New Staff Orientation - PowerPoint by RF7048n


									Standard Operating

  Guidelines and Support
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
   At the first login, use the temporary password - last 4 digits of
    your SSN plus your 4-digit birth year (ex: 99991962). At the
    first login you will then be prompted to change your password.
   Please save this new link in your favorites/bookmarks!
Remote Work Site Program
   A Remote Work Site (work from home) Program is available for Contracted and
    Salaried Staff beginning 2012-13.
   Guidelines and requirements related to eligibility, schedules, work hours,
    Agency resources, safety, security and liability are provided in an overview
    document published in the 8/3/12 issue of the Bulletin Board (available at
   To participate in this voluntary program, interested employees are to complete
    and submit an application to their supervisor by Sept 1 (the application is also
    accessible from 8/3/12 Bulletin Board).
   Employees shall not use their home as a place to provide direct services or
    meet with clients.
   When using their homes as a remote work site, participating employees
    assume responsibility for: operating costs, equipping their office space,
    ensuring internet connectivity, being accessible.
   Work hours for Remote Work Site participants are the same as Agency hours.
   Participating employees are assigned an Agency Center for the purpose of mail
    delivery and mileage reimbursement.
   An annual application is to be submitted. For work years following 2012-13,
    completed applications are to be submitted by May 1 for the upcoming work
   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 email 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
   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
   When change request is approved, employee receives an
    email and an online record is created
   Weekly schedules must be submitted. Schedules need to
    be current and accurate and are to include work
   When it’s necessary to work on a non-work day for a
    direct client need, it’s important staff request a calendar
    change (to a half day or full day) or email 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
   Voice mail should also reflect changes of schedule**
   Setting up your 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 399-6555 or 1-800-798-9771, follow prompts
     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:
     a) Meals during out-of-area Agency travel
     b) Other Agency-directed travel expenses such as lodging
     c) 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.
….Claims Reimbursement….
   Receipts are required for all on-line claims excluding
   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
   For detailed instructions of reimbursement system
    see reference guide available on Business/HR
    Google site
…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
   Mileage from the assigned Agency Center to and from
    home is not to be reimbursed (considered a commute).
….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.
   Employee Leave Form
   Professional Leave Request
   Professional Leave Reimbursement
   Agency Directed Travel Request
   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
   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 email
    from the leave system and an online record will be created
   To promote and support professional growth
   Must be job-related and timely application is
   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
….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.
….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.
   Employee makes personal payment for
    approved activities and expenses
   After event, employee submits completed
    form (signed and dated) to Region
    Secretary for supervisor approval.
   Employee is to attach necessary receipts.
    (Meals and mileage do NOT require
   Travel is directed by RA/Supervisor (specify if
    travel is directed by someone other than own
   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
…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
   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 $50 state rate.
   Contact Region Secretary for list of approved hotels and
    assistance with payment related to lodging expenses.
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
    Purchase Order Requests
   For general office supplies, contact your Region
   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.
   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
           .…Agency Closings….
   Contracted Staff may also have option to use comp
    time 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.
   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.
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
   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.
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.
   Email 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.
Comp Time, continued
   Comp time is to be earned and used in increments of 30
   As general rule, comp time is to be taken in same year it was
   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
   No more than 16 hours of comp time are to be used
   Additional comp time guidance and scenario references jointly
    developed by the Agency and Association are available at
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.
   Provide data at conclusion of service
   Collect data 9 weeks following service
   Need measurable baseline
   EYSE conferences by February or
   Consider summer options for services
    (calendar change 1 day = 8 hours)
   Frequency, Duration, Location
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
       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.
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.
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
   Required in all Agency Centers and
    when conducting Agency business
   Helpful to others
   Ensures safety and security for staff and
   Supports school policies as well
 Virginia Smelser, Records Technician
 Angela Krejci, Secretary
Records Access Procedures
   Must have a legitimate educational interest to
    review records
   Contact Virginia or Angela via phone, email or
    in person to obtain records
   Virginia or Angela will document that you have
    reviewed the record or been given a copy
   Return records promptly in person (not via van
   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)
Student Records Locations
Northern Facility                       Southern Facility
   Alburnett                              Belle Plaine
   Anamosa                                Clear Creek-Amana
   Benton                                 Deep River-Millersburg
   Cedar Rapids public and parochial      Highland
   Center Point-Urbana                    HLV
   Central City                           Iowa City
   College Community                      Iowa Valley
   Linn-Mar                               Lone Tree
   Lisbon                                 Mid-Prairie
   Marion                                 Washington
   Midland                                Williamsburg
   Monticello
   Mount Vernon
   North Cedar
   North Linn
   Olin
   Solon
   Springville
   Tipton
   Vinton-Shellsburg
   West Branch
   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.
   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
   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
       ….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
   If lane change application has been submitted,
    HR Office sends annual notices of employee
    progress towards lane change
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.
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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