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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 EMPLOYMENT CALENDAR Calendars for continuing staff should already be completed New staff complete calendar at orientation The online calendar link is https://www.gwaea.org/fapps/StaffEmploy/SignOn.cfm 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 ( ).

3 CALENDAR CHANGE REQUESTS
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

4 SCHEDULES Weekly schedules required unless schedule remains constant*
Notify Secretary of “out of assignment” events in case of emergency** Voice mail should also reflect changes of schedule*** Supervisors may request schedules be submitted electronically rather than paper format. Weekly schedules are to include work locations. * If assignment is constant, please note on schedule sheet – call in changes. **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.

5 PHONE Setting up your voice mail Checking voice mail
Voice mail basics previously provided by Tech Support 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 included on Tech Support Reference Sheet Voice Mail tips: Quick reference guides for the new system were initially ed to all staff by Tech Support. Introduce the purpose of your message: Hi, this is……at XXXX I have a Q I have 3 items I am responding to your ? about FYI – no need for response Thank you.. This is …. At…….XXXX

6 ELECTRONIC REIMBURSEMENT
Submit claims for mileage online Reimbursement at 37 cents per mile 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 not adequate time to process a purchase order or 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

7 ….Electronic Reimbursement….
Receipts are required for all on-line claims excluding meals Meals 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 For detailed instructions of reimbursement system request pink reference sheet from secretary In some instances, the GSA per diem rate may exceed the actual expense, however if the Agency didn’t reimburse on a per diem basis, all meal expense claims would require receipts.

8 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).

9 ….Electronic Reimbursement….
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,…) Claims may cross fiscal years (June-July) if within the 6 month time period

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

11 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 online at https://www.gwaea.org/cfapps/StaffEmploy/SignOn.cfm 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 – as per contracted agreement – not how ill ** Since leave balances are now available on-line, important that leave forms are filed in a timely manner – that way when you check your balance it will be accurate. ** At this time the online leave form does not automatically update the leave balances available. Balances are not updated until HR enters them into the separate leave system. When reviewing leave balances available, check that your most recent absence has been entered in the system.

12 PROFESSIONAL LEAVE REQUEST
To promote and support professional growth Must be job-related and timely application is considered* Request to be completed, submitted, and received by Region Secretary 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

13 ….Professional Leave Request….
Contracted Staff Important Note! The list of purchases eligible for professional leave reimbursement has been expanded to include pocket or palm-sized portable computing devices (like iPods), once every 2 years. Phones, iPads and other tablet or notebook size computers or computing devices are not included. Maximum amount available for purchase of materials/equipment is $400 per work year. When professional leave monies are used for tuition reimbursement, the coursework is not eligible for salary lane change advancement. In addition to materials/equipment, professional leave dollars are available for other approved professional growth expenses (conferences, workshops, license fees, course tuition, etc).

14 ….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.

15 PROFESSIONAL LEAVE REIMBURSEMENT FORM
Employee makes personal payment for activities and expenses After event, employee submits completed form (signed and dated) to Region Secretary for supervisor approval. Employee is to attach necessary receipts for air fare, parking, lodging, or registration. (Meals and mileage do NOT require receipts.)

16 AGENCY DIRECTED TRAVEL
Travel is directed by RA/Supervisor (specify if travel is directed by someone other than own RA/Supervisor) Complete and return form to Region Secretary 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….

17 PURCHASE ORDER REQUISITION
Request form from Region Secretary Complete needed information Return form to Region Secretary for RA/ Supervisor approval Upon approval, Region Secretary will submit Purchase Order online

18 AGENCY CLOSINGS If an Agency Center closes for emergency purposes, a voice mail message notification will be sent to all staff voice mail boxes. When an Agency Center closes, options for making up work time missed during the closing 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.

19 .…Agency Closings…. Contracted Staff also have option to use comp time previously earned and approved by supervisor. Full-time Classified Staff 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 (leave, calendar change, adjusted schedule, etc.) are subject to supervisor approval.

20 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.

21 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 personal interactions related to direct services. 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. Encourage employees to schedule, as best they can, some time in their work day for paperwork/reports. The direct services usually generate a lot of this and completion involves collaboration with other team members. 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. (Words of appreciation and understanding go a long way.)

22 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.

23 Comp Time, continued 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 is to be used consecutively.

24 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.

25 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

26 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

27 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.

28 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

29 NAME BADGES Helpful to others
Ensures safety and security for staff and children School policy

30 STUDENT RECORDS ACCESS
North Virginia Smelser, Records Technician South Barb Aanonson, Team Leader

31 Records Access Procedures
Must have a legitimate educational interest to review records Contact Virginia or Barb via phone, or in person to obtain records Virginia or Barb 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)

32 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

33 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.

34 SALARY LANE CHANGES Contracted staff may advance their placement on the salary schedule by completing additional 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 Semester hours for lane change to be completed by September 1 Evidence of additional hours to be submitted to HR Office by October 1 Supervisor FYI…Lane change applications require approval of PSA and Maria, however employees should first submit application to supervisor. Supervisor initials on form will indicate to executive administrators their recommendation that coursework is job related.

35 ….Salary Lane Changes…. Salary lane changes are presented to Board at October meeting and change is retroactive to beginning of work year If hours completed and submitted before the 2nd Wed of August, it’s possible lane change may be presented at the August Board meeting rather than October and included in first paycheck HR Office sends annual notices of employee progress towards lane change

36 ONLINE SERVICES AVAILABLE
GWAEA home page Software (far right link on teal bar) Computer Services (2nd link on list) Employee Info Login (scroll down menu of links on left side of page – 4th link from the bottom) Bookmark this login!

37 .…Online Services Available….
Sign on by entering first name, last name and last 4 digits of Social Security Number (SSN) In section titled “Navigational Links,” employee information available regarding: Address (employee can update with changes) Job History Contact List (employee can update with changes) License Status Leave Balance Information Employees can update change of address and/or emergency contacts, and can also check status of license and leave balances available.

38 EMPLOYEE INFORMATION RESOURCES
Master Agreement for Contracted Staff Master Agreement for Classified Staff Business and HR Procedures Manual Board Policy Manual


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