation Policy GBGD

All certified, classified, and substitute personnel are covered by workers' compensation through the SC School Boards Insurance Trust. All accidents need to be reported to your immediate supervisor immediately. The Board of Trustees provides Worker's Compensation Insurance coverage through the South Carolina School Board Insurance Trust (SCSBIT) for all district employees. Volunteers who are not employees are exceptions to this policy. The SC Workers' Compensation Law is designed to provide medical and monetary benefits for an employee who sustains an injury arising out of and during the course of his/her employment. The law provides medical care to bring about the earliest possible recovery from the injury, a percentage of salary lost during the injured employee’s disability, and in case of death, compensation for the deceased employee's dependents. Under the Workers' Compensation Law, the school district has the responsibility to provide medical treatment for employees injured on the job. School employees must use those providers specified by the district/SCSBIT. The school district designates medical treatment providers in consultation with and upon the recommendation of the SCSBIT. The injury claim will be reviewed and considered for compensable benefits under the Worker’s Compensation Act. Filing a claim does not guarantee benefits. Your claims administrator will make a determination of compensability based on information obtained. The refusal of an employee to accept any medical, hospital, surgical, or other treatment when provided by the employer will bar such employee from further compensation until such refusal ceases, unless in the opinion of the SC Workers' compensation Commission, the circumstances justified the refusal.

Available sick leave and Workers' Compensation benefits will be coordinated to the extent such leave and benefits are available when an employee is absent from work as a result of accidental

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injury arising out of and in the course of his/her employment. When an accident occurs, the injured employee or his/her representative will notify his/her principal or immediate supervisor and the district office immediately or as soon as possible.

5.6 Universal Precautions Policy GBGA All employees will attend annual Universal Precautions and Bloodborne Pathogens training as required by OSHA. New teachers receive this training during their initial District orientation. Other employees will be scheduled for this training through their immediate supervisor. In addition, all employees will receive an update every year. Questions about the training and/or updates should be directed to your immediate supervisor or to the Personnel Office. Precautions to Prevent the Spread of Infectious Diseases The following precautions can be taken to help protect you from infectious diseases.

Wash your hands with soap and water at regular times during the workday. Avoid punctures with objects that may contain the blood of others. Handle bodily fluids with gloves, and wash hands thoroughly with soap and running water after

handling bodily fluids. Carefully dispose of trash containing sharp objects and bodily wastes. Use special containers with

plastic liners for disposal of materials that contain blood or for any bodily fluids that may contain blood. For disposal of sharp objects, use containers that cannot be broken or penetrated.

Promptly remove another person’s blood and bodily wastes from your skin by washing with soap and water.

Clean surfaces that have blood or bodily wastes containing blood on them according to the guidelines provided by the district in accordance with OSHA guidelines. All school custodians have been trained in the proper method of this type of cleaning and should be used to facilitate the clean-up in these types of incidents.

Employees with acquired immunodeficiency syndrome (AIDS) or human immunodeficiency virus (HIV) should be under no work restrictions in the district, unless medical impairments exist which are so severe as to be a hazard for the employee, district students or other employees. Such employees present no appreciable infection risk to others under normal school working conditions. The district will make decisions regarding appropriate placement of employees known to school officials to have AIDS or HIV infection (upon adequate documentation from the employee's physician) on a case-by-case basis. When an employee has been removed or excluded as provided above, the school board may require a satisfactory certificate from one or more licensed physicians that the employee's presence is no longer a risk to the employee or to others at school. This district will notify other staff and students of the existence of a communicable disease in accordance with regulations and guidelines propounded by the South Carolina Department of Health and Environmental Control. The district will not screen employees for AIDS or HIV infection as a condition for school employment. The identity of any employee with AIDS or HIV infection and any medical record for such an employee will be confidential.

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5.7 Inclement Weather Procedures

During periods of unsafe weather conditions when it may be questionable to hold school, the school district has several options including closing school, opening schools one hour late, or opening schools two hours late. Decisions for any of these options will be announced to the public no later than 5:00 a.m. on the day in question on the following local radio and television stations: WIBZ 95.5 FM, WKHT 93.7 FM, WICI 94.7 FM, WNOK 104.7 FM, WDXY 1240 AM, WTCB 106.7 FM, WCOS 97.5 FM, WLJI 98.3 FM, WWDM 101.3 FM, WHXT 103.9 FM and WMHK 89.7 FM. The television stations used are WIS TV 10, WOLO TV 25, WBTW 13, WACH 6, and WLTX TV 19. Announcements are only made through the media if there is a delay or closing.

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Section 6: Teacher Certification

6.1 Certification Every member of our professional staff must have a valid SC teaching certificate recorded in the personnel office. Salaries are based on the level of certification and years of experience. It is the responsibility of each person to secure his/her own certification from the Office of Teacher Education, Certification and Evaluation and to record it promptly in the personnel office and keep his/her certification current.

6.2 Certificate Renewal It is the responsibility of the individual educator to maintain all verification for certificate renewal. Each educator must accrue 120 certificate renewal points within the five years expiration date of the certificate. Pre-approval of all certificate renewal activities is required. All professional personnel, regardless of degree, must meet the requirements for certificate renewal every five years. Certified staff members who have a permanent certificate must also comply with the State requirements every five years.

6.3 Certificate Upgrades If teachers earn an advanced degree or complete a specified amount of graduate study, they may secure a new teaching certificate that will immediately reflect this change in educational attainment. Teachers may also request that the state department add years of experience to their certificates. The South Carolina Department of Education grants one year of experience credit for 152 days or more of service per school year. In order to add years of experience to teaching certificates, teachers must submit the Experience Verification form found at the South Carolina Department of Education website. The effective date of change for compensation is based on the date recorded on the certificate. For administrative purposes the following rules apply: It is the sole responsibility of the teacher to see that transcripts for credit are sent to the S.C. Office of Teacher Education, Certification and Evaluation by the college/university where the credits are earned. If eligible for a certificate upgrade, teachers must submit a Request for Change/Action Form to: SC Department of Education, Office of Teacher Recertification, Landmark II Office Building Suite 500, 3700 Forest Drive, Columbia, SC 29204. Teachers must request the Office of Teacher Education/ Certification to make changes on certificates such as name, address, or certification class changes. Submit all requests in writing to the Personnel Division to have pay upgraded due to a certificate upgrade. Teachers must also submit a copy of their new certificate reflecting the upgrade, which can be accessed through the South Carolina Department of Education’s website free of charge. Please allow three (3) business days for the Personnel Office to process these requests.

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Section 7: Employee Leave Policy

The continuous presence of employees promotes excellence in the instructional program by ensuring the following: • the uninterrupted continuity of education • greater teacher-student contact time • appropriate role-model emulation • consistent classroom discipline • reduced cost Therefore, the board expects employees to come to work every day. The board recognizes, however, that certain absences are unavoidable. At such times, employees should take leave in accordance with the district’s leave policy and the employee’s school procedures. All leave time allowed by the district must be earned at the prescribed rates and at no time will leave of any kind be advanced to an employee. Furthermore, if an employee is absent from work for any reason, except extended military leave, and has exhausted all his/her FMLA leave and accrued leave, automatic termination of employment will occur whenever the absence from work exceeds 90 consecutive days. However, if the employee has more than 90 days of leave time accrued, then automatic termination of employment will occur after all FMLA and accrued leave have been used.

7.1 Sick leave Policy GCC

An absent employee must furnish Form 302 Absent Employee/Substitute Report setting forth the specific reason(s) for his/her absence. The statement must be turned in to the employee's supervisor within two days after the employee returns to work. An employee will notify his/her immediate supervisor as early as practicable when it is necessary for him/her to be absent. When an employee knows that he/she will be absent for a period longer than five days, he/she should complete and file a request for leave of absence. All full-time employees of the district will accrue sick leave on the basis of one and one-fourth days of sick leave for each month of active service. This will provide 12 days for nine months (180-195 days), 13 days for 10 months (200-205 days), 14 days for 11 months (210-220 days) and 15 days for 12 months (233/240 days). An employee may accumulate up to 120 days of sick leave which is accrued but not used provided that such employee does not violate his/her respective contract. Verification and use of sick leave The use of sick leave may be subject to verification. Specifically, the district reserves the right to require that an employee submit a doctor's statement verifying an illness along with an absence report form when the employee has been on sick leave for more than three consecutive working days. The building principal or employee's immediate supervisor has the discretion to request a doctor’s statement at any time if concerns exist about the employee’s attendance record for work. An employee must submit a doctor’s statement verifying an illness along with an absence report form when the employee has been on sick leave five to nine consecutive working days. In order for the district to provide for the continuity of the educational programs and plan for

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adequate substitutes, an employee who is absent 10 or more consecutive workdays must provide a physician's statement of diagnosis and prognosis so that the district may determine the earliest possible date of return. The employee's immediate supervisor will notify him/her that the employee must provide Form 301 Request for Extended Illness Leave. If the employee does not provide the physician's statement within five workdays following the written notification, the district may terminate his/her employment. Sick leave An employee may use sick leave for absences caused by personal illness. Categorical leave Up to 12 sick days per year may be used as categorical leave for the following reasons: • illness in the immediate family which is defined as spouse, son, son-in-law, stepson, daughter, daughter-in law, stepdaughter, mother, mother-in-law, stepmother, father, father-in-law, stepfather, brother, brother-in-law, stepbrother, sister, sister-in-law, stepsister, grandparents, grandparents-in-law, stepgrandparents, guardian and ward or other relative living in the household at the time of illness and any individual with a special relationship to the employee as approved by the superintendent or his/her designee • religious observances as specified in church doctrine • emergency situations as approved by the superintendent or his/her designee which are characterized by urgency or necessity and requiring immediate attention Discretionary leave Employees, with the exception of 12-month full time staff members, may use up to two days of sick leave each school year as discretionary leave. Discretionary leave can be used by the employee for personal reasons with no explanation required, but the request to use leave should be made at least one week in advance and must be approved by the principal or immediate supervisor. Discretionary leave will not be allowed during the first or last five days of student attendance of each semester, during statewide testing dates, on the day before or after a holiday, or on in-service/workdays without the approval of the superintendent. Bereavement leave An employee may use up to five days of accrued sick leave for the death of an immediate family member as defined in this policy. Emergency leave For emergencies and unusual situations not covered by the leave policies of the district, an employee may request the superintendent's authorization for use of sick leave days. The employee must submit the request in writing through the principal or supervisor to the superintendent. Legal absence An employee should notify his/her principal or immediate supervisor when called for jury duty or subpoenaed. The district will grant an employee leave without loss of pay when he/she is summoned for jury duty or subpoenaed in the line of duty to represent the district as a witness or defendant. Whenever a prospective juror is dismissed before the end of the working day, he/she will return to his/her official duties. When selected for jury duty, teachers, certified personnel at the building level or bus drivers may

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request a postponement to a date that does not conflict with the school term. Military leave Employees may take military leave without loss of pay, seniority or efficiency rating for one or more periods not exceeding a total of 15 workdays in one year. Saturdays, Sundays and state holidays may not be included in this 15 days unless the Saturday, Sunday or holiday is a regularly scheduled workday for the employee. This leave may be taken when the employee is engaged in training or other duties ordered by the governor, the department of defense, the department of the army, the department of the air force, the department of the navy, the department of the treasury, or any other department or agency of the government of the United States having authority to issue lawful orders requiring military service. This leave applies to employees who are either enlisted or commissioned members of the South Carolina National Guard, the United States Army Reserve, the United States Air Force Reserve, the United States Naval Reserve, the United States Marine Corps Reserve or the United States Coast Guard Reserve. In the event an employee is called upon to serve during an emergency, he/she will be entitled to such leave of absence for a period not exceeding 30 additional days. The board expects employees to request their training for a period when school is not in session. An employee seeking leave for annual active duty training must forward a written request, including the appropriate verifying data, to the superintendent no later than 30 days prior to the pre-arranged military activity. Extended military leave Employees who enlist or are called to active duty are eligible for up to five years extended military leave. All provisions of federal law apply to extended military leave (reemployment, benefits, etc.). However, the district is not required to maintain employee benefits for extended leave. Written substantiation of leave under this policy is required. Falsification of reason for leave may be cause for disciplinary action up to and including termination of employment. Application and approval for leave under this policy are made on the leave application form. Organ Donor Leave Employees may take a leave of absence to be an organ donor without loss of pay, time, leave or efficiency rating for one or more periods not exceeding a total of 30 workdays in one fiscal year. Saturdays, Sundays and state holidays may not be included in this 30 days unless the Saturday, Sunday or holiday is a regularly scheduled workday for the employee. An employee seeking leave to be an organ donor must forward a written request, including the appropriate documentation from the attending physician verifying that the employee is the donor, to the superintendent prior to the leave. Termination The district may terminate the employment of any employee who fails to comply with the requirements of this policy and accompanying administrative rule, who fails to report to work at the expiration of authorized leave or who fails to obtain an extension of leave.

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An employee is subject to termination from employment with the district for misstatements of fact and/or misrepresentations of purpose for which leave of absence is desired or on the basis of which sick leave is obtained. The district will not terminate from employment those employees under this policy who have accrued sick leave and who are using it in compliance with this policy for consecutive absences of less than 91 days. Reimbursement for accumulated annual leave under Teacher and Employee Retention Incentive (TERI) program The district will reimburse employees under TERI for unused annual leave at the time of separation from the district. The district will pay the employee for 20 days of vacation days at the employee’s rate of daily pay. Conferences/Training workshops The board believes that it is desirable to provide professional leave for teachers in order to attract and retain faculty who will continue to grow professionally and enhance their service to the public schools of the district. The district may grant temporary leave to an employee for the purpose of attending activities designed to improve employee competency or to improve the instructional or service programs of the district. The superintendent may authorize professional leave for attending state, regional and national meetings, workshops and conferences (including observing in other schools) without pay deduction. The employee must apply for prior approval through his/her supervisor. The superintendent will determine the number of absences allowable for professional leave. Absences will also be subject to budget limitations for employing substitutes and reimbursement for travel, meals and lodging.

7.2 Use of Extended Leave An employee who anticipates taking an extended leave of absence should submit the request for leave to his/her supervisor at least 30 calendar days prior to the effective date of the leave. The leave request must include a statement from a licensed medical doctor giving the expected delivery date or stating the anticipated length of convalescence.

Any employee returning from an extended leave of absence must present a statement from the attending physician certifying the employee's ability to return to a normal work schedule. When the employee makes a request in writing, the superintendent may grant an employee leave without pay for personal illness following the exhaustion of all accrued sick leave; however, if an employee is absent from work for any reason (except extended military leave) and has exhausted all his/her FMLA leave and accrued leave, automatic termination of employment will occur whenever the absence from work exceeds 90 consecutive days. If the employee has more than 90 days of leave time accrued, then automatic termination of employment will occur after all FMLA and accrued leave have been used. Accrued sick leave days, up to a maximum of 120 days, may be used for serious illness in the employee's immediate family which requires the employee to provide care. An employee who anticipates requiring extended leave to provide care for a family member should submit a written

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request on the appropriate district form to their supervisor as far in advance as possible. The request for extended leave for this purpose must include a statement from a licensed medical doctor giving the expected time the employee will be needed to provide care for a family member. The request must be approved by the superintendent or his/her designee. The term "immediate family" includes the following. • spouse • son, son-in-law, stepson • daughter, daughter-in-law, stepdaughter • mother, mother-in-law, stepmother • father, father-in-law, stepfather • brother, brother-in-law, stepbrother • sister, sister-in-law, stepsister • grandparents, grandparents-in-law, stepgrandparents • guardian and ward or other relative living in the household at the time of illness • individual with a special relationship to the employee as approved by the superintendent or his/her designee When the employee makes a request in writing, the superintendent may grant an employee leave without pay for personal illness following the exhaustion of all accrued sick leave. Leave with and without pay will not extend beyond the immediate school year. The district will assign an employee who returns to work the same or similar duties which he/she performed prior to going on leave, if such assignment is in the best interest of the district. If the administration does not consider it to be in the best interest of the district to assign the employee to the position he/she had prior to going on leave or to a similar position, the district will offer the employee a position for which he/she is qualified. The district will place the employee on the payroll at his/her pre-leave salary status. Transfer of Sick Leave An individual employed by the district from another South Carolina school district or state agency may transfer and retain up to 90 days of sick leave that was accumulated with the former employer.

7.3 Family and Medical Leave Act (FMLA) The board will provide leave to eligible employees consistent with the Family and Medical Leave Act of 1993 (FMLA). Eligible employees are entitled to up to 12 workweeks of unpaid family and medical leave in any 12-month period. FMLA also includes a special leave entitlement under the 2008 National Defense Authorization Act that permits eligible employees to take up to 26 weeks of leave during a 12-month period to care for a covered service member injured during active duty. Additionally, FMLA leave can be used for “qualifying exigencies” arising out of the fact that a spouse, child or parent of the employee has been called to active duty in the National Guard or Reserves. Eligibility An employee who has worked for the district for at least 12 months is eligible for 12 workweeks of FMLA leave during a 12-month period provided the employee worked at least 1,250 hours in the 12 months preceding the beginning of the leave. FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period.

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For purposes of FMLA leave, a 12-month period is the district’s fiscal year. The 12 months of employment need not be consecutive months. An eligible employee may take FMLA leave for any of the following. • birth of a child

• adoption or foster placement of a child

• serious illness of an employee's spouse, parent or child

• employee's own serious health condition that keeps the employee from performing the essential functions of his/her job

• a family member (spouse, son, daughter or parent) is on active duty or has been called to active duty for any qualifying exigency as defined in federal regulation

Under the 2008 National Defense Authorization Act, a provision known as the Service Member Family Leave allows an eligible employee who is the spouse, son, daughter, parent or next of kin (nearest blood relative of the individual) of a covered service member to be entitled to a total of 26 workweeks of leave in a single 12-month period to care for the service member with a serious illness or injury incurred in the line of duty on active duty. Leave under this paragraph is available only during a single year. During that year, the employee is entitled to a combined total of 26 workweeks of leave under this policy. A serious health condition is one involving continuous treatment by a healthcare provider that results in a period of incapacity of more than three consecutive calendar days and involves visits to a healthcare provider and/or extensive treatment. Such conditions as asthma and diabetes are included in this definition.

FMLA leave is unpaid. However, an employee may elect, or the district may require, an employee to use accrued paid vacation, personal, family or medical or sick leave as offered by the district, concurrent with any FMLA leave. All forms of paid leave offered by the district will be treated the same, regardless of the type of leave substituted. An employee cannot compel the district to permit the employee to use accrued medical/sick leave in any situation under which the leave could not normally be used. FMLA and spouses employed by the school district A husband and wife who are both eligible for family and medical leave and are employed by the district may be granted family and medical leave only for a combined total of 12 workweeks of leave per year when the leave is taken for the birth, foster placement or adoption of a child or to care for the child after birth, foster placement or adoption or to care for a parent with a serious health condition. A husband and wife who are both eligible for family and medical leave and are employed by the district may be granted family and medical leave only for a combined total of 26 workweeks of leave per year if the leave is taken to care for a covered service member. Intermittent and reduced leave Intermittent leave is leave taken in separate blocks of time due to a single illness or injury.

Reduced leave is a leave schedule that reduces an employee's usual number of hours per workweek

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or hours per workday. Intermittent or reduced leave is available only for the employee's own serious health condition or to care for a seriously ill spouse, child or parent or for a serious injury or illness of a covered service member which requires treatment by a healthcare provider periodically, rather than for one continuous period of time. Such leave may not be used for the birth or adoption/placement of a child. The employee who wishes to use intermittent or reduced leave must have the prior approval of the district. Although the district and employee may agree to an intermittent or reduced leave plan, the employee who uses family leave is not automatically entitled to use such leave on an intermittent basis or on a reduced leave schedule. The district may provide such leave for medical leave, but the district may transfer the employee to a position which is equivalent, but more suitable for intermittent periods of leave. The employee must furnish the district with the expected dates of the planned medical treatment and the duration of the treatment. The superintendent must authorize such leave in writing. FMLA and benefits The district will maintain the employee's health coverage under the district's group health insurance plan during the period of FMLA leave. The employee should make arrangements with the district to pay the employee's share of health insurance (e.g. family coverage) prior to the beginning of the FMLA leave. Increases in premiums or deductibles that apply to active employees also apply to employees on FMLA leave. An employer may drop coverage for an employee whose premium payment is late only after providing written notice to the employee that the payment has not been received. This notice must be mailed to the employee at least 15 days before coverage is to end and will advise that coverage will be dropped 15 days after the date of the letter unless payment has been received. The employee will not lose any other employment benefit accrued prior to the date on which leave began but is not entitled to accrue seniority or employment benefits during the leave period. Employment benefits could include group life insurance, sick leave, annual leave, educational benefits and pensions. Notice of FMLA When the FMLA leave is foreseeable, the employee must notify the district of his/her request for leave at least 30 days prior to the date when the leave is to begin. If the leave is not foreseeable, the employee must give notice as early as is practical. When the employee requests medical leave, the employee must make reasonable attempts to schedule treatment so as not to disrupt the district's operations. The district may deny the leave if the employee does not meet the notice requirements.

Designation of leave as FMLA leave The district must designate the leave as paid or unpaid FMLA leave within five business days of learning that a FMLA reason supports the leave. The district must also provide other written information concerning the employee's rights and obligations under FMLA. If the district does not make the designation on time or provide appropriate information, the absence will not count against the employee's FMLA entitlement. Certification The district may require the employee to provide certification from a healthcare provider

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containing specific information required under the law if he/she requests a medical leave. If there is a question concerning the validity of such certification, a second and if necessary, a third opinion can be required, both at the expense of the district. Upon the employee's return to work, the district will require that the employee present a fitness statement from the employee's healthcare provider certifying that the employee is able to return to work. Restoration When the employee returns from leave, the district will restore the employee to the same or an equivalent position with equivalent benefits, pay, terms and conditions of employment in accordance with board policy. The employee's right to return to the same or an equivalent position is contingent upon the employee's continued ability to perform all the essential functions of the job. An equivalent position is one that is the same or substantially similar in duties, responsibilities, conditions, privileges and status as the original position. Under certain circumstances, the district may deny restoration to a key employee. The district will comply with the notice requirements of the FMLA in denying restoration. A key employee is one who is among the highest paid 10 percent of the employees and whose absence would cause the district to experience a substantial and grievous economic injury. The district is entitled to recover healthcare premiums paid during the leave if the employee fails to return from leave. However, recovery cannot occur if the employee fails to return because of the continuation, recurrence or onset of a serious health condition or due to circumstances beyond the control of the employee. In complying with the FMLA, the district will adhere to the requirements of the Americans with Disabilities Act as well as other applicable federal and state laws. For further information, please refer to administrative rule GCC-R.

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Section 8: Employee Benefits and Insurance

Information on the following state sponsored plans is available through the Personnel office:

Health Dental/Dental Plus Vision Dependent Child Term Life Insurance Dependent Spouse Term Life Insurance Optional Term Life Insurance Supplemental Long-Term Disability Insurance Long Term Care Money Plus Premium Dependent Care Medical Spending Accounts Health Savings Accounts

Eligible Dependents An Eligible Spouse

• Is a lawful spouse or • A former spouse who is required to be covered by a divorce decree.

You may cover your current spouse or your divorced spouse, but you cannot cover both spouses. An Eligible Child - Health, Dental, Dental Plus and Vision

• Must be younger than age 26 • Must not be eligible for a group health plan sponsored by an employer (either as an

employee or as a spouse) • Must be the subscriber’s natural child, adopted child (including child placed for legal

adoption), stepchild, foster child, a child for whom the subscriber has legal custody or a child the subscriber is required to cover due to a court order.

-A foster child is a child placed by an authorized placement agency with the subscriber, who is a licensed foster parent.

-A child for whom the subscriber has legal custody is a child for whom the subscriber has guardianship responsibility, not merely financial responsibility, according to a court order or other legal document.

If you and your spouse are both eligible for coverage, only one of you can cover your children under any one plan. However, one parent can cover the children under health, and the other can cover the children under dental. Eligible Child for Dependent Life Insurance According to the Patient Protection and Affordable Care Act, as amended by the Health Care and Education Reconciliation Act of 2010, a child age 19-25 does not need to be certified as a full-time student or an incapacitated child to be covered under his parent’s health, dental or vision insurance. However, according to state law, a dependent child, age 19-24, must be a full-time student to be covered under Dependent Life-Child Insurance. To file a claim under Dependent Life-Child for a child ages 19-24, a subscriber must obtain a statement on letterhead from the educational institution the child was attending that verifies he/she was a full-time student and

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gives his/her dates of enrollment. The statement should be given to the subscriber’s BA, who will send it to MetLife with the claim form. To file a claim for an incapacitated child, the subscriber must give certification of incapacitation to his/her BA, who will send it to MetLife with the claim form. Please note: If a child is found to be ineligible for Dependent Life-Child coverage, benefits will not be paid. An Incapacitated Child You can continue to cover your child who is age 26 or older if he/she is incapacitated and you are financially responsible for him. To cover your dependent child who is incapacitated, he/she must meet these requirements:

• The child must have been continuously covered by health insurance from the time of incapacitation

• The child must be unmarried and must remain unmarried to continue eligibility • The child must be incapable of self-sustaining employment because of mental illness,

retardation or physical disability and must remain principally dependent (more than 50 percent) on the covered employee, retiree, survivor or COBRA subscriber for support and maintenance. Incapacitation must be established no earlier than 90 days before the child’s 26th birthday (or before the child’s 19th birthday for him/her to be covered under Dependent Life-Child) but no later than 31 days after the date he/she is no longer eligible for coverage as a child. Documentation Needed To Carry Dependents You will need documentation when you add someone to coverage. Example: Spouse: Marriage License,

Child(ren): Birth Certificate that lists the employee as parent. Dependent Audit The State is in the process of auditing ALL employees’ that carry ANY type of insurance on a dependent. The audit requests that documentation be provided for a spouse or child that you are carrying on any type of benefit. For a spouse you will need to send them a marriage license and a copy of the front page of your tax return (if you file jointly, copy of each tax return if you file separate.) For a dependent child you will need to provide them with a copy of their birth certificate that list the employee as parent. This documentation must be sent back to the state with a copy of the audit letter that was sent to you. If it is not returned to them by the deadline date on the paperwork, your dependent will be terminated from all coverage. You would have to wait until the next open enrollment to add them back with proper documentation. To order a Marriage License/Birth Certificate from another state: http://www.cdc.gov/nchs/w2w.htm To order a Marriage License/Birth Certificate from SC: www.scdhec.gov/administration/vr/index.htm. Insurance All full-time permanent employees must complete a Notice of Election Form. Part-time permanent teachers working 15-30 hours per week qualify for state health & dental insurance – at a much higher rate than full time. Important Insurance Rules: 31 Day Rule – Employees have 31 days from one of the following occurrences to meet with the

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District Benefits Coordinator and sign the form to add or drop coverage for Birth, Death, Marriage, Divorce, Adoption or Placement, Involuntary Loss of Coverage or Gain of Coverage. Open Enrollment – Is available every Odd Year Only in October Only. Paperwork must be done in October and the change becomes effective the following January (Add or Drop) Employees may add/drop health or dental coverage for themselves and/or their eligible dependents. Annual Enrollment –Is available every Even Year in October. Paperwork must be done in October and the change becomes effective the following January (Switch Plans). No adding or dropping dependents or coverage just switching plans. Preexisting Condition Information: Any medical condition, regardless of the cause of the condition, for which medical advice, diagnosis, care or treatment was recommended or received by a licensed health care provider or practitioner in the six months preceding the covered person’s enrollment date in the Plan. Benefits for a preexisting condition are payable only for treatment rendered 12 months after the enrollment date of a covered person or 18 months after the enrollment date for a late entrant. Certification of prior continuous coverage (coverage with a break of no more that 62 days prior to the enrollment date) can be applied toward the waiting period for services related to a preexisting condition to be payable. Pregnancy does not constitute a preexisting condition. Information Needed On The Creditable Coverage Documentation for Health and/or Dental: A copy of the creditable coverage letter from the prior carrier should state the type of coverage, the beginning date of the coverage, the ending date of the coverage (or indicate still effective), and must list the dependents covered by name and social security number. You are responsible for obtaining and submitting a certificate of creditable coverage with your enrollment form. If you or a dependent has a pre-existing condition and you/or the dependent had prior health coverage you should get this letter from you current/previous carrier. Former Spouse/Divorce: When a divorce is final, the subscriber must drop the former spouse from all programs, unless a divorce decree or court order requires him to continue to cover the former spouse. The divorce decree or court order must stipulate the programs under which the former spouse should be covered. A copy of the entire divorce decree or court order must be attached to the NOE, whether the employee is dropping coverage for the former spouse or is covering the former spouse because of the decree or court order. A divorce decree or court order, directing an employee to cover his former spouse, does not generally constitute a special eligibility situation for that employee if he declined coverage previously and is not currently enrolled. A covered employee cannot cover both the current spouse and a former spouse under a particular plan at the same time; only one or the other Standard Plan and the Savings Plan MEDI-CALL: Participation in Medi-Call is mandatory if you are enrolled in the Standard Health Plan or in the Savings Plan. You can reach Medi-Call by phone from 8:30 a.m. to 5 p.m. Monday through Friday. The fax line can be used 24 hours a day. If you do fax information to Medi-Call, provide basic information so the approval process can begin. Be sure to include your name, your identification number, a note about the treatment requiring approval and a telephone number where you can be reached during business hours. 800-925-9724 (South Carolina, nationwide, Canada) 803-699-3337 (Greater Columbia area)

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803-264-0183 (fax) You must contact Medi-Call at least 48 hours or two working days, whichever is greater, before receiving these medical services at any medical facility in the United States or Canada:

You need inpatient care in a hospital Your pre-authorized outpatient services result in a hospital admission (You must call again

for the hospital admission.) You need outpatient surgery for septoplasty, hysterectomy or sclerotherapy You need a MRA, MRI or CT Scan You will be receiving chemotherapy or radiation therapy You are admitted to a hospital in an emergency (Your admission must be reported within

48 hours or the next working day.) You are pregnant (You must call within the first three months of your pregnancy.) An extra

$200 penalty if you do not call in the first trimester. You have an emergency admission during pregnancy Your baby is born Your baby has complications at birth You are admitted to a skilled nursing facility, need home healthcare, hospice care or an

alternative treatment program or need durable medical equipment You or your covered spouse decides to undergo any In Vitro Fertilization procedure You or your covered family member needs to be evaluated for a transplant You need inpatient rehabilitative services and related outpatient physical, speech and

occupational therapies A pre-authorization request for any procedure that may potentially be considered cosmetic

in nature must be received in writing by Medi-Call seven days before surgery (i.e., blepharoplasty, reduction mammoplasty, TMJ or other jaw surgery, etc.)

Medi-Call approval does not guarantee payment of benefits. Claim payments are still subject to the rules of the plan. If you do not call Medi-Call in the required situations, you will pay a $200 penalty for each hospital or skilled nursing facility admission. In addition, the coinsurance maximum will not apply. In other words, you will continue to pay your coinsurance, no matter how much you pay out-of-pocket. If you do not obtain pre-authorization from Companion Alternatives, no mental health or substance abuse benefits will be paid. When coverage ends: Insurance coverage will end the last day of the month in which you terminate employment with the district. In certain situations, you may be eligible for a limited extension of benefits under the federal legislation know as COBRA. Employees may make an appointment with their designated Benefits Administrator for more information about employee benefits and insurance. Employees may also download the current Benefits Guide located on the district’s website at http://sumterschools.net. The link to this guide is: http://www.peba.sc.gov/assets/insurancebenefitsguide.pdf The most current information regarding the state’s health plan can be found at http://www.peba.sc.gov/index.html.

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Section 9: Retirement

All permanent, full-time employees are required to participate in a retirement plan South Carolina Retirement System (SCRS) or The Optional Retirement Program (ORP). Part-time and temporary employees may participate or they may non-elect membership. If you have money on account with the retirement system, you are required to participate.

South Carolina Retirement System – Class II Employees Hired BEFORE June 30, 2012: The South Carolina Retirement System (SCRS) is a defined benefit plan. In a defined benefit plan, the state bears the investment risk and provides a guaranteed monthly pension based on a statutory formula, not on your account balance. A Quick Look at SCRS (8.17 % of your gross salary is withheld from each paycheck – The district will send the base rate of 10.6%) SCRS is the traditional retirement plan for state and public school district employees, and employees of counties and cities that elect to participate in the Retirement Systems.

If you select SCRS, your employee contributions will be placed in an account in your name that earns 4 percent interest per year.

SCRS provides members a guaranteed monthly pension based on a formula that includes average final compensation, years of service, and a 1.82 percent benefit multiplier.

You must have a minimum of five years of earned service to be eligible to receive a retirement annuity. Once you retire, your annuity will be paid to you monthly.

If you terminate employment and receive a refund of your contributions, your employer’s contributions will not be refunded to you.

Service Retirement Eligibility: Normal Retirement (Unreduced Benefit) -28 Years of Service, five years of which must be earned; OR Age 65 with five years of earned service.

Early Retirement (Reduced Benefit): Age 60 with at least five years of earned service. Your benefit is permanently reduced 5 percent for each year of age less than 65; OR Age 55 or older with 25 years of service, five years of which must be earned. Your benefit is permanently reduced 4 percent for each year of service less than 28. Cost-of-living adjustment restrictions apply.

South Carolina Retirement System – Class II Employees Hired AFTER June 30, 2012: The South Carolina Retirement System (SCRS) is a defined benefit plan. In a defined benefit plan, the state bears the investment risk and provides a guaranteed monthly pension based on a statutory formula, not on your account balance.

A Quick Look at SCRS (8.17 % of your gross salary is withheld from each paycheck – The district will send the base rate of 10.6%) SCRS is the traditional retirement plan for state and public school district employees, and employees of counties and cities that elect to participate in the Retirement Systems.

If you select SCRS, your employee contributions will be placed in an account in your name that earns 4 percent interest per year.

SCRS provides members a guaranteed monthly pension based on a formula that includes average final compensation, years of service, and a 1.82 percent benefit multiplier.

You must have a minimum of eight years of earned service to be eligible to receive a retirement annuity. Once you retire, your annuity will be paid to you monthly.

If you terminate employment and receive a refund of your contributions, your employer’s

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contributions will not be refunded to you.

Service Retirement Eligibility Normal Retirement (Unreduced Benefit) Meets Rule of 90 requirement. This means that your age and your years of service must add up to 90. For example, a member who is 56 years old and has at least 34 years of service, eight years of which must be earned, would be eligible for normal retirement (56+34=90). OR Age 65 with eight years of earned service. Early Retirement (Reduced Benefit) Age 60 with at least eight years of earned service. Your benefit is permanently reduced 5 percent for each year of age less than 65; or

State Optional Retirement Program The State Optional Retirement Program (State ORP) is a defined contribution plan. In a defined contribution plan, you invest your funds within the plan’s investment choices and then bear the risk, or enjoy the benefit, based on the performance of your investments. Your retirement benefit is based on the balance in your account when you retire. A Quick Look at State ORP (8.17% of your gross salary is withheld from each paycheck – The district will match 5% and both are sent to the ORP vendor that you choose and it will be invested in the funds you choose.)

State ORP is an alternative to SCRS.. If you select State ORP, an account is established in your name through the invester

provider you select. Your employee contributions and a portion of your employer’s contributions accumulate in your account and are invested in the investment products you select from the products offered through your investment provider.

Your retirement benefit will be based on the balance in your account when you retire. Once you retire, you may choose from a variety of payout options, including single-sum

withdrawals, or a guaranteed monthly pension benefit based on your account balance at the time payments begin.

State ORP also provides portability of the money in your account, which includes the contributions made by you and your employer, and the investment earnings.

Eligibility For Service Retirement: You must file an application with the Retirement System to retire; it is not automatic. You must contact the Retirement System at: Phone: 803.737.6800 or

888.260.9430 or Web site: http://www.peba.sc.gov/retirement.html. Private Investments: This is an agreement between you and the Vendor. All Employees that receive a payroll check from Sumter School District are eligible to participate in available voluntary 401K, 457 and 403(b) tax deferred savings programs. See the benefits office for a current list of participating vendors. If you sign up for one these programs, Sumter School District will withhold the amount of money you choose and submit it to the vendor the rest is between you and the vendor. For more information on the South Carolina Retirement System or the State Optional Retirement

Program, please visit http://www.peba.sc.gov/retirement.html.

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Please contact the Office of Human Resources if you have any questions or

concerns about the district policies. We appreciate your service to the district

and our students.