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Standard Operating Procedures

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Presentation on theme: "Standard Operating Procedures"— Presentation transcript:

1 Standard Operating Procedures
Guidelines and Support

2 Employee Self-Service (ESS) System
This online system allows staff to access the Leave, Calendar and Hourly Timecard applications, as well as requests for Agency-Directed Travel and Room Scheduling. Additional features allow staff to view Job History and License Status, along with copies of W-2 forms and paycheck or direct deposit history. From this online system staff can also update their address and emergency contact info. The link for this ESS system is Please save this link in your favorites/bookmarks! If there are questions about the ESS system or staff have difficulties logging in to the system, please contact Kathy in the HR Office at x6748.

3 EMPLOYMENT CALENDAR Calendars for returning staff should already be completed New staff complete calendar at orientation The online calendar link is available through the Employee Self Service (ESS) System. The login for this system can be found at: A tip sheet for completing the online calendar is available by clicking on the blue question mark at top of the calendar page. Employee completes calendar in consideration of: District calendar(s) Region Meeting Schedule Agency needs/services When calendar is approved by RA or supervisor, employee receives an and an online record is created Employees may print a paper copy of the calendar if needed A copy of the calendar is maintained in the personnel file Calendars for were to be completed before end of prior year ( ). Supervisors and/or support staff will be following up on those calendars still to be completed.

When it is necessary to change your employment calendar to accommodate agency/school needs, complete a calendar change request form using the online calendar link Calendar changes are to occur within the same work year A non-work day may not be changed to a work day for the purpose of taking leave Change requires RA/supervisor approval. When submitting change request, remember to include reason for the change. The reason is to be updated with each request. When change request is approved, employee receives an and an online record is created

5 SCHEDULES Weekly schedules must be submitted and/or readily available to the supervisor and secretary. Schedules need to be current and accurate and are to include work locations. When it’s necessary to provide direct services on a non-work day to meet a client need, it’s important staff request a calendar change (to a half day or full day) or both the supervisor and secretary of the need to work before the work occurs. This helps ensure staff are covered under Agency insurance and are eligible for reimbursement of business expenses that may be incurred during that time. Notify secretary of “out of assignment” events in case of emergency* Voice mail should also reflect changes of schedule** *Very important! **Voice mail – Grant Wood Way – Greeting should be updated on daily basis and include enough information so that callers have some idea how soon they can expect their message to be heard and the call returned. Use professional discretion re: amount of detail to include on greeting.

6 PHONE Voice mail guidelines Checking voice mail
Phone and voice mail basics available online at Greeting Checking voice mail Regular basis – each work day Inside the agency Press “voice mail” button on phone, or Dial “6555” using any phone in the agency and press # Outside the agency Dial or , follow prompts Greeting: Sample greetings available from Tech Support Voice Mail tips: Quick reference guides are available from the Tech Support section of the Staff Portal web page. Introduce the purpose of your message: Hi, this is……at ext. xxxx I have a Q I have 3 items I am responding to your ? about FYI – no need for response Thank you.. Again, this is …. at…….ext. xxxx

7 CLAIMS REIMBURSEMENT Reimbursement at 39 cents per mile
Submit claims for mileage online at Reimbursement at 39 cents per mile Also submit claims for non-mileage expenses online Examples of non-mileage expenses: Meals during out-of-area Agency travel Other Agency-directed travel expenses such as lodging On occasion, approved supplies purchased out-of-pocket when there is not adequate time to process a purchase order for unique specialty items Maximum reimbursement is $50 for total cash purchases made on the same day. **First option for general office supplies is to obtain items through your region secretary. Receipts for non-mileage claims: Nice: please note claim number, name on the receipt. Very Nice: tape little bits of paper to a bigger sheet so the little bits don’t get lost

8 ….Claims Reimbursement….
Receipts are required for all on-line claims excluding meals Meal expenses for out-of-area business travel are reimbursed at per diem rate established by Gov’t Services Administration (GSA). GSA Quick Reference located at top of reimbursement claims system screen. Reimbursement for cell phone at 13 cents per minute not to exceed $30 per month (the $30 max may include a monthly reimbursement of up to $5 for text messages) For detailed instructions of reimbursement system see reference guide available on the HR & Business Services Google site In some instances, the GSA per diem rate may exceed the actual expense, however if the Agency did not reimburse on a per diem basis, all meal expense claims would require receipts.

9 …Mileage reimbursement…
Staff assigned to the same building/location Monday-Friday are not reimbursed for mileage to and from home (considered a commute by the IRS and therefore not eligible for reimbursement). For itinerant staff assigned to multiple buildings – mileage is reimbursed from assigned Agency Center to site (or home to site – whichever is less) Mileage driven between first and last assignments is reimbursed. Mileage from the assigned Agency Center to and from home is not to be reimbursed (considered a commute).

10 ….Timelines for claims….
Employees are advised to submit claims on a monthly basis – by last working day of each month. Claims submitted more than 6 months after expenses incurred are not eligible for reimbursement. Payment for approved claims is made the second Wednesday of each month. Claims are to be submitted in a timely manner (Policy 7381-A,…), no later than 6 months of incurring the expense

11 LEAVE FORMS Employee Leave Form Professional Leave Request
Professional Leave Reimbursement Form Agency Directed Travel Request

12 EMPLOYEE LEAVE FORMS Used for absences that occur on scheduled work day Leave types include personal leave, emergency leave, illness (personal or family), bereavement, jury duty and leave without pay. Report absence to Secretary Leave forms to be completed using the online ESS system at Tip sheet for completing online leave forms is available by clicking on the blue question mark at top of the leave form web page. For scheduled absences, leave form to be completed prior to absence for RA/supervisor approval For unscheduled absences, leave form to be submitted immediately upon return to work (no later than one week following absence)** Upon approval of the leave request, employee will receive from the leave system and an online record will be created Refer to Master Contract agreements for number of days available for leaves and to the Business Services and Human Resources Procedures Manual that can be located under Staff Information on the GWAEA Home Page. For sick leave, identify who is ill – to ensure compliance with Master Contract – not how ill ** Since leave balances are available on-line, important that leave forms are filed in a timely manner – that way when you check your balance it will be accurate. ** Completion of the online leave form should automatically update the leave balances available.

To promote and support professional growth Must be job-related and timely application is required* Request form is available using the online ESS system at Request to be completed and submitted 15 Agency Days prior to event Upon approval by RA/Supervisor, request is submitted for executive approval Executive approval to employee within 10 Agency days 15 Agency days, 15 Agency days, 15 Agency days! Full-time contracted staff receive up to 3 days of professional leave and an amount of $400 per year. May carry over from one contract year to the next unused leave days, up to 5, and unused expense allotments, up to $2,000 For classified staff, at least one work day is available for professional growth opportunities (not to exceed 3 days) Need approval for all requests

14 ….Professional Leave Request….
Contracted Staff For eligible purchases listed in the Master Contract (professional journals, books, computer software and DVD’s/CD’s), purchases must be made by March 1, are treated as taxable income and paid through payroll. Up to $400 per work year may be reimbursed for these items. Employees may request reimbursement for technology equipment/ materials that are not already provided by the Agency. Employees are to attach with the request a written explanation of job-related need for the requested item. Upon approval, purchases must be made by March 1, are treated as taxable income and are paid through payroll. Up to $150 per work year may be reimbursed for these approved purchases. When professional leave monies are used for tuition reimbursement, the coursework is not eligible for salary lane change advancement. Technology equipment/materials that may be eligible for approval are those not already included in core or not provided/assigned by the Agency for individual employee use. If, for example, employees participating in 21st Century Skills initiatives have been provided a device for individual use, those items would not be eligible for reimbursement for those employees. Technology equipment/materials desired for remote work site use are the responsibility of the employee and are not eligible for professional leave or expense reimbursement. In addition to materials/equipment, professional leave dollars are available for other approved professional growth expenses (conferences, workshops, license fees, course tuition, etc).

15 ….Professional Leave Request….
To be eligible for reimbursement, approved equipment and materials are to be purchased no later than March 1, or at least 3 months prior to leaving the Agency, whichever is first. The March 1 timeline is also a consideration for other expenses (including conferences, license fees and professional dues), and these requests are evaluated on a case-by-case basis. The March 1 timeline helps to establish the job-related nature of expense. Total amount of request is not to exceed the balance available at the time expense was incurred. March 1 timeline is strictly applied to purchase of equipment and materials. As much notice as is reasonably possible improves the likelihood an eligible reimbursement may be granted.

Employee makes personal payment for approved activities and expenses After event, employee submits reimbursement request form using the online ESS system at Employee is to forward to Secretary necessary receipts. (Meals and mileage do NOT require receipts.)

Travel is directed by RA/Supervisor (specify if travel is directed by someone other than own RA/Supervisor) Travel form available online at: Complete and submit form at least 5 days prior to departure Approval required before departure Expenses submitted on electronic claim system PLEASE: specify if travel directed by someone else – on a state committee, an Agency committee, an Agency project….

18 …Agency directed travel…
Overnight stays may be approved for business travel when meetings extend beyond one work day or for evening travel when a 1-day meeting begins before 8:30am. For Agency business travel in the Des Moines area, both agency-directed and professional leave travel, employees are to stay at one of the 4 approved hotels in the Des Moines/Ames area. When contacting hotel for reservations, employee is to notify hotel you are with GWAEA for the $55 state rate. Contact Region Secretary for list of approved hotels and assistance with payment related to lodging expenses. Very important to use approved hotels because employees are not eligible for lodging reimbursement at unauthorized hotels, except under extenuating circumstances that would require prior approval from an executive administrator. The $55 rate at the 4 approved hotels extends to GWAEA employees for personal use when ‘state rate’ rooms are available. Just call the hotel and let them know you are a GWAEA employee and eligible for the $55 rate. Blackout dates include State Fair and Drake Relays. Note: One of the approved hotels, Comfort Suites, will be closed for renovation from Nov 2014 through May 2015, so lodging available at this location up until Nov and then not again until after renovations completed in May. Additional options for approved hotels continue to be explored, and updates will be provided when available.

19 Supplies/Materials Requests
It’s important to ensure appropriate use of public funds. The primary option for office supplies/materials is to obtain needed items through the normal purchasing process through the Region Secretary:  a) purchase orders and b) online orders through the competitive pricing vendors. Paper products are not to be supplied for internal staff meetings. These meeting expenses are to follow same guidelines as food items (only allowed to use Agency funds if a registration fee covers costs or when 50% of attendees are LEA or non-GWAEA staff). Toner/inkjet cartridges are only to be supplied for Agency-owned printers (those housed at an Agency Center or LEA). Agency costs for toner/inkjet cartridges have been extensive in prior years and necessary to monitor these expenses on ongoing basis.

20 Purchase Order Requests
For general office supplies, contact your Region Secretary For other items, work with Region Secretary to initiate a PO request Provide needed information regarding purchase Submit purchase request to Region Secretary for supervisor approval Upon approval, Region Secretary will initiate purchase order or online order as appropriate.

21 AGENCY CLOSINGS If an Agency Center closes for emergency purposes, a voice mail message notification will be sent to all staff voice mail boxes. In addition, staff will be alerted through the SchoolReach automated telephone system through cell and/or home phone numbers as provided by employees. When an Agency Center closes, employees are to discuss with their supervisor options for making up work time missed during the closing. Options may include: Calendar change Emergency leave Personal leave Leave without pay These 4 options are also available when schools close due to weather or other emergency purposes, as approved by supervisor.

22 .…Agency Closings…. Contracted Staff may also have option to request comp time that was previously earned and approved by supervisor. Full-time Classified Staff may also have option to use vacation, work a longer day within the 7-day pay cycle or make up the work time on a weekend. Requests for making up the work time (calendar change, leave, adjusted schedule, etc.) are subject to supervisor approval.

23 TIME SHEETS CONTRACTED: Time sheets are used only when you are a new employee to the agency and your contract has not yet been signed or for added days or Teacher Quality CLASSIFIED: Use online Payroll Time Card System Employees are to enter time worked on a daily basis. Employees are to certify their weekly timecards by the end of their work day on Friday each week. Employees are to obtain prior supervisor approval for any change in the regular work schedule.

24 COMP TIME Contracted Staff Employees are contracted for a professional service that often does not lend itself to a specifically-defined day. Employees are to provide weekly schedule information to the supervisor (this info is to include work locations). Comp time may be earned when there’s a need for staff to work outside of Agency business hours for direct service client interactions. Common examples for earning comp time include IEP meetings, parent/community meetings, CISM support, presentations/ workshops beyond the workday, client visits that occur over the week-end, etc. Time not spent directly with clients, such as office activities, paperwork, reports, professional reading, etc. is not eligible for earning comp time. The Agency is interested in providing flexibility to accommodate and support the varying schedules and needs of both Agency services and employees. It’s important that comp time be administered consistently to ensure that quality of Agency services is maintained and the mission and needs of the Agency are not compromised. Paperwork and reports include FBAs, BIPs, IEPs, IFSPs, IPlans, which are not eligible for earning comp time. Employees are encouraged to contact their supervisor if there are times they have questions or concerns about balancing their workload or documentation responsibilities. (Strategies for prioritizing or managing the workload and/or words of appreciation and understanding go a long way.)

25 Comp Time, continued In order to earn and use comp time, employee is to notify supervisor of need to provide services off-hours on the weekly schedule or contact supervisor before working off-hours activity to request approval. notice is encouraged for documenting the comp time request and the supervisor approval. If employees are unable to notify their supervisor ahead of time of the need to provide services off-hours, supervisor may consider request when received and approval will depend on the circumstances. It’s important employees give notice as soon as possible. When employees provide advance notice of the request and no response is received from the supervisor before the off-hours services are to be provided, then tacit approval has been granted to earn the comp time.

26 Comp Time, continued Comp time is to be earned and used in increments of 30 minutes. As general rule, comp time is to be taken in same year it was earned. While not required, best practice would encourage employees to balance the professional time provided to their clients when using comp time (if comp time was earned with Client A then consider using the comp time for Client A to the extent possible). No more than 16 hours of comp time are to be used consecutively. Additional comp time guidance and scenario references jointly developed by the Agency and Association are available at

27 Comp Time, continued Classified Staff
Any change from regular schedule requires prior supervisor approval. Assigned work in excess of 40 hours per week is considered overtime. Employees may be granted comp time in lieu of overtime. As general rule, comp time is to be taken in same year it was earned.

28 EXTENDED SCHOOL YEAR Provide data at conclusion of service
Collect data 9 weeks following service Need measurable baseline EYSE conferences by February or March Consider summer options for services (calendar change 1 day = 8 hours) Frequency, Duration, Location Documentation for 9-week follow up very important to provide on timely, consistent basis. Location and service: Not necessarily individually or in home, if didn’t receive it before. Prepare parents for school site. Agency will try to arrange providers, but be prepared to provide

29 POLICIES & PROCEDURES Conflict of Interest
The Board is committed to assuring Agency employees provide services to clients for which they are eligible. Conflict of interest is of special concern when an employee provides services privately that are provided by the Agency. To ensure no real or perceived conflict of interest, employees are not to: act as an agent or dealer for the sale of textbooks or other school supplies; participate in outside activities where their position on the staff is used to sell goods or services to students or to parents served by the Agency; engage in outside work or activities where the source of information concerning the customer, client or employer originates from information obtained because of the employee’s position with the Agency; or engage in any outside employment or activity that is in conflict with the employee’s official duties and responsibilities. Conflict of Interest and secondary employment information is detailed in online Policy Manual

30 Policies and Procedures, cont’d
Secondary Employment An annual request form for any outside, secondary employment is to be submitted to ensure the other employment is not 1) interfering with Agency job responsibilities, 2) occurring on Agency time, 3) using Agency materials or resources or 4) replacing or interfering with Agency services. When employees teach a class through the Agency’s Professional Development Office, this is considered Agency employment and there is no need for a secondary employment request to be submitted for these situations.

31 Policies and Procedures, cont’d
In the event of a work-related injury or bloodborne exposure, employee is to: Notify supervisor and business services (x6706) within 24 hours of the injury. Seek medical attention, if necessary. Employees may go to health care practitioner/facility of their choice. Inform provider that injury is work related. Home Visit Safety Issues Wallet-size reference cards were previously distributed to all staff for procedures concerning work-related injuries. If need a new card, employees may request from Kim L in the HR Office at x6703. Home Visits: go with partner, alert colleague/secretary of your schedule, if feel uncomfortable, either don’t go or leave; schedule at a neutral site

32 NAME BADGES Required in all Agency Centers and when conducting Agency business Helpful to others Ensures safety and security for staff and children Supports school policies as well

North Virginia Smelser, Records Technician South Stephanie McKenna, Secretary

34 Records Access Procedures
Must have a legitimate educational interest to review records Contact Virginia or Stephanie via phone, or in person to obtain records Virginia or Stephanie will document that you have reviewed the record or been given a copy Return records promptly in person (not via van mail) Remember that everything in the record is confidential – treat it accordingly (do not leave out on your desk, in your car or in a building)

35 Student Records Locations
Northern Facility Alburnett Anamosa Benton Cedar Rapids public and parochial Center Point-Urbana Central City College Community Linn-Mar Lisbon Marion Midland Monticello Mount Vernon North Cedar North Linn Olin Solon Springville Tipton Vinton-Shellsburg West Branch Southern Facility Belle Plaine Clear Creek-Amana Deep River-Millersburg Highland HLV Iowa City Iowa Valley Lone Tree Mid-Prairie Washington Williamsburg

36 GRANT OPPORTUNITIES Before initiating grant application, important to communicate and work with supervisor and Business Manager (x6704) When a grant has been approved for funding, a project manager is identified, an account number is assigned and financial activity is monitored by the project manager. Budget changes may only be made according to grant guidelines and within the period authorized by the grant (same school year of the activity). Status reports required by the funding source are typically the responsibility of the project manager and financial reporting is to be coordinated with the Business Manager.

37 SALARY LANE CHANGES Contracted staff may advance their placement on the salary schedule by completing approved graduate hours beyond their degree Employees are advised to submit application to their supervisor before taking coursework to be sure coursework has been approved for salary purposes Approved semester hours for lane change are to be completed by September 1 Evidence of completing approved hours to be submitted to HR Office by October 1 Supervisor FYI…Supervisor signature is required on form to confirm your decision that coursework is job related.

38 ….Salary Lane Changes…. Salary lane changes are presented to Board at October meeting and change is retroactive to beginning of work year If lane change application has been submitted, HR Office sends annual notices of employee progress towards lane change

39 Job or Assignment Openings
Staff who wish to be considered for an assignment to work in a different region within their current job category or who wish to be considered for an opening in a different job category than their current position may check opportunities posted on the “Staff Openings” tab of the Staff Website. The online posting is available at Assignments and/or job openings are posted on a daily basis as they become available. Each opening is posted for a period of five (5) Agency days. Employees interested in actively seeking other Agency opportunities are advised to check the posting at least one time each week to avoid missing a timeline for applying for the opening. The internal staff postings are not to be confused with the employment information posted weekly for public information under “Job Openings” on the home page of the Agency web site. Staff need only to check the daily postings under “Staff Openings” for current info. If questions about the job or assignment procedures contact Kathy, HR Secretary, at x6748.

40 Employee Information Resources
Master Agreement for Contracted Staff Master Agreement for Classified Staff Business and HR Procedures Manual Board Policy Manual The Bulletin Board (Agency’s primary vehicle for internal communications)

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